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Brentwood City Commission Agenda

Meeting Date:	03/11/2024
Resolution 2024-28 - Approval of Contract with Nickell Company, LLC for Murray Lane at Holly Tree Gap Roundabout American Rescue Plan Funding
Submitted by:	Sarah Totty, Engineering
Department:	Engineering

Information

Subject

Resolution 2024-28 - Approval of Contract with Nickell Company, LLC for Murray Lane at Holly Tree Gap Roundabout American Rescue Plan Funding

Background

The Engineering Department recently solicited bids for the construction of a roundabout at the intersection of Murray Lane and Holly Tree Gap. The project includes constructing a concrete roundabout at this existing three-leg intersection. The project will improve the safety of the roadway and improve traffic flow through the area. Also included in this construction project is the relocation of a Harpeth Valley Utility District water line and force main, Middle Tennessee Electric poles, and installation of new street lighting.

Bids were opened for this project on February 20, 2024. Three bids were received as shown below, lowest to highest:

Nickell Company, LLC	$1,549,724.45
L&G Construction Company	$1,919,964.09
Civil Constructors, LLC	$2,794,492.64

Note that there is a contract bonus for a maximum amount of $75,000 that will be added to the low bid if the work is substantially complete (roads open to traffic) by August 2, 2024 which is prior to the Williamson County Schools start date for the 2024-25 school year. This will only be utilized with written authorization from City staff.

There will also be a 100% reimbursement from Harpeth Valley Utility District (HVUD) for the 30" water line located in public right-of-way. There will be a 74% reimbursement from HVUD for the 30" water line in private easement. The low bidder's price for relocation of the water line was used for the cost breakdown, and HVUD will reimburse the City of Brentwood for approximately $109,262 based on the cost share contract approved in Resolution 2022-110.

Staff and design engineers for the project, Benesch, reviewed the bids and found them to be accurate. (See attached letter from Benesch.) Based on Benesch's recommendation, staff recommends acceptance of the lowest bid as submitted by Nickell Company, LLC. It is anticipated the project will take approximately four months to complete, making the approximate final completion date September 30, 2024.

Staff recommends that the construction phase of this project be completed using American Rescue Plan (ARP) funds. The ARP funds have a December 2024 deadline to be obligated (under contract). To ensure all ARP funds can be obligated by the December 2024 deadline, staff recommends use of ARP funds for this project with the local funds previously allocated for this project within the Capital Projects then being available for use on other capital projects.

Attached is a copy of the certified bid tabulation, the project engineer’s letter of recommendation, and a copy of the project’s contract documents. Should you have any questions, please contact Darek Baskin, Engineering Director.

Staff Recommendation

Staff recommends approval of the contract with Nickell Company and the use of currently unobligated American Rescue Plan funds for this project.

In addition to the contract amount, staff also recommends the City Commission authorize a $75,000 (approximately 5%) contingency allowance. This allowance will enable staff to approve small scale change orders if needed so as not to delay this time-sensitive project. This funding allowance will only be expended based on written approval by the City. Any cumulative change orders greater than this $75,000 amount will require City Commission approval.

Previous Commission Action

At its August 10, 2020 meeting, the City Commission approved Resolution 2020-73, authorizing Alfred Benesch & Company to perform a feasibility study at this intersection.

At its June 14, 2021 meeting, the Commission approved Resolution 2021-55, authorized an addendum to the agreement with Alfred Benesch & Company for design services for the intersection of Murray Lane and Holly Tree Gap.

At its June 13, 2022 meeting, the Commission approved Resolution 2022-61, providing authorization to acquire the necessary easements and right-of-way for the project.

Fiscal Impact

Amount :	$1,624,724.45
Source of Funds:	Capital Projects Fund
Account Number:	311-43100-1053

Fiscal Impact:

Funding for this project has been previously reserved in the Capital Projects Fund with the low bid being within the amount budgeted for construction in the Capital Projects Fund.

The low bid was $1,549,724.45 and there is a bonus for substantial completion for a maximum amount of $75,000. This equates to $1,624,724.45 needed for project construction. There will also be a $109,262 reimbursement from Harpeth Valley Utility District (HVUD).

In addition to the contract amount, staff also recommends the City Commission authorize a $75,000 (approximately 5%) contingency allowance. This allowance will enable staff to approve small scale change orders if needed so as not to delay this time-sensitive project. This funding allowance will only be expended upon written approval by staff and is not reflected in the dollar amount of the contract being awarded. Any cumulative change orders greater than this $75,000 amount will require City Commission approval.

Attachments
Resolution 2024-28
COB Contract # 2024-028
Approved Site Plan
Benesch Bid Confirmation
Response Document Report
Bid Tabulation Evaluation
Signed Resolution
Signed Contract