COUNTY OF ALBEMARLE

 

EXECUTIVE SUMMARY

 

 

AGENDA TITLE:

Key West Lake Dam

 

SUBJECT/PROPOSAL/REQUEST:

Approve Appropriation #2006073 which authorizes an additional $180,000.00 to proceed with construction/repair of Key West Lake Dam

 

STAFF CONTACT(S):

Tucker, Foley, Davis, Shadman, Stumbaugh, Garrison

 

LEGAL REVIEW:   Yes

 

AGENDA DATE:

May 10, 2006

 

ACTION:                                 INFORMATION:  

 

CONSENT AGENDA:

  ACTION:   X                           INFORMATION:  

 

 

ATTACHMENTS:     Yes

 

 

REVIEWED BY:

 

 

 

BACKGROUND:

The Board of Supervisors was alerted in 2004 by residents of the Key West Subdivision living on Key West Lane that the dam that Key West Lane passes over was in danger of collapsing.  Key West Lane is the only ingress/egress for residents on the north side of Key West Lane as well as for the Key West recreation center.

 

The County hired Kimley-Horn and Associates to inspect the dam and submit a report on its condition and offer options.  This report was received on August 4, 2004.  After the County staff analyzed the report and presented their recommendations, the Board of Supervisors, at their December 1, 2004 meeting, approved Option 3, appropriating $347,000, and directing staff to proceed with the repairs.

 

After review and approval from a host of regulatory agencies, the project was designed and bid in the fall of 2005.  The bids received were much higher than expected (low bid was $872,500).  A re-bid resulted in no bids received.  Staff contacted several contractors and after getting their input, made major changes to the original design by Kimley-Horn to get the project within budget.  Through this process it was determined that the original design was far beyond what was necessary given the goals for repair of the Key West Lane dam.  The bids recently received resulted in a low bid of $360,122.  This includes one “addition” to the project, the installation of a guardrail to ensure safe passage over the dam.  The redesign is acceptable to the County Engineer and General Services staff and meets the original goals of the project.

 

 

STRATEGIC PLAN:

Goals 3.1:  Make the County a safe and healthy community in which citizens feel secure to live, work and play

 

 

DISCUSSION:

The current competent low bid, combined with all costs pertaining to the project (design/engineering fees, plat preparation and contingency) results in a total project cost of $527,000.  There is a need for additional funding to be appropriated before proceeding with awarding the bid and completing the project.  An additional $180,000 is necessary.

 

The Staff feels that three alternatives are available to the Board of Supervisors:

  1. Approve the additional funding;
  2. Cancel the project entirely; or
  3. Direct General Services to attempt a redesign of the project and re-bid a fourth time.

 

Staff, with input from the contracted engineering firm, believes that the low bid is fair and the contractor competent to perform the work.  The County has already invested in excess of $70,000 for design fees and the preparation of bid packages and advertising. 

 

BUDGET IMPACT:

This project was originally funding through the Stormwater CIP Fund and will require an additional $180,000.  The Office of Management and Budget advises that additional funding is available in this fund to complete the project without impacting other projects.

 

 

RECOMMENDATIONS:

Staff recommends that the Board appropriate an additional $180,000 from the Stormwater CIP fund to complete the repair to the Key West Lane dam.

 

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