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AGENDA REPORT 2003 1015 CC REG ITEM 10C
Moorpark City Council Agenda Report ITEM 10 - G. CITE' OF k TA' , CAS ,FO, 'R TA a31 P of C ,at -h -- —a To: The Honorable City Council ; From: Kenneth C. Gilbert, Director of Public Works Date: October 6, 2003 (Council Meeting 10- 15 -03) Subject: Consider Approving an Increase to Architects Fee for the Corporation Yard Project and Adoption of a Resolution Increasing the Funds Budgeted for Project Construction BACKGROUND In August 2003 the City Council approved the draft conceptual plan for the subject project. The estimated construction cost for this approved scope of work is $3.8 million. DISCUSSION A. Increased Scope of Work The approved scope of the proposed facility is greater than that initially anticipated. Estimated construction costs have increased from $2.0 million to $3.8 million. The negotiations for the architect fee were based on the prior lower amount. It is requested, therefore, that the architect fee be increased as follows: Phase Original Fee ($) 1. Facility Needs Study 12,000 2. Conceptuual Design 57,060 3. Final Design 84,140 4. Constr. / Post - Constr. 35,160 Sub -Total 188,360 Reimburseables 10,700 Sub -Total 199,060 Change ($) Revised Fee ($) 0 12,000 0 57,060 62,106 146,246 21,585 56,745 83,691 272,051 10,700 83,691 282,751 Corpyard_bgt_0310 000023 Corporation Yard: Revise Architect Fee October 6, 2003 Page 2 B. Increased Construction Costs The revised construction cost estimate is higher than the amount previously budgeted. It is recommended, therefore, that the FY 03/04 Budget be revised to reflect this new estimate. The attached Resolution provides for this budget amendment. C. Fund Transfer / Reimbursement of Prior Year MRA Costs The attached Budget Resolution also provides for a Fund Transfer to the Moorpark Redevelopment Agency [Fund 29041 from the Endowment Fund, to reimburse the Agency for certain prior year costs. Also included is action by the MRA to release unexpended prior year MRA monies appropriated for this project. The MRA will also be asked to consider and approve these adjustments via adoption of a MRA Resolution. D. Fiscal Impact 1. Revised Project 'Cost Estimate: The revised estimated total project costs are as follows: ....._..--- _ .............p -- ............... --._._.................---............................... ------- _...... _....................................................-----._......... ................._.__........., Description Amount ($) Design 290,000.00 Land Acquisition 920,792.00 Construction 3,800,000.00 Contract Management 350,000.00 Total 5,360,792.00 2. Funding Sources: A breakdown of the project funding - - - -- 2605 __ .............. ..................................................................................................................... 2800 2800 Description s Description Gas Tax % Endowment Fund % Design 87,000 30 203,000 701 Land Acquisition 276,238 30 644,554 70 Construction 570,000 15 3,230,000 85 Inspection / Contract Admin. 52,500 15 297,500 85 ; Total 985,738 4,375,054 3. Prior Year Cost Summary: A summary of prior year costs is n -Frnllnwcz- ................. ---- ............. _ ... _ .................. --- ...................... ---_ ..................................... -------- ...................................................... -- -- ..................... 2605 __ .............. ..................................................................................................................... 2800 Description Gas Tax Endowment Fund Total. Design 6,531 15,239 21,770 Land Acquisition 278,408 642,384 920,792 Construction Inspection / Contract Admin. Total 284,939 657,623 942,562 Corpyard_bgt_0310 000024 Corporation Yard: Revise Architect Fee October 6, 2003 Page 3 4. Fund Transfer: Certain of the above cited prior year costs were actually incurred by the Moorpark Redevelopment Agency. The attached Resolution provides for a Fund Transfer to reimburse those costs. That action is summarized as follows: ................___. ............... --- .................. --- ................. .... --_ ....................................... ----.-_................................................ ------ ............................ _ .... ............... . ................ ..__ ............... . .... . ........ .... --- ..................... .._.... - - - -------- --.-...... ............................... Description From To Total 2800 - Endowment 2904 - M RA Total 657,623 (657,623) 657,623 (657,623) 657,623 (657,623) 5. Release of Unexpended Prior Year 1RA Appropriations: The attached Resolution also documents the release of the remaining unexpended prior year MRA appropriations for this project, in the amount of $175,577. 6. Revised Budget: The attached Resolution provides additional funds for the revised construction cost. A breakdown of the revised budget for FY 03/04 is as follows: Description Fund Design 2605 Gas Tax 2800 Endowment Construction 2605 Gas Tax 2800 Endowment Inspection 2605 Gas Tax 2800 Endowment Total FY 03/04 Plus Prior Year Costs Total Project Budget Current Budget ($) Change ($) Revised Budget ($; 81,861 (1,392.00) 80,469 194,827 (7,066.00) 187,761 276,688 (8,458.00) 268,230 375,000 195,000 570,000 2,125,000 1,105,000 3,230,000 2,500,000 1,300,000 3,800,000 30,000 22500 52,500 170,000 127500 297,500 200,000 150,000 350,000 2,976,688 1,441,542 4,418,230 942,562 0 942,562 3,919,250 1,441,542 5,360,792 STAFF RECOMMENDATION (Roll Call Vote) 1. Approve the revised fee amount for architectural services for the Corporation Yard. 2. Adopt Resolution No. 2003- amending the Budget for this project. Attachments: Exhibit 1: Resolution Corpyard_bgt_0310 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 8041: CORPORATION YARD [ENDOWMENT FUND (FUND 2800); GAS TAX FUND (FUND 2605)]; MRA BOND PROCEEDS (2904)] 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 $2,118,415; 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 $2,118,415 as more particularly described in Exhibit "A ", is hereby approved. SECTION 2. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 15th day of October, 2003. Patrick Hunter, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit 'A': Appropriation and Budget Detail 111 . Resolution No. 2003 - Exhibit "A" Revised Appropriations & Budget For Project 8041: Corporation Yard A. Fund Allocation ..................... . ................ . . ............. . ................. . . ................... ... . .... . . .............................................................. . ......... .................... . . . ................ . . .................... . . ................... . Fund ------ . . . .............. . . . . ............. ............ . ..... Account Number . ......... Amount: L. A. Ave. AOC .............. =05.5500 ........................ . ................ . . ................ ................ _.... 255,119 .._$ .................. . . . . .......... . . . .... . .... . . . . . .............. . ........ ..... .. . ...................... ....... . . .................. . . . .................. . . .................... . .... . . . .......................... Endowment Fund . . . .................................. . ................................ .......... .. . . . ............................ 6 2800.55 0 . . .......... ............... . .................. .. . ........... . ................................ ........... $2, .... ..... 03 8--,-...8-..7 3 .... .... .. ... — - . MRA ....... .... ......... .. . ..................... . . . . ................. ................... ... . ................................ Bond Fund ... .............................. . ............ .. . . ............................................... .... . . .2904.5500 ..................... . . .................. . ..... $(175,577) ......................... .. . . . . .. . ....................... . . .................... . . ................... . . . . ........................ . .... . ................. . .. ....................... .. . . ..... ............................. ..... .. ... .. .......... .............. ....... To al: . . $2,118,4151: ...... ..... - ....... . ........................... ................ ... ....... ... ... . 1 .................... _.- ..................... . . ................... .. . ................... ... . Less Fund Transfer ...... ........ .................. ........... ... . .. ---- * ............................ . Amount; . . . .... . ................. . ................. . . ................. . . .............. ................... ..... 1 . ..... - - - $(657,62 . . ..... ..... ..... ............. . . ..................... - ....... ........... . . . ...................... . . . . .. ........................... . . . .... .... . .............................................. .. . . ... . ........................... -Total - Added Prolect Fundinq 1 ................ ... ................ . . . . . ............... ............... . . . . . . ...... ..................... . . .. . .................................. ................ . . . . . . .................. . . . Total; ..... . . . . ................. . . . ................. . ............... . . .............. . . ..... $1,460,792J B. Fund Transfer . . . ............. . . .............. . ............. . .. . . ............... . . . . . ................................................................... ................... . . . . . .. . ....................... . . . . ...... ...... . . . . ................. . . ................... . . . . ...................... . ---- . ................... . . . ... .................. From To. Account Number [A r,opriation] [Transfer In] 2800.8310.8041.9820 ............... ................ . ..... . . . . . ........... ............. $ 657,623. . . ............... . . .. .......... . . .............. . . ................. . ...... ........ . ........ .......... ............. . . . ............... . . . . ......... ..... . . ................ . . . ........................... x - xxx.Xxxx.3720 ........... . .. . ..................... . . . ................. . . ........... . . ............... . . . . . . ..................... . ............ ............... . ................. . . . . . .................................................... . . .. . ........................ . . . ............................................. . . ...... . ................... . . . . . . . . . . . ............................... . ......... ............ ............. . .. .................. . . . .............. . ............... ............... . . .................... . . .................. . . ............ . . . . .......... . . .............. . . .................... 623; . ...................................... .............. . . . . . . . . .... ..................................... ....................... . ... . . . . . . . ..................... . . . ................... . . ............ . I . . . .. .................... . . ........ ............... . .. . C. FY 03/04 Budget Re-Cap ...... .... . . . ............_ r_..............--- .......................... -- -- -- -. - - -- ---- ---------- .. . . . . . . . .......................... . . . ................... . . . ................ . . . ................. . . . . . ................ . . . .............................. .... .. . Current; . . .............. Revsed: FY 03/04 Appropriation: FY 03/04: Account Number Budget! (Reduction) ........... . . ...... ............. Budget: 2605.8310.8041.xxxx . . . ....... ........ . ........ 447,850 $ 255,119 . ........... . . . ....... ............ . ........... $ 702,969 ..... . ... . ......... ..... ..................... . . . ................... . . . .................. . . . . . ................. . . . . ................ . . . ....................... .8310.8041.xxxx . . . ............. ..................... . . . $2,334,011 . ...................... $ 1,38 1 0 . . .... . ......... . . ............... . .. .......... ..... .. . ...... .. 7 1 S,261; . . ................... ......................................... ...... . . . . ................... . . ... xx xx ....................... .. . . . . ............ .. ... ......... I .. ........ .. ............................ . 577 .... . . . . . ................ $ (175,577) . . ............ . 0 ....-2---9--0- . ............................ . . ................ .. . . ................ . . . ..................... . . . . ................. ............... . .. . . . . ....................... I .. . . .................. . . . ................. . ..................... . . . . .................... . . $2,957,438 .... . ............ .............................. . . I .. . . . .............. I .............................. .... ..................... $ "460,792: . . . . ............... .. . .... . ......... I .... .............. .. . . . .............. $ 4,418,230; . ................ ............. ... . ......... ....... ... ......... ...... D. Total Appropriations Re-Cap . . ......... ... .............. . . . . . ............ ... .. . . ................... . .......... .............. . . .................. ...... .. . .. . ...................... .......... . ... . . . .............................. .. . .. ................. . . . . . ................. . . . . ................ . . . .............. . .... . --- ..................... ..... .... Revised' FY 03/04: Prior Years: Total, 'Account Number Bu!iqet 1 E!Menditures riations J 2605.8310.8041.xxxx ................ $ 702 $ 284f93q . . ........ . . ........... ...... .. . ................ . ........ $ 987 908 ........ ................ . ....... . -.1 ..... . . . ................... .. . . . . ............................ . . ................... . . .............. . . . .................. .. . . ..................... 2800.8310.8041.xxxx . ....... . .................... . ..... -------- .x.._9.6._9......;........_... - . . . ...... $3, 715f 261 ............ . 657,62 � 4f372,884 _�_5360,79f ............................ . . . . ..................... . . . . . .. . ....... ............. . . . ................... . . . . . . . . . ............................. . . . . ................... . . . ................... . . .............. . . . ................... . .................... $4f4l8f2301: .. . . . I ................................ . . . . . .... ................. ................................ . .... ... . . ... . ............................ $ 942,562i . . . . ............... . . .............. ...... . ............... --- ..............._ %_._. .... E. Distribution of Appropriations to Expense Accounts . . ............................... . .. . . . ....................... . . ............... . . ............ . ... . .............. . . . . ................ . ................................................................ . ........ . .... . . . ... . . . . ....................... . . . . ................ . . . .................. . . ... . ............... . . . ......................... . . .. . .......................... ................ . .. . . . . . . . . . Current; Subject; Revised; FY 03/04 Appropriation" FY 03/04: Account Number Budget (Reduction) I Budget: 2605.8310.8041.9601: - - -------- I 81f 861 Design $ $ (1,392) . . ............... . . .. ........ $ 80,4691 . ........... ... . . . ............................... .............. .... .... . . .. . ................ . . . ...... . . . . . .................... . . ................. . . ............ . . . ...... 0 1 2800.8310.8041.96 ................... .......... ..... ..... -- -------- .... ! . . ...... D .. Design - ign 194,827 . . . . ................. 6- $ (7, 187,761 . . . . . .......................... . . . . .................. . . . ............. .. . . ................... . . ...................... . ......... . . . . . ..................... . . .. . . ................... . . . ........... . .. . . .................. . . . ....................... . . . . . ............................. . . . ........ $ 276,, 688 $ (8f458): ............... . ............ . ............. . . . ........... . . ............ 268,230 ..... . . . . .......................................................... . ........ . .. ... ... . .. . . . ............................. ... ... . . . ...................... .. ... . . .. . ... ... . . ........ ............. . . .. ...... ...... ...... 2605.8310.8041.9640: ______ ... ........... ... ..... ................ . . ................. .. - - - -- ... . - ---- Const 335f989 .. ............ . .. . . ........ ....... . � $ 2 . ... . . .. ...... . . 5..7. . 0 ...f .. .. O .. O....O .... .. . .. . . ..3 ..f . . . . . . . . . . . . ......... 12800.8310.8041.9640: . --- . . . . ................ * ..t ... - - -- ._1.........9..6 .........184 .................. f 81..6 Cons 000 ............ ..................................... . . . . .. ... . . . . . . . .. . . . .............. . . . . -- - - -------------------------- - - ------------- - - - -------- ...... . . . ................ . . ...................... .................... . . . . . . ...................... $2,305fl73 . . .................................. .. . . . .............................................................. .. . . ................. $ lf494f827 .............. . . . . ................. . . .............. . ............ . . . .................. $3,800fOOO .................... . . ................................... . ...... . ..... .. .......................... .... . ....................... ... . . ................. .. . . . ............. .. . ...................... . 2605.8310.8041.9650: ............................ . . .. . ...................... .......... . . ...... . .............................. Insp- i 30,000 ............... . . .... .. ...... . . ...... ................. . . .............. . . .... 'i $ 22 . . .............. . . . ....... . . .............. . .. ..... . . ............. ................. . ...... . . ........................ f 500 ........ . . . ................................................. ......... .......... .................. . ... . . .. . .............. . . . ................. . . . ................ . . ..................... 2800.8310.8041.9650: . . . ............................ . . .. . .. . . .......... .................... I .... . . .... . . . ................... Insp. 1 170fOOO ....... . . . ................. $ 127,500 297f5OO .. . ... . ...................... . . . . . . .................... . . . .................... . . .............. . . . . ..... ......... . .... ................. .. . . . ....... ................. $ 200,000 ...... .. . ...... 150,000 $ 350,000 ........................... . .. . . ... ................. . . ............. . . . .................. . . .................. Total Project $2, 7--81 , 861 69 $ I.....f. 636,369 . ............. . . ............... . .............. . . .... ........ $4,418, 230 ..... . . .. ............................. ......... ..... .. . I .................... ........................ . . . . . . . .. ................. .... . .................. . . . ............. . .. .. ................. . . Approved as to form: ................... . . - - ------ *** .. .... .... ........ - - - ................. 000027