HomeMy WebLinkAboutRatify C31150 CO1 McCallum Theatre Parking Lot Landscape Retrofit 967-12Contract No. C31150
CITY OF PALM DESERT
-1.3-
PUBLIC WORKS DEPARTMENT
STAFF REPORT
REQUEST: RATIFY AUTHORIZATION FOR ADDITIONAL EXPENDITURE
FOR THE MCCALLUM THEATRE PARKING LOT LANDSCAPE
RETROFIT AND APPROVE CHANGE ORDER NO. 1 TO
CONTRACT NO. C31150 (PROJECT NO. 967-12)
SUBMITTED BY: Mark Greenwood, P.E., Director of Public Works
CONTRACTOR: Horizon Professional Landscape
84-501 Guitron Street
Coachella, CA 92236
DATE: January 26, 2012
CONTENTS: Change Order No. 1
City Manager Authorization Memo Dated 01-04-12
Recommendation
By Minute Motion:
1. Ratify the City Manager's authorization for additional expense in
the amount of $400;
2. Approve Change Order No. 1 to Contract No. C31150 in the
amount of $400;
3. Authorize the transfer of $400 from contingency to base; and
4. Authorize the Mayor to execute said Change Order No. 1.
Funds are available in Account No. 110-4800-454-3879, Outside Agency Contribution
for the McCallum Theatre.
Background
On September 9, 2011, City Council awarded Contract No. C31150 in the amount of
$39,970 to Horizon Professional Landscape for the McCallum Theatre Parking Lot
Landscape Retrofit Project.
Staff Report
Ratify CM Authorization for Additional Funding for C31150
January 26, 2012
Page 2 of 2
On December 22, 2011, the project was completed and entered its 90-day plant and
establishment period. During this period, the contractor found that, although the
irrigation system was installed per design, it was underperforming. Therefore, on
January 3, 2012, the site was carefully inspected. Staff determined that the specified
emission devices required more water volume than the system could deliver. Replacing
the emission devices with a similar type, but a lower flow rate would correct the
problem. The devices needed to be replaced as soon as possible in order to ensure the
survival of the recently planted trees.
On January 4, 2012, staff obtained the
contract price by an additional $400, s
necessary change. Change Order No. 1
total contract price to $40,370.
Fiscal Analysis
o
City Manager's authorization to increase the
the contractor could immediately make the
reflects this additional cost and increases the
There is no fiscal impact beyond the additional expenditure of $400.
Prepared By:
Paul S. Gibson, Director of Finance
Approval:
M. Wohlmuth, City Manager
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Department H
Mark Grbe wood, P.
Director of Public We
CITY COUNCIL ACTION
APPROVED DENIED
RECEIVED OTHER
MEETING DATE
AYES: -SUP ,. F1436-1-4
NOES: A1104"IL .
ABSENT: U 0 0 e —
ABSTAIN: N L412 L
VERIFIED BY:
Original on File with City Clerk's Off►ce
CITY OF PALM DESERT
CONTRACT CHANGE ORDER
Contract Purpose McCallum Theatre Parking Lot Landscape Retrofit
Consultant's Name Horizon Professional Landscape
Address: 84-501 Guitron Street Coachella, CA 92236
Contract # / P.O. #
Change Order No.
Contingency:
Account No.
Project No.
Vendor No.
C31150
17656
1
YES X
NO
110-4800-454-3879
967-12
8445
You are herebv reauested to comely with the followina chances from the contract Dlans and soecifications:
DESCRIPTION OF CHANGES
(Supplemental Plans Specifications, and Directives dated Attached
DECREASE
In Contract Price
INCREASE
In Contract Price
Irrigation spray head replacement (Labor and Materials)
TOTALS:
NET CHANGE IN CONTRACT PRICE:
$400
-
400.00
400.00
JUSTIFICATION:
Additional cost to replace full -pattern irrigation spray heads to quarter pattern spray heads.
TOTAL BUDGET FOR PROJECT: + 40,370.0000NTINGENCY:
Less: Expend. & Encumb. To Date: - 39,970.00 Amount Approved by Council: + 3,997.00
Less: This Change Order Amount: - 400.00 Less: Prior Change Order(s): - -
BALANCE OF BUDGET Less: This Change Order: - 400.00
REMAINING FOR PROJECT: - Balance Remaining of Contingency: 3,597.00
The amount of the Contract will be (Decreased) Increased by the Sum of: Four Hundred and NO/100
Dollars ($400.00).
See reverse
Contract C31150 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 $40,370.00
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
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
FINANCE DIRECTOR
NOTE: No payments will be made prior
to City Manager and Council approval
CONTRACTOR
ROBERT A. SPIEGEL, MAYOR
Date Accepted
Date Approved
CITY MANAGER Date Approved
See reverse ...
CITY OF PALM DESERT
PUBLIC WORKS DEPARTMENT
INTEROFFICE MEMORANDUM
To: John M. Wohlmuth, City Manager
From: H. Spencer Knight, Landscape Manager
Date: January 4, 2012
Subject: McCallum Theatre Parking Lot Landscape Retrofit
The McCallum Theatre Parking Lot Landscape Retrofit Project has been completed
and, on December 22, 2011, entered its 90-Day. Plant and Establishment Period.
During this time, although it was installed per design, the irrigation system has been
underperforming. I inspected the site on Tuesday, January 3, 2011, and determined that
the specified full -pattern, low -volume spray heads are requiring more water volume than
the system can deliver. The installation of quarter pattern sprays will elevate the
problem since the flow rate is one quarter of the full pattern.
The spray heads need to be changed as soon as possible in order to preserve the plant
material. For this reason, the installation contractor immediately submitted an estimated
cost of $400 to make the necessary change. The removed, full -pattern heads will be
used by Landscape Services staff in other City landscapes.
Therefore, I am requesting your approval to amend the existing contract in the amount
of $400. A staff report will be presented at the City Council Meeting of January 26,
2011, to request ratification of this memo and approval of the contract amendment.
If you concur, please indicate your approval below:
H.
Reviewed and Concurred:
, LandsKape Manager /Jon M. Wohlmuth, City Manager
Mark Grpe wood, P.E.
Director of Public Worth
Hollinger, Diane
From: RAFAEL MENDOZA [horizon4900@msn.coml
Sent: Wednesday, December 28, 2011 8:39 AM
To: Hollinger, Diane; Chuck, Brad
Subject: MCCALLUM THEATRE IRRIGATION SYSTEM
Good morning, Diane.
As we discussed Tuesday morning @ the Mccallum theatre parking lot, the bubbler system is not efficiently watering the
new trees.
We have hand watered them in two occasions so far. Even though, it is not being enough since the basins are too small
and they are being on a sloped island.
We recommend to change the existing bubblers to 5' Quarter nozzle. These nozzles provide a better coverage and
minimize the possible damage to DG by people walking across.
The cost to handwater the trees is $ 140.00 per day.
The cost to replace nozzles is $ 200.00 material and $ 200.00 labor.
Thank you.