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HomeMy WebLinkAboutRtfy - HA29410D - CO1-2 - Carlos Ortega Villas 825-11Contract No. HA29410D REQUEST: SUBMITTED BY: CONSULTANT: DATE: CONTENTS: Recommendation PALM DESERT HOUSING AUTHORITY STAFF REPORT RATIFY CHANGE ORDER NO. 1 AND APPROVE CHANGE ORDER NO. 2 TO MSA CONSULTING, INC., FOR CONTRACT NO. HA29410D FOR CONSTRUCTION STAKING SERVICES FOR THE CARLOS ORTEGA VILLAS PROJECT (PROJECT NO. 825-11) Heather Buck, Project Administrator MSA Consulting, Inc. 34200 Bob Hope Drive Rancho Mirage, CA 92270 August 27, 2015 Memo to Executive Director regarding Change Order No. 1 Change Order No. 1 Change Order No. 2 By Minute Motion that the Authority Board: 1. Ratify Change Order No. 1 in the amount of $6,720.00 for Contract No. HA29410D with MSA Consulting, Inc., for construction staking services for the Carlos Ortega Villas (Project No. 825-11); 2. Approve Change Order No. 2 in the amount of $3,875.00 for Contract No. HA29410D with MSA Consulting, Inc., for construction staking services for the Carlos Ortega Villas (Project No. 825-11); 3. Authorize the Finance Director to transfer $3,875.00 from contingency to base; and 4. Authorize the Chairman to execute Change Order Nos. 1 and 2. Funds are available in Account Nos. 8718691-4400100 and 7038691-4400100, Capital Improvements, for this purpose. Commission Recommendation On July 9, 2014, when staff brought the award of contract for Optimus Construction, Inc., before the Housing Commission, the Commission was made aware that issues Staff Report Change Order 1 and 2 to Contract No. HA2941 OD with MSA Consulting — Carlos Ortega Villas Page 2 of 3 August 27, 2015 could arise during the summer recess that might go straight to the Housing Authority for approval rather than coming before the Commission first in order to keep the project on schedule. Staff will bring this to the Housing Commission in September to receive and file. Background On June 12, 2014, the Authority Board authorized award of Contract No. HA29410D for construction staking services for the Carlos Ortega villas project to MSA Consulting, Inc., in the amount of $134,400.00 with $13,440.00 set aside for contingency. Change Order 1: MSA Consulting, Inc., (MSA) has been providing professional services related to the off-street parking lot at Palm Desert Country Club associated with the Carlos Ortega Villas (COV) project including the following: • Legal description and exhibit • Surveying • Construction staking Up until this time, costs for the additional work have been absorbed into the Project Area 4 line item on the Purchase Order for MSA's contract. There are no longer sufficient funds in this line item to absorb these costs. Therefore, the Executive Director authorized Change Order No. 1 to MSA in the amount of $6,720.00 (50 percent of the contingency on Contract No. HA29410D). This allowed staff to pay the June invoice from MSA. Change Order 2: Change Order No. 2 will encompass two items. First, an additional amount of $2,577.50 will be required to cover the remainder of MSA's costs associated with parking lot scope. Second, an amount of $1,297.50 is required to cover non -contract staking required for off -site utilities, underground storm drain and similar items that were unforeseen at the time the contract scope of work was finalized. Staff recommends approval of Change Order No. 2 in the cumulative amount of $3,875.00. Fiscal Analysis Funds are available in the contract contingency. The estimated costs for the project are listed on ROPS lines 171 and 186. Although the Housing Authority will initially advance the funds for this work, the SARDA may reimburse the Authority for the costs from bond proceeds. The 2007 Housing Set -Aside bond issuance included the Carlos Ortega Villas as a project in the bond covenants. Staff Report Change Order 1 and 2 to Contract No. HA29410D with MSA Consulting — Carlos Ortega Villas Page 3 of 3 August 27, 2015 The estimated costs for these off -site improvements may be reimbursable from Project Area 4 Bond Proceeds. The off -site improvements considered in these Change Orders are necessary to compensate for the lost parking due to the new traffic circle constructed as a condition of the COV project and are eligible to be reimbursed by ROPS line 186. As a requirement of the State Department of Finance, a Bond Proceeds Funding Agreement was approved to facilitate this purpose by the Oversight Board on October 7, 2013, and by the Authority Board on October 10, 2013. Submitted By: Heather Buck, Project Administrator Martin Alvarez Director of Economic Development Reviewed: %/� Paul S. Gibson, Director of Finance , Approval: A M. Wohlmuth, Executive Director Janet Moore, Director of Housing Rudy costa Assistant City Manager `teA(-4 ),8Y HOUSG AUTH ON VERIFIED BY: RI3V-1 rt►M Original on file with City Clerk's OfficE PALM DESERT HOUSING AUTHORITY / SUCCESSOR AGENCY TO THE PALM DESERT REDEVELOPMENT AGENCY INTEROFFICE MEMORANDUM To: John M. Wohlmuth, Executive Director From: Heather Buck, Project Administrator Date: August 3, 2015 Subject: CARLOS ORTEGA VILLAS - PROJECT NO. 825-11 REQUEST FOR CHANGE ORDER NO. 1 TO MSA CONSULTING, INC. MSA Consulting, Inc., (MSA) has been providing professional services related to the off- street parking lot at Palm Desert Country Club associated with the Carlos Ortega Villas (COV) project including the following: • Legal description and exhibit • Surveying • Construction staking Up until this time, costs for the additional work have been absorbed into the Project Area 4 line item on the Purchase Order for their contract. There are no longer sufficient funds on this line item to absorb these costs. Therefore, staff requests approval of Change Order No. 1 to MSA in the amount of $6,720.00 (50 percent of the contingency on Contract No. HA29410D). This will allow staff to pay the June invoice from MSA. An additional amount (approximately $2,577.50) will be required to cover all of MSA's costs associated with parking lot scope. Staff will bring the ratification of Change Order No. 1 ($6,720.00) and the request for approval of Change Order No. 2 (approximately $2,577.50 for the parking lot) to the Housing Authority meeting in August. Staff recommends approval of Change Order No. 1, authorizing the transfer of $6,720.00 from contingency to base Purchase Order. Interoffice Memo — Change Order No. 1 to Contract No. HA29410D with MSA August 3, 2015 Page 2 Project Area 4 Bond Funds are available for this purpose in Account No. 7038691- 7700100, Capital Improvements. If you are in concurrence please sign below and retum to me for processing. If there are any questions, please let me know. Heather Buck, Project Administrator Attachments (as noted) Reviewed and Approved: oM. Wohlmuth, Executive Director cc: Paul Gibson, Director of Finance Mark Greenwood, P.E., Director of Public Works Martin Alvarez, Director of Economic Development Janet Moore, Director of Housing Veronica Tapia, Management Analyst N 4 N �j O V 4 Nj242 7 UO 4. tti CC O Z c OJ O U O 4 ije- .2O �U O U 0 Nif) t' 0 Z 0 u- or- 7 O 0 d vt- N rn 0 t6 r O o, R 0 PALM DESERT HOUSING AUTHORITY PROFESSIONAL SERVICES CHANGE ORDER Contract Purpose Consultant's Name Address: Carlos Ortega Villas MSA Consulting, Inc. 34200 Bob Hope Drive Rancho Mirage, California 92270 Contract # / P.O. # I HA29410D I P112014 Change Order No. {� 1 Contingency: YES I NO Account No. 8718691-4400100 Project No. I 825-11 Vendor No. V0009953 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 PDCC off -site parking lot legal description & exhibits, surveying, and construction staking TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: Additions to the scope of the contract. TOTAL BUDGET FOR PROJECT: + 141,120.00 Less: Expend. & Encumb. To Date: - 134,400.00 Less: This Change Order Amount: 6,720.00 BALANCE OF BUDGET REMAINING FOR PROJECT: 0.00 6,720.00 6,720.00 6,720.00 CONTINGENCY: Amount Approved by Council: + 13,440.00 Less: Prior Change Order(s): Less: This Change Order: 6,720.00 Balance Remaining of Contingency: 6,720.00 The amount of the Contract will be Increased by the Sum of: Six Thousand Seven Hundred Twenty and 00/100 Dollars ($6,720.00). G \PjbWorks\PROJECTS\825-11 Carlos Ortega Villas\Staff Reports\2015-08-27 SR - MSA Contract COI and CO2\MSA Change Order No 1 docx See reverse ... Contract HA29410D 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 $141,120.00. The undersigned Contractor approves the foregoing Change Order No. 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 No. 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 CONTRACTOR Date Accepted CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR SUSAN MARIE WEBER, CHAIRMAN Date Approved NOTE: No payments will be made prior to Executive Director and Housing Authority approval EXECUTIVE DIRECTOR Date Approved G \PubWorks\PROJECTS\825.11 Carlos Ortega \Staff Reports\2015-08-27 SR - MSA Contract CO1 and CO2.MSA Change Order No 1 docx See reverse ... PALM DESERT HOUSINGAUTHORTI'Y PROFESSIONAL SERVICES CHANGE ORDER Contract Purpose Consultant's Name Address Carlos Ortega Villas MSA Consulting, Inc. 34200 Bob Hope Drive Rancho Mirage, California 92270 Contract # / P.o. # I HA29410D I P112014 2 YES) I NO 8718691-4400100 Project No 1 825-11 Change Order No Contingency Account No Vendor No V0009953 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 2,577.50 Additional work related to PDCC off -site parking lot Non -contract staking for off -site utilities, underground storm drain and similar unforeseen items TOTALS: NET CHANGE IN CONTRACT PRICE: JUSTIFICATION: Additions to the scope of the contract. TOTAL BUDGET FOR PROJECT: + 144,995.00 Less: Expend. & Encumb. To Date: 141,120.00 Less: This Change Order Amount: - 3,875.00 BALANCE OF BUDGET REMAINING FOR PROJECT: 0.00 1,297.50 3,875.00 3,875.00 CONTINGENCY: Amount Approved by Council: + 13,440.00 Less: Prior Change Order(s): 6,720.00 Less: This Change Order: 3,875.00 Balance Remaining of Contingency: 2,845.00 The amount of the Contract will be Increased by the Sum of: Three Thousand Eight Hundred Seventy-five and 00/100 Dollars ($3,875.00). G \PubWorks\PROJECTS\825-11 Carlos Ortega Villas\Staff Reports12015-08-27 SR - MSA Contract CO1 and CO2 MSA Change Order No 2 docx See reverse ... Contract HA29410D Change Order No. 2 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 $144,995.00. The undersigned Contractor approves the foregoing Change Order No. 2 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 No. 2. 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: 3. CERTIFIED FUNDS AVAILABLE: DEPARTMENT HEAD FINANCE DIRECTOR NOTE: No payments will be made prior to Executive Director and Housing Authority approval CONTRACTOR Date Accepted APPROVED BY: SUSAN MARIE WEBER, CHAIRMAN Date Approved EXECUTIVE DIRECTOR Date Approved G \PubWorks\PROJECTS \825-11 Carlos Ortega Villas\Staff Reports\2015-08-27 SR - MSA Contract CO' and CO2\MSA Change Order No 2 docx See reverse ..