HomeMy WebLinkAbout4.6 Sidewalk Repair Curb Rampdoc STAFF REPORT CITY CLERK
CITY COUNCIL File #600-35
DATE: October 4, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJECT: Approval of Contract Change Order and Budget Adjustment -Contract No. 11-02,
Fiscal Year 2010-2011 Annual Sidewalk Safety Repair Program and Curb Ramp
Installation
Prepared by Mark Lander, City Engineer
EXECUTIVE SUMMARY:
On April 19, 2011, the City Council approved award of contract to Weber Tractor Services for
Contract No. 11-02, Fiscal Year 2010-2011 Annual Sidewalk Safety Repair Program and Curb
Ramp Installation. The scope of improvements covers two separate Capital Improvement
Projects: 1) the Annual Sidewalk Safety Repair Program (CIP No. 949102); and 2) The
Americans with Disabilities Act (ADA) Transition Plan (CIP No. 939102). The cost of the project
is expected to exceed the current budget amount, requiring a budget change to transfer
additional funds into the project as well as City Council approval of a contract change order.
Approval is also recommended for a second change order to add work included in the Citywide
Storm Drain Assessment (CIP No. 960017) for which funding is available and a budget
adjustment is not needed.
FINANCIAL IMPACT:
The total budgeted for the two projects is $243,440 ($177,966 for the Annual Sidewalk Repair
and $65,474 for the Americans with Disabilities Act (ADA) Transition Plan).
Total costs for the project are estimated to exceed the budgeted amount by $21,532. The
recommended budget adjustment would transfer $22,000 in unallocated Measure B funds to the
Annual Sidewalk Repair Project (No. 949102) to cover the additional costs.
Funding Source Existing Proposed Revised
Funding Adjustment Funding
Annual Sidewalk Program (949102)
General Fund $107,966 $107,966
Measure B (Bicycle and Pedestrian) $70,000 $22,000 $92,000
Subtotal $177,966 $22,000 $199,966
ADA Transition Plan (939102)
General Fund $65,474 $65,474
Subtotal $65,474 $65,474
Total $243, 440 $22, 000 $265, 440
Page 1 of 3 ITEM 4.6
Funding is available in the Citywide Storm Drain Assessment (No. 960017) to cover the cost of
the recommended change order for that work.
RECOMMENDATION:
Staff recommends that the City Council:
1. Authorize the City Manager to approve a Change Order with Weber Tractor Services in
an amount not to exceed $44,281.07 for the installation of additional sidewalk work under
the Annual Sidewalk Repair Project (CIP No. 949012).
2. Approve budget change which will transfer the amount of $22,000 in unappropriated
Measure B funds to the Annual Sidewalk Repair Project (CIP No. 949102).
3. Authorize the City Manager to approve a Change Order with Weber Tractor Services in
an amount not to exceed $17,150 for storm drain work funded. under the Citywide Storm
Drain Assessment (CIP No. 960017).
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Submitted By Reviewed By
Director of Public Works Assistant City Manager
DESCRIPTION:
Annual Sidewalk Repair Program
The total budgeted for the two projects is $243,440 (Annual Sidewalk Repair at $177,966 and
Americans with Disabilities Act (ADA) Transition Plan at $65,474). The project budgets included
$44,890 allocated for design, inspection, and project coordination. The remaining $198,550 was
budgeted for improvements.
The low bid by Weber Tractor Service for the work was $150,137.32. The total costs submitted
by the low bidder resulted in an overall surplus in the total available funding. Accordingly, in
conjunction with the award of contract, the City Council authorized the City Manager to approve
a contract change order in an amount not to exceed $33,399.02.
The scope of work for the sidewalk replacement in the contract provides for replacing
approximately 600' of sidewalk on Village Parkway in front of Dublin High School, extending
from Brighton Drive to the Dublin Swim Center driveway (Attachment 1). As a result of the
favorable prices in the low bid, staff requested that the contractor complete an additional 200' of
sidewalk, extending north to the Dublin Swim Center building.
The total cost of the additional sidewalk work described in the previous paragraph is
$44,281.07, for a total construction cost of $194,418.39. This amount exceeds the contract
change amount of $33,399.02 allowed under the prior City Council approval. Therefore,
approval is needed for an alternate change order in the amount of $44,281.07 (Attachments 2
and 3).
Page2of3
Total project costs, including the additional sidewalk work and associated inspection, are
expected to exceed the current budget of $243,440 by approximately $21,531. Approval of a
budget adjustment to transfer $22,000 in unappropriated Measure B Bicycle/Pedestrian
reserves is recommended to fund the additional inspection costs and to provide a nominal
contingency for remaining costs (Attachment 4).
Citywide Storm Drain Assessment
The Citywide Storm Drain Assessment (CIP No. 960017) allocated $150,000 for the cleaning,
inspection, repair, and replacement of the City's storm drain system. The construction work
includes the replacement of two segments of pipe in Dover Court and Holanda Court
(Attachment 5). Previous assessment of these pipes in 2009 recommended immediate
replacement of the pipes. The cost of this work was estimated at $20,000 per location, for a
total of $40,000. Weber Tractor Services has provided a proposal to complete the work under a
contract change order to the Sidewalk Program for a cost of $17,150 for both pipes. The low
cost is the result of the needed equipment already being mobilized (the Sidewalk Project
included a small amount for storm drain work) and the proximity of the pipes to the sidewalk
work being completed under the existing contract.
Staff recommends that the City Manager be authorized to approve an additional change order to
cover the cost of the storm drain replacement (Attachments 6 and 7). Completion of the storm
drain work under a change order will eliminate the costs and staff time associated with
developing and administering a separate construction contract.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Location Map, Additional Sidewalk Work
2. Contract Change Order No. 1, Additional Sidewalk Work
3. Contract Change Order Summary
4. Budget Change
5. Location Map, Storm Drain Replacement
6. Contract Change Order No. 2, Storm Drain Replacement
7. Contract Change Order Summary
Page 3 of 3
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19'~'~- CITY OF DUBLIN 100 CIVIC PLAZA, DUBLIN, CALIFORNIA 94568 (925) 833-6630 (925)829-9248 FAX
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CONTRACT CHANGE ORDER NO. 1
DATE: September 19, 2011 PAGE: 1 of 1
PROJECT/ROAD: Fiscal Year 2010-2011 Annual Sidewalk Safety Repair Program
CONTRACT NO: 11-02
TO: Weber Tractor Services .
867 2"d Ave
Redwood City, CA 94063
You are hereby directed to make the herein described changes from the plans and specifications or do the following
described work not included in the plans and specifications on this contract. Please note that this change order is not
effective until approved by the Public Works Director.
This change order is requested by the City.
1. Furnish all materials, equipment and labor to remove and replace additional 200 LF of curb, $44,281.07
gutter, and sidewalk on Village Parkway in front of Dublin High School. This additional work
shall be paid for at the contract unit prices for the various items of work. .
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ESTIMATED. COST INCREASE: $44,281.07
BY REASON OF THIS CHANGE ORDER, THE TIME OF COMPLETION WILL BE ADJUSTED 20 WORKING DAYS.
SUBMITTED BY: APPROVAL RECOMMENDED BY: ~ APPROVED BY:
Mark Lander Date Gary Huisingh Date Joni Pattillo Date
City Engineer Public Works Director City Manager
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this
proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above,
and perform all services necessary for the work above specified, and will accept as full payment therefor the prices shown
above.
Accepted: Date Contractor:
Signed By: Title:
If the Contractor does not sign acceptance of this order, his/her attention is directed to the requirements of the
specifications as to proceeding with the ordered work and filing a written protest within the time therein specified.
ATTACHMENT
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CHANGE ORDER SUMMARY
DATE: September 19, 2011
PROJECT NAME: Fiscal Year 2010-2011 Annual Sidewalk Safet Re air Pro ram
CIP 949102
CONTRACT NO: 11-02
CONTRACTOR: Weber Tractor Services
PERCENT COMPLETED: 95%
CONTRACT AMOUNT: $150,137.32
APPROVED BUDGET AMT: $198,550.00
CHANGER ORDERS: r
CHANGE ORDER #1 $44,281.07
CHANGE ORDER #2
CHANGE ORDER #3
CHANGE ORDER #4
CHANGE ORDER #5
CHANGE ORDER #6
CHANGE ORDER #7
TOTAL OF CHANGE ORDERS: $44,281.07
CURRENT CHANGE ORDER DESCRIPTION:
Include additional 200 LF of sidewalk, curb and gutter on Village Parkway at Dublin High School
ADJUSTED CONTRACT AMOUNT: $ 194,418.39
PROGRESS PAYMENTS MADE:
PAYMENT #1 $25,800.00
PAYMENT #2 14,715.60
PAYMENT #3 25,546.34
PAYMENT #4 22,115.65
PAYMENT #5 33,095.50
PAYMENT #6 36,904.50 {
PAYMENT #7 32,395.80
PAYMENT #8 3,845.00
PAYMENT #9
PAYMENT #10
TOTAL PROGRESS PAYMENTS: $194,418.39
REMAINING BALANCE ON CONTRACT: $0.00
RECOMMENDATION: APPROVED APPROVED
DENIED DENIED
SIGNATURES:
Assistant City Manager City Manager
TTACHMENT
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CITY OF DUBLIN
FY 2011 - 2012 BUDGET CHANGE FORM
CHANGE FORM #
New Appropriations (City Council Approval Required): Budget Transfers:
X From Unapprop"riated Reserves (Fund 2205) From Budgeted Contingent Reserve
Measure B Sales Tax -Bike /Pedestrian Fund (1001.1901-81101)
Within Same Department Activity
From New Revenues Between Departments (City Council Approval Reqd)
Other
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET ACCOUNT AMOUNT
EXPENDITURE:
Measure BBike/Pedestrian Fund
Annual Sidewalk Safety Repair CIP
Inspection Services
Project 949102.9200.9205.2205 $22,000
GL Account 3400.9401.64001
TRANSFER OUT:
Measure BBike/Pedestrian Fund
GL Account 2205.9401.89101 $22,000
TRANSFER IN:
Community Improvements CIP Fund $22,000
Project 949102.9403
GL Account 3400.9401.49999
ASD/Fin Mgr Date ~2~~1~
Signature
REASON FOR BUDGET CHANGE ENTRY:
As presented to the City Council on .Oct 4, 2011, Staff projected the total cost for the Annual -
Sidewalk Safety Repair Project.#949102 exceeding its current budget by approximately $22,000.
The increase is primary due to the cost of inspection, which is estimated to total .approximately
$29,000. Currently there. is $6,700 budgeted for. inspection services. The current construction
workload for both the Capital Improvement Projects and Private Development has resulted in the
needs to utilize the services of a contract inspector, as-the two staff inspectors being assigned to
other projects. This Budget Change appropriates an additional $22,000 from the Measure B
Bike/Pedestrian Reserves to full fund inspection cost.
City Manager: Date
Signature
As approved at the City Council Meeting on: Date 10/4/2011
Mayor: Date
Signature .
Posted By: Date
Signature
G:\Budget Changes\4_2011_12\7_10_4_ll_Sidewalk Safety.doc
ATTACHMENT 4
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Attachment 5, Storm Drain Replacement - Holanda Court
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Attachment 5 -Storm Drain Replacement, Dover Court
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19 CITY OF DUBLIN 100 CIVIC PLAZA, DUBLIN, CALIFORNIA 94568 (925) 833-6630 (925) 829-9248 FAX ~ -
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CONTRACT CHANGE ORDER NO. 2
DATE: September 19, 2011 PAGE: 1 of 1
PROJECT/ROAD: Fiscal Year 2010-2011 Annual Sidewalk Safety Repair Program
CONTRACT NO: 11-02
TO: Weber Tractor Services .
867 2"d Ave
Redwood City, CA 94063
You are hereby directed to make the herein described changes from the plans and specifications or do the following
described work not included in the plans and specifications on this contract. Please note that this chance order is not _
effective until approved by the Public Works Director.
This change order is requested by the City.
1. Furnish all materials, equipment and labor to remove and replace 30 LF of 12" reinforced $17,150.00
concrete pipe on Dover Court and 30 LF of reinforced concrete pipe on Holanda Court.
Backfill and pavement will be in conformance with City Standard. Drawing No. CD-801.
(Funding to be from Citywide Storm Drain Assessment, CIP No. 960017}
ESTIMATED COST INCREASE: $17,150.00
BY REASON OF THIS CHANGE ORDER, THE TIME OF COMPLETION WILL BE ADJUSTED 10 WORKING DAYS.
SUBMITTED BY: APPROVAL RECOMMENDED BY: APPROVED BY:
Mark Lander Date Gary Huisingh Date Joni Pattillo Date
City Engineer Public Works Director City Manager
We, the undersigned contractor, have given careful consideration to the change proposed and hereby agree, if this
proposal is approved, that we will provide all equipment, furnish all materials, except as may otherwise be noted above,
and perform all services necessary for the work above specified, and will accept as full payment therefor the prices shown
above.
Accepted: Date Contractor:
Signed By: Title:
If the Contractor does not sign acceptance of this order, his/her attention is directed to the requirements of the
specifications as to proceeding with the ordered work and filing a written protest within the time therein specified.
ATTACHMENT-
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CHANGE ORDER SUMMARY
DATE: September 19, 2011
PROJECT NAME: Fiscal Year 2010-2011 Annual Sidewalk Safet Re air Pro ram
CIP 949102
CONTRACT NO: 11-02
CONTRACTOR: Weber Tractor Services
PERCENT COMPLETED: 95%
CONTRACT AMOUNT: $150,137.32
APPROVED BUDGET AMT: $198,550.00
CHANGER ORDERS:
CHANGE ORDER #1 $44,281.07
CHANGE ORDER #2 17,150.00
CHANGE ORDER #3
CHANGE ORDER #4
CHANGE ORDER #5
CHANGE ORDER #6
CHANGE ORDER #7
TOTAL OF CHANGE ORDERS: $61,431.07
CURRENT CHANGE ORDER DESCRIPTION:
Remove and replace 30 LF of 12" RCP on Dover Court and 30 LF of 12" RCP on Holanda Court.
ADJUSTED CONTRACT AMOUNT: $ 211,568.39
PROGRESS PAYMENTS MADE:
PAYMENT #1 $25,800.00
PAYMENT #2 14,715.60
PAYMENT #3 25,546.34
PAYMENT #4 22,115.65
PAYMENT #5 33,095.50
PAYMENT #6 36,904.50
PAYMENT #7 32,395.80
PAYMENT #8 3,845.00
PAYMENT #9
PAYMENT #10
TOTAL PROGRESS PAYMENTS: $194,418.39
REMAINING BALANCE ON CONTRACT: $17,150.00
RECOMMENDATION: APPROVED APPROVED
DENIED DENIED
SIGNATURES:
Assistant City Manager City Manager
ATTACHMENT ~