PPW Job No. 13-30 Town Park Lighting Project 411-831-4607tiawx
gas s�� s COUNCIL AGENDA REPORT
DATE: AUGUST 4, 2014
MEETING DATE: 8/19/14
ITEM NO: r]
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 13 -30 —TOWN PARK LIGHTING PROJECT 411 - 831 -4607
A. AMEND THE EXISTING AGREEMENT AND AUTHORIZE A BUDGET
TRANSFER IN THE AMOUNT OF $5,000 FROM THE RETAINING
WALL REPAIRS PROJECT 411- 815 -9930 TO THE TOWN PARK
LIGHTING PROJECT 411 - 831 -4607.
B. AUTHORIZE THE TOWN MANAGER TO EXECUTE A CERTIFICATE
OF ACCEPTANCE AND NOTICE OF COMPLETION ACCEPTING THE
WORK OF HUA TONG ENGINEERING GROUP, INC. AND
AUTHORIZE RECORDING BY THE CLERK ADMINISTRATOR.
RECOMMENDATION:
1. Amend the existing contract agreement and authorize a budget transfer in the amount of
$5,000 from the Retaining Wall Repairs Project 411- 815 -9930 to the Town Park Lighting
Project 411 - 831 -4607.
2. Authorize the Town Manager to execute a Certificate of Acceptance and Notice of
Completion accepting the work of Hua Tong Engineering Group, Inc. and authorize
recording by the Clerk Administrator.
BACKGROUND:
The Town's adopted five year Capital Improvement Program (CIP) Budget designates funding
for infrastructure repair and replacement projects in the Town's Parks. The Town Park Lighting
project is consistent with the Town's goals to improve public safety and to improve the quality of
Town parks. The existing lighting systems at Blossom Hill Park, Howe's Play Lot, and Live
Oak Manor Park were replaced as part of this project.
PREPARED BY: IvfATT p LEY�
Director of Parks and Public Works
Reviewed by:
Town Manager
Attorney Finance
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PAGE
AUGUST 4, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -30 — TOWN PARK LIGHTING PROJECT 411- 831 -4607
DISCUSSION
On January 9, 2014, the Town Council awarded the contract to Hua Tong Engineering Group,
Inc., in the amount of $159,758. Additional project funds are needed due to an unanticipated
increase in contract quantities for underground electrical conduit and wiring at Live Oak Manor
and Blossom Hill Parks.
The original design was to install underground conduits parallel to the existing pathways to limit
damage to the turf areas. Prior to the start of construction, the contractor was required to locate
existing underground utilities. Conflicts with the turf irrigation system were discovered after the
start of the project. Location of irrigation main lines was inconsistent with construction
drawings, necessitating the contractor to relocate conduit and to modify spacing between light
poles. Staff concluded that the associated cost to relocate the underground electrical was less
expensive than modifications to the irrigation systems in both locations.
The contractor has satisfactorily completed the project and PPW recommends acceptance. Five
percent of the faithful performance bond will remain in effect for a period of two years as
guarantee for any needed repair and/or replacement caused by defective materials and
workmanship.
The execution and recordation of the Certificate of Acceptance is now required to finalize the
Town's acceptance of the project.
CONCLUSION:
Staff recommends that the Town Council amend the existing agreement and authorize a budget
transfer in the amount of $5,000 from the Retaining Wall Repairs Project 411- 815 -9930 to the
Town Park Lighting Project 411 - 831 -4607. In addition, staff recommends that the Town
Council authorize the Town Manager to execute a Certificate of Acceptance and Notice of
Completion accepting the work of Hua tong Engineering Group, Inc. and authorize recording by
the Clerk Administrator.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will not be filed.
FISCAL IMPACT:
If the proposed budget transfer is approved, there will be funds to accept this project as
demonstrated in the table on the following page.
PAGE
AUGUST 4, 2014
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -30 —TOWN PARK LIGHTING PROJECT 411- 831 -4607
FISCAL IMPACT (cont'd):
Available Expended/ Proposed
Budget Encumbered Budget
V14 Fiscal Lnpact Fundine To Date Transfer
Consultation Services 1,000
TOTALS $ 505,987
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