HomeMy WebLinkAboutAGENDA REPORT 1997 0618 CC REG ITEM 10FTo:
The Honorable City Council
From: Kea Gilert, Director of Puldic Works
Dirk Lovett, Anislost City Engineer
Prepared By Anthony Cooper, Civil Engineer
�Ia -,, "'
TTEM /o• F•
i-
Ctry Cr lOONUM CALHUM
City CoWO Meeting
Date: June 6, 1997 (Council Meeting of June 18, 1997)
Subject: Notice of Completion of the Arroyo Vista Community Park Access Roam.
1. On February 19, 1997, the City Council awarded a contract to Mendez Concrete, Inc.
for construction of the exteOSion of the Arroyo Vista Park Access Road. The contract
was awarded in the amount of $187,347.91. An additional 10% contingency was also
authorized for the contract.
2. On May 7, 1997, the City Council approved certain change orders for the project,
increased the approved contract amount to $218,734 and approved a five percent (5 %)
contingency of $10,936. The revised total authorized construction cost was, therefore,
increased to $229,670.
Construction of the perk access road began on March 24, 1997. Correction of all punch
list items was completed on June 5, 1997. The project called for the construction of
pavement (including reconstruction of the a*4we sad giacement of base material) over
the gravel road serving Arroyo Vifa Community Park. Constructm of other related
improvements including sue, guNers and o her drainage irnprovemeots was also
included. The limits of the work extended front a point just east of the paved parking
lot, easterly to the paved pathway to be constructed with the Pedestrian bridge project.
avprd3 . cap
U4
Park Access Road
June 18, 1997
Page 2
1. Addiuciaid Qwwies: Actual construction required more quantities of bid items
than initially estimated by the design engineer. The cost of the additional quantities
required is $3,762.38.
2. CAw ge Orders: Six construction change orders were issued. They are
summarized as follows:
(1) Due to the relocation of water valves on the north side of the new access
road, it was assumed that construction of a block wall would be necessary
to protect them from the adjacent sloping grade. After relocation of the
valves was complete, the slope was graded so that placement of the wall
was not necessary.
(2) Because of insufficient cross slope on the east end of the existing paved
access road, removal and repaving of a portion of this existing pavement
was necessary to match the finished grade of the new access road.
(3) Due to the elevation of the new sidewalk on the south side of the access
road, placement of additional fill was necessary to provide adequate
drainage from the park to the new sidewalk.
(4) The southeast temporary dirt parking lot, and the football field, just south
of the ling lot, was lower than the elevation of the new access road. In
order to provide positive drainage between the field and the south flowline
of the access road, fill was placed and compacted in the field and the
parking lot.
(5) The relocation of the two water meters, serving the park on the south side
of the access road, were required to be relocated as part of the construction.
Since Venwm County Water Works District does not allow splices, a new
service lateral was planed between the water main and the meter box. The
contractor was paid for the material to install new service laterals.
(6) Overtime was required of the City's inspector to provide inspection of the
project. The cofactor was backcharged to pay the premium of the
overtime for inspection beyond the 8 hour work day.
3. Nm -Cmeta wt Work: The subject work required the relocation and reconstruction
of domestic water lines serving facilities east of the Community Center. That work
was done by in -house staff, with assistance from the City's landscape maintenance
contractor. The total cost for this work was $8,054.41.
avprd3.cop t1W1S9
Park Access Road
June 18, 1997
Page 3
C. Fiscal Impact
I . Total Contract Costs: A summary of the total construction contract costs are as
follows:
Bid Amount:
Additional Quantities
Sub -Total
Change Orders
No. 1: a
No. 2:
No. 3:
No. 4:
No. 5:
No. 6:
Total
$ 0.00
$ 1,350.00
$ 2,716.00
$ 11,484.00
$ 835.05
47
$187,347.91
$ 3,'609.38
$190,957.29
$ 16.042.05
$206,999.34
Note a: Approved Change Order No. I in the amount of $880.00 for a
retaining wall, was not constructed and not paid.
2. Total Project Cost Estimate: A summary of the total project cost is as follows:
Element _ Total(,)
Contract Construction 207,000
Non - Contract Work 8,054
Sub -total ** 215,054
Design 14,220
Admin / Insp 13,380
Total * ** 242,654
Notes: ** The authorized limit for all construction costs was $229,670.
* ** The authorized limit for all project costs was $268,670.
avprd3.cvp vV ():Ls()
Park Access Road
June 18, 1997
Page 4
3. Bicycle Facilities Grant (Project Related): The City's SB-821 grant states that
grant fund shall be restricted to one -third (331/3%) of the construction costs related
to the Bike Path improvements, not to exceed $54,000. Based on the bids
received, a calculation of the anticipated expenditures eligible for grant funding is
as follows:
Description Amount
Area of Bike Path-. 29,300 sf
Divided by total Area of Pavement 69.100 sf
Percent of Construction Related to Bike Path: 42%
Estimated Construction Costs Related to Bike Path $90,323
[$215,054 x 42% p
Grant Funded Project Expenses 1331/3%1 $30,105
Remaining Grant Funds to go to Other Projects a $23,895
[$54,000 - $30,1051
Note a: A portion of these remaining SB -821 funds will be applied to a portion of the costs for
pavement improvements to be constructed with the Pedestrian Bridge. The remainder of
these funds will be carried over to fund a portion of the Poindexter Avenue widening
project.
4. Project Funding: Based on the above analysis, a summary of the recommended
funding for this project is as follows:
Funding Source
201: Traffic System Management
[201.801.8003.000.99031
212: Park Improvement
[212.710.7218.000.9903'
242: SB -821 [Project;
[242.801.8003.000.9903',
Sub -Total
242: SB -821 [Non - Project]
[242.801.8003.000.9903'
Total
avprd3.cmp
Construction
Bike Other
Pa Costs f$)
60,218 62,366
Non -
Co t Total (S1
13,800 136,384
Notes
a
b
c
d
000161
62,366
13,800
76,166
_ 30,105
0
0
30,105
90,323
1241731
27,600
242,654.
�.._ 0
0
0
23.895
90,323
124,731.
27,600
266,549
Notes
a
b
c
d
000161
Park Access Road
June 18, 1997
Page 5
Notes: a • Bike Path Costs: Total Cost [$90,323] less grant funds [$30,105] = Local Share
[$60,218]
• Non -Bike Path Costs: One -half non -Bike Path construction costs, plus one -half of
all non - construction costs.
b One -half non -Bike Path construction costs, plus one -half non - construction costs.
The other one -half of these costs are charged to TSM funds.
c Project related Bicycle Facilities grant funds.
d Non- Project related Bicycle Facilities grant funds to be transferred to other
projects at a future date.
5. Budget: Based on the above analysis, a summary of the
final budget for this project is as follows:
Funding Source _
Current
Estimated
Estimated
Approved
Year -End
Year -End
d et
Costs
Surplus (5)
201: Traffic System Management
L50,800
136,384
14,416
[201.801.8003.000.9903]
212: Park Improvement
86,200
76,166
10,034
[212.710.7218.000.9903"
242: SB -821
54,000
30,105
23,895
[242.801.8003.000.99031
Total 291,000 242,655 48,345
Of the $48,345 projected year -end surplus, $23,895 is SB -821 monies "earmarked"
for other projects. The remainder is $24,450. In that these are estimated and not
final numbers, it is not recommended that the budget be revised at this time. All
unexpended surplus appropriations will automatically be returned to funding sources
subsequent to the final accounting for this project.
t 1
The City Engineer has completed a final inspection of the project and has found the
work to be acceptable. The final total contract construction cost ($207,879.34) plus
other construction ($8054) are less than the total authorized construction cost of
$229,670.
avprd3.cmp 0001"
Park Access Road
June 18, 1997
Page 6
Staff recommends that the City Council take the following actions:
Accept the work as complete;
2. Instruct the City Clerk to file a Notice of Completion for the project; and,
3. Authorize the release of the retention upon satisfactory clearance of the thirty five
(35) day lien period
avprd3. cap W0163