HomeMy WebLinkAbout2000-02-22 City Council (8)City Manager’s Report
TO:HONORABLE CITY COUNCIL
FROM:CITY MANAGER DEPARTMENT: ’COMMUNITY SERVICES
DATE:FEBRUARY 22, 2000 CMR: 142:00
SUBJECT: APPROVAL OF BUDGET AMENDMENT ORDINANCE IN THE
AMOUNT OF $19,693 TO INCREASE CIP 19903 AND TO AMEND CONTRACT
NUMBER C9112674 WITH ANDERSON ELECTRIC, INC. BY $30,570 FOR THE
ADDITIONAL COSTS ASSOCIATED WITH THE JOHNSON PARK LIGHTING
IMPROVEMENTS
REPORT IN BRIEF
Staff is recommending that Council approve a Budget Amendment Ordinance to increase
the Johnson Park Lighting Improvement CIP 19903 by $19,693. Staff is also requesting
approval of an amendment to contract C9112674 with Anderson Electric, Inc, increasing
compensation by $30,370 for a total of $67,693. During the design phase of the project
two sets of unusual circumstances have escalated the cost: 1) the existing lighting fixtures
were found to be obsolete and could not be matched, thus requiring a change in contract
scope to include the demolition of the existing fixtures and the installation of four
additional fixtures; and 2) the Architectural Review Board approved a "standard" lighting
fixture for City parks that is more costly than the original fixture the construction bid was
based on. Due to these circumstances, the project cost rose to more than the approved
CIP budget.
CMR:142:00 Page 1 of 4
RECOMMENDATION
Staff recommends that the Council approve:
o. A Budget Amendment Ordinance (BAO) in the amount of $19,693 to increase the
Johnson Park Lighting Improvement CIP 19903.
o Ifthe BAO is approved, that Council approve the amendment to contract #C9112674
with Andersen Electric, Inc. increasing the contract by $30,570, for a total of
$67~693.
BACKGROUND
In order to assess night-time safety lighting at public facilities, the City has conducted a
study of lighting levels at all parks, community centers and libraries. One of the first
lighting projects~ to be undertaken as part of the study is the Johnson ’Park Lighting
Improvement CIP 19903. This project will provide an adequate level of night-time safety
lighting to all pathways and sidewalks that surround the park, and will allow police
patrols better visibility into the interior of the park.
On May 4, 1999, the City entered into an agreement with Anderson Electric, Inc.
(Contractor) to design and construct the project at Johnson Park. The scope of services
for the project requested that the contractor use a lighting design concept developed by
Royston, Hanamoto, Alley and Abey, the City’s CIP design consultant. The lighting
design called for adding seven new fixtures that matched the park’s existing fixtures. The
project budget was established at $37,123, which included a 15 percent project
contingency.
As the contractor began work on the project, it was determined that the existing lighting
fixtures were obsolete and could not be matched because the manufacturer was no longer
in business. In order for the lighting fixtures to have a unified appearance throughout the
park, a new fixture would have to be selected to take the place of the existing fixtures.
This changed the project scope to now include demolition of all existing fixtures;
installation of eleven new fixtures, poles and cement footings; and related electrical work.
The additional work would cost the City approximately $12,000.
During the same approximate timeframe, the City’s Architectural Review Board (ARB)
began discussions on selecting light fixtures that would become the City’s "standard" for
parks. When this was brought to the attention of Community Services Department staff,
the project was put on hold until the ARB could reach a decision, thus permitting the new
"standard" fixture to be incorporated into the project. At its September 2, 1999 meeting,
the ARB approved a lighting fixture for Johnson Park.
Following the ARB decision, the contractor obtained costs for the new fixtures and poles.
The contractor ascertained that the new lighting would cost the City an additional
$14,500 to purchase the materials.
CMR: 142:00 Page 2 of 4
DISCUSSION
In order for staff to proceed with this project, additional funding will be required in the
CIP. The Anderson Electric, Inc. contract will also require amending. The Johnson Park
Lighting Improvement CIP is funded at $48,000. The revised project cost is now
$67,693, for which the CIP will require an additional $ t9,693. Andersen Electric, Inc.
existing contract is for $37,123 including contingency. This contract requires an increase
of $30,570, to continue with the project.
Costing Summary
Initial project budget
Additional cost
Additional contingency
Total Proiect
$37,123
$26,583
$ 3,987
$67,693
Includes 15percent contingency
For new fixtures and poles
15percent of new costs
Approved CIP Funding $48,000
Additional CIP Funds requested $19,693 "
RESOURCE IMPACT
If this BAO is approved, the Budget Stabilization Reserve will be reduced by $19,693,
increasing CIP 19903 to a total of $67,693. No future year ongoing costs are anticipated
as a result of this BAO. Attachment B summarizes the BAO’s approved to date in 1999-
00 that impact the General Fund Budget Stabilization Reserve. This attachment also
estimates future year ongoing costs associated with BAO’s approved to date to provide a
projection for the future resource needs from the General Fund for those programs
approved after the adoption of the 1999-00 Budget.
POLICY IMPLICATIONS
This request involves a change to existing City policies in that the ARB has made a
decision on a "standard" lighting fixture for City parks, which was more costly than the
original fixture the bid was based on. Due to these circumstances, the project cost rose to
more than the approved CIP budget.
ENVIRONMENTAL REVIEW
This project has been determined to be categorically exempt under Section 15302 of the
California Environmental Quality Act.
CMR:142:00 Page 3 of 4
ATTACHMENTS
A. Budget Amendment Ordinance
B. Budget Amendment Ordinance Impact to the Budget Stabilization Reserve
C. Contract Amendment
PREPARED BY: Richard James, Deputy Director, Community Services Department
DEPARTMENT HEAD
CITY MANAGER APPROVAL:
PAUL THILTGEN
Director, Community Services
Manager
CMR: 142:00 Page 4 of 4
ORDINANCE NO.
ORDINANCE OF THE COUNCIL OF THE CITY OF PALO ALTO
AMENDING THE BUDGET FOR THE FISCAL YEAR 1999-00 TO
PROVIDE AN ADDITIONAL APPROPRIATION OF $19,693 FOR THE
JOHNSON PARK LIGHTING IMPROVEMENTS CAPTIAL PROJECT NUMBER
19903
WHEREAS, -pursuant to the provisions of Section 12 of Article
III of the Charter of the City of Palo Alto, the Council on June 28,
1999 did adopt a budget for fiscal year 1999-00; and
WHEREAS, the Johnson Park Lighting Improvements Capital
Improvement Project Project 19903 was established to improve
lighting, pedestrian safety and visibility ~t Johnson Park; and
WHEREAS, the City entered into an agreement with a contractor
on May 4, 1999 to design and construct the lighting project at
Johnson Park; and
WHEREAS, the original lighting design called for adding seven
new fixtures that matched the park’s existing fixtures; and
WHEREAS, the contractor determined that the existing lighting
fixtures were obsolete and could not be replaced and that in order
to provide a unified appearance throughout the park, the project
scope must now include the demolition of all existing fixtures,
installation of eleven new fixtures, installation of poles and
cement footings, and related electrical work; and
WHEREAS, while reviewing this project, the Architectural
Review Board (ARB) developed a new lighting design standard to be
incorporated into this and all subsequent park lighting projects;
and
WHEREAS, the contractor determined that the new fixtures
recommended by the ARB are more than the cost of the fixtures that
were originally specified and that the costs for the removal and
replacement of exiting fixtures, poles, and cement footings would
also be greater; and
WHEREAS, there is $48,000 currently available for CIP project
19903, and an additional appropriation of $19,693 is needed to
expand the original scope of work resulting from the contractor’s
findings and the ARB’s recommendation; and
WHEREAS, the additional appropriation of funds from the
General Fund Budget Stabilization Reserve is a one-time cost and no
future year General Fund ongoing costs are anticipated; and ~
WHEREAS, City Council authorization is needed to amend the
1999-00 budget as hereinafter set forth.
NOW, THEREFORE, the Council of the City of Palo Alto does
ORDAIN as follows:
~[C_T~. The sum of Nineteen ~Thousand Six Hundred Ninety
Three Dollars ($19,693) is hereby appropriated to Capital
Improvement Program Project Number 19903 and the Budget
Stabilization Reserve is correspondingly reduced.
~. This transaction will reduce the Budget
Stabilization Reserve from $19,129,539 to $19,109,846.
~-~. As specified in Section 2.28.080(a) of the Palo
Alto Municipal Code, a two-thirds vote of the City Council is
required to adopt this ordinance.
S~. This project has been determined to be
categorically exempt u~der Section 15302 of the California
Environmental Quality Act.
~/~. As provided in Section 2.04.350 of the Palo Alto
Municipal Code, this ordinance shall become effective upon adoption.
INTRODUCED AND PASSED:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Mayor
City Manager
Director of
Services
Administrative
Director of Community Services
Attachment B
Budget Amendment Ordinances Impacting General Fund Reserves Approved To Date in 1999-00
Balance
Adopted Budget Addition to BSR
Downtown Urban Design Improvements, CIP 19608
Downtown Parking Structure Feasibility Study, CIP 19530 (BAO I)
Salary and Benefit Increases Retroactive to July 1, 1999 for
Management and Confidential Employees
City Manager Executive Recruitment
Friends of the Palo Alto Library Grant
Arts Council of Santa Clara County Grant
Palo Alto Art Center Foundation Donation
Cost of Sound Wall for Tennis Facility at 3005 Middlefield Rd.
IT Strategic Plan
Citizens Options for Public Safety (COPS)
Local Law Enforcement (LLE) Block Grant
Downtown Parking Structure Feasibility Study, CIP 19530
Golf Course Management Agreement
City Membership in ChildrenFirst Back-up Child Care Center
Police Department Table of Organization Change
Animal Services Fees
Johnson Park Lighting Improvements, CIP 19903
($120,349)
($70,000)
($432,200)
(S26,000)
($58,000)
($5,407)
($10,000)
($5o, ooo)
($250300)
($135,901)
($26,192)
($308,000)
($34,100)
($26,000)
($10,000)
($900)
($19,693)
$58,000
$5,407
$10,000
$60,534
$135,901
$26,192
$103,900
$1,300
$189,566
$18,877,888
$1,214,000
($120,349)
($70,000)
($432,200)
($26,000)
$0
$0
$0
($50,0oo)
$o
$o
$0
($308,000)
$69,800
($26,000)
$o
$400
($19,693)
($432,200)
($317,917)
($26,000)
($7,000)
$1,700
$0
BSR Balance After BA O’s $19,109,846
AMENDMENT NO. ONE TO CONTRACT NO. C9112674
BETWEEN THE CITY OF PALO ALTO AND
ANDERSON" ELECTRIC, INC.
This Amendment ~ No.One to. ~Contract No. C9112674
("Contract") is entered into , by and between the
CITY OF PALO ALTO,.a chartered city and a municipal corporation of
the State of California ("CITY"), .and ANDERSON ELECTRIC, INC., a
California Corporation, located at 1850 Williams Street, San
Leandro, CA 94577 ("CONTRACTOR").
RECITALS:
WHEREAS, the Contract was entered into between the
parties for the provision of electrical~engineering services; and
WHEREAS, the parties wish to amend the C~ntract;
NOW, THEREFORE, in consideration of the covenants, terms,
conditions, and provisions of this Amendment, the parties agree:
SECTION i. Section 4.1 is hereby amended to read as
follows:
"4.1 In consideration of the full performance of
the services by CONTRACTOR, CITY will pay CONTRACTOR a
total sum not to exceed Sixty Seven Thousand Six Hundred
Ninety Three Dollars ($67,693.00) payable within thirty
(30) days of submission by CONTRACTOR of its itemized
billings, in triplicate, in accordance with the
following fee schedule set forth in Exhibit "B." This
represents an increase of Thirty Thousand Five Hundred
Twenty Dollars ($30,570)."
SECTION 2.The following exhibit (s) to the Contract.
is/are hereby amended to read as set forth in the attachment(s) to
this Amendment, which are incorporated in full by this reference:
Exhibit "B" entitled "Compensation Schedule."
00131 po 0072807
SECTION 3.Except as herein modified, all ~other
provisions of the Contract, including any exhibits and subsequent
amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly
authorized representatives executed this Amendment on the date
first above written.
ATTEST:CITY OF PALO ALTO
City Clerk
APPROVED AS TO FORM:
Senior Asst. City Attorney
APPROVED:
Assistant City Manager
Director of Administrative
Services
Director of Community
Services
Risk Manager
Mayor
ANDERSON~ELECTRIC, INC.
By:
Name:
Title:
Taxpayer Identification No.
(Compliance with Corp. Code § 313 is
required if the entity on whose behalf
this contract is signed is a corporation.
In the alternative, a certified corporate
resolution attesting to the signatory
authority of the individuals signing in
their respective capacities is acceptable)
Attachments:
EXHIBIT "B":RATE SCHEDULE
00131 po 0072807
2
COUNTY
)
)
)
On ~-~- ZO~O , before me, the undersigned, a
notary public in and for said County, personally appeared
personally known to me (or proved to me on the basis of
satisfactory evidence) to be the person(s) whose name(s) ~
~hCribed to the within instrument, ~knowle~d to me that
e~h~executed the same in ~i±~/~i~r~~ authorized
capaclty(les), and that by~/~signature(s) on the
instrument the person(s), or the entity hpon behalf of which the
person(s) acted, executed the instrument.
WITNESS my hand and official seal.
I!111111111111111111111111111111111111111111111111111111..I
DANIEL J. SMITH
NOI’ARY I~IBLW~ ¯ ~
~EDA ~Signature of
00131 po 0072807
3