Title
Approve the addition of the 1200 Aguajito Road Elevator Modernization, Project No. 8559, to the approved list of Capital Projects for Fiscal Year 2014-15 in Capital Projects Fund 401.
Report
RECOMMENDATION:
It is recommended the Board of Supervisors approve the addition of the 1200 Aguajito Road Elevator Modernization, Project No. 8559, to the approved list of Capital Projects for Fiscal Year 2014-15 in Capital Projects Fund 401.
SUMMARY/DISCUSSION:
This project was approved in the Fiscal Year (FY) 2013-14 Adopted Budget with identified project costs of $200,000. Initially, it was anticipated the project would be completed in FY 2013-14. This project was not identified as an approved project in FY 2014-15. Staff recommends adding this project to the approved list of Capital Projects for FY 2014-15 in the Capital Projects Fund 401, with an increase to the project budget of $245,663 for a total project budget of $445,663. Once sufficient funding is in place, the Project will be completed utilizing Job Order Contracting (JOC). Construction is anticipated to begin November 2014, with completion scheduled by May 2015.
The project scope and construction budget were established in FY 2012-13 and then updated in FY 2013-14 when funding was allocated to the project. The construction estimate was based on a then current quote from a qualified elevator service company and the application of overhead for the contractor. In June 2014, the County issued a Request For Proposals under the JOC program and in August received a proposal for construction of $270,489. This proposal for construction costs is $84,651 higher than the earlier construction cost estimate of $185,838. The County also established an allowance for required electrical, low voltage, and communications infrastructure upgrades in the amount of $66,000. Primary factors accounting for this variance include: omissions in the quotes received in FY 2012-13 and FY 2013-14 upon which construction cost estimates were based, including infrastructure upgrades; and the determination to minimize disruption of the daily operations of the County and Superior Court by performing the remediation and selected construction work during non-business hours and weekends.
Staff and consultant project and construction management costs have also increased by $95,011 for the following reasons: consultant monitoring and oversight of the remediation and work during non-business hours at an estimated cost of $13,000; establishment of a 10 percent construction contingency estimated in the amount of $27,049; license fees payable to The Gordian Group estimated at $4,232 as a function of higher JOC proposal; increased staff costs of $50,730 for additional coordination with the Administrative Office of the Courts (AOC), additional coordination and facilitation of infrastructure upgrades, and projected staff costs associated with noticing and managing the remediation project at a multi-departmental facility. The original project budget allowed for less than $5,000 in staff management costs, which significantly underestimated the staff effort necessary to effectively manage the project through to completion.
The Project has been determined to be categorically exempt (Class 1) from the California Environmental Quality Act (CEQA) because it involves only a minor maintenance and repairs of the existing public facility's elevator, which involves no expansion of an existing use. (See CCR Section 15301, Existing Facilities). The Notice of Exemption was filed on February 11, 2014.
On March 12, 2014, the County provided AOC with a project cost estimate of $200,000. Per the terms of a joint occupancy agreement and based on the Court's proportional occupancy of the site, the AOC is responsible to pay its share of the project costs, equal to 50.14 percent. On April 17, 2014, the AOC granted approval to proceed with the Elevator Modernization Project in which their share was then $100,280 or 50.14 percent of the estimated project cost of $200,000. The County has notified the AOC of the new revised project cost estimate which increases their share of the project costs proportionally.
OTHER AGENCY INVOLVEMENT:
The recommended actions were presented to the Capital Improvement and Budget Committees on September 8, and September 24, 2014, respectively.
FINANCING:
There is no impact to the General Fund. There are sufficient appropriations in the FY 2014-15 Adopted Budget for the Capital Projects Fund 401, project line Scheduled Maintenance Projects. Staff recommends utilizing $245,663 from this project line for the increased project costs, of which $123,175 is the AOC's share. The remaining $200,000 allocated in FY 2013-14 adopted budget is still available for this project. The project is contingent upon receiving the AOC's approval for its revised share of the increased costs.
Prepared by: Dave Pratt, Management Analyst III (831)796-6091
Approved by:
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Robert K. Murdoch, P.E., Director of Public Works
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Benny J. Young, RMA Director
Dated: September 22, 2014
Attachments: Project Budget; Location Map