SPECIAL TOWN COUNCIL MEETING
STAFF REPORT
SPECIAL AGENDA ITEM #6
MEETING DATE: January 10, 2024
PREPARED FOR: Mayor and Town Council
PREPARED BY: Loren Umbertis, Public Works Director
SUBJECT: Adopt a Resolution Approving a Supplemental Budget Appropriation in the Amount of $18,613.72, Authorizing Final Payment, Accepting Work as Complete and Authorizing the Town Manager to issue a Notice of Completion for the Fairfax Streets and Roads Improvement Project.
RECOMMENDATION
Authorize a supplemental budget appropriation of $18,613.72, authorizing final payment, accepting work as complete and authorizing the Town Manager to issue a Notice of Completion for the Fairfax Streets and Roads Improvement Project.
DISCUSSION
On July 12, the Town Council authorized the Town Manager to award the Fairfax Streets and Roads Improvement Project construction contract to Ghilotti Bros., Inc for the total price of $732,355. No contingency budget was allocated at that time.
During the work, previously unknown issues were discovered including exposure of a previously buried storm drain, shallow water utilities which required a delay in the work and other unforeseen conditions which altered the work approach and caused minor delays. Staff received change order requests $30,062.22 in additive cost for the project related to the encountered field conditions. There was also Work that was not required after on-site review and therefore not billed in the amount of $11,449 resulting in a net addition of $18,613.72 (equal to 2.5%) to the original contract. Ghilotti Bros, Inc project scope was completed by mid-November 2023 for a total cost of $750,998.72.
Upon the recordation of the Notice of Completion, staff will make final payments to Ghilotti Bros., Inc for their work.
FISCAL IMPACT
The total final project cost was $750,998.72, which represents approximately a 2.5% increase in cost over the original contract. Funds were provided in the Streets and Roads Repaving general ledger fund 53-887.
ATTACHMENT
Resolution for Notice of Completion
RESOLUTION 24-__
A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF FAIRFAX
MAKING A SUPPLEMENTAL BUDGET APPROPRIATION IN THE AMOUNT OF $18,613.72, AUTHORIZING FINAL PAYMENT, ACCEPTING THE WORK AS COMPLETE
AND DIRECTING THE ISSUANCE OF A NOTICE OF COMPLETION FOR FAIRFAX
STREETS AND ROADS IMPROVEMENT PROJECT
WHEREAS, On July 12, 2023, the Town Council authorized the Town Manager to award the Fairfax Streets and Roads Improvement Project construction contract to Ghilotti Bros., Inc for the total price of $732,355; and
WHEREAS, Staff received change order requests in the amount $30,062.22 in additive cost over original contract amount due to unforeseen circumstances including a buried storm drain, shallow utilities that were damaged and impacted the schedule and other unanticipated buried obstructions; and
WHEREAS, during construction, other work was determined as not being required due to existing conditions and was not billed against the original contract in the amount of $11,499; and WHEREAS, the additive and deductive changes result in a net increase to the original cost of the contract of $18,613.72 (equal to 2.5%) over original contract cost; and WHEREAS, Ghilotti Bros, Inc. project scope was completed by the middle of November 2023 for a total cost of $750,998.72; and
WHEREAS, Staff has received, reviewed and approved all invoices associated with said Work by Ghilotti Bros, Inc for payment in full; and
NOW, THEREFORE, BE IT RESOLVED that the Town Council of the Town of Fairfax hereby resolves to making a supplemental budget appropriation in the amount of $18,613.72, authorizing final payment and accepting the work as complete and directing the issuance of a notice of completion for the Fairfax Streets and Roads Improvement Project.
The foregoing resolution was duly passed and adopted by the Town Council of the Town of Fairfax at a duly noticed meeting held in said Town on the 10th Day of January 2024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________________
Barbara Coler, Mayor
Attest: _____________________________
Christine Foster, Deputy Town Clerk