ADJOURNMENT:
President Lara adjourned the Water Authority meeting at 8:08 p.m. There being no objection, it was so ordered.
AYES: Camacho, Garcia, Lutz, Sanchez, Lara
NOES: None
________________________________
Andrew C. Lara, President
ATTEST:
________________________________
Cynthia Ayala, CMC, Authority Secretary
I hereby certify that the foregoing is a true and correct report of the proceedings of the Water Authority regular meeting dated May 14, 2024, and approved by the Water Authority on September 10, 2024.
_______________________________
Cynthia Ayala, CMC, Authority Secretary
To: President and Commissioners
From: Executive Director
Meeting Date: September 24, 2024
Subject: PFAS TREATMENT SYSTEM PROJECT, CIP NO. 50042 –
AMEND PROJECT BUDGET AND APPROVE
CONSTRUCTION CHANGE ORDER NO. 2
Recommendation:
1. Amend fiscal year (FY) 2024-25 Pico Rivera Water Authority budget by appropriating $146,730 from the Water Authority Fund Balance to CIP No. 50042, Account No. 550.70.7340.54500.50042;
2. Approve Change Order No. 2 for the PFAS Treatment System Project, CIP No. 50042 (Project), in the amount of $88,538.48, for a new total not-to-exceed construction contract amount of $4,941,984.91; and
3. Authorize the Executive Director or his designee to execute Change Order No. 2 for the Project.
Fiscal Impact:
The FY 2024-25 Water Authority budget requires a budget amendment in the amount of $146,730 in Account No. 550.70.7340.54500.CIP.50042 to pay for extended construction support services needed for construction of the Project. No General Fund appropriations are requested.
Upon approval of the appropriation, the project will have sufficient funds to cover the costs of Change Order No. 2 and additional contingency costs anticipated to be incurred.
Background:
On May 23, 2019, the Pico Rivera Water Authority (PRWA) was required to monitor perfluorooctanioic acid (PFOA) and perfluorooctaniesulfonic acid (PFOS), two (2) compounds within the PFAS family of chemicals, by the State Water Resources Control Board (SWRCB) and the Department of Drinking Water (DDW). The results showed that 13 WATER AUTHORITY AGENDA REPORT – MEETING OF SEPTEMBER 24, 2024 PFAS TREATMENT SYSTEM PROJECT, CIP NO. 50042 – AMEND PROJECT BUDGET AND APPROVE CONSTRUCTION CHANGE ORDER NO. 2
the levels for PFOA and PFOS had exceeded the notification levels set for PFOS at 13 parts per trillion (ppt) and PFOA at 14 ppt. PRWA has continued to comply with SWRCB and DDW regulations including consumer notification of water quality in the Annual Consumer Confidence Report (CCR) and the required monitoring of each well.
Discussion:
Extended Construction Support Services
The project duration has taken approximately 270 additional working days mainly due to long lead-time electrical items and unforeseen piping conflicts underground. To account for continuous construction management and inspection, the on-call construction support consultant, Willdan Engineering, estimates an additional cost of $146,730 to cover their services during the time extensions granted to the contractor for the Project.
Construction Change Orders
On April 12, 2022, the PRWA awarded a construction contract to Metro Builders & Engineers Group Ltd. (Metro Builders) in the amount of $4,696,351.00 for the construction of the Project, which includes PFAS treatment systems to be constructed at PRWA Plant Nos. 1, 2, and at Water Well No. 5. The project is under construction and near completion.
As previously authorized by the PRWA, the Director of Public Works approved miscellaneous changes by issuance of Change Order No. 1 on March 18, 2024, increasing the original contract price by $157,095.43, to a new total amount of $4,853,446.43. This increase of 3.3% falls within the PRWA authorized 10% budget contingency.
Proposed Change Order No. 2 will increase the contract amount by an additional $88,538.48, to a new total amount of $4,941,984.91. The total construction contract will increase approximately 5.1%, which is still within the PRWA authorized 10% budget contingency.
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WATER AUTHORITY AGENDA REPORT – MEETING OF SEPTEMBER 24, 2024 PFAS TREATMENT SYSTEM PROJECT, CIP NO. 50042 – AMEND PROJECT BUDGET AND APPROVE CONSTRUCTION CHANGE ORDER NO. 2
Change Order No. 2 includes the following items:
Item Description Amount Reason
1 Expansion of Plant No. 1
driveway $24,014.58
The City requested the widening of the original
driveway to allow enhanced ingress/egress to
Plant No. 1 for large trucks delivering materials.
2 Additional compensation
for two (2) 12” V500
butterfly valves $7,497.43
Contractor procurement of two additional
butterfly valves shown on the drawings, initially
to be supplied by the City and installed by the
contractor.
3 Additional fittings for
reconfiguring the Gallatin
Tie-In $21,316.90
The City requested the reconfiguration of the
Gallatin Road tie-in for an additional chlorination
saddle and to increase the separation between
the tie-in and the existing storm drain.
4 Additional catch basins
and other appurtenant
work at Plant No. 1 $52,264.25
The City requested the installation of two (2)
additional catch basins, an 8” storm drainpipe,
and reconfiguring the existing concrete swale.
The revisions were required to drain the new
filter pad and add additional drainage capacity
for the site.
5 Credit for the Plant No. 1
blow-off changes located
along Gallatin Road ($16,554.68)
The City approved the Contractor’s request to
change the location of the planned blow-off
device installed on Gallatin Road. The blow-off
location was changed to be closer to the new
freshwater line. The change reduced the pipe
and excavation needed to install the required
blow-off, which resulted in a credit to the project.
Total for Change Order No. 2 $88,538.48
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WATER AUTHORITY AGENDA REPORT – MEETING OF SEPTEMBER 24, 2024 PFAS TREATMENT SYSTEM PROJECT, CIP NO. 50042 – AMEND PROJECT BUDGET AND APPROVE CONSTRUCTION CHANGE ORDER NO. 2
The following is the current Project budget and funding.
Project Expenditures Amount
Design, Bidding, Construction Support $1,375,827
SCADA Panel Design and Fabrication $115,121
Vessel and Pre-Filter Procurement $4,115,545
Ion-Exchange Resin-Media Procurement $1,746,134
Butterfly Valves Pre-Procurement $85,105
Construction $4,696,351
Contingency (10%) $469,635
Construction Management and Inspection (TRC) $9,765
Construction Management and Inspection (Willdan) $537,920 Program Management and Legal Expenses $28,597
TOTAL ESTIMATED PROJECT COST: $13,180,000
Project Funding Amount
Water Fund 550 $7,327,000
Water Replenishment District (WRD) $5,853,000
TOTAL PROJECT BUDGET: $13,180,000
Conclusion:
Staff recommends PRWA approval to amend fiscal year (FY) 2024-25 Water Authority budget by appropriating $146,730 from the Water Authority Fund Balance to CIP No. 50042, Account No. 550.70.7340.54500-50042. Staff also recommends PRWA approval of Change Order No. 2 and authorization for the Executive Director or his designee to execute Change Order No. 2 for the Project.
Steve Carmona
SC:NN:GE:np
Enclosures: 1) Construction Change Order No. 2
2) Willdan Proposal (Construction Management and Inspection)
CITY OF PICO RIVERA
PUBLIC WORKS DEPARTMENT
Engineering Division
CONTRACT CHANGE ORDER NO. 2
PROJECT NAME: PFAS Treatment Systems - Plants 1, 2 and Well No. 5 TO: Metro Builders & Engineers Group, Ltd.
You are hereby instructed to comply with the following changes from the Contract Plans and Specifications:
SUMMARY OF CHANGES
Description
(Detailed Explanation Attached)
Change in
Contract Price1
Change in
Work Days
1. PCO No. 27 – Expansion of Plant No. 1
driveway.
$24,014.58 0
2. PCO No. 29 – Additional compensation for
butterfly valves originally to be supplied
by the City.1RZVXSSOLHGE\FRQWUDFWRU
$7,497.43 0
3. PCO No. 30 – Gallatin Road Tie-In $21,316.90 0
4. PCO No. 32 – The City requested additional
catch basins and other appurtenant work at
Plant No. 1.
$52,264.25 0
5. PCO No. 33 – Credit for the Plant No. 1
blow-off changes located along Gallatin
Road.
($16,554.68) 0
6. Change in Completion Date $0.00 270
Net Change in Contract Price and Work Days $88,538.48 270 1Deduction or decrease in Contract Price is denoted in parentheses.
The following changes are hereby made part of the Contract Documents and shall be performed under the same terms and conditions as required by the original Contract Documents. Except as modified herein, the original Contract Documents and all prior amendments shall remain in full force and effect, and all of the terms of the Contract Documents are hereby incorporated into this Change Order.
SUMMARY OF ALL CHANGE ORDERS
REVISED CONTRACT AMOUNT: ...........................$4,853,446.43 CCO 1 ....................................................................... $157,095.43 CCO 2 ......................................................................... $88,538.48 REVISED TOTAL CONTRACT AMOUNT: $4,941,984.91
SUMMARY OF WORKING DAYS
FIRST DAY OF WORK: ................................................06/13/2022 CONTRACT WORKING DAYS: ................................................235 Enclosure 1
13a
TIME EXTENSION: CCO No. 1 ................................................... 0 TIME EXTENSION: CCO No. 2 ................................................ 270 NEW TOTAL WORKING DAYS: ............................................... 505 CURRENT LAST DAY OF WORK: .................................. 9-5-2024
CHANGE ORDER DETAIL
Change Order No.: 2
Project Name: PFAS Treatment Systems - Plants 1, 2, and Well No. 5 The changes or interpretations described and noted herein are hereby authorized. The signed original of this order is on file in the Department of Public Works. Shown as separate paragraphs:
(A) Reason for Change; (B) Description of Change; (C) Change in Contract Costs; and (D) Change in Completion Date.
Item No. 1 (PCO No. 27): Expansion of the Plant No. 1 Driveway:
A. Reason for Change: The City requested the removal and replacement of the original driveway to allow enhanced ingress/egress to Plant No. 1. The original driveway was removed, and the driveway was widened to 30’ and was installed per City Standard Plan No. 110-2.
B. Description of Change: Remove the existing driveway and install a 30’ wide driveway per City Standard Plan No. 110-2.
ITEM DESCRIPTION UNIT UNIT
PRICE
BID OR
CURRENT
APPROVED
QTY
FINAL
QTY
CHANGE CHANGE
IN COST1
1 Remove and
replace the
driveway at Plant
No. 1. Install a 30’
wide driveway per
City Standard Plan
No. 110-2
LS $24,014.58 1 1 1 $24,014.58
1Deduction or decrease in Contract Price is denoted in parentheses.
C. Change in Contract Cost:
Add $24,014.58
D. Change in Completion Date:
N/A
Item No. 2 (PCO No. 29): Contractor Provided two Additional Butterfly Valves:
A. Reason for Change: The Contractor was asked to provide two additional butterfly valves shown on the drawings, but they were initially to be supplied by the City. Reference RFI No. 93 for more information concerning the required additional work.
B. Description of Change: Provide two (2) 12” V500 butterfly valves originally to be supplied by the City.
ITEM DESCRIPTION UNIT UNIT
PRICE
BID OR
CURRENT
APPROVED
QTY
FINAL
QTY
CHANGE CHANGE
IN COST1
2 Provide two (2)
additional V500
butterfly valves.
LS $7,497.43 1 1 1 $7,497.43
1Deduction or decrease in Contract Price is denoted in parentheses.
C. Change in Contract Cost:
Add $7,497.43
D. Change in Completion Date:
N/A
Item No. 3 (PCO No. 30): Changes to Gallatin Road Tie-In:
A. Reason for Change: The City requested the reconfiguration of the Gallatin Road tie-in under the revised drawing attached to this change order. The revised drawing included the installation of an additional saddle, chlorination saddle, and other appurtenant work.
The additional work was necessary to accommodate the City’s request for an additional chlorination saddle and other changes needed to connect to the existing 10” AC pipe originally shown as a 12” ductile iron pipe and to increase the separation between the tiein and the existing storm drain. Reference RFI No. 99 for more information regarding this additional work.
B. Description of Change: Provide additional fittings for reconfiguring the Gallatin Tie-In.
ITEM DESCRIPTION UNIT UNIT
PRICE
BID OR
CURRENT
APPROVED
QTY
FINAL
QTY
CHANGE CHANGE
IN COST1
3 Revisions to the
Gallatin Tie-In LS $21,316.90 1 1 1 $21,316.90
1Deduction or decrease in Contract Price is denoted in parentheses.
C. Change in Contract Cost:
Add $21,316.90
D. Change in Completion Date:
N/A
Item No. 4 (PCO No. 32): Install Additional Catch Basins and Drain Lines at Plant No. 1:
A. Reason for Change: The City requested the installation of two (2) additional catch basins, an 8” storm drain pipe, and reconfiguring the existing concrete swale. The revisions were required to drain the new filter pad and add additional drainage capacity for the site. Please reference RFI No. 83 and the attached revised plans for more information regarding this additional work.
B. Description of Change: Install two (2) additional catch basins and an 8” drain line, as shown on the attached plans.
ITEM DESCRIPTION UNIT UNIT
PRICE
BID OR
CURRENT
APPROVED
QTY
FINAL
QTY
CHANGE CHANGE
IN COST1
4 Install two (2)
catch basins and
an 8” drain line at
Plant No. 1
LS $52,264.25 1 1 1 $52,264.25
1Deduction or decrease in Contract Price is denoted in parentheses.
C. Change in Contract Cost:
Add $52,264.25
D. Change in Completion Date:
N/A
Item No. 5 (PCO No. 33): Credit for the Change of the Gallatin Road Blow-Off:
A. Reason for Change: The City approved the Contractor’s request to change the location of the planned blow-off device installed on Gallatin Road. The blow-off location was changed to be closer to the new freshwater line. The change reduced the pipe and excavation needed to install the required blow-off.
B. Description of Change: The contractor was allowed to change the location of the Gallatin blow-off to be closer to the new freshwater line:
ITEM DESCRIPTION UNIT UNIT PRICE BID OR
CURRENT
APPROVED
QTY
FINAL
QTY
CHANGE CHANGE IN
COST1
5 Change in the
location of the
Gallatin Blow-Off
LS ($16,554.68) 1 1 1 ($16,554.68)
1Deduction or decrease in Contract Price is denoted in parentheses.
C. Change in Contract Cost:
Deduct ($16,554.68)
D. Change in Completion Date:
N/A
Item No. 6: Change to Project Completion Date:
A. Reason for Change: The City has negotiated with the Contractor to revise the current completion date. The Contractor experienced delays with the procurement of the VFD and MCC cabinets and has requested a change to the Project completion date. The City has agreed to waive liquidated damages in exchange for the non-payment of PCO-11 (Installation of Temporary Alarm System), PCO-19 (Install SCE pull box under revised SCE drawings), PCO No. 31 (Additional SCE pullbox), and PCO No. 36 (Sandy Soil Conditions). The current completion date has been revised to September 5, 2024. The adjustment in the completion date is as shown on the Contractor’s latest TIA (Time Impact Analysis) attached to this change order. Failure to complete the project by the revised completion date may result in the City assessing liquidated damages at the rate listed in the Project Special Provisions.
B. Description of Change: Revise completion date to September 5, 2024:
ITEM DESCRIPTION UNIT UNIT
PRICE
BID OR
CURRENT
APPROVED
QTY
FINAL
QTY
CHANGE CHANGE
IN COST1
6 Change in
Completion Date NA $0.00 1 1 1 $0.00
1Deduction or decrease in Contract Price is denoted in parentheses.
C. Change in Contract Cost:
Add $0.00
D. Change in Completion Date:
Add 270 working days
SIGNATURE PAGE TO FOLLOW:
The revised Contract Price was $4,853,446.43. Contract Change Order No. 2 increased the original Contract Price by $88,538.48. The new Contract Price will be $4,941,984.91, increasing approximately 5.06% from the original Contract.
Ordered:
Public Works Director/City Engineer
Date:
Concurred by:
City Project Manager/Assistant City Engineer
Date:
Concurred by:
Project Manager
Date:
Acceptance by the Contractor:
This Change Order is in full compromise and settlement of all adjustments to Contract Time and Contract Price. Compensation for any delay, extended or additional field and home office overhead, disruption, acceleration, inefficiencies, lost labor or equipment productivity, differing site conditions, construction interferences, and other extraordinary or consequential damages (from now on called “Impacts”), including any ripple or cumulative effect of these Impacts on the overall Work under the Contract arising directly or indirectly from the performance of Work described in this Change Order. By executing this Change Order, the Contractor agrees that this Change Order constitutes a complete accord and satisfaction concerning all claims for schedule extension, Impacts, or any costs of any nature, character, or kind arising out of or incidental to this Change Order.
Name: Date:
Title:
Enclosure 2
13b
COUNCIL
MEETING
DATE
COUNCIL MEMBER REQUEST DETAIL DIRECTOR(S)
ACTION TAKEN: Memo; Staff
Report; Closed Session;
Presentation; Follow-up
Meeting; City Manager Reports;
Informal Action
DISCUSSION
ITEM
ACTION
ITEM DATE
STATUS:
Complete;
Pending;
On-going;
In-Progress
2/14/2023 Garcia/Sanchez Establishing Safe Spaces for kids Take to City Council P. Yugar 2nd meeting of September 2/14/2023 8/8/2023 In-Progress 11/14/2023 Lara/Lutz MHKO Ordinance Take to City Council A. Betancourt TBD In-Progress 3/12/2024 Lutz/Garcia Create funding for 1st time Home Buyers (Veterans/1st Responders ) A. Betancourt
TBD Pending
6/11/2024 Lara/Camacho Creation of Marketing Commercials for SSF P. Yugar Pending 9/10/2024 Lutz/Lara Create Good Citizen Award Program
GOOD OF THE ORDER