HomeMy WebLinkAboutAgenda Report - May 3, 2017 C-14CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
CI4
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AGENDA TITLE: Adopt Resolution Authorizing the Appropriation Adjustment for the Library Children's
Area Expansion Project ($11,509)
MEETING DATE: May 3, 2017
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing the appropriation adjustment for the Library
Children's Area Expansion Project, in the amount of $11,509.
BACKGROUND INFORMATION: The Library Children's Area Expansion Project was awarded and funds
appropriated by Council at the April 20, 2016 Council meeting (Exhibit A).
The contract was awarded in the amount of $263,000. The total amount
appropriated for the project was $304,000 to cover contingencies, construction administration, testing, and staff
costs.
At the February 15, 2017 meeting, City Council accepted the improvements under the contract. The final cost
of the project was $274,509. The difference between the original contract amount and final contract was due
to one change order totaling $11,509.
Current City policy requires that unspent and unencumbered appropriations are not continued into the following
fiscal year. This is an important budgetary control to limit operating departments from continuing budgets over
multiple years. Capital projects often extend over multiple years and generally require different budgetary
controls. Staff is currently reviewing options, including amending contracting and/or budgetary policies and
creating a City wide Capital Improvement Program which would address this issue and avoid this issue for
future projects.
In this instance, only the base contract amount was encumbered and no allowance was provided in the
encumbrance for change orders. The change order on this contract occurred in the Fiscal Year following the
initial encumbrance. Because of this, budget authority does not exist at a staff level to make the final payment
to the contractor for work completed. The appropriation adjustment of $11,509 is needed to cover the change
order and process the final payment.
FISCAL IMPACT:
Funds for this project were originally appropriated in Fiscal Year 2015/16 and the
Library Capital account has sufficient fund balance to absorb this additional
appropriation in the current Fiscal Year. There is no impact to the General Fund
from this transaction.
APPROVED:lit
■_
S eph c W b. •er, City Manager
K:\WP\COUNCIL\2017\CC LCAE_approp adj.doc 4/21/17
Adopt Resolution Authorizing the Appropriation Adjustment for the Library Children's Area Expansion Project ($11,509)
May 3, 2017
Page 2
FUNDING AVAILABLE: Library Capital (41099000.77020).
Andrew Keys
Deputy City Manager/Internal Services Director
042 U., -Q
Charles E. Swimley, Jr.
Public Works Director
CES/RAY/tdb
Attachments
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RESOLUTION NO. 2016-49
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING THE
CONTRACT FOR THE LODI PUBLIC LIBRARY CHILDREN'S AREA
EXPANSION PROJECT TO SWIERSTOK ENTERPRISE, INC., DBA
PRO BUILDERS, OF ORANGEVALE; ACCEPTING A DONATION
FROM THE LIBRARY FOUNDATION; AND FURTHER
APPROPRIATING FUNDS
WHEREAS, in answer to notice duly published in accordance with law and the order of
this City Council, sealed bids were received and publicly opened on March 24, 2016, at
11:00 a.m., for the Lodi Public Library Children's Area Expansion Project, described in the plans
and specifications therefore approved by the City Council on August 5, 2015; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder Bid
Swierstok Enterprise, Inc., dba Pro Builders $263,000
American River Construction, Inc. $273,000
Diede Construction, Inc. $299,000
WHEREAS, staff recommends that the City Council award the contract for the Lodi
Public Library Children's Area Expansion Project to Swierstok Enterprise, Inc., dba Pro Builders,
of Orangevale, in the amount of $263,000; and
WHEREAS, staff further recommends that the City Council accept the $131,500
donation from the Library Foundation for this project; and
WHEREAS, staff recommends that the City Council appropriate funds in the amount of
$304,000 for the total project, which includes allowances above the contract amount for
contingencies, construction administration, testing, and staff costs, which are to be funded by
the $131,500 donation from the Library Foundation and the Library's fund balance reserves.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the contract for the Lodi Public Library Children's Area Expansion Project to
Swierstok Enterprise, Inc., dba Pro Builders, of Orangevale, California, in the amount of
$263,000; and
BE IT FURTHER RESOLVED that the Lodi City Council hereby accepts a donation of
$131,500 from the Library Foundation for this project; and
BE IT FURTHER RESOLVED that funds in the amount of $304,000 is hereby
appropriated ($172,500 Library's fund balance reserves and $131,500 Library Foundation
donation) for the total project, which includes allowances above the contract amount for
contingencies, construction administration, testing, and staff costs.
Dated: April 20, 2016
I hereby certify that Resolution No. 2016-49 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held April 20, 2016 by the following vote:
AYES: COUNCIL MEMBERS — Johnson, Mounce, Nakanishi, and
Mayor Chandler
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Kuehne
ABSTAIN: COUNCIL MEMBERS — None
INNIFER
rty Clerk
2016-49
FERRAIOLO
1. AA#
2. JV#
CITY OF LODI
APPROPRIATION ADJUSTMENT REQUEST
TO:
Internal Services Dept. - Budget Division
ACCOUNT #
3. FROM:
Rebecca Areida-Yadav 5. DATE:
4/18/2017
4. DEPARTMENT/DIVISION: Public Works
6. REQUEST ADJUSTMENT OF APPROPRIATION AS LISTED BELOW
FUND #
BUS. UNIT #
ACCOUNT #
ACCOUNT TITLE
AMOUNT
A.
SOURCE OF
FINANCING
410
32205
Fund Balance
$ 11,509.00
B.
USE OF
FINANCING
410
41099000
77020
Capital Projects
$ 11.509 00
7. REQUEST IS MADE TO FUND THE FOLLOWING PROJECT NOT INCLUDED IN THE CURRENT BUDGET
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. If you need more space, use an additional sheet and attach to this form.
Change order for Library Children's Area Expansion Project.
LBCAP-0002
If Council has authorized the appropriation adjustment, complete the following:
Meeting Date:
Department Head Signature:
Res No: Attach copy of resolution to this form.
B. APPROVAL SIGNATURES
Deputy City Manager/Internal Services Manager
Date
Submit completed form to the Budget Division with any required documentation.
Final approval will be provided in electronic copy format.
RESOLUTION NO. 2017-82
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
APPROPRIATION ADJUSTMENT FOR THE LIBRARY
CHILDREN'S AREA EXPANSION PROJECT
WHEREAS, the bid for the Library Children's Area Expansion Project was
awarded and funds appropriated by the City Council at the April 20, 2016 Council
meeting in the amount of $263,000; and
WHEREAS, the total amount appropriated for the project was $304,000 to cover
contingencies, construction administration, testing, and staff costs; and
WHEREAS, at the February 15, 2017 meeting, the City Council accepted the
improvements under the contract; and
WHEREAS, the final cost of the project was $274,509, which includes a change
order totaling $11,509; and
WHEREAS, the current policy does not allow for contingencies that were
included in the original appropriation to roll to the next fiscal year; and
WHEREAS, staff recommends that the City Council authorize the appropriation
adjustment of $11,509 for the Library Children's Area Expansion Project.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the appropriation adjustment of $11,509 for the Library Children's Area
Expansion Project.
Dated: May 3, 2017
I hereby certify that Resolution No. 2017-82 was passed and adopted by the City
Council of the City of Lodi in a meeting held May 3, 2017 by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Johnson, Mounce, Nakanishi,
and Mayor Kuehne
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
2017-82
NNIFERt,,M. FERRAIOLO
ity Clerk