CITY COUNCIL STAFF REPORT
Meeting Date: October 16, 2023
TO: THE HONORABLE MAYOR AND CITY COUNCILMEMBERS
SUBJECT: ADOPT RESOLUTION NO. ___-23 AUTHORIZING THE CITY
MANAGER TO EXECUTE A 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. to construct an additional 130 linear feet of ADA-compliant concrete sidewalk on the south side of Oak Park Boulevard.
DISCUSSION
Background
Project Details. The Oak Park Boulevard Sidewalk Gap Closure Project is in a high priority location for pedestrian and bicycle improvements based on collision history, proximity to schools and the library, number of nearby destinations, and traffic volume. The project will connect residents to Pleasant Hill Middle School, the Pleasant Hill Library, Pleasant Oaks Park, pedestrian walking trails, and future athletic fields.
The project is identified as part of the Fiscal Year (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. 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.
Construction Contract Award. On July 17, 2023, pursuant to 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.
On September 11, 2023, based on the low bids from the initial award, City Council authorized a change order per Resolution No. 66-23 to expand the project to include an additional 200-linearfoot sidewalk gap closure on the southern portion of Oak Park Boulevard for an additional cost of $132,276.61.
Analysis
Based on the remaining budgeted funds on the project and savings from not utilizing all of the contingencies, City staff asked Franco Engineering, Inc. to provide a cost estimate for the additional sidewalk gap closure between Manor Avenue and EBMUD trail to take advantage of economy to scale, as the contractor is already mobilized onsite and performing work at the aforementioned location. Franco Engineering, Inc., has submitted an estimate to install an additional 130 linear feet of ADA-compliant concrete sidewalk, curb, gutter, asphalt concrete conform, and ancillary items on the southern portion of Oak Park Boulevard between Manor Avenue and the EBMUD trail (per Exhibit B) for a proposed cost of $93,980.13.
Engineering staff was able to save the previously approved project contingency funds in the amount of $62,750.96 out of the authorized $92,742.62. Engineering staff has reviewed the estimates provided by Franco Engineering, Inc. (contractor), and has found them to be reasonable. The contractor is currently working onsite and could begin construction of these additional facilities in a timely manner. The contractor estimates 15 working days to complete installation on the south side of the street.
The proposed change order cost is $93,980.13. It is reasonable to include a construction contingency of 10 percent or $9,398.01 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 $103,378.14. The savings from the previously approved contingency amount of $62,750.96 will help offset the new proposed change order. If Council were to approve the proposed change order, construction cost of the sidewalk project (including contingency) would increase from $711,026.76 to $814,404.90.
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 R2). There are adequate funds remaining in the Measure K Fund, as shown below, should City Council desire to fund the change order:
Funding Sources Authorized Expenses Actual Expenses
Measure K $880,000 Construction Contract $503,261.00 Construction Contract $503,261.00 TDA Grant $70,000 Contingency (15%) $75,489.15 Contingency (15%) $29,991.66 Design $75,000.00 Design $75,000.00
Engineering Staff Time $15,000.00 Engineering Staff Time $15,000.00 Transfer to MK-6 (Grant) $60,000.00 Transfer to MK-6 (Grant) $60,000.00 Executed Change Order $115,023.14 Executed Change Order $115,023.14 CO Contingency (15%) $17,253.47 CO Contingency (15%) $0.00 Total $950,000.00 Total $861,026.76 Total $798,275.80
Remaining Total Funds $950,000.00 - $798,275.80 = $151,724.20 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 $29,991.66
Executed Change Order $115,023.14
Proposed Change Order (w/contingency) $103,378.14
Total $751,653.94
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
Adopt the proposed resolution authorizing 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 $93,980.13 and change order contingency funds in the amount of $9,398.01 (10%) for a not-to-exceed total of $103,378.14.
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.
ATTACHMENT(S):
Proposed Resolution
Exhibit A – Franco Engineering, Inc.’s Proposed Change Order Exhibit B – Project Site Map
Prepared by: Omar Adina, Assistant Engineer
Reviewed by: Ananthan Kanagasundaram, City Engineer
Approved by: Ethan Bindernagel, City Manager