CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: May 17, 2021 Action Required: Approval of Appropriation (1st of 2 Readings) Presenter: Jeanette Janiczek, UCI Program Manager Staff Contacts: David Brown, Public Works Director Tony Edwards, Public Works Development Services Manager Jack Dawson, City Engineer Jeanette Janiczek, UCI Program Manager Title: Belmont Bridge Replacement Project – Appropriation of $4,280,739 Background: On May 16, 2005, the City entered into an agreement with the Virginia Department of Transportation (VDOT) to participate in the Urban Construction Initiative (“First Cities”) Program (UCI). Through this program, the City is responsible for administering its urban system construction program – design, right-of-way acquisition, utility relocation, and construction. The Belmont Bridge Replacement project is one such project being administered under this program. A public participation plan was developed to create a conceptual plan for the project and included a Steering Committee, Open House, Mobility Summit, Design Charette, several surveys and small stakeholder group meetings. Based on this culminated plan, a Design Public Hearing was held on May 24, 2018 and the Design Concept accepted by City Council on July 16, 2018. The Board of Architectural Review granted a Certificate of Appropriateness on August 20, 2019. VDOT and the Federal Highway Administration (FHWA) reviewed the plans, and an Authorization to Advertise the Invitation of Bid (IFB) was issued on January 15, 2021. A non-mandatory Pre-Bid Meeting was held on February 2, 2021. A Bid Opening was held on March 16, 2021 and six (6) bids were received. A preliminary evaluation by staff and its consultant has been performed to determine a responsive, apparent low bid and to identify any errors prior to submittal to the VDOT. Based on this preliminary evaluation, all submitted bids were over the Engineer’s estimate. It has been determined that the higher bid results are reflective of the increases in material costs, labor costs, and the abundance of work with limited availability of contractors. An official bid tabulation has not been released as the evaluation process is still underway and options are being assessed; therefor, the results have not been released at this time. In review of the overall project budget, there are enough remaining funds to cover a construction contract. However, additional funds are needed to cover project expenditures such as construction engineering inspection services, as well as to maintain an appropriate contingency fund. It is estimated that an additional $4,280,739 will be needed to complete the project at a total cost of $35,380,782. Page 1 of 4 Discussion: Based on current project funding level, the City has two options: 1) Increase the project budget 2) Reject all bids, rescope the project in removing items and/or conditions of the IFB, and re- bid the project Option 1 As noted above, it is estimated that an additional $4,280,739 in funding will be needed to complete the project. Though the current budget is sufficient to cover the construction costs, the additional funds are needed to cover other project related expenditures such as construction engineering inspection services and to fund the project contingency at an appropriate level. The City has been working with the VDOT to identify additional, available funding to address following the March 16th bid opening. The VDOT has identified $4,280,739 in state funds from the State of Good Repair (SGR) Local Bridge funding to address the additional funding needs to construct the bridge project. This will permit the project to move forward without incurring delay or rescoping and redesign of the project. No additional local funding will be needed. Option 2 As part of the preliminary bid evaluation and analysis, the following items were identified as part of the contributing to the reason for the project cost increase: MSE Wall, Lighting (poles + luminaries), Precast Girders, Steel Girders, Bridge Demolition and Temporary Shoring. These items either cannot be removed or their elimination/reduction would directly impact the concept plan accepted by the City, as well as would not resolve the bid overages. In a preliminary assessment of the rescoping the project, various details and operational changes were considered, such as removing the “knuckle”, eliminating the pedestrian plaza, removing the new pedestrian underpass, allowing complete closure of the bridge during construction. These could potentially reduce the overall project construction cost. However, rescoping and re-bidding the project would require additional public participation to communicate these changes. This would also require more coordination with the VDOT & the FHWA to obtain re-design approval. Rescoping of the project will require redesign, which will result in additional costs to the project. Re-bidding would most likely result in higher bids due to the delay for redesign and obtaining re- authorization, as well as it is anticipated the factors associated with the current bids results will continue to escalate. For these reasons, staff is not recommending re-advertising the current or a revised IFB. Alignment with City Council’s Vision Areas and Strategic Plan: Approval of this agenda item upholds the City’s commitment to create “a connected community” by improving upon our existing transportation infrastructure. In addition, it would contribute to Goal 2 of the Strategic Plan, Be a safe, equitable, thriving, and beautiful community; Objectives 2.3. Provide reliable and high quality infrastructure and 2.6. Engage in robust and context sensitive urban planning. Page 2 of 4 Community Engagement: There has been significant engagement throughout project planning process through a Steering Committee, project specific public meetings, coordination with City boards/commissions and public surveys. a Design Public Hearing was held on May 24, 2018 and the Design Concept accepted by City Council on July 16, 2018. The Board of Architectural Review granted a Certificate of Appropriateness on August 20, 2019. Prior to commencement of construction, a Citizen Information Meeting will be advertised and held in the coming months to discuss maintenance of traffic for both vehicles and pedestrians, construction schedule and sequencing. Progress reports, future traffic notices as well as historical meeting information can be found on www.belmontbridge.org. Budgetary Impact: On August 17, 2020, Council approved an appropriation in the amount of $15,263,257.14, which represented the balance of State and Federal Funding that had been awarded by VDOT but not yet appropriated. Additionally, a total of $7,500,000 in local dollars was committed and appropriated for the project in the FY 21 ($5M) and FY 22 ($2.5M) CIP budgets. Currently, the total Belmont Bridge project funding allocation is $31,100,043 using a combination of federal, state, and local funds. With the additional award of State funds from the SGR Local Bridge funding program, the total funding allocation for the project is now $35,380,782, and the appropriation will be amended as follows: Federal State (*) Local TOTAL Funding Allocations (as of August 2020) $3,181,234 $14,870,194 $13,048,615 $31,100,043 Funding Allocations (revised May 2021) $3,181,234 $19,150,933 $13,048,615 $35,380,782 $ 4,280,739 (*) This amount is increased by the funds to be received through SGR Local Bridge funding. The increase in state allocation will be reimbursed once expended. Recommendation: Staff recommends approval of the appropriation. Alternatives: City Council could reject the bids and direct staff to rescope the project. Attachments: Belmont Bridge Council Memo and Appropriation from August 17, 2020; Appendix A Page 3 of 4 APPROPRIATION Belmont Bridge Replacement Project $4,280,739 WHEREAS, a total of $4,280,739 in state funds for the Belmont Bridge Replacement Project requires appropriation; and NOW, THEREFORE BE IT FURTHER RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $4,280,739 Fund: 426 WBS: P-00436 G/L Account: 430080 Expenditures $4,280,739 Fund: 426 WBS: P-00436 G/L Account: 599999 BE IT FURTHER RESOLVED by the Council of the City of Charlottesville, Virginia that $4,280,739 noted above is conditioned upon the receipt of a fully executed Appendix A and receipt of the funds from the Virginia Department of Transportation (VDOT). Page 4 of 4 CITY OF CHARLOTTESVILLE, VIRGINIA CITY COUNCIL AGENDA Agenda Date: August 3, 2020 Action Required: Appropriation Presenter: Jeanette Janiczek, UCI Program Manager Staff Contacts: Marty Silman, Interim Public Works Director Tony Edwards, Development Services Manager Jeanette Janiczek, UCI Program Manager Title: Belmont Bridge Replacement Project – Appropriation of $15,263,257.41 Background: On May 16, 2005, the City entered into an agreement with the Virginia Department of Transportation to participate in the Urban Construction Initiative (“First Cities”) Program (UCI). Through this program, the City is responsible for administering its urban system construction program – design, right-of-way acquisition, utility relocation, and construction. In addition, accounting of the UCI program funds must reconcile with the VDOT six-year plan. This appropriation involves the state, federal and local funds necessary to fund the City’s projects as outlined in the VDOT six-year plan. Some state funds have been received upfront from the state based on the previously used urban allocation based on the City’s population and size. The remaining state and federal funding, however, must be spent first by the City and is later reimbursed by the Virginia Department of Transportation. Reimbursement requests are submitted to VDOT on a quarterly basis. Discussion: Preliminary Engineering (PE) is the phase of the roadway project “that includes all project initiation and development activities undertaken after its inclusion in the approved State Transportation Improvement Program through the completion of (construction bid submittal). It may include preliminary Right of Way engineering and investigations necessary to complete the environmental document.” Activities include design, plan development, environmental evaluation and public participation process. Right of Way (ROW) is the phase of the roadway project that “includes the work necessary to appraise and acquire project right of way, relocate individuals or businesses, and revise or relocate utilities.” Construction is the phase of the roadway project that includes “the management of all construction activities necessary to ensure the completion of a high quality product meeting all contract specifications, and applicable federal, state, and local laws and regulations.” Page 1 of 4 To date, $2,788,170.59 has been received in reimbursement for this project in the preliminary engineering and right of way phases. This appropriation reconciles and applies the remaining federal and state funding allocations previously awarded to the City. Additional local funding is planned for FY21 and FY22 totaling $7,500,000 which fully funds this project based on the current engineering estimate. Funding Allocations Federal State Local GRAND TOTAL 3,181,234 14,870,194 13,048,615 31,100,043 Available Balance & Federal State Local Projected Capital 4,851,572 Available Balance Improvement Project Budget 5,000,000 Projected CIP FY21 2,500,000 Projected CIP FY22 12,351,572 Past Reimbursements Federal State Local 17,314 2,770,857 697,043 17,314 2,770,857 697,043 Current Appropriation Federal State Local 3,163,920 12,099,337 Page 2 of 4 Current Status: The Belmont Bridge Replacement project is currently in the Right of Way phase acquiring necessary property rights to construct the improvements as well as design of relocation of private utilities. Final design has been reviewed by City Staff as well as the Virginia Department of Transportation and comments are being addressed. Final Construction Documents, including revised final plans addressing comments, is under development with a planned advertisement date of Fall 2020. Alignment with City Council’s Vision Areas and Strategic Plan: Approval of this agenda item upholds the City’s commitment to create “a connected community” by improving upon our existing transportation infrastructure. In addition, it would contribute to Goal 2 of the Strategic Plan, Be a safe, equitable, thriving, and beautiful community; Objectives 2.3. Provide reliable and high quality infrastructure and 2.6. Engage in robust and context sensitive urban planning. Community Engagement: There has been significant engagement throughout project planning through a Steering Committee, project specific public meetings, coordination with City boards/commissions and public surveys. A Design Public Hearing was held on May 24, 2018 and its results were accepted by City Council on July 16, 2018. A Certificate of Appropriateness was granted by the Board of Architectural Review on August 20, 2019. A Citizen Information Meeting will be advertised and held in the coming months to discuss maintenance of traffic for both vehicles and pedestrians, construction schedule and sequencing. Progress reports, future traffic notices as well as historical meeting information can be found on www.belmontbridge.org. Budgetary Impact: None. Appropriation is composed of the remaining state and federal allocations that are reimbursed once expended. Local funds were previously approved and funded through the CIP from FY03 to FY21 with a planned contribution in FY22. Recommendation: Staff recommends approval and appropriation of the funds. Alternatives: N/A Attachments: Appropriation Page 3 of 4 APPROPRIATION Belmont Bridge Replacement Project – $15,263,257.41 WHEREAS, a total of $3,163,920.41 in federal funds for the Belmont Bridge Replacement project requires appropriation; WHEREAS, a total of $12,099,337 in state funds for the Belmont Bridge Replacement project requires appropriation; NOW, THEREFORE BE IT RESOLVED by the Council of the City of Charlottesville, Virginia that the following is hereby appropriated in the following manner: Revenues $3,163,920.41 Fund: 426 WBS: P-00436 G/L Account: 430120 $12,099,337 Fund: 426 WBS: P-00436 G/L Account: 430080 Expenditures $3,163,920.41 Fund: 426 WBS: P-00436 G/L Account: 599999 $12,099,337 Fund: 426 WBS: P-00436 G/L Account: 599999 Page 4 of 4