For City Council Meeting [October 8, 2019]
TO: Honorable Mayor and City Council
APPROVAL: Rod Foster, City Administrator
FROM: Sean Grayson, Acting Public Works Director
Title
Request City Council to 1) Approve Contract Change Orders with Pacific Hydrotech Corporation in the amount of $142,505.02 for Fire Station 205 Phase 1 Improvements Project, City Project No. 170203; and 2) to Authorize the City Administrator to Grant Easements and Accept Grants of Easements for utility purposes on this project on behalf of the City of Rialto.
(ACTION)
Body
BACKGROUND:
On August 14, 2018 the City Council awarded a construction contract to Pacific Hydrotech Corporation in the amount of $3,646,800 for Fire Station 205 Phase 1 Improvements Project, City Project No. 170203. On September 24, 2019 the City Council heard this item and tabled it for consideration at the October 8, 2019 regular City Council Meeting. The detailed assessment of the change order justification is presented as an attachment.
ANALYSIS/DISCUSSION:
The Fire Station 205 Phase 1 project award did not include delegation of Authority to the City Administrator to approve contract change orders. The need for contract Change Orders was identified during construction due to unforeseen conditions. The cost of each Contract Change Order is listed in Table 1.
Table 1
|
CCO No. |
Amount |
Description |
Council Action |
|
1 |
$ 19,821.30 |
Remove Additional Concrete / Grading / adjacent to east PL |
Pending |
|
2 |
|
Not Used. |
|
|
3 |
$ 4,407.04 |
Additional work for retaining wall between parking lot and future building |
Pending |
|
4 |
$ 14,608.66 |
Electrical changes |
Pending |
|
5 |
$ 155,000.00 |
Utility undergrounding work |
Approved CC Action 07/09/2019 |
|
6 |
$ 24,333.24 |
Fire Line service for Modular Building |
Pending |
|
7 |
$ 74,404.00 |
Continuity of and expanded services |
Pending |
|
8 |
$ 4,930.65 |
Sewer Manhole Adjust to Grade on existing 15" main |
Pending |
|
|
$ 142,505.02 |
Total Net Change Orders 1,3,4,6,7, and 8 |
1. CCO-1: Remove additional concrete from existing on-site slab, grade per architect provided sketch along east side of perimeter wall to match finish grade on interior side of wall. The additional work resulted in additional cost in the amount of $19,821.30.
2. CCO-2: Not Used.
3. CCO-3: Construct footing for the retaining wall along the north side of public parking lot adjacent to permanent Fire Station 205, to be designed to include a 6 foot garden wall on top of the retaining wall. The plans called for retaining wall. The wall footing is larger to accommodate the wind load associated with a 6 foot garden wall on top. The additional work resulted in additional cost in the amount of $4,407.04.
4. CCO-4: On-site electric. The additional work resulted in additional cost in the amount of $14,608.66.
5. CCO-5: Utility Tie-ins approved at the July 9, 2019 City Council Meeting in the not-to-exceed amount of $155,000.
6. CCO-6: Construct a fire line, to serve the modular building fire sprinkler system per revision 1 on Civil sheet 7 of 7 received 7/30/2019. The additional work resulted in additional cost in the amount of $24,333.24.
7. CCO-7: The cost involved is for extended field overhead due to the following reasons: 1. Redesign of sanitary sewer system, 2. Inspection/approval of site fire water system; 3. SCE design and transformer location; 4. ATT communication design and tie in, 6. Site lighting design; 6. Site electrical conduit layout. The additional overhead resulted in additional cost in the amount of $74,404.
8. CCO-8: Re-construct a Sewer Manhole and adjust to grade. The additional work resulted in additional cost in the amount of $4,930.65.
A copy of Contract Change Order No. 1, 3, 4, 6, 7 and 8 with justification memo are included in Attachments 1, 2, 3, 4, 5, and 6.
The total amount of contract change orders requested in this action is 3.8%, which does not include the already authorized utility tie-in cost.
Grant of easement(s) to utility company(s) are required to provide utility service to public projects and for undergrounding of utilities. The requested action authorizes the City Administrator, or his designee, to execute the easements required for this project.
ENVIRONMENTAL IMPACT:
The City prepared an Initial Study and Mitigated Negative Declaration (IS/MND) for the Fire Station 205 project. The City circulated the Initial Study for public review and comment for a 20-day period, and the City received one comment letter. The Development Review Committee reviewed the Fire Station 205 project and approved a Mitigated Negative Declaration on December 6, 2017. On December 11, 2017, the City filed a Notice of Determination (NOD) with the County Clerk. Copies of the IS/MND and NOD are included as Attachments 7 & 8.
GENERAL PLAN CONSISTENCY:
Approval of this action complies with the following City of Rialto Guiding Principle:
Our City government will lead by example, and will operate in an open, transparent and responsive manner that meets the needs of the citizens and is a good place to do business.
Goal 3-6: Require that all developed areas within Rialto are adequately served with essential public services and infrastructure.
Policy 3-6.1: Coordinate all development proposals with other affected public entities to ensure the provision of adequate public facilities and infrastructure services.
Policy 3-6.3: Require an increasing level of public safety infrastructure and service capability ties to population increase and increasing service demand.
Goal 5-3: Increase the City’s fire protection capabilities, and implement fire prevention regulations and standards that minimize potential fire hazards and fire losses.
Policy 5-3.1: Provide for fire personnel, equipment, and fire stations to have adequate and appropriate resources to meet the needs and serve all areas of Rialto.
Policy 5-3.6: Establish a fire station south of I-10, and improve fire coverage capabilities of this area.
LEGAL REVIEW:
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT:
Operating Budget Impact:
The requested Purchase Orders approval will not have an impact on the operating budget.
Capital Improvement Budget Impact:
The proposed Change Order in the amount of $141,860.29 with Pacific Hydrotech Corporation, is budgeted and available in the Fire Development Fund Account No. 217-500-5176-3001-170203-05
Business Licensing:
Prior to execution of the Purchase Order Change Notice, the vendor shall submit a business license application and pay a Business License tax at the rate of $179, as well as Administration and State fees.
RECOMMENDATION:
Staff recommends that the City Council
• Authorize the City Administrator to execute the contract change orders with Pacific Hydrotech Corporation in the amount of $142,505.02 for Fire Station 205 Phase 1 improvements Project, City Project No. 170203.
• Authorize the City Administrator to grant easements and accept grants of easements for utility purposes on this project on behalf of the City of Rialto.