Title
The Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6005483 with WCI Contractors, Inc. for As-Needed Lawn Repairs and Restoration Services throughout various locations within the City of Detroit, for a total contract amount not-to-exceed $4,289,200 and a term of three years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
Body
Agenda of July 19, 2023
Item No. 2023-154
Contract No. 6005483 (DWS-967)
Contractor: WCI Contractors, Inc. (DBB, DHB, DSB)
Address: 20210 /Conner St., Detroit, MI 48234
Contract Amount: $4,289,200
Contract Term: 1,095 calendar days (3 years) - 7/24/2023 - 7/23/2026
TO: The Honorable
Board of Water Commissioners
City of Detroit, Michigan
FROM: Gary Brown, Director
Water and Sewerage Department
RE: Proposed DWSD Contract No. 6005483 (DWS-967)
As-Needed Lawn Repairs and Restoration Services throughout the City of Detroit
MOTION
Upon recommendation of Marqaicha Welch, Procurement Manager, the Board of Water Commissioners for the City of Detroit, Water and Sewerage Department authorizes the Director to approve DWSD Contract 6005483 with WCI Contractors, Inc. for As-Needed Lawn Repairs and Restoration Services throughout various locations within the City of Detroit, for a total contract amount not-to-exceed $4,289,200 and a term of three years. This also authorizes the Director to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND / JUSTIFICATION
This proposed contract will replace DWSD’s Contract 6001328 (DWS-904) as part of its on-going repair work program. The work consists of permanently restoring lawns, berms, and trees; green stormwater infrastructure vegetation management; and irrigation services, as-needed throughout the City of Detroit.
To repair the leaks and breaks in DWSD’s water mains and sewers, repair work crews are required to restore areas to expose and repair DWSD’s lateral underground assets in berms and lawns. The water/sewer repair contractors are responsible for repairing the leaking water mains. They are required to backfill the excavated areas and perform temporary backfill restoration work. The subsequent permanent work (referred to as “soft restoration”) includes, but is not limited to, lawns, berms, and trees damaged due to the maintenance of water system and green stormwater infrastructure vegetation management and irrigation service at various locations in the City of Detroit. This water main replacement contract is one of a continuing series of contracts to replace the water mains in the City of Detroit having an extensive history of leaks and breaks. The new water mains and associated infrastructure will enhance the integrity of the DWSD Water System and ensure quality service to its customers. To protect the health and safety of our customers, existing Lead water services are being replaced from the new water main all the way to the customer meter. Proposed Contract 6005483 for Project DWS-967, will continue providing soft surface restoration services throughout the City of Detroit on an as-needed basis to provide better services to citizens of Detroit and meet the needs of future development.
PROJECT OBJECTIVES / COSTS
The work is to be completed within 1,095 days. The work consists of two (2) Parts on as-needed basis, Part A for repair of Lawns, Berms and Trees Damaged Due to Maintenance of Water System, and Part B for Green Stormwater Infrastructures Vegetation Management and Irrigation Service. Some bid items shown under Part A are also related to required work under Part B, therefore the unit prices quoted for both Part A and Part B shall be applicable under both Parts.
DWS-967, Part A: Repair of Lawns, Berms and Trees Damaged Due to Maintenance of Water System at Various Locations Throughout the City of Detroit.
The Work:
1. The general extent of the work included is described in Section 00030 Advertisement. A more detailed
description is as follows:
2. The work consists of furnishing all material, equipment, and labor necessary for permanent restoration of approximately 10,000 lawns or berm locations damaged as a result of maintenance repair work of the City's water system. The work Includes furnishing and placing of approximately 20,000 cubic yards of topsoil in a surface course on a suitably prepared base; furnishing and placing approximately 15,000 square yards of approved live sod on a prepared bed of topsoil; furnishing and sowing with seed an area of approximately 1,000,000 square feet on a prepared bed; furnishing and installing approved fertilizer; furnishing, laying and anchoring approximately 1,000,000 square feet of mulch material, planting approximately 20 trees and providing the required fertilizer plus maintaining each location as required to establish a viable repair; plus maintenance of the newly repaired lawns or berms by watering, mowing, weeding, resodding, reseeding, trimming, fertilizing and all other maintenance necessary to produce and establish a viable berm or lawn repair. The work will be located throughout the City. There may, on occasion, be repair sites located in Suburban Communities.
3. Individual repairs will vary from approximately 15 square feet to as much as 400 square feet with the average size, based on past DWSD records, to be approximately 62 square feet.
4. The required repair size (for which payment will be made) and whether the repair location shall be sodded or seeded at each location will be determined by the Engineer or a designated representative regardless of the size of the repair site. There will be only one maintenance fee paid per site. Repair sites over 400 square feet will be negotiated. The repair area will generally extend one foot on each side of the actual excavation or cut area. If the Contract unilaterally extends the repair area from that what was directed by the Engineer, no payment for the extra area will be made.
5. If the Engineer determines the Contractor's "Maintenance Protection and Replacement" and "Final Acceptance Inspection" (See Detailed Specifications) of the lawn and berm repairs previously completed is lagging behind, thus creating an excessive backlog, the Contractor will be ordered to cease work on new repair locations and to concentrate efforts on the maintenance obligations. This ordered change in the Contractor's work schedule will not affect the Contractual responsibility to complete the Contract in the construction time allowed.
6. A backlog of 100 locations, including locations which need additional repair, for which the maintenance period has elapsed and pending final acceptance inspection, and for which the final acceptance inspection has not been approved, all as determined by the Engineer, shall be considered excessive. At times it will be necessary to perform repairs outside of the general work area. The Engineer will direct the Contractor to these repair sites and the Contractor will repair those sites within the time designated by the Engineer.
7. The repair location will be assigned by the Engineer and the general order in which they shall be repaired will also be determined by the Engineer. If it is found necessary to perform repairs out of the general work area the Engineer will direct the Contractor to those repair sites and the Contractor will repair those sites within the time specified by the Engineer. The Contractor shall take this into account in the preparation of the Unit Price Schedule, as required in the Proposal. The Contractor shall accept the locations, quantities and the type of repair work encountered and perform the work at no change in the Unit Prices.
8. The work in Wayne County Roads or State Highway Routes shall be in accordance with the requirements of the Wayne County, Department of Public Services or the Michigan Department of Transportation respectively.
9. It will be the responsibility of the Contractor to make arrangements for the disposal of waste materials, cost for which shall be included in the Unit Prices Schedules of this Contract. Disposal of all materials will be in accordance with applicable Federal, State and Local laws.
10. The Contractor shall be prepared, when notified to start work, to furnish a minimum of two (2) crews and equipment capable of working in a steady manner and simultaneously at different repair locations as directed and assigned by the Engineer. The Contractor may also be required to furnish additional crew(s),
as required and as directed by the Engineer, based on the progress of the repair work and the volume yet to be completed during the current construction season.
11. The Bidder is notified that the work will normally be shut down from the middle of November through the middle of April as directed by the Engineer. The Bidders shall take this into consideration in preparing their Bid and Unit Price Schedules.
DWS-967, Part B: Green Stormwater Infrastructures Vegetation Management and Irrigation Service at Various Locations Throughout the City of Detroit
12. The work also consists of furnishing all material, equipment and labor necessary to perform maintenance, and/or irrigation of green stormwater infrastructure projects for the City of Detroit Water and Sewerage Department. The work includes furnishing and placing of topsoil in a surface course on suitable prepared base and filling of depressions (such as settled in bioretention area) in the vegetated areas; furnishing and sowing with seed on prepared bed, furnishing and installing approved fertilizer; furnishing, laying, and anchoring mulch material as needed.
Maintaining each location as required to establish and maintain fully functional green stormwater infrastructure systems by inspecting and performing maintenance tasks as needed including: mowing, resodding/reseeding, trimming plants, plus pruning dead and broken branches, removal of invasive plants by hand-weeding, remove, replace or redistribute mulch, watering the vegetation areas as required. The work shall also include removal and properly dispose of litter and debris, removing debris from overflow structure and refill with aggregate, repair erosion, and move concrete apron rocks back to correct location at inlet scour protection, etc. The work will be located at green stormwater infrastructure project sites throughout the City. The GSI project sites, specific maintenance work that is to be performed and the frequency at which the tasks shall be performed is defined in Attachment A “Municipal Stormwater
Maintenance Manual”. The bidder may refer to the City of Detroit website for detailed information about the Green Stormwater Infrastructure (<https://detroitmi.gov/departments/water-and-sewerage-department/dwsd-resources/stormwater-management-regulations>).
13. At times it may be necessary to perform repair and GSI maintenance outside of the general description of work area. The Engineer will direct the Contractor to these maintenance/repair and the Contractor will perform work to those sites within the time designated by the Engineer.
14. The Contractor shall provide all labor, transportation, supervision, and other items including, but not limited to: a transportable reservoir, water pumps, hoses, watering wands, tools for accessing fire hydrants, if permitted, and clean water needed to do the irrigation work as directed. The Contractor shall expect to utilize a mobile water tank with a minimum volume of three-hundred (300) US gallons. The Contractor must also keep valid for the duration of the contracted work season, a fire hydrant permit issued by the City of Detroit Water and Sewerage Department. This permit is mandatory and it is the responsibility of the contractor to comply with all permit requirements for the duration of the contract.
Immediate termination of the contract by the City of Detroit may occur if the Contractor does not
maintain a valid hydrant permit for the duration of each irrigation ‘season’ or if the Contractor is found in violation of this permit. For our purposes, irrigation ‘season’ is defined as those months in which the City anticipates need for irrigation services.
Part A and Part B:
15. The cost of bonds and insurance items shall be included in the unit prices and shall not exceed the bidder's total direct cost for the required bonds and insurance furnished under the proposed contract.
16. There is no guarantee that the work assigned to this Contract will follow the quantities or amounts indicated above. The actual quantities for each item of work listed above may be increase or decrease, depending upon the actual amount and type of work assigned and performed. The Bidder understands and agrees that the quantities listed and the resultant total price in the subsequent Unit Price Schedules are estimates to be used only for bid evaluation purposes. The actual quantities and the number of work location to be assigned by the Engineer are subject to substantial change depending on the workload that develops.
17. The Bidder is notified that the work will normally be shut down from the middle of November through the middle of April as directed by the Engineer. The Bidders shall take this into consideration in preparing their Bid and Unit Price Schedules.
18. It will be the responsibility of the Contractor to make arrangements for the disposal of waste materials, cost for which shall be included in the Unit Prices Schedules of this Contract. Disposal of all materials will be in accordance with applicable Federal, State and Local laws.
19. The Bidder hereby agrees to perform all work assigned by the Engineer no matter where located and regardless of the type of repair work encountered, and no matter how the total amount of work of the Contract is changed, at the Unit Prices established in this Proposal.
20. The Bidder agrees that any incidental work required to perform work, not specifically mentioned in the proposal items, shall be considered as incidental to the Unit Price Items and that no claim for additional compensation will be made.
The contract costs are as follows:
|
Contract Price |
$ 3,983,500 |
|
Provisional Allowance |
$ 305,700 |
|
Total Contract Price |
$ 4,289,200 |
PROCUREMENT METHOD
This procurement was competitively solicited through a Request for Bids (RFB) per Requisition 505888, which was fully approved on 6/5/23. The RFB was advertised on the Michigan Inter-Governmental Trade Network (MITN) BidNet website for 32 calendar days (5/5/23 - 6/6/23). MITN published this opportunity to 970 companies and 94 firms downloaded the bid package. In addition to posting on MITN, Procurement sent email notices to approximately 71 firms. Additional vendor outreach was performed by DWSD staff in an attempt to connect with firms that have not done business with DWSD in the past in an effort to expand the DWSD vendor pool.
The Engineer’s Estimate for this work is $4,164,450.00
One bid was received:
|
Bidder |
Total Bid Price |
Equal. Applied |
Equal. Credit |
Equal. Bid Total |
|
WCI Contractors, Inc. |
$4,289,200.00 |
DBB 1% |
$42,892.00 |
$4,246,308.00 |
As the apparent equalized bidder, WCI Contractors, Inc.’s bid was evaluated. The bid included all required information and was deemed responsive and responsible. WCI Contractor, Inc. is a Detroit Based Business, a Detroit Headquartered Business and a Detroit Small Business. Therefore, it is recommended that WCI Contractors, Inc. be awarded the contract resulting from the RFB for DWS-967 in the amount of $4,289,200 and for a term of three years. The bid tab, responsiveness evaluation, equalization analysis, and bid was sent to the Construction and Engineering Division.
WCI Contractor’s clearance expire on 1/13/24 and the formal contract document has been sent to WCI Contractors, Inc. for review and signature.
SUMMARY
A. Contract No.: 6005483 (DWS-967)
B. Contractor: WCI Contractors, Inc.
C. Contract Term: 1,095 days (3 years) - 7/24/2023 - 7/23/2026
D. Contract Amount: $4,289,200
E. Anticipated FY Breakdown: FY 23-24: $1,089,000
FY 24-25: $1,600,100
FY 25-26: $1,600,100
F. Funding Source: O&M Funds, with 100% of the funds
G. GL String: 5721-20244-487711-617900-900369-10792-0000-000000
- 100% Water
This proposed contract was presented to the BOWC Finance Subcommittee on July 10, 2023. Per DWSD procurement protocol, Mayoral Review will also be obtained.