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HomeMy WebLinkAbout7b District pipeline Contract C Agenda Item # 7b TT19 D01"N R TUtility District 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 C Project 1. WHY THIS MATTER IS BEFORE THE BOARD The District Pipeline Replacement — 2008 — Contract C 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 All portions of the project are complete. The Water Department is requesting a closeout change order to the Contract for issues under sixteen general items that include all of the change order issues that arose during this project. These issues are described below and summarized on the attached Changer Order form Item 1: The contract is based on a unit price bid and this item reconciles bid quantities and actual quantities. The attached table shows the differences between bid totals and the amounts actually constructed. This analysis results in an $18,525 credit to the District. The two largest contributors to this amount are the water services and rock excavation. Item 2: The actual water service box configuration was different from what was shown in the Contract Documents at 28 locations. At these locations, the District directed Pacific Rim Construction (PRC) to reuse existing meter tubes where encountered in the Page 1 field! The result was a savings in material costs, but an additional expense in labor hours. The cost to install the water services reusing existing meter tubes is $34,494. Item 3: The District's standard construction of a water service for single-family residences consists of meter boxes that are not rated for vehicular traffic, but field conditions dictated that traffic protection be installed in one location. The cost to the District is $2,672. Item 4: The existing pipelines and appurtenances that were replaced under this project were leaking, in poor condition, and in need of replacement. The total cost due to water leaks interfering with construction is $2,793. Item 5: PRC encountered mislocated underground utilities at four locations along the project's alignment. The costs caused by searching for known utilities or by repairing mislocated utilities that were damaged totals $11,260 for labor, materials, and delays. Item 6: PRC encountered utility conflicts at five locations along the project's alignment. The cost of the additional labor, material, and delays to reconcile the conflicts total $11,572. Item 7: A total of 7,875 square feet of additional paving, due to rock removal and failure of previous water leak patches, was performed by the contractor. PRC also installed a truck-load of concrete to repair a customer's driveway and a drainage ditch. The total cost of this additional paving and concrete work is $56,426. Item 8: The existing water main from the south end of Somerset Drive to Sherwood Drive is the main water supply to over 500 customers. While planning the new water pipeline tie-ins to the existing system, it was realized that the two tie-ins (south end of Somerset Drive & Somerset Drive at Sherwood Drive) needed revision to minimize the number of customers impacted by the water outages. The revisions to these tie- ins required more fittings, valves, and excavation by PRC. The total cost of the revision is $34,929. Item 9: It was determined that St. James Place required a blowoff at the end of the main to ensure good quality water to the District's customers. The District directed PRC to add the blowoff at a cost of$3,997. Item 10: The water main at the intersection of Regency Circle and Courtenay Lane was found at a depth of 8 feet. The Contract Drawings showed this location at a depth of about 5 feet. Additional excavation and pipe fittings were required to install the new main, at a cost of$11,430. Item 11: The new main on Regency Circle required repair and disinfection due to lack of coordination of construction activities between the District and PRC. The District's cost is $4,276. Item 12: The Contract Drawings incorrectly identified a section of existing main on Glenshire Drive as 8-inch instead of 10-inch. The cost of materials and delay in construction is $3,925. Page 2 Item 13: PRC sawcut pavement areas and planned its work along Glenshire Drive based upon the District's location marks of the existing A.C. main and service laterals. However, due to the inaccuracy associated with locating AC pipe, PRC spent an additional 40 hours of effort to locate the main and laterals. The corresponding cost is $41,165. Item 14: A water leak was observed coming from a service installed by PRC on Glenshire Drive, so the District requested that PRC repair it. PRC excavated the water service without finding the leak. After further investigation and a number of discussions with the property owner, it was discovered that the leak was on the customer's irrigation line in the back of the house, not caused by PRC. Considering that PRC was not responsible for the leak, PRC is owed compensation for this additional excavation and backfill work is an amount of$7,119. Item 15: PRC did not begin construction of Contract C until late June 2008. As the October 15 project deadline approached, PRC opted to work on a few Saturdays. The District is owed $1,521 as reimbursement for the labor costs associated with inspection of the weekend work. Item 16: The District provided a staging area to PRC at the Southside Pump Station, which was delineated by fencing. During the final clearing of the staging area, PRC removed and scrapped five pumps belonging to the District that were outside of the designated staging area. The District is owed $28,195 as reimbursement for the pumps. The total of these change order items is $177,817. 4. FISCAL IMPACT The recommended sources of funding for these change order costs are: Funding Source Amount 2006 COP Funds $169,605 Water Department Facility Fees 8,212 Total $177,817 Page 3 5. RECOMMENDATION a) Authorize Contract Change Order No. 1, in the amount of a $177,817 payment from the District to Pacific Rim Construction, Inc. b) Authorize the transfer of$169,605 from COP funds to the Water Department General Fund and $8,212 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 C project as complete and authorize the filing of the Notice of Completion. -0- A Ed ayl r, Wat tility Manager Michael Holley, General Manager Attachments: Bid vs. Actual Analysis Change Order Form Draft Resolution Page 4 Change Order - -f Public Utility District Contract Name: DISTRICT PIPELINE REPLACEMENT—2008—CONTRACT C Contract Change Order No: 1 Orig. Contract Amt. $ 840,500.00 Days NA Date: February 4, 2009 Prev. Apprd Changes $ 0.00 Days NA Contractor: Pacific Rim Construction Inc. This Change$ 177,817.00 Days NA Revised Contract Amt. $ 1,018,317.00 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 $18,525 NA 2) Modify Water Service Box Configurations $34,494 NA 3) Traffic Rated Service Box $2,672 NA 4) Water Leaks Interfering with Construction $2,793 NA 5) Mislocated Utilities $11,260 NA 6) Utility Conflicts $11,572 NA 7) Additional Paving and Concrete $56,426 NA 8) Revision of Two Tie-Ins on Somerset $34,929 NA 9) Additional Blowoff on St. James Place $3,997 NA 10)Tie-in at Regency Circle and Courtenay Lane $11,430 NA 11) Repair and Disinfection of the New Main in Regency $4,276 NA 12) Incorrect Main Size on Glenshire Drive $3,925 NA 13) Mislocated Water Main and Laterals on Glenshire Drive $41,165 NA 14) Leak Repair on Glenshire Drive $7,119 NA 15) Reimbursement for District Overtime $1,521 NA 16) Reimbursement for Pumps $28,195 NA Totals $226,058 $48,241 Net change in contract amount(increase or decrease) $177,817 The amount of the Contract will be increased by the sum of $177,817 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) Y I DONNER 5-"1 Public Utility District E .u. .. Resolution No. 2009 - XX AUTHORIZING THE ACCEPTANCE OF DISTRICT PIPELINE REPLACEMENT — 2008 PROJECT — CONTRACT C 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 C; 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 C 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 4th 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 C — St. James Place, Windsor Way, Somerset Drive, Regency Circle, Lancaster Place, and Glenshire Drive, Truckee, California. 5. That the name and address of the contractor for such project was: Pacific Rim Construction, Inc., 22030 84'h 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)