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AGENDA ITEM REVIEW FORM |
7.C.
Special City Council Meeting
- Meeting Date:
- 07/30/2025
- Department Head:
- Manuel Hernandez
- Submitted By:
- Manuel Hernandez, Assistant Director of Public Works, Public Works Department
Action Requested:
Discussion Item - No Action to be Taken
Motion
Resolution
Motion
Resolution
ITEM:
Discussion and possible action on all matters regarding the approval and ratification of payment for the Arizona Department of Transportation contract modification for the Los Alamos Curve Realignment Project. (Manny Hernandez, Assistant Director of Public Works)
SUMMARY:
The Department of Public Works is requesting Mayor and Council approval and ratification of payment for the Arizona Department of Transportation ("ADOT") contract modification for the Los Alamos Curve Realignment Project.
On June 14, 2023, the City of San Luis adopted an Intergovernmental Agreement ("IGA") with the Arizona Department of Transportation for the 10th Avenue and Los Alamos Street Curve Realignment Construction Project, utilizing federal funds. The project estimate, including design and construction, was approximately $1.7 million. As part of the IGA, the City of San Luis' responsibility was to pay:
City Responsibility:
1. Project Development Administration (ADOT Costs) @ 5.7%: $1,710.00
2. Scoping/Design of the Improvements @ 5.7%: $16,844.00
3. Construction @ 5.7%: $79,222.00
Total Before Contract Modification: $97,776.00
After Contract Modification: $161,270.00
On May 21, 2025, the City of San Luis was informed by Chris Rodriguez (ADOT Project Manager) that there would be a contract modification due to a change in the design scope of work. Staff reached out to Yuma Metropolitan Planning Organization ("YMPO") to see if funding was available to assist with payment, but there was not. Staff also reached out to ADOT requesting to use construction funds to cover the design phase contract modification, but the request was denied.
After exploring other available funding avenues and being unsuccessful, payment responsibility falls back on the City of San Luis to cover the $63,494 contract modification.
IGA states on page 2, Section II, subsection 1, paragraph (a), that the final cost estimate may exceed the initial estimate... In such a case, the local agency is responsible for and agrees to pay the difference prior to bid advertisement.
Payment for the contract modification has been made using funds from the FY25 Highway Users Fund for the 6th Avenue Extension Roadway Design project.
Contract Modification Additional Work:
Public Works is requesting the Mayor and Council's approval and ratification of payment for the ADOT contract modification of an additional $63,949 for the Los Alamos Curve Realignment Project.
On June 14, 2023, the City of San Luis adopted an Intergovernmental Agreement ("IGA") with the Arizona Department of Transportation for the 10th Avenue and Los Alamos Street Curve Realignment Construction Project, utilizing federal funds. The project estimate, including design and construction, was approximately $1.7 million. As part of the IGA, the City of San Luis' responsibility was to pay:
City Responsibility:
1. Project Development Administration (ADOT Costs) @ 5.7%: $1,710.00
2. Scoping/Design of the Improvements @ 5.7%: $16,844.00
3. Construction @ 5.7%: $79,222.00
Total Before Contract Modification: $97,776.00
After Contract Modification: $161,270.00
On May 21, 2025, the City of San Luis was informed by Chris Rodriguez (ADOT Project Manager) that there would be a contract modification due to a change in the design scope of work. Staff reached out to Yuma Metropolitan Planning Organization ("YMPO") to see if funding was available to assist with payment, but there was not. Staff also reached out to ADOT requesting to use construction funds to cover the design phase contract modification, but the request was denied.
After exploring other available funding avenues and being unsuccessful, payment responsibility falls back on the City of San Luis to cover the $63,494 contract modification.
IGA states on page 2, Section II, subsection 1, paragraph (a), that the final cost estimate may exceed the initial estimate... In such a case, the local agency is responsible for and agrees to pay the difference prior to bid advertisement.
Payment for the contract modification has been made using funds from the FY25 Highway Users Fund for the 6th Avenue Extension Roadway Design project.
Contract Modification Additional Work:
- Acquisition of additional R/W for the 10th Ave/Los Alamos St Curve Realignment Project
- Additional work by Tierra (subcontractor) for their R/W Acquisition and Environmental Services
- It also includes work by EPS Group (Engineering Firm), including the legal description and exhibit for the additional new right-of-way and Project Management Efforts.
Public Works is requesting the Mayor and Council's approval and ratification of payment for the ADOT contract modification of an additional $63,949 for the Los Alamos Curve Realignment Project.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO APPROVE AND RATIFY AN ADDITIONAL PAYMENT OF $63,949 FOR THE ADOT CONTRACT MODIFICATION FOR THE LOS ALAMOS CURVE REALIGNMENT PROJECT AND TO PERFORM A BUDGET TRANSFER AS DESCRIBED IN THE FISCAL IMPACT STATEMENT.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $63,494.00
- BUDGETED AMOUNT:
- 0
- AVAILABLE AMOUNT TO TRANSFER:
- $64,000.00
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- 6th Avenue Extension Roadway Design/Acct #200-210-90010/Project: 2025034/$64,000.00
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The following budget transfer was performed in the amount of $64,000.00:
From: 6th Avenue Extension north, from Union St. to Co.22nd St. Roadway Design
Account: 200-210-90010 Project: 2025034
To: 10th Avenue & Los Alamos Curve Project
Account: 200-210-90010 Project: 2025027
Attachments
- 23-0009169-Dist SW-City of San Luis-T0442 01D 01C 03D-EXECUTED
- Contract Mod
- Invoice for City of San Luis- T044203D