Memorandum
City of Lawrence
Public Works
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TO: |
David L. Corliss, City Manager Diane Stoddard, Asst. City Manager |
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FROM: |
Shoeb Uddin, City Engineer |
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CC: |
Chuck Soules, James Risner, David Woosley, James Wisdom, John Williams |
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Date: |
October 12, 2011 |
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RE: |
Intelligent Transportation Systems Change Order – 6th Street ITS project City/State Agreement – 23rd Street ITS project |
Introduction
The 6th Street ITS project is now complete and operational. This was a 50/50 cost sharing between the city and KDOT with a total project budget of $500,000.00. Due to favorable construction prices in the sluggish economy, the project came under budget with left-over funds that may be utilized to further extend the ITS network along North 2nd Street.
In April of 2011, the City received an additional $150,000 (in Fiscal Year 2013) of ITS Set-Aside funds from KDOT for the 23rd Street ITS project. City’s matching share for this project is $30,000.00 plus the cost of Engineering Design. The city is also responsible for 100% of the cost (estimated at $60,000.00) for installing fiber optic cables. Engineering Design will be performed in-house by city engineering staff.
Change Order No. 1 – 6th Street ITS Project
Under the 6th Street ITS project, we have installed fiber optic cables, video monitoring systems and other related ITS devices along West 6th (from City Hall to Iowa) and along Iowa (from 6th to 23rd) including building modifications and installation of various ITS related hardware and software at the Traffic Building at 5th and Mississippi. The total project cost to date for the 6th Street ITS project is $414,000.00. Following is a break-down of the cost sharing between city and KDOT.
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Total project Budget $500,000.00 |
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Total Project Cost to date $414,000.00 |
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Non-Participating Cost** $29,000.00 [100% city responsibility] |
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Total KDOT eligible project Cost $385,000.00 [$414,000 - $29,000] |
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Reimbursement made by KDOT $192,500.00 [50% of $385,000.00] |
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Left-over KDOT grant $57,500.00 [$250,000 - $192,500] |
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Total city Cost to date $221,500.00 [$192,500 + $29,000] |
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Left Over city Funds $28,500.00 [$250,000 - $221,500] |
The additional cost to extend Fiber Optic/ITS along North 2nd Street is estimated at $90,000.00. As the change in scope and the cost associated with this work is substantial, this will require approval of the City Commission to execute a change order with the contractor. Following is a break-down of the cost sharing between City and KDOT.
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Additional Cost (Change Order Amount) $90,000.00 |
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Non-participating Cost** $40,000.00 |
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Total KDOT Eligible Cost $50,000.00 |
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KDOT contribution (50% of eligible cost) $25,000.00 [Left-over KDOT funds: $57,500.00] |
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City’s Share $65,000.00 [Left-over City Funds: $28,500.00] |
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Additional City Funds Needed $36,500.00 |
**Non-participating figures are cost of installing the fiber optic cables. Per the City/State Agreement for the 6th Street ITS project, the city is 100% responsible for all costs associated with the installation of fiber optic cables.
The scope of this project includes extending fiber optic communication lines and other miscellaneous ITS devices (e.g. CCTV cameras, Ethernet switches at intersections, Fiber Pull boxes etc) along 23rd Street from Iowa to Harper Street. This project will bring all eight traffic signals within the project length into the city’s ITS network coverage, which in turn would improve traffic signal operation along this busy arterial in Lawrence.
In May, 2011 the City Commission accepted the $150,000.00 ITS Set Aside Funding from KDOT. Attached is the City/State Agreement outlining the terms, conditions, rights and responsibilities of both parties. The agreement has been reviewed and cleared by City’s Legal Department. Following is the break-down of the project funding.
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ITS Set Aside Funding $150,000.00 |
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City Match $30,000.00 |
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Fiber Optic Cable installation $60,000.00 [100% city responsibility] |
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Total City funds needed $90,000.00 |
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Total project budget $240,000.00 |
The city is also responsible for engineering design, construction plans and specifications. Engineering staff is currently working on the project design, plans and specifications. Following the completion of the project plans and specifications, this project will be let for construction bids as an independent project.
The KDOT Set Aside Funding for this project will not be available until July 1st of 2012 (beginning of Fiscal Year 2013). As outlined in the agreement, in order to award a construction contract prior to Fiscal Year 2013, the city will have to submit a written request to the Secretary of Transportation after the city/state agreement is signed by both City and KDOT.
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Project Cost/Funding Summary |
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Total $330,000.00 |
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KDOT ITS Funds ($25,000.00 for 6th and $150,000 for 23rd) $175,000.00 |
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City Funds Needed ($65,000.00 for 6th and $90,000.00 for 23rd) $155,000.00 |
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As mentioned earlier, there is $28,500.00 of city funds left in the current project budget of the 6th Street ITS project. Therefore, we will need an additional $126,500.00 [$155,000 - $28,500] funding allocation to complete the two ITS projects [$36,500.00 for 6th Street ITS project and $90,000.00 for the 23rd Street project]. |
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The city will have to pay for the entire cost of $330,000.00 upfront and KDOT will reimburse once the project is complete. The reimbursement for 23rd Street project ($150,000.00) will not be made until after July 1, 2012. |
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For the additional work along North 2nd Street, the City will be reimbursed (estimated amount: $25,000.00) by KDOT promptly following the completion of this work. |
North 2nd Street (Change Order Item): The City has already purchased the fiber optic cables for this work. Anticipated start date is November 1, 2011 with expected completion before the end of 2011.
23rd Street ITS Project: Construction is scheduled to begin in March of 2012 with anticipated completion by mid April/May of 2012.
Action Requests
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6th Street ITS Project |
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1a. If appropriate, approve Change Order No. 1 in the amount of $90,000.00 to extend ITS network along North 2nd Street. |
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1b. If appropriate, pass Resolution 6950 authorizing General Obligation Bonds in the amount of $36,500.00. |
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23rd Street ITS Project |
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2a. If appropriate, authorize Mayor to sign the City-State Agreement for the 23rd Street ITS project. |
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2b. If appropriate, pass Resolution 6949 authorizing general obligation bonds in the amount of $90,000.00 for the construction of 23rd Street ITS project. |
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2c. If appropriate, authorize staff to submit requests to the Secretary of Transportation seeking approval to award the 23rd Street ITS project in Fiscal Year 2012. |
Exhibits
Resolution 6950 – N. 2nd Street