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Home My WebLink About2000 04 10 Regular F Cross Seminole Trail Bridge COMMISSION AGENDA ITEM F ,Consent Informational :Pu bUe Hearing :Regular X April 10.2000 Meeting (L-~ J\1gr. / e Authorization - - REQUEST: The Community Development Department informing the Commission of the timing of the Cross Seminole Trail bridge over S.R. 434. PURPOSE: The purpose of this agenda item is to bring the Commission up to date on the status of the ISTEA - Intermodal Surface Transportation Efficiency Act grant approved to design and build a pedestrian overpass over S.R. 434 and to request that the Commission authorize the City Manager to sign contracts totaling $34,625 for appraisals and surveys of the realigned trail segments. CONSIDERATIONS: . On March 25, 1998, Congressman John L. Mica notified Winter Springs that $1,678,000 has been authorized to design and construct a pedestrian overpass over State Road 434. . The design and construction of the pedestrian bridge is funded by FDOT through the Local Agency Program (LAP). In order to receive money from FDOT, the County must have an executed LAP agreement. In order for FDOT to execute the LAP agreement, all of the rights of way needed to construct the project must be finalized. . There are two significant dates. The first is the date the LAP contract is executed by the County and FDOT. Since the money is funded in FDOT's Fiscal Year 1999/2000, which CDD/Apri13, 2000/1:52 PM APRIL 10, 2000 REGULAR AGENDA ITEM F Page 2 ends June 30, 2000, it is important that the agreement is executed by this date. This means that the money has been available since July 1, 1999, but we have not used it. While the money can be rolled over into the next fiscal year, FDOT would be penalized on their performance review as missing a contract date. This make:s it difficult for local agencies to appeal to FDOT for future money and control over local pmjects. . The County can get an executed LAP agreement by June 30, 2000 from FDOT by certifying the existing trail right of way. Once we have the preferred trail/bridge rights of way, the County can request that FDOT re-certify the new rights of way. However, we cannot advertise the designlbuild contract until we have the prefelTed rights of way owned and certified by the state. . The second date of concern is the LAP contract expiration date, which is March 31, 2002. We must have the bridge completely designed and constructed by that date. While we can request an extension from FDOT, it is not guaranteed that they will grant it. Again, a delay may bring into question the County's ability to manage LAP projects. In order to complete the bridge by March 31, 2002, we need the preferred right of way in hand by early August 2000. This allows only four months for the City to receive: the necessary approvals to move the trail bridge location and get the deeds for the rights of way. . It is imperative that Winter Springs finalize the trail realignment agreements with the property owner and the State as to the trail bridge location as soon as possible so that the County can advertise, design and construct the bridge. . The Governor and Cabinet do not meet in August, so July 25, 2000 is the critical meeting. There is a 10 week review period in Tallahassee after the survey and appraisals are complete. Therefore, all surveys and appraisals must be complete no later than May 12, 2000. FUNDING: Appraisals and surveys for the project will cost $34,625. The source of funds will be appropriations from the general fund balance. STAFF RECOMMENDATION: It is recommended that the City Commission authorize the City Manager to advance funds for immediate appraisals and surveys for the Town Center trail realignment. CDD/April 3, 2000/1:52 PM APRIL 10,2000 REGULAR AGENDA ITEM F Page 3 ATTACHMENTS: A. Letter from Heather Bradshaw-Ellis, P.E., Seminole: County Engineer B. Bid results - Trail Relocation COMMISSION ACTION: CDD/ApriI3, 200011:52 PM ATTACHMENT A ENGINEERING DIVISION ~ SEMINOLE CoUNTY f'LOIIIDA'S NATUrw. CHOICE PUBLIC WORKS DEPARTMENT March 30, 2000 RECEBVED Mr. Charles Carrington City of Winter Springs Community Development Director 1126 East SR 434 Winter Springs, FL 32708-2799 ,.\ f)f) 0 ... 2"0" t--\ ,\ j _U U CITY OF WINTER SPRINGS Community Development Subject: . . C!'o55 Seminole Trail Bridge over SR 434 Dear Mr. Carrington: I am writing to clarify any misunderstanding concerning the timing of the Cross Seminole Trail Bridge over SR 434. The design and construction of the bridge is funded by FDOT through the Local Agency Program (LAP). In order to receive money from FDOT, we must have an executed LAP agreement. In order for FDOT to execute the LAP agreement, we must have all of the right of way needed to construct the project in hand. There are two significant dates. The first is the date the LAP contract is executed by the County and FDOT. Since the money is funded in FDOT's Fiscal Year ][999/2000, which ends June 30, 2000, it is important that we execute the agreement by this date. This means that the money has been available since July 1, 1999, but we have not used it. While the money can be rolled over into the next fiscal year, FDOT is penalized on their performance review as missing a contract date. This makes it difficult for local agencies to appeal to FDOT for more money and control over local projects. However, we can get an executed LAP agreement by June 30, 2000 from FDOT by certifying the existing trail right of way. Once we have the preferred traillbridge right of way, we can request FDOT re-certify the new right of way. However, we cannot advertise the design/build contract until we have the preferred right of way in hand and certified. The second date of concern is the LAP contract expiration date, which is March 31, 2002. We must have the bridge completely constructed by that date. While we can request an extension from FDOT, it is not guaranteed that they will grant it. Again, a delay may bring into question our ability to manage LAP projects. As you can see from the: attached schedule, in order to complete the bridge by March 31, 2002, we need the preferred right of way in hand by early August 2000. This allows a mere four months for the City to receive the necessary approvals to move the trail bridge location and get the deeds for the right of way. Therefore, it is imperative that Winter Springs get the necessary agreements from the property owner and from the State as to the trail bridge location as soon as possible so that we can advertise, design and construct the bridge. 520 West lake Mary Boulevard Suite 200 Sanford fl 32773-7424 Telephone (407) 665-5674 fax (407) 665-5789 Letter to Mr. Carrington March 30, 2000 Page 2 Please call me at (407) 665-5657 if you have any questions. Sincerely, dJ.~~-~ Heather Bradshaw-Ells, P.E. Principal Engineer Enclosure cc: Ginger: Hoke, County Planning David Martin, Principal Engineer (Trails) Jerry McCollum, County Engineer John Moore, Major Projects/Principa1 Engineer Marianne Takacs, FDOT Planning Vince Vacchiano, FDOT LAP Cross Seminole Trail Bridge over SR 434 (Winter Springs) 3/30100 LAP Agreement signed BCC 4/25/00 RIW certified by FDOT (Existing Trail RIW) 4/25/00 LAP Agreement signed FDOT 5/19/00 Preferred R/W acquired by Winter Springs 8/7/00 RIW Re-Certified by FDOT 8/21/00 Advertise Design/Build Contract 9/3/00 Open proposals & shortlist; 3 firms will be chosen to prepare 15% plans as proposals 9/27/00 Review 15% plans proposals, select firm 12/8/00 Recommend firm to BCC for approval And begin contract negotiations 1/9/01 Negotiated contract with BCC for Notice to proceed 2/13/01 Selected firm begins final design, construction 2/28/01 Project complete 3/31/02 NOTE: Project is subject to all StateIFederal criteria for design and right-of-way and construction. FDOT and FHW A must approve design in stages. This assumes FHW A is responsive to review times and no unforeseen issues occur. Assumes no major utility relocations. All work must be completed by LAP Agreement expiration date of March 31,2002. ATTACHMENT B Surveying Services Tinklepaugh BID RESULTS Appraisal Services Clayton, Roper & Marshall Total $27,000 $ 7,625 $34.625