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Home My WebLink About20081215 - VI-12VI-12 MEMO To: Honorable Mayor and City Council From: Tom Montgomery Date: December g, 2008 Re: Approve Budget Amendment for Cal Ruedy Public Works Facility Office Expansion Project Council is requested to approve increasing the Cal Ruedy Public Works Facility Office Expansion Project budget by $i75,ooo to cover additional costs for site improvements and the remodel of the existing facility to house operations during construction of the new office area. The Finance Committee of the City Council met on Monday, December 8, to review the budget amendment request. Below is a summary illustrating TKDA's budget estimate developed 5-31-07 and actual expenditures through 11/11/08: Item TKDA Consulting Fees Site Work Furnishings New Construction Remodel Trailer Rental Estimate (Mav oil Actual (ii-o81 Difference $ 265,000.00 $ 3oa,ooo.oo $ 160,000.00 $1,410,150.00 $ 50,000.00 $ 20,000.00 $2,205,150.00 $ 270,671.36 $ 367,020.2'] $ 158,271.76 $1,417787.40 $ 89,713.66 _$ 6,x,0'1.04 $2,309,967-49 $ 5,671.36 $ 6'],020.27 $ (1,728.24) $ 7,637.40 $ 39713.66 $ (1~,4A6.~ $io4~g17.49 The overruns are occurring primarily as part of the site work and the remodeling. Avery large part of the site work overrun is attributable to much higher bituminous costs for pa~~ing, as material costs increased over 50% from the estimate date of spring of o~ to the actual construction date of fall of o8. In addition, the site work estimate was a placeholder number and not a detailed estimate since the Engineering Department was going to design the site work in house in 2008 and Public Works operators were to complete site grading and paving preparation operations. Below is a summary of the budget amendment request: BudgetAmendment Request Existing over 5/31/0 Budget Estimate $ 104,817.49 Add'1 Expenses not yet invoiced $ 33,000.00 Landscaping Mat'1 Expenses for Spring o9 $ 31,000.00 total, budget amendment estimate $ i68,8i~.49 The Finance Committee was requested to approve an additional $i75,ooo in funding from the SAC fund, which has a current balance of $ 1,28i,94r• ~ Council may recall from the planning meetings for the City Hall and Public Works projects, SAC funds were used to fund the Public Works project and part of the City HaII project, with the intent to leave a reserve of at least $i,ooo,ooo. The Finance Committee also considered a proposal to construct part of an off road bituminous trail along the loth St. and Progress Drive sides of the property that is part of a future planned trail to get bicyclists and pedestrian off of the shoulders of loth Street and provide a loop along the west side of the gorge and a connection to the Kennedy School trail and replacement of existing stressed pavement located behind (south side) of the PW works facility. Construction of the trail and pavement replacement would complete all planned future site improvements for the Public Works facility for the next 5+ years. Optional Budget Amendment Requests Bituminous Trail $ 4,000.00 Existing Pvmt Replacement $ 52,000.00 FINANCE COMMITTEE RECOMMENDATIONS The Finance Committee recommended increasing the Cal Ruedy Public Works Facility Office Expansion Project budget by $175,000. In an effort to hold down the remaining landscaping costs, the Committee recommended soliciting public donations of perennial plants this spring and requesting public donations for the purchase of memorial trees for the site. The Finance Committee did not support construction of the trail or replacement of the existing pavement at this time, citing the declining economy and lack of development which affects SAC funding. COUNCILACTION REQUESTED Council is requested to adopt the Finance Committee recommendations and approve increasing the Cal Ruedy Public Works Facility Office Expansion Project budget by $175,000. '+, ~~ ~-- ~--. :~- ~. ~. CITY Ofi HASTINGS PW Site Trail Proposal Public Works Site Add'I Paving M I ~ . -~-- vF _~ a Y A' ~ ' w _ ~ r ~ ~' ` ~ __ « ' ~~ j 7, i to ma ~i y / fir' ' t !~ O ( wtijr Y ~ ~ h~~ ~ d ~' 4t ~ . Y ~ V f 5. ~~ v ~~i ,.:5 -.~ i Y !t e ~ } Y ~J .r"~~ ~ . ~, .~^ . =ate ti ~ ~ y. ~ 'ma'r ~: ~.'°; _~~ ~~, ~.._ .,.:.. - r, - z . ~.~ , _- ~ ,r 1 i yy~~ ~ ~. E ` ~ ' ~ i . E t '~'t ~ ~.. ~ a ~ A ~ { ~ ~ ~ . .p yy / ~ ~ ` tij. "{ ~ .. ~l ~ r .. f ~ e r .. t. .. ~. t v ~ N t, «~ ~ ~ x e ~ i~ ~ ~" n ~, ~~ ;k .f(i ~ ~ ~ F ; ~ ~ - ~` r~ Af 1 j ~~ ~ y ~ 7~ ~F »» ~y~y; y. ,7'.'k ~ ~' ` ~ x 1' ~. 'Jw~ 1 /J N " }4 i :~ w'~ Oyu { ~ r ~ ~ ~ - ~ e . _ ~ ~ x rt t r' ! . 'I' k ~ _ f ~ 6 ~ h yp~~~ ~ r.. _ Y ~ ~ ,. 1 ~I 'R~~ x:15. ~ ? ~~ _ ; A ' K f ~ .. 3J ~._ 9f `fit ~.. ~. `~ ~ _ ..` " a t~ .~Y, n, ,~ E '~~ ~' ~