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    18.    
City Council Regular
Meeting Date: 01/09/2018  

SUBJECT:
NOTICE OF COMPLETION FOR CONSTRUCTION OF THE PIPELINE AVENUE RAISED CONCRETE MEDIAN PROJECT BY ALL AMERICAN ASPHALT
RECOMMENDATION:
  1. Approve Change Order No. 1 to Agreement No. A2017-130 with All American Asphalt in the amount of $94,085.20.
     
  2. Approve an appropriations budget amendment in the amount of $58,400 from the Measure I unreserved fund balance to the Pipeline Avenue Raised Concrete Median Project.
     
  3. Accept the PIPELINE AVENUE RAISED CONCRETE MEDIAN Project by All American Asphalt as complete.
     
  4. Authorize the City Clerk to cause the Notice of Completion to be recorded.
     
  5. Authorize the release of retention monies in the amount of $21,561.25, forty-five days after acceptance of the work by the City Council.
     
  6. Authorize the release of any remaining encumbrance after final payment of retention.
     
  7. Reduce the amount of the Performance Bond down to 15% for warranty purposes for a period of one year.
     
  8. Authorize the release of the Labor and Materials Bond six months after project acceptance.
BACKGROUND/ANALYSIS:
On June 13, 2017, the City Council awarded a contract to All American Asphalt in the amount of $337,139.84 for the Pipeline Avenue Raised Concrete Median project.  The Council also provided authorization for the City Manager to approve change orders up to a cumulative amount of $33,713.98 or 10% of the contract amount.  Construction began on August 3, 2017, and was substantially complete on December 1, 2017. 
 
Due to changes in the field conditions of the existing improvements, and the corresponding asphalt repairs that became necessary, additional asphalt quantities were added to the project that were not anticipated in the original contract.  Also included were modifications made to the proposed signage within the raised median.  Change Order No. 1 includes a complete list of all quantity adjustments, as well as contract additions, all of which are summarized below.
 
Original Contract:                 $      337,139.84
Additional Items                             41,765.85
Quantity Adjustments                     52,319.35
Revised Contract                 $      431,225.04
ENVIRONMENTAL (CEQA) REVIEW:
At the February 14, 2017, City Council meeting, the project was determined to be exempt as a Class 1(c) Categorical Exemption, (existing highway and streets, sidewalks, gutters, bicycle and pedestrian trails, and similar facilities), pursuant to Section 15301 of Guidelines for the California Environmental Quality Act of 1970, as amended, Public Resources Code Section 21000 et seq.
 
The project received a NEPA environmental determination (Categorical Exemption) through Caltrans on August 12, 2016.
FISCAL IMPACT:
The total estimated cost for this project is as follows:
 
Item Amount
Design and Construction Contract $527,700
Construction Management and Project Close-Out 3,000
Landscapes 10,000
Total $540,700
 
Funding for this project will come from the following sources:
 
Project No. Funding Amount
S14009 HSIP Grant $334,600
  Measure I 147,700
Total Approved Funding
$482,300
Additional Appropriation Requested (Measure I) 58,400
Grand Total Project Funding $540,700
 
The total approved budget for this project is $482,300 with funding coming from Highway Safety Improvement Program (HSIP) grant funds in the amount of $334,600 and Measure I funds in the amount of $147,700.  Staff is requesting that the City Council appropriate an additional $58,400 from the Measure I unreserved fund balance to cover the shortfall in funding.  There are sufficient funds available in the Measure I fund balance to cover the $58,400 amount.  There is no impact to the General Fund.
REVIEWED BY OTHERS:
This agenda item has been reviewed by the Finance Director.
Attachments
CHANGE ORDER
Change Order Backup
NOC

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