Town of Chapel Hill North Carolina Executive Summary

Meeting Date: 02-23-2009 Time:                    7:00 PM AGENDA #4i

Title of Agenda Item:  Bids for Athletic Field and Tennis Court Light Replacement

Background:  The attached staff memorandum includes background information related to the athletic light replacement project and the attached resolution, which would authorize the Manager to negotiate and execute a contract with the lowest responsive bidder, Walter Holmes Electric Inc. for the design and installation of athletic lights and poles at Cedar Falls, Hargraves, Homestead, and Ephesus Parks.  The determination of the favorable bid was by cost of equipment and by a 25 year life cycle cost estimate designed to give the Town the opportunity to determine the most efficient and sustainable lighting package. 

Fiscal Note: The contract bid price based on the low bid is $501,675. The total cost of the light replacement project is $533,946 as shown below:

Project Revenues
Capital Improvement Program Funds	$443,330
Payment in Lieu of Recreation Area Funds/Spotters Ridge	$53,616
Payment in Lieu of Recreation Area Funds/Greenbridge	$37,000
Total	$533,946
Project Expenses
Contract Price based on low bid	$501,675
Contingency (5%)	$25,000
Reserve for tennis court repairs and Duke Energy fees	$7,271
Total	$533,946

Note: The $443,300 amount includes $400,000 appropriated for the light replacement project,

$28,330 remaining from the FY 2007-08 athletic light assessment project, and $15,000 from the

Small Parks Improvement project fund.

Staff Recommendation(s): That the Council authorize the Manager to negotiate and execute a contract with the lowest responsive bidder, Walter Holmes Electric Inc., in an amount not to exceed $501,675 for the design and installation of athletic lights and poles at Cedar Falls, Hargraves, Homestead, and Ephesus Parks and enact the budget amendments [2009-02-23/O-6a and 2009-02-23/O-6b].

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