Title
Approval of a Budget Increase for Task Order 11 of Agreement No. AGR23-53e, for Additional Design Services and Project Contingency Related to the North Mesa Transportation and Utilities Infrastructure Study, in an Amount Not to Exceed $371,221.99, Plus Applicable Gross Receipts Tax, to Match the Available Grant Funding
Recommended Action
I move that Council approve a budget increase for Task Order 11 of Agreement No. AGR23-53e, for additional design services and contingency related to the North Mesa Transportation and Utilities Infrastructure Study, in an Amount Not to Exceed $371,221.99, plus Applicable Gross Receipts Tax, to Match the Available Grant Funding.
County Manager's Recommendation
The County Manager recommends that Council approve the budget increase for task Order 11 of Agreement No. AGR23-53e as requested.
Body
In May 2024, staff engaged Wilson and Company, Inc., an on-call consulting firm, to conduct a transportation and utilities infrastructure study for the Los Alamos Public Schools North Mesa site. This study includes an inventory of existing conditions and an analysis of utilities infrastructure on North Mesa, as well as the Ponderosa Estates and Arbolada housing developments. The scope of work also encompasses an impact analysis of roadway and transportation infrastructure from the project sites to the intersection of Diamond Drive and Trinity Drive. The final deliverables for Task Order No. 11, issued with a cost estimate of $327,657.05, include a plan for upgrading the transportation network and existing utilities to support future development.
During the initial analysis, additional services were identified as necessary. Riley Industrial Services, Inc., a sub-contractor on the project, will perform an evaluation of the Los Alamos County sewer pipe drops on the cliff face of North Mesa. They are currently evaluating the additional work and will develop a final cost estimate and work plan for consideration as a future task order.
In 2019, the State of New Mexico Department of Finance and Administration awarded the County $375,132.64 from Fund 93100 Capital Appropriation Project to plan, design, and construct affordable housing infrastructure in Los Alamos. Prior to Task Order No. 11 with Wilson and Company, only $3,910.65 of this grant had been spent, leaving a balance of $371,221.99.
Under Task Order 11, $78,494.04 has been spent to date, leaving a remaining balance of $250,884.50. In anticipation of the additional work required for the sewer drop evaluations, staff requests approval to increase the overall budget for Task Order 11 to match the available grant funding of $371,221.99. This will allow sufficient contingency to cover the cost for the sewer evaluation and work plan which will not exceed the total available grant amount of $371,221.99.
The final report is anticipated in July/August of this year.
Alternatives
Council could choose not to approve the request which would limit the final scope of the project and limit the amount of grant funding available to the county for completion of the study.
Fiscal and Staff Impact/Planned Item
The awarded state funding is currently being utilized for the original scope of the project and is sufficient to complete the additional work for evaluation and recommendations related to the sewer drops. The awarded reimbursement funding is sufficient to cover the costs of the study.
Attachments
A - Project Budget Spreadsheet