CC SR 20170905 I - Storm Drain Point Repair Interwest Oversight Change OrderRANCHO PALOS VERDES CITY COUNCIL
AGENDA REPORT
AGENDA DESCRIPTION:
MEETING DATE: 09/05/2017
AGENDA HEADING: Consent Calendar
Consideration and possible action to authorize a project budget increase for the Storm
Drain Point Repair Project.
RECOMMENDED COUNCIL ACTION:
(1) Authorize the Director of Public Works to execute a change order to the
professional services contract with Interwest Consulting Group in the amount of
$32,250.
FISCAL IMPACT: The recommended action will result in an additional authorized
expenditure of $32,250. The total authorized expenditure will increase from $2,123,600
to $2,155,850. The funding necessary to complete this work is available in the Capital
Improvement Program Fund Balance.
Amount Budgeted:
Additional Appropriation:
Account Number(s):
$2,123,600
$32,250
330-400-8702-8802-
ORIGINATED
30-400-8702-8802
ORIGINATED BY: Charles Eder, PE, Associate Engineer 0-"
REVIEWED BY: Nicole Jules, PE, Deputy Director of Public Works
APPROVED BY: Doug Willmore, City Manager �,—
ATTACHED SUPPORTING DOCUMENTS:
A. Request for additional appropriation for Interwest Consulting Group (page
A-1)
B. Draft Change Order #1 (page B-1)
BACKGROUND AND DISCUSSION:
A project budget for the Storm Drain Point Repair Project was authorized on May 16,
2017, and funds appropriated for construction and professional services agreement by
City Council in the amount of $2,123,600. On May 16, 2017, City Council awarded a
professional services contract for construction management and inspection services to
Interwest Consulting Group in the amount of $35,000.
On June 30, 2017, a kickoff meeting was held to review the particulars of the project. In
going over the schedule and tasks, the Contractor, (G.B. Cooke, Inc.) asked for 10
additional working days to complete the project. Staff concurred with the additional
working days, without an increase in the construction budget. The Construction
1
Management and Inspection team, Interwest Consulting Group, also indicated that there
will be tasks on the Contractor's schedule that will require full-time inspection services.
Their original proposal was estimated for part-time inspection only. On July 6, 2017,
Interwest Consulting Group submitted a letter requesting additional funds for the
additional hours for full-time inspection activities and the increase in working days.
The cost increase to Interwest Consulting Group for the additional time and requested
work is approximately $32,250. Although the City Council previously authorized a
contingency for the project that could be used for this effort, Staff recommends an
increase to the project budget to accommodate these additional services. Construction
contingency is typically reserved for unexpected construction needs during construction,
which must be addressed quickly to avoid delay claims by the contractor.
In the interest of full transparency, Terry Rodrigue of Interwest Consulting Group is
currently serving as the Interim Director of Public Works while the City is recruiting for a
permanent Director. While Mr. Rodrigue did not play a part in this recommendation for
Construction Management services, Staff believes it is important to give the City Council
and the public full details of this process. Furthermore, should City Council decide to go
with Staff's recommendation, the Interim Director of Public Works will have no direct
involvement with the project.
ALTERNATIVES:
In addition to the Staff recommendations, the following alternative actions are available
for the City Council's consideration:
1. Authorize the Director of Public Works to execute a $32,250 change order
to Interwest Consulting Group without increasing the project budget, in
which case funds for the additional design work would be charged against
the project contingency.
2. Take other action as deemed appropriate by the City Council.
2
July 6, 2017
Charles Eder, PE
Department of Public Works
City of Rancho Palos Verdes
30940 Hawthorne Boulevard
Rancho Palos Verdes, CA 90275
Jar--
INTERWEST
RE: Revised Anticipated hours for Construction Oversight Services for the City's
Storm Drain Point Repair Project No. 019816
Mr. Eder,
Thank you for taking the time to meet with us to discuss the City's Storm Drain Point Repair
Project in further detail. Based on our discussion, we understand that 10 working days have
been added to the anticipated schedule for a total of 80 working days. We also understand
that full time inspection services are now anticipated during key construction times
including:
• Full time while excavating between homes on private property
• Full time while open cutting across roadway on Site "G"
• Almost full time while boring/jacking under right of way
• Extra inspection time for Sites D & E due to tough site constraints
Based on these new projections, we anticipate that the project will require 436 hours of
inspection time and 102 hours of project administration time, each billed at $125 per hour,
for a total not -to -exceed fee of $67,250.
We are excited for this opportunity to serve the City of Rancho Palos Verdes and look forward
to collaborating on future assignments. Should you have any questions or concerns, please
feel free to contact me at (714) 742-1551 or atjross@interwestgrp.com.
Sincerely,
James G. Ross
Public Works Group Leader
Interwest Consulting Group
Interwest Consulting Group i www.interwestgrp.com
A-1
City of Rancho Palos Verdes Department of Public Works
Project Change Order
ommoommmmim
Project: STORM DRAIN POINT REPAIR
In
Contractor:
INTERWEST CONSULTING GROUP
Project Number:
019816
Change Order No. & Type (Additive/Deductive)
CO #1, ADDITIVE
Amount
$32,250.00
Extension Days for This Change Order:
Project Manager:
10
CHARLES EDER
Construction Manager Signature:
Date:
Director of Public Works Approval:
Date:
CONTRACTOR's Signature:
CHANGE ORDER DESCRIPTION
Date:
Items of Additive or Deductive Work
Item No
Description
Unit
Measure
Quantity
Unit Cost
Amount
1
Additional Inspection and Project Administration
Time
HOUR
258
125.00
32,250.00
COMMENTS
MChange Order Request Attached
Total $32,250.00