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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 8-15-2008 Engineering 41 Shawn Napier, P.E. City Engineer Council Date: /Director of Public Works 18, 8-25-2008 RECOMMENDED MOTION: Motion to award a contract to Richard Drake Construction Co. in the amount of $110,962.44 for the 0.8 mile eastern extension of the Trail de Paris, and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Contract BACKGROUND: The City of Paris applied for a Texas Parks & Wildlife (TP&W) recreational trail grant in May of 2007 for the 0.8 mile eastern Trail de Paris extension. We received notice in October 2007 that we had been awarded the grant in the amount of $99,990.65, the maximum amount the City can be reimbursed for the project. This is an 80/20 grant match with our portion being a minimum of 20% cash or in-kind. Our matching potion of this grant is a 46-foot long pedestrian bridge. The grant application has our portion of the match at $90,000.00, which was given by three local grant foundations: 1 St Federal Community Foundation, Greater Paris Development Foundation and the Martha, David & Bagby Lennox Foundation. The total project cost at the time the grant was applied for was $189,900.65, and since that time costs have escalated. The bid did not include the contractor supplying the flexible base (gravel) for the project. The price to purchase the gravel is approximately $15,000.00; this is in addition to the amount that will need to be budgeted to cover the difference in the bid amount and the amount we can be reimbursed by TP&W. The total amount that will need to be budgeted to complete the trail de Paris extension project is $26,000.00, plus the cost to complete the bridge section. Estimates are being prepared and updated for the work to be completed on the bridge section of the Trail de Paris. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution, Bid tabulation, Project aerial view, Project contributors list ACTION: BUDGET INFO: Requested to be in the 08-09 Budget ❑ Financial Report ❑ Minute Order ❑ Department Report Z Resolution Expense $26,000.00 plus bridge completion cost ❑ Presentation ❑ Ordinance Budgeted Amt. $ 0.00 ❑ Public Hearing ❑ Other y'I'D Actual $ 0.00 Acct. Name Local Match Trails Grant Acct. Number 01-0352-43-00 FISCAL NOTES: City of Paris Revised 2/04/08 ~ 000122