HomeMy WebLinkAboutHA35180 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).
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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
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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