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HomeMy WebLinkAboutAgenda Statement 1979/11/13 Item 11 1.TTY Ur- CHULA VIS I A COUNCIL AGENDA STATEMENT Item No. 11 I~ For meeting of 11/13/79 ITEM TITLE Resolution ~S/~~Extension of Time, Third Avenue Improvements, Phase One, "E" Street to "F" Street, and Acceptance of Landscaping for Maintenance Period City Engineer ~ (4/5TH'S VOTE REQUIRED YES NO~) SUBMITTED BY ITEM EXPLANATION T. B. Penick and Sons, Inc. has requested an extension of the contract time for the "Construction of Third Avenue Improvements, phase One, Between "E" Street and "F" Street." They request that the contract time be extended two weeks from the date that all ornamental street lights are received from the supplier. Their letter of November 1, 1979, based upon the latest information from the manufacturer states that one half of the standards will be shipped during the week of October 31, 1979, and the second half of the standards are scheduled to be shipped during the week of November 16, 1979. .. On September 4, 1979, by Resolution 9754, the City Council approved a 35 working day extension of contract time changing the contract completion date to October 26, 1979. The reason for the extension was because of the delay in shipment of the ornamental street light standards. The street light standards have not been received to date. The problem of shipment of the standards still exists. The manufacturer had technical problems with the casting of the special bases needed to house the dimmer control device. The bases were cast, welded to the standards, and then discovered to be defective. New molds had to be developed and replacement bases cast. ~his problem has now apparently been solved. DMH:nr/AN-003 Ag reemen t_ Other 1 etters Resolution,.L EXHIBITS Ordinance (continued on supplemental page) Plat_ Notification List___ ENVIRONMENTAL DOCUMENT: Attached___ Submitted on FINANCIAL IMPACT STAFF RECOMMENDATION Approve resolution granting a 35 working day extension to the contract, changing the contract completion date to December 20, 1979. Accept the landscaping effective November 1, 1979, allowing the 60 day maintenance period to begin November 2, 1979. BOARD/COMMISSION RECOMMENDATION COUNCIL ACTION a d c"fi/e ---c:;:-;,c' .~~ ~~ by the City CiJunci/ of Chu/a Vl....ta '---,' 'f . ..> ,\,.,... II OriH a Dated //-/3 ~? L ...---- -.---- Agenda I tern No. 11 For Meeting of 11/13/79. Supplemental Page Two Attached are copies of the correspondence from the contractor, T. B. Penick and Sons, Inc., and his subcontractor and supplier outlining the problems encountered. This correspondence lists what efforts the contractor has taken to obtain delivery of the light standards. Based on the new shipment dates and allowing for delivery time and project construction, we anticipate project completion by December 20, 1979. This will involve an additional 35 working day period to complete the contract requi rements. The City Engineer has determined that the delay in construction is not the fault of T. B. Penick and Sons, Inc. and that the contractor has made every effort to obtain the materials to complete the project within the specified contract time. The City Engineer recommends approval of an additional 35 working days to the contract changing the contract completion date to December 20, 1979. In addition, T. B. Penick and Sons, Inc. has requested that the City accept the landscaping effective November 1, 1979, so that they may go into the required ~o day landscape maintenance period. On October 19, 1979, Bob Sennett, City Landscape Architect, made a pre-final inspection of the landscaping and found that all planting conformed to the specifications. The City Engineer recommends that the landscaping be accepted as of November 1, 1979, and that the maintenance period of ~o days begin November 2, 1979. q <61/4 .. Ii T. B. P~NICK ,& SONS~ INC:~. EN'."'I'I-EaIHe CONTaACTOaS 864 - 34TH STREET P.O. BOX 8428 SAN DIEGO. CALIFORNIA 92102 TELEPHONE: 239-304J November 1, 1979 CONCRETE CONSTRUCTION ALLEYS STREET IMPROVEMENTS BOX CULVERTS pce STRUCTURES BRIDGES CHANNELS PARK PROJECTS LANDSCAPING IRRIGATION Mr. John Lippitt City Engineer City of Chula Vista 276 Fourth Avenue Chula Vista, Calif. 92010 Dear Mr. Lippitt: Subject: Third Avenue Street Improvements, Phase One "E" Street to "F" Street Enclosed are copies of correspondence from our electrical subcontractor, the electrical supplier, and the manufacturer explaining why the decorative street lighting poles have been delayed. In summary, the specified lighting standards were delayed be- cause of casting problems at the foundry. The bases were designed and cast specially for this project. We understand your anxiety in this matter. We, too, would have liked to complete all work within the contract time specified. The delay was not caused by our forces. The delay was caused by the manufacturer/supplier of the type of orna- mental street lights shown on the drawings and specified by the City of Chula Vista. Delivery of the light standards is promised as follows: one- half of the standards ordered will be shipped during the week of October 31, 1979 or sooner. The remaining one-half will be shipped approximately two weeks later or during the week of November 16, 1979. The street furniture installation was delayed because of the long time it took the manufacturer to build and ship those items specified. Again, the manufacturer/supplier was speci- fied by the City of Chula Vista. These delays are causing us to (1) carry the 10% retention longer than anticipated, (2) carry 50% retention of the land- scaping (Item 40), and (3) incur expense of landscape mainte- nance during all this time. q y/-V-f AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER q~4~ ~ City of Chula Vista November 1, 1979 Page Two We request that a contract time extension to two weeks beyond the final receipt of street light standards be granted. The two weeks are needed for installing the standards. We also request that the 50% retention of the land- scaping (Item 40) be paid as soon as poosible, and that the 60 day landscape maintenance period begin on November 1, 1979. Please rest assured that we will have the light standards installed as quickly as possible after they arrive. Sincerely, T. B. PENICK & SONS, INC. Wayne R. Myers Vice President and Treasurer WRM/js Enclosures: Letters: Select Electric, Inc. dtd October 30, 1979 Coast Electric Company dtd October 30, 1979 Coast Electric Company dtd October 23, 1979 Total Lighting Dimensions dtd October 22, 1979 Coast Electric Company dtd August 16, 1979 Q"~.. ~ Coast Elet.tr;(. l-~o'''I'an" electric ,rho'('sa'('rll P.O Box B 241 . 14th Street, Son DIego, Colllornlo 92112 (714) 233.6373 October 30, 1979 Select Electric Company 4580 Federal Blvd. San Diego 1 Ca. 92102 Attention: Bob Chambers Re: City of Chula Vista Third Avenue Improvements Decrotive Street Lighting Poles Dear Bob: To confirm our conversat ~ons of the l'lst few weeks, and to update our letter of August 16, 1979, I submit the following chronological chain of events regarding the Welsbach Lighting Poles: 9/24/79 - Followed up by telephone to Total Lighting Deminsions to confirm 9/28/79 shipping date. Everything on schedule at this time. 9/28/79 - Requested confir!J1:'1.tion of shipment from Totc:l Lighting Deminsions, no answer returned. 10/1/79 - Requested confirmation of shipment again from Total Lighting Ieminsions. No answer returned. 10/2/79 - Called Welsbach Lighting Inc., New Haven, Corm. Shipment was not made on 9/28/79. I was told that the poles would not be shipped until late October. I asked for a reason, and they did not know. Requested a letter explaining the missed shipping date, and they said they would send one. 10/3/79 - Called Totc:l Lighting Deminsions, and requested a letter from Welsbach as soon as possible. 10/10/79 Called Total Lighting Deminsions twice, trying to find out where the letter from '~Jelsbach was 1 and why the poles were not shipped or when they would be shipped. q~J!1{ Coast El(lf.trif. ('fUll/111ft" ele'etrif! ,r/,,,I,'sII1,'rN PO Box 8 24 J . 14th Stree'. Son DIego ColdoJ !110 Y71 12 (71412336373 Page 2 10/12/79 - Total Lighting De~insions still has not received a letter or information. 10/12/79 - Several calls were placed from this date on trying to obta~ information. 10/23/79 - Received letter from Total Lighting Deminsions explaining why the poles did not ship, and the proposed shipping schedule. At this date, we do !,\ot have information in writing from Welsbach. A request was made yesterday for a letter to be sent from Welsbach with special handling. We now await this letter and a firm delivery schedule. We will contact you once we have further information. We regret all the delays that have been placed upon us with this job. , _~incerely \ , . . \, .' '" J~~~~ \ ,,--~ , Sales Manager --- cc encl q~tfI r October 29. 1979 TO: The Honorable Mayor and City Counci 1 FROM: E. R. Asmus. Acting City tl:anager CiiJ / SUBJECT: Third Avenue Street Improvements - Contract Extension For your information. the street improvement contract on Third Avenue from "E" to "F" Streets was to be completed by October 26. 1979. We were advised on October 22. 1979 by our Inspection Supervisor that the completion schedule could not be met due to delayed delivery on street lights. benches and trellis hangers. While the project is essentially complete. City Council action on a contract extension will be required. This request and City Council action can only occur after the October 26, 1979 date. The contractor and staff were hopeful that, despite material delivery delays, the project could be completed on schedule. The fact that this would not be the case became known just before the October 23, 1979 Council meeting. Since the Council will not meet on October 30. 1979. the contract extension r~nuest cannot be considered until your November 6, 1979 meeting. 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