HomeMy WebLinkAboutAgenda Report - September 6, 2017 C-18CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
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AGENDA TITLE: Adopt Resolution Authorizing the Appropriation for 2017 DeBenedetti Park Trail
and Parking Lot Improvements Project ($64,190)
MEETING DATE: September 6, 2017
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Adopt resolution authorizing the appropriation for 2017 DeBenedetti
Park Trail and Parking Lot Improvements Project, in the amount of
$64,190.
BACKGROUND INFORMATION: The 2017 DeBenedetti Park Trail and Parking Lot Improvements
Project was awarded by Council on May 17, 2017 (Exhibit A). The
Council action appropriated $740,000 to fund the construction and
other contracts (such as geotechnical engineering services) needed to complete the project, including
contingencies and staff time. The total value of the contracts, staff time, and other miscellaneous
expenses that were encumbered and/or expensed during Fiscal Year 2016/17 amount to $725,810.
Subtracting the amount of the original appropriation ($740,000) from the amount expensed and/or
encumbered ($725,810) leaves the amount reserved for contingencies equal to $14,190. This portion of
the original appropriation did not roll over to Fiscal Year 2017/18 and is no longer available for use on
this project.
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, to create a Citywide Capital Improvement Program, which would address this
issue and avoid this for future projects.
In this instance, only the base contract amounts and a portion of the total staff time were encumbered in
Fiscal Year 2016/17; leaving insufficient funds for change orders, additional staff time, and other
contingencies that occurred in Fiscal Year 2017/18. Because of this, budget authority does not exist at a
staff level to encumber additional funds on the contracts. The appropriation adjustment consists of the
aforementioned $14,190 in Fiscal Year 2016/17 budget that has expired and $50,000 in additional
budget authority for a total of $64,190. Since the project is not complete, the total adjustment of $64,190
to the Fiscal Year 2017/18 budget is needed to cover potential change orders, staff time, and
contingencies for the remainder of the project. This authorization would bring the total project budget to
$790,000.
FISCAL IMPACT:
Funds for this project were originally appropriated in Fiscal Year 2016/17
and the Parks Impact Fee 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:
wabaueManager
K:\WP\COUNCIL\2017\CC Debenedetti_approp adj.doc 8/24/2017
Adopt Resolution Authorizing the Appropriation for 2017 DeBenedetti Park Trail and Parking Lot Improvements Project ($64,190)
September 6, 2017
Page 2
FUNDING AVAILABLE: Appropriation requested:
Parks Impact Fees (43799000.77020) - $64,190
)
Andrew Keys
Deputy City Manager/Internal Services Director
11 ow
Charles E. Swimley, Jr.
Public Works Director
CES/RAY/tdb
Attachment
K:\WP\COUNCIL\2017\CC Debenedetti_approp adj.doc 8/24/2017
RESOLUTION NO. 2017-87
A RESOLUTION OF THE LODI CITY COUNCIL
AWARDING THE CONTRACT FOR THE 2017 DEBENEDETTI
PARK TRAIL AND PARKING LOT IMPROVEMENTS TO
A. M. STEPHENS CONSTRUCTION COMPANY, INC., OF LODI,
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 April 12, 2017, at
11:00 a.m., for the 2017 DeBenedetti Park Trail and Parking Lot Improvements, described in the
plans and specifications therefore approved by the City Council on March 1, 2017; and
WHEREAS, the project consists of removing the turnaround at the end of the existing
parking lot, extending the access road, constructing a parking lot addition, constructing a
walkway connecting to Heavenly Way, and other incidental and related work, all as shown on
the plans and specifications for the above project; and
WHEREAS, said bids have been checked and tabulated and a report thereof filed with
the City Manager as follows:
Bidder
A. M. Stephens Construction
Sierra Valley Construction
Goodland Landscape Construction
George Reed
All-American Construction
Taylor Backhoe Service
B&M Builders
Base Bid
$ 784,586.16
$ 797,770.36
$ 867, 914.00
$ 868,088.00
$ 946,470.90
$ 951,180.50
$1,029,827.00
Base + Alt.
$ 845,711.16
$ 871, 570.36
$ 931,664.00
$ 935,588.00
$1,018,470.90
$1,029,930.50
$1,099,727.00
WHEREAS, all received bids exceeded the Engineer's Estimate and the budgeted
amount from Parks Impact Mitigation Fees; and
WHEREAS, staff recommends that the path lighting bid items be removed from the
contract, with the exception of the path lighting conduits, which is agreeable to the apparent low
bidder, A.M. Stephens Construction, reducing the awarded amount from $784,586.16 to
$630,136.16 and bringing the project within budget; and
WHEREAS, staff further recommends awarding the contract for the 2017 DeBenedetti
Park Trail and Parking Lot Improvements to the low bidder, A. M. Stephens Construction
Company, Inc., of Lodi, in the amount of $630,136.16; and
WHEREAS, staff also recommends that the City Council appropriate funds in the
amount of $740,000 from the fund balance of the Parks and Recreation Impact Mitigation Fee
Fund (account 43799000-77020 project number PKCAP-0025).
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the removal of the path lighting bid items from the contract, with the exception of the
path lighting conduits to be used for future phase work; and
BE IT FURTHER RESOLVED that the City Council does hereby award the contract for
the 2017 DeBenedetti Park Trail and Parking Lot Improvements to A. M. Stephens Construction
Company, Inc., of Lodi, California, in the amount of $630,136.16; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby appropriate funds
in the amount of $740,000 from the fund balance of the Parks and Recreation Impact Mitigation
Fee Fund (account 43799000-77020 project number PKCAP-0025); and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute the
contract on behalf of the City of Lodi.
Dated: May 17, 2017
I hereby certify that Resolution No. 2017-87 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held May 17, 2017 by the following vote:
AYES: COUNCIL MEMBERS — Johnson, Nakanishi, and Mayor Kuehne
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — Chandler and Mounce
ABSTAIN: COUNCIL MEMBERS — None
ThireAAAWie0
NNIFEFERRAIOLO
City Clerk
2017-87
RESOLUTION NO. 2017-174
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE APPROPRIATION FOR 2017 DEBENEDETTI PARK TRAIL
AND PARKING LOT IMPROVEMENTS PROJECT
WHEREAS, the 2017 DeBenedetti Park Trail and Parking Lot Improvements Project was
awarded by City Council on May 17, 2017; and
WHEREAS, the City Council appropriated $740,000 to fund the construction and other
contracts needed to complete the project, including contingencies and staff time; and
WHEREAS, the total value of the contracts, staff time, and other miscellaneous
expenses that were encumbered and/or expensed during Fiscal Year 2016/17 was $725,810,
leaving a balance of $14,190 reserved for contingencies, which did not roll over to Fiscal Year
2017/18 and is not available for this project; and
WHEREAS, because current City policy requires unspent and unencumbered
appropriations not be continued into the next fiscal year, budget authority does not exist at a
staff level to encumber additional funds for this project; and
WHEREAS, in this instance, only the base contract amounts and a portion of the total
staff time was encumbered in Fiscal Year 2016/17, leaving insufficient funds for change orders,
additional staff time, and other contingencies that occurred in Fiscal Year 2017/18; and
WHEREAS, staff recommends that the City Council appropriate funds in the amount of
$64,190 from the fund balance of Parks Impact Fees (43799000.77020) for Fiscal Year 2017/18
for the remainder of this project.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize an appropriation for the 2017 DeBenedetti Park Trail and Parking Lot Improvements
Project, in the amount of $64,190, as set forth above.
Dated: September 6, 2017
hereby certify that Resolution No. 2017-174 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held September 6, 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
?-eAkckAaTi(
NNIFERD . FERRAIOLO
City Clerk
2017-174