TITLE
Consider a memorandum/resolution authorizing the City Manager to execute an advance funding agreement with the Texas Department of Transportation (TxDOT) to construct Heritage Oaks Hike and Bike Trail Segment 3A.
SUMMARY
AGENDA ITEM
AUTHORIZE THE CITY MANAGER TO EXECUTE AN ADVANCED FUNDING AGREEMENT WITH THE TEXAS DEPARTMENT OF TRANSPORTATION (TxDOT) TO CONSTRUCT HERITAGE OAKS HIKE AND BIKE TRAIL SEGMENT 3A.
ORIGINATING DEPARTMENT
Public Works- Transportation Division
BACKGROUND INFORMATION
On January 25, 2016, the Killeen - Temple Metropolitan Planning Organization (KTMPO), in cooperation with the Federal Highway Administration, issued a call for project nominations for the Transportation Alternatives Program (TAP) funding. Under the program, the KTMPO has received authority to allocate funds for qualifying non-motorized transportation alternative needs within the boundaries of designated metropolitan planning areas. The Texas Department of Transportation (TxDOT) refers to these funds as “Category 9."
Category 9 funds may be used for the construction of a variety of projects to include pedestrian/bicycle facilities, overlooks, trail heads, and viewing areas. Eligible projects are evaluated and ranked by the KTMPO Technical Advisory Committee. If awarded, the qualifying entity must provide a minimum of 20% matching funds with 80% of allowable project costs being reimbursable. Cost-reimbursement programs require sponsors to pay for project costs upfront with the funding agency providing reimbursement for expenses throughout various stages of the project. Funds are available for obligation for a period of three (3) years after the last day of the fiscal year for which the funds are authorized.
In recent project calls, the City of Killeen has successfully secured funding for several different hike and bike trail projects as well as one major roadway reconstruction project through other programs utilizing federal funds with similar requirements and obligations. Under the Transportation Alternatives Program (TAP), the City of Killeen has been awarded funding for the following: Andy K. Wells Hike and Bike Trail; Killeen Fort Hood Regional Trail, Segment 3; Heritage Oaks Hike and Bike Trail, Segment 4; and Brookhaven/Rancier Hike and Bike Trail. On September 24, 2015, the City of Killeen was awarded $2,448,281 for the Heritage Oaks Hike and Bike Trail, Segment 4.
On May 18, 2016, the Killeen-Temple Metropolitan Planning Organization (KTMPO) awarded the City of Killeen $640,000.00 to construct the Heritage Oaks Hike and Bike Trail Segment 3A.
DISCUSSION/CONCLUSION
The scope of work for the project consists of constructing the 3,750 feet of hike and bike trial with lighting from Flagstone Dr. to Pyrite Dr. The proposed project entails constructing a 12-foot wide concrete trail with associated lighting and trail amenities. This project would provide improved access to transportation alternatives for the community.
By entering into an advanced funding agreement (AFA) with TxDOT (attached), the City agrees to commit to the projects, design, development, implementation, construction, maintenance, management, and funding. The city further agrees to provide a local match of 20% or greater, of the total project cost, including being responsible for all non- federally funded items, TxDOT’s 15% of construction administrative costs, and 100% of all overruns. As with all AFA's, TxDOT requires advanced payment of the state’s projected direct and indirect costs associated with review, inspection, administration, and oversight of the project.
FISCAL IMPACT
The total fiscal impact associate with this agreement is $24,000, of which $7,200 is due upon the execution of the AFA with the remaining amount being due within 60 days prior to the construction contract being advertised for bids. Funding is available in account 351-3446-434.66-01 that has an available balance of $240,000.
RECOMMENDATION
City staff recommends that the City Council authorize the City Manager to enter into an advance funding agreement with the Texas Department of Transportation for the Transportation Alternatives Program and issue an initial payment in the amount of $7,200 and subsequent payment in the amount of $16,800 prior to bid advertising to the Texas Department of Transportation to accept the award funding and move forward with the project.