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CC - CONSENT ITEM: (1) Approval of an Amendment to the Existing Construction Contract with Concept Consultant Inc. for the Main Street Bollards Project, CIP No. PS-023 for a Total Contract Amount Not-to-Exceed $426,898; and (2) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Proposed Budget Amendment Appropriating an Additional $83,673 from General Fund Unassigned Fund Balance to Cover the Additional Project Costs.
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Meeting Date: March 18, 2024
Contact Person/Dept.: Andrew Maximous/Public Works
Phone Number: (310) 253-5628
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No [ ]
Attachments: Yes [ ] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/13/2024)
Department Approval: Yanni Demitri, Public Works Director/City Engineer (03/07/2024)
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RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing construction contract with Concept Consultant Inc. for the Main Street Bollards Project, CIP No. PS-023 for a total contract amount not-to-exceed $426,898; (2) approve a proposed budget amendment appropriating an additional $83,673 from General Fund Unassigned Fund Balance to cover the additional project costs.
BACKGROUND/DISCUSSION
On May 22, 2023, the City Council authorized a construction contract with Concept Consultant Inc. for the Main Street Bollards Project. Construction of the project began in August 2023.
During construction, the contractor encountered several unforeseen conditions that were not a part of the contractor’s original bid. These conditions include a thicker roadway pavement section, drainage, conduits and wiring, additional striping, and constructing a temporary ADA ramp. The contractor submitted five (5) change orders totaling $115,953 and a credit of $1,080. The original contract amount was $312,025 plus a contingency amount of $31,200 for a total contract amount of $343,225. The additional cost expended by the contractor is $83,673.
Construction was completed in February 2024. Next steps include providing operations training to relevant City, Downtown Business Association, and Farmers Market staff. The system is expected to become operational at the end of March 2024.
FISCAL ANALYSIS
The original contract amount of $343,225 was funded by CIP No. PS023 (Main Street Bollards) and Account No. 10160170.619800 (Public Works Mobility & Traffic Engineering - Other Contractual Services).
The Adopted Budget for Fiscal Year 2023-2024 does not include sufficient funding in CIP No. PS023 or in Public Works operational accounts to cover this change order amount, staff requests Council approve a budget amendment appropriating $83,673 from General Fund Unassigned Balance into Account No. 420.80000.730100.PS023 (Main Street Traffic Bollards) to fund the full contract amount of $426,898 (four-fifths vote requirement). As of February 26, 2024, the General Fund Unassigned Balance contains $4.1 million.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve an amendment to the existing construction contract with Concept Consultant Inc. for the Main Street Bollards Project, PS-023 for a total contract amount not-to-exceed $426,898; and
2. Approve a proposed budget amendment appropriating an additional $83,673 from General Fund Unassigned Fund Balance into Account No. 420.80000.730100.PS023 to cover the additional project costs (four-fifths vote requirement); and
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.