CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 01.700723.52325.0000.000
REQUEST TITLE: GIS Implementation
Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☒?
Request Summary
The city has been working for several years to install and start a GIS system citywide and this proposal is to kick-start this process. Installation of GIS is critical for many functions throughout the city including public works, planning and police. The cost would be one-time $75k to hire a retired annuitant to “champion” the GIS installation/rollout, and ongoing license fee cost with professional support services of $36.5k for ESRI.
Factors Driving the Request for Change
The city is long overdue to install GIS. Not having GIS makes departments less efficient and less user friendly for the public. This has been put off for many years but the city currently has an opportunity to hire someone who can help champion the installation and rollout of the software.
Impact of Change
The City would move toward installation of GIS which is critical to advance the city and departments.
GIS can be used in numeous ways to message information to the Council and the public and to assist departments in efficiency and tracking needed work tasks. There will be an impact to the GF with this ask. The community will receive the benefits of GIS through better visual messaging by city departments.
Alternatives
To not install GIS.
Cost Summary
The retired annuitant cost will be $75k and the cost of the software $36.5k. GIS installation currently has no budget, it is a new item. This would come from General Fund. For FY 2023-24, the $75k cost will be covered by salary savings but will continue in FY 2024-25 and forward.
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 36,500
Retired Annutant Help GF 0
ESRI First Year - 01.700723.52325.0000.000 GF 36,500
Total Operating Costs 36,500
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 36,500
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 10.700751. 5251.0000.000
REQUEST TITLE: Amend budget for replacement of damaged crash cushions on Sharp Park Road Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☐?
Request Summary
The proposal is to replace the damaged crash cushions on Sharp Park Road. The crash cushions were damaged due to vehicle accidents and the replacement will achieve proper safety measures needed. The estimated costs is $130k. This will be in effect May 2024. This is a one time expenditure.
Factors Driving the Request for Change
The crash cushions are damaged and replacement of the crash cushion system is needed for safety. The replacement is an immediate need to have appropriate safety measures in place. The damages are unforeseen and safety measures are to be in place as soon as possible.
Impact of Change
The immediate impacts would be improving public and driver safety. This would be measured by improving vehicle and driver safety. This is recommended to come from Fund 38 so there would be no impact to the GF. This impacts to the community would be to have a safer driving experience on Sharp Park Road.
Alternatives
There are no alternatives, as these safety measures are needed.
Cost Summary
The cost is $130k from Fund 38 (disaster accounting fund). There are no off-setting revenues or cost savings from insurance as no vehicles were identified causing the damages.
The project will be spent in 10.700751.5251.0000.000 and transferred from Fund 38 (disaster accounting fund).
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 130,000
10.700751. 5251.0000.000 - Street Repair 130,000
10.900000.49038.0000.000 - TRANSFER FROM DISASTER FUND
38.900000.59910.0000.000 - TRANSFER TO GAS TAX FUND
Capital Outlay (list detail on lines below) 0
Total Operating Costs 130,000
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 130,000
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 10.860751.52308.0000.000
REQUEST TITLE: Additional funds to Traffic Signal and Streetlight account.
Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☐ or Ongoing ☒?
Request Summary
A request to adjust the Signal and Streetlight budget to cover current budgetary needs. We are asking for $50,000 to cover current and projected cost for the remainder of this fiscal year. Additionally, we anticipate the budget for the following fiscal year will need to be adjusted up by $50k. This will allow the city to continue to meet lighting maintenance needs. We anticipate there may be additional cost saving in fund 10 related to tree maintenance that could be used to cover this cost.
Factors Driving the Request for Change
Based on discussions with the union, staff stopped completing certain lighting work due to need for safety training. These issues are still being worked out with the union. This work is on-going and needs to happen in a timely manner. The current budget is insufficient and needs to be augmented in order to continue to maintain city streetlights.
Impact of Change
Lighting maintenance in the city would continue to occur. It would be measured through minimzed complaints due to lights being out. This funding should not impact the GF. It will impact the community if lighting is not maintained by causing safety issues around the city.
Alternatives
There are no alternative.
Cost Summary
The current budget is $26,100. As noted, Fund 10 related to tree maintenance could be used to cover this cost.
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 13.700751.52800.0000.000
REQUEST TITLE: Emergency Asphalt Repairs
Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☐?
Request Summary
We are proposing emergency pavement maintenance work on city streets to mitigate failed pavement sections that can no longer be maintained through pothole filling. The cost will be $75,000 and the work will be completed this fiscal year. This is one-time funding. Funding can be used from the Street Improvement Fund balance for this cost.
Factors Driving the Request for Change
Many city streets are in poor shape and winter weather compounds the problem with rain causing additional potholes and failed payment sections. There are a number of locations following the winter storms that are in such bad repair, city staff can no longer maintain this small sections. Leavinig the failed pavement sections is a safety issue and should be fixed this fiscal year.
Impact of Change
If the charge is approved, these failed sections of pavement will be fixed. The city will receive fewer calls for maintenance of these failed pavement areas. There is no impact to the GF. The community will have have an improved and safer driving surface.
Alternatives
There are no reasonable alternatives. This work must be completed.
Cost Summary
This is a one-time emergency repair for $75k. There is no budget for this. Balance the Street Improvement Fund can be used to cover this cost.
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 75,000
Emergency Street Repair - 13.700751.52800.0000.000 13 75,000 Total Operating Costs 75,000
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 75,000
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 22.900000.52800.0353.000
REQUEST TITLE: Amend budget of NCE Contract on Sharp Park PDA Pedestrian Improvement Is this a Capital Project? Yes ☒ / No ☐ If Yes, is this New ☐ or Previously Approved CIP☒? Is this One-Time ☒ or Ongoing ☐?
Request Summary
Amend budget between the City of Pacifica and NCE for design services for the Sharp Park Priority Development Area Pedestrian Improvement Project in the amount of $52,600 increasing the overall cost ceiling to an amount not to exceed $208,400.
Factors Driving the Request for Change
There were additional sidewalk, curb & gutter, curb ramps, and driveways added to the project that were not part of the original scope. The plans need to be completed so that we can go out to bid for the summer and cannot wait for the next budget cycle.
Impact of Change
The additional scope will be added to the project plans. This is a grant funded project and the additional design fees will be reimbursed by Measure M. There is no impact to the General Fund. The budget amendment will also need a Council approval of the contract amendment.
Alternatives
There is no other alternative as we need to complete the Sharp Park PAD Pedestrian Improvement Project Cost Summary
The cost will be paid out of the project budget into the NCE contract.
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 52,600
NCE Amendment 1 22.900000.52800.0353.000 22 0353 52,600 Total Operating Costs 52,600
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 52,600
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 22.900000.52800.0352.000
REQUEST TITLE: Civic Center IT/AV, Furniture, Alarm, Blinds, Constuction and Construction Management
Is this a Capital Project? Yes ☒ / No☐ If Yes, is this New ☐ or Previously Approved CIP ☒? Is this One-Time ☒ or Ongoing ☐?
Request Summary
The project low bid for the Civic Center project came in slightly less (-1.3% than the City project estimated budget, leaving minimal funds that prevented award of all of the additive alternate bid items, including necessary window coverings. The 4/25/2022 Council Report awarding the Civic Center project notes how the project team worked diligently to refine, value engineer and include project alternatives so the project could be awarded with the available budget. The report also states that information from the project cost estimator noted construction costs could escalate in 2022 up to 5% and following years up to 7%/year, citing the most cost effective approach would be to award the contract at the 4/25/2022 Council meeting with the available budget as delaying the project award would result higher bids. This resulted in the project being awarded with a budget of only $40,000 for FF&E (Furniture Fixture and Equipment and not including budget for the necessary alarm system, mounted A/V equipment (A/V wiring to all conference rooms is included or other needed IT components. Finally, due to unforeseen conditions and the 9 month project delay caused by the contractor’s late ordering of the electrical switch gear, additional construction contingency is needed for the W.E. Lyons contract and Chesterworks construction management contract to allow the construction to continue to move forward.
IT: Replacing end-of-lifetime, out-of warranty IT infrastructure to response modern IT requirements that City of Pacifica needs for daily tasks and additionally new Civic Center project has more conference rooms, which we need Audio/Video equipment. Estimate total cost would be $230,000 one-time purchase.
Alarm System: An alarm system is required for the new Civic Center Campus. Cost will be $88k onetime, including contingency. This standard public building system was anticipated for the project and prelimary designs and wiring infrastructure was included in the project, just not the components due to lack of funding at bid time. The three necessary components to the system include burgler alarm (motion sensors, door contacts and key pads, cameras and access (card readers into building and IT area and one-year of monitoring and maintenance (includes fire alarm too.
Furniture: The $40k FF&E budget in the Civic Center original cost is being applied to the furniture budget but is not enough for the total cost of the furniture for City Hall and P&E buildings that total $120k with contingency. All previously purchased cubicles, desks/chairs that were needed for the temporary move to the Community Center will be used either at the Community Center for staff or moved to the new Civic Center Campus into the P&E and City Hall buildings. This includes cubicles, desks, chairs, small office tables/chairs conference room tables/chairs and breakroom tables/chairs. Only additional necessary furniture is being purchased for the Civic Center Campus buildings. Excluidng the $40k provided in the original budget from the furniture cost an additional $80k will be needed one-time for the remaining furniture needs.
Blinds: Window coverings were anticipated/needed and included in the additive alternate bid but were not awarded due to limited project budget at the time. This will include binds for both the P&E and City Hall buildings. $100k is needed one-time to cover the cost of window coverings that includes contingency.
WEL Construction Contingency: The WEL construction contingency is nearly depleted. An additional $150k (one-time) is needed in the project budget for contingency to prevent the project construction from stopping or delay damages against the city.
FY 2023-24 Mid-Year Expense Amendment Request Page 2 of 3 Chesterworks Construction Management: Additional money is needed for the project construction management by Chesterworks to allow the City to continue to receive adequate building project oversite.
The one-time cost will be $40k.
Factors Driving the Request for Change
Current IT Infrasturcture including servers, storages devices, backup systems, switches, KVM, endpoints, VoIP devices and cabling are passed their end-of-lifetime. They are out of warranty and no support from manufacturers; that’s why we need to renew the equipments. Besides moving the old equipment to new Civic Center might cause device failures and data loss, which makes this change so crucial. New Civic Center and P&E building has brand conference rooms that require new A/V setup, including TV, sound system, PTZ camera installations and cabling. In many meetings, conference room equipment is essential to success and productivity.
The total furniture cost and cost for blinds and alarm system were not included in the project award and there is a need for these items in order for the new Civic Center Campus to be used. This cannot wait until the next budget cycle as it will prevent the Civic Center from being able to be used by staff once it is complete.
The WEL additional construction contingency is needed to prevent the job from stopping or the city from being assessed delay claims for not paying legitimate change orders due to changed conditions. The Chesterworks contract needs additional funding because of the 9-month project delays caused by the contractor’s late ordering of the switch gear. It cannot wait until the next budget cycle as critical construction oversite of the buildings is required during the on-going building process.
Impact of Change
If change is approved we will have new equipment with warranty and support to enhance our IT productivity and business continuity. It’ll also give us to implement more modern systems and services for the city. New conference rooms will be capable of providing modern interactive meetings via Teams, Zoom, Webex etc.
Funding approval for the furniture, blinds and alarm system will allow the buildings to be occupied before the end of the fiscal year. Funding for additional WEL construction contingency will allow the project to continue to progress and prevent the project from stopping due to the city not paying critical change orders due to changed conditions or being assess delay claim damages. The Chesterworks contract is needed to allow for proper building construction management oversite on the project during the critical final project stage.
Alternatives
Most of the devices are beyond their EOL(end-of lifetime) that we cannot extend their warranties.
Unfortunately, we don’t have much alternatives other than replacing the equipment.
Cost Summary
Funding will be transferred from General Fund to cover these project expenditures.
FY 2023-24 Mid-Year Expense Amendment Request Page 3 of 3 Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 688,000
2 x New Server 22 352 60,000
2 x L3 + 4 x L2 Switches 22 352 65,000
Audio/Video Conference Rooms 22 352 55,000
Communication, Storage & Other Devices 22 352 50,000
Alarm System 22 352 88,000
Furniture 22 352 80,000
Window coverings 22 352 100,000
WEL construction contingency 22 352 150,000
Chesterworks Construction Management 22 352 40,000
Total Operating Costs 688,000
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs 688,000
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 26.900000.52800.0311.000
REQUEST TITLE: Amend budget NCE Contract Priority Parks Project Is this a Capital Project? Yes ☒ / No☐ If Yes, is this New ☐ or Previously Approved CIP☒? Is this One-Time ☒ or Ongoing ☐?
Request Summary
Amend budget between the City of Pacifica and NCE for design services for the On-Call Certified Arborist Services in the amount of $20,400.00 increasing the overall cost ceiling to an amount not to exceed $322,394. This will allow the city to pay for the previous on-call services used.
Factors Driving the Request for Change
There were additional changings of surface areas, layouts, alternative designs, and revision to the project that were not part of the original scope. The plans need to be completed so that we can go out to bid for the summer and cannot wait for the next budget cycle.
Impact of Change
Plans will be revised with the scope changes. There is no impact to the General Fund. The budget amendment will also need a Council approval of the contract amendment.
Alternatives
There’s no reasonable alternative. NCE needed to perform this work to transition the work to Dudek.
Cost Summary
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) $ 20,400.00 NCE Amendment 2 26.900000.52800.0311.000 26 0311 20,400.00 $ Total Operating Costs $ 20,400.00
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs $ 20,400.00
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 27.90000.52800.6300.000
REQUEST TITLE: Fairway Park Little League Fencing
Is this a Capital Project? Yes ☐ / No☒ If Yes, is this New ☐ or Previously Approved CIP☐? Is this One-Time ☒ or Ongoing ☐?
Request Summary
Amend budget to allow for repair of the fence at the little league park at Fairway Field. The fencing in this area is damaged and needs to be replaced. The City has a contractor on site working on the backstops that can complete the work, but an additional contract is needed. Using the on-site contractor is likely to be the most cost effective option because the contractor is already mobilized to do the work for the backstops and will not require an additional mobilization charge. Completing this work will allow for the damaged infrastructure to be repaired before the league playing season. The cost will be $40,000 and the work would start immediately. This one-time expense will be from the Roy Davies Fund (Fund 27).
Factors Driving the Request for Change
This will repair damaged fencing related to the Fairway little league field. The work should occur immediately as there is currently a contractor on site who can complete the work and will likely provide a lower cost price because they are already mobilized.
Impact of Change
If the change is approved, the damaged fencing will be repaired ahead of the little league season and will likely cost the city less money because a contractor is currently mobilized on the site. The funding would come from the Roy Davies Fund. The community will be able to enjoy the ungraded fencing that functions as needed. There is no impact to the General Fund as this would come from the Roy Davies Fund.
Alternatives
The fencing repair should not wait. The contractor is currently mobilized and the fencing is in need of repair.
Cost Summary
This is a one-time maintenance cost of $40,000. The funds would come from the Roy Davies Fund.
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) $ 40,000.00 Fairway Park Fencing Repair 27 $ 40,000.00
Total Operating Costs $ 40,000.00
Offsetting Costs Savings or Revenues (Enter as a negative number. If there are none, leave this row blank in the table.) Net Operating Costs $ 40,000.00
CITY OF PACIFICA FY 2023-24 BUDGET
MID-YEAR EXPENSE AMENDMENT
PROGRAM: 34.940000.52800.C036.000
REQUEST TITLE: Anza Pump Station Repair Project Construction Budget Augmentation Is this a Capital Project? Yes ☒ / No☐ If Yes, is this New ☐ or Previously Approved CIP☒? Is this One-Time ☒ or Ongoing ☐?
Request Summary
Improvements to the instrumentation and control systems, sediment removal and modification to the engine pump cooling systems were needed for a complete pumping system at the Anza Stormwater Pump Station. These four change orders will be a one-time budget increase, costing $113,278 beyond the current project budget.
Factors Driving the Request for Change
As the Anza Stormwater project progressed, several changes to the design were observed and determined to be needed for the project to be successfully completed. This work includes:
• Proposed Change Order (PCO) 20 – The contractor removed sediment from the wet well to facilitate the installation of the engine pumps and cooling systems. The total cost of this PCO was $20,506. The City agreed to split the cost of sediment removal from the wetwell with the contractor per a September 28, 2023, letter. City Share is $10,253. • PCO 21 - The engine cooler system was designed by the contractor as a deferred submittal.
Additional components were required upon review by the City and the City’s consultants. This change was necessary for the engine pumps to function correctly. The total cost of this PCO was $17,880. The City agreed to split the cost of this change with the contractor per a September 28, 2023, letter. City share is $8,940
• PCO 29.1 - Changes to the Tesco Control Panel CP-1 and related systems due to the change in the electrical and instrumentation design when the electrical system was upgraded to effectively work with Engine Pumps 1, 3, and 4. The total cost of this PCO is $54,277. • PCO 46 - Reconfigure e-stops, install magnetic intrusion switches, beacons and alarms. Further changes to the design were identified during construction, and these changes are necessary to for functioning alarms and security systems in the Anza Stormwater Pump Station. The total cost of this PCO is $39,808.
These changes have been identified during the construction of the Anza Stormwater Pump Station.
Change orders resulting from design changes and unforeseen conditions have consumed $692,018.71 of the $697,000 project contingency as approved by City Council on February 13, 2023. It is the City’s intent to address some of the additional charges in a final closeout change order presented to City Council at the end of the project. This funding cannot wait until the next budget cycle as work on the project is ongoing, delays in paying the contractor may result in delay claims and / or the contractor stopping work on the project.
Impact of Change
The impacts of these changes will result in continued payments to the contractor and reduce the risks of claims and delays to the project. Completing the project in a timely manner will reduce risks to the community. Delays to project completion can be measured in staff time spent managing the project, and in PW Field Service staff overtime hours required to operate the pump station before automated control systems are completed.
FY 2023-24 Mid-Year Expense Amendment Request Page 2 of 2 This change will reduce impacts to the community by reducing the risk of project delays, which will ensure that the Linda Mar neighborhood is protected from flooding.
Approval of this change is consistent with the following Council adopted Goals:
• Stewardship of City Infrastructure and Maintaining a Safe Community Alternatives
The alternative approving this budget amendment is waiting until the end of the project to approve all of the outstanding change orders. This may result in delays in the contractor paying sub-contractors and thus affect the completion of the project.
Cost Summary
This $113,278.00 change will represent a 4% increase of the Anza Pump Station Repair Project’s $ 3,132,611 approved construction budget. Some of this cost may be offset by the reduced need for overtime costs of staffing the Anza Stormwater Pump Station 24/7 during wet weather conditions.
All change order cost will be covered through the city’s insurance claim. Funds for the project should come from fund 34.
Line Item Description Fund GL Code Total Amount
Operating Expense (list detail on lines below) 0
Capital Outlay (list detail on lines below) 0
PCO 20- Added Sediment Removal from the Wetwell 34 $ 10,253.00 PCO 21- Added Valves and Vents 34 $ 8,940.00
PCO 29.1 - Tesco Control Panel 1 Changes 34 $ 54,277.00 PCO 46-Reconfigure e-stops, install magnetic intrusion switches, beacons and alarms 34 $
39,808.00
Total Operating Costs 113,278