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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
File No. 1.7070
Subject: Authorization to execute Change Order
No. Two to contract with Holland-Lowe
Construction, Inc. for street improvements and
traffic signal modification at Waterman Avenue
and Hospitality Lane, and authorization for the
Director of Finance to amend the FY 2000/200 I
budget and transfer funds,
MCC Date: November 20, 2000
From: William Woolard, Interim Director
Dept: Development Services
Date: October 25, 2000
Synopsis of Previous Council Action:
07/06/99 Mayor and Common Council approved FY 1999-00 Capital Improvement Program (CIP).
08/02/99 Resolution No. 1999-191 was adopted determining fair market value and authorizing payment
for easements from certain parcels of land located on the South side of Hospitality Lane, East of
Waterman Avenue.
10/18/99 Resolution No. 1999-257 adopted authorizing the execution of Right-of-way contracts and
payment in the amount of$39,450 for acquisition of easements.
03/06/00 Authorization approved to amend 1999/00 budget, approval of plans, and authorization to
advertise for bids.
05/15/00 Adopted Resolution awarding contract to Holland-Lowe Construction, Inc. for the construction
of Street Improvements and Traffic Signal Modification at Waterman Avenue and Hospitality Lane per
Plan No. 10029.
Recommended Motion:
1, That the Mayor and Common Council authorize the Director of Finance to amend the
2000/2001 budget and transfer $20,000 from Account No. 129-367-5504-7156 "Street
Improvements/Safety Improvements--Citywide" to Account No. 129-367-5504-7070 "Widen
Approaches-- Waterman/Hospitality".
2. Approve Contract Change Order No, Two to the contract with Holland-Lowe Construction,
Inc. in the amount of $7,523,39 for street improvements and traffic signal modification at
Waterman Avenue and Hospitality Lane,
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illiam Woolard
Contact person: Michael Grubbs, Senior Civil Engineer
Phone:
5179
Supporting data attached:
Staff Report, Exhibit A
Ward:
1,3 & 7
FUNDING REQUIREMENTS:
Amount:
$20,000
Source: (Acct. No.) 129-367-5504-7070 & 250-370-504-7070
Acct. Description: Widen Approaches - WatermanIHospitality
Finance: ~j;y/~~
Council Notes
Agenda Item No.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Authorization to execute Change Order No. Two to Contract with Holland-Lowe Construction,
Inc. for street improvements and traffic signal modification at W aterman Avenue and Hospitality
Lane, and authorization for the Director of Finance to amend the FY 2000/2001 budget and
transfer funds.
Background:
On May 15, 2000, the Mayor and Common Council awarded a contract to Holland-Lowe
Construction, Inc. for Street Improvements and Traffic Signal Modification at Waterman Avenue
and Hospitality Lane.
During construction it became apparent that certain changes to the contract were necessary to
assure a safe roadway that would give many years of trouble free service to the City. The
previously approved CCO #1 and the proposed CCO #2 are described below.
Change Order No. One was approved by the Interim Director of Development Services. This
change order modified the structural section of the asphalt pavement and was made at no change
to the contract amount.
Change Order No. Two is described below:
Description of Change Cost
Item I Grind rutted areas at the Northbound and Westbound approaches and $7,523.39
overlav as directed bv the EnlIineer
Justification
The northbound and southbound approaches on Waterman Avenue and the westbound approach
on Hospitality Lane were excessively rutted due to heavy truck traffic through the intersection.
The plans called for the contractor to install traffic detector loops in the northbound and
westbound approaches. City staff became concerned that installation of the loops in the rutted
areas would result in premature failure of the loops. Additionally, the ruts cause a rough ride for
traffic passing through the intersection. The contractor was requested to grind down the rutted
areas approximately 1.5" and overlay with asphalt concrete pavement. This resulted in smooth
finished surface for traffic and installation of the traffic detector loops.
Additional Inspection and Testin~ Costs
Due to heavy inspection and testing demands associated with the extremely high traffic volumes
experienced at the intersection of Waterman Avenue and Hospitality Lane, the total project cost
has exceeded the allocated budget for the project. Much of the work had to be accomplished at
night in order to minimize traffic delays and assure traffic safety. This night work resulted in the
assigned inspector and traffic section employees working a significant amount of overtime,
providing almost continuous inspection while the work was underway. In addition, in order to
maximize the efficient operation of the traffic signals while the number of traffic lanes were
reduced to accommodate construction activities; Public Works staff manually operated the
signals during peak hours.
Although the cost of all change orders for the project is within the contingency amount approved
at time of contract award, we estimate that the additional staff costs plus this change order will
result in a total shortfall in the existing budget of $20,000.
Financial Impact:
All costs incurred for this project will be charged to Account No. 129-367-5504-7070 (Widen
Approaches - Waterman & Hospitality) and 250-370-5504-7070 (Widen Approaches -
Waterman & Hospitality). The $7,523.39 represents the total additional cost of change orders on
this project and it falls within the $23,184.25 authorized by the Mayor and Council with the
original award of contract.
Because of the unusual staffing requirements, the total project cost, including this change order,
will exceed the total amount budgeted in Account No. 129-367-5504-7070 (Widen Approaches-
Waterman & Hospitality) and 250-370-5504-7070 (Widen Approaches - Waterman &
Hospitality) by approximately $20,000. Therefore, we are recommending that $20,000 be
transferred from Account No. 129-367-5504-7156 "Street ImprovementslSafety Improvements--
Citywide" to Account No. 129-367-5504-7070 "Widen Approaches-- Waterman/Hospitality".
Recommendation:
1. That the Mayor and Common Council authorize the Director of Finance to amend the
200012001 budget and transfer $20,000 from Account No. 129-367-5504-7156 "Street
Improvements/Safety Improvements - Citywide" to Account No. 129-367-5504-7070
"Widen Approaches - WatermanIHospitality"; and
2, Approve Contract Change Order No. Two to the contract with Holland-Lowe Construction,
Inc. in the amount of $7,523.39 for Street Improvements and Traffic Signal Modification at
Waterman Avenue and Hospitality Lane.
EXHIBIT A
ESTIMATED STAFF COSTS
WATERMAN A VENUEIHOSPIT ALITY LANE PROJECT
FY 99/00 Preliminary Design Costs $3,000
FY 99/00 Design Costs $12,000
FY 00101 Design IContract Admin $4,000
Construction Inspection Costs $19,000
Manual Signal Operation $4,000
& Traffic Control Assistance (Traffic Engineering Section)
Traffic Signal and Conduit preparations for future
interconnect project (Traffic Signal Section) $2,000
$43,000