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Cg41FORN�P City Council Staff Report
Date: October 1, 2014 CONSENT CALENDAR
Subject: APPROVAL OF CONTRACT CHANGE ORDER NO. 2 FOR THE 2014
ANNUAL ASPHALT OVERLAY AND RECONSTRUCTION PROJECT,
CITY PROJECT 14-04,
From: David H. Ready, City Manager
Initiated by: Public Works and Engineering Department
SUMMARY
Contract Change Order No. 2 in the amount of $205,229.10 for the Annual Asphalt
Overlay and Reconstruction Project, City Project No. 14-04 provides funds for the
addition of 7 new items to the project as well as additions and deletions to the original
scope of work related to the method of pavement repairs.
RECOMMENDATION:
1) Approve Contract Change Order No. 2 to Agreement No. 6565 in the amount of
$205,229.10 with Matich Corporation, a California corporation, for Annual Asphalt
Overlay and Reconstruction Project, City Project 14-04.
2) Authorize City Manager to execute all necessary documents.
STAFF ANALYSIS:
On June 18, 2014 City Council awarded a $2,714,074.00 contract agreement to Matich
Corporation for the overlay and reconstruction of various streets; including the complete
reconstruction of Tahquitz Canyon Way between Indian Canyon and Sunrise Way, and
the loop roads of the Palm Springs International Airport.
On July 16, 2014 Council was asked to provide advanced authorization to various items
of anticipated work based upon estimated costs. These included:
1. Airport Decorative Paver Crosswalks $ 90,000 Airport Funds
2. Curb and Gutter on Escoba $ 55,000 Measure A
3. Modifying Bike lane types $ 30,000 Measure J
11EM NO.
City Council Staff Report
October 1, 2014— Page 2
Authorize City Manager to Approve CCO#2 for Overlay and Reconstruction Project, CP 14-04
Change Order No. 1 was executed on August 12, 2014 authorizing Matich to proceed
with Airport decorative crosswalks on a time and materials basis at a cost not to exceed
$87,689.32. This work represents Item A under new items to the contract.
Change Order No. 2 Includes seven (7) new items that are being added to the contract
and are inclusive of the two remaining items from the July 16th authorization. These
items are referenced as Items B through H. In addition to these new items, this change
order makes changes to the original scopes of work in order to address both scheduling
and cost issues.
Bid Schedule A: Bid Schedule A allows for the complete reconstruction of Tahquitz
Canyon Way between Indian Canyon and Sunrise Way. Reconstruction is a process in
which the existing asphalt paving is removed along with several inches of underlying
soils to a depth of approximately 9 inches. New underlying road base is trucked to the
site where it is graded and compacted prior to the placement of a new layer of asphalt.
On a street the size of Tahquitz, this is a very time consuming effort and throughout the
duration of the work the roadway is only useable in a very limited capacity. Due to
scheduled utility projects in the same area, the site was not available to the contractor
for construction. In addition, it was a concern that many of the upcoming fall events
would be impacted by the work. In an effort to minimize the impact on motorists,
adjacent businesses and residents, it is proposed that an alternative to standard
reconstruction is utilized.
The proposed change involves pulverizing the existing street in place rather than
digging it up and hauling it away. The pulverizing machine will mix the asphalt and
gravels in the existing roadway into the sub-soils to a depth of 12". These base
materials are then mixed with 4% powdered Portland Cement. This treated material is
then wetted and compacted in place providing a stable, cementatious base on which to
place 4" of asphalt concrete. Essentially, the existing street is re-used to support a new
one. This method has many advantages such as a reduction in trucking and waste,
increased public convenience, better access to adjacent properties during construction,
time and cost.
Changes to Bid Schedule A allow for the use of this alternate method as well a phased
construction schedule that will have all construction activities off of Tahquitz during the
peak of the fall event season. These changes result in a credit to the contract of
approximately $10,000.
Bid Schedule B: Changes to Bid Schedule B are similar to those outlined in
Schedule A. The difference being that the cement treatment will not be utilized on these
smaller, lower traffic streets. All streets currently scheduled for reconstruction would be
rehabilitated utilizing the pulverize in place method, where the existing roadway will be
mixed into the sub-soils in order to create a base material on which new paving will be
placed. The use of this method of reconstruction results in a savings to the contract of
approximately $65,000.
02
City Council Staff Report
October 1, 2014— Page 2
Authorize City Manager to Approve CCO#2 for Overlay and Reconstruction Project, CP 14-04
As a part of these changes to Schedule B, the use of this method would be expanded to
include two streets currently scheduled for grind and overlay that are in a severely
distressed condition: Mesquite Ave. between South Palm Canyon and Palo Fiero and
South Riverside Dr. between Random Road and Sunrise Way. Both of these roads will
be added to the reconstruction list and the savings noted above would be applied
towards the difference in cost. These changes result in an estimated increase to the
project of$32,951.22
New Item B, Escoba Drive Street Improvements: The South side of Escoba Dr. East
of South Desert Way has long been in need of curb and gutter improvements in order to
convey nuisance and storm waters to the East. This area has a history of standing
water and vector control issues, requires regular maintenance by City crews and has
long been a concern to adjacent residents.
This item will provide for approximately 660 LF of curb and gutter improvements and
paving in order to correct this problem. The work will be performed at the lump
sum/agreed price indicated above and is inclusive of mobilization, sawcutting, removals,
grading, 6" PCC curb and gutter, asphalt cement trench patching and surveying. This
addition was one of the items that was previously authorized by Council on July 16,
2014 at an estimated cost of $55,000; the actual cost is $35,081.
New Item C, East Palm Canyon Sidewalk, North Side, between Sagebrush and
South Calle Rolph: This location does not currently have pedestrian walkways.
Pedestrians and guests of the adjacent hotels are required to walk along the top of the
curb or in the street along this block. This item will provide new concrete walkways and
ramps. The work will be performed at a lump sum/agreed price and is inclusive of
removals of existing improvements, relocation of landscaping, construction of ADA
ramps, walkways, a driveway approach, AC paving and Traffic Control. The cost of this
item is $23,902.
New Items D and E, Morongo Road and Cherry Hills Drive street improvements:
Sections of each of these roads were initially scheduled to be slung sealed as a part of our
recent slurry project. However, it was determined prior to construction that there were portions
that were not suitable for slurry seal due to their poor condition. For that reason these
segments were excluded from the slurry project. Item D and E will allow for the reconstruction
of these street sections utilizing the `pulverize in place' method outlined in the changes to Bid
Schedule B above. Limits of the work are as follows: Morongo Rd. from Barona Road to 300
feet East of Barona Road, Cherry Hills Drive from Bob O Link East to the golf course
crosswalk. Combined, these repairs result in an increase to the contract of$40,368.68
New Item F, Tahquitz Canyon Bike Lane Buffer: This Items adds a 2 foot wide,
thermoplastic, bike lane buffer to the existing bike lane details on Tahquitz Canyon Way
between El Segundo Road and Sunrise Way. Note this work is a portion of the bike lane
improvements on Tahquitz Canyon Way that was previously authorized by Council on July 16,
2014 at an estimated cost of $30,000. The actual cost for this work is $13,125.
03
City Council Staff Report
October 1, 2014-Page 2
Authorize City Manager to Approve CCO #2 for Overlay and Reconstruction Project, CP 14-04
New Items G and H, Water Valve and Sewer Manhole Adjustments: The adjustment of
utility covers is often necessary when roads are reconstructed. This item allows for the
demolition, adjustment and re-pouring of concrete collars around existing water valves and
sewer manholes. Many of the existing utility adjustments are cracked or are at a different
grade than the anticipated reconstructed street. Please note that water valve adjustments are
being performed under agreement with the Desert Water Agency. DWA will approve
adjustments to be made by the City's contractor in the field and the City will be reimbursed at
the completion of the project. The anticipated cost for sewer manhole adjustments is $27,000.
The estimated cost for water Valve Adjustments is $42,900 (to be reimbursed by DWA).
FISCAL IMPACT:
Item B: Funds are available in Account No. 134-4498-50242 (Measure A)
Item C: Funds are available in Account No. To Be Determined.
Item D and E: Funds are available in Account No. 133-4298-50292 (Gas Tax)
Item F: Funds are available in Account No. 260-4500-59445
Item G: Funds are available in Account No. 134-4498-50225
Item H: Funds are available in Account No. 420-6800-50000
SUBMITTED:
Recommended by: Approved by:
dill
David J. Barakian David H. Ready, Ci ager
Director of Public Works/City Engineer
Attachments:
1) Contract Change Order No. 2
2) Location Map
04
CITY OF PALM SPRINGS
CONTRACT CHANGE ORDER
Date: September 23, 2014
To: Matich Corporation
P.O. Box 10
Highland, CA 92346
City Project No.: 14-04
Project: 2014 AC Overlay/Reconstruction
Change Order No.: Two (2)
Contract Purchase Order No. : Pending
Account Numbers: Various
Agreement No.: 6565
CHANGES IN WORKICOST
New Items
B Escoba Dr. St. Imp. Lump Sum/Agreed Price $35,081.00
C EPC Sidewalk Lump Sum/Agreed Price $23,902.00
D Morongo/Cherry Hills Pulv/Pave 25,678 SF @ $0.46/SF $11,811.88
E Morongo/Cherry Hills AC 388 Tons @ $ 73.60/Ton $28,556.80
F Tahquitz Bike Lane Buffer Lump Sum Agreed Price $13,125.00
G Adjust Water Valves 55 EA @ $780.00/EA $42,900.00
H Adjust Sewer Manholes 30 EA @ $900/EA $27,000.00
Subtotal: $182,376.68
Bid Schedules
Bid Schedule A Delete Items 3, 6, 7 and 8 -($941,370.00)
The following lump sum, unit pricing and estimated quantities will replace the deleted items
from Bid Schedule A:
Al. Pulverize, Export, PCC Stab. 340,000 SF @ $1.09/SF $370,600.00
A2. AC Paving type C2 1.5" 8,080 TONS @ $69.39/TON $560,671.20
and type B 2.5"
Subtotal: $931,271.20
I 05
Bid Schedules B, C, D and E
Bid Schedule B Delete Items 3 and 4 -($160,837.00)
Bid Schedule C Delete Items 3, 4 and 5 -($138,370.00)
Bid Schedule D Delete Items 3 and 4 -($517,360.00)
Bid Schedule E Delete Items 3,4,5,E and 7 -($202,050.00)
Subtotal -($1,018,617.00)
The following lump sum, unit pricing and estimated quantities will replace the deleted items
from Bid Schedules B, C, D, and E:
B1. Pulv, Grade, Compact, Export 393,451 SF @ $0.46/SF $180,987.46
B2. AC Paving 2.5 and 3" 6,294 TONS @ $71.00/Ton $446,874.00
B3. Cold Plane 2.0" 385,612 SF @ $0.23/SF $88,690.76
B4. AC Pave 2.0" 4,752 TONS @ $70.50/TON $335,016.00
Subtotal $1,051,568.22
Change Order Total: $205,229.10
REASONS FOR CHANGES
B. Escoba Drive Street Improvements: The South side of Escoba Dr. East of South
Desert Way has long been in need of curb and gutter improvements in order to convey
nuisance and storm waters to the East. This area has a history of standing water and vector
control issues and requires regular maintenance by City crews. This item will provide for
approximately 660 LF of curb and gutter improvements and paving in order to correct this
problem. The work will be performed at the lump sum/agreed price indicated above and is
inclusive of mobilization, sawcutting, removals, grading, 6" PCC curb and gutter, asphalt
cement trench patching and surveying. Note that this item was previously authorized by
Council on July 16, 2014.
C. East Palm Canyon Sidewalk, North Side, between Sagebrush and South Calle Rolph:
This location does not currently have pedestrian walkways. Pedestrians and guests of the
adjacent hotels are required to walk along the top of the curb or in the street along this block.
This item will provide new concrete walkways and ramps. The work will be performed at the
lump sum/agreed price indicated above and is inclusive of removals of existing improvements,
relocation of landscaping, construction of ADA ramps, walkways, driveway approach, AC
paving and Traffic Control.
D. and E. Morongo Road and Cherry Hills Drive: Sections of each of these roads were
initially scheduled to be slurry sealed as a part of our recent slurry project. However, it was
determined that there were portions that were not suitable for slurry seal due to poor condition
II 06
and they were excluded from the slurry project. These items will allow for the reconstruction of
these street sections utilizing a 'pulverize in place' method. Limits of the work are as follows:
Morongo Rd. from Barona Road to 300 feet East of Barona Road, Cherry Hills Drive from Bob
O Link East to golf course crosswalk.
F. Tahquitz Canyon Bike Lane Buffer: This Items adds a 2 foot wide, thermoplastic, bike
lane buffer to the existing bike lane details on Tahquitz Canyon Way between El Segundo
Road and Sunrise Way. Note this item was previously authorized by Council on July 16, 2014.
G and H. The adjustment of utility covers is often necessary when roads are reconstructed.
This item allows for the demolition, adjustment and re-pouring of concrete collars around
existing water valves and sewer manholes . Note: Water valve adjustments are being
performed under agreement with the Desert Water Agency. DWA will approve adjustments to
be made by the City's contractor in the field and the City will be reimbursed at the completion
of the project.
Bid Schedule A: Tahquitz Canyon Way Reconstruction: As bid, this project requires the
complete removal of the existing asphalt and subgrade to a depth of 9 inches on Tahquitz
Canyon Way between Indian Canyon and Sunrise Way. This process of reconstruction is both
time extensive and disruptive to adjacent businesses and residents as it leaves a deep
excavation in the roadway. The construction timeline for this work also coincides with several
scheduled events including the Aircraft Owners Convention and Parade of Planes 1 and 2,
Arenas Road Halloween Celebration, Veterans Day Parade, and the Pride Parade and
Celebration. In an effort to minimize the impact of the Tahquitz Canyon reconstruction we
have developed an alternate scope of work and schedule. In accordance with this change
order, the existing paving on Tahquitz will be pulverized in place mixing the asphalt into the
road subgrade. This material will then be graded to the appropriate depth and treated with 4%
Portland Cement Concrete. This material will then be wetted and compacted in place in order
to provide a cement treated subgrade. The grade will then be micro cracked in order to
prevent natural cracking and then asphalt concrete will be placed in two lifts to a finished
thickness of four (4) inches. The work will take place in two phases in order to minimize
disruptions during the planned events. Phase 1 will begin on October 6 and will concentrate
on the area between Indian Canyon and Alvarado Road. The Contractor will then de-mobilize
on October 24th. The Contractor will return to complete the remainder of Tahquitz on
November 12th completing the work prior to December 5th. This change results in a credit to
the original contractor of approximately $10,000.00 and comes with an extended warranty of
two years.
Bid Schedules B, C, D and E: Reconstruction and Overlay of Various Streets: Two of the
streets scheduled for a grind and overlay have deteriorated to the extent that this method of
repair would be unsuitable. These include Mesquite Ave from South Palm Canyon to Calle
Palo Fiero, and South Riverside Drive from Random Road to Sunrise Way. In an effort to
include these streets with those scheduled for reconstruction an alternate method for street
reconstruction was developed. Rather than fully removing the roadway and importing base
material, all streets scheduled for reconstruction will be pulverized in place; mixing the existing
asphalt in with the underlying subgrade to develop a base on which to pave. This method is
III 07
expected to provide the same reconstruction result at a savings to the contract of
approximately $65,000. These savings, will be used to offset the cost of including Mesquite
Ave and South Riverside Drive on the reconstruction list and differences in the overlay unit
pricing. This item also removes Camino Real between Mesquite Ave and Calle Palo Fiero from
the project. This street is now scheduled for improvements under a Safe Routes to School
Federal Grant. These changes result in a net increase to the contract of$32,951.22.
SOURCE OF FUNDS:
Item B: Funds are available in Account No. 134-4498-50242 (Measure A)
Item C: Funds are available in Account No. To Be Determined.
Item D and E: Funds are available in Account No. 133-4298-50292 (Gas Tax)
Item F: Funds are available in Account No. 260-4500-59445
Item G: Funds are available in Account No. 1344498-50225
Item H: Funds are available in Account No. 420-6800-50000
Contract Time:
Sixteen (16) additional working days will be added to the contract in order to complete this
work.
Original completion date: January, 6, 2015
Days Added this Change Order: -16-
Revised Completion Date: February 4, 2015
Summary of Costs:
Original Contract Amount: $2,714,074.00
This Change Order: $205,225.10
Previous Change Orders: $87,689.32
Revised Contract Amount: $3,006,988.40
IV 08
Contractor Approval
I /We agree to the change(s) in work and prices as Indicated herein:
Matich Corp.:
Signature of Authorized Representative Date
Print Name Title
City Approval
Submitted by:
Sr. Public Work Inspector Date
Approved by:
City Engineer Date
Approved by:
Airport Director Date
Approved by:
City Manager Date
Attested by:
City Clerk Date
Distribution: Original Executed Copies Conformed File CM
Contractor (1) Engineering File (1)
City Clerk (1) Sr. Public Works Insp. (1)
Finance (1)
v 09
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