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c'Q</FORN�P City Council Staff Report
Date: February 18, 2015 CONSENT CALENDAR
Subject: APPROVE CONTRACT CHANGE ORDER NO. 4 IN THE AMOUNT OF
$140,984.01 FOR THE 2014 PAVEMENT OVERLAY AND
RECONSTRUCTION PROJECT, CITY PROJECT 14-04
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
City Project 14-04 consisted of approximately 1.3 million square feet of street
reconstruction and overlay of various roads including: Airport loops roads, Tahquitz
Canyon Way from Indian Avenue to Sunrise Way, and several local roads. Approval of
Change Order No. 4 is required to accommodate final contract quantities, payment for
added construction items and construction of street improvements along East Palm
Canyon Drive adjacent to the Horizon Hotel and Sparrows Lodge where accessible
pedestrian walkways and street improvements do not exist. Change Order No. 4
increases the cost of the contract in the amount of $140,984.01 to a total contract
amount of$3,356,835.90.
RECOMMENDATION:
1) Approve Contract Change Order No. 4 to Agreement No. 6565 in the amount of
$140,984.01 with Matich Corporation for the Pavement Overlay and Reconstruction
Project, City Project 14-04; and
2) Authorize the City Manager to execute all necessary documents.
BACKGROUND:
On June 18, 2014, the City Council awarded a contract in the amount of $2,714,074 to
Matich Corporation for the overlay and reconstruction of various streets, including the
complete reconstruction of Tahquitz Canyon Way between Indian Canyon Drive and
Sunrise Way, and the loop roads of the Palm Springs International Airport.
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City Council Staff Report
February 18, 2015—Page 2
City Project 14-04, Change Order No. 4
1. Airport Decorative Paver Crosswalks $ 90,000 Airport Funds
2. Curb and Gutter on Escoba Drive $ 55,000 Measure A
3. Modifying Bike lane types $ 30,000 Measure J
Change Order No. 1 was executed on August 12, 2014, authorizing Matich to proceed
with the Airport decorative crosswalks on a time and materials basis at a cost not to
,exceed $87,689.32.
Change Order No. 2 was approved by the City Council on October 1, 2014, at a cost of
$205,229.10 and Included seven new items including a portion of new sidewalk on East
Palm Canyon Drive, additional paving of two streets (Morongo Road and Cherry Hills
Drive), adjustments to water valves, adjustments to sewer manholes and the two
remaining items from the July 16, 2014, City Council authorization for the Escoba Drive
street improvements and a buffered bike lane on Tahquitz Canyon Way. In addition to
these new items, Change Order No. 2 made changes to the original scope of work in
order to address existing pavement conditions and scheduling issues.
Change Order No. 3 was approved by the City Council on November 19, 2014, at a cost
of $208,859.47 and included the addition of six new items to the contract including:
additional striping, bike lane details, utility adjustments, curb ramps, traffic loops, and
crosswalk repairs. In addition, Change Order No. 3 modified the scope of work to
include a different pavement rehabilitation method to accommodate the advanced
deterioration of existing asphalt pavement encountered during construction.
Change Order No. 4 implements final accounting of contract work to the original bid
item quantities and change order work, and includes eight new items of work that were
identified during construction. Included as new work is the construction of street and
sidewalk improvements adjacent to the Horizon Hotel located at 1050 E. Palm Canyon
Drive. The Horizon Hotel is currently constructing a new restaurant and will soon
reopen, and including construction of these new street improvements as part of this
contract allows for the improvements to be constructed prior to the Horizon Hotel's
official opening. Similarly, included as new work is the construction of concrete
sidewalk and driveways to the Sparrows Lodge located at 1330 E. Palm Canyon Drive.
Currently a compacted dirt pedestrian path extends across the front of this property, and
staff recommends that the City take advantage of this project to include construction of
new sidewalks for the Sparrows Lodge. However, the City does not currently have the
full right-of-way adjacent to Sparrows Lodge, and to construct these improvements will
require the property owner's approval. In the event an agreement with the property
owner cannot be obtained, the work will be deleted from the contract.
Construction of the new street and sidewalk improvements adjacent to the Horizon
Hotel and Sparrows Lodge improves an existing ADA deficiency by providing an
accessible safe path of travel. Although these improvements are normally the obligation
of the property owner at the time a property is developed, these properties were
developed many decades ago, and it is not known when, or if, these properties will ever
apply to the City for entitlements requiring improvement of their street frontage.
Therefore, staff recommends the City construct the improvements now.
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City Council Staff Report
February 18, 2015— Page 2
City Project 14-04, Change Order No. 4
ENVIRONMENTAL IMPACT:
Section 21084 of the California Public Resources Code requires Guidelines for
Implementation of the California Environmental Quality Act ("CEQA"). The Secretary for
Resources has identified that Class 1 projects do not have a significant effect on the
environment, and are declared to be categorically exempt from the requirement for the
preparation of environmental documents under the provisions of CEQA. In accordance
with Section 15301 "Existing Facilities," Class 1 projects consist of the maintenance of
existing highways and streets; as a pavement maintenance project, City staff has
determined that this project is considered categorically exempt from CEQA.
FISCAL IMPACT:
Sufficient funding is available to approve Change Order No. 4 in the amount of
$140,984.01 from the following accounts:
416-6501-56145; ($11,837.45) credit
260-4493-50808; $135,385.46
261-4491-50324; $11,029.50
260-4500-59445; $7,486.50
134-4498-50100; ($1,080.00) credit
SUBMITTED
Prepared by:
Marcus L. Fuller, MPA, P.E., P.L.S.
Assistant City Manager/City Engineer
Approved by:
David H. Ready, Esq.,
City Manager
Attachment:
1. Change Order No. 4
03
CITY OF PALM SPRINGS
CONTRACT CHANGE ORDER
„o, �*
To: Matich Corporation Date: February 18, 2015
P.O. Box 10 Project No: 14-04
Highland, CA 92346 Project: 2014 Pavement Overlay
Tel: (909)382-7400 Reconstruction
Change Order No: 04
Purchase Order 15-0542
Attn: Jake Reade Account Various
CHANGES IN WORK/COST:
This Contract Change Order No. 4 makes adjustments to existing Bid Items and previously approved Change
Order Items and adds additional work, generally identified as:
Bid Schedule Item No. Description Price QuantityTotal
F 4 R/R Humps $210/Ton -15.94 Tons -$3,347.40
C.O. # Item Description Price Quantit Total
1 A Decorative Paver Crosswalks $15,523.47/EA -1 -$15,523.47
2 G Adjust Water Valves $780/EA 9 $7,020.00
2 H Adjust Sewer Manholes $900/EA 20 $18,000.00
3 K Airport Utility Adjustment $3,891/1-S -1 -$3,891.00
3 N Signal Detection Loos $270/EA -4 -$1,080.00
SUBTOTAL $1,178.13
New Item Description Price Quantity Total
O Failed Grind/Overlay Per Specs $21,145.30 LS 1 $21,145.30
P Crack Filling and Sealing at Airport $10,924.42 LS 1 $10,924.42
Q Pavement Repairs Demuth Park $8,664.00 LS 1 $8,664.00
R Tah uitz Crosswalks Tie-Ins $22,059.01 T&M 1 $22,059.01
S Tramview Sharrows/Bike Route Signs $4.819.50 LS 1 $4,819.50
T Tah uitz Sharrows/Bike Route Signs $2,667.00 LS 1 $2,667.00
U Street Improvements Horizon Hotel $47,421.95 T&M 1 $47,421.95
V Sidewalk Improvements S arrows $22,104.70 T&M 1 $22,104.70
SUBTOTAL $139,805.88
Total $140,984.01
CHANGES TO CONTRACT TIME:
8 working days will be added for Contract Change Order No. 4.
04
Contract Change Order No. 4
February 18, 2015
Page 2
SOURCE OF FUNDS.
The following accounts will be utilized:
Item Description Amount Account Utilized
Schedule F-4 Airport R/R Speed Humps -$3,347.40 416-6501-56145
C.O. 1 —A Airport Paver Crosswalks -$15,523.47 416-6501-56145
C.O. 2—G Adjust Water Valves $7,020.00 260-4493-50808
C.O.2— H Adjust Sewer Manholes $18,000.00 260-4493-50808
C.O. 3 - K Airport Utility Adjustment -$3,891.00 416-6501-56145
C.O. 3 - N Signal Detection Loops -$1,080.00 134-4498-50100
O Failed Grind/Overlay Per Specs $21,145.30 260-4493-50808
P Crack Filling and Sealing at Airport $10,924.42 416-6501-56145
Q Pavement Repairs at Demuth Park $8,664.00 260-4493-50808
R Tahquitz Crosswalks Tie-Ins $11,029.50 50% 261-4491-50324
$11,029.51 50% 260-4493-50808
S Tramview Sharrows/Bike Route Signs $4,819.50 260-4500-59445
T Tahquitz Sharrows/Bike Route Signs $2,667.00 260-4500-59445
U Street Improvements Horizon $47,421.95 260-4493-50808
V Sidewalk Improvements Sparrows $22,104.70 260-4493-50808
Account Totals: 416-6501-56145 Airport ($ 11,837.45)
260-4493-50808 Measure J Overlay $ 135,385.46
261-4491-50324 Section 14 Match $ 11,029.50
260-4500-59445 Measure J NMTP Bike $ 7,486.50
134-4498-50100 Measure A Overlay ($ 1,080.00)
REASONS FOR CHANGE:
Schedule F, Item 4, R/R Speed Humps: Replacement of speed humps utilized less asphalt concrete than
originally estimated resulting in a credit to the contract.
Change Order 1, Item A, Decorative Paver Crosswalks: Construction of decorative paver crosswalks at the
Airport was performed on Time and Materials basis with an estimated cost of $87,689.32. The cost of the
actual labor, materials and equipment necessary to complete the work was $72,165.85 resulting in a credit of
$15,523.47.
Change Order 2, Item G, Adjust Water Valves: In accordance with an agreement between the City and
Desert Water Agency, the Contractor was required to raise all water valves within the paving limits of Tahquitz
Canyon Way at a cost of$780 each. The quantity of valves was estimated to be 55, but the final quantity was
64. This Item compensates the Contractor for the 9 additional water valve adjustments. Note: total cost to
adjust water valves on the Tahquitz Canyon Way portion of the project is $49,920 which will be reimbursed by
Desert Water Agency and is not reflected in the total contract cost.
Change Order 2, Item H, Adjust Sewer Manholes: The adjustment of sewer manholes to grade and the
placement of concrete collars were not a part of this contract as originally bid. Change Order 2 allowed for the
adjustment of 30 sewer manholes. As the project moved into other areas several of the sewer manholes were
found to be in poor condition and required adjustment and new concrete collars. This item adds 20 additional
sewer manhole adjustments to the contract at a cost of$900 each for a total cost of$18,000.
05
Contract Change Order No. 4
February 18, 2015
Page 3
Change Order 3, Item K, Utility Adjustments: This item was added as a part of Change Order 3 to allow for
the adjustment to grade of existing drainage facilities. One of these was a storm drain manhole which was
determined to be more difficult and costly to adjust than originally anticipated. It was decided that the
anticipated benefit did not justify additional costs and is being removed from the contract resulting in a credit of
$3,891.
Change Order 3, Item N, Signal Detection Loops: Traffic Signal detection loops were not included in the
original bid. Some traffic signals affected by the paving operations required that the detection loops be added
to the contract. It was initially estimated that 60 loops would require replacement, but the final quantity was 56.
This item adjusts the final contract quantity by subtracting 4 loop replacements at a cost of $270 each for a
total credit of$1,080.
New Item O, Failed Grind/Overlay: This project originally allowed for a 2" grind and asphalt concrete overlay.
When the Contractor initially attempted to perform this scope of work the existing pavement conditions
prevented the work from continuing due to the advanced deterioration of the pavement. Ultimately a new
scope of work was negotiated and approved as a part of Change Order 2. This item compensates the
Contractor for costs incurred to attempt the originally required grind and overlay, and is inclusive of all labor,
materials, equipment and contracted services (including pavement grinding and trucking), that were in
operation prior to the work being stopped, resulting in an additional cost of$21,145.30.
New Item P, Crack filling and Sealing at Airport: Crack filling and sealing of pavement cracks were not
included in the original contract. Following pavement grinding for the Airport loop road, it was evident that the
many cracks of various sizes that were exposed would require filling and sealing prior to placing the overlay.
This item compensates the contractor for the cost of the subcontractor hired to perform this work. The total
cost for this item including allowable mark-up is $10,924.42.
New Item Q, Pavement Repairs Demuth Park: A water line break and repair efforts underneath the east
parking lot at Demuth Park resulted in damage to the pavement surface. Parks Department personnel
requested that the contractor provide an estimate for performing the asphalt repairs. This item compensates
the Contractor for labor, materials and equipment necessary to sawcut and dispose of existing asphalt, backfill
and compact the affected area and place new asphalt concrete. The total cost to perform this work was
$8,664.00.
New Item R, Tahquitz Crosswalks Tie-ins: Decorative Paver Crosswalks recently placed along Tahquitz
Canyon Way required transition of the adjacent asphalt paving elevations in order to match the crosswalk
elevations. This work was originally proposed to take place during the installation of the crosswalks but staff
could not negotiate a reasonable price for the work which was proposed to cost over $40,000. With the
knowledge that the upcoming paving project would be replacing all of the paving on Tahquitz Canyon Way, it
was decided that work would be deferred. The current Contractor provided a lump sum price of$30,628.75 to
complete the tie-ins, but again the price was rejected as being too high. The Contractor was then directed to
complete the work on a time and materials basis. The actual labor, equipment and materials required to
complete the work was monitored resulting in a total cost of$22,059.01.
New Item S, Tramview Sharrows/Bike Route Signs: At the request of the Sustainability Manager the
Contractor was directed to install thermoplastic `Sharrows' and Bike Route signage on Tramview Road from
Indian Canyon Drive to Eastgate Road. This work was completed at the lump sum/agreed price of$4,819.50.
06
Contract Change Order No. 4
February 18, 2015
Page 4
New Item T, Tahquitz Sharrows/Bike Route Signs: In accordance with the Non-Motorized Transportation
Plan, Tahquitz Canyon Way between Indian Canyon Drive and Calle El Segundo is to have sharrows and bike
route signage installation. This work was not included in the original bid and was completed at the lump
sum/agreed price of$2,667.
New Item U, Street Improvements Horizon Hotel: The North side of East Palm Canyon Drive between
Sunrise Way and South Palm Canyon Drive has continuous pedestrian walkways with the exception of two
locations. One location is the area directly in front of the Horizon Hotel located at 1050 E. Palm Canyon Drive,
This 650 linear foot frontage does not currently have curb and gutter or full width street pavement and
pedestrians are required to walk on a dirt pathway that is often filled with standing water. In an effort to provide
an accessible walkway, it is proposed that this area be improved. This item allows for the construction of curb
and gutter, sidewalk and street paving and will be inclusive of all appurtenant functions such as surveying,
grading and traffic controls. The cost of this work is estimated $47,421.95, but will be performed on a time and
materials basis to determine the actual cost of labor, equipment and materials necessary to complete the work.
New Item V, Sidewalk Improvements Sparrows Hotel: The north side of East Palm Canyon Drive in front of
the Sparrows Lodge located at 1330 E. Palm Canyon Drive does not have an accessible pedestrian walkway.
This item would provide for the construction of new walkways and necessary driveway approaches at the
estimated cost of $22.104.70. Work will be performed on a time and materials basis to determine the actual
cost of labor, equipment and materials. It should be noted that the City does not have a full width Right of Way
in front of this property. This work may only proceed with the agreement of the property owner to perform the
work and obtain an easement for the additional improvements; otherwise this work will be deleted from the
contract.
SUMMARY OF COSTS:
Original Contract Amount: $ 2,714,074.00 Original Completion January 6, 2015
This Change Order: $ 140,984.01 Days Added 8
Previous Change Order(s): $ 501,777.89 Previous Days Added: 26
Revised Contract Amount: $ 3,366,836.90 Revised Completion March 12, 2015
****SIGNATURES ON NEXT PAGE****
07
Contract Change Order No. 4
February 18, 2015
Page 5
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 Springs
Recommended By:
Assistant City Manager/City Engineer Date
Approved By:
David H. Ready, City Manager Date
Attest By:
Jay Thompson, City Clerk Date
Distribution:
Original Conformed Coov: Conformed - File Copy:
Contractor (1) Engineering Pay File (1)
City Clerk (1) City Project File (1)
Purchasinq (1)
Finance (1)
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