HomeMy WebLinkAboutIX-01 Receiving Bids and Awarding Contract for the 2025 Neighborhood Infastructure ImprovementsCity Council Memorandum
To: Mayor Fasbender & City Council Members
From: Cody Mathisen – City Engineer
Date: April 21, 2025
Item: Contract Award for 2025 Neighborhood Infrastructure Improvements
COUNCIL ACTION REQUESTED
Council is requested to adopt the attached resolution to award a contract for the 2025 Neighborhood
Infrastructure Improvements.
BACKGROUND INFORMATION
The City received seven bids for this project on April 11th. A summary of the bids is listed below.
No. Bidder Total Base Bid
1 Icon LLC $3,090,009.70
2 Northwest Asphalt Inc. $3,103,992.20
3 Fitzgerald Excavating $3,121,535.45
4 BCM Construction Inc. $3,124,290.00
5 McNamara Contracting Co. $3,256,784.08
6 Ryan Contracting Co. $3,363,875.47
7 A-1 Excavating LLC $3,547,805.81
As shown above, the lowest base bid was received from Icon LLC and the next lowest bid was received from
Northwest Asphalt Inc. These two bids were within $14,000 of one another and either would provide a base
bid cost approximately 13% below the Engineer’s Estimate. These bids position the project to come in below
the budget set for 2025.
POST-BID CONTRACTOR QUALIFICATION REVIEW
Contractors who furnished a bid were required to include a completed questionnaire and to submit a variety of
company background and experience data to validate their ability to perform the work on this project.
Contractors’ proposals were then scored using objective criteria (based on MN Statute 16C.28) for the
information being submitted. A score of 10 points is the minimum necessary to be considered qualified to
perform the project work.
The qualification review for Icon LLC determined that their proposal score was only 5 points, which did not
meet the minimum score required to be qualified for this project. This low score is a result of collective
reference checks done on the projects submitted for relevant recent work examples. Other municipalities cited
that Icon LLC did not complete the referenced work to the owner’s satisfaction including but not limited to
completion deadlines and quality of work.
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Staff also completed reference checks on the next lowest bidder, Northwest Asphalt Inc. After completing these
reference checks, it was determined that Northwest Asphalt Inc. had a proposal score of 16. Other
municipalities consistently cited that Northwest was professional, agreeable, and overall, a good partner on
several comparable projects.
STAFF RECOMMENDATION
Staff is recommending that the City Council move forward in adopting the attached resolution awarding the
contract to Northwest Asphalt Inc., in the total amount of $3,103,992.20.
ATTACHMENTS
·Resolution
IX-01
CITY OF HASTINGS
DAKOTA COUNTY,MINNESOTA
RESOLUTION NO.
RESOLUTION RECEIVING BIDS AND AWARDING CONTRACT FOR PROJECT 2025-1
2025 NEIGHBORHOOD INFRASTRUCTURE IMPROVEMENTS
WHEREAS, pursuant to an advertisement for bids for Project 2025-1, the 2025 Neighborhood Infrastructure
Improvements project, bids were opened on April 11, 2025, and tabulated according to law, and the following bids were
received:
No. Bidder Total Base Bid
1 Icon LLC $3,090,009.70
2 Northwest Asphalt Inc.$3,103,992.20
3 Fitzgerald Excavating $3,121,535.45
4 BCM Construction Inc. $3,124,290.00
5 McNamara Contracting Co. $3,256,784.08
6 Ryan Contracting Co. $3,363,875.47
7 A-1 Excavating LLC $3,547,805.81
and
WHEREAS, each bidder was required to submit detailed information regarding their company’s ability to perform said
project, and said information was reviewed and scored through the use of objective criteria for the purposes of
determining bidder’s ability to perform the project work, and
WHEREAS, the lowest bidder, Icon LLC, did not meet the minimum number of points in the bidder’s qualification review
to meet the requirements, and
WHEREAS, the next lowest bidder, Northwest Asphalt Inc., met the minimum number of points in the bidder’s
qualification review to meet the requirements, and
WHEREAS, it appears that Northwest Asphalt Inc. is the lowest qualified, responsible bidder.
NOW, THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF HASTINGS AS FOLLOWS:
1.The Mayor and Clerk are hereby authorized and directed to enter into a contract with Northwest Asphalt
Inc.
2.The total amount of the contract is hereby declared to be $3,103,992.20.
ADOPTED BY THE CITY COUNCIL OF HASTINGS, MINNESOTA, THIS 21st DAY OF APRIL, 2025.
Ayes:
Nays:
Mary D. Fasbender, Mayor
ATTEST:
Kelly Murtaugh, City Clerk
SEAL
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