CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 for RFQ Work Order #21-012-TED-2101, Consultant Services Phase III - Julian Street Improvements, to Thomas Engineering for an amount not to exceed $46,859.36 and a total award of $259,939.72
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Earlier this year, the City completed a Request for Qualifications (RFQ 21-012) for engineering consultants to perform construction services for a variety of CIP projects including roadways. Five qualified consultants were short-listed as a result of this process. The consultants were: Christopher B. Burke Engineering; Thomas Engineering Group, LLC; TranSystems Corp.; V3 Companies; and Baxter & Woodman, Inc.
On May 18, 2021, the City Council awarded RFQ Work Order #21-012-TED-2101 to Thomas Engineering Group for an amount not to exceed $213,080.36. The purpose of this contract is to have an engineering consultant perform construction inspection services for the Julian Street Improvements.
On September 1, 2021, the city manager approved the award of Change Order #4 to Contract 21-141, Julian Street Improvements, to Copenhaver Construction for an amount not to exceed $68,300 and a total award of $3,188,903.98 and an additional 29 days which moved the substantial completion date from October 1, 2021 to October 30, 2021.
DISCUSSION:
A change order is requested now because Copenhaver Construction is experiencing delays in: 1) getting underground storm structures from concrete suppliers, and 2) excavated material being rejected by dumpsites despite testing showing no levels of contaminants.
Storm structure delay
The storm structures were put on a production schedule the day Copenhaver received submittal approval, but there was a substantial backup at the production facilities. Copenhaver looked at alternate production locations, however those facilities were also experiencing the same lead times due to pandemic-related delays.
Excavated material delay
The excavated material was sampled in advance of construction. It was found to have an unknown odor and was rejected by dumpsites despite the testing showing no levels of contaminants. Clean demolition debris sites reserve the right to reject material based on several factors, including odor. Upon further testing, the site was confirmed to have no contamination. However, dumpsites will no longer take the material. To avoid dumping material at a non-special waste site or further rejection from clean demolition debris sites, the dirt was hauled and aerated until the odor dissipates. The contractor will spread out, aerate, reload the dirt, and dispose at an alternative clean demolition debris site.
These two issues resulted in significant delays in day-to-day operations which caused Copenhaver Construction to request an additional 29 days to complete the project. The completion date was pushed back from October 1, 2021 to October 30, 2021.
Thomas Engineering will continue to provide construction services for the duration of the time extension. Attached is the estimated cost for completing the construction services over the extension period. The estimated cost and associated manhours are based on the assumption that the Contractor will continue working at the current level of effort (six days/week at 9-10 hours per day) over the contract extension period, and the inspection effort will essentially remain the same as the current level of effort with a full-time resident engineer and part-time inspector until work is fully completed.
FISCAL IMPACT:
CIP #: SC216 and SW038
Consultant Services Phase III - Julian Street Improvements are expensed to the Architect and Engineering Services account listed below. A total of $297,000 was budgeted for engineering services for SC216, East Highland Area Improvements, and SW038, Julian Street Drainage Improvement, in 2021. The requested change order is within the budgeted amount for this expense.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282300-531301 |
Bond Fund |
$2,042,960 |