HomeMy WebLinkAboutAGENDA REPORT 2015 0916 CCSA REG ITEM 10E ITEM 10.E.
CITY OF MOORPARK,CALIFORNIA
City Council Meeting
of 9—/6 oto�5
MOORPARK CITY COUNCIL ACTioN: i,
AGENDA REPORT
TO: Honorable City Council BY: J •
FROM: Jeremy Laurentowski, Parks and Recreation D" ecto r$ p
BY: Jessica Sandifer, Senior Management Analys
DATE: September 1, 2015 (CC Meeting of 09/16/15)
SUBJECT: Consider Amendment No. 2 to Agreement with Berry General
Engineering Contractors, Inc. for Parking Lot Improvements at
Various City Parks and Facilities and Resolution Amending the
Fiscal Year 2015/16 Budget to Fund the Parking Lot Improvements
BACKGROUND
In October 2014, staff released for public bid the Parking Lot Improvement project for
paving refurbishment, repairs, and re-striping at the parking lots at the Civic Center,
Arroyo Vista Community Park (AVCP); Country Trail Park; Miller Park; Monte Vista
Park; and Poindexter Park. On December 3, 2014, the City Council awarded an
Agreement for the project to Berry General Engineering Contractors, Inc. ("Berry"). In
March 2015, the City Council approved Amendment No. 1 to increase the project
budget by $48,654.37 for additional work that was required to relocate several parking
lot lights within parking lot A at AVCP to the existing median island locations, and to
replace the lights with light emitting diode (LED) lights. In addition, several change
orders have been approved for various additions to the bid specifications and the
project contingency has been depleted. Staff is recommending that the City Council
approve Amendment No. 2 for additional work outside the scope of the Agreement.
DISCUSSION
Part of the reason that the contingency for the project was depleted was due to a design
discrepancy with a cross gutter that was installed at parking lot C. The City's contractor,
Berry, installed the cross gutter per the civil engineering plans prepared by Penfield &
Smith. Penfield & Smith is now owned by Stantec Consulting, Inc. (Stantec). The cross
gutter design was included in the plans for the future recreational trail project at AVCP.
This portion of the work was included in Berry's scope of services in order to correct
several existing drainage problems. Once the cross gutter was installed, it was
discovered that the gutter, as designed, was higher than the surrounding asphalt and
did not drain adequately. It was confirmed that the problem was due to a design
discrepancy. Staff was able to reach an Agreement with Stantec to reimburse the City
for the cost of removing and replacing the cross gutter per a new design revision
prepared by Stantec. The cost to remove and replace the cross gutter was $20,998.10.
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Honorable City Council
September 16, 2015
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However, it should be noted that prior to this work, the City requested additional design
services at the entrance of parking lot A at AVCP in order to address several drainage
issues at this location, as well as extend the bicycle path. The cost for this work was
approximately $15,219.00. The City agreed to offset the amount owed for the cross
gutter installation, by the amount owed for the additional design services, leaving a
balance owed by Stantec to the City of $5,779.10. Stantec has since relinquished the
reimbursement that was owed to the City and these funds will go towards offsetting the
cost of the cross gutter work.
As summary of the additional costs associated with this project to date follows:
CO No. Requested Change Cost
1 Remove and replace wet subgrade $ 2,469.12
1 Fire hydrant relocation $ 2,988.47
1 VCWWD permit- hydrant relcation $ 214.88
1 Striping on Minor and Elk Run $ 4,775.18
1 Additional Materials - R&R curb lot A $ 10,222.18
2 Survey lot C $ 2,497.63
2 R&R Concrete cross-gutter lot C $ 20,998.10
2 Raise gate - lot A $ 3,484.51
Sub-Total Change Orders: $ 47,650.07
Contingency $ 48,500.00
Remaining Contingency: $ 849.93
CO =Change Order
In addition, staff recommends a change to the scope of services at Monte Vista Park
(Monte Vista). Under the terms of the agreement, the City Council approved an
alternate bid item that included the replacement of the asphalt parking lot at Monte Vista
with permeable asphalt. However, prior to initiating this work, staff enlisted the services
of NV5 West, Inc. (NV5), for geotechnical services. NV5 determined that the soil
conditions were not ideal for the installation of permeable asphalt and the site would
require excessive soil removal and replacement in order to achieve acceptable water
retention values, in addition to the fabrication of a concrete headwall and other auxiliary
drainage structures. Due to the high cost required for this work and the relatively small
area of water retention that would be achieved, staff recommends revising the scope of
services at Monte Vista and repaving the parking lot with traditional asphalt, in lieu of
permeable asphalt. Based on preliminary discussions with the contractor, staff believes
that the installation of permeable asphalt would require approximately $20,000.00 in
additional costs. The change to traditional asphalt will result in an overall cost savings
of $4,929.00.
Since Berry has been on site completing the work, staff has discovered several other
areas that are in need of repair. For instance, additional asphalt areas at the Civic
Center parking lot were in need of removal and replacement. The light post footings at
parking lot A needed to be lowered in order to meet City code. An existing bump out on
High Street that was originally installed to accommodate a mature pepper tree needs to
be removed. The pepper tree was removed in 2014 as recommended in the annual
High Street Pepper Tree Report. The parking lot at the Police Services Center is in
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need of slurry and striping as part of the City's on-going maintenance procedures and
the parking lot at Peach Hill Park, directly adjacent to Christian Barett needs repaving.
Staff did not notice the condition of the Peach Hill Park parking lot during their initial
inspection, as the main parking lot at Peach Hill Park was recently slurry sealed in 2010.
However, the parking lot is exhibiting signs of excessive wear, cracking and pealing,
and will require repairs to the concrete drainage swale.
As mentioned previously, Amendment No. 1 included the cost to install four new LED
parking lot lights at parking lot A at AVCP. After the lights were installed, it became
apparent that there was a problem with the electrical supply circuit. This was only
discovered after the contractor installed the lights and damaged the lights beyond
repair. The contractor has accepted full responsibility for the lights and will replace
them at no cost to the City, however, the electrical system needs to be investigated and
repairs made in order to move forward with this work. Currently the supply circuit
provides 480 volts, however, 277 volts is generally acceptable for parking lot lights and
was established as the design parameters for this work.
The changes to the scope of services and their associated costs, as well as the
additional requested contingency, are outlined in the following table.
COR No. Requested Change Cost
11 Additional material removal - Civic Center $ 3,595.50
12 Light Pole Base Revisions $ 1,001.10
14 Remove bump out on High Street $ 6,842.50
15 Trouble Shoot Electrical AVRC $ 5,234.89
16 Police Services Center Slurry/Striping $ 24,910.00
17 Peach Hill Park $ 47,1 18.66
Additional Contingency $ 15,000.00
sub-total: $103,702.65
Current Contract Cost: $582,936.37
Monte Vista Park (Schedule C to Schedule B) $ (4,929.00)
Amended Total Contract Cost: $681,710.02
COR = Change Order Request
FISCAL IMPACT
Funds for the additional work are not budgeted in the FY 2015/16 budget. Staff is
requesting an appropriation from the General Fund (1000) in the amount of $104,000.00
to complete the work. There will be a savings in the total contract amount of $4,929.00
as a result of the change in work scope from permeable asphalt to non-permeable
asphalt at Monte Vista Nature Park. With these changes, the new contract total will be
$666,710.02 plus the increased project contingency of $15,000.00 for a new total
contract amount of$681,710.02.
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Honorable City Council
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STAFF RECOMMENDATION (ROLL CALL VOTE)
1. Approve Amendment No. 2 with Berry General Engineering Contractors, Inc.,
authorize the City Manager to sign Amendment No. 2 subject to final language approval
of the City Manager; and
2. Adopt Resolution No. 2015-
Attachments:
1. Amendment No. 2 - Berry General Engineering Contractors, Inc.
2. Resolution No. 2015-
114
ATTACHMENT 1
AMENDMENT NO. 2
TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND
BERRY GENERAL ENGINEERING CONTRACTORS, INC. FOR PARKING LOT
IMPROVEMENTS AT VARIOUS CITY PARKS AND FACILITIES
SPECIFICATION NO P&R 14-02
This Amendment No. 2 to the Agreement between the City of Moorpark, a
municipal corporation ("City"), and Berry General Engineering Contractors, Inc., a
corporation ("Contractor"), for parking lot improvements at various city parks and
facilities ("Agreement"), is made and entered into the day of
, 2015.
RECITALS
WHEREAS, on January 22, 2015, the City and Contractor entered into an
Agreement to have the Contractor make parking lot improvements at various city parks
and facilities; and
WHEREAS, on April 27, 2015, the City and Contractor entered into Amendment
No. 1 to increase the Agreement amount for parking lot light installation and to include
the City Council approved contingency in the Agreement; and
WHEREAS, City is changing the work scope from Schedule C, Permeable
Asphalt Alternative, to Schedule B, Traditional Asphalt Repave Alternative at Monte
Vista Nature Park which results in a reduction to the total Agreement amount of
$4,929.00; and
WHEREAS, the contingency has been used and City and Contractor now desire
to amend the Agreement for additional work as described in Exhibits E, F, G, H, I, and J
attached hereto and incorporated herein, and increase the total contract amount and
wish to document said agreement to amend by jointly approving Amendment No. 2 to
the Agreement.
NOW, THEREFORE, it is mutually agreed by and between the parties to the
Agreement as follows:
Section 2, Scope of Services, is amended by replacing the first three paragraphs
of Section 2 in its entirety with the following language:
"City does hereby retain Contractor in a contractual capacity to provide
construction services related to parking lot improvements, as set forth in Exhibit B:
Contractor's Bid Proposal, dated October 28, 2014, which exhibit is attached hereto and
incorporated herein by this reference as though set forth in full and hereinafter referred
to as the "Proposal" and as set forth in Exhibit C, which include (i) Standard
Specifications; (ii) Special Provisions; (iii) Workers' Compensation Insurance Certificate
(Labor Code 1860 and 1861); (iv) Payment and Performance Bonds; and (v) Insurance
Certificate for General Liability and Automobile Liability, and Exhibits E, F, G, H, I, and
J, attached hereto and incorporated herein by this reference as though set forth in full.
Where said Scope of Services is modified by this Agreement, or in the event there is a
Amendment No.2 to Agreement between City of Moorpark and
Berry General Engineering Contractors, Inc. Page 1 115
conflict between the provisions of said Scope of Services and this Agreement, the
language contained in this Agreement shall take precedence.
Contractor shall perform the tasks described and set forth in Exhibits B, C, D, E,
F, G, H, I, and J. Contractor shall complete the tasks according to the schedule of
performance which is also set forth in Exhibit B, D, E, F, G, H, I, and J.
Compensation for the services to be performed by Contractor shall be in
accordance with Exhibits B, D, E, F, G, H, I, and J. Compensation shall not exceed the
rates or total value of six hundred eighty-one thousand seven hundred ten dollars and
two cents ($681,710.02) broken down as follows, without a written amendment to the
Agreement executed by both parties:
Exhibit(s) Amount Note
B $ 534,282.00 Original Contract Value
D $ 48,654.37 Amendment No. 1
E $ 3,595.50 Amendment No. 2
F $ 1 ,001 .10 Amendment No. 2
G $ 6,842.50 Amendment No. 2
H $ 5,234.89 Amendment No. 2
$ 24,910.00 Amendment No. 2
J $ 47,118.66 Amendment No. 2
Schedule C to B $ (4,929.00) Amendment No. 2
Added Contingency $ 15,000.00 Amendment No. 2
New Contract Value $ 681,710.02
Payment by City to Contractor shall be as referred to in this Agreement."
II. Section 5, PAYMENT, is amended by replacing the first paragraph of Section 5 in
its entirety with the following language:
"The City agrees to pay Contractor monthly, in accordance with the terms and
the schedule of payment as set forth in Exhibits B, D, E, F, G, H, I, and J, attached
hereto and incorporated herein by this reference as though set forth in full, based upon
actual time spent on the above tasks. This amount shall not exceed six hundred sixty-
six thousand seven hundred ten dollars and two cents ($666,710.02) as stated in
Exhibits B, D, E, F, G, H, I, and J, plus an additional contingency of fifteen thousand
dollars ($15,000.00) for a total amount of six hundred eighty-one thousand seven
hundred ten dollars and two cents ($681,710.02) for the total term of the Agreement,
without a written amendment to the Agreement executed by both parties."
Ill. Remaining Provisions:
Except as revised by this Amendment No. 2, all of the provisions of the
Agreement shall remain in full force and effect.
Amendment No.2 to Agreement between City of Moorpark and
Berry General Engineering Contractors, Inc. Page 2 116
In Witness Whereof, the parties hereto have caused this Agreement to be
executed the day and year first above written.
CITY OF MOORPARK BERRY GENERAL ENGINEERING
CONTRACTORS, INC.
By: By:
Steven Kueny, City Manager Robert Sainsbury, Vice President
Attest:
Maureen Benson, City Clerk
Amendment No.2 to Agreement between City of Moorpark and
Berry General Engineering Contractors, Inc. Page 3 117
EXHIBIT E
BERRY
GENERAL ENGINEERING
CONTRACTORS, INC.
P.O. BOX 1457 VENTURA, CA 93002
805-643-7567 FAX 805-643-7482
License No, 400577
May 21,2015
City of Moorpark
Attn:Jeremy Laurentowski
799 Moorpark Ave.
Moorpark,CA 93021
• RE: Parking Lot Improvements at Various City Parks and Facilities.Spec#P&R 14-02,
Change Order Request#011
Changed or Additional Prices as Requested,Contract Item Overruns for Invoice#2-
Item#7 R&R 4"Asphalt •
Installed 9,705 SF
Contract Quantity 9,000 SF
Additional Quantity 705 SF
705 SF @$5.10/SF= $3,595.50
Contract time extension required for these changes, I working day
.- ,-tted: Accepted:
:.ert ain�
-terry General Engineering Contractors, Inc. City of Moorpark
Page!of 1
118
•
•
EXHIBIT F
BERRY
GENERAL ENGINEERING
CONTRACTORS, INC.
P.O. BOX 1457 VENTURA, CA 93002
805-643-7567 FAX 805-643-7482
License No. 400577
May 21,2015
City of Moorpark
Attn:Jeremy Laurentowski
799 Moorpark Ave.
Moorpark,CA 93021
RE: Parking Lot Improvements at Various City Parks and Facilities,Spec#P&R 14-02,
Change Order Request#012
Changed or Additional Prices as Requested Changes to light pole bases,Cost per attached Extra Work report
from Taft Electric.
1) Light Pole Base Revisions
Labor $ 0.00 + 20 % = $ 0.00
Equipment $ 0.00 + 15 % = $ 0.00
Material $ 0.00 + 15 % = $ 0.00
Sub Contract $ 901.08 + 10 % _ $ 991.19
Sub-Contract $ 0.00 + 5 % _ $ 0.00
Sub-Total $ 991.19
1%forBonds $ 9.91
Total $ 1,001.10
Contract time extension required for these changes,2 working days
///Need: Accepted:
ainsbury
Berry General Engineering Contractors, Inc. City of Moorpark
Page I of 1
119
EXHIBIT G
•
GENERAL ENGINEERING
CONTRACTORS, INC.
P.O. BOX 1457 VENTURA, CA 93002
805-643-7567 FAX 805-643-7482
license No. 400577
May 26,2015
City of Moorpark
Atm:Jeremy Laurentowski ,
799 Moorpark Ave.
Moorpark,CA 93021
RE: Parking.Lot Improvements at Various City Parks and Facilities,Spec#P&R 14-02,
Change Order Request#014 RI
Changed or Additional Prices as Requested,Remove Curb Bump Out on High Street as requested
Unit
[tern Quantity Price Total
1) Sawcut,Demo&Grade Lump Sum $2,532.00 $2,532.00
2) Curb&Gutter 17 LF $87.45 $1,486.65
3) 4"AC on 8" Base 30 SF $74.75 $2,242.50
4) Paint Curb Red 7 LF $83.05 $581.35
Total $6,842.50
•
Contract time extension required for these changes.TBD working days
���jjj/
$¢5 ed: �_-- '--....—.._._.-._........_.._. Accepted:
R ert-Sainsbii i J
Berry General Engineering Contractors, Inc. City of Moorpark
Page I of I
120
EXHIBIT H
Y
GENERAL ENGINEERING
•
CONTRACTORS, INC.
P.O. BOX 1457 VENTURA,CA 93002
805-643-7567 FAX 805-643-7482
License No. 400577
August 20,2015
City of Moorpark
Attn:Jeremy Laurentowski
799 Moorpark Ave.
Moorpark,CA 93021
RE: Parking Lot Improvements at Various City Parks and Facilities,Spec#P&R 14-02,
Change Order Request#015
Changed or Additional Prices as Requested,Troubleshoot existing electrical on a T&M Basis per attached
proposal from Taft Electric.
I) Troubleshoot Parking Lot Lighting
Labor $ 0.00 + 20 °A, = $ 0.00
Equipment $ 0.00 + 15 % = $ 0.00
Material $ 0.00 + 15 % _ $ 0.00
Sub Contract $ 4,71L87 + 10 % = $ 5,183.06
Sub-Contract $ 0.00 + 5 % _ $ 0.00
Sub-Total $ 5,183.06
1%forBonds $ 51.83
Total $ 5,234.89
Contract time extension required for these changes,TBD working days
•
Sl" • d: - Accepted:
o /
Berry General Engineering Contractors,Inc. City of Moorpark
•
Page I of 1
121
EXHIBIT I
BERRY
GENERAL ENGINEERING
CONTRACTORS, INC.
P.O. BOX 1457 VENTURA,CA 93002
805-643-7567 FAX 805-643-7482
License No. 400577
August 31,2015
City of Moorpark
Ann:Jeremy Laurentowski
799 Moorpark Ave.
Moorpark,CA 93021
RE: Parking Lot Improvements at Various City Parks and Facilities,Spec 11 P&R 14-02,
Change Order Request 11016
Changed or Additional Prices as Requested,Place parking lot Slurry seal and re-stipe at police service center
as requested
Unit
Item Quantity Price - Total
I) Mobilization&Supervision Lump Sum - $2,800.00 $2,800.00
2) Seal&Res tripe Back Parking Lot Lump Sum $18,150.00 $18,150.00
3) Seal&Restripe Front Parking Lot Lump Sum $2,420.00 $2,420.00
4) Paint Red Curb Ne#to Building Lump Sum $330.00 $330.00
5) Install new Handicap Signs Lump Sum $1,210.00 $1,210.00
Total $24,910-00
Contract time extension required for these changes,TBD working days
S eed: Accepted:
R..-rt Sainsb --�'
Berry General Engineering Contractors. Enc. City of Moorpark
Page I.of
122
EXHIBIT J
BERRY
GENERAL ENGINEERING
CONTRACTORS, INC.
P.O. BOX 1457 VENTURA, CA 93002
805-643-7567 FAX 805-643-7482
License No. 400577
August 3 I.2015
City of Moorpark
Attn: Jeremy Laurentowski
799 Moorpark Ave.
Moorpark,CA 93021
RE: Parking Lot Improvements at Various City Parks and Facilities,Spec#P&R 14-02,
Change Order Request#017
Changed or Additional Prices as Requested, Work at Peach Hill Park as requested-
I) Repave Parking Lot on Christina Barret
Unit
Item Quantity Price Total
1) Mobilization&Traffic Control Lump Sum $4,456.00 $4,456.00
2) Remove and Replace 2 Concrete Swale 40 IF $108.20 $4,328.00
3) 1.5"Cold Mill 10,934 SF $0.99 $10,824.66
4) L5"Asphalt Overlay 100 TN $178.00 $17,800.00
5) Re-Stripe Lump Sum $825.00 $825.00
Total $38,233.66
2) Crackfill&Re-Stripe Peach Hill Parking Lot
I) Mobilization,Traffic Control&Supervision Lump Sum $1,185.00 $1,185.00
2) Cractkill&Re-Stripe Lunt Sum $3,850.00 $3,850.00
Total $5,035.00
3) Slurry Seal Peach Hill Parking Lot
I) Add Slurry seal to Peach Hill Parking lot Lump Sum. $3,850.00 $3,850.00
Total $3,850.00
Grand Total: $47,118.66
Page 1
123
ATTACHMENT 2
RESOLUTION NO. 2015-
A RESOLUTION OF CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR
2015/2016 BUDGET BY APPROPRIATING $104,000 FROM THE
GENERAL FUND (1000) FOR AMENDMENT NO. 2 TO
AGREEMENT WITH BERRY GENERAL ENGINEERING
CONTRACTORS, INC. FOR PARKING LOT IMPROVEMENTS
AT VARIOUS CITY PARKS AND FACILITIES
WHEREAS, on December 3, 2014 the City Council awarded the agreements to
Berry General Engineering Contractors, Inc. for construction services and BTC Labs-
Vertical V for engineering and testing services for parking lot improvements at various
City parks and facilities; and adopted Resolution No. 2014-3344 to appropriate
$117,415 from the General Fund (1000); and
WHEREAS, on March 18, 2015, the City Council adopted Resolution No. 2015-
3379 appropriating $48,655 from the General Fund to move lights in Parking Lot A at
Arroyo Vista Community Park for the parking lot improvement project at various City
parks and facilities; and
WHEREAS, on June 17, 2015, the City of Moorpark adopted the Operating and
Capital Improvement budget for Fiscal Year 2015/16; and
WHEREAS, a staff report has been presented to the City Council requesting
approval of Amendment No. 2 to the Agreement with Berry General Engineering
Contractor's Inc., for additional work for parking lot improvement project at various City
Parks and Facilities; and
WHEREAS, a budget adjustment in the amount of $104,000 from the General
Fund (1000) is requested for this additional work; and
WHEREAS, Exhibit "A", attached hereto and made a part hereof, describes said
budget amendment and the resultant impact to the budget line items.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. A budget amendment in the amount of $104,000 from the General
Fund (1000) as more particularly described in Exhibit "A", attached hereto, is hereby
approved.
SECTION 2. The City Clerk shall certify to the adoption of this resolution and
shall cause a certified resolution to be filed in the book of original resolutions.
124
Resolution No. 2015 —
Page 2
PASSED AND ADOPTED this 16th day of September, 2015.
Janice S. Parvin, Mayor
ATTEST:
Maureen Benson, City Clerk
Exhibit A — Budget Amendment
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EXHIBIT A
BUDGET AMENDMENT FOR
AMENDMENT #2 FOR PARKING LOT IMPROVEMENTS AT VARIOUS PARKS AND FACILITIES
FY 2015/16
FUND BALANCE ALLOCATION:
Fund Title Fund-Account Number Amount
General Fund 1000-5500 $ 104,000.00
Total $ 104,000.00
EXPENDITURE APPROPRIATION:
Account Number Current Budget Revision Amended Budget
1000-7620-2005-9613 $ - $ 32,410.00 $ 32,410.00
1000-7800-7802-9613 $ 41,516.00 $ 3,596.00 $ 45,112.00
1000-7800-7803-9613 $ 24,327.18 $ 6,532.00 $ 30,859.18
1000-7800-7808-9613 $ - $ 54,619.00 $ 54,619.00
1000-7900-7901-9613 $ 90,000.00 $ 6,843.00 $ 96,843.00
Total $ 155,843.18 $ 104,000.00 $ 259,843.18
Finance Approval: �if.---"
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