Fort Walton Beach Council agenda — 06-11-13--regular — reading text

11. 2 AM City Council of Fort Walton Beach CITY COUNCIL MEMORANDUM To: Michael D. Beedie, City Manager From: Tim Bolduc, Engineering and Utilities Services Director Date: June 11, 2013 Subject: 2013 - 17 Supplemental Agmt with FDOT for Wright Pkwy Sidewalk Construction 1. BACKGROUND: 1. 1. The Wright Parkway Sidewalk Project is a Florida Department of Transportation Local Agency Program ( LAP) project that will provide sidewalk construction along Wright Parkway from U. S. Highway 98 to Mary Esther Cutoff. 1. 2. On August 10, 2010, City Council adopted Resolution 2010 -21 accepting the funding agreement with the Florida Department of Transportation and Federal Highway Administration for the total amount $ 180, 060 ($ 16, 309 for Design and $ 163, 691 for Construction) with no City match required. 1. 3. On March 12, 2013, the City Purchasing Division issued ITB No. 13 - 004 for the Construction of the Wright Parkway Sidewalk Project. Bids were preliminarily tabulated. The lowest apparent responsible base bid was for $218, 997. 00. No award has taken place. 1. 4. The total for design and construction as determined in ITB No. 13 - 004 is $ 235, 366.00 of which only $ 180, 060 was funded by the Florida Department of Transportation and Federal Highway Administration per the original agreement. 2. DISCUSSION: 2. 1. On May 3, 2013, The Florida Department of Transportation provided a supplemental agreement to cover the remaining unfunded base bid amount of $55, 306 with no City match required. 2. 2. Once the supplemental agreement is executed, City staff will recommend the award ITB No. 13 - 004 for the Construction of the Wright Parkway Sidewalk Project to the lowest responsible bidder. 3. FINANCIAL INFORMATION: 3. 1. A budget amendment will be required in order for the revenue and expense account to reflect the new total of $235, 366. 00. 3. 2. Budget Amendment for additional grant funds: Revenue Expense 001 - 1585- 331 - 4900 $ 55, 306 001 - 1585 - 541 - 6353 $ 55, 306 3. 3. The account number was changed after the original agreement was approved, so the account number on Resolution 2013 - 10 differs slightly from resolution 2010 -21. our to 2379 Page 1  11 . 2 RESOLUTION 2013 - 17 4. RECOMMENDATION: 4. 1. Staff respectfully recommends City Council authorization for the City Manager to execute the Supplemental Agreement with the Florida Department of Transportation for the additional amount of $55, 306 provided by the Florida Department of Transportation and the Federal Highway Administration for the construction of the Wright Parkway Sidewalk Project; and approval of a budget amendment to record the grant. ATTACHMENTS: Resolution 2010 -21 Wright Parkway Sidewalks ( PDF) ITB 13 - 004 Bid Tabulation ( PDF) LAP Supplemental Agreement No PDF) SIGNATURE BLOCK: Tim Bolduc Completed 06/ 03/ 2013 2: 24 PM Grants Manager Completed 06/ 03/ 2013 4: 13 PM Finance Skipped 06/ 05/ 2013 1: 27 PM Carole Jones Completed 06/ 04/ 2013 1: 57 PM City Manager Completed 06/ 05/ 2013 4: 33 PM City Council Pending  11. z RESOLUTION 2013 - 17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA, ACCEPTING FUNDING THROUGH THE LOCAL AGENCY PROGRAM OF THE FEDERAL HIGHWAY ADMINISTRATION AND FLORIDA DEPARTMENT OF TRANSPORTATION FOR WRIGHT PARKWAY SIDEWALKS; AUTHORIZING A BUDGET AMENDMENT; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, the Federal Highway Administration and Florida Department of Transportation through the Local Agency Program provide funding for sidewalk construction, and WHEREAS, the City was previously awarded a project total of $ 180, 060 ($ 180, 060 grant funds and $ 0 City match) for Wright Parkway Sidewalk Construction, and WHEREAS, the lowest responsible base bid was $ 235, 366, and WHEREAS, the Florida Department of Transportation has provided a supplemental agreement to cover the entire cost of the project of $235, 366 ($ 235, 366 grant funds and $ 0 City match) for the Wright Parkway Sidewalk Construction, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA THAT: Section 1. The City Council hereby authorizes the City Manager to execute all necessary documents to complete grant- related purchases; and a budget amendment to record the additional grant funds. Budget Amendment for Grant Funds: Revenue Expense 001 - 1585 -331 -4900 $ 55, 306 001- 1585 -541 -6353 $ 55, 306 Section 2. This Resolution shall take effect immediately upon approval by the City Council and signature of the Mayor. Adopted by the City Council on this 11th day of June, 2013. Anderson, Mayor Attest: Approved for form, legal sufficiency p  11. 2 RESOLUTION 2013 - 17 Helen Spencer, City Clerk Hayward Dykes, Jr., City Attorney  411m 1w6V leluawaiddnS LVEIOZ : LVE1,06 s1lemapig Gem „led 1461M LZ- OIOZ uonnlosaa : 1u8w4oe11V N a RESOLUTION 2010 -21 A RESOLUTION OF THE CITY OF FORT WALTON BEACH, FLORIDA, ACCEPTING FUNDING THROUGH THE LOCAL AGENCY PROGRAM a 10 o OF THE FEDERAL HIGHWAY ADMINISTRATION AND FLORIDA DEPARTMENT OF TRANSPORTATION THROUGH THE OKALOOSA- WALTON TRANSPORTATION PLANNING ORGANIZATION' S TRANSPORTATION ENHANCEMENT PROGRAM PROJECT PRIORITY LIST FOR SIDEWALK CONSTRUCTION; AUTHORIZING THE CITY MANAGER TO EXECUTE ALL DOCUMENTS NECESSARY TO COMPLETE THE INITIATIVE; AUTHORIZING THE ENGINEERING AND UTILITY SERVICES DIRECTOR TO OVERSEE THE PROJECT; AUTHORIZING A BUDGET AMENDMENT; AND SETTING AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FORT WALTON BEACH, FLORIDA AS FOLLOWS: The Federal Highway Administration and Florida Department of Transportation, through the Local Agency Program, provide funding for sidewalk construction through the Okaloosa- Walton Transportation Planning Organization' s Transportation Enhancement Program Project Priority List. The City is eligible to participate in this competitive grant program and has applied for and been awarded up to $ 180, 060 for sidewalk construction along Wright Parkway from U. S. 98 to Mary Esther Boulevard, with no City match required. The City Council finds that is in the best interests of the citizens of Fort Walton Beach to participate in the Local Agency Program. Therefore, the City Council hereby authorizes the City Manager to execute the Local Agency Program Agreement and all necessary documents to complete grant -related purchases and activities; the Engineering and Utility Services Director to implement, supervise, and manage the initiative pursuant to City purchasing policies and procedures and Florida law; and a budget amendment to record the grant. Budget Amendment for Grant Funds: Revenue Expense 001 - 1581 - 331 -4900 $ 180, 060 001 - 1581 - 541 -6353 $ 180, 060 This Resolution shall take effect immediately upon approval by the City Council. Adopted: / K/ clil Mike Anderson, Mayor Attest: App ved for fo nd legal sufficiency: elen Spencer, City Clerk Toni L. Craig, City Attorn  ee Ja m o F 00 Z FF ea I ICJ n JaJa III VV CFCFOO xd asas as W C UU a 11 ryry ee ryry ee LLL___ Ja m o 00 0 vy F FF F ooo^^^ Ja FF F