Title
A RESOLUTION AMENDING RESOLUTION NO. 21-27 AND AUTHORIZING THE CITY MANAGER TO ADVERTISE FOR COMPETITIVE BIDS AND TO ENTER INTO CONTRACTS FOR THE BARLOW COMMUNITY CENTER DAM IMPROVEMENTS PROJECT; AND DECLARING AN EMERGENCY.
Brief Description: The project includes improvements to both the west (Lower) and east (Upper) lake dams to meet the ODNR dam requirements and creation of additional storm water storage volume at the upper lake. An emergency clause has been added to re-bid the project this winter and begin to construct the project this spring, weather permitting.
Body
Legislative History
19-79 - Cost Share Agreement with NEORSD; 5/21/2019
21-11 - Submit Application to NEORSD for funds for dredging of lower lake; 2/16/2021
21-27 - Permission to Bid and Award; 3/16/2021
Purpose & Explanation
In 2019, the Northeast Ohio Regional Sewer District (NEORSD) identified that the Barlow Community Center Dams Improvement Project was selected to be funded via a NEORSD grant. The total grant amount was $1,719,580 to cover costs for both the engineering design and construction of the project.
The project includes required Ohio Department of Natural Resources (ODNR) dam improvements that were identified in ODNR’s latest round of inspections of the dams. In addition, the project includes modifications to the upper lake to increase storm water storage, dredging of the lower lake to improve water quality and lake aesthetics and improvements to each lake’s automated valve system that allows for temporary lowering of each lake’s elevation to provide additional storm water storage and ease of maintenance.
In 2020 and 2021, the City and its design consultant designed the project, held public input meetings and secured all ODNR, Army Corp of Engineer’s (ACOE) and Ohio Environmental Protection Agency (OEPA) permits. The remaining balance of the original grant from NEORSD is $1,431,885 and is available to use for the construction of the project. See ‘Project Exhibit’ plan attached.
In the fall of 2021, the design was completed, and the project was bid with an Engineer’s Estimate of $1,317,586.70. Bids were opened on November 30, 2021, and all bids came in 10% over the estimate, with the lowest bid coming in at 38% (+$515,358) over the engineers’ estimate. By State of Ohio OAC, the project had to be rebid since it was over 10% of the estimate.
Since bid opening, the design consultant and City staff evaluated the bid results and interviewed contractors to understand cost overruns and identify any potential cost reductions. The major cost overruns for the project were due to the limited number of bidders, cost to haul off and dispose of surplus earthen materials out of Hudson, anticipated cost to excavate and install the lower lake’s dam system in bedrock, the increased costs associated with asphalt walking trail construction and the cost of a new automated valve operating system.
The updated contract will include an alternate bid for asphalt trail paving which could be completed under the City’s Annual Asphalt Resurfacing Project if we choose to perform this work under that bid.
The City anticipates bidding the automated valve control system as a separate, stand-alone project given the specialized nature of the electric valve installation and its cost. Due to the rebid and a delay in this contract bid, the contract now indicates that a portion of the surplus soil from the Barlow Community Center project will be able to be moved to the proposed Pickleball Courts Project located at Barlow Farm Park, which will result in a net savings for both projects. In addition to the Pickleball stockpile, a second stockpile of surplus soil from the Barlow Community Center project will be placed at either the future Downtown Phase 2 site or the YDC site near the location of the proposed railroad bridge where additional, clean fill material may be needed for these future development projects. (See the ‘Soil Stockpile Sites’ map attached.)
The revised estimated total cost of construction, including a 10% contingency is $1,874,288 ($1,703,898.35 base + $170,389.83 contingency = $1,874,288). An emergency clause has been included to expedite the bidding and award of the project in order to perform the work during the winter months when the ground is hard vs. the spring thaw and to line this project up with the Pickleball and Tennis court project.
This project is scheduled to re-bid in February, and we plan to open bids in March, 2022.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04:
X Competitively bid and advertised for three consecutive weeks
Joint or Cooperative Purchase Program
Professional Services
Other
Fiscal Impact
X Currently Budgeted (Account 504 - $1,431,885).
X Supplemental Appropriation Required (Additional $442,403; $1,874,288.18-1,431,885)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes - In order to put out to bid as soon as possible to obtain better pricing, allow for work to commence as soon as possible, potentially in winter weather and to coordinate soil stockpile work with the Pickleball Court Project.
____ No
Recommendation
Suggested Action
Staff recommends that City Council approve this amendment to Resolution No. 21-27 authorization for the City Manager to advertise, receive bids, and enter into a contract for the Barlow Community Center Dam Improvements Project and declaring an emergency.
Submitted by,
Jane Howington, City Manager
Thomas J. Sheridan, Assistant City Manager - Professional Services
Bradley S. Kosco, PE, PS, City Engineer