CC 2013-10-22_08.f. Contract for Drainage ImprovementsMEMORANDUM
TO: CITY COUNCIL
FROM:
BY:
GEOFF ENGLISH, PUBLIC WORKS DIRECTOR
MIKE LINN, ASSISTANT CITY ENGINEER
SUBJECT: CONSIDERATION TO INCREASE CONTRACT AUTHORIZATION FOR
CONSTRUCTION OF THE CITYWIDE DRAINAGE IMPROVEMENTS,
PROJECT PW 2013-04
DATE: OCTOBER 22, 2013
RECOMMENDATION:
It is recommended the City Council increase the authorization of the City Manager to
approve contract change orders to the contract with V. Lopez Jr. & Sons from $9,030 to
an amount not to exceed $20,800.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The FY 2013-14 Capital Improvement Program budget currently includes $111,332 for
the project. The estimated cost for the entire project (design, construction, contract
administration and inspection) was approximately $107,000. The actual total cost of the
entire project, including all contract extras, is approximately $111,000. Therefore, the
work has exceeded the contract authorization amount, but remains within the budget.
No additional allocation is necessary.
BACKGROUND:
On July 9, 2013, the City Council awarded a construction contract to V. Lopez Jr. &
Sons in the amount of $90,301.50 and authorized the City Manager to approve change
orders for 10% of the contract amount $9,030.00.
On August 2, 2013, staff issued a Notice to Proceed to the contractor. The project is
essentially complete with the exception of the installation of fossil filters (debris
catchers) in the two new catch basins along West Branch Street.
ANALYSIS OF ISSUES:
Staff monitored the work of the contractor throughout the construction project and
authorized changes to the scope of work as necessary to address field constraints and
conditions. During excavation to replace an existing drainage inlet on the north side of
West Branch Street, located approximately 100 feet west of Wesley Street (adjacent to
Bank of America), the construction was complicated by the following:
• The surrounding soil, composed mostly of pea gravel and sand, caused the sides
of the trench to slough, doubling the size of the excavation. The contractor was
Item 8.f. - Page 1
CITY COUNCIL
CONSIDERATION TO INCREASE CONTRACT AUTHORIZATION FOR CONSTRUCTION OF THE
CITYWIDE DRAINAGE IMPROVEMENTS, PROJECT PW 2013-04
OCTOBER 22, 2013
PAGE2
required to bring in a "trench box" to stabilize the excavation and enable the
construction to continue,
• The record search performed during the project design indicated one pipe
entering the existing drainage inlet from the adjacent property. Three separate
galvanized pipes were discovered entering the existing catch basin, all three
bedded with pea gravel. The existing pipes had deteriorated and the contractor
was forced to remove and replace approximately 10 feet of the pipes to tie-into
the new drainage inlet.
• Tree roots from adjacent trees required removal to enable the installation to
continue.
• Since the excavation doubled in size, additional slurry backfill, sidewalk
construction and paving was necessary to complete the installation.
Staff had already directed various changes to the project upon discovery of the
realization of the magnitude of work required to complete the drain inlet construction.
Since it was unclear as to the extent of the work required, all work was performed on a
time and materials basis under the direct supervision of the City. Due to the impending
Harvest Festival and possible safety concerns (the drainage inlet was along the parade
route), staff directed the contractor to continue the installation even though it exceeded
the contract authorized amount by $12,000 over the Council approved construction
contract.
ALTERNATIVES:
The following alternatives are provided for the Council's consideration:
1. Approve staff's recommendation to increase the contingency budget from $9,030
to $20,800;
2. Provide direction to staff.
ADVANTAGES:
Increasing the project contingency amount will enable the City to close out the project
and return any remaining funds to the Sales Tax Fund.
DISADVANTAGES:
No disadvantages were identified at this time.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Guidelines Section
15301(c).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted on Thursday, October 17, 2013. The agenda and staff report
was posted on the City's website on Friday, October 18, 2013. No public comments
were received as of the time of preparation of this report.
Item 8.f. - Page 2
CITY COUNCIL
CONSIDERATION OF ADDITIONAL FUNDING FOR CONSTRUCTION OF THE CITYWIDE DRAINAGE
IMPROVEMENTS, PROJECT PW 2013-04
OCTOBER 22, 2013
PAGE3
ENVIRONMENTAL REVIEW:
The project is categorically exempt from CEQA pursuant to Guidelines Section
15301 (c).
PUBLIC NOTIFICATION AND COMMENTS:
The agenda was posted on Thursday, October 17, 2013. The agenda and staff report
was posted on the City's website on Friday, October 18, 2013. No public comments
were received as of the time of preparation of this report.
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