HomeMy WebLinkAboutC37000 CO1, 2, and NOC - Desert Willow Pump Panel Rplcmnt 861-18Contract No. C37000
STAFF REPORT
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
MEETING DATE: May 23, 2019
PREPARED BY: Randy Chavez, Landscape Supervisor
REQUEST: Ratify Change Orders No. 1 and No. 2 to Contract No. C37000 with
Huntington Beach Electric, and authorize the City Clerk to file a
Notice of Completion for the Desert Willow Pump Station Panel
Replacement Project (Project No. 861-18)
Recommendation
By Minute Motion:
1. Ratify Change Order No. 1 to Contract No. C37000 in the amount of
$6,300 for the cost of installing new cable connectors.
2. Ratify Change Order No. 2 to Contract No. C37000 in the amount of
$3,000 for reconfiguration of cable connections to service meters.
3. Authorize the City Clerk to File a Notice of Completion for the Desert
Willow Pump Station Panel Replacement Project No. 861-18.
Funds are available in Account No. 4414195-4809200, Desert Willow Golf Capital.
Strategic Plan
This project conforms to Parks and Recreation Priority 1 Goal of continuing the high
quality of life that our residents and visitors expect, and provide recreational and exercise
opportunities in all public spaces. as The ongoing maintenance of the Desert Willow golf
courses preserves and enhances one of the City's premier recreational facilities.
Background Analvsis
Desert Willow Golf Resort's irrigation pump station panels were the original equipment
installed when Desert Willow was developed over twenty (20) years ago. The controllers
did not communicate efficiently with the pumps, which caused washouts and erosion in
the golf courses that lead to expensive repair costs and resulted in thousands of gallons
of unrecoverable water.
With the advancement and improvement to technology used to manage golf course
irrigation, a web -based system was selected to disseminate information rapidly when
anomalies are detected in the system. The new panels will now monitor water flow and
May 23, 2019 - Staff Report
Ratify Change Orders No. 1 & 2 and File Notice of Completion for Desert Willow Pump
Station Panel Replacement Project No. 861-18 (Contract No. C37000)
Page 2 of 2
pressure produced by the irrigation pumps and will notify the water manager when they
are not within range. This will ensure that adjustments can be performed quickly to
minimize failures to irrigation lines, valves, rotors and keep the golf courses in peak
condition at all times.
On June 14, 2018, City Council awarded Contract No. C37000 in the amount of $149,964
to Huntington Beach Electric of Huntington Beach, California, authorized the Finance
Director to set aside a 10% contingency in the amount of $14,996.40, and authorized the
City Manager to execute the contract.
On February 28, 2019, the City Manager approved Change Order No. 1 in the amount of
$6,300 for the cost of installing new cable connectors instead of reusing the existing
connectors, as the existing connecters were no longer sufficient.
On April 12, 2019, the City Manager approved Change Order No. 2 in the amount of
$3,000 for the modification of configuring the connections to the service meter to
maximize the rate benefit of the new tiered rate structure implemented by Southern
California Edison.
This project is now complete and the work performed is acceptable by staff. Therefore, it
is recommended that the City Council authorize the City Clerk to file a Notice of
Completion for the Desert Willow Pump Station Panel Replacement Project No. 861-18.
Fiscal Analvsis
Funds for Change Orders 1 & 2 were included in the contingency that was set aside for
this project. Therefore, there is no fiscal impact.
LEGAL REVIEW
N/A
DEPT. REVIEW
Robert W. Hargreaves Tom Garcia, P.E.
City Attorney Director of Public Works
FINANCIAL CITY MANAGER
REVIEW
�----t Moore Lauri Aylaian
Director of Finance City Manager
CONTRACTOR: Huntington Beach Electric
17632 Metzler, Suite 213
Huntington Beach, CA 92647
ATTACHMENTS: Change Order No. 1
Change Order No. 2
Notice of Completion
CITY OF PALM DESERT
CONTRACT CHANGE ORDER
Contract Purpose Desert Willow Pump Station Panel Replacement
Consultant's Name Huntington Beach Electric, Inc.
Address: 17632 Metzler, Suite 213
Huntington Beach, CA 92647
Contract # / P.O. # C37000
Change Order No. I 1
Contingency: I YES X I NO
Account No. 4414195-4809200
ProjectNo. 861-18
Vendor No.
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES DECREASE INCREASE
In Contract Price In Contract Price
Installation of new connector cable for irrigation pump panel replacement $6,300.00
TOTALS: - 6,300.00
NET CHANGE IN CONTRACT PRICE: 6,300.00
JUSTIFICATION: Due to necessary panel configuration changes, the length of the cable connectors intended for reuse
is no longer sufficient and splicing the cables is not recommended due to the voltage necessary for safe operation.
TOTAL BUDIXT FM PROXIECT: + 164,94240 I 1cwn I"avy-
Less: Experd & Bmm b. To Date: - 149,946.00 Amail Approved by Canal: + 14,996.40
Less: This A Tend ent Arrant: - 6,300.00 Less: Prior Change Order(s): - -
BALANCE OF BUDGET Less: This Change Order: - 6,300.00
REMAINING FOR PRCUE;T: 8,696.40 Balarce Pamairyng of Corfdrgerxy. 8,696.401
The amount of the Contract will be increased by the Sum of: Six Thousand Three Hundred and 00/100 Dollars
Contract C37000 Contract Change Order No. 1 Continued from front
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish
equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump
sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner.
Contract Time Extension 0 Days
Revised Contract Total $156.246.00
The undersigned Contractor approves the foregoing Change Order No.1 as to the changes, if any, in the contract price
specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in
work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order
No. 1. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that
directly or indirectly related to the approved time extension, required to complete the Change Order items. This
document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change
Order shall be effective when approved by the Owner.
Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies,
waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of
or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and indirect
costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as any and
all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
REQUESTED BY: 2. ACCEPTED BY:
TOM GARCIA, P.E. CONTRACTOR
PUBLIC WORKS DIRECTOR
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
JANET MOORE
FINANCE DIRECTOR
NOTE: No payments will be made prior
to City Manager and Council approval
LAURI AYLAIAN
CITY MANAGER
Date Accepted
2/28/19
Date Approved
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
INTEROFFICE MEMORANDUM
To: Lauri Aylaian, City Manager
From: Randy Chavez, Landscape Supervisor
Date: February 28, 2019
Subject: Change Order No.1 to Contract No. C37000 with Huntington Beach
Electric for the Desert Willow Pump Panel Replacement ('Project No.
861-18)
On June 14, 2018, City Council approved the award of Contract C37000 to Huntington
Beach Electric of Huntington Beach, California, in the amount of $149,964 plus a 10%
contingency in the amount of $14,996.40.
Work was originally scheduled to take place in the summer of 2018. However, due to
material delays the project was moved to the fall of 2018 following the over seeding
process and turf establishment period. The panels are currently In the process of being
replaced. But, due to necessary panel configuration changes, the length of the cable
connectors intended for reuse is no longer sufficient and spacing the cables is not
recommended due to the voltage necessary for safe operation.
The contractor has requested an additional lump sum amount of $6,300 for the cost of
Installing the new cable connectors and staff has independently verified both the
necessity and the cost associated with the work. Funds are available in contingency.
The reclaimed water pumps are unavailable for golf course irrigation until the
connectors are replaced. Because the connectors cannot be ordered until the Change
Order is approved, staff requests City Manager approval of Change Order No. 1 to
Contract No. C37000 with Huntington Beach Electric in the amount of $6,300 per
Ordinance No. 1335 Section 1, Chapter 3.30 Purchasing System and Public Works
Contracts, 3.30.170 Change Orders, Item B, Number 1 so as not to delay the work in
progress. Staff will bring the item forward for ratification by City Council at an upcoming
meeting.
Reviewed and Concur:
'`Lauri Aylaian, City Manager
/sd
Attachment
HUNTINGTON BEACH ELECTRIC INC
RFI I CHANGE ORDER
TO:
CITY OF PALM DESERT
73510 FRED WARING DRIVE
ATrrr: RANDY CHAVEZ
PRoircT ADDRESS:
DESERT WILLOW GOLF COURSE.
BEAUTIFUL PALM DESERT. CA
REQUEST FOR INFORMATION
92 n9 02/26/ 2019
a. Existing Cables are not long enough to reach new Pump Control Panel load
terminals. Existing cables are also deteriorated, and insulation .wrapper is mildly
cracking.
I. Recommended Solution: Replace approximately 600 LF Total of #1 AWG
XHHW Cable to existing motors through existing conduits and re -terminate
with 3M 5302 (QTY=B) Motor Lead Kits. Install new 4" LB for incoming power
connection and new Terminal lugs for all connections (QTY=40)
b. Additional Cost = $6,300 — lump sum
L Material $1,900
ii. Labor $3,0S0
Ill. Other: $1,350: Incidental Material (16) new #12 AWG motor heater cables
installed inside existing conduits to Motor heaters, new Cable Testing, Bond
Premium increase, overhead, subsistence, Contingency, supervision,
Engineering, Project Management and Profit.
Sincerely,
r� Z:). 6,
HUNTINGTON BEACH ELECTRIC
CONTRACTOR
CITY OF PALM DESERT
CONTRACT CHANGE ORDER
Contract Purpose Desert Willow Golf Resort Pump Panel
Replacement
Consultant's Name Huntington Beach Electric
Address: 17632 Metzler, Suite 213
Huntington Beach, CA 92647
Contract # / P.O. # C37000
Change Order No. I 2
Contingency: I YES X I NO
Account No. 14414195-4809200
Project No. 1 861-18
Vendor No.
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES DECREASE INCREASE
In Contract Price In Contract Price
Support existing conduit and enclosures and terminate panel cables to $3,000.00
meter. Reconfigure connection to a variable frequency drive meter.
TOTALS: - 3,000.00
NET CHANGE IN CONTRACT PRICE: 3,000.00
JUSTIFICATION: Desert Willow Golf Resort course superintendent asked that the new pump be connected to their
energy efficient service to maximize savings rate benefit under the new tiered Southern California Edison rate structure.
03_O...) 64., ,1
BALANCEOF Dr
RBVPJMNG FOR PROJECT 5,696.40
CONTINGENCY-
ATaxt '••• ed by Cb-m 996.4
Less: Prior Charge Order(s): 6,300.001
Less: This Change Order: 3,000.00
:...- Flernainingr • •- 69641
The amount of the Contract will be increased by the Sum of: Three Thousand Dollars and no/00
Contract C37000 Contract Change Order No. 2 Continued from front
This Change Order covers changes to the subject contract as described herein. The Contractor shall construct, furnish
equipment and materials, and perform all work as necessary or required to complete the Change Order items for a lump
sum price agreed upon between the Contractor and the City of Palm Desert, otherwise referred to as Owner.
Contract Time Extension 0 Days
Revised Contract Total $159,246.00
The undersigned Contractor approves the foregoing Change Order No. 2 as to the changes, if any, in the contract price
specified for each item including any and all supervision costs and other miscellaneous costs relating to the change in
work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order
No. 2. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of that
directly or indirectly related to the approved time extension, required to complete the Change Order items. This
document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change
Order shall be effective when approved by the Owner.
Execution of this Change Order by the Contractor constitutes a binding accord and satisfaction that fully satisfies,
waives, and releases the Owner from all claims, demands, costs, and liabilities, in contract, law or equity, arising out of
or related to the subject of the Change Order, whether known or unknown, including but not limited to direct and indirect
costs and/or damages for delay, disruption, acceleration, loss of productivity, and stacking of trades, as well as any and
all consequential damages.
This document will become a supplement to the Contract and all provisions will apply hereto, all items included above
must have required signatures as per the purchase resolution.
1. REQUESTED BY: 2. ACCEPTED BY:
TOM GARCIA, P.E. CONTRACTOR Date Accepted
PUBLIC WORKS DIRECTOR
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY: 4/12/19
JANET MOORE LAURI AYLAIAN Date Approved
FINANCE DIRECTOR CITY MANAGER
NOTE: No payments will be made prior
to City Manager and Council approval
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
INTEROFFICE MEMORANDUM
To: Lauri Aylaian, City Manager
From: Randy Chavez, Landscape Supervisor
Date: April 12, 2019
Subject: Change Order No. 2 to Contract No. C37500 with Desert Willow Golf
Resort Pump Panel Replacement ;(Project No. 861-18)
On June 14, 2018, City Council approved the award of Contract C37000 to Huntington
Beach Electric of Huntington Beach, California, in the amount of $149,964 plus a 10%
contingency in the amount of $14,996.40.
On February 28, 2019, the City Manager approved Change Order No. 1 in the amount of
$6,300.00, to compensate the contractor for changes in the length of necessary cable to
configure the connections for the pump panels. The cable originally thought to be
sufficient, however, were not able to be reused due to the voltage necessary for safe
operation.
During the installation, Desert Willow Golf Resort requested the panels be connected to
a variable frequency drive at an adjacent available meter. The configuration was modified
to maximize the rate benefit of the new tiered rate structure implemented by Southern
California Edison.
Contingency funds are available for this modification. Therefore, staff is requesting City
Manager approve Change Order No. 2 in the amount of $3,000.00, to Contract No.
C37000 with Huntington Beach Electric Inc. (Attached)
In an effort to avoid construction delays, and ensure water is available as irrigation needs
increase with the rise in temperature, staff is requesting you approve Change Order. No.
2, in the amount of $3,000 per Ordinance No. 1335 Section 1, Chapter 3.30 Purchasing
System and Public Works Contracts, 3.30.170 Change Orders, Item B, Number 1, so as
not to delay the work in progress. Staff will bring forward ratification by City Council at an
upcoming meeting.
Reviewed and Concur:
Randy Chavez, L dscape Supervisor `Lauri Aylaian, City Manager
/clg
Attachments as noted
HUNTINGTON BEACH ELECTRIC INC
RF1 / CHANGE ORDER#2
To:
CITY OF PALM DESERT 03/20/2019
73510 FRED WARING DRIVE
ATTN: RANDY CHAVEZ
PROJECT ADDRESS:
DESERT WILLOW GOLF COURSE,
BEAUTIFUL PALM DESERT, CA
REQUEST FOR INFORMATION
a. Site superintendent has requested to install a secondary feed to the VFD in each
cabinet from a separate meter. The existing feeders that fed the existing vfds
terminate in electrical boxes nearby and can be extended. The existing vendor
bussing in control panel must be reconfigured.
i. Work Required: Support existing conduit and enclosures, terminate cables on
new VFD, and rewire VFD connection in each panel. Remove Electrical
bussing and replace with approximately 70 LF of #1 AWG.
b. Additional Cost = $3,000 — lump sum
i. Material: $400
ii. Labor: 2 days $2,600
Sincerely,
ru�" P. 94A+z7
HUNTINGTON BEACH ELECTRIC
CONTRACTOR
Signature Date
ENGINEER Of RECORD — DESERT WILLOW — PALM DESERT
To be recorded with the Riverside County Recorder
within 10 days after completion and acceptance by
the City Council. NO RECORDING FEE PER
SECTION 6103 OF THE GOVERNMENT CODE.
When recorded, return to:
Office of the City Clerk
City of Palm Desert
73-510 Fred Waring Drive
Palm Desert, CA 92260
NOTICE OF COMPLETION
(Cal. Civ. Code § 3093 — Public Works)
NOTICE IS HEREBY GIVEN:
1. That the interest or estate stated in paragraph 3 herein in the real property herein described is SOLELY
OWNED by the CITY OF PALM DESERT, A MUNICIPAL CORPORATION, a political subdivision of the State
of California, and whose address is 73-510 FRED WARING DRIVE, PALM DESERT, CALIFORNIA, 92260.
2. That the full name and address of the owner of said interest or estate is set forth in the preceding
paragraph.
3. That the nature of the title of the stated owner, as set forth in paragraph 1, is FEE.
4. That on the 231 day of May. 2019, work of improvement described as the Desert Willow Pump Station
Panel Replacement, Project No. 861-18 Contract No.C37000, on the real property herein described was
completed.
5. That the name of the original contractor, if any, for said work of improvement was: Huntington Beach
Electric, Inc.
6. That the real property herein referred to is situated in the City of Palm Desert, County of Riverside,
State of California, and is described as Desert Willow Golf Course. 38-995 Desert Willow Drive. Palm Desert,
California 92260.
Date
STATE OF CALIFORNIA }
} ss
COUNTY OF RIVERSIDE }
CITY OF PALM DESERT
A MUNICIPAL CORPORATION
By:
Susan Marie Weber, Mayor
I hereby certify that I am the City Clerk of the governing board of the CITY OF PALM DESERT, CALIFORNIA, the political subdivision
which executed the foregoing Notice and on whose behalf I make this verification: That I have read said Notice, know its contents, and
that the same is true. I certify under penalty of perjury that the foregoing is true and correct.
Executed at Palm Desert, California, on this day of 20
RACHELLE D. KLASSEN, CITY CLERK
Rev. Sept 2016