Title
Approval of Task Order No. 1, Revision 2 of Services Agreement No. AGR23-52a with Bohannan Huston, Inc. for Additional Design Services in the Amount of $129,457.00 for a Total Revised Task Order Amount of $379,895.00 plus Applicable Gross Receipts Tax for the NM4 Crossing and Multi-Use Trail Improvement Project
Recommended Motion
I move that Council approve Task Order No. 1, Revision 2 of Services Agreement No. AGR23-52a with Bohannan Huston, Inc. for additional design services in the amount of $129,457.00 for a total revised Task Order amount of $379,895.00 plus applicable gross receipts tax for the NM4 Crossing and Multi-Use Trail Improvement Project.
I further move Budget Revision 2025-46 be included as Attachment E be included in the minutes of this meeting.
County Manager's Recommendation
The County Manager recommends that Council approve the motion as presented.
Body
In September 2021, Council approved Resolution 21-21 authorizing the County Engineer to apply for Federal Transportation Alternatives grant funding for the design and construction of the NM4 Crossing and Multi-use Trail Improvement Project. The project includes installing a Pedestrian Hybrid Beacon (HAWK Signal) at a mid-block crossing on NM4 about 600ft east of La Vista Drive and a new trail segment across the west side of Pinon Park to Pinon Elementary School property line where it would connect into an existing trail within the school property. See Attachment A, Project Map.
In May 2022, the County was notified by the New Mexico Department of Transportation (NMDOT) of the award of Federal Funding for the design and construction of the project. Utilizing the On-call Engineering Services contract, Task Order No. 1 with Bohannan Huston Inc (BHI) was executed for design services for the project. As development of the project progressed, Revision 1 was executed to acquire additional drainage analysis required to further inform the design. As the design process advanced, a few unexpected issues have arisen that require attention along with some opportunities to enhance the project as referenced in the Task Order Revision (Attachment B) and summarized as follows:
1. Originally, it was anticipated that there would be no cultural resource findings with this project. However, following the completion of the Cultural Resource site survey, a potential archaeological site was discovered and some nearby buildings identified as old enough to potentially qualify on the National Register of Historic Places. Although the project is not expected to adversely affect these cultural resources, they must be fully documented and a Cultural Resource Report prepared. This additional work will cost $24,520.00 plus applicable Gross Receipts Tax.
2. The original design scope assumed that the existing trail along the south side of NM4 between La Vista Drive and Sherwood Boulevard could be reconstructed in its current alignment. However, the grade along this section of trail exceeds ADA standards that cannot be easily mitigated within its current alignment. Following discussions with the NMDOT ADA coordinator, it was determined that a waiver from meeting ADA standards for this section of trail cannot be issued since there is a viable alternative route. This alternative route involves placing the trail along the edge of NM4 around the outcrop that causes the steep grades. This new alignment requires additional design work that was not included in the original scope. The additional design work will cost $37,801.00 plus applicable Gross Receipts Tax.
3. A main project goal is to provide a safe walking and bicycle route for Pinon Elementary School students who live in the Mirador Subdivision on the north side of NM4. Since the project was originally scoped, the Public Schools have undertaken the construction of a new Pinon School Building and have expressed an interest in making the existing trail within the school property open for public access, via a public easement. This section of trail is in poor condition and does not meet ADA standards. The County has an opportunity to obtain the easement for this trail and incorporate its reconstruction into the NM4 Crossing Project which would establish an ADA accessible path from NM4 to Grand Canyon Drive. Public input meetings for the NM4 Crossing and Multi-Use Trail Project were held on December 5, 2024, and February 6, 2025, at regularly scheduled Transportation Board Meetings (See Attachments C & D). Although this section of the trail was not the main focus at these meetings,it received positive support for improvement and public use. Additionally, during the February 5 Transportation Board meeting, the Board recommended for the County to collaborate with the Los Alamos Public Schools on this trail segment. Staff is proposing to include the design of this segment in the existing task order. Staff will also apply for grant funding for the construction of this trail segment. The additional design work will cost $67,136.00 plus applicable Gross Receipts Tax.
Alternatives
Council could choose to approve items 1 & 2 above and not approve item 3 without seriously impacting the project.
Council could choose not to approve Items 1,2 & 3 which could result in postponement of the project and a potential requirement to repay federal funding already reimbursed.
Fiscal and Staff Impact/Planned Item
The awarded federal funding has already been utilized for the original design scope of the project and additional County funds will be required for this Task Order Revision. Therefore, a Budget Revision (Attachment E) in the amount of $140,000 was prepared utilizing available funds from an unexpended balance or project savings from the Urban Trail Project to fund this additional work.
Attachments
A - Project Map
B - Task Order No. 1 Revision 2
C - December 5, 2024, Public Input Meeting Presentation
D - February 6, 2025, Public Input Meeting Presentation
E - Budget Revision 2025-46