Subject:
Title
Request to Award Purchase Order for Design Services for the Ayr Hill Avenue Sidewalk Improvements Project
Body
DATE(S) OF PRIOR COUNCIL CONSIDERATION OF THIS ISSUE:
May 11, 2015 - Town Council approved an Ayr Hill Avenue, NE, sidewalk design contract.
Sept. 19, 2019 - Town Council approved VDOT revenue sharing and transportation alternatives resolutions for Ayr Hill sidewalk between Lawyers and Dominion.
Sept. 8, 2025 - Town Council approved the VDOT transportation alternatives (TA) grant applications and resolutions for Ayr Hill sidewalk
Oct. 27, 2025 - Town Council adopted the 2026 Capital Improvement Plan that included this project in FY26.
EXPLANATION AND SUMMARY:
Request:
The Department of Public Works (DPW) requests Town Council approval to award a purchase order to Rinker Design Associates, LLC (RDA), for the engineering design of sidewalk and drainage improvements in the amount of $994,765, plus a 25% contingency reserve, for a total authorization of $1,243,457 using the Town of Vienna on-call engineering services contract for local, state, and federal projects, RFP 23-17.
Background:
Sidewalk and drainage improvements along Ayr Hill Avenue from Lawyers Road, NW, to Dominion Road, NE, have been in the works for more than 13 years. The project has been a part of the Town’s CIP for numerous iterations, and the Town has applied for funding numerous times. VDOT approved the most recent transportation alternatives (TA) application that was summited this past fall (2025). TA funds have an 80/20 project costs split, 80% federal funds and 20% local funds. For the local fund portion and any additional project costs, the Town will utilize NVTA 30 funding. No Town bond funding is required for this project.
Within the most recent TA application, VDOT and the Town estimated the cost of the design and right-of-way phases to be a total of $1,527,400.
The Town has estimated the total construction cost of the project to be around $3.5 million.
This project has been met with significant design challenges over the past 13 years that caused the process to stop. The challenges included cost, drainage complexity, grading complexity (especially at the Ayr Hill and Center Street intersection), and adjacent impacts. Now that the Town has secured viable and sufficient funding for the project, the challenges list above can be fully addressed.
The design scope includes effort for community engagement with adjacent residents and the Ayr Hill Church at the intersection of Ayr Hill and Center Street.
Next Steps: If approved, DPW will begin the design phase of the project which will include community engagement meetings with residents.
Expected Completion Time Frame: Design will be completed by 2030, and construction will begin in 2030 or 2031.
Strategic Plan Initiative: Efficiently Mobile Community
Departmental Recommendation: Recommend Approval.
Finance Recommendation: Recommend Approval.
Purchasing Recommendation: Recommend Approval.
Town Attorney Recommendation: The Town has a contract with RDA, LLC, for engineering services, and the Town Council may approve the proposed expenditure of funds in its discretion.
Town Manager's Recommendation: I recommend the Town Council approve the award of a purchase order to RDA, LLC, for the design of the Ayr Hill sidewalk improvements project, as presented.
Cost and Financing: $1,243,457
Project Account: 426AYRHLSW
GL Account: 300-VDT-1041-39445-48801
Prior Funding Approval: $104,000 (May 11, 2015)
Decision Needed by This Date: Oct. 5, 2026
PROPOSED/SUGGESTED MOTION
Recommended Action
“I move to approve the award of a purchase order to RDA, LLC, in the amount of $994,765 for the design of the Ayr Hill sidewalk improvements project, plus a 25% contingency reserve, for a total authorization of $1,243,457 as described in this report.”
Or
Other action deemed necessary by Council.