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Item 9B CITY OF SOUTHLAKE 9B MEMORANDUM (June 7, 2016) To: Shana Yelverton, City Manager From: Rob Cohen, P.E., Director of Public Works Subject: Award construction contract for the Torian Place Lift Station project to Rey-Mar Construction in the amount of $1,455,013. Action Requested: Award construction contract for the Torian Place Lift Station project to Rey-Mar Construction in the amount of$1 ,455,013. Background Information: In November 2009 a construction contract was issued for a project known as the Neighborhood Sewer Project to serve Heatherwood Estates, Royal Oaks Addition, Twin Creek Addition (NSP). The engineering design called for a lift station to be constructed on Creekside Drive in the Twin Creek Addition. The lift station construction was bid at $200,000. Shortly after construction began however, residents along Creekside Drive objected to the location of the lift station. City staff researched multiple options and presented those options to the residents in February 2010. These options were then presented to City Council as a work session item at the April 6, 2010 Council meeting. One option was to relocate the lift station to Torian Place and construct the lift station when Torian Place developed. This option was ultimately approved. It was known at the time however, the Torian Place lift station would be deeper and the construction more complicated due to trees therefore most likely increasing the cost. In 2013 the Torian Place development became a reality. Staff and the developer began discussions regarding the lift station location within Torian Place, as well as construction costs and participation. It was determined that the City's share of the cost of construction exceeded the 30% rule and therefore had to be bid by the City. The City's consultant completed design of the lift station. Throughout the design the consultant was providing updated opinions of probable construction costs (OPCC). Based on the bid for the original lift station and current construction costs the OPCC discussed with the developer was $539,341. The approved budget in FY15 was $600,000. The Torian Place Lift Station, as it has come to be known, was advertised to bid in February 2016. Two (2) bids were received on March 15, 2016. The bids have been reviewed by Neel-Schaffer, Inc. & Cheatham & Associates and City staff. The bid tabulations are as follows: BIDDER BID AMOUNT North Texas Contracting $2,179,760 Rey-Mar Construction $2,164,455 These bids were rejected by City Council at the April 5, 2016 Council meeting. The City's consultant contacted potential bidders to discuss options to help lower the cost and receive more bids. The project was re- advertised with changes to performance time and methods of construction. Four (4) bids were received on May 17, 2016. The bids have been reviewed by Neel-Schaffer, Inc. & Cheatham & Associates and City staff. The bid tabulations are as follows: BIDDER BID AMOUNT Rey-Mar Construction $1 ,455,013 Circle C Construction $1 ,762,450 North Texas Contracting $1 ,845,455 Wilson Contractor Services $2,025,559.22 The bid has an alternate to install a polymer concrete wet well as opposed to a standard wet well with epoxy coating. The bid amounts reflected above represent the alternate bid with the polymer concrete. Staff recommends the alternate option. The epoxy coating is a maintenance issue that over the 50-year life of the wet well will cost the City double ($54,000) the difference between the base line item and alternate line item ($28,750). Several factors that weigh into the cost of this project are the extreme depths of the lift station wet well and several manholes (48-feet). The construction climate of 2016 also is vastly different than that of 2009 which was a recession year. Per the Residential Developer Agreement executed with the Torian Place Addition developer, that entity is responsible for 33.33 % of the cost of the lift station. The line item price of the lift station and appurtenances, as well as the SCADA interface is $645,090. Therefore the developer's share of the lift station is $215,008.50. The Torian Place development is dependent on this lift station. No Certificates of Occupancy will be issued until the lift station is operational. The development is in the final stages of infrastructure construction and will be getting building permits for houses soon. Financial Considerations: The developer of Torian Place is responsible for 33.33% of the cost of the lift station itself, or $215,008.50. The existing Torian Lane Lift Station CIP has an existing balance of $524,281.83. To fund the full $1 .4 million, an additional $715,723 is required. The additional funding necessary is available in the North Kimball Avenue Utilities and Force Main Relocation CIP project and is $548, 928.64. This project was complete in January 2016 and the money is residual. The remaining amount of $166,794 will be transferred from the Shady Oaks 8-inch sewerline project. This project was postponed and will be constructed following the North White Chapel Widening project. The money transferred will be re- requested in the FY 18 budget. Strategic Link: The construction of the Torian Place Lift Station project links to the City's strategy map relative to focus areas of Infrastructure, Quality Development and Partnerships. The specific corporate objectives that are met by this construction project are to promote opportunities for partnerships and to invest to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: This is the standard construction services contract that has been previously reviewed by the City Attorney. Alternatives: The Council may award the contract to Rey-Mar Construction or reject all bids. Supporting Documents: Location Map Bid Tabulation Staff Recommendation: Award construction contract for the Torian Place Lift Station project to Rey-Mar Construction in the amount of$1 ,455,013. Staff Contact: Rob Cohen P.E., Public Works Director Steven D. 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