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AGENDA #9a MEMORANDUM TO: Mayor and Town Council FROM: W. Calvin Horton, Town Manager SUBJECT: Bids: Lower Booker Creek Greenway, Phase II DATE: June 12, 2000 The attached resolution would: · Accept the bid of R & G Construction Company in the amount of $373,422.65 for construction of Phase II of the Lower Booker Creek Trail. The funds for this project are provided by a combination of State grants, Greenways program Capital Improvement Program funds, and a contribution from a recently approved development. · Increase the project budget by $183,000. · Authorize the Manager to process, if necessary, up to $56,000 in change orders (15% of project cost) without additional Council action. The attached two budget ordinances would transfer Greenways funding from the Capital Improvement annual fund to the Capital Improvements multi-year project fund and amend the Capital Improvements project fund for the Lower Booker Creek Trail project. BACKGROUND In March 1997, the North Carolina Department of Transportation’s Office of Bicycle and Pedestrian Transportation notified the Town that the Lower Booker Creek Trail project was scheduled for $260,000 in funding in FY 1998-99. In August 1997, the Metropolitan Planning Organization agreed to provide additional funding in the amount of $56,000. In September 1997, the Council provided the required $14,000 match for the Metropolitan Planning Organization’s funding contribution and authorized the Manager to proceed with the project. In May 1998, the Council authorized the Manager to use up to $50,000 in funds for purchase of land and/or easements prior to the scheduled year 2000 Open Space bond sale. In July 1998, the Council authorized the Manager to enter into an Interlocal Agreement with OWASA to jointly design and possibly construct both a greenway trail and an interceptor sewer line along Booker Creek. On January 11, 1999, the Council adopted the Lower Booker Creek Greenway, Phase 2, Conceptual Plan Report, which recommended the renovation of the existing Phase 1 trail, from Daley Road to Tadley Drive, and construction of a new trail from Franklin Street to Booker Creek Road. In April 1999 the Town exchanged a 2-acre parcel of Town-owned land for a 2-acre parcel of privately held land needed for the trail project. In May 1999, the amount of funding provided by the North Carolina Department of Transportation’s Office of Bicycle and Pedestrian Transportation was increased by $40,000 to $300,000. In July 1999, the Council authorized the Manager to accept a bid for $85,749 for renovation of the existing Phase I trail and bridge. Completion of that work is expected this month. BID PROCEDURES Notice To Bidders were distributed to twenty-one (21) contractors in North Carolina, and four (4) minority business organizations in North Carolina. Specifications and Plans were picked up by five (5) contractors. The Notice To Bidders was published in The Chapel Hill News and the News and Observer on May 5, 2000, and the Challenger Newspaper on May 4, 2000. Three (3) bids were received and opened May 31, 2000, at 3:00 p.m., as follows: VENDOR BID TOTAL CSSI $877,542.82 Raleigh, N. C. R & G Construction Company Charlotte, N. C. $373,422.65 Tri State Consultants Greensboro, N. C. $507,948.95 The bid prices above are only for the portion of the trail that must be built with the grant funds from the North Carolina Department of Transportation that the Council has accepted. For a complete tabulation of all prices please refer to Attachment A.
DISCUSSION The three (3) bids were reviewed and evaluated by Town staff. R&G Construction submitted the low bid for the base project and for the total project including all alternatives. The bid was found to be responsive to the plans and specification for the project. Project Description If built in its entirety, the Lower Booker Creek Trail would extend for about 4,300 feet from Booker Creek Road to East Franklin Street. Of that amount over 3,500 feet of the trail would be located on already cleared areas, primarily on OWASA sewer easements, and would involve no tree removal. The northernmost segment of the trail, involving less than 800 feet of construction in the woods, would include some tree removal. Please see attached map. Basic Project: The $356,000 in State funds was granted for improvements to East Franklin Street and approximately 2,800 feet of trail between East Franklin Street and Tadley Drive. The trail surface would be a 10-foot wide asphalt or concrete path suitable for pedestrian, bicycle, skate, and wheelchair access. This section of the trail would be totally within OWASA’s existing sewer easement and would involve minimal tree loss. The work would include a new sidewalk on the north side of East Franklin Street and a pedestrian activated crossing signal that would allow safer crossing of East Franklin Street in the vicinity of Eastgate Shopping Center. Alternatives: We also asked bidders to submit prices for various alternatives that would not be required by the North Carolina Department of Transportation. These include: · Alternative 1 – New trail from Booker Creek Road to Daley Road
· Alternative 4 – Additional pedestrian activated traffic signal at Eastgate Shopping Center R&G Construction provided the following prices for the various optional segments and alternatives: Alternative I - Booker Creek Road to Daley Road ($113,377) This would extend the trail an additional 1,080 feet from the current terminus at Daley Road all the way to Booker Creek Road, adjacent to the Booker Creek Apartments, lengthening the trail by 1,080 feet (25%) and providing better access to residents on and around Booker Creek Road. It would be the most scenic portion of the trail, passing through woods and not along a sewer easement. There would be some tree removal to allow for the 10’-wide trail and 3-foot shoulders. Alternative II – Landscaping of Current Phase I Trail ($10,018) This alternative would allow us to landscape the trailheads at Daley Road and Tadley Drive as well as provide additional buffer for nearby homes. Alternative III – Substitute Concrete for Asphalt ($3,500) This would allow us to substitute concrete for asphalt over the entire project. Concrete requires less long-term maintenance than asphalt, and concrete trail sections provide better resistance to flooding than asphalt. We anticipate Booker Creek to frequently inundate this section of trail. Our experience with Bolin Creek Trail supports these statements. However, concrete is a less desirable surface than asphalt for runners and people prone to joint injuries. Alternative IV – Pedestrian Signal at Eastgate Shopping Center Entrance Drive ($4,250) The base bid includes a pedestrian crossing that would allow safer pedestrian crossings of East Franklin Street. This alternative would a second signal to allow safer pedestrian crossing of the Eastgate Entrance Drive. The attached map shows the location of the proposed pedestrian crossing signal. Change Order Limits: Under adopted Council policy, the Manager may authorize change orders for construction projects in amounts up to $50,000 or 10% of the total bids, whichever is lower. We have found that trail projects involve working with poor soils and other conditions that may require unexpected change orders. We also expect the majority of the work for this project to take place over the summer months when the Council is not meeting. For these reasons we recommend that the Manager’s authorization limit be increased from the lesser of $50,000 or 10% of the bid amount, to $56,000 (15% of the bid), without the need for further Council action. BUDGET If the Council chooses to authorize construction of the Lower Booker Creek Trail we would propose the following project budget, which would include a contingency account to allow us to respond to unanticipated field conditions. This proposed budget, like all previous greenway projects, includes a contingency of 15%. We recommend this level because of the likelihood of cost overruns related to working in poor soils within floodplains. Proposed Budget Construction of base project – Franklin Street to Tadley Drive $242,277 Alternative I – Booker Creek Road to Daley Road 113,377 Alternative II – Landscaping Phase I 10,018 Alternative III – Substitute Concrete for Asphalt 3,500 Alternative IV – Additional Pedestrian Signal 4,250 Soils/materials testing 20,000 Legal 2,000 Contingency (15%) 56,000 Total Budget $452,000
RECOMMENDED SOURCES OF FUNDS If the Council chooses to pursue this project, we believe the following sources of funds would be best way to pay for the construction of the Lower Booker Creek Trail. Recommended Source Of Funds Remaining Project Funds $269,000 Remaining Unallocated FY 1999-00 Greenways CIP 65,000 Proposed FY 2000-01 Greenways CIP 90,000 Franklin Grove Payment for Pedestrian Signal 5,000 Proposed MPO Direct Allocation Funds 23,000 Total Funds $452,000 Remaining Lower Booker Creek Trail Project Funds: The Council has already budgeted a total of $468,749 for the project from a number of sources: $356,000 from the North Carolina Department of Transportation, $14,000 from payment in lieu of recreation area funds, and $98,749 in Greenways Capital Improvements Program funds. Funds have been used for planning and design, site analysis, and renovation of the Phase I trail and bridge. We now have $269,043 remaining in the project account. Remaining FY 1999-00 Greenways Capital Improvement Program Funds: This proposal would use $65,000 from existing Greenways Capital Improvement Program funds allocated for FY 1999-00. These funds have been held in reserve for this project. Proposed FY 2000-01 Greenways Capital Improvement Program Funds: The project would use $90,000 of the $93,000 recommended for the Greenways program in the Manager’s Recommended Greenways Capital Improvement Program for FY 2000-01. We have anticipated using these funds for this project. The attached resolution would indicate the Council’s intent to allocate these funds in the FY 2000-01 Capital Improvements Program. We would not execute the required agreements with the contractor until the Council adopts the Capital Improvement Program. This action is currently scheduled for June 26, 2000. Franklin Grove Payment for Pedestrian Signal: The Special Use Permit for the Franklin Grove project on East Franklin Street requires a $5,000 payment toward installation of the pedestrian crossing signal. Metropolitan Planning Organization – Direct Allocation Funds: Bids for the Cameron/Raleigh Road sidewalks came in under our initial allocation. On this evening’s agenda the Council has an item requesting authorization for the Manager to request $23,000 in excess Direct Allocation sidewalk funds from the Durham-Chapel Hill Metropolitan Planning Organization (MPO) for this project. Other Town Capital Improvement Program funds already proposed for this project would provide the necessary 20% match. If the MPO fails to provide the requested funds we propose eliminating the landscaping/screening around Tadley Drive and Daley Road ($10,018) and the additional pedestrian activated crossing light across the Eastgate Shopping Center entrance drive ($4,250). We recommend that the remaining $8,732 be taken from the contingency fund. SCHEDULE If the Council chooses to proceed with this project we would anticipate the following schedule: Accept Bid June Execute Contracts June/July Begin Construction July Complete Construction December SUMMARY Phase I of the Lower Booker Creek Trail consists of almost 400 feet of bicycle trail and a pedestrian bridge over Booker Creek. Renovation of the existing trail and bridge is currently underway and should be completed by the end of June. If the Town chooses to accept the $356,000 in State funds allocated for this project, the Council would have to approve construction of a 10-foot wide asphalt or concrete trail from Tadley Drive to East Franklin Street and the pedestrian improvements to East Franklin Street. In addition to the program required by the State, the Council could also accept several alternatives including: · Extending the trail from Daley Road north to Booker Creek Road ($113,377). · Landscape the trailheads at Daley Road and Tadley Drive ($10,018). · Substitute concrete for asphalt over the entire project ($3,500). · Provide a pedestrian activated signal crossing of the Eastgate Entrance Drive ($4,250). RECOMMENDATIONS Manager’s Recommendation: That the Council adopt the attached resolution, which would accept the bid of R & G Construction Company in the amount of $373,422.65 for the construction of the Lower Booker Creek Trail, including all alternatives; establish a project budget, and authorize the Manager to process change orders for amounts up to $56,000 without additional Council action. If the Council adopts the attached resolution the attached two budget ordinances would amend the multi-year capital project fund for the Lower Booker Creek Trail project. ATTACHMENT 1. Complete bid tabulation (p. 11) 2. Map of Lower Booker Creek Trail Project (p.12)
A RESOLUTION AWARDING A CONTRACT FOR LOWER BOOKER CREEK GREENWAY, PHASE II (2000-06-12/R-15) WHEREAS, the Town of Chapel Hill has solicited formal bids by legal notice in The Chapel Hill News and the News and Observer on May 5, 2000, and the Challenger Newspaper on May 4, 2000, in accordance with G. S. 143-128 for the construction of Lower Booker Creek Greenway, Phase II; and WHEREAS, the following bids were received, opened and publicly read on May 31, 2000: VENDOR BID TOTAL CSSI Raleigh, N. C. $514,423.99 R & G Construction Company Charlotte, N. C. $242,277.35 Tri State Consultants Greensboro, N. C. $269,811.50 NOW, THEREFORE, BE IT RESOLVED by the Council of the Town of Chapel Hill accepts the bid of R & G Construction Company in the amount of $373,422.65 for the Lower Booker Creek Greenway, Phase II construction and all alternatives. BE IT FURTHER RESOLVED by the Council that the Manager is authorized to increase the existing project budget in the amount of $183,000 by using: Remaining FY 1999-00 Greenways CIP ($65,000), FY 2000-01 Greenways CIP ($90,000), Franklin Grove Payment for Pedestrian Signal ($5,000), and Proposed MPO Direct Allocation Funds ($23,000). BE IT FURTHER RESOLVED by the Council that it is the Council’s intent to allocate $90,000 in the FY 2000-01 Greenways Capital Improvement annual fund to be used for this project. BE IT FURTHER RESOLVED by the Council that, if the Durham-Chapel Hill MPO fails to provide $23,000 in requested funds, the Manager may eliminate the landscaping/screening around Tadley Drive and Daley Road ($10,018) and the additional pedestrian activated crossing light across the Eastgate Shopping Center entrance drive ($4,250) from the scope of the project. In this event, the remaining $8,732 shall be taken from the contingency fund. BE IT FURTHER RESOLVED by the Council that the Manager is authorized to process up to $56,000 in change orders (15% of project cost) without additional Council action. This the 12th day of June, 2000.
AN ORDINANCE TO AMEND “THE ORDINANCE CONCERNING APPROPRIATIONS AND THE RAISING OF REVENUE FOR THE FISCAL YEAR BEGINNING JULY 1, 1999 (2000-06-12/O-2) BE IT ORDAINED by the Council of the Town of Chapel Hill that the Budget Ordinance entitled “An Ordinance Concerning Appropriations and the Raising of Revenue for the Fiscal Year Beginning July 1, 1999” as duly adopted on June 14, 1999 be and the same is hereby amended as follows: ARTICLE I Current Revised APPROPRIATIONS Budget Increase Decrease Budget CAPITAL IMPROVEMENTS FUND
Greenways 1,785,730 65,000 1,720.730 Transfer to Multi- Year Capital Fund 148,749 65,000 213,749 This the 12th day of June, 2000.
AN ORDINANCE TO AMEND THE CAPITAL PROJECTS ORDINANCE FOR VARIOUS CAPITAL PROJECTS (2000-06-12/O-3) BE IT ORDAINED by the Council of the Town of Chapel Hill that, pursuant to Section 13.2 of Chapter 159 of the General Statutes of North Carolina, that the capital projects ordinance for various capital projects funded from a variety of sources is hereby amended as follows: SECTION I The capital projects as authorized by the Town Council includes various capital projects funded from grants, the Capital Improvements Program funds, and other miscellaneous sources of revenue for a variety of projects extending beyond one fiscal year. SECTION II The Manager of the Town of Chapel Hill is hereby directed to proceed with implementation of these projects within terms of funds appropriated here. SECTION III Revenues anticipated to be available to the Town to complete the project are as follows: Current Budget Revised Budget Adopt-A-Trail Grant 35,000 35,000 Clean Water Management Grant 200,000 200,000 Metropolitan Planning Grant 56,000 79.000 State Bicycle/Pedestrian Grant 300,000 300,000 Pritchard Park Gift 100,193 100,193 Pritchard Park Interest & Rental Income 63,807 63,807 Donations 2,000 2,000 Orange County Bond Funds 105,000 105,000 Transfer from CIP Fund 191,549 346,549 Transfer from General Fund 25,000 25,000 Interest Earnings 88,156 88,156 N.C. Transportation Grant 212,865 212,865 OWASA Reimbursement 42,931 42,931 Pedestrian Signal Reimbursement 5,000 Total 1,422,501 1,605,501 SECTION IV Current Budget Revised Budget Booker Creek Linear Park 20,000 20,000 Dry Creek Trail 270,800 270,800 Lower Booker Creek Trail 468,749 651,749 Pritchard Park 164,000 164,000 Southern Community Park 105,000 105,000 Willow Drive Bridge 343,952 343,952 Hargraves 50,000 50,000 Total 1,422,501 1,605,501 SECTION V The Manager is directed to report annually on the financial status of the project in an informational section to be included in the Annual Budget, and shall keep the Council informed of any unusual occurrences. SECTION VI Copies of this projects ordinance shall be entered into the Minutes of the Council and copies shall be filed within 5 days of adoption with the Manager, Finance Director and Clerk. This the 12th day of June, 2000.
ATTACHMENT A LOWER BOOKER CREEK TRAIL PROJECT - COMPLETE BID TABULATION CSSI Base Project – Tadley Drive to Franklin Street/Franklin Street improvements $514,423.99
Alternative 1 – New trail from Booker Creek Road to Daley Road 152,868.23 Alternative 2 - Landscaping/screening Tadley Drive/Daley Road area 9,884.60 Alternative 3 – Replace asphalt with concrete 180,366 Alternative 4 – Additional pedestrian activated traffic signal at Eastgate 20,000
TOTAL $877,542.82
R&G Construction Base Project – Tadley Drive to Franklin Street/Franklin Street improvements $242,277.35
Alternative 1 – New trail from Booker Creek Road to Daley Road 113,377.30 Alternative 2 - Landscaping/screening Tadley Drive/Daley Road area 10,018 Alternative 3 – Replace asphalt with concrete 3,500 Alternative 4 – Additional pedestrian activated traffic signal at Eastgate 4,250
TOTAL $373,422.65
Tri State Consultants Base Project – Tadley Drive to Franklin Street/Franklin Street improvements $269,811.50
Alternative 1 – New trail from Booker Creek Road to Daley Road 117,612.45 Alternative 2 - Landscaping/screening Tadley Drive/Daley Road area 11,306 Alternative 3 – Replace asphalt with concrete 101,719 Alternative 4 – Additional pedestrian activated traffic signal at Eastgate 7,500
TOTAL $507,948.95 |