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Home My WebLink AboutHunter Lateral Relocation NE 3rd Broadway to Idaho 11/8/2023 1:40 PM City of Meridian FY2024 Budget Amendment Form Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# GILh Proj.if G/L#Description Total E 01 1840 1840 41200 11404 Wages 01 1840 41206 11404 PT/Seasonal Wages 01 1840 41210 11404 Overtime Please only complete the fields highlighted 01 1840 41304 11404 Uniform Allowance in Orange. 01 1840 42021 11404 FICA S Amendment Details 01 1 1840 42022 1 11404 IPERSI I S Title: Hunter Lat.Relocation-NE 3rd,Broadway to Idaho 01 1 1840 42024 11404 Worker's Comp $ Department Name: Other Government 01 1840 42025 1 11404 lEmoloyee Insurance $ Presenting Department Name: Other Government Total Personnel Costs $ Department#: 1840 Operating Expenditures Primary Funding Source: 1 Fund# Dept.4 G/L# Proj.# GIL0,Description One-Time On-Going Total CIP#: 01 1840 80150 11404 Development Expense S 800.970 S 800,970 Project#: 11404 01 1840 11404 $ 01 1840 11404 $ Is this for an Emergency? ❑ Yes 2 No 01 1840 11404 S New Level of Service? ❑ Yes ❑� No 01 1840 11404 S 01 1840 1 11404 $ Clerks Office Stamp 01 1840 11404 $ 01 1840 11404 S 01 1840 11404 $ 01 1840 11404 $ 01 1840 11404 $ 01 1840 11404 S 11-14-2023 01 1840 11404 $ Date of Council Approval Total Operating Expenditures $ 800,970 $ $ 800,970 Capital Outlay Fund# Dep-4 G/LP Pfaj.# G/L#Descriptiori Total Acknowledgement Date 01 1840 11404 01 1840 11404 / 11/8/2023 01 1840 11404 Department Director 01 1840 11404 REVIEWED jfleldS 11.$.23 01 1840 11404 By Todd Lamle at 3:30 pm,Nov 08,2023 01 1840 11404 Chief Financial Officer Total Capital Outlay $ Revenue/Donations 11C, 91 x Fund# Depr.P G/L# Prcj.# G/L#Description Total Council Liaison Ol 1 1840 1 1 11404 of 1840 11404 Approved Robert Simison via email 11.9.23 01 1 1840 11404 1 Mayor Total Revenue/Donations $ Total Amendment Request $ 800,970 11/8/2023 1:40PM City of Meridian FY2024 Budget Amendment Form Total Amendment Cost-Lifetime Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: Other Government Funding 2024 2025 2026 2027 2028 Title: Hunter Lat.Relocation-NE 3rd,Broadway to Idaho Personnel $ - $ $ $ $ Instneduns for Submitting Budget Amendments: Operating $ 800,970 $ $ $ $ D Department will send Amendment with Directors sionature to Finance(Budget Manager}for review Capital $ - $ - D Finance will send Amencment to Courcil Lia son fc sigratire Total $ - $ 800,970 $ - $ - $ - $ ➢Council Liaison will send signed Amendment to Mayor Total Estimated Project Cost: $ 800,970 ➢ Mayorwill send signed Amendment to Finance(Budget Manager( Evaluation Questions )- Finance(Budget Manager(will send approved copy of Amendment to Department Please answer all Evaluation Questions using the financial data referenced above. ➢ Departraent will add copy of Amendment to Council Agenda using Munlcode Agenda Manager 1. Describe what is being requested? This will replace the no cost budget amendment that was approved on 8/22/2023.Meridian Caddis,LLC did not move forward with the Funding Agreement.The City needs to reimburse them for the architectural and civil engineering drawings per the amended Memorandum of Agreement.The City would like to move ahead with this project.We will be paying for the construction and the design engineer's services during construction. 2. Why was this budget request not submitted during the current fiscal year budget cycle? The original plan was to have the developer(Meridian Caddis),who was going to construct the redevelopment project,do the work and pay for the relocation of the lateral.However,the City will now perform the role of managing the project,and paying the contractor directly. 3. What is the explanation for not submitting this budget request during the next fiscal vear budget c cle? This project is ready to be constructed this winter.Waiting for the normal budget cycle would not provide the upgrades in a timely manner and would incur the additional time and expense to re-bid the project. We recieved one favorable bid for this project and risk losing it if we wait. 4.Describe the proposed method of funding? If funding is split between Funds(i.e. General,Enterprise,Grant),please include the percentage split. List the amounts and sources of anticipated additional revenue that will result from approval of this request. This project will be funded entirely from the General Fund. 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? This aligns with the City's strategic plan to facilitate redevelopment of the downtown area. 6. Does this request require resources to be provided by other departments? If yes,please describe the necessary resources to be provided by other departments. Yes.Public Works will manage the project.MDC will be responsible for the maintenance of the relocated portion of the Hunter Lateral.The City will take over those responsibilities once the Urban Renewal District sunsets.A City department will need to handle this in the future. 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No 8.Is the amendment going to result in the disposal of an asset?(Yes or No) No 9.Any additional comments? Total Amendment Request $ 800,970 Every effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. City of Meridian FY2024 Budget Amendment Form F:\Budget\FY2024\FY2024 Amendments\1.Pending Amendments\FY2024 Budget Amendment Form_OG_Hunter Lateral Relocation—Revised Ma or Robert E. Simison E IDIAN� City Council Members Joe Borton John Overton A H Q Liz Strader Jessica Perreault Public Works Brad Hoaglun Luke Cavener Department TO: Mayor Robert E. Simison Members of the City Council FROM: Jared Hale Engineering Project Manager DATE: 11/7/2023 SUBJECT: BUDGET AMENDMENT IN THE AMOUNT OF $800,970 FOR THE HUNTER RELOCATION PROJECT REQUESTED COUNCIL DATE: 11/14/2023 I. RECOMMENDED ACTION A. Move to: 1. Approve the Hunter Lateral Relocation Budget Amendment for $800,970. 2. Authorize the Mayor to sign the amendment II. DEPARTMENT CONTACT PERSONS Jared Hale, Engineering Project Manager 208-489-0370 Clint Dolsby—Assistant City Engineer 208-489-0341 Warren Stewart, City Engineer 208-489-0350 Laurelei McVey, Director of Public Works 208-489-0365 III. DESCRIPTION A. Background The Meridian Development Corporation (MDC) in cooperation with the City issued a Request for Proposals(RFP)seeking proposals from interested parties for the redevelopment of the Civic Block property containing parcels owned by MDC and the City. River Caddis Development, LLC submitted a proposal and was Page 1 of 3 selected by MDC and the City subject to certain contingencies and entered into a Memorandum of Agreement. The City and MDC since amended the agreement to have the City manage construction of the Hunter Lateral Relocation and be reimbursed by the developer. B. Reason for Amendment River Caddis Development,LLC has chosen to not move forward with the project. Due to the favorable construction bid and the work eventually needing to be performed in the future, the City and MDC propose to move ahead with the relocation work. This amendment will replace the no-cost budget amendment that was approved on 8/22/2023. Meridian City will be paying for the construction and the design engineer's services during construction and the City will reimburse River Caddis for the architectural and civil engineering drawings per the amended Memorandum of Agreement. IV. IMPACT A. Strategic Impact: This aligns with the City's strategic plan to facilitate redevelopment of the downtown area by making the Civic Block more attractive to redevelop. C. Fiscal Impact: Project Costs: --------------------------------------------------------------------------------------------------------- Fiscal Year 2024 River Caddis Reimbursement $92,016.97 ---------------------------,-------- Construction Contract $617,502.99 -------------------------------------------A------------------------------ ----------------------------- Services During Construction i $14 000 --------- ---- --------------------------------------------- - -- -- Historic Street Lights $13,000 Reinstallation ----------------------------------- ------------------------- ----- -- ---- $ ; 1 Contingency 64 450.04 --------- ------------------------------ --------------------------;---------------------------------; Total Project Cost $800,970 V. ALTERNATIVES MDC and the City could reject the current bid and issue another Request for Proposals to a new round of applicants. If this course is taken the project could potentially cost more and some sunk costs would be incurred. Page 2 of 3 VI. TIME CONSTRAINTS Nampa-Meridian Irrigation District only allows construction on their facilities between November and March. Waiting to approve this budget amendment risks missing the construction window. It also risks the City losing a favorable bid for this project. VII. LIST OF ATTACHMENTS Memorandum of Agreement(MOA)between River Caddis, MDC, and the City Amendment to the MOA between River Caddis, MDC, and the City Hunter Lateral Relocation Bid Results 11/8/2023 Approved for Council Agenda: Page 3 of 3 Hunter Lateral Relocation NOVEMBER 14, 2023 Site * All measures approximate40’ x 258’•Lateral Easement•23,560 sq. ft.•MDC owned land•34,196 sq. ft.•City owned land•Overview* Lateral* All measures approximateNearly 20% Impact•10,316 sq. ft.•Lateral Easement•53,421 sq. ft.•RC Development•Impacts* RELOCATE Construction TimingDevelopment RestrictionDevelopment DelayUncertain ProspectsHigher Costs LikelyMDC Reimbursement New Bid ProcessPossible Developer LedConsPros HOLD Idaho Ave CoordinationFavorable BidReadily AvailableImproved AssessmentMDC ReimbursementConstruction TimingUnencumbered LandInvestmentUpfront Capital Updated InfrastructureConsPros Budget & Contract Approval NLT Jan., 202460 days90 daysMarch 2024 Irrigation TimelineProject CompletionConstruction WindowNotice to Proceed