14-Deliberate and act on a Resolution accepting a bid and approving the proposal for reconstruction of S. Collegiate Drive

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CITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: Originating Department: Presented By: Agenda Item No.: 06/09/2010 Engineering, Planning Shawn Napier, P.E. Director of Council Date: & Development Engineering, Planning & 14. 06/14/2010 Develo ment RECOMMENDED MOTION: Move to approve a resolution authorizing an agreement for the reconstruction of S. Collegiate Drive to R.K. Hall Construction Co., LTD in the amount of $1,465,740.40 and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Contract; Capital Improvement BACKGROUND: The City of Paris received two bids for the reconstruction of S. Collegiate Drive and R.K. Hall Construction Co., LTD was the low bidder for the project. The project will widen the current S. Collegiate Drive and allow it to become a major thoroughfare. Jefferson Road traffic will stop at S. Collegiate Drive after the project is completed. Working in tandem with the City's project, the Texas Department of Transportation (TxDOT) will be reworking the Jefferson Road section (F.M. 1507) to widen it to a three lane section. The City's project is broken into two sections. The north section extends from the bridge over Big Sandy Creek south to the north intersection of Jefferson Road and S. Collegiate. This roadway section will be widened from its current width of approximately 24-feet to a width of 38-feet. The project includes turn lanes into the south parking lot area of Dragon Park and the Love Civic Center. The south section extends fi-om Loop 286 north to the south intersection of Jefferson Road and S. Collegiate. This proposed section will be widened from its current width of approximately 20-feet to a width of 63-feet. The new roadway will include storm sewer pipes to drain the roadway and property to the west of this S. Collegiate Drive section. This proposed storm sewer system is planned to be constructed on the West side of the roadway. A change order will be needed in the near future to help facilitate Right-of-Way (ROW) acquisition. Specifically, one of the property owners on the south section has his property leased to someone to have cows on the property, so a fence will be needed along the entire west side of the south section to replace the existing one in the proposed (ROW). Staff has estimated that we will have approximately $850,000 to $900,000 remaining after construction. The City has options with what to do with the additional funds. However, the bond covenant limits what the money can be used for to making improvements to the frontage access of South Collegiate Drive. Examples of acceptable projects would be to construct the back road into the Police and Court Building, do design work for replacing the bridge, or build a sidewalk from the current Trail de Paris end at the Sports Complex south along S. Collegiate Drive to the Loop. The money could also be placed in the interest & sinking fund and used to help make the related debt payments. To date we have paid TxDOT $300,000 for the advanced funding agreement, Hayter Engineering fees in the amount of 75,219.25, Chalaire Surveying fees in the amount of $11,860.00 plus issuance costs. Staff recommends awarding the bid to R.K. Hall Construction Co., LTD in the amount of $1,465,740.40. City of Paris Revised 2/04/08