Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Consider Amending the Budget for the West Side Street Project to Account for Extra Work
Date: March 22, 2022
Written by: Craig Scott, Director of Public Works/City Engineer Recommendation
It is recommended the City Council adopt a resolution approving amending the West Side Street Project budget to account for added scope of work and authorizing the transfer of funds to the project account.
Background
On August 24, 2021, the City Council awarded the construction contract for the West Side Street Project. Work has been progressing on this project, however, due to the extended schedule and work added to the Project by the City, additional budget is needed to complete the Project with the additional work items requested by the City.
Analysis/Discussion
The West Side Street Project (Project) extents are shown on the attached figure and consists of full depth reclamation (FDR) for West School Street, Richardson Lane, West Cotati Avenue, John Roberts Drive, Robin Avenue and Condor Court and milling and overlay of Old Redwood Highway between Page Street and Valparaiso. The Project also includes installation of a decomposed granite pathway along West School Street between West Sierra Avenue and the tunnel and reconstructing the pathway in front of the tunnel and extending to the new pathway to the south and to existing sidewalk to the north. A wooden guardrail is to replace the existing metal guardrail near the tunnel.
The early significant rainfall event in October pushed the project into November where low temperatures and the chance of rain events prevented the contractor from proceeding with the full depth reclamation (FDR) portion of the work. Progress was made over the past several months on other project components consisting of the West School Street Pathway, paving Old Redwood Highway between Page Street and Valparaiso, and shallow utility preparation work. Also, during this time, the City’s design consultant and contractor have established design and construction costs for additional work requested by the City after award of the construction contract. Although the project can be completed within the prior authorized budget without the added work, the City would benefit from the completion of the added work as these work items improve City streets and bicycle and pedestrian safety.
The added work are streets needing paving in the vicinity of the originally scoped project. There are cost efficiencies in paving these streets now rather than later as they are adjacent and similar work to the current project. Additionally, it is impractical (and costly) for a contractor to add these streets to another project as they would be isolated from that later work.
Financial Considerations
On June 8, 2021, City Council approved the City’s FY 21/22 budget and the budget includes the Project with a total Project amount of $3,439,000. This Project Amount is to cover carry over design costs, construction and Construction Management costs.
With a low bid of $3,095,133, the Project budget amount was revised to $3,704,000, at time of award in August 2021. The increased budget at that time required a budget appropriation from the unappropriated General Fund balance of $265,000. The roads in the Project are not federal aid eligible (except for the section of Old Redwood Highway from Page to Valparaiso), so this project budget is from City funds.
The Project cost has increased due to added scope and the extended construction schedule and additional budget is needed beyond the original contingency amount. The following table lists the changes to Project costs:
Description Cause Cost
Rehabilitate Braden Court, pave W.
School Street west of Richardson Lane to
City limits. Added speed humps on W.
Cotati Avenue.
City requested
added work
$119,388.90
Decorative Guard Rail Design City requested
added work
$53,501
Deep lift Asphalt over shallow utilities in
FDR streets
Additional
measures
negotiated with
contractor
$100,410.10
Revised design elements - various Negotiated with
contractor
-$9,207
Construction Management amendment Additional work
scope and extended
schedule
$86,930.00
Design Assistance during construction -
amendment
Additional work
scope and
$38,890.00
extended schedule
Total Added costs $389,913.00
Original Contingency $213,013.00
Known expenses beyond budget $176,900.00
Contingency to complete project $200,000.00
Requested additional funds $376,900.00
These costs are from formal quotes from the contractor to complete this work and would become part of the contract documents once change orders for this work are executed by the contractor and City (by the City Manager as authorized by City Council). Funding for this increase is proposed to come from the recently approved financing for the City’s street improvement projects and outstanding unfunded accrued liability to the California Public Employees Retirement System.
Environmental Issues
The West Side Street Project is Categorically Exempt under Section 15301 of the California Environmental Quality Act (CEQA) Guidelines as it consists of the repair and maintenance of an existing facility.
Attachments:
West Side Project Map with Changes (PDF)