CITY COUNCIL AGENDA ITEM
Meeting Date: September 23, 2003
Subject/Title: Authorize a Contract Change Order with Concrete Science, Inc.
for Construction Materials Support for Sand Creek Road (East), CIP Project
No. 336-3061, in the amount of $16,000, and approve change orders up to 10%
of the contract amount.
Submitted by: Engineering: B. Grewal/D. Spekner
Approved by: John Stevenson, City Manager
Approve a Resolution authorizing the City Manager to execute a Contract
Change Order with Concrete Science, Inc. for Construction Materials Support
for Sand Creek Road (between Minnesota Avenue and O’Hara Avenue – “East”),
CIP Project No. 336-3061, in the amount of $16,000, and authorize the City
Manager to approve change orders up to 10% of the total contract amount.
On July 23, 2002, the City Council authorized the City Manager to sign a
construction contract with Top Grade Construction, Inc. for the construction
of Sand Creek Road (East), CIP Project No. 336-3061, from east of Minnesota
Avenue to just west of Brentwood Boulevard, crossing the Union Pacific
On April 26, 2003, the O’Hara Avenue pedestrian undercrossing for Marsh
Creek Trail (box culvert #2) was damaged by fire. On May 7, 2003, the City’s
Contractor, Top Grade Construction, Inc. informed the City that they had
hired Exponent of Menlo Park to perform an initial site investigation and
materials analysis on the extent of any structural damage. After the
preliminary site inspection, staff felt that the investigation would require
specialized services in structural engineering. To insure structural
integrity and review contractors recommendation for any repairs, staff
contacted several consultants, (Fred Sena; Kleinfelder; Wiss, Janney &
Elsner; and Concrete Science Inc.) and found only one – Concrete Science,
Inc. – that had both the experience and availability to respond and observe
Exponent’s investigation on May 12, 2003. Therefore, on May 9, 2003, the
City sent Concrete Science, Inc. a letter authorizing them to observe
testing and review results for a maximum of $5,000.
On June 11, 2003, the City received a copy of Exponent’s report recommending
that based upon their materials analysis, the box culvert structure was not
structurally damaged and that Top Grade could proceed with cosmetic repairs.
Based upon recommendation from the City’s Consultant, Concrete Science,
Inc., the City responded to the report in writing on June 23, 2003, stating
that the City still wanted additional tests performed to verify that the
structure will perform under load as designed. On July 17, 2003, Top Grade
informed the City that they would not provide any additional testing. City
staff wanted more assurance that the box was not damaged and requested that
Concrete Science, Inc. review the files, examine the structure under load,
and prepare a report. On July 22, 2003, the City executed an agreement for
Concrete Science, Inc. to provide these services for an estimated amount of
$49,000. Load testing was performed the week of August 15, 2003, and the
final report prepared on August 29, 2003. The City, the Contractor, the
testing firms, and the designer are working together on an acceptable repair
method for the impacted portion of the box culvert. The final cost of all
work performed by Concrete Science totaled $65,000, and now requires a
contract change order in the amount of $16,000.
The funds for this work are paid for through facility fees, which are
included in the existing budget as approved by this year’s Capital
Improvement Program 2003/04 as follows: Roadway Improvements - $18,746,500;
Development Water Facility Funds - $ 2,423,800, and Development Sewer
Facility Funds - $530,100, for a total project cost of $21,916,800. This
budgeted amount includes both Sand Creek Road (Central) (completed) and Sand
Creek Road (East) (under construction).
The original construction contract with Top Grade Construction Co. for
building Sand Creek Road (East) was $7,672,500 with a 10% contingency of
$767,250. This original contingency has been used to cover the field changes
shown below. The current construction contract value is $8,078,200.
Temporary Loop and Shoofly Construction $ 239,300
Electrical Changes $ 7,500
Potable and Non-potable Waterline Changes $ 79,400
Sewer Modifications $ 53,300
Miscellaneous Civil Improvements $ 26,200
Current Approved Changes (5.3% of the contract) $ 405,700
In addition to the above approved changes, the City is in the process of
preparing landscape plans for final review and awaiting a quote from the
Landscaping would be installed in areas of City responsibility and would
include basic irrigation, mulch, vines, shrubbery, and trees. Heavier
plantings would be installed at the Sand Creek Road/O’Hara Avenue
Intersection and near the three pedestrian undercrossings. The Engineer’s
estimate is approximately $250,000 for this extra landscaping work (another
3.2% of the contract) and will be within the authorized contingency funds.
CIP Budget Sheet
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD AUTHORIZING THE
CITY MANAGER TO EXECUTE A CONTRACT CHANGE ORDER WITH CONCRETE SCIENCE, INC.
FOR CONSTRUCTION MATERIALS SUPPORT FOR THE SAND CREEK ROAD (EAST), CIP
PROJECT NO. 336-3061, IN THE AMOUNT OF $16,000, AND AUTHORIZING THE CITY
MANAGER TO APPROVE CHANGE ORDERS UP TO 10% OF THE CONTRACT AMOUNT.
WHEREAS, On July 23, 2002, the City Council authorized the City Manager to
sign a construction contract with Top Grade Construction, Inc. for the
construction of Sand Creek Road (East), CIP Project No. 336-3061, from east
of Minnesota Avenue to just west of Brentwood Boulevard, crossing the Union
Pacific Railroad; and
WHEREAS, on April 26, 2003, the O’Hara Avenue pedestrian undercrossing (box
culvert #2) was damaged by fire; and
WHEREAS, on July 17, 2003, Top Grade informed the City that their specialty
consultant, Exponent, stated that the box culvert was not structurally
damaged and that no additional testing would be required and cosmetic
repairs could commence; and
WHEREAS, on July 22, 2003, the City and Concrete Science, Inc. entered into
an agreement to perform load testing on the damaged box culvert in an
estimated amount of $49,000; and
WHEREAS, on August 29, 2003, the City learned that the cost of the load
testing exceeded the estimate and that an additional $16,000 would be needed
to cover unexpected costs.
NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood
that the City Manager is hereby authorized to execute a Contract Change
Order with Concrete Science, Inc. for construction materials support of Sand
Creek Road (East), CIP Project No. 336-3061, in the amount of $16,000.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized to approve
change orders up to 10% of the full contract amount.
PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at
a regular meeting held on the 23rd day of September 2003 by the following