HomeMy WebLinkAbout#9 District Pipeline Replacement Agenda Item # 9
oeTRUCKEE DONNER
Public Utility District
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ACTION
To: Board of Directors
From: Neil Kaufman
Date: December 16, 2009
Subject: Consideration of a Resolution Accepting Final Completion and a
Closeout Change Order for the District Pipeline Replacement— 2009
Project— Contract C
1. WHY THIS MATTER IS BEFORE THE BOARD
The District Pipeline Replacement - 2009 - Contract C project is complete. A
closeout change order and a resolution accepting the project require Board approval.
2. HISTORY
In 2005 and 2006, the Water Department made Board presentations regarding the
condition of existing water pipelines and the need to pursue a pipeline replacement
program. The District subsequently issued a COP in 2006 and dedicated a portion of
those funds for the pipeline replacement program. Pipeline construction projects have
been undertaken during 2006, 2007, and 2008 as part of this program.
The planned construction for 2009 entailed about 18,000 feet of pipeline and was
broken into three separate construction contracts.
• Contract A - Hillside Drive, Solvang Way, Staghorn Road & St. Croix Way
• Contract B - Oslo Drive, Sierra Glen Way, Skiview Loop, Snowpeak Way &
Tyrol Road
• Contract C - Chamonix Road, Donner View Tank site, Innsbruck Tank site,
Rhineland Avenue, Skislope Way & West Reed Avenue
The Board awarded Contract C to Cruz Excavating, Inc. (Cruz) on March 4, 2009, in
an amount not to exceed $656,993.00 plus a 10% change order allowance of
$65,000. Throughout the Summer, Cruz was experiencing significant cash flow issues
and requested that the scope of the project be reduced. In response, the Board of
Directors approved Change Order No. 3 on September 10, 2009. This change order
deleted the work on Skislope Way and West Reed Avenue from the contract and
authorized staff to purchase up to $23,000 of materials to complete the project,
resulting in a revised contract price of$453,988.75.
3. NEW INFORMATION
Cruz has completed the work that remained in the contract after the approval of
Change Order No. 3.
During the course of the project, two other change orders were approved totaling
$23,275.75. These amounts did not exceed the $65,000 change order allowance
established by the Board. These change orders were reviewed by staff and then
approved by the General Manager. The items covered in these change orders
involved the following:
• Assisting the District with emergency repair of water lines on Northwoods
Boulevard and Zermatt Drive in May of 2009
• Repair of a retaining wall on Rhineland Avenue that District water crews had
damaged when repairing a leaking service lateral.
• Re-routing of the alignment on Rhineland Avenue due to field constraints.
As noted above, Change Order No. 3 was approved by the Board on September 10,
2009.
District staff performed a final walkthrough of work covered by the Contract. The work
performed is considered complete and should be accepted by the District. Staff is
requesting a closeout change order (Change Order No. 4) to the contract to resolve
the remaining project issues.
Item 1: The contract is based on a unit price bid. Attachment 1 is a table that
shows the differences between bid totals and the amounts actually
constructed. This analysis results in a $1,645.97 payment to Cruz.
Item 2: There was a leak from the existing water main in Rhineland Avenue and
another leak from an existing service lateral at Chamonix Road at Falcon
Point Place that impacted the progress of work. Cruz had to remove and
replace saturated soil from the trench in both locations to achieve required
compaction. The cost of equipment, materials, and labor totaled $7,730.88.
Item 3: On Chamonix Road, there was a mismarked gas lateral and a mismarked
water lateral that slowed construction progress. Cruz is due $922.50 for the
time spent looking for and avoiding the mismarked utilities.
Item 4: Along Skislope Way, a property owner had piled a large quantity of brush
along the pipeline alignment to be picked up and chipped by the Tahoe
Donner Association (TDA). However, Cruz began preparatory work along
Skislope Way before the brush was removed by TDA. Cruz moved the
brush to its staging area and then later moved it to a disposal area
designated by TDA. The cost of moving the brush twice was $1,020.00.
Item 5: Although the water service laterals and boxes are located in Town right-of-
way or easements, some of the areas have been landscaped. On
Chamonix Road, Cruz had to bring in some boring equipment to avoid
damaging a retaining wall with one service lateral and to rebuild some steps
constructed of railroad ties at another service lateral. The cost of the
additional time in labor and equipment was $957.21.
Item 6: The contract documents are based upon a pavement restoration thickness
of four inches. The pavement on Rhineland Avenue and Chamonix Road
was five inches thick. The total cost of this additional pavement thickness
was $25,716.80.
Item 7: In Change Order No. 3, the Board approved an expenditure of up to
$23,000 to purchase the materials necessary to complete the work on
Chamonix Road. The materials purchased by the District came to a total of
$22,042.79. An adjustment of$957.21 must be made to the contract.
Item 8: Although the Board authorized the deletion of the work at West Reed with
Change Order No. 3, though an oversight, staff did not request deletion of
the credit for District-furnished materials to be installed on West Reed. The
total of this adjustment is $14,000 as bid by Cruz originally.
The total of these change order items is $53,304.18 as shown on the attached change
order form. Also attached is a draft resolution accepting the project and directing that
a Notice of Completion be filed.
4. FISCAL IMPACT
The source of funds for this contract is the 2006 COP Funds. With the authorization
of Contract Change Order No. 4, the final contract amount will be $507,292.93.
5. RECOMMENDATION
a) Authorize Change Order No. 4 to the District Pipeline Replacement -
2009 - Contract C project in the amount of$53,304.18.
b) Adopt a resolution accepting the District Pipeline Replacement - 2009 -
Contract C project contracted with Cruz Excavating, Inc. as complete and
authorize the filing of the Notice of Completion.
Ed Taylor Michael D. Holley
Water Utility Manager General Manager
- - Change Order
j District
Contract Name: District Pipeline Replacement—2009—Contract C
Contract Change Order No: 4 Orig. Contract Amt.$ 656,993.00 Days NA
Date: December 16, 2009 Prev.Apprd Changes$ -203,004.25 Days NA
Contractor: Cruz Excavating, Inc. This Change$ 53,304.18 Days NA
Revised Contract Amt.$ 507,292.93 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 $1,645.97 NA
2—Leaking Water Mains $7,730.88 NA
3—Mismarked Utilities $922.50 NA
4—Removing Brush from Project Site $1,020.00 NA
5—Laterals through Landscaping $1,310.82 NA
6—Additional Pavement Thickness on Rhineland and
Chamonix $25,716.80 NA
7—Adjustment for District Supplied Materials on Chamonix
(Change Order No. 3) $957.21 NA
8—Deletion of Credit for District Furnished Materials on
West Reed(Original Bid $14,000.00 NA
Totals $53,304.18 NA
Net change in contract amount(increase or decrease) $53,304.18 NA
The amount of the Contract will be increased by the sum of $53,304.18 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: IZ10 t 'd q
(Signature)
Approved: /District Date:
(Signature)
Page 1
Attachment 1
Analysis of Bid Quantities vs.Actual Quantities Constructed
District Pipeline Replacement-2009-Contract C
Contractor: Cruz Excavating
Bid Amounts Actual Amounts
Bid Item Description Quantity Units Unit Price I Subtotal Quantity Units Unit Price Subtotal
1 Mobilization 1 LS $ 30,000.00 $ 30,000.00 1 LS $ 30,000.00 $ 30,000.00
1A 8"Water Main 843 FT $ 33.00 $ 27,819.00 850 FT $ 33.00 $ 28,050.00
1B 1.5"PE Water Service Lateral 240 FT $ 22.30 $ 5,352.00 274 FT $ 22.30 $ 6,110.20
1C Double Water Service 8 EA $ 1,700.00 $ 13,600.00 9 EA $ 1,700.00 $ 15,300.00
1 D Fire Hydrant Assembly 2 EA $ 4,800.00 $ 9,600.00 2 EA $ 4,800,00 $ 9,600.00
1E Connection to Existing 6"Gate Valve at Station 0+00 1 LS $ 1,800.00 $ 1,800.00 1 LS $ 1,800.00 $ 1,800.00
1 F Connection to Existing 6"Piping at Station 8+43.13 1 LS $ 1,750,00 $ 1,750.00 1 LS $ 1,750.00 $ 1,750.00
1G Rock Excavation 5 HRS $ 550.00 $ 2,750.00 0 HRS $ 550.00 $ -
1H A.C.Pavement and Base 5,200 SF $ 4.40 $ 22,880.00 5,166 SF $ 4.40 $ 22,728.77
11 All Other Work Required by the Contract Documents 1 LS $ 2,500.00 $ 2,500.00 1 LS $ 2,500.00 $ 2,500.00
2A 8"Water Main 2,402 FT $ 31.00 $ 74,462.00 2,400 FT $ 31.00 $ 74,400.00
2B 1.5'PE Water Service Lateral 780 FT $ 24.75 $ 19,305.00 873 FT $ 24.75 $ 21,606.75
2C Single Water Service 1 EA $ 1,200.00 $ 1,200.00 0 EA $ 1,200.00 $ -
2D Double Water Service 25 EA $ 1,500.00 $ 37,500.00 24 EA $ 1,500.00 $ 36,000.00
2E Fire Hydrant Assembly 4 EA $ 4,300.00 $ 17,200.00 5 EA $ 4,300.00 $ 21,500.00
2F 1"Air Valve Assembly 1 EA $ 2,900.00 $ 2,900.00 1 EA $ 2,900.00 $ 2,900.00
2G Connection to Existing 6"Piping at Station 0+00 1 LS $ 1,450.00 $ 1,450.00 1 LS $ 1,450.00 $ 1,450.00
2H Tee/Valve Assembly at Station 12+13 1 LS $ 1,900.00 $ 1,900.00 1 LS $ 1,900.00 $ 1,900.00
21 Tee/Valve Assembly at Station 23+67 1 LS $ 9,000.00 $ 9,000.00 1 LS $ 9,000.00 $ 9,000.00
2J Connection to Existing 8"Piping at Station 24+01.90 1 LS $ 1,300.00 $ 1,300.00 1 LS $ 1,300.00 $ 1,300.00
2K Rock Excavation 12 HRS $ 550.00 $ 6,600.00 0 HRS $ 550.00 $ -
2L A.C.Pavement and Base 15,350 SF $ 4.40 $ 67,540.00 17,100 SF $ 4.40 $ 75,240.00
2M All Other Work Required by the Contract Documents 1 LS $ 5,000.00 $ 5,000.00 1 LS $ 5,000.00 $ 5,000.00
Innsbruck
3 Skislope Work Deleted in Change Order No.3
4A Tank Site Utilities 1 LS $ 50,000.00 $ 50,000.00 1 LS $ 50,000.00 $ 50,000.00
4B Rock Excavation 2 HRS $ 500.00 $ 1,000.00 0 HRS $ 500.00 $ -
4C 3" Thick A.C.Pavement with Fibers and Base 460 SF $ 4.25 $ 1,955.00 404 SF $ 4.25 $ 1,717.00
4D All Other Work Required by the Contract Documents 1 LS $ 1,500.00 $ 1,500.00 1 LS $ 1,500.00 $ 1,500.00
Donner View
5A Tank Site Utilities 1 LS $ 35,000.00 $ 35,000.00 1 LS $ 35,000.00 $ 35,000.00
5B Rock Excavation 2 HRS $ 550.00 $ 1,100.00 0 HRS $ 550.00 $ -
5C 3"Thick A.C.Pavement with Fibers and Base 3,000 SF $ 4.25 $ 12,750.00 2,825 SF $ 4.25 $ 12,006.25
5D All Other Work Required by the Contract Documents 1 LS $ 1,000.00 $ 1,000.00 1 LS $ 1,000.00 $ 1,000.00
6 West Reed Work Deleted in Change Order No.3
$ 467,713.00 $ 469,358.97
Amount Owed to Cruz: $ 1,645.97
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Public Utility District
9
Resolution No. 2009 - XX
AUTHORIZING THE ACCEPTANCE OF
DISTRICT PIPELINE REPLACEMENT — 2009 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—2009 Project— Contract C; and
WHEREAS, Cruz Excavating Inc was selected by the District to perform the work; and
WHEREAS, Cruz Excavating Inc has completed all of the work included in the Project; and
WHEREAS,the District's Water System Engineer, Neil Kaufman, nowcertifies the completion of the project;and
WHEREAS,the District's Water Utility Manager, Ed Taylor,has recommended that the work be accepted bythe
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—2009 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,
laborers or sub-contractors.
PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the
sixteenth day of December 2009 by the following roll call vote:
AYES:
NOES:
ABSTAIN:
ABSENT:
TRUCKEE DONNER PUBLIC UTILITY DISTRICT
By
Jeff Bender, 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 December 16th, 2009 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— 2009 Project — Contract C — Chamonix Road, Donner View Tank site,
Innsbruck Tank site and Rhineland Ave, Truckee, California.
5. That the name and address of the contractor for such project was: Cruz Excavating Inc, P.O. Box
3269, Incline Village 89450
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)