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Home My WebLink About2020-12-15; City Council; ; Appropriation of an Additional $195,000 for the Palomar Airport Road Widening ProjectMeeting Date: Dec. 15, 2020 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Babaq Taj, Engineering Manager babaq.taj@carlsbadca.gov, 760-637-0006 Subject: Appropriation of an Additional $195,000 for the Palomar Airport Road Widening Project Recommended Action Adopt a resolution authorizing appropriation of an additional $195,000 from the Gas Tax Fund for the Palomar Airport Road Widening Project, Capital Improvement Program, project nos. 6043 and 6044. Executive Summary The project requires an additional appropriation of $195,000 for construction support services, including public outreach, engineering support, construction management, inspection, materials testing and staff time to support the management and close-out through an extended construction duration. Under Carlsbad Municipal Code Section 3.28.040.D.3, the City Council’s authorization is required to appropriate additional funds to Capital Improvement Program project budgets. Discussion Background On July 23, 2019, the City Council awarded a contract to Just Construction, Inc. to construct the project for an amount not to exceed $741,463.10 and authorizing approval of construction change orders up to $135,000 (City Council Resolution 2019-128). The project consists of improvements along eastbound Palomar Airport Road at the intersection with Paseo Del Norte. The left-turn lane modification, identified as CIP Project No. 6043, will extend the existing left- turn pocket on eastbound Palomar Airport Road on the approach to northbound Paseo Del Norte an additional 175 feet to the west by removing a portion of the raised concrete median. The right-turn lane improvement, identified as CIP Project No. 6044, will create a new, dedicated right-turn lane on eastbound Palomar Airport Road on the approach to southbound Paseo Del Norte. The project began Dec. 17, 2019, which, under the contract, set the initial completion date as March 27, 2020, but the project has encountered delays. On Nov. 19, 2019, the City Council appropriated additional funds in the amount of $125,000 for construction support services. (Resolution 2019-237) Dec. 15, 2020 Item #7 Page 1 of 6 On Oct. 20, 2020, the City Council appropriated additional funds in the amount of $136,000 for construction support services to complete the project. (Resolution 2020-207) Since Oct. 20, 2020, the project has incurred additional delays. Staff estimates the contractor to complete the remainder of the construction in January 2021, with the administrative close-out and final resolution of any remaining potential claims or disputes by April 2021. Staff requests an additional appropriation of $195,000 for necessary construction support services to complete the project over a longer-than-expected construction duration. These services include construction management, inspection, materials testing, public outreach and engineering services. As reported to the City Council on Oct. 20, 2020, the contractor has claimed that it has incurred potential damages totaling $650,000, but has not submitted its claims through the informal dispute-resolution process identified in the contract. Resolution of outstanding disputes will be addressed under the terms of the contract. This has the potential to result in a request that the council appropriate additional funds for this project in the future. Fiscal Analysis Funding from two sources has been appropriated for the project in the past: $300,084 from the Gas Tax Fund and $1,175,916 from Prop A – Local Funds (TransNet, the countywide sales tax for transportation projects). An additional funding appropriation in an amount of $195,000 from the Gas Tax Fund is required to complete the project. Sufficient funding is available. The additional requested gas tax funds will be distributed to Capital Improvement Program projects nos. 6043 and 6044 in the amounts of $57,353 and $137,647, respectively. The available funds and distribution of funds for each project are shown in the following table: Palomar Airport Road Widening Project, Capital Improvement Program project nos. 6043 and 6044 Total appropriation to date (Gas Tax Fund and TransNet) $1,476,000 Total expenditures and encumbrances to date $1,476,000 Current project account balance – CIP project nos. 6043 and 6044 $0 Additional construction support services $195,000 Total estimated additional project costs $195,000 Remaining balance after CIP project nos. 6043 and 6044 $(195,000) Additional appropriation needed $195,000 Dec. 15, 2020 Item #7 Page 2 of 6 Distribution of additional appropriated funds Additional appropriation – Palomar Airport Road and Paseo Del Norte left-turn lane, CIP Project No. 6043 $57,353 Additional appropriation – Palomar Airport Road and Paseo Del Norte right- turn lane, CIP Project No. 6044 $137,647 Next Steps Upon City Council approval and authorization of the additional appropriation, staff will appropriate the additional funds and set them aside for this project. Staff will continue to monitor the progress of construction and notify the City Council of known impacts that could delay the completion of construction beyond January 2021 or additional increases to the project budget. Staff will return to the City Council for authorization if additional appropriation is needed. Environmental Evaluation (CEQA) The project is exempt from the California Environmental Quality Act under CEQA per CEQA Guidelines Section 15301(c), which covers the minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion. A notice of exemption was filed in the office of the San Diego County Clerk on Feb. 20, 2018, for a 30-day period of public review. Public Notification Public notice of this item was posted in keeping with the Ralph M. Brown Act and it was available for public viewing and review at least 72 hours before the scheduled meeting date. Exhibits 1.City Council Resolution 2.Location map Dec. 15, 2020 Item #7 Page 3 of 6 RESOLUTION NO. 2020-239 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING APPROPRIATION OF ADDITIONAL FUNDS IN THE AMOUNT OF $195,000 FROM THE GAS TAX FUND FOR THE PALOMAR AIRPORT ROAD WIDENING PROJECT, CAPITAL IMPROVEMENT PROGRAM (CIP) PROJECT NOS. 6043 AND 6044 (PROJECT) WHEREAS, on July 23, 2019, the City Council of the City of Carlsbad, California adopted Resolution No. 2019-128, awarding a contract to Just Construction, Inc. (Contractor) in an amount not to exceed $741,463.10 for the Project, and authorized approval of construction change orders up to $135,000; and WHEREAS, on Nov. 19, 2019, the City Council adopted Resolution No. 2019-237, authorizing an additional appropriation in the amount of $125,000 for construction support services, which includes public outreach, engineering support, construction management, inspection, materials testing and staff time; and WHEREAS, on Oct. 20, 2020, the City Council adopted Resolution No. 2020-207, authorizing an additional appropriation in the amount of $136,000 for construction support services to complete the Project; and WHEREAS, staff has determined an additional $195,000 of funding is required to provide the necessary services for construction management, inspection, materials testing, public outreach, and engineering support through an extended construction duration; and WHEREAS, sufficient Gas Tax funds in the amount of $195,000 are available to complete the Project; and WHEREAS, the city planner has determined that the Project is exempt from the California Environmental Quality Act (CEQA) per State CEQA Guidelines Section 15301(c) - minor alteration of existing facilities including streets, sidewalks, gutters, and similar facilities involving negligible or no expansion, and none of the exceptions described in CEQA Section 15300.2 are applicable to this project. A Notice of Exemption was filed in the office of the San Diego County Clerk on Feb. 20, 2018 for a 30- day public review. 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. Dec. 15, 2020 Item #7 Page 4 of 6 2. That the deputy city manager, administrative services is authorized and directed to appropriate funds from the Gas Tax Fund in the amount of $57,353 and $137,647 to the Palomar Airport Road and Paseo Del Norte Left-Turn Lane Project (CIP Project No. 6043) and the Palomar Airport Road and Paseo Del Norte Right-Turn Lane Project (CIP Project No. 6044), respectively, for a total appropriation of $195,000 in support of construction of the Project. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 15th day of December, 2020, by the following vote, to wit: AYES: Hall, Blackburn, Acosta, Bhat-Patel, Schumacher. NAYS: None. ABSENT: None. MATT HALL, Mayor fb\-- BARBARA ENGLESON, City Clerk (SEAL) Dec. 15, 2020 Item #7 Page 5 of 6 Exhibit 2 Dec. 15, 2020 Item #7 Page 6 of 6 Babaq Taj, Engineering Manager Dec. 15, 2020 Appropriation of an Additional $195,000 for the Palomar Airport Road Widening Project Recommendation •Adopt a resolution for the appropriation of additional funds in an amount of $195,000 from the Gas Tax Fund for the Palomar Airport Road Widening Project, Capital Improvement Program, Project Nos. 6043 and 6044 Background •Construction delays have increased the city’s cost to complete the project. The project requires additional funding for necessary construction support services, including: public outreach; engineering support; construction management, inspection and materials testing; and staff time •The project consists of improvements along Palomar Airport Road at the intersection with Paseo Del Norte •The improvements will extend the existing left-turn pocket on eastbound Palomar Airport Road on the approach to northbound Paseo Del Norte and create a new, dedicated right-turn lane on eastbound Palomar Airport Road on the approach to southbound Paseo Del Norte Palomar Airport Rd. Next Steps •The project is approximately 80% complete; anticipated to be complete in January 2021 •Staff will continue to manage the project and oversee the safety, quality and progress of this high-provide project in the city’s right of way •Staff will notify City Council if the completion of the project is anticipated to be delayed beyond January 2021 Recommendation •Adopt a resolution for the appropriation of additional funds in the amount of $195,000 from the Gas Tax Fund for the Palomar Airport Road Widening Project, Capital Improvement Program Project Nos. 6043 and 6044 Thank you