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East Lee Highway Pedestrian Project
What the Town Manager has told Mayor and Town Council about the East Lee Highway pedestrian project, report by report, since January 2022.
14 reports, January 2022 to November 2023
2023
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Finalizing the East Lee Pedestrian II Project
We had a final meeting with the Virginia Department of Transportation (VDOT), Thompson and Litton and Mt. Rogers Planning District Commission on the East Lee Highway II project to discuss two outstanding issues.
One was an overpayment made to the contractor, Jones Road and Bridge of Abingdon in the amount of $7,077.85. This was a result of an error in Pay Application 3. In review Thompson and Litton found this error and notified the contractor. Jones delivered the overpayment to the Town on October 31.
The second issue was that on the last pay reimbursement to the Town, $16,641 was withheld by VDOT. I understood it was because some funding source of VDOT has exhausted its funds. I was asked to write a letter to VDOT requesting that extra funding. I will send that letter out in the near future.
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Submission of Final Pay Request for East Lee Highway II Pedestrian Project
You have in your agenda packet Reimbursement Request Number 11 for the Project. It is in the amount of $40,822.50 and is for final payment to Thompson and Litton, or consulting engineer.
This payment completes the project. As I had reported earlier our reimbursed on the previous two or three pay requests had been delayed. The delay was caused by a payroll problem of very small significance, but it was still flagged by the Virginia Department of Transportation (VDOT) and lead to the delay. In mid to late July the problem was solved and we were reimbursed approximately $347,000.
As you can see by the August 14 letter the Town’s 80% reimbursement will be $32,658. But with all previous request we have to pay the full amount and then be reimbursed.
By my estimated figures the project totaled $714,061. That included $568,211.75 for Construction through Jones Road and Bridge of Abingdon, $135,850 for Thompson and Litton our consulting engineer, and $10,000 for Mt. Rogers Planning District Commission for administration. The normal reimbursement for these projects in 80% from VDOT; however, the Town’s on this project will be less. That is because one of the two change orders were all the Town’s responsibilities, and, at the start of the project the Town agreed to pickup part of the construction cost overage above what VDOT had allocated.
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East Lee Highway II Pedestrian Project Update
You have in your agenda package an attendance sheet and agenda for the first Progress Meeting had had on the East Lee Highway pedestrian II Project conducted by our engineer Thompson and Litton. At the meeting were representatives of the Town, the contractor Jones Road and Bridge, and OCS who is performing inspection services.
Regarding the Change Order on the project for the work on covering the ditch and install pipping on the east side of the entrance of the Town Hall to match the west side at $52,875, and removing the old ramp and constructing a new ramp entrance to the Fire Hall at $46,600, both these proposals were approved by Council at its April meeting. At the writing on May 3 the ditch and pipping is completed with landscaping put over the site. Regarding the removal and construction of a new ramp at the Fire Hall, the old ramp is being taken out. It is my understanding the concrete work for the pad will start on or about May 4. The Fire and EMS vehicles will have to be taken out of the building and put in the back parking lot, now that weather allows. Security features have been implemented for their protection. At the Progress Meeting it was stated that the curing of the new concrete being installed will take only 48 hours. So after that time the front entrance can be utilized and the vehicles housed inside the building again.
Pay Request number 9 in the amount of $280,854.25 will be submitted to Council for payment after approval by the Engineer. Of that amount $239,383.75 in for Jones Road and Bridge, and $41,470.50 for Thompson and Litton. The contractor indicated they are on schedule to finish in a couple of weeks and that only one more pay request will be needed to finish up the project.
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Beginning of Phase II East Lee Pedestrian Project
As you are aware, Jones Road and Bridge began the Phase II project in Mid March. Two items have come up that will require change orders on the project that will need Council action to resolve.
The first change order will be for completely enclosing ditch on East Lee behind the new sidewalk on the east side of the entrance to the Town Hall. As it stands now this portion of the ditch would be left open with railing installed along the length of the sidewalk from approximately Bonham Avenue to the entrance. The portion of the ditch on the west side from the entrance to end of the lot at the Fire Hall is slated to be covered. Several elected officials have asked that this change order be done.
I don’t have the cost of this writing for the pipe to be covered. There will be a credit on this change because the railing on the sidewalk will be removed.
The other change order will be more costly, I am sure. It involves the slope at the Fire Hall and the construction in front. As you recall the Town order two new fire trucks. The tallest of the two new trucks is the ladder truck. It is the same height of the old ladder truck at about 11 feet 6 inches. The bottom of door is 11 feet 10 inches, so there is very little clearance. While the new ladder truck will be the same height compared to the old one, the new truck will be three feet longer. That may affect the height of the new truck backing in at the grade the Phase II project is now designed at the entrance of the building. A revised slope in the front of the building through the construction may assist in getting the truck into the building without doing modification on the building.
As I understand it from the Fire / EMS Chief David Haynes, there is no similar size truck in the area to actually test backing into the building. And additionally, he informs me that the manufacturer will not guarantee any height variance due to the slope entrance, weight, tire pressure, etc.
After a meeting with Tim Mullins of Thompson and Litton, Paul Orr of Jones Road and Bridge, Works Director Jay Keen and David Haynes on March 30, plus several other conversations, a plan is being made to revise the front slope to a different slope. That revised concrete pad slope will have to be dependent, of course on “Knows” such as the elevation of East Lee Highway, the elevation of the Fire Department floor, etc. It is thought that the new slope could help ensure the new ladder truck can get into the building.
As with the covering of the ditch described above, no dollar amount has been ascertained for this change order. That information will be presented to Council at its April meeting.
2022
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Update of East Lee Highway II Pedestrian Project
On October 26 we met with Grant Pennings, Project Manager of Jones Road and Bridge to discuss when to issue the Notice to Proceed on the East lee Highway Phase II Project. Also at the meeting were Tim Mullins of Thompson and Litton, Angela Wolfe of Mt. Rogers PDC, Reggie Plummer of the Virginia Department of Transportation and Jay Keen with the Town.
The main reason for the meeting was to discuss when to start the project. As you recall the project was bid out on September 6 and Jones Road and Bridge was the only bidder at $489,050. Because the project was $36,037 over the construction budget, additional monies had to be secured before the Notice of Award. An earlier allocation also had to be secured in the Spring. These additional allocations caused delay the in the start of the project.
At the meeting it was agreed by all that it would be very problematic to start this project now. If it started it would have to be shut down towards the end of the year. Since the asphalt plants will close the middle / end of this month gravel would have had to be laid and maintained throughout the winter, along with other traffic controls. And, as pointed out many times, we could have had the issue of dealing with fire vehicles in freezing weather if started now. We will meet again early next year to determine when the Notice to Proceed will be issued. I anticipate it will be in February or March, 2023.
The Notice of Award was signed on September 26. The contract between the Town and Jones was also signed and is effective September 26. Once the Notice to Proceed is issued the contractor will have 90 days to bring the project to Substantial Completion and 90 tot Final Completion.
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Notice of Award to Jones Road and Bridge, Inc. of Abingdon and Additional Funding on East Lee Pedestrian Project Phase II
You have in your agenda package a Notice of Award dated September 26, 2022 to Jones Road and Bridge of Abingdon. The contractor award was $489,050.
Earlier in the month, Virginia Department of Transportation (VDOT) Local Project Administrator Mr. John Dew contacted me and wanted to know if the Town would cover $36,037 over the normal 20% commitment, in the interest of getting the project started. You were polled in early September and everyone agreed to the extra funding through the use of the American Rescue Act funding. I sent that information to John on the attached September 12 email that the Town would pick up the extra amount. That vote for the extra $36,037 was going to be formally ratified at the October 13 Council meeting.
However, in the meantime John asked me to write a letter to him asking VDOT for 80% of the $36,097 ($28,878). I did so and my letter of September 22 is included in your agenda package. Mr. Dew verified in his September 26 letter that VDOT would, after all, be picking up $28,878 of the needed allocation. So, the Council will need to ratify only the extra 20% ($7,219), not 100% of the amount of $36,097.
In your agenda you also have the revised Appendix A from VDOT that I signed on October 4. As you can see, the total project cost is estimated at $658,300. The Town’s 20% is estimated at $139,660 (including another $10,000 Council voted to put towards this project in the summer).
The preconstruction conference has not been scheduled at this writing. I anticipate it occurring the week of October 10 or 17. I also would anticipate construction beginning the first of November. Perhaps that will give time for two good construction months, with ample weather days granted in early 2023.
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East Lee Highway II Pedestrian Project Bids
The advertisement for the project was put in both the Bristol Herald Courier and Roanoke Times on August 14. Our engineer Thompson and Litton also placed the contract documents an on-line plan room. The non-mandatory prebid conference was held on 23 and one contractor was present.
As you may recall, one of the delays of the project being bid out was because of an anticipated increase in the project cost. I sent a letter on May 27, 2022 asking for an additional $134,868 for the project. We received that additional funding from the Virginia Department of Transportation (VDOT) in the 80% amount $107,895, with the Town committing the additional 20% or 26,973.
The bids will be received on September 6, 2022 at 2:00. The construction estimate is $455,217, which is a public record and can be found on the VDOT website. The bid tabs will be presented to Council at the meeting for consideration and approval.
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Bidding Schedule on East Lee Phase II Pedestrian Project
In an August 1 email from the Virginia Department of Transportation (VDOT) representative John Dew, John reported that he expected clearance Federal Highway Administration by August 9 to advertise the project. Since most of the funding is from the Feds VDOT has to wait for that authorization.
On August 4 John said we received authorization to bid. The schedule is as follows: Advertisement in the Bristol Herald Courier and Roanoke Times August 14; the Pre-Bid Conference on August 23 at 2:00; and the bid opening on September 6th at 2:00.
The good news is that the project has finally been released to bid, after months of us pushing the process. Even after the bid, VDOT will have to approve it along with the Feds. Tim Mullins, our Project Engineer with Thompson and Litton, stated that the Federal approval could take a couple of days or two months. At this writing I think the best Scenario would be for part of the project to be started and completed this year, perhaps in front of Town Hall and Fire Department, and the rest started in late winter, 2023.
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Update on East Lee II Pedestrian Project
You have in your agenda packet a revised Appendix A regarding the East Lee II Pedestrian Project. As you recall from last month’s Council Meeting, I wrote a May 27 letter to Mr. John Dew of the Virginia Department of Transportation (VDOT) requesting additional funding, as Mr. Dew had requested, I do.
In the letter I asked for $134,868 in funding including the Town’s 20% at $26,973. In addition, as advised by Mr. Dew, offered to put another $10,000 up on top of the Town’s 20%. As you can see in Appendix A the form includes the new monies, namely $622,202 for the total revised estimate. VDOT’s share is $489,762 and the Town’s $132,441. The Town’s portion includes the extra $10,000. The money allocated in this year’s budget should cover that demand.
On July 11 I emailed John and asked him if I could report to Council that with this new Appendix A that the project would be bid out this year, and if the extra $10,000 helped in this endeavor. He responded on July 12 and stated “I think it reasonable to tell Council that the Advertisement Authorization is anticipated next month”, and added further “and the additional $10,000 offered by the Town helped secure additional Transportation Alternative funds needed to fund 80% of the expected higher bid / construction cost,”. In the email John pointed out that VDOT could have opted to have the Town fund any additional cost over the initial $487,334 allocated earlier in the year.
With the construction window rapidly closing, I hope we get authorization to bid next month. That would put construction starting in mid-September and would leave about a 90 window to substantially complete the project before cold weather. Admittedly that is a tight schedule.
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Request for Additional Funding for East Lee II Pedestrian Project
You have in your agenda package a letter dated May 27 from me to Mr. John Dew, administrator of local Projects, for the Virginia Department of Transportation (VDOT). In that letter I asked for additional funding for the project.
Before the project could be bid VDOT required another cost estimate on the project. Tim Mullins of Thompson and Litton made an estimate of $622,202 on April 26. VDOT had appropriated $487,334. Because of that deferential John asked me to write a letter justifying the extra money. This will delay the project being bid out.
As you can see, I asked for an additional $134, 868 in funding. The Town’s 20% share of that is $26,973 and VDOT’s 80% share is $107,895. John feels hopeful the Town will be awarded the extra money and he feels that the project could be bid in July.
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Update on East Lee Highway II Pedestrian Project
You have in your agenda packet a cost estimate on the Project dated April 26, 2022. The revised estimate was put together by Tim Mullins of Thompson and Litton. The estimate shows total construction cost at $455,217. The previous estimate in 2021 was $400,445. The new estimate is 13.7% higher. The Virginia Department of Transportation (VDOT) required this new estimate as one of the final steps to bid the project out. The Town’s 20% of this estimated construction cost is $91,043.
I also signed off several other documents provided by Tim Mullins, including A Due Diligence form regarding natural resources and other environmental forms. All this documentation has been sent to VDOT and hopefully they will authorize the project to be bid in the very near future.
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Temporary Easement on East Lee Highway Pedestrian II Project
As I have discussed the last several weeks, the last milestone we have to address before the Phase II Project can be bid out is acquiring a temporary easement during construction for the area on Second Avenue that is adjacent to the Riverfront Restaurant. To that end we had a meeting on April 1 with the property owner, the engineer Thompson and Litton and staff to discuss the situation.
The owner was presented an offer on the property for the temporary easement, as required by the Virginia Department of Transportation (VDOT). The offer was based on the appraised value of the lot, the amount of the lot being impacted, and then discounted by 90% since it was a temporary easement. The owner graciously declined the monetary offer. We have sent an easement form for her to sign and are awaiting its delivery.
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East Lee Highway Pedestrian II Project
As I mentioned last month, we have run into a temporary easement issue that our Engineer, Tim Mullins of Thompson and Litton (T&L) had not anticipated. It involves property on Second Street.
When T&L developed the plans it was revealed that a temporary easement would have to be utilized for the construction of the project. Tim indicated to me that he thought we could simply talk to the owner and obtain permission for the area estimated at 2,242.73 square feet. Instead, John Dew of the Virginia Department of Transportation (VDOT), who administers the Locally Administered Projects (LAP), says we have to go through a formal VDOT process to attempt to gain the temporary easement.
To that end Tim Mullins came up with an amount of offer to made based on the area affected on the lot and submitted other required comments. It is my understanding from his email of February 28 that he has submitted the necessary information and is awaiting comments / clearance from VDOT’s right-of-way division. Once clearance is obtained from VDOT we will approach the owner about the easement and any costs associated with it. Then, I believe, the project can be bid out.
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Update on East Lee II Pedestrian Project
You have in your agenda packet a January 2 email from Tim Mullins of Thompson and Litton (T&L) re the East Lee II Project. As you know the project will stretch from Church Avenue along East Lee Highway, then Walton Avenue to Main street. I had enquired about its status a couple times earlier and hadn’t heard anything definitive since Tim appeared before Council late Summer or Early Fall 2021.
As you can see by Tim’s response, T&L is finishing up their response to the Virginia Department of Highways and Transportation’s (VDOT) comments and hope to submit them soon. Hopefully, VDOT will respond to them in a timely manner and get authorization from them and the Federal Highway Administration to advertise the project in February, 2022.
The current cost estimate is $487,334, but that estimate is at about one year old and does not reflect the current construction environment. Of that total the Town’s 20% would be $97,467. I would estimate that those costs would increase about 20% but have no definitive number on that. One of the things that may work in our favor is that the contractor that did the Downtown Revitalization Project and the Phase I East Lee Project is the same contractor who is doing the VDOT lane addition project at East Lee and White Top Avenue.