Consent Agenda Item 4c
STAFF REPORT
City Council Consent Calendar Agenda Item
DATE: April 4, 2022
TO: Honorable Mayor and Council Members
FROM: Brendan Byrd, City Engineer
THROUGH: Merritt Perry, City Manager
SUBJECT: Authorization to Award the Contract for the Wastewater Treatment Plant Percolation Pond Rehabilitation Project 2022
STAFF RECOMMENDATION:
Authorize the City Manager to enter into a construction contract with William Gray Construction in the amount of $102,495.75 William Gray Construction for $102,495.75 and establish a maximum contract amount (including 5% contingency) of $108,000.00, and authorize City Manager to execute the contract and other related documents.
EXECUTIVE SUMMARY:
The Annual Percolation Pond Rehabilitation Project is an annual maintenance activity at the Wastewater Treatment Plant Percolation Ponds, which includes the removal of depleted material, rehabilitation of the pond subgrade, and placement of clean imported permeable drain rock. This annual project is critical for the performance of the City’s treatment facility, given the regulatory mandate that the City not discharge directly to surface water in between May 15 – September 30.
Bids for the Wastewater Treatment Plant Annual Percolation Pond Rehabilitation Project 2022 were opened on March 25, 2022 via emailed bids. Two bids were received and the bid results are attached below as Exhibit-A. The project was a lump sum bid so no bid schedule is attached. Staff reviewed the lowest bidder’s (William Gray Construction) bid documents and found that they were responsive and responsible, and capable of meeting the project deadlines. Additionally, staff feel that the City is not likely to receive significantly lower bids if the project is re-advertised and rebid.
It is customary in contract administration to include a contingency amount with the authorized contract amount, in order to accommodate unforeseen conditions or changes that may become apparent during the course of construction. Staff feels that due to the well-defined nature of this project, an appropriate contingency factor is usually 5% of the contract amount, however staff intends to keep this project within authorized funds for this fiscal year. Staff, therefore, recommends that a contingency factor of 5% be applied to the low bid received, which will result in the amount budgeted.
Consent Agenda Item 4c
If approved, staff will immediately work towards contracting, bonding, and insurance with William Gray Construction, and staff anticipate a work-commencement timeline of approximately midApril.
FINANCIAL IMPACT:
The City budgets for this annual maintenance activity is in the annual operating budget for Wastewater Treatment (Department 6600, Fund 550). There is currently sufficient budget to award the contract with a 5% contingency.
Staff recommends that Council authorize the City Manager to enter into a contract with William Gray Construction in the amount of $102,495.75, and establish contingency funds for the contract in the amount of roughly 5% of the base bid amount resulting in an authorized not to exceed amount for the project of $108,000.00.
RECOMMENDED COUNCIL ACTION:
Award the contract to William Gray Construction for $102,495.75 and establish a maximum contract amount (including 5% contingency) of $108,000.00, and authorize City Manager to execute the contract and other related documents. Consent Agenda vote.
ATTACHMENT:
Exhibit A – Percolation Ponds Rehabilitation Project 2022 Bid Summary Consent Agenda Item 4c
Exhibit A
Percolation Pond Rehabilitation Project 2022
Bid Opening: 2:00 PM, Friday March 25th, 2022
Name of
Contractor
Base Bid
Amount
DIR
Registration
Bid
Bond
Bid
Proposal
Subcontractor's
List Filled Out
Non-Collusion
Declaration
William Gray
Construction1
$102,495.75 YES YES YES YES YES
Coleman
Environmental
Engineering
$124,000.00 YES YES YES YES YES
Bids
Opened
By:
Brendan
Byrd
Bid Opening
Witnessed
By:
Morgan
Harwood