Sparks City Council Meeting 8/24/2020 2:00:00 PM

Meeting Link: https://zoom.us/j/92210263255
Meeting Dial-in #: 1-669-900-6833 Meeting ID: 922 1026 3255

General Business: 9.5

Title: Consideration, discussion, and possible approval of a construction contract (AC-5682) for the 2020 Regional Trail Retaining Wall Replacement and Upgrades- Federally Funded Project Bid No. 19/20-006, PWP#WA-2020-065, to Reno Tahoe Construction in the amount of $178,957.23.
Petitioner/Presenter: John Martini, P.E., Assistant City Manager/Amber Sosa P.E., Transportation Manager
Recommendation: Staff recommends the City Council approve the contract to Reno Tahoe Construction.
Financial Impact: This project will be budgeted from two funds. Fund 1204 Grant Fund Initial 100% funding of the project. 95% reimbursable from NDOT at project completion $178,957.23 Fund 1402 Parks and Recreation Fund 5% match and additional funding necessary $8,947.86 – CIP#20-1690B Culture & Rec Capital Projects–LPA Matching Support: Regional Trail Retaining Wall (currently available $48,000.00)
Total Costs: $178,957.23
Fund: Sparks Grants & Donations Fund    Account: 604120
Program: Regional Trail Rehab Project (130709)
Amount: $178,957.23    Budget Status: Over Budget (See Budget Correction Plan)
Budget Correction Plan:
The budget will be provided upon Council approval from the grant.
Business Impact (Per NRS 237):
     A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:
The project involves removing and replacing a failing retaining wall that is located along the Regional Trail system. The project includes construction of a new retaining wall, drainage improvements to help with erosion and minor landscaping. Refer to the attached Regional Trail Retaining Wall Replacement and Upgrades Map for the location of the project. The City of Sparks will initially fund 100% of the construction costs for this contract. Once the project is completed, NDOT will reimburse the City 95% of the total actual construction cost, not to exceed $233,159.00, from a grant from FHWA, administered by NDOT. The City of Sparks received this grant through the Transportation Alternative Program. The project advertised on July 8, 2020. The City of Sparks received nine (9) qualified bids for this project. Reno Tahoe Construction submitted the low bid, on July 29, 2020, in the amount of $179,957.23.


Background:
The State of Nevada Department of Transportation (NDOT) provides Transportation Alternatives Program (TAP) funds which are made available to the State through the Federal Highway Administration and administered by NDOT. The TAP program provides up to 95 percent of project-related cost, with the remaining 5 percent provided by project sponsors. The TAP provides federal funds for community-based projects that expand travel choices and enhance the transportation experience by integrating modes and improving the cultural, historic, and environmental aspects of our transportation infrastructure.
 
NDOT had made available federal TAP funding for FY16 – FY18 projects to support bicycle, pedestrian, multi-use path and transportation-related projects. The City of Sparks applied for construction funds to help in areas that are experiencing heavy erosion causing impacts to pedestrian walkways. The City of Sparks applied for funds to rehabilitate a portion of retaining wall that is starting to fail adjacent to the Regional Trail System. Rehabilitation of this retaining wall will help maintain pedestrian access along the Trail System. NDOT notified the City in March of 2018 that $245,430.00 had been programmed towards the project. To initiate the project, the City entered into a Cooperative Local Public Agency Agreement (LPA) with NDOT. This agreement was brought before Sparks City Council and approved on July 23, 2018.
 
Requirements for this project have included NDOT overview through multiple design submittals, bidding, awarding and will continue through construction of the project. City staff was responsible for preparing design and bid documents and will be providing construction management, such as material testing and survey services, as well as construction administration.
 
The project will require the City to initially fund 100% of the construction cost out of Fund 1204, the Grants Fund. Once the project is completed, NDOT will reimburse the City 95% of the total actual construction cost, not to exceed $233,159.00. The 5% match and any funding over the reimbursable amount will be the responsibility of the City. Funding for this portion is available from CIP 20-1690B, from Fund 1402- Parks and Recreation.


Analysis:
The project involves removing and replacing a failing retaining wall that is located along the Regional Trail system. The project includes construction of a new retaining wall, drainage improvements to help with erosion and minor landscaping.  Refer to the attached Regional Trail Retaining Wall Replacement and Upgrades Map for the location of the project. The City of Sparks will initially fund 100% of the construction costs for this contract. Once the project is completed, NDOT will reimburse the City 95% of the total actual construction cost, not to exceed $233,159.00, from a federal grant received by the City of Sparks through the FHWA’s Transportation Alternative Program, administered by NDOT. 

The City of Sparks received nine (9) qualified bids for this project. Bids were received July 29, 2020 at 1:45pm and opened at 2:00pm.

A bid summary of the qualified bidders is shown below:               

Engineers Estimate                                       $289,700.00

Reno Tahoe Construction                               $178,957.23

Powerhouse Construction                               $230,003.00

MKD Construction                                         $249,777.00

F&P Construction                                          $269,140.00

Bighorn Contractors                                      $271,375.00

FW Carson Co.                                             $277,495.00

NVNJ Construction Group                               $287,175.00

Sierra Nevada Construction                            $309,007.00

Granite Construction                                     $339.339.00                            

 

The contract is attached for review and discussion.

 



Alternatives:
  1. Council could approve the project contract as outlined by Staff.
  2. Council could reject the proposed project contract and provide direction to the City Manager.


Recommended Motion:

I move to approve the 2020 Regional Trail Retaining Wall Replacement and Upgrades- Federally Funded Project contract  (AC-5682) to Reno Tahoe Construction in the amount of $178,957.23.



Attached Files:
     01 - Regional Trail Retaining Wall Replacement and Upgrades Map.pdf
     02 - Regional Trail Retaining Wall Replacemen and Upgrades - RTC Contract.pdf
     03 - Regional Trail Retaining Wall Replacement and Upgrades-LPA Agreement.pdf
     04 - Regional Trail Retaining Wall Replacement and Upgrades-Ex Condition.pdf
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