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Home My WebLink About5/19/2010 - STAFF REPORTS - 2.I. A. ry U 41 u w fa.. 4. ' oq<iFosN City Council Staff Repo Date: May 19, 2010 CONSENT CALENDAR Subject: APPROVAL OF CONTRACT CHANGE ORDER FOR THE GENE AUTRY TRAIL GATEWAY LANDSCAPE IMPROVEMENT PROJECT, (CITY PROJECT 06-03), FEDERAL AID PROJECT NO. ESPLE-5282 (027) From: David H. Ready, City Manager Initiated by: Public Works and Engineering Department SUMMARY Changes to the original design of the project have been required as construction of this project has moved forward. Approval of Contract Change Order No. 3 will allow staff to continue moving forward with construction of this project. RECOMMENDATION: 1) Approve Contract Change Order No. 3 to Agreement No. 5895 in the amount of $84,294.14 with Sierra Landscape Company, for the Gene Autry Trail Gateway Landscape Improvement Project, (City Project 06-03), Federal Aid Project No. ESPLE-5282(027); and 2) Authorize the City Manager to execute all necessary documents. STAFF ANALYSIS: The City was the recipient of $1,850,000 in federal economic stimulus funds, allocated specifically for the federally funded Transportation Enhancement ("TE") Program, for the Gene Autry Trail Gateway Landscape Improvement Project, City Project 06-03. This project will construct new parkway and median landscaping on Gene Autry Trail, between Vista Chino and Via Escuela, and a new "Gateway" entry monument sign and landscaped area at the southwest corner of Vista Chino and Gene Autry Trail (now considered a "pocket park"). On September 2, 2009, the City Council awarded a construction contract to Sierra Landscape Company in the amount of$1,225,233.75, an amount well below the original engineer's estimate of $1,550,000. Construction commenced on this project on November 9, 2009, and during construction certain changes to the original design were ITEM. 1`]q, ` City Council Staff Report May 19, 2010 - Page 2 Change Order No. 3 for City Project No. 06-03 required. An initial Contract Change Order No. 1 was previously approved in the amount of $23,897.00, and included costs to cover construction of additional storm drain drywells, to increase the size of specified palm trees, and to add more benches within the park. On March 3, 2010, City Council approved Contract Change Order No. 2 which included costs to cover construction of modified block walls and retaining walls along the west side of the park, adjacent to the residential properties, as well as other additional improvements recommended by staff. Contract Change Order No. 3 makes adjustments to quantities of several bid items to account for final quantities required during construction. Contract Change Order No. 3 also accommodates three additional items of work: 1. Construction of off-site sidewalk improvements on the south side of Vista Chino between Via Roberto Miguel and Gene Autry Trail. Planning Condition #17 of Tentative Tract Map 32233 requires the developer (Lennar) to construct this improvement. In discussions with Lennar, it was agreed that the City could add this item of work to its construction contract provided Lennar deposited the full cost of the improvement as negotiated with the City's contractor. The total cost of $59,988 for the sidewalk construction has been received from Lennar. 2, The original specifications identified soil amendments (fertilizer) that the contractor was to assume was required for the project, subject to change upon final soils testing after grading of the site. Subsequent soil testing identified adjustments to the originally specified soil amendments, resulting in a slight increase of $590.92 for additional fertilizer required. 3. The original specifications did not identify the exact light fixture for the lighted concrete bollards (only identified the fixture as a 50W fixture). Although a Request for Information "RFI" was received requesting clarification on the light fixture required, the RFI was received the day before bid opening, too late for the City to appropriately address it without delaying the bid opening. Therefore, bidders were required to assume a cost of the 50W light fixture incorporated into the lighted concrete bollards. Sierra assumed a $200 cost for the 50W fixture in its bid; the final cost of the light fixture specified by the City after the bid opening is $455.51; the change order authorizes an increase of $12,634.97 to compensate the contractor for the actual cost of the specified light fixtures. The total additional cost of the work included on Contract Change Order No. 3 is $84,294.14 (of which $59,988 has been paid for by Lennar). The total construction cost of this project will be increased as follows: Original award: $ 1,225,233.75 Prior Change Orders: $ 55,916.00 Change Order#3: $ 84,294.14 Revised total: $1,365,443.89 City Council Staff Report May 19, 2010- Page 3 Change Order No. 3 for City Project No. 06-03 It is recommended that the City Council approve Change Order No. 3 to allow staff to proceed with construction of this project, including the recommended changes. FISCAL IMPACT: 100% of the federally participating construction costs for this project are funded by the federal grant. Funding for this project is available in the federal grant account 261- 4491-50277 (Fed Stim Park/Autry/Vista). The non-federally participating construction costs (Vista Chino Sidewalk) are funded by non-governmental sources of funding (Lennar), deposited into a special project account 160-4510 (Vista Chino Sidewalk). SUBMITTED: Prepared by. Recommended by. Marcus L. Fuller David J. Barakian Assistant Director of Public Works Director of Public Works/City Engineer Approved by: Thomas J. Wi on,A st. City Manager David H. Read anager Attachments: 1. Contract Change Order No. 3 CITY OF PALM SPRINGS CONTRACT CHANGE ORDER To. Sierra Landscape Company, Inc. Date: May 10, 2010 73-771 Dinah Share Drive Project No: 06-03 Palm Desert, CA 92211 Project: Gene Autry Trail Gateway Tel: (760) 345-5959 Landscape Improvement Project Fax: (760) 345-0328 Change Order No: 3 Purchase Order 00100456-01 Attn: Sandy Robinson Account 261-4491-50277 160-4510-(Vista Chino Sidewalk) Agreement No: 5895 CHANGES IN WORK: Bid Schedule Items: increase of decrease of bid item quantities have been noted during construction. I. Construction of off-site sidewalk improvements on the south side of Vista Chino between Via Roberto Miguel and Gene Autry Trail, inclusive of clearing/grubbing, export, construction of concrete sidewalks, retaining curbs, removal/replacement of existing curb ramp at southwest corner of Gene Autry Trail/Vista Chino, traffic control, mobilization, Caltrans permits, and all associated work. J. Amendment to original soil fertilizer specifications- K. Light fixtures for lighted concrete bollards. CHANGES IN COST: Bid Schedule Items: Bid Item A3, Remove Existing A.C. Pavement 208 SF @ $2.50/ SF ($745.00) Bid Item A4, Remove Existing Curb and Gutter 168 LF @ 3.00 / LF ($504.00) Bid Item A9, Install 8" HDPE Storm Drain 73 LF @ $29,00 / LF ($2,117.00) Bid Item A34, Furnish & Install '/ Ton Boulder + 6 @ $106 / EA $636.00 Bid Item B6, Furnish & Install 4"-8" Cobble + 81.77 Ton @ $175.00 /Ton $14,309.75 Bid Item C2, Remove Existing Wood Fence - 111 LF @ $4,50 / LF ($499.50) Increase in Cost at Negotiated Price: I. $59,988 lump sum agreed price J. $590,92 lump sum agreed price K. $12,634,97 lump sum agreed price Total Change in Cost: $84,294.14 Contract Change Order No. 3 City Project#06-03, Gene Autry Park Gateway Landscape Improvement Project Page 2 of 3 REASONS FOR CHANGE: Bid Items A3, A4, A9, and C2: actual quantities required to complete the work were less than the original bid item quantity. Bid Item A34: Estimated quantity was 14 boulders, however, 6 additional boulders were required to complete the work. Bid Item B6: Estimated quantity was calculated at 120 tons, however, a clerical error listed the bid item quantity at 20 tons. Final weight of delivered cobble was confirmed as 1Q1.77 tons, requiring an additional 81,77 tons to be added to the contract. I. Planning Condition #17 of Tentative Tract Map 32233 requires that "The developer shall construct off-site sidewalk improvements on the south side of Vista Chino between Via Roberto Miguel and Gene Autry Trail." In discussions with the developer (Lennar), it was agreed that the City could add this item of work to its construction contract provided Lennar deposits the full cost of the improvement as negotiated with the City's contractor. J. The original specifications identified soil amendments (fertilizer) that the contractor was to assume is required for the project, subject to change upon final soils testing after grading of the site. Subsequent soil testing identified adjustments to the originally specified soil amendments. K. The original specifications did not identify a specific light fixture for the lighted concrete bollards; the Contractor provided an allowance for a 50 W fixture in its bid, which did not cover the full cost of the actual light fixture specified by the City after the bid opening. 7 Contract Change Order No. 3 City Project#06-03, Gene Autry Park Gateway Landscape Improvement Project Page 3 of 3 SUMMARY OF COSTS. Oriqinal Contract Amount: $1,225,233.75 Original Completion April 14, 2010 This Change Order: $ 84,294.14 Days Added for this -12- Previous Change Order(s): $ 55,916.00 Previous Days Added: -24- Revised Contract Amount: $1,366,443.89 Revised Completion June 17, 2010 SOURCE OF FUNDS: Funds are available in the following accounts: 160-4510-(Vista Chino Sidewalk) $59,988.00 261-4491-50277 $24,306.14 1 / We do hereby agree to the changes and prices to the contract for work as specified herein. All work specified in and initiated by this change order shall be performed in accordance with the provisions set forth in the original contract unless otherwise specifically noted herein. Contractor Approval: Signature Date Printed Name and Title City Approval: Submitted By: Senior Public Works Inspector Date Approved By Director of Public Works/City Engineer Date Approved By: City Manager Date Attest By. City Clerk Date Distribution: Original Conformed Copy. Conformed - File Cry: Contractor (1) Engineering Pay File (1) City Clerk (1) Resident Engineer f1) Procurement (1) Finance (1)