CONSENT AGENDA REQUEST

Sponsor:

Board of Supervisors Meeting Date: 

Raymond E. Graham, Cedar Run District Supervisor

February 12, 2009

Staff Lead:

Department: 

Larry Miller, Director

Parks and Recreation

Topic: 

A Resolution Accepting the Bid from Total Development Solutions to Construct the Trail on the Lord Fairfax Community College Campus as Part of the Approved Fauquier County Connections Plan

Topic Description:

The Parks and Recreation Department received a grant for funding in the amount of $102,000 for the first phase of a trail connector from Warrenton Branch Greenway to Lord Fairfax Community College.   

In May 2006, the Commonwealth Transportation Board allocated an additional $104,000 bringing the total award to $206,000.  A Project Administrative Agreement Amendment has been issued by the Department of Transportation to reflect the total award. 

On October 2, 2008, the Commonwealth Transportation Board confirmed Federal authorization to advertise the project.  The project was scaled back in order to meeting the engineer’s estimate.  The county received twelve (12) responses to the advertised bid.  Total Development Solutions submitted the low bid in the amount of $119,862.63.  The amount is approximately 30% under the $170,000 remaining in the grant funds.  The Parks and Recreation Board has reviewed and approved this award.  Since the bid is significantly lower than the amount granted it is hoped that change orders can be negotiated to complete the portions of the project that were deleted from the bid, within the funds available.   

As per County policy, all construction bids in excess of $100,000 must be formally accepted by the Board of Supervisors.  Virginia Department of Transportation will also require review and approval of the bid prior to contract signature.

Adoption of the resolution to authorize the Director of Parks and Recreation to accept the Total Development Solutions bid and negotiate change orders that can be made within the remaining Transportation Enhancement Program grant amount to restore some of the project that was eliminated to ensure funds would be sufficient to construct the trail. 

 

Requested Action of the Board of Supervisors: 

Consider adoption of the attached resolution.

Financial Impacts Analysis:

Matching funding is already allocated.  The approval of this resolution will require no additional financial outlay.

Identify any other Departments, Organizations or Individuals that would be affected by this request:

County Attorney
Parks and Recreation Department
Finance Department
Procurement Office
Lord Fairfax Community College

Attachment:

Fauquier County Government Procurement Bid Tabulation Sheet

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