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Home My WebLink About4.06 Accept Work 97-05CTTY CLERK File AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 5, 1999 SUBJECT: Acceptance of Work- Contract 97-05 Dougherty Rd Improvements/Annual Overlay Report Prepared by: Lee S. Thompson, Public Works Director ATTACHMENTS: 1) 2) Budget Change Form Financial breakdown of Project Costs (Multiple Years) RECOMMENDATION: Accept improvements under Contract 97-05; authorize payment to Teichert Construction for release of retention in the amount of $36,855.79 after 35 days if there are no subcontractor claims; and 2) Approve budget change. FINANCIAL STATEMENT: Total cost of Teichert Construction Contract Items including Change orders is approximately $737,435 as shown below. The final construction cost is approximately $33,712 less than the bid award including contingencies. As discussed in the report a Budget Change is required due to timing differences when the project work occurred and when it was budgeted. TEICHERT CONSTRUCTION EXPENDITURES Proiect Project 9658 Annual Overlay $177,825.51 Project 9685 Doughedy Road $462,267.00 1997/98 Operating Budget Street Repairs $97,342.48 TOTAL FINAL CONSTRUCTION AGMT $737,434.99 Amt of Low Bid Including Contingency As Awarded By City Council On 11/18/97 $771,147.00 DESCRIPTION: On November 18, 1997, the City Council awarded the Dougherty Road Improvements/Annual Overlay Project to Teichert Construction. This contract consists of two Capital Improvement Program projects: (1) Dougherty Road Improvements, from north of Amador Valley Boulevard to north of Houston Place (Capital Project #9685), and (2) the 1997-98 Annual Overlay Program (Capital Project #9658). In addition the Contractor performed repair work as part of the Public Works Street Maintenance Operating Budget. This work is primarily spot asphalt repairs in advance of the annual overlay and annual slurry seal programs. Scope of Work The Dougherty Road Improvements Project widened the southbound travel lanes by removing existing dirt medians and replacing them with new pavement. A segment of the northbound travel lanes of Dougherty Road were widened 10 feet. This portion of road was between approximately 800 feet north of Amador Valley Boulevard to the southern Camp Parks entrance. Traffic signal poles were also relocated at the intersection of Dougherty Road and Amador Valley Boulevard. As part of the improvements on COPIES TO: Teichert Construction ITEM NO. ~ g:hmiscpr oj\d oughr tyXagst acpt Dougherty Road, the street was overlaid to provide a smooth, uniform driving surface. A significant portion of this work was not completed until Fiscal Year 1998/99. The entire Annual Overlay Project # 9658 scope of work was completed in Fiscal Year 1997/98. In order to completely the old section of Dougherty road, fewer residential streets were included in the program than in previous years. In addition to the overlay expenditures for the Teichert Capital Project, the Street Maintenance Operating Budget included funding to perform patching of these streets included in the annual slurry seal and overlay programs. This repair work was also entirely completed in Fiscal Year 1997/98. PROJECT COST INFORMATION The portion of the Teichert Agreement associated with the Annual Overlay Project #9658 and was completed prior to June 30, 1998. The following Table compares the Budget and source of funding to the actual expenditures. 997-1998 OVERLAY PROJECT BREAKDOWN EXPENSES FY 1997/98 Budget Actual Expenses Design/Inspection $8,000.00 $11,484.63 Miscellaneous $600.00 $263.52 Improvements (Teichert Contract) $200,346.00 $177,825.51 TOTAL $208,946.00 $189,573.66 FUNDING SOURCES 001 General Fund $71,751.00 $53,858.31 217 Measure B $113,495.00 $113,494.36 220 SB 300 $23,700.00 $22,220.99 $208,946.00 $189,573.66 In addition to the $177,825.51 in Overlay Improvements shown above, Teichert also performed a total of $97,342.48 in street repairs on various streets. These repairs were necessary prior to undertaking the Annual Slurry Seal and Overlay programs. Street Repairs are accounted for in the operating budget. The program was funded fi.om $52,700 in General Funds and $44,462.48 in State Gas Tax Funds. The presentation of costs associated with Dougherty Road Project #9685 are more complicated, due to the fact that project expenses spanned four years and involved funding from 5 different revenue sources. Attachment 2 contains a detailed breakdown for all years of the project, including the year of the expenditure and source of funding. Although the 1997/98 Budget contained appropriations of $545,300 only $119,722 in expenditures were actually incurred that year due to delays in the project. This has resulted in the need for a Budget Change in Fiscal Year 1998/99 to account for both the revenue and expenditures. The proposed Budget Change is attached as Attachment I. The 1998/99 expenditures are proposed to be funded from a combination of grant revenues not previously accounted for in the budget and reserves in the Gas Tax and Measure B funds. RECOMMENDATION At this time, Staff recommends that Council accept the contract with Teichert Construction as complete authorize payment of the final retention in the amount of $36,855.79 after 35 days, subject to subcontractor claims, and approve the budget change as shown in Attachment 1. 2 CITY OF DUBLIN BUDGET CHANGE FORM CHANGE FORM # New Appropriations (Ciiy Council Approval Required): Budget Transfers: X From Unappropriated Reserves (Fund 206 & 217 Only) Within Same Deparm~nt Activity X From New Revenues (Funds 300,210,220) -- Between Depara'nents (City Council Approval Required) Other Ref+AC.OUI~I 0 ' UDGE Acco ,AMOUNT ,. qamc: REVENUE: Tragic Impact Fee Fund: $13,980.00 Account #: 3~0-1000-570-005 Name: EXPENSE: Traffic Impact Fee Fund: Dougheny Rd Project: Improvements ; $ 13,980.00 Account #: 300-9685-750-050 Name: REVENUE: ISTEA: Intergovernmental Federal ISTEA Funds $256.302.00 Account #: 210-1000-559-003 Name: EXPENSE: ISTEA: Intergovernmental Federal ISTEA Funds: Improvements $256,302.00 Account #: 210-9685-750-050 Name: REVENUE: SB 300 Transportation Intergovernmental State Grant Funds $ 38,660.00 Account #: 220-1000-555-016 Name: EXPENSE: SB 300 State Grant Fund: DougherW Rd Project: Improvements $ 38,660.00 Account #: 220-9685-750-050 Name: EXPENSE: State Gas Tax Fund: Dougherty Rd Project: Improvements ITEM AC-~pUNT # Salaries i206-9685~701-000) $ 405.00 Contract Svclnspection (206-9685-740-075) $ 9,300.00 Contract SvcTestlng (206-9685-740-077) $ 1,657.00 Contract Svc Survey (206-9605-740-080} $ ~,496,00 Contract Impvls (206-9605-750-050) $ 39.540.00 Sub-Total 98/99 Gas TAX Addl Approp $ 52,398.00 Name: EXPENSE: Alameda County Me.ute B Fund: DougheCcy Rd Project: lmpvts $ 57,913.00 Account #: 217-9685-750-050 City Manager: Signature REASON FOR BUDGET CHANGE ENTRY: The adopted Fiscal Year 1998/99 Budget anticipated the completion of all activities associated with the Dougherty Road Project #9685 in the previous Fiscal Year. The contract extended into Fiscal Year 1998/99 resulting in a need for a Budget Change. Fiscal Year 1998/99 Expenditures in the Traffic Impact Fee Fund (#300); Federal ISTEA Fund (#210); and State SB 300 Fund(#220) will be offset by new grant revenue not previously accounted for in the adopted budget. Expenditures in the State Gas Tax Fund (#206) and Measure B Fund (#217) will be from unapprdpriated reserves. Because these expenditures were not completed in Fiscal Year 1997/98 the reserves available in these hnds are higher than anticipated when the Fiscal Year 1998/99 Budget was adopted. '~?,t~-~i'~~~3~"A~pproved at the Clty. Counel~M~tmg o_I~ ~ Date, 1/5/99 Mayor: Date: Signature Posted By: Signature ATTACHMENT 2 PROJECT # 9685 Dougherty Road Expenditures By Fiscal Year EXPENSES Actual Actual Actual ESTIMATED LINE ITEM 1995-96 1996-97 1997-98 1998-99 TOTAL Salaries $858.46 $177.51 $552.18 $405.00 $1,993.15 Supplies $258.69 $258.69 Printing $142.47 $1,600.61 $1,743.08 Legal Notice $263.52 $263.52 Filing Fees $15,615.00 $15,615.00 General Engr. $12,549.50 $12,549.50 Project Mgt./Insp. $3,013.50 $9,300.00 $12,313.50 Testing $1,137.00 $1,657.00 $2,794.00 Design $225.00 $23,424.25 $18,790.00 $42,439.25 Survey $7,290.00 $10,327.50 $1,496.00 $19,113.50 Improvements $55,873.00 $406,394.00 $462,267.00 Total Expenses 1,083.46 31,292.92 119,721.81 419,252.00 571,350.19 FUNDING SOURCES 206 Gas Tax 858.46 24,490.67 65,758.56 52,398.00 143,505.69 210 ISTEA 199.19 6,802.25 21,940.25 256,302.00 285,243.69 217 Measure B 57,913.00 57,913.00 220 SB 300 30,680.32 38,659.00 69,339.32 300 Impact Fees 25.81 1,342.68 13,980.00 15,348.49 Total Funding 1,083.46 31,292.92 119,721.81 419,252.00 571,350.19