Title
Award of Bid No. 24-40 in the Amount of $8,871,345.80 plus Applicable Gross Receipts Tax to TLC Plumbing & Utility for the DP Road Phase II Reconstruction Project; Establish a Project Budget in the Amount of $11,043,045 for Roadway and Utility Work and Approve Related Budget Revision 2024-56
Recommended Motion
I move that Council approve Bid No. 24-40 in the amount of $8,871,345.80 plus applicable gross receipts tax to TLC Plumbing & Utility for the DP Road Phase II Reconstruction Project; establish a project budget in the amount of $11,043,045 for roadway and utility work; and approve related Budget Revision 2024-56.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
The DP Road Improvement Project was originally proposed in 2017 to support existing businesses and economic development opportunities on County owned parcels along DP Road. Phase I of the DP Road roadway and utility Improvements from Trinity Drive to the Fire Training Center was constructed in 2022 by Bethel Development Inc. with the support of County funding. These improvements were completed as required by the development agreement for the Canyon Walk Apartments and The Bluffs Senior Housing. DP Road Phase II begins at the end of Phase I at the Fire Training Center and continues for approximately 0.5 miles to the TA-21 Gate.
On January 5, 2023, the County advertised a formal competitive solicitation for project construction through Invitation for Bid No. 23-29. On January 26, 2023, only one bid was received and was not recommended for award, as the bid was $4,000,000 over the available budget at the time. The County subsequently re-evaluated the project design and identified ways to reduce the project costs while maintaining the intent of the project. These changes included changing the parking configuration on the southside to on-street parallel parking with a separate parking lot on Tract A-16 and reorganizing the placement of utilities into 2 trenches from the previous 4 and changing the gravity sewer system to a low-pressure sewer system. Additionally, the project was divided to have a base bid and bid alternative as described below, providing the County the option of reducing the limits of construction to accommodate available budget (See Attachment A - Project Vicinity Map).
The County re-advertised a formal competitive solicitation for project construction through Invitation for Bid No. 24-40 on February 8, 2024. One response was received on February 29, 2024, and the evaluation committee is recommending an award to TLC Plumbing & Utility for both Base Bid and Bid Alternate. Awarding both base bid and bid alternate now will provide construction savings due to economies of scale, avoiding future mobilization costs, and future material cost escalation encountered county-wide over the past several years.
The base bid scope of work begins at the Fire Training Center, ending just east of 278 DP Road for a total construction of 1380ft. Roadway improvements in the base bid include full reconstruction of the roadway, on-street parking on the south side, a parking lot on tract A-16, curb and gutter and sidewalks along both sides, storm drain system, and upgraded street lighting. Utility improvements included in the Base Bid are new 12” water and 4” gas lines, conduit for new electrical service, future County Fiber, phone and cable communications, and the low-pressure sewer system.
The Bid Alternate for the project begins at 278 DP Road to the TA-21 Gate for a total construction of 1190ft. Roadway improvements included in the Bid Alternate will include full reconstruction of the roadway. Utility improvements included in the Bid Alternate include new 12” water and 4” gas lines, conduit for future County Fiber, and the low-pressure sewer system.
Public engagement has taken place for this project. In November 2023 the Engineering Division notified business and property owners along DP Road providing opportunities to meet with them individually to discuss the Phase II Project. Several subsequent meetings were held with individual property owners. Additionally, a public information meeting was held in conjunction with the December 7, 2023, Transportation Board meeting. Several business and property owners attended this meeting and asked questions and provided comments. Notifications about the project, opportunities to meet with project staff, and the public meeting were mailed to all property owners and hand delivered to each business on DP Road.
Upon Council approval, the Notice of Award will be sent to the contractor on March 27, 2024 and work will begin on or before April 15, 2024. The contract includes a substantial completion date for Base Bid and Bid Alternative on November 15, 2024, a final completion date of December 15, 2024 with liquidated damages for late completion.
Alternatives
Council could choose to not approve the agreement and postpone or cancel the project.
Fiscal and Staff Impact/Planned Item
Project Management will occur jointly with the Public Works Engineering Division and the Department of Public Utilities.
The approved Economic Development Department budget available for project construction is $8,043,045.
Budget Revision 2024-56 is comprised of $2,400,000 from the General Fund and $600,000 from the State Shared Revenues Fund would supplement the current project budget with included contingency for unanticipated changes or field conditions.
The total requested budget including budget revision is $11,043,045. See Project Budget Spreadsheet (Attachment B) and Budget Revision Form (Attachment C) for additional details.
Attachments
A - Project Vicinity Map
B - Project Budget Spreadsheet
C - Budget Revision Form - 2024-56