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Home My WebLink About5 Donner State Park Project ................ .. . Agenda Item # r Memorandum To: Board of Directors From: Sanna Schlosser, Associate Electrical Engineer Date: December 13, 2005 Date of Board Meeting: December 21, 2005 Subject: Closeout Change Order for Installation of Electric Conduit And Vaults in Donner State Park Project 1. Why this matter is before the board: The Installation of Electric Conduit and Vaults in Donner State Park project is complete. A closeout order and resolution accepting the project require Board approval. 2. HISTORY The Board previously awarded the Installation of Electric Conduit and Vaults in Donner State Park project to Hard Line Excavating. 3. NEW INFORMATION On November 9, District staff performed a final walk through on the project. All portions of the project have been completed. I am requesting a Closeout Changeout Order to the Contract for issues covered by the following 4 general items, which include all of the project change order issues. 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 the amount of $24,050.00 owed to the District. It should be noted that although some of the actual constructed quantities are higher than predicted in the Contract documents, the bulk of this difference results from a payment for 0 hours of rock excavation. The actual rock work done was determined to not meet the criteria of the Rock Excavation Clause. Item 2: Near work location 10 of the job (near Pump Station #1), Hard Line Excavating encountered an unmarked water line. As a result, the water line was damaged by the excavation. Due to the fact that the line was not marked, Hard Line Excavating is owed the cost of repairing the line. This repair results in a payment of $2,994.00 owed to Hard Line Excavating. Item 3: During excavation near work locations 3 and 10, large boulders were encountered which required extra labor. However, the removal of these boulders was not covered under the Rock Excavation Clause as defined in the Contract documents. As a result, District personnel and personnel from Hard Line Excavating negotiated compensation on a time and materials basis. This resulted in a total of$4,964.50 due to Hard Line Excavating. Item 4: When the project began, Hard Line Excavating was having difficulties getting vaults in a timely manner, and called on the District for assistance. Due to the time sensitive nature of the job, the District arranged for the delivery of 5 vaults from Jensen Precast of Sparks, NV to the job site. The District paid for these vaults, and as such this results in a discount for the materials in the value of $29,487.65 owed to the District. 4. Recommendation a. I recommend that the Board authorize Contract Change Order No. 1, in the amount of $45,549.15 which will be a discount in the Contract price. b. I recommend the Board pass a Resolution accepting the Installation of Electric Conduit and Vaults in Donner State Park project as complete, and authorize the filing of the Notice of Completion. Attachments: Analysis of Bid Quantities vs. Actual Quantities Constructed Change Order Form Resolution of Completion Acceptance Analysis of Bid Ouantities vs. Actual Quantities Constructed Installation of Electric Conduit and Vaults in Donner State Park Contractor: Hardline Construction Bid Amounts Actual Amounts Bid Quantity Units Unit Price Subtotal Quantity Units Unit Price Subtotal Item Description 1 Mobilization 1 EA $ 20,000.00 $ 20,000.00 1 EA $ 20,000.00 $ 20.000.00 2 4"Conduit Installation 2,400 FT $ 65.00 $ 156,000.00 2,747 FT $ 65.00 $ 178,555.00 3 Installation of Vaults 10 EA $ 11.000.00 $ 110,000.00 10 EA $ 11,000,00 $ 110,000.00 4 Installation of Conduit in Bridge 1 EA $ 7,000.00 $ 7,000.00 1 EA $ 7,000.00 $ 7,000.00 5 Installation of Conduit Risers 2 EA $ 5,000.00 $ 10,000.00 2 EA $ 5,000.00 $ 10,000.00 6 Rock Excavation 3 HRS $ 12,000.00 $ 36,000.00 0 HRS $ 12,000.00 $ - 7 AC Pavement 1,500 SO FT $ 25.00 $ 37,500.00 1,077 SO Fr $ 25.00 $ 26,925.00 8 All Other Work Required by the 1 EA 1 EA Contract Documents $ 15,000.00 $ 15,000.00 $ 15,000.00 $ 15,000.00 $ 391,500,00 $ 367,480.00 Amount Owed to District: $ 24,020.00 ...... ............ ... .. TRUCKEE DONNER Change Order Public District Contract Name: Installation of Electric Conduit and Vaults in Donner State Park Contract Change Order No: 1 391,500.00 Days NA Date: December 13, 2005 Prev. Apprd Changes$ 0.00 Days NA Contractor: Hard Line Excavating This Change$ (45,549.15) Days NA Revised Contract Amt. $ 345,950A5 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 Description of Changes Contract in Contract Extension Amount $ Amount $ (days) 1) Bid vs. Actual Charges 24,020.00 NA 2) Repairs due to break of an unmarked water line 2,994.00 NA 3) Payment for rock work not covered as rock excavation 4,964.50 NA 4) Refund due to Districts purchase of 5 vaults 29,487.65 NA Totals $7,958.50 $53,507.65 Net change in contract amount(increase or decrease) $45 54915 The amount of the Contract will be decreased by the sum of $45,549.15 and the Contract Time shall not be extended. 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 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 the approved time extension, required to complete the Change order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the District. Accepted: /Contractor Date: (Signature) Approved: /District Date: (Signature) f Resolution No. 2005 - AUTHORIZING THE ACCEPTANCE OF THE INSTALLATION OF CONDUIT AND VAULTS IN DONNER STATE PARK PROJECT AND DIRECTING FILING OF THE NOTICE OF COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the determination to undertake the Installation of Conduit and Vaults in Donner State Park Project; and WHEREAS, Hard Line Excavating, Inc. was selected by the District to perform the work; and WHEREAS, Hard Line Excavating, Inc. has completed all of the Work included in the Project; and WHEREAS, The District Associate Electrical Engineer, Sanna Schlosser, now certifies the completion of the project; and WHEREAS, the District's Electric Utility Manager, Steve Hollabaugh, has recommended that the work be accepted by the District; NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District as follows: I. That the District hereby accepts the Installation of Conduits and Vaults in Donner State Park Project as complete. 2. That the Clerk of the District be directed to file with the County of Nevada the Notice of Completion, a copy of which is attached hereto. 3. That 35 days following the filing of the Notice of Completion, the monies retained from the contractor payments be released to the contractor if no claims have been made to the District by material suppliers or laborers. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 21 st day of December 2005 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By J. Ron Hemig, President of the Board ATTEST: Peter L. Holzmeister, Clerk of the Board RECORDING REQUESTED BY: Truckee Donner Public Utility District WHEN RECORDED, RETURN TO: TRUCKEE DONNER PUBLIC UTILITY DISTRICT Post Office Box 309 Truckee, CA 96160 THE UNDERSIGNED DECLARES DOCUMENTARY TRANSFER TAX- NONE NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN: 1. That the name and address of the public entity for whom the improvement project was done, as owner thereof, is the Truckee Donner Public Utility District, Post Office Box 309, Truckee, CA 96160. 2. Nature of interest or estate of owner: beneficial interest of a public utility easement for installation of water facilities. 3. That on December 21't, 2005 the hereinafter described improvements were accepted as complete pursuant to Resolution 2005- of the Truckee Donner Public Utility District, the awarding authority. 4. That the subject improvements of the Notice are generally described and identified as follows: Installation of Electric Conduit and Vaults in Donner State Park 5. That the name and address of the contractor for such project was: Hard Line Excavating, Inc., P.O. Box 10029, Truckee, Ca. 96162 1 certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Dated: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Peter L. Holzmeister, General Manager MAIL TAX STATEMENTS TO: SAME AS ABOVE Legal References: CC-3093,CCP-2003 (oath), 2015.5 (unsworn statement)