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Home My WebLink About12-Development Services From: James Funk, Director CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Subject: Authorization to execute Change Order No. One to Laird Construction Co., Inc. for relocating the pavement rehabilitation project from Lexington Parkway, Saratoga Way, Shenandoah Way, Georgia Blvd. and Gannett Parkway to a portion of California Street, between Porter Street and 30th Street, and Hallmark Parkway, just north of the new W al- Mart under construction, between Saratoga Way and the Devils Canyon Channel, beginning construction per Plan No 10510, authorization for the Finance Director to amend the FY 2002/03 budget, and authorize Purchasing Manager to increase contingencies. MCC Date: March 3, 2003 1.7287, 1.7288, 1.7289, 1.7290 & 1.7291 Dept: Development Services Date: January 22, 2003 File: I \.,' I , .l..o Synopsis of Previous Council Action: 7/15/02 Allocation of $332,000.00 in the 2002/03 Capital Improvement Program (CIP) on Lexington Parkway from Hallmark Parkway to cul-de-sac; Saratoga Way from Georgia Boulevard to Hallmark Parkway; Shenandoah Way from Hallmark Parkway to cul-de-sac, Georgia Boulevard from Gannett Parkway to Saratoga Way and Gannett Parkway from Georgia Boulevard to Hallmark Parkway. (Account Nos. 135-378-5504-7287 through 7291.) 12/16/02 Resolution awarding contract to Laird Construction Co., Inc. for Pavement Rehabilitation on Lexington Parkway from Hallmark Parkway to cul-de-sac; Saratoga Way from Georgia Boulevard to Hallmark Parkway; Shenandoah Way from Hallmark Parkway to cul-de-sac, Georgia Boulevard from Gannett Parkway to Saratoga Way and Gannett Parkway from Georgia Boulevard to Hallmark Parkway per Plan No 10510. (Account Nos. 135-378-5504-7287 through 7291.) Recommended Motion: I) Authorize execution of Change Order No. One in the amount of $44,950.16 to contract with Laird Construction Co. for Pavement Rehabilitation on Lexington Pkwy. from Hallmark Pkwy. to cul-de-sac; Saratoga Way from Georgia Blvd. to Hallmark Pkwy.; Shenandoah Way from Hallmark Pkwy. to cul-de- sac, Georgia Blvd. from Gannett Pkwy. to Saratoga Way and Gannett Pkwy. from Georgia Blvd. to Hallmark Pkwy. per Plan No. 10510. 2) Authorize Director of Finance to amend the 2002/03 Capital Project Budget by establishing new Account No. 135-378-5504-XXXX (California St.) in the amount of $90,000, and Account No. 135-378-5504- XXXX (Hallmark Parkway.) in the amount of $204,000 in the FY 2002/03 budget and transferring $294,000 from Account No's 135-378-5504-7287 through 7291 to Account No. 135-378-5504-XXXX (California Street - $90,000) and Account No. 135-378-5504 (Hallmark Pkwy - $204,000), leaving the remainder in unreserved Fund 135 fund balance. 3) Authorize the Purchasing Manager to increase the project contingencies by $20,000.00 from $27,037.00 to $47,037.00 ~~AF~ ----r:t== James Funk Contact person: Robert Sepulveda, Engineering Associate Phone: 5167 Supporting data attached: Staff Report, Map & Contract Change Order Ward: 6 FUNDING REQillREMENTS: Amount: $294,000 ($54,000 additional) Source: (Acct. No.) 135-378-5504-XXXX Acct. Description: Lexington Parkway, Saratoga Way Shenandoah Way, Georgia Boulevard., and Gannett Parkway Pavement Rehabilitation Finance: J/~~3 Agenda Item No.1 L CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Subject: Authorization to execute Change Order No. One to Laird Construction Co., Inc. for relocating the pavement rehabilitation project from Lexington Parkway, Saratoga Way, Shenandoah Way, Georgia Blvd. and Gannett Parkway to a portion of California Street, between Porter Street and 30th Street, and Hallmark Parkway, just north of the new Wal-Mart under construction, between Saratoga Way and the Devils Canyon Channel, beginning construction, per Plan No. 10510, authorization for Director of Finance to amend the 2002/03 Capital Project Budget by establishing new Account No. 135-378-5504-XXXX (California St.) in the amount of $90,000, and Account No. 135-378-5504- XXXX (Hallmark Parkway.) in the amount of $204,000 in the FY 2002/03 budget and transferring $294,000 from Account No's 135-378-5504-7287 through 7291 to Account No. 135-378-5504- XXXX (California Street - $90,000) and Account No. 135-378-5504 (Hallmark Pkwy - $204,000), leaving the remainder in unreserved Fund 135 fund balance, and authorize Purchasing Manager to increase contingencies Background: The state's budget crisis is affecting local agencies in a number of ways. One immediate impact has been the loss of the remaining Fiscal Year 2002/03 and Fiscal Year 2003/04 Transportation Congestion Relief Program (TCRP/AB2928) funding. This affects both the two approved grade separation projects on Hunts Lane and State Street and a number of budgeted pavement rehabilitation projects. The loss of approximately $600,000 in AB2928 pavement rehabilitation funding has required that staff review the pavement management guidelines recommended to Council with the Pavement Management System (PMS) last year. Specifically, guidelines were established among the three basic street types in the report; residential, commercial/industrial, arterial for use of the infrastructure funding projected to be available from AB2928 , Gas Tax and one-half Sales Tax (Measure I) sources. The initial project, Lexington Parkway, Saratoga Way, Shenandoah Way, Georgia Blvd., and Gannett Parkway, was budgeted in the CIP this year because each of the road sections was recommended for pavement rehabilitation in the first year by the Pavement Management System for Industrial roads (ranking from l;t to 18th, all in the top half of the first year) and were all in the same area. The initial goal was to fund street repair in all three categories. This year $1.5 million was budgeted for pavement rehabilitation for arterials, $500,000 for industrial roads, and $700,000 for residential streets pursuant to the PMS. In light of the transportation funding cutbacks, staff has reevaluated this priority system and is now recommending that the Council consider shifting the remaining infrastructure funding available for pavement rehabilitation more toward residential areas, and away from industrial areas and maintaining similar investments in commercial areas as a percentage of the total funding available. Toward that end, staff is recommending the following change order be considered relocating the pavement rehabilitation project from Lexington Parkway, Saratoga Way, Shenandoah Way, Georgia Blvd. and Gannett Parkway to a portion of California Street, a residential collector, between Porter Street and 30th Street, and Hallmark Parkway, just north of the new Wal-Mart under construction, - 2 - CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT between Saratoga Way and the Devils Canyon Channel. Hallmark was initially recommended by the Pavement Management System for reconstruction but after field reviewing this section of road, and given the current budget constraints, staff is now recommending a mill and pave solution for this road section. The work will be essentially the same as was initially contracted, simply in other locations. The portion of California Street was identified in the PMS for full mill and pave improvements next fiscal year, but staff has confirmed that there is no pending utility capital improvement project identified for that location and that it is a good candidate for rehabilitation. California Street serves a large number of residents, while Hallmark Parkway is a highly used arterial street serving commuters, commercial and industrial users, and provides secondary egress away from train delays. The section of Hallmark Parkway from Saratoga Way southeast was not included because it is scheduled to be improved by the Wal-Mart development. These improvements would conflict with the pavement rehabilitation project at the location. The contractor, "Laird Construction, Inc.," has agreed to improve the project sites for the same original unit costs with some minor increases in traffic control costs due to higher levels of traffic on the recommended streets. The existing project award included the project costs as follows: Le xin2ton Parkway from Hallmark Parkwav to cul-de-sac Construction Cost $35,867.16 Contingencies $5,380.12 Desi2:n, Insoection, and Contract Administration $5,236.60 Total $46,483.88 Sa rato2a Way form Georgia Boulevard to Hallmark Parkway Construction Cost $13,384.25 Contingencies $2,007.66 Desi2:n, Insoection, and Contract Administration $1,954.10 Total $17,346.01 Sh d W H enan oah av form allmark Parkwav to cul-de-sac Construction Cost $46,585.20 Contin2:encies $6,987.84 Design, Inspection, and Contract Administration $6,801.44 Total $60,374.48 Ge . B I Or2Ia ou evar rom annet ar way to Ha mar Par way Construction Cost $66,709.80 Contingencies $10,006.56 Design, Inspection, and Contract Administration $9,739.63 Total $86,455.99 df G P k II k k - 3 - CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Ga nnett Parkwav from Georg:ia Boulevard to Hallmark Parkway Construction Cost $22,638.59 Conting:encies $3,395.82 DesiJ:!;n, Inspection, and Contract Administration $3,305.23 Total $29,339.64 Grand Total Construction Cost $185,185.00 ContinJ:!;encies $27,778.00 Desig:n, Inspection, and Contract Administration $27,037.00 Total $240,000.00 The new locations related to this change order are as follows: California Street from Porter Street to 30'h Street Construction Cost $68,700.00 Contingencies $10,305.00 Design, Insoection, and Contract Administration $10,995.00 Total $90,000.00 Hallmark Parkway from a point 1437' Northwest of Saratoga Way to the Bridge of Devils Ca Ch I nyon anne Construction Cost $95,225.58 Contingencies $14,285.00 Desig:n, Insoection, and Contract Administration $15,489.42 Total $125,000.00 Total Construction Cost $163,925.58 Conting:encies $24,590.00 Design, Inspection, and Contract Administration $26,484.42 Total $215,000.00 - 4 - CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT The additional area added is: Hallmark Parkway from Saratoga Way to a point 1437' Northwest Construction Cost $66,209.58 Contingencies $6,621.00 Design, Inspection, and Contract Administration $6,169.40 Total $79,000.00 Orig. Cost Revised Cost Construction Cost $185,185.00 230,135.16 Contingencies $27,778.00 $31,211.00 Design, Insoection, and Contract Administration $27,037.00 $32,653.84 GRAND TOTAL REVISED PROJECT $240,000.00 $294,000.00 GRAND TOTAL COST SUMMARY Financial Impact: Funding for this project in the total amount of $332,000.00 has been included in the FY 2002/2003 Capital Improvement Program (CIP) budget. $110,000.00 was budgeted for Lexington Way in Account No. 135-378-5504-7287; $25,000.00 for Saratoga Way, Georgia Boulevard to Hallmark Parkway in Account No. 135-378-5504-7288. $70,000.00 for Shenandoah Way, Hallmark Parkway to cul-de-sac in Account No. 135-378-5504-7289; $100,000.00 for Georgia Boulevard; Gannett Parkway to Saratoga Way in Account No. 135-378-5504-7290, and $27,000.00 was budgeted for Gannett Parkway, Georgia Boulevard to Hallmark Parkway in Account No. 135-378-5504-7291. Staff recommends that the Director of Finance be authorized to establish new Account No. 135-378- 5504-XXXX (California Street) in the amount of $90,000, and Account No. 135-378-5504-XXXX (Hallmark Parkway) in the amount of $204,000 in the FY 2002/03 budget and transfer $294,000 from Account No's 135-378-5504-7287 through 7291 to Account No. 135-378-5504-XXXX (California Street - $90,000) and Account No. 135-378-5504-XXXX (Hallmark Parkway - $204,000). All costs incurred will be charged to Account No. 135-378-5504-XXXX (California Street) and Account No. 135-378-5504-XXXX (Hallmark Pkwy). The construction cost of this change is $44,950.16. This amount exceeds the $27,037.00 contingencies authorized as part of the contract award. Therefore, we are recommending that the contingencies be increased in the amount of $20,000 for a total contingency amount of $47,037.00 which will cover the cost of this change order and provide a small remaining contingency to cover the cost of other unforeseen extra work that may be encountered during the course of construction. - 5 - CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION STAFF REPORT Recommendation: 1. Authorize execution of Change Order No. One in the amount of $44,950.16 to contract with Laird Construction Co. for Pavement Rehabilitation on Lexington Pkwy. from Hallmark Pkwy. to cul-de-sac; Saratoga Way from Georgia Blvd. to Hallmark Pkwy.; Shenandoah Way from Hallmark Pkwy. to cul-de-sac, Georgia Blvd. from Gannett Pkwy. to Saratoga Way and Gannett kwy. from Georgia Blvd. to Hallmark Pkwy. per Plan No. 10510; and 2. Authorize Director of Finance to amend the 2002/03 Capital Project Budget by establishing new Account No. 135-378-5504-XXXX (California St.) in the amount of $90,000, and Account No. 135-378-5504-XXXX (Hallmark Parkway.) in the amount of $204,000 in the FY 2002/03 budget and transferring $294,000 from Account No's 135-378-5504-7287 through 7291 to Account No. 135-378-5504-XXXX (California Street - $90,000) and Account No. 135-378-5504-XXXX (Hallmark Pkwy - $204,000), leaving the remainder in unreserved Fund 135 fund balance. 3. Authorize the Purchasing Manager to increase the project contingencies by $20,000.00 from $27,037.00 to $47,037.00. - 6 - L-UY VJ iJUfI, llC-"tUIUUtU, '-A"'''''jV''u," Department of Development SelViceslPublic Works Division Vicinity Map Alternate Locations From Lexinton Way, Saratoga Way, Shenandoah Way, Georgia Blvd, & Gannett Pkwy To Hallmark Parkwa & Cali ornia Street ~~-~""'P(t--<.?',!"J~~\~-t'~':f.JiF~';;:~':'~J ':;\r'~,~<;,%y~~<'~~'~{''f'::~''-1''_'~:~,-_-:'~:~}'_: .. ' "T1RESEN > ,. ..t: " \ ~ ~ 01 NO --.-i I _ w o i))l "'I ~' Ct.: I ~..\ ~aiI' GI WAlNIJ > "' B,."El1NE " . _ _ ;t. ~- -', ---~ -.. ~ :1 ~ " -" '- .-,,01 -.~- 1-, ; - <\~-l, ":"_~ VICINITY MAP N.T.S. DEVELOPMENT SERVICES DEPARTMENT 300 North "D" Street. San Bernardino. CA 92418-0001 Planning & Building 909.384.5057. Fax: 909.384.5080 Public WorkslEngineering 909.384.5111 . Fax: 909.384.5155 www.cLsan-bernardino.ca.tls St.l CONTRACT CHANGE ORDER NO. ONE FILE NOS. 1.7287,1.788,1.789,1.790,1.7891 DATE: MARCH 3,2003 PROJECT: PAVEMENT REHABILITATION ON LEXINGTON PARKWA Y FROM HALLMARK PARKWAY TO CUL-DE- SAC; SARATOGA WAY FROM GEORGIA BOULEVARD TO HALLMARK PARKWAY; SHENANDOAH WAY FROM HALLMARK PARKWAY TO CUL-DE-SAC; GEORGIA BOULEVARD FROM GANNETT PARKWAY TO SARA TOGA WAY; AND GANNETT PARKWAY FROM GEORGIA BOULEVARD TO HALLMARK PARKWAY, PER PLAN DRAWING NO. 10510 TO: LAIRD CONSTRUCTION CO., INC. 9460 Lucas Ranch Road Rancho Cucamonga, CA 91730-5743 GENTLEMEN: You are hereby compensated for performing the additional work as follows: Item No. Descriotion of Chanl?e Cost Delete the following locations from Contract: Lexington Parkway from Hallmark Parkway to cul-de-sac; Saratoga Way from Georgia Boulevard to Hallmark Parkway; 1 Shenandoah Way from Hallmark Parkway to cul-de-sac; ($185,185.00) Georgia Boulevard from Gannett Parkway to Saratoga Way; Gannett Parkway from Georgia Boulevard to Hallmark Parkway. Change to the following locations: Hallmark Parkway from the l437th foot location to the bridge at devil's canyon 2 channel; California Street from Porter Street to 30th Street; $ 230,135.16 and Hallmark Parkway from Saratoga Way to a point 1,437 linear feet north west. NET AMOUNT OF CHANGE ORDER NO. ONE $ 44,950.16 Contract Change Order No. One Rehabilitation of Lexington Parkway from Hallmark Parkway to cul-de-sac; Saratoga Way from Georgia Boulevard to Hallmark Parkway; Shenandoah Way from Hallmark Parkway to cul-de-sac, Georgia Boulevard from Gannett Parkway to Saratoga Way and Gannett Parkway from Georgia Boulevard to Hallmark Parkway per Plan No. 10510. Page 2 of 3 JUSTIFICATION: The loss of approximately $600,000 in AB2928 pavement rehabilitation funding has required that staff review the pavement management guidelines recommended to Council with the Pavement Management System last year. Specifically, guidelines were established among the three basic street types in the report; residential, commerciallindustrial, arterial for use of the infrastructure funding projected to be available from AB2928, Gas Tax and one-half Sales Tax (Measure I) sources. Based on comparing the "average" condition of the City's residential streets with industrial and commercial, staff recommends that the Council consider shifting the remaining infrastructure funding available for pavement rehabilitation more toward residential areas, and away from industrial areas and maintaining similar investments in commercial areas as a percentage of the total funding available. Toward that end, staff is recommending this change order be considered relocating the pavement rehabilitation project from Lexington Parkway, Saratoga Way, Shenandoah Way, Georgia Blvd. and Gannett Parkway to a portion of California Street, between Porter Street and 30th Street, and Hallmark Parkway, just north of the new Wal-Mart under construction, between Saratoga Way and the Devils Canyon Channel, beginning construction. The work will be essentially the same as was initially contracted, simply in other locations. SUMMARY OF CONTRACT COSTS The estimated revised contract cost is as follows: Original Bid Amount ................................... ...................... ...... $ 185,185.00 Amount of Change Order No. One ...................................................$ 44,950.16 Revised Contract Amount... ...... ..... ....... ......... .M........ .... ........... $ 230,135.16 This change order is 24.27% of the original bid amount. The total cost of change orders to date is $44,950.16, which is more than the contingency amount approved by the Mayor and Common Council as part of the contract award. Additional time to complete Contract due to Change Order ............15 Working Day S:\_Public Works\RFCA's\2003 AH\03-03-03\Rehab Phase I Laird Canst I0510\Change order phase i.doc Contract Change Order No. One Rehabilitation of Lexington Parkway from Hallmark Parkway to cul-de-sac; Saratoga Way from Georgia Boulevard to Hallmark Parkway; Shenandoah Way from Hallmark Parkway to cul-de-sac, Georgia Boulevard from Gannett Parkway to Saratoga Way and Gannett Parkway from Georgia Boulevard to Hallmark Parkway per Plan No. 10510. Page 3 of 3 Accepted CITY OF SAN BERNARDINO DEVELOPMENT SERVICES Approved: LAIRD CONSTRUCTION CO., INC. By: By: Title: James Funk Dir. Of Development Svcs. Date: Date: Approved By City Council MCC Agenda Item No. Date Approved: 3