City Council
	Agenda Request
Agenda Of:	09-07-10	Agenda Request No:		iv-c
Initiated By:	David C. Worley, P.E., Assistant Public Works Director	Responsible Department:		Public Works
Presented By:	David C. Worley, P.E. Assistant Public Works Director	Department Head:		Karen Daly Assistant City manager
		Additional Department. Head (s):		Christopher Steubing, P.E., City Engineer Sharlett Chowning, Director of Information Technology
Subject / Proceeding:	Arterial Regional Traffic Communications Project for State Highway 6 Authorize Construction Contract and Approve Budget Amendment
Exhibits:	Bid Tabulation Project Budget from Advance Funding Agreement Construction Budget Summary
Clearances			Approval
Legal:	N/A		Executive Director:	N/A
Purchasing:	Todd Reed, Purchasing Manager		Asst. City Manager:	Karen Daly
Budget:	Jennifer Brown Budget & Research Director		City Manager:	Allen Bogard
Budget
Expenditure Required: $			1,064,815.50
Current Budget: $			202,392 TR0601
Additional Funding: $			828,940.00 in Revenues 862,424.00 in Expenditures
Recommended Action
Approve the execution of a construction contract between the City of Sugar Land and G.U.Y. Construction, L.L.C. for the Arterial Regional Traffic Communications construction project in a maximum amount of $1,064,815.50; approve a budget amendment in the amount of $828,940 in revenues and $862,424 in expenditures.
Executive Summary
In 2006, the Public Works Department, in partnership with the City of Missouri City, was successful in obtaining federal funding through the Congestion Mitigation/Air Quality Program (CMAQ) to improve signal coordination by installing communications for 21 intersections along State Highway 6. The project was approved due to the need to improve air quality and reduce traffic congestion between the City of Sugar Land and the City of Missouri City. In June 2010, the City Council of Missouri City authorized its City Manager to negotiate an Interlocal Agreement with the City of Sugar Land that addresses Missouri City’s funding of the Missouri City share of the construction costs. For its share of the construction costs, the City of Missouri City will pay the City of Sugar Land as follows: Missouri City shall pay the City of Sugar Land $108,763.24 within 30 days of Sugar Land’s entering into the contract for construction of this project. The amount to be paid consists of: $68,408.56 - Missouri City’s 20% of the budgeted amount $40,354.68 (based on bid) - 100% of the costs over the budgeted amount Missouri City will also pay 100% of any costs over the budgeted amount above the $40, 354.68, if based on change orders approved for the Missouri City section of the Project. Funding of $202,392 for Sugar Land’s and Missouri City’s 20% share of this project is reflected in CIP No. TR0601 (SH6 Regional Signal Interconnection). The total local government cost participation is 20% ($202,392) of the project construction cost based on the Advanced Funding Agreement (AFA) approved in August 2009. The remaining 80% ($809,569) of the estimated cost under this agreement is to be incurred by the State of Texas. Any construction costs over the AFA amount will be covered at 100% by local participants. The City approved a budget amendment in August 2009 for $89,392 which reflected the anticipated 20% funding from Missouri City for this project. An additional $19,371 need to be appropriated for their share based on the contract amount, offset with revenues from their reimbursement. TxDOT funding totaling $809,569 needs to be appropriated as it was not included in the original project budget; based on the option to let the contract locally, the City will front the costs and be reimbursed from TxDOT for their share. In addition, the City of Sugar Land’s local share needs to be increased by $33,483, for a total budget amendment of $862,424 in expenditures and $828,940 in revenues. Funds for the City’s increase will come from the CIP fund balance. The Public Works Department, in collaboration with the Information Technology Department, will construct a fiber optics system between US 90A and Settlers Way Boulevard with spurs to the Police/Courts Building and City Hall. This project will also provide the City with a redundant underground fiber optic path between the City’s communications hubs located at the Police/Courts Building and City Hall. This redundancy will allow for voice and data traffic between these critical buildings should the overhead fiber cable from Comcast become inoperable. Missouri City will construct a Wi-Fi communications system between the South Highway 6 traffic signal system and their new Traffic Management Center. An Invitation to Bid (CIP 2010-010 Arterial Traffic Management System (ATMS) Along State Highway 6) was released on Wednesday, June 9, 2010, with four bidders responding. The bids were opened on Wednesday, June 30, 2010. The apparent low bidder was G.U.Y. Construction, L.L.C. with a total bid of $1,181,647.50 and a 150-calendar day completion time. The bid was reduced by changing the requested configuration. The Public Works and Information Technology Departments recommend the execution of a construction services contract with G.U.Y. Construction, L.L.C. for the Regional Traffic Communications Project in a maximum amount of $1,064,815.50. A budget amendment is requested in the amount of $828,940 in revenues to reflect the funding from Missouri City and TxDOT, $862,424 in expenditures to appropriate funds for the entire project cost.
Exhibits