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ORIGINAL
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
From: Valerie C. Ross, Director
Subject: Authorize the Director of Development
Services to Execute Contract Change Order No. Two
with Hillcrest Contracting, Inc. for Street
Improvements and Beautification Project on Victoria
Avenue from 28th Street to Lynwood Drive (SS05-25),
per Project Plan No. 11619.
Dept: Development Services
Date: January 22, 2009
File: 1.7549, 1.7550, 1.7551,
1.7552
MCC Date: February 17,2009
Synopsis of Previous Council Action:
10/02/06 Adopted a resolution awarding a contract in the amount of $2,800,000 to Hillcrest
Contracting, Inc. for Street Improvements and Beautification Project on Victoria
Avenue from 28th Street to Lynwood Drive (SS05-25), per Project Plan No.
] 1619.
06/18/07 Adopted a resolution awarding Contract Change Order No. One in the amount of
$480,240.00 to Hillcrest Contracting, Inc. for Street Improvements and
Beautification Project on Victoria Avenue from 28th Street to Lynwood Drive
(SS05-25), per Project Plan No. 11619.
Recommended Motion:
Authorize the Director of Development Services to execute Change Order No. Two with
Hillcrest Contracting, Inc. in the amount of $359,557.32 for Street Improvements and
Beautification Project on Victoria Avenue from 28th Street to Lynwood Drive (SS05-25), per
Project Plan No. 11619. Ydi.tMuv. R~
Valerie C. Ross
Contact Person: Robert Eisenbcisz, City Engineer
Phone: 5203
Supporting data attached: Contract Change Order
Ward(s): 4
FUNDING REQUIREMENTS:
Amount: $359,557.65
Source: (Acct. No.) 246-366-5504-7549
Acct. Description: Public Improvement Funds
Finance:
Council Notes:
Agenda Item No. tD
2,n,.oQ
CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Authorize the Director of Development Services to Execute Contract Change Order No. Two
with Hillcrest Contracting, Inc. for Street Improvements and Beautification Project on Victoria
Avenue from 28th Street to Lynwood Drive (SS05-25), per Project Plan No. 11619.
Backl!:round:
On October 4, 2004, the Mayor and Common Council adopted Resolution No. 2004-322
approving an Agreement with the San Manuel Band of Mission Indians for public improvement
projects for tribal projects impacts.
On January 10, 2005, the Mayor and Common Council adopted Resolution No. 2005-08
approving an Agreement for Professional Services with Engineering Resources of Southern
California to provide Civil/Traffic Engineering Services for the design of street, storm drain,
traffic signal and sound wall improvements along Victoria A venue from Highland A venue to
Lynwood Avenue.
On April 17, 2006, the Mayor and Common Council adopted a Mitigated Negative Declaration
and Mitigation Monitoring/Reporting Program for the Victoria Avenue Street Improvements and
Beautification Project and authorize the preparation of the final plan, specifications and cost
estimate for construction.
On August 7, 2005, the Mayor and Common Council allocated funds, as part of the FY 2006/07
Capital Improvement Program (CIP), for street and beautification improvements on Victoria
Avenue from 28th Street to Lynwood Drive as Project No. SS05-25.
The San Manuel Tribe has contributed $5,500,000 to the City of San Bernardino to address
traffic impacts from its new casino on Victoria Avenue between Highland Avenue and Lynwood
Drive.
On October 2, 2006, the Mayor and Common Council awarded a contract to Hillcrest
Contracting, Inc. for Street Improvements and Beautification Project on Victoria A venue from
28th Street to Lynwood Drive (SS05-25), per Project Plan No. 11619.
On June 18, 2007, the Mayor and Common Council authorized the Director of Development
Services to Execute Contract Change Order No. One, in the amount of $480,240. The change
order consisted of a new 42" storm drain, removing hazardous materials, installing a 3" conduit
and irrigation sleeves, construction of additional sidewalk, curb and gutters, decreasing sound
wall system post spacing, and additional surveying.
Change Order:
I. During construction of the sound wall it was determined that in some locations the block
walls were higher than the new sound wall system. In order to create a smooth
appearance between the sound wall and the block wall it was necessary to raise the sound
wall height to match the block wall. The cost to raise the sound wall to match the existing
block wall was $1,037.76.
2. During the design phase of the project it was agreed upon between the City and the
residents that any exposed existing block wall on the abutting residents' property would
be treated with stucco to match the new sound walls. The cost to stucco the exposed
property owners' walls and install the comer beads was $37,202.50.
3. The new sound wall was supposed to be installed flush with the face of the existing block
walls, but it was determined that this would not be feasible, so the new sound wall was
built 2 feet away from the existing block wall. The gap between the two walls left the
back of the sound wall system exposed to the elements. It was necessary to stucco a
portion of the back side of the new sound wall system to protect it from the elements. The
cost to plaster portions of the back side of the sound wall was $50,801.20.
4. To protect the public and keep the area between the two walls clear of debris the
contractor was directed to close the gap at the ends of the walls at intersecting streets.
The cost to close the ends ofthe sound walls and the block walls was $28,103.09.
5. To prevent debris and discarded items from lodging between the sound wall and the
existing block wall it was necessary to install metal flashing between the two walls. The
cost to provide and install the flashing was $81,817.95.
6. During construction a storm drain was discovered that was not shown on any plans or
identified in City records. The contractor was directed to pothole the location to find the
exact location of the storm drain. During this time the contractor's crew and equipment
were on standby at a cost of $1 ,556.94.
7. During construction an abandoned storm drain with slurry concrete was discovered that
was not shown on any plans or included in City records. In order to properly construct the
sound wall it was necessary to have the contractor drill through slurry concrete to set the
footings for the sound wall. This resulted in an additional cost of$5,687.82.
8. During construction the contractor encountered numerous unforeseen manmade objects
underground that required the relocation and modification of vertical posts relating to the
sound wall. The modification to the posts because ofthese manmade objects caused delay
and additional labor totaling $6,068.14.
9. During construction, it was determined that additional irrigation improvements would be
needed to ensure adequate water for the new trees. The contractor was instructed to
3
design and install the irrigation system at a cost of$36,639.75.
10. During construction it was determined that the traffic signal at Citrus Drive and Victoria
A venue needed an upgrade to a protected left-turn phase for northbound traffic to
improve traffic operation and safety at the intersection. The traffic signal modification
cost was $39,999.75.
II. During construction Southern California Edison relocated their overhead facilities
underground. This required a new 3-inch conduit from the new underground vault to
feed the new traffic signal. The cost to install the new conduit was $9,129.66.
12. During contraction it was determined a catch basin needed to be installed on the east side
of Victoria A venue to improve the collection of storm runoff along Victoria A venue and
prevent erosion. Without this catch basin, storm water would leave the right-of-way and
erode the land on Patton State Hospital property. The cost to install the catch basin was
$15,900.00.
13. During construction it was necessary to modify the traffic signal at the intersection of
Victoria Avenue and Mirada Street to allow for increased visibility. A signal pole (I-A
pole) and a signal head was added to improve visibility and enhance traffic safety. The
cost to modify the traffic signal was $4,185.40.
14. During construction an unknown East Valley Water District waterline was discovered
that was not shown on any plans or included in City records. In order to locate the sound
wall over the waterline the contractor was instructed to pothole to determine the exact
location of the waterline and additional posts were needed to support the sound wall.
This work was done at an additional cost of$2,325.23.
15. During construction an unknown Southern California Edison (SCE) line was discovered
that was not shown on any plans. The line was next to the existing block wall and in the
way of the proposed sound wall. The contractor needed to protect the wall footings
while SCE moved their line. While SCE was moving their line the contractor had to
demobilize and then had to remobilize after SCE completed their work. The cost of
standby time, trench protection and enlarging the footings due to this unknown utility
was $21,951.78.
Financial ImDact:
The revised estimated project costs are as follows:
4
Description
Original Agreement
Contract Management and Inspection (approx. 6.2%)
Contingencies (approx. 10%)
CCO#No.1
CCO # No.2
Amount
Total Project Cost
=
$ 2,409,529.20
$ 149,517.88
$ 240,952.92
$ 480,240.00
$ 359.557.65
$ 3,639,797.65
Funding for this change order is available in Account No. 246-366-5504-7549. Funding the
change order will result in a remaining balance of$984,142.35.
This change order represents 14.92% of the original contract amount.
Recommendation:
Authorize the Director of Development Services to Execute Contract Change Order No. Two
with Hillcrest Contracting, Inc. for Street Improvements and Beautification Project on Victoria
Avenue from 28th Street to Lynwood Drive (SS05-25), per Project Plan No. 11619.
Attachments:
Change Order No. Two
5
DEVELOPMENT SERVICES DEPARTMENT
300 North "D" Street. San Bernardino' CA 92418-0001
Planning & Bnilding 909.384.5057 . Fax: 909.384.5080
Public Works/Engineering 909.384.5111 . Fax: 909.384.5155
www.sbcity.org
'"
CONTRACT CHANGE ORDER NO. TWO
FILE NO. 1.7549; 1.7550; 1.7551; 1.7552 W.O. NO. 7549; 7550; 7551; 7552 DATE: February 17,2009
PROJECT: STREET IMPROVEMENT & BEAUTIFICATION PROJECT
VICTORIA AVENUE (PHASE I) 28TH STREET TO LYNWOOD DRIVE
(SS05-25).
TO: HILLCREST CONTRACTING, INC.
1467 CIRCLE CITY DRIVE
CORONA, CA 92879
GENTLEMEN:
You are hereby compensated for performing the additional work as follows:
ITEM NO: DESCRIPTION OF CHANGE COST
2-1 Raise Sound Wall to Match Existing Block Wall $ 1,037.76
2-2 Stucco Wall Returns at Intersections and Install Comer Beads $ 37,202.50
2-3 Plaster Back of Sound Wall Below Existing Block Wall $ 50,801.20
2-4 Fill in Gap at Ends of Streets between Sound Wall & Existing Block $ 28,103.09
Wall.
2-5 Provide and Install Sheet Metal Flashing between Sound Wall and $ 81,817.95
Block Wall.
2-6 Stand-By Time for Storm Drain $ 1,556.94
2-7 Drill through Slurry-Filled Storm Drain $ 5,687.82
2-8 Delays & Labor to Re-Cut Post due to unknown Buried Man-made $ 6,068.14
Obiects.
2-9 Install Bubbler Irrigation System. $ 36,639.75
2-10 Install Protective Left-Turn Phase at Citrus Ave. and Victoria Ave. $ 39,999.75
2-11 Install 3' Diameter Conduit to Service Pedestal. $ 9,129.66
2-12 Install a Catch Basin at the Patton Hospital Property Line. $ 15,900.00
2-13 ModifY Traffic Signal at Mirada St. and Victoria Ave. $ 4,185.40
2-14 Pothole Utility and add Additional Footing $ 2,325.23
CCO NO.2 - HILLCREST CONTRACTING, INC.
STREET IMPROVEMENT & BEAUTIFICATION PROJECT - VICTORIA AVENUE (PHASE I) 28m STREET TO LYNWOOD DRIVE
(5505-25).
i 2-15 Standby Time, Trench Protection, and Enlarge Footings due to $ 21,951.78
Unknown Utility.
2-16 Prime Contractors 5% Markup. $ 17,150,68
TOTAL COST ceo #2 $ 359,557.65
JUSTIFICATION:
Item Raise Sound Wall to Match Existing Block Wall
2-1 The design height of the proposed sound wall was lower than the existing block wall. It
No. was necessary to raise the sound wall height to match the block wall height.
Stucco Wall Returns at Intersections and Install Corner Beads
During design, the existing residents were promised that any exposed existing wall would
2-2 have stucco to match the new sound wall. This feature was not included in the approved
plans and specifications. The contract did not require comer beads for the stucco on the
sound wall. To ensure that the stucco would adhere on the square corners of the post
locations, the contractor was required to install comer beads.
Plaster Back of the Sound Wall below the Existing Block Wall
The original design of the sound wall placed it within inched at the existing block wall.
, 2-3 This placement would allow the back of the sound wall below the existing block height to
I be left unstuccoed. The sound wall was moved 2 feet away from the block wall, which left
the back at the sound wall exposed to the elements. It was necessary to stucco this portion
of the wall to ensure the integritv of the wall.
Fill in Gap at Ends of Streets between Sound Wall & Existing Block Wall
2-4 Due to construction constraints. the sound wall was moved 2 feet away from the existing
block wall that leti a 2.foot wide opening between the block wall and the sound wall at
the ends of the sound wall. The contractor was directed to enclose these openings.
Provide & Install Sheet Metal Flashing btwn Sound all & Block Wall
The proposed design of the sound wall placed it within inches of the existing block wall.
During construction, it was determined that the concrete footings for the existing block
2-5 wall footing was over poured. To accommodate this footing, the sound wall was moved
away from the existing wall 2 feet. To eliminate the debris and unwanted items btwn the
2 walls, the contractor was required to provide and install a metal flashing btwn the 2
walls.
Standbv Time for Storm Drain
2-6 On Victoria Ave. north and south of 28'h Street, the contractor was requested to pothole
the location of a storm drain which was not known to be at this location. The contractor's
crew and equipment were on standby during the oothole ooeration.
Drill through Slurrv-Filled Storm Drain
2-7 An existing stoml drain was abandoned by backfilling with slurry concrete. To construct
the sound wall, the contractor was required to drill footings through the slurry, which
required additional time.
Delavs & Labor to Re-Cut Post due to unknown Buried Man-Made Obiects
2-8 The contractor was directed to work in another area when numerous unknown man-
made objects were encountered. This relocation required the vertical post to be cut and
modified. This caused a delav to the contractors. ,
Install Bubbler Irrigation System
2-9 The approved landscape plans required new trees to be installed. The approved plans did
not indicate an irrigation system for these trees. H was necessary for the contractor to
design and install the irrigation svstem for the new trees to sustain life.
o
ceo NO.2 - HILLCREST CONTRACTING. INC.
STREET IMPROVEMENT & BEAUTIFICATION PROJECT - VICTORIA AVENUE (PHASE I) 28'" STREET TO LYNWOOD DRIVE
(S505-25).
Install Protective Left-Turn Phase at Citrus Ave & Victoria Ave
2-10 At the intersection of Citrus Ave and Victoria Ave the plans created a protected left-turn
pocket. Due to traffic volumes, it was necessary to modify the traffic signal to
accommodate this protected left-turn phase.
Install 3' Diameter Conduit to Service Pedestal
2-11 A Rule 20 program changed the SCE feed from overhead to underground at the
I intersection of Mirada St & Victoria Ave. It was necessary to install a 3-inch conduit from
the underground vault to feed the new traffic signal.
Install Catch Basin at the Patton Hospital Propertv Line
2-12 On the east side if Victoria Ave. south of Mirada St. Victoria Ave. narrows to one lane.
Water runoff would leave thc right-of-way and erode land on Patton State Hospital
propertv. It was necessarv to install a catch basin to sufficientlv handle the storm runoff.
Modifv Traffic Signal at Mirada and Victoria
2-13 The traffic signal and Victoria Ave. and Mirada St. did not allow for proper visibility. A
I-A pole and signal head were added to make the intersection safe.
Pothole Utility and add Additional Footing
2-14 During Construction, an unknown East Valley Water District (EVWD) waterline was
encountered. The contractor was directed to pothole for location and add post to spau the
waterline.
, Standby Time, Trench Protection, Enlarge Footings due to Unknown Utility
On Victoria Ave. north of Lynwood Dr. the contractor discovered an Southern California
2-15 Edison (SCE) line next to thc existing block wall. The location was potholed and
, deternlined to be in the way of the proposed sound wall. The contractor was directed to
I demobilize and remobilize and also to protect the footing during the time SCE moved
their line.
Prime Contractors 5% Markup
2-16 Per the approved contract documents, the prime contractor, Hillcrest Contracting, Inc.,
I is allowed a 5 % markup for work performed bv a subcontractor.
SUMMARY OF CONTRACT COSTS
The estimated revised contract cost is as follows:
Original Bid Amount. . . _ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..... $ 2,409,527.20
Contract Change Order No. One............................. ...$ 480,240.00
Contract Change Order No. Two. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ,j
359,557.65
Revised Construction Contract cost. . . . . . . . . . . . . . . . . . . . . . . . . . ..... $ 3,249,324,85
Additional time to complete Contract due to this Change Order ................... 100 Working Days
This change order represents 14.92% of the original contract amount.
1
CCO NO.2 - HILLCREST CONTRACTING, INC
STREET IMPROVEMENT & BEAUTIFICATION PROJECT - VICTORIA AVENUE (PHASE I) 28'" STREET TO L YNWOOD DRIVE
(SS05-25).
By:
By:
Title:
Date:
Date:
Approved
By:
Date:
Item No.
4
VALERIE C. ROSS
Director of Development Services
MARK WEINBERG
Interim City Manager
February 17, 2009