AGENDA
ITEM
10 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
10 CITY COUNCIL
AGENDA STAFF REPORT
DATE: December 4, 2024
TO: Mayor and City Council
APPROVED BY: Juan Contreras, Acting City Manager JAL
REVIEWED BY: Sandra L. Fonseca, Interim Finance Director OF PREPARED BY: Liliana Falomir, Public Works Manager - Administrative Tal SUBJECT: Authorize Acting City Manager to Sign Change Order No. 2 with Rove Engineering, Inc. in the Amount of $631,514.00 for Cole Boulevard between M.L. King Avenue and Bowker Road Rehabilitation Federal-Aid Project No. STPL-5168(035).
Recommendation:
It is recommended that the City Council of the City of Calexico approve the following:
1. Authorize Acting City Manager to Sign Change Order No. 2 with Rove Engineering, Inc. in the Amount of $631,514.00 for Cole Boulevard between M.L. King Avenue and Bowker Road Rehabilitation Federal-Aid Project No. STPL-5168(035).
Background:
The City of Calexico Public Works Department received a grant from California Department of Transportation (Caltrans) for FY 2023-2024 in the amount of $3,160,779.00 ($1,414,000.00 - Federal Grant and $1,746,779.00 - Local Match) for Federal Project No. STPL-5168(035) Cole Boulevard between M. L. King Avenue & Bowker Road.
On March 20, 2024, the City Council of the City of Calexico approved bid documents for Cole Boulevard Between M.L. King Avenue and Bowker Road Rehabilitation Federal Project No.
STBGL-5168(035) and authorized the Public Works Department to send the project out to bid.
On July 25, 2024, the City Council of the City of Calexico approved the following:
a) Award Bid Proposal from Rove Engineering, Inc. in the amount of $2,398,458.00. b) Authorize the City Manager to Sign a Construction Agreement between the City of Calexico and Rove Engineering, Inc. in the amount of $2,398,458.00 for Cole Boulevard between M.L. King Avenue and Bowker Road Rehabilitation Federal-Aid Project No.
STPL-5168(035)
c) Authorize City Manager to Approve Any Future Change Orders Not-to-Exceed $239,845.80 (10% of Rove Engineering, Inc. Base Bid) as Per City Ordinance No. 1218.
Discussion and Analysis:
On September 25, 2024, the pre-construction meeting was held with City contract engineer, Nicklaus Engineering, Inc. and Rove Engineering. During the meeting it was recommended that Sierra MTI perform a pavement assessment (coring) along project limits to evaluate and determine the surface asphalt concrete and the existing soil conditions beneath the areas of the proposed road rehabilitation in order to identify potential pavement structural failure areas. On October 24, 2024, Sierra MTI finalized and submitted the pavement assessment, and the report revealed that additional work is needed along the north lane of the westbound section of the road. Both the City's contract engineer and Construction Management team have reviewed the report and concur with Sierra MTI analysis; therefore, City staff is requesting that the City Council authorize the Acting City Manager to sign Change Order No. 2 with Rove Engineering, Inc. in the amount of $631,514.00 for Cole Blvd. between M.L. King Ave and Bowker Rd.
Fiscal Impact:
Capital Improvement Program Budgeted Item for FY 2024-2025 Revenue
Federal Fund No. 412-91-916-56003-000 $1,414,000.00
Measure D Fund No. 233-91-916-56003-000 $1,615,972.00
Total $3,029,972.00
Expenditure
Original Contract $2,398,458.00
Change Order No. 1 $0.00
Change Order No. 2 $631,514.00
Total $3,029,972.00
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachments):
1. Change Order No. 2.
2 ATTACHMENT NO. 1
CITY OF CALEXICO
PUBLIC WORKS DEPARTMENT
CHANGE ORDER NO. 02
Name of Project: Cole Blvd. between M.L. King Ave and Bowker Rd. Rehab. Project CALEXICO Name of Contractor: Rove Engineering
Date: December 4, 2024
# Description Price Price Time
Additive bid schedule added as follows: Increase Decrease Extension ЗА Remove existing asphalt to 4" $89,000
4A Removing existing base/subgrade to 6" $ 77,000.00
SA Construct Class II CAB (Road Base) $ 189,399.00
6A Construct 2.5" AC Base Layer (Leveling Course) over CAB - 3/4" HMA $ 265,265.00 7A Landmark Consultants - QC Material Testing $ 10,850.00| Sub-Total $ 631,514.00 $
Total $ 631,514.00
Contract Amount 2,398,458.00
Total Contract Amount (Contract, CO1 and CO2) 3,029,972.00 Juan Contreras, Acting City Manager
City of Calexico, 608 Heber Avenue, Calexico, California Phillip 1 Ramboy 11/18/24
Phillip A. Ramirez, Resident Engineer
Nicklaus Engineering, Inc., 1851 W. 24th Street, Suite 101, Yuma, Arizona Frank Duffy, Project Manager
Rove Engineering, PO Box 2108, El Centro, California
STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION Sheet CONTRACT CHANGE ORDER of 0 1
CEM-4900 (REV 05/2001) CT# 7541-3501-0
Change Requested by: engineer contractor
CCO NUMBER SUPPL. NUMBER CONTRACT NUMBER ROAD FEDERAL NUMBERS) Cole Rivd from ML. King to Bouker STPL-516K(035)
TO
Rove Engincering contractor
You are directed to make the following changes from the plans and specifications or do the following described work not included in the plans and specifications for this contract. NOTE: This change order is not effective until approved by the engineer.
Description of work to be done, estimate of quantities and prices to be paid. (Segregate between additional work at contract price, agreed price and force account.) Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no allowance will be made for idle time. The last percentage shown is the net accumulated increase or decrease from the original quantity in the engineer's estimate.
In accordance with project general conditions section 22 Changes and section 23 Extra Work an additive bid schedule is to be added to the contract as part of this change order.
Reason for Extra Work:
As part of Coring Report dated October 24, 2024 the project limits were analyzed for further information on existing conditions.
The recommendations provided by report included additional work that is to be done along the north lane of the westbound section of the road. Engineer of Record responded to report recommendations in letter dated November 3, 2024 agreeing to additional work and providing a draft additive bid schedule. The draft additive bid schedule was revised by Contractor and Resident Engineer in order to finalize costs and needed bid items. All documentation mentioned is included as part of attachments.
Cost Adjustment Due To Additive Bid Schedule:
Item Description Qty Unit Unit Price Total Price
3A Remove Existing Asphalt Concrete to 4-inches 100,000 SF $0.89 $89,000.00 4A Remove Existing Base/Subgrade to 6-inches 100,000 SF $0.77 $77,000.00 5A Construct Class I CAB (Road Base) 2,100 CY $90.19 $189,399.00 6A Construct 2.5" AC Base Layer Over CAB 1,750 TON $151.58 $265,265.00 7A Landmark QC Material Testing Services 1 LS $10,850.00 TOTAL $631,514.00
Estimated Cost: V Increase - Decrease $ 631,514.00
By reason of this order the time of completion will be adjusted as follows: 0 working days
SUBMITTED BY
SICHATURE
(PRINT NAME & TITLE) DATE
Phillip 1 Ramuen Phillip A. Ramirez, P.E., Resident Engincer 11/18/24
APPROVAL RECOMMENDED BY
SARATURE DATE
(PRINT NAME & TITLE)
Juan Contras, Acting Cily Manager
ENGINEER APPROVAL BY
SIGNATURE
(PRINT NAME & TITLE) DATE
Phillip A. Ramirce, P.E., Resident Engincer 11/18/24
Phillip 1 Pamies
We the undersigned contractor, have given careful consideration to the change proposed and agree, if this proposal is approved, that we will provide all equipment, furnish the materials, except as may otherwise be noted above, and perform all services necessary for the work above specified, and will accept as full payment therefor the prices shown above. NOTE: If you, the contractor, do not sign acceptance of this order, your attention is directed to the requirements of the specification as to proceeding with the ordered work and filing a written protest within the time therein specified.
CONTRACTOR ACCEPTANCE BY
SITATURE
(PRINT NAME & TITLE) DATE
Frank Dully Project Manager 11/18/2024
STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION
CONTRACT CHANGE ORDER MEMORANDUM Page 1 of 1
CEM-4903 (REV 06/2006) DATE
11/18/2024
TO FILE
E. A.
Fron Contreras, Acting Gly Manager CO-RTE-PM Cole Blvd Rehabilitation Phillip A. Ramirez, P.E. FED NO. STPL.- 5168(035)
CCO NO. SUPPLEMENT NO CATEGORY CODE CONTINGENCY BALANCE (Including this change):
2 CCO AMOUNT
$ 631,514.00 • INCREASE • DECREASE HEADQUARTERS APPROVAL REQUIRED? L YES NO
SUPPLEMENTAL FUNDS PROVIDEL
X YES NO
$
ORIGINAL CONTRACT TIME ADJUSTMENT PREVIOUSLY APPROVED PERCENTAGE TIME ADJUSTED TOTAL # OF UNRECONCILED TIME: THIS CHANGE: CCO TIME ADJUSTMENTS: (Including this change) DEFERRED TIME _ DAY(S) CCO (Including this change)
60 0 DAY(S) %
HIS CHANGE ORDER PROVIDES FOR (Use addional pages as needed n accordance with project general conditions section 22 Changes and section 23 Extra Work an additive bid schedule is to be added t the contract as part of this change order.
Reason for Extra Work:
As part of Coring Report dated October 24, 2024 the project limits were analyzed for further information on existing conditions. The recommendations provided by report included additional work that is to be done along the north lane of the westbound section of the road. Engineer of Record responded to report recommendations in letter dated November 3, 2024 agreeing to additional work and providing a draft additive bid schedule. The draft additive bid schedule was revised by Contractor and Resident Engineer in order to finalize costs and needed bid items. All documentation mentioned included as part of attachments.
Cost Adjustment Due To Additive Bid Schedule:
Item Description Qty Unit Unit Price Total Price
ЗА Remove Existing Asphalt Concrete to 4-inches 100,000 SF $0.89 $89,000.00 4A Remove Existing Base/Subgrade to 6-inches 100,000 SF $0.77 $77,000.00 5A Construct Class I CAB (Road Base) 2,100 CY $90.19 $189,399.00 6A Construct 2.5" AC Base Layer Over CAB 1,750 TON $151.58 $265,265.00 7A Landmark QC Material Testing Services LS $10,850.00
TOTAL $631,514.00
CONCURRED BY: ESTIMATE OF COST
CONSTRUCTION ENGINEER/BRIDGE ENGINEER DATE THIS REQUEST TOTAL TO DATE ITEMS $631,514.00 $631,514.00
PROJECT ENGINEER DATE FORCE ACCOUNT
AGREED PRICE
PROJECT MANAGER DATE ADJUSTMENT
TOTAL $631,514.00 $631,514.00
FHWA REP, DATE FEDERAL PARTICIPATION
PARTICIPATING • PARTICIPATING IN PART X NONE
ENVIRONMENTAL DATE
•NON-PARTICIPATING (Maintenance) NON-PARTICIPATING
OTHER (SPECIFY) DATE FEDERAL SEGREGATION (If more than one funding source or P.l.P. type) DATE • CCO FUNDED PER CONTRACT • CCO FUNDED AS FOLLOWS
FEDERAL FUNDING SOURCE PERCENT
HQ OR DISTRICT PRIOR APPROVAL BY DATE
RESIDENT ENGINEER SIGNATURE DATE
Phillip 4 Pambez 11/18/24
ADA Notice and Forms Managemen, 120 Sel, MS 80, Sacrameno, CA 5o rate formals. For information al 016) 654-8110 or TOD (916) 654-380 or wit Records Recommended Alternate Bid Schedule
Item Description Qty Unit Unit Price Total Price
Remove Existing Asphalt Concrete to 4- SF 0.89
100,000 $ $ 89,000.00
inches
4A Remove Existing Base/Subgrade to 6-inches 100,000 SF $ 0.77 $ 77,000.00 5A Construct Class II CAB (Road Base) 2,100 CY $ 90.19 $ 189,399.00 Construct 2.5" AC Base Layer (Leveling
6A Course) Over CAB TON $ 151.58
1,750 $ 265,265.00
(Caltrans 39-2.02 TYPE A (3/4") PG 70-10)
Landmark Consultants - Subcontractor
7A 1 LS $ 10,850.00
QC Material Testing Services
TOTAL $ 631,514.00