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Home My WebLink AboutHA35180 CO1 and CO2 - Deck Imprvmnts at Candlewood ApartmentsPALM DESERT HOUSING AUTHORITY STAFF REPORT REQUEST: RATIFICATION OF EXECUTIVE DIRECTOR'S APPROVAL OF CHANGE ORDER NO. 1 AND CHANGE ORDER NO. 2 TO RYDER CORPORATION FOR THE DECK IMPROVEMENTS AT CANDLEWOOD APARTMENTS IN THE COMBINED AMOUNT OF $135,820. SUBMITTED BY: Veronica Tapia, Senior Management Analyst DATE: September 28, 2016 CONTENTS: Change Orders No. 1 and 2 Ryder Proposal Recommendation By Minute Motion, that the Authority Board ratify Executive Director's approval of Change Order No. 1 and Change Order No. 2 in an amount not to exceed $135,820 to Ryder Corporation related to the Deck Improvements at Candlewood Apartments. Funds are available within the allowance and contingency and will be paid from the Housing Authority Bond Project Funds. Executive Summary Ryder Corporation was awarded the contract for the Deck Improvements at Candlewood Apartments in January, 2017. The Authority Board also authorized the Executive Director to approve any change order requests within the contingency amount. During deconstruction some unanticipated conditions were quickly identified that needed to be remedied related to slope issues on the deck. Background The deck at Candlewood Apartments is a major deferred maintenance item that needs to be addressed immediately. A contract was approved with Ryder Corporation on January 26, 2017 to complete the necessary improvements. Following contract approval, a pre -construction meeting was held and it was determined that, since this job would require relocation of tenants, the most ideal time to do this work would be in the Fall. That would give the management company ample time to notice the senior tenants of the impending construction work. Construction began September 5, 2017 and Ryder was immediately able to uncover some of the unknowns as they relate to the anticipated sloping and drainage issues on Staff Report Ratifying Change Order No. 1 & 2 Candlewood Deck Improvements September 28, 2017 Page 2 of 2 the decks. Ryder, the engineer, Building and Safety, and staff met at the complex to discuss the slope issues and possible remedies. To bring the decks to code and to satisfy the minimum requirement for the new decking materials, the deck must be pitched at an appropriate slope from building to edge. The current deck has varying slope ranges from building to edge, and also pitches in the middle of the deck allowing water to roll back toward the building. This causes puddling and bubbling on the existing deck materials. After much discussion and review for cost effectiveness, it was agreed that the best solution to the slope issues is to add drains at the unit entry areas throughout the complex and build up the decks to the required slope angle to the edge. This remedy requires new thresholds, drains and drainage materials, and additional decking materials not included in the original approved bid. This remedy also maintains the warranty on the decking materials being used. The Change Order No. 1 request submitted from Ryder includes all costs for a total of $123,500. Additionally, upon the first building inspection, it was noted that there was excessive erosion on the bridge between Building A and Building B, causing the bridge to fail. The stucco lid on the underside was separating and no longer secure. The plywood was rotted and when both were removed, as well as the fascia board, it exposed all the framing to be in unsound condition. The inspector and engineer have both concluded that a complete rebuild is necessary for the bridge between Building A and B, and more than likely for the bridge between Building B and C since the bridge is in similar condition. The rebuild will consist of additional beams, joists, new hangers, new plywood and stucco lid replacement, all above the original contract amount. The Change Order No. 2 request submitted from Ryder includes a credit for work completed on Building A, and all costs for the rebuilt bridge between Building A and B, as well as anticipated costs for the bridge between Building B and C for a total of $12,320. Understanding the extent of potential unforeseen conditions within this project, staff originally requested that the Authority Board approve the base contract in the amount of $496,721, an allowance of $99,344, as well as a 25% contingency. In consideration of time and relocation of the senior tenants, the Executive Director was apprised of the issues and asked to approve the Change Orders so that construction would not be delayed and tenants not further inconvenienced. Description Contract Allowance Contingency HA 35180 $496,721 $99,344 $149,016 CO #1 $123,500 (99,344) (24,156) CO #2 $12,320 0 (12,320) $632,541 0 $112,540 Staff recommends that the Authority Board ratify the Executive Director's approval of Change Order No. 1 in an amount not to exceed $123,500 and Change Order No. 2 in an amount of $12,320 with Ryder Corporation for the Deck Improvement Project at C \USERS\VTAPIA\DOCUMENTS\SR-CANDLEWOOD DECK IMPS - RATIFY CO NO. 1 9-28-17.DOC Staff Report Ratifying Change Order No. 1 & 2 Candlewood Deck Improvements September 28, 2017 Page 2 of 2 Candlewood Apartments. Fiscal Impact The fiscal impact is the cost of the change orders which will be paid from the Housing Authority's Bond Project Funds. Submitted by: Reviewed: Veronica Tapia, Senior Management Analyst ,Y.or.iit Moore, Director of Finance Approval: auri Aylaian, Executive Directo VAT:tbm Ape'14 J.-p BY C eOt fM,C_ °''"ri VERIFIED BY: Original on file with City Clerk's Offic C \USERS\VTAPIA\DOCUMENTS \SR-CANDLEWOOD DECK IMPS - RATIFY CO NO 1 9-28-17.DOC PALM DESERT HOUSING AUTHORITY_ CONSTRUCTION CHANGE ORDER Contract Purpose Contractor's Name Address: Candlewood Deck Improvements Ryder Corp. 1950 Compton Avenue #113 Corona, CA 92881 Contract # / P.O. # Change Order No. Contingency: Account No. Project No. Vendor No. HA35180 I RPM 1 and 2 YES X I NO X 8718693-4405000 You are hereby requested to comply with the following changes from the contract plans and specifications: DESCRIPTION OF CHANGES 1) Deck Slope Remediation ($99,344 to come from Allowance) 2) Rebuild Bridges JUSTIFICATION: TOTAL BUDGET FOR PROJECT: Less: Expend. & Encumb. To Date: Less: This Change Order Amount: BALANCE OF BUDGET REMAINING FOR PROJECT: TOTALS: NET CHANGE IN CONTRACT PRICE: + 745,081.00 - 496, 721.00 - 135,820.00 112, 540.00 DECREASE In Contract Price INCREASE In Contract Price 123,500.00 12,320.00 135,820.00 135,820.00 CONTINGENCY: Amount Approved by Authority: + 149,016.00 Less: Prior Amendment(s): - Less: This Amendment: - 36,476.00 Balance Remaining of Contingency: 112,540.00 The amount of the Contract will be (Dcccrreased) Increased by the Sum of: Thirtv-Six Thousand Four Hundred and Seventv-Six Dollars ($36,576.00). G \rda\Veronica Tapia\Word Files\PDHA\Candlewood Decks\Candlewood Decks CO#1 - Form 9-28-17.doc See reverse ... Contract HA35180 Change Order No. 1 and 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 Palm Desert Housing Authority, otherwise referred to as Owner. Contract Time Extension -0- Days. Revised Contract Total $632,541 The undersigned Contractor approves the foregoing Change Order # 1 and 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 # 1 and 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. 1. REQUESTED BY: 2. ACCEPTED BY: 3. CERTIFIED FUNDS AVAILABLE: EXECUTIVE DIRECTOR FINANCE DIRECTOR NOTE: No payments will be made prior to Executive Director and Authority Board approval CONTRACTOR Date Accepted 4. APPROVED BY: JAN C. HARNIK, CHAIRMAN 09/28/2017 SECRETARY 09/28/2017 G \rda\Veronica Tapia\Word Files\PDHA\Candlewood Decks\Candlewood Decks CO#1 - Form 9-28-17 doc See reverse ... flViR CnQP tliAS 'AITt'TTtjN _tK.. �f �.�IGN 1950 Compton Ave, SI'E 113 Corona, CA 92881 951.371.8638 j 951.371.8369 fax Submitted To PALM DESERT HOUSING AUTHORITY 73-510 FRED WARING DRIVE PALM DESERT, CA 92260-2578 Description Change Order 1 Deck Slope Building A, B & C Date 9/8/2017 Property Address CAND1.IiWOOD IIA-35180 74-000 SHADOW MOUNTAIN DR. PALM DESERT, C.'\ 92260 Remove existing plywood substrate as needed to run drain lines in 2nd floor deck framing Penetrate through the stucco lid at the beams and turn down with down spouts on the exterior Provide and Install (13) thirteen Deck Floor drains at the second floor balcony/Entries Replace Plywood were removed for drain work Remove Existing Entry door Threshold Install new Deck to Door Sheet Metal Pan Provide and Install new Threshold Repair Deck to Wall Flashing where damaged with PliDek repair detail Slope decking upto 1' towards new Deck Floor Drains and away from the building Existing Weep Screed, Deck to Wall Flashing and Stucco to remain intact Thank you for your business. 4:4240YtCi '. Qty Estimate Estimate # 2017-291 Estimate Valid for 30 Days Rate Total 13 3,000.00 39,000.00 13 1,500.00 19,500.00 1 65,000.00 65,000.00 Total $123,500.00 Tapia, Veronica From: Aylaian, Lauri Sent: Thursday, September 14, 2017 6:10 AM To: Moore, Janet Cc: Tapia, Veronica Subject: RE: Change Order - Ryder - Candlewood Decks The project that just keeps on giving.... Thanks for the info (and for your subsequent email, Veronica). And go ahead and sign it, Janet. We'II need to take this to the meeting on the 28th for ratification. LA Lauri Aylaian City Manager City of Palm Desert 73-510 Fred Waring Drive Palm Desert, CA 92260 760.346.0611 (office) From: Moore, Janet Sent: Wednesday, September 13, 2017 3:20 PM To: Aylaian, Lauri Cc: Tapia, Veronica Subject: Change Order - Ryder - Candlewood Decks Lauri, to jog your memory I copied an earlier email from Veronica (below in green) about a change order that was already expected. I bolded the section that mentions the change order after the contractor's initial inspection. The contractor now has access and their expected fix is twice the amount previously communicated because they can't accomplish the slope without having to make modifications to the inside of the units (ramps inside at the doors). I was not a fan of that option so they looked at it again and came up with the installations of drains to resolve the issue. This is a better solution in my opinion and Jeremy from Building reviewed it and thinks it is a feasible solution as well. The contractor is moving tenants starting Monday and they would like an approval before they begin work. I have attached the request along with the information showing the authority of the City Manager to sign the change order (staff report). Since it is an unusual situation and the amount is $123,500 I want you to be aware of it before its approved. If you are okay with it, I don't have any issue signing on your behalf. Let me know. icid:imaee001.jo c 01D32CA1.82278060) Janet Moore Director of Finance 1 vrrp two STP,PcnoNk PIS IGN 1950 Compton Ave, STF, 113 Corona, CA 92881 951.371.8638 1951.371.8369 fax Submitted To PALM DESERT HOUSING AUTHORITY 7 3 - 5 1 0 FRED WARING DRIVE PALM DESERT, CA 92260-2578 Description Date 9/15/2017 Property Address CAND1,EWOOD 11A-35180 74-000 SIIADOW MOUNTAIN DR. PALM DESERT, C-1 92260 Change Order 2 Walkway Bridge Rebuild Building A to B 1 Demo additional 148 Sqlk of Plywood Dcmo additional 148 SqFt of Stucco Lid Remove and Replace two (2) center 4x10 x12' DF Beams to existing 4x12 Double Beams Remove and Replace nine (9) 2x10 DF Joist with (18) U210 Hangers and Fasteners Install 148 SqFt of Plywood Install 148 SqFt of Stucco Lid Prune and Paint to match Building B Credit Existing Beam to remain on outer corner of Unit 14 that the Bridge hangs off of Building B to C Demo additional 148 SqFt of Plywood Demo additional 148 SqFt of Stucco Lid Remove and Replace two (2) center 4x10 x12' DF Beams to existing 4x12 Double Beams Remove and Replace nine (9) 2x10 DF Joist with (18) U210 Hangers and Fasteners Install 148 SqFt of Plywood Install 148 SqFt of Stucco Lid Prune and Paint to match AeprovecI Thank you for your business. Qty I Total Estimate Estimate # 2017-299 Estimate Valid for 30 I )av, Rate 9,500.00 -6,680.00 9,500.00 Total 9,500.00 6,680.00 9,500.01 $12,320.00