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Home My WebLink About2025-02-04; City Council; 02; Increase to the City Manager’s change order authority for construction of the traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo WayCA Review GH Meeting Date: Feb. 4, 2025 To: Mayor and City Council From: Geoff Patnoe, City Manager Staff Contact: John Kim, City Traffic Engineer john.kim@carlsbadca.gov, 442-339-2757 Subject: Increase to the City Manager’s change order authority for construction of the traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way Districts: 1, 2, 3 Recommended Actions Adopt a resolution authorizing an increase to the City Manager’s change order authority for an additional $150,000.00 for construction of the traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, as part of Capital Improvement Program Project No. 6070. Executive Summary Staff recommend that the City Council authorize an increase to the City Manager’s authority to issue change orders because an additional $150,000.00 is needed for construction of the traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, in Capital Improvement Program Project No. 6070. No additional appropriation is requested because sufficient funds have been budgeted for the project. The $150,000.00 exceeds the City Manager’s current procurement authority so it requires City Council authorization in accordance with Carlsbad Municipal Code Section 3.28.040(D)(3). Explanation & Analysis The City Council awarded a construction contract to Quality Construction & Engineering, Inc. On June 18, 2024, for the traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way. (Resolution No. 2024-137) These improvements are part of the Residential Traffic Improvement Program, Capital Improvement Program Project No. 6070, which is an ongoing project encompassing the city’s various traffic improvement program efforts. The construction of this project started in September 2024 with an anticipated completion date of March 2025. The contract scope includes installing speed cushions on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, along with curb extensions at two intersections on Plum Tree Road, at Hidden Valley Road and Coneflower Drive. Feb. 4, 2025 Item #2 Page 1 of 4 During construction of the curb extensions on Plum Tree Road at Coneflower Drive, it was determined that the lip of the gutter for the new curbline at the northwest corner needed to be lower than the existing pavement to ensure proper drainage and maintain the water flow when it rains. This adjustment requires the roadway pavement at the intersection to be lowered by grinding further than anticipated before it can be overlayed with asphalt to create a smoother transition. This additional work is estimated to increase the project costs by $54,000.00. In addition, more concrete will be needed for the sidewalk reconstruction than was included in the original bid estimate. The contract specified 874 square feet of sidewalk, but the estimated quantity is now 4,850 square feet, resulting in an additional cost of approximately $96,000.00. Staff have determined that an additional $150,000.00 is required to complete the traffic calming improvements and are requesting authorization to increase the City Manager’s change order authority for the contract by an additional $150,000.00 to allow the issuance of the change orders needed to complete the project. Fiscal Analysis Sufficient budget is available in the Residential Traffic Improvement Program, Capital Improvement Program Project No. 6070, to complete this project. The available budget and estimated construction costs are shown in the following table: Environmental Evaluation The City Planner, through the process outlined in Carlsbad Municipal Code Section 19.04.060, has determined that this project is exempt from the California Environmental Quality Act under California Code of Regulations Section15301(c), which covers the repair, maintenance, or minor alteration of existing public structures or facilities involving negligible or no expansion of use. The improvements to these streets involve negligible expansion of the current use. A notice of exemption was filed with the San Diego County Clerk and the California State Clearinghouse on May 9, 2024. Next Steps Upon the City Council’s approval, staff will prepare a change order to the contract with Quality Construction & Engineering, Inc. for the additional work on Plum Tree Road. Exhibit 1. City Council resolution Residential Traffic Improvement Program Capital Improvement Program Project No. 6070 Total appropriation to date $3,788,000.00 Total expenditures and encumbrances to date -$2,999,869.00 Total available budget $788,131.00 Additional change order authority requested -$150,000.00 Remaining available budget $638,131.00 Additional appropriation needed $0 Feb. 4, 2025 Item #2 Page 2 of 4 RESOLUTION NO. 2025-033 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING AN INCREASE TO THE CITY MANAGER'S CHANGE ORDER AUTHORITY FOR AN ADDITIONAL $150,000.00 FOR CONSTRUCTION OF THE TRAFFIC CALMING IMPROVEMENTS ON PARK DRIVE, BLACK RAIL ROAD, PLUM TREE ROAD AND CARRILLO WAY, AS PART OF CAPITAL IMPROVEMENT PROGRAM PROJECT NO. 6070 WHEREAS, on June 18, 2024, the City Council of the City of Carlsbad, California adopted Resolution No. 2024-137, awarding a $247,922.00 construction contract to Quality Construction & Engineering, Inc. for the traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, Capital Improvement Program, or CIP, Project No. 6070, or Project; and WHEREAS, the Project scope includes installation of speed cushions on Park Drive, Black Rail Road, Plum Tree Road, and Carrillo Way, along with curb extensions at two intersections on Plum Tree Road-Hidden Valley Road and Coneflower Drive; and WHEREAS, the contractor began work in September 2024; and WHEREAS, during construction of the curb extensions on Plum Tree Road at Coneflower Drive, it was discovered that the lip of the gutter for the new curbline at the northwest corner must be lower than the existing pavement to ensure proper drainage and maintain positive water flow during rain events; and WHEREAS, this adjustment requires the roadway pavement at the intersection to be lowered by grinding before overlaying with asphalt to create a smoother transition; and WHEREAS, this additional work is estimated to increase the Project costs by $54,000.00; and WHEREAS, the concrete quantity for the sidewalk reconstruction has exceeded the original bid estimate, resulting in an additional cost of approximately $96,000.00; and WHEREAS, staff have determined that an additional $150,000.00 in project budget and change order authority is required to complete the work; and WHEREAS, staff are requesting authorization to increase the City Manager's change order authority for an additional $150,000.00 for this Project; and WHEREAS, sufficient funds are available in the Residential Traffic Improvement Program funds in CIP Project No. 6070 to complete the Project; and WHEREAS, the City Planner has determined that the project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15301(c), which covers the repair, maintenance, or minor alteration of existing public structures or facilities involving negligible or no expansion of use; and WHEREAS, a notice of exemption was filed with the San Diego County Clerk and the California State Clearinghouse on May 9, 2024. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the City Manager, or designee, is hereby authorized to approve construction change orders for traffic calming improvements on Park Drive, Black Rail Road, Plum Tree Road and Carrillo Way, in CIP Project No. 6070, for an additional amount of $150,000.00. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 4th day of February 2025, by the following vote, to wit : AYES : NAYS: ABSTAIN: ABSENT: Blackburn, Bhat-Patel, Acosta, Shin . None. Burkholder. None. KEITH BLACKBURN, Mayor