Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AMENDED LOCAL PUBLIC AGENCY (“LPA”) AGREEMENT WITH THE OHIO DEPARTMENT OF TRANSPORTATION FOR THE ADAPTIVE SIGNALS PROJECT (PID# 116924); AND DECLARING AN EMERGENCY.
Brief Description: The Adaptive Signals Project is funded in part by federal funds and must adhere to all Ohio Department of Transportation (ODOT) requirements. The Akron Metropolitan Area Transportation Study (AMATS) administers the project funding through a Congestion Mitigation/Air Quality (CMAQ) grant. After the project bids were opened, staff contacted AMATS to inquire about additional grant funding. AMATS confirmed the availability of $347,541, bringing the total CMAQ grant to $2,666,480. ODOT then requires the City to approve an amended agreement and cover 20% of the local match, along with any project cost overruns. ODOT will contribute a maximum of 80% toward eligible construction costs.
Body
Legislative History
19-0056 - Discussion on Adaptive Signal Technology; 6/11/2019
19-92 - Authorize City Manager to Solicit Proposals for Stage 1; 7/9/2019
20-0031 - Discussion regarding Adaptive Signal Timing Analysis; 3/10/2020
21-12 - Authorize Contract with TMS for Adaptive Signal Design; 2/16/2021
21-83 - Authorize Application for CMAQ Funds; 7/20/2021
22-99 - Enter into LPA Agreement; 8/16/2022
23-16 - Enter into a Professional Services Contract with TMS for re-design; 2/7/2023
23-174 - Permission to Bid and Award; 12/19/2023
24-XX - Permission to Award to Perram Electric and Increase Funding; 5/7/2024
Purpose & Explanation
The Ohio Department of Transportation (ODOT) offers a program that allows local public agencies (LPAs), like the City of Hudson, to manage projects using federal funding instead of relying on ODOT administration.
This LPA process grants the City more local control over project design, cost, and schedule. The agreement requires the City to follow federal procedures for various design and construction tasks, including right-of-way acquisition, consultant selection, contracting, invoicing, construction management, use of domestically made materials, and environmental clearance procedures.
The City originally secured Congestion Mitigation/Air Quality (CMAQ) funding through the Akron Metropolitan Area Transportation Study (AMATS) in 2022 for the Adaptive Signals Project. The project was designed and put out for bid on April 16, 2024. However, bids received exceeded the engineer's estimate by more than 10%.
Following the Federal Highway Administration's ("FHWA") "Guidelines on Preparing Engineer's Estimate, Bid Reviews and Evaluation," the estimate was adjusted, and the project was awarded to the low bidder, Perram Electric.
Due to bids exceeding the original budget, staff contacted AMATS to inquire about additional funding. AMATS offers up to a 15% increase in federal funding, subject to availability. Fortunately, AMATS confirmed the availability of an additional $347,541, bringing the total CMAQ grant amount to $2,664,480 ($2,316,939 original grant + $347,541 additional funding).
This increase in CMAQ funding necessitates a modified LPA Agreement. Given the anticipated construction start date later this summer, an emergency clause has been included to document the funding increase and expedite project commencement.
Fiscal Impact
Currently Budgeted
Supplemental Appropriation Required
X Appropriation Not Required.
Does this legislation require use of an emergency clause?
X Yes Funding is needed in order to keep the project on schedule.
No
Recommendation
Suggested Action
It is recommended that City Council approve the resolution authorizing the City Manager to enter into the amended LPA agreement with ODOT for the Adaptive Signals Project, with the Emergency Clause allowing the project to be awarded and remain on schedule for construction in 2025.
Submitted by,
Thomas J. Sheridan, City Manager
Bradley S. Kosco, PE, PS, City Engineer