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Home My WebLink About4/15/2003 - Adopted Board RecordsACTION NO. A-041503-1 ITEM NO. E-1 AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER MEETING DATE: April 15, 2003 AGENDA ITEM: Request by contractor to rescind the 3 -way intersection and approve the 4 -way intersection and signal light improvement at Indian Grave Road SUBMITTED BY: Arnold Covey Director of Community Development APPROVED BY: Elmer C. Hodge County Administrator COUNTY ADMINISTRATOR'S COMMENTS: Roanoke County will benefit from the construction of the 4 -way stoplight at Indian Grave Road for many reasons including the following: 1. The additional cost to the County for the 4 -way is minimal compared to the value gained today and the potential cost at a later date. 2. It is better to do all of the construction once, rather than disrupting traffic on a major road now, with a 3 -way, and again when the additional lane is put in. 3. We can eliminate the uncertainty of acquiring easements/rights-of-way now by having them donated. We are also getting $150,000 in cash to put towards the construction. These two contributions may not be there in the future. 4. VDOT and the Contractor both prefer the 4 -way project. Recommend approval of the 4 -way alternative SUMMARY OF INFORMATION: The Board of Supervisors previously approved the Indian Grave Road and Route 220 intersection improvement as part of Roanoke County's Six Year Secondary Construction Plan for 2002-2008. The purpose of this project is to address the safety concerns of the community with the installation of right turn lanes, closure of Clearbrook Lane and Route 220 intersection, and signalization of the Indian Grave Road and Route 220 intersection. On November 19, 2002, the Board of Supervisors approved a resolution allowing the County to advertise, bid, award, and administrate the construction contract for the 4 -way design for the Indian Grave Road and Route 220 intersection improvements. On December 17, 2002, the Board of Supervisors approved an ordinance authorizing the acquisition of real estate for the 4 -way design upon completion of the construction plans. Staff made every effort to get the necessary easements and rights -of -ways from three property owners on the east side of Route 220, as well as from the property owners on the Indian Grave Road side. Having successfully obtained the necessary easements and rights -of -ways for the 3 -way intersection and unable to reach an agreement with Dr. Resk and Vine & Branch on the east side of Route 220, Roanoke County decided to bid the project with two options. Option 1, referred to as the base bid, is the 3 -way intersection improvement. Work to be performed under this contract are improvements to Indian Grave Road and Route 220 such as installation of a right turn lanes, drainage items, entrance improvements and installation of a 3 -way traffic signal. Option 2, referred to as alternate bid, is the 4 -way intersection improvement. This contract involves the same work as option 1 but includes the extension of Indian Grave Road on the east side of Route 220, removal of the Clearbrook Lane Bridge, closure of the Clearbrook Lane intersection with Route 220 and the installation of a 4 -way traffic signal. On February 2, 2003, Roanoke County advertised a request for bids on the 3 -way intersection improvement (base bid) and the 4 -way intersection improvement (alternate bid). February 28, 2003 was the final date of receipt for construction bids. Allegheny Construction, the only bidder, submitted a bid for the 3 -way intersection at $510,890 and an alternate bid for the 4 -way intersection at $1,341,051. Roanoke County's consultant engineer estimated the cost for the 3 -way intersection improvement as $314,970 and the cost for the 4 -way as $1,215,920. As stated earlier, the Board already appropriated $582,500 in revenue sharing funds, which has been equally matched by the State. The Board also appropriated $300,000 for the project. On March 11, 2003, staff requested that the Board select the 4 -way construction bid, and appropriate an additional $150,000 for this project. The Board was concerned that the property owners on the east side of Route 220 had not dedicated the necessary rights -of - ways and easements and were not contributing to the cost of constructing the new road. They directed staff to enter into a contract with Allegheny Construction to build the 3 -way intersection. County staff met with Allegheny Construction on March 19, 2003 to discuss the 3 -way project. Allegheny Construction Company stated that they preferred to build the 4 -way intersection and requested permission to contact the property owners. 2 After several weeks of negotiations, Roanoke County received commitments from both Vine & Branch and Wray and Jackson to donate the necessary rights -of -ways and easements and to contribute to Roanoke County $75,000 each for a total of $150,000 toward the construction of the 4 -way intersection. On April 4, 2003, Allegheny Construction Company reached an agreement with Dr. Resk whereby Dr. Resk will donate the necessary rights -of -ways and easements to Roanoke County in exchange for services to be provided by Allegheny Construction Company. At the April 8, 2003 Board meeting, staff requested the Board to rescind its March 11, 2003 decision and authorize the 4 -way intersection project. The Board scheduled a special meeting at which staff was requested to provide to the Board a breakdown of the County's participation of funds for the 3 -way versus 4 -way intersection improvements. The Board considered rescinding the March 11, 2003 decision at this special meeting. Staff showed the Board at a work session on April 15, 2003, excluding additional VDOT secondary funds needed for the 4 -way intersection, that approximately $103,075 of existing appropriated money is needed. If the Board agrees to proceed with the 4 -way intersection improvement project, staff will request that the Board amend the April 8, 2003 resolution for the Six Year Secondary Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to show to the reallocation of $430,000 from the Buck Mountain Road to the Indian Grave Road project. This request to amend the resolution and allocation of funds will be submitted to the Board for its consideration and approval at the April 22, 2003 meeting. FISCAL IMPACT: Accept the private donations totaling $150,000 and appropriate those funds to the project. ALTERNATIVES: 1. Authorize the County to enter into a contract with Allegheny Construction to build the 4 - way intersection subject to the following conditions: (a) Acceptance of the offer of Vine & Branch to contribute $75,000 and the offer of Wray and Jackson to contribute $75,000 for a total of $150,000 to be appropriated to this project. (b) Property owners on the east side of Route 220 to donate the necessary rights -of - ways and easements prior to executing the 4 -way contract with Allegheny Construction Company. (c) Reaffirming Resolution 111902-10 approving a County -State agreement with VDOT for construction of a 4 -way intersection. (d) Reaffirming the previous appropriations for this project. 3 (e) Consider amending the April 8, 2003 resolution for the Six Year Secondary Construction Plan for FY 2003-2009 and the allocation of funds for FY 2003-2004 to show the reallocation of $430,000 from the Buck Mountain Road to the Indian Grave Road project on April 22, 2003. (f) Rescind the March 11, 2003 Board action for the 3 -way intersection upon Roanoke County receiving items a and b. 2. Reconfirm Board of Supervisors action on March 11, 2003 and authorize the County to execute the contract with Allegheny Construction to build the 3 -way intersection. Funding has been appropriated for this alternative as follows: (a) The bid for the 3 -way intersection is a total cost of $510,890. (b) Reaffirming the previous appropriations for this project. STAFF RECOMMENDATION: Staff recommends alternative 1. VOTE: Supervisor Minnix motion to approve staff recommendation, Alternative #1 Motion approved cc: File Arnold Covey, Director, Community Development Virginia Department of Transportation Paul M. Mahoney, County Attorney 4 Yes No Abs Mr. Flora ® ❑ ❑ Mr. Church ® ❑ ❑ Mr. Minnix ® ❑ ❑ Mr. Altizer ® ❑ ❑ Mr. McNamara ® ❑ ❑ cc: File Arnold Covey, Director, Community Development Virginia Department of Transportation Paul M. Mahoney, County Attorney 4 0 0 0 0 0 0 0 0 o v 69 59 Ge I�r Qa �z 00 0 08 0 0 o vo 0 0 r- 00 O 69 69 69 z� > O U 0 w rlos E19 V H O O O 0 b O ti � H � ¢ ¢ ¢ U U U V 00 a A 0 0 0 0 0 0 0 0 0 O n o �o �o 0 0 0 0o vt c+) O M 01 �t vI O "O -t N— �--� 'ti z M rrW Gq 69 69 69 6q E -I AT A REGULAR MEETING OF THE BOARD OF SUPERVISORS OF ROANOKE COUNTY, VIRGINIA, HELD AT THE ROANOKE COUNTY ADMINISTRATION CENTER ON TUESDAY, APRIL 15, 2003 RESOLUTION 041503-2 CERTIFYING THE CLOSED MEETING WAS HELD IN CONFORMITY WITH THE CODE OF VIRGINIA WHEREAS, the Board of Supervisors of Roanoke County, Virginia has convened a closed meeting on this date pursuant to an affirmative recorded vote and in accordance with the provisions of The Virginia Freedom of Information Act; and WHEREAS, Section 2.2-3712 of the Code of Virginia requires a certification by the Board of Supervisors of Roanoke County, Virginia, that such closed meeting was conducted in conformity with Virginia law. NOW, THEREFORE, BE IT RESOLVED, that the Board of Supervisors of Roanoke County, Virginia, hereby certifies that, to the best of each members knowledge: 1. Only public business matters lawfully exempted from open meeting requirements by Virginia law were discussed in the closed meeting which this certification resolution applies, and 2. Only such public business matters as were identified in the motion convening the closed meeting were heard, discussed or considered by the Board of Supervisors of Roanoke County, Virginia. On motion of Supervisor McNamara to adopt the Resolution and carried by the following recorded vote: AYES Supervisors Flora, Church, Minnix, Altizer, McNamara NAYS: None A COPY TESTE: 0A. Diane S. Childers, Clerk to the Board of Supervisors cc: File Closed Meeting File