HomeMy WebLinkAbout23- Development Services CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Michael E. Hays Subject: Authorization to execute Contract Change Order
No. 13 to Avila Construction and to transfer$135,000
from Account No. 126-369-5504-7007
Dept: Development Service ;� (Pepper/Linden) to Account No. 126-369-5504-7050
U IM�L ("E"/Kendall)
Date: April 13, 1999 File No: 1.7050
MCC Date: 4/19/99
Synopsis of Previous Council Action:
5/04/98 Approval of plans and authorization to advertise for bids.
8/17/98 Award of contract in the amount of$303,933.30.
2/15/98 Approval of contract Change Order No. 12 to increase the contract in an amount not to exceed
$45,000 for additional grinding and paving of the roadway, and compensation for delays.
Recommended Motion:
Motion 1. Authorize the Director of Development Services to execute Contract Change Order No. 13 to the contract
with Avila Construction, Inc., in the amount of$45,556.50 (bringing the final total contract cost to $464,150.90) for
reconstruction work related to the intersection of Kendall and`B" Street as outlined in the attached staff report; and
Motion 2. Authorize the Director of Finance to amend the FY 1998-99 Capital Projects Budget and transfer$135,000
from account number 126-369-5504-7007 (Pepper/Linden-Kendall to Northpark) to account number 126-369-5504-
7050 ("E" Street/Kendall from 36"to "H" Streets).
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Michael E. H s
Contact person: Steven Enna, Construction Engineer Phone: 384-5225
Supporting data attached: Staff Report Change Order Ward(s): 4, 5 & 7
FUNDING REQUIREMENTS: Amount: $135,000
Source: (Acct. No.) 126-369-5504-7050
Acct. Description) "E"/Kendall 36`x'to "H" Streets—widen and pave
Finance:'& -�'46 , �.
Council Notes:
Agenda Item No.: _
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT:
Authorization to 1.) execute Contract Change Order No. 13 to Avila Construction in the amount of$45,556.60,
bringing the total contract cost to $464,150.90, and 2.) amend FY 1998-99 Budget and transfer $135,000 from
account number 126-369-5504-7007 (Pe�per/Linden/Kendall Drive to Northpark Blvd.) to account number
126-369-5504-7050 ("E" /Kendall- 36` to "H" Streets).
BACKGROUND
On August 17, 1998, the City Council awarded a contract in the amount of $303,993.30 to Avila Construction,
Inc. for reconstruction roadwork at the intersection of Kendall Drive and "E" Streets. During Construction,
various unanticipated problems were identified which resulted in major revisions to the contract plans, and
additional work on the project. For example, the Soils Engineer determined that additional work was necessary
to stabilize the slopes at the location where block walls were to be constructed and portions of the curb and
gutter had to be removed and replaced due to inconsistencies in the existing elevations. Additionally, the
roadway was widened to increase the width at the southerly end of the project. These CCO's (Contract Change
Orders) numbered one (1) through eleven (11), combined with increases in contract bid quantities, resulted in an
increase of$69,601.10 to the original contract of$303,993.30 for a total of$373,594.40.
Most recently, on February 15, 1999, the Council approved CCO No. 12 in the amount of $45,000 to correct
problems related to the dip in the road at the intersection of Kendall Drive and "E" Street. This work involved
grinding the existing pavement, placement of additional concrete pavement, and installation of a cross gutter.
Staff originally estimated that the additional work related to change order No. 12 would cost from $80,000 to
$97,000; however, upon review by the former City Engineer, this estimate was changed to $45,000. Upon
completion of the work, the actual cost of the work totaled $90,556.60 which was closer to staff's original
estimate. Included in the $90,556.60 is compensation of $12,859.20 to Avila Construction for delays in
completing their work. The contractor could not begin work on the change orders discussed above until staff
resolved the design issues that were not originally anticipated.
A 13th Contract Change Order is needed in the amount of $45,556.60. This amount, combined with the
$45,000 already approved on CCO 12 will fairly compensate the contractor, Avila Construction, Inc. in the
amount of$90,556.60 for all final costs related to work performed on this project.
FINANCIAL IMPACT:
Originally, $400,000 was budgeted for this project in FY 1995-96. A budget increase of $45,000 was approved
by the Mayor and Council on February 15,1999, bring the total budget for this project to $445,000. The actual
total cost of the project (including contact cost, staff time, and contingencies) is $578,750, which is
$135,000 more than budgeted. The primary reason for the budget overage is due to increased contract costs and
increased engineering and inspection staff time that were not accurately incorporated into previous estimates.
Outlined below is a comparison of budget to actual costs:
ADJUSTED (OVER)/UNDER
BUDGET ACTUAL BUDGET
CONTRACT $348,933 $464,151 (115,218)
STAFF TIME (Engm. &Inspect.) 35,000 89,749 (54,749)
CONTINGENCIES 61,067 26,100 34,967
TOTAL $445,000 580,000 (135,000)
A budget transfer of$135,000 is needed to cover the additional costs associated with this contract. $135,000 can
be transferred from account number 126-369-5504-7007 (Pepper/Linden-Kendall to Northpark), as the total
amount allocated for this project will not be required this fiscal year. Funds for the Pepper/Linden-Kendall to
Northpark project will be re-budgeted during the FY 1999-2000 budget preparation process.
RECOMMENDATION
That the Mayor and Common Council authorize : 1) the Director of Development Services to execute Contract
Change Order No. 13 to the contract with Avila Construction, Inc. in the amount of $45,556.50 (bringing the
final total contract cost to $464,150.90) for reconstruction work related to the intersection of Kendall and "E"
Street as outlined in the attached staff report, and 2.) authorize the Director of Finance to amend the FY 1998-
99 Capital Projects Budget and transfer $135,000 from account number 126-369-5504-7007 (Pepper/Linden-
Kendall to Northpark) to account number 126-369-5504-7050 ("E" Street/Kendall from 36`h to "H" Sts.).
2NAR
C I T Y O F
an bernardino
D E V E L O P M E N T S E R V I C E S D E P A R T M E N T
M I C H A E L E H A Y S
D I R E C T O R
CONTRACT CHANGE ORDER NO. THIRTEEN
File No. 1.7050 DATE: 4/7/99
PROJECT: STREET IMPROVEMENTS AT "E" STREET/KENDALL DRIVE
FROM 36TH STREET TO "H" STREET.
TO: AVILA CONSTRUCTION
P. 0. Box 6291
San Bernardino, Ca. 92412
GENTLEMEN:
You are hereby compensated for performing the additional work, as directed by
the Resident Engineer, as follows:
Reconstruct the roadway, placement of additional asphalt concrete pavement, the
installation of a cross gutter, and compensation for delays as a result of re-design
of the roadwav, at an increase from S 45,000.00 to S 90,556.50, for an additional
S45,556.50.
Total Cost Added to the Contract ................................... S 45,556.50
Previous Contract Price ............................................... S 419,387.15
Amended Cost Price ................................................... S 464,150.90
Additional time to complete Contract due to Change Order .... 0 Working Days
CONTRACTOR CITY" OF SAN BERNARDINO
Accepted Recommended
By: BY:
MICHAEL HAYS DATE
Title: Director of Development Services
Date:
(909) 384 - 5357 • FAX 384 . 50801 PUBLIC WORKS FAX : 384 - 5155