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HomeMy WebLinkAboutAGENDA REPORT 1997 0507 CC REG ITEM 10EAGENDA REPORT CITY OF MOORPA� TO: The Honorable City Council ITEM ��� E• CITY OF MOORPAR& CALIFORNIA City Council Mecting Of— — 199„Z By: % __ FROM: Kenneth C. Gilbert, Director of Public Works DATE: April 22, 1997 (Council Meeting 5 -7 -97) SUBJECT: Consider Approval of an Increase to the Project Costs for the Construction of a Paved Road, Bike Path and Related Improvements at Arroyo Vista Community Park. PEN Tff IT-61h 116 On February 19, 1997, the City Council awarded a contract in the amount $187,347.91 to Mendez Concrete, Inc. for the construction of a paved roadway at Arroyo Vista Community Park, to extend from the easterly end of the existing paved road, easterly to connect to a paved road to be constructed as a part of pedestrian bridge project. That action included the approval of a construction contingency in the amount of ten percent (10 %) of the bid. A. Additional Work 1. Additional Quantities: Actual construction required more quantities of bid items than initially estimated by the design engineer. The cost of the additional quantities required is $5,001.32. 2. Change orders Change Order 11 [$880.00]: Construction of a block wall around certain relocated water facilities. The work was not required, therefore, the actual final amount of this change order was zero. Change Order 12 [$1,350.00]: Removal and replacement of a certain amount of pavement at the west end of the project to provide for better drainage. Change Order 13 [$2,716.00]: the back of the sidewalk. avp_rd2 Placement of fill dirt at Arroyo Vista Community Park Bike Path May 7, 1997 Page 2 Change Order 14 [$11,484.00]: Re- grading of the parking lot near the football field to provide positive drainage of this are to the new dirt swale along the south side of the paved road. Change Order #5 [$835.05]: Replacement of the water service per County Waterworks requirements. Change Order 16 [$10,000.00]: Replacement of the water line serving the satellite rest rooms, and the replacement of the water line extending easterly from the satellite rest rooms to the football field. These facilities had to be relocated so that they are no longer under the new concrete and asphalt improvements. B. Fiscal Impact 1. Construction cost: Ar. construction costs is as Bid Amount: Additional Quantities Sub-Total Change Orders estimate of the revised final follows: No. 1: $ 0.00 No. 2: $ 1,350.00 No. 3: $ 2,716.00 No. 4: $ 11,484.00 No. 5: $ 835.05 No. 6: $_10000.00 Total $187,347.91 $ 5,001.32 $192,349.23 $ 26,385.05 $218,734.28 2. Total Project Cost Estimate: A summary of the total project cost is as follows: Element —Total ($) Construction 218,734 Contingency (50) _ 10,936 Sub-total 229,670 Design 14,220 Admin i Insp 24,780 Total 268,670 avp_rd2 OW179 Arroyo Vista Community Park Bike Path May 7, 1997 Page 3 3. Revised Project Cost & Contingency: A comparison of the prior approved project cost and contingency and the recommended revised project cost and contingency is as follows: 4. Bicycle Facilities Grant (Project Related): The City's SB- 821 grant states that grant fund shall be restricted to one - third (331M) 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: Descrintion Amount Area of Bike :Path; 29,300 sf Divided by: - 69,100 sf Percent of Construction Related to Bike 42% Path: Estimated Construction Costs Related to $96,461 Bike Path [$229,670 x 42 %] Grant Funded Project Expenses [331/3 %] $32,150 Other Grant Funded Costs $21,850 [$54,000-$32,1501 OW LSO avp_rd2 Current Suggested Revised Description _Amount Chan a Total Construction 187,348 31,386 218,734 Contingency 18,652 (7,7161 10,936 Sub -Total 206,000 23,670 229,670 Design 14,220 0 14,220 Admin /Insp 24,780 0 24,780 Total 245,000 23,670 268,670 4. Bicycle Facilities Grant (Project Related): The City's SB- 821 grant states that grant fund shall be restricted to one - third (331M) 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: Descrintion Amount Area of Bike :Path; 29,300 sf Divided by: - 69,100 sf Percent of Construction Related to Bike 42% Path: Estimated Construction Costs Related to $96,461 Bike Path [$229,670 x 42 %] Grant Funded Project Expenses [331/3 %] $32,150 Other Grant Funded Costs $21,850 [$54,000-$32,1501 OW LSO avp_rd2 Arroyo Vista Community Park Bike Path May 7, 1997 Page 4 5. Project Funding: Based on the above analysis, a summary of the recommended funding for this project is as follows: Construction Funding Source 201: Traffic System Management [201.801.8003.000.9903' 212: Park Improvement [212.710.7218.000.990 242: SB -821 [Project] [242.801.8003.000.9903' Sub -Total 242: SB -821 [Non- Project] [242.801.8003.000.9903 Total Bike Other Non - Path Costs ($) Con tr Total Notes 64,3,11 66,605 19,500 150,416 a 66,605 19,500 86,105 b 32,150 0 0 32,150 c 96,461 133,209 39,000 268,670 -. - -- ._ 0 -- 0 0 21,850 d 96,461 133,209 39,000 290,520 Notes: a • Bike Path Costs: Total Cost [$96,461] less grant funds [$32,150] = Local Share [$64,311] • 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 6. Budget: Based on the above analysis, a summary of the recommended funding for this project is as follows: Funding Source Bud et Chance Total Notes 201: Traffic System Management 140,000 10,800 150,800 [201.801.8003.000.9903' 212: Park Improvement 80,000 6,200 86,200 a [212.710.7218.000.9903' 242: SB -821 54,000 0 54,000 b [242.801.8003.000.9903 Total 274,000 17,000 291,000 Notes: a Original amount funded from the Park Improvement fund was $100,000. b Non - Project related SB -821 funds to be transferred to other projects at a later date. avp_rd2 QW181 Arroyo Vista Community Park Bike Path May 7, 1997 Page 5 7. Budget Amendment: A resolution has been prepared amending the budget to reflect the adjusted funding sources shown above. RECONICOW&TION (ROLL CALL VOTE) Staff recommends that the City Council take the following actions: 1. Approve an increase to the construction costs (including change orders) from $187,347.91 to $218,734 ($31,386.09 increase). 2. Approve a revised project contingency in the amount of $10,936 (approximately 50 of the revised construction costs) and authorize the City Manager to approve additional work, if required, for an amount not to exceed said amount. 3. Adopt the attached Resolution (Exhibit 1) amending the budget as described in this report., avp_rd2 tm-i R2 RESOLUTION NO. 97 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AUTHORIZING A BUDGET AMENDMENT TO THE FISCAL YEAR 1996/97 ADOPTED BUDGET FOR THE ARROYO VISTA PARK ACCESS ROAD / BIKE PATH PROJECT [PROJECT NO. 80031 FOR THE TRAFFIC SYSTEM MANAGEMENT FUND [FUND 2011 AND THE PARK IMPROVEMENT FUND [FUND 2121 WHEREAS, on June 19, 1996, the City Council adopted the Budget for Fiscal Year 1996/97; and, WHEREAS, on February 19, 1997, the City Council adopted Resolution No. 97 -1286B revising the funding for a project to construct a paved roadway/ bike path at Arroyo Vista Community Park; and, WHEREAS, a staff report has been presented to the City Council requesting another budget amendment for the Arroyo Vista Community Park Access Road / Bike Path Project to increase the aggregate amount $17,000; 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) for the project and projected year end fund balance(s) for the Traffic System Management Fund [Fund 2011 and the Park Improvement Fund [Fund 2121 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. That a Budget amendment in the amount of $17,000 to the funding sources described in Exhibit "A," is hereby approved. SECTION 2. That a change in the amount of an interfund loan, in the amount of $6,200, from Fund 100 to Fund 212, as described in Exhibit "B," is hereby approved. PASSED AND ADOPTED this 7th day of May, 1997. ATTESTED: City Clerk Mayor, City of Moorpark, California X1.83 Arroyo Vista Community Park Bike Path May 7 , 1997 Page 5 7 . Budget Amendment: A resolution has been prepared amending the budget to reflect the adjusted funding sources shown above. RECOMMENDATION (ROLL CALL VOTE) Staff recommends that the City Council take the following actions: 1 . Approve an increase to the construction costs (including change orders) from $187 , 347.91 to $218,734 ($31 ,386.09 increase) . 2 . Approve a revised project contingency in the amount of $10,936 (approximately 5% of the revised construction costs) and authorize the City Manager to approve additional work, if required, for an amount not to exceed said amount. 3 . Adopt the attached Resolution (Exhibit 1) amending the budget as described in this report. p_rd2 uoo av Resolution No. 97 - Exhibit "A" SUPPLEMENTAL APPROPRIATIONS BY ACCOUNT NUMBER ACCOUNT CURRENT SUBJECT REVISED NUMBER APPROPRIATION APPROPRIATION APPROPRIATION FY 96/97 YEAR END / (REDUCTION) FY 96/97 YEAR Traffic System $140,000.00 $10,800.00 $150,800.00 Management $864,020 $10,800 $853,220 201.801.8003.000.9903 $527,870 $6,200 $521,670 Park Improvement $80,000.00 $6,200.00 $86,200.00 212.801.8003.804.9903 TOTALS: $220,000.00 $17,000.00 $237,000.00 EFFECT OF PROPOSED SUPPLEMENTAL APPROPRIATIONS TO FUND BALANCES FUND / ACCOUNT CURRENT SUPPLEMENTAL REVISED PROJECTED APPROPRIATION PROJECTED FY 96/97 YEAR END FY 96/97 YEAR BALANCE END BALANCE 201: Traf Sys Mngmnt $864,020 $10,800 $853,220 212: Park Impr $527,870 $6,200 $521,670 TOTALS: $17,000 1 '• Resolution No. 97 - Exhibit "B" RECOGNITION OF INTER -FUND LOAN LENDING FUND FUND NUMBER CURRENT LOAN AMOUNT ADDITIONAL PRINCIPAL INCREASE/ DECREASE REVISED REVISED LOAN AMOUNT 100 (General) $80,000.00 $6,200.00 $86,200.00 TOTALS: INCREASE/ $6,200.00 BORROWING FUND FUND CURRENT ADDITIONAL REVISED NUMBER LOAN AMOUNT PRINCIPAL LOAN AMOUNT INCREASE/ DECREASE 212 $80,000 $6,200 $86,200 (Park Improvement) TOTALS: $6,200 Note: Original $100,000 loan was approved via Resolution No. 96 -1207 (the Budget adoption Resolution) on June 19, 1996. Revised to $80,000 by Resolution No. 97 -1287B on February 19, 1997.