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HomeMy WebLinkAboutAgenda Statement 1979/09/04 Item 05CITY OF CHULA VISTA ' COUNCIL AGENDA STATEMENT Item No.= For meeting of 9/4/79 ITEM TITLE Resolution 9,,~TExtending Contract Time, Third Avenue Improvements, "E" Street to "F" Street, Phase One SUBMITTED BY City Engineer ITEM EXPLANATION (4/5TH'S VOTE REQUIRED YES NO x ) T. B. Penick and Sons, Inc., by their letter dated August 17, 1979, requests an extension of contract time for the construction of Third Avenue improvements between "E" Street and "F" Street. The contract dated March 19, 1979, has a completion date of September 7, 1979. The contractor's request for an extension of time is based on delays in the delivery of the main electrical switchboard and the decorative street lighting standards. The contractor is requesting that the contract completion date be extended to two weeks after delivery of all material for the switchboard and street lig ht standards. MAIN ELECTRICAL S4dITCHBOARD The switchboard was originally designed to handle the electrical requirements for the irrigation system, street lig ht systems and convenience outlets. The switchboard is a custom panel which must be engineered by the manufacturer. The contractor received shop drawings and submittals from Federal Pacific Electric on April 27, 1979. The shop drawings and submittals were approved for manufacture on May 25, 1979. DMH:nr/AN003 EXHIBITS (continued on supplemental page) Agreement Resolution x Ordinance Plat ___ Notification List Other ENVIRONMENTAL DOCUMENT: Attached Submitted on FINANCIAL IMPACT City Council under Section 6-6.2 Extension of Time, does have the right to charge the actual cost of engineering, inspection, superintendence, and other overhead expenses which are directly chargeable to the contract, and which accrue during the period of any extension. STAFF RECOMMENDATION 1. City Council approve an extension of 35 working days to the contract c:iianging the contract completion date to October 26, 1979. 2. City Council waive the right to charge the actual cost of engineering, inspection and other overhead expenses during the 35 working day extension. BOARD/COMMISSION RECOMMENDATION A P P R O V E D NCIL ACTION by the City Council of Chula Vista, California ~~ Ti a ,t, E ~ ~~ ~~ Form A-113 (Rev. 5/77) Agenda Item No. 5. For Meeting of 9/4 79 Supplemental Page Two On May 30, 1979, the City Engineer approved Change Order No. 3 which incorporated tYie traffic signal electrical service into the switchboard. The City approved the shop drawings incorporating this change order affecting the switchboard on June 25, 1979. Change Order No. 3 delayed manufacture and completion of switchboard a minimum of 31 calendar days or 21 working days. Rescheduling of production at factory could have further delayed completion. Switchboard is scheduled to be shipped from Los Angeles on P.ug ust 31, 1979. DECORATIVE STREET LIGHT STANDARDS The lig ht standards being installed along Third Avenue are a specialty order item requiring additional engineering and manufacturing time. The light standards require a special base to house the light dimming boards. Normal delivery time on standard street lights are about eight weeks. Delivery time on the light standards for Third Avenue is considerably longer. The manufacturer is scheduled to ship the light standards from the factory in New Haven, Connecticut, on September 23, 1979. The contractor received shop drawings and submittals from Welsback, the manufacturer, on March 28, 1979. The contractor submitted these for City review on April 10, 1979, which the City approved except for the paint color on April ?_3, 1979. The contractor received paint color brochures for the standards on June 7, 1979, which were submitted to the City on June 15, 1979. The City approved the paint color on June 25. The contractor states that the delays in the delivery of_ the light standards is attributed to the length of time taken to approve the shop drawings and submittals from the manufacturer and the additional time taken by the manufacturer to engineer and produce the 1 fight standards. The standard specifications to the contract require that the contractor shall transmit by letter, shop drawings to the City Engineer for approval at least 30 days before approved drawings will be required for commencing the work. The contractor has complied witYi the terms of the specification. The contractor had sched uled the installation of the street lights to begin after August 20, 1979. The contractor ~5`~ R f ~5`~ Agenda Item No. 5 For Meeting of 9/4/79 Supplemental Page Three states that two weeks will be required to install them. If the contractor received the 1 fight standards by August 20, 1979, he would have been able to meet his contract completion date of September 7, 1979. The City's approval of shop drawings f_or the street lights except for color allowed Welsback 17 weeks to manufacture and ship the light standards to the contractor. After approval of the paint color by the City, this left Welsback 8 weeks. The timely delivery of the light standards is beyond the control of the contractor. I therefore believe that the contractor should be granted an extension of time. WALLS AND CONCRETE FLAT WORK The contractor has also been delayed in the completion of the planter walls and concrete flat work for several reasons: 1. Errors in plan dimensions and construction staking by City - delay 3 working days. 2. City initiated change in location of wood grain relief in planter walls -- delay 2. working days. 3. Conflict with sewer main not shown on plans, installation of sewer cleanouts by City - delay 4 working days. The contractor is also entitled to 5 extra working days for staining the wood relief in the planter walls which was added by Contract Change Order No. 4 approved by City Council Resolution No. 9n87 on July 25, 1979. The contractor expects to have the planter walls and all concrete flat work com pleted by September 15, 1979. Delays alone caused by the City or through contract change orders add up to a total of 35 working days. Granting a 35 working day extension of time would extend the contract completion date to October 2~, 1979. If the light standards are shipped on September 28, 1979, and allowing two weeks for delivery, the contractor will have two weeks to install the light standards before October 26, 1979. Agenda Item No. 5 For Meeting of 9/4/79 Supplemental Page Four I~~S~ I am recommending that the contractor, T. B. Penick and Sons, Inc., be granted a 35 working day extension of time to the contract. The contractor has made original contract compl efforts to com plete the little inconvenience to and the public has been project. a reasonable effort to meet the etion date of September 7, 1979. His work and perform the work with as the businesses along Third Avenue appreciated for such a difficult Under the terms of the contract, the City has the right to charge the actual costs of engineering, inspection and other overhead expenses which are directly chargeable to the contract and which accrue during the period of any extension. Because much of the delay to the contractor was caused by City initiation of contract change orders and some field problems over which the contractor had no control, I am recommending that the City Council waive the right to charge the additional cost of engineering, inspection and overhead expenses. These additional costs are expected to be small since the contractor is expected to have all work completed except for the installation of the street light standards by September 27. Engineering staff will spend little time on the project after this date except for the two weeks contractor will be installing the street l fight standards.