Justin Nartker, Director

Keith Jukes, Associate Civil Engineer

Adopt a Resolution of the City Council of the City of Rocklin Increasing the City Manager’s Change Order Authority for the Agreement with McGuire and Hester for the Sunset Boulevard and Springview Drive Intersection Upgrade Project, and Authorizing Additional Appropriations for the Project.

The Sunset Boulevard and Springview Drive Intersection Upgrade Project consists of upgrading drainage by removing existing valley gutter, installing drain pipe, and extending the left turn pocket from Sunset Blvd. to Third Street. On February 26, 2019, the Council awarded the construction contract to McGuire and Hester in the total amount of $365,740, and approved City Manager change authority at fifteen percent of the contract amount. (Reso. 2019-45)

In preparation for the project an Underground Service Alert (USA) was performed to identify the locations of any existing underground utilities (e.g. PG&E, PCWA, AT&T, etc.). With the utilities identified, construction began on June 10, 2019.  Once the road was opened up, utility runs not previously identified were found that affected the drainage design, requiring design and construction modifications to the drain pipe locations. Staff identified and engineered a solution taking into account the utility conflict and issued Change Order No. 2 in the amount of $46,863. This event was not planned nor considered when calculating the original change order authority request. 

The 15% Change Order Authority is a total of $54,861, and with issuance of Change Order No. 2 in the amount of $46,863 the remaining amount left is $7,998. Staff is anticipating additional charges, e.g. unsuitable soils, other unknown utility conflicts, etc., that will require more than the remaining change order amount.  Since the majority of the excavation has yet to occur, staff is requesting an increase in the City Manager's change order authority to 30 percent of the original contract amount. This change will increase the total contract amount including change order authority to $475,462.

In addition, this project was originally slated to begin during spring break in April and complete prior to the end of June and was therefore budgeted in FY 18/19. Due to school/traffic concerns and combined with the utility conflicts, the completion date has been pushed into FY 19/20. The estimate of construction costs to date for FY 18/19 (e.g. mobilization, materials, etc.) is approximately $159,000.  A budget appropriation will be necessary to include funds for this project in FY 19/20 in the amount of $316,462. 

This project is funded out of the SB1 Fund (205) and SB325 Fund (210).  A fiscal analysis in support of the staff report noted above has been completed by the Department Head and submitted to the City’s Finance Department for approval.  The Finance Department, based upon the information provided by the Department, and as of the Department analysis date noted above, has verified that funding is available for this request of additional appropriations.  Available funding is defined as available at the Fund level based upon fund balance reserves and additional revenues secured. A budget amendment may be required at the end of the fiscal year as a result of this appropriation.

Fiscal Year 2019/2020