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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. 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