HomeMy WebLinkAbout7 Installation North Shore Donner Lake Services Agenda Item #
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Public UtilityDistrict
Memorandum
To: Board of Directors
From: Neil Kaufman
Date: December 10, 2004
Subject: Change Order No..3for the Installation of Services for the North Shore of
Donner Lake— Contract A Project
1. Why this matter is before the board:
Approval from the Board of Directors is necessary to issue a Change Order to a constrcution
contract.
2. History:
The Board previously awarded the Installation of Services for the North Shore of Donner
Lake—Contract A project to Hard Line Excavating (HLE).
On September 1, 2004, the Board approved Change Order No. 1 for this project in an amount of
$4,719.25. This Change Order all of the outstanding issues encountered from the start of the
project to August 5, 2004.
On September 15, 2004, the Board approved Change Order No. 2 for this project in an amount
of $70,925.00. This Change Order added about 680 feet of new pipeline and four services into
the project.
3. New information:
On November 18, District staff performed a final walkthrough on the project. All portions of the
project have been completed except for one item.
There are eight service laterals on Denton Avenue where one of HLE's crews forgot to install
locator wire along the lateral. This problem was identified during punch list inspections and
brought to HLE's attention. However, HLE was unable to rectify this problem before the
Lahontan RWQCB permit for this project expired. HLE has stated its intention to correct this
problem next May when the District has a valid Lahontan RWQCB permit. It was agreed that
the District would withhold $10,000 from the amount owed to HLE until this problem is
corrected.
Peter Holzmeister, Steve Gross and I held a discussion regarding the proper way to approach
the contractual issues associated with this locator wire problem. Steve Gross reviewed the
appropriate codes and recommended the following procedure:
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1) The Board consider a Change Order that covers all outstanding issues related to the
project except for the missing locator wire described above. This issue is covered in
a memorandum.
2) The Board pass a resolution that finds that the project is considered complete with
the exception of the missing locator wire on eight service laterals on Denton Avenue.
This resolution would approve reducing the retention amount on the contract from
$79,892.87 to $10,000.
3) The Board authorize filing of a Notice of Cessation with the Nevada County
Recorder's Office. A Notice of Cessation is described in Section 3092 of the
California Civil Code.
3092. "Notice of cessation" means a written notice, signed and
verified by the owner or his agent, containing all of the
following:
(a) The date on or about when the cessation of labor commenced.
(b) A statement that such cessation has continued until the
recording of the notice of cessation.
(c) The name and address of the owner.
(d) The nature of the interest or estate of the owner.
(e) A description of the site sufficient for identification,
containing the street address of the site, if any. If a
sufficient legal description of the site is given, the
validity of the notice shall not, however, be affected by the
fact that the street address is erroneous or is omitted.
(f) The name of the original contractor, if any, for the work of
improvement as a whole.
(g) For the purpose of this section, "owner" means the owner who
causes a building, improvement, or structure, to be
constructed, altered, or repaired (or his successor in
interest at the date of a notice of cessation from labor is
filed for record) whether the interest or estate of such
owner be in fee, as vendee under a contract of purchase, as
lessee, or other interest or estate less than the fee. Where
such interest or estate is held by two or more persons as
joint tenants or tenants in common, any one or more of the
cotenants may be deemed to be the "owner" within the meaning
of this section. Any notice of cessation signed by less than
all of such cotenants shall recite the names and addresses of
all such cotenants.
The notice of cessation shall be recorded in the office of the
county recorder of the county in which the site is located and
shall be effective only if there has been a continuous cessation
of labor for at least 30 days prior to such recording.
This Notice of Cessation will provide all subcontractors and suppliers public notice that work on
the project has stopped and that they should notify the District of any outstanding claims for
payment, similar to a Notice of Completion. The Contract will then remain open with the District
holding $10,000 until locator wire issue is corrected. Mr. David Waters, President of HLE, has
expressed an intention to correct the problem in May once the District has a valid Lahontan
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RWQCB permit. Upon correction of this problem, I will inform the Board and recommend that a
Notice of Completion be filed at that time.
As described in the Code Section cited above, work must have ceased for 30 days before the
Notice of Cessation can be filed. Work stopped on November 19, therefore 30 days will not
have passed by the December 15 Board Meeting. At the January 5, 2005 meeting, I will
present the resolution addressing the reduced retention amount and filing of the Notice of
Cessation for consideration by the Board.
Therefore, I am requesting a Closeout Change Order to the Contract for issues covered under
thirteen general items that will cover all of the remaining issues related to this project.
Item 1: The contract is based on a unit price bid. The attached table shows the differences
between bid totals and the amounts actually constructed. This analysis results in
amount of $795.00 owed to HLE.
Item 2: A total of 97 hours of rock excavation were performed during the period of August 6
through November 12, 2004. This work involved blasting on a time and materials
basis and totals $73,741.18.
Item 3: There are three fire hydrant installations where it was necessary to install extensions
in order to bring the hydrants to a proper elevation. HLE is owed $2,003.93 for the
parts and labor associated with this work.
Item 4: In most cases, tee and valve assemblies for the future installation of fire hydrants
were installed with the mainline piping in 2002. The Bid Item for fire hydrants in this
Contract was based upon the existence of these tee and valve assemblies.
However, there were four locations where the tees were inadvertently omitted during
the 2002 project. At these locations, it was necessary for HLE to purchase and
install a tapping sleeve to allow installation of the fire hydrant. HLE is owed
$11,237.27 for the parts and labor associated with this work.
Item 5: On West Reed Avenue, a 6" valve was installed for the purpose of connecting the
new 12-inch piping to the existing 6" inlet/outlet pipeline that feeds the storage tanks
at the Greenpoint Springs property. About 100 feet away, another 6" valve was
installed for the installation of a fire hydrant. The District's Inspector for this project
mistakenly directed HLE to install the fire hydrant on the 6" valve intended for
connection to the tank inlet/outlet pipeline. This error was discovered after the fire
hydrant had been installed. It was then necessary to remove the hydrant and install
it in the proper location. HLE is owed $6,617.51 for this work.
Item 6: During the joint water/gas pipeline construction in 2002, one of the drainage ditches
along West Reed Avenue was not properly restored. Two property owners on this
street described the problems that had been occurring during the last two Winters. I
directed HLE to clean out and regrade this drainage ditch and HLE is owed
$1,311.02 for this work.
Item 7: As discussed in a presentation to the Board on November 17, 2004, it is intended to
use a portion of the old 6-inch pipe that feeds Cedar Point Drive in order to convey
water from the Greenpoint Springs collection system to Donner Lake for an interim
period. In order to perform this conveyance, it was necessary to install a tap and 2"
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pipe to carry water from the old 6-inch pipe to a drainage ditch. HLE was directed to
perform this work and is owed $3,263.80.
Item 8: In 2003, about 160 feet of pipeline was installed by HaII's Excavating on Reed
Avenue. This work was performed as part of construction of a single family
residence at 14888 Donner Pass Road. A temporary service lateral was installed to #
serve this house until the new pipeline was placed into service. This Summer the
new pipe was placed into service and HLE connected the temporary service lateral #
to the new pipe. HLE is due $1,340.98 for this work.
Item 9: Change Order No. 2 covered the installation about 180 feet of additional pipeline on
Reed Avenue. Part of this work included pressure testing of pipelines installed by
Southwest Gas in 2002 and Hail's Excavating in 2003. Initially, the pipe would not
pass the mandated pressure test. HLE spent some time investigating the pipe and it
was eventually determined that a valve for a future fire hydrant was not fully closed
and was leaking. This valve was located at the connection between the work by
Southwest Gas and Hail's Excavating and had been paved over. HLE excavated
this valve, ensured that it was properly sealed and then installed a proper valve riser.
Considering that the leak was not the fault of HLE, HLE is due $2,947.91 for
rectifying this problem.
Item 10: As described above, Change Order No. 2 covered the installation about 180 feet of
additional pipeline on Reed Avenue. There was one large tree along this pipeline
alignment that was in close proximity to the existing overhead pole line. I agreed
with HLE that a professional tree service should be used to remove this tree. The
cutting and removal of the tree, along with removal and disposal of the stump total
$3,521.01.
Item 11: Change Order No. 2 also covered the installation about 500 feet of additional
pipeline on along an easement between Denton Avenue and Robin Lane. A
photograph of this alignment was shown to the Board in the presentation on
November 17, 2004.
After completion of the pipeline installation, it was necessary to place a layer of wood
chips across the entire area as an erosion control measure. HLE is due $3,714.54
for this work.
Item 12: There were a number of locations were customer service laterals were constructed
of very usual materials such as copper refrigeration piping. HLE could not use
standard fittings to connect these laterals. It was necessary for HLE to send
employees to procure special fittings to perform these connections.
In addition, while performing the installation of new service laterals and meter boxes,
occasionally a customer will complain about low pressure after installation of the new
piping. Almost always, this low pressure is the result of some dirt or debris that
made its way into the customer's lateral and then partially clogged a valve
downstream. Normally, flushing out the customer line will solve the problem. The
presence of dirt or debris in the lateral is considered the fault of the contractor and it
is his responsibility to solve the problem. Similar to a situation on the contract with
Hansen Brothers, in a couple of circumstances, HLE identified problems with the
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customer's piping that were not the fault of HLE. At one house, a HLE employee !
worked with the property owner until about 10:00 pm until the problem was identified.
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I believe that HLE should be reimbursed for the costs incurred by these customer r
service issues. This total is $4,180.27. r
Item 13: This item officially extends the Contract Completion Date from October 15, 2 004 to
May 30, 2005. This will provide the entire month of jmay 2005 for HLE to correct the Y
locator wire problem. ti
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4. Recommendation:
a) I recommend that the Board authorize Contract Change Order No. 3, in the amount
of a $114,674.42 payment to Hard Line Excavating from the District.
Attachments:
Change Order Form
Bid vs. Actual Table
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Change Order
INSTALLATION OF SERVICES FOR THE NORTH SHORE OF
Contract Name: DONNER LAKE - CONTRACT A
3 Orig. Contract Amt.$ 608,610.00 Days NA
Contract Change Order No: a
Date: November 18, 2004 Prev. Apprd Changes$
75,644.25 Days NA
This Change$ 114,674.42 Days NA s
Contractor: Hard Line Excavating s
Revised Contract Amt. $ 798,928.67 Days NA
This Change Order covers changes to the subject Contract as described herein. The Contractor shall construct,
3
furnish Items for equipment lmp sum pr cetagaeed upols, and n betweenerform fl work as the Contractors and necessary stric or required
to complete the Change Order
Increase in (Decrease) Contract Time
Contract in Contract Extension
Description of Changes Amount $ Amount $ da
.00 NA
1} Bid vs. Actual Quantities 795 741.18 NA
2) Rock Excavation 73, 93 003. NA
3) Fire Hydrant Extensions 21 NA
4) Fire Hydrant Tapping Sleeves &Valves 11,23727
51 NA617.
5) Fire Hydrant on West Reed Avenue 6, 02 311. NA
6) West Reed Avenue Drainage Ditch 1, NA
7) Z Tap on West Reed Avenue 3,263.80
98 NA340.
8) Service at 14888 Donner Pass Road 1, 91 947. NA
9} Testing on Reed Avenue 2, NA
10) Tree Removal on Reed Avenue $3,521.01
54 NA714.
11) Erosion Control at Denton Avenue $3, NA
$4,180.27
12) Customer Service Issues 227
13) Adjustment of Contract Time
$114,674.42
Totals
Net change in contract amount (increase or decrease)
$114,674.42
and the Contrt Time
be
ened
The amount of the Contract will be increased by the sum of$114,674g Change Orlder asttoahe r
by 227 days until May 30, 2005. The undersigned Contractor approves the foregoin
changes, if any, in the contract price specified for each item including any and all supervision costs and other
miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion
of the entire work on account of said Change Order,
The Contractor agrees to furnish all labor and materials and
perform all other necessary work, inclusive of the directly or indirectly related to he approved
the time ct and all
required to complete the Change order items. This document will become a supplementroved b the
provisions will apply hereto. It is understood that the Change Order shall be effective when approved Y
District.
N:
/Contractor Date:
Accepted:
(Signature)
Approved: /District Date:
(Signature)
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Analysis of Bid Quantities vs.Actual Quantities Constructed
Installation of Services for the North Shore of Donner lake-Contract A
Contractor: Hard line Exacavating
Bid Amounts Actual Amounts
Bid Item Description Quantit Units Unit Pdce Subtotal Quanti Units Unit Price Subtotal
1 Mobilization -00
1 LS $ 20,000.00 $ 20,000.00 1 LS $ 20,065 00 $ 10,400 00
160 FT $ 65,00 $ 10,400.00 160 FT $ 30.00 $ 95,520.00
2 8"Water Main 4,000 FT $ 30.00 $ 120,000.00 3,184 FT $
3 1.5"PE Service Lateral 20 FT $ 3300 $ 660.00 20 FT $ 33.00 $ 000.00
4 2"PE Service Lateral 30 EA $ 1,250.00 $ 37,500.00 32 EA $ 1,250.00 $ 49,000.00
5 Single Water Meter Assembly for Non-traffic Areas t7 EA $ i 750 00 $ 29,750.00 28 EA $ 1,750.00 $ 49,000.00
6 Single Water Meter Assembly for Traffic Areas EA $ 2,200.00 $ 83,600.00
7 Double Water Meter Assembly for Non-traffic Areas 60 EA $ 2,200.00 $ 172,800.00 38
8 Double Water Meter Assembly for Traffic Areas 26 EA $ 2,800.00 $ 72,800.00 43 EA $ 2,500.00 $ 122,500.00
9 i"Commercial Water Service for Non-traffic Areas 1 EA $ 2,500.00 $ 2,50' 1 EA $ 2,500.00 $ 2,500 00
10 Additional Cost for Internal Pressure Reducing Valve 120 PER BOX $ 175.00 $ 21,000.00 119 PER BOX $ 175.00 $ 20,825.00
1 i Fire Hydrant Assembly and Lateral(4-foot bury) i6 EA $ 3,800.00 $ 60,80000 0 EA $ 4,000.00 $
12 Fire Hydrant Assembly and Lateral(4.5-foot bury) 4 EA $ 4,000.00 $ 16,000.00 0 EA $ 4,100.00 $
13 Fire Hydrant Assembly and Lateral(5-foot bury) 4 EA $ 4,100.00 $ 16,400.00 24 EA $ 4,100.00 $ 94,800.00
14 Abandon Existing Fire Hydrant 4 EA $ 1,200.00 $ 41800.00 4 EA $ 1,200.00 $ 6,000,00
15 Connection to Existing 12"Pipe at Donner Avenue and Patty Lane 1 LS $ 6,000.00 $ 6,000.00 1 LS $ 4,000.00 $ 4,000.00
16 Connection to Existing 8"Pipe at East Reed Avenue and Patty Lane i LS $ 4,000.00 $ 4,000.00 , LS $ 4,003.25 $ 9,000.00
17 AC Pavement 12,000 SO FT $ 3.25 $ 39,000.00 12,000 SO FT $ 3.00 $ 15,000.00
,000.00
18 All Other Work fl wired b the Contract Documents 1 LS $ 15,000.00 $ 15,000.00 1 LS $ 15,000.00 $ 610,1105,00
$ 608,610.00
Amount Owed to HLE: $ 1,495,00
Bid Amounts Actual Amounts
Bid Item Description Quanti Units Unit Price Subtotal Quantit Units Unit Price Subtotal
500 �- $ gg.00 $ 44,500.00 500 FT $ 89.00 $ 44,500.00
1 12-inch Pipe-Denton 1 EA $ 1, 1,250.00 $ 1,250.00
600.00 $ 1,600.00 1 EA $
2 Single Water Meter Assembly for Non-traffic Areas 0 PER BOX $ 175.00 $ - 1 PER BOX $ 175.00 $ 175.00
2A Additional Cost for Internal Pressure Reducing Valve 20 FT $ 30.00 $ 600.00 20 FT $ 30.00 $ 600.00
3 1.5"PE Service Lateral EA $ 1,400,00 $ 2,800.00
4 Connections to Existing Piping 2 EA $ 1,400.00 $ 2,800 00 2 $
65.00 $ 11,700.00 180 FT $ 65.00 $ 11,700,00
180 FT $ EA $ 1,250.00 $ 3,750.00
5 4-inch pipe 3 EA $ 1,600.00 $ 4,800.00 3 525.00
6 Single Water Meter Assembly for Non-traffic Areas 0 PER BOX $ 175.00 $ - 3 PER BOX $ 175.00 $
6A Additional Cost for Internal Pressure Reducing Valve 60 FT $ 30.00 $ 1,800.00 60 FT $ 30.00 $ 1,800.00
7 1.5"PE Service Lateral EA $ 1,400.00 $ 2,800.00
8 Connections to Existing Piping 2 EA $ 1,403.25 $ 2 325.00 100 SO FT $ 3.25 $ 325.00
100 SO FT $ $ 70,225.00
0 AC Pavin $ 70,925.00
Amount Owed to District: $ (700.00)
P.
's
R Change Order
Uk Public
INSTALLATION OF SERVICES FOR THE NORTH SHORE OF
Contract Name: DONNER LAKE - CONTRACT A
Contract Change Order No: 3 Orig. Contract Amt. $ 608,610.00 Days NA
Date: November 18, 2004 Prev. Apprd Changes $ 75,644.25 Days _NA
Contractor: Hard Line Excavatinq This Change$ 114,674.42 Days NA
Revised Contract Amt. $ 798,928.67 Days NA
This Change Order covers changes to the subject Contract as described herein. The Contractor shall construct,
furnish equipment and materials, and perform all work as necessary or required to complete the Change Order
Items for a lump sum price agreed upon between the Contractor and District.
Increase in (Decrease) Contract Time
Contract in Contract Extension
Description of Changes Amount $ Amount $ (days)
1) Bid vs. Actual Quantities 795.00 NA
2) Rock Excavation 73,741.18 NA
3) Fire Hydrant Extensions 2,003.93 NA
4) Fire Hydrant Tapping Sleeves &Valves 11,237.27 NA
5) Fire Hydrant on West Reed Avenue 6,617.51 NA
6) West Reed Avenue Drainage Ditch 1,311.02 NA
7) 2"Tap on West Reed Avenue 3,263.80 NA
8) Service at 14888 Donner Pass Road 1,340.98 NA
9) Testing on Reed Avenue 2,947.91 NA
10) Tree Removal on Reed Avenue $3,521.01 NA
11) Erosion Control at Denton Avenue $3,714.54 NA
12) Customer Service Issues $4,180.27 NA
13) Adjustment of Contract Time 227
Totals $114,674.42
Net change in contract amount (increase or decrease) $114,674.42
P. q
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The amount of the Contract will be increased by the sum of $114,674.42 and the Contract Time shall be extended
by 227 days until May 30, 2005. The undersigned Contractor approves the foregoing Change Order as to the
changes, if any, in the contract price specified for each item including any and all supervision costs and other
miscellaneous costs relating to the change in work, and as to the extension of time allowed, if any, for completion
and materials and
of the entire work on account of said Change Order. The Contractor agrees to furnish all labor
perform all other necessary work, inclusive of the directly or indirectly related to C of the oved time
contract and all
required to complete the Change order items. This document will become a supplement b the
provisions will apply hereto. It is understood that the Change Order shall be effective when approvedY
District.
Accepted; /Contractor Date: /2-
(Signature)
9 )
Approved: /District Date:
(Signature)
Analysis of Bid Quantities vs.Actual Quantities Constructed
Installation of Services for the North Shore of Donner Lake•Contract A
m Contractor: Hard Line Exacavating
a
Bid Amounts Actual Amounts
it Price
Bid Item Description Quanti Units Unit Price Subtotal Qu21 ULSs $U20,000 00 $ Subtotal
20 000.00
1 LS $ 20,000-00 $ 20,000.00 1
1 Mobilization 160 F7 $ 65.00 $ 10,400.00 160 FT $ 65.00 $ 10,400.00
2 8"Water Main 30.00 $ 120,000.00 3,184 FT $ 30.00 $ 95,520.00
4000 FT $
3 1.5"PE Service Lateral 20 FT $ 33.00 $ 660.00 20 FT $ 50.00 $ 000.00
4 2"PE Service lateral 30 EA $ 1,250.00 $ 37,500.00 32 EA $ 1,250.00 $ 40,000.00
5 Single Water Meter Assembly for Non-traffic Areas Y7 EA $ 1,750.00 $ 29,750.00 28 EA $ 2 200.00 $ 63,600.00
6 Single Water Meier Assembly for Traffic Areas 60 EA $ 2,200.00 $ 132,000.00 38 EA $ 2,200.00 $ 83,600.00
7 Double Water Meter Assembly for Non-traffic Areas 26 EA g 2,800,00 $ 72,800.00 43 EA $ 2,800.00 $ 120,400.00
8 Double Water Meter Assembly for Traffic Areas i EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 0,825.00
9 1"Commercial Water Service for Non-traffic Areas 120 PER 80X $ 175.00 $ 21,000.00 119 PER BOX $ 17500 $ 20,825 00
10 Additional Cost for Internal Pressure Reducing Valve t6 EA $ 3,800.00 $ 60,800.00 0 EA $ 3,800.00 $
11 Fire Hydrant Assembly and Lateral(4-foot bury) 4 EA $ 400000 $ 16,000.00 0 EA $ 4,100,00 $
12 Fire Hydrant Assembly and Lateral(4.5-foot bury) 4 EA g 4,100.00 $ 16,400.00 24 EA $ 4,100.00 $ 98,400.00
13 Fire Hydrant Assembly and lateral(5-foot bury) 4 EA $ 1,200,00 $ 4,800,00 4 L5 $ 6 000.00 $ 6000.00
14 Abandon Existing Fire Hydrant i LS $ 6.000.00 $ 6,000.00 1 6,000.00 $ 6,000.00
15 Connection to Existing 12"Pipe at Donner Avenue and Patty Lane 1 LS $ 6.000.00 $ 4,000.00 i LS $
16 Connection to Existing 8"Pipe a1 East Reed Avenue and Patty Lane 12 000 SO FT $ 3.25 $ 39,000.00 12,000 SO FT $ 3.25 $ 39,000.00
17 AC Pavement 1 LS $ 15,000.00 $ 15,000.00 1 LS $ 15,000.00 $ 615,0700.00
.00
18 All Other Work Required b the Contract Documents $ 608,610.00
Amount Owed to HLE: $ 1,495.00
Bid Amounts Actual Amounts
Bid Item Description htrilal
Quantit Units Unit Price Subtotal Quantil Units Unit P889.00 $ S 44 500.00
i De inch Pipe-Denton 500 FT $ 89.00 $ 44,500.00 500 FT $
2 Single Water Meter Assembly for Non-traffic Areas 1 EA $ 1,600.00 $ 1,600.00 1 EA $ t,250.00 $ 1,250.00
0 PER BOX $ 175.00 $ 1 PER BOX $ 175.00 $ 175,00
2A Additional Cost for Internal Pressure Reducing Valve 20 FT $ 30.00 $ 600.00 20 FT $ 30.00 $ 600,00
3 1.5"PE Service Lateral 2 EA $ 1,400.00 $ 2,800-00 2 EA S 1,400.00 $ 2,800.00
4 Connections to Existing Piping $ - 65-00 $ 11,700.00
180 FT $ 65.00 $ 11,70000 180 FT $
5 4-inch pipe 3 EA $ 1,600.00 $ 4,800.00 3 EA $ 1,250.00 $ 3,750.00
6 Single Water Meter Assembly for Non-traffic Areas 0 PER BOX $ 175.00 $ - 3 PER BOX $ 175.00 $ 525.00
6A Additional Cost for internal Pressure Reducing Valve 60 FT $ 30.00 $ 1,800.00 60 FT $ 30.00 $ 1,800.00
7 1.5"PE Service Lateral 2 EA $ 1,40000 $ 2,800,00 2 EA $ i 40000 $ 2,800.00
325.00
8 Connections to Existing Piping 100 SO FT $ 3.25 $ 325.00 100 SO FT $ 3.25 $ 70,225,00
0 AC Paving $ 70,925.00
Amount Owed to District: $ (700-00)