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New Business 4.
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| Brentwood City Commission Agenda |
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| Information |
| Subject |
| Resolution 2018-63 Authorizing an Agreement with Civil Constructors for Annual Roadway Repairs and Improvements |
| Background |
Periodically, the City solicits bids for annual roadway repairs and maintenance. The majority of work under this contract is for the City's annual asphalt resurfacing program.
Additional services covered under this contract include work such as sidewalk repair/construction and bikeway resurfacing/construction. The contract is structured to provide unit prices for the types of repair and improvement work that is typically undertaken by the City on a routine basis.
After publicly advertising for bids and holding a mandatory pre-bid meeting, bids were publicly opened and read aloud on July 10, 2018. Three bids were received, with the lowest bid being $2,880,760.50 from Civil Constructors, Inc. of Franklin Tennessee.
The unit quantities included in the bid sheet are estimated amounts for each repair or improvement the City may perform throughout the year. They are used for comparison purposes only, in order to determine the lowest-cost responsible bidder using items and quantities representative of actual work. Not all of the bid items or quantities will be utilized in the course of a contract year. The contract provides that the City is not obligated to the total dollar amount of the contract, and the actual amount spent in a year will be based solely on the amount of work authorized by the City. This approach provides the City the advantages of competitive pricing and the flexibility to expand or contract the scope of work as needed throughout the year.
The bids received were as follows:
| Company Name |
Bid Amount |
| Civil Constructors, Inc. |
$2,880,760.50 |
| Sessions Paving Co. |
$2,884,166.00 |
| Four Star Paving, LLC |
$3,121,636.00 |
The agreement includes an option to extend the contract for two years if the City and the Contractor agree to the extension on a year by year basis. Because of the volatility of asphalt prices, staff included a provision in this contract that allows the price of asphalt mix to vary based on the TDOT AC Index, which is published monthly. The number of streets paved or repaired will be adjusted as needed to ensure only the amount of work budgeted is authorized. Use of this index is standard practice in the industry. In the past, staff has required a fixed price which resulted in contractors inflating their bid to ensure they would not lose money if the cost of asphalt suddenly increased. In fact, the most recent contract was terminated one year early by the previous contractor due to significant increases in asphalt prices. Therefore, it is staff's opinion using the TDOT AC index is prudent and appropriate.
After review of the company's equipment list, background references, and based on past performance, the staff recommends award of a contract to Civil Constructors, Inc. as the lowest and best bidder for this work. Civil Constructors has excellent references and the experience to complete the scope of work. Mr. Joe Rodger's of Civil Constructor's Inc. will be overseeing the Brentwood contract and assures us that they are prepared to make the necessary work force, and equipment available to meet the schedule set forth by city staff.
The FY 2019 Budget includes a total of $2,300,000 in street resurfacing and repairs that would be covered under this proposed contract with Civil Constructors. The total amount may or may not be used in its entirety, and each project will be priced according to the unit pricing in the attached agreement and the applicable TDOT AC Index asphalt price in effect at the time the work is performed. In addition to the annual street resurfacing and repair work, budgeted work related to bike and pedestrian projects, existing multi-use trail repaving, larger drainage projects, and unanticipated minor road construction work would also be covered under this contract.
Please direct any questions to the Public Works Director.
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| Staff Recommendation |
| Staff along with Paul Collins, our representative from Sullivan Engineering, Inc., agree that the contract for the 2018-2019 season should be awarded to Civil Constructors, Inc. as the lowest and best bidder. |
| Previous Commission Action |
| No previous Commission Action on this item. |
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| Fiscal Impact |
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| Fiscal Impact: |
| A total of $2,300,000 is budgeted in FY 2019 between the Capital Projects Fund, General Fund, and State Street Aid Fund for street resurfacing and repairs. Other work budgeted in FY 2019 that will likely be covered under this contract includes bike and pedestrian improvements and maintenance ($350,000) in the Capital Projects Fund and Facilities Maintenance Fund, and the Shenandoah Drive storm drainage project ($50,000) in the Capital Projects Fund. |
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