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Home My WebLink About10 District Pipeline Completion Agenda Item # 10�' R Public Utility District ACTION To: Board of Directors From: Neil Kaufman Date: November 19, 2008 Subject: Final Completion and a Closeout Change Order for the District Pipeline Replacement- 2008 - Contract B Project 1. WHY THIS MATTER IS BEFORE THE BOARD The District Pipeline Replacement - 2008 - Contract B project is complete. A closeout change order and a resolution accepting the project require Board approval. 2. HISTORY The Board previously awarded the District Pipeline Replacement - 2008 - Contract B project to Pacific Rim Construction, Inc. (PRC). Construction began in May 2008. 3. NEW INFORMATION On August 28, 2008, District staff performed a punchlist inspection on the project. All portions of the project were completed by October 15, 2008. The Water Department is requesting a closeout change order to the Contract for issues under seven general items that will include all of the change order issues that arose during this project. This issues are described below and summarized on the attached Changer Order form 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 a $23,557 payment to PRC. The largest contribution to this amount is rock excavation. The Bid Documents included a total of 17 hours of rock excavation in the Bid Schedules. In reality, 46.5 hours of rock excavation were necessary to perform the work. These additional 29.5 hours have a corresponding cost of $14,750. Item 2: During the pre-construction job walk, Mike Vaughan (Senior Engineer for the Town of Truckee) noted the pavement surface of Ponderosa Drive near Palisades Drive will likely be lowered as part of the Hilltop project. Lowering of the pavement surface would result in a pipe that is too shallow and susceptible to freezing. The District then requested that PRC provide a price proposal to lower the new pipeline for a length of about 300 feet. PRC quoted a price of $3,452.00 for this work. The District directed PRC to perform the work at the quoted price. Item 3: The existing pipelines that were replaced under this project were in poor condition and in need of replacement. During construction, PRC encountered leaks on the old pipeline requiring repair by District Crews before PRC could continue to install the new pipeline. In other cases, PRC was able to lay pipe through a wet area without repairing the existing water line. However, they experienced delays associated with dewatering the trench sufficiently to install the pipe and trench wall instability due to saturated soils. The total cost due these delays in construction is $27,623. Item 4: PRC encountered mis-marked underground utilities at four locations. The costs incurred by looking for known but mismarked utilities or by repairing mismarked utilities that were damaged are as follows: 1) Southwest Gas mismarked a gas lateral on Ponderosa Drive which PRC subsequently broke. PRC was on standby until Southwest Gas finished repairing the gas line. 2) The District mismarked the existing water main on Torrey Pine Road for about 200 feet. PRC subsequently hit and broke the pipe. This resulted in emergency repair of the existing pipeline and the realignment of approximately 200 feet of the new pipeline. 3) The District mismarked a water lateral on Shore Pine Road. PRC spent additional time potholing to locate the pipe before they could continue installing mainline pipe. 4) There is an existing joint trench containing electric, cable TV, and telephone conduits that crosses Shore Pine Road perpendicularly near Frond Road. The District was unaware that cable TV conduits were in this joint trench and the cable TV company did not respond to the USA call. PRC excavated and located two. conduits that were thought to be the electric and telephone conduits but were actually the cable TV and telephone conduits. PRC, believing they had potholed the electric conduit began to excavate and then hit the electric conduit. This resulted in delays, overtime and an emergency repair of the primary electric line. The total cost of delays and repairs due to mismarked utilities is $39,930. Item 5: The District's standard construction of a water service for single-family residences consists of a meter box that is not rated to withstand vehicular traffic. In locations where the meter boxes may be impacted by vehicular traffic it is necessary to install an additional traffic-rated concrete box to protect the meter box. The original bid did not include the installation of any traffic rated services, but field conditions dictated that traffic protection be installed at six locations. At two other locations, PRC was directed to reuse two existing water meter boxes that had been installed in the past few years and meet current District standards. The overall cost of these meter box modifications is $10,082. Item 6: Throughout the project there are locations where the new pipelines must be connected to existing pipelines. At three of these locations, the actual field conditions were different from what is shown on the Contract Drawings. Additional labor and materials were required to complete these tie-ins at a cost of $17,135. These costs include the time it took to investiaate the existina conditions by hand digging around existing water mains; labor, equipment and materials and time to backfill the larger than expected excavations; and labor, equipment and materials and time to install additional elbows and fittings. Item 7: The bid quantities for pipeline and service lateral installation include a certain amount of paving. However, an additional 10,012 square feet of paving was necessary. This paving included replacement of some previous pavement patches placed by the District associated with water leak repairs that were in poor condition. There was also a fair amount of rock excavation that damaged more pavement width than covered by the contract amount. The total cost of this additional paving work is $67,321. 4. FISCAL IMPACT The recommended source of funding for these costs is: Funding Source Amount 2006 COP Funds $169,185.04 Water Department Facility Fees $17,393.11 Electric Department Rate Funded Capital $2,521.85 Total $1899100.00 5. RECOMMENDATION a) Authorize Contract Change Order No. 1, in the amount of a $189,100 payment from the District to Pacific Rim Construction, Inc. b) Authorize the transfer of $169,185.04 from COP funds to the Water Department General Fund, $17,393.11 from Facility Fees to the Water Department General Fund and $2,521.85 from the Electric Department General Fund to the Water Department General Fund cover the cost of the Change Order. c) Adopt the attached draft resolution accepting the District Pipeline Replacement- 2008 - Contract B project as complete and authorizing the filing of the Notice of Com letion. d VdTaylor Michael D. Holley Water Utility Manager General Manager Nov-14-2008 11:552m From-TRUCKEE DONNER PUD +5305871189 T-007 P-002/002 F-525 Change Order Contract Name: DISTRICT PIPELINE REPLACEMENT—2008—CONTRACT B Contract Change Order No: 1 Orig.Contract Amt,$ 768,500.00 Days NA Date: November 19,2008 Prev-Apprd Changes$ 0.00 Days NA Contractor: Pacific Rim Construction Inc. This Change$ 189,100.00 Days NA Revised Contract Amt.$ 957,600.00 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 me Contract in Contract Extension Description of Changes Amount $ Amount $ Kan-) 1) Bid vs.Actual Quantities $23,557 NA 2) Low Pipe on Ponderosa Dave $3,452 NA 3) Repairs and Delays Associated with Water Leaks $27,623 NA 4) Mismarked Utilities $39,930 NA 5) Modification of Water Meter Boxes $10,082 IVY► 6) Additional Fittings at Tie-ins $17,136 NA 7) Additional Paving $67,321 NA Totals $189,100 Net change in contract amount(increase or decrease) $189,100 The amount of the Contract will be increased by the sum of $189,100 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 fumish 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 understo t t Ch go Order shall be effective when approved by the District. /Contractor Date: Accepted: { gnatur ? Approved: /District Date: ( ignsture) Analysis of Bid Quantities vs.Actual Quantities Constructed District Pipeline Replacement-2008-Contract B Contractor: Pacific Rim Construction,Inc. Bid Amounts Actual Amounts Bid Item Description Quantity Units Unit Price Subtotal QuantityUnits Unit Price Subtotal 1 Mobilization 1 LS $ 35,000.00 $ 35,000.00 1 LS $ 35,000.00 $ 35,000.00 1A 12"Water Main from Station 0+00 to 9+99 999 FT $ 60.00 $ 59,940.00 979 FT $ 60.00 $ 58,740.00 1 B 12"Water Main and 1.5"PE Water Service Lateral from Station 9+99 to 10+57 58 FT $ 90.00 $ 5,220.00 83 FT $ 90.00 $ 7,470.00 1C 12"Water Main and 8"Water Main from Station 10+57 to 11+96 139 FT $ 100.00 $ 13,900.00 177 FT $ 100.00 $ 17,700.00 1 D 12"Water Main,8"Water Main,4"Conduit,and 2"Conduit from Station 11+96 to 15+53 357 FT $ 120.00 $ 42,840.00 320 FT $ 120.00 $ 38,400.00 1 E 1.5"PE Water Service Lateral within Pavement 165 FT $ 95.00 $ 15,675.00 220 FT $ 95.00 $ 20,900.00 IF 1.5"PE Water Service Lateral outside Pavement 160 FT $ 20.00 $ 3,200.00 203 FT $ 20.00 $ 4,060.00 1G Double Water Service for Non-Traffic Areas 9 EA $ 1,750.00 $ 15,750.00 8 EA $ 1,750.00 $ 14,000.00 1 H Single Water Service for Non-Traffic Areas 2 EA $ 1,000.00 $ 2,000.00 4 EA $ 1,000.00 $ 4,000.00 I Fire Hydrant Assembly 3 EA $ 5,500.00 $ 16,500.00 3 EA $ 5,500.00 $ 16,500.00 1 1 Fire Air Valve Assemblies 1 EA $ 4,000.00 $ 4,000.00 1 EA $ 4,000.00 $ 4,000.00 1 EA $ 6,500.00 $ 6,500.00 1 EA $ 6,500.00 $ 6,500.00 1 K Connection to Existing 8"Piping at Station 0+00 1 L Tee/Valve Assembly and Connection at Station 5+52 1 EA $ 5,500.00 $ 5,500.00 1 EA $ 5,500.00 $ 5,500.00 1 M Connection to Existing 8"Piping at Station 10+57 1 EA $ 4,000.00 $ 4,000.00 1 EA $ 4,000.00 $ 4,000.00 1 N Connection to Existing 8"Piping at Station 13+93 1 EA $ 5,000.00 $ 5,000.00 1 EA $ 5,000.00 $ 5,000.00 90 FT $ 70.00 $ 6,300.00 85 FT $ 70.00 $ 5,950 00 10 4"and 2"Conduit Trench Within Pavement 10 FT $ 20.00 $ 200.00 0 FT $ 20.00 $ 1 P 4"and 2"Conduit Trench Outside Pavement IQ Pole Riser Assemblies 1 EA $ 950.00 $ 950.00 1 EA $ 950.00 $ 950.00 1R Communication Pull Boxes 1 EA $ 1,250.00 $ 1,250.00 1 EA $ 1,250.00 $ 1,250.00 1 S Electrical Vaults 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 1T Pump Station Site Utilities 1 LS $ 25,000.00 $ 25,000.00 1 LS $ 25,000.00 $ 25,000.00 1 U Install 12-foot Wide Paved Access Road 55 FT $ 85.00 $ 4,675.00 88.2 FT $ 85.00 $ 7,497.00 1V Perform Rock Excavation 4 HRS $ 500.00 $ 2,000.00 29 HRS $ 500.00 $ 14,500.00 1 W All Other Work Required by the Contract Documents 1 LS $ 46,050.00 $ 46,050 00 1 LS $ 46,050.00 $ 46,050.00 0 FT $ 50.00 $ 30 FT $ 50.00 $ 1,500.00 1 X 8"Water Main within Pavement 2A 8"Water Main within Pavement 220 FT $ 50.00 $ 11,000.00 245 FT $ 50.00 $ 12,250.00 2B 1.5"PE Water Service Lateral within Pavement 55 FT $ 80.00 $ 4,400.00 53 FT $ 80.00 $ 4,240.00 2C 1.5"PE Water Service Lateral outside Pavement 45 FT $ 20.00 $ 900.00 40 FT $ 20.00 $ 800.00 2D Double Water Service for Non-Traffic Areas 2 EA $ 1,675.00 $ 3,350.00 2 EA $ 1,675.00 $ 3,350.00 Fire Hydrant Assembly 1 EA $ 5,250.00 $ 5,250.00 1 EA $ 5,250.00 $ 5,250 00 2E Air Valve Assemblies 1 EA $ 4,000.00 $ 4,000.00 0 EA $ 4,000.00 $ 2F Fire 2G Connection to Existing 6"Gate Valve at Station 0+00 1 EA $ 2,750.00 $ 2,750.00 1 EA $ 2,750.00 $ 2,750 00 2H Perform Rock Excavation 1 HRS $ 500.00 $ 500.00 0 HRS $ 500.00 $ 21 All Other Work Required by the Contract Documents 1 LS $ 10,000.00 $ 10,000.00 1 LS $ 10,000.00 $ 10,000.00 400 3A 8"Water Main within Pavement FT $ 50.00 $ 20,000.00 420 FT $ 50.00 $ 21,000.00 36 1.5"PE Water Service Lateral within Pavement 85 FT $ 85.00 $ 7,225.00 63 FT $ 85.00 $ 5,355.00 ' 3C 1.5"PE Water Service Lateral outside Pavement 75 FT $ 20.00 $ 1,500.00 105 FT $ 20.00 $ 2,100.00 -Traffic Areas 4 EA $ 1,675.00 3D Double Water Service for Non $ 6,700.00 4 EA $ 1,675.00 $ 6,700.00 1 EA $ 5,250.00 $ 5,250.00 1 EA $ 5,250.00 $ 5,250.00 3E Fire Hydrant Assembly 3F Connection to Existing 6"Gate Valve at Station 0+00 1 EA $ 2,750.00 $ 2,750.00 1 EA $ 2,750.00 $ 2,750 00 3G Perform Rock Excavation 1 HRS $ 500.00 $ 500.00 0 HRS $ 500.00 $ 3H All Other Work Required b the Contract Documents 1 LS $ 10 000.00 $ 10 000.00 1 LS $ 10 000.00 $ 10 000.00 Analysis of Bid Quantities vs.Actual Quantities Constructed District Pipeline Replacement-2008-Contract B Contractor: Pacific Rim Construction,Inc. Bid Amounts Actual Amounts Bid Item Description Quantity Units Unit Price Subtotal Quantity Units Unit Price Subtotal 4A 8"Water Main from Station 0+00 to 8+38 838 FT $ 50.00 $ 41,900.00 845 FT $ 50.00 $ 42,250.00 4B 8"Water Main,4"Conduit,and 2"Conduit from Station 8+38 to 11+08 270 FT $ 55.00 $ 14,850.00 266 FT $ 55.00 $ 14,630.00 4C 8"Water Main from Station 11+08 to 13+10 202 FT $ 60.00 $ 12,120.00 205 FT $ 60.00 $ 12,300.00 4D 1.5"PE Water Service Lateral within Pavement 155 FT $ 90.00 $ 13,950.00 146 FT $ 90.00 $ 13,140.00 4E 1.5"PE Water Service Lateral outside Pavement 205 FT $ 20.00 $ 4,100.00 151 FT $ 20.00 $ 3,020.00 4F Double Water Service for Non-Traffic Areas 10 EA $ 1,675.00 $ 16,750.00 8 EA $ 1,675.00 $ 13,400.00 4G Single Water Service for Non-Traffic Areas 2 EA $ 925.00 $ 1,850.00 3 EA $ 925.00 $ 2,775.00 2 EA $ 5,000.00 $ 10,000.00 2 EA $ 5,000.00 $ 10,000.00 4H Fire Hydrant Assembly 41 Connection to Existing 6"Gate Valve at Station 0+00 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,750.00 $ 2,750.00 1 EA $ 2,750.00 $ 2,750.00 4J Tee/Valve Assembly at Station 11+08 4 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 K Connection to Existing 6"Piping at Station 13+10 25 FT $ 75.00 $ 1,875.00 33 FT $ 75.00 $ 2,475.00 4L 4"and 2"Conduit Trench Within Pavement 4M 4"and 2"Conduit Trench Outside Pavement 10 FT $ 40.00 $ 400.00 7 FT $ 40.00 $ 280.00 4N Pole Riser Assemblies 1 EA $ 1,050.00 $ 1,050.00 1 EA $ 1,050.00 $ 1,050 00 40 Perform Rock Excavation 8 HRS $ 500.00 $ 4,000.00 0 HRS $ 500.00 $ 4P All Other Work Required by the Contract Documents 1 LS $ 40,000.00 $ 40,000.00 1 LS $ 40,000.00 $ 40,000.00 5A 8' Water Main,4"Conduit,and 2"Conduit from Station 0+00 to 1+66 166 FT $ 55.00 $ 9,130.00 185 FT $ 55.00 $ 10,175.00 56 8"Water Main from Station 1+66 to 3+53 187 FT $ 50.00 $ 9,350.00 174 FT $ 50.00 $ 8,700.00 5 50 FT $ 90.00 $ 4,500.00 69 FT $ 90.00 $ 61210.00 C 1.5"PE Water Service Lateral within Pavement 0 FT $ 20.00 $ 1,200.00 46 FT $ 20.00 $ 920.00 5D 1.5"PE Water Service Lateral outside Pavement 6 3 EA $ 1,675.00 $ 5,025.00 3 EA $ 1,675.00 $ 5,025.00 5E Double Water Service for Non-Traffic Areas 5F Single Water Service for Non-Traffic Areas 1 EA $ 925.00 $ 925.00 1 EA $ 925.00 $ 925.00 5G Fire Hydrant Assembly 1 EA $ 5,150.00 $ 5,150.00 1 EA $ 5,150.00 $ 5,150.00 1 EA $ 2,175.00 $ 2,175.00 1 EA $ 2,175.00 $ 2,175.00 5H Connection to New 8"Tee at Station 0+00 5 1 EA $ 3,000.00 $ 3,000.00 1 EA $ 3,000.00 $ 3,000.00 1 Connection to Exist 8"Gate Valve at Station 3+53 1 EA $ 2,750.00 $ 2,750.00 1 EA $ 2,750.00 $ 2,750.00 51 Stub 4"into Existing Transformer - 5 FT $ 70.00 $ 350.00 4 FT $ 70.00 $ 280.00 5K 4"and 2"Conduit Trench Within Pavement 5 20 FT $ 20.00 $ 400.00 10 FT $ 20.00 $ 200 00 L 4"and 2"Conduit Trench Outside Pavement 5M Perform Rock Excavation 2 HRS $ 500.00 $ 1,000.00 0 HRS $ 500.00 $ 5N All Other Work Required by the Contract Documents 1 LS $ 10,000.00 $ 10,000.00 1 LS $ 10,000.00 $ 10,000.00 6A 8"Water Main within Pavement 1,034 FT $ 50.00 $ 51,700.00 1,051 FT $ 50.00 $ 52,550.00 6B 1.5"PE Water Service Lateral within Pavement 140 FT $ 85.00 $ 11,900.00 148 FT $ 85.00 $ 12,580.00 6C 1.5"PE Water Service Lateral outside Pavement 120 FT $ 20.00 $ 2,400.00 133 FT $ 20.00 $ 2,660.00 6D Double Water Service for Non-Traffic Areas 6 EA $ 1,750.00 $ 10,500.00 7 EA $ 1,750.00 $ 12,250.00 6E Single Water Service for Non-Traffic Areas 2 EA $ 925.00 $ 1,850.00 2 EA $ 925.00 $ 1,850.00 6F Fire Hydrant Assembly 2 EA $ 5,000.00 $ 10,000.00 2 EA $ 5,000.00 $ 10,000.00 6G Connection to Existing 8"Piping at Station 0+00 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 5,000.00 $ 5,000.00 1 EA $ 5,000.00 $ 5,000.00 6H Tee/Valve Assembly at Station 1+94 61 Connection to Existing 8"Valve at Station 10+33.40 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 6J Perform Rock Excavation 1 HRS $ 500.00 $ 500.00 17.5 HRS $ 500.00 $ 8,750.00 6K All Other Work 1 LS $ 24 075.00 $ 24 075.00 1 LS $ 24 075.00 $ 24 075.00 $ 768,500.00 $ 792,057.00 Amount Owed to PRC: $ 23,557.00 i i ;a T. Public Utility District y Resolution No. 2008 - XX AUTHORIZING THE ACCEPTANCE OF DISTRICT PIPELINE REPLACEMENT — 2008 PROJECT — CONTRACT B 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 B; 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 B 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 19th day of November 2008 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Tim F. Taylor, 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 November 19th, 2008 the hereinafter described improvements were accepted as complete pursuant to Resolution 2008 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 B—Ponderosa Drive,Tamarack Way, Pine Cone Road, Redbud Court, Laurel Court, Shore Pine Road, Frond Road, and Torrey Pine Road, Truckee, California. 5. That the name and address of the contractor for such project was: Pacific Rim Construction, Inc., 22030 84th Avenue South, 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)