Loading...
HomeMy WebLinkAbout7a Change order District Pipeline Agenda Item # 7a AMR." LPu b 1 Ic Utility D� strict ACTION To: Board of Directors From: Neil Kaufman Date: February 4, 2009 Subject: Final Completion and a Closeout Change Order for the District Pipeline Replacement— 2008— Contract A Project 1. WHY THIS MATTER IS BEFORE THE BOARD The District Pipeline Replacement — 2008 — Contract A project is complete. A closeout change order and a resolution accepting the project require Board approval. 2. HISTORY The 2008 pipeline replacement project covered about 18,700 feet of main line pipe. The overall project was broken into three construction contracts covering different geographic areas: • Contract A—Tahoe Donner • Contract B — Ponderosa Palisades & Sierra Meadows • Contract C—Glenshire The bid openings for all three contracts were held on February 20, 2008. Pacific Rim Construction, Inc. (PRC) was determined to be the low bidder on all three bids and was awarded all three contracts. 3. NEW INFORMATION Construction of the project was completed in October 2008. In December 2008, PRC submitted 17 change order requests (CORs) regarding work performed on Contract A with a total of $517,928. The District reviewed these CORs and requested additional supporting information in a letter dated December 10, 2008. A portion of the information requested was received by the District on December 22, 2008. The remaining information has never been delivered. Meetings were originally scheduled with PRC on December 23, 2008 and then again on December 30 2008 to discuss the CORs for both Contracts A & C. Those meetings were canceled by PRC. On January 27 & 28, Water Department staff held meetings with PRC in an effort to resolve the outstanding COR issues on both Contracts A & C. These meetings managed to resolve all of the CORs associated with Contract C. However, of the 17 CORs on Contract A, PRC and the District were able to reach agreement on six CORs. The Water Department is requesting a closeout change order to the Contract include all of the change order issues that arose during this project. In addition to the 17 CORs submitted by Page 1 PRC, there are three CORs initiated by the District for a total of 20. These issues are described below and summarized on the attached Changer Order form. Item 1: The contract is based on a unit price bid. After construction is completed, it is necessary to reconcile the bid schedules with the work actually performed. The attached table shows the differences between bid totals and the amounts actually constructed. This analysis results in a $5,437 payment to PRC. Item 2: There were three locations where new meter boxes had been installed. PRC was directed to connect the new service laterals to the previously replaced facilities. The Water Department recommends payment of$3,553.72 for this work. Item 3: There was one double service on Northwoods Boulevard where a new meter box had been installed for one of the two houses. The second house was connected to the old original installation piping. PRC was directed to install one new meter box and connect to the other previously replaced meter box. The Water Department recommends payment of$2,255 for this work. Item 4: PRC submitted a COR associated with extra effort required for installation of the pipeline on Northwoods Boulevard on August 6, 7 & 8. The PRC claim was based upon water encountered at this area. District records indicate that 810 feet of pipe was installed during these three days. PRC was also paid for five hours of rock excavation work that was performed on August 6. Considering the amount of work that was accomplished during these three days, the Water Department recommends that additional payment is not appropriate. Item 5: The old piping at the intersection of Chamonix Road and Northwoods Boulevard was in extremely poor condition. District crews have performed numerous leak repairs at this location. When PRC began work along this area, there was at leak one active leak that District crews had been unable to locate. The Water Department agreed that PRC was required to expend additional efforts in this area to construct the pipeline. The Water Department recommends payment of$22,176.04 for this work. Item 6: There was one location on Hansel Avenue where the service lateral and meter boxes had been previously replaced by the District. PRC was directed to connect the previously installed service lateral to the new pipeline. The Water Department recommends payment of$1,625.58 for this work. Item 7: There was one location on Hansel Avenue where it was necessary to install a traffic rated concrete box to protect newly installed meter boxes. The Water Department recommends payment of$1,107.89 for this work. Item 8: The Contract Drawings called for a connection between the new pipeline and the old pipeline at 12115 Northwoods Boulevard. Due to changes in system operation during the Summer of 2008, this connection was no longer necessary. The connection was deleted from the contract and PRC was directed to install an end cap and blow-off in its place. The Water Department recommends payment of$5,681.68 for this work. Item 9: On Hansel Avenue, there is a 3/4' meter that serves the Tahoe Donner Tennis Courts. This meter is located along a lot line between two single family residential lots. The Page 2 double service feeding the two residential lots is also along the same lot line. However, the commercial meter was not shown on the Contract Drawings and the Contract Drawings did not include a detail covering a three meter installation. To address this problem, the District provided the parts for a three meter installation and PRC was directed to install them. The Water Department recommends payment of $2,587.21 for this work. Item 10: The existing double service at 12966 & 12986 Hansel Avenue had a very unusual configuration. It appeared to have been modified by a property owner associated with the construction of a driveway. With most new service box installations, the amount of piping downstream of the meter is about two feet long. This location required a significant amount of lateral piping downstream of the meter boxes, along with some exploratory work to determine the actual configuration. The Water Department recommends payment of$7,874 for this work. Item 11: There was one location on Oslo Drive where it was necessary to install a traffic rated concrete box to protect newly installed meter boxes. The Water Department recommends payment of$1,868.46 for this work. Item 12: There was one location on Oslo Drive where the service lateral and meter boxes had been previously replaced by the District. PRC was directed to connect the previously installed service lateral to the new pipeline. The Water Department recommends payment of$992.73 for this work. Item 13: On Oslo Drive, there is a fire hydrant lateral that is 27 feet long. The Bid Item covering fire hydrant assemblies includes a lateral up to 18 feet in length. The Water Department recommends payment of$1,118.19 for this work. Item 14: The meter boxes specified by the District are 48" tall. In a few locations, it was necessary to either install an extension or cut a box shorter to match the appropriate finished grade. The Water Department recommends payment of $1,407.18 for this work. Items 15 & 16: PRC submitted two CORs regarding additional effort required for the installation of the pipeline on Oslo Drive. Construction of the main line pipe on Oslo Drive began on August 25 and was completed on September 12, a period covering 15 working days. During this time, PRC claimed 18 hours of rock excavation work. On August 28, the PRC crew spent about four hours placing temporary pavement on Chamonix Road. On August 29, the PRC crew was stopped for a few hours while District personnel repaired a service lateral broken by PRC excavation activities. Over a period of about 12 work days, PRC installed about 1,860 feet of main line pipe, 11 service laterals and meter boxes and three fire hydrants. The District acknowledges that the subsurface conditions required that some additional material be imported to backfill the excavations. The Water Department recommends payment of$38,878.39 for this work. Item 17: The bid quantities for pipeline and service lateral installation include a certain amount of paving. However, an additional 26,945 square feet of paving was necessary. This paving included replacement of some previous pavement patches placed by the Page 3 District associated with water leak repairs that were in poor condition. There was also a fair amount of rock removal that damaged more pavement width than covered by the contract amount. The Water Department recommends payment of $159,696.06 for this additional paving work. Item 18: PRC submitted a CORs requesting payment for an increase in fuel surcharges by subcontractors for Work performed under the base scope of the contract. The Water Department recommends that this COR be rejected. Item 19: As noted above, PRC did not begin construction of Contract A until July 2008. As the October 15 project deadline approached, PRC opted to work on a few Saturdays. The District is entitled to a credit of $2,557.85 as reimbursement for the labor costs associated with inspection of the weekend work. Item 20: A vehicle owned by a private party was damaged by PRC activities during construction on Oslo Drive. The District has agreed to reimburse the vehicle owner and is entitled to a credit of$4,076.24. The total of these change order items is $249,625.04 4. FISCAL IMPACT The recommended source of funding for these costs is: Funding Source Amount 2006 COP Funds $228,213.57 Water Department Facility Fees $21,411.47 Total $249,625.04 5. RECOMMENDATION a) Authorize Contract Change Order No. 1, in the amount of a $249,625.04 payment from the District to Pacific Rim Construction, Inc. b) Authorize the transfer of $228,213.57 from COP funds to the Water Department General Fund and $21,411.47 from Facility Fees to the Water Department General Fund to cover the cost of the Change Order. c) Adopt the attached draft resolution accepting the District Pipeline Replacement— 2008 — Contract A project as complete and authorize the filing of the Notice of Completion. Ed Tayl r, Water Utility Manager Michael Holley, General Manager Attachments: Bid vs. Actual Analysis, Change Order Form, Draft Resolution Page 4 TRUCKEE DONNE- 7 Change Order Public Utility District Contract Name: DISTRICT PIPELINE REPLACEMENT—2008—CONTRACT A Contract Change Order No: 1 Orig. Contract Amt. $ 895,000.00 Days NA Date: February 4, 2009 Prev.Apprd Changes $ 0.00 Days NA Contractor: Pacific Rim Construction Inc. This Change $ 249,625.04 Days NA Revised Contract Amt. $ 1,144,625.04 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 $5,437.00 NA 2) Connect to exist double service at three locations $3,553.72 NA 3) Connect to exist meter box, install new box $2,255.00 NA 4) Additional Materials & Effort on Northwoods Blvd. $0.00 NA 5) Additional Materials & Effort on Chamonix Road $22,176.04 NA 6) Connect exist PE lateral to new main on Hansel Ave. $1,625.58 NA 7) Install traffic rated box on Hansel Avenue $1,107.89 NA 8) Install Blow-off at 12115 NW Blvd. $5,681.68 NA 9) Install Triple Service on Hansel Avenue $2,587.21 NA 10) Reconfigure Double Service on Hansel Avenue $7,874.00 NA 11) Install traffic rated box on Oslo Drive. $1,868.46 NA 12) Connect exist PE lateral to new main on Oslo Drive $992.73 NA 13) Fire hydrant on Oslo Drive $1,118.19 NA 14) Modification of Water Meter Boxes $1,407.18 NA 15)Additional Materials & Effort on Oslo Road $38,878.39 NA 16)Additional Materials& Effort on Oslo Road $0.00 NA 17)Additional Paving $159,696.06 NA 18) Fuel Surcharge for work under base scope $0.00 NA 19) Reimbursement for District Overtime $2,557.85 NA 20) Damage to private party vehicle $4,076.24 NA Totals $256,259.13 $6,634.09 Net change in contract amount(increase or decrease) $249,625.04 The amount of the Contract will be increased by the sum of $249,624.04 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' ® I_ { IU , Public Utility District e Resolution No. 2009 - XX AUTHORIZING THE ACCEPTANCE OF DISTRICT PIPELINE REPLACEMENT — 2008 PROJECT — CONTRACT A 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 District Pipeline Replacement—2008 Project— Contract A; and WHEREAS, Pacific Rim Construction, Inc.,was selected by the District to perform the work; and WHEREAS, Pacific Rim Construction, Inc., has completed all of the Work included in the Project; and WHEREAS,The District's Water System Engineer, Neil Kaufman, now certifies the completion of the project; and WHEREAS,the District's Water Utility Manager, Ed Taylor, 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: 1. That the District hereby accepts the District Pipeline Replacement—2008 Project— Contract A 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 4tn day of February 2009 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By J. Ron Hemig, President of the Board ATTEST: Michael D. Holley, 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 February 4th,2008 the hereinafter described improvements were accepted as complete pursuant to Resolution 2009 XX 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: District Pipeline Replacement— 2008 Project — Contract A— Oslo Drive, Northwoods Boulevard, Chamonix Road, Hansel Avenue, easement from Skislope Way to Passage Place, Truckee, California. 5. That the name and address of the contractor for such project was: Pacific Rim Construction, Inc., 22030 84th Avenue S.,Kent,WA,98032(mailing address: Post Office Box 2670, Renton,WA,98056). 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 Michael D. Holley, General Manager MAIL TAX STATEMENTS TO: SAME AS ABOVE Legal References: CC-3093,CCP-2003 (oath), 2015.5 (unsworn statement)