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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Subject: Authorization for the Director of
Development Services to execute Change Order
No. One to contract with Holland-Lowe
Construction, Inc. for Tippecanoe Avenue
Widening and Laurelwood Drive (Phase II) per
Plan No. 10373A.
MCC: October 6, 2003
Dept: Development Services
Date: October 2, 2003 ORIGINAL
File: I. 7153-II
Synopsis of Previous Council Action:
06/16/03 Rejected all bids for Underground (Dry) Utilities along the Laurelwood Drive Realignment
per Plan No. 10682.
07/07/03 Adopted resolution awarding contract to Holland-Lowe Construction, Inc. for Tippecanoe
Avenue Widening and Laurelwood Drive (Phase II) per Plan No. 10373A and authorize the Finance
Director to budget funds for this project.
Recommended Motion:
Authorize the Director of Development Services to execute Change Order No. One in the amount of
$50,783.00 to contract with Holland-Lowe Construction, Inc. for Tippecanoe Avenue Widening and
Laurelwood Drive (Phase II) per Plan No. 10373A.
r~
James Funk
Contact person: Michael Grubbs, Acting City Engineer
Phone:
5179
Supporting data attached:
Staff Report and CCO #1
Ward:
3
FUNDING REQUlREMENTS:Amount:
$50,783.00
129-367-5504-7377 - $150,000
Source: (Acct. No.) 242-362-5504-7377 - $900,000
Finance:
Laurelwood Reali2nment- Rosewood! HarrimanlLaurelwood
Council Notes:
Agenda Item No. I Co
/0/&/63
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Authorization for the Director of Development Services to execute Change Order No. One to contract
with Holland-Lowe Construction, Inc. for Tippecanoe Avenue Widening and Laurelwood Drive (Phase
II) per Plan No. I0373A.
Background:
On July 7,2003, a contract in the amount of $231,270.90 was awarded to Holland-Lowe Construction,
Inc. for Tippecanoe Avenue Widening and Harriman Place (formerly known as Laurelwood Drive),
Phase II per Plan No. I0373A. The original contract called for widening of the Tippecanoe Avenue &
Harriman Place intersection and upgrade of the existing traffic signal at that intersection.
After start of construction, the contractor advised the City that, due to equipment ordering lead-time,
delivery for the traffic signal poles and equipment would require approximately 18 to 20 weeks. This
amount of lead time is not unusual and the Contractor, under terms of the contract, is entitled to a time
extension for delays in delivery of materials.
The signal mast arms were originally designed by the consulting traffic engineer for the narrower
roadway; however, they were of inadequate length for the revised lane configuration. This situation
further delayed the submittal of the order to the pole manufacturer and increased the cost of the project.
The most recently available information from the contractor is that signal pole and mast arm delivery is
scheduled for January of 2004.
In order to accommodate the holiday shopping season, staff requested a proposal from the contractor to
rent poles and mast arms and to install a temporary traffic signal in order to make the intersection fully
functional for the holiday shopping season. The contractor submitted a proposal (copy attached) to
supply and install the traffic signal per Revision No. 2 (modified poles and longer mast arms) in the
amount of $43,000.00. The contractor also proposes to supply a temporary pole #7 for $7,783.00,
which will be adjusted when the new pole #7 is delivered. The total cost of this change order is
$50,783.00 and we anticipated that the work can be completed by the end of October 2003, in time for
the holiday shopping season.
Financial Impact:
The cost of this change order exceeds the contingency amount of $34,680.00, which was approved as
part of the award of contract by the Mayor and Common Council on July 7, 2003; however, there is
sufficient funding in Account No. 242-362-5504-7377 (Laurelwood Realignment - Rosewoodl
HarrimanlLaurelwood - Phase II) to cover the cost of this change order.
The updated funding required for the remaining Phase II and Phase III of this project, based on actual
bids, is as follows:
Re Phases
Laurelwood/Ti ecanoe Intersection 1m rovements
Laurelwood/Ti ecanoe Widenin (Phase III)
Estimated Remainin Cost to Com lete Laurelwood Extension Pro'ect
Estimated Cost
$ 350,000.00
$ 650,000.00
$ 1,000,000.00
2
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
As part of the FY 2003!04 Capital Improvement Program, the Mayor and Common Council approved
funding for the Laurelwood Realignment-Rosewood! HarrimanfLaurelwood project, consisting of a
$900,000 no-interest loan from the Economic Development Agency (EDA) and $150,000 in 'h-cent
sales tax funds. This provides a total funding amount of $1,050,000 for completion of Phase II and
Phase III of this project.
Recommendation:
Authorize the Director of Development Services to execute Change Order No. One in the amount of
$50,783.00 to contract with Holland-Lowe Construction, Inc. for Tippecanoe Avenue Widening and
Laurelwood Drive (Phase II) per Plan No. I0373A.
DEVELOPMENT SERVICES DEPARTMENT
300 North "D" . San Bernardino _ CA 92418-000 I
Public Works/Engineering 909.384.5111. Fax: 909.384.5155
..
110
CONTRACT CHANGE ORDER NO. ONE
-
FILE NO. 6.14-2-7270
DATE:OCTOBER6,~
PROJECT:
TIPPECANOE AVENUE WIDENING AND LAURELWOOD
DRIVE (pHASE II) PER PLAN NO. I0373A.
TO:
HOLLAND-LOWE CONSTRUCTION, INC.
427 S. PERSHING AVENUE
SAN BERNARDINO, CA 92408-1320
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
ITEM NO: DESCRIPTION OF CHANGE COST
Furnish all labor and material to install Traffic Signal at
Tippecanoe A venue and Laurelwood Drive, complete in
1-1 place, in accordance with Specifications and Plans, Revision $ $43,000.00
No.2 and as directed by the Engineer at the Lump sum Price
of
Furnish all labor and material to install temporary Traffic
Signal pole #7 at Tippecanoe Avenue and Laurelwood Drive,
1-2 complete in place, in accordance with Specifications and $ 7,783.00
Plans, Revision No.2 and as directed by the Engineer at the
Lurnn sum Price of
TOTAL COST CCO #1 $ $SO,783.00
JUSTIFICATION:
After start of construction, the contractor advised the City that, due to equipment ordering
lead-time, delivery for the traffic signal poles and equipment would require approximately 18
to 20 weeks. Changes were necessary to the design of the traffic signal, which further delayed
the submittal of the order to the pole manufacturer. The most recently available information
from the contractor is that signal pole and mast arm delivery is scheduled for January of 2004.
In order to accommodate the holiday shopping season, staff requested a proposal from the
contractor to rent poles and mast arms and to install a temporary traffic signal in order to make
the intersection fully functional for the holiday shopping season. The contractor submitted a
proposal (copy attached) to supply and install the traffic signal per Revision No.2 (modified
Change Order No. One
Tippecanoe Avenue Widening and Laurelwood Drive (Phase m Per Plan No. 10373A.
poles and longer mast arms) in the amount of $43,000.00. The contractor also proposes to
supply a temporary pole #7 for $7,783.00, which will be adjusted when the new pole #7 is
delivered. The total cost of this change order is $50,783.00 and we anticipated that the work
can be completed by the end of October 2003, in time for the holiday shopping season.
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original contract amount ._.. ................................ .............................$ 231,270.90
Increase due to CCO #1 ._..... .............................. .............................. 50,783.00
Total project cost ............. ............ ....................... .......................... $ 282,053.90
Additional time to complete Contract due to thIs Change Order ...............17 Working Days
This change order represents 22.0% of the original contract amount, which exceeds the contingency
amount of $34,680.00 approved as part of the contract award by the Mayor and Common Council at
their regular meetings of July 7, 2003; therefore, an increase in the contingency amount will be needed
to fund this change order.
HOLLAND-LOWE CONSTRUCTION, INC.
CONTRACTOR
Accepted
CITY OF SAN BERNARDINO
DEVEWPMENT SERVICES
Approved
By:
By:
JAMES FUNK
Director of Development Services
Title:
Date:
Date:
Approved by Mayor and Common Council
Date: October 6, 2003
Item No.
2
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427 6. Penhlnt/A~
SIIn BtImIIf'd/nD. CA ,MlNJ-18Zf)
TEL. (9011) 189 5300 FAX (rNJI)/J89 5370
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CityofSuB.-lino
300 Nonb D Street
SIll Bc:mRiDD. CA !n418
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