Project number 11EN32 was an Urban Systems Project performed under the Wyoming Department of Transportation (WYDOT) requirements of the State's Urban Systems Program.  

As outlined in the terms of the Cooperative Agreement between the City and WYDOT, WYDOT managed the project design and construction for the Urban Systems program eligible roadway and storm sewer components, with costs for these components being covered by the Gillette Urban Systems Fund at a rate of 90.49%, and by the City's 1% Optional Sales Tax Fund at 9.51%.

With the Water and Sanitary Sewer utility portions of the project being ineligible for the Urban Systems Fudning, the City of Gillette contracted with DOWL for the design of the water and sanitary sewer, which was incorporated into the WYDOT construction contract, all to be paid for by the City at 100%.  City staff subsequently oversaw the construction management for the water and sanitary sewer installation in a coordinated effort with WYDOT's construction contract.

The project was bid on November 13, 2015 with an awarded bid amount of $1,902,560.00 to Hedquist Construction from Casper, Wyoming.  The scheduled project completion date was October 31, 2016.  After incurring a winter shutdown for remaining work, final completion was reached on June 8, 2017.  The roadway opened to the public on June 1, 2017.  WYDOT is responsible for carrying out any contract provisions regarding project closeout, project delays, or possible liquidated damages that may be assessed.  We have been informed that WYDOT has assessed liquidated damages to the contractor in the amount of $34,800.

The City's portion of funding for this project was allocated from the 1% Optional Sales Tax Account 201-10-05-419-70-47402, and was originally budgeted in the amount of $2,064,000.00 in 2015. The actual cost to the City of Gillette has totaled $572,297.48.  This includes the following project components:

• 100% of the design and construction costs of the water and sanitary sewer utilities as outlined in the agreement with WYDOT. 
• Limited construction management contract with DOWL Engineering for testing and as-built (record) drawings for the utilities.
• The City's cost share of 9.51% for; survey work, preliminary engineering, right-of-way acquisition, utility adjustments, letting, construction and construction engineering for the roadway and storm sewer components (Gillette Urban Systems Fund administered by WYDOT payed 90.49% of these costs).

City staff time for contract management of the water and sanitary sewer was tracked at a total cost of $56,871.23.

WYDOT Engineer's Construction Estimate (roadway, storm sewer, water, sanitary sewer) = $2,690,270.75

Construction Bid = $1,902,559.70

The total amount of the City's costs that have been paid to-date $572,297.48.

A majority of the remaining 1% funds, from the actual $572,297 expenses to the original $2,064,000 budget, have been allocated to the 1% unassigned cash and reassigned through the FY '17 budget process.  

I move for Approval of the Acceptance of Public Improvements for the Boxelder Road (Overdale Drive to WYO 50) Project, Installed by Hedquist Construction through the Cooperative Agreement between the Wyoming Department of Transportation and the City of Gillette as an Urban Systems Project, in the Amount of $572,297.48 (1% Project).