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Home My WebLink About1990-01-08 90-38 ORDERPage _of_ Council Action Date 1-8-90 Item No. 90-38 Item/Subject: Order, Authorizing the City Manager to Take the Necessary Steps to Eliminate the Deficit in the Cascade Park Renovation Respomible Department: Capital Account City Manager Commentary: The attached order will authorize the City Manager to make the necessary adjustment to eliminate the deficit in the Cascade Park Capital Account. Two separate adjustments are proposed. The first reduces the charges which the Public Services Department has made against the project. This represents primarily administra- tive overhead and equipment charges. Second, the order authorizes the transfer of up to $34,695.93 from the Parks and Recreation Depart- ment's Park and Playground construction account to cover the differ- s between the project's budget of $160,000 and the amount actually raised (currently $125,304.57). This transfer would not occur until June 1, 1990 to allow for additional time for fund raising. I have also attached my memoof October 20, 1989 which provides background information onthis. situation. These recommendations were reviewed andapproved by the Finance Committee. I also recommend your approval. GtY AleneBe, Associated Information: - Order, Memorandum Budget Approval: - ,U, Parka and Recreation YF%neuae 0inrw 48-30,10.17 ($34,695,93) m/ Legal Approval: c�n1 d1 \Ulys' dill -ori Page _of_ - Aeupmd to Counnli« stone, Tanury 8, 1990 p CITY OF BANGOR QITUJ (0CDET Authorizing the City Manager to Take The Necessary .� ""'S'E'eps to Eliminate the Deficit in the Cascade Park Renovation Capital Account BY the City CA"WU of Hu aty ofDampr ORDERED, I . . THAT the city Manager is hereby authorized to take the following steps to eliminate the Deficit in the Cascade Park Renovation Capital Account: (1) Reduce thecharges against the project from the Public Services Department in an amount not to exceed $50,985.65; and (2) Transfer an amount from Account Number 48-30.10.17 (Park and Playground Construction) equal to the difference between $160,000 and the amount of money raised from the public for this purpose This amount shall not exceed $34,695.93 and the transfer shall not take place prier to June 1, 1990 in order to provide time for additional contributions to be received. 90-38 O ROER IN CITY COUNCIL January 8, 1990 Pe ed Title ( �r� ,QyTTapieigg, [M1e, Ci[y, tteneger, [o, Teke Ciry CLERK the Necessary Steps to Eliminate the Opf�c1[, Su, [A¢, Csacad¢; Park, R¢novaClon Capital Account. .......... Councilman.. CASCAD3 P}.W: - COST CUAPARISMS ACTNITf ii STtMa'C T CIXAVLLTF. +�(-) _ (5'AG) eamte contract, Bangor Crater District, Plaques ... S 45,400 3 40,748.84 3( 4,651.) (5301) Fountain Repair - Rebuild conn Aslab, fountain equipment 20,179 28,968.32 + 8,789. (5302) Distribution Piping, sun tion Pit 4,267 4,473.65 + 207. (5313) walkways, Brickwork, etc. 17,500 28.862.82 +11,363. (53,4) Grading, team, 4 seed 1,000 15,052.88 +14,053. (5315) Electrical Work 16,029 20,769.16 + 4,740. (5306) Parking Lot 16,433 17,332.11 + 899. (5307) Tree xemvals - - 996.32 996. (5308 Romove existinS Auaphouse - 85.95 + 86. (5:09) Eemove existi� road - 322.93 + 323• (5310) Stonework - Pool Perimeter - 1,862.89 + 1,663. (5311) Pump vault 3,100 5,132.79 + 2,033, (5312) storm drain to state St. 7,000 3,x52.87 ( 3,147.) (5313) mew catebrasins - 1,042.98 + 1,043. (5314) Landscanin{5 (Trees, sbxvbs, Flowers) 10,000 26,809.62 +16,810. (5315) Benches 4,800 59629,86 + 830. Yantis (so�,ea R)316o,000 9201,943.99 +341,944 ADD: Temporary Repairs (1988) 11,263.77 3213.201.76 :0 MEMORANDUM City Manager's Office DATE: October 20, 1989 TO: Honorable Council Chair and Members of the City Council FROM: Edward A. Barrett, City Manager SUBJECT: Cascade Park Attached please find a final financial summary for the work performed at Cascade Park. This information is broken down by major activity. Estimated costs are compared with actual/completed work. As you can see, final project costs exceeded the estimated budget by approximately $42,000. There are a number of reasons for the cost overruns. In regard to some ofthe rehabilitation work such as the repair of the fountain pool, the existing condition of the pool was found to require m ovation work than was estimated. Grading,loam and seeding w originally considered to be fairly m However, a construction proceeded it became obvious that a water runoff problem existed (the fountain pool is at the lowest point in the park) and that grading and subsequent reseeding would be required. This also necessitated the installation of a new catchbasin to assist in redirecting water flow Finally, substantially more was spent on landscaping than was originally budgeted. In reviewing actual costs, Sim Ring of the Public Works Department believes in most cases the costs are a fair reflection of the amount of work performed. He does feel, however, that the end cost of thewalkways, brickwork, etc. may be somewhat too high. It should also be noted that the cost of temporary repairs performed in the summer of 1988 were not included in the projects overall $160,000 budget. Of the total cost of $213,207.76, $111,883.17 represent charges from the Public Works Department. These charges are as follows: Labor: $ 47,063.93 Equipment: 14,388.05 Materials: 26,899.16 Overhead (508 of labor) 23,532.03 TOTAL $111,883.17 Given that we exceeded our budget estimates, I would recommend that the overhead and equipment charges be deleted from the costs associated with the project. This will reduce the budget overrun from $41,944 to $3,024. I would recommend that this amount and the $11,263.77 for the 1988 temporary repairs be absorbed by the Public Works Department's budget. This will bring the charges to the project to $160,000. I have reviewed the Public Works' budget as of the end of September, and these adjustments can be absorbed by the Department with no problem. At the present time, we have received approximately $125,000 in donations for this project. I will be meeting next week with some of the principals from the Committee to Save Cascade Park to review w the project's status with them. I would recommend that w establish a cut-off date for any additional fundraising. This date should be sometime during the current fiscal year. If the full $160,000 is not raised, I would then recommend the difference be charged against the park improvements appropriation in this year's operating budget. I believe the cost overrun came about for a variety of reasons. First, this was a project which was expedited inorder to complete the work by Labor Day. As a result, design work and project planning were occurring at the same time a a construction was proceeding. In addition, this approachrequired that most of the work be performed by Public Works on a time and materials basis asopposed to bidding the work out for a flat fee. If the work had been bid, costs could have been established at the beginning of the process -- not at the end. When Public Works is halfway through grading and seeking, the work must continue even if the budget is exceeded. Finally, in several areas, staff was negligent in budgetary control. When the landscaping budget was met, we should have stopped and held over additional plantings until funds were available or for future years. As late as the end of June, it appeared that the project was generally on budget. Public Works charges for July, August, and September, the period when pressure was on to complete the project, created the overrun. On a more positive note, the project was completed and was done well. Clearly, it i a project with substantial public support and which has given a boost to community pride. If you have any questions regarding this information, please feel free to contact me. Once I have met with representatives of the Save Cascade Park Committee, 1 will bring forward my recommendations on how to address this problem to the Finance Committee and the_ku;l Council,,. I Edward A. Barrett, City Manager EAB/jdr Attachment cc: John Frawley Jim Ring Dale Theriault