…title
ITEM: AUTHORIZATION TO UTILIZE EXISTING CONTRACTS FOR THE 12TH FAIRWAY AND PINEWOOD EAST DRAINAGE SYSTEM PROJECTS
REQUEST: Authorization to utilize previously awarded contracts for two drainage system projects, not to exceed $202,000.
…body
EXPLANATION: The Public Works Department is seeking authorization to utilize annual contracts approved by Council in 2014 and 2015 respectively, for two drainage system projects that exceed $25,000 in cost. The terms of the annual contracts are specified in each section below for the respective projects. The projects include tree removal and drainage infrastructure repairs. Each of the awarded contracts, including vendors, project descriptions and estimated costs, are summarized below:
1. The 12th Fairway residences, along the storm water retention lakes, have planted trees in the drainage easement that have compromised the outfall drainage pipes to these lakes. A large storm event, could cause a backup of the storm water, affecting existing homes along the lake, and if not repaired, may also cause flooding for the “upstream” residences in the neighborhood. Currently, the Village cannot use the existing easement area to get to these problem trees; therefore the plan is to remove the tree clusters from a barge placed at the lake side, remove/grind the stumps and sod the disturbed areas.
On January 13, 2015, Council approved a contract, for canal bank and land clearing, to multiple vendors. The initial term of the contract is for three (3) years, expiring on January 13, 2018. Staff is seeking authorization to utilize Arbor Tree & Land, Inc., under the existing contract for the above referenced project, at an estimated cost of $47,532.50, plus a 15% owner’s contingency of $7,129.88. The total cost of the project, including contingency, is $54,662.38.
If required, other repairs may follow, including repair of the outfall pipes, the installation of new headwalls (estimated $12,020.00), root removal from the existing outfall pipes and the installation of a liner inside the pipe (estimated $21,665.00). Any such repair shall be completed, utilizing future separate purchase orders and existing previously approved annual contracts. The total for these additional repairs is $33,685.00 and will only be completed if required.
2. The Pinewood East drainage infrastructure is in excess of 30 years old and has not been cleaned since its original installation. The drainage system was recently inspected and is in need of repairs.
On March 10, 2015, Council approved a contract for drainage infrastructure, inspection, cleaning and repairs to Shenandoah General Construction Company. The initial term of the contract is for three (3) years expiring on March 10, 2018. Staff is seeking authorization to utilize Shenandoah General Construction Company, under the existing contract, for the above referenced project, at an estimated cost of $113,343.50.
All estimates are based on unit pricing contained in each of the contracts previously approved by Council. Although these contracts are not set to expire for some time, the individual projects exceed $25,000 and require Council approval.
Staff is seeking authorization to utilize the annual contracts summarized above for two drainage system projects that exceed $25,000. The total of both projects is approximately $202,000, and includes “other repairs”, if required (described in section #1, par. #3, above).
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the Surface Water Major Maintenance (110-2010-538.46-30).
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to utilize previously awarded contracts for two drainage system projects, exceeding $25,000 in cost.