Elected Officials Transportation Committee (EOTC) Special Meeting AGENDA Thursday, March 7, 2013 4pm Location-City of Aspen-City Hall-Council Chambers Pitkin County to Host and Chair Meeting __________________________________________________________________________________________ I. 4:00 - 4:10 REVIEW OF DECISIONS REACHED AT THE FEBRUARY 28, 2013 MEETING John D. Krueger-City of Aspen II. 4:10 - 4:15 PUBLIC COMMENT - Regarding Any Item Not on the Agenda (Comments limited to three minutes per person) III. 4:15 - 5:00 AABC PEDESTRIAN UNDERPASS PROJECT FUNDING REQUEST Brian Pettet-Pitkin County Decision Needed: Approval of Additional Funding for the AABC Underpass Project from the EOTC Capital Pool VII. 5:00 FUTURE MEETINGS AND AGENDA ITEMS ? ? June 20, 2013 TOSV to Host & Chair o Regular Meeting ? Pro Challenge Bike Race Update o Retreat-Decision Making Process October 17, 2013 City of Aspen to Host & Chair 1 ELECTED OFFICIALS TRANSPORTATION COMMITTEE (EOTC) Aspen-Council Chambers City of Aspen - Host & Chair February 28, 2013 AGREEMENTS & DECISIONS REACHED Elected Officials in Attendance: Aspen - 4 Derek Johnson Torre Adam Frisch Mick Ireland Absent: Aspen: BOCC: TOSV: Pitkin County - 3 Steve Childs George Newman Rob Ittner TOSV - 4 Bill Boineau Fred Kucker Chris Jacobson Jason Haber Steve Skadron Michael Owsley, Rachel Richards Markey Butler Agreements & Decisions Reached: I. II. III. REVIEW OF DECISIONS REACHED AT THE OCTOBER 18, 2012 MEETING John D. Krueger-City of Aspen No Comments PUBLIC COMMENT No Comments UPDATE & INFORMATIONAL ITMES A. 2013 X-GAMES TRANSPORTATION RECAP John Rigney-Aspen Skiing Company No decisions needed. Information only. John Rigney updated the EOTC on the 2013 X-Games attendance and transportation operations. The Aspen Skiing Company is currently in negotiations with ESPN to host the XGames for 2015 and beyond. John thanked the EOTC for their continued support. 2 B. AABC UNDERPASS Brian Pettet-Pitkin County No decisions needed. Information only. After an update by Brian Pettet, the EOTC directed the Pitkin County staff to review and analyze the recent bids and report back to the EOTC at a special meeting regarding the budget overage and request for additional funding. The Special Meeting will be March 7, 2013. VOTE: UNANIMOUS = YES BOCC: 4-0 YES COA: 4-0 YES TOSV: 4-0 YES C. RUBEY PARK UPDATE John D. Krueger-City of Aspen The City of Aspen received tentative approval of a $1 million FASTER grant for construction of Rubey Park improvements in fiscal year 2015. Final approval and award of the grant is contingent upon the project getting to final design with local funding prior to fiscal year 2015. The City has issued a Request For Proposals (RFP) for the first phase of the design process. The City hopes to complete this first phase by October of this year. The City will be looking for funding for phase II of the design process to get the project to final design. After final design the City will be looking for funding sources for construction of the project above and beyond the FASTER grant. IV. DISCUSSION ITEM EOTC GOVERNANCE/DECISION-MAKING PROCESS Jon Peacock-Pitkin County & Russell Forest-Town of Snowmass Village The EOTC decided to have a retreat as part of its next regular meeting in June to discuss possible changes to the current decision making process as agreed to in the Intergovernmental Agreement. V. FUTURE MEETINGS & AGENDA ITEM Next Meeting: June 20, 2013 TOSV to Host & Chair There will be a regular meeting followed by a retreat to discuss changes to the current EOTC decision making process. Torre asked to have an update on the USA Pro Challenge bike race at the June meeting. 2 3 PROPOSED 2013 BUDGET AND MULTI-YEAR PLAN EOTC Transit Project Funding with Rubey Park planning funded from ETA Actual Proposed Actual 2011 Projected Budget Plan Plan Plan Plan 2012 2013 2014 2015 2016 2017 FUNDING SOURCES: a) Pitkin County 1/2% sales tax b) Pitkin County 1/2% use tax c) Investment income & misc. d) Brush Creek Lot rentals Total Funding Sources 3,798,447 765,570 91,897 4,000 4,659,914 3,977,000 789,000 51,000 4,116,000 813,000 54,000 4,260,000 837,000 62,000 4,409,000 862,000 67,000 4,563,000 888,000 231,000 4,723,000 915,000 406,000 4,817,000 4,983,000 5,159,000 5,338,000 5,682,000 6,044,000 82,416 14,144 5,985 50,000 20,307 3,078,261 553,837 97,463 24,762 6,000 50,000 30,000 3,222,961 553,838 101,809 17,392 8,000 100,000 32,000 3,335,606 106,899 18,262 8,000 100,000 32,000 3,452,304 112,244 19,175 8,000 100,000 32,000 3,573,054 117,857 20,133 8,000 100,000 32,000 3,697,855 117,857 20,133 8,000 100,000 32,000 3,697,855 478,148 75,689 492,492 77,960 492,492 77,960 507,267 80,298 507,267 80,298 6,162,917 (1,003,917) 4,414,925 923,075 4,563,411 1,118,589 4,563,411 1,480,589 FUNDING USES: 1) Use tax collection costs 2) Administrative cost allocation & meeting costs 3) Cab ride in-lieu of bus stop safety imprvs 4) X-Games transit subsidy 5) Brush Creek Intercept Lot operating costs 6) RFTA contribution (81.04% of 1/2% sales tax) 7) No-fare Aspen-Snowmass-Woody Creek bus service - year-round 8) No-fare bus service - winter, spring, fall 9) No-fare bus service - summer (funded from SVTC lockbox) 10) AABC ped. crossing design & engineering ($250k advanced from ETA lockbox) 11) Capital projects pool ($3M advanced equally from ETA & SVTC lockboxes) a) AABC pedestrian crossing design & engineering b) AABC pedestrian crossing construction contribution 12) Rubey Park planning, scoping & conceptual design (funded from ETA) Total Uses EOTC ANNUAL SURPLUS/(DEFICIT) EOTC CUMULATIVE SURPLUS/(DEFICIT) FUND BALANCE Revenue projections: a) sales tax b) use tax c) investment earnings rate Fund balance designated for Snowmass Village Transit Center (SVTC) 91,368 1,875,000 125,000 1,000,000 200,000 5,348,644 (365,644) 3,896,318 763,596 4,268,656 548,344 10,192,363 10,740,707 10,375,063 9,371,146 10,294,221 11,412,810 12,893,399 6.1% 4.7% 3.5% 3.5% 3.5% 3.5% 3.5% -6.1% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 0.9% 0.5% 0.5% 0.6% 0.7% 2.2% 3.5% 2011 less summer no- fare service less 1/2 of advance to capital pool plus reimbursement of advance to capital pool Year-end fund balance designated for Snowmass Village Transit Center 158,632 2012 (62,500) 6,430,165 6,367,665 2013 2014 (75,689) (500,000) 5,791,976 2015 (77,960) (937,500) 4,776,516 2016 (77,960) 4,698,557 2017 (80,298) 32,701 4,650,960 (80,298) 226,392 4,797,053 Advance 1,240,906 receivable Calculation of amount allocated to Entrance-to-Aspen (ETA) Pitkin County 1/2% sales tax Pitkin County 1/2% use tax less committed funding less RFTA contribution (81.04% of 1/2% sales tax) Net revenue to be allocated Annual 2/3's allocation to Entrance-to-Aspen plus reimbursement to ETA for $250,000 pedestrian crossing funding less 1/2 of advance to capital pool plus reimbursement of advance to capital pool less Rubey Park planning funded from ETA less annual discretionary funding deficit Year-end fund balance designated for Entrance-to-Aspen (ETA) 2011 3,798,447 765,570 (172,852) (3,078,261) 1,312,904 875,269 2012 3,977,000 789,000 (208,225) (3,222,961) 1,334,814 889,876 (62,500) (111,673) 3,762,198 (216,532) 4,373,042 2013 2014 2015 2016 2017 4,116,000 813,000 (259,201) (3,335,606) 1,334,193 889,462 20,583 (500,000) (200,000) 4,260,000 837,000 (265,161) (3,452,304) 1,379,535 919,690 29,353 (937,500) - 4,409,000 862,000 (271,419) (3,573,054) 1,426,527 951,018 50,016 - 4,563,000 888,000 (277,990) (3,697,855) 1,475,155 983,437 150,048 32,701 4,583,087 4,594,630 5,595,664 6,761,851 4,723,000 915,000 (277,990) (3,697,855) 1,662,155 1,108,103 226,392 8,096,346 Advance 1,240,906 receivable Calculation of amount allocated to discretionary funding EOTC ANNUAL SURPLUS (after funding operations) less Annual 2/3's allocation to Entrance-to-Aspen plus advance for capital projects pool plus Rubey Park planning funded from ETA plus summer no-fare bus service funded from SVTC lockbox Remaining annual discretionary funding less reimbursement to ETA for $250,000 ped crossing funding less reimbursement of advance to capital pool 2011 2012 763,596 (875,269) 548,344 (889,876) 125,000 (111,673) (216,532) Net annual discretionary funding after reimbursements Cumulative remaining discretionary funding after reimbursements remaining balance to reimburse ETA & SVTC for advance to capital pool remaining balance to reimburse ETA for 2011-12 $250,000 advance 2013 2014 (365,644) (889,462) 1,000,000 200,000 75,689 20,583 (20,583) - 250,000 125,000 250,000 1,125,000 229,417 2015 2016 2017 (1,003,917) (919,690) 1,875,000 923,075 (951,018) - 1,118,589 (983,437) - 1,480,589 (1,108,103) - 77,960 29,353 (29,353) - 77,960 50,016 (50,016) - 80,298 215,451 (150,048) (65,403) - 80,298 452,785 (452,785) - - - 3,000,000 200,064 3,000,000 150,048 2,934,597 - 2,481,813 Advance 2,481,813 payable 11/27/2012 13 EOTC with Rubey from ETA.xlsx 4 PROPOSED 2013 BUDGET AND MULTI-YEAR PLAN EOTC Transit Project Funding with addtl $1,025,000 from capital pool for AABC pedestrian crossing construction Actual Proposed Actual 2011 Projected Budget Plan Plan Plan Plan 2012 2013 2014 2015 2016 2017 FUNDING SOURCES: a) Pitkin County 1/2% sales tax b) Pitkin County 1/2% use tax c) Investment income & misc. d) Brush Creek Lot rentals Total Funding Sources 3,798,447 765,570 91,897 4,000 4,659,914 3,977,000 789,000 51,000 4,116,000 813,000 54,000 4,260,000 837,000 56,000 4,409,000 862,000 67,000 4,563,000 888,000 231,000 4,723,000 915,000 406,000 4,817,000 4,983,000 5,153,000 5,338,000 5,682,000 6,044,000 82,416 14,144 5,985 50,000 20,307 3,078,261 553,837 97,463 24,762 6,000 50,000 30,000 3,222,961 553,838 101,809 17,392 8,000 100,000 32,000 3,335,606 106,899 18,262 8,000 100,000 32,000 3,452,304 112,244 19,175 8,000 100,000 32,000 3,573,054 117,857 20,133 8,000 100,000 32,000 3,697,855 117,857 20,133 8,000 100,000 32,000 3,697,855 478,148 75,689 492,492 77,960 492,492 77,960 507,267 80,298 507,267 80,298 FUNDING USES: 1) Use tax collection costs 2) Administrative cost allocation & meeting costs 3) Cab ride in-lieu of bus stop safety imprvs 4) X-Games transit subsidy 5) Brush Creek Intercept Lot operating costs 6) RFTA contribution (81.04% of 1/2% sales tax) 7) No-fare Aspen-Snowmass-Woody Creek bus service - year-round 8) No-fare bus service - winter, spring, fall 9) No-fare bus service - summer (funded from SVTC lockbox) 10) AABC ped. crossing design & engineering ($250k advanced from ETA lockbox) 11) Capital projects pool ($3M advanced equally from ETA & SVTC lockboxes) a) AABC pedestrian crossing design & engineering b) AABC pedestrian crossing construction contribution 12) Rubey Park planning, scoping & conceptual design (funded from ETA) Total Uses EOTC ANNUAL SURPLUS/(DEFICIT) EOTC CUMULATIVE SURPLUS/(DEFICIT) FUND BALANCE Revenue projections: a) sales tax b) use tax c) investment earnings rate Fund balance designated for Snowmass Village Transit Center (SVTC) 91,368 850,000 125,000 3,896,318 763,596 4,268,656 548,344 2,025,000 200,000 6,373,644 (1,390,644) 10,192,363 10,740,707 9,350,063 9,365,146 10,288,221 11,406,810 12,887,399 6.1% 4.7% 3.5% 3.5% 3.5% 3.5% 12,887,399 3.5% -6.1% 3.0% 3.0% 3.0% 3.0% 3.0% 3.0% 0.9% 0.5% 0.5% 0.6% 0.7% 2.2% 3.5% 2011 less summer no- fare service less 1/2 of advance to capital pool plus reimbursement of advance to capital pool Year-end fund balance designated for Snowmass Village Transit Center 158,632 2012 (62,500) 6,430,165 6,367,665 2013 5,137,917 15,083 4,414,925 923,075 4,563,411 1,118,589 4,563,411 1,480,589 2014 (75,689) (1,012,500) 5,279,476 2015 (77,960) (425,000) 4,776,516 2016 (77,960) 4,698,557 2017 (80,298) 29,701 4,647,960 (80,298) 226,392 4,794,053 Advance 1,243,906 receivable Calculation of amount allocated to Entrance-to-Aspen (ETA) Pitkin County 1/2% sales tax Pitkin County 1/2% use tax less committed funding less RFTA contribution (81.04% of 1/2% sales tax) Net revenue to be allocated Annual 2/3's allocation to Entrance-to-Aspen plus reimbursement to ETA for $250,000 pedestrian crossing funding less 1/2 of advance to capital pool plus reimbursement of advance to capital pool less Rubey Park planning funded from ETA less annual discretionary funding deficit Year-end fund balance designated for Entrance-to-Aspen (ETA) 2011 3,798,447 765,570 (172,852) (3,078,261) 1,312,904 875,269 2012 3,977,000 789,000 (208,225) (3,222,961) 1,334,814 889,876 (62,500) (111,673) 3,762,198 (216,532) 4,373,042 2013 2014 2015 2016 2017 4,116,000 813,000 (259,201) (3,335,606) 1,334,193 889,462 20,583 (1,012,500) (200,000) 4,260,000 837,000 (265,161) (3,452,304) 1,379,535 919,690 23,353 (425,000) - 4,409,000 862,000 (271,419) (3,573,054) 1,426,527 951,018 50,016 - 4,563,000 888,000 (277,990) (3,697,855) 1,475,155 983,437 156,048 29,701 4,070,587 4,588,630 5,589,664 6,758,851 4,723,000 915,000 (277,990) (3,697,855) 1,662,155 1,108,103 226,392 8,093,346 Advance 1,243,906 receivable Calculation of amount allocated to discretionary funding EOTC ANNUAL SURPLUS (after funding operations) less Annual 2/3's allocation to Entrance-to-Aspen plus advance for capital projects pool plus Rubey Park planning funded from ETA plus summer no-fare bus service funded from SVTC lockbox Remaining annual discretionary funding less reimbursement to ETA for $250,000 ped crossing funding less reimbursement of advance to capital pool 2011 2012 763,596 (875,269) 548,344 (889,876) 125,000 (111,673) (216,532) Net annual discretionary funding after reimbursements Cumulative remaining discretionary funding after reimbursements remaining balance to reimburse ETA & SVTC for advance to capital pool remaining balance to reimburse ETA for 2011-12 $250,000 advance 2013 2014 (1,390,644) (889,462) 2,025,000 200,000 75,689 20,583 (20,583) - 250,000 125,000 250,000 2,150,000 229,417 2015 15,083 (919,690) 850,000 923,075 (951,018) - 1,118,589 (983,437) - 1,480,589 (1,108,103) - 77,960 23,353 (23,353) - 77,960 50,016 (50,016) - 80,298 215,451 (156,048) (59,403) - 80,298 452,785 (452,785) - - - 3,000,000 206,064 2016 2017 - 3,000,000 156,048 2,940,597 - 2,487,813 Advance 2,487,813 payable 3/6/2013 13 EOTC with addtl for AABC pedX.xlsx 5 AGENDA ITEM SUMMARY EOTC MEETING DATE: March 7, 2013 AGENDA ITEM TITLE: AABC Pedestrian Crossing Project Funding STAFF RESPONSIBLE: Brian Pettet, Pitkin County Public Works Director GR Fielding, Pitkin County Engineer ISSUE STATEMENT: Bids have been received for the AABC Pedestrian Crossing Project and $2,050,000 will need to be appropriated in order for the project to continue to construction. BACKGROUND: Staff went through a request for qualifications process for engineering services to design a pedestrian crossing between the AABC and the Aspen/Pitkin County Airport. A local firm (SGM) and Parsons Transportation responded to the request. Parsons Transportation was selected given the size of their firm (with many engineering discipline specialists) and their specialized ability to help design a complex project that would require extensive public outreach. Unfortunately, underestimating project costs has been an ongoing issue throughout the project (see attached spreadsheet). These mistakes in estimating have set Staff' s, coordinating agencies' and elected official's expectations that the project could be completed for much less money than reality has revealed. As with erroneous project estimates of this nature, hind sight provides clarity of what occurred. Even though County Staff pushed Parson's Transportation to ensure project costs were accurate, fully loaded and compensated for the premium cost of doing work in the Upper Roaring ork Valley; the mark was simply missed in estimating this project. Regardless, the bids, which were received from three large construction firms from the Front Range; expose the true cost of completing this complex transportation constriction project. The decision for the Board of County Commissioners and the Elected Officials Transportation Committee is to determine if the overall cost of this project is warranted given the safety and pedestrian connectivity problem that exists between the Aspen/Pitkin County Airport and the AABC cornrnercial and residential area. The missed estimate is unfortunate and much was learned throughout this process by all involved. However, whether to fund the AABC Pedestrian Crossing Project should be determined based on the merits of the project from a cost/benefit standpoint, not the expectations that were set based on the missed project construction estimate. Given pedestrian counts completed during a normal work day in this area, just over 250 people crossed State Highway 82 at this location and approximately 32 percent (about 79 people) crossed the highway in rogue fashion. The rogue crossing happened in the same area where the pedestrian tunnel is proposed to be built and would become the easiest and safest route across State highway 82 in this location. This project would also align the up--valley bus rapid transit stop with the future Airport Terminal redevelopment given the recently approved Airport Master Plan. This change and the placement of the pedestrian tunnel would create a multi~modal system where international and domestic air travel would meet the Roaring Fork Valley's transit system. BUDGETARY IMPACT: Staff is working with its partners (RF TA and Airport) to determine if there are areas to change to create savings. There are ideas currently being considered that could save a substantial amount and more engineering analysis/redesign is required. The team will continue to work on these design modification ideas to attempt to save money. However, in order to meet contractual deadlines and keep the project moving forward, the full shortfall will need to be funded at this time. Staff is proposing to split the cost of the $2,050,000 funding need evenly between the County's road capital funding and the EOTC capital fund ($1,025,000 each). The County's portion could be funded by reprioritizing the County Road Capital Plan. The Road Capital Plan would be balanced by delaying the replacement of the Castle Creek Bridge until 2018. Delaying this bridge replacement would not create a public safety issue. Staff will continue to have the bridge inspected every 2 years as required by the State of Colorado. The Board of County Commissioners approved this appropriation in their March 5, 2013 work session. It is proposed that the EOTC fund its share of this proposal from the $3,000,000 capital pool. RECOMMENDED EOTC ACTION: Approve the additional expenditure as recommended. ATTACHMENTS: Pedestrian Crossing illustrations Chronology of project estimating 31>55 m_o< mommz Ix 'll3I1l9!l a . 4.1. .114 .. .4. rm.-w Livcoufim 10 Actuals ESTIMATED CONSTRUCTION COST: $4,000,000.00 CONTENGENCY: $500,000.00 Utility Project $460,000.00 INDIRECT COST: $445,000.00 TOTAL COST: $5,405,000.00 1--Feb--13 ESTIMATE CONSTRUCTION COST: $3,264,023.25 CONTENGENCY: $0.00 Utility Project $450,000.00 INDIRECT COST: $350,000.00 TOTAL ESTIMATED COST: $4,064,023.25 18~Dec--12 ESTIMATED CONSTRUCTION COST: $2,724,302.25 CONTENGENCY: 0.1 $272,430.23 Utility Project $255,000.00 INDIRECT COST: 17.45% $522,929.82 TOTAL ESTIMATED COST: $3,774,662.29 28--Nov~12 ESTIMATED CONSTRUCTION COST: $2,333,084.40 CONTENGENCY: 0.1 $233,308.44 Utility Project $255,000.00 INDIRECT COST: 17.45% $447,835.55 TOTAL ESTIMATED COST: $3,269,228.39 7--Nov--11 Subtotal SH82 ped $999,885.00 Drainage 5.0% $49,994.25 Utility relocations 10.0% $99,988.50 Traffic control 5.0% $49,994.25 Urban design/ landscaping 10.0% $99,988.50 Total of construction bicl items $1,299,850.50 Contingency 18.0% $233,973.09 Mobilization 10.0% $129,985.05 CE and indirect expenses 19.0% $246,971.60 Total SH82 pedestrian crossing $1,910,780.24 Budgetted 3,355,000.00 Difference 2,050,000.00 11