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sr-022812-3eCItY of Santa Monica" City Council Report City Council Meeting: February 28, 2012 Agenda Item: 3° t To: Mayor and City Council From: Martin Pastucha, Director of Public Works Subject: Contract Change Order and Agreement Modification for the Water Main Replacement Project — 3`d Court (Broadway to Wilshire) Recommended Action Staff recommends that the City Council: 1. Authorize the City Manager to negotiate and execute a change order to Construction Contract 9434 (CCS) in an amount not to exceed $100,000 (includes a 10% contingency) with Williams Pipeline Contractors, Inc., a California -based company, to provide additional construction services for the Water Main Replacement Project — 3`d Court (Broadway to Wilshire). This will result in a new contract in the amount of $1,022,784. 2. Authorize the City Manager to negotiate and execute a first modification to Professional Services Agreement 9435 (CCS) in an amount not to exceed $74,000 (includes a 10% contingency) with SA Associates, a California -based company, to provide additional construction inspection services for the Water Main Replacement Project — 3rd Court (Broadway to Wilshire). This will result in a new agreement in the amount of $155,400. 3. Authorize the Director of Public Works to issue any necessary change orders to complete additional work within budget authority. Executive Summary In July 2011, Council approved a contract with Williams Pipeline Contractors, Inc. in the amount of $922,784 for construction services and an agreement with SA Associates in the amount of $81,400 for construction inspection services for the Water Main Replacement Project. Construction began on September 6, 2011. During construction, unforeseen conditions were discovered, which extended the construction duration of the project, increased the scope of work, and added costs to existing contractual agreements for the project. Some of these unforeseen conditions included lowering and replacing additional pipe due to an unstable, shallow water main, unforeseen utility conflicts, and changes in design due to conflicts with existing storm drainage on Wilshire Boulevard. In order to resolve these discoveries and complete the project, staff recommends a change order to Contract No. 9434 (CCS) with Williams Pipeline Contractors, Inc. in the amount of $100,000 for additional construction work, and a 1 modification to Professional Services Agreement No. 9435 (CCS) with SA Associates in the amount of $74,000 for additional construction inspection services. Background On July 26, 2011, Council approved Construction Contract No. 9434 (CCS) in the amount of $922,784 with Williams Pipeline Contractors, Inc. for construction services, and Professional Services Agreement No. 9435 (CCS) in the amount of $81,400 with SA Associates for construction inspection services for the 3`d Court Water Main Replacement project. Discussion The 3`d Court Water Main Replacement construction began on September 6, 2011. Several unforeseen conditions were discovered, delaying the completion of the project and requiring an additional $100,000 in construction services and $74,000 in inspection services. The following unforeseen condition resulted in the increase in construction duration and cost: • Due to the discovery of an unforeseen adjacent 36 -inch reinforced concrete pipe storm drain, the contractor was required to hand dig the removal of the existing pipe, including a piece of pipe extending underneath the storm drain. The "tee" connection had to be redesigned to accommodate the storm drain. • Numerous existing utilities were found on the 3`d Court block from Arizona Avenue to Wilshire Boulevard not shown on the plans and not marked by utility locating services. The contractor took great care in hand digging around unknown utilities to maintain services at the cost of delaying overall completion. At approximately 40 feet north of Arizona Avenue, Time Warner fiber was discovered to be too shallow with approximately 3 inches of cover, which is substandard. Typical cover on data /telecom conduit is 18 inches. The contractor had to work around this conduit to allow Time Warner to remedy the situation. • Upon exposing the existing water main crossing at 3'd Court and Arizona Avenue, it was discovered that the existing water main had approximately 12 to 13 inches of cover which is considered substandard for water mains. Typical cover on water mains is 36 inches minimum. To properly install the crossing required the replacement of approximately 80 feet of additional pipe. In addition, a gate valve and insert valve were installed along the Arizona Avenue alignment to allow for greater flexibility in isolating mainline sections in the future while keeping service interruptions to a minimum. 2 The modification to the contract with SA Associates is based on an increase in the days needed in the field to provide construction inspection services. The overall duration of the project when bid was 105 calendar days. Due to the unforeseen conditions, the project will be extended by an additional 100 calendar days. The recommended modification in the amount of $74,000 would provide for contractor oversight during the extended construction period. Financial Impacts & Budget Actions The change order amount to be awarded to Williams Pipeline Contractors, Inc. is $100,000 (includes a 10% contingency), for a new contract total of $1,022,784. The modification amount to be awarded to SA Associate is $74,000 (includes a 10% contingency), for a new agreement total of $155,400. Funds in the amount of $174,000 are available in the FY2011 -13 budget in account 0250136.589000. Prepared by: Christopher Lamm, CIP Project Manager roved: Forwarded to Council: 1 Martin Pastucha Rod Gould Director of Public Works City Manager 3 Reference Amended Contract Nos. 9434 (CCS) and 9435 (CCS).