Loading...
HomeMy WebLinkAboutAGENDA REPORT 2017 0301 CCSA REG ITEM 10G ITEM 10.G. CITY OF MOORPARK,CALIFORNIA City Council Meeting of AO/q MOORPARK CITY COUNCIL BY: D__ AGENDA REPORT TO: The Honorable City Council FROM: Jeremy Laurentowski, Parks and Re.1 eation Directo BY: Jessica Sandifer, Program Manag s DATE: February 22, 2017 (CC Meeting of 0 '01/17) SUBJECT: Consider Amendment No. 1 to Agreement with The Adjul Corporation dba Lee Construction for the Recreational Trail Project at Arroyo Vista Community Park (AVCP) (CIP Project C0018) and Resolution Amending the Fiscal Year 2016/17 Budget BACKGROUND On October 2, 2013 the City Council approved a conceptual plan for a proposed recreational trail system at Arroyo Vista Community Park (AVCP) and on November 20, 2013, Penfield and Smith (since acquired by Stantec) was hired to prepare the plans and specifications for the Recreational Trail Improvements at AVRC. On February 5, 2014, the City Council approved the project plans and specifications in order for staff to apply for the Land and Water Conservation Fund (LWCF) Grant. In September 2014, the City was notified that an LWCF grant had been awarded to the project in the amount of$500,000. On January 20, 2016, the City Council approved the revised plans and authorized staff to go to bid on the project. The original bid due date was April 5, 2016 but was extended to April 11, 2016, due to some questions that arose during the bidding process. Three bids were received from pre-qualified contractors by the extended bid due date of April 11, 2016. Unfortunately, the low bidder did not meet the self-performance requirement. In addition, the project costs came in almost $400,000 higher than the engineer's estimate. Due to these issues, on April 20, 2016, the City Council rejected all the bids and re-authorized the project to go out to bid. On July 20, 2016, the City Council awarded the construction contract to The Adjul Corporation dba Lee Construction (Lee Construction). The Notice to Proceed for the project was issued on October 4, 2016. 336 Honorable City Council March 1, 2017 Page 2 DISCUSSION The Recreational Trail Project at Arroyo Vista Community Park is about half-way completed. During the construction of this project, staff has taken advantage of several value engineering opportunities to save costs: • The underground weir structure was removed due to field conditions. Thesoil composition consisted primarily of clay where the weir structure was located. This would have resulted in additional excavation in order to obtain the needed drainage. However, the volume of water retained within the structure was minimal and was accommodated within the redesign of the detention basin located in parking lot B. • The trail section was reduced from 4" of asphalt to 3" to save costs. 4" is typical of road construction. The multi-use trail is designed for bicycles and pedestrians and the civil engineer felt that 3" was more than adequate. • The detention basin in parking lot B was originally designed as an above grade basin. However, the plans also included the removal of four mature oak trees on site to accommodate the multi-use trail. Staff directed the contractor to realign the bicycle trail to preserve the oak trees, resulting in the construction of an underground detention basin. The original design included an above ground detention basin that was located directly adjacent to the trail. • The plans called for the removal of 60,000 square feet of turf to accommodate the perimeter recreational trail. The contractor recommended a construction technique called pulverization in lieu of removal to save costs. This technique utilizes mechanical equipment to pulverize the turf in lieu of removal. The total credits to the City are approximately $178,278. However, there have also been several plan modifications that have been necessary due to field conditions and plan discrepancies: • A 2" domestic waterline and 6" irrigation water line needed to be relocated. The water line was located where the detention basin was designed and the irrigation line was located directly under the new parking area on the south side of the access road. As-built plans were not available during the design phase of this work. The utilities were field located during construction. • The loop trail was relocated due to field conditions. This was primarily due to existing trees and poor site drainage. • The original trail section included a 2' wide decomposed granite paving section on both sides of the trail. The designer felt that this would provide a buffer between the existing turf and asphalt paving, and reduce the impact of water penetration under the trail. However, since the paving section includes permeable asphalt, not standard asphalt, the decomposed granite section was removed and replaced with permeable asphalt, as water penetration will not affect the paving material. This change ultimately widened the multi-use trail from 10' to 12'. 337 Honorable City Council March 1, 2017 Page 3 • The original design of the multi-use trail included a redwood header on both sides of the trail. Although redwood will last considerably longer than other lumber types, it will eventually need to be replaced. The redwood header was replaced with a concrete header. • Additional fencing was added to complete the new fencing around areas of the park that were not shown on the plans. • The bid specifications included City supplied lumber for the fencing material. As discussed during prior agenda reports, the Coast Redwood trees that were removed from Tierra Rejada Road during the spring and summer of 2016 were milled into lumber to be used for fencing for this project. At the time this project went out to bid, it was unknown how much lumber would be milled and there was not a provision in the bid specifications for the contractor to provide additional lumber due to this uncertainty. Staff anticipated that a substantial amount of lumber would need to be purchased to complete this work. • Additional turf needed to be removed to accommodate the trail that was not identified on the construction plans. • Emergency access gates and drive aprons were not included on the constructions plans. These will also be necessary for general maintenance procedures. The total costs for these plan changes is approximately $426,890 (before credits applied). The net cost of the change orders to date is $248,612. In addition to these changes, staff has identified another opportunity to correct a deficient site condition. The emergency vehicular turnaround at the east end of the park, adjacent to the emergency access bridge, does not meet Ventura County Fire Department standard specifications for oversize vehicles, which is a 40' inside turning radius. Since the project already includes some work at this location, staff feels that it would be appropriate to correct this field condition. Staff has had Phoenix Civil Engineering redesign the area so that the turnaround meets Ventura County Fire standards. There will be some savings to the project based on the modifications to the plans as drawn. However, staff anticipates that this work will cost approximately $50,000. Staff is also requesting that the City Council approve an additional contingency of $50,000 to account for any additional field changes that may arise during the remainder of this project. The Land and Water Conservation Fund grant deadline is March 31, 2017. In order to secure the entire $500,000 in grant funding, the trail portion of this project must be completed by this date. Staff is requesting the additional contingency in order to save time in case other minor field changes or plan discrepancies come up during construction. 338 Honorable City Council March 1, 2017 Page 4 FISCAL IMPACT Lee Construction's original not-to-exceed contract amount is $4,040,939 which included a contingency of $367,358. As mentioned previously $248,613 of the contingency funding has been used to-date. The project contingency has approximately $118,746. remaining. Change order six, which is currently pending, includes the costs to purchase the additional lumber and some additional field changes, and is expected to use approximately $100,000 of the remaining balance. Staff is requesting that an additional $100,000 be added to the project contingency to cover the costs of the construction of the revised turnaround at the east end of the park and any other unforeseen changes that may occur throughout the remainder of the project. Lee Construction's adjusted total contract amount would be $4,140,939. Staff is requesting a budget amendment of $100,000 from the Community Wide Park Development Fund (2010) for the additional contingency funding. STAFF RECOMMENDATION (ROLL CALL VOTE) 1. Approve Amendment No. 1 to Agreement with The Adjul Corporation dba Lee Construction in the amount of $100,000 and authorize the City Manager to sign the Amendment, subject to final language approval of the City Manager; and 2. Adopt Resolution No. 2017- , amending FY 2016/17 budget for additional contingency costs. Attachment— 1. Amendment No. 1 2. Resolution No. 2017- 3.39 ATTACHMENT 1 AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF MOORPARK AND THE ADJUL CORPORATION DBA LEE CONSTRUCTION COMPANY, FOR RECREATIONAL TRAIL PROJECT AT ARROYO VISTA COMMUNITY PARK This Amendment No. 1 to the Agreement between the City of Moorpark, a municipal corporation ("City"), and The Adjul Corporation, a corporation, dba Lee Construction Company ("Contractor"), for construction services related to the recreational trail project at Arroyo Vista Community Park ("Agreement"), is made and entered into the day of , 2017. RECITALS WHEREAS, on August 24, 2016 the City and Contractor entered into an Agreement to have the Contractor provide construction services related to the • recreational trail project at Arroyo Vista Community Park; and WHEREAS, the City and Contractor now desire to amend the Agreement to increase the compensation for services to be performed by Contractor by increasing the contingency amount from three hundred sixty-seven thousand three hundred fifty-eight dollars ($367,358.00), by one hundred thousand dollars ($100,000.00), for a total contingency amount of four hundred sixty-seven thousand three hundred fifty-eight dollars ($467,358.00), which will increase the total contract value from four million forty thousand nine hundred thirty-nine dollars ($4,040,939.00), to a total contract value of four million one hundred forty thousand nine hundred thirty nine dollars ($4,140,939.00), and document said Agreement to amend by jointly approving Amendment No. 1 to the Agreement. NOW, THEREFORE, it is mutually agreed by and between the parties to the Agreement as follows: I. Section 2, SCOPE OF SERVICES, is amended by replacing paragraph three in its entirety as follows: "Compensation for the services to be performed by Contractor shall be in accordance with Exhibit B. Compensation shall not exceed the rates or total value of three million six hundred seventy-three thousand five hundred eighty-one dollars ($3,673,581.00) as stated in Exhibit B, plus contingency of four hundred sixty-seven thousand three hundred fifty-eight dollars ($467,358.00), for a total contract value of four million one hundred forty thousand nine hundred thirty nine dollars ($4,140,939.00), without a written amendment to the Agreement executed by both parties. Payment by City to Contractor shall be referred to in this Agreement." II. Section 5, PAYMENT, is amended by replacing paragraph one in its entirety as follows: 340 "The City agrees to pay Contractor monthly, in accordance with the terms and the schedule of payment as set forth in Exhibit B, 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 three million six hundred seventy-three thousand five hundred eighty-one dollars ($3,673,581.00) as stated in Exhibit B, plus contingency of four hundred sixty-seven thousand three hundred fifty-eight dollars ($467,358.00), for a total contract value of four million one hundred forty thousand nine hundred thirty nine dollars ($4,140,939.00), for the total term of the Agreement unless additional payment is approved as provided in this Agreement." III. Remaining Provisions: Except as revised by this Amendment No. 1, all of the provisions of the Agreement shall remain in full force and effect. In Witness Whereof, the parties hereto have caused this Amendment to be executed the day and year first above written. CITY OF MOORPARK THE ADJUL CORPORATION dba Lee Construction Company Steven Kueny Richard Smith City Manager President Attest: Maureen Benson, City Clerk Amendment No. 1 to Agreement between City of Moorpark and Page 2 The Adjul Corporation dba Lee Construction Company 3 41 ATTACHMENT #2 RESOLUTION NO. 2017- A RESOLUTION OF CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE FISCAL YEAR 2016/2017 BUDGET BY APPROPRIATING $100,000.00 FROM THE COMMUNITY WIDE PARK DEVELOPMENT FUND (2010) FOR THE RECREATIONAL TRAIL PROJECT AT ARROYO VISTA COMMUNITY PARK (CIP C0018) WHEREAS, on June 15, 2016, the City of Moorpark adopted the Operating and Capital Improvement Projects budget for Fiscal Year (FY) 2016/17, which included an appropriation of $1,407,831.00 for the Recreational Trail Project at Arroyo Vista Community Park (CIP C0018); and WHEREAS, on July 20, 2016,the City Council adopted Resolution No. 2016- 3533 which allocated $2,914,430.00 from various funds to the Recreational Trail Project at Arroyo Vista Community Park (CIP C0018) for construction and construction management of the project; and WHEREAS, on November 16, 2016, the City Council adopted Resolution No. 2016-3561 which allocated $47,277.10 from various funds to the Recreational Trail Project at Arroyo Vista Community Park (CIP C0018) for additional construction management of the project; and WHEREAS, a staff report has been presented to the City Council requesting funding for additional contingency costs for the project; and WHEREAS, an aggregate budget amendment of $100,000.00 is requested from the Community Wide Park Development Fund (2010) to fund the additional contingency costs for the Recreational Trail Project at Arroyo Vista Community Park; 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. An aggregate budget expenditure increase of $100,000.00 from the Community Wide Park Development Fund (2010), as more particularly described in Exhibit "A", attached hereto, is hereby approved. 342 Resolution No. 2017- Page 2 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. PASSED AND ADOPTED this 1st day of March, 2017. Janice S. Parvin, Mayor ATTEST: Maureen Benson, City Clerk Exhibit A— Budget Amendment 343 Resolution No. 2017- Page 3 EXHIBIT A BUDGET AMENDMENT FOR COMMUNITY WIDE PARK DEVELOPMENT FUND (2010) FOR ADDITIONAL CONTINGENCY FUNDING FOR RECREATIONAL TRAIL PROJECT AT ARROYO VISTA COMMUNITY PARK(CIP C0018) FY 2016/17 FUND BALANCE ALLOCATION: Fund Title Fund-Account Number Amount Community Wide Fund 2010-000-00000-33990 $ 100,000.00 Total $ 100,000.00 EXPENDITURE APPROPRIATION: Account Number Current Budget* Revision Amended Budget 2001-541-00018-55200 $ 1,950,522.10 $ 1,950,522.10 2001-541-00018-55300 $ 48,574.70 $ 48,574.70 2010-541-C0018-55200 $ 1,698,499.00 $ 100,000.00 $ 1,798,499.00 2010-541-00018-55300 $ 22,248.00 $ 22,248.00 2010-541-00018-55010 $ 98,896.00 $ 98,896.00 2409-541-00018-55200 $ 500,000.00 $ 500,000.00 2411-541-00018-55200 $ 66,000.00 $ 66,000.00 $ - $ - Total $ 4,384,739.80 $ 100,000.00 $ 4,484,739.80 Finance Approval: <-91-12-- 344