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Home My WebLink AboutAGENDA REPORT 2010 1103 CC REG ITEM 10Fr (,P AOOR'aRk, C;n.OFO R^i,,,. :ity Council Meeting '.E T'nR:�w....d _, �aao •1' LO p/0 MOORPARK CITY COUNCIL AGENDA REPORT ITEM 10.F. TO: Honorable City Council FROM: Dave Klotzle, Interim City Engineer /Public Works Director DATE: October 22, 2010 (CC Meeting of 11/03/10) SUBJECT: Consider Authorization to Amend the Construction Contract and a Resolution Amending the Fiscal Year 2010/11 Budget to Fund Increased Construction Costs for the Mountain Trail Street and Spring Road Pavement Rehabilitation — Project 8083 DISCUSSION On May 5, 2010, the City Council awarded a contract to Nye & Nelson Inc. for construction of the Mountain Trail Street and Spring Road Pavement Rehabilitation Project. Construction is nearly completed with only final lane line and crosswalk striping to be completed. The striping has been delayed due to an industry-wide shortage of chemicals used in the production of thermoplastic striping materials. During the course of construction, several changes were made resulting in a net increase to the overall cost of construction. The new median island on Mountain Trail Street was increased in size and additional planting soil was required to mound it higher in the center for adequate drainage. Several manholes within the expanded median area had to be raised above the soil level. Additional areas of asphalt requiring deep removals and replacement were identified. There was a decrease in quantities of several items of work including less asphalt paving due to the expanded median area. The changes, summarized below, were administered by contract change orders and by revised quantities of work from the original contract quantities. The total project cost may vary when completed since the final quantities of striping are not known at this time. 73 SAPublic Works \Everyone \Reports \Staff Reports\2010 \Ncvember\Mtn Trail & Spring Rd. Pavement Rehab. Budget Amend.doc Honorable City Council November 3, 2010 Page 2 Description Cost Original Contract $ 510,394.90 Change Order No. 1 - Expanded Median Island $ 19,725.00 Change Order No. 2 - Mounding in Median Island $ 3,791.21 Change Order No. 3 - Raise Manholes in Median Island $ 854.25 Adjusted Quantities incl. Asphalt Patches and Paving $ 55,234.64 Total $ 590,000.00 The City Council action on May 5, 2010 to award the construction contract also included authorization of the City Manager to amend the construction contract in an amount not to exceed $52,000.00 if and when the need arises for extra work. An additional authorization of $30,000.00 is necessary to amend the contract for the additional work described above. FISCAL IMPACT Prior to opening bids and awarding the contract, the original funding scenario was based on an estimated construction cost of $648,000.00, with federal transportation stimulus funds through the American Recovery and Reinvestment Act (ARRA) funding the paving work ($608,000.00) and the Tree and Landscape Fund (Fund 2150) funding the median and irrigation system ($40,000.00). The original plan also called for funding the construction inspection and testing with $10,000.00 in ARRA funds and $40,000.00 from the Traffic Systems Management Fund (Fund 2001). The low bid for construction was $510,394.90 so when the contract was awarded by City Council on May 5, 2010, the funding scenario was changed to fund the entire project construction, inspection and testing with the $618,000.00 in ARRA funds. At that time, staff recommended a transfer of $46,171.10 in ARRA funds from the construction line item to fully fund the inspection and testing with ARRA funds. This transfer will be made upon approval of the budget amendment recommended herein. A budget amendment is required to increase the existing $618,000.00 total budget by $29,000.00 from the Tree and Landscape Fund (Fund 2150) for the additional $24,370.46 in construction costs related to the expanded median area and $4,629.54 of the total irrigation main line and wire conduit installation cost of $19,410.00. The Tree and Landscape Fund (Fund 2150) has an available balance of $116,828 in unappropriated funds. The proposed budget amendment and line item transfer are summarized in the following table. 74 S \Public Works \Everyone \Reports \Staff Reports\2010 \NovemberWltn. Trail & Spring Rd Pavement Rehab. Budget Amend doc Honorable City Council November 3, 2010 Page 3 STAFF RECOMMENDATION ROLL CALL VOTE 1. Authorize the City Manager to amend the construction contract for project contingencies in an additional amount not to exceed $30,000.00 if and when the need arises for extra work and services; and 2. Adopt Resolution No 2010 - Attachment 1 Resolution 75 S. \Public Works \Everyone\Reports \Staff Reports\2010 \November\Mtn. Trail & Spring Rd. Pavement Rehab. Budget Amend doc Current Proposed Proposed Proposed Construction Phase Funding FY 10/11 Line Item Budget FY 09/10 Budget ($) Transfer ($) Amendment Budget ($) Construction 2604 - ARRA Funds 608,000.00 (46,171.10) 561,828.90 2150 - Tree & Landscape Fund 29,000.00 29,000.00 Construction Subtotal 590,828.90 Inspection 2604 - ARRA Funds 10,000.00 46,171.10 56,171.10 TOTAL 618,000.00 29,000.00 647,000.00 STAFF RECOMMENDATION ROLL CALL VOTE 1. Authorize the City Manager to amend the construction contract for project contingencies in an additional amount not to exceed $30,000.00 if and when the need arises for extra work and services; and 2. Adopt Resolution No 2010 - Attachment 1 Resolution 75 S. \Public Works \Everyone\Reports \Staff Reports\2010 \November\Mtn. Trail & Spring Rd. Pavement Rehab. Budget Amend doc Attachment 1 RESOLUTION NO. 2010 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2010/11 BUDGET TO FUND ADDITIONAL CONSTRUCTION COSTS FOR THE MOUNTAIN TRAIL STREET AND SPRING ROAD PAVEMENT REHABILITATION PROJECT (PROJECT 8083) WHEREAS, on June 16, 2010, the City Council adopted the Operating and Capital Improvements Projects budget for Fiscal Year 2010/2011; and WHEREAS, a staff report has been presented to the City Council requesting a budget adjustment in the aggregate amount of $29,000.00; and WHEREAS, Exhibit "A ", attached hereto and made a part hereof, describes said budget amendment and its resultant impact to the budget line item. 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 $29,000.00 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 3`d day of November, 2010. Janice S. Parvin, Mayor ATTEST: Deborah S. Traffenstedt, City Clerk Attachment: Exhibit'A': Appropriation and Budget Detail 76 Resolution No. 2010 - EXHIBIT "A" BUDGET AMENDMENT FOR TREE AND LANDSCAPE FUND (FUND 2150) TO INCREASE FUNDING FOR THE MOUNTAIN TRAIL STREET AND SPRING ROAD PAVEMENT REHABILITATION PROJECT (PROJECT 8083) FY 2010 -2011 FUND ALLOCATION FROM: Fund Account Number Amount Tree and Landscape Fund 2150 -5500 $ 29,000 $ 29,000 $ 29,000 Total $ - $ 29,000 DISTRIBUTION OF APPROPRIATION TO EXPENSE ACCOUNTS: Account Number Current Budget Revision Amended Budget 2150.8310.8083.9640 $ - $ 29,000 $ 29,000 Total $ - $ 29,000 $ 29,000 Finance Approval: 2�� AVL--- 77 S: \Public Works \Everyone \Reports \Staff Reports\2010 \November \Mtn. Trail Budget Amend. Exhibit A.xls