Placentia City Council
AGENDA REPORT
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE DATE: JULY 19, 2022
SUBJECT: ACCEPTANCE OF CONSTRUCTION WORK, APPROVAL OF CONTRACT CHANGE ORDER NO. 2 AND NOTICE OF COMPLETION FOR CONSTRUCTION OF THE FY 2021-22 SLURRY SEAL PROJECT (CITY PROJECT NO. 1202) FISCAL
IMPACT: EXPENSE: $568,281.29 CONSTRUCTION CONTRACT AMOUNT $137,485.30 CONTRACT CHANGE ORDERS NOS. 1 & 2
$705,766.59 TOTAL CONSTRUCTION COST
AVAILABLE
BUDGET: $173.115.47 FY 2021-22 CIP PROJECT BUDGET
$173,115.47 MEASURE U (791202-6740)
SUMMARY:
On October 5, 2021, the City Council awarded a construction contract to Doug Martin Contracting Company, Inc., (Doug Martin) in the amount of $568,281.29 for for a Slurry Seal project covering approximately 1.66 million square feet of residential streets. The Scope of Work for the project also included removing and replacing approximately 1,000 square feet of damaged pavement, replacement of approximately 5,587 square feet of damaged sidewalk panels, replacement of damaged concrete curb and gutters, and replacement of all pavement striping and legends. Two (2) Contract Change Orders in the amount of $137,485.30, or 24% of the construction contract amount were needed to complete the project. These change orders included a number of owner betterment changes to the project in addition to some unforeseen conditions encountered during construction not anticipated during the design phase. The City Administrator was authorized to approve contract change orders up to 10% of the contract amount. Change Order No. 1 in the amount of $42,609.00 was approved by the City Administrator as it was within his administrative approval limit. Change Order No. 2 is presented to the City Council for its review and consideration as it exceeds the City Administraotor's approval limit.
The Project has been completed to the satisfaction of the City. This action concludes the Project and authorizes filing a Notice of Completion with the Orange County Clerk -Recorder's Office in the amount of $705,766.59.
1.d.
July 19, 2022
City Council Agenda
July 19, 2022
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Accept the work performed by Roy Allan Slurry Seal Inc., for construction of the Fiscal Year 2021-22 Slurry Seal Project, City Project No. 1202 fora grand total amount of $705,766.59; and
2. Authorize the City Administrator to approve Contract Change Order No. 2 in the amount of $94,876.30; and
3. Authorize the City Administrator to file a Notice of Completion with the Orange County Clerk -Recorder's Office for the Project; and
4. Approve Resolution No. R-2022-47, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2022-23 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
5. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
DISCUSSION:
On October 5, 2021, the City Council awarded a construction contract to Doug Martin Contracting Company, Inc. in the amount of $568,281.29 for for a Slurry Seal Project consisting of approximately 1.66 million square feet of rubberized slurry pavement sealant on residential streets. The Scope of Work for the slurry seal project also included removing and replacing approximately 1,000 square feet of damaged pavement, replacement of approximately 5,587 square feet of damaged sidewalk panels, replacement of damaged concrete curb and gutters, and replacement of all pavement striping and legends.
During the course of completing this project, the contractor was directed to perform additional paving, slurry sealing and replacing additional damaged curb/gutters and sidewalks. Change Order No. 1 in the amount of $42,609.00 was issued to cover the cost for additional asphalt paving on Bradford Avenue and Madison Avenue casued by collapsed corregated metal storm drain pipe and additional work for removal of tree roots found at various locations under the sidewalks.
Change Order No. 2 is presented for City Council's consideration in the amount of $94,876.30 for replacement of additional 5,000 square feet of pavement in the areas with failed subgrade, damaged curb/gutters, cross -gutters and sidewalk replacement, in addition to extra micro-griding of asphalt pavement to eliminate trip hazards caused by the micro -trenching for the Placentia Fiber City Project.
City Council Agenda
July 19, 2022
FISCAL IMPACT:
The final construction cost plus the change orders amounts to $705,766.59. This cost consists of the bid amount submitted by Doug Martin in the amount of $568,281.29 and $137,485.30 for 2 contract change orders. A total amount of $173,115.47 is available and budgeted in the Fiscal Year (FY) 2021-22 CIP Budget for this project. As such, sufficient funds exist for the recommended actions.
Prepared by:
Mason Sepahi
City E ineer
Reviewed and approved:
Jenn er Lampman
Revie
Luis Estevez
Deputy City Administrator
roved:
Reviewed
Damien R. Arrula
Director of Finance City Administrator
Attachments:
1. Notice of Completion — Doug Martin Contracting Inc. for Project No. 1202
2. Change Order No. 2
3. Resolution No. 2022-47 — Budget Amendment Resolution