AGENDA
ITEM
9 AGENDA
CALEXICO California ITEM
WHERE CALIFORNIA AND MEXICO MEET
9 CITY COUNCIL
AGENDA STAFF REPORT
DATE: September 3, 2025
TO: Mayor and City Council
APPROVED BY: Benjamin Martinez, City Manager
REVIEWED BY: Karla Chaparro, Finance Director V
PREPARED BY: Jesus Villegas, Public Works Director/City Engineer Jvp SUBJECT: Authorize City Manager to Sign Deductive Change Order No. 6 with Rove Engineering, Inc. in the Amount of $229,050.50 for Cole Boulevard between M.L. King Avenue and Bowker Road Rehabilitation Federal-Aid Project No. STPL-5168(035).
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Recommendation:
It is recommended that the City Council of the City of Calexico approve the following:
1. Authorize City Manager to sign deductive Change Order No. 6 with Rove Engineering, Inc. in the amount of $229,050.50 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.
Below please find the list of change orders that have been approved as of April 7, 2025:
# Description Amount
Change Order No. 1
1 Suspension of Work $0.00
Change Order No. 3
ЗА 3/8" min pre-leveling course with binder $114,000.00 4A Landmark QC material testing services $15,000.00
5A Dig outs - remove asphalt layer and install ¾" HMA $100,800.00 Type A per Caltrans Stds and Specs
Total $229,800.00
Change Order No. 4
1 Suspension of Work $0.00
Change Order No. 5
ЗА 3/8" min pre-leveling course with binder ($22,800.00) 5A Dig outs - remove asphalt layer and install ¾" HMA ($100,800.00) Type A per Caltrans Stds and Specs
6A Striping - removal of existing conflicting striping $5,516.50 7A Removal/replacement of reinforced concrete panels $96,480.00 Total L($21,603.50)
Discussion and Analysis:
On October 4, 2024, Rove Engineering, Inc. began construction of Cole Boulevard between M.L. King Avenue and Bowker Road Rehabilitation. Change Order No. 6 reconciles the revised contract amount with the actual construction cost spent. In addition, it extends the contract days for the project at the completion of construction activities. City staff is recommending that the City Council approve Rove Engineering, Inc. deductive Change Order No. 6 (Attachment No. 1).
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 $963,603.70
Total $2,377,603.70
2 Expenditure(s)
Original Contract $2,398,458.00
Change Order No. 1 $0.00
Change Order No. 3 $229,800.00
Change Order No. 4 $0.00
Change Order No. 5 ($21,603.50)
Change Order No. 6 ($229,050.80)
Total $2,377,603.70
Coordinated With:
City Manager's Office.
Finance Department.
Public Works Department.
Attachment(s):
Change Order No. 6.
ATTACHMENT NO. 1
STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION
CONTRACT CHANGE ORDER Sheet 1 of 1
CEM-4900 (REV 05/2001) CT# 7541-3501-0
Change Requested by: X engineer contractor
CCO NUMBER SUPPL. NUMBER CONTRACT NUMBER ROAD FEDERAL NUMBERS) 6 Cole Blvd from ML King to Bowker STPL- 5168(035)
TO
Rove Engineering contractor
ou are directed to make the following changes from the plans and specificalions or do the following described work not included in the olans 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.
Balancing Change Order:
The purpose of this change order is to reconcile the Revised Contract Amount with the Actual Construction Cost spent and extending the contract days for the project at the completion of construction activities. See the attached Exhibit A for details of the Balancing Change Order quantities and costs for the various items of work:
Original Contract Amount $2,398,458.00
Change Order No. 3 $ 229,800.00
Change Order No. 5 -$ 21,603.50
Approved Contract Amount Including Change Orders $2,606,654.50 Actual Construction Cost spent for the project $ 2,377,604.00 Balancing Change Order Amount= $2,377,604.00 - $2,606,654.50 = $229,050.50 (Decrease) Time Adjustment:
The purpose of the time extension in accordance with project specifications section 6-4 Delays and Extension of Time is to provide additional days taken to complete construction activities as follows:
Original Contract Days 60 working days
Actual Construction Days 113 working days
Balancing Change Order Days Required = 113 - 60 = 53 Additional working days Estimaled Cost: • Increase X Decrease $ 229,050.50
By reason of this order the time of completion will be adjusted as follows: 53 working days
SUBMITTED BY
SIGNATURE (PRINT NAME & TITLE) DATE
Phillip Phillip A. Ramirez, P.E., Resident Engineer 818/25
APPROVAL RECOMMENDED BY
SIGNATURE (PRINT NAME & TITLE) DATE
Benjamin Martinez, City Manager
ENGINEER APPROVAL BY
SIGNATURE (PRINT NAME & TITLE) DATE
Phillip 1 Ramire Phillip A. Ramirez, P.E., Resident Engineer 8/8/25 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
SIGNATURE (PRINT NAME & TITLE) DATE
Frank Duffy, Superintendent 13-8-2025
ADA Norico vito Rocorda and Forms Mangemen, 120 N Stel, MS-89, Sacramento, CA 95014. For individual with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 654-3880 or STATE OF CALIFORNIA • DEPARTMENT OF TRANSPORTATION
CONTRACT CHANGE ORDER MEMORANDUNI Page 1 of 1
CEM-4903 (REV 06/2006) DATE
108/08/2025
TO FILE
E.A.
Benjamin Martinez, City Manager
FROM CO-RTE-PM Cole Bld Rehabilitation
Phillip A. Ramirez, P.E. FED NO. STPL- 5168(035)
CCO NO. SUPPLEMENT NO [CATEGORY CODE CONTINGENCY BALANCE (Including this change):
6 $
CCO AMOUNT
• INCREASE X DECREASE HEADQUARTERS APPROVAL REQUIRED? YES X NO $ 229,050.50
SUPPLEMENTAL FUNDS PROVIDED
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 COs (Including this change)
60 DAY(S) 53 0 DAY(s) 88.33 0
THIS CHANGE ORDER PROVIDES FOR (Use additional pages as needed):
Balancing Funds:
The construction cost and the revised contract cost are to be balanced as part of this change order. The left over savings are summarized in the attached Exhibit A - Final Schedule of Values which shows the following bid items under ran by different amounts: #3 Cold Milling, #4 Leveling Course, #5 ARAM installation, #6 Rubberized Asphalt installation, #7 Removal/ Replacement of concrete driveways, #1A Additional Curb & gutter replacements, and #2A AC Berm replacement. The total savings due to these items is to be decreased from the contract amount.
Balancing Davs:
The construction schedule was affected by various events which led to additional working days needed. The first event impacting the schedule is the pre-construction coring report needed to get a better understanding of site conditions which delayed project by 10 days. The second event came at the end of the project when savings were confirmed and both Resident Engineer and City of Calexico agreed to use some of these savings to replace damaged reinforced concrete panels and remove conflicting striping as part of change order work. The creation of that change order(#5) through approval took 6 days, removal of conflicting striping took 4 days, replacement of reinforced concrete took 15 days, delayed striping operations took a combined 6 days, and final punch list with acceptance from City of Calexico took 12 days. The sum of these delays is the 53 working day extension required to balance out the days as part of this change order.
Attachments:
Exhibit A - Final Schedule of Values
Construction Schedule and Time Impact
CONCURRED BY: ESTIMATE OF COST
CONSTRUCTION ENGINEER/BRIDGE ENGINEER DATE THIS REQUEST TOTAL TO DATE ITEMS $229,800.00
PROJECT ENGINEER DATE FORCE ACCOUNT
AGREED PRICE
PROJECT MANAGER DATE ADJUSTMENT ($229,050.50) ($250,654.00) TOTAL ($229,050.50) ($20,854.00)
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.I.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 Parmines _ 8|8|25
For individuals with sensory disabilities, this document is available in alternate formats. For informalion call (916) 654-6410 or TDD (916) 654-3880 or write Records ADA Notice and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.
EXHIBIT A
Modification Agreement - Summary of Expenditures for Cole Road Improvements; Federal Aid Project No. STPL-5168(035)
ITEM ORIGINAL ACTUAL CONTRACT CONTRACT
ITEM UNIT CONTRACT DIFFERENCE ACTUAL CONTRACT AND CHANGE IN COST NO. QUANTITY UNIT PRICE CONSTRUCTION COST CCO COST
QTY. INCREASES/DECREASES
Mobilization/Bond 1.00 0.00 $ 95,000.00 $ 95,000.00 $ 95,000.00 $0.00 Traffic Control 1.00 0.00 $ 136,680.00 S 136,680.00 | s 136,680.00 $0.00 1-inch Full Width Cold Milling 525,000 440,000.00 85,000.00 0.28 5 123,200.00 | $ 147,000.00 -$23,800.00 3/4" Min Leveling Course (Crack fill and clean) 525,000 520,000.00 5,000.00 0.75 $ 390,000.00 $ 393,750.00 -53,750.00 Asphalt Rubber Aggregate Membrane (ARAM) 58,000 39,070.00 18,930.00 7405 289,118.00| $ 429,200.00 -$140,082.00
1.5" Asphalt Rubber HM (ARHM GG-C) TON 4,950 4,625.00 325.00 254.50 S 714,562.50| $ 764,775.00 -550,212,50 Replace/Construct concrete driveway approach 0.00 40.00 230.50 es 9,220.00 -$9,220.00 Remove/Replace Existing Concrete Ramps 12.00 0.00 $ 10,126.00| $ 121,512.00 $ 121,512.00 $0.00 Double Adjust Manholes to Grade 15.00 -2.00 2,107.005 31,605.00 s 27,391.00 $4,214.00 Double Adjust Valves to grade 20.00 -6.00 1,304.00 $ 26,080.00\s 18,256.00 $7,824.00 surveying 1.00 0.00 55,040.00 55,040.00
en 55,040.00 $ $0.00
Curb & Gutter 100 100.00 0.00 95.50 9,550,00 $ 9,550.00 $0.00 en
Concrete Sidewalk 800 1,139.00 -339.00 en 40.00$ 45,560.00 $ 32,000.00 $13,560.00 Traffic and Crosswalk striping (markers included) 1.00 0.00 es 121,084.00 S 121,084.00$ 121,084.00 $0.00 Additional Curb&gutter for flowline Improvements 500 248.00 252.00 42.00 $ 10,416.00 $ 21,000.00 -$10,584.00 2A AC Berm replacement/construction 500 0.00 500.00 34.00 17,000.00 -$17,000.00 ORIGINAL CONTRACT AMOUNT 2,398,458.00
3/8" min pre-leveling course with additional binder (Crack Backfill) 100,000 80,000.00 20,000.00 1.14 S 91,200.00$ 114,000.00 -$22,800.00 4A Landmark: Consultants QC Material Testing 1.00 0.00 15,000.00 $ 15,000.00 $ 15,000.00 $0.00 Dig Outs - To include removal and disposal of excess asphalt layer and installation of 3/4" HMA Type A to finished surface 7,200 14.00 100,800.00 -$100,800.00 3Ad Pre - Leveling Course savings -20,000 1.14
es (22,800.00)/ $22,800.00
SAd Dig Outs savings -7,200 -7,200.00 14.00 (100,800.00) $100,800.00 Removal of Conflicting striping -Covered with Savings from 3Ad and 5Ad 1.00 0.00 es 5,516.50 s 5,516.50 $0.00 7A Remove/replace reinforced concrete panels at Bowker Rd. Stopping point-Covered with Savings from 3Ad and SAd 2,412 2,412.00 0.00 es 96,480.00 $ 96,480.00 $0.00 Total 2,377,604.00 $ 2,605,654.50 $ (229,050.50)
Task Task Name Duration Start Finish Predecessors Resource Names Additional Working Mode 0524W-LES 1374 W Oct 6, 24
Days
1 Project Start and Coordination for 11 days [Fri 10/4/24 Fri 10/18/24 Contract Start 10 Coring Report
Project placed in 1st Mutual Suspensioni20 days Mon Fri 11/15/24 1 10/21/24
Scheduling - Concrete Work 12 days Mon 11/18/2Tue 12/3/24 2 Concrete Work Begins - Handicap 28 days Wed Fri 1/10/25 3 Ramps, sidewalks, and curb and gutter 12/4/24
Project placed in 2nd suspension due to 31 days Mon Mon vendor plant availability and scheduling 1/13/25 2/24/25 issues
Paving Work preparation - Adjustment 2 days The 2/25/25 Wed of Utilities and Cold Milling Executed 2/26/25
Paving Work Continued - Pre Leveling 2 days Thu 2/27/25 Fri 2/28/25 6 and Leveling Courses installed
Scheduling ARAM and Rubberized 5 days Mon 3/3/25 Fri 3/7/25 Asphalt
Installation of ARAM and Crack Fill 5 days Mon 3/10/25 Fri 3/14/25 8 Contract Days Enc 10 Paving Continued - Installation of 5 days Mon
Fri 3/21/25 9 Overrun
Rubberized Asphalt 3/17/25
Adjustment of Utilities to grade 5 days Mon 3/24/25 Fri 3/28/25 10 Overrun 12 6 days Mon Mon 4/7/25 11 Overrun
Proposed Rene order Sting.
3/31/25
and Remove/Replace Reinforced
concrete panels
Task: Inactive Task Manual Summary Rollup External Milestone Split Inactive Milestone Manual Summary
Project: Cole Bivd Project Sched Deadline
Date: Thu 8/7/25 Milestone Inactive Summary Start-only
Progress
Summary Manual Task Finish-only Manual Progress
Project Summary Duration-only External Tasks
Task Task Name Duration Start Finish (Predecessors Resource Names Additional Working Mode Ост 13, 24
Days
13 * 4 days Tue 4/8/25 Fri 4/11/25 12 Overrun
Executed
14 Striping work delayed due to CCO5 5 days Mon Fri 4/18/25 13 Overrun work, now executed 4/14/25
15 CCO#5 Removal and replacement of 15 days Mon Fri 5/9/25 14 Overrun 15 Concrete paneis, additive sidewalks and: 4/21/25
Curb & gutter replacements executed
16 Final Striping pavement markers 1 day Mon Mon 15 Overrun delayed due to CCO5 work completed 5/12/25 5/12/25
Punch list and scheduling City of Tue 5/13/25 Thu 5/29/25 16 Overrun 12 Calexico final walkthrough and
acceptance
Task Inactive Task Manual Summary Rollup External Milestone Split Inactive Milestone Manual Summary
Project: Cole Bld Project Sched Deadline
Date: Thu 8/7/25 Milestone Inactive Summary Start-only Progress Summary Manual Task Finish-only Manual Progress
Project Summary Duration-only External Tasks