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Home My WebLink About#13 Closeout Order District Pipeline Agenda Item # 13 DONNER L402. Pubhc Utility District ACTION To: Board of Directors From: Neil Kaufman Date: December 02, 2009 Subject: Consideration of a Final Completion and a Closeout Change Order for the District Pipeline Replacement Project— 2009 — Contract A 1. WHY THIS MATTER IS BEFORE THE BOARD The District Pipeline Replacement - 2009 - Contract A 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 A to Hunt's Excavating on March 4, 2009, in an amount not to exceed $694,576.95 plus a 10% change order allowance of$70,000. 3. NEW INFORMATION Contract A involved the construction of about 6,100 feet of pipeline. Hunt's Excavating completed the installation of about 4,400 feet of pipe, along with the associated service laterals, meter boxes and fire hydrants. It is recommended that the remaining pipeline installation be deleted from the contract and that the contract be closed. During the course of the project, three change orders were approved totaling $40,825.52. These amounts did not exceed the $70,000 change order allowance established by the Board of Directors. These change orders were reviewed by staff and then approved by the General Manager. The items covered in these change orders involved the following: • Installation of filter fabric and drain rock due to groundwater • Installation of additional elbows to avoid field constraints • Backfill of additional trench width due to rock excavation • Additional pavement thickness on St. Croix Way • Additional effort associated with the second force main on Hillside Drive • Disinfection of a pipeline that had been out of service for over 10 years • Standby time associated with a mismarked natural gas service lateral On November 4, 2009, District staff performed a final walkthrough on the project. 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. The attached table shows the differences between bid totals and the amounts actually constructed (Attachment 1). This analysis results in a $92,305.91 credit to the District. This large deduction is the result of the pipeline work that was not installed along Hillside Drive. Item 2: The contract documents are based upon pavement restoration thickness of four inches. The pavement on Staghorn Road and Solvang Way was five inches thick and the pavement on Hillside Drive varied from five to six inches. The total cost of this additional pavement thickness was $41,583.02. Item 3: The original bid included the replacement of up to 100 linear feet of asphalt curbing. It was necessary to replace about 500 linear feet of curbing in total. This additional 400 feet of curbing has an associated cost of $4,893.90. Item 4: In two locations, the existing meter boxes had been previously replaced. Hunt's Excavating was not paid for replacement of these meter boxes, but connected to them at a cost in labor and materials of $507.88. The total of these change order (Attachment 2) items is a $45,321.11 credit to the District, as shown on the attached change order form. Also attached is a draft resolution (Attachment 3) accepting the project and directing that a Notice of Completion be filed. 4. FISCAL IMPACT The source of funds for this project is the 2006 COP Funds. With the authorization of Contract Change Order No. 4, the final contract amount will be $690,081.36. 5. RECOMMENDATION a) Authorize Contract Change Order No. 4 to the District Pipeline Replacement - 2009 - Contract A project in a deductive amount of $45,321.11. b) Adopt a resolution accepting the District Pipeline Replacement - 2009 - Contract A project as complete and authorize the filing of the Notice of Completion. Ed Taylor Michael D. Holley Water Utility Manager General Manager Analysis of Bid Quantities vs.Actual Quantities Constr rt�Qa C hmen t 1 District Pipeline Replacement-2009-Contract A Contractor: Hunt's Excavating Bid Amounts Actual Amounts Bid Item Description Quantity Units Unit Price Subtotal Quantit Units I Unit Price Subtotal 1 Mobilization 1 LS $ 16,750.00 $ 16,750.00 1 LS $ 16,750.00 $ 16,750.00 1A 8"Water Main 4,081 FT $ 31.22 $ 127,408.82 2,432 FT $ 31.22 $ 75,927.04 1 B Two 2"Conduits and 1.5"PE Water Lateral 60 FT $ 22.50 $ 1,350.00 0 FT $ 22.50 $ - 1C 1.5"PE Water Service Lateral 1,100 FT $ 52.28 $ 57,508.00 839.5 FT $ 52.28 $ 43,889.06 1D Single Water Service 1 EA $ 1,387.50 $ 1,387.50 0 EA $ 1,387.50 $ - 1E Double Water Service 35 EA $ 1,364.29 $ 47,750.15 22 EA $ 1,364.29 $ 30,014.38 1 F Fire Hydrant Assembly 8 EA $ 4,650.00 $ 37,200.00 5 EA $ 4,650.00 $ 23,250.00 1G Pole Riser Assembly 1 EA $ 1,029.50 $ 1,029.50 0 EA $ 1,029.50 $ - I Pressure Reducing Station 1 LS $ 28,550.00 $ 28,550.00 0 LS $ 28,550.00 $ - 11 Connection to Existing 6"Piping at Station 0+00 1 LS $ 3,560.00 $ 3,660.00 1 LS $ 3,560.00 $ 3,560.00 1J Tee/Valve Assembly at Station 18+91 1 LS $ 5,062.50 $ 5,062.50 1 LS $ 5,062.50 $ 5,062.50 1 K Tee/Valve Assembly at Station 24+02 1 LS $ 4,365.00 $ 4,365.00 0.65 LS $ 4,365.00 $ 2,837.25 1L Tee/Valve Assembly at Station 35+58 1 LS $ 3,640.00 $ 3,640.00 0 LS $ 3,640.00 $ - 1 M Connection to Existing 6"Piping at Station 40+80.75 1 LS $ 3,097.50 $ 3,097.50 0 LS $ 3,097.50 $ - 1N Rock Excavation 18 HRS $ 390.00 $ 7,020.00 49.75 HRS $ 390.00 $ 19,402.50 10 A.C.Pavement and Base 25,530 SF $ 4.86 $ 124,075.80 21,124 SF $ 4.86 $ 102,662.64 1 P All Other Work Required by the Contract Documents 1 LS $ 5,000.00 $ 5,000.00 0.6 LS $ 5,000.00 $ 3,000.00 2A 8"Water Main 807 FT $ 33.50 $ 27,034.50 795 FT $ 33.50 $ 26,632.50 2B 1.5"PE Water Service Lateral 150 FT $ 52.50 $ 7,875.00 205 FT $ 52.50 $ 10,762.50 2C Double Water Service 5 EA $ 1,975.00 $ 9,875.00 5 EA $ 1,975.00 $ 9,875.00 2D Fire Hydrant Assembly 1 EA $ 4,625.00 $ 4,625.00 1 EA $ 4,625.00 $ 4,625.00 2E Connection to Existing 6"Piping at Station 0+00 1 LS $ 4,325.00 $ 4,325.00 1 LS $ 4,325.00 $ 4,325.00 2F Tee/Valve Assembly at Station 3+01 1 LS $ 8,255.00 $ 8,255.00 1 LS $ 8,255.00 $ 8,255.00 2G Connection to Existing 6"Piping at Station 8+06.83 1 LS $ 3,560.00 $ 3,560.00 1 LS $ 3,560.00 $ 3,560.00 2H Rock Excavation 4 HRS $ 390.00 $ 1,560.00 18 HRS $ 390.00 $ 7,020.00 21 A.C.Pavement and Base 3,500 SF $ 4.86 $ 17,010.00 7,091 SF $ 4.86 $ 34,462.26 2J All Other Work Required by the Contract Documents 1 LS $ 3,500.00 $ 3,500.00 1 LS $ 3,500.00 $ 3,500.00 3A 8"Water Main 1,198 FT $ 31.41 $ 37,629.18 1,202 FT $ 31.41 $ 37,754.82 3B 1.5"PE Water Service Lateral 420 FT $ 49.55 $ 20,811.00 475 FT $ 49.55 $ 23,536.25 3C Double Water Service 13 EA $ 1,400.00 $ 18,200.00 12 EA $ 1,400.00 $ 16,800.00 3D Fire Hydrant Assembly 2 EA $ 4,625.00 $ 9,250.00 2 EA $ 4,625.00 $ 9,250.00 3E 1"Air Valve Assembly 1 EA $ 3,500.00 $ 3,500.00 1 EA $ 3,500.00 $ 3,500.00 3F Connection to Existing 6"Piping at Station 0+00 1 LS $ 3,250.00 $ 3,250.00 1 LS $ 3,250.00 $ 3,250.00 3G Connection to Existing 6"Gate Valve at Station 11+98 1 LS $ 3,250.00 $ 3,250.00 1 LS $ 3,250.00 $ 3,250.00 3H Rock Excavation 6 HRS $ 390.00 $ 2,340.00 23 HRS $ 390.00 $ 8,970.00 31 A.C.Pavement and Base 7,675 SF $ 4.70 $ 36,072.50 9,536.5 SF $ 4.70 $ 44,821.55 3J All Other Work Required by the Contract Documents 1 LS $ 3,500.00 $ 3,500.00 1 LS $ 3,500.00 $ 3,500.00 4 Credit for District Furnished Equipment 1 LS $ (5,600.00) $ (5,600.00) 1 LS $ 8,265.79 $ 8,265.79 $ 694,576.95 $ 602,271.04 Amount of Contract Reduction: $ 92,305.91 Attachment 2 Change Order Contract Name: District Pipeline Replacement—2009—Contract A Contract Change Order No: 4 Orig. Contract Amt. $ 694,576.95 Days NA Date: November 18, 2009 Prev.Apprd Changes $ 40,825.52 Days 6.2 Contractor: Hunt's Excavating This Change$ -45,321.11 Days 0 Revised Contract Amt. $ 690,081.36 Days 6.2 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 $92,305.91 0.0 2—Additional Pavement Thickness on Staghorn, Solvang, and Hillside $41,583.02 0.0 3—Additional Curb $4,893.90 0.0 4—Connections to Existing Water Services $507.88 0.0 Totals $46,984.80 $92,305.91 0.0 Net change in contract amount(increase or decrease) $45,321.11 0.0 The amount of the Contract will be decreased by the sum of $45,321.11 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) Pagel t:,',I R Attachment 3 VT F E Public Utility District 11 Resolution No. 2009 - XX AUTHORIZING THE ACCEPTANCE OF DISTRICT PIPELINE REPLACEMENT — 2009 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—2009 Project— Contract A; and WHEREAS, Hunt's Excavating was selected by the District to perform the work; and WHEREAS, Hunt's Excavating 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 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 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, laborers or sub-contractors. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the second day of December 2009 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By , 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 2"d, 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 A—Hillside Drive, Solvang Way, Staghorn Road and St. Croix Way, Truckee, California. 5. That the name and address of the contractor for such project was: Hunt's Excavating, PO Box 2154, Stateline, NV 89449. 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)