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Home My WebLink About2007/02/06 Item 8 CITY COUNCIL AGENDA STATEMENT ;$\!.jf:.. ClIT OF .-- CHUIA VISTA 2/6/07, Item~ SUBMITTED BY: RESOLUTION RATIFYING CITY STAFF'S ACTION ON APPROVING A CHANGE ORDER WITH PORTILLO CONCRETE, INe. TO COMPLETE THE "SIDEWALK REPLACEMENT AT VARIOUS LOCATIONS, FY 2006 (JY-065L)" PROJECT DIRECTOR OF GENERAL SERVlqS~<i\-c DIRECTOR OF PUBy.eWORKS/y><J CITY MANAGER 'J ( ITEM TITLE: REVIEWED BY: 4/STHS VOTE: YES 0 NO ~ BACKGROUND On March 7, 2006 by Resolution No. 2006-070 the City of Chula Vista awarded the contract to Portillo Concrete, Inc. for the "Sidewalk Replacement at Various Locations, FY 2006 (JY- 065L)" project. During the course of construction, unforeseen circumstances caused an increase in quantities for the project beyond what was anticipated during the preparation of the project specifications, which resulted in a change order that exceeds the Director of Public Works authorized limits set per Council Policy No. 574-01 (Attachment A). This policy allows City staff to conduct change orders to a maximum of 10% of the original contract amount ($7,411.00). Any changes orders beyond this amount would require City Council action. The total change order for this project is $13,000.00 ($5,589.00 requires City Council action). This change order was necessary due to the following: scope of work increase and in order to complete locations on Supplemental List 2 of the contract. It is the intent of staff to request that the City Council ratify the actions taken for this project as stated in said Council Policy. Funds are available in the project to complete the necessary change order work. No additional appropriations are needed to undertake this work. Approval of tonight's resolution will ratify staffs action approving the change orders totaling $13,000 ($5,589.00 requires City Council action) for said projects in accordance with the City Council Policy No. 574-01. 8-1 2/6/07, Item~ Page 2 of 3 ENVlRONMENTALSTATEMENT The Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Act and has determined that the project qualifies for a Class I categorical exemption pursuant to Section 15301 of the State CEQA Guidelines. Thus, no further environmental review is necessary. RECOMMENDATION That Council adopt the resolution. BOARDS/COMMISSION RECOMMENDATION Not applicable. DISCUSSION The sidewalk rehabilitation project, awarded to Portillo Concrete, Inc., consists of the removal and replacement of displaced curbs, gutters, sidewalks, and driveways. The work includes excavation and grading, PCC sidewalks, driveways, curbs & gutters, asphalt concrete pavement, removal and disposal of existing improvements, traffic control, protection and restoration of existing improvements, other miscellaneous work, and all labor, material, equipment, and transportation necessary for the project. During the course of construction for the sidewalk rehabilitation project, the sidewalk/concrete replacement caused an increase in quantities beyond what was anticipated during the preparation of the project specifications for the project. The primary cause of the sidewalk/concrete improvement damage is due to city trees causing an uplift in the concrete improvements. In some cases, additional areas were repaired due to the failing areas being larger than what was initially determined during the preparation of the contract. In addition, to take advantage of the current unit prices for concrete repair, City staff directed Portillo Concrete, Inc. to complete all locations in Supplemental List 2 of the contract. The above-mentioned construction changes resulted in a change order that exceeds the Director of Public Works' authorized limits set per Council Policy No. 574-01. Said change order is approximately $13,000 and consists of the following: adjustments due to differences between design quantities and field conditions and additional scope of work to complete all locations of Supplemental List 2 of the contract. Staff directed the Contractor to proceed with the work for the following reasons: · The additional repair areas were necessary to adequately repair the damaged concrete improvements. · The postponement of Supplemental List 2 of the rehabilitation of the sidewalk/concrete rehabilitation would leave potential hazards due to the displacement of the concrete improvements (i.e. tripping hazards). · Delays in authorizing the work prior to obtaining City Council approval would have exposed the City to substantial claims by the Contractor for remobilization, insurance, bonds, and construction site maintenance, among other things. 8-2 2/6/07, Item~ Page 3 of 3 . Postponement of the work to a future contract would likely lead to a higher cost due to escalating unit prices. All locations in the Priority I and 2 lists were completed. Typically for sidewalk rehabilitation projects, locations are shown in Priority I and Priority 2 with the intent to complete Priority 2 locations only if funds remain in the project after completing Priority 1 locations. Since a substantial amount of funds remained in the project to complete all of Priority 1 and Priority 2 locations, staff directed the Contractor to complete all locations listed in the contract. Approval of the resolution will ratify staffs action approving the change order totaling a maximum of $13,000.00 for said project in accordance with the City Council Policy No. 574-01. This policy allows City staff to conduct change orders to a maximum of 10% of the original contract amount ($7,411.00). Any changes orders beyond this amount would require City Council action. The total change order for this project is $13,000.00 ($5,589.00 requires City Council Action). DECISION MAKER CONFLICT Staff has reviewed the property holdings ofthe City Council and has found no property holdings within 500 feet of the boundaries of the property, which is the subject of this action. FISCAL IMPACT There is no impact on the General Fund and no additional appropriations are necessary as the funds for these improvements have been provided for as part of the Sidewalk Rehabilitation CIF lY -065L. JY-065L CONSTRUCTION CONTRACT Original Contract Amount (Portillo Concrete, Inc.) $74,114.00 Change Order No.1 $13,000.00 TOTAL CONSTRUCTION CONTRACT $87,114.00 ATTACHMENTS A. Council Policy No. 574-01 B. Priority 1 & Priority 2 Project Locations Prepared by: Jeff Maneda, Sr. Civil Engineer, General Services Department l:\Genera] Services\GS Administration\Council Agenda\JY065\JY065L Change Order A It3 Rev 011807 .doc 8-3 ~, 1 !....' , " , ~ ' COUNCIL POLICY CITY OF CHULA VISTA SUBJECT: CHANGE ORDERS - DIRECTOR OF POLICY EFFECTIVE PUBLIC WORKS NUMBER DATE PAGE 574-01 12-12-00 10fl ADOPTED BY: Resolution No. 12507 I DATED: 06-03-86 AMENDED BY: Resolution No. 2000-335 (09-26-00), Resolution No. 2000-451 (12-12-00) RArKC-ROTTND During the course of work on many City public works projects, it becomes apparent that certain changes must be made in the contract to obtain the finished product in its desired form. PlJRPOSR Since most of these changes are of a minor nature which do not change the scope of the project or affect the public health, safety, or welfare, delegating limited authority to approve change orders would result in significantly expediting these public works projects. POT Trv The Director of Public Works is hereby delegated limited authority to approve change orders for work being done under City public works contracts, as follows: 1 All change orders, except for those change orders exceeding or causing the exceedence of the amounts specified herein, shall be processed and approved by the Director of Public Works in accordance with the applicable project specifications. 2. No individual change order shall increase or decrease the original contract amount by more than $50,000. 3. The aggregate amount of all change orders shall not increase the contract amount by more than the amount specified below: Original Contract Maximum Aggregate Increase in Change Orders Range Up to $100,000 10% of the original contract amount $100,000 to $1,000,000 $10,000 plus 7% of the original contract amount over More than $1,000,000 $100,000 $73,000 plus 5% of the original contract amount over $1,000,000 The Director shall also be authorized to increase the time allowed for contract completion in association with any change order granted under this policy 4 All change orders involving changes in the scope of project, increases of contract amounts greater than outlined above or aspects conceming the public health, safety, or welfare, shall be submitted to the City Council for consideration. In those cases where the City Manager and Director of Public Works determine that the public health and safety are involved or a substantial claim could be submitted by the contractor for delays, the City Manager may exceed the above amounts provided for both individual change orders or the aggregate amount of change orders. The change order shall be submitted to the Council at the next regular Council meeting for ratification. ',--. ~I-<~!;:::~~' A 8-4 JY-065L SIDEWALK REHABILITATION LIST 00 I 01 " mOnO o u.. Priority Street 4" S/W CIG/SW CIG/SW 6" DW CIG AC CRUSHED AGG SURVEY # Street # Name (SF) (LF) (SF) (SF) (LF) (TONS) BASE (TONS) MON. 1 376 Roman Way 120 16 -- - 2 557 Douglas Street 120 3 1078 East" J" Street 95 19 - 4 966 Nolan Way 240 -- ~- _. 5 325 East Moss Street 144 30 .. 6 649 East Naples Street 132 0- . 7 908 Melrose Avenue 175 72 8 938 ----,--. Wayne Avenue 144 9 - 903 Mesa Court 130 10 832 Stanford Avenue 55 ---- -- - 11 828 Stanford Avenue 60 -- 12 243 Madrona 50 8.0 13 1485/89 Helix Way 10 250 7.5 10 14 1451 Judson Way 80 15 1355 Theresa Way 6.0 -----. -'-- 16 1361 Theresa Way 60 15 n._ ._~- - 17 65 East Paisley Street 8.0 ---.. ._- n 18 202 East Palomar Street 140 19 103 East Oneida Street 52 48 20 /221 Melrose Avenue 60 21 1443 Friars Place 70 22 32 Rivera Place 85 East Paisley Street - 23 42 3.0 24 - --. 603 Date Avenue 5.0 25 67 EI Capitan Drive 120 26 27 EI Copitan Drive 88 30 27 26 EI Capitan Drive 80 - .. 28 23 EI Capitan Drive 180 15 --..- 29 16 EI Capitan Drive 6.0 )'0 :1 'r=-- o :c 1f: m .'" ::t I 1m JY-065L SIDEWALK REHABILITATION LIST ()) I en ". Mono bOO IJW Priority Street 4" S/W C/G/SW C/G/SW 6" DW C/G AC CRUSHED AGG SURVEY # Street # Name (SF) (LF) (SF) (SF) (LF) crONS) BASE crONS) MON. 30 648 Claire Avenue 120 31 175 Sierra Way 40 32 652 Carla Ave. 80 10 .. 33 57 Montebella St. 160 --.-. 34 1011 Oaklown Avenue (on Moss) 80 35 122 Jefferson Avenue 40 36 126 Jefferson Avenue 60 37 170 Brightwood (Preschool) 40 10 38 32 E Shasta St. on Carla Ave. 64 -- 39 633 I Street on Madison Ave. 32 40 379 East Naples Street 40 41 361 Montcalm Avenue 120 .. 42 695 Myra Avenue 80 43 688 Myra Avenue 88 44 685 Myra Avenue 80 45 684 Myra Avenue 140 46 681 Myra Avenue 40 47 680 Myra Avenue 80 48 893 Myra Avenue 120 49 893 Maria Way 100 50 889 Maria Way 88 51 883 Maria Way 88 52 894 Maria Way 60 53 898 Maria Way 80 54 903 Maria Way 60 55 931 Maria Way 60 56 937 Maria Way 120 1 JY-065L SIDEWALK REHABILITATION LIST (Xl I ...... " Mono D uw Priority Street 4" s/W C/GISW CIGISW 6" DW CIG AC CRUSHED AGG SURVEY # Street # Name (SF) (LF) (SF) (SF) (LF) (TONS) BASE (TONS) MON. 57 1033 Nolan Avenue 38 15 - 58 2014 Waterbury Circle 38 --~ -- 59 500 Block Telegraph Canyon Road 175 10 60 2146 New Haven Drive 128 24 --- 61 324 Surrey Drive 60 - 62 623 Lehigh Avenue 16 .- 120 -- t-- 63 1625 Gotham Street 64 881 Bueno Vista Way 225 - 65 4045 Bonita Road 90 80 66 Tel Cyn Rd, west of OLR 235 67 445 Second Avenue 60 40 66 561 G Street Inlet Repair 69 1065 Guntay Avenue Inlet Repair TOTALS 5632 28 180 793 268 7.5 10 1 ---. -, -- - JY -065L SIDEWALK REHABILIT A nON LIST 00 I 00 If funds remain in the contract. locations below may be added in the following prioritized order based on the contract unit prices " Mono o uvv Priority Street 4" SIW CIG/SW CIG/SW 6" DW CIG AC CRUSHED AGG SURVEY # Street # Name (SF) (IF) (SF) (SF) (IF) (TONS) BASE (TONS) MON. , 69 547 Second Avenue 200 78 19 70 1130 Paseo Marguerita 75 31 71 47 East Shasta St 140 20 72 974 Roca Place 60 73 759 Bajo Court 28 19 75 507 Jefferson 100 43 76 1082 Jefferson 40 80 725 Church Avenue 250 81 172 East Orlando Street 100 82 203 East Orlando Street 108 32 83 631 Penelope Drive 60 84 110 Mankato Street 84 17 85 31 East Sierra Way 120 86 1162 Oleander Avenue 52 87 688 Gretchen Rood 216 54 54 RESOLUTION NO. 2007- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CHULA VISTA RATIFYING CITY STAFF'S ACTION ON APPROVING A CHANGE ORDER WITH PORTILLO CONCRETE, INC. TO COMPLETE THE "SIDEWALK REPLACEMENT AT VARIOUS LOCATIONS, FY 2006 (JY-065L)" PROJECT WHEREAS, on March 7, 2006 by Resolution No. 2006-070 the City of Chula Vista awarded the contract to Portillo Concrete, Inc. for the "Sidewalk Replacement at Various Locations, FY 2006 (JY-065L)" project; and WHEREAS, during the course of construction, unforeseen circumstances caused an increase in quantities for the project beyond what was anticipated during the preparation of the project specifications, which resulted in a change order that exceeds the Director of Public Works authorized limits set per Council Policy No. 574-01; and WHEREAS, the total change order for this project is $13,000.00 of which $5,589.00 requires City Council action; and WHEREAS, the change order was necessary due to the following: scope of work increase and in order to complete locations on Supplemental List 2 of the contract and; WHEREAS, funds are available in the project to complete the necessary change order work and no additional appropriations are needed to undertake this work; and WHEREAS, the Environmental Review Coordinator has reviewed the proposed project for compliance with the California Environmental Act and has determined that the proj ect qualifies for a Class I categorical exemption pursuant to Section 15301 of the State CEQA Guidelines. Thus, no further environmental review is necessary; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Chula Vista does hereby ratify City staffs action on approving a change order with Portillo Concrete, Inc. to complete the "Sidewalk Replacement at various locations, FY 2006 (JY-065L)" project. Presented by Approved as to form by Jack Griffin Director of General Services ~'(~\ \I: Ann Moore City Attorney \ I., ,\-*,1'\ M:\General Services\GS Administration\Coundl Agenda\JY065\JY065L Reso for Change Order.doc 8-9