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Ashland grapples with TAP sidewalk project after bids far exceed engineer estimate
Summary
City staff reported a $670,000 high bid for a TAP-funded sidewalk package whose engineer estimate was $438,000; the board discussed rebidding, accepting YMCA in-kind work, or redesigning but staff warned MoDOT specs and grant rules limit options.
City staff (S5) told the board that work identified under a Transportation Alternatives Program (TAP) award produced no bids the first time and two bids the second time, one of which was "excessively high" at $670,000 compared with an engineer estimate of $438,000 for all components. Staff said only about $100,000 of the grant remained available to draw down.
Staff described the project as composed of multiple components: the YMCA's trail component (which the YMCA indicated it would build as in-kind work), Liberty Lane sidewalk, and two rapid flashing beacon installations (Henry Clay and Crump Lane). A large retaining wall and linear grading items were driving costs; staff cited a retaining-wall bid item near $80,000 and said the city could shave costs on beacon installations but likely would still face "a couple $100,000 out of pocket" if it advanced the Liberty Lane segment.
Council members suggested options including rebidding the remaining sections, executing some work in-house (beacon sets), or walking away and reapplying for TAP in a future cycle. Staff warned that redesigning the alignment to avoid a retaining wall could add roughly 18 months and extra engineering expense and could jeopardize future TAP eligibility if the work departed from MoDOT specifications. "Once you have projects identified under that grant, that is what you are required to do under that grant," S5 said.
The board asked staff to revisit scope with MoDOT, consider counting YMCA work as in-kind to lower bid price, and, if feasible, rebid select components. No final contract award for the Liberty Lane segment was made at the meeting; staff said it would return with more information.
