STAFF REPORT

Operations Committee, December 6, 2007

Bid Award – Summerwinds Water and Sewer Extension Projects (EN08-050)
Consideration of bid award for the Summerwinds Water and Sewer Extension projects
Speaker:  Mr. Tim Bailey

 

From:  Tim Bailey, PE, Engineering Director

Prepared by:  Jarrod A. Buchanan, PE, Engineer

Approved by:  William B. Coleman, Jr., Town Manager

Approved by:  Benjamin T. Shivar, Assistant Town Manager

The Engineering Department received bids for the Summerwinds Water and Sewer Extension Project on November 15, 2007.  The Engineering Department prepared the design plans and contract specifications for the Summerwinds Water and Sewer Extension Project and will conduct construction administration and inspections throughout construction.  The Summerwinds Water and Sewer Extension Project is one of several planned projects to extend utility services to areas annexed by the Town effective June 30, 2003.  This project includes the construction of 7,813-feet of sewer mains with a total of 56 service connections and 5,091-feet of water mains with a total of 54 service connections.  At this time, 85% of the eligible residents are participating in the utility extension project.

The Engineer’s estimated cost for the Summerwinds Water and Sewer Extension Project was $1,680,700.  The tabulation of bids received has been included in Table 1.

Table 1:  Bids Received on November 15, 2007

Fiscal Impact:

Funding:  A total of $2,115,000 has been appropriated to date to the WT5005 and SW5005 Summerwinds Water and Sewer Extension Projects.  Currently $1,400,000 is directed for the construction of the sewer portion of this project, and $750,000 is directed for the construction of the water portion of this project.  The $1,400,000 in the sewer construction account is enough to cover the construction of the sewer related portions of the bid, which is $803,103, the real estate costs associated with the sewer portions of the project, which are estimated to be $400,000, and the contracted services related to the sewer portions of the project, which are estimated to be $78,000.  The $750,000 in the water construction account is enough to cover the construction of the water related portions of the bid, which is $371,264 and the contracted services related to the water portions of the project, which are estimated to be $3,500.

Operating Impact:  Short term personnel impacts include providing construction administration and inspections of the utility construction and service line installations by the Engineering Department. It is expected that the project will be complete and the utilities operational by August 2008. Long term operating impacts include operating and maintaining the water and sewer lines by Public Works and Utilities staff.  All of the construction administration, inspection and operation and maintenance requirements associated with this project can be provided by current Town staff with no additional staffing or funding required.

Staff Recommendation:  Staff recommends awarding the Summerwinds Water and Sewer Extension Project for $1,149,034 to William J. Keller & Sons Construction Corp., with $803,103 to be funded from SW5005 and $371,264 to be funded from WT5005. The award (by Council) represents a preliminary determination as to the qualification of the bidder and no legally binding acceptance of the bid or offer occurs until the Town has executed a written agreement.