2015-084 - Morrisville

Item Number & Subject: 2015-084
Award FY 2016 Asphalt Paving Contract
Version: 1
Briefing Sheet
Lead Department:
Public Works
Subject:
Award FY 2016 Asphalt Paving Contract
Briefing:
10/13/15
Action Officer:
Public Hearing:
Jim Grimstead, Street Superintendent
None
Item Schedule
Schedule 1: Brief twice – vote once (six weeks)
Schedule 2: Brief once – vote once (two weeks)
Schedule 3: No briefing required (one week)
Action:
10/13/15
Select One
☐
☐
☒
Updates/History of Briefing:
NOT APPLICABLE
Executive Summary and Background Information:
Each fiscal year, the Town bids and executes a maintenance/repair contract for selected Town streets.
Funding for this work is included in the current FY 2016 budget. On October 2, 2015 formal bids were
opened for the FY 2016 Asphalt Paving Contract. Bids were as follows:
Fred Smith Company
Ruston Paving Company
Carolina Sunrock, LLC
$ 964,345.90
$ 1,125,360.00
$ 1,307,986.95
Fred Smith Company is the lowest responsive bidder at $964,345.90.
We are pleased to have had a very competitive bidding process resulting in favorable pricing. Public
Works believes the bid price is fair and reasonable and recommends award of the contract to Fred
Smith Company, the lowest responsive bidder. North Carolina General Statue 143-129 (a) requires
Town Council approval of all construction contracts equal to or greater than $500,000.
In order to take advantage of the paving season, Public Works has stipulated that the contractor
complete the work in Breckenridge on Parkside Valley Drive by December 31, 2015, with the
remainder of the work in Weston Estates to be completed by April 30, 2016. The Weston Estates work
is a bit more complicated and time consuming and may not be able to be completed by the end of
December.
Public Works is requesting Town Council suspend its rules requiring two briefings and a vote, and
approve the contract at the October 13 meeting in order to move the project along in a more
expeditious manner.
Updated: October 8, 2015
1 of 4
Potential Options:
• Approve Contract
• Delay approval pending further discussion by Council. Delaying the approval may reduce the
amount of work that can be completed (in the current calendar year) due to weather delays.
Attachments:
• ATTH 01 – Fred Smith Company – Contract for FY 2016 Asphalt Paving
Staff Recommendation:
Approve construction contract
Advisory Board/Committee Review:
NONE
Board/Committee Recommendation:
NOT APPLICABLE
Advisory Board/Committee Meeting Date and Minutes:
NOT APPLICABLE
Meeting Perspectives and Goals Adopted by the Council:
Perspectives
Serve the Community
Run the Operations
Manage the Resources
Develop Personnel
Goals
☐
☐
☒
☐
☐
☐
☐
☐
☒
☐
☐
☒
☒
Promote an Environmentally Sensitive & Livable Community
Provide a Safe Community
Deliver Quality Services
Foster a Healthy Community
Enhance Community Preparedness & Responsiveness
Maximize Partnership Opportunities
Provide Courteous & Responsive Customer Service
Model a Positive Town Image
Deliver Efficient Services
Cultivate Community Involvement & Access
Maintain Fiscal Strength
Maximize Utilization & Resources
Invest in Infrastructure & Transportation
☐
☐
Develop a Skilled & Diverse Workforce
Create a Positive & Rewarding Work Culture
Perspectives and Goals Additional Comments:
NONE
Updated: October 8, 2015
2 of 4
Resource Impact:
Staff time required if item is approved:
Medium
Other Potential Impacts:
NONE APPLICABLE
Staff Coordination:
Check the box for those required to comment on left. To comment-click in the box and select.
(Update is used when information has significantly changed from the first briefing.)
Required Staff Member
Briefing
Update
Town Manager
No Comment
Agree
☒
Assistant Town Manager
☒
Town Clerk
☒
Public Information Officer
☒
Senior Director Special Projects
☒
Budget Manager
☒
Controller
☐
Information Technology Director
☐
Contracting and Purchasing Manager
☐
Senior Director Development Services
☐
Planning Director
☐
Town Engineer
☐
Building Codes Administrator
☐
Economic Development
☐
Risk Manager/Safety Officer
☐
Police Chief
☐
Fire Chief
☐
Parks & Recreation Director
☐
Public Works Director
☒
Town Attorney
☐
Human Resources Manager
☐
Disagree or comment, explain:
Updated: October 8, 2015
Agree
Reviewed
Reviewed
Reviewed
Reviewed
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
Originator
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
No Comment
3 of 4
Public Information Plan:
☐ Public Hearing
☐ Public Forum/Input Session
☐ Morrisville Connection
☐ Social Media (Twitter, Facebook, etc.)
☐ Special Mailing
☐ Flyers Posted
☐ Automated Phone Call
Other:
Updated: October 8, 2015
☐
☐
☐
☐
☐
☐
☒
Newspaper Notice
Press Release
E-News Distribution
Website Notice
Banners Posted
Survey
None Required
4 of 4
TOWN OF MORRISVILLE
*
PO BOX 166
*
MORRISVILLE, NC 27560
RESOLUTION 2015-084 OF THE MORRISVILLE TOWN COUNCIL AWARDING
FY 2016 ASPHALT PAVING PROJECT CONTRACT
WHEREAS, on October 2, 2015 formal bids were opened for FY 2016 Asphalt Paving and were as
follows:
Fred Smith Company
Ruston Paving Company
Carolina Sunrock, LLC
$ 964,345.90
$ 1,125,360.00
$ 1,307,986.95; and
WHEREAS, Fred Smith Company is the lowest responsive bidder at $964,345.90; and
WHEREAS, North Carolina General Statue 143-129 (a) requires Town Council approval of all
construction contracts equal to or greater than $500,000; and
WHEREAS, Public Works staff believes the bid price submitted by Fred Smith Company is fair and
reasonable and recommends the award and approval of the contract to Fred Smith Company:
NOW, THEREFORE, BE IT RESOLVED THAT THE MORRISVILLE TOWN COUNCIL hereby authorizes the
Town Manager to execute the construction contract for the FY 2016 Asphalt Paving with Fred Smith
Company.
Adopted this the 13th day of October 2015.
______________________________
Mark Stohlman, Mayor
ATTEST:
_____________________________
Erin L. Hudson, Town Clerk
Page 1 of 1