title
ADOPT RESOLUTION TO AUTHORIZE BALANCING CONTRACT CHANGE ORDER NO. 4, AND APPROPRIATE FUNDING FOR THE ALEXANDRIA AND FIVE MILE SLOUGH CULVERT REPLACEMENT PROJECT
recommended action
RECOMMENDATION
It is recommended that the City Council adopt a resolution to:
1. Appropriate additional funds in the amount of $289,785 from the Measure K Maintenance fund balance to the Alexandria and Five Mile Slough Culvert Replacement, Project No. WT19018.
2. Authorize Balancing Construction Contract Change Order No. 4 in the amount of $289,785 with Sinclair General Engineering Construction, Inc. for the Alexandria and Five Mile Slough Culvert Replacement, Project No. WT19018.
It is also recommended that the City Manager be authorized to take appropriate and necessary actions to carry out the purpose and intent of this resolution.
body
Summary
On April 19, 2022, by Resolution No. 2022-04-19-1212, Council awarded a Construction Contract in the amount of $708,215 to Sinclair General Engineering Construction, Inc. of Oakdale, CA, to complete the Alexandria and Five Mile Slough Culvert Replacement, Project No. WT19018. This project included replacing the existing corrugated metal pipe culvert beneath Alexandria Place and Five Mile Slough (Attachment A - Vicinity Map).
During construction, constructability issues and unforeseen field conditions changed the character of the project. Consequently, Contract Change Order (CCO) No. 1 in the amount of $170,000 was approved to complete the project on a time and materials basis to enable staff to effectively manage field changes and costs. CCO No. 2 in the amount of $470,000 was approved by Council on January 10, 2023, for the additional work needed for excavation, dewatering, culvert headwalls, and the addition of multiple “aquadams”. CCO No. 3 in the amount of $150,000 was approved for additional dewatering of the project area. The final Balancing CCO No. 4 is needed at this time to compensate the contractor for final expenses and close out the contract. Council approval is required for Balancing CCO No. 4, as the cumulative amount exceeds the administrative change order authority allowed under the existing contract.
Staff recommends that Council approve Balancing CCO No. 4 in the amount of $289,785 with Sinclair General Engineering Construction, Inc. (Exhibit 1). The total final contract value will be $1,788,000. Staff also recommends approval of additional funding allocations to fully close out the project. The project is complete and Balancing CCO No. 4 will close out the Construction Contract.
DISCUSSION
Background
In October 2017, the Public Works Department finalized the Five Mile Slough and Five Mile Creek Project Study Report (PSR), documenting the roles and responsibilities of public agencies and property owners along Five Mile Slough. The PSR addressed concerns raised by stakeholders near the slough, including those of the neighborhood group Friends of Five Mile Slough. Replacement of the culvert beneath Alexandria Place was identified as the City’s responsibility in the PSR. The Alexandria and Five Mile Slough Culvert Replacement, Project No. WT19018 was created by the City and is identified in the 2019-24 Five-Year Capital Improvement Plan.
Design of the Alexandria and Five Mile Slough Culvert Replacement project was completed in November 2021, permits were acquired, and the project was advertised for construction bids.
On April 19, 2022, by Resolution No. 2022-04-19-1212, Council awarded a Construction Contract in the amount of $708,215 to Sinclair General Engineering Construction, Inc. of Oakdale, CA.
The project required the contractor to replace existing pipe culverts under Alexandria Place with a concrete box culvert structure. This section of roadway is situated between two large bodies of water of Five Mile Creek. Consequently, installation of coffer dams on either side of the roadway was required to keep water out of the construction zone. The coffer dams involved installing plastic sheeting and stacking large rock-filled bags in the creek to dam the water out of the construction zone. Maintaining the coffer dams was problematic throughout construction due to the unstable creek bed conditions. The contractor also had to work around an existing AT&T multi-duct bank fiber structure that was not previously identified. The AT&T fiber structure needed to be supported over the excavation, and the drainage culvert structure was redesigned to fit under AT&T’s fiber structure.
The constructability issues and unforeseen field conditions encountered during construction significantly changed the character of the entire project. Consequently, CCO No. 1, in the amount of $170,000, was approved to complete the project on a time and materials basis to enable staff to effectively manage field changes and costs. It was anticipated that other field conditions would necessitate additional change order(s) to complete the project.
CCO No. 2, in the amount of $470,000, was required to pay for the additional excavation, additional dewatering for removal of existing deteriorated culverts, culvert headwall changes, and the addition of multiple “aquadams” to help hold back water from the work zone. Council approved CCO No. 2 on January 10, 2023, by Resolution No. 2023-01-10-1206, as it exceeded the administrative authority for change orders.
CCO No. 3, in the amount of $150,000, was approved to compensate the contractor for additional charges related to keeping the project site dewatered.
Present Situation
Balancing CCO No. 4 is now necessary to compensate the contractor for extra work associated with backfill, compaction, water line re-establishment and testing, asphalt placement, landscaping, striping, and other needed work to complete the project. This is the final Balancing CCO to close out and complete the Construction Contract. Council approval is required for Balancing CCO No. 4, as the cumulative amount exceeds the administrative change order authority allowed under the existing contract.
Staff recommends Council approve Balancing CCO No. 4 in the amount of $289,785 with Sinclair General Engineering Construction, Inc. (Exhibit 1). The total final contract value will be $1,788,000. Staff also recommends the appropriation of funds to the project to provide for final closeout costs for the project.
FINANCIAL SUMMARY
The resolution includes the following actions to provide sufficient funding to fund all other construction related costs to complete the project.
1. Appropriate additional funds in the amount of $289,785 from the Measure K Maintenance fund balance to the Alexandria and Five Mile Slough Culvert Replacement, Project No. WT19018 (formerly PW1918), Account No. 4510-000-80007-300-000-30-45-000-000.
There is no impact to the City’s General Fund or any other unrestricted fund as a result of taking the recommended actions.
Attachment A - Vicinity Map