Title
Consider a memorandum/resolution awarding Bid No. 21-12, Clements Boys and Girls Club Parking Lot and Sidewalk-CDBG Project #19-05, to Turner Paving and Construction, Inc. in an amount not to exceed $127,683.
Summary
DATE: July 20, 2021
TO: Kent Cagle, City Manager
FROM: Leslie Hinkle, Executive Director of Community Development
SUBJECT: Contract Award Bid #21-12 Clements Boys and Girls Club Parking Lot and Sidewalk Project
BACKGROUND AND FINDINGS:
During the FY 2019-20 budget process, the Clements Boys and Girls Club was allocated $125,000.00 of Community Development Block Grant (CDBG) (Ord. 19-037) funds to be used for construction associated with the North Killeen Bigham Unit Gymnasium & Teen Center. The CDBG funded portion of the project included elements of the various construction phases. During the grant agreement process, the Boys and Girls Club accepted the option to move their programs and services to a facility formerly owned by First Texas Bank at 704 N. Gray Street. With this change in location from the original site, CD Staff reviewed and concluded the change in location (three blocks east from original location) was the only change to the approved project and this minor change did not meet the requirements of a substantial program amendment per the adopted Citizen Participation Plan. Impacts from the Coronavirus put the project and bidding process on hold until June 20, 2021 when the project was advertised for bid. The element of construction for the CDBG funds is for milling of existing parking lot, new asphalt application, striping and signage for required ADA accessibility, and sidewalk replacement (south and west sides of building). The alternate deduct is for the sidewalk replacement.
The project was advertised in the Killeen Daily Herald, Negometrix, Demand Star/City Bids page, and State Business Daily on June 13 and 20, 2021; a pre-bid meeting was held at the project site on Tuesday, June 22, 2021 with one (1) bidder attending. Two Addenda were issued, and bids were due by 3:00 p.m. June 29, 2021. The bid opening was held at 3:15 p.m. via Zoom meeting platform; there were nine (9) attendees.
Three (3) bids were submitted for this project and are as follows: Allbrite Constructors of Texas, Inc.- San Antonio, TX $190,084.00; HCS, Inc. Commercial General Contractors-Waco, TX $171,000; and Turner Paving & Construction, Inc. - Houston, TX $127,683.00. All bids exceed the available budget however, the Boys and Girls Club has accepted responsibility to pay for costs exceeding the available budget of $124,588.48 (CDBG- $125,000 minus $411.52 for advertising). Boys and Girls Club will be responsible for $3,094.52 and any change orders that are allowed by law.
THE ALTERNATIVES CONSIDERED:
1) Not award the bid for the project.
2) Award the bid to the lowest qualified bidder - Turner Paving and Construction Inc.
Which alternative is recommended? Why?
The alternative recommended is to award the bid to Turner Paving and Construction, Inc. because their bid was the lowest bid and meets all project specifications.
CONFORMITY TO CITY POLICY:
Bidding of the project was conducted in conformance with HUD and City of Killeen procurement procedures.
FINANCIAL IMPACT:
What is the amount of the expenditure in the current fiscal year? For future years?
The amount of the expenditure for the current fiscal year is $124,588.48. The additional $3,094.52 will be paid directly to the contractor by the Boys and Girls Club.
Is this a one-time or recurring expenditure?
One-time
Is this expenditure budgeted?
This expenditure is budgeted in account #228-3250-426.50-86, project code #20C002.
If not, where will the money come from?
The Boys and Girls Club has committed to cover the difference between the available CDBG funding and the total bid amount.
Is there a sufficient amount in the budgeted line-item for this expenditure?
Yes, and the additional funds will be provided by the Boys and Girls Clubs for the total contract expenditure. These additional funds will be provided as a proportionate share with CDBG funds on the first payment application to the contractor.
RECOMMENDATION:
Staff recommends the City Council award a construction contract for the Clements Boys and Girls Club parking lot and sidewalk replacement to Turner Paving and Construction, Inc. of Houston in the amount of $127,683.00 with CDBG funding in the amount of $124,588.45 and $3,094.52 payable by Clements Boys and Girls Club and authorize the City Manager or designee to execute a contract and any, and all change orders as authorized by law.
DEPARTMENTAL CLEARANCES:
Purchasing
Finance
ATTACHED SUPPORTING DOCUMENTS:
Bid Tab
Bid Acceptance
Sample Agreement