The irrigation system within the limits of the recently completed Williams Trace Reconstruction Project was largely removed as a result of the new roadway realignment and construction completed in 2018. This project will provide for the replacement of the irrigation system within the right of way along Williams Trace Boulevard from State Highway 6 to Austin Parkway.

This portion of the project has been bid several times, with the first round of bids coming in over the remaining project budget. In the second round of bids, the apparent low bidder was awarded the contract but was unable to secure a Certificate of Insurance and was not able to complete the work. When the contract was awarded (March 2019), the budget was reduced by $50,000 to reflect the savings that was expected as a result of the bid amount. Additionally, the City recovered the bid bond which was equal to 5% of the bid award ($13,463). Those funds were returned to the CIP fund balance.

The contract documents and specifications were updated in May 2019 and an Invitation to Bid (ITB) was advertised on June 12 and 19, 2019. Bids were opened on June 27, 2019 and three (3) bids were received for the project. Two of the submitted bids were rejected due to incomplete bid packets. Earth First Landscapes, LLC submitted the only qualified bid totaling $399,188.

The bid package from Earth First Landscapes, LLC has been reviewed by the design consultant and City staff and deemed acceptable. There is currently $388,220 available in the Williams Trace Reconstruction CIP ST1408 budget. A budget amendment of $35,000 is requested to provide funding for the contract along with a sufficient contingency to complete the project. As mentioned, funds are available in the CIP fund balance due to the return of funding upon the initial contract award, plus the funds received from calling the bid bond on the vendor who was awarded the contract and did not perform.

The Notice to Proceed is planned to be issued in August 2019 and the contract time is 120 calendar days, with substantial completion expected in December 2019.

The Engineering Department recommends that the City Council approve a construction contract with Earth First Landscapes, LLC for the Williams Trace Irrigation Project, CIP ST1408 in the amount of $399,188 plus a budget amendment of $35,000 from CIP fund balance.