CITY OF SEBASTOPOL
CITY COUNCIL
AGENDA ITEM
Meeting Date: November 7, 2023
To: Honorable Mayor and City Councilmembers
From: Mario Landeros, City Engineer
Subject: Bodega Avenue Bike Lanes and Rehabilitation Phase 1 CIP Budget Amendment Recommendation: Adoption of Resolution Approving a CIP Budget Amendment and Authorize City Manager to approve contract change orders up to 20% of the contract amount Funding: Currently Budgeted: ☐ Yes No ☐ Not Applicable Account Code: Fund 211/Grant-OBAG2; Fund 123/Pavement Reserve Fund; Fund 201/Measure M Transportation Costs authorized in City Approved Budget: Yes (Finance Initialed _AK____) ☐ No (Finance Exempt) INTRODUCTION/PURPOSE:
The item is to request Council adoption of a Resolution approving a budget amendment to the Fiscal Year 2023-24 Capital Improvement Program (CIP) Budget for Bodega Avenue Bike Lanes and Rehabilitation Project 0513-74.09 (the Project) and authorize City Manager to approve contract change orders up to 20% of the contract amount.
BACKGROUND AND DISCUSSION:
Council on May 16, 2023, awarded the construction contract to Argonaut Constructors and authorized 10% of the contract for contingencies during construction. On June 20, 2023, Council approved the Green Valley Consulting Engineers contract for construction management and inspection. Other construction support service contracts approved under the City’s procurement policy include: 1) construction engineering and environmental compliance; and 2) materials compaction testing. A contract change order (CCO 1) for unforeseen underground conditions was approved within the City Manager’s approval authority and CIP budget in the amount of $49,042.
During work and in preparation for street pavement overlay it was discovered in the bid documents for work items to adjust the iron covers of existing utility manholes and boxes to the new pavement elevation the quantity of manhole covers was undercounted and for utility boxes was missing. The elevation adjustments to the iron covers are necessary to provide a uniform and smooth pavement overlay. The estimated cost to adjust the iron covers is $88,000 and will require approving of a contract change order to do the work. Approval of a change order to adjust the iron covers, however, is outside of the City Manager’s approval authority of 10% of the contract that was authorized at the time of bid award. The additional costs would also exceed the CIP Budget for the Project.
Staff is requesting: 1) a budget amendment to the Fiscal Year 2023-24 CIP Budget to account for the added costs described above for adjusting the iron covers of existing utility manholes/boxes and construction engineering supportservices; and 2) authorizing the City Manager to approve contract change orders up to 20% of the contract amount. Table 1 below is a summary of construction costs for the Project.
Agenda Item Number 14 Agenda Item Number 14
City Council Meeting Packet for November 7, 2023
Table 1: Construction Cost Summary for Bodega Avenue Bike Lanes and Rehabilitation Phase 1 Project Construction contract (original) $993,775.00
CO 1 (4.94%) 49,042.00
Remaining Continency (5.06%) 50,308.00
Construction Management,
Inspection & Materials Testing
167,575.00
Estimated Cost to Adjust Iron Covers 88,000.00
Construction Cost Total $1,348,700.00
FY 2023-24 CIP Project #0513-74.09 Budget $1,245,000.00 Budget Amendment Proposed $103,700.00
ENVIRONMENTAL REVIEW:
The proposed action is ☒ Not a project under CEQA ☐ Not exempt ☐ Exempt under Section ______ from the requirements of the California Environmental Quality Act (CEQA). Previously the Project was determined to be exempt under CEQA and the National Environmental Policy Act (NEPA).
GOALS:
This action supports the following City Council Goals and General Plan Actions:
Goal 2 - Maintain, Improve and Invest in the City’s Infrastructure (Water, Sewer, Streets, Circulation, Parks, Storm Drains and Public Facilities).
PUBLIC COMMENT:
As of the writing of this staff report, the City has not received any public comment. However, staff anticipates receiving public comments from interested parties following the publication and distribution of this staff report.
Such comments will be provided to the City Council assupplemental materials before or at the meeting. In addition, public comments may be offered during the public comment portion of the agenda item.
PUBLIC NOTICE:
This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to scheduled meeting date.
FISCAL IMPACT:
The adopted CIP budget for Fiscal Year 2023-24 for Bodega Avenue Bike Lanes and Rehabilitation Project 0513-
74.09 is $1,245,000. The proposed budget amendment of $103,700 to accommodate the change order to adjust iron covers and construction engineering supportservices described above is proposed to be funded aslisted below shown in Table 1 below:
Table 2 Adopted and Proposed Amended Budget
Fund No. Fund Source ADOPTED PROPOSED
211 Grant - OBAG 2 $968,000 $968,000
123 Pavement Reserve Fund $84,000 $84,000
201 Measure M Transportation $193,000 $296,700
Total $1,245,000 $1,348,700
RECOMMENDATION:
Staff recommends the Sebastopol City Council:
1. Adopt the Resolution amending Fiscal Year 2023-24 Capital Improvement Program budget for Bodega Avenue Bike Lanes and Rehabilitation Phase 1 for CIP Project 0513-74.09,
2. By minute order Authorize City Manager to approve contract change orders up to 20% of the contract amount.
Attachments:
1. Resolution
Agenda Item Number 14 Agenda Item Number 14
City Council Meeting Packet for November 7, 2023
RESOLUTION NUMBER: _____________
CITY OF SEBASTOPOL
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEBASTOPOL AUTHORIZING A CIP BUDGET AMENDMENT FOR BODEGA AVENUE BIKE LANE AND REHABILITATION PHASE 1 PROJECT #CIP 0513-74.09 WHEREAS, City Council on May 16, 2023, awarded the construction contract to Argonaut Constructors and authorized 10% of the contract for contingencies during construction; and WHEREAS, additional budget is needed to fund the total cost of construction of Bodega Avenue Bike Lanes and Rehabilitation Phase 1 Project, which includes construction, construction management and inspection, construction engineering and environmental compliance and materials compaction testing; and WHEREAS, a budget amendment to the adopted Fiscal Year 2023-24 Capital Improvement Program (CIP) budget to proposed expenditures and funding sources is necessary for incorporating cost changes due to unforeseen field conditions and addition of items of work required to complete Bodega Avenue Bike Lanes and Rehabilitation Phase 1 Project but not included in the initial bid documents; and WHEREAS, on June 20, 2023, City Council adopted the Fiscal Year 2023-24 CIP Budget for Bodega Avenue Bike Lanes and Rehabilitation Phase 1 Project #CIP 0513-74.09 for construction and inspection in the amount of $1,245,000; and
WHEREAS, the adopted and proposed amended budget to incorporate cost changes as described above and required to complete Bodega Avenue Bike Lanes and Rehabilitation Phase 1 Project is shown in Table 1.
Table 1 - Adopted and Proposed Amended Budget
Fund No. Fund Source ADOPTED PROPOSED
211 Grant - OBAG 2 $968,000 $968,000
123 Pavement Reserve Fund $84,000 $84,000
201 Measure M Transportation $193,000 $296,700
Total $1,245,000 $1,348,700
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Sebastopol does hereby approve a budget amendment for Bodega Avenue Bike Lanes and Rehabilitation Phase 1 Project #CIP 0513-74.09 from $193,000 to $296,700 from Measure M Transportation Fund 201 as shown on Table 1 above.
The above and foregoing Resolution was duly passed, approved, and adopted at a meeting by the City Council on the 7th day of November 2023, by the following vote:
VOTE:
Ayes:
Noes:
Absent:
Abstain:
APPROVED: __________________________________________
Mayor Neysa Hinton
ATTEST: _______________________________________________________________ Mary Gourley, Assistant City Manager/City Clerk, MMC
APPROVED AS TO FORM: _______________________________________________ Larry McLaughlin, City Attorney
Agenda Item Number 14 Agenda Item Number 14
City Council Meeting Packet for November 7, 2023