Subject:
Title
Award Follin Lane SE Reconstruction contract.
Body
EXPLANATION AND SUMMARY:
The asphalt pavement on Follin Lane SE from Maple Avenue to Echols Street is poor and requires full-depth reconstruction of the subbase and roadway surface. The existing drainage ditches are deep as they flow downhill towards Maple Avenue and should be replaced with a storm drain pipe system. A public sidewalk should be installed to connect the neighborhood to the Maple Avenue corridor on the north end and to the Echols Street sidewalk and Wildwood Park & trail on the south end.
As part of the project, the Maple Avenue right turn will be extended about 400 feet to allow Tysons bound traffic to bypass the waiting left turn queue keeping Follin Lane an attractive route for commuters and reduce neighborhood cut-through traffic. Sight lines will be improved at the Pine and Hine Street intersections where existing Town vegetation will be removed.
A variety of trees and other vegetation have grown up over the years. With a careful inspection, the Town Arborist determined some dead or diseased Town trees should be removed now, regardless of any potential project. With the Town Arborist’s input the design plans have been adjusted to save as many important trees as possible, but remove about 39 dead or hazardous trees along with trees thinned to improve the growth of specimen trees.
The two-foot deep excavation to replace the asphalt and subgrade and storm sewer trenches requires Follin Lane to be closed to through traffic during construction. The townhouses and two properties that front Follin Lane will have temporary access from Follin Lane during construction. The signed detour route will be along Echols Street and Branch Avenue. All time-restricted turn signs will be removed during construction, so some motorists will cut through the neighborhood. If high volumes or high speed cut-through traffic becomes a problem, additional traffic management and enforcement measures may be implemented.
The Follin Lane project has received more than ordinary citizen review and plan revisions. Although most construction is within the right-of-way, each adjacent owner was asked to sign a Right of Entry Agreement which binds the Town to restore any disturbed area. The contractor will not enter properties where the owner did not sign the Agreement.
On June 4, 2015 the Purchasing Agent received bids for IFB 16-02, Follin Lane SE Reconstruction. Jeffrey Stack, Inc., of Jersey, VA, submitted $1,677,341 bid and was determined to be the lowest responsive and responsible bidder.
The design engineer, Urban, Ltd. took over a partially completed survey and design. A series of corrections and adjustments to the previously prepared plan were required. These include requested bike lane studies and value engineering design changes to revise the road grades and simplify the storm drain alignment. Therefore, we also request approval of an additional $20,000 with Urban for performed revisions as well as possible design services during construction. These funds will not be spent unless required.
The Follin Lane project is funded through a VDOT Revenue Sharing grant and the Town’s NVTA allocation.
Departmental Recommendation: Recommend a $1,761,200 construction contract award (bid + 5%) to Jeffrey Stack, a $20,000 increase for Urban, Ltd. design services, and acceptance of donated easements.
Finance Recommendation: Funding will come from the Town’s 30% NVTA monies and from VDOT UPC#102795. Recommend approval.
Purchasing Recommendation: Recommend Approval
Town Attorney Recommendation: The Town has competitively bid this project and the Town may award the proposed contract for Follin Lane SE Reconstruction to the lowest responsive bidder in the discretion of the Town Council.
Town Manager's Recommendation: I recommend the Town Council award IFB 16-02, Follin Lane SE Reconstruction to Jeffrey Stack as presented.
Cost and Financing: $1,761,200.00 from account 388428-48803 and $20,000 from account 388428-48801
Account Number: $1,761,200.00 from account 388428-48803 and $20,000 from account 388428-48801
Decision Needed by This date: N/A
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to award IFB 16-02, Follin Lane SE Reconstruction to Jeffrey Stack, Inc. in the amount of $1,761,200.00 account 388428-48803.
and
I further move to approve an additional $20,000.00 engineering services expenditure with Urban, Ltd. Account 388428-48801 under RFP 13-05.
and
I further move to accept permanent easements required by the project, authorize the Mayor to execute the documents, and authorize the Town Attorney to record the documents in the Land Records.”
Or
Other action deemed necessary by Council.