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Award a Bid for Street Patching, Milling, and Resurfacing on Town-Maintained Streets.
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Staff: |
Department: |
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Lance Norris, Director |
Public Works |
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Shelton Burnette, Streets and Construction Superintendent |
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Overview: The purpose of this item is to recommend that the Council award a bid to Carolina Sunrock LLC for street patching, milling and resurfacing on town-maintained streets.
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Recommendation(s): |
That the Council:
• adopt the attached resolution awarding a bid and authorizing the Town Manager to execute a contract with the lowest responsive, responsible bidder, Carolina Sunrock LLC, in an amount of $689,538.10 including the base bid of $674,043.00 and Alternate II for $15,495.10;
• authorize the Town Manager to approve change orders up to a 5% contingency, which is a total amount of $724,015; and
• authorize the Town Manager to extend the base bid contract twice at the same base unit price by a one-year contract addendum if mutually agreeable to both parties (Town of Chapel Hill and the Contractor). (Unit prices for the bid alternates can be resubmitted with each contract extension addendum.)
Key Issues:
• The Town advertised the project for bid on May 2, 2018. Six bids were opened May 18, 2018. Staff identified Carolina Sunrock LLC as the lowest responsive, responsible bidder.
• The date of availability for this project is July 9, 2018.
• All work is anticipated to be completed by October 31, 2018.
• A third party contractor conducts a Pavement Condition Survey every other year to evaluate the condition of town-maintained paved streets. To prioritize and select streets for resurfacing, staff considers the pavement condition rating from the survey along with the use of the street for multiple modes of travel. Streets scheduled for resurfacing include:
o Clayton Road from Caswell Road to the cul-de-sac.
o Gardner Circle from Weyer Drive to Highgrove Drive.
o Weaver Dairy Road Extension from Martin Luther King, Jr. Boulevard to Homestead Road, including installation of buffered bike lanes consistent with the Bike Plan.
o Rosemary Street/Church Street along the AC Hotel frontage.
• Hillsborough Street from Franklin Street to Martin Luther King, Jr. Boulevard is scheduled for reconstruction in Fall 2018. This project will be completed under a separate contract.
• The streets scheduled for resurfacing rated Poor to Very Poor with an average of Very Poor in the Town’s most recent Pavement Condition Survey. All or a portion of the above streets are multi-modal. Weaver Dairy Road Extension is classified as arterial, and the other three are collectors.
• As part of our review process, Public Works distributed an extended list of streets under consideration for resurfacing to internal staff including the Bicycle and Pedestrian Champion’s Team, and external entities including local utility companies, NCDOT and UNC. The final list represents streets on which there are no known conflicts with other operations’ or agencies’ scheduled projects.
• The Transportation and Connectivity Advisory Board received the street resurfacing plan and approved the above list of proposed streets for resurfacing. The Board emphasized the importance of adding buffered bike lanes along Weaver Dairy Road Extension, which will be included in this project.
• This bid included three alternates:
o Alternate #1 - Manhole Cover/ Water Valve Box Adjustments were included at the request of the Orange Water and Sewer Authority (OWASA). There are no known adjustments to be made at this time. This Alternate was included to provide a mechanism for OWASA to work with the Town’s resurfacing contractor in the event that unanticipated adjustments need to be made. OWASA would obtain their own contractor to conduct the adjustments at their cost.
o Alternate #2 - Trackless Tack (a fast drying mix used to bond asphalt layers that minimizes vehicles tracking emulsified asphalt elsewhere) is included in the contract award and will be covered by Town funds.
o Alternate #3 - Thermo-Plastic Pavement Markings. This bid alternate will not be accepted. Staff anticipates receiving more favorable quotes by soliciting these services separately.
• The Town’s Emergency Management Coordinator and the Communications and Public Affairs Department will work with other Town staff to provide updates on resurfacing in coordination with other major construction projects in Town. Information on project progress will be available to the public on the Getting Around Chapel Hill webpage <http://www.townofchapelhill.org/town-hall/departments-services/a-z-services/getting-around-chapel-hill>.
• Town staff will provide letters giving at least two weeks’ notice of construction to residences and businesses on the streets scheduled for resurfacing. No-Parking signs will be placed on the road at least 48 hours in advance of construction and will list the project start date.
Fiscal Impact/Resources: Funding for street resurfacing is included in the 2018-19 Adopted Budget and 2015 bond funds.
Where is this item in its process?
Council Goals:
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Create a Place for Everyone |
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Develop Good Places, New Spaces |
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Support Community Prosperity |
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Nurture Our Community |
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Facilitate Getting Around |
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Grow Town and Gown Collaboration |
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Attachments: |
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• Resolution |
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• Transportation and Connectivity Advisory Board Recommendation |
A RESOLUTION AUTHORIZING THE TOWN MANAGER TO EXECUTE A CONTRACT WITH CAROLINA SUNROCK LLC IN AN AMOUNT OF $689,538.10 FOR STREET RESURFACING (2018-06-27/R-4)
WHEREAS, the Town of Chapel Hill solicited formal bids for street resurfacing on the Town website on May 2, 2018 in accordance with G.S. 143-129; and
WHEREAS, three responsive bids were received and opened on May 18, 2018; and
WHEREAS, the responsive bids were evaluated and Carolina Sunrock LLC was determined to be the lowest responsive, responsible bidder; and
WHEREAS, the bid permits an increase or decrease of up to 25% in the scope of work.
NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to execute a contract with the lowest responsive, responsible bidder, Carolina Sunrock LLC, in an amount of $689,538.10 including the base bid of $674,043.00 and Alternate II for $15,495.10.
BE IT FURTHER RESOLVED that the Town Manager is authorized to approve change orders up to a 5% contingency, which is a total amount of $724,015.
BE IT FURTHER RESOLVED that the Town Manager is authorized to extend the base bid contract twice at the same base unit price by a one-year contract addendum if mutually agreeable to the Town and Carolina Sunrock LLC.
This the 27th day of June, 2018.
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The Agenda will reflect the text below and/or the motion text will be used during the meeting. |
presenter
By adopting the resolution, the Council authorizes execution of a contract with Carolina Sunrock to provide annual street resurfacing services.