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Department of Finance - Division of Procurement & Contracts
Reference: Award of Formal Solicitation 8.3 MG Tank BFV Replacement Project RFP# 17-045
To: Mayor Richard N. McLean and Members of City Council
Through: Philip Rodriguez, City Manager
Prepared By: Curtis Bauers, Director of Utilities
Through: Chontel Trujillo, Assistant City Manager Operations
Date Prepared: September 6, 2017
PURPOSE
Requesting City Council approval of a formal solicitation for the 8.3 MG Tank BFV Replacement Project to the most responsive and responsible bidder, and approving the resolution giving the Mayor authority to sign the contract. Municipal Code Section 3.08.090, “. . . . All bids and proposals in excess of $50,000 shall be awarded through formal written procedures by the city council.”
BACKGROUND/HISTORY
The City of Brighton currently owns multiple water storage tanks within its distribution system. The 8.3 Million Gallon tank requires both the influent and effluent 24” butterfly valves to be replaced on a system that is live and in use. CDPHE requires that the city install a check valve on the effluent line in order to effectively maintain water quality. To meet this requirement, the existing valves must be replaced. The tank will need to remain in operation during the change out, so two EZ Valve Systems will be used to replace the existing butterfly valves in order to efficiently and effectively. The project will also consist of installing a 30”x30”x24” tee with a 40’ stub-out and blind flange on the existing influent line. The scope of work consists of:
• Excavate and expose the influent and effluent lines
• Remove and replace 24” butterfly valves with 24 in. EZ Valve System
• Install 40 linear feet of 24” PVC pipe with 30”x30”x24” tapping tee, 24” hot tapped gate valve, 22.5 degree bend, and 24” blind flange
• Weekly site progress meetings
An Optional Pre-Bid Conference was held at City Hall on August 7, 2017.
Two (2) formal bids were received on August 17, 2017 at 10:00 AM. The bids were received by the Procurement group and then provided to the Utilities Engineering group for review.
Both bids were substantially higher than anticipated. The variance between the bids was $237,095.00. The Project Team met with the low bidder to identify opportunities for potential cost avoidance and value engineering alternatives to the project. It was discovered that different valve insertion techniques which are much cheaper than the traditional installation are available. The technology is of the same quality. The modifications will not have an effect on the final project.
Contractors submitting proposals:
Ø CGRS, INC.
Ø B.T. Construction
FINANCIAL IMPACT
Sufficient funding was approved in the 2017 budget for distribution line purchase and install projects. The proposal from CGRS, INC. is within the budgeted amount.
STAFF RECOMMENDATION
In completing the review and evaluation of this bid the recommendation is to award to the lowest most responsive and responsible bid of CGRS, INC. in the amount of a total not to exceed Three-Hundred and Eleven Thousand Three-Hundred Dollars ($311,300.00).
CGRS, INC. is in good standing with the State of Colorado.
OPTIONS FOR COUNCIL CONSIDERATION
Ø Approval as presented
Ø Reject
Ø Require new bids be prepared
Attachments:
Ø Resolution
Ø Bid Abstract