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CC SR 20160920 I - Residential Street Rehab Project Area 6RANCHO PALOS VERDES CITY COUNCIL AGENDA REPORT AGENDA DESCRIPTION: MEETING DATE: 09/20/2016 AGENDA HEADING: Consent Calendar Consideration and possible action to award construction and construction management change orders for Residential Street Rehabilitation Project, Area 6, Phase I — PCC Improvements and AC Repairs. RECOMMENDED COUNCIL ACTION: (1) Approve the construction plans and project specifications on file in the Public Works Department for the Residential Street Rehabilitation Project, Area 6 Phase — PCC Improvements and AC Repairs; (2) Approve a construction contract change order in the amount of $640,698 to the existing construction contract with Hardy & Harper, Inc. for Residential Street Rehabilitation Project, Area 2 Phase I and authorize Staff to use up to an additional 5% ($32,035) for project contingency during the completion of the remainder of the Residential Street Rehabilitation Project, Area 6 Phase I; (3) Approve a professional services agreement change order in the amount of $144,560 to the existing professional services agreement with Anderson Penna Partners for construction management, inspection and materials testing services related to the above referenced project; and, (4) Authorize the Director of Public Works to execute the change orders. FISCAL IMPACT: The cost of the recommended change order can be accommodated within the existing program budget (see Table 1). Amount Budgeted: $4,100,000 Additional Appropriation: none Account Number(s): 330-3031-461-73-00 ORIGINATED BY: Andy Winje, PE, Senior Engineer ' Ron Dragoo, PE, Principal Engineers- REVIEWED BY: Michael Throne, PE, Director of Public Works APPROVED BY: Doug Willmore, City Manager,/10-1j ATTACHED SUPPORTING DOCUMENTS: A. Project Location Map (page A-1) B. Quote for additional work by Hardy & Harper (page B-1) C. Proposal for additional work by Anderson Penna Partners (page C-1) BACKGROUND AND DISCUSSION: On May 17, 2016, the City Council awarded a construction contract to Hardy & Harper, Inc. (H&H) to complete Area 2, Phase I of the annual Residential Street Rehabilitation 1 program. The scope of this work includes localized asphalt replacement for portions of the streets that have been damaged by root intrusion or other causes; concrete curb and gutter repair associated with the roots; new ADA access ramps; concrete sidewalk repair; and crack sealing to prepare the streets for slurry seal. Construction management, inspection and material testing services are required to monitor work in the field, to ensure work is progressing and to safeguard the public. To that end, Council also awarded a professional services agreement to Anderson Penna Partners (APP) at that meeting. The work envisioned for last fiscal year also included completion of Area 6 (Attachment A). To do this, Staff is proposing use of a change order to existing contracts in lieu of a bid process to take advantage of favorable (and for some items reduced) pricing under the current contract for Area 2 Phase I work and to avoid delays in implementation of the work. Two change orders are proposed, one for construction to H&H and one for professional services to APP. The change orders are in the amounts of $640,698 to H&H, bringing their total construction contract value to $2,429,698; and $144,560 to APP, bringing their total professional services contract value to $404,013. Phase II work, which consists of providing the surface asphalt coating (chip seal, slurry seal, micro -surface) and striping, signing and markings was awarded on September 6, 2016, to separate contractors for both of these areas. Both Phases are necessary to complete residential street rehabilitation in a given area. Design and survey work for both areas, along with the Phase I construction work for Area 2, awarded in May 2016, exhausted last year's budget for residential street rehabilitation. Therefore, the proposed change orders will be funded from the current fiscal year's budget. Residential street rehabilitation of the remaining area to be completed this fiscal year, Area 7, is also included in the current fiscal year's budget. Design and survey work for this area was awarded on September 6, 2016. Once the design is completed, the engineer will provide a cost estimate to complete Phase I and Phase II work for Area 7. If the estimate exceeds the remaining funds in the residential street rehabilitation account, Staff will return to Council for further direction regarding completion of that work. A summary of expenditure authorizations (including those proposed in this report) against the current year's budget for the residential rehabilitation program is shown in Table 1. Table 1 FY16-17 Budget for Residential Street Rehab. $4,100,000 Areas 2 & 6 Phase II to VSS International (construction) ($1,885,000) Area 6 Phase I Change Order to H&H (construction) ($ 640,698) Area 6 Phase I Change Order to APP (CM / Insp) ($ 144,560) Area 7 Survey and Design (engineering) ($ 397,161) Available for Area 7 Phase I and II Construction $1,032,581 2 ALTERNATIVES: In addition to the Staff recommendation, the following alternative actions are available for the City Council's consideration: 1. Direct Staff to prepare a request for proposals from other consulting firms for construction management, inspection and materials testing services. 2. Direct Staff to solicit competitive bids for the residential rehabilitation construction of Area 6 Phase I. 3. Take other action related to this item. 3 Attachment A Project Location Map A-1 LCity of Rancho Palos Verdes Area 2 & 6 Map ROLLING HILLS ESTATES .LOS VERDES ESTATES ►r':0ril 93 PV Reservoir L LS '- District Dill T 4 L'Ec!r:<;t #9 istri Mss ict #8 "j District #6 District "Asir ict *7 8,104.6 0 I 4,052.30 8,104.6 Feet I © City of Rancho Palos Verdes The information on this map is for reference only and may not be up-to-date. Please A-2 NAD_1983_StatePlane_California_V_FIPS_0405_Feet contact the City for more information. Attachment 6 Quote for Additional Work Hardy & Harper HARDY & HARPER, INC. 1312 E. Warner Avenue, Santa Ana, CA 92705 Office: (714) 444-1851 Fax: (714) 444-2801 City of Rancho Palos Verdes Public Works, Dept Palos Verdes, Ca Attn: Lea Reis / Project Manager Residential Street Rehabilitation Project Area 6 Proposal Engineering Contractors Lic. No. 215952 DATE: 9/9/2016 Job Location: RPV, Ca DESCRIPTION THIS PERIOD BILLING PREVIOUS BILLING TOTAL BILLING TO DATE BID QUANTITY UNIT UNIT PRICE TOTAL BID PRICE BILLED PERIOD BILLED REVIOUS BILLED TOTAL ITEM QUANTITY BILLING QUANTITY BILLNG QUANTITY BILLING 1 MOBILIZATION 1 Is $ 18,000.00 $ 18,000.00 $ $ $ 2 TRAFFIC CONTROL 1 Is $ 40,000.00 $ 40,000.00 $ $ $ 3 SWPPP 1 LS $ 2,000.00 $ 2,000.00 $ $ $ 4 R&R 8" PCC CURB AND GUTTER 957 LF $ 54.00 $ 51,678.00 $. $ $ 5 JR&R 4" PCC SIDEWALK 5,724 1 SF $ 8.25 $ 47,223.00 $ $ $ 6 R&R 6" PCC SIDEWALK 3,371 1 SF $ 13.00 $ 43,823.00 $ $ $ 7 R&R 6" PCC DRIVEWAY 6,363 SF $ 12.00 $ 76,356.00 $ $ $ 8 R&R 6" PCC LOCAL DEPRESSION 156 SF $ 13.00 $ 2,028.00 $ $ $ 9 GRIND SIDEWALK 175 EA $ 76.00 $ 13,300.00 $ $ $ 10 R&R PCC CURB ACCESS RAMP W/ AC SLOT PATCH 9 1 ea $ 4,700.00 $ 42,300.00 S $ $ 11 R&R PCC CURB ACCESS RAMP INCLUDING SPANDREL ea $ 13,000.00 $ S $ $ 12 COLD MILL AND REPLACE 3" AC 72,000 SF $ 2.50 $ 180,000.00 $ $ $ 13 COLD MILL ADDITIONAL 3" AC 7,000 SF $ 1.50 $ 10,500.00 $ $ $ 14 CRACK SEAL 1 LS $ 30,000.00 $ 30,000.00 S $ $ C015 R&R T PCC RIBBON GUTTER 150 LF $ 30.00 $ 4,500.00 S $ $ C016 AC EDGE MILL .25' BELOW GUTTER LIP INCLUDING REMOVAL OF EXCESS SLURRY ON GUTTER 157,500 SF $ 0.18 $ 28,350.00 S $ $ C017 TREE REMOVAL LESS THAN 12" TRUNK DIAMETER 10 EA $ 1,284.00 $ 12,840.00 $ $ $ C018 TREE REMOVAL 12"-24" TRUNK IDIAMTER 5 EA $ 3,024.00 $ 15,120.00 $ $ $ C018 TREE REMOVAL GREATER THAN 24" TRUNK DIAMETER 6 EA $ 3,780.00 $ 22,680.00 $ $ $ Grand Total $ 640,698.00 $ - $ $ - Attachment C Proposal for Additional Work Anderson Penna Partners C-1 ANDERSON• PENNA • PARTNERS IN PROJECT DELIVERY September 12, 2016 Lea Reis, Project Manager City of Rancho Palos Verdes Department of Public Works 30940 Hawthorne Boulevard Rancho Palos Verdes, CA 90275 Subject: Proposal for Professional Construction Management and Inspection for the City's Residential Streets Rehabilitation Project Area 6 - Contract Addition to Area 2 Dear Lea: AndersonPenna Partners, Inc. (APP) welcomes this opportunity to continue offering the City of Rancho Palos Verdes (City) a highly qualified construction management and inspection team to provide the successful delivery of the addition of Area 6 to the City's Residential Streets Rehabilitation Project. APP'S original proposal for Area 2 was intended, at the direction of the City, to cover both Phases I and II with an anticipated overlap of the separately -bid micro pavement contract for a total of 90 working days for all. The assumption that the total project could be completed in 90 working days proved to be infeasible and the addition of the Area 6 - Phase I work has made it necessary to extend the APP contract as requested herein. The contract duration is now a total of 155 working days, requiring additional budget for 65 working days to complete the construction management, inspection and testing services through the end of the project. The current contract completion date after extension to the construction contractor is completion by January 6, 2017. The estimated fee detail, on the following page, covers the remainder to Area 2 - Phase I, Area 6 - Phase 1 and the recently awarded Phase II contract for micro -paving both areas. APP plans to maintain its existing construction management and inspection staffing on the project. At this time, it appears that the budget for materials testing, as established in our original proposal for Area 2 will be sufficient to accommodate Area 6. 3737 BIRCH STREET, SUITE 250 • NEWPORT BEACH, CA 92660 • 949 428 1 500 WWW.ANDPEN.COM 1 225 W. 190TH STREET, SUITE 255 • GARDENA, CA 90248 • 310 359 1 203 CERTIFIED DBE C-2 City of Rancho Palos Verdes September 12, 2016 Page 2 Fee Proposal (Assume 65 Working Days) /i ANDERSON • PENNA - PARTNERS IN PROJECT DELIVERY - TASK CM Inspection Admin Materials TOTAL Hours I Rate I Hours I Rate I Hours I Rate Units Rate Item 1 - Construction Management Services (a) Oversee Inspection and Manage 308 $160 $49,280 Project Construction (b) Review Daily Inspection Reports 65 $160 $10,400 prior to submittal to City (c) Review Weekly Statement of 13 $160 $2,080 Working Days prior to submittal to City (d) Assist in the review and processing of Request for Information, Change 24 $160 $3,840 Orders, approved Time and Material work, and Submittals. (e) Ensure compliance of work 20 $160 $3,200 performed with specs (f) Attend Weekly Progress Meetings 16 $160 $2,560 (g) Attend Pre -Construction Meeting 2 $160 $320 (h) Serve as liaison between City and 24 $160 $3,840 construction contractor (i) Respond to resident concerns in a 40 $160 $6,400 timely fashion 0) Final Deliverables 8 $160 $1,280 Subtotal CM Services 520 0 0 0 $83,200 Item 2 - Inspection Services (a) Inspect work for compliance with 426 $118 $50,268 specs at all times work is in progress (b) Prepare Daily Inspection Reports 60 $118 $7,080 (c) Prepare Weekly Statement of 8 $118 $944 Working Days (d) Assist staff with public relations 16 $118 $1,888 during construction (e) Attend Pre -Construction Meeting 2 $118 $236 (f) Develop a final punch list 8 $118 $944 Subtotal Inspection Services 0 520 0 0 $61,360 TOTAL SERVICES 520 520 0 - -- - $144,560 Inspector Prevailing Wage Rate: Billing Rate indicated above is based on wages to be paid to inspectors pursuant to Prevailing Wage Determination No. SC -23-63-2-2016-1 D, including pre -determined increases after June 30, 2016. Should apprentice inspector be required, additional fee at the stipulated apprentice prevailing wage rate would apply. Inspection Overtime: No weekday, Saturday, holiday or Sunday work is assumed or included. Should any weekday or Saturday overtime inspection be required, it is charged at 1.4 times the rate shown. For Sundays and holidays inspection billing, rates are 1.70 times the above rate, upon the City's prior written approval therefore. C-3 City of Rancho Palos Verdes September 12, 2016 ANDERSON • PENNA Page .PARTNER= IN PROJECT DELIVERY - Minimum Inspection Call Out: A 4 -hour minimum callout charge applies for inspection services. Minimum 8 hour charge applies after first four hours for special / deputy inspectors. Other Direct Costs: Ordinary identifiable non -salary costs that are directly attributable to the project such as reproduction regular vehicular travel costs, overnight postage / couriers, etc., are included in the fee estimated above. Extraordinary expenses, such as oversized and/or color reproduction costs, site facility hard phone line and/or internet service charges, non - commuter project miles and/or other travel expenses to remote (over 50 miles one-way) fabrication yards / batch plants, overnight postage / couriers, etc., are billed at actual cost plus 15 percent to cover overhead and administration. Travel charges to a casting / fabrication yard or batch plant will include the hourly billing rate plus travel expenses as listed in the Caltrans Travel Guide (State rates). Extraordinary charges will not be billed to the Client unless specifically requested and approved by the Client in writing prior to incurring the expense. Fees for expert witness services: Charged at $300.00 per hour with a 4 -hour minimum per day. Fees for subconsultant services: Subconsultant services are billed at the cost plus 15 percent to cover overhead and administration. Payment Terms: A late payment finance charge at a rate of 12 percent per annum will be applied to any unpaid balance commencing 30 days after the date of original invoice. This rate schedule is effective through June, 2017. Should the Contract duration be extended beyond June 30, 2017, rates may be subject to annual and/or periodic revisions as necessary to accommodate inflationary trends, salary adjustments and the general costs of business, as mutually agreeable to the parties and approved via Contract amendment prior to implementing higher rates. NOTES / LIMITATIONS: The estimated fee is based on a number of working days stipulated by the City. The estimate may be affected by: • Working time duration in excess of the duration indicated above • Contractor and subcontractor's efficiency and sequencing of events • Unexpected subsurface conditions • Unforeseen delays beyond APP's control • Re -Inspections caused by Contractor's inability to achieve required standards that result in a level of effort / fee exceeding the estimate above EXCLUSIONS TO SCOPE AND FEE: The following items are specifically excluded: • Legal advice • Design engineering • Cost estimating and scheduling • Temporary field office facilities, equipment, furniture, utilities and/or services • Hazardous materials monitoring and/or testing • Specialized Software (other than MS Office Suite) and MS Project Respectfully submitted, AndersonPenna Partners, Inc. Dino P. D'Emilia, PE, QSD Vice President, Construction Services Bob Merrell, PE Construction Manager C-4