STAFF REPORT

Operations Committee, May 3, 2007

Bid Award for Evans Road Widening (EN07-109)
Consideration of a bid award for construction of Evans Road Widening from West Cary Middle School to Thorpe Drive
Speaker:  Mr. Tim Bailey

From:  Tim Bailey, PE, Engineering Director
Prepared by:  Kyle Hubert, PE, Senior Engineer
Approved by:  William B. Coleman, Jr., Town Manager
Approved by:  Benjamin T. Shivar, Assistant Town Manager

On Thursday, April 19, 2007, staff received bids for the Evans Road Widening Project (ST 1075).  This project includes widening Evans Road to a 5-lane undivided section from West Cary Middle School to Thorpe Drive.  The improved roadway section will include curb and gutter, sidewalk, street lighting and a new traffic signal at the intersection with W. Dynasty Drive.  The project plans and specifications were prepared by Rummel, Klepper & Kahl, LLP Consulting Engineers.

The following contractors submitted bids for the project.

The Project Engineer’s construction estimate, performed in October 2006, was approximately $2.8 million.  Narron Contracting submitted the low bid price of $2,916,180.  Right-of-way acquisition, condemnation proceedings and rising construction costs have contributed to the need for additional funds.  An appropriation of $2,300,000 is required in order to award this construction contract and provide adequate contingency funding.    

Fiscal Impact:  To date, a total of $4,055,000 has been appropriated to ST1075.  Encumbrances/ expenditures to-date total $2,055,092 leaving an available balance of $1,999,908.  Although ST1075 currently has an available balance of $2 million, there are several upcoming expenditures from these funds that have not yet been encumbered.  Therefore, staff requests that an additional $2,300,000 be appropriated to ST1075.  This appropriation would provide 10% contingency for construction and address additional land/site acquisition and severance damage needs.  Staff recommends that this appropriation of $2,300,000 be funded with 2003 general obligation bond transportation debt.  Should Council approve this request, ST1075 appropriations to date would total $6,355,000.  There are no operating impacts associated with the construction of this capital project.

Staff Recommendation:  Staff recommends award of the Evans Road Widening Project to Narron Contracting, Inc. for $2,916,180.

This award by Council represents a preliminary determination as to the qualifications of this bidder and no legally binding acceptance of this award occurs until the Town has executed a written agreement.

Staff also requests that an additional $2,300,000 in 2003 general obligation bond – transportation debt be appropriated to the ST1075 Evans Road Widening project.  These funds should be budgeted as follows within ST1075 for expenditure:  $1,800,000 in the construction account; $250,000 in the land/site acquisition account and $250,000 in the severance damages account.  Approval of this funding request will bring the total project budget for ST1075 to $6,355,000.