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HomeMy WebLinkAboutRatify - C31040 Change Order 1 Section 29 Retention Basin Repair 627-11Contract No. C31040 CITY OF PALM DESERT° PUBLIC WORKS DEPARTMENT STAFF REPORT REQUEST: RATIFY AUTHORIZATION FOR ADDITIONAL ENGINEERING SERVICES RELATED TO SECTION 29 RETENTION BASIN REPAIR PROJECT AND APPROVE CHANGE ORDER NO. 1 TO CONTRACT NO. C31040 (PROJECT NO. 627-11) SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works CONTRACTOR: Engineering Resources of Southern California, Inc. 3550 East Florida Avenue, Suite B Hemet, CA 92544 DATE: December 8, 2011 CONTENTS: Change Order No. 1 City Manager Authorization Memo Dated September 9, 2011 Engineering Resources' Proposal Recommendation By Minute Motion: 1. Ratify the City Manager's authorization for additional engineering services; 2. Approve Change Order No. 1 to Contract No. C31040 in the amount of $13,170; and 3. Move $4,910 from contingency to base, and appropriate $8,260 from Fund 289 (Section 29 Fund) to the Project Account. Funds are available in Account No. 289-4374-433-3320, Section 29 Repair and Maintenance Account. No General Funds will be spent on this project. Background On July 14, 2011, City Council awarded Contract No. C31040 in the amount of $49,100 to Engineering Resources of Southern California (ER) for the repair of the Section 29 Retention Basin. ER has performed some preliminary engineering and has discovered that the sewer line that runs along the northern side of the retention basin has the potential of being exposed if there is a significant rainfall. Staff Report Ratify CM Authorization for Additional Design for C31040 December 8, 2011 Page 2 of 2 The sewer line was initially a topic of discussion because the location of the line would make it difficult to achieve the proper compaction in the area. After ER performed some preliminary engineering, the sewer was found to be closer to the failed slope than originally thought. There is some concern that if the basin fills with water, the sewer line will become exposed greatly increasing the likelihood that the sewer will break and spill into the basin. ER brought the information to the Coachella Valley Water District (CVWD) who recommended relocating the sewer to the north side of the flood channel. ER presented several alternatives, but ultimately the most cost effective method was to relocate the sewer line as CVWD recommended. With the potential for winter storms and rain, staffrequested that the City Manager authorize the work to commence as soon as possible. On November 9, 2011, staff obtained the City Manager's authorization to increase the contract price by $13,170 to expedite the relocation of the sewer line. Change Order No. 1 reflects this additional cost and increases the total contract price to $62,270. Fiscal Analysis There is no fiscal impact beyond the additional expenditure of $13,170. Prepared By: Departure t ad: V�a4,, L Rya r63 ayle ject Administrator Mark Gr et"S od, PEDirector fblic Works CITY COUNCILA TION APPROVED DA HIED Paul S. Gibso r Direct inance RECEIVED—.DFN fat. Approvpl: Jojaf /M. Wohlmuth, City Manager MEETING DATE AYES: ref i5t/1. ��1r`��,. l cuniK{ �irozncr7� �� NOES: un,� ABSENT: Un t- ABSTAIN: R LAt- VERIFIED BY.- Original on File with City Clerk's Office CITY OF PALM DESERT Contract # / P.O. # Change Order No. CONTRACT CHANGE ORDER Contingency: Contract Purpose Section 29 Retention Basin Repair Account No. Consultant's Name Engineering Resources of Southern California Project No. Address: 3550 East Florida Avenue, Suite B Vendor No. Hemet, CA 92544 C31040 17522 1 YES NO 289-4374-433-3320 627-11 3738 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES DECREASE I INCREASE (Supplemental Plans, Specifications, and Directives dated Attached) In Contract Price I In Contract Price Design of 12" Sewer Line Relocation TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: TOTAL BUDGET FOR PROJECT: + 54,010.00 Less: Expend. & Encumb. To Date: - 49,100.00 Less: This Change Order Amount: - 13,170.00 BALANCE OF BUDGET REMAINING FOR PROJECT:(8,260.00)11 13,170.00 13,170.00 13,170.00 CONTINGENCY: Amount Approved by Council: + 4,910.00 Less: Prior Change Order(s): - - Less: This Change Order: - 4,910.00 Balance Remaining of Contingency: 1- The amount of the Contract will be Increased by the Sum of: Thirteen Thousand One -Hundred Seventy and NO/100 Dollars ($13,170.00). See reverse Contract C31040 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 30 Days. Revised Contract Total $62,270.00 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. REQUESTED BY: 2. ACCEPTED BY: DEPARTMENT HEAD CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR NOTE: No payments will be made prior to City Manager and Council approval CONTRACTOR Date Accepted JEAN M. BENSON, MAYOR CITY MANAGER Date Approved Date Approved See reverse CITY OF PALM DESERT PUBLIC WORKS DEPARTMENT INTEROFFICE MEMORANDUM To: John M. Wohlmuth, City Manager From: Ryan Gayler, Project Administrator Date: November 9, 2011 Subject: ADDITIONAL AUTHORIZATION FOR ENGINEERING RESOURCES The City has contracted with Engineering Resources (ER) to design a repair of the Section 29 Retention Basin spillway. ER has identified a 12" sewer line running along the north side of the retention basin as a threat to progress on the repair. Initially the threat was discussed as a hindrance to achieving compaction under the slope. However, the threat of future erosion from winter rains is now the major concern with regard to the sewer line. Exposing the sewer line would greatly increase the likelihood of the pipe breaking and raw sewage entering the retention basin. CVWD has recommended relocating the sewer line to alleviate both threats. ER has met with the City and CVWD, and relocating the 12" sewer line appears to be the most cost effective method for eliminating the risks associated with the sewer. Relocating the sewer line is outside the original scope of the contract with ER. It will be necessary to prepare plans, specifications, and estimates for the work in addition to coordinating with CVWD and acquiring a temporary work easement from Union Pacific Railroad. ER has submitted a proposal (attached) to accomplish the above tasks. The cost, including a credit for work that will no longer be necessary, is $13,170. Public Works is requesting that the City Manager authorize ER to proceed with the design and coordination of the sewer relocation. A staff report will be brought before Council to ratify the authorization. If you concur, please sign your authorization. n M. Wohlmuth, City Manager G1PubWorks\Ryan Gayler\Word Files\Memos\memo-john w extra work Engineering Resources.doc Page 1 of 1 iNGINEERING t. ESOURCES OF SOUTHERN CALIFORNIA, INC. 96009004 November 8, 2011 Mr. Ryan Gayler City of Palm Desert 73-150 Fred Waring Drive Palm Desert, CA 92260-2578 SECTION 29 RETENTION BASIN REPAIR — PROJECT 627-11 REQUEST FOR ADDITIONAL AUTHORIZATION NO. 1 Dear Ryan: During the analysis of alternatives and the design of the preferred alternative for the repair of the Section 29 Retention Basin it has become evident that serious conflict exists with the existing 12-inch sewer line in the north patrol road of the basin. Concerns related to the existing sewer have been a topic of discussion at each of the three Project Team Meetings. Most recently, at Project Team Meeting No. 3, various alternatives and their costs were discussed. The alternatives included temporary protection during the upcoming rainy season and two proposed alignments. At this meeting, Bo Chen suggested we abandon the temporary protection alternative in favor of immediate relocation. As a result, on October 31, we met with various representatives for the Coachella Valley Water District (CV WD) to discuss the proposed relocation. Staff at CVWD seemed most concerned with funding for the relocation effort. In response, you indicated the relocation would be funded through reserves set aside by Assessment District 2004- 02. District staff had no real concerns related to the alignment and indicated they were satisfied with either option. There will be a need to prepare and record a new easement along the north side of the channel that meets the requirements of the District. The legal description and recordation of the legal description will be handled by City staff. Other elements of the project design and coordination of the approval of the relocation will be completed as outlined in the attached Scope of Work (see Exhibit "A"). Fees and charges associated with the completion of the Scope of Work will be billed monthly per the attached Fee Estimate (see Exhibit "B"). It is important to note that our original budget did allocate certain monies to the protection of the existing sewer. However, this involved supporting the facility as we did at other times within the District and did not anticipate a relocation. You will note in Exhibit "B" that we have 35501. FLORIDA AvE. SUITE B HEMET, CA 92544 (951)765-6622 (951) 765-6621 FAx 96009004 Mr. Ryan Gayler City of Palm Springs November 8, 2011 Page 2 credited these monies to the City and reduced the dollar value of this request by the amount allotted in the original fee estimate. If you are in agreement with the proposed Scope of Work and Fee Estimate, please prepare the appropriate documentation for our signature. Work on the plans and specifications for the relocation will begin upon receipt of written notice -to -proceed. We anticipate the first submittal of the sewer relocation plans and specifications will occur two weeks after receipt of the notice - to -proceed. If you have any questions regarding this request, please give me a call at (951) 765-6622. Respectfully yours, LL Matt Brudin, P.E. Principal MB/lr EXHIBIT "A" SCOPE OF SERVICES — SEWER RELOCATION SECTION 29 RETENTION BASIN REPAIR CITY PROJECT 627-11 Construction Drawings — Prepare construction drawings for the relocation of the existing 12- inch sewer located along the north side of the Section 29 Retention Basin. The plan set will include a title sheet and plan and profile sheet meeting the requirements of the Coachella Valley Water District. The plans will provide for the construction of the new sewer line and manholes, the installation of 30-inch casings at channel crossings, removal and replacement of the channel lining and existing fencing, protection of other existing utilities and abandonment of the existing sewer. Specifications — Prepare specifications guiding the quality of materials and workmanship based on CVWD requirements. At a minimum, the project specifications will provide guidance for trench and job site safety, protection of existing facilities, removal and replacement of existing improvements, job site maintenance, pipeline materials and installation, manhole construction, system tie over, system acceptance and project close out. Quantity and Cost Estimates — Prepare an estimate of the materials and other activities necessary to complete the construction of the proposed sewer relocation. The quantities will form the basis for the bid schedule and the estimate of the probable cost of construction. Right -of -Entry — Contact Union Pacific Railroad to discuss and secure a temporary right -of - entry along their right-of-way to the north of the proposed alignment. This task includes preparation of the application forms including providing construction plans and exhibits necessary of the railroad staff to process the application. Completion of this process requires 30- 45 days according to Railroad staff. Coordination and Meetings — Provide coordination of the design activities with the City of Palm Desert, Coachella Valley Water District and Union Pacific Railroad. Attend progress meetings with City staff and the staff of the Coachella Valley Water District as the design progresses to completion and approval. EXHIBIT "B" FEE ESTIMATE - SEWER RELOCATION SECTION 29 RETENTION BASIN REPAIR CITY PROJECT 627-11 $185 $155 $90 $65 Plans (Cover sheet/P.P) 6 80 $ 8,310 Specifications 16 4 2,740 Quantity and Cost Estimates 8 2 850 Right -of -Entry 10 2 1,680 Coordination and Meetings 8 1,480 Subtotal 14 26 88 8 $ 15,060 Deduct Original Services -6 -16 -1 (2,435) Subtotal 14 20 72 7 $ 12,625 UPRR Application Fee 545 GRAND TOTAL $ 13,170 Engineering Resources of Southern California, Inc.