Subject:
Title
Request to Award Invitation For Bid (IFB) 25-02 to FLB Contractors, Inc. for Construction of the Culvert Replacement at the Intersection of Nutley Street, SW, and Marshall Road, SW.
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
Nov. 18, 2013 - Approval of original design contract
March 7, 2016 - Approval of funds for additional hydraulic analysis
April 8, 2024 - Approval of updated design contract for the Nutley Marshall Culvert Replacement project using ARPA funding
EXPLANATION AND SUMMARY:
Request:
The Department of Public Works (DPW) requests Town Council approval to award IFB 25-02 to FLB Contractors, Inc. in the amount of $1,599,218.05 for the construction of the Nutley-Marshall culvert replacement, plus $399,804.50 (25%) contingency, for a total authorization of $1,999,023.
Discussion:
The existing triple barrel, 36-inch diameter culvert that crosses under Nutley Street near the intersection with Virginia Center Boulevard and Marshall Street is currently undersized and results in drainage issues upstream of the culvert.
An initial design was finalized by Whitman, Requardt & Associates in 2015 but the project was unable to proceed further due to funding limitations. In 2024, this project was approved for ARPA funding and on April 8, 2024, the Town Council authorized a contract to update and finalize the design. The design includes replacing the existing culvert with twin 10-foot by 6-foot culverts, which will increase drainage capacity and mitigate the risk of upstream back-ups and flooding.
Construction bids were received from six contractors and FLB Contractors, Inc. submitted the lowest bid in the amount of $1,599,218.05 and has been determined to be a responsive and responsible bidder that has met the IFB specifications.
The project is being funded by ARPA and will include the culvert replacement, maintenance of traffic, and associated site work and mobilization. Numerous factors such as increased material costs and increased maintenance of traffic requirements after the redesign of the I-66 interchange are contributors to the rise in construction costs since the initial design in 2015.
Community Engagement:
The project scope was initially developed based on resident feedback on their drainage issues upstream of the Nutley-Marshall Culvert.
On Feb. 15, 2013, property owners and residents were notified regarding an upcoming drainage study meeting on March 21, 2013, to obtain resident feedback on drainage issues on Nutley Street, SW, and Marshall Road, SW.
On Nov. 5, 2014, property owners and residents were notified that the original engineering design award was being presented to the Town Council for approval on Nov. 18, 2013.
On June 8, 2016, property owners and residents were notified that the culvert replacement project was unable to advance due to a lack of available funding due to the construction estimate being too high.
On April 1, 2024, property owners and residents were notified that the updated engineering design award was being presented to the Town Council for approval on April 8, 2024, using available ARPA funding.
On April 18, 2024, property owners and residents were notified that wetlands delineation efforts were about to be undertaken by the consultant in the upcoming week.
On Oct. 7, 2024, property owners and residents were notified of this Council meeting.
Next Steps: If the Town Council approves the recommendation, a contract will be awarded to FLB Contractors, Inc. to initiate the construction.
Expected Completion Time Frame: Completion by Winter 2025
Strategic Plan Initiative: Vienna is an environmentally sustainable community
Departmental Recommendation: Recommend approval.
Finance Recommendation: Recommend approval. ARPA projects need to be committed (on a purchase order) by 12/31/24 and this will meet that deadline.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town has a competitively bid the proposed culver replacement construction project. The Town Council may award the contract to the lowest responsive and responsible bidder, as well as approve the proposed expenditure of funds, in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve the award of IFB 25-02 to FLB Contractors, Inc. for the construction of the Nutley-Marshall culvert replacement, as described.
Cost and Financing: $1,999,023 including 25% contingency
Account Number: Project Acct: 130-551-9506-55911-48803
Prior Funding Approval: N/A
Decision Needed by This date: Oct. 28, 2024
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve the award of IFB 25-02 to FLB Contractors, Inc. in the amount of $1,599,218.05 for the construction of the Nutley-Marshall culvert replacement plus 25% in contingency for a total authorization of $1,999,023 as described in this report.”
Or
Other action deemed necessary by Council.