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2. Postpone Bid Award - US Highway 93 Utility Relocation Project201 T" Avenue East, P.D. Box 1997, Kalispell, MT 59903 Phone (406) 758- 7720 - Fax (406) 758- 7831 www kalispeAcom REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public Works SUBJECT: Postpone Bid Award - 93 Bypass Utility Relocation Project MEETING DATE: December 7, 2009 BACKGROUND: This project will relocate water and sewer utilities that are in conflict with the planned Phase I construction of the US 93 Bypass Project. A total of five companies bid this work and they are listed in the attached staff memo. In view of the complex nature of a significant portion of the work, staff is performing a comprehensive review of the bid submittals and bidder qualifications which cannot be completed in time for this meeting. Staff recommends postponing a bid award recommendation to December-2 1, 2009. ACTION REQUESTED: AT CITY COUNCIL MEETING OF DECEMBER 7'" MOTION TO POSTPONE AWARD OF THE BID FOR RELOCATING WATER AND SEWER UTILITIES IN CONNECTION WITH THE US 93 BYPASS PROJECT TO THE DECEMBER 21, 2009 COUNCIL MEETING. FISCAL EFFECTS: The construction cost of this project was outlined in prior Council discussions regarding the City/MDT construction agreement and budget amendments for Water and Sewer, and was preliminarily estimated to be approximately $797,304.00. Funding for the work is budgeted in the current year budgets for Water, Sewer and Westside TIF. A substantial portion of the construction cost will be reimbursed to the City by NIDT. Based on initial review of the bid submittals the total expenditure for this project should be significantly less than previously anticipated due to the very competitive bidding environment. Verified bid totals will be available for the bid award on December 21, 2009. ALTERNATIVES: As suggested by the City Council ar�C. Hansz, P.E. Director of Public Works / Attachments: Staff memo of November 24, 2009 A'aneHowmgton City Manager i f , To: Jim Hansz, P.E. Public Works Director/City Engineer From: Frank Castles, P.E. Deputy Public Works Director Date: November 24, 2009 Re: U.S. 93 Bypass Utility Relocations Bids were received and opened at 2:00 pm today for the referenced project. The following companies submitted bids: HDD, LLC, 1995 Third Avenue East, Kalispell, MT 59901 LHC, Inc., P.O. Box 7338, Kalispell, MT 59904 NELCON, Inc., P.O. Box 5370, Kalispell, MT 59903 Sandry Construction Company, Inc., 6025 Hwy 35, Bigfork, MT 59911 Western Municipal Construction, Inc., 5855 Elysian Road, Billings, MT 59101 Staff recommends the bid derision be postponed to the December 21" City Council meeting to allow adequate time to prepare a bid tabulation and to perform appropriate investigation to assure that the reoormiended bidder is qualified to perform the work. Due to the Thanksgiving holiday, there are only three full working days until the City Cleric requires items to be submitted to be placed on the agenda for the December 7 h City Council meeting. 2011" Avenue East, P.O. Sox 1997, Kalispell, MT 59903 —Phone (406)7S8-7720 —Fax (406) 7S8-7831 urivw. kalispegeont