PISMO BEACH COUNCIL AGENDA REPORT
Agenda Item #3.C
SUBJECT/TITLE:
AUTHORIZATION FOR NORTH SHELL BEACH ROAD STORM DRAIN REPAIR
PROEJCT CHANGE ORDER
RECOMMENDATION:
Adopt a Resolution authorizing the City Manager to execute Change Order #1 not to exceed $196,800 with American Enviro Services for the North Shell Beach Road Storm Drain Repair Project.
BACKGROUND:
In January 2017, a series of severe winter storms occurred, triggering a state of emergency (declared by the City Council via Resolution R-2017-012) and causing damage throughout the city. One of those sites included the storm drain failure on the City’s outfall located adjacent to the Dolphin Bay Resort. City staff took immediate cleanup and protective measures and have been working with FEMA through the California Governor’s Office of Emergency Services (CalOES) for reimbursement for work and funds required to cleanup and temporary repairs to the site.
The North Shell Beach Road Storm Drain Repair project was advertised for construction bids in November 2022 and Council awarded a contract to American Enviro Services, Inc. (American Enviro) on January 17, 2023. In order to accommodate the adjacent hotel schedule and complete the work outside of the rainy season, the project was scheduled to start construction on April 17, 2023 and be completed by Memorial Day.
American Enviro began mobilizing at the site on April 17, 2023 and began excavating to expose the manhole and storm drain pipe. During excavation, it was discovered that the depth of the existing manhole was not 7 feet deep as shown on the City’s existing as-built plans, but is in fact just over 13 feet deep. This additional depth requires a larger piece of equipment to reach the infrastructure. In addition to the larger equipment, an additional operator and laborer, additional grading, compaction and geogrid, additional soil trucking, and additional fittings for pipe changes in elevation will be required. American Enviro submitted an estimated cost for these changes (Attachment 1.A). Staff recommends this additional work be completed under a Work Directive on a time and materials basis, not to exceed the estimated cost of $196,800. Once the work is complete, the contractor will submit documentation of those costs and a change order will be issued for the actual cost, not to exceed $196,800. Due to the contract’s short construction window, staff recommends the change order be approved as soon as possible to ensure the project continues to move forward and is completed by Memorial Day.
Conclusion and Recommendation
Staff recommends that the Council adopt a Resolution (Attachment 1) authorizing the City Manager to execute Change Order #1 (Attachment 2) not to exceed $196,800 for the North Shell Beach Road Storm Drain Repair project.
Council Agenda 4-25-2023 3.C-1
This agenda item added April 24, 2023 and distributed April 25, 2023
FISCAL IMPACT:
The fiscal impact of adopting the subject Resolution is a total estimated change order cost of $196,800. The current Fiscal Year (FY) 2023 project budget is $284,010 in the General Fund.
Current Project Funding
Total Project Budget $284,010
Known Project Costs
American Enviro Construction Contract $199,417
Proposed Change Order #1 $196,800
CM and Inspection Contract $37,258
Contingency $47,335
Total Project Cost $480,810
Budget Shortfall $(196,800)
In order to close the shortfall, staff recommends transferring $196,800 from the Half-Cent Sales Tax Fund to support the North Shell Beach Road Storm Drain Repair project account budget.
Federal Grant
Staff continues working with CalOES and FEMA for reimbursement for eligible costs associated with this work. To date, the City has been granted a total of $23,803.70 for emergency repairs for the North Shell Beach Road Storm Drain Repair project. Staff has been working with CalOES and FEMA to request a time extension for the project. In January 2023, CalOES forwarded the time extension request with their commendation for approval to FEMA. Staff is currently waiting for a response from FEMA. Once approved, staff will submit a request for additional funding based on the actual construction cost for the repair.
ALTERNATIVES:
1. Do not authorize the change order; provide staff with direction on how to proceed.
ATTACHMENTS:
1. Resolution
1.A Exhibit A to Resolution: Work Directive #1
2.A Exhibit B to Resolution: American Enviro estimate for change order Prepared by: Meeting Date: April 25, 2023
Erin Olsen, Management Analyst
Submitted by: Benjamin A. Fine, P.E., Director of Public Works/City Engineer City Manager Approval:
Council Agenda 4-25-2023 3.C-2
This agenda item added April 24, 2023 and distributed April 25, 2023
RESOLUTION NO. R-2023-XXX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PISMO BEACH,
CALIFORNIA AUTHORIZING THE CITY MANAGER TO EXECUTE CHANGE ORDER #1 NOT TO EXCEED $196,800 WITH AMERICAN ENVIRO SERVICES FOR THE
NORTH SHELL BEACH ROAD STORM DRAIN REPAIR PROJECT
WHEREAS, the North Shell Beach Road Storm Drain Repair project was advertised for construction bids in November 2022 and Council awarded a contract to American Enviro Services, Inc. (American Enviro) on January 17, 2023; and WHEREAS, in order to accommodate the adjacent hotel schedule and completed the work outside of the rainy season, the project was scheduled to start construction on April 17, 2023 and be completed by Memorial Day; and
WHEREAS, during excavation, it was discovered that the depth of the existing manhole was not 7 feet deep as shown on the City’s existing as-built plans, but is in fact just over 13 feet deep; and
WHEREAS, American Enviro has submitted an estimate cost for the additional equipment and other changes required by the additional depth; and WHEREAS, additional work will be completed under a Work Directive on a time and materials basis and once the work is complete, the contractor will submit documentation of those costs and a change order will be issued for the actual cost, not to exceed $196,800.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Pismo Beach hereby authorizes the City Manager to execute Change Order #1 (Work Directive provided as Exhibit A) not to exceed $196,800 (estimate provided as Exhibit B) for the North Shell Beach Road Storm Drain Repair project.
BE IT FURTHER RESOLVED that the City Council of the City of Pismo Beach hereby appropriates $196,800 in the Capital Projects Fund for the North Shell Beach Road Storm Drain Repair project infrastructure account and appropriates a transfer from the Half-Cent Sales Tax Fund to the Capital Projects Fund to support the project, in fiscal year 2023.
UPON MOTION OF Council Member , seconded by Council Member , the foregoing resolution was adopted by the City Council of the City of Pismo Beach this 25th day of April 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Council Agenda 4-25-2023 3.C-3
Attachment 1
This agenda item added April 24, 2023 and distributed April 25, 2023
RECUSED:
Approved: Attest:
________________________ ________________________
Ed Waage, Mayor Erica Inderlied, City Clerk
Council Agenda 4-25-2023 3.C-4
Attachment 1
This agenda item added April 24, 2023 and distributed April 25, 2023
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Council Agenda 4-25-2023 3.C-5
Attachment 1A
This agenda item added April 24, 2023 and distributed April 25, 2023
Council Agenda 4-25-2023 3.C-6
Attachment 1A
This agenda item added April 24, 2023 and distributed April 25, 2023
American Enviro Services, Inc.
15513 Chateau Montelena Dr
Bakersfield, CA 93314 US
[email protected]
Estimate
ADDRESS
City of Pismo
760 Mattie Road
Pismo Beach, CA 93449
ESTIMATE 1030
DATE 04/20/2023
DATE SERVICE DESCRIPTION QTY RATE AMOUNT
04/20/2023 Services NORTH SHELL BEACH CHANGES
DUE TO PLAN DEVIATIONS:
1) Additional 60K LB excavator
2) Trucking to haul out extra dirt to city
of pismo
storage area and back to jobsite
3) Bigger loader to load trucks
4) Additional loader to re load trucks at
storage
yard
5) Additional insurance for extra
excavator
6) Fittings and pipe for changes from
existing
manhole to new manhole elevation
changes
7) Additional operator and laborer for
additional
equipment and compaction
8) Additional grading, compaction, and
geogrid
9) Additional matting
10) Additional see mixture
11) Additional labor and time for
installing new
angle fittings
12) Extra grading and compaction due
1 196,800.00 196,800.00
Council Agenda 4-25-2023 3.C-7
Attachment 1B
This agenda item added April 24, 2023 and distributed April 25, 2023
to new
angle and fittings
N. Shell Beach Cost Due to Plan Deviations
Notes: We are going to try and complete this project on time, but with this said we will not be paying any liquidated damages due to going over days unless we do not report to work for unrelated weather or parts delays. We will also require a 10% mob cost due upon start including original bid mob in cost.
TOTAL $196,800.00
Accepted By
Accepted Date
Council Agenda 4-25-2023 3.C-8
Attachment 1B
This agenda item added April 24, 2023 and distributed April 25, 2023