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HomeMy WebLinkAbout168-21 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 168-21 File Number: 2021-0411 ARKANSAS DEPARTMENT OF TRANSPORTATION - RECREATIONAL TRAILS PROGRAM GRANT: A RESOLUTION TO EXPRESS THE WILLINGNESS OF THE CITY OF FAYETTEVILLE TO APPLY FOR AND UTILIZE FEDERAL -AID RECREATIONAL TRAILS PROGRAM FUNDS IN THE AMOUNT OF $100,000.00 FOR IMPROVEMENTS TO KESSLER MOUNTAIN NATURAL SURFACE TRAILS, AND TO APPROVE A CITY MATCH OF $25,000.00 FOR THE PROJECT WHEREAS, the City of Fayetteville understands Federal -aid Arkansas Department of Transportation - Transportation Alternatives Program Gran funds are available at 80% federal participation and 20% local match to be used for improvements to the Kessler Mountain Natural Surface Trails; and WHEREAS, the City of Fayetteville understands that Federal -Aid funds are available for this project on a reimbursable basis, requiring work to be accomplished and proof of payment prior to actual monetary reimbursement; and WHEREAS, this project, using federal funding, will be open and available for use by the general public and maintained by the Ozark off Road Cyclists. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas expresses its willingness to participate in accordance with its designated responsibilities in this project, including maintenance of this project and providing local matching funds in the amount of $25,000.00. Page 1 Printed on 612121 Resolution. 168-21 File Number 2021-0411 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Mayor to execute all appropriate applications, agreements, and contracts necessary to expedite the construction of the above stated project. Section 3: That the City Council of the City of Fayetteville, Arkansas pledges its full support and hereby authorizes the City of Fayetteville to cooperate with the Arkansas Department of Transportation to initiate action to implement this project. PASSED and APPROVED on 6/1/2021 Approved: Li Id Jordan, Attest: �%\,ERKfffT�,z .����.• CITYO '9' 7 �'. cp F .r Kara Paxton, City Clerk Treagurer AYFr :m: Page 2 Printed on 612121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0411 Agenda Date: 6/1/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.23 ARKANSAS DEPARTMENT OF TRANSPORTATION - RECREATIONAL TRAILS PROGRAM GRANT: A RESOLUTION TO EXPRESS THE WILLINGNESS OF THE CITY OF FAYETTEVILLE TO APPLY FOR AND UTILIZE FEDERAL -AID RECREATIONAL TRAILS PROGRAM FUNDS IN THE AMOUNT OF $100,000.00 FOR IMPROVEMENTS TO KESSLER MOUNTAIN NATURAL SURFACE TRAILS, AND TO APPROVE A CITY MATCH OF $25,000.00 FOR THE PROJECT WHEREAS, the City of Fayetteville understands Federal -aid Arkansas Department of Transportation - Transportation Alternatives Program Gran funds are available at 80% federal participation and 20% local match to be used for improvements to the Kessler Mountain Natural Surface Trails; and WHEREAS, the City of Fayetteville understands that Federal -Aid funds are available for this project on a reimbursable basis, requiring work to be accomplished and proof of payment prior to actual monetary reimbursement; and WHEREAS, this project, using federal funding, will be open and available for use by the general public and maintained by the Ozark off Road Cyclists. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas expresses its willingness to participate in accordance with its designated responsibilities in this project, including maintenance of this project and providing local matching funds in the amount of $25,000.00. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes the Mayor to execute all appropriate applications, agreements, and contracts necessary to expedite the construction of the above stated project. Section 3: That the City Council of the City of Fayetteville, Arkansas pledges its full support and hereby authorizes the City of Fayetteville to cooperate with the Arkansas Department of Transportation to initiate action to implement this project. City of Fayetteville, Arkansas Page 1 Printed on 61212021 File Number: 2021-0411 City of Fayetteville, Arkansas Page 2 Printed on 61212021 Zach Foster City of Fayetteville Staff Review Form 2021-0411 Legistar File ID 6/1/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item PARKS & RECREATION (520) Submitted By Submitted Date Division / Department Action Recommendation: 5/14/2021 Staff recommends approval of a resolution expressing the willingness to apply for federal -aid funds and allow staff to submit an application of an 80 percent federal 20 percent local matching grant through the Arkansas Department of Transportation - Recreational Trails Program (RTP) for an award of up to $100,000 and a City match of up to $25,000. This $125,000 total project will be for improvements to Kessler Mountain natural surface trails. Account Number Project Number Budgeted Item? No Does item have a cost? NA Budget Adjustment Attached? NA Budget Impact: Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Fund Project Title S S - $ V20180321 Purchase Order Number: Change Order Number: Original Contract Number: Previous Ordinance or Resolution # Approval Date: Comments: Notification of award is expected in November of 2021. No expenditures are expected in 2021. CITY OF FAYETTEVILLE ARKANSAS MEETING OF JUNE 1, 2021 TO: Mayor and City Council CITY COUNCIL MEMO THRU: Susan Norton, Chief of Staff Connie Edmonston, Parks and Recreation Director Ted Jack, Park Planning Superintendent FROM: Zach Foster, Park Planner II DATE: May 14, 2021 SUBJECT: 2021 Recreation Trails Program Grant Application RECOMMENDATION: Staff recommends approval of a resolution expressing the willingness to apply for federal -aid funds and allow staff to submit an application of an 80 percent federal 20 percent local matching grant through the Arkansas Department of Transportation - Recreational Trails Program (RTP) for an award of up to $100,000 and a City match of up to $25,000. This $125,000 total project will be for improvements to Kessler Mountain natural surface trails. BACKGROUND: Nearly 17 miles of soft surface trails have been constructed at Kessler Mountain between the years 2000 and 2019. The trails receive heavy traffic due to year-round use from trail hikers, runners, and mountain bikers. The Ozark Off Road Cyclists (OORC) have done an outstanding job maintaining the trails. The scope of work included in this grant application builds on OORC's efforts with the installation of wayfinding markers, trail armoring, boardwalks, sitting areas, and overlooks and also includes a new trail head and trail connections. The main area of focus will be Saddle Up trail and a new trail head and trail at the existing baseball field parking lot. DISCUSSION: Construction documents for all improvements will be developed in-house and the project will be sent out for bid as required by the RTP and City's procurement requirements. BUDGET/STAFF IMPACT: If the project is approved for the full amount requested, the City will be responsible for $25,000 of the project construction cost. Award notices are expected in November 2021.This project is not included in an existing budget and no expenditures are expected to occur in 2021 if we are awarded into the program. Funding would be made available from Capital budgets dedication funds in the 2022 budget. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Attachments: SRF and RTP Description RTP Application RTP Sample Resolution Recreational Trail Program Description This program, administered by the Arkansas Department of Transportation (ARDOT), provides funding to local project sponsors (public and private/nonprofit agencies) to construct and maintain motorized and non -motorized recreational trails and trail support facilities. The ARDOT works closely with the Federal Highway Administration (FHWA) to administer this Program. The enabling legislation for the program can be reviewed at http://www.fhwa.dot.gov/environment/recreational—trails/. Project sponsors apply for program funds through a competitive process with the applications being reviewed by the Arkansas Recreational Trails Advisory Committee. (ARTAC). ARTAC consists of ten members, nine of whom are appointed by the Governor representing various types of trail users. Successful applicants must submit plans and specifications for the project, provide proof of ownership of the property on which the trail lies, obtain all necessary environmental clearances and permits, and enter into a contract with ARDOT. These sponsors are then responsible for performing the work described in the contract. As work on the project is accomplished, sponsors are eligible to request reimbursement from ARDOT. No "up- front" or "start-up" funds are available. The Recreational Trails Program (RTP) is a reimbursement -type grant program. The program provides for an 80 percent federal share and 20% non-federal share for each project. The main priority in allocating funding is for the construction of new trails and for major maintenance of existing trails. Support facilities such as restrooms, benches, trailhead parking and lighting have been viewed by ARTAC as less important. In the past, FHWA has approved the following as they specifically relate to recreational trails: ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- IFFY 2021 The Arkansas Department of Transportation (ARDOT) administers Recreational Trails Program funding for the purpose of building and performing major maintenance on motorized, non -motorized, and multiple -use trails. Agencies of city, county, state, or federal government and duly incorporated private/non-profit agencies, can apply for these funds if access to the project by the general public is provided throughout the life of the project. A local sponsor must provide at least 20% of the eligible project costs. The local share can be in the form of cash, donated funds, or the documented fair market value of any donated materials or services that are accepted and incorporated into the project. This is a reimbursable program, which means once the sponsor receives an official Notice to Proceed from the ARDOT, up to 80% of the costs directly attributable to the construction of the project can be reimbursed. The local sponsor is responsible for maintaining records and proving that expenses are legitimate and directly related to the project. This may be in the form of receipts, time sheets, etc. **Please Note: A resolution from the Applicant's governing body is required to be submitted with the application. A draft resolution should have been downloaded with this application. DEADLINE for this application is Tuesday, June 1, 2021 at 4:00pm (CDT). Applications received after the deadline will not be reviewed or eligible for funding. If submitting this application via email (preferred), please remit to: LFPAAardot.gov Be sure to attach the application and all additional attachments when submitting the email. Your email Subject should include "2021 RTP Application" along with your Agency Name and the Project Name. If more than one email will be required due to file sizes, include phrasing such as "Email 1 of 2" in the Subject line. ------------ If submitting this application by mail or in person, please remit to: Arkansas Department of Transportation c/o Program Management Division P.O. Box 2261 Little Rock, AR 72203-2261 Enclose one copy of the application and all necessary attachments in a manila envelope with your Agency's name and the Project Name printed on the outside. You should be able to fill out and save this form using Adobe Reader a free software for download. If you are having trouble, please contact Daniel Siskowski at (501) 560-2461 or Daniel. SIkow ki ar t, gov. ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- IFFY 2021 General Information Project Name: Sponsor: Applicant Agency Type: If "Other": ----------- 7 Sponsor DUNS: Primary Contact Prefix: J Name - Title: Organization. - Mailing Address: Street Address and/or P.O. Box City State Zip Code Phone. Fax' Email: Legislative Information U.S. Representative District State Senator District: State Representative Distric (for reporting purposi Project Priority If submitting more than one application, what priority is this project?: Page 1 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- IFFY 2021 Sponsor: Project Name: Project Overview Please provide a detailed project overview. Identify the project limits, including street/ facility name and dimensions of the project. This overview should concisely describe the project such that someone could follow along on a map. Include connectivity to existing or future infrastructure. (3000 character limit) Trail Information (if appiicable1- Trail Width: Linear Feet Note: width should be at least 10 ft. for multi -use trails. Trail Length: [Select Units Trail Surface Material: Page 2 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor: Project Name Project Location County: Metropolitan Planning Organization. Nearest Municipality: Beginning Latitude*: Ending Latitude*: Beginning Longitude'`: Ending Longitude' *Please use decimal degrees (i.e. 35.123456) Property Ownership Check all boxes that apply to your project. ❑ Within City or County right-of-way / no acquisition required ❑ Within State Highway right-of-way ❑ Within Federal lands right-of-way ❑ Within Railroad right-of-way - if yes, provide owner name: ❑ Private Property ❑ Other. Please describe: If Right of Way Acquisition is anticipated: Please note: "The Uniform Act' must be followed for acquisition of any property for federally -funded projects. ❑ Donation Expected ❑ Appraisal Completed ❑ Purchase Option ❑ Purchase Agreement ❑ Willing Seller Page 3 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Project Location Map(s) Applicants must submit legible maps of the project location with this application. The map(s) should be good enough quality to be easily -reproducible and should include the following: • Project path. The map should clearly show where the project will be located. • North arrow • Pertinent landmarks • If appropriate, a Legend identifying any other items on the map (i.e. existing paths or sidewalks, previous phases of the project, etc.) This map is an Example of a legible sketch. This sheet will be replaced with the map submitted with this application. Page 4 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor: Project Name: Project Construction Estimate This form is limited to 20 items. If you will have more than 20 items, please utilize the provided Excel Sheet to submit the Project Construction Estimate. Please refer to the 2021 RTP FAQ for a list of common items ineligible for reimbursement with these funds. Item of Work Quantity Units Unit Cost Item Cost 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 Total Estimated Project Construction Cost Requested RTP Funds $0.00 Minimum = $20,000, Maximum = $500,000 Local Match (20% minimum) % Federal (80% maximum) � ] Page 5 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- IFFY 2021 Sponsor: Project Name Funding Matching -Funds What is the source of the required 20% match? If donated funds, materials, or services will be used as all or part of the local 20% match, written commitments by the donor(s) must be provided. (Check all that apply) ❑ Budget Item ❑ Donated Cash ❑ Donated Materials ❑ Donated Services, if so, source ❑ Force Account (in-house) ❑ Other, please explain Pro'ect Scalabilit ❑ Volunteer Labor If the entire requested amount of funding is not available and only partial funding is received, will the sponsor still be able to move forward with this project by either providing the additional funding or reducing the scope of the project? LC' Yes C' No Previous Federal Fundina If this project (or a phase of this project) has received Federal RTP or TAP funds previously, please describe the current status of the project(s). (500 character limit) This Space for ARDOT Use Only Page 6 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor: Project Name Project Information This Project will include: Check all boxes that apply to best depict your project. ❑ New trail construction ❑ A relocated project ❑ Rehabilitation of an existing trail ❑ Trailside or trailhead facilities, parking, kiosks, restrooms, access ramps, etc. ❑ Educational publications, brochures, trail maps, safety programs, etc. Intended users of this Project include: ❑ Bicyclists ❑ Walkers/joggers ❑ Overnight/long distance hikers ❑ Equestrians ❑ Aquatic users ❑ Motorcycles ❑ Four wheel drive, four wheel all terrain vehicles Barrier free (if the project does not meet ADA guidelines, trail sponsors must not ❑ install barriers or other features that would make it more difficult for people with disabilities to use the trail) ❑ Other, please explain This Project is part of a designated: ❑ National Recreational Trail ❑ National Historic Trail ❑ Rails to Trails ❑ National Scenic Trail ❑ National Water Trail Page 7 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NQNMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor. Project Name - Project Benefits How does this project provide an overall benefit to the community(ies)? What L groups will be positively affected? If this project will provide safe routes to school children, include which schools will benefit. (3000 character limit) Project Construction Method: This project will be built by: ❑ Contractor (advertised for bids) ❑ In -House Labor (force account) ❑ Combination of Contractor and In -House Labor Page 8 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONIVIOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor: Project Name: Project Background Please describe any planning or public input processes used in development of this project. If the proposed project is in an existing bicycle/pedestrian plan, street plan, master plan or other long range plan, please identify this as well. (2500 character limit) Page 9 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- IFFY 2021 Sponsor: Project Name: Compliance Statewide Comprehensive Outdoor Recreation Plan (SCORPI Please describe how this project is in compliance with the current SCORP developed by the Arkansas Department of Parks, Heritage and Tourism? (600 character limit) View the SCORP: https:/larkansas.app. box. comlsls9lvzya37omys6lr9bzocrdk1174o51 v Users with Disabilities Please describe what accommodations will be made to provide access to this proj for individuals with disabilities. (600 character limit) Youth Service and Conservation Corps (YSCC) Will YSCC be utilized during construction of the project? If so, verifying documentation must be included with the application to receive credit. Please refer to this web page to locate local and regional groups: http://www.corpsnetwork.or /g impact/corps-by-state n Yes ('; No Page 10 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor: Project Name: Construction Plans and Maintenance Are construction plans currently available for this project? (if Yes, please include a copy with this application) C, Yes C' No If Yes, what level of plans? ❑ Preliminary Plans ❑ Partially Complete Plans ❑ Complete Final Plans If No, provide a brief time line from approval of funds to signed construction contract:, oesicin Engineer ,.All RTP projects that contain structural components (including concrete and asphalt trails) will require design plans certified by a Registered Professional Engineer. Who will develop plans and specifications for this project? (100 character limit) Project Maintenance A statement or letter from the party having maintenance jurisdiction must be submitted with this application. In the statement/letter, describe how maintenance will be accomplished after project completion. Include who will perform maintenance, a maintenance schedule and checklist, and an inspection schedule. Page 11 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONIVIOTORIZED TRAILS PROJECT APPLICATION -- IFFY 2021 Sponsor: Project Name: Environmental Clearance Known Envilronmental Impacts Check all boxes that apply to your project. ❑ Endangered Species ❑ Relocatees ❑ Floodplain / Floodway ❑ State Park / National Forest Property ❑ Historic Structures ❑ Other, please explain Ad'acent Property Im acts ❑ Lakes / Rivers / Streams ❑ Wetlands ❑ Landfills ❑ Public Recreational Lands Does the project adjoin a: ❑ City Park ❑ National Forest ❑ State Park ❑ National Park ❑ Other Public Land If yes to any of the above, please describe the impact and attach a permission letter from the affected authority. Page 12 of 13 ARKANSAS RECREATIONAL TRAILS PROGRAM (RTP) NONMOTORIZED TRAILS PROJECT APPLICATION -- FFY 2021 Sponsor: Project Name: Sponsor Authorization and Certification To be completed by the chief executive officer (Mayor, City Manager, County Judge, Superintendent, President, etc.) By checking the box below, I attest that the information contained in this application is truthful and correct to the best of my knowledge and that the provision of false or misleading Information can lead to the withdrawal of Recreational Trails Program funding. I do hereby certify that I will comply with all federal, state, and ARDOT regulations for submittal of plans and specifications. Additionally, I certify that local matching funds are available for the project. Authorized Signatory: Prefix: II Name: Title: Mailing Address: ❑ I AGREE Street Address and/or P.O. Box City State Zip Code Phone: Fax: Email: ARKANSAS DEPARTMENT OF TRANSPORTATION NOTICE OF NONDISCRIMINATION The Arkansas Department of Transportation (Department) complies with all civil rights provisions of federal statutes and related authorities that prohibit discrimination in programs and activities receiving federal financial assistance. Therefore, the Department does not discriminate on the basis of race, sex, color, age, national origin, religion (not applicable as a protected group under the Federal Motor Carrier Safety Administration Title VI Program), disability, Limited English Proficiency (LEP), or low-income status in the admission, access to and treatment in the Department's programs and activities, as well as the Department's hiring or employment practices, Complaints of alleged discrimination and inquiries regarding the Department's nondiscrimination policies may be directed to Joanna P. McFadden Section Head - EEO/DBE (ADA/504/Title VI Coordinator), P. O. Box 2261, Little Rock, AR 72203, (501)569-2298, (Voice/TTY 711), or the following email address: jvAtt1i1ta1=5 add4nCr+�t,V Free language assistance for Limited English Proficient individuals is available upon request notice is available from the ADA/504/Title VI Coordinator in large print, on audiotape and in Braille. Page 13 of 13 SAMPLE RESOLUTION RESOLUTION NO. A RESOLUTION EXPRESSING THE WILLINGNESS OF SPONSOR NAME TO UTILIZE FEDERAL -AID RECREATIONAL TRAILS PROGRAM FUNDS WHEREAS, Sponsor Name understands Federal -aid Recreational Trails Program Funds are available at 80% federal participation and 20% local match/in kind labor to develop or improve Project Name, and WHEREAS, Sponsor Name understands that Federal -aid Funds are available for this project on a reimbursable basis, requiring work to be accomplished and proof of payment prior to actual monetary reimbursement, and WHEREAS, this project, using federal funding, will be open and available for use by the general public and maintained by the applicant for the life of the project. NOW THEREFORE, BE IT RESOLVED BY SPONSOR'S GOVERNING BODYTHAT: SECTION I: Sponsor Name will participate in accordance with its designated responsibility, including maintenance of this project. SECTION II: Title of Sponsor's CEO/CAO is hereby authorized and directed to execute all appropriate agreements and contracts necessary to expedite the construction of the above stated project. SECTION III: Sponsor's Governing Body pledges its full support and hereby authorizes the Arkansas Department of Transportation to initiate action to implement this project. THIS RESOLUTION adopted this day of )2021. Signed: ATTEST: (SEAL) Notes: Name of Sponsor's CEO/CAO • "Sponsor Name" is the name of the Agency (i.e. the City of Anywhere, Universal County, the Arkansas Department of Trails) • "Sponsor's Governing Body" is the group of individuals that make the final financial decisions for the Agency (i.e. City Council, Quorum Court, Board of Directors, Commission) • "Sponsor's CEO/CAO" is the person in charge of the day-to-day activities at the agency (i.e. Mayor, City Manager, County Judge, Executive Director, etc.) • "Project Name" is the name of the project from the application Kessler Park Trail Enhancements Proper Bid Concurrence Letter City of Fayetteville Staff Review Form 2023-0204 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 2ach Foster 2/7/2023 PARKS & RECREATION (520) Submitted By Submitted Date Division Department Action Recommendation: Staff recommends the Mayor and City Attorney sign a required document stating the City followed proper bidding procedures for Bid 22-47, Kessler Park Trail Enhancements. Budget Impact: N/A N/A Account Number Fund N/A N/A Project Number Project Title Budgeted Item? Yes Current Budget Funds Obligated $ - Current Balance Does item have a cost? No Item Cost Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ - V20210527 Purchase Order Number: Previous Ordinance or Resolution # 168-21 and 92-22 Change Order Number: Approval Date: 02-08-2023 Original Contract Number: Comments: CITY OF %PFFAYETTEVILLE ARKANSAS STAFF MEMO TO: Mayor and City Attorney THRU: Susan Norton, Chief of Staff Alison Jumper, Director of Parks, Natural Resources and Cultural Affairs Ted Jack, Park Planning superintendent FROM: Zach Foster, Park Planner II DATE: February 6, 2023 SUBJECT: Request for Concurrence in Award - Kessler Mountain RTP Grant Staff recommends the Mayor and City Attorney sign a required document stating the City followed proper bidding procedures for Bid 22-47, Kessler Park Trail Enhancements. BACKGROUND: The City was awarded a Recreational Trails Program grant to enhance the natural surface trail system at Kessler Mountain Regional Park. This is an 80/20 matching grant where the City will match the $75,000 Federal award with $18,750 for a total project cost of $93,750. Bid 22-47 was awarded to Rock Solid Trail Contracting, LLC. DISCUSSION: The RTP grant requires Fayetteville to submit certified tabulations of Bid 22-47 to ARCOT for their review and concurrence. This review process is initiated by Form LPA-011, "Request for Concurrence in Award", and must be signed by the Mayor and City Attorney. Form LPA-011 certifies the City followed all proper procedures throughout the bidding process of Bid 22-47. This contract will go before City Council on February 21, 2023, BUDGET/STAFF IMPACT: Total project costs must reach $93,750 to fully use federally awarded RTP grant funds. Rock Solid's bid falls below this amount. Additional work is anticipated via a change order based on unit costs to increase total construction costs from $75,466 to $93,750 at a minimum and not to exceed $113,370. City staff will provide construction administration Attachments: SRF Bid Memo Bid 22-47 Tabulation Mailing Address: 113 W. Mountain Street wwwlayetteville-argov Fayetteville, AR 72701 �� CITY OF FAYETTEVILLE ARKANSAS TO: Kit Williams, City Attorney FROM: Alison Jumper, Directorof Parks, Natural Resources and Cultural Affairs " 4 CC: Ted Jack, Park Planning Superintendent Zach Foster, Park Planner II Les McGaugh, Purchasing Director Amanda Beilfuss, Purchasing Agent DATE: February 6, 2023 SUBJECT: 040876 — Fayetteville Kessler Mountain Trail - Certification Letter This is to confirm that Kessler Mountain Trail Improvements was advertised and bids for the project were received in accordance with regulations governing Federal -aid projects, and that the bid is being awarded to the lowest responsive and qualified bidder. No negotiations have been held with the contractor or other bidders, nor will there be prior to execution of the contract. Rock Solid Trail Contracting, LLC is the apparent low bidder on the project. Their bid submittal has been reviewed to verify that all certifications required of Federal -aid projects (eg., DBE Participation, Anti -Collusion and Debarment, etc.) were properly signed and submitted with the bid. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 LPA-011 �' CITY OF FAYETTEVILLE ARKANSAS 2/6/2023 Mr. Rex Vines Deputy Director and Chief Engineer Arkansas Department of Transportation P. O. Box 2261 Little Rock, AR 72203 Re: Job # 040876 Fayetteville Kessler Mountain Trail Washington County Dear Mr. Vines: The following documents are submitted concerning the referenced project: 1. One set of bid tabulations. I certify that the referenced project was advertised and bids were received in accordance with the regulations governing Federal -aid projects and all other applicable state and federal regulations, and that this process has been reviewed and approved by the City of Fayetteville's Attorney. Additionally, I certify that the bid is being awarded to the lowest responsive and qualified bidder and that there has not been, nor will there be, any negotiations with the contractor or other bidders regarding the amount bid. Your concurrence in the award of this contract to Rock Solid Trial Contracting, LLC for $75,465.00 is requested. Mayor y Attorney Enclosures Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701