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HomeMy WebLinkAbout6/21/2017 - STAFF REPORTS - 1.A. aOp p p`M$ '. iy c V N r • 40Hw•rt` • c41I1FOA141P City Council Staff Report DATE: June 21, 2017 CONSENT CALENDAR SUBJECT: APPROVE CONTRACT CHANGE ORDER NO. 6 TO MATICH CORPORATION, A CALIFORNIA CORPORATION, IN THE AMOUNT OF $218,610.26; APPROVE A PURCHASE ORDER INCREASE WITH WILLDAN ENGINEERING FOR CONSTRUTION MANAGEMENT AND INSPECTION SERVICES IN AN AMOUNT NOT TO EXCEED $90,000 FROM: David H. Ready, City Manager BY: Department of Engineering Services SUMMARY Approval of Contract Change Order No. 6 will allow the City to proceed with two new items of work including: 1) reconstruction of asphalt concrete pavement within the City owned Vineyard parking lot located at the northeast corner of Baristo Road and Belardo Road (behind the Vineyard Shopping Center located at 245-285 South Palm Canyon Drive), and 2) removal and relocation of the Palm Springs entry sign median island located within East Palm Canyon Dr., west of Gene Autry Trail. Approval of a Purchase Order increase with Willdan Engineering Services will allow for continued inspection and project management services. RECOMMENDATION: 1. Approve Contract Change Order No. 6 in the amount of $218,610.26 to the construction contract (Agreement No. A6878) with Matich Corporation for the 2016 Pavement Rehabilitation, City Project No. 16-01, to include reconstruction of the Vineyard parking lot and the removal/relocation of the East Palm Canyon Dr. entry sign median island; 2. Authorize an increase in the amount of $90,000 to Purchase Order 17-0549 with Willdan Engineering for revised total amount of $340,000 for construction management and inspection services associated with the 2016 Pavement Rehabilitation, City Project No. 16-01; and 3. Authorize the City Manager to execute all necessary documents. ITEM NO. City Council Staff Report June 21, 2017— Page 2 Approve Contract Change Order 6—CP16-01, 2016 Pavement Rehabilitation BACKGROUND: On March 2, 2016, the City Council authorized staff to advertise and solicit bids for City Project 16-01, 2016 Pavement Rehabilitation. On June 2, 2016, the Procurement and Contracting Division received three construction bids from the following contractors: Company Location Bid Amount Matich Corporation San Bernardino, CA $5,328,933.00 All American Asphalt Corona, CA $5,616,568.50 Granite Construction Company Indio, CA $6,441,520.00 The City Council awarded the project to Matich Corp on July 6, 2016. As awarded the contract included reconstruction and overlay of approximately 2,700,000 square feet of asphalt concrete pavement on 75 street segments in various locations throughout the City and also included decorative improvements within the intersection of Tahquitz Canyon Way and Belardo Rd. in conjunction with the Museum Market Plaza development. As a part of the award, the City Council also provided guidance on a list of additional streets and authorized the City Manager to approve a Construction Contract Change Order in an amount not to exceed $1,000,000. The award also included authorization for a purchase order to Wildan Engineering, pursuant to On-Call Agreement No. 6688, in an amount not to exceed $250,000 for construction management and inspection services. Construction began in August 2016 and continued through February of 2017. During the course of the project and following construction operations a total of five (5) previous change orders were approved; the amounts and descriptions of those change orders is as follows: Chance Order No. 1: This change order in the amount of $303,055.00 was approved by the City Council on September 7, 2016 and consisted of the reconstruction of North Indian Canyon Drive from 191" Ave. to 181" Ave. under a cooperative agreement between CVAG, City of Desert Hot Springs, and Riverside County. The City will be reimbursed 75% of the cost of this work. Change Order No. 2: On August 3, 2016 the City Council approved a Reimbursement Agreement between the City of Palm Springs and Smoke Tree, Inc., a California corporation, in the amount of $43,717 to accommodate the City's reconstruction of Smoke Tree Lane, a private street owned by Smoke Tree, Inc., extending from E. Palm Canyon Drive to the Smoke Tree Ranch entrance. Change Order No. 2, in the amount 02 City Council Staff Report June 21, 2017-- Page 2 Approve Contract Change Order 6—CP16-01, 2016 Pavement Rehabilitation BACKGROUND: On March 2, 2016, the City Council authorized staff to advertise and solicit bids for City Project 16-01, 2016 Pavement Rehabilitation. On June 2, 2016, the Procurement and Contracting Division received three construction bids from the following contractors: Company Location Bid Amount Matich Corporation San Bernardino, CA $5,328,933.00 All American Asphalt Corona, CA $5,616,568.50 Granite Construction Company Indio, CA $6,441,520.00 The City Council awarded the project to Matich Corp on July 6, 2016. As awarded the contract included reconstruction and overlay of approximately 2,700,000 square feet of asphalt concrete pavement on 75 street segments in various locations throughout the City and also included decorative improvements within the intersection of Tahquitz Canyon Way and Belardo Rd. in conjunction with the Museum Market Plaza development. As a part of the award, the City Council also provided guidance on a list of additional streets and authorized the City Manager to approve a Construction Contract Change Order in an amount not to exceed $1,000,000. The award also included authorization for a purchase order to Willdan Engineering, pursuant to On-Call Agreement No. 6688, in an amount not to exceed $250,000 for construction management and inspection services. Construction began in August 2016 and continued through February of 2017. During the course of the project and following construction operations a total of five (5) previous change orders were approved; the amounts and descriptions of those change orders is as follows: Change Order No. 1: This change order in the amount of $303,055.00 was approved by the City Council on September 7, 2016 and consisted of the reconstruction of North Indian Canyon Drive from 19th Ave. to 18th Ave. under a cooperative agreement between CVAG, City of Desert Hot Springs, and Riverside County. The City will be reimbursed 75% of the cost of this work. Change Order No. 2: On August 3, 2016 the City Council approved a Reimbursement Agreement between the City of Palm Springs and Smoke Tree, Inc., a California corporation, in the amount of $43,717 to accommodate the City's reconstruction of Smoke Tree Lane, a private street owned by Smoke Tree, Inc., extending from E. Palm Canyon Drive to the Smoke Tree Ranch entrance. Change Order No. 2, in the amount cz City Council Staff Report June 21, 2017 -- Page 3 Approve Contract Change Order 6—CP16-01, 2016 Pavement Rehabilitation of $43,717 was approved by the City manager on October 20, 2016, The work was completed within the course of the project and reimbursement was received. Change Order No. 3: This change order in the amount of$971,841 .78 was executed by the City Manager on January 24, 2017 and consisted of the reconstruction and overlay of four arterial roadway segments including: Sunny Dunes Rd. from South Palm Canyon Dr. to Calle Palo Fiero; Laverne Way from South Palm Canyon to Camino Real; Sunrise Way from East Palm Canyon Dr. to the Tahquitz Creek Bridge; and El Cielo Rd. from Tahquitz Canyon Way to Aviation Way. This work was approved in accordance with the City Council's previous authorization at the time of award for the City Manager to execute a Change Order in an amount not to exceed $1,000,000. Change Order No. 4: This change order was approved by the City Manager in the amount of $22,431.70 on May 17, 2017 and was comprised of quantity adjustments to Change Order No. 3 identified at the completion of the work, in accordance with the City Council's previous authorization at the time of award for the City Manager to execute a Change Order in an amount not to exceed $1,000,000 (the final adjusted total price for Change Order No. 3 was $994,278.88). Change Order No. 5: This change order was approved by the City Engineer and consisted of a net credit (or deduction) to the contract of ($85,532.98) to accommodate deleted work, and final adjustments of quantities of work. Change Order Five renegotiated contract prices for the Contractor to remobilize their forces and complete the items of work that were deferred. In addition, credits for work that was not performed in the during the original work period were taken. The result was a credit to the City of -85,532.98. STAFF ANALYSIS: Change Order No. 6 in the amount of $218,610.26 is comprised of two new items of work: 1. Reconstruction of the Vineyard Parking lot asphalt concrete paving; and 2. Removal and relocation of the existing median island on East Palm Canyon Dr., located west of Gene Autry Trail. It is proposed that these two items be added to City Project 16-01 because the scopes of work are similar to those in the original contract, in the case of the parking lot, the work is located in close proximity to other scheduled work resulting in economies of scale, and adding these items to this existing contract will allow the work to be expedited for summer 2017 construction outside of peak season limiting inconvenience to businesses, residents and visitors. 03 City Council Staff Report June 21. 2017-- Page 4 Approve Contract Change Order 6—CP16-01, 2016 Pavement Rehabilitation Vineyard Parking Lot Reconstruction of Asphalt Cement Paving: The Vineyard Parking Lot is a City owned property located at the Northeast corner of the intersection of Baristo Road and Belardo Road (Attachment 2). This item will allow for the removal and replacement of all asphalt concrete paving within the lot (excluding any decorative Portland cement concrete paving), and includes the replacement of all existing pavement markings utilizing thermoplastic striping material. Additional scopes of work were considered such as slurry seals and pavement grinding with overlay, but the current condition of the paving is deteriorated to the extent that these methods will not result in an appropriate repair (Attachment 3). Matich Corporation is scheduled to perform pavement reconstruction of Arenas Road west of Belardo Road during July 2017. The proximity of this work has allowed for advantageous pricing due to the opportunity to coordinate the use of labor and equipment. In addition, performing this work in July is expected to lessen the impact and inconvenience to downtown businesses and users by performing the work in what is generally considered to be a low season, off peak, time of year. Relocation of Median Island on East Palm Canyon Drive, West of Gene Autry Trail: On March 11, 2017 an impaired driver was traveling westbound on East Palm Canyon Dr. and collided with the City's recently installed "Palm Springs' entry sign, resulting in a total loss of the structure. The accident and resulting damage caused by the driver has been documented in a police report; reimbursement of all costs associated with removal and replacement of the entry sign will be pursued through the driver's insurance company. Staff is recommending that the City take this opportunity to remove the existing median island, and relocate the island approximately 200 feet further west (or 500 feet west of the Gene Autry Trail intersection) which will provide sufficient stacking distance for vehicles driving eastbound and turning left onto Gene Autry Trail. Construction Management and Inspection Services On April 1, 2015, the City Council approved agreements for on-call Public Works capital project construction management and inspection services with Dudek & Associates, Interwest Consulting Group, Inc., and Wildan Engineering to provide first class as- needed construction management and inspection ("Owner's Rep") services associated with a variety of future Public Works capital projects. Accordingly, staff had solicited proposals from these on-call firms for required construction phase services associated with past rehabilitation projects. Based on their services with recent and on-going projects of a similar nature staff recommended that the City Council authorize the issuance of a Purchase Order with Wildan Engineering in an amount not to exceed $250,000. However, as the scope of the original project has increased with the additional work, it is necessary to authorize additional funds in order to increase the Purchase Order amount. 04 City Council Staff Report June 21. 2017-- Page 4 Approve Contract Change Order 6—CP16-01, 2016 Pavement Rehabilitation Vineyard Parking Lot Reconstruction of Asphalt Cement Paving: The Vineyard Parking Lot is a City owned property located at the Northeast corner of the intersection of Baristo Road and Belardo Road (Attachment 2). This item will allow for the removal and replacement of all asphalt concrete paving within the lot (excluding any decorative Portland cement concrete paving), and includes the replacement of all existing pavement markings utilizing thermoplastic striping material. Additional scopes of work were considered such as slurry seals and pavement grinding with overlay, but the current condition of the paving is deteriorated to the extent that these methods will not result in an appropriate repair (Attachment 3). Matich Corporation is scheduled to perform pavement reconstruction of Arenas Road west of Belardo Road during July 2017. The proximity of this work has allowed for advantageous pricing due to the opportunity to coordinate the use of labor and equipment. In addition, performing this work in July is expected to lessen the impact and inconvenience to downtown businesses and users by performing the work in what is generally considered to be a low season, off peak, time of year. Relocation of Median Island on East Palm Canyon Drive, West of Gene Autry Trail: On March 11, 2017 an impaired driver was traveling westbound on East Palm Canyon Dr. and collided with the City's recently installed "Palm Springs" entry sign, resulting in a total loss of the structure. The accident and resulting damage caused by the driver has been documented in a police report; reimbursement of all costs associated with removal and replacement of the entry sign will be pursued through the driver's insurance company. Staff is recommending that the City take this opportunity to remove the existing median island, and relocate the island approximately 200 feet further west (or 500 feet west of the Gene Autry Trail intersection) which will provide sufficient stacking distance for vehicles driving eastbound and turning left onto Gene Autry Trail. Construction Management and Inspection Services On April 1, 2015, the City Council approved agreements for on-call Public Works capital project construction management and inspection services with Dudek & Associates, Interwest Consulting Group, Inc., and Willdan Engineering to provide first class as- needed construction management and inspection ("Owner's Rep") services associated with a variety of future Public Works capital projects. Accordingly, staff had solicited proposals from these on-call firms for required construction phase services associated with past rehabilitation projects. Based on their services with recent and on-going projects of a similar nature staff recommended that the City Council authorize the issuance of a Purchase Order with Willdan Engineering in an amount not to exceed $250,000. However, as the scope of the original project has increased with the additional work, it is necessary to authorize additional funds in order to increase the Purchase Order amount. Dy City Council Staff Report June 21, 2017-- Page 5 Approve Contract Change Order 6—CP16-01, 2016 Pavement Rehabilitation With the City Council's approval of Change Order No. 6, the final construction contract amount will be increased to $6,803,055.76. It is generally estimated that construction management and inspection services account for 10% of the total contract amount, which would be $680,000; however, in this case, staff recommends City Council approve an increase of $90,000 to the original Purchase Order amount of $250,000 for a final cost of$340,000 which is equivalent to only 5% of the total construction amount. ENVIRONMENTAL IMPACT: In accordance with Section 15301(c) of the CEQA Guidelines, staff has determined that the 2016 Pavement Rehabilitation Project, City Project No. 16-01 is considered categorically exempt from CEQA. A Notice of Exemption has been prepared and filed with the Riverside County Clerk for City Project 15-01 FISCAL IMPACT: Sufficient funds are budgeted and available in the Local Measure A Account No. 134- 4498-50225. SUBMITTED Thomas Garcia, P.E. Marcus L. Fuller, MPA, P.E., P.L.S ✓ City Engineer Assistant City Manager David H. Ready, City Manager Attachments: 1. Contract Change Order No. 6 2. Location Aerial - Vineyard Parking Lot 3. Image —Vineyard Parking Lot Pavement Condition 05 ATTACHMENT 1 06 CITY OF PALM SPRINGS CONTRACT CHANGE ORDER �q<lsoaM�P To: Matich Corporation Date: May 17, 2017 PO Box 10 Project No: 16-01 Highland, Ca. 92346 Project: Pavement Rehabilitation P (909) 382-7400 F (909) 382-0169 Change Order Six(6) Purchase Order 17-0540 CHANGES IN WORK: This Change Order Six allows for construction of two new items of work including the reconstruction of the Vineyard Parking lot AC paving and the relocation of the existing median island on East Palm Canyon, West of Gene Autry Trail. These items are being added to City Project 16-01 because the scopes of work are similar to those in the original contract, the work is located in close proximity to other scheduled work resulting in economies of scale and adding these items to this existing contract will allow the work to be expedited for summer 2017 construction outside of peak season limiting inconvenience to businesses, residents and visitors. New Items Item 6A: Reconstruction of Vineyard Parking Item Description Units Unit Unit price Amount 1 Mobilization 1 LS $20,660.67 $20,660.67 2 Temporary Traffic Control 1 LS $1,239.59 $1,239.59 3 Water Pollution Control 1 LS $2,109.48 $2,109.48 4 AC Removal—Full Depth 45000 SF $0.46 $20,700.00 5 Fine Grading and Compaction of Sub grade 45000 SF $0.23 $10,350.00 6 Asphalt Concrete Type C2 2.5" 685 TON $67.57 $46,285.45 7 Traffic Striping and Markings -Thermoplastic 1 LS $11,139.44 $11,139.44 8 Adjust Sewer Manhole to Grade 3 EA 826.80 $2,480.40 SUBTOTAL $114,965.03 Item 613: Relocation of East Palm Canyon Median Island West Gene Autry Trail Item Description Units Unit Unit price Amount 1 Mobilization 1 LS $23,055.92 $23,055.92 2 Temporary Traffic Control 1 LS $18,319.04 $18,319.04 3 Water Pollution Control 1 LS $1,795.25 $1,795.25 4 Remove AC and Base for New Median 1 LS $9,931.68 $9,931.68 5 Remove Existing Median Curb and Grade 1320 SF $5.29 $6,982.80 6 Construct 8'Type A2 Barrier Curb 250 LF $39.27 $9,817.50 7 Construct 5°AC Paving over 4"Aggregate Base 1320 SF $14.91 $19,681.20 8 Install Schedule 80 PVC Sleeves 120 LF $86.32 $10,358.40 9 Replace Striping and Markings 1 LS $3,703.44 $3,703.44 SUBTOTAL $103,645.23 TOTAL OF NEW ITEMS: $218,610.26 07 Contract Change Order No. 006 DATE: 06/21/2017 Page 2 REASONS FOR CHANGES: Item 6A- Reconstruction of Vineyard Parking Lot The Vineyard Parking Lot is a City owned property located at the Northeast corner of the intersection of Baristo Road and Belardo Road. This item will allow for the removal and replacement of all asphalt concrete paving within the lot (excluding any decorative Portland cement concrete paving), and includes the replacement of all existing pavement markings utilizing thermoplastic striping material. Additional scopes of work were considered such as slurry seals and pavement grinding with overlay, but the current condition of the paving is deteriorated to the extent that these methods will not result in an appropriate repair. Matich Corporation is scheduled to perform pavement reconstruction of Arenas Road West of Belardo Road during the month of July 2017. The proximity of this road work has allowed for advantageous pricing due to the opportunity to coordinate the use of labor and equipment. In addition, performing this work in July is expected to lessen the impact and inconvenience to downtown businesses and users by performing the work in what is generally considered to be a low season, off peak time of year. Item 6B - Relocation of East Palm Canyon Median Island As a part of the City Entry Signs project (CP 13-31), a median island was constructed in the center of East Palm Canyon Drive, West of Gene Autry Trail. The island was created in order to allow for the placement of a "Palm Springs" entry monument sign. Following the construction of the median and placement of the sign questions were received regarding the location of the median. While the location was established based on a traffic impact analysis completed for the City's General Plan Update, the left turn lane that was created by the median sometimes reaches capacity during peak hours disrupting Eastbound traffic. At the time of acceptance of the Entry Sign Project, Council was informed that they may want to consider future modifications to the median location. On March 11, 2017 an impaired driver was traveling Westbound on East Palm Canyon and collided with the Entry Sign resulting in a total loss of the sign (Palm Springs Accident Report No. 1703P- 2395). At this time Staff is coordinating with the drivers insurance to secure funds for the replacement of the sign and anticipate reinstalling the new sign at a future date. This presents an instance in which the median could be relocated without the added difficulty of also relocating the monument sign. This item allows for the removal of the previously constructed median and the reconstruction some distance to the west of its current location. CHANGES TO CONTRACT TIME: Twenty (20) additional working days will be added for the completion of this work for a total of Thirty Eight (38) working days. SOURCE OF FUNDS: Change Order No. 5 resulted in a net surplus to the contract of $85,532.98. This credit will be applied to the new items in Change Order No. 6 for a net increase to the contract of$133,077.28. Funds are available in Account No. 134-4498-50225 Contract Change Order No. 006 DATE: 06/21/2017 Page 3 SUMMARY OF COSTS: Original Contract Amount: $ 5,302,202.98 Original Completion 90 Days This Change Order: $ 218,610.26 Days Added 20 Previous Change Order(s): $ 1,255,512.50 Previous Days Added: 86 Revised Contract Amount: $ 6,776,325.74 Revised Completion 196 Days [SIGNATURES ON NEXT PAGE] 09 Contract Change Order No. 006 DATE: 06/21/2017 Page 4 1 have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor Matich Corp. Signature Date Printed Name and Title City of Palm Spring Recommended By: Tom Garcia, Director of Engineering Date Services/City Engineer Approved By: David H. Ready, City Manager Date Attest By: Kathleen D. Hart, Interim City Clerk Date Distribution: Original Conformed Cop v: Conformed- File Copy: Contractor (1) Engineering Pay File (1) City Clerk (1) City Proiect File (1) Purchasinq (1) Finance (1) 10 ATTACHMENT 2 I1 11 L9S1 II�'��� UZSt I�nf.1 .00-OS7E II 4N,Ol E161 Al •- - ,. I Air 4 / /1 ?"� �Rt ♦/G E -vsyNeeewi i . �xTs _ -,.a.r.w. �f Aq lie W—OR Rhol ty n�— �� .•r I j a1. 4MLA �f ix Nql y+ m FP!, - may) r IV tj w •��' �If -�. _� L —rye,^�!� � �,,I�X,� � 1 :. yool- c ow �. IF Ai r ow � a , I ! � - PU•se ue p.3 I a N-se a..hM ATTACHMENT 3 13 .! � t - .fir. - • / ^. 'r . , y r ,• ' • - *• . • r. I ai"',*w% r E!