AGENDA #4m
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Award of Bid for Resurfacing
DATE: June 23, 2003
The attached resolution would award a contract to S.T. Wooten Corporation for resurfacing several Town-maintained streets, and allow adjustment of the contract within the amount budgeted by the Council for the budget year 2003-2004.
BACKGROUND
Budget
Funding available in 2003-2004 includes $272,500 for basic resurfacing, $51,000 for milling selected streets and $10,400 for pavement markings and related work, for a total of $333,900.
Resurfacing Needs
We believe most or all of the following streets or portions of streets can be resurfaced within the $272,500 of available funds and the unit prices in the low bid:
Alba Lane Birchcrest Place
Bradford Place Burlage Circle
Calista Court Cardiff Place
Coleridge Drive Crabtree Knoll
Curtis Road Edgehill Place
Flemington Road Ironwoods Drive
N. Lake Shore Drive Markham Drive
Oldham Place Raleigh Street
Ridge Road Pebble Springs Road
Summerfield Crossing Tadley Drive
Thetford Court Waterford Place
The street segments listed above would total about 5.4 miles. This list is subject to change depending on conditions at the time of work, such as possible utility failures.
Bid Process
Bid notices were distributed to 12 prospective contractors in North Carolina and four minority business organizations in North Carolina. The notice to bidders was published in the May 11, 2003 edition of The Chapel Hill News.
Four bids were received and publicly opened at 3 p.m. on May 23, 2003 as follows:
Vendor Asphalt Milling Markings Total
C.C. Mangum $268,800 $48,507.00 $10,124.00 $327,431.00
S.T. Wooten 256,200 40,512.20 10,369.77 307,081.97
Thompson-Arthur 271,600 61,237.50 9,671.15 342,508.65
Riley Paving Co. 265,832 40,511.20 9,101.75 315,444.95
DISCUSSION
Basic Resurfacing
The low bid for basic street resurfacing of $256,200 was submitted by S.T. Wooten Corporation. 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 5.4 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 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 $40,512.20 in S.T. Wooten Corporation’s low bid. Their bid included a quote of $10,369.77 for the alternative for thermoplastic pavement markings. 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 $307,081.97.
Option to Extend Contract
This contract may be extended by up to two years if mutually agreeable to both the Town of Chapel Hill and S.T. Wooten Corporation at the same unit prices.
RECOMMENDATION
That the Council adopt the attached resolution awarding a contract for the combined low bid of $307,081.97 by S.T. Wooten Corporation.
A RESOLUTION AWARDING A CONTRACT FOR RESURFACING OF STREETS (2003-06-23/R-13)
WHEREAS, the Town of Chapel Hill has solicited formal bids by legal notice in The Chapel Hill News on May 11, 2003, 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 24, 2003:
Vendor Asphalt Milling Markings Total
C.C. Mangum $268,800 $48,507.00 $10,124.00 $327,431.00
S.T. Wooten 256,200 40,512.20 10,369.77 307,081.97
Thompson-Arthur 271,600 61,237.50 9,671.15 342,508.65
Riley Paving Co. 265,832 40,511.20 9,101.75 315,444.95
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council accepts the May 24, 2003, bid of S.T. Wooten Corporation as adjusted for street resurfacing in the amount of $307,081.97, including both alternates, received in response to the Town's request for bids published on May 11, 2003, and opened on May 24, 2003, in accord with G.S. 143-129.
BE IT FURTHER RESOLVED that the Manager is authorized to execute a contract with S.T. Wooten Corporation in the amount of $307,081.97 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 S.T. Wooten Corporation at the same unit prices.
This the 23rd day of June, 2003.