HomeMy WebLinkAboutItem 4.6 Dougherty Hills Drain Repairor
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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 -09, Dougherty Hills Park Slope and
Drainage Repair Project (Evans Brothers Inc. — CIP #950017)
Prepared by Ferd Del Rosario, Senior Civil Engineer
EXECUTIVE SUMMARY:
A contract was awarded by the City Council on August 16, 2011 to Evans Brothers, Inc. for the
Dougherty Hills Park Slope and Drainage Repair project (CIP #950017) which included slope
stabilization and drainage repair and improvements on a hillside within Dougherty Hills Park
immediately above Topaz Circle. The Public Works Department has determined that the work
under this contract is now complete and ready for acceptance.
FINANCIAL IMPACT:
As shown in the table below, the total amount authorized by the City Council for the contract
with Evans Brothers, Inc. was less than the maximum contract amount. Although the contract
amount is less than budgeted, there is a need to increase the total Project Appropriation by
$2,360 to account for additional geotechnical engineering /contract inspection work (due to
unforeseen subsurface conditions) and miscellaneous printing expenses, both greater than the
amount estimated in the project budget. Staff has prepared a Budget Change which will
appropriate the additional funds from a Transfer from the Budgeted Contingent Reserve. The
total project cost of $131,506 includes all design, inspection and the work performed under the
agreement with Evans Brothers, Inc.
Capital Project Dougherty Hills Slope Repair Budget Compared To Actual
Task
Budget
Actual Cost
Funds Available
(Additional Required)
Improvements (Evans Bros.
Contract) Including
$ 106,146
$ 103,178
$ 2,968
Contingency
Staff Salaries / Inspection
4,000
2,597
1,403
Contract Design / Special
18,938
25,221
(6,283)
Inspection
Miscellaneous: Printing/
62
510
(448)
Binding / Legal Notice
TOTAL
$ 129,146
$ 131,506
($2,360)
Page 1 of 2 ITEM NO. 4.6
RECOMMENDATION:
Staff recommends that the City Council; 1) Accept the improvements under Contract No. 11 -09,
Dougherty Hills Park Slope and Drainage Repair Project, with Evans Brothers, Inc., and
authorize the release of retention after 35 days if there are no subcontractor claims; and 2)
Approve the Project Budget Change in the amount of $2,360.
u
Submit ed By
Public Works Director
DESCRIPTION:
Submitted By
Administrative Services
Director
(9/t,"'. ""I., /" -
Reviewed by
Assistant City Manager
On August 16, 2011, the City Council awarded a contract to Evans Brothers, Inc. to construct
the Dougherty Hills Park Slope and Drainage Repair project. The hillside damage was caused
by intense rain storms in March of this year which led to flooding and damage to a property
located at 7779 Topaz Circle. The work included stabilization of the hillside slopes adjacent to
the Park maintenance road, repair and improvement of existing subsurface drainage,
construction of a concrete v -ditch behind the damaged property and installation of additional
drain inlets. The final contract cost is $103,178.29 which is less than the amount of $106,146
budgeted for construction.
Although the contract amount is less than budgeted, there is a need to increase the total Project
Appropriation by $2,360 to account for additional geotechnical engineering /contract inspection
work and miscellaneous printing expenses not previously anticipated. Actual field conditions
required more consultation /inspection work from the Geotechnical Engineering /Inspection firm
hired by the City. Staff has prepared a Budget Change which will appropriate the additional
funds from a Transfer from the Budgeted Contingent Reserve. Based on the final costs Staff has
prepared a Budget Change (Attachment 2) for City Council approval.
Staff has determined that the work under this contract is now complete and ready for
acceptance. The owners of the property located at 7779 Topaz Circle, Joe and Jan Trippi, have
expressed their appreciation of the repair work and would like to thank the City Council for
getting the project approved and completed.
NOTICING REQUIREMENTS /PUBLIC OUTREACH: None
ATTACHMENTS:
1. Location Map
2. Budget Change
Page 2 of 2
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: Parks
Fund — Budgeted Contingent
Capital Improvement Project Fund -
Reserve
Dougherty Hills Slope and Drainage
CIP
Project #950017.9200.9201.1001
GL Account #: 1001.1901.81101
$2,360
GL Account #: 3500.9501.64001
$2,360
Transfer Out:
General Fund
GL Account #1001.9501.89101
$2,360
Transfer In:
Parks Capital Project Fund
Project #950017.9501
GL Account #: 3500.9501.49999
$2,360
REASON FOR BUDGET CHANGE ENTRY: Per the City Council's Acceptance of Work by Evan
Brothers, Inc. Contract #11 -09 for the Dougherty Hills Park Slope and Drainage Repair Project
(CIP #950017) on December 20th, 2011, the City Council also approved a budget change to
appropriate $2,360 from the General Fund Budgeted Contingency Reserve to provide funding for the
additional expenditures for the close -out of the project. The budget was estimated at $129,146 and
the total actual costs were $131,506. 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:IBudget Changes4 _2011_ 12115_ 12_20_ 11 Doughtery Hills Park Acceptance. doc
ATTACHMENT 2