TO:
Honorable Mayor and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Jim Arndt, Public Works Director
Gilbert Gamboa, Senior Civil Engineer
SUBJECT:Title
Final Payment in the Net Amount of $8,276.55 to Ramona, Inc. for the 2011-2012 Sewer Main Rehabilitation Project, Phase 1; Change Orders No. 1 through 3 in the Net Amount of -$803.83; Formally Accept the 2011-2012 Sewer Main Rehabilitation Project, Phase 1 as Complete; Authorize Filing of the Appropriate Notice of Completion; and, Release of Retention in the Amount of $93,724.62
APPROVE
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Recommended Action
RECOMMENDATION:
Staff recommends that City Council:
a) Approve a Final Payment in the amount of $9,196.17 [90% ($8,276.55) to be released immediately and 10% ($919.62) would be retained and released after completion of the project] to Ramona, Inc. for the 2011-2012 Sewer Main Rehabilitation Project, Phase 1;
b) Approve Change Orders No. 1 through 3 in the net amount of -$803.83 (credit);
c) Formally accept the 2011-2012 Sewer Main Rehabilitation Project, Phase 1 as complete; and,
d) Authorize filing of the appropriate Notice of Completion and the release of retention in the amount of $93,724.62.
Body
FISCAL IMPLICATIONS:
Sewer Enterprise Funds have been appropriated by City Council through the fiscal year (FY) 2010-2011 and 2011-2012 Capital Improvement Plans. The FY 2010-2011 and 2011-2012 Sewer Main Rehabilitation projects are being pursued under a single design and management umbrella; therefore, the three projects have been presented in a combined format on the tables found in Attachment 1. Table 1 indicates project appropriations and Table 2 shows estimated and/or actual project costs; and, the anticipated balance after completion. An additional appropriation was included in the FY 2012-2013 Capital Improvement Plan to complete Phase 2. Table 3 designates the progress payment summary to date.
BACKGROUND:
The City is conducting a water and sewer infrastructure reinvestment program. This represents a major best practice of the City’s environmental stewardship efforts, and tracks with the Strategic Plan goal: “Maintain and enhance city facilities, programs and the infrastructure”. Maintaining the City’s wastewater collection infrastructure is an integral component of the proper management of the treatment system. Implementation of effective preventive maintenance programs has been shown to significantly reduce the frequency and volume of untreated sewage discharges and helps the City properly plan for its long term stability.
The City completed a Water and Wastewater Master Plan effort in concert with the implementation and adoption of a revised utility rate structure. Projects to repair or replace sewer mains and water mains were included in the five (5) year Capital Improvement Plan (CIP) previously adopted by City Council.
Award of Construction Contract
On November 3, 2010, City Council awarded a professional services agreement to Advanced Applied Engineering, Inc. (AAE, Inc.) to provide engineering design services for the fiscal year 2010-2011 and 2011-2012 Sewer Main Rehabilitation Projects. On May 16, 2011, AAE, Inc. completed company reorganization and continued to provide professional services (dba) as Infrastructure Engineers. On December 20, 2011, City Council approved the plans and specifications for the FY2011-2012 Sewer Main Rehabilitation Project, Phase 1 and authorized the City Manager to solicit bids. On March 20, 2012, City Council awarded a construction contract to Ramona, Inc. in the amount of $1,057,835.00.
Fiscal Year 2010-2011 Sewer Main Rehabilitation Project (Misc. Spot Repairs)
The 2010-2011 Sewer Main Rehabilitation Project consisted of miscellaneous spot repairs throughout the Tree and Sand Sections of the City as shown on Attachment 2. This project has been successfully completed at a cost of $35,000 less than the contracted amount and was presented to City Council for final acceptance on December 20, 2011.
Fiscal Year 2011-2012 Sewer Main Rehabilitation Project (Mainline Replacements)
The 2011-2012 Sewer Main Rehabilitation Project (Phase 1 and 2) includes the replacement of over 4,000 linear feet of vitrified clay pipe and consists of sanitary sewer mainline replacements at a total of seven (7) project street locations in the City’s Sand Section as shown on Attachment 3. New sewer mains and manholes will be designed and constructed, and residential sewer laterals reconnected to the new main. The new sewer mains will be relocated from the sidewalk or encroachment areas to the drive or walk street areas and the existing mains abandoned in place. Private improvements in the encroachment areas will be restored in kind and the walk-street will be reconstructed in affected areas.
DISCUSSION:
The 2011-2012 Sewer Main Rehabilitation Project, Phase 1 included three (3) street locations in the Sand Section; Alma Avenue, Marine Avenue and 24th Street as shown on Attachment 3.
Phase 1 project mobilization began on Alma Avenue from 24th to 27th Street on May 11, 2012 and the Contractor has completed all work on Alma Ave. The Contractor began work efforts on Marine Ave between Highland and Grandview Avenue on July 3, 2012 and has completed all work on Marine Ave. The Contractor began the final work efforts on 24th Street (walk street) on September 17, 2012 and has completed all work.
Change Order No. 1
Change Order No. 1 encompasses all extra work items for the subject project. The extra work items include the removal of an abandoned/unidentified concrete utility pole footing; extra-thick pavement removal; an adjustment for existing utility interference; shallow, unmarked broken water services; the removal of oversized concrete encasements (24th St sewer laterals); and, a modification to one manhole base. The Contractor performed this additional work in the net amount of $24,328.67 as documented in Extra Work Reports No. 1-15. Payment for this additional work is included in the recommended final payment.
Change Order No. 2
Change Order No. 2 represents a credit involving the excess cost of the consultant inspection personnel for the subject project. The inspection overtime costs are withheld from the Final Payment in the total amount of $13,132.50.
Change Order No. 3
Change Order No. 3 represents a credit for the Liquidated Damages associated with the subject project. Based on the Contractor’s failure to meet the established contract completion date, Liquidated Damages are withheld from the Final Payment in the total amount of $12,000.00.
The Contractor has completed the work and is requesting formal acceptance of the work and final payment in the amount of $8,276.55. A ten percent (10%) retention in the amount of $93,724.62 would be released upon the expiration of 35 days after recordation of the Notice of Completion with the County Recorder. All work inspected by the Public Works Department has been found to be in conformance with the plans and specifications. The final net payments to the Contractor are $120,588.83 under the original contract amount due to cumulative savings on various items within the contract.
Attachments:
1. Tables 1, 2 and 3 - Appropriations, Costs and Progress Payment Summary
2. Map of FY 2010-2011 Sewer Main Rehabilitation Project (Misc. Spot Repairs)
3. Map of FY 2011-2012 Sewer Main Rehabilitation Project (Phase 1 and 2)