Subject:
Title
Request to award a contract for the renovation of the vehicle wash facility at Northside Property Yard
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
ARPA discussions Sept. 23, 2023, Oct. 23, 2023, Jan. 16, 2024, March 18,
2024
ARPA work session March 20, 2023
EXPLANATION AND SUMMARY:
Request:
The Department of Public Works (DPW) requests Town Council approval to award Invitation for Bid (IFB) 25-01 to PBI Environmental Restoration LLC, Popowski Brothers Inc T/A PBI Commercial (PBI Environmental Restoration) in the amount of $106,684 for the renovation of the vehicle wash facility at Northside Property Yard, plus $21,337 (20%) in contingency, for a total authorization of $128,021.
Discussion:
The vehicle wash facility is more than 20 years old and has not undergone a significant renovation. The wash facility is used by all Town departments to clean and maintain industrial work vehicles and the aging components fail multiple times every year. The age and condition of the facility requires deferred equipment maintenance, the use of portable washers, more staff time, and costly emergency repairs.
Bids were received from five vendors and PBI Environmental Restoration submitted the lowest bid in the amount of $106,684 and has been determined to be a responsive and responsible bidder that has met the IFB specifications.
This project is being funded by the American Rescue Plan Act (ARPA) and the proposed renovation will include the following items
- Replace the power washer, including respective water, gas, electrical, and multi-control hand wands.
- Replace the heating and ventilation system.
- Replace all existing lighting, electrical switches, and outlets; and add additional lighting to side walls.
- Paint walls and steel support beams and seal the floor with epoxy coating.
- Upgrade the floor drain and drainage system to better control sediment from entering the oil/water separator.
Next Steps: Award the contract and proceed with the repairs.
Expected Completion Time Frame: Fall 2024
Strategic Plan Initiative: Vienna is an environmentally sustainable community.
Departmental Recommendation: Approval of spending utilizing the contract listed above is recommended.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town has competitively bid the proposed contract for renovation to the Northside vehicle was facility and the Town Council may award the contract to the lowest responsive and responsible bidder in its discretion.
Town Manager's Recommendation: I recommend that the Town Council award IFB 25-01 to PBI Environmental Restoration for the renovation of the vehicle wash facility at Northside Property Yard, as presented.
Cost and Financing: $128,021
Account Number: 130-104-9601-14930-48101 and 130-104-9601-14930-46007
Prior Funding Approval:
ARPA FY2023 (10/23/2023) - $250,000
Decision Needed by This date: Sept. 23, 2024
PROPOSED/SUGGESTED MOTION
Recommended Action
“I move to award IFB 25-01 to PBI Environmental Restoration in the amount of $106,684 for the renovation of the vehicle wash facility at Northside Property Yard, plus $21,337 (20%) in contingency, for a total authorization of $128,021 as described in the report."
Or
Other action deemed necessary by Council.