To: Board of County Commissioners
Through: Bryan Weimer, PWLF, Director, Public Works & Development
Prepared By:
prepared
James Beall, PE, Capital Improvements Program Engineer 2, PWD
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presenter
Presenter: James Beall, PE, Capital Improvements Program Engineer 2; Ryan Seacrist, PE Capital Improvements Program Manager; James Katzer, PE, Transportation Division Manager, PWD
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Subject:
title
2:00 PM *C15-002 Windstream Condominiums Privacy Fence and Huntington Estates Privacy Fence Select Source Waiver
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Purpose and Request:
recommended action
Staff will be providing the Board of County Commissioners (BOCC) with a Waiver per Purchasing Policy for a Select Source request for the Windstream Condominium Privacy Fence Project and for the consideration of the Huntington Estates Privacy Fence Project. Staff is requesting the following:
1. Concurrence from the BOCC on the Sole Source Request to Custom Fence & Supply, Inc for the procurement and installation of a proprietary pre-cast concrete wall fence along the Windstream Condominium Property as conditioned for settlement of right-of-way acquisition,
2. Concurrence to use this sole source contractor for possible pre-cast concrete wall fence along the Huntington Estates Privacy Fence replacement project upon certain conditions being met.
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Background and Discussion: The Iliff Avenue Operational Improvements Project was planned, constructed, and is being closed out at the time of this request. The Project was to revitalize the Iliff Avenue corridor by making drainage improvements, multimodal development, utility upgrades, and roadway enhancements between Parker Road and Quebec Street. Right of Way acquisition was required through the corridor in-order to facilitate the construction of designed facilities of the project. One major component of the ROW acquisition was the successful negotiations with the Windstream Condominium Homeowners Association (Windstream HOA) to settle eminent domain proceedings that the County was required to file for this property. The negotiated settlement agreement provides for the replacement of property fence along the north side of their development. It was negotiated that Arapahoe County would provide up to 1325 linear feet of precast concrete privacy fence and concrete pillars.
The requested privacy fence is proprietary in nature and is only available through Custom Fence & Supply, Inc. Arapahoe County coordinated with Custom Fence & Supply, Inc and received information, color samples, and textures along with a quote to procure and install the fence system. The Custom Fence team, the Arapahoe County project managers, and the Windstream HOA team held multiple meetings to determine starting point, ending point, general location with respect to existing site features, construction schedule, construction cost, and other relevant features. The team also coordinated ancillary details such as permits, traffic control, quality control, among other details to start construction. Due to the proprietary nature of the fence style and this being part of the Iliff Avenue Operational Improvements Project ROW negotiations no other quotes were solicited. It should also be noted that Custom Fence & Supply, Inc has proprietary rights to this fence product and is the only vendor and installer in Colorado.
The Arapahoe County project managers created a bid schedule for Custom Fence & Supply, Inc to generate a construction quote and proposal from. The Arapahoe County project managers compared the received quote to historical cost data of similar fence products to ensure it was sensible and reasonable. The price was confirmed, and a formal contract was developed and circulated between the respective stakeholders. Comments were generated and the collective members developed a mutually beneficial contract that was signed and executed by all.
Separately from the Windstream fence, it was determined that the Huntington Estates fence along Iliff Avenue was in disrepair and needed to be replaced. The fence was originally built as a sound wall and is located within right of way. The fence has reached the end of its useful life. Arapahoe County Public Works and Development Staff generated cost estimates, researched past maintenance costs and developed life-cycle cost models and determined that installing similar pre-cast concrete privacy fence was a plausible solution that would provide a long-life span with significantly far less maintenance and upkeep. The project team obtained a quote from Custom Fence for the removal and replacement of approximately 680 feet of double-sided wood fence along Huntington Estates frontage with Iliff Ave. The preliminary cost estimate for this work is $243,400.00. The fence is currently located within the right-of-way along Huntington Estates.
Staff is requesting that the cost to construct the Huntington Estates fence in the amount of $270,000, which adds $26,600 of contingency to the estimate, be included in the amount of this request. This will allow Staff to have the flexibility to contract with Custom Fence. Per previous direction, the BOCC has authorized staff to fund up to $270,000 of county funds towards the Huntington Fence Replacement. The final decision to utilize Custom Fence to construct the Huntington Estates fence is a future decision. The following will be considered when making the final decision for the Huntington Estates Fence Replacement: installation cost, aesthetics, input from Huntington Estates HOA, long term maintenance responsibility, and associated previous direction from the BOCC.
Fiscal Impact: The cost of the Windstream Privacy Fence is estimated at $409,235.00. Construction is approximately 80% complete, and the Project Management Team anticipates completing this project on or slightly under budget. The cost estimate for the Huntington Estate Privacy Pre-Cast Concrete Fence was determined to be $243,420.00 which is significantly under the previous estimate.
Alternatives: There is no alternative to the use of Custom Fence for the Windstream per the settlement agreement for right-of-way acquisition.
For the Huntington Estates Fence, a double side wood fence (similar to what exists) could be installed as an option. The ask with this action would be to allow consideration of a sole source option for a concrete wall fence via Custom Fence. The final decision of the Huntington Estates Fence replacement will be through a separate BOCC action.
Alignment with Strategic Plan:
☒Be fiscally sustainable
☒Provide essential and mandated service
☒Be community focused
Staff Recommendation: PWD Staff recommends the acceptance of the Waiver from Purchasing Policy per Select Source for the Windstream Condominium Privacy Fence to Custom Fence & Supply, Inc. and for the consideration of Custom Fence & Supply, Inc. for a concrete wall fence as an option for the Huntington Estates Privacy Fence replacement.
Concurrence: N/A.