CITY COUNCIL STAFF REPORT
Meeting Date: September 11, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO.__-23 AUTHORIZING THE CITY MANAGER
TO EXECUTE A CONTRACT CHANGE ORDER WITH FRANCO
ENGINEERING INC. FOR THE OAK PARK BOULEVARD SIDEWALK
GAP CLOSURE PROJECT NO. 04-23
SYNOPSIS
The Oak Park Boulevard Sidewalk Gap Closure Project No. 04-23 will provide approximately 700 linear feet of new ADA-compliant concrete sidewalk along the north side of Oak Park Boulevard between Hook Avenue and the Pleasant Hill Library, new rectangular rapid-flashing beacons (RRFB) at two existing crosswalks, and new signage and striping. The purpose of this item is to receive authorization for the City Manager to execute a contract change order with Franco Engineering, Inc. for 200 linear feet of additional ADA-compliant concrete sidewalk on the south side of Oak Park Boulevard.
DISCUSSION
Background
The Project is identified as part of the FY 2022-2027 Capital Improvement Plan (CIP) (Project MK-3D). City Council had previously allocated $75,000 to fund and complete engineering design in FY 2023-2024. The City received higher than anticipated Measure K revenues, thus allowing the City to proceed with public bidding and construction after completion of Project design. On February 27, 2023, the City Council allocated an additional $805,000 for Project construction for a total Project budget of $880,000 and updated the CIP (Project MK-3D R1) budget accordingly.
Construction Contract Award. On July 17, 2023, via Resolution No. 59-23, the City Council awarded the Oak Park Boulevard Sidewalk Gap Closure Project No. 04-23 (Project) to Franco Engineering, Inc. (Contractor) in the base bid amount of $503,261.00, plus 15 percent contingency funds in the amount of $75,489.15, for a total not-to-exceed construction cost of $578,750.15, which is $226,249.85 below the budgeted construction figure of $805,000.
Construction Details. Construction began on July 31, 2023, and the base bid scope of work is scheduled for completion in 35 working days or by September 19, 2023.
Project Details. The Project is in a high priority location for pedestrian and bicycle improvements based on collision history, proximity to schools, number of nearby destinations, and traffic volume. The Project will connect residents to popular nearby destinations, including Pleasant Hill Middle School, the Pleasant Hill Library, Pleasant Oaks Park, pedestrian walking trails, and future athletic fields.
Budget Committee Request. On July 25, 2023, the Budget Committee directed staff to explore the cost of possibly expanding the Project to include a 200-linear-foot gap closure on the southern portion of Oak Park Boulevard between Manor Avenue and Via Del Sol. The Budget Committee noted that, provided the cost of construction did not exceed the allocated project budget, it would be supportive of revising the original project scope to include this additional sidewalk gap closure work.
Analysis
Original Project. On July 11, 2022, City Council previously allocated $75,000 to fund and complete engineering design in FY 2023-2024. In light of higher than anticipated Measure K revenues, on February 27, 2023, City Council allocated an additional $805,000 for Project construction for a total Project budget of $880,000 and updated the CIP (Project MK-3D R1) budget accordingly.
On July 17, 2023, the City Council approved the construction contract for the Project, and the accepted bid came in lower than expected. Accordingly, there are Measure K funds available should the City Council wish to consider additional sidewalk gap closures, such as that for which the Budget Committee expressed support.
Change Order. Franco Engineering, Inc. has submitted an estimate to install an additional 200 linear feet of ADA-compliant concrete sidewalk to the Project site on the southern portion of Oak Park Boulevard between Manor Avenue and Via Del Sol, as follows:
1. Additional 200 linear feet of ADA-compliant concrete sidewalk, curb, $61,060.22 gutter.
2. Asphalt concrete conform for 200 linear feet of new ADA-compliant $39,439.92 sidewalk.
3. Adjust 2 each water meter, relocate 3 each mailbox, remove 2 each $14,523.00 trees, clearing and grubbing, install 3 each roadside signs, install 400 linear feet of thermoplastic striping.
_______________________________________________________________________ Total $115,023.14
Engineering staff has reviewed the estimates provided by Franco Engineering, Inc. (Contractor), and has found them to be reasonable. The Contractor is already working onsite along the north side of the street and could begin construction of these additional facilities in a timely manner.
The Contractor estimates 12 working days to complete installation on the south side of the street.
The proposed change order cost is $115,023.14. It is reasonable to include a construction contingency of 15 percent ($17,253.47) to cover unforeseen field conditions that would result in minor changes to the proposed change order. The total of the proposed change order with contingency is $132,276.61. If Council were to approve the change order, construction cost of the sidewalk project (including contingency) would increase from $578,750.15 to $711,026.76.
Grant Funding. On August 7, 2023, City Council adopted Resolution No. 62-23 authorizing the City Manager to execute the Federal Highway Administration (FHWA) Grant Agreement on behalf of the City for a Comprehensive Action Plan and approving a new CIP project, SS4A Action Plan (MK-6), for $300,000 with $240,000 reimbursed by FHWA grant and $60,000 allocated in Measure K local match funds. City Council authorized staff to transfer $60,000 in Measure K funding from Project MK-3D R1 to Project MK-6.
On September 6, 2023, the City received Transportation Development Act (TDA) grant funds from the state in the amount of $70,000, which further increases the overall project budget from $880,000 to $950,000.
FISCAL IMPACT
As outlined below, the proposed change order will be funded by the FY 2023/24 Oak Park Sidewalk Gap Closure Project (MK-3D R1). There are adequate funds remaining in the Measure K Fund, as shown below, should City Council desire to fund the change order:
Oak Park Boulevard Sidewalk Gap Closure Project MK-3D R1:
Total Funding $880,000
TDA Grant $70,000
Design ($75,000)
Engineering Staff Time and Services ($15,000)
Gap Closure Project No. 04-23 (Construction) ($578,750) Transfer to MK-6 (SS4A Grant Match) ($60,000)
Remaining Budget in MK-3D R1 $221,250
Contract Change Order for the Oak Park Gap Closure Project No. 04-23 with Franco Engineering, Inc. (including 15% contingency) ($132,276.61) Total Remaining $88,973.39
If approved, the proposed change order would increase the contract with Franco Engineering, Inc. for the Oak Park Boulevard Sidewalk Gap Closure Project No. 04-23, as follows:
Original Contract $503,261.00
Contingency $75,489.15
Proposed Change Order $115,023.14
Contingency for Change Order $17,253.47
Total $711,026.76
PUBLIC CONTACT
Public contact was made by posting the City Council agenda on the City’s official notice bulletin board, at the Pleasant Hill Senior Center, and the Pleasant Hill Police Department. The agenda and staff report are posted on the City’s web page.
RECOMMENDED CITY COUNCIL ACTION
Move to authorize the City Manager to execute a change order with Franco Engineering, Inc. for the Oak Park Boulevard Sidewalk Gap Closure Project No. 04-23, in the amount of $115,023.14 and change order contingency funds in the amount of $17,253.47 (15%) for a not-to-exceed total of $132,276.61
ALTERNATIVES TO RECOMMENDED ACTION
Alternatively, City Council may choose not to authorize the proposed change order for the Oak Park Boulevard Sidewalk Gap Closure Project No. 04-23.
Prepared by: Omar Adina, Assistant Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager
Attachment(s):
Proposed Resolution
Exhibit A – Franco Engineering, Inc.’s Proposed Change Order Exhibit B – Capital Improvement Plan (CIP) Sheet MK-3D R1