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CC 2015-01-27_08g Old Ranch Road ImprovementsTO: FROM: BY: MEMORANDUM CITY COUNCIL GEOFF ENGLISH, PUBLIC WORKS DIRECTOR MIKE LINN, CAPITAL PROJECTS ENGINEER SUBJECT: CONSIDERATION OF ADDITIONAL APPROPRIATION FOR THE DESIGN ENGINEER OF THE OLD RANCH ROAD IMPROVEMENTS (TRACT 3018), PROJECT PW 2013-10 DATE: JANUARY 27, 2015 RECOMMENDATION: It is recommended the City Council appropriate an additional $2,500 from the General Fund to the Old Ranch Road Property Improvements Project ("project") budget for additional closeout expenses to the design engineer. IMPACT TO FINANCIAL AND PERSONNEL RESOURCES: The amended Capital Improvement Program budget included $168,000 for the project. The General Fund contains sufficient funds for this request as a result of proceeds received from the sale of the residential lots. BACKGROUND: On February 12, 2013, the City Council approved Final Tract Map 3018, subdividing 5 acres of vacant land at the northwest corner of West Branch Street and Old Ranch Road into four (4) Single Family Residential Lots and one (1) Public Facility Lot. The revenue derived from selling the lots is intended to finance improvements for the Police Station Rehabilitation project. Staff developed a capital improvement project to provide utility improvements to the three northern lots to make them more attractive for purchase by private entities. The southernmost lot is reserved for future access purposes and/or additional parking for future development of the Public Facility Lot. On June 10, 2014, Council awarded a construction contract to Souza Construction, Inc. in the amount of $109,200 and authorized the City Manager to approve change orders in the amount of $21,840 for the Old Ranch Road Property Improvements Project. The project scope of work included the installation of City utility services (water, sewer and stormwater) and the installation of a joint utility trench for gas, electric, cable, and telephone services. Item 8.g. - Page 1 CITY COUNCIL CONSIDERATION OF ADDITIONAL APPROPRIATION FOR THE DESIGN ENGINEER OF THE OLD RANCH ROAD PROPERTY IMPROVEMENTS (TRACT 3018), PROJECT PW 2013-10 JANUARY 27, 2015 PAGE2 On July 8, 2014, the City Council appropriated an additional $30,000 to the project budget to address PG&E design and construction expenses. On September 23, 2014, the City Council accepted the construction project as complete and authorized an additional $3,500 for additional administrative expenses. ANALYSIS OF ISSUES: The design engineer, Matt Priess (originally associated with Granite Ridge Engineering, since dissolved), submitted his final billing of $2,500 on October 16, 2014, several weeks after City Council's acceptance of the project. The final billing included tasks that were not defined in the original scope of work but were necessary to provide a complete project. The tasks included the development of an Engineer's Estimate prior to bidding the construction project, setting of final survey monumentation upon completion of the project, and completion of the record drawings. ALTERNATIVES: The following alternatives are provided for the Council's consideration: -Appropriate an additional $2,500 from the General Fund to enable final payment to the design engineer; or -Provide alternate direction to staff. ADVANTAGES: The project is complete. Appropriating the funds will enable staff to fulfill its contractual financial obligations to the design engineer for work satisfactorily performed. DISADVANTAGES: The additional expenditures will be deducted from the proceeds received from the sales of the residential lots. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Section 15332. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, January 22, 2015. The Agenda and report were posted on the City's website on Friday, January 23, 2015. No public comments were received. Attachment: 1. Invoice -Matt Priess 10/16/14 Item 8.g. - Page 2 Matt Priess 15750 Cortland Ave Chino, Ca. 91708 BILL TO: City of Arroyo Grande Attn: Michael Linn 214 E. Branch Street Arroyo Grande, Ca. 93421 Project Description Tract 3018 • Set Monuments • Tract 3018 Bonding Estimate • As-Built Plan Set Check to be made payable to: Matt Priess Mail to: Matt Priess 15750 Cortland Ave. Chino, Ca. 91708 Previous Invoice Total Progress ATTACHMENT 1 \ DATE October 16, 2014 \ \. '. \ % Total Complete 100% $1,900.00 100% $300.00 100% $300.00 Past Due $2,200.00 100% $300.00 Total $2,500.00 Item 8.g. - Page 3 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.g. - Page 4