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Home My WebLink AboutC34940 - CO1 - Firecliff Golf Course at DWGRCONTRACT NO. C34940 CITY OF PALM DESERT ECONOMIC DEVELOPMENT DEPARTMENT STAFF REPORT REQUEST: AUTHORIZE CHANGE ORDER NO. 1 TO CONTRACT NO. C34940 WITH EARTH SCULPTURES FOR ADDITIONAL SCOPE OF WORK FOR THE FIRECLIFF GOLF COURSE BUNKER RENOVATION PROJECT AT DESERT WILLOW GOLF RESORT SUBMITTED BY CONTRACTOR DATE: CONTENTS Recommendation Martin Alvarez, Director of Economic Development Earth Sculptures, Inc. 38-207 N. Primrose Lane Indio, California 92203 August 25, 2016 Change Order No. 1 Photographs / Maps By Minute Motion, that the City Council: (1) Approve Change Order No. 1 to Contract No. C34940 with Earth Sculptures in the amount of $151,268.33 for additional scope of work required to complete the Firecliff Golf Course Bunker Renovation project at Desert Willow Golf Resort; and (2) Authorize the Director of Finance to transfer the 10% contingency ($63,200.00) to contract base; and (3) Appropriate an additional $88,068.33 from Fund 441 to Account No. 4414195-4809200. (4) Authorize the Mayor to execute said change order. Background: The Firecliff Golf Course has not seen a renovation since the course opened in 1997. Over the last nineteen years the bunkers have not been touched. Years of wear and tear and blow sand contamination in the bunkers has led to inconsistency of the sand condition and play -ability. The current bunker renovation project addresses the physical condition and play -ability of the bunkers. In addition, the bunker renovation will reduce the number of bunkers, by elimination and consolidation of some bunkers. Of the approximately 105 Staff Report Change Order No.1 to Contract No. C34940 Firecliff Bunker Renovation August 25, 2016 Page 2 of 4 bunkers on the Firecliff Course, 45% will be combined or removed. All remaining bunkers are being upgraded with the following: • New underground drainage to assist with absorption of rain and irrigation spray • New bunker liners to assist with holding sand in place and reducing sand contamination • New sand to improve ease of play and improve the quality of the experience By providing these improvements, the pace of play will increase which will equate to a higher guest satisfaction and slightly higher revenues. With the completion of the bunker improvements, the intensive labor cost of bunker maintenance is projected to decrease by approximately $100,000/year. Discussion: On April 23, 2016, the City Council awarded a contract to Earth Sculptures, Inc., Indio, CA in the amount of $632,000.00 for the renovation of all bunkers on the Firecliff Golf Course at Desert Willow Golf Resort and set aside a 10% contingency ($63,200.00). The Notice to Proceed was issued on May 16, 2016 and the project is 90% complete. The project is scheduled to be complete by the end of August 2016. Under Earth Sculptures contract, the contractor is responsible for implementing the bunker renovations and elimination of bunkers based on the architect's plan/diagrams and project specifications. Golf course renovations usually do not rely on fully engineered grading plans as they are extremely fluid and require field direction from the golf course architect to ensure the golf course design intent is preserved from tee boxes, fairways and around the greens. The following change order request is for additional scope of work and materials that were not part of the original project scope. Change Order No. 1 consists of four categories required to address additional labor and materials required to complete the bunker renovation: • Additional site demo (rough grading) • Additional fill material / hauling • Additional shaping / finish grading; • Installation of additional sod. Additional Site Demo / Sod Disposal: The Firecliff golf course was designed with dramatic undulations, elevation changes and backdrops creating a unique and championship caliber golf course. These course characteristics required that field adjustments be made to ensure that the original golf course design intent be preserved. As a result of the architect's field directions, the contractor was required to demo and grade additional areas outside of the bunkers being GArda\Martin Alvarez\Desert Willow\Firecliff Bunker Renovation\SR DW FC BunkerRenov CO 8-25-16.doc Staff Report Change Order No.1 to Contract No. C34940 Firecliff Bunker Renovation August 25, 2016 Page 3 of 4 eliminated. The additional areas of disturbance allowed for proper contouring to match existing slopes and grades. Without the additional contouring and grade blending, the golf course would end up with a series of unwanted undulations. These additional areas to contour were experienced on a majority of the holes where bunkers were filled in. The project's two dimensional diagrams did not provide the exact areas of disturbance required to properly contour the course and thus field adjustments were made to address this issue. As a result of these modifications, additional areas outside of the bunkers to be removed were disturbed. The total amount of additional area of disturbance was 150,648 square feet. These areas required the removal of sod and disposal with a cost of $15,064.80 (see attached photos). Additional Shaping / Fill Material: The project specifications required the contractor to use the existing sand located within bunkers to fill those bunkers that were to be eliminated. The project has required a significant amount of additional fill to be used to properly fill and contour the eliminated bunker areas. The process of bringing in and moving additional fill material was not included in the project's scope of work. The moving of fill material is labor intensive and time consuming as small hauling equipment is required to move along the existing golf cart path. The cost of this additional work is $22,597.20. Finish Gradinq / Soil Preparation As a result of the additional areas requiring demo and contouring, the project required an additional 150,648 square feet of area to be re -graded with a surface finish that would allow for the installation of new sod. This additional scope of work was not included in the project specifications. The cost of this work is $22,597.20. Additional Sod: To address the additional areas of disturbance, additional sod outside of the scope of work is required to be installed. The project's specifications only addressed the immediate area surrounding each bunker to be eliminated. As a result of the additional contouring required to match existing grades, an additional 16,738 square yards of sod is required to be installed. The sod material and installation cost reflects the established unit price that was established in the contractors bid with prevailing wages. The total cost for the additional sod is in the amount not -to -exceed $91,222.10. The proposed change order addresses the field changes necessary to complete the bunker renovation project and properly transition the golf course to its original design intent. GArda\Martin Alvarez\Desert Willow\Firecliff Bunker Renovation\SR DW FC BunkerRenov CO 8-25-16.doc Staff Report Change Order No.1 to Contract No. C34940 Firecliff Bunker Renovation August 25, 2016 Page 4 of 4 Credits: The credit reflected in the change order is due to the unused 6 inch drain pipe allowance. This allowance was not used. The total amount of this credit is $4,000. Below please find a summary table with itemized costs and credits: DESCRIPTION COST Additional Site Demo / Sod Disposal $15,064.80 Additional Shaping / Fill Material $22,597.20 Additional Finish Grading $22,597.20 Additional Sod Installation $91,222.10 2.5% Bond $3,787.03 Credits: 6 inch Bunker Drain Pipe (un-used) ($4,000.00) Cumulative Total: $151,268.33 Fiscal Analvsis The Earth Sculptures contract is $632,000.00 and a 10% contingency in the amount of $63,200.00 was set aside. Staff recommends that the 10% contingency be moved to project base and an additional $88,068.33 be appropriated from Fund 441 to Account No. 4414195-4809200. Funds are available in the Desert Willow Capital Project Fund for Fiscal Year 2016/17 to cover the project costs. Submitted M n Alvarez Director of Economic Development ewed: J ne Moore Director of Finance Department Head: Rudy�osta Assistant City Manager Approved A/I sti McCarthy Interi City Manag G1rda\Martin Alvarez\Desert Willow\Firecliff Bunker Renovation\SR DW FC BunkerRenov CO 8-25-16.doc CITY OF PALM DESERT Contract #/P.O.# I C34940 P112589 Change Order No. I 1 Contingency: I YES X NO Contract Purpose DW Firecliff Course Bunker Renovation Account No. I 4414195-4809200 Contractor's Name Earth Sculptures, Inc. Project No. 38-207 N. Primrose Lane Address: Indio, CA 92203 Vendor No. I V0007818 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 Additional Site Demo / Sod Disposal $15,064.80 Additional Shapinq / Fill Material $22,597.201 Additional Finish Gradinq $22,597.201 Additional Sod Installation $91,222.101 2.5% Bond $3,787.031 Credits: 1 6 Inch Bunker Drain Pipe (un-used) 4,000.00 1 TOTALS: 4,000.00 155, 268.33 NET CHANGE IN CONTRACT PRICE: 151,268.33 JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 783,268.33 CONTINGENCY: Less: Expend. & Encumb. To Date: - 632,000.00 Amount Approved by Board: + 63,200.00 Less: This Change Order Amount: - 151,268.33 Less: Prior Change Order(s): - - BALANCE OF BUDGET Less: This Change Order: - 63,200.00 REMAINING FOR PROJECT: - Balance Remaining of Contingency: - The amount of the Contract will be (DesFeased) Increased by the Sum of: One Hundred Fifty One Thousand Two Hundred Sixtv eight and 33/100 Dollars ($)151,268.33. G VdaWartin Alvarez\DesertWdlow\Fireclrf( Bunker RenovahontFC Bunker Renov COI -Earth Sculptures B-25-16 doc See reverse ... Contract C34940 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 Palm Desert Redevelopment Agency, otherwise referred to as Owner. Contract Time Extension N/A Days. Revised Contract Total $783,268.33 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. REQUESTED BY: CERTIFIED FUNDS AVAILABLE: INTERIM CITY MANAGER FINANCE DIRECTOR NOTE: No payments will be made prior to City Manager and City Council approval 2. ACCEPTED BY: CONTRACTOR 4. APPROVED BY: ROBERT A. 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