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REQUEST FOR CITY COUNCIL AGENDA ITEM <br />Appropriation <br />Agenda Date Requested: October 14, 2013 <br />____N/A________ <br />Source of Funds: <br />_Traci E. Leach______ <br />Requested By: <br />Account Number:_______________ <br />Department: _Administration____________ <br />Amount Budgeted: ______________ <br />Report: __Resolution: ____Ordinance: __ <br />Amount Requested: <br />Exhibits: <br />Budgeted Item: YES NO <br />1.Bid Tabulation <br />2.Project Timeline <br />SUMMARY & RECOMMENDATION <br />In the FY 12-13 budget, the Council approved a project to upgrade the electrical system for <br />special events held on Main Streetin the amount of $145,000. Initially, this project was to <br />include a portable system that would allow for additional power to be available at multiple <br />locations throughout the City for various special events. Staff received input regarding the <br />design of the project and instead moved forward with a modified design that included permanent, <br />underground installation of additional poweralong Main Street and included uplighting for the <br />trees lining Main Street. Staff did anticipate that this change inscope may have an impact on <br />whether the project could be completed within budget. However, the magnitude of the bid <br />pricing received wascompletely unexpected. <br />The City engaged Shrader Engineering to design the project. The City opened bids on <br />September 17, 2013from 4 contractors. The low bid meeting specifications was submitted by <br />Complete Electrical Services in the amount of $651,261, which is significantly more than what is <br />currently available for construction. <br />Given the other priorities that are on the horizon for the Hotel Motel Fund, primarily the <br />restoration of the former DeWalt Schoolhouse, staff recommends rejecting the bidsfor the main <br />Street Electrical Project. Staff will continue to look at cost-effective alternatives to eliminate the <br />noisy generatorsfor the Christmas on Main Street event, such as renting the Whisper-Quiet <br />generators that produce less noise than the standard generators and perhaps layout changes. <br />___________________________________________________________________________ <br />Action Required of Council: <br />Consider rejection or other action of bids for the Main Street electrical project. <br />Approved for CityCouncil Agenda: <br />_________________________________________________________ <br />Corby D. Alexander, City ManagerDate <br /> <br />