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CC 2015-10-13_08f Approval of Change Order_2015 Street Repairs ARROYO INCORPORATED�y " m MEMORANDUM * JULY 10, 1811 ,f Cl-'CIFORN\P TO: CITY COUNCIL FROM: GEOFF ENGLISH, PUBLIC WORKS DIRECTORe5:;e SUBJECT: CONSIDERATION OF APPROVAL OF A CHANGE ORDER TO THE CONTRACT WITH R. BURKE CORPORATION FOR ADDITIONAL WORK RELATED TO THE 2015 STREET REPAIRS, PAULDING WALL AND BRISCO ROAD PAVING DATE: OCTOBER 13, 2015 RECOMMENDATION: It is recommended the City Council approve a Contract Change Order with R. Burke Corporation for the following project expenses: 1. Approve additional expenses in the amount of $49,345 for additional work on the 2015 Street Repair project; 2. Approve an additional $10,234 for project contingency for the Brisco Road Under-crossing paving portion of the 2015 Street Repair project; and 3. Approve additional expenses in the amount $40,000 for additional paving and drainage work related to the Paulding Wall project. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The 2015/2016 Capital Improvement Program Budget includes $1,034,167 for the subject project expenses. No additional appropriation is necessary as the current budget allocations are sufficient to cover all previous and proposed project costs: REVENUE Pavement Management Fund FY 2015116 $878,267 FY 2014115 Carry Over $155,900 TOTAL REVENUE $1,034,167 EXPENDITURES 2015 Street Resurfacing- PW 2015-07 $263,800 2015 Street Repairs- PW 2015-06 $577,126 CCO- Paulding Wall Paving $40,000 CCO-Street Repair- Fair Oaks $49,345 CCO- Brisco Paving Contingency $10,234 TOTAL EXPENDITURES $940,505 Projected Balance $93,662 Item 8.f. - Page 1 CITY COUNCIL CONSIDERATION OF APPROVAL OF A CHANGE ORDER TO THE CONTRACT WITH R. BURKE CORPORATION FOR ADDITIONAL WORK RELATED TO THE 2015 STREET REPAIRS, PAULDING WALL AND BRISCO ROAD PAVING OCTOBER 13, 2015 PAGE 2 BACKGROUND: On June 23, 2015, the City Council awarded a contract to R. Burke Corporation in the amount of $524,660 for the 2015 Street Repair project. The work completed in the project included road surface repairs that involved the grinding and repaving of isolated pavement failures. Dependent upon the encountered condition, additional material needed to be removed from the roadway sub-grade and stabilized. The roadway structural section was then rebuilt through the placement and compaction of base rock and asphalt pavement. The contract with R. Burke included street repair work on the following schedules: Schedule A -Asphalt Overlay Brisco Road; from the El Camino Real to West Branch Street Schedule E -Asphalt Overlay Harrison Street: from McKinley to end of cul-de-sac Schedules B through D, F through G Preparation work for the 2015 Street Resurfacing Project (Attachment#1) Alternates Preparation work for the 2015 Street Resurfacing Project (Attachment#1) The street repair work listed above has largely been completed with the exception of road repair work being completed at the Brisco Road under-crossing at Highway 101, which will be completed later this month and Rodeo Drive which will be addressed in the next paving cycle. ANALYSIS OF ISSUES: During the 2015 Street Repair project, substantially more "failed" pavement sections were encountered on streets proposed for resurfacing requiring additional "grinding and repaving" work, particularly on Fair Oaks Avenue. Staff directed the completion of the additional pavement repair work, however failed to reduce work on other road segments to compensate for the additional expenditures and, as a result, the cost for the additional "grinding and repaving" work exceeded the 10% project contingency funds approved by the City Council. The additional work was necessary and is within the total budget of the Pavement Management Project account, however not within the previously authorized Council approved limits. Staff is requesting that the City Council approve a Change Order in the amount of $49,345 to cover the additional street repair work. Additionally, staff is requesting that the City Council approve additional work for the Paulding Wall project. The 5 Cities Men's Club completed an extremely generous volunteer project to reconstruct the historic Paulding Wall. However, necessary drainage work and road repair work at the project site was not completed as part of the volunteer effort. For expedience purposes in order to complete the work quickly so that the temporary traffic control measures, including the K-rail, could be removed, staff Item 8.f. - Page 2 CITY COUNCIL CONSIDERATION OF APPROVAL OF A CHANGE ORDER TO THE CONTRACT WITH R. BURKE CORPORATION FOR ADDITIONAL WORK RELATED TO THE 2015 STREET REPAIRS, PAULDING WALL AND BRISCO ROAD PAVING OCTOBER 13, 2015 PAGE 3 engaged R. Burke Corporation, which was already working under contract with the City, to complete the improvements on a time-and-materials basis. The cost for this work is covered by the Paulding Wall project account and the Pavement Management Program budget. Staff is requesting that the City Council approve a Change Order in the amount of$40,000 to cover the Paulding Wall paving and drainage improvement work. Finally, staff is requesting additional project contingency of $10,234 related to the paving repair work under the Brisco/Highway 101 overpass. This road repair work is currently underway and staff anticipates that this work will be completed without the need to use contingency funds, however unknown conditions encountered during construction may necessitate additional expenses. ADVANTAGES: Approval of the Contract Change Order will allow staff to close out the project administratively and to pay the Contractor, R. Burke Corporation, for work completed. Approval of additional contingency funding will allow staff to proceed with completion of street repair work on the Brisco Road under-crossing at Highway 101 and to cover any unforeseen project costs. DISADVANTAGES: No significant disadvantages have been identified. ALTERNATIVES: The following alternatives are provided for the Council's consideration: 1. Approve staffs recommendations to increase contingency funding and approve the Change Order to R Burke Corporation for the additional work; or 2. Provide direction to staff. ENVIRONMENTAL REVIEW: The project is categorically exempt from CEQA pursuant to Guidelines Section 15301(c). PUBLIC NOTIFICATION AND COMMENTS: The agenda was posted at City Hall on Thursday, October 8, 2015. The agenda and staff report was posted on the City's website on Friday, October 9, 2015. No public comments were received as of the time of preparation of this report. Attachments: 1. 2015- Street Repair project— Road segments 2. R. Burke Construction- Change Order Item 8.f. - Page 3 ATTACHMENT#1 2015 STREET REPAIR ROAD SEGMENTS Schedules B through D, F through G Street from To Schedule B Miller Circle Miller Way End of Cul-de-Sac Miller Way Le Point Street End of Street Le Point Street Nevada Street N. Mason Street Schedule C Alpine Street(N) East Grand Ave Faeh Ave Bell Street Faeh Bennett Ave Bell Street Bennett Ave Cornwall Bell Street Cornwall Ave E.Grand Bennett Ave Halcyon Road El Camino Real Cornwall Ave N. Rena Street El Camino Real Faeh Ave N.Alpine El Camino Real Oak Street East Grand Ave El Camino Real Rena Street(N) East Grand Ave Bennett Ave Schedule D Fair Oaks Avenue Woodland Drive Valley Road Fair Oaks Avenue Valley Road Orchard Road Fair Oaks Avenue Orchard Road Traffic Way Schedule F Car Corral Park Parking Lot Schedule G Corporation Yard Parking Lot Alternates Street From To Alternate 1 Mercedes Lane Rodeo Drive Old Ranch Road Mercedes Lane Old Ranch Road End of Cul-de-Sac Old Ranch Road West Branch Street Mercedes Lane Alternate 2 Emerald Bay Rodeo Drive End of Cul-de-Sac Emerald Bay End of Cul-de-Sac Rodeo Drive RrAd-e9-Drive C.,.n...l,d Q-,.,n.;..., james .Rc9d-P_A-IPFi�f@ james Way r,,.l e f. r..l a„ Sae flBnFnnrinn 1,nn Emerald Bay Wive Item 8.f. - Page 4 ATTACHMENT 2 CONTRACT CHANGE ORDER NO. 2 to CITY CF Project 2015 Citywide Street Repairs and Brisco Under-crossing Overlay �- PW 2015-06 Contractor: R.Burke Corporation` THE FOLLOWING CHANGES ARE HEREBY MADE TO THE CONTRACT DOCUMENTS: Lu's OBISPO 013 DESCRIPTION OF CHANGE: Addition Grind and Overlay work on Fair Oaks Avenue and other project locations, Paving and drainage improvements associated with the Paulding Wall Restoration project CHANGE IN CONTRACT PRICE: Additional AC Grind and replace $ 49,345.00 Paulding Wall drainage and paving work(T&M) $ 40,000 00 $ 0.00 Total Price $ 89,345.00 JUSTIFICATIONS: During the 2015 Street Repair project,substantially more"failed"pavement sections were encountered on streets proposed for resurfacing requiring additional"grinding and repaving"work,particularly on Fair Oaks Avenue. Additional drainage and paving work resulting from the Paulding Wall Restoration project CHANGE TO CONTRACT PRICE Original Contract Price. $ 577,126.00 Net Change in Contract Price due to all previous Change Orders $ 0.00 Net Change In Contract Price due to this Change Order: $ 89,345.00 New Contract Price including all Change Orders: $ 666,471.00 CHANGE TO CONTRACT TIME Notice to Proceed 27-Jul-15 Original Contract Time(days) 30 Original Contract End Date- 25-Aug-15 Net Change in Contract Time due to all previous Change Orders(days): 0 Net Change in Contract Time due to this Change Order(days): 0 New Contract Time(days): 30 New Contract End Date: 25-Aug-15 APPROVALS REQUIRED: RECOMMENDED BY: CONTRACTOR ACCEPTANCE Project Manager Date R. Burke Corporation Date APPROVED BY- Public Works Director Date City Manager Date Item 8.f. - Page 5 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.f. - Page 6