Item 9ACity of Southlake, Texas
MEMORANDUM
September 2, 2008
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Public Works Director
Subject: Award a construction contract to Legacy Contracting, LP in
the amount of $776,867.00 for the Wholesale Meter Station
Improvements and provide for construction phase
contingencies or reject all bids.
Action
Requested: Award a construction contract to Legacy Contracting, LP in the
amount of $776,867.00 for the Wholesale Meter Station
Improvements and provide for construction phase contingencies or
reject all bids.
Background
Information: In 1984, the Cities of Keller and Southlake contracted to build and
share ownership and use of a water transmission main from the
City of Fort Worth's North Beach pump station. Since that time, the
contractual arrangement for water billing was that the City of Fort
Worth billed Southlake for all the water passing through the FW-
North Beach meter and Southlake would bill Keller for their share
based on the Keller /Southlake meters and calculate Max Day /Hour
charges based on the percent of use. Increased water demands by
both Southlake and Keller warranted the building of a second
supply line (42" Caylor line) from the City of Fort Worth which was
completed in December 2005.
The plan by the three contracting cities has been that once the
second transmission main was placed in service, a new billing
contract would be signed by the parties. Under the new contract,
the Cities of Keller and Southlake will upgrade the meters at their
respective Pearson Rd. pump stations to the same accuracy
standards as those in the City of Fort Worth. Once completed, Fort
Worth will begin using the Southlake and Keller meters for billing
the two Cities individually for their water use.
After the opening of the bids, the Cities of Southlake, Keller, and
Fort Worth initiated discussions involving transferring ownership
and operation and maintenance of the 30" and the 42" water line to
Fort Worth. In the event that the City of Fort Worth does assume
ownership of the water transmission lines, then the scope of the
required meter station improvements called for in this project at the
North Beach and Caylor pump stations and the required meter
station improvements at the two Pearson pump stations will need to
be revised and this project may need to be rebid.
Staff recommends that the construction contract be approved in
order to proceed with the meter upgrade project. However, in the
event the City of Fort Worth does agree to take over ownership of
the transmission lines, staff recommends rejecting all bids and we
will rebid the project at a later date.
Financial
Considerations: The recommended amount of the bid is $776,867.00. Staff
recommends that the City Council also approve a construction
phase contingency amount of 10% or $77,683.00 in addition to the
award of $776,867.00 for a total project budget of $854,550.00.
The interlocal agreement with Keller assigns the cost of the meter
modifications proportionally to each city. Southlake will pay the
cost of the project and will be reimbursed by Keller for the cost of
the Keller- Pearson pump station meter and 50% of the cost of the
Fort Worth North Beach pump station and Caylor pump station
meters. This cost will be $416,666.00 for Southlake and
$360,201.00 for Keller plus construction contingencies.
The FY 2007 and FY 2008 Capital Improvements Program (CIP)
included funds in the amount of $394,000.00 for the meter station
improvements. Additional funds in the amount of $41,634.00 are
available in unused residual funds in the Utility CIP Fund for the
Southlake portion of the project.
Citizen Input/
Board Review: None
Legal
Review: None.
Alternatives: The City Council may approve or reject all bids.
Supporting
Documents: Bid Tabulation
Project Map
Staff
Recommendation: Award a construction contract to Legacy Contracting, LP in the
amount of $776,867.00 for the Wholesale Meter Station
Improvements and provide for construction phase contingencies.
In the event the City of Fort Worth agrees to take over ownership of
the transmission lines, staff recommends rejecting all bids and
rebidding the project at a later date.
Staff
Contact: Robert H. Price, P.E., Public Works Director
Gordon J. Mayer, Jr., P.E., Dep. Dir. of Public Works /Engineering
Chuck Kendrick, Deputy Director of Public Works /Operations
Michelle McCullough, P.E., Civil Engineer
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