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Home My WebLink AboutAECOM Bidding Documents re: proposed OPD fenceMr. Jon G. Urben, CPPO FMP Manager, General Services Division City of Oshkosh 215 Church Avenue Ohskosh, Wisconsin 54903-1130 G AECOM 558 North Main Street Oshkosh, WI 54901 aecom.com Date April 25, 2018 AECOM Proposal No. OPP-813115 Proposal to Update the Bidding Documents Related to the Proposed Oshkosh Police Department Fence located in Oshkosh, Wisconsin Dear Mr. Urben, AECOM Technical Services, Inc. (AECOM) is pleased to present this proposal to the City of Oshkosh (City) to revise the design and bidding documents for the proposed Oshkosh Police Department (OPD) Parking Lot Fence project. Project Understanding AECOM assisted the City in developing bidding documents for this project in 2017. The project bidding documents were based on Department of Public works bidding requirements and City Standard Specifications and were assigned Contract 17-28. Unfortunately there were not any bids received during the bidding process. Contractors were interviewed as to why they did not bid and the following concerns were identified: Project was too complicated and the scope of work was beyond what Fencing Contractors usually provide. Examples are: — Concrete and pavement removal and replacement project requirements — Landscaping and restoration project requirements — Erosion control project requirements — Coordination with City crews to complete the project requirements Fencing Contractors normally do not provide Contract Management services as they are normally retained as a subcontractor. — City Standard Specification and Municipal Bidding requirements are too cumbersome — Bonding and Insurance requirements exceed what fencing contractors normally provide The project time line requirements were too restrictive As a result, it was decided by City staff to rebid the project under the City Purchasing Department guidelines. This approach will reduce the complexity of the bidding documents and associated requirements. In addition, City staff will complete all facets of the project that are not directly related to the fence and/or gate installation. The project schedule will also be revised in an attempt to reduce Contractor risk. A prebid meeting will be held to explain the project to potential bidders. The project is planned to be constructed during the 2018 construction season. The bidding documents previously prepared will be modified and incorporated into the standard Purchasing bidding document format. The proposed scope of work is provided below. FC1TYCLE-----F10E AD 2018 OF C:\Users\jonu\HppData\Local\Microsoft\Windows\Temporary Internet ArCOM Scope of Services Task 1 - Updating Plans AECOM will review the existing plans and update them to reflect the following: • Revised project name, bidding date, and City Contract number. • Update the plans to indicate all the work that will be completed by City staff. Deliverable: AECOM will provide one (1) draft electronic copy of the plans. All comments will be addressed and incorporated into final plans. Final documents will be provided in PDF format, and the plans electronically in both 11X17" and 22X34". In addition, the AutoCAD files will be provided. Task 2- Updating Bidding Documents AECOM will prepare draft bidding documents based on the City Purchasing standard documents. The new bidding documents will be based on the original technical specification AECOM prepared for bidding Contract 17-28. Deliverable: AECOM will provide one (1) draft electronic version of all the required documents in Microsoft Word format for review. All comments will be addressed and incorporated into a final Microsoft Word document and provided to the City. Task 3- Prebid Meeting AECOM will prepare an agenda and attend a Prebid meeting. The agenda will include a detailed breakdown of the project. We anticipate critical City staff to attend the Prebid meeting. Deliverable: AECOM will provide one (1) draft electronic copy of the Agenda. All comments will be addressed and incorporated into final agenda. The City will prepare a Prebid Meeting Minutes and AECOM will review and provide comments. Assumptions • The City will provide a Microsoft word Purchasing Department bidding document to modify. • The City will provide all review comments on one (1) consolidated document for addressing by AECOM. • A City of Oshkosh Construction or Electrical Permit and Review will be applied for by City staff • Oshkosh Site Plan review is not required. • The City will prepare all final bidding documents and solicited bids through the Purchasing Department. • Construction Management will be completed under a separate agreement, if necessary. • City will direct purchase or complete the following: — Installation of all underground conduits and associated wiring — Purchase photo eyes, loop detector modules, gate controllers, electronic safety edge systems (gate tails) custom gooseneck stand, and click to enter and card readers. — Erosion Control — Concrete and asphalt removal and replacement — Grading subgrade — Relocation of hydrant C:\Users\jonulAppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\3PGPOHS3\OPP-813115_OPD Fence Update Bidding Documents — Rotate light pole base Integration of gate controllers and security with OPD Schedule Draft Bidding Plans and Documents to the City for Review — April to May, 2018 Bidding — June, 2018 Estimated Fees The total estimated fees for the preparation of the bidding documents are $5,450. AECOM will only charge for actual incurred costs. If the project is completed outside of the assumptions AECOM may request to reduce or increase the budget accordingly. Service Task 1 — Update Bidding Plans Task 2 — Update Bidding Documents Task 3 — Prebid Meeting TOTAL ESTIMATED FEES Estimated Fee $1,100 $2,750 $1,600 $5,450 If services to be provided under this proposal require the agents, employees, or contractors of AECOM to enter onto the Project site, the City shall provide right -of -access to the site to AECOM, its employees, agents, and contractors, to conduct the planned field observations or services. The services described in this proposal will be provided on a time and materials basis. Based upon the above scope of services the estimated budget for these services is $5,450. The services provided will be performed in accordance with the approved 2018 Fee Schedule and the conditions of the 2009 City of Oshkosh Negotiated General Conditions of Service, which are expressly incorporated into, and are an integral part of, our contract for professional services. AECOM can begin providing these services immediately upon receipt of the signed Authorization Form (attached). We appreciate the opportunity to provide engineering services to the City of Oshkosh. If you have any questions regarding the proposed project approach or corresponding costs, please contact us at your convenience. If you have any questions or need to clarify a point, please call Paul Timm at 920-235-0270. Yours sincerely, Paul Timm Account Manager encl: Authorization Form Project Fee Estimate Kevin L. Brehm, P.E. (WI) Associate Vice President C:\Users\jonu\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\3PGPOHS3\OPP-813115_OPD Fence Update Bidding Documents Authorization April 25, 2018 AECOM 558 N Main Street Oshkosh, WI 54901 I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this contract. I hereby authorize AECOM to proceed with the scope of work for the preparation of bidding documents related to the OPD fence project located in the City of Oshkosh, Wisconsin as described in AECOM's proposal number OPP-813115 dated April 25, 2018 with a budget authorization of $5,450.00 under the general terms and conditions specified in the proposal. Signature Mark A Rohloff Print Name City Manager T.itLel rganization 7rga Signature Pamela R. Ubrig Print Name City Clerk Title/Organization 4LynnZ\ -�C hkAm-- re Lorenson Print Name City Attorney Title/Organization Jua Dm Signature Trena Larson Print Name Director of Finance Title/Organization C:\Users\onuWppData\Local\Microsoft\Windows\Temporary Internet Date �4w/tcO Date 440 I �1 Date 443 %Itis Date I agree to accept invoices from AECOM via e-mail and not postal mail: ❑ Yes Signature: E-mail address: Recipient Mr./Ms.: Return to: Name: Paul Timm 558 North Main Street Address: Oshkosh. WI 54901 Email Paul.Timm@aecom.com Phone: 920.236.6718 C:\Users\jonu\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\3PGPOHS3\OPP-813115_OPD Fence Update Bidding Documents