Title
Award of Bid No. 21-10 in the Amount of $750,159.60 plus Applicable Gross Receipts Tax to TLC Company, Inc., DBA TLC Plumbing & Utility, for Construction of the Barranca Mesa 3 Subdivision Roadway Improvements Project and Establish a Project Budget in the Amount of $1,350,000 for Roadway Improvements.
Recommended Action
I move that Council award Bid No. 21-10 in the Amount of $750,159.60 plus Applicable Gross Receipts Tax to TLC Company, Inc., DBA TLC Plumbing & Utility, for Construction of the Barranca Mesa 3 Subdivision Roadway Improvements Project and Establish a Project Budget in the Amount of $1,350,000 for Roadway Improvements.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
On June 25, 2020, the County advertised a formal competitive solicitation for project construction through Invitation for Bid No. 21-10. Three responses were received on July 14, 2020. The evaluation committee is recommending award to TLC Company Inc., the lowest responsive bidder. Attachment B includes the Summary of Work, Notices to Contractors, Bid Forms, and Award Documents. The complete bid document and plan set can be viewed by using the following link: <ftp://files.losalamosnm.us/pw/IFB21-10_Barranca_Mesa_3_Subdivision>
The project consists of roadway improvements within the Barranca Mesa 3 Subdivision, more specifically, Camino Encantado, Turquoise St., Kachina St., Encino St., Tecolote St., Escondido St. and Obsidian Loop. Road improvements include removal and replacement of the asphalt surface that will utilize and recycle part of the existing asphalt material in the road base. There is also isolated replacement of concrete sidewalks, curb, gutter, ADA curb ramps, and drive pads proposed.
Streets in Barranca Mesa 3 Subdivision are recommended for improvements due to the low pavement condition index (PCI) scores. The proposed asphalt improvements will significantly improve the condition score of individual streets as well as improve the County’s overall PCI average to help achieve performance goals.
A public meeting to obtain input on the project was held conjunction with a Transportation Board meeting on July 13, 2020 held via a web video platform (due to COVID-19 restrictions).
Upon Council approval, the Notice of Award will be sent to the contractor on August 5, 2020 and work will begin on or around August 15, 2020. This contract includes substantial and final completion dates with liquidated damages for late completion at $1,500 per day. All work associated with this contract must be completed by November 6, 2020.
Upon receipt of a schedule from the contractor and subsequent approval by the County, the schedule and traffic impacts will be shared with the public through weekly construction updates to general media and posted on the project website. Staff will also work closely with the contractor and area residents regarding changes and maintenance of traffic access including any special needs, refuse pick up, and mail delivery.
The closest county land that could be used for a staging area is old FEMA home sites (near the rodeo grounds and tennis courts). The contractor has the option of entering into a Land Use Agreement with the County or independently coordinating an alternative staging area.
Council should note that as a result of cost saving measures considered in the project scope, a CIP Fund budget savings is realized. Cost saving measures included limiting concrete replacement and earthwork below the asphalt surface while utilizing recycled asphalt material. These approaches to the work have resulted in achieving excellent bids below the programmed budget. Therefore, staff recommends providing a general contingency for ordinary changes and field adjustments as necessary, particularly if underlying subgrade issues are discovered and require attention during construction. A second contingency is also recommended to allow for additional concrete replacement throughout the project area.
Alternatives
Council could choose to not approve the agreement and postpone or cancel the project with the consequence that the existing street infrastructure will continue to deteriorate.
Additionally, state funding awarded by NMDOT for the project in the amount of $174,363 could be lost if the work under this agreement is not complete by December 31, 2020.
Fiscal and Staff Impact/Planned Item
As part of FY2020 Budget approved by Council, $1,650,000 is available for the project through the County’s Capital Improvement Program (CIP) which includes $174,363 in state funding awarded by NMDOT to the County for roadway improvements.
The requested budget for the project is $1,350,000 and includes contingency amounts to support any unanticipated changes, unforeseen field conditions and additional concrete replacement. See Project Budget Spreadsheet (Attachment A) for additional details.
Attachments
A - Project Budget Spreadsheet
B - IFB Barranca Mesa 3 Subdivision