TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 14, 2023
SUBJECT: Rancho Road Sidewalks and Bike Lanes Project (CI 5308) RECOMMENDATION:
1. Approve Change Order No. 8 to Contract No. 12656-2021 with Sully-Miller Contracting Company (Brea, CA), in the amount of $139,757.94 for a new not-to- exceed amount of $1,989,343.03.
2. Approve budget appropriation in the amount of $126,000 from A/C #543-0000- 311-1000 (Developer Fees, Fund Balance) to A/C #543-5310-631-8300 (Developer Fees, Rancho Road Sidewalk, CI 5308).
3. Authorize expenditure in the amount of $139,757.94 for construction contract Change Order No. 8 to Sully Miller Contracting Company for the Rancho Road Sidewalks and Bike Lanes Project (CI 5308), which includes $3,700 from A/C #183-5310-631-8300 (Grants, Improvements other than Buildings), $10,057.94 from A/C #001-5310-631-8300 (General Fund, Improvements other than Buildings), and $126,000.00 from A/C #543-5310-631-8300 (Developer Fees, Rancho Road Sidewalk, CI 5308).
4. Find that the Project is Categorically Exempt from the California Environmental Quality Act pursuant to 14 CCR 15301 (repair/maintenance of an existing facility).
FINANCIAL IMPACT:
$126,000 Increase to Adopted FY 2022-23 Developer Fees Fund Budget. Total project cost is estimated at $2,490,284, with $2,085,474 offset through approved Congestion Mitigation and Air Quality (CMAQ) grant funding.
Rancho Road Sidewalks and Bike Lane Project (CI 5308)
February 14, 2023
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9 BACKGROUND:
The City has an ongoing program to improve pedestrian access throughout the community. On December 10, 2019, City Council adopted an Active Transportation Plan (ATP) that ranked missing bicycle and pedestrian improvements Citywide based on several factors, including pedestrian traffic volumes, proximity to schools, and road classifications. Prior to adopting the ATP, the City was awarded CMAQ grants in 2015, 2017, and 2018 for a total of $1,761,284 to improve pedestrian and bicycle facilities on Rancho Road, installation of a new traffic signal at Rancho Road and the 101 southbound ramps, and to modify the existing traffic signal at Rancho Road and the 101 northbound ramps (Attachment #1).
On February 5, 2021, the Ventura County Transportation Commission (VCTC) approved the award of an additional $348,846 in CMAQ funding for the construction of the Rancho Sidewalk and Bike Lanes Project (CI 5308), for a total of $2,085,474 in CMAQ funding with no City matching funds required for the project construction.
On January 12, 2021, City Council approved the award of a construction contract to Sully-Miller Contracting Company in the amount of $1,614,000, plus an original construction contingency of $161,400. Since the start of construction in February 2021, seven Change Orders totaling $235,585.09 have been executed. The contract time has been extended to March 10, 2023, to account for supply chain delays from Caltrans in procuring the new signal cabinets for the project.
The project is substantially complete, and the traffic signals are fully operational except for one additional traffic signal head required by Caltrans as a result of the final walk through. This additional signal head is on backorder and will be arriving by early March 2023.
DISCUSSION/ANALYSIS:
Construction Change Order
Change Order No. 8 to Contract No. 12656-2021 with Sully Miller Contracting Company (Attachment #2) in the amount of $139,757.94 provides for contract bid item quantity adjustments based on field measurements, additional cost due to performing the out of sequence work that became necessary as a result of delayed material delivery, and for performing additional items of work that were required by Caltrans that were not included in the original contract. This change order will also extend the contract period by 21 Calendar Days, resulting in a revised Completion Date of March 31, 2023.
Rancho Road Sidewalks and Bike Lane Project (CI 5308)
February 14, 2023
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9 The overall summary of the construction costs is as follows:
Original Sully-Miller Construction Contract - January 2021 $ 1,614,000.00 Previously Approved Change Orders (Nos. 1 - 7) $ 235,585.09 Change Order No. 8 (This Action) $ 139,757.94
Total Construction Contract Costs $ 1,989,343.03
FUNDING SOURCE SUMMARY
The Rancho Road Sidewalks and Bike Lanes Project is categorically exempt from CEQA per Section 15301 (Repair/Maintenance of an Existing Facility).
Community Outreach: Staff established a public outreach plan that included community meetings, press releases, a dedicated page on the City website (toaks.org/rancho), and social media to ensure the public is informed and has opportunities for input. Staff presented the initial concept plan to the City’s Bicycle Advisory Team in May 2017 to present the project and gather input. Conceptual plans were also shared with the City’s Traffic and Transportation Advisory Commission on July 19, 2017, with a follow-up meeting to present the final design in October 2019.
This project meets City Council’s Top Ten Priorities #9, Public Works Infrastructure Investments.
CIP PROJECT PRIORITY (as outlined in the Adopted FY 2021-22 & FY 2022- Phase/Scope City General
Fund 001
Federal
Fund 183
Dev Fee
Fund 543 Total Budget
Engineering
Services $ 74,388 $ 254,243 $ 79,823 $ 408,454 Construction $ 114,600 $ 1,748,744 $ 126,000 $ 1,989,343 Testing &
Inspection $ - $ 82,487 $ - $ 82,487 City Furnished $ 5,000 $ - $ 5,000 $ 10,000 Total $ 193,988 $ 2,085,474 $ 210,823 $ 2,490,284
Rancho Road Sidewalks and Bike Lane Project (CI 5308)
February 14, 2023
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9 23 CIP Program Budget):
Priority Two – Necessary, but not essential, and there could be consequences if deferred.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Jorge Muñoz, Sr. Engineer
Attachments:
Attachment #1 – Vicinity and Location Maps
Attachment #2 – Change Order No. 8 to Contract No. 12656-2021 DPW: 850-20\H:\Council\021423\CI5308 Rancho Road Sidewalks and Bike Lanes staff report.docx