9.f) Staff Report-Gravel Bids . �
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\SCANDIA
Stnff Report
Date of Meeting: June 18,2013
To: City Council
From: Kristina Handt, City Administrator
Re: Gravel Bids
Agenda Item #: 9.f.)
Background:
At the May 21, 2013 Council meeting, Superintendent Kieffer brought forth a recommendation to award
the bid to M.J. Raleigh for applying gravel to Old Marine Trail and Parade Ave. Raleigh's bid was for
$7.90 ton with a base bid of$24,253. The Council declined to accept the Raleigh bid and directed staffto
get additional quotes.
City Engineer Ryan Goodman solicited more quotes. A summary of bids submitted are included in your
packet.
Issue:
Who should the Council award the 2013 gravel bid to?
Proposal Details:
See attached memo and bid documents from City Engineer Goodman. Dresel Contracting had the low bid
of$26,893.20.
Fiscal Impact:
The 2013 Budget includes $25,650 for gravel expenses. All of the bids received by City Engineer
Goodman exceed this amount. The Council will need to determine if they are willing to exceed the
budget and take the funds from some other line item, use fund balance or apply less gravel to the specified
roads.
- ��' BOL_TON � M �N K , I NC�
, � Consulting Engineers & Surveyors
" 2035 County Road D East•Suite B •Maplewood, MN 55109-5314
Phone(651)704-9970• Fax{651)704-9971
www.bolton-menk.com
MEMORANDUM
Date: June 12,2013
To: Honorable Mayor and City Council
From: Ryan Goodman, Bolton&Menk, Inc.
Subject: 2013 Gravel Quote Solicitations
The following Contractors/Suppliers were contacted to re-submit or submit a quote for the 2013
Graveling Project on Old Marine Trail N and Parade Ave N in the City of Scandia. If the Contractor
didn't submit a brief description has been provided why they didn't.
Dresel Contracting, Inc. -Submitted
Aggregate Industries- Submitted
R.E. Peterson,Inc. -Submitted
Tiller Corporation -Class 5 (gravel)they produce dcesn't conform to the specifications
T.A. Schifsky& Sons-current workload is full
MJ Raleigh Trucking-No quote submitted,3 voicemails have been left with no responses
Roger Rydeen-current workload is heavy and scope of work doesn't fit his operations well
C& B Excavating-current workload on spetic tanks installation is full and scope of work doesn't fit their
operations well
Knife River-current workload is full
UtJIt�NINI.�tVk A bt 11 tk 1 UMUKkVW
tsalton&Menk is an equal opportunity employc�
. = BOLTON � M � N K , I NC�
• Consulting Engineers & Surveyors
" 2035 County Road D East•Suite B•Maplewood, MN 55109-5314
Phone(651)704-9970• Fax(651)704-9971
www.bolton-menk.com
June 12, 2013
Honorabie Mayor and City Council
City of Scandia
14727 209"' Street N
Scandia, MN 55073
Re: Quote Results
2013 Gravel Project
Dear Mayor and Council:
Re-solicitation of Quotes for the 2013 Gravel Project on Old Marine Trail N and Parade Ave N have been
received and the results are as follows.
The following is a summary:
Contractor Quote
Dresel Contracting, Inc. $26,893.20
Aggregate Industries $31,283.30
R.E. Peterson Inc $44,515.00
Based on the summary above, if the City Council wishes to award the Project to the lowest quote, then
Dresel Contracting, Inc. should be awarded the project in the amount of$26,893.20.
If you have any questions, please feel free to contact me at 612-597-7140.
Sincerely,
BOLTON &MENK, INC.
��� ��-trvw�v.��,
Ryan J. Goodman, P.E.
City Engineer
Enclosure
UtSICiNINCi fC�k A f3t l I tK l UMURROW
tsolton&Menk is an equal opportunity employci
CITY OF SCANDIA
2013 AGGRECATE ROAD SURFACING PROJECT
QUOTES DUE BY 10:00AM.JUNE 4.2013
Atl Quotes shalt be submitted by email in a PDF or JPEG format to:
rvangoC�a.bolton-menk.com
OUOTE FORi�I
Name of company or `, /
Individual submitting bid: +�.��`eSf-' ( ��-? �i'�"�: f-, �,� �.� �..
Address: ,,Zyt'�%�� 7�f y ,,���
,
�3��'s«�.> L"�. r�., _-yly_ s��>/ 3
The undersigned Bidder hereby certifies that the undersigned is the only person interested in this
proposal as a principal,that this quote is made without collusion with any person,firm or corporation,
that the undersigned has e:camined the plans,specifications and locations where this work is to be
performed,and do hereby,agree to provide all materials, labor,equipment and incidentals necessary to
perform the work as prescribed at UNE of the following prices:
ITEM. NO. ITEM UNIT UNIT QTY PRICE/TON TO?AL PRICE
2211.501 CLASS 5 MUD1FlED TON 3,070 $ �
AGG.(60%CRLTSHED)
211.501 CLASS 7 MOUIFIED TON 3,070 $ �
� �j , � $ � Cj � . ''�i
AGG.
The undersigned agrees that the quantities to be delivered may be adjusted by the City of Scandia
based on availability of funds and the direction of the City Council or their appointed representative.
Furthermore,the undersigned agrees to execute, within ten(10)days of the City Council accepting this
proposal,the required contract and bond forms prescribed by the City,and provide the City of Scandia
a Certificate of Insurance in ACCORD 25 format in the following amounts,with the City named as an
additional insured:
$1,000,000 in general liability
$ 600,000 in automobil�liability
Workers compensation as required by state law
The undersigned alsu agrees to guazantee all work performed under this contract to be done in
accordance with the plans and specifications,and in a good and workmanship like manner. The
undersigned will renew and/or repair any work which ma.y be rejected by the City of Scandia due to
defective materials or workmanship within seven days of being noticed of such deficiency.
If awarded this contract the undersigned agrees to complete the work between June 20,2013 and July
22, 2013.
�'%��� 6 .3 �f
i ure Date
JC%S� 1�f�' St' �
Printed Name
I
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!
CITY O� SCANp�A
� �GATE ROAD SU1tTACNE� 2013�CT .
ZU13 AUOT�S DU�];Y 10:04AM JU
e�uail in s�i'DX''or JP��forinat to:
All Q+�otcs sl��i!be sub antt�a �oltou-�i1e11k.com
UOTI�,rORM � .�
i �NAmc of co�npanY o'' b4d: , (
Individual submrt�tddress: S
ned is tl�e oitily peXS°n�'lterested in this I
erson,firm or corp
oration, I
undersigt�e��l�der L�ereby certities that the u�idersig �tl�,ocations where tl�.is work is to be �
T1�e •�1C1 a{,that this quote is ntflde witl�out collusion w►th anY 1� I
lans,Sp�C1�lC�1t1017S e �li luent And�n�ident�ls necessnry to
proposal as A prl P labor, q P
lee to p�ovl�e all inaterials, l�C�s.
that the undersigned 11�s examu�ed t z p
4�erfornied,a�j�do herCescr bed at nN�of the following p' TOTAL PRYCE
UNIT UNtT QTY �'RICF�!"I'ON � �O
perfornz the work as p �' r„ �p� $ 3 '
ITEM.N�. ITEM ,�ON 3,070 $ • � � 1.o,��,�,��tt�s
� r�.�a �
2211.501 CLASS 5 MU�����'D � $_��
AGG,(60%CRUSHED} TON �,070 $� �
221�.501 CI.As�� MODI�IED �
usted by the City of Scandia i
AGG. be r��J l
ointed re resentative. '
uantities to be delivcred jn�y p
ned a�rees that the� tqn tllis '
't'he undersig £filnds and tl�e direction of the City Council or the►r ApP Council accep �
based on availabilrty o „vitilin ten(10)days of the Ct y ;
rees to execute, t1,e Ci�y,�nd Provide the City of Scandia
ned ag rescribed bY :
the undersig , �;1���nt5,with the City itatned as an .
Furihermos•e, �
ploposal,the required contract and Uz�nd focros '
� e of insurance in ACCOitD 25 �fltnlzt in tttie followin},
a Certittcat �
�dditional insured: �
$1,U00,Ot��}11t ge�1`ial liability
$ &fl�D��p�n automoUile linblu 1 e�by 5tate la�v
Wc�rkers compensAtion As req
ee all wark perfor�ned under t 1�is c o i i t r a�ke m�;voere�The
�rees to guaraut �d anc�woz"kmAnshtip ,of Scandia ciue to �
'rhe undecsigned�lso a� ecific�tio��s,aucl in a� he rejected by the Cit} I
acc�rclance with the pinns�nd sp �
aar any work whicl�i11ay noticed of sucfi dcficiency.
u►�dersigned witl renew nnd/or Cel� within seven days of being 2013 and July i
defective materials or workm��'shi�� Iled a� �
S! rees to complete the work becweeu.�une 2 ' ,
If�;�v�rdeti tl�is contract tl�e uuder g f
;
22,2013. / !
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Prittted Nam
CITY OF SCANDIA
2013 AGGREGATE ROAD SU1tFAC1NG PROJECT
QUOTES DUE BY 10:OilAM,JUNE 4.2013
A11 Quotes shatl be submitted by email in a PDF or JPEG format to:
rvan�o(�bolton-menk.com
QUOTE FORM
Name of company or �
Individual submitting bid: � C �1�-
Address: Q GL l�vQ
��hN}C�"�t'1111i1 �/�A� ^�i�=1�.5
The undersigned Bidder hereby certifies that the undersigned is the only person interested in this
proposal as a principal,that this quote is made without collusion with any person, fitm or corporati�n,
that the undersigned has examined the plans, specificatious and locations where this work is to be
perEormed,and do hereby,agree to provide all tnaterials, labor,equipment and incidentals necessary to
perform the work as prescribed at ONE of the following prices:
ITEM. NO. ITEM UNIT UNIT QTY PRICE/TON 1'OTAL PRICE
2211.501 CLASS 5 MODIFIED TON 3,070 $ �'�.� � �j
AGG. {60%CRUSHED)
2211.501 CLASS 7 MODIFIED TON 3,070 $ $___
AGG.
The undersigned agrees that the quantities to be detivered may be adjusted by the City of Scandia
based on availability of funds and the direction of the City Councit or their appointed representative.
Furthermore,the undersigned agrees to execute, within ten(10) days of the City Couneil aceepting this
proposal,the required contract and bond forms prescribed by the City,and provide the City of Scandia
a Certificate of Insurance in ACCORD 25 format in the following amounts,with the City named as an
additional insured:
$1,000,000 in general]iability
$ 600,000 in automobile liability
Workers compensation as required by state law
The undersigned also agrees to guarantee all work performed under this contract to be done in
accordance with the plans and specifications,and in a good and workmanship like manner. The
undersigned will renew and/or repair any work which may be rejected by the City of Scandia due to
defective materials or workmanship within seven days of being noticed of such deficiency.
If awarded this contract the undersigned agrees to complete the work between June 20,2013 and duly
22,2013.
�.�ct'� (�,`� -^ . — � ` � � —
S g e `_�� _ _.Date
�r�-�� E��,�e.r�s�r� _ _
Printed Name
CITY OF SCANDIA
2013 AGGREGATE ROAD SURFACING PROJECT
QUOTES DUE BY 10:00AM,JUNE 4,2013
All Quotes shall be submitted by email in a PDF or JPEG format to:
rvan�o(�a,bolton-menk.com
QUOTE FORM
Name of company or
Individual submitting bid:
Address:
The undersigned Bidder hereby certifies that the undersigned is the only person interested in this
proposal as a principal, that this quote is made without collusion with any person, firm or corporation,
that the undersigned has examined the plans, specifications and locations where this work is to be
performed, and do hereby, agree to provide all materials, labor, equipment and incidentals necessary to
perform the work as prescribed at ONE of the following prices:
ITEM. NO. ITEM UNIT UNIT QTY PRICE/TON TOTAL PRICE
2211.501 CLASS 5 MODIFIED TON 3,070 $ $
AGG. (60% CRUSHED)
2211.501 CLASS 7 MODIFIED TON 3,070 $ $
AGG.
The undersigned agrees that the quantities to be delivered may be adjusted by the City of Scandia
based on availability of funds and the direction of the City Council or their appointed representative.
Furthermore,the undersigned agrees to execute, within ten(10) days of the City Council accepting this
proposal,the required contract and bond forms prescribed by the City, and provide the City of Scandia
a Certificate of Insurance in ACCORD 25 format in the following amounts, with the City named as an
additional insured:
$1,000,000 in general liability
$ 600,000 in automobile liability
Workers compensation as required by state law
The undersigned also agrees to guarantee all work performed under this contract to be done in
accordance with the plans and specifications, and in a good and workmanship like manner. The
undersigned will renew and/or repair any work which may be rejected by the City of Scandia due to
defective materials or workmanship within seven days of being noticed of such deficiency.
If awarded this contract the undersigned agrees to complete the work between June 20, 2013 and July
22, 2013.
Signature Date
Printed Name
Plans & Specifications
2013 Aggregate Road Surfacing Project
The specifications are the 2005 edition of the Minnesota Department of Transportation "Standard
Specifications for Construction", Section 2211 Aggregate Base.
1. It is the intent of the City to place 4" of aggregate road swfacing material on certain City streets in
order to provide a firm base for the passage of vehicular traffic.
2. After reviewing the contract prices,the City will select ONE gravel type to be placed over the
entire project area.
3. Quantities to be delivered may be adjusted by the City based on the availability of funds and the
direction of the City Council or their representative.
4. It shall be the contractor's responsibility to provide all labor, materials, equipment, and incidentals
necessary to evenly distribute the quantity of material designated on the roadways listed below or
as directed by the appointed representative of the City of Scandia. A motor grader and operator
will be provided by the City for grading of t6e contract material.
5. Measurement for payment shall be by the Ton based on Contractor provided weight tickets.
Weight tickets shall be provided for each truck. The method of collecting the weight tickets shall
be verified with the city prior to beginning operations. Final payment shall be processed by a
single invoice from the Contractor after all work has been completed and accepted.
6. Material used will be one of the following types of aggregate:
A. 2211.501 -Modified Class 5 As�qres�ate (60%crushedl
Class 5 aggregate for this item shall meet MN/DOT 3138 specification with 3138.2C being modified
to have one or more crushed faces on not less than sixty percent(60%)of material by weight that
is retained on the No.4 and larger sieves. In addition, the percent passing the No. 200 sieve shall
range between twelve percent(12%)and sixteen percent(16%).
B. 2211.501 —Modified Class 7 As�s�re�aate (BC)
Class 7 aggregate for this item shall meet MN/DOT 3138 specification. Gradation requirements for
this item shall meet the"substitution for Class 5"gradation requirements. In addition, the percent
passing the No. 200 sieve shall range between twelve percent(12%) and sixteen percent(16%).
7. Before any gravel is placed, the Contractor shall submit the results of two (2) aggregate gradation
tests, at the cost of the contractor,performed by an approved independent testing laboratory,
certifying that the materials to be incorporated into the work meet the specification. Each test
shall be performed using material from separate representative samples. These results shall be
submitted to the City Representative no less than 48 hrs prior to placement of materials.
8. In the event that aggregate appears to be out of specification during placement, the City will hire a
certified testing laboratory to conduct further gradation tests. The Contractor shall be liable for the
cost of these tests if the results fail to meet the required specification
Ciry oJScandia Aggregate Road Surfacing PaSe 1
9. Project shall not begin before the start date on the bid form and shall not end later than the
completion date on the bid form.
10. Streets to be improved:
GRAVEL SQ. TONS
Length of WIDTH yDs, PER 4"
Street From To Gravel FEET THICK
Parade Ave N Old Marine Trail So. City gg5 ft. 26 ft. 2788 621.1
Limits
Old Marine Trail 185m Street N. Co. Rd. 4 3,850 ft. 26 ft. 11122 2447.5
REMAINDER OF THIS PAGE LEFT BLANK
City of Scandia Aggregute Road Surfacing P°SQ 2
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