HomeMy WebLinkAbout15-Development Services
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
Subject: Authorization for the Development
Services Director to execute Change Orders
No. Two and No. Three to contract with
Matich Corporation for Laurelwood Drive
realignment between Tippecanoe A venue and
Orchard Drive (Phase I) per Plan No. 10373,
and authorization for the Finance Director to
amend the FY 2002/03 Budget.
MCC Date: 06/16/03
Dept: Development Services
Date: May 28, 2003 0 R \ G \ N A L
File: 1.7153
Synopsis of Previous Council Action:
09/17/01 Authorization to execute Agreement with John Egan & Associates, Inc. for Civil Engineering
Services for the realignment of Laurelwood Drive from Tippecanoe A venue to Orchard Drive.
07/15/02 Allocation of $1,981,728 in the 2002/03 Capital Improvement Program (CIP) for acquisition,
and realignment Rosewood Drive (Laurelwood Drive) (Account No.242-362-5504-7246).
09/09/02 Adopted Resolution No. 2002-296 awarding a contract to Matich Corporation in the amount
of $856,658.00 for Laurelwood Drive realignment between Tippecanoe Avenue and Orchard Drive
(Phase I) per Plan No. 10373.
03/17/03 Authorized execution of Change Order No. One in the amount of $58,086.73.
Recommended Motion:
I. Authorize the Finance Director to amend the FY 2002/2003 Budget to transfer $129,500.00 from
Account No. 126-369-5504-7306 "Slurry Seal at Various Locations" to Account No. 242-362-
5504-7246 "Acquire Right of Way and realignment Laurelwood Drive," and
2. Authorize the Development Services Director to execute Change Order No. Two in amount of
$232,036.00 and Change Order No. Three in the amount of $30,833.97 to contract with Matich
Corporation for Laurelwood Drive realignment between Tippecanoe A venue and Orchard Drive
(Phase I) per Plan No. 10373. k ~
James Funk
Contact person:
Michael Grubbs, Acting City Engineer
Phone:
5179
K3~
Supporting data attached: Staff Report and CCO #2 & CCO #3
Ward(s):
FUNDING REQUIREMENTS:
Amount:
$262.869.97
Source: (Acct. No's.) 242-362-5504-7246
Acct. Description: Acquire Right of Way and alignment to intersect at
Tippecanoe Avenue
Finance:
(p I J II /1.3
Agenda Item NO~ /5
Council Notes:
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Authorization for the Development Services Director to execute Change Orders No. Two and No.
Three to contract with Matich Corporation for Laurelwood Drive realignment between Tippecanoe
Avenue and Orchard Drive (Phase I) per Plan No. 10373, and authorization for the Finance Director to
amend the FY 2002/03 budget.
Back~round:
Bids for the Laurelwood Drive realignment between Tippecanoe A venue and Orchard Drive (Phase I),
per Plan No. 10373 were received on July 25, 2002, and a contract in the amount of $856,658.00 was
awarded to the lowest bidder, Matich Corporation, on September 9, 2002, based on plans and
specifications prepared by the City's consulting Civil Engineer, John Egan & Associates.
On March 17, 2003, the Mayor and Common Council approved Change Order No. One in the amount
of $58,086.73 for various items of work, including removal of abandoned septic tanks, realignment of a
sewer main and correction to a storm drain lateral alignment.
Approval of Change Order No. Two will authorize compensation to the contractor for work necessary
to reinforce the roadway structural section due to subsurface geologic conditions. This change order
was made necessary by "pumping." After installation of the Laurelwood Drive structural section, the
contractor brought to the City's attention that the roadbed was not "firm and unyielding" as required by
specifications. This problem is commonly referred to as "pumping" or "sponginess" and will result in
rapid pavement failure if not corrected prior to paving.
After consultation with Calwest Consultants, subconsultant Soils Engineer to John Egan and Associates,
it was determined that the problem was being caused by a layer of wet, clay-like material that had been
previously detected by the Soils Engineer and that the structural section would have to be removed and
reconstructed with additional depth of base material and one or more additional layers of geogrid. In
order to avoid delaying the contractor and incurring move-out/in expenses and in order to meet EDA's
commitments to the HUB developers, after consultation with EDA and the City Administrator, the
directive was given to proceed with the work.
Change Order No. Two, in the amount of $232,036.00, represents a reasonable cost for the items of
extra work identified in the attached change order. A copy of Change Order No. Two is attached.
Change Order No. Three represents various items of work that were not included in the original bid
documents, but were necessary to properly complete the project. A copy of Change Order No. Three
with a detailed description of each change is attached.
The construction of Laurelwood Drive Extension, Phase I, is complete and approval of Change Order
No. Two and Change Order No. Three will allow staff to make a final payment to the contractor and
close out the project.
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report (Continued)
FinauciaIlmpact:
As part of the award of this contract, the Mayor and Common Council allocated $83,000.00 in
contingencies for this project. The total cost of Change Order No's. One, Two and Three is
$320,956.70. This amount exceeds the amount of the contigencies, therefore, staff is recommending
that the contingency be increased by $240,000 to a total amount of $323,000.
The current balance in Account No. 242-362-5504-7246 "Acquire Right of Way and Realignment
Laurelwood Drive" is approximately $1,100,000. The budget for the Laurelwood Extension project,
Phase I, is as follows:
Proiect Accounting-LaureIwood Extension, Phase I Amount
Balance in Account 242-362-5504-7246 $1,100,000.00
Less Land Acquisition Cost by EDA -900,000.00
Net Amount Currentlv Available $200,000.00
Less CCO #1 -58,086.73
Less Prooosed CCO #2 -232,036.00
Less Proposed CCO #3 -30,833.97
Less Estimated RemaininQ Contract Administration Cost to Complete Proiect -8,543.30
Net Deficit -$129,500.00
Transfer from Acct. No. 126-369-5504-7306 "Slurry Seal at Various locations" 129,500.00
Estimated Account Balance after Completion of Laurelwood Extension, Phase I $0.00
Two projects remain to be completed by the City in connection with the Laurelwood Extension as
follows:
Remainin Phases
Laurelwood/Ti ecanoe Intersection 1m rovements (Phase 1\)
Laurelwood/Ti ecanoe Intersection 1m rovements (Phase III)
Estimated Remainin Cost to Com lete Laurelwood Extension Pro'ect
Estimated Cost
450,000.00
700,000.00
$1,150,000.00
Phase 1\ consists of improvement of the intersection of Laurelwood Drive and Tippecanoe A venue,
including relocation and upgrade of the traffic signal at the intersection. Phase III consists of
completion of the north side of Laurelwood Drive to provide two traffic lanes, each direction, and
widening of the west side of Tippecanoe A venue to add an additional southbound lane between Costco
and the 1-10 Freeway.
Account No. 242-362-5504-7246 will be depleted upon completion of Laurelwood Drive extension,
Phase I. In order to allow the City to complete Phase 1\ of the project, the Economic Development
Agency (EDA) will loan (at no interest) to the City the sum of $900,000. The City will combine that
loan with a budget allocation from the Street Construction Fund of $250,000 to meet the total funding
need for Phase II and Phase III in the amount of $1,150,000. The City has committed to complete all
phases of the Laurelwood Drive extension, including the widening of the west side of Tippecanoe
Avenue between Costco and the 1-10 Freeway in cooperation with the developers of the "HUB"
project.
3
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report (Continued)
Reconunendation:
1. Authorize the Finance Director to amend the FY 2002/2003 Budget to transfer $129,500.00 from
Account No. 126-369-5504-7306 "Slurry Seal at Various Locations" to Account No. 242-362-
5504-7246 "Acquire Right of Way and Realignment Laurelwood Drive," and
2. Authorize the Development Services Director to execute Change Order No. Two in the amount of
$232,036.00 and Change Order No. Three in the amount of $30,833.97 to contract with Matich
Corporation for Laurelwood Drive realignment between Tippecanoe A venue and Orchard Drive
(Phase 1) per Plan No. 10373.
4
DEVELOPMENT SERVICES DEPARTMENT
300 North "D". San Bernardino. CA 92418-0001
Public WorkslEngineering 909.384.5111. Fax: 909.384.5155
'"
CONTRACT CHANGE ORDER NO. TWO
FILE NO. 1.7153
DATE: JUNE 16, 2003
PROJECT:
LAURELWOOD DRIVE REALIGNMENT BETWEEN TIPPECANOE
AVENUE AND ORCHARD DRIVE (pHASE 1).
TO:
MATICH CORPORATION
P.O. BOX 50,000
SAN BERNARDINO, CA 92412
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
ITEM NO: DESCRIPTION OF CHANGE COST
Furnish all labor , materials and equipment to remove and re-
I construct Laurelwood Drive roadbed due to unforeseen $ $232,036.00
subsurface geologic conditions per proposal from contractor
dated Aoril14, 2003.
TOTAL COST CCO #2 $ $232,036.00
JUSTIFICATION:
Item 1:
After installation of the Laurelwood Drive structural section the contractor brought to our attention that
the roadbed was not "frrm and unyielding" as required by specifications. This problem is commonly
referred to as "pumping" or "sponginess" and will result in rapid pavement failure if not corrected
prior to paving. After consultation with the Soils Engineer, it was determined that the problem was
caused by a layer of wet clay-like material that had not been previously detected and that the structural
section had to be removed and reconstructed with additional depth of base material and one or more
additional layers of geogrid.
The contractor submitted the attached proposal dated April 14, 2003. We feel the price quoted is fair
and reasonable for the proposed work
Change Order No. Two
Laurelwood Drive Realignment Between Tippecanoe Avenue and Orchard Drive (Phase 1).
Under the provisions of Section 3-2.2.3 "Agreed Prices" of the Standard Specifications, where
modifications are made to items not covered by contract unit prices, payment for the changes may be
determined by agreement between the contractor and Agency . We feel the quoted price for this work is
fair and reasonable
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original Contract Amount
Increase due to CCO #1
Increase due to CCO #2
Total Project Cost
$
..............................................................................,
.............................................................................. $
$
..............................................................................'
$
856,658.00
58,086.73
232,036.00
1,146,780.73
Additional time to complete Contract dne to this Change Order ...............20 Working Days
This change order represents 27.1 % of the original contract amount and the total amount of all change
order to date ($290,104.73) represents 33.9% of the original contract amount. This amount exceeds
the contingency amount approved as part of the contract award by the Mayor and Common council at
their regular meeting of September 9, 2002, and there
MATICH CORPORATION
CONTRACTOR
Accepted
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES
Approved
By:
By:
Title:
JAMES FUNK
Director of Development Services
Date:
Date:
Approved by Mayor and Common Council
Date: Jnne 16, 2003
Item No.
2
DEVELOPMENT SERVICES DEPARTMENT
300 North "D" . San Bernardino. CA 92418-0001
Public WorkslEngineering 909.384.5111. Fax: 909.384.5155
'"
FILE NO. 1.7153
DATE: JUNE 16, 2003
CONTRACT CHANGE ORDER NO. THREE
PROJECT:
LAURELWOOD DRIVE REALIGNMENT BETWEEN TIPPECANOE
AVENUE AND ORCHARD DRIVE (pHASE 1) PER PLAN NO. 10373.
TO:
MATICH CORPORATION
P.O. BOX 50,000
SAN BERNARDINO, CA 92412
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
ITEM NO: DESCRIPTION OF CHANGE COST
3-1 Adjust height of 3 inch Combination Water Service. $
1,693.27
3-2 Relocate Two (2) Water Meters $ 2,746.57
3-3 Install 2 inch PVC Water Line for nine (9) existing houses. $ 5,896.73
3-4 Connect nine (9) houses to Temporary Service, disconnect and plug at $ 4,793.23
the main line.
3-5 Install Air Vacuum Release Valve $ 1,853.50
3-6 Removal of Septic Tank $ 455.24
3-7 Remove sidewalk, curb and gutter. $ 739.33
3-8 Cut Base grade down to pave 0.40 ft instead of 0.30 ft. $ 2071.33
3-9 Temporary Power Service $ 5,679.00
3-10 Additional striping, markings, channelizers $ 992.97
3-11 Quantities Exceeding 125% of Bid Items:
a. Commercial Driveway Approach $ 562.80
Change Order No. Three
Laurelwood Drive R...ligJlment Between TIppecanoe Avenue and Orchard Drive (Phase 1).
b. Wood Post Barricade $ 1,350.00
c. Relocate I inch or less domestic water service laterals $ 2,000.00
TOTAL COST ceo #3 $ 30,833.97
JUSTIFICATION:
Item No. 3-1 (Report No.1 and I-A) -- Adjust height of 3-inch combination water service at
Station 10+38.
After the contractor installed the gate valves, the Water Department required them to be raised
inside the vault, for safety reasons, to within 3 feet from top of the vault.
To accomplish this, the Contractor had to excavate, cut the lateral, install 900 bends and
fittings, reinstall the gate valves, fill the extra depth with gravel, and reset the vault.
The work was done on T&M for a total cost of$I,693.27 ($187.45 + $1,505.82).
Item No. 3-2 (Report No.2) -- Relocate Two Water Meters
Two existing 11.,; inch water meters near Station 5+30 had to be relocated in order to construct the
new curb and gutter. This relocation was not indicated on the plans and the work was done on
T&M basis. The total cost for labor, equipment and materials is $2,746.57.
Item No. 3-3 (Reports 3 thm 8) -- Install 2 inch PVC Water line for existing houses.
Nine houses on the north side of Laurelwood Drive were provided temporary water service from
the new 12" water main. To avoid cutting into the new pavement at a later date it was decided to
disconnect these temporary services and provide alternate service from two 2-inch laterals stubbed
to the north side for servicing future development in that part of "The Hub" development.
Report 3 tbm 8 cover the installation of the alternate 2 inch PVC line, chlorinating and testing,
materials and labor. The work was done on T&M basis for a total cost of$5,896.73.
Cost ofT&M
Report NO.3
Report NO.4
Report No.5
Report No.6
Report No.7
Report No.8
Total Cost
$1,892.33
2,275.81
741.29
189.73
189.73
607.73
$5,896.73
2
Change Order No. Three
Laurelwood Drive Realignment Between Tippecanoe Avenue and Orchard Drive (Phase 1).
Item No. 3-4 (Report No.9) - Connect existing houses to new Temporary Service and
disconnect and plug original laterals at the main line.
The nine (9) existing houses were switched over to the alternate service line, and the original
services were abandoned and plugged off at the 12 inch main line in accordance with requirements
ofthe Water Department. The work was done on T&M at a cost of $4,793.23.
Item No. 3-5 (Report No. 10) - Installation of Air Vacuum Release Valve
A bank of Verizon conduits was in conflict with the 12 inch water main line just west of and
parallel to the 16" water main in Tippecanoe Avenue, which was the feed for our new system.
A change in vertical alignment was made which resulted in a high point was created in the
12" main line that necessitated the addition of an air vacuum relief valve.
The work was done at the agreed price of$I,853.50. The Water Department compared the
costs oflabor, equipment, and material and found the price to be reasonable.
Item No. 3-6 (Report No. 11) -- Removal of Septic Tanks
During installation of the sewer system for the project, several septic tanks were encountered
and removed. The costs of the removals were included in Contract Change Order No.1,
but one extra cost work sheet in the amount of $455.24 was inadvertently left out. This amount
is owed to the Contractor and staff is recommending payment as part ofthis change order.
Item No. 3-7 (Report No. 12) -- Remove Sidewalk, Curb & Gutter
The Stage II Construction Plans called for removal of certain sidewalk, curb and gutter.
During construction additional areas not indicated on plans were identified as needing to be
removed. The costs for these removals have been prorated on a T&M basis and amount to $739.33.
Item No. 3-8 (Report No. 13 & 14) - Cut Base Grade down to pave 0.40' instead of 0.30'.
The Stage I portion of the street section was prepared for the designed section of 0.30' A.C.l0.85'
Agg. Base. Due to wet subgrade, widespread "pumping" was observed. Calwest Consultants,
the soils Engineer, assessed the situation and recommended that the pavement structural section
be changed to 0.40' A.C.l0.75' Agg. Base. This involved cutting down the prepared aggregate base
and re-grading the cross-section. The work was done under T&M for a cost of $2,071.33.
Cost ofT&M
Report No. 13
Report No. 14
Total Cost
$1,186.47
884.86
$2,071.33
Item No. 3-9 (Report No. 15) -- Temporary Power Service
The Project Plans were drawn up on the premise that S.C.E.'s infrastructure would be in place
before the project was complete. This, however, did not happen and it was necessary to energize
3
Change Order No. Three
Laurelwood Drive Realignment Between Tippecanoe A venue and Orchard Drive (Phase 1).
the traffic signals and street lights before the new street could be opened to traffic. An underground
temporary power line was provided from the existing lines on Laurelwood Drive to energize the two
new service Pedestals. The Contractor trenched, installed 300 ft of 3 inch conduit, back filled the
trench and paved within the old street section. The work was done at the agreed price of $5,679.00.
Item No. 3-10 (Report No. 16) - Additional Striping, markings, and channelization.
Striping, pavement markings and RPM's was bid on a lump sum basis. However additional work
was required based on the recommendation of the Traffic Division beyond that called for on the
Plans. This additional work was accomplished at the agreed price of $992.97.
Item No. 3-11 --Quantities exceeding 125% of Contract Bid Quantities.
The Green Book specifies that payments can be made for measured quantities within +/- 25%
ofthe Bid Item. The measured quantities of the following Bid Items exceeded the 25% limit,
and are included in this change order:
(a) Bid Item #16 - Commercial Driveway Approach
This Bid Item is for 325 sq.ft. of Commercial Driveway approach. The actual quantity installed
is 473 sq. ft. Contractor has been compensated for 406 sq. ft., which represent 125% of the bid
quantity, and is now due the balance of 67 sq. ft. The cost of 67 sq. ft. at $8.40 = $562.80.
(b) Bid Item #37 - Wood Post Barricade
This Bid Item is for 40 liner feet and the number of barricades shown on the Plan is seven (7).
Two (2) barricades were deleted and five (5) were installed. The total quantity is 95 linear feet.
The Contractor has been compensated for 50 linear feet which represent 125% of the bid
quantity and is now due 45 linear feet at $30.00 = $1,350.00.
(c) Bid Item #50 - Relocate 1 inch. or less Domestic Water Service Laterals.
This Bid Item provides for the relocation of six (6) existing domestic water service laterals. A
total of nine (9) laterals were relocated. The Contractor has been compensated for the
relocation of seven (7) laterals only, and is now due payment for the two (2) remaining laterals
at $1,000.00 ea. = $2,000.00.
Total amount payable under Item #11 is $3,912.80:
Cost of Item No. 3-11
(a) $ 562.80
(b) 1,350.00
(c) 2,000.00
Total Cost $3,912.80
4
Change Order No. Three
Laurelwood Drive ReaIignment Between Tippecanoe Avenue and Orchard Drive (Phase 1).
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original Bid Amount
Increase due to CCO #1
Increase due to CCO #2
Increase due to CCO #3
Total Project Cost
........................................................
$ 856,658.00
$ 58,086.73
$ 232,036.00
$ 30,833.97
$ 1,177,614.70
........................................................
........................................................
........................................................
......................................... .............-
Additional time to complete Contract due to this Change Order ............... 20 Working Days
This change order represents 3.6 % of the Original Contract amount, and the total amount of all change
orders to date is $320,956.70 representing 37.5 % of the Original Contract amount. This amount exceeds
the Contingency amount approved as part of the contract award by the Mayor and Common Council at their
regular meeting of September 9,2002. Therefore a budget amendment will be requested.
MATICH CORPORATION
CONTRACTOR
Accepted
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES
Approved
By:
By:
JAMES FUNK
Director of Development Services
Title:
Date:
Date:
Approved by Mayor and Common Council
Date: June 16, 2003
Item No.:
5
Medina Sa
From:
Sent:
To:
Cc:
Subject:
Pachon_Ba
Monday, June 16, 2003 12:30 PM
Clark_Ra
Wilson_Fr; Medina_Sa
Counlcl Agenda Today - Items #15 & #16
Importance:
High
I was just looking over the items on today's agenda and the following items need to have their
motions corrected:
Item # 15. Motion #1 should be chanaed to:
Authorize the Finance Director to amend the FY 2002-2003 Budget to transfer $129,500 from
Account No. 126-369-5504-7306 "Slurry Seal at Various Locations" to Account No. 126-369-5504-
7246 "Acquire Right of Way and realignment Laurelwood Drive," and
The above new #1 motion changes the second account number to the correct one.
Item # 16. Motion #2 should be chanaed to:
Authorize the Director of Finance to amend the FY 2002-2003 budget to transfe~~~n
unallocated Gas Tax Funds to Account No. 126-369-550~ 16 "Bikepath Valenc enue.
Highland Ave. to 40th Street". '
The above new #2 motion changes the dollar amount and the account number.
Please let me know if you have any questions.
1