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Home My WebLink AboutAGENDA REPORT 2003 0903 CC REG ITEM 10JMoorpark City Council Agenda Report ITEM 10 • T. To: The Honorable City Council From: Kenneth C. Gilbert, Director of Public Works Date: August 20, 2003 (Council Meeting 9 -3 -03) Subject: Consider Approving an Increase to the Estimated Cost for the Flinn Avenue Realignment Project (Project 8037] and Adoption of a Resolution Amending FY 2003/2004 Budget for Said Purpose BACKGROUND Last May the City Council approved the award of contract, in the amount of $539,865, to Nativ Engineering for the construction of the subject project. That action included the approval of a ten percent (100) construction contingency in the amount of $53,987. DISCUSSION A. Summary of Proposed Change It is requested that an additional $127,680 be approved for the Project to cover certain unforeseen costs, most of which are related to conflicts with underground utilities which were previously unknown. B. Added Work Subsequent to the Notice to Proceed, the contractor was directed to construct certain improvements not included in the original design. This added work calls for the installation of conduits to the west side of Spring Road, to enable the City to, at some point in the future, provide irrigation water to landscaped parkways to be constructed on the west side of the street. The estimated cost for this added work is summarized as follows: Description Est. Amt. ($) Change Order 4A: Conduit from median to West Parkway 5,600.00 Change Order 413: Conduit across Second Street 4.000.00 Total 9,600.00 flinn amnd Flinn Avenue Realignment: Revise Contingency August 20, 2003 Page 2 B. Additional Quantities The actual quantities for certain bid items will exceed the Engineer's Estimate, resulting in actual costs exceeding the bid amounts. A summary of these added costs is as follows: Description Bid Qty. Est. Actual Qty. Added Cost ($) Item 3: Excavation 1,521 CY 2,270 CY 20,972.00 Item 13E: 5" Conduit 145 LF 298 LF 11.622.00 Total 32,594.00 C. Change Order Summary The nature of the work has required staff to approve, or consider approving, a number of Contract Change Orders, generally summarized as follows: Description Est. Amt. ($) 1 Move Bus Stop 0 2a Add conduit to street light not shown on SCE plans 6,500 2b Revise design for Fire Hydrant relocation to avoid telephone conduits 11,300 2c Revise design for Storm Drian lateral to avoid telephone conduits 13,500 2d Revise design for SCE Conduit on Minor St. to avoid telephone conduits 4,400 2e Relocate Water Air Vac 5,400 3 Excavation in Rear Yards required to bore street light conduit 10,000 4g SCE conflict with Telephone [Old Flinn Avenue] Sub - total: Approved to Date 51,100 4a Conduits to west side parkway 5,600 4b Conduits crossing Second Street 4,000 4c Additional boring to accommodate Adelphia conduit 6,400 4d SCE conflict with Storm Drain box at Second Street 7,740 4e SCE conflict with Storm Drain box: three street lights 3,000 4f Relocate Signal pole - conflict with wall foundation 1,000 4g SCE conflict with Telephone [Old Flinn Avenue] 1,500 Total 80,340 D. Substructure Conflicts A number of the above listed Change Orders were generated when the Contractor encountered a number of conflicts between the improvements being constructed and existing underground structures and facilities. A list of the above Change Orders caused by substructure conflicts is as follows: Description Est. Amt. ($) 2b Revise design for Fire Hydrant relocation to avoid telephone conduits 11,300 2c Revise design for Storm Drian lateral to avoid telephone conduits 13,500 2d Revise design for SCE Conduit on Minor St. to avoid telephone conduits 4,400 3 Excavation in Rear Yards required to bore street light conduit 10,000 4d SCE conflict with Storm Drain box at Second Street 7,740 4e SCE conflict with Storm Drain box: three street lights 3,000 4f Relocate Signal pole - conflict with wall foundation 1,000 4g SCE conflict with Telephone [Old Flinn Avenue] 1,500 52,440 flinn_amnd (f V C -, .. Flinn Avenue Realignment: Revise Contingency August 20, 2003 Page 3 E. Cost Estimates The amounts noted for the above Change Orders are estimates. Actual costs will be determined upon completion of the work. F. Electrical Undergrounding and Street Lighting Cost The approved project included costs related to the installation of an underground electrical system and new street lights. Many of the above noted change orders relate to these components of the work. A revised summary of these costs is as follows: Description Est. Amt. ($) Direct costs to SCE 61,625 Bid Price [Item #13] plus additional quantity ( #13E) 150,898 Sub -Total 212,523 Change Orders: 2a Add conduit to street light not shown on SCE plans 6,500 2d Revise design for SCE Conduit on Minor St. to avoid telephone conduits 4,400 4d SCE conflict with Storm Drain box at Second Street 7,740 4e SCE conflict with Storm Drain box: three street lights 3,000 4g SCE conflict with Telephone [Old Flinn Avenue] 1,500 Total 235,663 G. Added Contract Time The extra work encountered by the Contractor has required staff to add contract days to the contract. H. Additional Construction Engineering Costs The added contract time will require more contract administration hours, increasing the cost for this consultant contract from $70,000 to $91,000. I. Fiscal Impact 1. Revised Construction Cost Estimate: Based on the above described changes, the revised estimated construction costs are as follows: Bid Amount Change Orders to date [Est.] Extra Quantities to Date Contingency (10 %) Total Amount ($) 539,865.00 80,340.00 32,594.00 Subtotal 652,799.00 53,986.50 706,785.50 flinn_amnd ,,± p Flinn Avenue Realignment: Revise Contingency August 20, 2003 Page 4 2. Total Project Cost Estimate: The revised total project costs are summarized as follows: Description Design Design Support Right -of -Way Construction Contract ( +10 %) SCE Undergrounding Direct Costs Inspection / Contract Admin. Total Amount ($) 60,000 500 2,000 707,000 61,625 91,000 922,125 3. Budget Amendment: The attached Resolution provides for an amendment to the Budget to reflect the revised costs described herein. That Resolution is summarized as follows: Descri t Design Fund 2501 L A AOC 2902 MRA Current Budget ($ 12,945 12,945 25,890 Change ($) Revised 0 0 0 12,945 12,945 25,890 Construction 2501 L A AOC 302,160 53,340 355,500 * > 2605 Gas Tax 16,000 - 16,000 *` > 2602 TDA Art. 3 41,805 - 41,805 2902 MRA 302,160 53,340 355,500 662,125 106,680 768,805 Inspection 2501 L A AOC 35,000 10500 45,500 2902 MRA 35,000 10500 45,500 Total FY 02/03 758,015 127,680 885,695 Plus Prior Year Costs 39,610 0 39,610 Total Project Budget 797,625 127,680 925,305 ** Campus Park Medians * ** Portion of Spring Rd. Widening STAFF RECOMMENDATION (Roll Call Vote) 1. Approve the revised project costs as set forth in this report. 2. Adopt Resolution NO. 2003- amending the Budget for this project. Attachments: Exhibit 1: Resolution flinn amnd Exhibit 1 RESOLUTION NO. 2003- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FY 03/04 BUDGET TO REVISE THE AMOUNTS OF THE APPROPRIATIONS AND BUDGET FOR PROJECT 8037: FLINN AVENUE REALIGNMENT [L. A. AVE. AOC FUND (FUND 2501); MRA AREA 1 OPERATIONS FUND (FUND 2902)] WHEREAS, on June 18, 2003, the City Council adopted the Budget for Fiscal Year 2003/04; and WHEREAS, a staff report has been presented to the City Council requesting a budget increase in the aggregate amount of $127,680); 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). NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a Budget amendment in the aggregate increase of $127,680, as more particularly described in Exhibit "A ", is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 3rd day of September, 2003. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Cler Attachment: Exhibit 'A': Appropriation and Budget Detail Resolution No. 2003 Exhibit "A" Revised Appropriations & Budget For Project 8037: Flinn Avenue Realignment A. Fund Allocation Fund _ Account Number L. A. Ave. AOC 1;2501.8310.8037.5500 2602.8310._8037.5500_ - Gas Tax i2605.8310.8037.5500 RA -- ------ ___ --- — ----- — - --------- 12 _!� 0-2 . -n-f ��8 UTT.3_�----- - - - - -- M O 'rotai s 12 /, bdu - - ---------- - _ -- - ------ B. FY 03/04 Budget Re-Cap ------ - - ------ _______._ - -- ------ Current Subject; Revise FY 03/0411 Appropriation' FY 03/04 Account Number Budget (Reduction), 1 Budget, ,2501.8310.8037.xxxx $ 350,105„ $ $ 63,840_; 413,945, . .... ..... ------- --- --- - ----------- --- $--,--4 --- 1 0 $ — ---------- -------- - V $ 16,006 __ 2605.8310.8037.xxxx 2902. ------- - -- - -- - ------ i8310.8037.xxxx 1 $ 350,1051 $ 63,840i $ 413,945 $- - -758, 0151 $ 127,6801 $ 885,695 C. Total Appropriations Re-Cap — ------ - ---------- -- — -------- ----- - ------------ Revised, i FY 03/04; Prior Years i Total, 'Account Number Budget: Expenditures! Approp iations! 1 '2 5 01.831 0 .8 03 7.x xX x $ 413, 945 $ 19,805! $ 433,750 7--_- - - -- -- - --- - -------- -. � 6 62A I 0 . 8037 x xx X $ 41, 805 $ T1,805 ' 2605.8310.8037.X___XXx f $ I 16,000 $ 16, 000 -- -------- - ------ 433, 7- - - - - --2.8M. 8037. xxxx $ 413,Y45 $ f 9,8 5 F 5U $ 885,6951 $ 39,610 $ 925,305 ----------- _ - - ----- ------ - D. Distribution of Appropriations to Expense Accounts Current Subjectl Revised FY 03/04 Appropriation FY 03/04:1 , IAccount Number Budget (Reduction) Budget 2501.8310.8037.9601: Design $ 12,945 1 .4 $ 0 $ 12,945 2902.8310.8037.9 6 0 _1 56-sign $ 12, 945 $ 0: $ - -12 , 9 4 5 $ 25,890 $ 0 $ 25,890 ----------- - - ----- -------- ��2602 8310_ - - - ------------ - ---- - ------ --------- - - -- $ 41, 805 $ 0 $ 41,805 ,2%_U5_.8310.8037.9640: Const i $ 16,000 $ 0 $ 16,000i ---------------------- - I 2501. 8310. 8037. --- n-st 1 $ 302, 5__3,_ -3 --- 4-0-1 $ 355,500i 355,500; -- 10.8037.9650: C'o-n-'st $ 302,160 $ 53,340 $ 662,125 $ 106,680 $ 7668,805 2501 - .8310. 8037.9650: -- -- -- - --- _i_n_sp__.__;I ----- 35, 000 -- — $ --- -- 10,500 45,500: Insp. 1 $35,000 $ 10,500 $ 45,500 70,000 $ 21,000 $ 91,000! f6_t_a_f_Pr_o3_e_ct $ 758,015 $ 127,680 1 $ 885,695 1 Approved as to form: