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CC 2013-08-27_08.i. Increase Contingency for Montego St ProjectI MEMORANDUM TO: CITY COUNCIL ~{/ FROM: TERESA McCLISH, COMMUNITY DEVELOPMENT DIRECTOR BY: MIKE LINN, ASSISTANT CITY ENGINEER SUBJECT: CONSIDERATION TO INCREASE THE CONSTRUCTION DATE: CONTINGENCY AMOUNT FOR THE MONTEGO STREET NORTH SIDEWALK, PHASE II PROJECT, PW 2013-02 AUGUST 13, 2013 RECOMMENDATION: It is recommended the City Council: 1. Increase the project contingency from $13,749 to $45,000 for the Montego Street Sidewalk, Phase II Project; and; 2. Authorize the City Manager to approve change orders up to $45,000 for unanticipated costs during the construction phase of the project (total construction costs= $137,486 + $45,000 = $182,486). IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: In 2008, the City successfully secured a $259,000 Federal Safe Routes to School (SRTS) grant for 100% of the project costs. There is no requirement for a local match. Therefore, the increase in construction costs has no financial impact on the City. Engineering staff is performing the administrative and inspection roles during the project, all of which are eligible for reimbursement under the terms of the grant. BACKGROUND: The City was awarded Federal grant funds as part of the Safe Routes to School Program to construct sidewalks on both sides of Montego Street, between Hillcrest Drive and the cul-de-sac adjacent to Ocean View Elementary School. Phase I of the project, constructing sidewalks on the south side of Montego Street, was completed in the late 1990's. On June 25, 2013, the Council awarded a construction contract to Brough Construction in the amount of $137,486 and established a contingency fund of $13,749 (10% of the contract award) to address unanticipated costs that may arise during construction. On Item 8.i. - Page 1 CITY COUNCIL CONSIDERATION TO INCREASE THE CONSTRUCTION CONTINGENCY AMOUNT FOR THE MONTEGO STREET NORTH SIDEWALK PHASE II PROJECT PW 2013-02 AUGUST 13, 2013 PAGE2 July 10, 2013, staff issued a Notice to Proceed to Brough Construction. Due to the proximity of Ocean View Elementary School at the eastern end of Montego Street, the City required that all work be performed during the Lucia Mar Unified School District's summer break, completing by August 15, 2013. The construction has proceeded ahead of schedule and at the time of the drafting of this report, is projected to be completed by August 9, 2013. ANALYSIS OF ISSUES: On January 8, 2013, Council awarded a design contract to Eikhof Design Group, Inc. to design the subject project. During the course of the construction project, a number of changes were necessary to adjust for field conditions. To ensure project completion prior to the start of the new school year, staff authorized the changes and directed the contractor to proceed accordingly. Staff has estimated the cost impacts at nearly $45,000, which exceeds the established contingency ceiling of $13,749. Staff requests an increase to the contingency fund by an additional $31,251 to cover the overages. The changes include: • The plans called for a Caltrans standard detail for construction of approximately half of the concrete driveway approaches. The Caltrans detail does not require reinforcing steel and is two inches thinner than the City's standard driveway detail. Staff thickened the concrete and added the reinforcement steel accordingly. • American Disabilities Act (ADA) standards require a clear walking path width of 4'-0". This requires the sidewalk must "wrap around" the back of the driveway approach so that pedestrians are able to navigate on a level pathway, instead of having to walk down the ramped portion (the "wings") of the driveway approach. Unfortunately, due to the extreme slope of a number of existing driveways, this required having to demolish and replace additional square footage of the driveways to ensure a smooth conform for vehicles to navigate the driveway. Several driveways also required the partial demolition and reconfiguration of small retaining walls on each side of the driveway to provide the requisite clear path width. • The placement of the new curb and gutter is set by the existing grade of the roadway. Standard construction practices require a sidewalk cross slope of 2% to prevent ponding water. Hence, the elevation at the back of the newly constructed sidewalk is predicated on the grade of the newly constructed curb. Unfortunately, the existing elements at the back of the sidewalk did not always match the elevation for the new sidewalk and required demolition and Item 8.i. - Page 2 CITY COUNCIL CONSIDERATION TO INCREASE THE CONSTRUCTION CONTINGENCY AMOUNT FOR THE MONTEGO STREET NORTH SIDEWALK PHASE II PROJECT PW 2013-02 AUGUST 13, 2013 PAGE3 reconstruction to conform to the conditions, which required additional demolition and construction. • The existing residences were constructed in the sixties and several of the waterline services were not installed in accordance with current standards, having been installed at a shallow depth directly beneath the existing driveways, requiring relocation prior to the placement of the new concrete elements. • The project required relocation of the existing mailbox assemblies to the new sidewalk. Almost all the existing posts were made of wood and were in various states of decay. The City purchased metal columns with base plates for the each of the mailboxes. Council originally authorized $151,235 ($137,486 base bid+ $13,749 contingencies) for the construction phase of the project. The additional changes will push the total construction price to approximately $183,000, which is still below the original Engineer's Estimate of $190, 180. All of these costs are reimbursable and are beneath the threshold of the $259,000 award of the Federal Safe Routes to School Grant. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Authorize the increase of the contingency fund from $13,749 to $45,000 and authorize the City Manager to approve contract change orders to the new contingency ceiling; 2. Do not approve the request; or 3. Provide direction to staff. ADVANTAGES: The $259,000 Federal Safe Routes to School (SRTS) grant covers 100% of the project costs. All legitimately documented costs for the project, including all the additional contingencies discussed in this report, are reimbursable to the City. There is no requirement for a local match. DISADVANTAGES: There are no disadvantages identified at this time. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Guidelines Section 15301 (c). Item 8.i. - Page 3 CITY COUNCIL CONSIDERATION TO INCREASE THE CONSTRUCTION CONTINGENCY AMOUNT FOR THE MONTEGO STREET NORTH SIDEWALK PHASE II PROJECT PW 2013-02 AUGUST 13, 2013 PAGE4 PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, August 8, 2013. The agenda and staff reports were posted on the City's website on Friday, August 9, 2013. No public comments were received as of the time of preparation of this report. Item 8.i. - Page 4