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City of <br />Elk az <br />— <br />River <br />Request for Action <br />To <br />Item Number <br />Mayor and City Council <br />8.4 <br />Agenda Section <br />Meeting Date <br />Prepared by <br />General Business <br />July 20, 2015 <br />Justin Femrite, P.E., City Engineer <br />Item Description <br />Reviewed by <br />Eastern Area Trail and Mobility Project Bids <br />Cal Portner, City Administrator <br />Reviewed by <br />Action Requested <br />The City Council is asked to consider one of two actions: <br />1. Adopt, by resolution, acceptance of the low bid and authorize the execution of a contract with <br />Barber Construction for the construction of the Eastern Area Trail and Mobility project. <br />2. Adopt, by resolution, rejection of all bids and direct project staff to amend project documents to <br />reflect a project completion date in 2016. <br />Background/Discussion <br />Bids were received on July 7, 2015, for the Eastern Area Trail and Mobility project. There were a total of <br />three bids received ranging from $505,767.50 to $655,227.00. A tabulation of the bids is attached. The <br />low bid was submitted by Barber Construction. <br />The low bid is above the estimated costs for the work. The City Engineer feels there is the potential to <br />receive more favorable bids and come closer to the project estimates if the contract documents are <br />amended to allow for 2016 construction. <br />To make a determination, the Council should discuss and provide direction whether to continue with the <br />project as planned or to postpone the project for a year in the interest of getting a modestly better bid. <br />Financial Impact <br />Funding sources for this project are expected to come from the Street Improvements Reserve fund and a <br />federal grant. The federal grant that is available is in the amount of $160,000. Street Improvement <br />Reserve funds were originally estimated at $80,000 as detailed in the CIP. To cover the costs of this <br />contract, if awarded, the expenditures from the Street Improvement Reserve fund would be increased by <br />$265,767.50 to a total of $345,767.50. There is sufficient balance in the Street Improvement Reserve <br />fund to cover the higher than anticipated price of the project. <br />Attachments <br />■ Resolution — Accepting the Bids and Authorizing the Execution of the Contract. <br />■ Resolution — Rejecting the Bids <br />■ Bid Tabulation <br />■ Street Improvement Reserve cash flow forecast <br />■ Project Location Map <br />P a w E A E U s r <br />NaA f RE] <br />