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Home My WebLink AboutAGENDA REPORT 2010 0203 CC REG ITEM 10JMOORPARK CITY COUNCIL AGENDA REPORT ITEM 10.J. :r "r ♦1rr rti,�a��.': �. R r, City Council Meeting of , P, 0 l a ACTION: vv t TO: Honorable City Council FROM: Yugal K. Lall, City Engineer /Public Works Director Prepared by: Dave Klotzle, Assistant City Engineer DATE: January 22, 2010 (CC Meeting of 02/03/10) SUBJECT: Consider Reconstruction of Mountain Meadows Park Driveway Under the Existing Contract for the 2009 Pavement Rehabilitation — Project 8002 and a Resolution Amending the Fiscal Year 2009/10 Budget to Revise the Budget and Funding Sources for the Project DISCUSSION On October 7, 2009, the City Council awarded a construction contract to Manhole Adjusting Contractors, Inc., in the amount of $833,351.00 for the 2009 Pavement Rehabilitation Project. At the same meeting the City Council authorized the City Manager to amend the construction contract for additional streets to be resurfaced and for project contingencies in an amount not to exceed $200,000.00 if and when the need arises for extra work and services. Resolution No. 2009 -2853 was also adopted amending the Fiscal Year 2009/10 budget and funding sources for the project. Contract Change Order (CCO) No. 1 has been approved to increase the construction contract by $190,495.00 for additional streets to be resurfaced. Staff is proposing a second contract change order for reconstruction of the Mountain Meadows Park driveway to widen the entrance. The driveway reconstruction cost is $17,000.00 which when added to the cost of CCO No. 1, exceeds the $200,000.00 limit on additional work. Therefore, staff is recommending that the City Council authorize the City Manager to amend the construction contract to include CCO No. 2 for the Mountain Meadows Park driveway reconstruction (Attachment 1 — Draft CCO No. 2). Additionally, staff is recommending that the Fiscal Year 2009/10 budget be amended to include a new revenue appropriation for the subject project to reflect the reimbursement of approximately $70,000.00 from Ventura County Waterworks District No.1 (District) for SAPublic WorksTveryone\Reports'Staff Reports\201 oTebruaryWdditional Work Authorization - 2009 Pavement Rehab.doc 114 Honorable City Council February 3, 2010 Page 2 the City's contract cost to adjust District -owned sewer manholes and water valve covers after the streets are resurfaced. The City Manager executed an agreement with the District for the reimbursement after being authorized to do so by the City Council at their October 7, 2009 meeting. The total project construction cost is summarized as follows: Description Estimated Cost Construction Bid Amount (Schedules A & C) $ 833,351.00 CCO No. 1 Additional Streets from Schedule B $ 190,495.00 CCO No. 2 Mountain Meadows Park Driveway $ 17,000.00 Contingency $ 11,702.00 Construction Total $ 1,052,548.00 Inspection $ 50,000.00 Project Total $ 1,102,548.00 FISCAL IMPACT The attached Resolution (Attachment 2) amends the Fiscal Year 2009/10 budget to reflect the reimbursement of approximately $70,000.00 from the District. The current budget includes $1,004,448.00 for this project from various funds. An aggregate increase of $81,100.00 is required to reflect the unbudgeted cost to adjust District -owned sewer manholes and water valve covers, to add the cost of driveway reconstruction at Mountain Meadows Park and restore the CIWMB Recycled Tire Grant fund to the original $101,100.00 grant award which was inadvertently reduced to $75,000.00 during the current year's budget preparation. If the recommended action is approved, a separate budget line item transfer of $17,000.00 within the Park Maintenance Fund (2400) will be made to cover the driveway reconstruction cost. These funds are available due to projected salary cost savings during FY 2009/10. The recommended budget changes are summarized below. SAPublic Works\EveryonetReportst.Staff Reports\2010\February\Additional Work Authonzation - 2009 Pavement Rehab.doc 115 Honorable City Council February 3, 2010 Page 3 STAFF RECOMMENDATIONS (ROLL CALL VOTE) 1. Authorize the City Manager to amend the construction contract to include CCO No. 2 for the Mountain Meadows Park driveway reconstruction in an amount not to exceed $17,000.00; and 2. Adopt Resolution No. 2010 - amending the FY 2009/10 budget. Attachments: 1 — Draft Contract Change Order No..2 2 — Draft Resolution No. 2010 - SAPublic Works\Everyone\Reports\Staft Reports1201 ffebruary\Additional Work Authorization - 2009 Pavement Rehab.doc 116 Current Proposed FY 09/10 Proposed FY 09/10 Budget Amendment by Fund Budget ($) Change ($) Budget ($) Construction 2609 - CIWMB Recycled Tire Grant 75,000.00 26,100.00 101,100.00 2610 - Prop 42 - Traffic Congest. Relief 315,000.00 55,000.00 370,000.00 2611 - Prop 1 B - Streets & Roads 531,448.00 0.00 531,448.00 2400 - Park Maintenance Fund 33,000.00 0.00 33,000.00 Construction Subtotal 954,448.00 81,100.00 1,035,548.00 Inspection 2611 - Prop 1 B - Streets & Roads 50,000.00 0.00 50,000.00 TOTAL 1,004,448.00 81,100.00 1, 085, 548.00 Budget Line Item Transfer 2400 - Park Maintenance Fund - Transfer from salary savings 17,000.00 Total Budget 1,102,548.00 STAFF RECOMMENDATIONS (ROLL CALL VOTE) 1. Authorize the City Manager to amend the construction contract to include CCO No. 2 for the Mountain Meadows Park driveway reconstruction in an amount not to exceed $17,000.00; and 2. Adopt Resolution No. 2010 - amending the FY 2009/10 budget. Attachments: 1 — Draft Contract Change Order No..2 2 — Draft Resolution No. 2010 - SAPublic Works\Everyone\Reports\Staft Reports1201 ffebruary\Additional Work Authorization - 2009 Pavement Rehab.doc 116 City of✓YloorparlA "eLhmn" CITY ENGINEER/PUBLIC WORKS DEPARTMENT 799 Moorpark Avenue, Moorpark, California 93021 (805) 517 -6256 fax (805) 532 -2555 DRAFT CHANGE ORDER NO. 2 SUBJECT: Reconstruction of Mountain Meadows Park Driveway PROJECT TITLE: 2009 Pavement Rehabilitation Proiect Spec. No. MPK 08 -02 CONTRACTOR: Manhole Adjusting, Inc. All work involved in this Change Order shall conform with the Public Works Standard Specifications, Plans, General Provisions and Special Provisions. The following change(s) is (are) hereby made to the Contract Documents: ----------------------------------------------------------- ----------------------------------------------------------- Cost The plans, specifications and bid schedules are hereby revised to include the reconstruction of the Mountain Meadows Park Driveway as specified in $17,000.00 Attachment 1. CHANGE TO CONTRACT PRICE Original Contract Price Plus approved Quantity Adjustments Plus Change Orders to Date This Change Order Amount $ 833,351.00 Sub -Total $ 833,351.00 $ 190,495.00 Sub -Total $ 1,023,846.00 $ 17,000.00 Revised Contract Price $ 1,040,846.00 CHANGE TO CONTRACT TIME By reason of this change order, the time for contract completion will be adjusted as follows: Number of Working Days 0 SAPublic Works \CIPs\Projects\2009 Pavement Rehab \Construction \Change Orders \CCO No. 2 - Mtn. Meadows Driveway\CCO No. 2 - 2009 Pavement Rehab.doc 117 2009 Pavement Rehabilitation — MPK 08 -02 Change Order No. 2 Page 2 GENERAL PROVISIONS Both Contractor and Owner agree and acknowledge that execution of this Change Order constitutes a mutual accord and satisfaction as to the work and /or time extension covered herein and Contractor specifically waives and releases any and all claims, rights or interest, including but not limited to those for impact disruptions, loss of efficiency, ripple, or other extraordinary or consequential costs arising directly or indirectly out of the work or time extension described in this Change Order except as specifically included herein. The contract is amended with respect to the above only and all other terms and conditions of the original contract remain unchanged. APPROVALS REQUIRED Proposed by/ Concurrence by: John Corcoran, President Manhole Adjusting, Inc. Date Recommended by: Approved by: Yugal K. Lall, City Engineer Date Steven Kueny, City Manager Date SAPublic Works \CIPs\Projec1s\2009 Pavement Rehab \ConshWion \Change Orders\CCO No. 2 - Mtn. Meadows Ddveway\CCO No. 2 - 2009 Pavement Rehab.doc 118 Attachment 2 RESOLUTION NO. 2010 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2009/10 BUDGET TO REVISE APPROPRIATIONS FOR PROJECT 8002: 2009 PAVEMENT REHABILITATION PROJECT AND TO INCREASE REVENUES IN PROPOSITION 42 — TRAFFIC CONGESTION RELIEF FUND (2610) WHEREAS, on July 1, 2009, the City Council adopted the budget for Fiscal Year 2009/10; and WHEREAS, Ventura County Waterworks District No. 1 (District) agreed to reimburse the City for the cost to adjust District -owned sewer manholes and water valve covers, after street resurfacing at an estimated cost of $70,000.00; and WHEREAS, additional revenue of $70,000.00 is required in Proposition 42- Traffic Congestion Relief Fund (2610) to reflect the District's reimbursement; and WHEREAS, a staff report has been presented to the City Council requesting a budget amendment in the aggregate amount of $81,100.00; and WHEREAS, Exhibit "A" hereof describes said budget amendments and their resultant impacts to the budget line items. 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 $96,100.00 as more particularly described in Exhibit "A ", is hereby approved. SECTION 2. That a revenue increase of $70,000.00 as more particularly described in Exhibit "A ", is hereby approved. SECTION 3. 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. 119 Resolution 2010 - Page 2 PASSED AND ADOPTED this 3`d day of February, 2010. Janice S. Parvin, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit "A° — Appropriation and Budget Detail 120 EXHIBIT A BUDGET AMENDMENT FOR VARIOUS PARK MAINTENANCE AND STATE GRANT FUNDS TO INCREASE APPROPRIATIONS FOR PROJECT 8002 2009 PAVEMENT REHABILITATION PROJECT FY 2009/10 FUND BALANCE ALLOCATION: Fund Title Fund - Account Number Amount State Grant Fund 2609 -5500 $ 26,100.00 Proposition 42- Traffic Congestion Relief Fund 2610 -5500 $ 15,000.00 Total $ $ 11,100.00 REVENUE BUDGET ALLOCATION: Account Number Current Budget Revision Amended Budget 2610 -3751 $ - $ 70,000.00 $ 70,000.00 $ - $ 33,000.00 2609 - 8310- 8002 -9640 $ 75,000.00 $ Total $ - $ 70,000.00 $ 70,000.00 EXPENDITURE APPROPRIATION: Account Number Current Budget Revision Amended Budget 2400 - 8310 - 8002 -9640 $ 33,000.00 $ - $ 33,000.00 2609 - 8310- 8002 -9640 $ 75,000.00 $ 26,100.00 $ 101,100.00 2610- 8310 - 8002 -9640 $ 315,000.00 $ 55,000.00 $ 370,000.00 2611- 8310- 8002 -9640 $ 531,448.00 $ - $ 531,448.00 2611 - 8310 - 8002 -9650 $ 50,000.00 $ - $ 50,000.00 Total $ 1,004,448.00 81,100.00 1,085,548.00 Finance Approval: 121