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Home My WebLink AboutPackets - Council Packets (1977) AGENDA ORO VALLEY TOWN COUNCIL SPECIAL SESSION JUNE 30, 2025 ONLINE ZOOM MEETING Click link to join: https://orovalley.zoom.us/j/89401055528 To attend via phone only, dial 1-669-900-6833, then enter Meeting/Webinar ID: 894 0105 5528 Executive Sessions - Upon a vote of the majority of the Town Council, the Council may enter into Executive Sessions pursuant to Arizona Revised Statutes 38-431.03 (A)(3) to obtain legal advice on matters listed on the Agenda. SPECIAL SESSION AT OR AFTER 4:00 PM CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE SPECIAL SESSION AGENDA 1.RESOLUTION NO. (R)25-34, DISCUSSION AND POSSIBLE ACTION REGARDING AN AMENDMENT TO ADD TOWN FUNDS TO THE NARANJA DRIVE MULTI-USE PATH PROJECT FROM LA CANADA DRIVE TO FIRST AVE, PROJECT NO. 30222308 (ADOT PROJECT NO. T0438) ADJOURNMENT POSTED: 6/25/25 at 5:00 p.m. by ck The Mayor and Council may, at the discretion of the meeting chairperson, discuss any Agenda item. When possible, a packet of agenda materials as listed above is available for public inspection at least 24 hours prior to the Council meeting in the office of the Town Clerk between the hours of 8:00 a.m. – 5:00 p.m. The Town of Oro Valley complies with the Americans with Disabilities Act (ADA). If any person with a disability needs any type of accommodation, please notify the Town Clerk’s Office at least five days prior to the Council meeting at 229-4700. Town Council Special Session 1. Meeting Date:06/30/2025 Requested by: Cheryl Huelle Submitted By:Cheryl Huelle, Community Development & Public Works Department:Community Development & Public Works SUBJECT: RESOLUTION NO. (R)25-34, DISCUSSION AND POSSIBLE ACTION REGARDING AN AMENDMENT TO ADD TOWN FUNDS TO THE NARANJA DRIVE MULTI-USE PATH PROJECT FROM LA CANADA DRIVE TO FIRST AVE, PROJECT NO. 30222308 (ADOT PROJECT NO. T0438) RECOMMENDATION: Staff recommends approval of funding the current project shortage of $341,000 by issuing said funds to ADOT immediately. Funding shall be derived from the current FY24/25 existing budget capacity. EXECUTIVE SUMMARY: The current overall funding for the Naranja Drive Multi-Use Path is $3,658,000. Design of the project was completed and bids for construction were opened on June 13, 2025. The low bidder is Granite Construction Company at $2,733,476. This bid, combined with all the associated soft costs (design, ADOT administration, etc.) has increased the project overall cost to $3,999,000. The project is now underfunded by $341,000. Town staff requests an amendment to the funding to cover the additional expense with Town funds. The total amended amount will be $341,000. BACKGROUND OR DETAILED INFORMATION: The Naranja Drive Multi-Use Path (MUP) is a project for the construction of a 10-foot-wide MUP on the north side of the Naranja Drive roadway and extends approximately 1.75 miles from La Cañada Drive to 1st Avenue. Design was kicked off by the EPS Group on October 5, 2023. A public open house was held on February 13, 2024. Design of the MUP was completed on March 10, 2025, and the bid opening was held on June 13, 2025. Construction is tentative to start in mid-August 2025, with completion in February 2026. The project is funded by the Pima Association of Governments (PAG) Competitive Regional Transportation Alternatives Grant (RTAG) with $3,449,000 and by the RTA with $209,000 for a total amount of $3,658,000. The RTAG funds are federalized monies and as such, must be administered by an authorized agency. As the Town is not certified to administer projects with federal funding, Oro Valley needed to enter into an Intergovernmental Agreement (IGA) with ADOT for the administration of both the design and construction of the project. One important aspect of the IGA is that all project costs over and above the provided RTAG and RTA funding is the responsibility of the local jurisdiction receiving the project – the Town. The difference between the provided funding and the current project cost is $341,000, which, per the IGA, is the responsibility of the Town. There are three options for the Town moving forward: Move forward by covering the required excess funding with available FY24/25 funds not utilized during this year’s pavement preservation projects. This option is the staff recommendation. Re-Bid by amending the scope. Amend the breadth of the project scope to cause ADOT to rebid. This option would likely stop the project at Copper Creek Drive, instead of extending all the way to La Cañada Drive, utilizing the existing multi-use path on the south side of Naranja Drive for the connection to La Cañada. There is no guarantee that either the new bid would fall into the current budget limits, or that the Town could later construct the remaining MUP at a substantial savings over the currently requested $341,000. Cancel the project. The Town could stop the project because the bids are greater than the provided funding. However, it is policy of the Federal Agency supplying the funding to demand the Town reimburse monies already spent. Currently, this includes ADOT administration plus the actual design costs, which would be an amount over $675,000. FISCAL IMPACT: The funding for this project will be paid from excess remaining funds not used in the La Canada Dr. and Magee Rd. mill and overlay projects conducted earlier this year. Between both projects, there is currently an unspent available balance of $345,114. ADOT’s soft costs, with the actual bid and adjusted contingencies, are $1,265,016 for design and construction. The soft costs equate to 32% of the entire project. Typically, the expectation for soft costs for a MUP project like this would be around 15%. As a Federalized project, the non-construction related costs are far higher than what would be expected for a project administered by the Town staff. Since receiving the bid, Town staff have been communicating with ADOT to determine whether ADOT would still charge the very high soft costs. Unfortunately, the high soft costs will remain, resulting in an estimated total cost overage of $341,000. Previous value engineering (VE) processes have already been used, so no additional savings of the present scope is likely. To complete the project and have construction commence timely, ADOT requires the Town to contribute $341,000 upfront for the project so ADOT can enter into a construction contract with the low bidder. The Town has not contributed any funds to the project, so its share of the cost of the 1.75 miles of multi-use path would be 8.6% of the total project cost. SUGGESTED MOTION: I MOVE to (approve/deny) Resolution No. (R)25-34, authorizing and approving the amendment of the Naranja Drive Multi-Use Path from La Cañada Drive to First Ave project to include $341,000 of funding contributed by the Town. Attachments (R)25-34 Naranja MUP Additional Funds T0438 IGA ADOT T0438 As Read Bid Results 2025-06-13 T0438 ADOT CE Plan 2025-02-10 T0438 Design EPS 2023-08-02 T0438 Post Design EPS RESOLUTION NO. (R)25-34 A RESOLUTION OF THE MAYOR AND COUNCIL OF THE TOWN OF ORO VALLEY, ARIZONA, AUTHORIZING AND APPROVING THE ALLOCATION OF ADDITIONAL FUNDS FOR CONSTURCTION OF A MULTI-USE PATH ON NARANJA DRIVE BETWEEN LA CANADA DRIVE AND FIRST AVENUE; AND DIRECTING THE TOWN MANAGER, TOWN CLERK, TOWN LEGAL SERVICES DIRECTOR, OR THEIR DULY AUTHORIZED OFFICERS AND AGENTS TO TAKE ALL STEPS NECESSARY TO CARRY OUT THE PURPOSES AND INTENT OF THIS RESOLUTION WHEREAS, on November 16th, 2022, the Town entered into an Intergovernmental Agreement (IGA) with the Regional Transportation Authority (RTA) to fund the construction of the Naranja Multi-Use Path (MUP) via Resolution (R)22-52; and WHEREAS, on June 7, 2023, the Town entered into an IGA with the Arizona Department of Transportation for the provision of federal funds for the construction of the Naranja MUP via Resolution (R)23-22; and WHEREAS, with the bidding process concluded, the federal funds provided through ADOT, and the funds provided by the RTA are insufficient to complete the Naranja MUP and additional funds will need to be contributed by the Town, as described and calculated in the attached Exhibit “A”, in order to complete the project; and WHEREAS, it is in the best interest of the Town to contribute the additional funds, as described and calculated in the attached Exhibit “A”, in order to complete the Naranja MUP. NOW, THEREFORE, BE IT RESOLVED, by the Mayor and Council of the Town of Oro Valley, Arizona, that: SECTION 1.The allocation of additional funds, as described and calculated in the attached Exhibit “A”, in order to complete the Naranja Multi-Use Path is hereby authorized and approved. SECTION 2. The Town Manager, Town Clerk, Town Legal Services Director, or their duly authorized officers and agents are hereby authorized and directed to take all steps necessary to carry out the purposes and intent of this resolution. SECTION 3. If any section, subsection, sentence, clause, phrase or portion of this Resolution is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions thereof. SECTION 4. All Oro Valley resolutions or motions and parts of resolutions or motions of the Council in conflict with the provision of this Resolution are hereby repealed. PASSED AND ADOPTED by the Mayor and Council of the Town of Oro Valley, Arizona, this 30th day of June, 2025. TOWN OF ORO VALLEY Joseph C. Winfield, Mayor ATTEST: APPROVED AS TO FORM: Michael Standish, Town Clerk Tobin Sidles, Legal Services Director Date:Date: EXHIBIT “A” Cost Estimate T0438 01D/03D/01C The Project costs are as follows: ADOT Project Development Administration (PDA) Cost: Federal-aid funds (RTAG) @ 94.3%$ 28,290.00 Local Agency’s match (RTA) @ 5.7%1,710.00 Subtotal - PDA 30,000.00 Scoping/Design Cost: Federal-aid funds (RTAG) @ 94.3%$ 694,710.00 Local Agency’s match (RTA) @ 5.7% +42,220.00 Subtotal – Scoping/Design 737,000.00 Construction* Cost: Federal-aid funds (RTAG) @ 94.3%$ 2,726,000.00 Local Agency’s match (RTA) @ 5.7% +165,000.00 Subtotal - PDA 2,891,000.00 *ADOT policy is that construction costs include 15% construction engineering (CE) and administration cost (subject to change) and 5% construction contingencies.) Estimated TOTAL Project Cost $ 3,657,930.00 TIP Allocation $ 3,658,000.00 Actual Costs to date: ADOT PDA $ 30,000.00 Design (EPS)643,342.00 Granite Construction Bid 2,733,476.00 ADOT CE 428,000.00 Construction Contingencies 5%136,674.00 Post Design (EPS)22,000.00 ADOT Public Relations 5,000.00 TOTAL Project Cost $ 3,998,492.00 Summary: TOTAL Project Cost $ 3,998,500.00 Available RTAG funds - 3,449,000.00 Available RTA funds - 208,930.00 Balance - 340,562.00 ADOT Allocation Due $ 341,000.00