To: Honorable Mayor and Members of Town Council
From: Bob Goebel, P.E., Public Works Director
Trish Muller, Finance Director
Aaron Monks, Public Works Project Manager
Title
Resolution Authorizing the Town Manager and Finance Director to Reallocate Approved Funds for the Pavement Maintenance Program
Body
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Executive Summary
This item is requesting Town Council’s approval of a Resolution (Attachment A) authorizing the Town Manager and Finance Director to reallocate contract funds among independent Pavement Maintenance Program (PMP) contracts that have been approved by Town Council. This approval provides for the efficient adjustment of work scopes among contracts that result from changes that are identified during the course of the year without any increase to the approved PMP budget. In past years staff has noticed that it is common to realize savings in some contract areas and increases in others as a result of changing conditions and newly identified maintenance needs.
The 2018 PMP is projected to be completed under the total appropriated program budget amount. The 2018 Council approved budget for all PMP contracts combined is $6,577,587 within account 120-3140-431-40-35. A total of eight independent maintenance contracts have been approved for completion of different maintenance treatments. All eight contracts will be completed under this PMP budget.
In order to expedite completion of projects within the PMP, staff is requesting that Council authorize the Town Manager and Finance Director to reallocate savings as necessary in certain approved contract to other approved contracts as necessary to accommodate any identified changes to work scopes. These reallocations of funds will not increase the total appropriated budget authorized by Town Council for the program.
Discussion
During the course of the contract period, some additional work is identified in some contracts while savings are realized in others. In order to improve administrative efficiencies, the ability to reallocate funds between each contract would be beneficial. This allows for minimum disruption to the traveling public, and potential cost increases, by minimizing the need for contractors to remobilize resources to an area they are working in to complete additional work. This overall Council approved PMP budget would not be exceeded. Table 1 (Attachment B) shows the encumbrances from the PMP account for each of the eight contracts.
Staff is scheduled to present this item to the Public Works Commission at their March 5, 2018 meeting. Their recommendations will be presented to Council at the March 6, 2018 Council meeting.
Budget Impact
This Resolution will not exceed the total appropriated budget of $6,982,060 account 120-3140-431-40-35.
Staff Recommendation
Public Works and Finance Department staff recommends the Town Council approve the Resolution as introduced by title.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Attachment B: Table 1