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HomeMy WebLinkAboutAward Bid - Prairie Avenue Water Main Loop Proj No. 117-068 - HRP Construction Inc.  ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS December 14, 2021 Mr. Matthew D. Cain HRP Construction Inc. 4316 Technology Dr. South Bend, IN 46628 mattc@hrpconstruction.com RE: Award Bid – Prairie Avenue Water Main Loop – Project No. 117-068 Dear Mr. Cain: At its December 14, 2021 meeting, the Board of Public Works awarded the above referenced bid to you in the amount of $1,671,500. Enclosed please find a signed Bid/Proposal form. Please forward the following documents in one submittal by December 28, 2021 to my attention for Board of Public Works approval at lhensley@southbendin.gov : 1) One (1) signed original of the Public Works Contract (enclosed) 2) Labor & Material Payment Bond 3) Performance Bond (125% of Bid Amount) 4) Certificate of Insurance naming the City of South Bend as an additional insured 5) Item #4 for all subcontractors that you use If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, /s/ Laura Hensley/Acting Clerk Enclosures   ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS December 14, 2021 Mr. Bruce R. Woodruff Woodruff & Sons, Inc. 2151 E. US Highway 12 Michigan City, IN 46360 nicoles@woodruffandsons.com; brucew@woodruffandsons.com RE: Bid Award – Prairie Avenue Water Main Loop – Project No. 117-068 Dear Mr. Woodruff: At its December 14, 2021 meeting, the Board of Public Works awarded the above referenced bid to HRP Construction Inc. in the amount of $1,671,500. Thank you for bidding, and we hope you bid with us in the future. If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, /s/ Laura Hensley/Acting Clerk Enclosures   ELIZABETH A. MARADIK GARY A. GILOT JORDAN V. GATHERS JOSEPH R. MOLNAR MURRAY L. MILLER 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS December 14, 2021 Mr. Justin Butler Selge Construction Co., Inc. 2833 South 11TH St. Niles, MI 49120 aswinehart@selgeconstruction.com RE: Bid Award – Prairie Avenue Water Main Loop – Project No. 117-068 Dear Mr. Butler: At its December 14, 2021 meeting, the Board of Public Works awarded the above referenced bid to HRP Construction Inc. in the amount of $1,671,500. Thank you for bidding, and we hope you bid with us in the future. If you have any further questions regarding this matter, please call this office at (574) 235-9251. Sincerely, /s/ Laura Hensley/Acting Clerk Enclosures S:\Public Works\Projects\Projects by Year\2017 Projects\117-068 Prairie Avenue Water Main Loop\PROCUREMENT\BIDS AND AWARD\20211116_Award Memo.doc INTER-OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENGINEERING TO: Members of the Board of Public Works Clara McDaniels, Assistant City Attorney Public Works FROM: Sue Ellen Doudrick, P.E., Assistant City Engineer SUBJECT: Project No. 117-068 Prairie Avenue Water Main Loop DATE: December 6, 2021 On November 9, 2021, the Board of Public Works opened and read bids of the above project. A list of the bids received and amounts are listed below and detailed bid tabulation is attached: Bidder Base Bid Total Mandatory Alternate Base Bid Deduct Total(1) 1. HRP Construction $1,714,000.00 $1,683,000.00 $1,671,500.00 (2) 2. Selge Construction $1,699,481.01 $1,689,281.01 3. Woodruff & Sons $2,117,158.48 $1,944,208.30 Notes: 1. The lowest bid was for the Mandatory Alternate Base Bid which replaces of 1,120 linear feet of trenching installation of water main with directionally drilled (trenchless technology) water main installation. 2. HRP’s bid for the mandatory alternate base bid did not include a unit price for line item #15 “Recycled Concrete for Pavement Sub-base, No 53”. This unit price was provided in the Base Bid and therefore was used to fill in Line Item #15, making the new total for the Mandatory Alternate Base Bid $1,671,500.00. The Division of Engineering recommends the award of the contract for Project No. 118-063 Prairie Avenue Water Main Loop to the lowest, responsive, responsible, pre-qualified bidder, HRP Construction at the bid price of $1,671,500.00 contract by unit prices. The project will be funded using Water Works Capital and Southside TIF. The Purchase Requisition is PR-00012245. The award recommendation is subject to Water Capital 4th Quarter Appropriation; related to the reimbursement of the funds from the Pokagon Band. For questions regarding the above recommendation or the subject project, contact Sue Ellen Doudrick (Ext. 5922) at the Division of Engineering. December 14, 2021 BOARD OF PUBLIC WORKS CITY OF SOUTH BEND, INDIANA PUBLIC WORKS CONTRACT This Agreement is made and entered into this 14th Day of December, 2021, by and between HRP Construction Inc., 5777 Cleveland Rod, PO Box 266, South Bend, IN 46624-0266 (the “Contractor”), and the Board of Public Works (the "Board”). The Contractor covenants and agrees to make the following improvement, as fully set out in the Request for Quotations, Standard Specifications, Special Provisions, Plans, and Bid Proposals, all of which are set forth as a part of this Contract, for: PROJECT NO. 117-068 DESCRIPTION: PRAIRIE AVENUE WATER MAIN LOOP COMPLETION DATE: SEE SPECIFICATIONS AMOUNT: $1,671,500 FUNDING: PR-00012245 The unit prices for this improvement were those prices as received and accepted by the Board on the 9th Day of November, 2021. The Contractor further agrees to notify the assigned Engineer when this improvement is completed. This notification shall be in the form of a Project Completion Affidavit, signed by the Contractor. Upon final acceptance of the improvement by the Engineer, the Contractor’s final estimate will be presented to the Board for final Payment with one (1) copy of the Project Completion Affidavit and one (1) copy of a Waiver of Lien. Each of the Parties, by signing below, represents and warrants to the other Party that he/she/it has the authority to bind the named person or entity to this Agreement. BOARD OF PUBLIC WORKS HRP CONSTRUCTION INC. President Member Printed Name Member Member Signature Member Attest: Clerk Confidence in the built environment. 135 N. Pennsylvania Street, Suite 2800 Indianapolis, IN 46204 www.hwcengineering.com Indianapolis | Hammond | Lafayette | Muncie | New Albany | Terre Haute www.hwcengineering.com November 18, 2021 Ms. Sue Ellen Doudrick, P.E. Assistant City Engineer 227 West Jefferson Blvd., Suite 1316 South Bend, IN 46601 Re: Prairie Avenue Water Main Loop Project No. 117-068 Bid Review Dear Sue Ellen: We have reviewed the bids received on November 9, 2021 for the Prairie Avenue Water Main Loop (Project No. 117-068) and offer the following comments for your review and approval. As shown on the attached certified bid tabulation, three (3) bids were received from the following contractors: HRP Construction Inc. (HRP), Selge Construction Co., Inc. (Selge) and Woodruff & Sons, Incorporated. The base bid amounts ranged from $1,699,481.01 to 2,117,158.48. The apparent low bidder on the base bid was Selge with a base bid amount of $1,699,481.01. This bid is below the engineer’s estimate of $1,802,090.00. The project also included one mandatory alternate bid for the use of horizontal directional drilling for the water main within SR-23 in lieu of the base bid method of open cut installation. The mandatory alternate bid is the net difference from the base bid, and if accepted, it shall be combined with the base bid to determine the low bidder on the project. The “as-read” mandatory alternate bid amounts from Selge, HRP, and Woodruff & Sons were ($10,200.00), ($31,000.00), and ($172,950.18) respectively. An omission was noted on HRP’s alternate bid for the unit price for Item 15 (Recycled Concrete for Pavement Sub-base, No. 53) which when included reduced the as-read amount by ($11,500) for a total deduction for the mandatory alternate of ($42,500.00). If the mandatory alternate is accepted, HRP would be the low bidder based on the combination of the base bid and the mandatory alternate. The omission on HRP’s alternate bid would not affect the determination of the low bidder if the mandatory alternate is accepted, since either the “as-read” amount or the corrected amount would still result in HRP being the low bidder. A summary table of the bid results is as follows: Bidder Base Bid Mand. Alt. Bid Combined HRP "As-Read" $1,714,000.00 ($31,000.00) $1,683,000.00 HRP Corrected $1,714,000.00 ($42,500.00) $1,671,500.00 Selge $1,699,481.01 ($10,200.00) $1,689,281.01 Woodruff & Sons $2,117,158.48 ($172,950.18) $1,944,208.30 Doudrick Prairie Avenue Water Main Loop Bid Review November 18, 2021 Page 2 HRP and Selge have both completed projects for the City of South Bend and their performance of similar projects adequately documents their ability to complete the project. Accordingly, pending the Board’s review of the bids and the information contained herein, the Board could proceed with a contract award to Selge Construction Co, Inc. for the base bid only in the amount of $1,699,481.01 or a contract award to HRP Construction, Inc. for the combination of the base bid and mandatory alternate bid in the amount of $1,671,500.00. If you or any of the Board Members should have any questions regarding the bids or the information contained herein, please feel free to contact me. Sincerely, Jonathan Q. Query, P.E. Project Manager /Enclosure cc: Board of Public Works Eric Smith, HWC Engineering BID TABULATIONPrairie Avenue Water Main LoopProject No: 117‐068Bid Date: November 9, 2021Prairie Avenue Water Main Loop ‐ Project No. 117‐068Base BidItem No.  Line Item Quantity UnitUnit Price Cost Unit Price Cost Unit Price Cost Unit Price Cost1Water Main, 12", DIP6,030 LFT $90.00 $542,700.00 $90.00 $542,700.00 $102 $615,060.00 $121 $731,619.902Structure Backfill, Type 1 or 23,500 CYD $30.00 $105,000.00 $22.00 $77,000.00 $5.00 $17,500.00 $21.96 $76,860.003US 20 Jack & Bore (12" Carrier Pipe w/24" Steel Casing) 335 LFT $950.00 $318,250.00 $700.00 $234,500.00 $892.00 $298,820.00 $784.11 $262,676.854Gate Valve and Box, 12"6 EACH $4,500.00 $27,000.00 $3,500.00 $21,000.00 $2,500.00 $15,000.00 $3,707.80 $22,246.805Fire Hydrant Assembly4 EACH $7,500.00 $30,000.00 $7,500.00 $30,000.00 $5,100.00 $20,400.00 $7,763.94 $31,055.766Air Release Valve and Vault2 EACH $15,000.00 $30,000.00 $12,000.00 $24,000.00 $7,000.00 $14,000.00 $7,063.14 $14,126.287Connection to Existing Water Main2 EACH $3,000.00 $6,000.00 $4,000.00 $8,000.00 $3,100.00 $6,200.00 $3,749.95 $7,499.9081" Corporation Stop for Water Service 7 EACH $500.00 $3,500.00 $300.00 $2,100.00 $750.00 $5,250.00 $759.49 $5,316.4391" Type K Copper Water Service80 LFT $50.00 $4,000.00 $37.00 $2,960.00 $35.00 $2,800.00 $92.14 $7,371.2010Curb Stop and Box7 EACH $750.00 $5,250.00 $300.00 $2,100.00 $500.00 $3,500.00 $897.55 $6,282.8511HMA Surface, 9.5 mm, Type C85 TON $105.00 $8,925.00 $180.00 $15,300.00 $180.00 $15,300.00 $205.37 $17,456.4512HMA Intermediate, 19.5 mm, Type C 140 TON $100.00 $14,000.00 $120.00$16,800.00 $120.00 $16,800.00 $136.91 $19,167.4013HMA Base, 25.0 mm,  Type C390 TON $90.00 $35,100.00 $90.00 $35,100.00 $90.00 $35,100.00 $102.68 $40,045.2014PCCP, 12", SR 23 Pavement Base750 SYD $110.00 $82,500.00 $130.00 $97,500.00 $95.75 $71,812.50 $315.54$236,655.0015Recylced Concrete for Pavement Sub‐base, No. 53 600 TON $50.00 $30,000.00 $50.00 $30,000.00 $44.00 $26,400.00 $72.96 $43,776.0016HMA for Approaches175 TON $120.00 $21,000.00 $170.00 $29,750.00 $170.00 $29,750.00 $288.40 $50,470.0017PCCP For Approaches60 SYD $80.00 $4,800.00 $89.00 $5,340.00 $85.00 $5,100.00 $135.28 $8,116.8018Stone Driveway Repair (Undistributed) 15 CYD $120.00 $1,800.00 $100.00 $1,500.00 $55.00 $825.00 $106.45 $1,596.7519Milling, 1‐1/2"5,320 SYD $4.50 $23,940.00 $5.00 $26,600.00 $3.55 $18,886.00 $7.47 $39,740.4020HMA for Resurface, Type C, 1‐1/2" 445 TON $100.00 $44,500.00 $105.00$46,725.00 $105.00 $46,725.00 $119.80 $53,311.0021Utility Allowance1 ALLOW. $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.00 $10,000.0022Clearing Right‐of‐Way1 LS $75,000.00 $75,000.00 $98,000.00 $98,000.00 $285,960.00 $285,960.00 $27,303.74 $27,303.7423Erosion Control1 LS $25,000.00 $25,000.00 $33,000.00 $33,000.00 $17,200.00 $17,200.00$25,653.97 $25,653.9724Seeding and Restoration5,450 SYD $6.00 $32,700.00 $15.00 $81,750.00 $1.40 $7,630.00 $10.46 $57,007.0025Pavement Marking, Thermoplastic, Solid White, 4" 2,350 LFT $1.50 $3,525.00 $1.90 $4,465.00 $1.15 $2,702.50 $1.31 $3,078.5026 Pavement Marking at Four Winds Casino Parking Lot, Thermoplastic, Solid Yellow, 4" (Undistributed) 200 LFT $3.00 $600.00 $1.15 $230.00 $1.15 $230.00 $1.31 $262.0027Dewatering1 LS $40,000.00 $40,000.00 $1.00 $1.00 $0.01 $0.01 $7,232.93 $7,232.9328Lawn Restoration, Sodding, and Topsoil (Undistributed)300 SYD $50.00 $15,000.00 $28.70 $8,610.00 $26.60 $7,980.00 $38.72 $11,616.0029Maintenance of Traffic1 LS $150,000.00 $150,000.00 $134,000.00 $134,000.00 $37,750.00 $37,750.00 $28,011.18 $28,011.1830Construction Engineering1 LS $26,000.00 $26,000.00 $9,969.00 $9,969.00 $12,000.00 $12,000.00 $25,558.31 $25,558.3131Mobilization/Demobilization1 LS $86,000.00 $86,000.00 $85,000.00 $85,000.00 $52,800.00 $52,800.00$246,043.88 $246,043.88Total Base Bid$1,802,090.00 $1,714,000.00 $1,699,481.01 $2,117,158.48Woodruff & Sons, Inc.Selge Construction Co., Inc.Engineer's Estimate HRP Construction Inc. From:Sue Ellen Doudrick To:Laura Hensley Subject:117-068 Prairie Ave Water Main Loop Bid Award Date:Monday, December 6, 2021 2:22:05 PM Attachments:20211214_117-068_Prairie Ave Water Main Loop_HRP Construction_BidAward_PROJ-69.pdf image001.png Hi Laura, Please see attached Bid Award request which is recommended subject to 4th Quarter Appropriation of Water Capital dollars to support the project. Mtg for appropriations is 12/13. I recommend we include this on the 12/14 agenda and if on 12/13 the monies are not appropriated then we hold that agenda item and not award. Thanks, Sue Ellen Sue Ellen Doudrick, P.E. Assistant City Engineer Division of Engineering(574) 235-5922 sdoudric@southbendin.govCity of South Bend 227 W. Jefferson Blvd., Ste. 1316South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From:Clara McDaniels To:Benjamin Dougherty; Sue Ellen Doudrick; Kara Boyles; Laura Hensley Cc:Daniel Parker; Ron O"Connor; Amanda Pietsch; Michael Schmidt Subject:RE: PR-00012245 : Prairie Ave Water Main Loop Construction Date:Tuesday, December 7, 2021 11:05:32 AM Attachments:image006.png image007.png Hi Ben. Yes, that is correct. If the appropriation isn’t approved, the award would not be made on 12/14. Clara Clara McDaniels Assistant City Attorney Legal Department (574) 235-9241 cmcdanie@southbendin.gov City of South Bend 227 W. Jefferson Blvd., Ste. 1200 South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From: Benjamin Dougherty <bdougher@southbendin.gov> Sent: Tuesday, December 7, 2021 10:55 AM To: Clara McDaniels <cmcdanie@southbendin.gov>; Sue Ellen Doudrick <sdoudric@southbendin.gov>; Kara Boyles <kboyles@southbendin.gov>; Laura Hensley <lhensley@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov>; Amanda Pietsch <apietsch@southbendin.gov>; Michael Schmidt <mschmidt@southbendin.gov> Subject: Re: PR-00012245 : Prairie Ave Water Main Loop Construction Thanks for that clarification, Clara. I didn't realize the agenda review meetings weren't happening at this point. One clarification from my end, in turn: I think my third bullet point below still stands, even without an agenda review session. In other words, I don't think there is a scenario in which the bid award would be made subject to Council's Q4 appropriation, given the order of the meetings. It will be known on the evening of 12/13 whether the Q4 appropriation was approved. If it is not approved, then I think the bid award would not be made at all on 12/14. Is that what would be expressed in the memo you have in mind? Benjamin J. Dougherty, J.D. Deputy City Controller Department of Administration & Finance (574) 235-7678 bdougher@southbendin.gov City of South Bend 227 W. Jefferson Blvd., Suite 1200 N. South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From: Clara McDaniels <cmcdanie@southbendin.gov> Sent: Tuesday, December 7, 2021 10:40 AM To: Benjamin Dougherty <bdougher@southbendin.gov>; Sue Ellen Doudrick <sdoudric@southbendin.gov>; Kara Boyles <kboyles@southbendin.gov>; Laura Hensley <lhensley@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov>; Amanda Pietsch <apietsch@southbendin.gov>; Michael Schmidt <mschmidt@southbendin.gov> Subject: RE: PR-00012245 : Prairie Ave Water Main Loop Construction I just wanted to clarify that BPW agenda review meetings were cancelled starting in March of 2020. They will resume on January 6, 2022 in advance of the January 11th board meeting. However, agenda materials are placed in the board members’ folder in plenty of time for them to ask questions prior to the board meeting. A memo can accompany the bid award request explaining award is subject to Council’s appropriation. Clara McDaniels Assistant City Attorney Legal Department (574) 235-9241 cmcdanie@southbendin.gov City of South Bend 227 W. Jefferson Blvd., Ste. 1200 South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From: Benjamin Dougherty <bdougher@southbendin.gov> Sent: Monday, December 6, 2021 4:32 PM To: Sue Ellen Doudrick <sdoudric@southbendin.gov>; Kara Boyles <kboyles@southbendin.gov>; Laura Hensley <lhensley@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov>; Amanda Pietsch <apietsch@southbendin.gov>; Michael Schmidt <mschmidt@southbendin.gov>; Clara McDaniels <cmcdanie@southbendin.gov> Subject: Re: PR-00012245 : Prairie Ave Water Main Loop Construction @Sue Ellen Doudrick: Okay. If a week's time makes a difference in this case, here's what I propose: Add the bid award to the 12/14 agenda so that it can be discussed at Thursday's agenda review session. Let the BPW know that it was added to the agenda to be discussed on Thursday but that it remains subject to Council's appropriation on Monday and completion of DFO approvals prior to Tuesday's meeting. If DFO approvals aren't done by the time of the BPW meeting -- because Council declined to approve the appropriation or for any other reason -- remove the item from the 12/14 agenda. If that makes sense to everyone, including @Laura Hensley, let's proceed in that way, and I'll circle back to this group to let you know what happens with Council. If this approach doesn't work from anyone's perspective, let me know. Thanks! Best, Ben Benjamin J. Dougherty, J.D. Deputy City Controller Department of Administration & Finance (574) 235-7678 bdougher@southbendin.gov City of South Bend 227 W. Jefferson Blvd., Suite 1200 N. South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From: Sue Ellen Doudrick <sdoudric@southbendin.gov> Sent: Monday, December 6, 2021 4:07 PM To: Benjamin Dougherty <bdougher@southbendin.gov>; Kara Boyles <kboyles@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov> Subject: RE: PR-00012245 : Prairie Ave Water Main Loop Construction Hi Ben, Yes, there is urgency to get this on the 12/14 agenda due to timeline commitments to the Pokagon Band and easement timeline restrictions during construction. The project amount has been updated, and I’m waiting to hear back from Katy. Thanks, Sue Ellen From: Benjamin Dougherty <bdougher@southbendin.gov> Sent: Monday, December 6, 2021 2:53 PM To: Sue Ellen Doudrick <sdoudric@southbendin.gov>; Kara Boyles <kboyles@southbendin.gov>; Santiago Garces <sgarces@southbendin.gov>; Amanda Pietsch <apietsch@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov> Subject: Re: PR-00012245 : Prairie Ave Water Main Loop Construction To summarize the process that's called for: Under the sealed bidding procedure spelled out in Procurement Policy Supplement 509, I believe this project is at step 14 presently (see below). In order for the bid award to go on the BPW agenda, Engineering should communicate with Katy Rajski and James Clay to complete steps 14, 15, and 16. When the requisition reaches step 17, in addition to the other reviewers in that step reviewing and approving the requisition for their purposes, Dan or I will advance the requisition to Laura (step 18) if the Council approved the additional appropriation in a sufficient amount and that appropriation has been recorded in DFO's budget and project modules so that the requisition doesn't fail a budget check. The Council will vote on the additional appropriation requests on 12/13, which would allow for time to complete the above steps by the 12/16 deadline to get on the 12/21 BPW agenda. Would that suffice, or is there critical urgency to getting on the 12/14 BPW agenda rather than the 12/21 BPW agenda? Benjamin J. Dougherty, J.D. Deputy City Controller Department of Administration & Finance (574) 235-7678 bdougher@southbendin.gov City of South Bend 227 W. Jefferson Blvd., Suite 1200 N. South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From: Sue Ellen Doudrick <sdoudric@southbendin.gov> Sent: Monday, December 6, 2021 1:50 PM To: Kara Boyles <kboyles@southbendin.gov>; Santiago Garces <sgarces@southbendin.gov>; Amanda Pietsch <apietsch@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Benjamin Dougherty <bdougher@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov> Subject: RE: PR-00012245 : Prairie Ave Water Main Loop Construction Op. Sorry about that! Thanks Kara. Thanks, Sue Ellen From: Kara Boyles <kboyles@southbendin.gov> Sent: Monday, December 6, 2021 1:49 PM To: Santiago Garces <sgarces@southbendin.gov>; Amanda Pietsch <apietsch@southbendin.gov>; Sue Ellen Doudrick <sdoudric@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Benjamin Dougherty <bdougher@southbendin.gov>; Ron O'Connor <roconnor@southbendin.gov> Subject: RE: PR-00012245 : Prairie Ave Water Main Loop Construction This is Water Capital 4th Quarter Appropriation; related to the reimbursement from the Pokagon Band. Not RDC. The award should be made subject to the Q4 appropriation. Kara M. Boyles, Ph.D., P.E. City Engineer Division of Engineering (574) 235-5933 kboyles@southbendin.gov City of South Bend 227 W. Jefferson Blvd., Ste. 1316South Bend, IN 46601 Excellence | Accountability | Innovation | Inclusion | Empowerment From: Santiago Garces <sgarces@southbendin.gov> Sent: Monday, December 6, 2021 1:26 PM To: Amanda Pietsch <apietsch@southbendin.gov>; Sue Ellen Doudrick <sdoudric@southbendin.gov>; Kara Boyles <kboyles@southbendin.gov> Cc: Daniel Parker <dparker@southbendin.gov>; Benjamin Dougherty <bdougher@southbendin.gov> Subject: Re: PR-00012245 : Prairie Ave Water Main Loop Construction Can I get a quick overview of what this project is, what is the dollar amount requested and in what TIF area? Is this part of the old rates agreement, @Kara Boyles? Santi Get Outlook for iOS From: Amanda Pietsch <apietsch@southbendin.gov> Sent: Monday, December 6, 2021 1:19:20 PM To: Sue Ellen Doudrick <sdoudric@southbendin.gov> Cc: Santiago Garces <sgarces@southbendin.gov>; Daniel Parker <dparker@southbendin.gov>; Benjamin Dougherty <bdougher@southbendin.gov> Subject: RE: PR-00012245 : Prairie Ave Water Main Loop Construction Hi Sue Ellen, There are instances that we will start a PR as a request to advertise, contingent upon RDC approval, but we historically have not awarded until RDC has approved the budget. I am not comfortable moving forward on that without the ok from Santi or the Controller’s Office. Copying them to get their thoughts. If they do say we can go ahead and put this on the 12/14 agenda, we will need to have Laura note that the award is contingent upon RDC approval or wait to put it on the agenda until after the 12/9 RDC meeting. Thank you, From: Sue Ellen Doudrick <sdoudric@southbendin.gov> Sent: Monday, December 6, 2021 1:10 PM To: Amanda Pietsch <apietsch@southbendin.gov> Subject: PR-00012245 : Prairie Ave Water Main Loop Construction Hi Amanda, I am submitting an agenda request to award the Prairie Avenue Water Main project, which exceeds the amount allocated in the PR in DFO. In the next RDC meeting, there is a plan to allocate $500k to the project, but I was hoping you could help me with getting this approved at the next BPW meeting on 12/14? I’m not sure if there is any documentation or any actions in DFO that you can provide to BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 12/6/2021 Name Sue Ellen Doudrick Department Engineering BPW Date 12/14/2021 Phone Extension 5922 Review and Approval Required Prior to Submittal to Board Diversity Compliance and Inclusion Officer Officer Name BPW Attorney Attorney Name Dept. Attorney Attorney Name Purchasing Check the Appropriate Item Type – Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA Chg. Order, No. Traffic Control Resolution Other: Ease./Encroach Required Information Company or Vendor Name HRP Construction New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name Prairie Avenue Water Main Loop Project Number 117-068 Funding Source PROJ00000069 – SSTIF & Water Works Capital Account No. Fund 430 & Fund 622 (PR-00012245) Amount $1,671,500.00 Terms of Contract Unit Prices Purpose/Description Water Main Loop along Prairie Avenue from US 20 going west to a location north of Ireland Ridge Ct. It is recommended to award this contract subject to Water Capital 4th Quarter Appropriation; related to the reimbursement from the Pokagon Band. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % ( %) New Amount $ Total Percent of Change: Increase Decrease % ( %) Time Extension Amount: New Completion Date: