TO: LINDA REICH, CITY MANAGER
FROM: HYE JIN LEE, PE, DIRECTOR OF PUBLIC WORKS
SUBJECT
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Authorize an Increase to Contingency Funds for the Street Rehabilitation Fiscal Year 2024 Project (ST241).
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RECOMMENDATION
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1) Appropriate $212,760 to the Measure I Fund (322) reserves; 2) authorize an increase to contingency funds in the amount of $212,760 for the Street Rehabilitation Fiscal Year 2024 Project (ST241) for a revised project contingency of $458,581; 3) increase the project budget by $212,760 for a revised project budget of $7,109,487; and 4) authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
The Local Street Rehabilitation Fiscal Year 2024 Project (ST241) requires an appropriation of $212,760 from the Measure I Fund (322) reserves with a corresponding increase to the project contingency for a revised project contingency of $458,581 and a revised project budget of $7,109,487. There are sufficient funds in all budgeted funding sources for the project to be completed.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above furthers the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Superior Customer Service
• Public Service Excellence through Internal and External Partnerships
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Revenue: |
Expenditure: 3227190-40010-ST241 |
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BACKGROUND
On July 18, 2023, a pilot program for implementing a phased approach to Citywide Pavement Rehabilitation construction projects was presented to City Council. The phasing of the pilot program included dividing pavement rehabilitation work city-wide into two contracts, one for concrete improvements, and the other for asphalt improvements. The pilot program also included limiting design work by applying a case standard for ADA ramp construction.
On May 21, 2024, City Council awarded a construction contract for the concrete improvements scope to CT&T Concrete Paving, Inc. for the Local Street Rehabilitation FY2024 Project (ST241) city-wide in the amount of $2,458,201.07 with $245,821 for contingencies. The scope of work identified sixty-seven (67) curb ramps and 10 alley approaches throughout the City, in the locations shown in Exhibit A. As allowable per the Public Contract Code, the Council also authorized the Director of Public Works authority to issue change orders of up to 10% of the original contract amount, or $245,821. Ten percent is generally considered within the normal range of changed conditions on a public works construction project and, by providing change order authority upfront, Council helps to reduce the possibility of delay on a construction project.
The Community Services, Parks and Recreation Department (CSPR) completed renovation of the Old Schoolhouse Museum, Parking Lot, and Exhibit Barn (CSPR Project) on the southeast corner of 11th Street and B Street in June 2024. Public improvements constructed with the CSPR Project included upgrading drive approaches and sidewalk along the project frontage. Following construction, it was identified that adjoining intersection curb ramps did not comply with the City’s Policy on Accessible Facilities in the Public Right-of-Way guidelines. To improve access, these ramps were added to the city-wide contract with CT&T Concrete Paving, Inc. Those improvements were previously identified for reconstruction with a nearby storm drain project completed under the Public Works Department’s Capital Improvement Program (CIP) in 2022. However, a reduction in project scope removed the upgrading of ramps from the project. With the transition of staff in both Departments inclusion of the ramps in the CSPR Project was missed.
In July 2024, City staff commissioned an engineering design of curb ramps at the intersection of 11th Street and B Street. Upon approval of the design, staff negotiated a cost with CT&T Concrete, Inc. to add these ramps to the ST241 project scope. Utilizing the existing contract with CT&T Concrete, Inc. facilitated the completion of the ramps by the planned opening date of the CSPR Project.
On November 2, 2024 the Public Works Director approved Contract Change Order (CCO) No. 1 with CT&T Concrete, Inc. for added scope to complete curb ramp improvements under Project ST241 in the amount of $212,759.80 for a revised not-to-exceed contract amount of $2,670,960.87. With this action, the available project contingency balance is $33,061.20 (or 1.3% of the contract amount).
ISSUES/ANALYSIS
The execution of CCO No. 1 with CT&T Concrete, Inc. in the amount of $212,759.80 for construction of curb ramps at the intersection of 11th and B Streets obligated 98.7-percent of the allocated project contingency. City staff is therefore requesting a replenishment of the contingency funds in the amount of $212,760 to allow for typical unforeseen expenses under the contract to be available from the authorized project contingency.
Attachment: Exhibit A - Project Location Map