The URL can be used to link to this page

Home My WebLink About2003-12-09; City Council; 17399; Transfer of Appropriations Rancho Santa Fe Road\g# 17,399 ATG. 12/09/03 IEPT. ENG TITLE: AUTHORIZING THE TRANSFER OF APPROPRIATIONS FROM RANCHO SANTA FE ROAD NORTH, PHASE 2, PROJECT NO. 3907 TO PHASE 1, PROJECT NO. 3190 e CITY ATTY. . RECOMMENDED ACTION: Adopt Resolution No. 2003-319 Santa Fe Road North, Phase 2, Project No. 3907 to Phase 1, Project No. 31 90. authorizing the transfer of appropriations from Rancho ITEM EXPLANATION: The entire Rancho Santa Fe Road realignment project was initially designed as one project. For administrative management purposes, the project was broken out into two phases. The Notice Inviting Bids for Phase 1 describes the entire geographical area encompassed by what is now described as Phase 1 and Phase 2 of the Rancho Santa Fe Road realignment project. Completing both phases of the Rancho Santa Fe Road realignment safely, promptly, and economically is the City's ultimate goal. In order to achieve this goal, staff recommends the clearing work for the Rancho Santa Fe Road Phase 2 project area be completed as a change order under the current Phase 1 contract. Authorizing this change order will avoid delaying the start of Phase 2 construction by approximately six months. The Environmental Impact Report covered the entire Rancho Santa Fe Road as one project with provisions to build in two phases. Environmental agency permits limit the timeframe clearing existing brush and undergrowth from the project area can occur. Authorization to advertise for bids for Rancho Santa Fe Road North, Phase 2, was approved by City Council at the November 4, 2003 meeting. Early February 2004 is the estimated time for award of the Phase 2 project contract and clearing of the project area between February 15 and July 31 of each year is prohibited. Therefore, it would not be possible for the successful Phase 2 bidder to complete the work before this deadline thus delaying the start of construction until August of 2004. Timely completion of the Rancho Santa Fe Road North project is important to Carlsbad and the neighboring communities. If construction of this regional transportation corridor is delayed, it would inconvenience motorists using the road. Further consideration is the potential loss of federal funding and expiration of environmental permits should the project be delayed. The Phase 2 project was delayed from its original schedule due to right-of-way issues that resulted in the filing of an unforeseeable eminent domain action and last minute additions to the plans and specifications to accommodate an added metering station necessary for the Recycled Water Master Plan Phase 2 project. Plans and specifications for the Phase 2 clearing work have been prepared and staff has negotiated a price of $303,000 for the Phase 2 clearing with the contractor for the Rancho Santa Fe Road North, Phase 1 project. Phase 1 is currently under construction and is expected to be complete in August 2004. This clearing work includes the removal of trees within San Marcos Creek that are within the project work limits. ENVIRONMENTAL REVIEW: EIR 91-1 for the Rancho Santa Fe Road Realignment and Mass Grading was approved by City Council on June 2, 1992. An addendum to the EIR was approved by City Council on April 25, 2000. The Habitat Conservation Plan (HCP) was approved by the City of Carlsbad on June 7, 1995. The financing, bidding and clearing of the project would not create any additional environmental impacts that have not otherwise been evaluated and considered during the issuance of the documents noted above. I Page 2 of Agenda Bill No. l7 399 Clearing FISCAL IMPACT: $1 29,000 The total estimated cost associated with the clearing project is approximately $337,000 as shown in Table 1. Fencing TABLE 1 - CLEARING COST ESTIMATE $1 0,000 Erosion Control $164,000 Council awarded the Phase 1 construction contract to ErrecdHanson SJH on November 19,2002 in the amount of $9,332,092. At that time, Council also appropriated a ten percent contingency in the amount of $933,209. Table 2 shows the amount of authorized change orders and the estimated pending change orders for Rancho Santa Fe Road, Phase 1. The total remaining contingency in the Phase 1 construction contract is not sufficient to complete the estimated Phase 2 clearing work. In addition, Phase 1 construction is approximately fifty percent complete and the remaining contingency may be necessary for additional work not yet identified. SUBTOTAL TABLE 2 - PHASE 1 CONSTRUCTION CONTRACT BUDGET $303.000 Sufficient funds have been appropriated to the Phase 2 project account to transfer to the Phase 1 account. Staff recommends the transfer of $337,000 from Phase 2 Project No. 3907 to Phase 1 Project No. 3901. EXHIBITS: 1. Location Map. 2. Resolution No. 2003-319 authorizing the transfer of appropriations from Rancho Santa Fe Road North, Phase 2, Project No. 3907 to Phase 1, Project No. 31 90. DEPARTMENT CONTACT: Carrie Loya-Smalley, (760) 602-2746, cloya8ci.carlsbad.ca.us I 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 2 00 3 -. 3 19 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE TRANSFER OF APPROPRIATIONS FROM RANCHO SANTA FE ROAD NORTH, PHASE 2, PROJECT NO. 3907 TO PHASE 1, PROJECT NO. 3190. WHEREAS, the entire Rancho Santa Fe Road realignment project was initially designed as one project. For administrative management purposes, the project was broken out into two phases. The Notice Inviting Bids for Phase 1 describes the entire geographical area encompassed by what is now described as Phase 1 and Phase 2 of the Rancho Santa Fe Road realignment project; and WHEREAS, completing both phases of the Rancho Santa Fe Road realignment safely, promptly, and economically is the City's ultimate goal. In order to achieve this goal, staff recommends the clearing work for the Rancho Santa Fe Road Phase 2 project area be completed as a change order under the current Phase 1 contract. Authorizing this change order will avoid delaying the start of Phase 2 construction by approximately six months; and WHEREAS, the approved environmental documents for Rancho Santa Fe Road North, require that no habitat removal take place during the gnatcatcher breeding season from February 15 through July 31 of each year; and WHEREAS, due to the time restriction on removing habitat, it is necessary to clear the habitat in the Rancho Santa Fe Road North, Phase 2 project area prior to awarding a contract for the construction of the road project; and WHEREAS, timely completion of the entire Rancho Santa Fe Road North project is critical to avoid further inconvenience to the public; and WHEREAS, the City of Carlsbad has met all requirements of the environmental permits for the Rancho Santa Fe Road North project; and WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary and in the public interest to clear the habitat for the Rancho Santa Fe Road North, Phase 2 project; and WHEREAS, the cost estimate for clearing the Rancho Santa Fe Road North, Phase 2 area 1s $337,000, which includes $303,000 for clearing, a contingency amount of $30,000 and an administrative cost of $4,000; and 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 WHEREAS, there are not sufficient appropriations remaining in the Rancho Santa Fe Road North, Phase 1 contingency account to pay for the clearing of the Phase 2 area; and WHEREAS, staff has reviewed plans and specifications for the clearing of Rancho Santa Fe Road North, Phase 2 and recommends that the clearing be undertaken by means of a construction change order to the Rancho Santa Fe Road North, Phase 1 contract. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carisbad, California, as follows: 1. 2. That the above recitations are true and correct. That the habitat clearing of the Rancho Santa Fe Road, Phase 2 project area shall be completed by means of a construction change order to the Rancho Santa Fe Road North, Phase 1 contract. 3. That the amount of $303,000 plus a contingency of $30,000 and an administrative cost of $4,000 for a total of $337,000, is transferred from Rancho Santa Fe Road, Phase 2 Project No. 3907 budget to Rancho Santa Fe Road North, Phase 1 Project No. 3190 budget to clear the habitat for the Rancho Santa Fe North, Phase 2 project. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 9th day of December , 2003 by the following vote, to wit: AYES: Council Members Lewis, Finnila, Kulchin, Hall and Packard ATTEST Page 2 of 2 of Resolution No. 2003-319 (SEAL)