DATE: December 15, 2015
TO: Board of Supervisors
SUBMITTED BY: Alan Weaver, Director
Department of Public Works and Planning
SUBJECT: Cooperative Agreement with the City of Sanger for the North Avenue - Bethel to Academy Road Reconstruction Project
RECOMMENDED ACTION(S):
TITLE
1. Approve and authorize the Chairman to execute a Cooperative Agreement with the City of Sanger for the North Avenue - Bethel to Academy Road Reconstruction Project ($95,338).
2. Authorize the Director of Public Works and Planning to increase the County’s financial participation in the North Avenue - Bethel to Academy Road Reconstruction Project a maximum of 20 percent ($17,334) above the agreed amount of $86,671 as a contingency to cover costs that may exceed the estimated costs stated in the Cooperative Agreement.
REPORT
The City of Sanger, in cooperation with the County, is planning road reconstruction and other improvements on North Avenue from Bethel Avenue to Academy Avenue (Project). The south side of North Avenue between Bethel Avenue and Greenwood Avenue is within the County’s jurisdiction. Approval of the first recommended action enters the County and the City of Sanger into a cooperative agreement detailing the pro rata share of Project costs and designates the County’s and City of Sanger’s responsibility for Project design, right-of-way, construction, and maintenance. Project costs are estimated at $86,671; the Agreement allows the City to approve an additional 10 percent in project costs without obtaining approval from the County, which could total up to $95,338.
Approval of the second recommended action authorizes the Director of the Department of Public Works and Planning (Department) to increase the County’s financial participation in completing the Project to cover unanticipated costs. The amounts given in the Cooperative Agreement (Agreement) are based on best estimates. In the event these estimates are low, the cost to come to the Board to amend the Agreement may exceed the actual cost increase and delay the Project. Therefore, the Department is requesting the Board authorize the Director of the Department to make minor adjustments in the County’s financial contribution to the Project.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, the Board may direct staff to renegotiate the Cooperative Agreement or to decline participation in the project.
FISCAL IMPACT:
There is no net County cost associated with the recommended actions. The total cost of the project is estimated at $2.4 million. The City of Sanger has secured Federal Regional Surface Transportation Program (RSTP) funding for the project in the amount of $1.76 million. The recommended action will allow the City and the County to share in the cost of the local match based on the estimated amount of improvements to be placed within each agency’s jurisdiction. The County will pay 13 percent of the local match for design, construction engineering and lump sum items for construction contract. The local match for unit price items is based on the engineer’s estimate of items to be placed in each agency’s jurisdiction. The County will pay 100 percent of the local match for Right-of-Way, and 0 percent of the local match for Utility Relocation. All Right-of-Way to be acquired is within the County’s jurisdiction and will be retained by the County. All utilities requiring relocation are within the City’s jurisdiction. The City’s estimated share of the local match is $556,211 and the County’s estimated share is $86,671, which will be paid out the Road Fund. The City will reimburse the County for the Federal share right-of-way expenses as they are incurred, estimated at $98,545. Upon award of a construction contract, the County will pay the City for 90 percent of the County’s share of costs for Preliminary Engineering, Construction Engineering, and Contract Construction, estimated at $66,512.
If Project costs exceed 20 percent of the County’s estimated share of cost, the Department will return to your Board for authorization to contribute additional funds. Funds for this project are included in the adopted Fiscal Year 2015-16 Budget, Public Works and Planning - Road Fund, Fund 0010/Subclass/11000 - Org 4510/Account 7400.
DISCUSSION:
The work to be done consists, in general, of reconstructing the road surface with hot mix asphalt and aggregate base, constructing curb ramps and other concrete improvements as well as construction of storm drain facilities and other miscellaneous improvements on North Avenue from Bethel Avenue to Academy Avenue.
The Board approved the County’s participation in the project in 2004 when the City originally applied for funding. Although RSTP funding was obtained, the project remained underfunded and did not progress until additional funding was obtained by the City in 2014. The County’s total estimated contribution of $86,671 includes $55,562 for Contract Construction, $6,676 for Construction Engineering, $11,665 for Preliminary Engineering, and $12,768 for Right-of-Way.
The City is well into the design phase of the project, and environmental clearance has been obtained. The County will be responsible for acquiring right-of-way; the City will be responsible for utility relocation and construction. Responsibility for maintenance of the road will remain with the City according to a previous cooperative agreement approved by the Board in 1989. Upon completion of the right-of-way and utility relocation phases, construction is anticipated to begin in Summer 2016.
OTHER REVIEWING AGENCIES:
The City of Sanger approved the Agreement on November 5, 2015.
REFERENCE MATERIAL:
BAI #49, July 13, 2004
BAI#38, March 28, 1989, Agt. A-89-104
ATTACHMENTS INCLUDED AND/OR ON FILE:
Location Map
On File with Clerk - Cooperative Agreement with City of Sanger
CAO ANALYST:
John Hays