Loading...
HomeMy WebLinkAboutAgenda - 05-04-2006-9bORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 4, 2006 Action Agenda Item No. q_~ SUBJECT: Bid Award/Contract Approval/Capital Project Approval: Water and Sanitary Sewer Extensions to Serve the Buckhorn Area DEPARTMENT: Purchasing/Engineering/Budget PUBLIC HEARING: (Y/N) No ATTACHMENT (S): Attachment 1. Certification Letter from Project Engineer Attachment 2. Updated Project Timeline Attachment 3, Projected Cost of Utility Extension Attachment 4, Efland Sewer Construction Capital Project Ordinance INFORMATION CONTACT: Pam Jones (919) 245-2652 Paul Thames (919) 245-2303 Donna Coffey (919) 245-2151 PURPOSE: To consider awarding a bid and approving a contract to extend water and sanitary sewer services to the Buckhorn Area, including the new Gravelly Hill Middle School, to J,F. Wilkerson Contracting, Morrisville, NC in an amount not to exceed $1,532,095; and to approve the associated capital project ordinance to budget for the construction contract. BACKGROUND: Following a significant delay in the State review process for the Efland Sewer Project, the County Commissioners authorized a reconfiguration of the project to include only the Buckhorn Economic Development District (EDD)/Gravelly Hill area. This reconfigured project can be accomplished exclusively with local funds, and minimized the number of agencies required to review and comment on the plans for the Buckhorn portion of the project. The reconfiguration allowed the County to put the project out to bid more quickly, The need to expedite the construction of the utilities is prompted by the scheduled August 2006 opening of the Gravelly Hill Middle School,. The County received four bids for the project -however, the absence of a bid bond required that one bid be declared non-responsive. The bids ranged from $1,532,095 to $2,109,407, with J.F Wilkerson Construction, Morrisville, NC submitting the lowest responsive bid of $1,532,095. Bidders included: Billings and Garrett, Inc, Raleigh ($2,109,407); J,F. Wilkerson Contracting, Inc, Morrisville ($1,.532,095); Thaile Construction Company, Hillsborough ($1,658,491); and Burnette Plumbing and Piping, Rougemont (non-responsive). The letter of certification from the project engineer is attached. Assuming a Notice to Proceed is issued by May 15, 2006, the completion date is projected to be mid-October 2006. It is anticipated that the water line installation to the school site will be completed by mid-July, well in advance of the sewer line completion, z Bidders were asked to submit a price per day that would be paid as a premium for bringing the project on line earlier in an attempt to meet the August 25, 2006 opening day of school. The $4,000 per day cost, however, is not recommended as part of this bid award, Bids for the remaining portion of the project that will provide sewer services to the North Buckhorn/Central Efland area will be solicited fallowing the successful negotiation for right-of- way with the Norfolk Southern Railroad and the subsequent approval by the State and Federal grant funding and regulatory agencies, FINANCIAL IMPACT: Attachment 3 of this abstract, Projected Cost of Utility Extension, outlines the projected costs of extending water and sanitary sewer services to the Buckhorn Area, including the new Gravelly Hill Middle School. As indicated in the table, the project needs $1,4 million in additional funding in order to complete construction of the system. It is important to note that this amount covers the projected costs far the water and sanitary sewer services to the Buckhorn Area, including the new Gravelly Middle School and does not include cost estimations associated with the North BtackhornlCentral Efland area. In February 2006, the Budget Director reviewed County capital projects with available (unspent) pay-as-you-go funds to ascertain if the Baard might be able to defer funding from certain currently funded projects and reallocate them to the water and sewer project. Her review was centered on two areas: (1) availability of unspent funds, and (2) criticality and timeline of current County projects. At its March 15, 2006 budget and capital work session, the Board offered further direction on funding possibilities for the water and sewer project. The intention would be that the Board would reinstate any deferrals from currently funded County projects in future years' Capital Investment Plans. After the March meeting and further discussions with other departments, staff proposes the following pay-as-you-go projects be deferred to complete the water and sewer project: Recommended Deferrals of Currently Funded Pay-As-You- Go Capital Proiects Carrboro Library 50,000 ____ ~~$~_~~~~ _ ~ Replacements Floorin $100,000 HVAC Re airs/Re Iacements $115,000 Painting Exterior and Interior Surfaces $100,000 Roofin Re airs/Re Iacements $100,000 Water roofing $150,000 Total Deferred Projects $615,000 In addition, as suggested by the BQCC, staff recommends that the Board transfer $391,000 from the County's General Fund to the Efland Sewer Capital Project, This amount is equal to the amount of monies that the Baard approved for transfer from the School/Park Reserve to the General Fund in June 2005, The total of all recommended transfers equals $1,006,000, which is $394,000 short of the total funding needed to complete the Buckhorn Area/Gravelly Middle School water and sewer system. In order to fund the project completely, staff further recommends that the Board approve a plan to debt finance the remaining $394,000 with the next debt issuance planned for fall 2006.. Staff anticipates that the additional financing will not cause the County to exceed the 3 Board's adopted debt management policy guideline of annual debt service payments equating to no more than 15 percent of the total General Fund budget, The attached Efland Sewer Capital Project Qrdinance provides funding, as outlined above, to complete constnaction of the water and sanitary sewer services to the Buckhorn Area, including the new Gravelly Hill Middle School RECOMMENDATION(S): The Manager recommends that the Board: 1) award a bid and approve a contract to J,F, Wilkerson Contracting, Morrisville, NC in an amount not to exceed $1,532,095, subject to final review by the County Attorney and staff; 2) authorize the Chair to sign the contract on behalf of the Board; and 3) approve the attached capital project ordinance. 4/2J/^OOu 7:3o PFI FROH: Faa Orange County TO: 300A PAGE: 007 06 002 /~{{~,:=~ :t:~:, ~i"nom l~ Coulter Jewefl J-Names: April 19. 2006 Ms Pamela K Junes Orange Coun[v Uiieanr of Pm~chasing and Central Services 124 B Kine Street Hillsborough, NC 37278 Uear Ms Jones: Rc: Orange County Water and Sanitary Sewer Extensions lb Serve Buckhom Area Contract No 200G-I Proposal A Eour l~) bids were received at the Office of the Orange County Purchasing Director. 124 East King Street. Fiillsbnroueh. NC 27278.. on April I R, 2000 for the above referenced project.. At 2:OOp.m., the bids were opened and read publicly litllowing all procedures that govern timmal bid openings for public contracts according to the laws of [hc State of Nnnh Carolina The apparem low. responsive, responsible Bidder for the Orange County Water and Sanitary Sewer F..xtcnsiuns Project - Comract No 2006-I was 1. E. Wilkerson Contracting, P.0 Box 183.. Morrisville. NC 27160 at 51.53 2,09> -00 Second lowest.. responsive, responsible Bidder - Thalle Construction Cu, Inc (it $1..698.491.(10 Third IowesL responsive, responsible Bidder -Billings And Garrett. Inc r~,i $2.109,407.00 A tburth bid was received from 13urnette Plumbing and Pipe After opening the sealed envelope which contained their Bid, it was determined that Burnette Plumbing and Pipe diet not provide a Bid Bond nor provide a signed copy of Addendum No 2 Due to these infractions, which violate the requirements for submitting a proper Bid in accordance with the Bid Documents, Bumene Plumbing and Pipe's Bid was deemed non-responsive and rejacted fiom the public reading Enclosed arc certified tabulations olYhe Bids read publicly fbr this project on April 18.2006 Based un the lows of the Slate of Nosh Carolina and the terms of the Contract Documents which awards this Pro.lea to the low. responsive. responsible Bidder. Coulter Jewell Thames P.A recommends thtn Orange County award the Urange County Water and Sanitary Sewer F,..xtensions Project -Contract 2006-I to 1 F Wilkerson Contracting at the prices outlined in their proposal that was opened on April 18, 2006 i. ,. : ni i r i r: i ~ -- :i is .. ,~ ,: _ , J/24 /]DOo ?: 36 PI-0 WR~19: Fax Orange CounCy TO: 3004 PAGE: 002 Os 002 Ms Pamela K Jones Apri 119. 2D06 Pale Two Ifyou have any questions or concerns with regard to this matter.. or need funher information, please do not hesitate to eive me a call. Very truly yours. i IiG-M..a.v ~(~ ~ , James W Thames PE Vice President Coulter ewell Thames P A cc: Billings & Darren. Inc U S.. Filter J F. Wilkerson Contrac[ine Thalle Construction Company, inc. Surnette Plumbing and Pipe Marshall Constnuction Triangle Grading ~. Paving Paul Howard Construction Company Underground Construction Anderson Construction. tnc 1J S Pipe Carolinas AGC - Raleieh Office Carolinas ADC -Greensboro Office F W Dodge -Raleigh Uffice F W Dodge -Charlotte Office Paul Thames P F. -Orange Cnunty Engineer ,, ~,. `r•ttrrre,,rr r > ~ ''L v I y = )/ M1, 1 ~~ - ! 'f r~ ~ n h 1 n .c w ~ S Y L N O ~ i ' u 90/9T/OT vv O 90/60/OT .,~ ~ \ \ 90/ao/oT N ~ 90/SZ/60 ~~, \ 90/8T/60 ~~ d- r ~ ~ O m Y ° 90/TT/60 yy 1\'; o Y ° D o ~ ti 90/ti0/60 - ° ~m = N 90/8Z/80 \~j; ~ O av Er '_,~ a TZ 80 \ ~~ ~ d= ~d °° a 90/ / o 9l//VT/80 m ;Y ~a ~a Q,v? ~ x ca 9 3c x ~ ua ° ~ 90/TE/LO ~ AA.. n i r ° ~ d° ;.,, ~. ° 90/bZ/LO U ~ 0 NC t aw ° um p. ~~.. . c¢ w u s a s v o ° ~~ Y a a 3 90/OT/LO ~ ~ O ~ D ~° O m ~\. °- WN YN av U m a~ a 90/~o/LO ~~ d* - av d. o vvV v: ~ me oo s~ '" a ~ 90/9Z/90 9T/6I/90 y~ U d A~~~ a ~ ~N L u -v Egie v° ; U § a° a A \, a U -`d 3 d~ u °i ad ~~ 90/8T/90 .. ~o < u i Ol v_ ~ a a aG ag o a „ ~ ~ ~ ~'~ Ed m a d n ~ °Y Y 90/SO/90 m o a+ a C .-1 ~ a O _~ a N.~ a M L O Y u. .. :~ ~ c va 3~° t .r O S a ~ c. LL dd ~ WOd dN Y 90/ZZ/SO _ ~ vv at G L Yd °d a ~ N C \ L a C 40 90/ST/SO _ a \ S O N dmU a a v~ 90/80/SO ~ a \\ ~ _, O ca Cd i~ ~° tws y_Y u. LY ~a d L UI f \t ••~~ T O UW S WR L 'N 6V d O L U'S Ui Y ~5 90/TO/Sn a v?Tu ~ /~ S ~° ~.m Yie v ~+°' ~ Y ' do v° a _ ~ ° 90/tiZ/b0 ++ ~ r ~ a U c.°a ~ a t' ~ t'j 5' ~ v Tn n a _' w~ ~ V1 i cma ~ Ndp ~LW d.c LY o0 ~~ 90/LT/ti0 " ay r ~ ,. J 111 '' A yy \~/ '~ Y m .C Ya p j'~ L LL0. p C 0 NUy G y gU Y N v.° .. 90/OT/t0 a - s 4\ ~ O ia° ,a N L C O (` J. i ('.: 1 L 0Y UL~ p. O ad U , 9 0/ G O/ V O v,` t [ ~ ¢ L { + ;. E . i '6 ~ Y~ 0.4 0 N O a tl , d 11 90/LZ/EO ~ ~ a ~tl ~~ _ ui ro d on 90/OZ /EO Q ~ °" "° "~ a; rda ~ a A 1Y ~~- ~L ~Y " ` 90/90/EO A s v e Od ~ jL °d ° 13 ° d ~ ~ A a n 1 - ° 90/LZ/ GO W w u my ° ~m a N n Y ° a ~ N o 90/OZ/ZO `~ 1. u y w ° Y °'a v u.c n °' u 90/~;T/ZO 9 N L 9 Y> N 9 ~ N V " 90/90/ZO O ~ ~ _~ ~< g 9 d d y n ~° a ry d Y 90/08/TO ~ V j Qm ^~!'{~ ~ aD O ~ d ~y E o « /yV~ ^~ ~ ~ N O ~ N~ O C L O Y N YY W ~ ~ V ,„ ~ [ V i U~ '~'~ / O W Y N Y C Y N = 3 W W W VI V - 07 O W U Y O YY .~ > d r. ° u N U~ Ut 'a _ ~ ~~ Z U ~ ' " an a' " d~ $n i 1- O L i~ 3~ p~ ~ i' Ol SN NUt i ~~ ~d V i' > > ~C d tf 3'a a 6 > 3 ~ O ' OS UO 4¢ ¢F l.LI¢ ~+ .. -~, Projected Cost of Utility Extension (Buckhorn EDDIGravelly Middle School Area) "~ EngineeringlProfessional Fees/Other Buckhorn (including Gravelly Hill Middle School Central Efland Sewer S stem En ineerin $0 Buckhorn EDD/Gravelly Middle School Area Sewer S stem En ineerin $132,500 Water Utilit En ineerin $45,000 Construction Oversi ht and Administration $100,000 Tele hone Line Relocation $37,000 Easements $5,000 Reimbursables $15,000 Contin enc $33,405 Total En ineerin IProfessionalFees $367,905 Construction Costs Central Efland Sewer System Construction $0 Buckhorn EDD/Gravelly Middle School Area Water $1,532,095 and Sanita Sewer S stem Construction Total Construction Costs $1,532,095 Total Projected Cost of Utility Extension (Central Efland and Buckhorn EDD/Gravelly $1,900,000 Middle School Area Available Funding for Utility Extension (Central Efland and Buckhorn EDD/Gravelly Middle School Area 1997 Voter A roved Efland Sewer Bond $0 County Pay-As-You-Go Funds (previously $0 a roved b BOCC STAG Grants Grant #1 less administrative fees $0 Grant #2 less administrative fees $0 BOCC Approved Alternative Financing Issuance $500,000 tanned for 5 rin 2006 Total Available Funding for lJtility Extension (Central Efland and Buckhorn EDDIGravelly $500,000 Middle School Area Projected Funding Shortfall for Utility Extension (Central Efland and Buckhorn EDDIGravelly Middle School Area (Difference ($1,400,000) Between Projected Total Costs and Total Available Fundin t'~ Cost estimations reflected in column B of the chart do not include cost associated with the North Buckhorn/Central Efland area. Efland Sewer Extension Development Project Capital Project Ordinance Be it ordained by the Qrange County Board of County Commissioners that pursuant to Section 13,2 of Chapter 159 of the General Statutes of North Carolina, the following capital project is hereby adopted. Section 1. The project authorized includes engineering and construction costs for expansion of the Efland Sewer. The project will be completed in two phases - (1) Buckhorn Area/Gravelly Hill Middle School and (2) North Buckhorn/Central Efland, The project is financed with proceeds from the County's 1997 voter approved general obligation bonds, a portion of the County's share of the one-half cent sales tax, federal grants, transfers from other County projects and the General Fund and alternative financing. Section 2. The officers of the County are hereby directed to proceed with the project within the budget contained herein, Section 3. The following revenue is anticipated to complete this project; Through FY 2004-OS FY 2005-OG Through FY 2005-06 Phase I - Bucld~orn/Gravelly Hilt Middle School Private Placement Loan/Certificates of Participation $0 $894,000 $894,000 Transfers From: General Fund $0 $391,000 $391,000 Carrboro Library Capital Project $0 $50,000 $50,000 Flooring Replacements Capital Project $0 $100,000 $100,000 HVAC Repairs/Replacements Captial Projects $0 $115,000 $115,000 Painting Exterior and Interior Surfaces Capital Projects $0 $100,000 $100,000 Roofing Repairs/Replacements Capital Project $0 $100,000 $100,000 Waterproofing Capital Project $0 $150,000 $150,000 'Total Phase I Fundin $0 $1,900,000 $1,900,000 Phase II -North Bucld~orn/Central Etland Sales Tax $50,000 $0 ~ $50,000 1997 Bonds $1,200,000 $0 $1,200,000 Grant Funds $870,000 $485,000 $1,355,000 Total Phase R Fundin $1,120,000 $485,000 $2,605,000 Totat Phase I and Phase II $2,120,000 $2,385,000 $4,505,000 ~~ Section 4. The following amount is appropriated for this project: Through FY 2004-05 FY 2005-OG Through FY 2005-OG Phase I -Buclchorn/Gravelly Dill Middle School Land/Buildin $0 $0 $0 Professional Fees $0 $367,905 $367,905 Construction $0 $1,532,095 $1,532,095 Other $0 $0 $0 Total Phase 1 Costs $0 $1,900,000 $1,900,000 Phase II -North Buclchorn/Central Efland Land/Buildin $0 $0 $0 Professional Fees $210,000 $0 $210,000 Construction $1,910,000 $485,000 $2,395,000 Other $0 $0 $0 'Dotal Phase 1 Costs $2,120,000 $485,000 $2,605,000 Section 5. This ordinance supersedes previous Efland Sewer Development Project Ordinances for Orange County. Section 6. This ordinance shall be in effect from July 1, 1998 until June 30, 2007. Adopted this 4th day of May 2006.