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AGENDA ITEM REVIEW FORM |
7.A.
Special City Council Meeting
- Meeting Date:
- 05/24/2023
- Department Head:
- Jenny Torres
- Submitted By:
- Jenny Torres, Assistant City Manager, Administration
Action Requested:
Motion
ITEM:
Discussion and possible action on any and all matters regarding Mesa Street Improvements Phase II Change Order No. 1. (Jenny Torres, Assistant City Manager)
SUMMARY:
The city completed the Mesa Street Phase I project and is currently working on finalizing the work for Mesa Street Phase II project. The Public Works Department concrete crew were scheduled to construct the pedestrian concrete steps included in the project. Unfortunately, we were notified that due to other work commitments, staff would not be able to include this work in their schedule. The city requested DPE to provide a proposal to construct the pedestrian steps with the condition that the work be completed by June 30, 2023. After evaluating our limited options, City staff decided to outsource the work with a change order to the Mesa Street Phase II DPE construction contract. The change order scope of work includes pedestrians' concrete steps, white thermoplastic crosswalk pavement marking, removal of existing sidewalk ramp, flat work, and sidewalk ramp. The cost will increase by $47,788.90.
The change order will modify the contract completion date to June 30, 2023, in order to provide 37 additional days of work.
Staff worked with the finance department to allocate additional funding needed to move forward with this change order. The city will use unused contingency funds from Mesa Street Phase I and Rancho Los Oros Phase II projects. Purchases for construction work over $45,000.00 go out to bid under the City Code-Purchasing §3.05.010(D). However, the City Code also allows for waiver of formal bidding procedures under City Code-Purchasing §3.05.010 (F) for a good cause. In this case, going out to bid would delay the project and add to the cost.
Staff recommends approval and ratification of the Mesa Street Improvements project Phase II, Change Order No. 1, and requests authorization for the transfer of funds to complete the project.
| Original Contract Sum | $197,948.10 |
| Modified Contract Sum | $245,737.00 |
| Net Change (Increase) | $47,788.90 |
The change order will modify the contract completion date to June 30, 2023, in order to provide 37 additional days of work.
Staff worked with the finance department to allocate additional funding needed to move forward with this change order. The city will use unused contingency funds from Mesa Street Phase I and Rancho Los Oros Phase II projects. Purchases for construction work over $45,000.00 go out to bid under the City Code-Purchasing §3.05.010(D). However, the City Code also allows for waiver of formal bidding procedures under City Code-Purchasing §3.05.010 (F) for a good cause. In this case, going out to bid would delay the project and add to the cost.
Staff recommends approval and ratification of the Mesa Street Improvements project Phase II, Change Order No. 1, and requests authorization for the transfer of funds to complete the project.
RECOMMENDATION / SUGGESTED MOTION:
I MOVE TO RATIFY AND APPROVE THE MESA STREET IMPROVEMENTS PHASE II CHANGE ORDER NO. 1 IN THE AMOUNT OF $47,788.90, AUTHORIZE A BUDGET TRANSFER AND WAIVE FORMAL PURCHASE PROCEDURES FOR THE REASONS PRESENTED.
Fiscal Impact
- IS THERE FISCAL IMPACT ASSOCIATED WITH THIS ITEM:
- Yes
- CITY/STATE/FEDERAL FUNDS:
- City
- TOTAL:
- $47,789
- BUDGETED AMOUNT:
- No
- AVAILABLE AMOUNT TO TRANSFER:
- Yes
- ACCT NAME & GL#/REMAINING BALANCE BEFORE PURCHASE:
- Capital Projects Acct #225-210-90010.220 $112,114
FISCAL IMPACT STATEMENT (IF THIS IS A BUDGET TRANSFER, YOU MUST ATTACH THE BUDGET ADJUSTMENT FORM):
The City will do a budget transfer from Rancho Los Oros remaining budget in account #255-210-90010.220 to Mesa Street Improvements Phase I, account #255-210.90010.227 in the amount of $47,789.00.