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Public Works Complex Final Phase

• Update information

At their October 8, 2018 meeting the Board of Commissioners approved the resolution authorizing Staff to seek financing proposals for the final phase of the Public Works Complex improvements.  A public hearing is scheduled for November 14, 2018, and the notice for the hearing will include a recommended financing proposal, which will be advertised, electronically distributed and posted on the Town's Facebook page.  It will also be available at the library on Mustian Street.  

            B.        Schedule public hearing on recommended financing proposal for November 14, 2018 at 5:30 p.m.

Finance Director Beverly Kissinger has discussed this project at length with representatives of the North Carolina Local Government Commission (LGC).  The required public hearing on recommended financing can be held on November 14, 2018, which will allow the financing application to be submitted to the LGC prior to December 7, 2018 and heard at its January 7, 2019 meeting.   The Board of Commissioners will meet on January 14, 2019, at which time, subject to approval by the LGC, award of the bid will be recommended.  

Financing proposals will be submitted to the Finance Director by Friday, October 19, 2018.  Staff recommended the Board of Commissioners schedule the financing public hearing for November 14, 2018 at 5:30 p.m., subject to the Town Manager’s and Finance Director’s favorable recommendation on a specific financing package, which will be provided to the Board of Commissioners.  Approval of the Consent Agenda will record the Board’s authorization to proceed as recommended.     

Ms. Diáz presented the Consent Agenda and recommended approval as presented.  Commissioner Windley moved to approve the Consent Agenda.  Commissioner Gray provided a second, and the motion passed with a unanimous, 5-0 vote. 

 Storm Drainage Improvements at Fire Station/Old Town Hall Water Facility

• Notice of Bid

2018/19 Street Project: Whispering Pines Street and Drainage Improvements - Contract Award

             A.        Award for 2018/2019 streets, drainage and right-of-way improvements project (Attached NB-2A)

Town Engineer Pete Burkhimer updated the group on the continued upgrades to the Town’s infrastructure.  

Plans, specifications and authorization to bid the 2018/2019 streets, drainage and right-of-way improvements project were approved by the Board of Commissioners at the March 12, 2018 meeting.  The project includes paving, drainage, and related work for over 1.4 miles of streets generally in the Whispering Pines subdivision.  

Bids were received on August 23, 2018 and have since been reviewed by Staff and Mr. Burkhimer, on behalf of American Engineering.  He and Staff recommended award of the contract for the entire project to the lowest responsible bidder, RPC Contracting, Inc.  Although the cost of the project came in higher than the original estimate, he and Staff recommended the entire project be awarded as any attempt to split or modify the project scope to meet the engineer’s estimate of $930,000 would likely increase overall final costs and delay completion.

The bid tabulation sheet was included with the packet materials for this item.

A breakdown of costs associated with this project follows:

This project will begin in the fall with substantial completion scheduled on Saturday, May 11, 2019.

Commissioner Hogan moved that the Board of Commissioners accept the bid from RPC Contracting, Inc., and authorize the 2018/2019 Whispering Pines area street, drainage and right-of-way improvements project, base bid including unit price items, to move forward by making the following motion - for the Board of Commissioners to: 

• Approve the contract with RPC Contracting, Inc. for 2018/2019 street, drainage, and right-of-way improvements project, as presented above, in the amount of $1,160,850, and authorize its execution by the Town Manager; 
• Approve the engineering services agreement with American Engineering in the total amount of $69,200 for construction oversight services; 
• Approve a 5% not-to-exceed contingency for the streets and drainage portions of the project in the amount of $57,308;
• Authorize expenditure of $775,000 from the Street Capital Reserve Fund; and
• Approve budget amendment #7 to appropriate unassigned fund balance, which will complete the recommended 2018/2019 Street, Drainage and Right-of-Way Improvements Project – Whispering Pines.

Commissioner Windley provided a second, and the motion was approved by a unanimous, 4-0 vote. 

• Project Plans

2019/2020 Streets, Drainage and Right-of-Way Improvements Project - preliminary approval 

B.      Recommendation for engineering design for 2019/2020 streets, drainage and right-of-way improvements              project (Attached NB-2B)

Additionally, at the March 12, 2018, meeting, the Board of Commissioners approved the 2019/2020 fiscal year recommendation for street and drainage improvements for West Hayman Boulevard (from the circle to Bay Drive, including a small portion of Plymouth Avenue); Sixth Avenue (from Airstrip Road to West Baum Street); and Town Hall Drive (from Colington Road to Veterans Drive). 

Staff recommended the Board approve engineering for the design phase for this project ($87,000), and engineering for the bidding phase of this project ($6,000), for a total of $93,000. 

Commissioner Windley moved to approve budget amendment #8, to appropriate unassigned fund balance for engineering, design, and bidding of the 2019/2020 street, drainage and right-of-way improvements project, and to authorize the Town Manager to execute the agreement with American Engineering in the total amount of $93,000 for engineering services as presented.   Commissioner Gray provided a second, and the motion passed by a unanimous, 4-0 vote.

1634 N. Croatan Highway Elevated Water Tank Replacement

• Notice of Bid