AGENDA MEMO

City Council

May 3, 2010

 

ISSUE STATEMENT

Consideration of a motion to increase quantities for the 2010 Road Program with Fiala Paving in an amount not to exceed $6,481.00, with the City to be reimbursed $6,481.00 from the Villas of Carriage Greens.

BACKGROUND/HISTORY

On April 28, 2010 Mr. Barry Miller, representing the Homeowners Association for Villas of Carriage Greens, requested to participate with the City for the repaving of Hemlock Lane. Please note that Hemlock Lane is a private roadway adjacent to Thistlewood Court, a dedicated roadway, and is scheduled for resurfacing within the next several weeks. Mr. Miller requested the City to provide services for the grinding, base repair, and resurfacing of Hemlock Lane through the City’s awarded 2010 Road Maintenance Contract with Fiala Paving. The Villas of Carriage Greens Homeowners Association would be responsible for all costs and are required to submit payment prior to Monday, May 3, 2010.  Attached is a letter from Mr. Michael Hriljac, Homeowner’s Association President authorizing the City to proceed with the proposed work.

 

City staff has verified the measurements, quantities, and a cost schedule, see Attachment 1. The vendor has also been notified that an additional adjacent roadway has been scheduled for resurfacing.

 

The additional proposed resurfacing would be funded from the following FY10/11 Budget:

 

ACCOUNT NUMBER

ACCOUNT DESCRIPTION

FY 10-11 BUDGET

PROPOSED EXPENDITURE

PROPOSED BALANCE

25-30-4855

STREET RECONSTRUCTION/REHAB

 $  1,300,000

$      1,235,016.57

 

$   64,983.40

ALTERNATE 1     25-30-4855

 Mystic Trace

 $  64,983.40

$          36,438.13

$   28,545.30

ALTERNATE 2

25-30-4855

Williams Street plus Alternate 1

 $  28,545.30

$          16,067.23

 $  12,478.07

ALTERNATE 3-REIMBURSEMENT

James Peter Ct plus Alternate 2

 $  10,951.41

 $     1,298,473.34

N/A       

HEMLOCK LANE REIMBURSEMENT

Villas of Carriage Greens Reimbursement

 $    6,481.00

 $     1,304,954.34

N/A       

TOTAL REIMBURSEMENT

 

 $  17,432.41

 

 

TOTAL PROGRAM EXPENDITURE

 

 

 $     1,304,954.34

 

 

 

The proposed expenditure would increase the value of the current contract from $1,298,473.34 to $1,304,954.34 and is a reimbursement from the Villas of Carriage Greens. This partnership reflects the City’s Resident Joint Bid for Services Program goals of providing cost savings programs to our residents and helps them reinvest into the Community. The proposed work would save the residents approximately $1,500.00 by participating with the City.

STAFF RECOMMENDATION

Staff recommends approval of a motion to increase quantities for the 2010 Road Program with Fiala Paving in an amount not to exceed $6,481.00, with the City to be reimbursed $6,481.00 from the Villas of Carriage Greens. This item was not reviewed by the Committee due to timing and scheduling constraints.

ALTERNATE CONSIDERATION

As recommended by the City Council.

DECISION MODE

This item will be placed on the May 3, 2010 agenda for formal consideration by the City Council.