Adopt a Resolution
8.4 “Placerville, a Unique Historical Past Forging into a Golden Future “ City Manager’s Report June 28, 2016 City Council Meeting Prepared By: Katy Webster, Associate Civil Engineer Item#: 8.4 Subject: Adopt a resolution: 1. Approving a Contract Change Order #1 with George Reed, Inc. in the amount of $10,285.13 for the Broadway Crosswalks Improvements Project (CIP #41506); and 2. Authorizing the City Engineer to execute a Notice of Completion and instructing the City Clerk to record said Notice with the El Dorado County Recorder’s Office for the Broadway Crosswalks Improvements Project (CIP #41506); and 3. Authorizing the Director of Finance to release all remaining retention being held for construction security, no more than thirty (30) days after the date of Notice of Completion filing; and 4. Approving a budget appropriation in the amount of $13,000 in Transportation Development Act Article 3 Funds to cover construction contingency for said project; and 5. Approving a budget appropriation in the amount of $3,185 from the Water Enterprise Fund Contingency for Unforeseen Expenditures for waterline improvements encountered during construction of said project.
Background: At its regularly scheduled meeting on January 12, 2016, City Council approved the construction contract for the Broadway Crosswalks Improvements Project with George Reed, Inc. in an amount of $257,539.91. Subsequently, on February 23, 2016, City Council approved a Construction Management Services Agreement with UNICO Engineering to perform Resident Engineer Services in an amount not to exceed $8,000 with City staff performing all on-site inspections for the project. Construction of the project began on March 15, 2016 and was completed on May 10, 2016. Discussion: During construction staff worked with the contractor and Resident Engineer to identify potential project cost savings. As a result the City was able to furnish a set of Rapid Flashing Beacons for the project. This provided the project with an overall savings of $5,753.40. City staff, UNICO and George Reed, Inc. worked together to finalize the contract and all extra work items. Based on extra work performed on the project as discovered by field conditions, directions by staff, payment of actual field quantities, the final project costs totaled $267,854.04, for a total of $10,285.13 above the approved contract. The contractor has submitted the H:\City Council Agendas\00_cc meeting 20160628\8.4_SR 06-28 Broadway Crosswalks Construction CCO -
signed.docx
1
SR (KW,PR,DW)_PR-RN
8.4 necessary documentation and requests to process the appropriate Contract Change Order (CCO) #1 for the project. Budget Impacts: The City Council adopted the Fiscal Year 2014/2015 Capital Improvement Program Budget which appropriated $260,600 for the Broadway Crosswalk Improvements-Carson Road to Schnell School Road project (CIP #41506). Subsequently, the City Council approved $77,033 in additional budget appropriations at its August 25, 2015, meeting and an additional $11,406 budget appropriation at its January 12, 2016, meeting for a total project budget of $349,039. Staff is recommending an additional $13,000 budget appropriation of TDA Article 3 revenue to cover changes associated with the Crosswalks portion of the project. Staff is also recommending a budget appropriation of $3,185 from the Water Enterprise Fund Contingency for Unforeseen Expenditures to cover costs associated with replacing an aged water service line within the project. The current and proposed revenue budgets are summarized below: Revised Revenue Budget
Revenue Source HSIP (Crosswalk Improvements) TDA (Local Match) TDA (Local Match - Bike Lane Striping) EDCTA (Bus Stop, Turnout, Shelter) Water Enterprise Fund for Unforseen Expenditures Total
$
$
231,289 32,100 15,000 70,650 349,039
Proposed Revenue Budget $
$
231,289 45,100 15,000 70,650 3,185 365,224
Increase/ (Decrease) $
$
13,000 3,185 16,185
The current and proposed project budgets are as follows: Revised Project Budget
Description Construction Design & Environmental Construction Management Contingency Total
$
$
257,540 68,499 23,000 349,039
Proposed Project Budget $
$
267,825 54,622 36,800 5,977 365,224
Increase/ (Decrease) $
$
10,285 (13,877) 13,800 5,977 16,185
To date, the project has encumbered the following costs:
H:\City Council Agendas\00_cc meeting 20160628\8.4_SR 06-28 Broadway Crosswalks Construction CCO -
signed.docx
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SR (KW,PR,DW)_PR-RN
8.4 George Reed, Inc. (Original Contract) George Reed, inc. (Proposed Change Order No. 1) Dokken Engineering (Original Contract) Dokken Engineering (Change Order No. 1) UNICO Engineering (Construction Management) Mountain Democrat Omni-Means (Interim City Engineer) Youngdahl & Associates Engineering Staff Total
$ 257,540 10,285 49,989 2,508 8,000 85 2,125 816 22,599 $ 353,947
As you can see, the $353,947 in total project encumbrances to date, including George Reed, Inc’s Change Order No. 1, is well within the $365,224 proposed project budget. Recommendation: Adopt a resolution: 1. Approving a Contract Change Order #1 with George Reed, Inc. in the amount of $10,285.13 for the Broadway Crosswalks Improvements Project (CIP #41506); and 2. Authorizing the City Engineer to execute a Notice of Completion and instructing the City Clerk to record said Notice with the El Dorado County Recorder’s Office for the Broadway Crosswalks Improvements Project (CIP #41506); and 3. Authorizing the Director of Finance to release all remaining retention being held for construction security, no more than thirty (30) days after the date of Notice of Completion filing; and 4. Approving a budget appropriation in the amount of $13,000 in Transportation Development Act Article 3 Funds to cover construction contingency for said project; and 5. Approving a budget appropriation in the amount of $3,185 from the Water Enterprise Fund Contingency for Unforeseen Expenditures for waterline improvements encountered during construction of said project.
Rebecca Neves, City Engineer
Pierre Rivas, Development Services Director
M. Cleve Morris, City Manager
Attachments: 1. Resolution 2. George Reed, Inc’s CCO #1 3. Draft Notice of Completion H:\City Council Agendas\00_cc meeting 20160628\8.4_SR 06-28 Broadway Crosswalks Construction CCO -
signed.docx
3
SR (KW,PR,DW)_PR-RN
Background: At its regularly scheduled meeting on January 12, 2016, City Council approved the construction contract for the Broadway Crosswalks Improvements Project with George Reed, Inc. in an amount of $257,539.91. Subsequently, on February 23, 2016, City Council approved a Construction Management Services Agreement with UNICO Engineering to perform Resident Engineer Services in an amount not to exceed $8,000 with City staff performing all on-site inspections for the project. Construction of the project began on March 15, 2016 and was completed on May 10, 2016. Discussion: During construction staff worked with the contractor and Resident Engineer to identify potential project cost savings. As a result the City was able to furnish a set of Rapid Flashing Beacons for the project. This provided the project with an overall savings of $5,753.40. City staff, UNICO and George Reed, Inc. worked together to finalize the contract and all extra work items. Based on extra work performed on the project as discovered by field conditions, directions by staff, payment of actual field quantities, the final project costs totaled $267,854.04, for a total of $10,285.13 above the approved contract. The contractor has submitted the H:\City Council Agendas\00_cc meeting 20160628\8.4_SR 06-28 Broadway Crosswalks Construction CCO -
signed.docx
1
SR (KW,PR,DW)_PR-RN
8.4 necessary documentation and requests to process the appropriate Contract Change Order (CCO) #1 for the project. Budget Impacts: The City Council adopted the Fiscal Year 2014/2015 Capital Improvement Program Budget which appropriated $260,600 for the Broadway Crosswalk Improvements-Carson Road to Schnell School Road project (CIP #41506). Subsequently, the City Council approved $77,033 in additional budget appropriations at its August 25, 2015, meeting and an additional $11,406 budget appropriation at its January 12, 2016, meeting for a total project budget of $349,039. Staff is recommending an additional $13,000 budget appropriation of TDA Article 3 revenue to cover changes associated with the Crosswalks portion of the project. Staff is also recommending a budget appropriation of $3,185 from the Water Enterprise Fund Contingency for Unforeseen Expenditures to cover costs associated with replacing an aged water service line within the project. The current and proposed revenue budgets are summarized below: Revised Revenue Budget
Revenue Source HSIP (Crosswalk Improvements) TDA (Local Match) TDA (Local Match - Bike Lane Striping) EDCTA (Bus Stop, Turnout, Shelter) Water Enterprise Fund for Unforseen Expenditures Total
$
$
231,289 32,100 15,000 70,650 349,039
Proposed Revenue Budget $
$
231,289 45,100 15,000 70,650 3,185 365,224
Increase/ (Decrease) $
$
13,000 3,185 16,185
The current and proposed project budgets are as follows: Revised Project Budget
Description Construction Design & Environmental Construction Management Contingency Total
$
$
257,540 68,499 23,000 349,039
Proposed Project Budget $
$
267,825 54,622 36,800 5,977 365,224
Increase/ (Decrease) $
$
10,285 (13,877) 13,800 5,977 16,185
To date, the project has encumbered the following costs:
H:\City Council Agendas\00_cc meeting 20160628\8.4_SR 06-28 Broadway Crosswalks Construction CCO -
signed.docx
2
SR (KW,PR,DW)_PR-RN
8.4 George Reed, Inc. (Original Contract) George Reed, inc. (Proposed Change Order No. 1) Dokken Engineering (Original Contract) Dokken Engineering (Change Order No. 1) UNICO Engineering (Construction Management) Mountain Democrat Omni-Means (Interim City Engineer) Youngdahl & Associates Engineering Staff Total
$ 257,540 10,285 49,989 2,508 8,000 85 2,125 816 22,599 $ 353,947
As you can see, the $353,947 in total project encumbrances to date, including George Reed, Inc’s Change Order No. 1, is well within the $365,224 proposed project budget. Recommendation: Adopt a resolution: 1. Approving a Contract Change Order #1 with George Reed, Inc. in the amount of $10,285.13 for the Broadway Crosswalks Improvements Project (CIP #41506); and 2. Authorizing the City Engineer to execute a Notice of Completion and instructing the City Clerk to record said Notice with the El Dorado County Recorder’s Office for the Broadway Crosswalks Improvements Project (CIP #41506); and 3. Authorizing the Director of Finance to release all remaining retention being held for construction security, no more than thirty (30) days after the date of Notice of Completion filing; and 4. Approving a budget appropriation in the amount of $13,000 in Transportation Development Act Article 3 Funds to cover construction contingency for said project; and 5. Approving a budget appropriation in the amount of $3,185 from the Water Enterprise Fund Contingency for Unforeseen Expenditures for waterline improvements encountered during construction of said project.
Rebecca Neves, City Engineer
Pierre Rivas, Development Services Director
M. Cleve Morris, City Manager
Attachments: 1. Resolution 2. George Reed, Inc’s CCO #1 3. Draft Notice of Completion H:\City Council Agendas\00_cc meeting 20160628\8.4_SR 06-28 Broadway Crosswalks Construction CCO -
signed.docx
3
SR (KW,PR,DW)_PR-RN
