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Home My WebLink AboutR23210 CO1 Freedom ParkCITY OF PALM DESERT/PALM DESERT REDEVELOPMENT AGENCY DEVELOPMENT SERVICES STAFF REPORT REQUEST: APPROVE THE FUNDING FOR AN ADDITIONAL BALL FIELD, SHADE STRUCTURES, AND WATER DISTRICT FEES AT FREEDOM PARK SUBMITTED BY: JAY NIEMCZAK, PARKS MAINTENANCE SUPERVISOR CONTRACTOR: JAMES E. SIMON CO. P.O. BOX 10990 INDIO, CA 92202 DATE: NOVEMBER 16, 2006 CONTENTS: 1. CHANGE ORDERS NO. 1, 2 AND 3 2. COACHELLA VALLEY WATER DISTRICT (CVWD) INVOICE 3. LETTER FROM HARRIS AND ASSOCIATES Recommendation: By Minute Motion, that the City Council and Agency Board: 1. Authorize the installation of an additional ball field at Freedom Park in the amount of $712,206.40. 2. Allocate funds for the additional ball field at Freedom Park in the amount of $712,206.40 from unobligated Park Fund 233. 3. Authorize the addition of shade structures at the ball field dugouts and bleacher areas in Freedom Park in the amount of $98,670.00 from contingency funds. Transfer this amount from contingency to base. 4. Allocate additional funds in the amount of $360,686.30 for water and sewer installation at Freedom Park from unobligated Park Fund 233. Executive Summary: Staff is requesting that by approving Change Orders No. 1, 2 and 3, the City Council will authorize the construction of one additional ball field, and the installation of shade structures at the baseball dugouts and bleacher areas at Freedom Park. Staff is also Staff Report Approval of an Additional Ball field, Shade Structure, and Water Installation at Freedom Park November 16, 2006 Page 2 of 3 seeking requesting approval of the allocation of the additional funding required to pay for costs incurred by the CVWD for water and sewer installation at Freedom Park. Discussion: Additional ball field Staff was asked to respond to concerns regarding the reduction in number of baseball fields available to the residents of Palm Desert. The reduction in ball fields will occur as a result of the renovation of joint use school facilities at Palm Desert High School, where the City utilizes three baseball fields. Staff requested a price from the construction contractor, James E. Simon Co., to add an additional ball field at Freedom Park. The Contractor submitted a price of $712,206.40. This would provide a total of three ball fields available at Freedom Park. On October 3, 2006, the Parks and Recreation Commission recommended moving forward with the installation of an additional baseball field at Freedom Park. Shade structure installation Staff recommends that Change Order No. 2 (bid alternates 1 and 2) be accepted in the amount of $98,670.00 for the installation of shade structures for the bleacher and dugout areas at Freedom Park. These items were originally an alternate bid item in the bid documents, but Staff feels that shade for the baseball players and spectators are a necessity. Water and sewer installation Staff had anticipated that the fee from the CVWD to install water and sewer to Freedom Park would be approximately $100,000.00 based on information from previous construction projects. These fees were included in the contractor's bid. Staff received the cost notification from CVWD in the amount of $460,686.30 ($360,686.30 higher than anticipated). Staff asked that CVWD Staff explain the substantial increase in anticipated water and sewer installation fees. CVWD responded that in September 2006, the District's Board of Directors approved additional fees in anticipation of future costs to the District for the supply of water to Freedom Park. These costs are highlighted on the attached CVWD invoice. Staff has identified that there is funding available for the City of Palm Desert through the 2000 Parks Bond Per Capita and Roberti-Z'berg-Harris Block Grants, and through the 2002 Resources Bond Per Capita and Roberti-Z'berg-Harris Block Grants for park projects. The total amount available equals $786,655.00. These funds can be designated to the Freedom Park project and assist with the additional costs of the project. Staff Report Approval of an Additional Ball field, Shade Structure, and Water Installation at Freedom Park November 16, 2006 Page 3 of 3 Staff recommends that the City Council approve: 1. The installation of an additional ball field at Freedom Park and corresponding allocation of funds in the amount of $712,206.40 from unobligated Park Fund 233. 2. The installation of shade structures for ball field dugouts and bleacher areas in the amount of $98,670.00. Funds are available for this project in Account No. 851-4670- 454-4001 (project contingency). 3. The water and sewer installation at Freedom Park in the amount of $360,686.30 from unobligated Park Fund 233. Submitted By: Jay Niemczak Parks Maintenance Supervisor Approv i Homer Croy ACM for Development Services le,! -Le' 7 yo) Dave Yrigojren Director of Redevelopment/Housing AC for Redevelopm Department Head: 4�n 44/) is Steele rks and Recreation Services Manager f1� Carlos L. Orte • a CityManager ApIb,BY RDA ON It — l tO O C.P VERIFIED BY /ri Original on file with City Clerk's Office McCarthy Paul S. Gibson Director of Finance :ITY COUNCIIyACTION: APPROVED ✓ DENIED RECEIVED OTHER ES ATE AYES://' AYMMY�11 NOES: ABSENT: ABSTAIN:Nat-k VERIFIED BY: % (I/ Original on File MOT PLAWIL''Mad XSERr UVELOnNT AGENCY Contract Purpose Freedom Park Construction Contractor's Name James E. Simon Co Address. P. O. Box 10990, Indio, CA 92202 Contract # / P.O. # I R23210 13014 Change Order No. 1 Contingency: YES X NO X Account No. 851-4670-454-4001 - Ctgy 233-4670-454-4001 Project No. Vendor No. 933 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 1. Additional (third) ball field/electrical 712,206.40 2. Shade canopies (Bid Alt. No. 1 & 2) 98,670.00 3. CVWD Cost Notification (Net) 360,686.30 TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 13,671,338.00 Less: Expend. & Encumb. To Date: - 13,314,205.00 Less: This Change Order Amount: - 1,171,562.70 BALANCE OF BUDGET REMAINING FOR PROJECT: (814,429.70) CONTINGENCY: Amount Approved by Board: Less: Prior Change Order(s): Less: This Change Order: Balance Remaining of Contingency: 1,171,562.70 1,171, 562.70 + 2,827,425.00 2,472,244.00 - 98,670.00 256, 511.00 The amount of the Contract will be (Des eased) Increased by the Sum of: One Million, One Hundred Seventy- one Thousand, Five Hundred Sixty-two and 70/100 Dollars ($1,171,562.70 ). G \RDA\Laurei Knutson\Word Data\RDAWmndmts - Chng Ordrs\J E Simon R23210 doc See reverse Contract R23210 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 Thirty-four (34) Days. Revised Contract Total Ten Million, Nine Hundred Forty Thousand, Eiqht Hundred Thirty-eiqht and NO/100 Dollars ($10,940,838.70) . 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: EXECUTIVE DIRECTOR FINANCE DIRECTOR NOTE: No payments will be made prior to Executive Director and Agency Board approval 2. ACCEPTED BY: CONTRACTOR 4. APPROVED BY: JIM FERGUSON, CHAIRMAN SECRETARY 11/16/06 Date Approved 11 /16/06 Date Approved G \RDAIaurei KnutsomWord DataQDAWmnomts . Chng OrdrsW E Simon R23210 doc See reverse ... City of Palm Desert Harris & Associates Freedom Park Project 01 CONTRACT CHANGE ORDER NO. 00001 To: Roger Wallentine James E. Simon Co. 35905 Dillon Rd Box 10990 Indio, CA 92202 Subject: Additional Ball Field / Electrical Date: October 24, 2006 Reference Spec. Section: Gentlemen: You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications of this contract. All new work herein described shall be done in accordance with the applicable provisions of the plans and specifications, except as modified by this contract change order. NOTE: This change order is not effective until approved by the Owner, or until an authorized Field Directive is executed. DESCRIPTION OF CHANGE/REASON FOR CHANGE: As requested by the City of Palm Desert, please provide for an additional ball field at the location indicated on the origninal plans but was not part of the original bid documents. The reason for this change is to provide for an additional ball field. The 3rd or additional ball field was not part the original bid and contract. The City requested that the additional ball field be built and added after construction had begun. This work inlcudes all electrical, landscaping and Irrigation changes due to the added ball field. The work and cost includes all credits for the MUSCO sports lighting alternate. Attached is all back up data supporting this change order. For this work the contractor will be paid a negotiated lump sum price agreed to by the designers for costs and scope. The lump sum of $712,206.40 includes all mark ups and surcharges. A time extension of 29 calendar days is requested and granted for the work of this change. COST OF CHANGE: CONTRACT TIME ADJUSTMENT: $712,206.40 M 29 Days M This change order constitutes full and complete compensation for all labor, equipment, materials, overhead, profit any and all Indirect costs, and time adjustment to perform the above described change. All other costs are non-compensable. Recommended By:l ate: (Accepted By: §ate: 450avt"aua & AjJ6 611..6'Q4 Jam-E. Simon Co. 01 ool Harris &Associates City of Palm Desert File No.: 052-0395 Page 1 of I Issue File: 003 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 Phone (760) 346-0611 FAX (760) 340-0574 jsteeIe chi d.paim-desert.a.us f a_cco01 ,/ity of Palm Desert Freedom Park Project 0 1 Harris & Associates CONTRACT CHANGE ORDER NO. 00002 To: Roger Wallentine James E. Simon Co. 35905 Dillon Rd Box 10990 Indio, CA 92202 Subject: Shade Canopies, Bid Alt. No. I & 2 Date: October 24, 2006 Reference Spec. Section: Gentlemen: You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications of this contract. All new work herein described shall be done In accordance with the applicable provisions of the plans and specifications, except as modified by this contract change order. NOTE: This change order is not effective until approved by the Owner, or until an authorized Field Directive is executed. DESCRIPTION OF CHANGE/REASON FOR CHANGE: As requested by the City of Palm Desert and as indicated on Contractor Change Order Request No. 3, please provide for Shade Canopies over the bleacher and dugout areas. The reason for this change is to provide for Bleacher and Dugout Shade Canopies as indicated on the Bid Documents as Bid Alternate No. 01 and 02. The City has requested that the Canopies be included in this contract. For this work the contractor will be paid an agreed lump sum price as reflected on the original bid form for Bid Alternate No. I of $34,500.00 and Bid Alternate No. 2 for $64,170.00. The lump sum of $98,670.00 includes all mark ups and surcharges and is the amount totaled for both Bid Alternates as shown on the attachements to this change order. A time extension of 5 calendar days is requested and granted for the work of this change. COST OF CHANGE: $98,670.00 CONTRACT TIME ADJUSTMENT: 5 Days This change order constitutes full and complete compensation for all labor, equipment, materials, overhead, profit any and all Indirect costs, and time adjustment to perform the above described change. All other costs are non-compensable. Recommended By:1 Harris & Associates File No.: 052-0395 (Accepted By: 1 ames Simon Co. City of Palm Desert Page I of I Eate:l Issue File: 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 Phone (760) 346-0611 FAX (760) 340-0574 isteele&l.palm-desertcams f a_cco01 ►ty of Palm Desert Harris & Associates Freedom Park Project CONTRACT CHANGE ORDER NO. 00003 To: Roger Wallentine James E. Simon Co. 35905 Dillon Rd Box 10990 Indio, CA 92202 Subject: CVWD Cost Notification Date:. October 26, 2006 Reference Spec. Section: Gentlemen: You are hereby directed to make the herein described changes from the plans and specifications or do the following described work not included in the plans and specifications of this contract. All new work herein described shall be done in accordance with the applicable provisions of the plans and specifications, except as modified by this contract change order. NOTE: This change order is not effective until approved by the Owner, or until an authorized Field Directive is executed. DESCRIPTION OF CHANGE/REASON FOR CHANGE: As requested by the City of Palm Desert and as indicated on the attached CVWD Cost Notification for Services, please provide for payment to CVWD for the total cost requested. The reason for this change is to provide for a timely payment to CVWD to avoid any delays due to extra time required to obtain a City check to CVWD for the installation of the water services to the project. For this work the contractor will be paid an agreed lump sum price as reflected as reflected on the attached CVWD Cost Notification plus allowable contractor markup. Less $100,000.00 which will be reimbursed to the Contractor through Special Services Account as part of the Bid Package. No time externsion was granted for the work of this Change Order. $ 460,686.30 CVWD $ 23,034.31 5% Mark Up $ 483,720.61 Total Cost - $ 100,000.00 Reimbursed to Contractor through the Special Services Bid Item. $ 383,720.61 Total Cost of this Change Order COST OF CHANGE: Recommended B J arris & Associates File No.: 052-0395 Date:J Accepted By: '�" 1A0 . // i James . Si on Co. City of Palm Desert Page 1 of I $383,720.61 1 �Date_� Issue File: 73-S 10 Fred Waring Drive Palm Desert. CA 92260-2578 Phone (760) 346-061 1 FAX (760) 340-0574 jsteele@ci.palm-desert.ca.us f_a_cco01 IC-24-2006 04:46Ws From-CRI) PO SATELLITE +T603919636 T-242 P.002/002 F-020 COACHELLA VALLEY WATER DISTRICT INVOICE A 23157 � T E p P.O. BOX 1058 COACHELLA, CALIFORNIA 92236 (760) 398-2651 0! S T R t C l AMOUNT DUE FOR OFFICE USE ONLY DATE THIS INVOICE 141.0072 10/24/2006 460,686.20 *** COPY *** CITY OF PALM DESERT C/O JAY NIEMCZAK 73-510 FRED WARING DRIVE PALM DESERT, C.A. 92260 TO INSURE PROPER CREDIT, PLEASE RETURN THIS PORTION WITH REMITTANCE AND INCLUDE THE INVOICE NUMBER ON YOUR CHECK Page 1 DATE DESCRIPTION AMOUNT 10/24/2006 SUBJECT: FREEDOM PARK OFF OF COUNTRY CLUB DRIVE. GEO. 5-6-1-3 1 - 8" DETECTOR CHECK COMPLETE - ESTIMATE 16,200.00 1 - 12" MANIFOLD - ESTIMATE 20,000.00 1 - 2n METER AND 2" SERVICE (DOMESTIC) 2,400.00 1 - 2" RBDUCED PRESSURE SACKFLOW DEVICE 11600.00 1 - 2" METER SURCHARGE 11,358.00 4 - 2" METERS AND 2" SERVICES (IRRIGATION) 9,600.00 4 - 2" REDUCED PRESSURE BACKFLOW DEVICES 6,400.00 4 - 2" METER SURCHARGES 45,432.00 1 - 3/4" METER AND 1" SERVICE (IRRIGATION) 1,600.00 1 - I" REDUCED PRESSURE BACKFLOW DEVICE 800.00 TER SYSTEM BACKUP FACILITIES CHARGE 123,636.3b UPPLEMENTAL IMPORTED WATER SUPPLY CHARGE 161,871.00 SANITATION CAPACITY CHARGE COLLECTION SYSTEM COMPONENT 25,313.00 TREATMENT FACILITY COMPONENT 34,476.00 THE BOARD OF DIRECTORS APPROVED RATE INCREASES TO VARIOUS FIXED COSTS EFFECTIVE SEPTEMBER 1, 2006. IF THIS INVOICE IS NOT PAID WITHIN 30 DAYS OF YOUR RECEIPT OF THIS INVOICE, WEBS WILL BE RECALCULATED BY DEVBLOPMffi1T SERVICES AT THE NEW RATE. CC: 35/53 SV:BB PAY T91 S AMOUNT 460,686.30 COACHELLA VALLEY WATER DISTRICT, P.O. BOX 1058. COACHELLA, CALIFORNIA 92236 Invoice #: 23157 Page 1 Letter #05 November 2, 2006 Mr. Jay Niemczak Parks and Recreation Maintenance Supervisor City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260-2578 RE: Freedom Park Project Coachella Valley Water District Cost Notification Dear Mr. Niemczak, Harris & Associates Program Managers Construction Managers Civil Engineers The District, CVWD, is requiring the City to pay the Cost Notification Fee of $ 460,686.30. We anticipated and estimated that the fee for this cost notification was going to be much lower based on previous projects. For instance the Palm Desert Corporation Yard Project just recently completed had a CVWD Cost Notification of under $120,000.00. CVWD and their costs / fees are always a mystery and attempting to guess what any given fee will be prior to the start of a project is virtually impossible so we budget what we believe to be reasonable. We anticipated a cost to the Special Services Bid Item for the CVWD Cost Notification and Plan Check Fees to be approximately $100,000.00 which we will reimburse the contractor in the Special Services Bid Item. We will then need to reimburse the balance of the Cost which is $ 383,720.61 to the Contractor through the Contract Change Order process. This process will need to be approved and funded by the City to the Contract. Should you have any questions contact me. HARRIS & ASSOCIATES Sincerely, Tom Marnocha Construction Manager 74-333 Highway 111, Suite 101 Palm Desert, California 92260 760.340.6111 FAX 760.340.6433 coachellava[ley@harris-assoc.com