AGENDA #4d
MEMORANDUM
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TO: |
Roger L. Stancil, Town Manager |
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FROM: |
Tina Vaughn, Housing Director Glenn Davis, Operations and Special Projects Coordinator |
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SUBJECT: |
Bids for Comprehensive Rehabilitation Work at the North Columbia Street Public Housing Neighborhood |
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DATE: |
November 7, 2007 |
The attached resolution would accept a bid and award a contract in the amount of $1,250,000 to Carl Garris & Son, Inc. for comprehensive rehabilitation at the North Columbia Street neighborhood.
Funding for this project is available through the Housing Capital Fund and Community Development Block Grant Program. The total budget for this project is $1,284,359.
The North Columbia Street public housing neighborhood has 11 apartments and is one of the Town’s oldest public housing developments. This neighborhood consists of one- and two-bedroom apartments and was occupied in 1968.
Although the interiors of the North Columbia Street apartments have been refurbished within the past five years, the apartments have not had comprehensive rehabilitation work since being built. Refurbishing work primarily include basic repairs to ensure that the apartments are safe and comply with the minimum housing code. These apartments require comprehensive renovations which will include complete retrofitting of the kitchens and bathrooms, the replacement of floor tile, doors, windows, siding and painting. The furnaces and water heaters also need to be replaced because they require frequent repair work and are not energy efficient. Extensive site work is needed to eliminate erosion and drainage problems.
On July 5, 2000, the Council adopted a resolution authorizing the inclusion of air conditioning in public housing renovations. Therefore, air conditioning is included in the North Columbia Street renovations.
In July 2007, the Town solicited bids for the comprehensive renovation work at the North Columbia Street neighborhood. The renovation work was bid as a base bid and a deduct alternate. The base bid includes comprehensive rehabilitation work in all 11 apartments and site rehabilitation work. Alternate 1 includes the deletion of site rehabilitation work.
In accordance with N. C. General Statute 143-128, a Notice to Bidders was published on The Town of Chapel Hill Website, Chapel Hill, North Carolina on July 5, 2007 and in the Greater Diversity News, Wilmington, North Carolina on July 5, 2007. The Greater Diversity News is a weekly newspaper that focuses on expanding economic, employment and business opportunities for minorities and women. Notice to Bidders was mailed to seventy-four contractors (including General, Electrical, Plumbing and Mechanical contractors). Specifications and contract documents were on file in the office of the Architect, LDA Architecture, PLLC, of Raleigh, North Carolina, and in the plan rooms of Associated General Contractors, McGraw-Hill Dodge and Reed Construction Data in Raleigh, North Carolina.
On Thursday, August 2, 2007, we received one sealed bid. In accordance with G. S. 143-128 three bids are required for the first bidding. Therefore, we were required to issue a second notice of advertisement. A second Notice to Bidders was published on The Town of Chapel Hill Website, Chapel Hill, North Carolina on August 9, 2007 and in the Greater Diversity News, Wilmington, North Carolina on August 9, 2007.
On August 23, 2007, the following bids were received and opened:
VENDOR BASE BID ALT. NO. 1
(11 Apartments (Deletion of Site
and Site Work) Work)
Carl Garris & Son, Inc. $1,250,000 ($250,000)
Lake View, SC
Arrow, Inc. $1,320,000 ($280,000)
Durham, NC
Evaluation of Bids
The bids were reviewed by Town staff and LDA Architecture. Both contractors are not Minority Business Enterprise (MBE) or Woman Owned Businesses. They submitted single prime bids. The bid of Carl Garris & Sons, Inc. in the amount of $1,250,000 was the lowest responsive bid for the total base bid.
Budget
The North Columbia Street project budget is funded by the Housing Capital Fund and Community Development Block Grant funds. Funds available for the contract are sufficient to cover the renovation work in the base bid. Sources of funding for the North Columbia Street renovation work are:
Funding Source Amount
Housing Capital Funds $ 948,909
Community Development Funds $ 335,450
TOTAL $1,284,359
The base bid amount is $1,250,000, leaving an estimated contingency of $34,359. Based on previous renovation work at our Airport Gardens, Pritchard Park and Lindsay Street public housing neighborhoods, the contingency amount should be sufficient to cover for any change orders and unforeseen problems at the North Columbia Street neighborhood. Any remaining funds after the completion of this contract could be used to assist with the renovation work at the South Roberson Street neighborhood.
CONCLUSION
Carl Garris & Son, Inc. completed the comprehensive renovations at the Lindsay Street and Airport Gardens public housing neighborhoods. We have been pleased with their work in both neighborhoods. The contractor has demonstrated a high level of performance in their financial status, stability, reputation, quality and timeliness of their work, responsiveness to clients and sensitivity to neighbors of the construction work. We believe that Carl Garris & Son, Inc. is a responsible contractor as well as the lowest responsive bidder.
If the Council awards this bid to Carl Garris & Son, Inc., we expect renovation work to begin by December 2007 and to be completed by summer 2008.
RECOMMENDATION
Manager’s Recommendation: That the Council adopt the attached resolution accepting the base bid, and awards a contract to Carl Garris & Son, Inc. in the amount of $1,250,000 for the comprehensive rehabilitation at the North Columbia Street public housing neighborhood.