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Home My WebLink About4.7 Accpt Sidewalk Repair 2010-2011or 19 82 /ii � 111 DATE: TO: FROM: STAFF REPORT CITY COUNCIL December 20, 2011 Honorable Mayor and City Councilmembers Joni Pattillo, City Manager""' CITY CLERK File #600 -35 SUBJECT: Acceptance of Work - Contract No. 11 -02, Weber Tractor Services and Approval of Resolution Repealing Resolutions 124 -02 and 125 -02 and Amending the Dublin Traffic Code Approving a Parking Regulation on Village Parkway Prepared by Ananthan Kanagasundaram, Assistant Civil Engineer EXECUTIVE SUMMARY: On April 19, 2011, the City Council approved award of contract to Weber Tractor Services for Contract No. 11 -02. This contract provided for improvements related to three separate Capital Improvement Projects. On October 4, 2011 the City Council authorized a change order and additional work. The Public Works Department has determined that the work under this contract is now complete and ready for acceptance. A Budget change is required for one of the projects. Due to the changes in conditions along Village Parkway, the City Council will also consider an update to the Traffic Code related to parking restrictions. FINANCIAL IMPACT: The total authorized agreement with Weber Tractor Service for all projects was $215,700 including a change order for storm drain work approved by the City Council on October 4, 2011. The work performed by the Contractor was completed at a total cost of $211,568 or $4,132 less than the authorized amount. Although the contract work was completed for less than the appropriated amount, it is necessary to appropriate to the Annual Sidewalk Safety Repair Program (CIP No. 949102) an additional $2,095. This appropriation will allow for the close -out of the project. RECOMMENDATION: Staff recommends that the City Council: 1) Accept the improvements under Contract No. 11 -02, with Weber Tractor Service, and authorize the release of retention after 35 days if there are no subcontractor claims; 2) Approve the Budget Change; and 3) Adopt Resolution Repealing Resolutions 124 -02 and 125 -02 and Amending the Dublin Traffic Code Approving a Parking Regulation on Village Parkway. u Submit ed By Public Works Director Submitted By Administrative Services Director (9/t,"'. ""I., /" - Reviewed by Assistant City Manager Page 1 of 4 ITEM NO. 4.7 DESCRIPTION: The City Council awarded a contract to Weber Tractor Service on April 19, 2011. The original scope of work provided for the improvements associated with the Annual Sidewalk Repair Project (CIP No. 949102) and the Americans with Disabilities Act (ADA) Transition Plan (CIP No. 939102). On October 4, 2011 the City Council approved a Change Order to complete a repair associated with Citywide Storm Drain Assessment (CIP No. 960017). All of the work has been deemed complete by the Public Works Staff. Americans with Disabilities Act (ADA) Transition Plan (CIP No. 939102) This project provides for a phased implementation of the recommended improvements listed in the City's ADA Transition Plan 2006 -2007 update. Improvements in the current year adopted Capital Improvement Program were originally focused on pedestrian curb ramps. In addition to adding 17 curb ramps, the project also included improvements identified in cooperation with the Dublin Unified School District to address deficiencies at the Frederiksen Elementary School entrance (Tamarack Drive / Burton Drive). This included the upgrade of curb ramps, relocation of drainage inlet outside of crosswalk, and replacement of a non- compliant driveway. This work was funded by the General Fund, including a $30,000 Risk Management Grant from ABAG PLAN (City's liability insurance program). The original maximum award for this work was $63,674. The work performed by Weber Tractor Service was completed at a cost of $58,196. This represents a savings of $5,478 from the maximum contract amount. Annual Sidewalk Safety Repair Program (CIP No. 949102) The Annual Sidewalk Safety Repair Program (Remove and Replace) repairs sidewalk offsets of 3/4 -inch or more that may pose a tripping hazard. The Remove and Replace process is used in locations where the offset is more significant or where tree roots are causing the offset. This procedure requires the removal of the existing sidewalk and, in the case of root problems, removal of the tree roots, and then replacement of the concrete sidewalk. This year's Sidewalk Safety Repair Program removed and replaced approximately 10,653 square feet (SF) of sidewalk with offsets of 3/4 -inch or more that were unsafe or posed a tripping hazard. In addition, the scope of work provided for replacing approximately 800 linear feet (6,400 SF) of sidewalk on Village Parkway in front of Dublin High School, extending from Brighton Drive to north of the Dublin Swim Center building. Staff has reviewed the work performed under this contract and has determined that the work is satisfactory and complete. This project was funded by a combination of funding sources. The City General Fund was used and this included a $35,000 contribution from Dublin Unified School District to offset a portion of the cost of improvements adjacent to Dublin High School. The City also used Measure B Bike and Pedestrian funds for the replacement of sidewalks adjacent to the school. The total cost of work awarded to Weber Tractor Service for this project was $134,876 and the work was completed for $136,223 ($1,347 more than the contract amount). The $1,347 contract overage is more than offset by savings on the ADA Project ($5,478). Citywide Storm Drain Assessment (CIP No. 960017) As outlined in a contract change order approved by the City Council, Weber Tractor Service completed the replacement work for two segments of pipe in Dover Court and Holanda Court. The use of the existing contract allowed the work to be completed in advance of the winter rains. Page 2 of 4 This work was funded by the General Fund. The cost of the change order with Weber Tractor Service was $17,150 and the work was completed for this amount. Project Budget Adjustment Required For Close -Out The capital projects included expenses in addition to the improvement work completed by Weber Tractor Service. Staff has reviewed the total project expenses compared to budget, which must also examine the amount of expenses by funding source. Americans with Disabilities Act (ADA) Transition Plan (CIP No. 939102 No Budget Change is required. Total Project Budget $ 65,474 (General Fund) Final Expenses ($64,858) Funding Remaining $ 616 Citywide Storm Drain Assessment (CIP No. 960017) No Budget Change is required. Project is not closed out. Additional unrelated storm drain assessment and design work is continuing with funds included in the larger project. Total Change Order Budget $ 17,150 (General Fund) Final Expenses Change Order ($17,150) Funding Remaining None Annual Sidewalk Safety Repair Program (CIP No. 949102) This project requires a budget change based on the portion of the work funded by the General fund as outlined in the following Table: ANNUAL SIDEWALK REPAIR PROJECT BUDGET VS ACTUAL (BY FUND) Staff has prepared a Budget Change (Attachment 2) which will transfer $2,095 from the General Fund budgeted contingent reserve to the Annual Sidewalk project. The budget change is necessary due to project inspection expenses that exceeded the appropriation in that fund. The nature of the expenses could not be allocated to the Measure B funded portion of the project. Update of Traffic Code (Parking Restrictions / Village Parkway) As part of the sidewalk replacement on Village Parkway, the new curb was painted to designate the proper parking regulation, specifically red for the no parking zones and white for the passenger loading zones. Due to recent on -site improvements and driveway reconstruction at the High School, the Dublin Traffic Code required updating to match existing conditions. A resolution to implement changes to the Dublin Traffic Code (Attachment 1) is included. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None ATTACHMENTS: 1. Location Map, Dublin High School Sidewalk Page 3 of 4 General Fund Measure B Total Project Budget $ 107,966 $ 92,000 $ 199,966 Actual Expense ( 110,061) (81,769) ( 191,830) (Over) / Under Budget ($ 2,095) $ 10,231 $ 8,136 Staff has prepared a Budget Change (Attachment 2) which will transfer $2,095 from the General Fund budgeted contingent reserve to the Annual Sidewalk project. The budget change is necessary due to project inspection expenses that exceeded the appropriation in that fund. The nature of the expenses could not be allocated to the Measure B funded portion of the project. Update of Traffic Code (Parking Restrictions / Village Parkway) As part of the sidewalk replacement on Village Parkway, the new curb was painted to designate the proper parking regulation, specifically red for the no parking zones and white for the passenger loading zones. Due to recent on -site improvements and driveway reconstruction at the High School, the Dublin Traffic Code required updating to match existing conditions. A resolution to implement changes to the Dublin Traffic Code (Attachment 1) is included. NOTICING REQUIREMENTS /PUBLIC OUTREACH: None ATTACHMENTS: 1. Location Map, Dublin High School Sidewalk Page 3 of 4 2. Budget Change 3. Resolution Repealing Resolutions 124 -02 and 125 -02 and Amending the Dublin Traffic Code Approving a Parking Regulation on Village Parkway Page 4 of 4 CITY OF DUBLIN BUDGET CHANGE FORM FISCAL YEAR 2011/2012 New Appropriations (City Council Approval Required) From Un- Appropriated Reserves From New Revenues CHANGE FORM # Budget Transfers: X From Budgeted Contingent Reserve Within Same Department Activity Between Departments (City Council Approval Req'd) Other: DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT Name: EXPENDITURE: General Name: EXPENDITURE: Community Fund — Budgeted Contingent Improvements Capital Improvement Reserve Project Fund - Annual Sidewalk Repair Project CIP Project #949102.9200.9201.1001 GL Account #: 1001.1901.81101 $2,095 GL Account #: 3400.9401.64001 $2,095 Transfer Out: General Fund GL Account #1001.9401.89101 $2,095 Transfer In: Community Improvements Capital Project Fund Project #949102.9401 $2,095 GL Account #: 3400.9401.49999 REASON FOR BUDGET CHANGE ENTRY: On December 20th, 2011, the City Council accepted as final work performed by Weber Tractor Service for the Annual Sidewalk Repair Project (No. 949102). As part of the project close -out they also approved a budget change to appropriate $2,095 from the General Fund Budgeted Contingency Reserve to provide funding for the additional expenditures. The general fund portion of the project was budgeted at $107,966 and the actual General Fund costs were $110,061. Funding is available in the General Fund Budgeted Contingency. As Presented at the City Council Meeting on: Date: 12/20/2011 # # # # # # # # # # # # # # ## #(Finance Use Only) # # # # # # # # # # # # # # # # # ## Posted By: Date: City Council Minutes Excerpt Attached Reviewed By: G:IBudgetChangesl4 2011_12116_12_20_11 SidewalkRepProject Acceptance.doc ATTACHMENT 2 RESOLUTION NO. — 11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN REPEALING RESOLUTIONS 124 -02 AND 125 -02 AND AMENDING THE DUBLIN TRAFFIC CODE APPROVING A PARKING REGULATION ON VILLAGE PARKWAY WHEREAS, prior to July 2002, parking was not allowed on Village Parkway between Brighton Drive and Davona Drive; and WHEREAS, the City Council of the City of Dublin adopted Resolutions 124 -02 and 125- 02 repealing portions of the no parking zone and establishing passenger loading zones on the east side of Village Parkway between Brighton Drive and Davona Drive adjacent to Dublin High School; and WHEREAS, the passenger loading zones were designated by white curb paint and a few remaining no parking zones, designated by red curb paint, were maintained adjacent to fire hydrants and driveways; and WHEREAS, as part of the Annual Sidewalk Safety Repair Program, 800 linear feet of sidewalk was replaced on the east side of Village Parkway between Village Parkway and Davona Drive requiring painting of the white and red curb; and WHEREAS, recent on -site improvements completed by Dublin Unified School District on the High School campus and associated driveway reconstruction requires that the Dublin Traffic Code be updated to reflect an updated description of the passenger loading zones and no parking zones. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Dublin hereby resolves as follows: Section 1: City of Dublin Resolution 124 -02, which repealed no parking zones on the east side of Village Parkway, is hereby repealed. Section 2: City of Dublin Resolution 125 -02, which established passenger loading zones on the east side of Village Parkway between Brighton Drive and Davona Drive, is hereby repealed. Section 3: The following is hereby deleted from Section 6.28.010 (No Parking Zones: Designated) of the Dublin Traffic Code: Village Parkway On the generally easterly and westerly curblines from the northwesterly curbline of Amador Valley Boulevard, northerly to the Contra Costa County Line. Section 4: The following is hereby added to Section 6.28.010 (No Parking Zones: Designated) of the Dublin Traffic Code: Village Parkway On the generally easterly and westerly curblines from the northwesterly curbline of Amador Valley Boulevard, northerly to the Contra Costa County Line, except where defined under Section 6.40.005 as passenger loading zones. Section 5: The following is hereby added to Section 6.40.005 (Passenger Loading Zones, At All Times): Village Parkway On the easterly curbline from a point 209 feet north of the northerly curbline of Brighton Drive, north a distance of 78 feet; from a point 317 feet north of the northerly curbline of Brighton Drive, north a distance of 123 feet; from a point 498 feet north of the northerly curbline of Brighton Drive, north a distance of 109 feet; from a point 657 feet north of the northerly curb line of Brighton Drive, north a distance of 94 feet; and from a point 766 feet north of the northerly curbline of Brighton Drive, north a distance of 96 feet. PASSED, APPROVED AND ADOPTED this 20th day of December, 2011, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor GATRANSPORTATION \Local Traffic \PARKING \Limited Parking \reso_Village Pkwy_122011.doc