CONSENT AGENDA REQUEST

Sponsor:

Board of Supervisors Meeting Date: 

Chester W. Stribling, Lee District Supervisor

May 14, 2009

Staff Lead:

Department: 

Maria Del Rosso, Library Director

Library

Topic: 

A Resolution to Authorize the Award of the Bealeton Depot Renovation Contract Pending Virginia Department of Transportation Review and Approval

Topic Description:

In 2001, Bealeton Landmarks, LLC, donated the Bealeton Station depot to the county to be used as a community meeting room as well as a program room for the Bealeton branch library.  Bealeton Landmarks repaired the roof and placed the depot on a permanent foundation. 

In 2003, 2004, and again in 2007, Fauquier County applied for and was awarded federal Transportation Enhancement Act for the Twenty-First Century (TEA-21) funds to renovate the depot.  In total, $449,000 has been awarded for the project.  Local matching funds include $74,900 in corporate donations and $215,900 in-kind contributions.  The cost for the project, including expenses offset by in-kind contributions, was estimated by John Milner Associates (JMA) at $738,885. 

The Procurement Division issued an Invitation for Bid with input and guidance from the Virginia Department of Transportation (VDOT), the grant administering agency, on March 5, 2009. A Mandatory Pre-Bid Meeting was held on March 26, 2009 and was attended by approximately 22 companies. Addendum 1, dated April 2, 2009, was issued following the Mandatory Pre-Bid Meeting. Ten bids were received on April 7, 2009. The bids were evaluated and Total Construction Management, LLC, was recommended to VDOT for award on April 17, 2009 as the lowest responsive and responsible bidder.  Bids from PBS Contracting and Thurston Companies, Inc. were also sent to VDOT for review for grant compliance as the second and third lowest responsive, responsible bidders.   

The attached resolution requests authorization to award a contract to the lowest bidder, Total Construction Management, in the amount of $228,295.00, subject to VDOT approval.  In the event that the lowest bidder does not meet with VDOT approval, authorization is requested to award a contract to the next lowest bidder, PBS Contracting in the amount of $237,800.  And finally, authorization is requested to award a contract to the third lowest bidder, Thurston Companies, in the amount of $259,000.00, in the event that the second lowest bidder does not meet with VDOT approval. 

Requested Action of the Board of Supervisors: 

Consider adoption of the attached resolution.

 

Financial Impacts Analysis:

Funding for this project will be covered by a previously approved and allocated TEA-21 grant.

Identify any other Departments, Organizations or Individuals that would be affected by this request:

Library

County Construction Management

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