TO: Mayor and Members of City Council
THRU: Kristoff Bauer, Deputy City Manager
FROM: Sheila Thomas-Ambat, PE, CCM, CFM, Interim Public Services Director
Tracey Broyles, Budget and Evaluation Director
DATE: November 13, 2018
RE:
Title
Adoption of Capital Project Ordinance Amendment 2019-21 and Award of Contract for Construction Services for Liberty Hills Drainage Improvements
end
COUNCIL DISTRICT(S):
Council District(s)
1
b
Relationship To Strategic Plan:
Goal 1: Safe and Secure Community
Goal 3: High Quality Built Environment
Goal 4: Desirable Place to Live, Work and Recreate
Executive Summary:
Council is asked to adopt Capital Project Ordinance Amendment (CPOA) 2019-21 to appropriate $610,517 of additional project funding for Liberty Hills Drainage Improvements and award the construction bid to the lowest responsive, responsible bidder, Lanier Construction Company from Snow Hill, NC.
The appropriation will provide funding for construction ($450,422), construction inspection and material testing services ($93,052), real estate acquisition ($22,000) and contingency costs ($45,043) to bring Liberty Hills Subdivision drainage system into compliance with the City’s Stormwater Management Ordinance.
Background:
The Liberty Hills Subdivision, permitted in November 2012, has areas within the subdivision that are subject to localized flooding. In reviewing the as-built data, it was confirmed that the approved stormwater calculations did not mirror the constructed layout of the drainage pipes within the system.
On November 13, 2017, Council adopted CPOA 2018-29 to appropriate $233,855 for the design of Liberty Hills Drainage Improvements. The design phase included the modeling of the existing stormwater system, which displays areas within the existing stormwater system that do not meet the standard level of service requirements of the Stormwater Ordinance. More stormwater is draining to areas of the subdivision than was originally accounted and designed for. These areas are causing the system to become inundated with water, as it does not provide adequate capacity for the stormwater generated by the subdivision. The construction of this project will bring the system into compliance with the City’s Stormwater Management Ordinance.
Bids were received on September 6, 2018 as follows:
Bidders Total Cost
Lanier Construction Company, Snow Hill, NC $ 450,422.00
This bid was able to be opened with less than three responsive bids due to it being below the statutory limit of $500,000.
ARCADIS G&M of North Carolina, Inc. was chosen from the City’s on-call list for professional services to provide independent construction inspection and material testing services. Their negotiated scope and fee is not to exceed $93,052.
Four easements will be acquired from private property owners, including recordation, at an estimated amount of $22,000.
Issues/Analysis:
The project was advertised once and bids were received from a single contractor as outlined above. The lowest responsive, responsible bidder, Lanier Construction Company, Snow Hill, NC, is recommended.
Budget Impact:
There is sufficient funding appropriated in the FY18 Stormwater Management Fund operating budget to provide for the $610,517 transfer to the project fund.
Options:
- Adopt CPOA 2019-21 and authorize the award and execution of the contract to the lowest responsive, responsible bidder by the City Manager as recommended by staff.
- Do not adopt CPOA 2019-21 or award the contract as recommended and provide further direction to staff.
Recommended Action:
Staff recommends that Council move to adopt CPOA 2019-21, approve the contract award, and authorize the City Manager to execute the contract for the Liberty Hills Drainage Improvement project to the recommended lowest responsive, responsible bidder as presented.
Attachments:
• Capital Project Ordinance Amendment 2019-21 (FY18 Stormwater - Liberty Hills)
• Bid tabulation
• Professional Services for Construction Inspections
• Easement Acquisition Cost