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Cq<IFORN�P City Council Staff Report
DATE: April 20, 2016 CONSENT CALENDAR
SUBJECT: APPROVAL OF CONTRACT CHANGE ORDER NO. 5 IN THE AMOUNT
OF $198,818.16 WITH POWELL CONSTRUCTORS, INC. FOR
EMERGENCY BRIDGE REPAIR WORK AT THE RAMON ROAD
BRIDGE OVER THE WHITEWATER RIVER
FROM: David H. Ready, City Manager
BY: Public Works & Engineering Department
SUMMARY
The expansion joints at the Ramon Road Bridge over the Whitewater River have
deteriorated exposing broken concrete and steel reinforcement requiring the City to
perform emergency repairs. The City Council has a current construction contract with a
bridge contractor, Powell Constructors, Inc., who completed work on the Bogert Trail
Bridge Rehabilitation, City Project No. 07-03. Staff recommends that the emergency
bridge repair work on the Ramon Road Bridge be completed under contract by Powell
Constructors, as Contract Change Order No. 5 to the contract for City Project 07-03.
Time is of the essence to repair these expansion joints.
RECOMMENDATION:
1 . In accordance with Section 7.04.040 of the Palm Springs Municipal Code determine
that a state of emergency exists with the condition of the existing expansion joints of
the Ramon Road Bridge over the Whitewater River, requiring immediate repair and
replacement; and
2. Authorize the City Manager to proceed with emergency repairs of the expansion
joints of the Ramon Road Bridge over the Whitewater River by utilizing an existing
construction contract previously awarded to Powell Constructors, Inc., for the Bogert
Trail Bridge Rehabilitation, City Project No. 07-03; and
3. Approve Contract Change Order No. 5 in the amount of $198,818.16 with Powell
Constructors, Inc. for a revised total contract amount of $2,772,771.30 for the Bogert
Trail Bridge Rehabilitation, City Project No. 07-03; and
4. Authorize the City Manager to execute all necessary documents.
ITEM NO.
City Council Staff Report
April 20, 2016- Page 2
Approve CCO#5 CP07-03
STAFF ANALYSIS:
On January 27, 2016, staff received reports of broken concrete and exposed steel
reinforcement rebar on the Ramon Road Bridge over the Whitewater River, requiring
immediate lane closures on Ramon Road as the City's Street Maintenance crew
coordinated required repairs to protect the safety of the traveling public. A Vicinity Map
is included as Attachment 1 with a recent picture of the damaged expansion joint
shown on Figure 1.
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Figure 1
The Street Maintenance crew solicited for work with emergency contracts during the
times that these repairs were made. However, these repairs were temporary measures
to cover the exposed rebar and broken concrete until permanent repairs could be made.
Ordinarily, staff would prepare plans and specifications for the required bridge repairs,
and follow the City's normal procurement process in soliciting bids for this work.
However, the repairs to hold the steel reinforcement attached to the bridge expansion
joints is temporary, and staff is recommending that the City Council determine that the
condition of these bridge expansion joints represent a state of emergency.
Section 7.04.040 of the Palm Springs Municipal Code allows the City to make certain
findings when circumstances exist where immediate repair or replacements of public
improvements are necessary to ensure protection of public health and safety.
Specifically, Section 7.04.040 states:
02
City Council Staff Report
April 20, 2016- Page 3
Approve CCO #5 CP07-03
(1) This section applies to services which are governed by California Public Contract
Code where a state of emergency is determined to exist. A state of emergency exists
when findings are determined by the city council which may include but are not limited
to, the states of emergency defined in Section 8558 of the Government Code and as
defined in Section 1102 of the Public Contract Code, and in conformance with the
provisions of Public Contract Code Section 22050 when repair or replacements are
necessary to permit the continued conduct of the operation of services of the city, or to
avoid danger to life or property. Where council makes such findings, it may, by majority
vote, proceed at once to replace or repair any public facility without adopting plans,
specifications, or working details, or give notice for bids to let contracts. The work may
be done by day labor under the direction of the council by contract, or by a combination
of the two. Alternatively, council may delegate to the city manager, the power to declare
a public emergency subject to confirmation by the council by a four-fifths vote, at its next
meeting.
(2) Where an emergency has been determined under subsection (1) of this section, the
city manager or his/her representative may authorize the director or others to make
emergency procurement of supplies, services, or construction items, regardless of the
amount of the expenditure, when there exists a threat to public health, welfare, or
safety, provided that the emergency procurement shall be made with such competition
as is practicable under the circumstances. As soon as practicable, a record of each
emergency procurement shall be made and shall set forth the contractor's name, the
amount and type of the contract, a listing of the item(s) procured under the contract, and
the identification number of the contract file. The record of action taken is required to
insure that the city receives maximum reimbursement from state and federal agencies,
when appropriate.
Staff recommends that the City Council consider the following as findings for declaring a
state of emergency associated with the existing condition of the Ramon Road Bridge:
1. The Ramon Road Bridge carries over 40,000 cars per day;
2. Failure of the Ramon Road Bridge will significantly affect traffic into and out of Palm
Springs, increasing travel time for service and emergency vehicles, including police,
fire and ambulances to Desert Regional Medical Center;
3. Immediate repair and replacement of the failed expansion joints is required to
ensure Ramon Road remains open to the public.
The City Council previously awarded a construction contract to Powell Constructors,
Inc., ("Powell"), who completed work on the Bogert Trail Bridge Rehabilitation, City
Project No. 07-03. Staff has consulted with Powell who agreed to review and provide a
proposal for the required repairs and replacement of the expansion joints on the Ramon
Road Bridge. A field investigation to review the required permanent repairs to the
Ramon Road Bridge was held March 28, 2016, to discuss the strategy of the
emergency repairs to the expansion joints as circled in the Figure 2.
03
City Council Staff Report
April 20, 2016- Page 4
Approve CCO#5 CP07-03
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Figure 2
The current existing metal joint seal assembly and expansion dam and deck slip dowels
will need to be removed and replaced with a polyester concrete expansion dam to hold
a new Type B bridge joint seal. The polyester concrete, methacrylate primer, and B
seal materials will be required to meet Caltrans Standard Specifications with Certificate
of Compliance provided by Powell. The bridge joint replacement will follow state
"Caltrans" standards and specifications.
Powell has provided a proposal to the City to repair and replace the two bridge
expansion joints, which includes that the work occur at night (8 PM to 5 AM) to avoid
high volumes of traffic during the normal working hours, with work staged in 18 shifts to
maintain one lane of traffic open in each direction. The total cost for this work is
$198,818.16. Staff reviewed this cost proposal with one of the City's bridge consulting
engineers, CNS Engineers, who is currently performing work under contract for the City
completing the final design for the Ramon Road Bridge Widening (City Project No. 08-
25). At the City's request, they performed an independent cost analysis of the proposed
repairs, identified the appropriate limits of work to be performed, and recommended the
City proceed with the expansion joint repairs.
On the basis that the City Council makes findings recommended by staff to declare a
state of emergency requiring immediate repairs and replacements of the bridge
expansion joints on the Ramon Road Bridge over the Whitewater River, staff
recommends that the City Council approve the required repairs that have been
identified in Contract Change Order No. 5 to the construction contract with Powell for
the Bogert Trail Bridge Rehabilitation, City Project No. 07-03. A copy of Contract
Change Order No. 5 is included as Attachment 2.
At the request of the City, and at no additional cost, CNS Engineers will be performing
construction inspection/observation of the bridge repair work to be performed by Powell,
as part of the data collection and analysis CNS Engineers is required to perform for the
final design phase of the Ramon Road Bridge Widening, City Project 08-25.
04
City Council Staff Report
April 20, 2016 - Page 5
Approve CCO#5 CP07-03
ENVIRONMENTAL IMPACT:
Section 15269 (b), Article 18, of the California Environmental Quality Act ("CEQA"),
statutorily exempts emergency repairs to publicly or privately owned service facilities
necessary to maintain service essential to the public health, safety or welfare from
requirements of CEQA. Deterioration of the expansion joints at the Ramon Road Bridge
over the Whitewater River, poses a hazard and a dangerous condition to the traveling
public, and staff has determined that performing the emergency repairs is statutorily
exempt from CEQA requirements per Chapter 3, Title 14 of the California Code of
Regulations.
FISCAL IMPACT:
The city limits of Cathedral City and Palm Springs extend along the centerline of Ramon
Road, across the existing bridge over the Whitewater River. The City of Palm Springs
will be taking the lead on the emergency repairs, and has notified Cathedral City of the
intention to seek reimbursement from Cathedral City for its fair share (50%) of the total
cost. A copy of the e-mail correspondence dated April 6, 2016, is included as
Attachment 3.
The emergency bridge repairs are being included as a Contract Change Order to the
Bogert Trail Bridge Rehabilitation, City Project 07-03, as that construction contract is the
mechanism by which to facilitate the emergency bridge repairs by Powell. Although the
bridge repairs on the Ramon Road Bridge over the Whitewater River have no relation to
the Bogert Trail Bridge Rehabilitation, that construction contract has general
construction specifications and standards that will regulate the emergency repairs on
Ramon Road.
As part of the worts completed by Powell at the Bogert Trail Bridge Rehabilitation,
pursuant to City Council authority delegated to the City Manager at the time a
construction contract was awarded by Council on February 4, 2015, staff has
administratively approved Contract Change Orders 1 through 4 in the total cumulative
amount of $85,963.14. Staff recommends approval of Contract Change Order No. 5 in
the amount of $198,818.16 with Powell for a revised total contract amount of
$2,772,771.30 for the emergency bridge repairs at Ramon Road.
Sufficient funding is currently budgeted and available in the Local Measure A Account
No. 134-4498-50120 (Bridge Repairs) for this work.
05
City Council Staff Report
April 20, 2016 - Page 6
Approve CCO#5 CP07-03
SUBMITTED:
JRM,t V4.q
Marcus L. Fuller, MPA, P.E., P.L.S. David H. Ready, Esq., P .
Assistant City Manager/City Engineer City Manager
Attachments:
1 . Vicinity Map
2. Contract Change Order No. 5
06
ATTACHMENT 1
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ATTACHMENT 2
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CITY OF PALM SPRINGS
CONTRACT CHANGE ORDER
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To: Powell Constructors Inc. Date: April 11, 2016
8555 Banana Ave. Project No: 07-03
Fontana, CA 92335 Project: Emergency Bridge Repair at
Tel: (909) 356-8880 Ramon Road Bridge @ WWR
Change Order No: 05
Purchase Order(s) 15-1308 (5%) and 15-1200 (95%)
Attn: Michael Powell Accounts 134-4498-50120 (100%)
CHANGES IN WORK/COST:
This Contract Change Order No. 5 adds additional work, generally identified as:
C.O. # Item IDescription Price Quantity Total
5 A Emergency Expansion Joint Repair $198,818.16 1 $198,818.16
of Pier 5 and Pier 10
TOTAL $198.818.16
CHANGES TO CONTRACT TIME:
Twenty-five (25) working days will be added for Contract Change Order No. 5.
SOURCE OF FUNDS:
The following accounts will be utilized:
Purchase Order 15-1200 95% : $188,877.25
Item Description Amount Account Utilized
CO. 5 1 A 1 $188,877.25 134-4498-50120
Purchase Order 15-1308 510 : $9,940.91
Item I Description Amount Account Utilized
CO. 5 1 A $9,940.91 134-4498-50120
REASONS FOR CHANGE:
Change Order 5, Item A, emergency expansion joint bridge repairs at Ramon Road over Whitewater
River: Damages to the expansion joints at the Ramon Road Bridge over Whitewater River require services of
a bridge contractor that specializes in emergency bridge repair. As described in the attached proposal dated
April 1, 2016. the current existing metal seal assembly and expansion dam and deck slip dowels will need to
be removed and replaced with a polyester concrete expansion dam to hold a new B type joint seal. The
polyester concrete, methacrylate primer, and B seal materials will be required to meet Caltrans Standard
Specifications with Certificate of Compliance provided to the City.
10
Contract Change Order No. 5
April 11, 2016
Page 2
SUMMARY OF COSTS:
Original Contract Amount: $2,487,990.00 Original Completion 215 Working Days
This Change Order: $198,818.16 Days Added 25
Previous Change Order(s): $85,963.14.78 Previous Days Added: 0
Revised Contract Amount: $2,772,771.30 Revised Completion 215 Working Days
****SIGNATURES ON NEXT PAGE****
11
Contract Change Order No. 5
April 11, 2016
Page 3
1 have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor
Powell Constructors
Michael Powell, President Date
City of Palm Sprinqs
Recommended By:
Marcus Fuller Date
Assistant City Manager/City Engineer
Approved By:
David H. Ready, City Manager Date
Attest By:
James Thompson, City Clerk Date
Distribution:
Original Conformed Copy: Conformed - File Copv:
Contractor (1) Engineering Pay File (1)
Citv Clerk (1) City Project File (1)
Purchasinq (1)
Finance (1)
12
POWELL CONSTRUCTORS
INC.
WELL 8555 BANANA AVE, FONT.ANA. CA, 92335
PHONE (909) 356-8880 FAX (909) 356-1299
LICENSE#845305A
CIJTSTRUCTORS INC.
April 1,2016
City of Palm Springs
425 N Civic Drive
Palm Springs,Ca,92262
Attn: Mrs. Staci A. Schafer
Director of Maintenance and Facilities
Re: Ramon Ave Bridge over Whitewater Wash Emergency Joint Repair
Subject: Emergency Joint repair of Pier 5 and 10 entire width of existing joint
Mrs. Schafer,
Per the email received from the City on March 31 ,2016 we have revised our initial quotation accordingly.
As you are aware and upon reviewing the area in question with the City the existing joint is failing and is
endangering the safety of the traveling public as the metal seal assembly has popped out numerous time
over the last year or so.
Based on our discussions it is our understanding that the City would like us to return thejoint seal at the
Pier 5 and 10 location to the original design which was comprised of an MR--2"B type joint seal on the the
bridge at these two locations. To accomplish this the current existing metal seal assembly and expansion
dam and deck slip dowels will need to be removed and replaced with a polyester concrete expansion dam to
hold the new B type joint seal.The polyester concrete,methacrylyte primer,and B seal materials will meet
Caltrans Standard Specifications,Certificates of Compliance will be furnished for your records.
We understand that the working hours for this repair work will be between 8 pm and 5 am nightly.We will
take lane closures as needed but always maintain at least one lane of traffic open in each direction.
We anticipate that this work will take approximately 18 shifts to complete excluding mobilization and
demobilization. We request that a purchase order be issued in the amount of$198,818.16 to perform the
work requested.A detailed cost breakdown is provided for your information as to what we have included.
Upon receiving a notice proceed or Purchase Order for the work we will order the polyester concrete and
joint seal material.It will take approximately two weeks from order to receive the required materials
namely the polyester concrete and B seal materials.Should anything stated above not be correct please let
us know otherwise the work will be constructed as directed above. Should you have any questions please
let us know. Thank you.
Best Regards,
Powell Construct
Michael B.Powell
President
13
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WIKBO D Quotation
F 0 L Y M E n 5
923 Teal Drive Quote# 16-1575 REV
Benicia, CA 94510 Contract# Palm Springs Bridge Rehab
(866) 434-1772 (p)
(707) 746-7981 Bid Date
California Small Business#25239 Terms net 30
merritt kwikbond of mers.com
Description cubic Feet CF Price Total
PPC 1121 Drums& 50#bags 240 $62.00 $14,880.00
Estimated Freight $1,200.00
Sub Total $16,080.00
Sales Tax &0076 0- $ .40 1339 2a
Total $ f 4ZQ
Note: If product is ordered in tankers and dropped at the job site,the demurrage fee Is
$150/day plus a round trip"Bob Tail"charge of$2.50/mile from tanker rental company to
jobsite. PPC 1121 is sold by Volume. KBP has estimated the neat line quantity based on plan
minimum thickness. Many projects will require more material than neat line quantities. Bidders are
advised to include an appropriate escalation in their bid to account for waste. Sales Tax rate subject to
change. Tech Service Fee-$450/day plus all travel expenses-air, car, hotel, expenses based on
actual cost.
Freight is an estimate only and based on full truck load releases of material. Freight rates are subject
to change without notice based on availability¤t market prices at time of delivery.Actual freight
costs for shipping all material and associated demurrage, back haul, and fuel surcharges charges will
be billed to contractor.
***PPC 1121 is a composite system that requires all components be supplied by Kwik Bond Polymers.
Use of any materials in the polyester concrete not approved by KBP will void any warrantees and may
result in product failure.
Inclusions: The amount of materials to produce average PPC unit weight of 135 Ibs/cf and 12% resin
content along with sufficient primer to meet spread rates according to special provisions or
specifications. The estimate is developed on working temperatures of 70F. Colder temperatures may
require additional accelerators and/or resin at an additional charge.
Lead Time: Contractors should allow maximum lead time, but not less than 5 weeks prior to delivery
date.
Terms: Quotation is subject to Kwik Bond Polymers, LLC Standard Terms&Conditions in effect at the
time of this quotation.
Delivery is subject to contractor being current on all obligations owed to Kwik Bond Polymers as of the
date of requested delivery.
Prices:
`yUnnnitprices are good for shipments through 12-31-2016
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Merritt Hanson-Kwik Bond Polymers Contractor Signature
15
Powell Constructors Inc. Jos NAME i JOB a
8555 Banana Avenue
��7 y� Fontana, CA 92335
P' Q VV L' 1 1 #8 53 TASK
GENERAIENNEERINGCONTRACTOR CA -
Tel.- (909) 356.8880 Fax: (909)356.1299 DATE
www.powelleoiistrtictors.com
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