AGENDA #4h
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Bids for Phase II of Comprehensive Rehabilitation Work at the Airport Gardens Public Housing Neighborhood
DATE: June 15, 2005
The attached resolution would accept a bid and award a contract in the amount of $840,000 to Carl Garris & Son, Inc. for comprehensive rehabilitation work in the remaining eight apartments, site rehabilitation work and work associated with the parking area repairs and overlay at the Airport Gardens neighborhood.
Funding for this project is available through the Housing Capital Fund, Community Development Block Grant Program and Housing Loan Trust Fund. The total budget for this project is $840,000.
The Airport Gardens public housing neighborhood has 26 apartments and is one of the Town’s oldest public housing developments. This neighborhood consists of two- and three-bedroom apartments and was occupied in 1972.
Although the interiors of the Airport Gardens apartments have been refurbished within the past five years, the apartments have not had comprehensive rehabilitation work since being built. Therefore, these apartments require 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 Airport Gardens renovations.
On June 14, 2004, a contract was awarded to Carl Garris & Son, Inc. in the amount of $779,000 for Phase I of the Airport Gardens renovations. Phase I includes renovations in 18 of the 26 apartments. This work is expected to be completed in June 2005.
In April 2005, the Town solicited bids for the remaining renovation work at the Airport Gardens public housing neighborhoods. The renovation work was bid as a base bid and two deduction alternates. The base bid includes comprehensive rehabilitation work in eight apartments, site rehabilitation work and work associated with the parking area repairs and overlay. Alternate 1 includes the deletion of site rehabilitation work. Alternate 2 include the deletion of work associated with the parking area repairs and overlay.
In accordance with N. C. General Statute 143-128, a Notice to Bidders was published in The Chapel Hill News, Chapel Hill, North Carolina on April 10, 2005 and in the Greater Diversity News, Wilmington, North Carolina on April 7, 2005. Notice to Bidders were faxed to 42 contractors (including General, Electrical, Plumbing and Mechanical contractors). Specifications and contract documents were on file in the office of the Architect, LDA Architecture of Raleigh, North Carolina, and the plan rooms of F. W. Dodge, Associated General Contractors, and Construction Market Data in Raleigh, North Carolina.
On April 27, 2005, the following bids were received and opened:
VENDOR BASE BID ALT. 1 ALT. 2 (8 Apts., Site Work (Deletion of (Deletion of
and Parking Lot) Site Work) Parking Lot)
Carl Garris & Son, Inc. $840,000 $290,000 $15,000
Lake View, SC
Hart Brothers Contracting, Inc. $1,190,000 $275,000 $24,000
Durham, NC
Raleigh Durham Construction, Co. $1,069,512 $385,000 $40,000
Raleigh, NC
Evaluation of Bids
The bids were reviewed by Town staff and LDA Architecture. Three contractors submitted single prime bids. The bid of Carl Garris & Sons, Inc. in the amount of $840,000 was lowest responsive bid for the total base bid.
Budget
The Airport Gardens project budget is funded by the Housing Capital Fund, Community Development Block Grant and Housing Loan Trust funds. Funds available for the contract are sufficient to cover renovation work in the base bid. Sources of funding for the Airport Gardens renovation work are:
Funding Source Amount
Housing Loan Trust Fund $165,646
Community Development Funds $105,472
Housing Capital Funds $568,882
TOTAL $840,000
We are using the Housing Loan Trust Fund as a short-term deferred loan until the 2005-2006 Capital Fund Grant is received. Per Section 4(e) of the Housing Loan Trust Fund guidelines, funds may be used to provide direct deferred payment loans for residential property rehabilitation. We will return to the Council in September 2005 for approval of a budget ordinance for the 2005-2006 Capital Fund Program and repayment of the deferred Housing Loan Trust Fund loan.
The base bid amount is $840,000, thus leaving no additional funds for a contingency. We believe that with the use of future funding from Community Development Block Grant and Capital Fund Programs, any change orders and unforeseen problems at Airport Gardens can be completed as additional funds become available.
CONCLUSION
Carl Garris & Son, Inc. is the contractor for Phase I of the renovation work at the Airport Gardens public housing neighborhood. This company also completed comprehensive renovations at the Lindsay Street public housing neighborhood in 2000. 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 work, responsiveness to clients and sensitivity to neighbors of the construction work. We believe 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 in June 2005 and to be completed by spring 2006.
RECOMMENDATION
Manager’s Recommendation: That the Council adopts the attached resolution accepting the base bid, and awards a contract to Carl Garris & Son, Inc. in the amount of $840,000 for the comprehensive rehabilitation of the remaining eight apartments,site rehabilitation work and work associated with the parking area repairs and overlay at the Airport Gardens public housing neighborhood.
A RESOLUTION ACCEPTING AND AWARDING THE BID FOR PHASE II OF THE COMPREHENSIVE REHABILITATION OF AIRPORT GARDENS APARTMENTS (2005-06-15/R-7)
WHEREAS, the Town of Chapel Hill solicited formal bids by advertisement in The Chapel Hill News, Chapel Hill, North Carolina on April 10, 2005 and in the Greater Diversity News, Wilmington, North Carolina on April 7, 2005, in accordance with G.S. 143-128 for the construction work; and
WHEREAS, the following bids were received and opened April 27, 2005:
VENDOR BASE BID ALT. 1 ALT. 2
(8 Apts., Site Work (Deletion of (Deletion of
and Parking Lot) Site Work) Parking Lot)
Carl Garris & Son, Inc. $840,000 $290,000 $15,000
Lake View, SC
Hart Brothers Contracting, Inc. $1,190,000 $275,000 $24,000
Durham, NC
Raleigh Durham Construction, Co. $1,069,512 $385,000 $40,000
Raleigh, NC
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council accepts the base bid, and awards a contract to Carl Garris & Son, Inc. in the amount of $840,000 for the comprehensive rehabilitation of the remaining eight apartments, site rehabilitation work and work associated with the parking area repairs and overlay at the Airport Gardens public housing neighborhood.
This the 15th day of June, 2005.