HomeMy WebLinkAbout13-Development Services
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Funk, Director
File: 1.5040
Or.r""-L
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Subject: Authorize the Director of Finance to
amend FY 2000/01 budget and authorization to
execute Change Order No. One to contract with
Lambco Engineering, Inc. for removal of
existing sidewalk and installation of irrigation
system and tree grates on Highland Avenue
from "E" Street to Sierra Way.
Dept: Development Services
Date: September 4.2001
MCC Date: June 4, 2001
Synopsis of Previous Council Action:
05/05/99 Authorized the Director of Development Services to Advertise for Bids for the installation of Street
Trees along HigWand Avenue from "E" Street to Waterman Avenue.
08/02/99 Resolution A warding Contract to Colarossi Construction for Installation of Street Trees along HigWand
Avenue from "E" Street to Waterman Avenue in the amount of $158,433.
1/24/99 Continued to February 22, 2000.
2/22/00 Continued to March 20, 2000.
3/20/00 Continued to April 3, 2000.
4/03/00 Continued to May I. 2000.
5/01/00 Termination of Contract for convenience and Release of Contract Bonds-Installation of Street Trees along
Highland Avenue from "E" Street to Waterman Avenue (Colarossi Construction) per Plan No. 9845.
6/04/01 Authorized the Director of Finance to amend FY 2000101 budget and adopted Resolution No. 2001-148
awarding contract to L:unbco Engineering, Inc. for removal of existing sidewalk and installation of irrigation
system and tree grates on Highland A venue from "E" Street to Sierra Way.
Recommended Motion:
1. That the Mayor and Common Council authorize the Director of Finance to amend the FY 2000/01
budget to increase the budget in Account No. 126-369-5504-5040 by $16,900 and reflect the
associated reduction in unappropriated fund balance (Gas Tax); and
2, Authorize the execution of Change Order No. One in the amount of $16,937.50 to contract with
Lambco Engineering, Inc. for removal of existing sidewalk and installation of irrigation system and
tree grates on Highland Avenue from "E" Street to Sierra Way; and
3. Authorize installation of Sunburst Honey Locust trees in the street parkways.
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Contact person: Michael Grubbs, Field Engineer Phone:
5154
Supporting data attached: Staff Report, Letter & Change Order Ward(s):
2&7
FUNDING REQUIREMENTS:
Amount: $16,937.50
Source: (Acct. No.) 126-369-5504-5040
Acct. Description: Highland A venue Streetscape
Finance:
lfin/tJc
Council Notes:
Agenda Item No. J 3
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Authorization for the Director of Finance to amend FY 2001/02 budget and authorization to
execute Change Order No. One to Contract with Lambco Engineering, Inc. for removal of
existing sidewalk and installation of irrigation system and tree grates on Highland A venue from
"E" Street to Sierra Way per Plan No. 10196A.
Backl!round:
On June 4,2001, the Mayor and Common Council awarded a contract to Lambco Engineering,
Inc. in the amount of $51,250.00 for removal of existing sidewalk and installation of irrigation
system and tree grates on Highland Avenue from "E" Street to Sierra Way per Plan No.
1 0196A. The bids ranged from $51,250.00 to $123,950.00.
Upon start of construction, a need was identified to add additional sidewalk replacement to the
project at 27 locations to provide an adequate foundation for the tree grates. Additionally, nine
existing irrigation stubs had to be located by hand exploration to avoid damaging them,
resulting in additional costs to the contractor which were not covered in the original contract.
After start of construction, the Highland Area Business Association (HABA) requested that the
Queen Palms previously approved by the City Council to be installed in the parkways be
changed to Sunburst Honey Locust. In addition, community concerns were raised regarding
inconsistencies among existing trees and the Honey Locust trees. Consequently, staff
negotiated a price with the contractor to remove a number of trees and install irrigation and
grates at those locations. These trees will also be replaced with new trees as directed by the
Mayor and Common Council. Staff has identified eight existing trees that are not Sunburst
Honey Locust. These trees consist of two Privot trees, two Crape Myrtle, two Carrotwood
trees, one Oleander tree, and one Coastal Live Oak tree. None of these trees are considered
desirable by the Public Services Department's arborist for the parkway due to their size, root
structure and high maintenance requirements. The Public Services Department has expressed
concern relative to the long-term maintenance of the Sunburst Honey Locust tree.
Five existing Sunburst Honey Locust trees are proposed to be saved. These trees are mature
and do not have existing irrigation systems but are able to survive on normal rainfall. At
locations where trees are being removed, it will be necessary to install additional irrigation
laterals to assure proper watering to insure proper establislunent of the replacement tree.
In order to provide irrigation to the tree wells where existing trees are being removed, it will
be necessary to cut the street adjacent to the tree well, located the main line, connect a lateral
line to the mainline and tunnel the lateral under the existing curb to provide irrigation to the
proposed new tree. The street cut will be in the parking area of the street and the size of the
street cut will be kept to a minimum.
Staff Report - continued
All the changes contained in this change order are described in detail in the attached Contract
Change Order No. One.
After completion of construction of this project, the Public Services Department will follow
closely behind with actual planting of the replacement Sunburst Honey Locust trees (or other
preferred species) as directed by the Mayor and Common Council.
Financial Impact:
To cover the cost of this change order, staff is requesting that the Director of Finance be
authorized to amend the FY 200112002 budget increasing the budget in Account No. 126-369-
5504-5040 by $16,900 and reduce the Gas Tax unappropriated fund balance by a
corresponding amount. After this budget amendment is approved, there will be approximately
$15,000 remaining in the Gas Tax unappropriated fund balance.
Recommendation:
1. That the Mayor and Common Council authorize the Director of Finance to amend the FY
2001102 budget to increase the budget in Account No. 126-369-5504-5040 by and reflect
the associated reduction in unappropriated fund balance; and
2. That the Mayor and Common Council authorize the execution of Change Order No. One in
the amount of $16,937.50 to Contract with Lambco Engineering, Inc. for removal of
existing sidewalk and installation of irrigation system and tree grates on Highland A venue
from "E" Street to Sierra Way and;
3. Authorize installation of Sunburst Honey Locust trees in the street parkways.
DEVELOPMENT SER\'lCES DEl'ARnIE"'T
:;00 North -'0" Street. San Bernardino' CA ~241 11-0001
PIJnmng &: Bmlding 909.384.5057' Fax: 909.384,5080
Puc,l1: \\\'rkslEngmeering 909.384.5111' Fax: 909.384,5155
W\\'W.LI. san -hernard i n(). ca .us
CONTRACT CHANGE ORDER NO. ONE
FILE NO. 1.50~0
DATE: August 31, 2001
PROJECT: REMOVAL OF EXISTING SIDEWALK TO INSTALL lRRIGATIO;'\J
SYSTEM AND TREE GRATES ON HIGHLAND AVENUE FROM "E"
STREET TO SIERRA WAY PER PLAN NO. 10196A
TO: Lambco Engineering Inc.
1170 East Fruit Street
Santa Ana, CA 92701
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
Descriotion of Chanl!:e Cost
1. Install an additional 575 Sq. Ft. of sidewalk at $4.50 Per. Ft. $2,587.50
2. Locate 9 Irrigation Stubs by hand exploration. $1,500.00
3. Remove existing trees, install irrigation system and tree grates. $12,850.00
TOTAL COST OF CHANGE ORDER $16,937.50
JUSTIFICATION:
Item #1: At approximately 27 locations on the project it was necessary to remove and replace
additional concrete sidewalk to insure a safe walkway and to provide adequate foundation for
the tree grate installation. The surrounding concrete was too deteriorated to save. See attached
tally sheet for locations where additional sidewalk was removed and replaced.
Item #2: Nine irrigation stubs, which were installed under previous contracts, required
additional hand exploration to avoid damaging the stubs during construction. The contractor
agreed to complete the work on an hourly basis and the time was verified by our inspector.
Item #3: After start of construction the Highland Area Business Association (HABA) sent a
letter to the City requesting that the Fan Palms that were planned to be installed after the
Contract Change Order No. One
Highland Avenue Street Tree Grates from "E" Street 10 Sierra Way
Page 2 of 2
completion of this contract be changed to Sunburst Honey Locust and that the existing trees
that are not Sunburst Honey Locust be removed and replaced with the Sunburst Honey Locust.
Staff has identified eight (8) existing trees that are not Sunburst Honey Locust. These trees
consist of two Privottrees, two Crape Myrtle's, two CarrOlwood trees, one Oleander tree. and
one Coastal Live Oak tree. The Public Services Department does not consider any of these
trees to be desirable for the parkways due to their size, roOl structure and high maintenance
requirements
The Contractor has proposed a price to remove the 8 existing trees described about.
extend the irrigation to the tree wells where the trees were removed and install grates in the
tree wells. We believe this price is fair and reasonable based on the work required to
accomplish this change.
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original Bid Amount ............................................................... $51,250.00
Increase due to CCO#1 - ......................................................... $16.937.50
Revised Contract Amount......... ....... ........................ ................ $68,187.50
Additional time to complete Contract due to this Change Order....... 15 Working Days
Additional time for delays of material delivery ............................. 10 Working Days
This change order represents 33.0% of the original contract amount which exceeds the
contingency amount approved as part of the contract award by the Mayor and Common council
at their regular meeting of June 4, 2001. A budget adjustment will be processed to cover the
cost of this change order.
LAMB CO ENGINEERING INC.
CITY OF SAN BERNARDINO
DEVELOPMENT SERVICES
Approved:
Accepted
By:
By:
Title:
James Funk
Director. Of Development Services.
Date:
Date:
Approved by Mayor and Common Council
Date:
Item No.
Sli'uNlc W....'5'o1ca..12OO1 AII'(I9.l7.(JI'CCO'1 H,p.I.ruJSli'II<IT_>CCO'1.U,M8COu 2
...01 : KJ-R"P f'RCH'L ~'S
PfDE i'Il. 909 883 7543
Jun. 29 20lil1 12: 26PM P2
KNAPP ARCHrJEClURAL ENGINEERS, INC.
2105 N. ARROWHEAD AVENUE SAN BERNARDINO, VA 92405
(909) 883-497" Fp (909) 883-75013
June 29, 2001
Mr. Kim
San Bernardino City Engineering Dcpt
Re: Choice of.Trees for Highland Ave. Street Scape
Dear Mr. Kim,
The Board of the Highland Ave. Business Association bas authorized me to CQntaCt yoU
regarding lhe possible change of city provided trees.along HigJo1!lnd Avenue.. The' :..
original choice was Queen Palms, however we woUld'6ke to'lnquire as to ~ ~~ihlliliY
of changing to Sun Burst Hooey Locust trees, such as utilized in the downlOW!1 ~..
We understand that contraClS may have already been issued, ami that there may be a
COSt difference between these two trees. A total of appro"lm..teIy 61 trees,haye b!een.
allocated, and we would gteatIy appreciate your inquiry tOr Us jJuo the feasi1!ilitY pf this
switcl1at this time. Please contact me by phone as SOQII as you determine ~.. . .
feasibility. my phone number is 883-4974 (omce).or 883-0123 (home). .,
Our sincere thanks for your assistance.
....
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Leonard C. Knapp, HAABA Board Member
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9093576767;
Jul.3.01 14:43;
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Additional chlll!le for above described work Is: $
wilh payrnentSlO be made as fOII()wS: '
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Additional work 10 be performed under same cond~iOns as specified in original conlnIcl unless otherwise stipulated.
We propose herellV 10 furnish matertaJ anc!labor - complete In accorcIance Wiih 1bese specifications at above Slated price.
RespecIfulIy stbni11ed
ACCEPTANCE OF ADDITIONAL WORK
The above prioe:;, specilicatlons ancI conditions are satislacloly ancI are hereby 1IGCOpI9d. YOIl ire IIUlhoriz~ 10 do \he Work all
specified. paJlllllllll wll be made as oulIined above.
Dale 01 Accep1ance
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ADDITIONAL WORK AUTHORIZATION
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JUL-lU-i!UUl TUE It!:2U PM LAMBCO ENe INC
Jul-l0-0l 11 :53;
FAX NO. 24543\ \
L -'-LAAfSCO ENGINEERING, INC.
GenersJ Engineering eoollBcfOr
A'I''I'N: RICK OR MIKE
Rli: liTigation ~Y$tem
Treo: (ll1dc~ Job H IOl96A
USlccl below Is IIIl) breakdown of the additional worlc. for job HI 0196A. The
w~lcr sprinklers werll not in the COrrC\;l slatioll.lilCcefore we bad to u''iC extra manpower
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HIGHLAND STREET TREE PROJECT FROM "E" ST TO SIERRA WAY
CCO #1 - ITEM 3 REMOVE 8 EXISTING TREES, INSTALL GRATES & IRRIGATION
Prepared 8131/2001
No. Item Description Qty Unit Price/Unit Total Price
1 Remove Existing Trees 8 Ea $700.00 $5,600.00
2 Supply & Install Grates 5 Ea $700.00 $3,500.00
3 Extend Mainline Irrigation 100 LF $20.00 $2,000.00
4 Install Laterals and emitters 5 Ea $350.00 $1,750.00
GRAND TOTAL $12,850.00
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CITY OF SAN BERNARDINO
Interoffice Memorandum
CITY CLERK'S OFFICE
Records and Information Management (RIM) Program
DATE:
September 20, 2001
TO:
Michael Gruggs, Field Engineer
FROM:
Michelle Taylor, Senior Secretary
RE:
Transmitting Documents for Signature - Lambco Engineering, Contract Change
Order No. One
At the Mayor and Common Council meeting of September 17, 2001, Contract Change Order No.
One to contract with Lambco Engineering, Inc., for removal of existing sidewalk and installation
of irrigation system and tree grates on Highland Avenue from "E" Street to Sierra Way was
approved.
Attached is the original change order. Please obtain signatures in the appropriate locations and
return one copy of the change order to the City Clerk's Office as soon as possible, to my
attention.
If you have any questions, please do not hesitate to contact me at ext. 3206. Thank you.
Michelle Taylor
Senior Secretary
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): ~ '11 Q I Item # 13
Vote: Ayes 1-3, ,') - ~ Nays if
Change to motion to amend original documents: -
''-..I j A
I
Absent A .....
"""1.\
Resolution #
Abstain ..er
e. ments: Contracttenn: ~UIINOidAfter:
Note on Resolution of Attachmen ately: _
Direct City Clerk to (circle I): PUBLISH, POST, RECO OUNTY By:
----
te Sent to Mayor:
Date of Mayor s' re:
Date of ClerklCDC Signature:
Seal Impressed:
Reso.
ated:
Date MemofLetter Sent for Signature: q -\ q -0 \
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:",/ Date Returned: Q-.;2\-D \
See Attached:
See Attached:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634):
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attomey /
Parks & Rec.
Code Compliance Dev. Services ~
Police Public Services Water
Yes ./ No By
Yes No~ By
Yes No~ By
Yes NO~ By
Yes No By
'.
EDA
Finance ",/
MIS
Others:
Notes:
Qom1LPcr ~ tQote - NO \2~1 HT\()....I 9...R".,)Ull2..t-o - (I~\[)M? $.::A"'Sj nCY:'\
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. etc.)
Ready to File: _
Date:
Revised 01/12/01