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HomeMy WebLinkAboutRatify - HA35160 - CO1 and CO2 - Parking Lot Imprvmnt at Las SerenasREQUEST: SUBMITTED BY: DATE: CONTENTS: Recommendation CONTRACT NO. HA35160 PALM DESERT HOUSING AUTHORITY STAFF REPORT RATIFICATION OF EXECUTIVE DIRECTOR'S APPROVAL OF CHANGE ORDERS NO. 1 AND 2 TO WESTCON CONSTRUCTION FOR THE PARKING LOT IMPROVEMENTS AT LAS SERENAS APARTMENTS Veronica Tapia, Senior Management Analyst October 13, 2016 Change Orders No. 1 and 2 Westcon Proposals By Minute Motion, that the Authority Board ratify Executive Director's approval of Change Order No. 1 in an amount not to exceed $3,237 and Change Order No. 2 in an amount not to exceed $18,350 to Westcon Construction related to the Parking Lot Improvements at Las Serenas Apartments. Funds are available in contingency and will be paid from the Housing Authority Replacement Reserve Fund Executive Summary Westcon Construction was awarded the contract for Parking Lot Improvements in May, 2016. The Authority Board also authorized the Executive Director to approve any change order requests within the contingency amount. During construction some unanticipated conditions were identified that needed to be remedied, including transitions from existing asphalt to concrete and overlays around carport post supports. Background The Authority solicited proposals from contractors to complete the necessary parking lot improvements at Las Serenas Apartments. The primary goals of the project were to remediate areas that had been damaged due to extensive water corrosion, restripe, and improve the sustainability of the surfaces for long-term success. Westcon Construction was awarded the bid in May, 2016 with work scheduled to begin in July, 2016. At that time, the Authority Board authorized the Executive Director to approve change orders up to the contingency amount of $25,799 to ensure the project was completed timely. During the construction, a few unanticipated factors were identified that needed solutions in order to proceed with the scheduling of the project, as well as the needs of the senior community. The first issue identified occurred with the transition from asphalt to concrete in all of the carport areas. While removing the asphalt, it was discovered that the footings in the carport areas were not set as deep as had been expected. In order to ensure that the Staff Report Ratifying Change Orders No. 1 and 2 — Las Serenas Parking Lot Improvements October 13, 2016 Page 2 of 2 integrity of the carports was not disturbed, Westcon suggested to cut around the footings, clean the remaining asphalt sections, fill gaps, and place an overlay around the posts to protect the surface while maintaining the aesthetic of the concrete improvements. As this was not identified in the original plans, it resulted in additional labor, materials and costs. With approximately 156 posts at $20.75/post, the change order request amounted to $3,237. Once the work was nearly complete, City staff, RPM Company staff, and Westcon did a walk-through and identified a few other areas that required additional attention due to the water damage that occurred from the old irrigation system. During the walk-through it was apparent that the curb painting needed to be updated throughout the property as the contractor was only required to update the areas affected by new construction, leaving many places with grossly deteriorated curb paint. Next, while originally staff believed that the seal coat would be sufficient for the driveways of the development, upon completion of seal coating, it revealed that the erosion created by the old irrigation system had extended past the carport areas in some spots where the seal coat was not adhering well and would have resulted in uneven areas. Consequently, a second change order was requested for the curb painting at $4,430, as well as, the asphalt upgrades that were proposed at $13,920 by Westcon. The total change order request was $18,350, which was well within the Executive Director's authority and was approved. Therefore, staff recommends that the Authority Board ratify the Executive Director's approval of Change Order No. 1 and Change Order No. 2 with Westcon Construction in a combined amount not to exceed $21,587 to complete the Parking Lot Improvement Project at Las Serenas Apartments. Fiscal Impact The fiscal impact is the cost of the change orders which will be paid from the Housing Authority's Replacement Reserve Fund. Submitted by: Reviewed: Veronica Tapia, Senior Management Analyst Janet ' oore, Di -ctor ,r Finance Approval: Lauri AyFaian, Executive— rector VAT:tbm gigs -I) BY HOUSG AUTH ON 1 b--1 -Re) VERIFIED BY: W 0.1^4 , Original on file with City Olerk's OffiCo G.\RDA\VERONICA TAPIA\WORD FILES\PDHA\LAS SERENAS ASPHALT\SR-LS PARKING LOT IMPS - RATIFY CO NO. 1 AND 2 10-13-16 DOC PALM DESERT HOUSING AUTHORITY INTEROFFICE MEMORANDUM TO: Justin McCarthy, Interim Executive Director FROM: Veronica Tapia, Senior Management Analyst DATE: July 21, 2016 SUBJECT: Change Order Request No. 1 — Las Serenas Parking Improvements The Las Serenas Parking Lot Improvements construction began July 11, 2016. While removing the layers of asphalt, the Contractor quickly discovered that the posts of the carports were supported by small concrete footings. Upon some consideration, and rather than interrupt the integrity of the carports and potentially incur damages, a solution was planned out between City staff and the Contractor to remove the surrounding asphalt, clean up the footings a bit, use felt to create a barrier around the footings, fill the felted areas with some sort of filler/sealant and then pour the concrete around the area with joints in between. There are 156 posts that would require this treatment. Since this solution was thought up in the field, City staff asked the Contractor to do one post and then we would make our final determination. Attached is the successful and dramatic result. On May 12, 2016, the Authority Board authorized the Executive Director to review and approve written requests for the use of the contingency in the amount of $25,799 for unforeseen conditions on this project. Therefore, staff requests approval of the $3,237 change order and believes the minimal costs will allow the project to be completed in an efficient and uniformed manner at this affordable senior community. Review and Concur: ltrysti McCarthy, Interim Execut+�e Director VAT:t m (1 iAa \'crunisa !VIA \\'urd 1- es 1'1)11 \ I at Serenas Asphalt PRVJI C 1111.P 1.45 \crrnas I'ni kinf Ion Stab Rcpolts \Inuo to 1\1 le ('a, pum'-_ I It• do,. CITY OF PALM DESERT CONSTRUCTION CHANGE ORDER Contract Purpose Consultant s Name Address Las Serenas Parking Improvements Westcon Construction 81-149 Indio Blvd.. Indio. CA 92201 Contract » % P 0 # Change Order No Contingency Account No Project No Vendor No HA 35160 l 1 YES X NO 87186404400100 You are hereby requested to comply with the following changes from the contract plans and specifications DESCRIPTION OF CHANGES (Supplemental Plans, Specifications and Directives dated Clean. patch grout carport bases JUSTIFICATION TOTAL BUDGET FOR PROJECT: Less Expend & Encumb To Date Less This Change Order Amount BALANCE OF BUDGET REMAINING FOR PROJECT Attached) TOTALS: NET CHANGE IN CONTRACT PRICE: + 283.789.00 3,237.00 280.552.00 DECREASE In Contract Price CONTINGENCY: Amount Approved by Council Less Prior Change Order(s) Less This Change Order Balance Remaining of Contingency INC REASE In Contract Price 3 237 00 3 237 00 3 237 00 + 25 799 00 3,237 00 22,562 00 The amount of the Contract will be (Decreased) Increased by the Sum of: Three Thousand Two Hundred and Thirtv-Seven Dollars ($3,237.00). G ,'Ca'Verornca Tac,a°Aorc F. es\PDHA,Las Sore -as PR0JEC' F,_F. '_as Sere -as Pa'' -y _ .. [es ^3r-e J•ce• _ 1-s• _� h: See reverse Contract HA 35160 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 $261 227 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 superv!sion 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 constibjtes 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 3 CERTIFIED FUNDS AVAILABLE / 7 4Z 2 ACCEPTED BY 4 7/6 DEPARTMENT HEAD CON ip-�ACT0h Date Acceptea 4 APPROVED BY ' FINANCE DIRECTOR EXECUTIVE DIRECTOR NOTE: No payments will be made prior to City Manager and Council approval -Date App-oved G roa'vero'.ca-aoa::crc = .es Serer ' : RC . _ . .a See reverse 7/21/2016 Change Order Proposal Las Serenas Parking Lot Improvements prepared for City of Palm Desert WESTE011 Item Description Quantity Unit Unit Price Total 1 Clean, patch, grout carport bases 156 EA $ 20.75 $ 3,237.00 TOTAL BID $ 3,237.00 Special Conditions: Work to be performed per mock-up (photo attached). Parking stall striping to be rescheduled as needed to allow work at bases to be completed first. This may require cars to be relocated a second time for a short period (less than a day). We will coordinate with on -site staff. PAYMENT 1 of 1 Revised: 7/21/2016 @ 11:53 AM TO: FROM: DATE: SUBJECT: PALM DESERT HOUSING AUTHORITY MEMORANDUM Justin McCarthy, Interim Executive Director Veronica Tapia, Management Analyst September 7, 2016 Change Order No. 2 — Las Serenas Parking Lot Improvements The parking lot improvements project at Las Serenas are nearing completion. On Tuesday, August 30, City Staff, along with RPM Management, the Contractor and the Sub -Contractor did a walk-through of the job to determine what issues remain outstanding. A punch list of items that needed to be completed was developed along with the discussion of items that were either unknown prior to mobilization or thought to be part of the project. A couple of major items that stood out and agreed upon as change order items included: 1. Curb Painting throughout the facility (only areas that were required by code had been updated leaving the rest of the development aged and unidentifiable in some areas. 2. Asphalt Repairs. The seal coat was thought to be sufficient for rehabbing the driveways of the development. However upon completion, it revealed that there were areas that seal coat was not enough. a. In the roundabout at the rear of the development, there is substantial deterioration in the inner circle immediate adjacent to the roundabout creating a Health and Safety issue. b. Also, while the carports were identified as having the most erosion from faulty/outdated irrigation and landscaping and were replaced with concrete, some areas extended past the carports and also create a Health and Safety issue. Therefore, staff is requesting Change Order No. 2 be approved in order to remediate these issues and complete the project at Las Serenas. The Executive Director has been given the authorization to approve change orders in an amount not to exceed the approved contingency. This request stays within those constraints. Approval J . ti McCarthy nterin Executive Di ,Attaef ments (as noted) G.\RDA\VERONICA TAPIA\WORD FILES\PDHA\LAS SERENAS ASPHALT\ PROJECT FILE LAS SERENAS PARKING LOTINVOICES\CO#2 MEMO TO ED.DOC CITY OF PALM DESERT CONSTRUCTION CHANGE ORDER Contract Purpose Consultant's Name Address Las Serenas Parking Improvements Westcon Construction 81-149 Indio Blvd., Indio, CA 92201 Contract # / P.O. # HA 35160 Change Order No 2 Contingency* I YES X I NO Account No. 87186404400100 Project No Vendor No 1 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES (Supplemental Plans, Specifications, and Directives dated Prep and Paint Curb Throughout Asphalt Repairs (including R&R of approx 175'x4' @ roundabout inside curb and 20'x4' near parking stall 121, patch pothole near valley gutter at Bldg M, fill approx 75 LF of joint between AC and gutter near Bldg M) JUSTIFICATION: TOTAL BUDGET FOR PROJECT: Less: Expend. & Encumb. To Date: Less: This Change Order Amount: BALANCE OF BUDGET REMAINING FOR PROJECT DECREASE Attached) In Contract Price TOTALS: NET CHANGE IN CONTRACT PRICE: 283,789.00 260, 305.00 18,350.00 5,134.00 CONTINGENCY: Amount Approved by Council: Less: Prior Change Order(s): Less: This Change Order. Balance Remaining of Contingency. INCREASE In Contract Price 4,430.00 13,920 00 18,350.00 18,350.00 + 25,799.00 3,237.00 18,350.00 4,212.00 The amount of the Contract will be (Decreased) Increased by the Sum of: Eighteen Thousand Three Hundred and Fifty- Dollars ($18,350.00). G \rda\Veronica Tapa\Word Fdes\PDHA\Las Serenas Aspnait\PROJECT FILE Las Serenas Park,ng Lot \Invo,ces\Change Order - Construction No 2 doc See reverse ... Contract HA 35160 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 $279,577.00 The undersigned Contractor approves the foregoing Change Order # 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 # 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. DEPARTMENT HEAD CONTRACTOR Date Accepted 3 CERTIFIED FUNDS AVAILABLE: 4. APPROVED BY: FINANCE DIRECTOR EXECUTIVE DIRECTOR Date Approved NOTE: No payments will be made prior to City Manager and Council approval G Vda\Veronica Tapia\Word Files\PDNA\Las Serenas AsphaIttPROJECT FILE Las Serenas Parking Lotunvoices\Cnange Order - Construction No 2 doc See reverse Item 1 2 9/2/2016 Description Change Order Proposal Las Serenas Parking Lot Improvements prepared for City of Palm Desert Prep and Paint Curb (approximately 1992 LF red and 28 LF blue) Asphalt Repairs (includes R&R of approximately 175'x4' @ roundabout inside curb and 20'x4' near parking stall 121, patch pothole near valley gutter at Bldg M, fill approx 75 LF of joint between AC and gutter near Bldg M) Special Conditions: WE5TCO11 Quantity Unit Unit Price Total 1 LS $ $ 4,430.00 1 LS $ $ 13,920.00 TOTAL BID $ 18,350.00 Prep for curb paint includes scraping visible peeling and flaking paint off curbs. This does not guarantee existing paint will not continue to peel. Schedule for work to be mutually agreed upon. PAYMENT 1 of 1 Revised. 9/6/2016 @ 4 00 PM