HomeMy WebLinkAbout4.6 Contract Change Order Authorization for IT Infrastructure Improvements at the Heritage Park CemeterySTAFF REPORT
CITY COUNCIL
Page 1 of 3
Agenda Item 4.6
DATE:November 16,2021
TO:Honorable Mayor and City Councilmembers
FROM:Linda Smith, City Manager
SUBJECT:Contract Change Order Authorization for IT Infrastructure Improvements at the Heritage Park CemeteryPrepared by:Rosemary Alex,Parks and Facilities Development Coordinator
EXECUTIVE SUMMARY:The City Council will consider increasing the contract change order authority of the City Manager for Saboo, the contractor of the Dublin Heritage Park Cemetery Improvements Project, to furnish and install underground conduit to facilitate the future upgrade of information technology infrastructure at the Heritage Park campus. The City Council will also consider a related budget change in the IT Infrastructure Improvement Project to fund the additional work.
STAFF RECOMMENDATION:Adopt the Resolution Authorizing the City Manager to Approve Contract Change Orders with Saboo, Inc. for the Information Technology Infrastructure Improvements in Association with the Dublin Heritage Park Cemetery Improvements Project, CIP No. PK0215, and approve the budget change.
FINANCIAL IMPACT:The cost of the conduit and installation is estimated at $110,000. There is $16,400 remaining in the IT Infrastructure Improvement Project (CIP No. GI0117) budget. Staff recommends transferring $93,600 from the General Fund Committed Reserve for Non-Streets CIP Projects to fully fund the work, which would leave a balance of $2,272,500 in that reserve.
DESCRIPTION:On April 20, 2021, the City Council awarded a construction contract to Saboo, Inc. for the Dublin Heritage Park Cemetery Improvements Project (CIP No. PK0215) and authorized the City Manager to approve change orders up to a contingency amount of $100,000 (Attachment 3 – Resolution 34-21). The total potential construction contract amount, including the construction contingency, is $1,131,000.
137
Page 2 of 3
The project is currently under construction and includes the following:
Addition of shade and improvements to the courtyard at Old St. Raymond’s Church.
Restoration of the tree allée along Hawthorne Lane and landscape improvements throughout the site.
Renovation of existing pathways.
Restoration of the parking lot, street frontage improvements, and additional parking along Donlon Way.
General lighting improvements and site furnishings.
Provision of space for memorial program elements (pavers, monuments, benches, and boulders).The construction underway, specifically the removal of a portion of the existing sidewalk and parking lot, presents an opportunity to install underground conduit to support the future installation of high-speed and high-bandwidth fiber optic cables as part of the continual upgrade of City information technology systems. At Staff’s request, Saboo provided a quote to furnish and install the conduit while completing the work at Heritage Park. The cost of the additional work is estimated at no more than $110,000. To utilize the contractor for this increased scope, the City Council will need to approve an increase in the construction contingency amount to $210,000, as the existing contingency of $100,000 is already anticipated to be used for the Heritage Park Cemetery Improvements Project.Because the conduit will facilitate future IT infrastructure upgrades, this work would be charged to the IT Infrastructure Improvement Project (GI0117), which has a current balance of $16,400, and would require a budget change (Attachment 2) of $93,600 to be fully funded. Staff recommends that the additional amount be appropriated from the General Fund Committed Reserve for Non-Streets CIP, which would leave an unallocated balance of about $2.3 million in that reserve.
STRATEGIC PLAN INITIATIVE:None.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:The City Council Agenda was posted and a courtesy copy of this report was sent to Saboo, Inc.
ATTACHMENTS:1) Resolution Authorizing the City Manager to Approve Contract Change Orders with Saboo, Inc. for the Information Technology Infrastructure Improvements in Association with the Dublin Heritage Park Cemetery Improvements Project, CIP No. PK02152) Budget Change Form 3) Resolution 34-21 Awarding a Construction Contract to Saboo, Inc. for the Dublin Heritage ParkCemetery Improvements Project CIP No. PK0215
138
Page 3 of 3
4) CIP PK0215 Dublin Heritage Park Cemetery Improvements5) CIP GI0117 IT Infrastructure Improvement
139
Attachment 1
Reso. No. XX-21, Item X.X, Adopted 11/16/21 Page 1 of 1
RESOLUTION NO. XX – 21
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AUTHORIZING THE CITY MANAGER TO APPROVE CONTRACT CHANGE ORDERS WITH
SABOO, INC. FOR INFORMATION TECHNOLOGY INFRASTRUCTURE IMPROVEMENTS IN
ASSOCIATION WITH THE DUBLIN HERITAGE PARK CEMETERY IMPROVEMENTS
PROJECT, CIP NO. PK0215
WHEREAS,on April 20, 2021, the City Council of the City of Dublin adopted Resolution
No. 34-21 awarding a contract to Saboo, Inc. to construct the Dublin Heritage Park Cemetery
Improvements Project, CIP No. PK0215 (Project); and
WHEREAS,the City Council authorized the City Manager or designee to approve
Contract Change Orders based on the appropriated funds designated for the Project up to the
contingency amount of $100,000; and
WHEREAS,additional improvements related to the installation of conduit for future
information technology upgrades have been identified as a necessary as part of the Project,
which require additional funding.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
hereby authorize the City Manager to approve contract change orders with Saboo, Inc. for
information technology infrastructure improvements in association with the Dublin Heritage Park
Cemetery Improvements Project, CIP No. PK0215 with a revised contingency amount of
$210,000 and increase the not-to-exceed construction contract total to $1,241.000.
PASSED, APPROVED AND ADOPTED this 16th day of November 2021, by the following
vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Mayor
ATTEST:
_________________________________
City Clerk
140
Budget Change Reference #:
From Un-Appropriated Reserves Budget Transfer Between Funds
From Designated Reserves X Other
Account Amount Account Amount
GI0117.9400.9401 (Improvements - Not Building)$93,600
3300.9301.49999 (Transfer In)$93,600
GI0117.1001 (1001.9301.89101) - General Fund Transfer Out $93,600
11/16/2021
Posted By:Date:
As Presented at the City Council Meeting
**********Finance Use Only**********
CITY OF DUBLIN
Appropriate from General Fund Committed reserve for Non-Streets CIP for contract change orders with Saboo, Inc for the
Heritage Park technology infrastructure upgrade
REASON FOR BUDGET CHANGE
FISCAL YEAR 2021-22
BUDGET CHANGE FORM
City Council's Approval Required
EXP: IT Infrastructure Improvement (GI0117)
Attachment 2
141
Attachment 3
142
143
Number PK0215 Program PARKS
PRIOR
YEARS
2020-2021
BUDGET 2021-2022 2022-2023 2023-2024 2024-2025
FUTURE
YEARS TOTALS
9100 $16,040 $74,108 $90,148
9200 $307,086 $307,086
9400 $36,196 $1,131,382 $1,167,578
9500 $31,188 $31,188
$52,236 $1,543,764 $1,596,000
PRIOR
YEARS
2020-2021
BUDGET 2021-2022 2022-2023 2023-2024 2024-2025
FUTURE
YEARS TOTALS
1001 $52,236 $1,543,764 $1,596,000
$52,236 $1,543,764 $1,596,000
ANNUAL OPERATING IMPACT $6,000 $6,000
DUBLIN HERITAGE PARK CEMETERY IMPROVEMENTS
2020-2025 CAPITAL IMPROVEMENT PROGRAM
ESTIMATED COSTS
Salaries & Benefits
Contract Services
Improvements
Miscellaneous
TOTAL
FUNDING SOURCE
TOTAL
General Fund
PROJECT DESCRIPTION
This project provides for the renovation of the existing Pioneer Cemetery at the Dublin Heritage Park. Renovation improvements may include: improved pathways;
renovated landscaping at cemetery entry and along Hawthorne Lane; a renovated plaza area near St. Raymond's Church including seating and shade; and a low stone
wall along Donlon Way. The project will incorporate a memorial program, allowing for benches, boulders, pavers and additional trees that could be purchased in
memoriam. In October 2019, the City Council approved a Memorial Program, which will be accommodated with the design of the project. The Memorial Program
will include cremation monuments and memorials, such as benches, boulders, trees, and engraved pavers. Design began in Summer 2020. Construction is underway
and is projected to be complete in late 2021.
$1.5 Million of the project funding is from a Developer contribution from the Schaefer Ranch project.
ANNUAL OPERATING IMPACT: $6,000
29
Attachment 4
144
Number GI0117ProgramGENERALPRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARSTOTALS9200$185,313 $20,392$205,7059400$17,512 $93$17,6059600$657,422 $18,467$675,890$860,926 $39,074$900,000PRIOR YEARS 2020-2021 BUDGET 2021-2022 2022-2023 2023-2024 2024-2025 FUTURE YEARSTOTALS6605$860,926 $39,074$900,000$860,926 $39,074$900,000ANNUAL OPERATING IMPACT IT INFRASTRUCTURE IMPROVEMENT2020-2025 CAPITAL IMPROVEMENT PROGRAMESTIMATED COSTSFUNDING SOURCEEquipmentTOTALIT FundContract ServicesImprovementsTOTALPROJECT DESCRIPTIONThis project allows for the replacement and upgrade of aging network hardware as well as the implementation of centralized Information Technology management tools that will increase efficiencies in City operations.ANNUAL OPERATING IMPACT: NoneMANAGING DEPARTMENT: Administrative Services Attachment 5145