CC MEETING: May 20, 2025
DATE: May 6, 2025
TO: Erin Rinehart, City Manager
FROM: Jonathan Wheat, P.E., Director of Engineering
Shannon Hicks, P.E., Assistant City Manager
Title
Consider Authorizing The City Manager To Approve A Contract With 3D Paving & Contracting, LLC For Whitlock Addition Street Reconstruction Ph 2 Project In An Amount Not To Exceed $5,519,886.00.
Body
BACKGROUND:
This contract will provide for the reconstruction of five (5) streets in the Whitlock Addition Subdivision including Noble Avenue, E Alan Avenue, Norris Street, Faye Avenue, portions of Homer Street, and associated alleys. The project consists of approximately 6,000 LF of residential street pavement, 2,000 LF of alley pavement, and 530 LF of storm pipe. This project was a part of the 2018 Bond Election.
The duration of construction is 480 calendar days. Construction will be performed such that all of the streets will not be under construction at one time. Project signs will be placed at the entrances to the subdivision while it is under construction. All residents will be notified in writing regarding the construction schedule prior to the start of construction. Also, a neighborhood meeting with the homeowners and the contractor will be held prior to construction. Additional handouts will be distributed as required during the project.
FINANCIAL IMPLICATIONS:
Twelve (12) bids were received on April 28, 2025. The low bid was submitted by Garrett Shields Infrastructure but was rejected for not complying with the bid instructions. The maximum bid amount for Project Mobilization/Demobilization was set at 5% of the contract amount. The bid submitted by Garrett Shields Infrastructure provided a mobilization cost that is 6.7% of their total fee. Because of this violation this bid has been rejected. The next lowest qualified bid, in the amount of $5,259,886.00, was submitted by 3D Paving & Contracting, LLC. The Engineer’s Estimate for the project was $6,484,016.70. 3D Paving & Contracting, LLC has performed several projects in Carrollton, most recently the Study & Jackson Rd Street Replacements. Funding is available in Account Unit 854460 (Streets Consolidated).
With this neighborhood reconstruction staff recommends the inclusion of a construction contingency. The construction contingency provides an expedient manner to accommodate unforeseen costs and minor additions in work common in all construction projects. Examples include unexpected conditions discovered during construction, and changes to design that were not possible during plan generation. All charges against contingency must be supported by detailed pricing information and approved by the City through a formal change order. However, having advanced Council authorization ensures that work progress is not impeded. The typical construction contingency for a project of this magnitude is 5% of the total contract amount. The construction contingency for the Whitlock Addition Street Reconstruction Ph 2 is recommended at 5% (original contract amount) or $260,000.
IMPACT ON COMMUNITY SUSTAINABILITY:
This project will support the City Council’s strategic objectives and vision of building a community that families and businesses want to call home by:
- Sustaining quality of life - Improvements in the subdivision should improve the appearance of the neighborhood which should promote residents to provide better upkeep of properties in the neighborhood.
- Sustaining day-to-day operations - The replacement of substandard street pavement, water and sewer lines should reduce the need for non-scheduled or emergency repairs.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends award of the construction contract for the Whitlock Addition Street Reconstruction Ph 2 Project to 3D Paving & Contracting, LLC in the amount of $5,519,886.00 ($5,259,886.00 original proposal and $260,000 (3%) construction contingency).