CITY COUNCIL AGENDA ITEM
Memo Date: April 18, 2024
Agenda Date: May 14, 2024
Prepared By: Frank Mirabito, Streets & Stormwater Manger
Through: Abigail Morgan, P.E., Public Works Director / City Engineer
Requested Action:
title
• Approve a Budget Resolution and related BAFs #24-087IFT1, #24-087IFT2 #24-087T to increase Project Contingency funding in the amount of $1,438,000 for the Fiske Blvd and Broadmoor Acres Drainage Improvement Project.
• Approve the Project Construction Contingency Resolution adding $1,438,000 to the existing contingency of $547,102 for a new total construction contingency of $1,985,102.
• Approve the Project Construction Engineering Inspection (CEI) Contingency Resolution adding $16,215 to the existing contingency of $26,285 for a new total CEI Services contingency of $42,500.
• Authorize the City Manager to approve and issue change orders not to exceed $2,027,602 for both Construction and Construction Engineering Inspection Services related to the project.
• The new Construction Contingency amount supersedes Agenda 23-458 approved by Council on October 10, 2023. The new CEI Contingency amount supersedes Agenda 22-148 approved by Council on March 22, 2022.
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BACKGROUND:
The City was awarded a FEMA Mitigation grant for the Fiske & Broadmoor Acres Drainage Improvements project on agenda #21-387/BAF #21-078A. After the project was bid out, there was inadequate funding. Staff requested additional funding from the grantor and was awarded an increase in the funding. At the Council meeting on August 8, 2023, Council approved an increase in funding from FEMA and corresponding budget for this project. (Agenda 23-469/BAF23-101-IFT). BAF # 23-101-IFT reallocated the original anticipated budgetary amounts to align with the FEMA approved funding and the City’s match for the grant to equal the bid amount.
On October 10, 2023 Council awarded Bid # B 22-15R-COC to the lowest responsive bidder Cathcart Construction Company for the Fiske Blvd and Broadmoor Acres Drainage Improvements in the amount of $5,471,015 with a project contingency of $547,102.
On March 22, 2022 Council added field acceptance testing to the CEI Services contract with Tierra, Inc. for $262,847 including a project contingency of $26,285.
Construction began on January 22, 2024 with stormwater pipe installation along W. Highland Drive. Due to the age of the infrastructure in the neighborhood, several change orders have been issued for various utility conflicts. Upsizing of the water main on selected streets is requiring upgrades of the infrastructure to Utilities current standards. Additionally, other change orders have been identified that will exceed the current project contingency amount.
Staff recommends adding $1,438,000 to the Project Contingency Construction and CEI accounts.
STRATEGIC PLAN CONNECTION:
These improvements will help to alleviate future rain event impacts for both Broadmoor Acres residents and commuters along the Dr. Martin Luther King Memorial Highway (North Fiske Boulevard).
BUDGETARY IMPACT:
Budgeted No
If not budgeted, is amendment/transfer attached? Yes
See attached BAF’s and detailed tracking sheets
Revised Total Construction Budget with Contingency - $7,456,117
Revised Total CEI Budget with Contingency - $305,347
Source of Funds: ____State Revolving Loan
_X__ Assigned Fund Balance 22 (Fiske Project)
_X__ Grant Source:FEMA 4337-428-R - GR2108 - Fiske
_X__ Project Budget Transfers:_
PREVIOUS ACTION:
October 10, 2023, Council awarded Bid # B 22-15R-COC to the lowest responsive bidder Cathcart Construction Company for the Fiske Blvd and Broadmoor Acres Drainage Improvements in the amount of $5,471,015 with a Project Contingency of $547,102. On March 22, 2022, Council approved additional CEI services with 10% Contingency of $26,285 for a total amount of $289,132.
RECOMMENDED MOTION:
Recommendation
• Approve a Budget Resolution and related BAFs #24-087IFT1, #24-087IFT2 #24-087T to increase Project Contingency funding in the amount of $1,438,000 for the Fiske Blvd and Broadmoor Acres Drainage Improvement Project.
• Approve the Project Construction Contingency Resolution adding $1,438,000 to the existing contingency of $547,102 for a new total construction contingency of $1,985,102.
• Approve the Project Construction Engineering Inspection (CEI) Contingency Resolution adding $16,215 to the existing contingency of $26,285 for a new total CEI Services contingency of $42,500.
• Authorize the City Manager to approve and issue change orders not to exceed $2,027,602 for both Construction and Construction Engineering Inspection Services related to the project.
• The new Construction Contingency amount supersedes Agenda 23-458 approved by Council on October 10, 2023. The new CEI Contingency amount supersedes Agenda 22-148 approved by Council on March 22, 2022.
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