03. Summer schedule of Council meetingsPUBLIC WORKS DEPARTMENT
CUPERTINO
AGENDA ITEM
3
Summary
SUBJECT AND ISSUE
Review of summer schedule of Council meetings
BACKGROUND
AGENDA DATE May 27, 2008
On May 20, 2008 the Council acted to approve the award of the Stevens Creek Corridor
Phase I-A (Creek and Bridge) construction contract. In addition the Council passed an
action that specified that the award of the construction contract for the Phase I-B (Park
and Trail) project would be awarded when all five council members are present to vote.
Because there are scheduling implications to the project depending on when the Council
determines to meet over the summer, Staff feels obligated to provide some background
for the Council's consideration during the discussion of this item.
The phase I-B schedule is as follows:
Bid Opening June 26, 2008
Award of Contract July I, 2008
Notice to Proceed July 21, 2008
Substantial Completion May 16, 2009
Park Reopens Memorial Weekend 2009 (May 23-25)
Implications of Delaying the Phase I-B Construction Contract Award
The low bid is good for 90 days following the bid opening, which would be September
24, and presumably there is no likelihood of missing that date so the low bid is not a
factor. The phase I-B project is not constrained by the limiting dates for the creek work in
Phase I-B so that is also not a factor.
However, as can be seen from the above schedule, the contract provides for 39 weeks of
construction that would conclude on May 16, 2009. The impact of postponing the award
by even two weeks to July 15, 2008 could cause the end date of the project to move out
two weeks as well to May 30, 2008 which is beyond the Memorial Day weekend that has
always been planned for opening. To push the award date into August (5th or 19th) could
extend the opening even further into June 2009.
It is always possible for a project of this duration to be completed earlier than anticipated
to the extent that moving the award date may not impact the end date of construction.
Should the Council decide to award later than July 1, 2008, Staff will make every effort
to try and finish the project early but the contractor will still have 39 weeks if they should
require it. It is, on the other hand, possible that construction or weather delays could
extend it further, although our constructability review suggests that such a delay during
construction is unlikely.
Similarly, while Staff does not believe there are any cost or liability implications of
pushing the opening out if necessary, there is undoubtedly an expectation in the
Community that the Memorial Weekend in 2009 was to be the re-opening of the Park.
The Council clearly has the prerogative of determining which Council meeting in July or
August would be most appropriate for awarding the Contract. However, in exercising that
prerogative, it is important to the Staff for the Council to recognize that Staff and the
City's consultants have maintained the schedule that was developed in October of 2006
and reaffirmed on March 18 and May 20, 2008. As such, the project management team
has delivered Phase I-A on time and within the approved budget and are committed and
on track to do so for the Phase I-B project as well in accordance with the above schedule.
This report is for the Council's information and consideration.
Submitted by:
C~.~ u r~C Cpl
Ralph A. Qualls, Jr.
Director of Public Works
Approved for submission:
David W. Knapp
City Manager