AGENDA REPORT
Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES & INFRASTRUCTURE DATE: FEBRUARY 6, 2024
SUBJECT: ACCEPTANCE OF CONSTRUCTION WORK AND NOTICE OF COMPLETION FOR THE 2022-2023 CONCRETE REPAIR PROJECT, CITY PROJECT NO. 1302
FISCAL
IMPACT: EXPENSE:
$ 97,500.00 CONSTRUCTION CONTRACT (GRIGOLLA)
$ 9,744.00 APPROVED CHANGE ORDER NO. 1
$ 2,665.50 BALANCING CHANGE ORDER NO. 2
$ 109,909.50 TOTAL CONSTRUCTION COST
$ 1,617.29 ARBORIST INSPECTIONS (DUDEK)
$ 7,740.00 TREE REMOVALS (WCA)
$119,266.79 TOTAL PROJECT COST
BUDGET:
$119,723.56 TOTAL FY 22-23 CIP BUDGET
$119,723.56 MEASURE U FUND (791302-6740)
SUMMARY:
On May 16, 2023, the City Council awarded a construction contract to Grigolla & Sons Construction Co. Inc, (Grigolla), in the amount of $97,500.00 to address damaged sidewalk along with curb and gutter repair in neighborhoods that are not scheduled in the City's current pavement rehabilitation and maintenance schedule. During the project, one Contract Change Order (CCO) No. 1 in the amount of $9,744.00 was approved by the City Administrator, which was under his authority limit, to cover additional quantity for sidewalk replacements on Rose Drive and Linda Vista Street that was originally listed as part of this contract but was removed and then added back due to a delay in tree removals by the Broadmoor HOA.
The final Balancing Contract Change Order No. 2 in the amount of $2,665.50 reflects additional concrete repair costs to complete the contract work and includes credits for removing concrete work that was not applicable on this project. The Balancing Contract Change Order No. 2 is included as Attachment 1.
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 $109,909.50.
1.c.
Feb 06, 2024
City Council Agenda
February 6, 2024
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Authorize the City Administrator to approve Balancing Contract Change Order No. 2 with Grigolla & Sons Construction Co. Inc, in the amount of $2,665.50; and
2. Accept the work performed by Grigolla & Sons Construction Co. Inc, for construction of the 2022-2023 Concrete Repairs Project, City Project No. 1302 for a grand total amount of $109,909.50; 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. Authorize the City Administrator to release retention funds in accordance with the terms of the contract.
STRATEGIC PLAN STATEMENT:
There is no specific Strategic Plan Goal or Objective associated with this agenda item.
DISCUSSION:
On May 16, 2023, the City Council awarded a construction contract to Grigolla & Sons Construction Co. Inc, (Grigolla), in the amount of $97,500.00 to address damaged sidewalk, curb, and gutter in neighborhoods that are not scheduled in the City's current pavement rehabilitation and maintenance schedule.
There was a delay in issuing the Notice to Proceed (NTP) for this project, as one major location for repair, Rose Drive, needed the Broadmoor HOA to remove trees that were uplifting sidewalk panels before the Contractor could begin removals. With no action by Broadmoor HOA after three months, the decision was made to remove that area from the project and replace it with some additional locations in need of repair and complete the remaining locations as part of this project.
Before the Contractor had completed their contract obligation, Broadmoor HOA completed their tree removals, and as a result Contract Change Order (CCO) No. 1 in the amount of $9,744.00 was approved by the City Administrator, which was under his authority limit, to cover additional quantity for sidewalk replacements to add Rose Drive back into the project due to the severity of displacement at multiple locations along a heavily traveled pedestrian sidewalk.
During construction of this project, it was determined that one bid item was no longer applicable.
There were also quantity adjustments for sidewalk, curb, and gutter adjacent to SIFT performed by the Contractor, as well as additional costs to increase the size of two tree wells near Tynes Elementary School. Balancing Contract Change Order No. 2 resulted in an additional $2,665.50.
City Council Agenda
February 6, 2024
FISCAL IMPACT:
The final construction contract cost amounts to $109,909.50. This cost consists of the bid amount submitted by Grigolla & Sons Construction Co. Inc, in the amount of $97,500.00, an additional $9,744.00 in a previously approved contract change order and $2,665.50 for the balancing change order. There were also costs incurred for tree inspections ($1,617.29) and tree removals ($7,740.00) as a part of this project. A total amount of $119,723.56 was available and budgeted within the Fiscal Year (FY) 2023-24 Capital Improvement Program Budget for this project. As such, sufficient funds exist for the recommended actions.
Prepared by:
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Raquel Garcia, EIT
Associate Civil Engineer
Reviewed and approved:
Jennifer Lampman
Director of Finance
Reviewed and approved:
Damien R iifrula
City Administrator
Reviewed and approved:
Chris Tanio, PE
Deputy Director of Public Works/City Engineer
Reviewed and appFove
d i
Luis Estevez
Deputy City Administrator
Attachments:
1. Balancing Contract Change Order No. 2
2. Notice of Completion — Grigolla & Sons Construction Co. Inc for Project No. 1302