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Home My WebLink About11/16/2011 - STAFF REPORTS - 2F ?ALM SAR iy G Y N * R w ,r City Council Staff Report Date: November 16, 2011 CONSENT CALENDAR Subject: APPROVAL OF CONTRACT CHANGE ORDER NO. 1 FOR THE TRACT NO. 13257 SEWER IMPROVEMENTS (PHASES 1 & 2), CITY PROJECT 10-02 From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY Approval of Contract Change Order No. 1 adds a portion of the Phase 2 sewer improvements to the contract. RECOMMENDATION: 1) Approve Change Order No. 1 to Agreement No. 6142 with G&M Construction, in an amount of $72,370.15 for a revised total contract amount of $416,858.40 for the Tract No. 13257 Sewer Improvements, City Project No. 10-02; and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The Public Works and Engineering Department requested and received funding from the City's 2010/2011 and 2011/2012 CDBG Programs. The Department has proposed to design and construct a new sewer system to serve the low-to-moderate income neighborhood located west of Gene Autry Trail and south of Via Escuela (referred to as "Tract No. 13257"). Tract No. 13257 was developed during the 1980's when it was part of unincorporated Riverside County. At the time, Riverside County did not require extension of public sewer to the tract, and all 87 homes in Tract No. 13257 have private septic systems, some of which have begun to fail. Some lower income property owners have had to request financial assistance from the City for pumping and servicing of their septic systems. On March 17, 2010, the City Council approved the 2010/2011 CDBG Program, and awarded the Department $267,118 for the first phase of this project. On March 16, 2011, the City Council approved the 2011/2012 CDBG Program, and awarded the ITEM NO.__S!_C_— City Council Staff Report November 16, 2011 - Page 2 Tract No. 13257 Sewer Improvements (City Project 10-02) Department $180,951 for the second phase of this project (this amount was reduced to $160,855 as a result of a lower overall CDBG Program distribution to the City). Ultimately, this phased CDBG project proposes to install approximately 3,800 feet of 8" VCP public sewer line and 3,480 feet of 4" VCP sewer laterals. The existing on-site septic tanks will be disconnected and abandoned in accordance with the City's Building Department requirements. The costs to convert from private septic systems to a public sewer system are included in this proposal, including the $3,000 per unit sewer connection charge imposed by the City at the time a property is connected to the City's sewer system. Given the $1,200,000 total estimated cost to provide public sewer to Tract No. 13257, this project is proposed as a multi-year CDBG phased project. On September 7, 2011, the City Council awarded a construction contract to G&M Construction. As the full cost of Phases 1 and 2 exceeded the total amount of CDBG funds available, the Council limited its award to Phase 1 only, at a cost of $344,488.25. Additional costs for Phase 1 also covered by CDBG funds as part of construction are: Phase 1 Construction: $344,488.25 Sewer Connection Fees: 21 @ $3,000 = $63,000 Materials Testing: $9,708 Construction Administration/Inspection: $15,000 Total: $432,196.25 On September 7, 2011, the Council also adopted a Budget Resolution to allocate additional unexpended CDBG funds from prior years to supplement current funding for this project. Staff has negotiated a construction change order with G&M Construction to add some of the Phase 2 sewer improvements to the contract. The portion of work to be ,added includes only the public sewer main and sewer laterals within Zachary Court. No on-site building sewer extensions and septic tank abandonments for the homes on Zachary Court are included at this time given the budget constraint. It will be staffs intention to submit an application for Fiscal Year 2012/2013 CDBG funding to complete the Phase 2 sewer construction work originally contemplated with this project. FISCAL IMPACT: Sufficient funds will be available in account 137-4813-63583. 02 City Council Staff Report November 16, 2011 - Page 3 Tract No. 13257 Sewer Improvements(City Project 10-02) SUBMITTED: Prepared by: eJ(2-, Recommended by: Marcus L. Fuller David J. Barakian Assistant Director of Public Works Director of Public Works/City Engineer Approved by: Thomas J. Wilso , Asst. City Manager David H. Ready, 2Wnager Attachments: 1. Contract Change Order 03 CITY OF PALM SPRINGS CONTRACT CHANGE ORDER To: G&M Construction Date: September 7, 2011 211 W. Mesquite Ave. Project No: 10-02 Palm Springs, CA 92262 Project: Tract No. 13257 Sewer Tel: (760) 322-6918 Improvements (Ph 1 &2) Fax: (760) 778-6708 Change Order No: 1 Purchase Order 12-0464 Attn: George Marantz Account 137-4813-63583 Agreement No: 6142 CHANGES IN WORK: In lieu of awarding the entire Bid Schedule B, this Contract Change Order No. 1 shall add the following scope of work from Phase 2 of the plans: Construct 8"VCP sewer main in Zachary Court (Station 10+05 to 12+36.20) Construct 4" VCP sewer laterals at Station 10+59.98, 10+74.29, 11+16.77, 11+36.77, 11+81.12, 11+86.12, 12+19.20, 12+24.20, and 12+29.20 Construct 48" sewer manhole at Station 12+36.20 Mobilization, traffic control and sheeting/shoring/bracing associated with the above additional work. On-site building sewer extension and septic tank abandonment work is excluded. Add the following work: Construct 1" asphalt pavement grind and overlay in Norloti Street, Amico Street (between Zachary Court and Norloti Street), and in Zachary Court. Eliminate Bid Schedule A, Item 30 "Reconstruct Drainage Channel'. Modify existing drainage channel by removing 4 feet wide section and constructing 24"x24" drainage inlet with 8" diameter PVC drainage pipe, with new inverted concrete cross-section, in accordance with detail attached hereto. CHANGES IN COST: Decreases in Cost: Bid Schedule A, Item 30, "Reconstruct Drainage Channel": 205 LF @ $260.00 per LF = ($53,300.00) Total Decrease: $53,300.00 Increases in Cost: Item 1, Mobilization, Lump Sum (LS) @ $5,000 Item 2, Traffic Control, Lump Sum (LS) @ $1,750 Item 3, Construct 8" VCP Sewer Main, 231.20 linear feet (LF) @ $98.25 per LF = $22,715.40 Item 4, Construct Sewer Manhole (13=48"), 1 each (EA) @ $2,500.00 Item 5, Construct 4"VCP Sewer Lateral, 281.00 linear feet(LF) @ $101.00 per LF = $28,381.00 Item 6, Sheeting, Shoring & Bracing or Equivalent Method, Lump Sum (LS) @ $1,000 Item 7, Grind and Overlay Existing AC Pavement (1"), 16,775 square feet (SF) @ $1.45 per SF = $24,323.75 Item 8, Modify Existing Drainage Channel, $40,000 (Time & Materials Estimate) Total Increase: $125,670.15 04 Contract Change Order No. 1 City Project#10-02, Tract No. 13257 Sewer Improvements Page 2 of 3 The prices listed above for Items 1-6 are consistent with the prices listed in Bid Schedule B, and shall constitute full compensation, including all markups for this additional work, and no additional payment will be made. As specified in the Special Provisions, compensation for removal and replacement of existing improvements related to the sewer construction shall be considered as included in the prices paid, and no additional compensation will be allowed therefore. The price listed above for Item 8 is a time and material estimate, final cost of Item 8 will be determined upon review of actual time and material costs incurred including appropriate mark-up, in accordance with the Special Provisions. SOURCE OF FUNDS: Funds are available in the following account(s): 137-4813-63583 REASONS FOR CHANGE: Bid Schedule B not included in original contract award due to budget constraints. This Contract Change Order adds the sewer construction in Zachary Court to contract. On-site sewer connections are excluded. Bid Schedule A, Item 30 'Reconstruct Drainage Channel' is being eliminated, and a new item is being added by this Contract Change Order to modify the existing drainage channel by removing a 4 feet wide section, constructing a 24°x24" drainage inlet with 8" diameter PVC drainage pipe, with new inverted concrete cross- section, in accordance with detail attached hereto. Additional asphalt pavement grind and overlay is being added by this Contract Change Order to include areas beyond the limits of the trench repairs associated with the sewer main and sewer lateral excavations. Given the multiple trenches involved with installation of the new sewer improvements, some areas of existing asphalt pavement would remain leaving isolated floating sections of asphalt pavement in poor condition. This work ensures the entire street section of Norloti Street, Arnico Street (between Zachary Court and Norloti Street), and in Zachary Court, will have a new asphalt pavement surface. SUMMARY OF COSTS: Original Contract Amount: $ 344,488.25 Original Completion TBD This Change Order: $ 72,370.15 Days Added for this CO: —10-- Previous Change Order(s): $ 0.00 Previous Days Added: -0— Revised Contract Amount: $ 416,868.40 Revised Completion TBD 05 Contract Change Order No. 1 City Project#10-02, Tract No. 13257 Sewer Improvements Page 3 of 3 1 have received a copy of this Change Order and the above AGREED PRICES are acceptable to Contractor Contractor Approval: Signature Date Printed Name and Title City Approval: Submitted By: Assistant Director of Public Works/ Date Assistant City Engineer Approved By: Director of Public Works/City Engineer Date Approved By: City Manager Date Attest By: City Clerk Date Distribution: Original Conformed Coov: Conformed - File Coov: Contractor (1) Engineering Pay File (1) City Clerk (1) Resident Enqineer (1) Procurement (1) Finance (1) 06 6' ' 4--- f. N � EXIST CHANNEL W �- - - 6" A11N_ » 144 BROOKS BOX C'DRAIN PIPE PVC, v --8" SEWER MAIN STORM DRAIN CHANNEL WEST END N.T.S. 6' i' 4' r -� N , EXIST CHANNEL - i y 6" MIN. DRAIN PIPE WG -8- SEWER MAIN STORM DRAIN CHANNEL EAST END N.TS 07