AGENDA #4e
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Award of Bid for Street Resurfacing
DATE: June 26, 2000
The attached resolution would award a contract to Lee Paving Company for resurfacing several Town-maintained streets, and allow adjustment in the amount of the contract within the amount budgeted by the Council for the budget year 2000-2001.
BACKGROUND
Budget
Funding available in 2000-2001 includes $301,100 for basic resurfacing, $45,000 for milling selected streets and $25,000 for pavement markings and related work, for a total of $371,100.
Resurfacing Needs
We believe most or all of the following streets or portions of streets can be resurfaced within the $301,100 of available funds and the unit prices in the low bid:
Black Oak Place Cameron Avenue
Chesley Court Church Street
Umstead Drive Henderson Street
Holly Lane Landing Drive
Lancaster Drive Kenan Street
Mason Farm Road Pinehurst Drive
Rosemary Street Sheffield Circle
South Lakeshore Drive Sweeten Creek Road
Toynbee Place Yukon Lane
Braclay Road
The street segments listed above would total about 6.5 miles. This list is subject to change depending on conditions existing at the time of work, such as possible utility failures.
Bid Process
Bid notices were distributed to 16 prospective contractors in North Carolina and Virginia and four minority business organizations in North Carolina. The notice to bidders was published in the April 23, 2000, edition of The Chapel Hill News.
Five bids were received and publicly opened at 3 p.m. on May 30, 2000, as follows:
I-2 Pavement
Vendor Asphalt Milling Markings Total
Nello L. Teer $298,485 $39,070 $18,405 $355,960
C. C. Mangum 362,327 73,289 18,405 454,021
Riley Paving 299,287 35,985 18,405 353,678
Lee Paving Co. 264,058 41,126 18,405 323,589
Thompson-Arthur 323,219 53,124 20,069 396,412
DISCUSSION
Basic Resurfacing
The low bid for basic street resurfacing of $264,058 was submitted by Lee Paving Company. Unit prices established under the resurfacing contract would not change if the actual amount of asphalt needed to resurface the streets is less or more than we estimate.
The exact amount of asphalt needed to resurface the streets will be known more precisely after the work is underway. It is possible that the actual total cost of resurfacing the approximately 6.5 miles of streets based on measured units of asphalt could be higher or lower than now estimated.
Therefore, as in past years, we request the Council's authorization to make changes in the amount of the resurfacing contract if necessary, with the requirement that the contract would remain within the amount budgeted by the Council. The attached resolution would authorize such a change to the contract.
Alternates
The alternative bid for milling selected streets included a cost quote of $41,920 in Lee Paving Company’s low bid. Their bid included a quote of $18,405 for the alternative for thermoplastic pavement marking. Given the necessity to coordinate milling and pavement markings with the resurfacing process, selection of one vendor is necessary.
In addition to the base bid for street resurfacing, and at the request of the Orange Water and Sewer Authority, an “alternate” bid was requested for raising manhole covers and water valve boxes as a part of the street resurfacing project. OWASA would pay for this work if it chooses to use the Town’s resurfacing contractor, and, thus the cost of this work is not calculated in bid or budget totals.
The low bid for basic resurfacing and the two alternates of pavement markings and milling selected streets totals $323,589.
Option to Extend Contract
This contract may be extended by two years if mutually agreeable to both the Town of Chapel Hill and Lee Paving Company at the same unit prices.
RECOMMENDATION
That the Council adopt the attached resolution awarding a contract for the combined low bid of $323,589 by Lee Paving Company.
A RESOLUTION AWARDING A CONTRACT FOR RESURFACING OF STREETS (2000-06-26/R-5)
WHEREAS, the Town of Chapel Hill has solicited formal bids by legal notice in The Chapel Hill News on April 23, 2000, in accordance with G.S. 143-129 for the resurfacing of streets; and
WHEREAS, the following bids were received, opened and publicly read on May 30, 2000:
I-2 Pavement
Vendor Asphalt Milling Markings Total
Nello L. Teer 298,485 39,070 18,405 355,960
C. C. Mangum 362,327 73,289 18,405 454,021
Riley Paving 299,287 35,985 18,405 353,678
Lee Paving Co. 264,058 41,126 18,405 323,589
Thompson-Arthur 323,219 53,124 20,069 396,412
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council accepts the May 30, 2000, bid of Lee Paving Company as adjusted for street resurfacing in the amount of $323,589, including both alternates, received in response to the Town's request for bids published on April 23, 2000, and opened on May 30, 2000, in accord with G.S. 143-129.
BE IT FURTHER RESOLVED that the Manager is authorized to execute a contract with Lee Paving Company in the amount of $323,589 and to initiate and sign change orders to the contract, provided that the contracted cost of resurfacing, pavement marking and milling shall remain within the budget.
BE IT FURTHER RESOLVED that this contract may be extended by two years if mutually agreeable to the Town and Lee Paving Company at the same unit prices.
This the 26th day of June, 2000.