HomeMy WebLinkAboutAgenda Report - July 19, 2017 C-17CITY OF LODI
COUNCIL COMMUNICATION
AGENDA ITEM
C-•17
TM
AGENDA TITLE: Adopt Resolution Authorizing the Appropriation for the Harney Lane Grade
Separation Project ($2,006,508)
MEETING DATE: July 19, 2017
PREPARED BY: Public Works Director
RECOMMENDED ACTION Adopt resolution authorizing the appropriation for the Harney Lane
Grade Separation Project, in the amount of $2,006,508.
BACKGROUND INFORMATION: The Harney Lane Grade Separation Project was awarded and funds
appropriated by Council at the August 19, 2015 and November 18,
2015 Council meetings (Exhibit A). The total amount appropriated
for the project was $17,375,182 to fund the construction and various other contracts needed to complete
the project. The appropriation also accounted for contingencies and staff time. The total value of the
contracts, staff time, and other miscellaneous expenses that were encumbered during Fiscal Year
2015/16 amount to $15,368,674. Subtracting the amount of the original appropriation ($17,375,182)
from the amount encumbered ($15,368,674) leaves the amount reserved for contingencies equal to
$2,006,508. This portion of the original appropriation did not roll over to the new Fiscal Year.
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 issue for future projects.
In this instance, only the base contract amounts, and a minimal amount of staff time in Fiscal Year
2015/16 were encumbered and no allowance was provided in the encumbrance for change orders,
additional staff time or other contingencies. There have been change orders on the construction contract
that occurred in the fiscal year following the initial encumbrance. Because of this, budget authority does
not exist at a staff level to encumber additional funds on the contracts. The appropriation adjustment of
$2,006,508 is needed to cover change orders on contracts, staff time, and other contingencies for the
remainder of the project.
FISCAL IMPACT:
Funds for this project were originally appropriated in Fiscal Year 2015/16
and the Regional Transportation Impact Fee Capital account has sufficient
fund balance to absorb this additional appropriation in the current Fiscal
Year. The Regional Surface Transportation Program is a federal grant
program that will reimburse City expense on the project. There is no
impact to the General Fund from this transaction.
APPROVED:
Stephen Schwaba
City Manager
K:\WP\COUNCIL\2017\CC Harney Lane_approp adj.doc 7/10/17
Adopt Resolution Authorizing the Appropriation for the Harney Lane Grade Separation Project ($2,006,508)
July 19, 2017
Page 2
FUNDING AVAILABLE: Appropriation requested:
Regional Transportation Impact Fees (31499000.77020)
Regional Surface Transportation Program (30799000.77020)
TOTAL:
,
Andrew Keys
Deputy City Manager/Internal Services Director
_L-C)C-2-Q
Charles E. Swimley, Jr.
Public Works Director
CES/RAY/tdb
Attachment
$500,000
$1,506,508
$2,006,508
K:\WP\COUNCIL\2017\CC Harney Lane_approp adj doc 7/6/17
RESOLUTION NO. 2015-146
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
THE CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO
THE PROFESSIONAL SERVICE AGREEMENT WITH
MARK THOMAS & COMPANY, INC., OF SACRAMENTO, FOR
THE HARNEY LANE GRADE SEPARATION PROJECT AND
FURTHER APPROPRIATING FUNDS
WHEREAS, on October 5, 2011, City Council approved the Professional Services
Agreement with Mark Thomas & Company, Inc., of Sacramento, for the design of the
Harney Lane Grade Separation Project; and
WHEREAS, on June 3, 2015, City Council approved Amendment No. 1, adding funding
assistance and utility coordination services to the Scope of Work, at a cost not to exceed
$45,000; and
WHEREAS, the design work has been completed and the project is moving to the next
phases of work; and
WHEREAS, staff recommends that the City Council approve Amendment No. 2 to the
Professional Services Agreement, adding bidding assistance, right-of-way certification and utility
coordination, project funding and reimbursement, National Environmental Protection Agency
clearance, design support during construction, and extension of the term to June 30, 2018, at a
cost not to exceed $398,343.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 2 to the Professional Services
Agreement with Mark Thomas & Company, Inc., of Sacramento, California, for the Harney Lane
Grade Separation Project in the amount not to exceed $398,343; and
BE IT FURTHER RESOLVED that funds in the amount of $500,000 be appropriated
from the Regional State Transportation Program (307) for this project, with the additional funds
above the cost of Amendment No. 2 appropriated to cover staff time to administer the project.
Dated: August 19, 2015
I hereby certify that Resolution No. 2015-146 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held August 19, 2015, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, Nakanishi, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
JENNIFER!
City Clerk
2015-146
.T, . r .th6
. FERRAIOLO
RESOLUTION NO. 2015-201
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING THE BID FOR
THE HARNEY LANE GRADE SEPARATION PROJECT TO DESILVA GATES
CONSTRUCTION, LP, OF DUBLIN, SUBJECT TO CALTRANS APPROVAL OF
DISADVANTAGED BUSINESS ENTERPRISE DOCUMENTATION;
APPROVING EXTENSION OF COOPERATIVE WORK AGREEMENT;
APPROPRIATING FUNDS; AND FURTHER AUTHORIZING THE
CITY MANAGER TO EXECUTE ALL CONTRACTS/AGREEMENTS ON
BEHALF OF THE CITY OF LODI
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 October 29, 2015, at
11:00 a.m., for the Harney Lane Grade Separation Project, described in the plans and
specifications therefore approved by the City Council on July 15, 2015; and
WHEREAS, said bid has been checked and tabulated and a report thereof filed with the
City Manager as follows:
Bidder Bid
DeSilva Gates Construction, LP $14,313,074.75
Goodfellow Top Grade Construction, LLC $15,087,765.00
George Reed, Inc. $15,510,635.00
Bay Cities Paving & Grading, Inc. $15,779,658.38
RGW Construction, Inc. $15,790,794.70
Viking Stephens Joint Venture $16,070,432.05
Teichert Construction $16,124,862.00
McGuire Hester $16,352,357.00
Brosamer & Wall, Inc. $18,458,584.00
WHEREAS, staff recommends awarding the bid for the Harney Lane Grade Separation
Project to the low bidder, DeSilva Gates Construction, LP, of Dublin in the amount of
$14,313,074.75, subject to Caltrans approval of Disadvantaged Business Enterprise
documentation; and
WHEREAS, Regional Surface Transportation Program funds in the approximate amount
of $600,000 have been allocated to the project and are scheduled to lapse on June 30, 2016. In
order to preserve this funding source, it is necessary to request an extension of the associated
Cooperative Working Agreement with Caltrans Local Assistance that administers these federal
funds; and
WHEREAS, staff recommends that City Council approve the extension of the
Cooperative Work Agreement; and
WHEREAS, staff recommends that the City Council appropriate funds for the
Harney Lane Grade Separation project in the amount of $16,875,182; and
WHEREAS, staff recommends authorizing the City Manager to execute the contract,
within the appropriation, subject to Caltrans approval of Disadvantaged Business Enterprise
documentation.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby award
the bid for the Harney Lane Grade Separation Project to the low bidder, DeSilva Gates
Construction, LP, of Dublin, California, in the amount of $14,313,075, subject to Caltrans
approval of Disadvantaged Business Enterprise documentation; and
BE IT FURTHER RESOLVED that the Lodi City Council hereby approves the extension
of the Cooperative Work Agreement; and
BE IT FURTHER RESOLVED that the Lodi City Council does hereby appropriate funds
for the Harney Lane Grade Separation Project in the amount of $16,875,182; and
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to execute all
Contracts/Agreements for this project on behalf of the City of Lodi, subject to Caltrans approval
of Disadvantaged Business Enterprise documentation.
Dated: November 18, 2015
I hereby certify that Resolution No. 2015-201 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held November 18, 2015, by the following vote:
AYES: COUNCIL MEMBERS — Chandler, Kuehne, Mounce, Nakanishi, and
Mayor Johnson
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
fENNIFER�'. . FERRAIOLO
City Clerk
2015-201
RESOLUTION NO. 2017-137
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZING APPROPRIATION FOR
HARNEY LANE GRADE SEPARATION PROJECT
WHEREAS, the Harney Lane Grade Separation Project was awarded and funds
appropriated at the August 19, 2015, and November 18, 2015, Council meetings; and
WHEREAS, only the base contract amounts for construction, testing and inspection, and
construction administration were encumbered and no allowance was provided in the
encumbrance for change orders, staff time, or other contingencies; and
WHEREAS, there have been change orders on the construction contract that occurred
in the fiscal year following the initial encumbrance, and because of this, budget authority does
not exist at a staff level to encumber additional funds on the contracts; and
WHEREAS, an appropriation adjustment of $2,006,508 is needed to cover change
orders on contracts, staff time, and other contingencies for the remainder of the project; and
WHEREAS, staff recommends that the City Council appropriate funds in the amounts of
$1,506,508, from the fund balance of Regional Surface Transportation Program
(30799000.77020) and $500,000 from the fund balance of Regional Transportation Impact Fees
(31499000.77020) for Fiscal Year 2017/18 for this project.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize an appropriation for the Harney Lane Grade Separation Project, in the amount of
$2,006,508, as set forth above.
Dated: July 19, 2017
I hereby certify that Resolution No. 2017-137 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held July 19, 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
I,
cilE� NIFER FERRAIOLO CA
.
City Clerk
2017-137