SUBJECT: CONSENT AGENDA
Title
Consideration of A Resolution Authorizing Approval of an Amendment to an Existing Agreement With The Colorado Department of Transportation to Encumber Additional Funds for the Weld County Road 5 Bridge Repair, Federal Aid Project Number BRO M400-007, Project Code 19743; And Setting Forth Details In Relation Thereto.
Body
DEPARTMENT: Public Works
PRESENTER: Gary Behlen, Public Works Director
Russell Pennington, Deputy Public Works Director
Wendi Palmer, Civil Engineer
FISCAL INFORMATION:
Cost as Recommended: NA
Balance Available: NA
Fund General
Budget Line Item Number: 100.70.710.605000.100116
New Appropriation Required: No
STAFF RECOMMENDATION:
Recommendation
Approving the Resolution to approve an amendment to an existing agreement with the Colorado Department of Transportation to encumber additional funds for the Weld County Road 5 Bridge Repair, Project Number BRO M400-007, Project Code 19743.
End
SUMMARY AND BACKGROUND OF SUBJECT MATTER:
On September 16, 2011, the Town received notification that the Special Highway Committee, on behalf of the Colorado Municipal League, was accepting applications for bridge funds for rehabilitation or replacement of substandard bridges. The WCR 5 Bridge was identified as deficient in the State Bridge Inspection Report. The funding requires the Town of Erie to fund a minimum of 20% of the project cost, with Federal funding for the remaining 80%. The Town of Erie applied for the grant and on November 7, 2011 the Town was informed that the Town’s application for funding the rehabilitation of the County Road 5 Bridge over the Sullivan Ditch was approved. The funding was scheduled for Fiscal year 2014. The funds will be administered through the Colorado Department of Transportation (CDOT). Town Staff has worked with CDOT Staff to create the Inter-Governmental Agreement for Project: CR5 at Sullivan Ditch (19743) (BRO M400-007).
On August 26, 2014 the Town of Erie Board of Trustees approved Resolution 14-96, a resolution accepting Federal Funds in the amount of $159,000 for a bridge rehabilitation project. The Colorado Department of Transportation (CDOT) signed the agreement on September 18, 2014. The Town received the signed agreement from CDOT on September 29, 2014.
On January 12, 2016 the Town of Erie Board of Trustees approved a Resolution Authorizing to award a contract to Mountain Constructors Inc., for the WCR 5 Bridge Repair Project in the amount of $213,624. This put the project over budget so an approval to appropriate an additional $85,000 for the budget line was also approved.
After the bid opening, Town Staff approached the Special Highway Committee, a Division of the Colorado Municipal League, requesting additional funding as the project was $85,000 over budget. On January 29, 2016, the Town received notification from the Special Highway Committee that they voted to approve the request for additional funding to cover 80% of the additional project cost ($68,000), the Town will be responsible for 20% of the additional project cost ($17,000).
Town Staff has continued to work with The Colorado Department of Transportation (CDOT) Region 4 office for the completion of the project. In the meantime CDOT has been working to get the additional funds appropriated, and an amendment to the agreement issued for Town signature. By signing the Amendment to the agreement for Federal Aid Project Number BRO M400-007, Project Code 19743, and returning for CDOT signature, the cost for repairing the Weld County Road 5 Bridge will have cost the Town a maximum of $56,800, or 20% of the total project cost.
ATTACHMENTS:
a. January 29, 2016 letter from the Special Highway Committee
b. Amendment to the Agreement for Federal Aid Project Number BRO M400-007, Project Code 19743