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THE CITY OF9 p �p 11Y HIM. 1111 L£�S�4NTONc CITY COUNCIL AGENDA REPORT P November 16, 2021 Engineering TITLE: APPROVE PLANS AND SPECIFICATIONS, REVIEW BIDS, AND AWARD A CONSTRUCTION CONTRACT TO AMERICAN RAMP COMPANY IN THE AMOUNT OF $59,500 FOR THE MEADOWLARK TRAIL PROJECT, CIP NO. 22797 SUMMARY Plans for the Meadowlark Trail Project, CIP No. 22797, were originally prepared by the developer of the Meadowlark Development Project, Tract 7813 as required in their conditions of approval. The improvement plans for the trail, along with a payment in the amount of $57,379 for trail construction, were accepted by City Council on March 3, 2020. City staff updated the plans and specifications to meet City requirements and advertised for construction bid in September 2021. Five bids were received on October 21, 2021. Three of the bids, including the apparent low bidder (US Engineering, Inc.), were deemed to be non-responsive as the bids did not meet the qualifications as required in the notice inviting bids. The responsive bids ranged from a low of $59,500 from American Ramp Company to a high of $63,692. Staff recommends the project be awarded to American Ramp Company for the lowest qualified bid amount of $59,500. Construction is expected to occur in December 2021. RECOMMENDATION 1. Approve plans and specifications, review bids, deem three bids non-responsive, and award a construction contract to American Ramp Company for the lowest responsive bid amount of $59,500. 2. Authorize the City Manager to enter into the project contract. 3. Authorize the Director of Engineering to approve and execute any required contract change order(s) for up to a not -to -exceed amount of $6,000 (approximately 10 percent of the construction contract) for unforeseen yet necessary related work. 4. Transfer $8,554 from the General Trail Improvements and Development Project, CIP No. 01737 (Fund 221 — Park CIP), to complete funding for this project. FINANCIAL STATEMENT The Meadowlark developer provided $57,379 for this project which was approved by City Council on March 3, 2020. The additional funding required for the project is available from the General Trail Improvements and Development Project, CIP No. 01737 (Fund 221 — Park CIP). The anticipated total expenditure for this project is $65,933. See Attachment 1 for the estimated funding and project expenditures.