SPECIAL
CITY COUNCIL/SUCCESSOR
AGENCY/PUBLIC FINANCE AUTHORITY
MEETINGAGENDA
August 3, 2023
6:00 PM
The Mission of the City of Coalinga is to provide for the preservation of the community character by delivering quality, responsive City services, in an efficient and cost-effective manner, and to develop, encourage, and promote a diversified economic base in order to ensure the future financial stability of the City for its citizens.
Notice is hereby given that the City Council will hold a Special Meeting, on August 3, 2023, in the City Council Chambers located at 155 West Durian, Coalinga, CA. Persons with disabilities who may need assistance should contact the City Clerk at least 24 hours prior to this meeting at 935-1533 x113. Anyone interested in translation services should contact the City Clerk at least 24 hours prior to the meeting at 935-1533 x113.
The Special Meeting will begin at 6:00 p.m. and the agenda will be as follows:
1. CALL TO ORDER
1. Pledge of Allegiance
2. Changes to the Agenda
3. Council's Approval of Agenda
2. AWARDS, PRESENTATIONS, APPOINTMENTS AND PROCLAMATIONS (NONE)
3. CITIZEN COMMENTS
This section of the agenda allows members of the public to address the City Council on any item within the jurisdiction of the Council. Members of the public, when recognized by the Mayor, should come forward to the lectern, identify themselves and use the microphone. Comments are normally limited to three (3) minutes. In accordance with State Open Meeting Laws, no action will be taken by the City Council this evening and all items will be referred to staff for follow up and a report.
Citizen Comments submitted in writing to the City Clerk by 5:00pm on the day of the City Council meeting shall be distributed to the City Council and included in the record, however they will not be read.
4. PUBLIC HEARINGS (NONE)
5. CONSENT CALENDAR
1. City Council Authorizing the Assistant City Manager the Authority to Approve Change Order #1 for Unforeseen Sewer Lateral Repairs as Part of the E. Pleasant Street Water Line Project Currently Under Construction.
6. ORDINANCE PRESENTATION, DISCUSSION AND POTENTIAL ACTION ITEMS (NONE)
7. ANNOUNCEMENTS
1. City Manager's Announcements
2. Councilmembers' Announcements/Reports
3. Mayor's Announcements
8. FUTURE AGENDA ITEMS
9. CLOSED SESSION (NONE)
10. CLOSED SESSION REPORT
Closed Session: A "Closed" or "Executive" Session of the City Council, Successor Agency, or Public Finance Authority may be held as required for items as follows: personnel matters; labor negotiations; security matters; providing instructions to real property negotiators; legal counsel regarding pending litigation; and protection of records exempt from public disclosure.
Closed session will be held in the Administration Building at 155 W. Durian Avenue and any announcements or discussion will be held at the same location following Closed Session.
11. ADJOURNMENT
STAFF REPORT - CITY COUNCIL/SUCCESSOR AGENCY/PUBLIC FINANCE
AUTHORITY
Subject: City CouncilAuthorizing the Assistant City Manager the Authority to Approve Change Order #1 for Unforeseen Sewer Lateral Repairs as Part of the E. Pleasant Street Water Line Project Currently Under Construction.
Meeting Date: Thursday, August 3, 2023
From: Marissa Trejo, City Manager
Prepared by: Sean Brewer, Assistant City Manager
I. RECOMMENDATION:
Authorize the Assistant City Manager to execute Change Order #1 for the Pleasant Street Water Main Project related to unanticipated sewer lateral repair.
II. BACKGROUND:
DG Construction was awarded a construction contract to construct a new 8" water main on E. Pleasant Street including new service lines. During the course of constructing the 8” water main the contractor has encountered several clay material sewer laterals crossing the water main alignment. The clay sewer laterals cross just above the new water main. The very poor condition of the clay sewer laterals crumble when exposed by the trench excavation to lay the new main causing the contractor to devote extensive hand labor to at each crossing by hand digging near the lateral, repair the exposed crumpling lateral with ABS pipe, flex couplers and additional sand to surround the crossing.
Since this work is beyond the scope of the original work and exceeds the 10% contingency of the project, staff is seeking reauthorization of the total project amount to include this additionalcost.
III. DISCUSSION:
The issues that the contractor has been encountering requires additional hand labor which includes carefully compacting the area with vibratory plate compactors. Additionalcosts are required to place a 20’ section of water main centered on the sewer crossing for compliance with State of California separation requirements causing the contractor to purchase additional full-length sections.
While the repairs are acceptable to allow the sewer laterals to continue service the laterals overall may fail due to their deteriorating condition. The contractor has provided a cost of $3,415.08 to repair each sewer crossing and a description of the work below:
On average, each conflicted lateralcrossing is taking the crew approximately 2.4 hours from encounter to completion, inclusive of full sticks being installed on centerline of lateral. The production loss impact calculates to a delay factor of .24 per lateral, based upon a 10-hr day.
The repair procedure scope includes: Hand-dig, excavate area, cut lateral back to solid pipe, installcouplers and ABS sleeve. Sawcut, demo, sand, hand compaction and HMA included in this unit cost.
There are 23 potential sewer crossing conflicts at an estimated cost of $78,545.00. Staff is requesting council authorization to approve the change orders as needed related to the sewer lateral issues to avoid any delays in completing the project.
Staff is expecting to come back to the City Council to replace the sewer main on Pleasant street including new pavement.
IV. ALTERNATIVES:
Do not authorize the Assistant City Manager to execute needed change order.
V. FISCAL IMPACT:
Authorization would be to increase the project contingency by $78,545.00 to cover the possible 23 total sewer lateral repair as necessary. The sewer fund would cover the costs of said change order. The amount would be in addition to the $66,204.10 that was authorized a contingency at the June 1, 2023 award which would be water bond funds. Totalcontingency would be $144,749.10.
ATTACHMENTS:
File Name Description
2975_Change_Order_No._1.pdf Change Order #1
2975_SB_LATERALS_MEMO.pdf City Engineer Memo 7-27-2023
F:\Docs\2900's\2975 Water Main Replacement Pleasant Ave Louisiana to Hachman\Change Orders\2975 Change Order No. 1.docx 07/27/2023 3:18:15 PM
CONTRACT CHANGE ORDER
Project: Pleasant Ave. Water Main Replacement Change Order No. 01
Project No.: PW 22-002 / #2975 Initiation Date: 7/27/2003 Owner: City of Coalinga State: CA
Contractor: DG Construction, Inc. County: Fresno
The Contract is Changed as follows:
In accordance with Section 01200, Modification Procedures, Subsection F of the Project Specifications, execute a change in the Contract Amount for the following:
Sewer Lateral Water Main Repair Price for Each Crossing:
On average, each conflicted lateral crossing is taking the crew approximately 2.4 hrs from encounter to completion, inclusive of full sticks being installed on centerline of lateral per EOR directive. The production loss impact calculates to a delay factor of .24 per lateral, based upon a 10-hr day. The repair procedure scope includes: Hand-dig, excavate area, cut lateral back to solid pipe, install couplers and ABS sleeve. Sawcut, demo, sand, hand compaction and HMA included in this unit cost. $3,415.08 x 23 crossings = $78,545.00 Time Adjustment: 10 Days
Not valid until signed by the Owner, Construction Manager, Engineer, and Contractor.
The original Contract Sum was: $662,041.00
Net change by previously authorized Change Orders: $0.00 The Contract Sum prior to this Change Order was: $662,041.00 The Contract Sum will be increased by this Change Order: $78,545.00 The new Contract Sum including this Change Order will be: $740,586.00 The Contract Time will be (increased) by: (10) days
The date of Substantial Completion as of the date of this Change Order is: 9/12/2023 Owner: City of Coalinga Engineer: Tri City Engineering, Inc.
Address: 155 Durian Avenue
Coalinga, CA 93721 Address: 4630 W. Jennifer Ave. #101 Fresno, CA 93722 By: Sean Brewer, Asst. City Manager By: Dan Jauregui, Project Manager Signature Date Signature Date
We, the undersigned contractor, have given careful consideration to the change proposed and agree to provide equipment, furnish materials, and perform the work specified above, and will accept as full payment the prices shown above. NOTE: If you do not sign this order, you are directed to proceed with the ordered work. You may file a Request for Information within the time specified.
Contractor:
Address:
By:
Signature Date
1 4630 West Jennifer Avenue, Suite 101
Fresno, CA 93722-6415
Tel: (559) 447-9075
Fax: (559) 447-9074
Email: [email protected]
www.TriCityEngineering.com
MEMORANDUM
To: Sean Brewer Assistant City Manager
From: Dan Jauregui Project Manager
Subject: Pleasant Water Replacement Project
Date: July 27, 2023
Sean; during the course of constructing the 8” water main the contractor encountered several clay material sewer laterals crossing the water main alignment. The clay sewer laterals cross just above the new water main. The very poor condition of the clay sewer laterals crumble when exposed by the trench excavation to lay the new main causing the contractor to devote extensive hand labor to at each crossing by hand digging near the lateral, repair the exposed crumpling lateral with ABS pipe, flex couplers and additional sand to surround the crossing. Additional hand labor includes carefully compacting the area with vibratory plate compactors. Additional costs are required to place a 20’ section of water main centered on the sewer crossing for compliance with State of California separation requirements causing the contractor to purchase additional full-length sections.
While the repairs are acceptable to allow the sewer laterals to continue service the laterals overall may fail due to their deteriorating condition.
The contractor has provided a cost of $3415.08 to repair each sewer crossing and a description of the work below:
On average, each conflicted lateral crossing is taking the crew approximately 2.4 hrs from encounter to completion, inclusive of full sticks being installed on centerline of lateral per EOR directive. The production loss impact calculates to a delay factor of .24 per lateral, based upon a 10-hr day. The repair procedure scope includes: Hand-dig, excavate area, cut lateral back to solid pipe, install couplers and ABS sleeve. Sawcut, demo, sand, hand compaction and HMA included in this unit cost.
There are 23 potential sewer crossing conflicts at an estimated cost of $78,546.84