HomeMy WebLinkAboutR29420A - CO1 - DWGR Lkvw Terrace XpnsnPALM DESERT REDEVELOPMENT AGENCY
STAFF REPORT
REQUEST: APPROVAL OF CHANGE ORDER NO. 1 TO CONTRACT NO.
R29420A WITH DAVISREED, INC. IN THE CUMULATIVE AMOUNT
OF $70,025.00 FOR THE LAKEVIEW TERRACE EXPANSION
PROJECT AT DESERT WILLOW GOLF RESORT
SUBMITTED BY: Martin Alvarez, Redevelopment Manager
Heather Buck, Project Coordinator
CONTRACTOR: DavisReed, Inc.
12250 El Camino Real, Suite 103
San Diego, CA 92130
DATE: November 18, 2010
CONTENTS: Change Order No. 1
Change Order Photographs
Progress Photographs
Recommendation
By Minute Motion:
Approve Change Order No. 1 to Contract No. R29420A with
DavisReed, Inc. in the cumulative amount of $70,025.00 for
unforeseen site conditions and items not included in the original
contract for the Lakeview Terrace expansion at Desert Willow Golf
Resort;
2. Authorize the Chairman to execute the said documents; and
3. Authorize the Finance Director to transfer $70,025.00 from contingency
to base for Change Order No. 1, Account No. 851-4663-454-4001.
Executive Summary
The expansion of the Lakeview Terrace at Desert Willow Resort adds 150 seats to the
outdoor patio and increases the outdoor banquet capacity by 250 seats. The expansion
includes a new outdoor bar, canopy structure, outdoor fire pit, fireplace, and the
flexibility to host multiple events simultaneously. The terrace expansion commenced in
August 2010 and is 90 percent complete. Approval of staff's recommendation will
authorize Change Order No. 1 in the cumulative amount of $70,025.00 to address
unforeseen site conditions, minor structural upgrades, credits, and miscellaneous items
not included in the scope of the project.
Staff Report
Change Order No. 1, Contract No. R29420A Lakeview Terrace Expansion
November 18, 2010
Page 2 of 5
The proposed modifications will improve the project's overall safety, operations, and
resort quality. Staff recommends approval.
Attached please find a summary table with itemized costs and credits for Change Order
No. 1:
DESCRIPTION
Unforeseen Site Conditions:
Relocation of 12 inch golf course irrigation water line under lower terrace
Remove mold and rebuild delaminated exterior column
Relocation of conduits and water lines not included in project scope
Addition of steel top rail for new glass railing at fire pit and fireplace areas
Repainting of exterior columns adjacent to new ballroom storefront and doors
Added drain line in basement for misting system
Added core holes in column veneer for light fixtures
Added concrete bands at deck to tie in seeded aggregate concrete
Addition concrete demo to tie in existing patio to expanded deck
ADA Requirements:
Added retaining wall, new curbing at west end to meet ADA slope
requirements
Re -grade west sidewalk to meet ADA slope requirements
Structural Modifications:
Addition of custom heater brackets at new and existing canopy
Added steel supports at new canopy to support steel cover
Miscellaneous Items:
Permit fees to the City not included in the project specifications
SUBTOTAL
Credits:
COST
$25,568.00
$11,748.00
$ 5,151,00
$ 5,500.00
$ 6,206.00
$ 3,762.00
$ 1,357.00
$ 1,385.00
$ 2,600.00
$13,971.00
$ 1,200.00
$ 1,766.00
$ 5,000.00
$ 5,453.00
$90,667.00
Deletion of jobsite trailer from project scope ($ 1,500.00)
Material change from aluminum to tubular steel for handrail ($15,693.00)
Deletion of 4 patio heaters not required ($ 1,500.00)
Deletion of downspout and gutter ($ 1,500.00)
Deletion of portion of canopy sandblasting scope ($449.00)
SUBTOTAL F ($20,642.00)
CUMULATIVE TOTAL 1 $ 70,025.00
Backaround
On December 10, 2009, the Agency Board approved the design of the Lakeview Terrace
expansion project. The project scope includes, but is not limited to the following
components:
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Staff Report
Change Order No. 1, Contract No. R29420A Lakeview Terrace Expansion
November 18, 2010
Page 3 of 5
• Expansion of the existing outdoor terrace seating capacity by 100 guests and
banquet capacity by 250; approximately 13,000 square feet.
• New exterior bar, new steel canopy, service counters, fire pit, outdoor fireplace,
and landscaping.
• Expansion to the ballroom's northwest corner and to the Private Dining Room's
north elevation totaling 315 square feet.
The project adds flexibility to host multiple events simultaneously while preserving the
ability to service residents and guests.
The construction plans were completed by S.M.S. Architects, and the construction bids
were opened on June 22, 2010. On July 27, 2010, the Agency Board awarded a
contract to DavisReed, Inc. in the amount of $1,295,000.00 with a 10 percent
contingency ($129,550.00) for the expansion of the Lakeview Terrace at Desert Willow
Resort. The Notice to Proceed was issued to DavisReed, Inc. on August 9, 2010, with
an aggressive completion scheduled by the end of October (75-day contract).
The Lakeview Terrace expansion project continues to make progress and is
approximately 90 percent complete (see attached construction progress photographs).
Change Order No. 1
The construction project involving renovations and expansions are subject to
unforeseen field conditions that are often discovered during construction. These field
conditions often require retrofitting and modifications to meet current building codes and
avoid conflicts with the proposed design.
Change Order No. 1 consists of three categories required to address unforeseen site
conditions, structural modifications, miscellaneous items, and credits.
Unforeseen Site Conditions:
As part of the construction of the Desert Willow Kitchen/Building expansion, the
contractor has encountered several unforeseen site conditions that are not part of the
construction scope. These unforeseen site conditions include the following items:
• Relocation of a 12 inch main golf course irrigation line running underneath the
proposed lower terrace. During the excavation of the lower terrace footings, one
of the golf course main irrigation lines was discovered. In order to avoid future
maintenance and safety concerns, the 12 inch irrigation line requires relocation to
the north side of the existing golf cart path to avoid any structural elements above
it.
• Rebuild of exterior column with mold condition. During the installation of electrical
and gas conduits in an existing column, the contractor discovered that the
column had several inches of standing water. Water had penetrated the top of
the column adjacent to the roof eave. The standing water had developed mold
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Staff Report
Change Order No. 1, Contract No. R29420A Lakeview Terrace Expansion
November 18, 2010
Page 4 of 5
and the wood indicated signs of stress. After consulting the structural engineer,
the recommendation was to rebuild the column and fix the leaking condition at
the top of the column.
• Relocation of electrical and irrigation lines not identified on the as -built plans.
• Addition of steel top rail for new glass railing. In order to avoid damage to the
glass railing located at the fire pit and fireplace areas, a top rail was added to
protect the glass. This detail was not included in the construction plans.
• Repainting the exterior columns outside the ballroom. As part of the project
scope, the existing canopy receives new paint to match the new canopy color.
The exterior steel columns located in front of the ballroom also require painting to
match the quality and appearance of the rest of the terrace.
• Added drain line in the basement to collect excess water produced by the new
misting system.
• Added core holes in the column veneer to install the light fixtures. In order to
install the new light fixtures at the terrace column, additional core holes are
required to mount the fixtures flush on the stone veneer.
• The addition of a concrete band along the edge of the terrace was installed to
properly terminate the seeded aggregate concrete at the edge of the terrace.
• Additional concrete demolition was required to properly transition the existing
patio deck with the new concrete. The transition was not properly illustrated on
the plans.
The total cost to address these unforeseen items is $58,126.00. Staff recommends
approval.
Structural Modifications:
In order to properly install the new heaters on the new and existing canopies, custom
brackets are required to be welded to structurally receive the heaters. In addition, steel
supports are required to properly support the steel canopy over the bar area. The cost
to address these modifications is $6,766.00. Staff recommends approval.
Miscellaneous Items:
The proposed modifications under this category include the following items:
• Permit fees to the City of Palm Desert, not included as part of the project
specifications ($5,453.66).
Credits:
As part of the construction process, several items were eliminated from the project
scope, which produced a credit to the Agency's contract. The following credits were
received from the contractor:
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Staff Report
Change Order No. 1, Contract No. R29420A Lakeview Terrace Expansion
November 18, 2010
Page 5 of 5
• Deletion of jobsite trailer from project scope.
• Material change from aluminum to tubular steel for handrail.
• Deletion of four patio heaters not required at the existing canopy.
• Deletion of downspout and gutter.
• Deletion of portion of canopy sandblasting scope.
The total credit received for these items is $20,642.00.
The project architect, staff, and the construction manager have reviewed these change
orders, and have deemed them acceptable and consistent with industry standard costs.
A majority of the change order items have added scope to the project and are required
to properly address, health and safety items, and ensure the project meets the
operational needs and the aesthetics expected at Desert Willow Resort.
Staff recommends that Change Order No. 1 be approved in the cumulative amount of
$70,025.00 and that these funds be transferred from contingency to the base contract,
leaving a contingency balance of $59,525.00 (4%).
Fiscal Analvsis
As part of the contract approval, a 10 percent contingency in the amount of $129,550.00
was allocated. Change Order No. 1 results in a cost of $70,025.00, which can be
absorbed by the project's contingency (Account No. 851-4663-454-4001). The project is
funded with Redevelopment Agency funds; therefore there is no fiscal impact on the
City's General Fund.
4Submitted By:
Alvarez, Re evelopment Manager
Department Head:
Just McCarthy, AC�&,or hedevelopment
In c&,, �)
ohimuth, Executive Director
F,
Paul S.
uck, Project Coordi ator
r of Finance
1
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�._ . BY PDA
4
ON
VERIFIED BYJ
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PALM DESERT REDEVELOPMENT AGENCY Contract # / P.O. # I R29420A 16931
CONSTRUCTION CHANGE ORDER Amendment
Change Order No..
1
Contingency: YES X NO
Contract Purpose Desert Willow Lakeview Terrace Expansion Account No. I 851-4663-454-4001
Contractor's Name Davis Reed Construction Project No.
Address: 12250 El Camino Real, Ste 325 Vendor No. ( 11470
San Diego, CA 92130
You are hereby requested to comply with the followinq chanqes from the contract plans and specifications:
DECREASE
INCREASE
DESCRIPTION OF CHANGES
In Contract Price
In Contract Price
Relocate 12" irrigation water line
25,568.00
Rebuild exterior column
11,748.00
Relocate Conduits &water lines
5,151.00
Add top rail at fire pit &fireplace areas
5,500.00
Repaint exterior columns
6,206.00
Add misting system drain line in basement
3,762.00
Add column coring for light fixtures
1,357.00
Add tie bands between deck & concrente
1,385.00
Additional concrete demolition
2,600.00
Add retaining wall, curbing for ADA requirements
13,971.00
Re -grade west sidewalk for ADA requirements
1,200.00
Added heater brackets at canopies
1,766.00
Add steel supports at new canopy
5,000.00
Additional permit fees
5,453.00
Delete jobsite trailer
1,500.00
Change handrail from aluminum to tubular steel
15,693.00
Delete 4 patio heaters
1,500.00
Delete downspout& gutter
1,500.00
Delete portion of canopy sandblasting scope
449.00
TOTALS:
2Q642.00
90,667.00
NET CHANGE IN CONTRACT PRICE:
70,025.00
JUSTIFICATION:
To address unforeseen site conditions, structural modifications and miscellaneous items not in project scope.
TOTAL BUDGET FOR PROJECT: + 1,425,050.00 CONTINGENCY:
Less: Expend. & Encumb. To Date: - 1,295,500.00 Amount Approved by Board: + 129,550.00
Less: This Change Order Amount: - 70,025.00 Less: PriorAmendment(s): - -
BALANCE OF BUDGET Less: This Amendment: - 70,025.00
REMAINING FOR PROJECT: 59,525.00 Balance Remaining of Contingency: 59,525.00
The amount of the Contract will be (DeGreased) Increased by the Sum of: Seventy Thousand, Twentv-five
and No/100 Dollars ($70,025.00).
G:1rda\Agenda Items111-18-100a0sReed R29420A-Chng 1.doc See reverse
Contract R29420A Change Order No. 1 Continued from front
This Contract Amendment covers changes to the subject contract as described herein. The consultant shall perform
all work as necessary or required to complete the Contract Amendment items for a lump sum price agreed upon
between the Consultant and the Palm Desert Redevelopment Agency, otherwise referred to as Owner.
Contract Time Extension -0- Days.
Revised Contract Total $1,365,525.00
The undersigned Consultant 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 Consultant 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 Contract
Amendment items. This document will become a supplement of the contract and all provisions will apply hereto. It is
understood that the Contract Amendment shall be effective when approved by the Owner.
Execution of this Contract Amendment by the Consultant 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 Contract Amendment, whether known or unknown, including but not
limited to direct and indirect costs and/or damages for delay, disruption, acceleration, and loss of productivity, 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:
EXECUTIVE DIRECTOR CONTRACTOR
3. CERTIFIED
FUNDS AVAILABLE: 4. APPROVED BY:
FINANCE DIRECTOR CINDY FINERTY, CHAIRMAN
NOTE: No payments will be made
prior to Executive Director and
Agency Board approval SECRETARY
11 /18/2010
Date Approved
11 /18/2010
Date Approved
GArda\Ngenda Items\11-18-10\DaosReed R29420A-Chng t.doc See reverse
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Progress Photos
View looking south from existing cart path to the new terrace, railing, and stone veneer
adjacent to ballroom.
View of 18th green from new east terrace area adjacent to Palm Desert Room.
G.W~in MvmOnen WiNa MOa-FgSWMpt.d=
View looking east of new terrace, finished seeded concrete, and painted metal railing.
View of new lower terrace, canopy, and outdoor bar area.
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