HomeMy WebLinkAboutC35900 - CO1-NOC - Joslyn Center Pving-Accssbility-Retaining Wall 766-17 Contract No. C35900
CITY OF PALM DESERT Yfli - L
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: RATIFY THE CITY MANAGER'S AUTHORIZATION FOR
ADDITIONAL EXPENDITURES; APPROVE CHANGE ORDER
NO. 1 IN THE AMOUNT OF $4,545; AND APPROVE
ACCEPTANCE OF WORK FOR CONTRACT NO. C35900 WITH
G.L. GAYLER CONSTRUCTION, INC., FOR THE
CONSTRUCTION OF THE JOSLYN CENTER PAVING,
ACCESSIBILITY, AND RETAINING WALL PROJECT (PROJECT
NO. 766-17)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: G.L. Gayler Construction, Inc.
P.O. Box 403
Thermal, CA 92274
DATE: August 24, 2017
CONTENTS: City Manager's Approval Memo
Change Order No. 1
Notice of Completion
Item 4.4 Cove Commission
Location Map
Recommendation:
By Minute Motion:
1. Ratify the City Manager's authorization for additional expenditures, and
approve Change Order No. 1 to Contract No. C35900 in the amount of
$4,545 for construction of the Joslyn Center Paving, Accessibility, and
Retaining Wall Project;
2. Authorize the transfer of $4,545 from contingency to base;
3. Authorize the City Manager to execute Change Order No.1; and
4. Accept the work as complete, and authorize the City Clerk to file a
Notice of Completion for Contract No. C35900.
Funds are available in Account No. 4004300-4389300, Capital Project Reserve.
Staff Report
Approve Change Order No. 1 and NOC for Contract C35900
Page 2 of 3
August 24, 2017
Strategic Plan Objective
This project falls under the Transportation, and Tourism and Marketing sections of the
Strategic Plan: Transportation — Priority 1: Create walkable neighborhoods and areas
within Palm Desert that would include residential, retail, services and employment
centers, and parks; and Tourism and Marketing — Priority 1: Improve access to Palm
Desert and its attractions to enhance the ease of lifestyle.
Background:
On March 9, 2017, the City Council awarded Contract No. C35900 in the amount of
$175,291 to G.L. Gayler Construction, Inc., for the construction of the Joslyn Center
Paving, Accessibility, and Retaining Wall Project.
Prior to commencement of construction, the contractor identified an area of pavement
and gutter immediately outside the construction limits that was damaged and in very
bad shape. Staff agreed with the contractor's assessment, and extended the limits of
construction to include this additional work. The City Manager reviewed the proposed
cost, and approved the additional work. It was also determined during construction that
additional curb was required, and it was installed to complete the project. The cost of
the additional curb was $2,086, and the cost of the extra work authorized by the City
Manager was $2,459. Resulting in a total of $4,545 on Change Order No. 1. This
addition to the contract amount is well within the $17,529 contingency previously
approved by the City Council.
Staff has inspected the work performed by the contractor and has found said work to be
complete and in accordance with the contract requirements.
Fiscal Analysis:
The initial contract amount was $175,291, and Change Order No. 1, in the amount of
$4,545, increased the contract amount to $179,836.
Staff presented an informational report to the Cove Communities Services Commission
at their February 14, 2017, meeting and no objections were raised by the
representatives of Indian Wells and Rancho Mirage. While staff cannot guarantee that
the other two Cove Cities will reimburse the City for this project, they will be invoiced for
their portion of the project per the population-based Cove Formula below.
Staff Report
Approve Change Order No. 1 and NOC for Contract C35900
Page 3of3
August 24, 2017
CITY POPULATION1 PERCENTAGE COST
Palm Desert 50,740 68% $122,289
Rancho Mirage 18,295 25% $44,959
Indian Wells 5,450 7% $12,588
TOTAL 74,485 100% $179,836
tt,amornia uepartment ot1-nance esumare(January t.loin
Prepared By: Depa en H ad:
J el Montalvo, P.E..Senior Engineer Mark Gr e ood, P.E.
Director f ublic Works
t M. Moore, Director of Finance
Approval:
Lauri Aylaian, City Manage
CITY OF PALM DESERT
1t• � 'i PUBLIC WORKS DEPARTMENT
�AL.44
• ' INTEROFFICE MEMORANDUM
To: Lauri Aylaian, City Manager
From: Joel Montalvo, P.E. Senior Engineer ptt---
Date: May 11, 2017
Subject: EXTRA WORK AUTHORIZATION FOR G.L. GAYLER CONSTRUCTION
The City has contracted with G.L. Gayler Construction Co. Inc., for the Joslyn Center
Improvements. The contractor has pointed out that near the limits of removals there
exists very unsuitable pavement and a damaged valley gutter. It was understood that
the parking lot is damaged and our improvements were only limited those associated
with the accessibility issues. However, the area in question can be easily incorporated
into the demolition and is very necessary. I recommend we allow the contractor to
remove and replace the additional 300 SF of unsuitable pavement and remove and
replace the 20 LF of valley gutter.
Attached is the contractor's estimate in the amount of $2,459 for the additional work.
Staff has reviewed the extra work and feesthat the extra work is required and the cost is
justifiable.
A staff report will be brought before Council at project completion to ratify the
authorization. If you concur, please sign your authorization.
-
` —.
Lauri Aylaian, City Manager
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G.1PubWorks\PROJECTS1765-17 Joslyn Canter 57te Accessbiley Improvement:181d Documents\Extra Work COs12017.05.11 Memo-MG extra work doc
G.L. GAITER CONSTRUCTION Ca INC Proposal
PosT OFFICE Boa 403 Date Proposal#
THERMAL, CA 92274
(760) 399-5308 omCE (760) 399-4210 FAX 5/11/2017 17-163
UMW 15240n GATLERCONSMIAOLCOM
TO
City of Palm Desert Project C/O I Asphalt Repair
Joel Montalvo Location Joslyn Center
73-510 Fred Waring Dr.
Palm Desert, CA 92260 Plans Site Inspection
Owner City of Palm Desert
Description Qty Unit Unit Price Total
Extra Work-Change Order#1
A. Remove and replace approximately 300 SF of Lump Sum 1,399.00 1,399.00
damaged asphalt.
B.Remove and replace 20 LF of valley gutter 4'wide. Lump Sum 1,060.00 1,060.00
TOTAL EXTRAS-CHANGE ORDER 41 2,459.00
ACCEPTED FOR BUYER G L Gayler Construction Inc
BY Total $2,459.00
TITLE
G.Larry Gayler,Corporate President
CITY OF PALM DESERT Contract#/P.O.# C35900 P113284
Change Order No. 1
CONTRACT CHANGE ORDER Contingency: `CT(ES) NO
Contract Purpose Joslyn Center Paving, Accessibility and Ret. Wall Account No. 4004300-4389300
Consultant's Name G.L. Gayler Construction, Inc. Project No. 766-17
Address: P.O. Box 403 Vendor No. V0002090
Thermal, CA 92274
You are hereby requested to comply with the following changes from the contract plans and specifications:
DESCRIPTION OF CHANGES DECREASE INCREASE
(Supplemental Plans, Specifications, and Directives dated Attached) In Contract Price In Contract Price
Remove and replace 300 SF of damaged asphalt and 20 LF of damaged 4,545.00
Gutter. Also, provide 107 LF of additional curb in the parking lot.
TOTALS: - 4,545.00
NET CHANGE IN CONTRACT PRICE: 4,545.00
JUSTIFICATION:
Additional cost due to unanticipated asbestos removal and abatement.
TOTAL BUDGET FOR PROJECT: + 179,836.00 CONTINGENCY:
Less: Expend. & Encumb. To Date: - 175,291.00 Amount Approved by Council: + 17,529.00
Less: This Change Order Amount: - 4,545.00 Less: Prior Change Order(s): - -
BALANCE OF BUDGET Less: This Change Order: - 4,545.00
REMAINING FOR PROJECT: - Balance Remaining of Contingency: 12,984.00
The amount of the Contract will be Increased by the Sum of: Four Thousand, Five Hundred and Forty Five
and 00/100 Dollars ($4,545.00).
See reverse ...
Contract C35900 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 $179,836.00
The undersigned Contractor approves the foregoing Change Order # 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 # 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.
1. REQUESTED BY: 2. ACCEPTED BY:
DEPARTMENT HEAD CONTRACTOR Date Accepted
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
FINANCE DIRECTOR LAURI AYLAIAN Date Approved
CITY MANAGER
NOTE: No payments will be made prior
to City Manager and Council approval CITY MANAGER Date Approved
See reverse ...
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 IN FEE.
4. That on the 24th day of August, 2017 work of improvement described as the Joslyn Center Paving,
Accessibility, and Retaining Wall Project, Project No. 766-17, Contract No. C35900, on the real property herein
described was completed.
5. That the name of the original contractor, if any, for said work of improvement was: G.L. Gayler
Construction, 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 73-750 Catalina Way, Palm Desert, California, 92260 and
APN 627-111-028.
CITY OF PALM DESERT
A MUNICIPAL CORPORATION
Date: By:
JAN C. HARNIK, MAYOR
STATE OF CALIFORNIA }
} ss
COUNTY OF RIVERSIDE }
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
COVE COMMUNITIES SERVICES COMMISSION
INFORMATIONAL. ITEM
REQUEST: Joslyn Center ADA & Retaining Wall Project
SUBMITTED BY: Stephen Y. Aryan, Risk Manager
DATE: February 14, 2017
CONTENT: 1. Building & Safety Correspondence
2. Joslyn Center Project Update Memorandum
Recommendation:
By Minute Motion, receive and file.
Background:
In March of 2016, the Joslyn Center contacted staff concerning an inquiry if a ramp
leading to their theatre was compliant with the Americans with Disabilities Act (ADA). A
Palm Desert Building & Safety Inspector performed a site evaluation and confirmed that
the ramp is too steep and not ADA compliant. The inspector also noted other related
code issues that need to be addressed (his recommendations are attached).
The ADA site improvements include the removal of barriers to accessibility at the
facility, including the replacement of the non-compliant ramp, reconfiguration of the ADA
parking stalls, and replacement of non-compliant curb ramps at the facility entry.
A retaining wall is also broken and failing at the Center creating a safety issue. A
section of the wall needs to be removed and replaced. This project is in addition to the
ramp and parking lot modifications.
Both projects are proposed to be done concurrently for efficiency of staff time and
resources. The project is currently out to bid by the City of Palm Desert and Staff
estimates the cost to be approximately $160,000 (ADA improvements) and $50,000
(retaining wall repair). Staff will have a more accurate cost once bids are opened later
this month.
Please note that Staff is also recommending a thorough ADA review of all City facilities
within Palm Desert's proposed FY 2017/18 budget. This review will include the Joslyn
Center, as other ADA compliance issues may exist. Any deficiencies reported from this
study would be reported to the Cove Commission upon completion of the study.
4.4
1
Informational Report-Joslyn Center ADA Project
February 14, 2017
Page 2 of 2
Fiscal Analysis:
Staff estimates the cost of both projects as follows:
ADA Ramp Improvements: $160,000
Retaining Wall Repair: $50,000
The breakdown for the three communities under the current Cove Formula (population
based) is as follows:
CITY POPULATION (%)` COST
Palm Desert 49,355 (68%) $142,800
Rancho Mirage 18,070 (25%) S52,500
Indian Wells 5,412 (7%) $14,700
1 TOTAL 1 72,837 (100%) [ $210,000 1
California Department of Finance Estimate (1/1/16)
Prepared By:
Stephe Y. A an, Risk M ager
Approval:
Rudy A sta, A/City Manager
G tC4yM9M1Slephen Aryan\Cove COmmissionUostyn Center ADA Ramp Improwments.doe 4.4
2
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�� ....`.. MY Of PllL DESERT
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! `f �1•'y. 73-5 10 FRED WARING DRIVE
rs^` �;J��ti PALM DESERT,CALIFORNIA 9226o-2578
nu.: 76o 346-0611
�+ ■s infaeciryofpalmdescrr.org
March 28, 2016
Ms. Lee Anne Vanderbeck, Executive Director
Mr. Daniel Coover, Program Director
Joslyn Center
73-750 Catalina Way
Palm Desert, CA 92260
Subject: East side gate ramp accessibility compliance inquiry
Dear Ms. Vanderbeck and Mr. Coover,
As a follow up to my site visit the following ramp comments are forwarded in regards to whether
or not the East side gate ramp is compliant with the California Building Code and ADA
standards: (applicable California Code Sections are provided in parentheses)
1. The east ramp leading to the theatre was field measured at 15.8%. The maximum
allowable slope is 8.33%.The ramp is too steep. (CBC 11B-405.1)
2. Office ramp exceeds allowable 2% cross slope,field measured at+l- 13%.Office ramp
cross slope is not in compliance. (CBC 11 B-405.3)
3. Landings are not in compliance. Ramp re-design will require reconciling a design to
bring both the theatre and office ramps into compliance.
a. The office ramp requires a 72" level bottom landing in the direction of travel.
(CBC 11 B-405.7.2)
b. Change in direction intermediate landing shall be 60"wide by 72' long in the
direction of downward travel. (CBC 11B-405.7.4)
c. Top landings shall be level (2%) 60"in direction of travel. (CBC 11B-405.7.3)
d. Handrail encroaches into outward swinging door 80"minimum clearance. Please
reference CBC 11B-405.7.5 where door landing occurs at a ramp landing.
4. Hand rails are required on both sides of ramps measuring minimum 34"to maximum 38'
above finish ramp surface. (CBC 11 B-406.8, 11 B-505)
a. Handrail gripping surface; 1 W—2' circular dimension. (CBC 11 B-505.7.1)
b. Refer to CBC 11 B-505.7.2 for non-circular cross sections.
In summary, several options were discussed: (1)Construct international signs of accessibility
along with directional signage from the East ramp as required to the main entrance which in turn
leads pedestrians along a demarcated, signed accessible route of travel to the theater
C.7 r.n"ruaowwu 4.4
3
Ms. Lee Anne Vanderbeck, Executive Director
Mr. Daniel Coover, Program Director
March 29, 2016
Page two
entrances. (2)Where the office may not be along an alternate accessible path of travel; prior to
leasing the office, design an accessible path of travel from the east walk to incorporate access
to both the theater and office. Planter areas adjacent to the east ramp(s) may provide adequate
area to design and consider re-constructing a combination stairway and ramp perpendicular to
theatre/office entrances.
Prior to any alterations, please submit required plan sets with permit application for voluntary
accessible barrier removal review and approval for permit issuance prior to demolition and re-
construction of East ramp(s). I am available to answer any questions your designer may have
and/or meet on site to review conceptual designer options proposed.
A note from my prior accessibility inspection in 2013, Senate Bill 1608 enacts voluntary
provisions for retaining the services of a third party Certified Access Specialist(CASp)for a
public accommodation building such as yours. The program is designed to meet the public's
need for experienced,trained, and tested individuals who can render opinions as to the
compliance of buildings and sites with the State of California Codes and Regulations and
Americans with Disabilities Act(ADA)for accessibility.A"CASp* Inspects a site, determines if
the site meets all applicable construction-related accessibility standards and provides a written
report with a statement of compliance or an itemized list of what corrections are needed with a
CASp determination pending.
If you have any further questions, or if I may of any further assistance please call me at: (760)
776-6420 or e-mail me directly, at dcrawford ancitvofoalmdesert_orq Thank you.
Respe Ily,
!4/ 1
9- lel P. rawfor Jr.
Building Inspector II
DPC/sec
cc: Stephen Aryan,Accessibility Coordinator
CITY if PRIM 9ESERT
4.4
•
CITY OF PALM DESERT
��j�; PUBLIC WORKS DEPARTMENT
3/1;'
••.-.,.: ;„ INTEROFFICE MEMORANDUM
To: Stephen Aryan, Risk Manager
From: Mark Greenwood, P.E., Director of Public Works
Date: June 17, 2016
Subject: JOSLYN CENTER PROJECT UPDATE
The Public Works Department is working on three projects at the Joslyn Center for
Fiscal Year 2016/17: Generator Relocation, ADA Site Improvements, and Retaining
Wall Repair. Below is a summary of the projects, cost estimates, funding sources, and
schedules that should be considered when requesting direction regarding funding for
the Generator Relocation project at the June 30m City Council meeting.
Project Cost Possible / Suggested Schedule
Estimate Funding Source
Generator $180,000.00 Fund 400, Award in August.
Relocation Fund 450, Construction in
General Fund October(60 days)
ADA Site $160,000.00 Fund 400, Award in August.
improvements Fund 450, Construction after
General Fund Generator Relocation
New Construction Tax
Retaining Wall $50,000.00 In FY 16/17 Budget Award in August
Repair Capital Project Reserve Constructed with ADA
site improvements
Total $390,000.00 ""
The existing generator at the Civic Center Sheriff Station is proposed to be relocated to
the Joslyn Center so that the Joslyn Center can function as one of two identified cooling
centers in Palm Desert in the event of a power outage or emergency event
The ADA site improvements will include the removal of barriers to accessibility at the
facility including the replacement of a non-compliant ramp, reconfiguration of the ADA
parking stalls, and replacement of non-compliant curb ramps at the facility entry.
The retaining wall repair work will include removal and replacement of a portion of the
existing wall on the northern property line of the Joslyn Center due to failure of a portion
4.4
5
Memo—Joslyn Center
Page 2
June 17, 2016
of the wall. This project is proposed to be done concurrently with the ADA site
improvements for efficiency of staff time and resources.
If there are any questions, please let me know.
V, Vibt5-4
Mark Greenwood, P. E.
Director of Public Works
/hb
Attachments: Generator site plan
Existing non-conforming ADA ramp
Existing non-conforming sidewalk and ramp at building entry
Damage to existing property wall
cc: Heather Buck, Project Administrator
Ryan Gayler, Project Administrator
Joel Montalvo, Senior Engineer
4.4
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