AGENDA #4f
MEMORANDUM
TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Project Closeout for the Lower Booker Creek Trail Project
DATE: April 22, 2002
The attached budget ordinances would transfer $70,000 from the Greenways portion of the Capital Improvements Program to the Lower Booker Creek project account in the Multi-Year Capital Fund. This would allow for completion and close-out of the project. The Manager recommends adoption
Phase I of the Booker Creek Trail, from Daley Road to Tadley Drive, was constructed in 1991.
On July 6, 1998, the Council agreed to work with OWASA on a joint design of the Lower Booker Creek Trail and the Booker Creek Interceptor Sewer line. The design work included plans for the renovation of the Phase I trail and construction of about .85 miles of new trail.
On July 7, 1999, the Council accepted a bid of $85,749 for the renovation of the Phase I portion of the trail. Work was completed in 2000.
On June 12, 2000, the Council accepted a bid for construction of Phase II of the Lower Booker Creek Trail project that totaled $373,422. The contractor completed the majority of the project by the fall of 2001. However, he had not completed several significant components of the project including the pedestrian signal installation work on Franklin Street.
In January 2002 we negotiated a change order that deducted a significant portion of work from the original contract including the traffic signal installation, associated improvements to Franklin Street, landscape installation, and installation of traffic control bollards. The decrease in the contract amount was based on the unit prices in the original bid.
DISCUSSION
Phase I of the Lower Booker Creek Trail consists of about 250 feet of trail and a bridge that connects Daley Road with Tadley Drive. The original trail was asphalt. However multiple floods had degraded the asphalt. The renovation project replaced the asphalt with a concrete trail section. The renovation project also included new safety and erosion control features for the existing bridge.
Phase II extended the trail north to Booker Creek Road and south to Franklin Street. The total length of the trail is now about .85 miles. The trail is a 10 foot wide concrete path that has access points at Franklin Street, Tadley Drive, Daley Road, and Booker Creek Road. A two-space parking area is located on Tadley Drive. Handicap parking is available on Daley Road.
We now have all remaining portions of the project as originally designed either under construction or under bid. We should be able to close out the project by early summer 2002.
Summary of Current and Anticipated Expenditures: This project, including both phases, is anticipated to cost $721,000 to complete.
Design and Engineering 1 125,000
Soils and Materials Testing 2 20,000
Construction Administration 3 1,000
Construction of Phase I 87,000
Construction of Phase II 4 488,000
Total 721,000
1 Design fees included cost of developing initial conceptual plan, design of both phases, redesign of some components of the project related to drainage problems and changes to OWASA’s interceptor sewer, flood and wetlands studies, traffic control plans, traffic light design, and some construction oversight.
2 These fees were related to the cost of monitoring poor soils and determining the proper amount of undercut and replacement stone for each section. Costs included concrete tests of trail sections.
3 We hired a construction manager to oversee the final construction of the traffic light installation, curb work on Franklin Street, and installation of bollards. These items were deleted from the original contractor’s scope of work.
4 Phase II construction costs include the original $373,000 bid plus about $115,000 in additional costs related to construction of the trail (see details below).
Additional Project Costs: The Phase II portion of the project was bid on a unit-cost basis because of the uncertainty of costs associated with the known poor soils and drainage in the area. We anticipated that a large number of change orders would be necessary if the project were bid on a project cost basis. We also anticipated that design of stone beds, swales, and pipe crossings would have to be made in the field at the time of construction due to the poor conditions and unusually flat topography. These concerns were borne out during construction of the trail.
The higher project costs were primarily related to greater unit quantities for removal of poor soils, placement of stone, and drainage improvements. A summary of project increases include:
· Addition of rip-rap, removal of poor soils, and addition of stone required because of unusually poor soils ($89,000)
· Increase in the size of stormwater pipes, addition of swales, swale matting, and stabilization of drainage channels to prevent flooding of adjacent properties ($21,000)
· Changes related to traffic control plan, parking lot design, and other minor changes ($5,000)
Budget Issues: Currently, there are insufficient funds remaining in the project account to complete the work.
Current Project Budget: $651,000
Current and Anticipated Expenditures: $721,000
Balance $(-70,000)
We currently have $70,000 remaining in the Greenways Capital Improvement Program budget. We have anticipated the need to secure additional funds for this project and have been holding the Greenways Capital Improvement Program funds in reserve for this contingency.
Manager’s Recommendation: That the Council adopt the attached Budget Ordinances, which would transfer $70,000 from the Greenways Capital Improvement Program budget to the Lower Booker Creek project account in the Multi-Year Capital Fund.
AN ORDINANCE TO AMEND “THE ORDINANCE CONCERNING APPROPRIATIONS AND THE RAISING OF REVENUE FOR THE FISCAL YEAR BEGINNING JULY 1, 2001 (2002-04-22/O-2a)
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, 2001” as duly adopted on June 26, 2001 be and the same is hereby amended as follows:
ARTICLE I
Current Revised
APPROPRIATIONS Budget Increase Decrease Budget
CAPITAL IMPROVEMENTS FUND
Greenways 107,000 70,000 37,000
Transfer to Multi-
Year Capital Fund 0 70,000 70,000
This the 22nd day of April, 2002.
AN ORDINANCE TO AMEND THE CAPITAL PROJECTS ORDINANCE FOR VARIOUS CAPITAL PROJECTS (2002-04-22/O-2b)
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:
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.
The Manager of the Town of Chapel Hill is hereby directed to proceed with implementation of these projects within terms of funds appropriated here.
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
Chapel Hill-Carrboro School 148,059 148,059
Metropolitan Planning Grant 79,000 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 205,000 205,000
Transfer from CIP Fund 346,549 416,549
Transfer from General Fund 25,000 59,000
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 5,000
N. C. DOT Grant 136,000 136,000
Total 2,023,560 2,093,560
Current Budget Revised Budget
Booker Creek Linear Park 20,000 20,000
Dry Creek Trail 270,800 270,800
Lower Booker Creek Trail 651,749 721,749
Pritchard Park 164,000 164,000
Southern Community Park 205,000 205,000
Willow Drive Bridge 343,952 343,952
Hargraves 50,000 50,000
Scroggs School Athletic Fields 148,059 148,059
N. C. 54/Hamiliton Improvements 170,000 170,000
Total 2,023,560 2,093,560
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 22nd day of April, 2002.