AGENDA #2b
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Bids for Construction of the Town Operations Center Off-Site Roadway Improvements
DATE: June 20, 2005
The attached resolution would award the bid for construction of the Town Operations Center off-site roadway improvements in the amount of $1,989,440 to Sanford Contractors. The resolution would also authorize the Manager to enter into a contract with the successful bidder upon approval of the contract by the North Carolina Department of Transportation.
On November 24, 2003, the Council approved two project ordinances, totaling $42,926,500 to fund construction of the Town Operations Center on Millhouse Road. The Public Works and Public Housing portions totaled $24,391,000. The Transportation project portion totaled $18,535,500.
The construction work for the
Town Operations Center project is to occur in phases. The first, Phase A, is nearing completion and, includes clearing,
grubbing, grading and installing erosion control measures and preliminary
stormwater treatment facilities. The
remaining two phases, B and C, include off-site improvements required for the
project and on-site construction respectively.
On May 12, 2005, the Town received a single bid for the Phase B work
which was significantly higher than had previously been budgeted and on May 23,
2005, the Council rejected that bid. We
then separated the Phase B improvements into two sub-phases, including one
for the proposed roadway work and one for the proposed utility work in order to
attract more bidders and receive more favorable bids.
Specifications for the Phase B off-site roadway improvements work were developed and Notices to Bidders were published in the May 24, 2005 edition of The Herald Sun Newspaper and also in the May 26, 2005 edition of Greater Diversity, a minority publication.
Three bids were received, publicly opened, and read at 2:00 p.m. on June 14, 2005. The bids were as follows:
|
Contractors |
Total |
|
Sanford Contractors, Inc. |
$1,989,440.00 |
|
Mountain States Contractors, LLC. |
$2,160,790.00 |
|
Triangle Grading and Paving, Inc. |
$1,290,438.68 |
The lowest apparently responsive bid was received from Triangle Grading and Paving, Inc. However, as noted in another memorandum before the Council this evening, this bidder has asked to withdraw its bid because of a substantial error in the bid estimates. Although there is a possibility that it will be required to forfeit its bid bond, its bid may no longer be considered. The low bid on this project is now the Sanford Contractors bid.
The low bidder’s financial status, stability, reputation, quality and timeliness of their work, responsiveness to their clients, and sensitivity to neighbors of other construction projects in the area are known by our consultants for this project. Based on this information, we believe that Sanford Contractors, Inc. is responsible and well qualified to complete the project within the designated project period.
Funding
The cost of this contract will be equally split between the Transportation and Public Works portions of the project budget. Town funding for this project will be available from financing by Certificates of Participation, now scheduled to occur on June 22, 2005.
1% for Art
The Town Operations Center project budget includes a dedication of 1% for public art. The cost of all construction phases has been included when calculating the funds available for public art. The Art component of the Town Operations Center is being accomplished under a separate contract.
We recommend that the Council adopt the attached resolution and accept the lowest responsive base bid in the amount of $1,989,440 from Sanford Contractors, Inc. and authorize the Town Manager to enter into a contract with the low bidder upon completion of a review of the contract by NCDOT.
A RESOLUTION AWARDING A BID FOR CONSTRUCTION OF THE TOWN OPERATIONS CENTER OFF-SITE ROADWAY IMPROVEMENTS (2005-06-20/R-1b)
WHEREAS, the Town of Chapel Hill has solicited formal bids by legal notice on May 24, 2005 and May 26, 2005 in accordance with G.S. 143-129 for construction of the Town Operations Center off-site roadway improvements; and
WHEREAS, the following bids were received and opened on June 14, 2005;
|
Contractors |
Total |
|
Sanford Contractors, Inc. |
$1,989,440.00 |
|
Mountain States Contractors, LLC. |
$2,160,790.00 |
|
Triangle Grading and Paving, Inc. – BID WITHDRAWN |
$1,290,438.68 |
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Town accepts the bid and authorizes the Town Manager to execute a contract, contingent on the review and approval of the North Carolina Department of Transportation, to the lowest responsive bidder, Sanford Contractors, Inc., in the amount of $1,989,440.00.
This the 20th day of June, 2005.