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3.08 3.8 GRANTS\Federal& State Aid Funding—Bridge NY Thunderbird Drive Halfway Creek—12-18-2023 RESOLUTION AUTHORIZING IMPLEMENTATION & FUNDING OF THE COSTS OF 100% OF COSTS OF TRANSPORTATION PROJECT WHICH MAY BE ELIGIBLE FOR FEDERAL AID AND/OR STATE AID OR REIMBURSEMENT FROM BRIDGE NY FUNDS - RELATED TO THUNDERBIRD DRIVE CULVERT REPLACEMENT PROJECT RESOLUTION NO.: , 2023 INTRODUCED BY: WHO MOVED ITS ADOPTION SECONDED BY: WHEREAS, a Project for the Bridge NY Culvert, Thunderbird Drive Over Halfway Creek, Town of Queensbury, Warren County, P.I.N. 1762.74 (the "Project") is eligible for funding under Title 23 U.S. Code, as amended, that calls for the apportionment of the costs of such program to be borne at the ratio of 0% Federal funds and 100% non-federal funds, and WHEREAS, by Resolution No.: 90,2021, the Queensbury Town Board authorized and approved the Thunderbird Drive Culvert Replacement Capital Project Fund No. 237 and the Town of Queensbury will design, let and construct the Project, and WHEREAS, the Town of Queensbury wishes to advance the Project by making a commitment of 100% of the costs of the work for the Project or portions thereof, NOW, THEREFORE, BE IT RESOLVED, that the Queensbury Town Board hereby reaffirms its support of the Project for the Bridge NY Culvert, Thunderbird Drive Over Halfway Creek, Town of Queensbury, Warren County, P.I.N. 1762.74 Capital Project(the "Project"), and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town of Queensbury to pay 100% of the cost of Design and Construction phase of work for the Project or portions thereof, with the understanding that qualified costs may be eligible for federal aid, state- aid or reimbursement from Bridge NY funds, and BE IT FURTHER, RESOLVED, that the Town Board further appropriates and makes available the sum of $293,000 (Two hundred ninety-three thousand dollars and zero cents) to cover the cost of participation in the above phases of the Project, and BE IT FURTHER, RESOLVED, the Town Board further agrees that the Town shall be responsible for all costs of the Project which exceed the amount of federal aid, state aid, or NY Bridge funding awarded to the Town of Queensbury, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Budget Officer to make any necessary adjustments,budget amendments,transfers or prepare any documentation necessary, and BE IT FURTHER, RESOLVED, that in the event that the Project costs not covered by federal aid, state aid or NY Bridge funding exceed the amount appropriated above, the Queensbury Town Board shall convene as soon as possible to appropriate said excess amount immediately upon the notification by the New York State Department of Transportation, and BE IT FURTHER, RESOLVED, the Town Board herby agrees that construction of the Project shall begin no later than twenty-four (24) months after award and the construction phase of the Project shall be completed within thirty (30) months, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to execute all necessary Agreements, certifications or reimbursement requests for federal aid and/or state aid on behalf of the Town of Queensbury with the New York State Department of Transportation in connection with the advancement or approval of the Project and providing for the administration of the Project and the Town of Queensbury's funding of Project costs and permanent funding of the local share of federal aid and state aid eligible Project costs and all Project costs within appropriations therefore that are not so eligible, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to file a certified copy of this Resolution with the New York State Commissioner of Transportation by attaching it to any necessary Agreement in connection with the Project and the Town Supervisor, Town Highway Superintendent, Town Budget Officer and/or Senior Planner to take all actions necessary to effectuate all terms of this Resolution, and BE IT FURTHER, RESOLVED,that this Resolution shall take effect immediately. Duly adopted this 18th day of December, 2023, by the following vote: AYES NOES ABSENT : LaBeLLa Powered by partnership. November 27, 2023 Mr. David. Duelt Town Highway Superintendent Town of Queensbury 742 Bay Road Queensbury, NY 12804 via email: daved(&clueensbury net RE: Technical Services Change Girder (TSCO) #a. Thunderbird Drive Culvert Replacement Town of Queensbury, Warren County, New York LaSella Project No. CZ92100.15 Dear Mr. DueLL. Labella Associates is pleased to provide this TSCO associated with providing bid-phase and construction-phase services for the Thunderbird Drive Culvert Replacement project. Please find our current project understanding. changes to previously approved tasks. proposed new tasks. and associated fees and anticipated schedule below. Project Understanding LaBelta has completed design plans and secured environmentaL permits for the replacement of the culvert The project has received funding from the Bridge NY program in the amount of $293,000. L�BeLLa's original scope of work had assumed that the work would be performed under an existing County contract, such that only Limited bidding and construction administration effort would be required. Because the Bridge NY funding requires a full public bid and construction inspection process. this TSCO includes the additional bidding and construction phase services that will be required. Further, the NYSDEC permit for the project prohibits construction during the period from October 1I through April 30'h, Therefore, in anticipation of a May-June construction period. the time has come to prepare the final bid documents for the project. L_aBella Associates P.C. 120 Elm Street, Suite wo I Glens Falls. NY i28o2 w%wv.LabeLlapc.com L� Changes to Previously Approved Tasks The previously approved "Task o8 -- Construction Phase Services" Witt be eliminated. The $4 000 time and materials budget for that Task will not be charged. ALL other previously approved tasks will not be affected by this TSCO. Proposed New Tasks Task og - Develop Bridge NY Compliant Contract Documents Scope LaBeLLa will prepare technical specifications in NYSDOT format, suitable for contractor bidding. DeliverabLes Contract documents suitable for bidding, including plans and technicaL specifications. Assumptions and Limitations Based on the conversation held with NYSDOT on August 30. 2023: • the plans previousLy deveLoped will not be converted to NYSDOT format. • the front-end specifications will be provided by the NYSDOT. Task so - Bid Phase Services Scope LaBetta witt provide a bid advertisement for pubLieation by the Town and will coordinate the BidNet Direct process with the Town. If necessary, L aBeLLa assumes that the Town will coordinate and pay for the cost of the legal notice in the local newspaper to advertise and place the project out to bid. 2 During the bid period, L aBella will respond to aLL queries from prospective bidders and prepare any necessary addenda to the Contract Documents in a timely manner. LaBetLa wilL participate in a 'pre-bid' meeting if requested in advance of the bid opening. Upon completion of the bid period. "BeLLa wLLL review, tabulate and evaLuate the bids received. The Town will be informed of any informatity in the bids and if the bids are unbalanced or non-responsive. A background check will be completed to verify the qualifications of the lowest bidder, LaBella will provide the Town with a written recommendation for the award of a construction contract, along with the basis for this recommendation. Upon selection of the most responsive and responsible bidder, LaBella wilt prepare the necessary Agreements, Notice of Award, and Notice to Proceed for executions by the Town and Contractor. LaBetLa wilt assist the Town in verifying the adequacy of the Contractor submitted agreements, bonds, and insurances. Upon execution, LaBetta will provide originaL copies of the executed construction contract to both the Town and the selected contractor. Deliverables Pre-bid meeting minutes. Bid tabulation. Recommendation for award. Assumptions and Limitations None Task ii - Construction Phase services Scope LabeLLa will provide the following construction administration services: Review the contractors shop drawings and submittals for the material and equipment to be incorporated into the project for conformance with proposed design. Review the contractor's payment applications. Review work change requests made by the contractor and provide the Town with recommendations on the validity of the proposed changes. 3 • issue a set of finaL record drawings based on contractor provided As-Buitts, which reflect any construction phase modifications to the design drawings in an electronic format agreeabLe to the Town. We will also issue any other pertinent documents cottected during construction to the Town. Once a contractor is selected, we will provide onsite construction representation throughout Construction. LaBeLla will observe and document the technical elements of the construction process and prepare weekly updates to the Town. The updates wi[l include photographic documentation of major construction milestones. 'please note that the NYSDOT typicatLy requires that as-bunts be provided. The as-buiLt plans will be developed by the construction contractor chosen for the project and reviewed by our of-rice. Deliverables Daily observation Logs. Construction summary report. Assumptions and Limitations • We expect that Town forces wiLL be used to perform the majority of the day-to-day construction inspections services. The fee incLuded in this proposal assumes that a LaBeLta engineer wiLL make three 2-hour site visits per week over the course of four weeks of construction. • The fee provided below is based on our experience with similar projects. However, we note that the Level of effort associated with construction phase services is highly variable based on the contractor schedulet weather, and other factors out of our control_ if the proposed fee needs to be exceeded, we will seek written approvaL from the Town in the form a TSCO before proceeding with the additional work. This scope does not include the preparation of an as-built survey. Task 12 - Bridge NY Grant Administration Support Scope LaBeLLa will assist the Town in administering the Bridge NY grant. This wiLL include preparing the appropriate forms and records to document project progress and request reimbursements. Q QM We anticipate that this will include requesting a pre-advertisement goal modification request to reduce the M/WBE and SDV©B participation requirements. Deliverabtes cornpteted monthly and quarterly (as required) reporting forms. Assumptions and Limitations None Fees and Anticipated Schedute LaSetta proposes to bill each task as indicated in the following table, Invoices will be issued monthly for all services performed during that month and are payable upon receipt. Table 1.: Fees and Schedule DescriptionTask Task No. Schedu[e Lump Time and Sub- Sum MateriaLs consultant Estimate 08 Construction Phase Previously approved task to be eLiminated. Services ($4,000 fee will not be charged.) 09 Devetop Bridge NY --- $4o8Oo --- Start upon Compliant authorization Specifications Duration: 4 weeks 10 Bid Phase Services --- $6.500 --- Start: Expected February 2024 Duration: 8 weeks Construction Phase $6,000 --- Start Expected Services May 2024 Duration; 4 weeks 12 Bridge NY Grant --- $50000 --- Start upon Administration Support authorization Duration: 6 months SUBTOTALS --- $22,300 --- (new tasks only) 5 123 ------------ Task Task Description Fees Anticipated No. Lump Time • Sub- SChedLiLe We consultantSum Materials Estimate TOTAL $22o300 Mew tasks only) (1) Lump Sum tasks wilt be biLLed commensurately with the percentage of the task which has been completed. (2) Time and Materials fees are estimates only. L.aBeLla wiLL bitt for actual hours worked and wiLL make its best effort to complete each of these tasks within the estimated amounts, although it is possible that it witi. be necessary to exceed these amounts to complete the scope of services for each task. LaBeUa wiLL not exceed any estimated fee amounts without written authorization from you. (3) The sub-consuttant fees shown inctude a 15+ % markup to cover LaBeLLa's administrative efforts/costs. (4) projected start and end dates are subject to change and are based on date from authorization to proceed. Because certain aspects of the project are outside of LaBeLla's control (e.g., review agency schedules. actions, and approvals), t_aBeUa cannot guarantee compLetion of the project within these proposed schedules. Please feet free to contact me at 5i8-824-1943 if you have any questions or require clarification of the proposed scope of services. We would be glad to meet with you to further discuss our approach if you desire. The services described above will be provided in accordance with the terms and conditions of our term contract agreement with the Town, If you find this proposaL acceptable, please sign and date below. This will serve as our formal authorization to proceed. Sincerely. LaBetta Associates Town of Queensburyr PauL Guittet, PE John Strough Date Senior CiviL Engineer Town Supervisor Attachments: none 6 Ql:3 CC, John Strough, Town Supervisor Chris Round file 7