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
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