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CITY COUNCIL AGENDA ITEM NO. 3

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

RECOMMENDATION
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.

PREVIOUS ACTION
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.

BACKGROUND
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.

FISCAL IMPACT
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).

Construction Contract:
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 Contractor.

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.

Attachments:
Resolution
Site Map
CIP Budget Sheet

RESOLUTION NO.

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 vote:



 

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