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Home My WebLink AboutAgenda Report - January 7, 2009 K-03AGENDA ITEM KmO3 CITY OF LODI NW COUNCIL COMMUNICATION M AGENDATITLE: Adopt Resolution Authorizing City Managerto Execute Contract Amendment for DeBenedetti Park Rough Grading Contract with A.M. Stephens Construction Company, Inc., of Lodi. and Appropriating Additional Funds ($180,000) MEETING DATE: January7,2009 PREPARED BY: Public Works Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute a contract amendmentfor the DeBenedetti Park Rough Grading contract with A.M. Stephens Construction Company, Inc., of Lodi in the amount of $163,000 and appropriating additional funds from the Storm Drainage and Parks and Recreation Impact. Fee Funds as shown below to complete the drainage basin portion of this park project. BACKGROUND INFORMATION: The contract for the DeBenedetti Park/Basin G Rough Grading was awarded to A.M. Stephens Construction Company, Inc., at the December 17, 2003 Council meeting. This project consisted of the excavation, rough grading and export of material from the DeBenedetti Park site and also included site fencing, mowstrips, rip -rap and other drainage related work. The original contract completion date was October 31, 2006. A.M. Stephens Construction Company requested additional time to complete the excavation and grading of the park, and their contract completion date was extended to December 31,2008. Plans to modify the original grading design were presented at a November 6, 2008 meeting of the Parks and Recreation Commission, and at a City Council shirtsleeve session on December 16, 2008. The modification increases the main storm drainage basin area by 3.3 acres while making it shallower. This new plan, which reduces future high -ground park area by the same amount, is presented in ExhibitA. Decreasing the basin depth from 30 feet to 20 feet will result in a reduction in pump station construction costs by an estimated $300,000 and will reduce annual operation and maintenance costs. The basin, which will be used only for drainage purposes, has been fully excavated and requires regrading to raise the elevation 10 feet. Approving the contract amendment will allow the City to proceed with installation of turf and irrigation systems in the park's northwest corner, shown as "Initial Phase" in ExhibitA, in Fall 2009. This will begin the incremental development of the park. Although this area will serve as an overflow area for the storm drainage basin, it will provide a playable surface year-round except in those occasional years with severe winter storms. At a future date, a revised park conceptual plan will be presented to the City Council for approval. To accomplish these changes, staff recommends that A. M. Stephens Construction Company receives an eight-month extension on the contract to complete the modified grading plan. The contract amendment (Exhibit B) would require A.M. Stephens Construction Company to remove approximately APPROVED: --1 Blair ' ity Manager K:SW"ROJECTSIPARKS1DeBenedetti(G-Basin)1CC_contract extensionZdoc Adopt Resolution Authorizing City Manager to Execute Contract Amendment for DeBenedetti Park Rough Grading Contractwith A.M. Stephens Construction Company, Inc., of Lodi, and Appropriating Additional Funds ($180,000) January 7,2009 Page 2 57,000 cubic yards of dirt from the 3.3 acre high -ground area and place it in the bottom of the existing basin, thereby decreasing the depth of the basin by 10 feet. Included in the City's compensation to A.M. Stephens Construction Company are added costs for weed and dust control. Because the use of the total acreage is split evenly between parks and storm drainage purposes, staff is requesting the expense of regrading and additional staff time be equally divided between the Storm Drain and Park and Recreation Impact Mitigation Fees. FISCAL IMPACT: Upfront cost of $180,000 from impactfee program, estimated $300,000 savings in construction costs for pump station, annual savings from reduced pump station operation and maintenance. Increased park maintenance costs following Initial Phase improvements. FUNDING AVAILABLE: Parks and Recreation Impact Mitigation Fee Fund (1217) $90,000 Storm Drain Impact Mitigation Fee Fund (326017) $90,000 vans, Budget Manager James M. Rodems Interim Parks and Recreation Director Prepared by Wesley K. Fujitani, Senior Civil Engineer FWSIWKFIpmf Attachments: ExhibitsA and B K:1WPIPROJECTStiPARKSD@Benedetti(G-Basin)ICC_contract extensionZdoc za& F. Wally Sang lin Public Works Director No ZISIHXa N2IVd I,L,LUQENUgUQ ti TId€iQuvIi ;s' TIVR(INVH I I • f � l; f .lams sow�'co VgNv QIZk102I;) HrJIH'( f } 1'. 1 I II ! • 'III ' � I ;r I r I _-- _, r I - virol a0Y11741 \ 1 , ---'V 06 ZI L3Sti 4295 I I ti TId€iQuvIi ;s' TIVR(INVH I I • f � l; f .lams sow�'co VgNv QIZk102I;) HrJIH'( f } 1'. 1 I II ! • 'III ' � I ;r I r I _-- _, r I - virol a0Y11741 \ 1 , CITY OF LODI PUBLIC WORKS DEPARTMENT PROJECT: DeBenedetti Park/Basin G Rough Grading CONTRACTOR: A.M. Stephens Construction Exhibit CONTRACT CHANGE ORDER NO.4 Sheet 1 of 1 Date: December 23, 2008 Account No. 326017 You are directed to make the following changes or do the following work not included in the Plans and Specifications on this contract. ...................................................................... Description of work to be done, estimate of quantities, and prices to be paid. Unless otherwise stated, rates for rental of equipment cover only such time as equipment is actually used and no allowance will be made for idle time. 1. Regrade deep basin area to raise bottom approximately 10 feet. Agreed Upon Price not to exceed $180,000 PERCENT OF CONTRACT Original Contract Price $ 266,678.00 Total Cost of This Change Order NOT TO EXCEED $ 180,000.00 67.5% Previous Change Orders $ 38,984.50) (I4.6%) Total Cost of All Change Orders to Date 141,015.50 52.9% Contract Price, Including All Change Orders, Will Be: $407,693.50 Time of completion will be adjusted as follows: New completion date shall be October 1, 2009 Submitted By Date Approval Recommended Date Approved, Public Works Director Date Approved, City Manager (Per Public Works Policies and Procedures, Administration 4. 1) Date The undersigned contractor, having carefully considered the change proposed, agrees, if this proposal is approved, to provide all equipment, furnish all materials, except as otherwise noted above, perform all services necessary for the work above specified, and accept as full payment the prices shown above. ACCEPTED: Date :A Contractor Title If the contractor does not sign acceptance of this order, the contractor should refer to Section 4- 1.03A of the Standard Specifications regarding filing a written protest within the specified time. CC04.doc RESOLUTION N . 2 - O 009 44?*44ttr A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO AMEND CONTRACT WITH A.M. STEPHENS CONSTRUCTION, INC., FOR THE DEBENEDETTI PARK/BASIN G ROUGH GRADING, AND FURTHER APPROPRIATING FUNDS WHEREAS, City Council awarded the contract for the DeBenedetti Park/Basin G Rough Grading to A.M. Stephens Construction Company, Inc., on December 17, 2003. The project consisted of the excavation, rough grading, and export of material from the DeBenedetti Park site and also included site fencing, mowstrips, rip -rap, and other drainage related work; and WHEREAS, the original contract completion date was October 31, 2006. A.M. Stephens Construction Company requested additional time to complete the excavation and grading of the park, and the contract completion date was extended to December 31,2008: and WHEREAS, the Parks and Recreation Commission, at its meeting on November 6, 2008, approved a modified design of DeBenedetti Park, which would decrease the size of the park area by 3.3 acres and increase the storm drainage basin area by 3.3 acres: and WHEREAS, the modification will result in a reduction in pump station construction costs by an estimated $300,000 and will reduce operation and maintenance costs. The cost savings result from the decreased depth of the basin from 30 feet to 20 feet, but the basin has been fully excavated and soil will need to be replaced to raise the floor elevation by 10 feet; and WHEREAS, staff recommends that A. M. Stephens Construction Company receive an eight-month extension on the contract to complete the modified grading plan. The contract would allow A.M. Stephens Construction Company to remove approximately 57,000 cubic yards of dirt from the 3.3 acre high ground and place it in the bottom of the existing basin, thereby decreasing the depth of the basin by 10 feet. Included in the City's compensation to A. M. Stephens Construction Company are added costs for weed and dust control; and WHEREAS, approval by the City Council of the contract amendment will remove 3.3 acres from the original park conceptual development plan. At a future date, a revised park conceptual plan will be presented to the City Council for approval. As a result of the shift in acres from park use to storm drainage basin, the overall project development cost split will change (park vs. storm drainage) and transfers between the impact fee accounts will be made to reconcile past expense to the new cost split. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby approve the DeBenedetti Park modified design; and BE IT FURTHER RESOLVED that the Lodi City Council does hereby authorize the City Manager to amend the contract with A. M. Stephens Construction Company, Inc., of Lodi, California, for the DeBenedetti Park/Basin G Rough Grading to an eight- month contract extension for the purpose of regrading the storm drain basin area of the park; and BE IT FURTHER RESOLVED that funds in the amount of $180,000 be appropriated from the Parks and Recreation Impact Mitigation Fee Fund ($90,000) and the Storm Drain Impact Mitigation Fee Fund ($90,000)for the project. Dated: January7,2009 I hereby certify that Resolution No. 2009- was passed and adopted by the City Council of the City of Lodi in a regular meeting held January 7, 2009, by the following vote: AYES: COUNCIL MEMBERS - NOES: COUNCIL MEMBERS - ABSENT: COUNCIL MEMBERS - ABSTAIN: COUNCIL MEMBERS - RANDI JOHL City Clerk ref•