Council CommunicationOffice of the City Manager	Date	March 8, 2010
	Agenda Item No. 44 Roll Call No. 10- Communication No. 10-123 Submitted by: Jeb E. Brewer, P.E. City Engineer

AGENDA HEADING:

Hearing on Recreation Trail Signage Program - Phase 1 at Various Locations: Resolution approving plans, specifications, form of contract documents, engineer’s estimate, receive and file bids, and designating lowest responsible bidder as Jasper Construction Services, Inc., Steven J. Rhoads, President, $115,005.10.

SYNOPSIS:

This is a public hearing to allow for public input on the Recreation Trail Signage Program - Phase 1 at Various Locations and take the necessary actions as required by Iowa Code to authorize a contract for construction of the proposed project. This project includes construction of trail heads, trail informational panels, and trail informational hubs on the Bill Riley Trail at Ashworth Park and the Meredith Trail at Gray’s Lake Park.

FISCAL IMPACT:

Amount: $115,005.10 Construction Contract ($141,244 City Engineer's Estimate)

Funding Source: 2009-2010 CIP, Page Park-22, Recreation Trails, PKS045, with $15,000 from Breedlove Memorial donations, $4,500 from Capital Striders Fund donations, and the remaining $95,505.10 from G. O. Bonds.

ADDITIONAL INFORMATION:

These trail head informational panels will be the first step in implementing the Communication Master Plan for the Central Iowa Trails. The Master Plan was organized by the Iowa Natural Heritage Foundation and the Des Moines Area Metropolitan Planning Organization and sponsored by the City of Des Moines along with 19 other local governments within Boone, Warren, Story and Polk Counties.

The Plan was completed by Shive-Hattery, Inc. on April 27, 2006, and proposes a uniform design for trail markers, directional standards, information panels, information hubs and off-trail directional signs for the Central Iowa Trails. Since FY 2007, the Park and Recreation Department has been budgeting for implementation, such that $255,500 in G.O. bonds has now been reserved for this project.

A second component of this project will be directional standards and informational panels. Only the trailheads and information hubs are required to be processed through the Engineering Department. The remainder of the project will be managed by the Park and Recreation Department and processed through the Purchasing Division.

On February 8, 2010, under Roll Call No. 10-166, the City Council received and filed plans, specifications, form of contract documents, and City Engineer's estimate for the construction of the Recreation Trail Signage Program - Phase 1 at Various Locations. Before the City Council can enter into a contract, it must hold a public hearing and approve the proposed plans, specifications, and form of contract documents and engineer's estimate for the construction of the Recreation Trail Signage Program - Phase 1 at Various Locations, 11-2007-003. The improvement includes construction of trail heads, trail information panel, trail information hubs, and other incidental items; in accordance with the contract documents, including Plans File Nos. 515-021/036, on the Bill Riley Trail at Ashworth Park and the Meredith Trail at Gray's Lake Park, Des Moines, Iowa.

Sealed bids for said improvement were submitted by the following bidders:

Jasper Construction Services, Inc., Newton, IA - Bid read under advisement

Brocon Services LLC, Johnston, IA

Larson & Larson Construction LLC, Urbandale, IA

Bergstrom Construction, Inc., Des Moines, IA

T K Concrete, Inc., Pella, IA – Bid not read

The bids were received and opened at a public meeting presided over by the City Engineer in the City Council Chambers, 2nd Floor, City Hall, 400 Robert D. Ray Drive, Des Moines, Iowa at 11:00 a.m. on February 23, 2010, and the bid received from Jasper Construction Services, Inc., Steven J. Rhoads, President, 928 N 19th Avenue East, Newton, IA, 50208, was read under advisement because Proposal Attachment: Part F - Additional Requirements, Item 1 - Identity of Subcontractors was not properly completed in that Jasper Construction Services, Inc. did not check the box to indicate that it does not intend to utilize any subcontractors, nor did it check the box to indicate that it intends to utilize subcontractors over $25,000.

Engineering Department Staff contacted Jasper Construction Services, Inc. after the bid opening to request clarification regarding potential subcontractors, and received a letter from Steven J. Rhoads stating that Jasper Construction Services, Inc. had mistakenly forgotten to complete this portion of the proposal and also stated that they had one subcontractor that should have been listed being Sign Production, Inc, Tom Vander Vaart, President, 3335 7th Avenue, Marion, IA 52303 in the amount of $26,065; and after further review, the Engineering and Legal Departments have determined that this was a minority irregularity that could be waived by the City Council.

The City Engineer has determined that the lowest responsive, responsible bid for the construction of said improvement was submitted by Jasper Construction Services, Inc., Steven J. Rhoads, President, 928 N 19th Avenue East, Newton, IA, 50208 in the amount of $115,005.10, and said bid should be accepted. The Finance Director has determined that funds are available for said improvement as stated above.

PREVIOUS COUNCIL ACTION(S):

Date: February 8, 2010

Roll Call Number: 10-166

Action: Ordering construction of the following: Recreation Trail Signage Program – Phase 1 (at various locations): Receiving of bids, (2-23-10), and Setting date of hearing, (3-8-10). (Construction Estimate - $141,244). (Council Communication No. 10-070) Moved by Hensley to adopt. Motion Carried 7-0.

BOARD/COMMISSION ACTION(S): Park and Recreation Board

Date: April 25, 2006

Roll Call Number: 06-031

Action: Receive and file the trail signage master plan. Moved by Koenig-VandeHaar. Motion carried.

ANTICIPATED ACTIONS AND FUTURE COMMITMENTS:

Partial payments to the contractor and final acceptance of work.

For more information on this and other agenda items, please call the City Clerk’s Office at 515-283-4209 or visit the Clerk’s Office on the second floor of City Hall, 400 Robert D. Ray Drive. Council agendas are available to the public at the City Clerk’s Office on Thursday afternoon preceding Monday’s Council meeting. Citizens can also request to receive meeting notices and agendas by email by calling the Clerk’s Office or sending their request via email to cityclerk@dmgov.org.