# 7. Date of Meeting: March 13, 2018 BOARD OF SUPERVISORS FINANCE/GOVERNMENT OPERATIONS AND ECONOMIC DEVELOPMENT COMMITTEE ACTION ITEM SUBJECT:
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1 BOARD OF SUPERVISORS FINANCE/GOVERNMENT OPERATIONS AND ECONOMIC DEVELOPMENT COMMITTEE ACTION ITEM Date of Meeting: March 13, 2018 # 7 SUBJECT: ELECTION DISTRICT: Contract Award/Roadway and Civil Design Services for Shellhorn Road/Loudoun County Parkway to Moran Road Broad Run CRITICAL ACTION DATE: March 13, 2018 STAFF CONTACTS: Joe Kroboth, III, Transportation and Capital Infrastructure Mark Hoffman, Transportation and Capital Infrastructure Christopher Bresley, Finance and Procurement Cheryl Middleton, Finance and Procurement PURPOSE: To award a contract for the design of Shellhorn Road/Loudoun County Parkway to Moran Road. RECOMMENDATION: Staff recommends that the Finance/Government Operations and Economic Development Committee recommend to the Board of Supervisors (Board) that the Purchasing Agent be authorized to award a contract for Roadway and Civil Design Services for Shellhorn Road/Loudoun County Parkway to Moran Road to J2 Engineers, Inc., in the total estimated amount of $7,823,033. BACKGROUND: Request for Proposal No. 704 was issued on September 21, 2017 for Roadway and Civil Design Services for Shellhorn Road/Loudoun County Parkway to Moran Road. Eleven (11) proposals were received on October 25, 2017 and evaluated by a Proposal Analysis Group (PAG) consisting of members from the Department of Transportation and Capital Infrastructure. Based on the evaluations of the proposals submitted, the PAG decided to shortlist and interview the top five (5) ranked firms. The Notice of Shortlist was issued on December 28, At the conclusion of the evaluation process, it was determined that the firm of J2 Engineering Inc., was the most qualified firm for this project and negotiations began to enter into a contract for Roadway and Civil Design Services for Shellhorn Road/Loudoun County Parkway to Moran Road. The Notice of Final Ranking was issued on January 25, Negotiations were successfully completed on February 27, The final ranking of the five (5) shortlisted firms was:
2 Item 7, Contract Award/ Roadway and Civil Design Services for Shellhorn Road/County Parkway to Moran Road Finance/Government Operations and Economic Development Committee March 13, 2018 Page 2 Final Ranking J2 Engineers, Inc. Dewberry Consultants LLC WSP USA, Inc. Rinker Design Associates, P.C. HDR Engineering, Inc. The consultant s scope of services include providing roadway and civil engineering design and construction support services for the extension of Shellhorn Road from Loudoun County Parkway to Randolph Drive at Moran Road, the reconstruction of Lockridge Road from Prentice Drive to Shellhorn Road, and the realignment of Randolph Drive. Consultant services required are: Land and Utility Surveys, Base Mapping, Geotechnical Investigations, Traffic Data Collection, Roadway Alignment Studies, Environmental Services and potential Wetlands Permitting, Roadway Engineering/Design Services, Floodplain Studies, Bridge and Culvert Design Services, Landscape Architecture Services, Traffic Signal/Roundabout Design, Signage & Striping Plans, Maintenance of Traffic Plans, Public Meeting Support, VPDES & Storm Water Compliance, Preparation of Right-of-Way and Easement Plats, Bridge/Roadway Construction Plans, and Bidding and Construction Phase Support Services. The design of this project shall follow the policies and procedures set forth in the Virginia Department of Transportation s (VDOT) Locally Administered Projects (LAP) Manual as it relates to federally funded projects. This shall include but not be limited to preparing, submitting and retaining all documentation as required by VDOT for the LAP process, as well as assisting Loudoun County (County) with any audits conducted by State or Federal officials regarding this project. Additionally, due to the potential of having Federal funding involved in construction, the Consultant shall perform all work in conjunction with Federal guidelines, including, but not limited to the National Environmental Policy Act (NEPA). Work shall include performing all necessary environmental/cultural resources studies, holding public hearings, as well as obtaining all necessary clearances and approvals from both Federal and State agencies with regards to the NEPA process. It is anticipated that the level of NEPA document for this project will be an Environmental Assessment. ISSUES: The segment of Shellhorn Road between Loudoun County Parkway and Sterling Boulevard is one of several projects currently in design that will provide a continuous east-west collector road between the Ashburn and Brambleton areas and Route 28. As envisioned by the County Transportation Plan, this road segment along with the improvements to Loudoun County Parkway and Belmont Ridge Road to the north will provide another east-west corridor in the County to help relieve traffic congestion for motorists traveling between Route 28 and the Ashburn and Brambleton areas. Specifically, this road segment will provide an alternate route for motorists using Waxpool Road and Gloucester Parkway to commute between Route 28 and the Ashburn and Brambleton areas. This segment will also provide access to the planned Metrorail station Loudoun Gateway. Although much of the CTP road network within the Ashburn Community has been constructed, several key projects remain to be completed. These planned improvements are intended to improve traffic flow on existing roadways such as Harry Byrd Highway (VA Route 7) and 1 st 2 nd 3 rd 4 th 5 th
3 Item 7, Contract Award/ Roadway and Civil Design Services for Shellhorn Road/County Parkway to Moran Road Finance/Government Operations and Economic Development Committee March 13, 2018 Page 3 Belmont Ridge Road (VA Route 659) as well as complete missing roadway links, particularly those across the Broad Run and in the vicinity of planned Metrorail stations in the Dulles Greenway (VA Route 267) corridor. Significant planned roadway connections and improvements within the Ashburn Community include Shellhorn Road (VA Route 643) that will provide an east-west connection across Broad Run and access to the Route 606 and Route 772 Metrorail Stations. The Roadway is planned as a four-lane divided section from Prentice Drive (VA Route 1071) at Metro Center Drive (in the Ashburn Community) to Sterling Boulevard (VA Route 846) at Moran Road (VA Route 634) corridor. This roadway will provide access between the future Route 606 and Route 772 Metrorail Stations. FISCAL IMPACT: Sufficient funding is appropriated in the Shellhorn Road Loudoun County to Moran Road project in the Capital Projects Fund to award the design contract to J2 Engineers, Inc. in the total estimated amount of $7,823,033. The current balance in the capital project fund is $12,000,000. ALTERNATIVES: 1. Recommend to the Board of Supervisors that the Purchasing Agent be authorized to award a contract for Roadway and Civil Design Services for Shellhorn Road from Loudoun County Parkway to Moran Road to J2 Engineers, Inc., in the total estimated amount of $7,823,033. OR 2. Do not recommend award of the contract and direct staff on how to proceed. DRAFT MOTIONS: 1. I move that the Finance/Government Operations and Economic Development Committee recommend to the Board of Supervisors that the Purchasing Agent be authorized to award a contract for Roadway and Civil Design Services for Shellhorn Road/Loudoun County Parkway to Moran Road to J2 Engineers, Inc., in the total estimated amount of $7,823,033. OR 2. I move an alternate motion. ATTACHMENT: 1. Capital Improvement Program: Shellhorn Road Loudoun County parkway to Moran Road. FY 2018 Adopted Budget, Volume 2; page
4 FY 2018 Adopted Budget Shellhorn Road Loudoun County Parkway to Moran Road Project Description C02125 This project provides for the planning, design, and right-ofway acquisition for Shellhorn Road from Loudoun County Parkway to Moran Road. The project entails the construction of a four-lane roadway within a 120-foot rightof-way. The road improvements are being designed and constructed to VDOT standards and will become part of the VDOT system for maintenance. A preliminary engineering study for this roadway is currently being prepared by an independent consultant. NVTA regional funds are applied for and awarded on a competitive basis. All proposed uses of NVTA regional funding on County road projects are subject to award of the funding to the County by NVTA. Election District Broad Run Prior 6 Year Future Project Capital ($ in 1000s) Alloc. FY 2017 FY 2018 FY 2019 FY 2020 FY 2021 FY 2022 Total FY's Total Land - - 4,000 4, ,000-8,000 Professional Services - 8, , ,000-16,000 Construction , ,750 Furniture, Fixtures & Equip Other Total Cost - 8,000 4,000 4,000 8, , , ,750 Local Tax Funding Local Tax Funding - Roads Fund Balance General Obligation Bonds - 8, , , ,750 Proffers (Cash) State Capital Assistance CMAQ RSTP Revenue Sharing NVTA 70% - - 4,000 4,000 8, ,000-16,000 NVTA 30% Total Financing - 8,000 4,000 4,000 8, , , ,750 Loudoun County, Virginia Attachment 1 Transportation
5 WAXPOOL RD VINEGAR HILL DR LOUDOUN COUNTY PKWY PRENTICE DR BRODERICK DR SULLY RD CHURCH RD LOCKRIDGE RD RANDOLPH DR ACACIA LA SHAW RD GLE N DR STABLEHOUSE DR DAVIS DR LADBROOK DR ,440 2,160 Feet STATE ST MERCURE CIR QUICKSILVER DR OLD OX RD THUNDER RD DULLES GREENWAY DULLES INTERNATIONAL AIRPORT OPERATIONS RD PERIMETER RD MORAN RD RELOCATION DR UNDERWOOD LA PACIFIC BLVD LOUDOUN COUNTY GOVERNMENT FY FY 2022 Capital Improvements Program Projects SHELLHORN RD - LOUDOUN COUNTY PKWY TO MORAN RD The road alignment depicted on this map is conceptual in nature and may be revised due to design and engineering considerations. µ Map Number Loudoun County Office of Mapping and Geographic Information
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