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ORIGINAL
CITY OF SAN BERNARDINO - REOUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director Subjeet:
Authorize the Director of
Development Services to execute
Contract Change Order No. Two with
Weka, Inc. for Sewer Force Main and
Colton Lift Station improvements at
Inland Center Drive - Sewer Main &
Sewer Encasements at Mill Street
(SW08-08) 1-215 Freeway widening
(Segment 3) and authorization to
amend the FY 08/09 Budget.
Dept: Development Services
Date: April 29, 2009
File Nos. 3.7742.2
MCC Date: May 18,2009
Synopsis of Previous Council Action:
02-19-08 The Mayor and Common Council adopted a Resolution awarding a contract to
Weka, Inc. for Sewer and Street Improvements (SW08-08).
09-05-08 Contract Change Order No. One was approved in the amount of $161,884.67
with Weka, Inc. for the Sewer Force Main and Colton Lift Station improvements
at Inland Center Drive - Sewer Main & Sewer Encasements at Mill Street
(SW08-08) 1-215 Freeway Widening (Segment 3).
Recommended Motion:
1. Authorize the Director of Finance to amend the FY 08/09 budget by increasing the
revenue of Fund No. 242 (Street Construction) by $170,000 and allocate this additional
amount to Account No. 242-362-5504-7747 "SW08-08 Segment 3 Sewer Relocation
along 1-215 Freeway", and
2. Authorize the Director of Development Services to execute Contract Change Order No.
Two with Weka, Inc. for the Sewer Force Main and Colton Lift Station improvements at
Inland Center Drive - Sewer Main & Sewer Encasements at Mill Street (SW08-08) 1-215
Freeway widening (Segment 3).
~u.~
Valerie C. Ross
Contaet Person: Robert Eisenbeisz, City Engineer
Phone: Ext. 5203
Supporting data attached: Staff Report & CCO No. Two
Ward: 3
FUNDING REQUIREMENTS: Amount: $ 300.000.00
Source: (Acet. Nos.)
242-362-5504-7747
Acet. Description:
Caltrans Reimbursement
Finance:
Agenda Item No.-1L-
5'..I8-D't
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Authorize the Director of Development Services to execute Contract Change Order No. Two
with Weka, Inc. for Sewer Force Main and Colton Lift Station improvements at Inland Center
Drive - sewer main & sewer encasements at Mill Street (SW08-08) 1-215 Freeway widening
(Segment 3) and authorization to amend the FY 08/09 budget.
Background:
In June of2005, the California Department of Transportation (Caltrans) proposed that the City of
San Bernardino enter into a Utility Agreement as part of the realignment and widening of the 1-
215 Freeway. The agreement, which required Caltrans to reimburse the City for all engineering,
inspection and construction costs associated with the relocation of our facilities, was signed by
the Mayor on June 29, 2005. The project consists of the following three phases:
Phase I
1. Relocate four sewer siphons.
Phase 2
I. Relocate an existing sewer force main outside the newly acquired freeway rights of way.
2. Improve the existing sewer lift station to accommodate additional flows.
3. Install a new sewer main in Mill Street.
4. Encase both the new and existing sewer mains in Mill Street.
Phase 3
1. Relocate the existing sewer force main east of Ring Road and south ofInland Center Drive.
On February 19, 2008, the Mayor and Common Council approved a Resolution to award a
contract to Weka, Inc. for construction of Sewer Force Main and Colton Lift Station
Improvements at Inland Center Drive and Sewer Main and Sewer Encasements at Mill Street
(SW08-08), per Project Plan No. 12350.
Under the utility agreement, Caltrans will reimburse the City for all cost associated with the
relocation of conflicting utilities regarding the 1-215 widening project up to $4,171,365.00,
which reflects the estimated cost of construction with contingencies based upon the approved
plans and specifications. In addition to this contract there were two other contracts awarded for
sewer relocation work. All contracts relate to this project are below the estimated cost of
construction.
Change Order:
During construction of the sewer force main the contractor encountered unforeseen conditions
and utilities as follows:
2
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
I. When the contractor went to install three new pumps for the sewer force main it was
determined that the Caltrans approved plans and specifications did not provide for the micro-
processor required to operate the pumps. The contractor utilized the pump manufacture to
design, construct and install the micro-processor and control panel. The additional work was
completed at a cost of$35,095.57.
2. During construction it was determined that the generator enclosure was too small to
accommodate the new generator; therefore the generator was relocated to a new location. The
relocation required the contractor to cone drill the concrete wall of the electrical room to
install the conduits. The additional work was completed at a cost of$I,056.48.
3. The newly installed backup generator for the sewer pump station was installed with
earthquake shock absorbing springs. The generator was self contained; however the
underside of the generator was exposed to the elements. The contractor was directed to
provide and install metal skirts along the bottom of the generator to eliminate the exposure to
the elements. The additional work was completed at a cost of $2,427.06.
4. During construction the contractor encountered two electrical conduits that were not shown
on Caltrans approved plans; the first was an existing conduit, which was to be abandoned and
the second was a temporary conduit. The contractor was required to stand by until Caltrans
determined that the sewer force main could fit between the (2) conduits. The stand by time
resulted in an additional charge of$2,947.85.
5. When Caltrans poured the bridge over Inland Center Drive, he did not account for the fact
that the bridge has a vertical curve and the sewer force main line is straight. In order to
accommodate the sewer supports the contractor was required to grind the concrete bridge.
The additional work was completed at a cost of$5,259.64.
6. At the time of the sewer force main installation, Caltrans had not placed fill on Inland Center
Drive to final grade. Additionally, after the sewer force main was installed in the newly
constructed bridge at Inland Center Drive, it was determined that the westerly end of the
force main might be at risk to damage until Caltrans completed their earth fill in this area.
The contractor was directed to protect the force main with a concrete slurry encasement for
protection. The additional work was completed at a cost of$3,036.68.
7. At the time the new sewer force main was constructed, Caltrans had not completed the earth
fill at the west end of the Inland Center Drive bridge; therefore, the contractor had to
remobilize and install the air vac on the sewer force main. The air vac item was not listed on
the Caltrans approved bid list. The additional work, including the price of the air vac, was
completed at a cost of $4,474.56.
8. Caltrans was on a fast-track construction schedule for the northerly portion of the Inland
Center Drive bridge. The new pumps for the sewer force main could not be installed prior to
this portion of the bridge completion. At Caltrans direction, the contractor was required to
3
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT (Continued)
provide and man the standby pumps to expedite the transfer of sewage to the newly
constructed sewer force main. The additional work was completed at a cost of $39,802.48.
9. During construction it was discovered that two existing residents' sewers on Esperanza Street
were connected to the sewer mainline that was in Caltrans right-of-way. This was not shown
on the Caltrans approved plans. It was necessary to pothole and connect the house laterals to
the utilities in "I" Street and the existing sewer laterals from each home to facilitate the
design of the new lateral tie-in in "I" Street. The additional work resulted in a cost of
$101,690.11.
10. During construction it was determined that the business at the east end of Henderson Lane
was connected to a lateral that was in Caltrans right-of-way and was to be abandoned. This
was not shown on the Caltrans approved plans. It was necessary to construct a mainline
sewer in Henderson Lane and tie into the mainline sewer in "I" Street. This new mainline
would service the business. The additional work was completed at a cost of$97,911.00.
11. After the new sewer force main was installed in Inland Center Drive, a contractor working
for Caltrans was relocating another utility and damaged the new force main. The contractor
was directed to repair the damaged force main at an additional cost of$5,299.07.
Financial Impact:
The revised estimated project costs are as follows:
TOTAL
Original Contract Amount $1,141,690.00
Contract Change Order No. One $161,884.67
Contract Change Order No. Two $299,000.50
Total Pro.iect Cost $1,602,575.17
This change order represents a net increase of 21 % of the original contract amount and the
cumulative increase in 32.6%.
Approximately $130,000 is currently available in the project account. Staff is recommending
that $170,000 more is needed in Account No. 242-362-5504-7747 "SW08-08 Segment 3 Sewer
Relocation along 1-215 Freeway" to provide a total funding amount of $300,000. This amount is
adequate to fully fund Change Order No. two.
Caltrans will reimburse the total cost of the project, including change orders, upon completion of
the work.
4
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT (Continued)
Recommendation:
1. Authorize the Director of Finance to amend the FY 08/09 budget by increasing the revenue
of Fund No. 242 (Street Construction) by $170,000 and appropriate this additional amount to
Account No. 242-362-5504-7747 "SW08-08 Segment 3 Sewer Relocation along 1-215
Freeway", and
2. Authorize the Director of Development Services to execute Contract Change Order No. Two
with Weka, Inc. for the Sewer Force Main and Colton Lift Station improvements at Inland
Center Drive - Sewer Main & Sewer Encasements at Mill Street (SW08-08) 1-215 Freeway
widening (Segment 3).
Attachments:
Change Order No. Two
5
DEVELOPMENT SERVICFS DEPARTMENT
~
300 North "0" 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.sbcity.org
CONTRACT CHANGE ORDER NO. TWO
FILE NO. 3.7742.2
W.O. NO. 7742
DATE: MAY 18, 2009
PROJECT: CONSTRUCTION OF SEWER FORCE MAIN & COLTON LIFT
STATION IMPROVEMENTS AT INLAND CENTER DRIVE - SEWER
MAIN & SEWER ENCASEMENTS AT MILL STREET (SW08-08) 1-215
FREEWAY WIDENING (SEGMENT 3)
TO: WEKA, INC.
826 BROOKSIDE AVENUE, STE. G
REDLANDS, CA 92373
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
ITEM NO: DESCRIPTION OF CHANGE COST
1-1 Design, Construct & Install Control Panel $ 35,095.57
1-2 Core Drill Electrical Room Relocate Generator $ 1,056.48
1-3 Skirt Generator $ 2,427.06
1-4 Conflict with Signal Conduit $ 2,947.85
1-5 Grind Bridge Deck for Sewer Supports $ 5,259.64
1-6 Slurry Back-Fill Protection for Sewer Forced Main & Slurry Protect $ 3,036.68
Force Main at Bridlle
1-7 2-inch Tap on Sewer Forced Main & Move-In to Place Air Vac $ 4,474.56
1-8 Bypass & Pump Sewer Lift Station $ 39,802.48
1-9 Pothole Existing Sewer Lateral & Install Sewer Laterals S.F.R. $ 101,690.11
1-10 Install Sewer Main & Lateral in Henderson Lane $ 97,911.00
1-11 Repair Sewer Force Main $ 5,299.07
TOTAL COST CCO #1 $ 299,000.50
CHANGE ORDER NO. TWO - WEKA. Inc.
CONSTRUCTION OF SEWER FORCE MAIN &: COLTON LIFT STATION IMPROVEMENTS AT INLAND CENTER DRIVE _ SEWER
MAIN &: SEWER ENCASEMENTS AT MILL STREET (SW08-08) 1-215 FREEWAY WIDENING (SEGMENT 3)
JUSTIFICATION:
DesillO. Construct & InstaIJ Control Panel
Item The contractor was required to install (3) new pumps for the sewer force main.
1-1 However, the approved plans and specifications did not provide for the micro-processor
No. to operate these pumps. The contractor utilized the pump manufacturer to design,
construct and install the micro-processor and control panel.
Core Drill Electrieal Room Reloeate Generator
Originally, the backup generator was designed to be located in the existing generator
1-2 enclosure. The enclosure was too small to accommodate the new generator; therefore,
the generator was relocated to a new location. This relocation required the contractor to
cone drill the concrete wall of the electrical room to install conduits.
Skirt Generator
The newly installed backup generator for the sewer pump station was installed on a
1-3 concrete pad. Although the generator itself is self -contained, the underside of the
generator was exposed to the elements. The contractor was directed to provide and
install metal skirts along the bottom of the generator to elilninate exposure to the
elements.
Conflict witb SillOal Conduit
When the contractor was installing the new force main, be encountered (2) electrical
1-4 conduits; (I) existing conduit, which is to be abandoned and (1) temporary conduit.
The contractor was required to stand by until Caltrans determined we could slide
between the (2) conduits with force main installation.
Grind Bridlle Deek for Sewer Snnoorts
When the Caltrans contractor poured the bridge over Inland Center Dr., he did not
1-5 account for the fact that the bridge has a vertical curve and the force main sewer line is
straight. The contractor was required to grind the concrete of the bridge to
accommodate the sewer supports.
Slurrv Back-FiB Protection for Sewer Foreed
At the time of installation of the force main, Caltrans had not placed fill on Inland
Center Drive to final grade. This left the force main vulnerable to danJage. The
contractor was required to place slurry concrete around the newly installed force main
for protection
1-6 Slurrv Protect Foree Main at Bridlle
After the susceptible sewer force main was installed in the newly constructed bridge at
Inland Center Dr., it was determined that the westerly end of the force main could be
susceptible to damage until Caltrans completed their earth fill in this area. The
contractor was directed to protect the force main with a concrete slurry encasement for
protection.
2-ineb Tan on Sewer Foreed Main
The contractor was required to install a 2-inch tap on the sewer force main to allow for
the installation at an air vac.
1-' Move-In to Plaee Air Vac
At time of construction of the new force main, Caltrans had not been completed the
earth fill at the west end of the Inland Center bridge; therefore, the contractor will or did
have to remobilize to install the air vac on the force main.
2
CHANGE ORDER NO. TWO - WEKA, Inc.
CONSTRUCTION OF SEWER FORCE MAIN & COLTON UFT STATION IMPROVEMENTS AT INLAND CENTER DRIVE _ SEWER
MAIN & SEWER ENCASEMENTS AT MILL STREET (SWOS-oS) [-21 S FREEWAY WIDENING (SEGMENT 3)
BvOIlllS & Pumo Sewer Lift Station
Caltrans was on a fast-track construction for the northerly portion of the Inland Center
1-8 bridge. The new pumps for the force main would not be installed prior to this portion of
the bridge completion. At Caltrans direction, the contractor was required to provide and
man standby pumps to expedite the transfer of sewage to the newly constructed force
main.
Put Hole Existinl! Sewer Lateral & Install Sewer Laterals S.F.R.
During construction, it was discovered that (2) existing residents' sewers were
connected to a sewer mainline that was within Caltrans right-of-way. It was necessary
to pothole the utilities in "I" Street and the existing sewer laterals from each home to
1-9 facilitate in design of the new lateral tie-in in "I" Street. There were (2) residents at
Esperanza Street and "I" Street that were connected to a mainline in Caltrans right-of-
way. This line was abandoned. It was necessary to connect the house latemls to the
mainline in'!,' Street. The existing latemls were located in the backyards of the
residents.
Install Sewer Maio & Lateral io Heoderson Laoe
It was determined during construction that the business at the east end of Henderson
1-10 Lane was connected to a lateral that was in Caltrans right-of-way and to be abandoned.
It was necessary to construct a mainline sewer in Henderson and tie into the mainline
sewer in "I" Street. This new mainline would service the business.
Reoair Sewer Force Main
1-11 After the new force main was installed in Inland Center Dr., a contractor relocating
another utility damaged the new force main. The contractor was directed to repair the
damaged force main.
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original Bid Amount. .................................. ........................$1,141,690.00
Contract Change Order No. One . . . . . . . . . . . . . .. . . .. . . .. . . . . . . . . . .. . . . . .$ 161,884.67
Contract Change Order No. Two. . . . . . . . . . . . . . . . . . . . . . . . . . . . .....................$ 299.000.50
Revised Construction Contract cost. . . . . . . . . . . . . . . . . . . . . . . . .. ....................$ 1,602,575.17
Additional time to complete Contract due to this Change Order.......................... 120 Working Days
This change order represents 26.19 % of the original contract amount.
3
CHANGE ORDER NO. TWO - WEKA, lnc.
CONSTRUcnON OF SEWER FORCE MAIN & COLTON LIFf STATION IMPROVEMENTS AT INLAND CENTER DRNE - SEWER
MAIN & SEWER ENCASEMENTS AT MILL STREET (SWOS-oS) 1-215 FREEWAY WIDENING (SEGMENT 3)
WEKA, INC.
CONTRACTOR
Accepted
By:
Title:
Date:
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES
Approved
By:
Date:
Approved
By:
Date:
Item No.
4
VALERIE C. ROSS
Director of Development Services
LORI SASSOON
Assistant City Manager
May 18, 2009