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
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