HomeMy WebLinkAbout16-Development Services
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
C From: Valerie Ross, Director
Dept: Development Services
Date: July 27, 2006
File Nos. 1.7319
Subject: Authorization for the Director of Development Services
to execute Contract Change Order No. One to a contract
with Hillcrest Contracting, [nc., for Street Improvements
on Third Street at the Historic Santa Fe Depot - Phase I
(SS04-34), per project Plan No. 11300.
MCC Date: August 21, 2006
Synopsis of Previous Council Action:
Sept. 2004
Aug. 2005
Oct. 2005
The Mayor and Common Council approved FY 2004-05 CIP Budget.
The Mayor and Common Council approved FY 2005-06 CIP Budget.
Adopted Resolution awarding Contract in the amount of $43[,887.20 to Hillcrest Contracting, Inc. for
Street Improvements on Third Street at the Historic Santa Fe Depot - Phase I (SS04-34), per project
Plan No. 11300.
The Mayor and Common Council approved FY 2006-07 CIP Budget.
Aug. 2006
Recommended Motion:
Authorize the Director of Development Services to execute Contract Change Order No. One in the amount of
$101,031.04 to Contract with Hillcrest Contracting, Inc. for Street Improvements on Third Street at the Historic
S"m f, D"oHh~d (SS04-34), pct pm;'" PI" No. (1300. rffJ.. ~_
f'~ Valerie C. Ross
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Contact Person:
Michael Grubbs, Engineering Manager/Field Engineer Phone:
5179
Supporting data attached:
Staff Report & CCO No. One
Ward:
FUNDING REQUIREMENTS:
Amount: $ 116,000
Source: (Ace!. No) 129-367-5504-7373
Acct. Description: 3" & 2"' Street Intersection Improvements at
the Santa Fe Depot
Finance:
Council Notes:
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Agenda Item No. Ie.
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CITY OF SAN BERNARDINO REOUEST FOR COUNCIL ACTION
STAFF REPORT
Subject:
Authorization for the Director of Development Services to execute Contract Change Order No. One to a contract
with Hillcrest Contracting, Inc., for Street Improvements on Third Street at the Historic Santa Fe Depot - Phase
I (5504-34), per project Plan No.1 1300.
Background:
On August I, 2005, the Mayor and Common Council allocated funds as part of the FY 2005/06 Capital
Improvement Program (CIP) for 3'd Street and 20d Street intersection improvements and entrance to parking lot
at the Santa Fe Depot. These funds were allocated in three projects as follows: 5504-34 "3'd and 20d Street
intersection improvements and entrance to parking lot;" 5504-35 "Miscellaneous Economic Development Street
Projects at the Santa Fe Depot;" and 5504-44 "3'd Street Pavement Rehabilitation between "K" Street and the
Mt. Vernon Viaduct."
On October 3, 2005, the Mayor and Common Council adopted Resolution No. 2005-328 awarding a contract to
Hillcrest Contracting, Inc. in the amount of $431,887.20 for "Street Improvements on Third Street at the
Historic Santa Fe Depot - Phase I (SS04-34 )," Plan No. I 1300 and authorized the Director of Finance to amend
the FY 05/06 Budget.
Once construction started, it was determined that specific additional tasks, as described in detail in the attached
Change Order No. One, were necessary to properly finish this project.
Item 1- I Remove and replace additional A.C. pavement and concrete. This project was originally planned as a
single project. However, substantial increases in the cost of construction during the design stage
necessitated dividing the project into two phases. The first phase (this project) consists of street and
drainage improvements on 3'd Street in front of the Santa Fe Depot. During construction it was
determined that the difference in elevation between the new street and the existing Santa Fe Depot
parking lot was such that additional asphalt and concrete removal and reconstruction would be
needed to properly transition between the new and existing improvements.
Item 1-2 Remove slurry encasement and install catch basin. During the installation of the storm drain, the.
Contractor has encountered extra slurry encasement of some utilities. It was necessary for the
Contractor to remove the interfering portion of the slurry encasements prior to installing the storm
drain. Also, an additional catch basin had to be added at the curb face to preclude a ponding
problem that became apparent during construction.
Item 1-3 Convert existing street lights and parking lot lights to new svstem. As a part of this project, the
Contractor was to convert the streetlights to City Standards and to connect these lights to the new
City pedestal. During construction the Contractor found other lights that were not originally in this
phase, but needed to be connected to this new system.
Item 1-4 Reconstruct Manhole. The plans indicated that a manhole in 3'd Street was to be "Adjust to Grade".
The Contractor uncovered the manhole and determined that the manhole could not be adjusted due
to its original construction. It was necessary to reconstruct the manhole at additional cost.
Item 1-5
Eliminate Rubberized Asphalt. 3'd Street, which provides access to the Metrolink Station, had to be
closed during reconstruction of the roadway. In order to reduce the duration of the closure and
resulting inconvenience to Metrolink customers, it was determined to be advantageous to change the
rubberized asphalt to regular asphalt concrete. Scheduling for rubberized asphalt is notoriously
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07/27/20068:41 AM
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CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
STAFF REPORT - Continued
difficult and, together with rain delays, would have added an additional month to the closure of 3'd
street.
Item 1-6
A. 'R. 4000 Asphalt. A.R.-4000 asphalt concrete (regular asphalt concrete) was added to the
contract as replacement for the rubberized asphalt which was deleted in Item 1-5.
Item 1-7
. Additional Class 2 Aggregate Base. After clearing and grubbing of the existing roadbed and testing
of the subgrade, it was determined that additional thickness of Class 2 Aggregate Base was needed
to provide an adequate structural section.
Item 1-8
Additional Striping. After completion of paving, our Traffic Section found that additional striping
was needed in order to have a safer transition from the new striping to the old striping.
Additional Tack Coat. Due to rain delays, it was necessary to open 3'd Street to traffic with only the
base course of paving in place in order to minimize inconvenience to the public. As a result of this,
it became necessary for the contractor to place tack coat on the base course prior to placing the final
lift of asphalt concrete. This additional tack coat would not have been necessary if the contractor
had been able to install the asphalt concrete in accordance with the specifications of the original
contract.
Item 1-9
Item 1-10
Proiect Delavs. Certain portions of the work could not be completed in a timely manner due to
delays installing electrical conduit and conductors. Safe passage around this area had to be
maintained by the Contractor while awaiting completion of the electrical work.
The next phase of the project will involve reconstruction of the parking lot in front of the Santa Fe Depot. No
funding is currently available for this work; however, staff is working with SANBAG to complete this phase of
the project.
Financial Impact:
Although this project is identified as SS04-34, funding for the project was drawn from the follows CIP projects:
SS04-34 "3'd and 2nd Street intersection improvements and entrance to parking lot;" SS04-35 "Miscellaneous
Economic Development Street Projects at the Santa Fe Depot;" and SS04-44 "3'd Street Pavement Rehabilitation
between "K" Street and the Mt. Vernon Viaduct."
Additional funding sufficient to cover the cost of this change order has been allocated in the FY 2006/07 Budget
in Account No. 129-367-5504-7373 "3,d Street Pavement Rehabilitation".
After payment of this change order, approximately $168,000 will remain in Account No. 129-367-5504-7373
"3'd Street Pavement Rehabilitation (SS04-44)". These funds will be used to complete the design of the
realignment of Viaduct Boulevard, which must be accomplished in coordination with the construction of the
Metrolink Parking Structure. This funding amount may be adequate for some construction, however, the
majority of construction funding for the realignment will be allocated in FY 2007/08. Construction of the
Metrolink Parking Structure is expected to start in November of 2007.
Recommendation:
Authorize the Director of Development Services to execute Contract Change Order No. One in the amount of
$101,031.04 to Contract with Hillcrest Contracting, Inc. for Street Improvements on Third Street at the Historic
Santa Fe Depot - Phase I (SS04-34), per project Plan No. 11300.
Attachments:
"A" Cost Distribution Chart
3
07/27/20068:41 AM
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DEVELOPMENT SERVICES DEPARTMENT
300 North "D" Sueer . 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
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CONTRACT CHANGE ORDER NO. ONE
FILE NOS. 1.7319
DATE: AUGUST 21, 2006
PROJECT: STREET IMPROVEMENTS ON THIRD STREET AT THE HISTORIC
SANTA FE DEPOT - PHASE I (SS04-34)
TO: HILLCREST CONTRACTING
1467 CIRCLE DRIVE
CORONA, CA 91718-1898
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
I ITEM NO: DESCRIPTION OF CHANGE COST
i 1-1 Remove & ReDlace Additional A.C. and Concrete $ 51,939.73
,
, 1-2 $ 17,948.52
i Remove Slurrv Encasement & Install Catch Basin
,
,
1-3 Convert Existing Street Lights & Parking Lot Lights to New Svstem $ 13,284.90
1-4 Reconstruct Manhole $ 1,980.00
1-5 Delete Rubberized ASDhalt item in its entirety. $ (69,200.00)
. .
1-6 A.R. 4000 ASDhalt $ 69,385.41
1-7 Additional Class 2 Aggregate Base $ 5,990.12
1-8 Additional StriDing $ 3,210.68
1-9 i Additional Tack Coat $ 2,418.75
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i 1-10 i Proiect Delavs $ 4,072.93
! TOTAL COST CCO #1 $ 101,031.04
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Change Order No. One
STREET IMPROVEMENTS ON THIRD STREET AT THE HISTORIC SANTA FE DEPOT - PHASE I (SS04-
34)
JUSTIFICATION:
Remove & replace additional A.C. and concrete
The project was originally designed to complete the onsite improvements (parking lots
and entry) and the offsite improvements as a single project. Prior to bid, the project was
split into two separate project offsite improvements and onsite improvements. The grade
Item 1-1 for offsite improvements was lowered 12" below the original grade. When the single
No. projects were split into two, there was no consideration taken to transition between the
new elevations of proposed offsite improvements and existing grade for the onsite parking
lots. It was necessary to remove additional asphalt, concrete and dirt to create an
aesthetically pleasing and safe transition from the newly contracted improvements to the
existing imorovements.
Remove Slurrv Encasement & Install Catch Basin
Item During the installation of the storm drain, it was determined the slurry encasement of
No. 1-2 utilities was in conflict with the proposed storm drain alignment. The contract was
required to chip away the slurry to install the storm drain. The contractor was directed to
install a catch basin at ST A.
Convert Existin!! Street Li!!hts & Parkin!! Lot Li!!hts to New Svstem
Item As a part of the project, the contractor was required to convert the existing streetlights to
1-3 energy efficient streetlights. However, the two parking lot lights and one streetlight at the
No. west end of the project were not included in the plans. They were connected to the same
light circuit; therefore. had to be changed to the new streetlight design.
Reconstruct Manhole
Item 1-4 The existing manholes was constructed of brick; therefore, to enable the contractor to
No. lower these manholes to meet the new grade, it was necessary to reconstruct using pre-
cast manholes.
Item Delete Rubberized Asphalt item in its entirety
1-5 The project originally specified rubberized asphalt. Due to unforeseen circumstances, the
No. rubberized asohalt was eliminated to reduce further delays to the project.
Item A.R. 4000 Asphalt
No. 1-6 I The project eliminated rubberized asphalt and paved the project with A.R. 4000 asphalt to
reduce delays to the oroiect.
Item Additional Class 2 Aggregate Base
1-7 The project required additional aggregate base rock to stabilize the subgrade, prior to
No. , paving.
Item Additional Striping
No. leS At completion of the project, the Traffic division added additional striping to the
oroiecl.
I Item I Additional Tack Coat
Originally. the project could have been paved in one day. However, due to delays. it
, '\'0. 1-9
Item
No.
I
I
I
1-10
was necessary 10 base pave and cap pave on two separate days, necessitatmg the use of a I
tack coal.
Project Delavs
During construction. it was determined that only SCE could make the electrical tic-in;
therefore, it was necessary for the contractor to maintain traffic control and road
closures during the delay.
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Change Order No. One
STREET IMPROVEMENTS ON THIRD STREET AT THE HISTORIC SANTA FE DEPOT - PHASE I (SS04-
34)
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original Bid Amount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... $
Contract Change Order No. One. . . . . . . . . . . . . . . . . . . . . . . . . . . . . ...$
RevisedConstructionContractcost.......................... .....$
431,887.20
101,031.04
532,918.24
Additional time to complete Contract due to this Change Order ................... 60 Working Days
This change order represents 23.4% of the original contract amount.
HILLCREST CONTRACTING INC.
CONTRACTOR
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES
Accepted
Approved
By:
By:
VALERIE C. ROSS
Director of Development Services
Title:
Date:
Date:
Approved by Mayor and Common Council
Date:
August 21,2006
Item No.
1