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Home My WebLink AboutAGENDA REPORT 1998 1118 CC REG ITEM 11I/eq• &q/ ITEM 11,6 1 • CITE' OF MOORPARK, CALIFORNIA � City Council Meeting OT ACTION: 1� - ICA (eCU(YM Agenda Report BY: City of Moorpark To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: November 5, 1998 (Council Meeting 11- 18 -98) c r�cl keS� Subject: Notice of Completion for the 1998 Slurry Seal Project L� BACKGROUND On May 6, 1998, the City Council awarded a contract to Valley Slurry Seal for slurry sealing various streets throughout the City. DISCUSSION A. Project Scope, Purpose and Design Slurry sealing protects the existing pavement from the effects of the sun and elements, thus extending the life of the pavement. A slurry sealing contract typically also includes the removal and replacement of problem asphalt areas, the placement of a leveling course (where required), the application of crack filler as required and the re- striping of the street. The goal of the City's Slurry Seal Program is to apply slurry seal to approximately one -third of the minor and collector streets every other year. This will allow each street to be resurfaced about once every six years. The 1998 Slurry Seal Project provided for the placement of approximately 2,300 tons of asphalt covering approximately twenty -two miles of streets. In addition, a number of parking lots were also resurfaced. coo Slurry Seal 1998: Completion November 6, 1998 Page 2 B. Change Orders Two Change Orders were issued for this project, generally described as follows: • Change Order No. 1 [Cost: $ -0 -]: This Change Order added three areas to the surfaces being slurry sealed. In that the cost for this work was included in the total quantities paid, there was no need for a separate cost. The areas added by this Change Order are described as follows: a) the west end of the Arroyo Vista Community Park access road; b) Lassen Avenue west of Park Lane; and, c) the east end of Second Street. • Change Order No. 2 [Cost: $ -0 -1: This Change Order deleted from the contract Mountain Trail Court, located just east of Mountain Meadow Drive at the north side of Mountain Meadow Park. After the award of contract it was determined that the condition of the street warranted the construction of an asphalt overly. Accordingly, this street segment has been added to the streets to be included in the 1999 A/C Overlay Project. C. Quantity Adjustment Invariably with Public Works projects the final actual quantity for each of the items required to complete the project will differ somewhat from the engineer's estimate of quantities set forth in the bid documents. This means that the final contract cost will differ somewhat from the bid price, based upon the actual quantity of items constructed. Many times the final contract cost is slightly more than the bid price. This time the final contract cost, based on actual quantities required, was less than the bid price. A comparison of the bid price to the final actual contract cost is as follows: • Bid Price: $302,688.30 • Less Actual Final Contract Cost: ($286,025.66) Amount Less Than Bid 16,662.64 D. Final Inspection and Acceptance The City Engineer has completed a final inspection of the project and has found the work to be acceptable. At this time it would be appropriate for the City Council to accept the project as completed, direct the City Clerk to file a Notice of Completion and authorize release of the retention. Slry98 cmp UUU k- Slurry Seal 1998: Completion November 6, 1998 Page 3 E. Work Funded by Developer The slurry sealing and related improvements done to Cedar Spring Street and Mountain Meadow Drive in the vicinity of the Mirabella / Villagio community, was done at the request of, and was funded by, California Community Builders (CCB). A summary of the costs and payments for this work is as follows: Construction Costs: Slurry Seal: $5,525.00 100 Striping: $2,585.00 210: Parks Construction Cost: 210: Parks $8,110.00 Administration: Inspection $1,550.00 Contract Admin. $1,590.00 $3,140.00 Total Cost $11,250.00 Less Amount Paid by CCB ($11,250.00) Balance Due $0 F. Parking Lots In the May 6th staff report to the City Council regarding the award of contract, it was mentioned that the costs for the application of slurry seal to certain City -owned parking lots could not be charged to the funding sources restricted to street maintenance. That report mentioned that upon completion of the project, it would be necessary to calculate the cost of the re- surfacing of the parking lots and to transfer those costs to the budgets provided for such maintenance. The May 6th report estimated those costs to be as follows: Parkinq Lot Location City Hall Peach Hill Park (2 lots) Mountain Meadow Park Sub -total Metro Link Lots Total Slry98 cmp Fund Division 100 703: Facilities 100 210: Parks 100 210: Parks 204 201: Transit Est. Cost 3,156 2,590 1,570 7,316 12,160 19,476 (. " S ,, Q 0 Slurry Seal 1998: Completion November 6, 1998 Page 4 The scope of work, cost and suggesting funding source for the parking lot resurfacing efforts is summarized as follows: Notes: a: 33% of cost to be paid by MUSD per terms of License Agreement. A comparison of the prior estimates and the final costs for parking lot resurfacing is as follows: Prior Est. Actual • General Fund: 7,316 5,034 • Transit Fund: 12,160 6,922 • MRA Property 0 561 The reallocation of project costs to the appropriate funding sources is discussed below. G. Fiscal Impact 1. Construction Contract Cost Summary: A summary of the total construction contract costs is as follows: Element Total ($) Bid Price 302,688.30 Quantity Adjustment (16,662.64) Change Orders 0.00 Total 286,025.66 Slry98 cmp 000rpu ! Final Cost {$) Parking Lot Location Slurry Striping Total Charge to Dept. City Hall 2,040 377 2,417 100.703: City Hall Arroyo Vista 408 95 (a) 503 100.200: Parks Park Entry Peach Hill Park 1,200 165 1,365 100.210: Parks (two Lots) Mountain Meadow 578 171 749 100.210: Parks Park Sub -total 4,226 808 5,034 18 High Street 459 102 561 401.501: MRA MetroLink Lots 5,207 1,715 6,922 204.201 Transit Total 9,892 2,625 12,517 Notes: a: 33% of cost to be paid by MUSD per terms of License Agreement. A comparison of the prior estimates and the final costs for parking lot resurfacing is as follows: Prior Est. Actual • General Fund: 7,316 5,034 • Transit Fund: 12,160 6,922 • MRA Property 0 561 The reallocation of project costs to the appropriate funding sources is discussed below. G. Fiscal Impact 1. Construction Contract Cost Summary: A summary of the total construction contract costs is as follows: Element Total ($) Bid Price 302,688.30 Quantity Adjustment (16,662.64) Change Orders 0.00 Total 286,025.66 Slry98 cmp 000rpu ! Slurry Seal 1998: Completion November 6, 1998 Page 5 2. Total Project Cost Summary: A summary of the total estimated cost for the subject project is as follows: Element FY 97/98 FY 1998/99 Total Design 6,929 0 6,929 Construction 51,449 234,577 286,026 Admin / Insp. 7,970 41,830 49,800 Total 66,348 276,407 342,755 3. Net City Costs: As discussed above, costs associated with the resurfacing of the parking lot at 18 High Street (Building / Engineering Offices) is to be funded by MRA property maintenance funds. These costs are to be paid from an existing account [410.510.0000.000.9101] established for such purposes. The MRA costs and the net FY 1998/99 cost to the City is shown as follows: Design ($) Total Project 6,929 Less MRA Net to City 6,929 Less Prior Year (6,929) Total FY 1998/99 0 Less Pd by CCB Net City FY 98/99 Constr ($) 286,026 (561) 285,465 (51,449) 234,016 Insp ($) 49,800 49,800 (7,970) 41,830 Total ($) 342,755 (561) 342,194 (66,348) 275,846 (11,250) 264,596 4. Current Budget Summary: The current status of the budget for this project [400.801.8037.xxx.xxx] is as follows: Slry98 cmp 000.r. o;;4 FY 1998/99 Element FY 97/98 Carryover FY 1998/99 Total Total {$} Design 6,929 0 0 0 6,929 Construction 51,449 281,509 20,000 301,509 352,958 Admin / 7,970 43,331 1,000 44,331 52,301 Insp. Total 66,348 324,840 21,000 345,840 412,188 Slry98 cmp 000.r. o;;4 Slurry Seal 1998: Completion November 6, 1998 Page 6 5. Budget Amendment: In that some of the work included the resurfacing of certain parking lots, it is necessary to amend the FY 1998/99 Budget to reflect the correct funding sources. The Budget Amendment described below also lowers the total appropriations for this project to reflect the final actual costs. The recommended budget adjustment is summarized as follows: FY 1998/99 Budget / Appropriation Current Revised Account Number Budget ($) Change ($) Total ($) Budget 400.801.8037.802.9102 Design 400.801.8037.804.9903 Construction 400.801.8037.808.9102 Inspection Total Appropriations Fund 100: General Fund Fund 203: Local Transportation Fund Fund 204: Transit Total FY 98/99 Plus Prior Year Exp. Total Project Costs Less Revenue from CCB Net Total City Project Costs Slry98 cmp 0 0 0 301,509 (67,493) 234,016 44,331 (2,501) 41,830 345,840 (69,994) 275,846 0 5,034 5,034 345,840 (81,950) 263,890 0 6,922 6,922 345,840 (69,994) 275,846 66,348 342,194 (11,250) 330,994 Slurry Seal 1998: Completion November 6, 1998 Page 7 RECODMMATIONS [Roll Call Vote] Staff recommends that the City Council take the following actions: 1. Adopt Resolution 98 - approving an amendment to the FY 1998/99 Budget by revising the appropriation and budget for the subject project as follows: General Fund [Fund 100]: $5,034 increase; Local Transportation Fund [Fund 203]: $81,950 decrease; and Transit Fund [Fund 204]: $6,922 increase (net total decrease: $69,994); 2. Accept the work as completed; 3. Instruct the City Clerk to file the Notice of Completion for the project; and, 4. Authorize the release of the retention upon satisfactory clearance of the thirty five (35) day lien period. Slry98 cmp 000,04 RESOLUTION NO. 98 - A RESOLUTION OF THE CITY OF MOORPARK, CALIFORNIA, AMENDMENT TO THE FISCAL BUDGET TO ADJUST THE FI SLURRY SEAL PROJECT [FUN FUND 1001 COUNCIL OF THE CITY APPROVING A BUDGET YEAR 1998/99 ADOPTED JNDING FOR THE 1998 D 204, FUND 203 AND WHEREAS, on June 17, 1998, the City Council adopted the Budget for Fiscal Year 1998/99; and, WHEREAS, a staff report has been presented to the City Council requesting a budget amendment for a net reduction in the aggregate amount of $69,994 ; and, WHEREAS, Exhibit "A," attached hereto and made a part hereof, describes said budget amendment and its resultant impacts to the budget line item(s) and projected year end fund balance(s). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That an amendment to the FY 1998/99 Budget amount for the 1998 Slurry Seal Project, as well as the appropriations for said project, is hereby approved for a net reduction in the amount of $69,994, as more particularly described in the aforesaid Exhibit "A," is hereby approved. PASSED AND ADOPTED this 18h day of November, 1998. Patrick Hunter, Mayor City of Moorpark, California ATTESTED: Deborah S. Traffenstedt, City Clerk 000'0 Resolution No. 98 - Exhibit "A" ADDITIONAL APPROPRIATIONS FOR PROJECT 8037 (SLURRY SEAL) FUND ACCOUNT NUMBER APPROPRIATION TO ACCOUNT NUMBER ACTUAL EXPENDITURES General Fund REQUEST $0 General Fund 100.000.0000.000.5100 $5,034.00 400.801.8037.000.3992 Reserve $81,950 $(263,890) Transit Transit Fund 204.000.0000.000.5100 $6,922.00 400.801.8037.000.3992 Reserve $301,509 $(345,840) $69,994 TOTAL TRANSFERS $11,956.00 FROM RESERVES: $44,331 $(2,501) $41,830 SUMMARY OF TRANSFERS IN / (OUT) BY FUND FUND ACCOUNT NUMBER (All To Be Applied to #400.801.8037.xxx.xxxx) CURRENT BUDGET REQUESTED CHANGED ACTUAL EXPENDITURES General Fund 100.801.8037.000.9801 $0 $(5,034) $(5,034) LTF 203.801.8037.000.9801 $(345,840) $81,950 $(263,890) Transit 204.201.8037.000.9801 $0 $(6,922) $(6,922) Total $301,509 $(345,840) $69,994 $(275,846) DISTRIBUTION OF APPROPRIATIONS TO EXPENSE ACCOUNT NUMBERS ACCOUNT CURRENT SUBJECT REVISED NUMBER APPROPRIATION APPROPRIATION APPROPRIATION / (REDUCTION) 400.801.8037.802.9102 $0 $0 $0 Design 400.801.8037.804.9903 $301,509 $(67,493) $234,016 Construction 400.801.8037.808.9102 $44,331 $(2,501) $41,830 TOTALS: $3451840 $(69,994) $275,846 c1o0�0t)