HomeMy WebLinkAboutAgenda Report - December 21, 2011 C-10AGENDA ITEM 'Gi 10
0CITY OF LODI
COUNCIL COMMUNICATION
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AGENDA TITLE: Accept Improvements Under Contractfor Water Meter Program Phase 1 and
Adopt ResolutionAuthorizing City Managerto Execute Amendment No. 1 to Task
Order No. 2 With RMC Water and Environment ($61,885)
MEETING DATE: December21,2011
PREPARED BY: Public Works Director
RECOMMENDED ACTION: Accept improvements under contract for Water Meter Program
Phase 1 and adopt resolution authorizing the City Managerto
execute Amendment No. 1 to Task Order No. 2 with RMC Water
and Environment in the amount of $61,885.
BACKGROUND INFORMATION: The projectwas awarded to Knife River, of Stockton, on
March 16, 2011, in the amount of $1,872,285. The contract has
been completed in substantial conformancewith the plans and
specifications approved by City Council.
The project consisted of the installation of 3,698 meters and the replacement of 4,220 feet of water main.
The contract completion date was November30, 2011 and the actual completion date was November30,
2011. The final contract price was $1,999,379.98. The difference between the contract amount and the
final contract price is mainly due to work added to reconstructthe water facilities within the area of the
2011 Alley Reconstruction Project (the alley north of Tokay Street from Stockton Street to Washington
Street and the alley north of Eden Streetfrom Washington Streetto Garfield Street) becausethe existing
facilities were too shallow. Additionally, the difference in the contract amount is due to six new services
installed on Hutchins Street between Lodi Avenue and Oak Street; greaterwidth concrete collars placed
around 193 water meter installations; and a reduction in overall contract quantities installed in the field.
Task Order No. 2 with RMC Water and Environmentwas approved by the City Council on March 16,
2011 for construction administration services. The work included administration of the construction
contract, observation of pipeline and water meter installations, and coordination of the projectwith the
City's customers and water maintenance staff crews. The required efforts exceeded initial estimates of
labor for inspection of each water meter inspection, coordination with contractor and City crews to
implement main shut downs, and interacting with the City's customers. The contractor utilized the entire
time allowed for construction. We had estimated the construction work would be substantially complete
by the beginning of September. Due to these conditions, we are recommending Amendment No. 1 to
Task Order No. 2, increasing the contract amount by $61,885 be authorized for execution by the City
Manager. A copy of the task order amendment is provided as ExhibitA.
Following acceptance by the City Council, as required by law, the City Engineerwill file a Notice of
Completion with the County Recorder's office. The notice serves to notify vendors and subcontractors
A
APPROVED:
Konradt Bartlam, City Manager
K:\WP\PROJECTS\WATER\Meters\Water Meter Program Phase 1\CAocept WMPP1 Amend TO2 mhm_ doc 1211212011
Accept Improvements Under Contract for Water Meter Program Phase 1 and Adopt Resolution
Authorizing City Managerto Execute Amendment No. 1 to Task Order No. 2 With RMC Water and
Environment ($60,377)
December 12, 2011
Page 2
that the project is complete and begins their 30 -day period to file a stop notice requiring the City to
withhold payments from the prime contractor in the event of a payment dispute.
FISCAL IMPACT: Water main leak and service repairs will be reduced. No additional costs
will be incurred for reading cfthe meters as they are automatically read
concurrent with the reading of the electric meters.
FUNDING AVAILABLE: Water Fund (181464): $61,855
Jor arTAvers
Deputy City Manager/Internal Services Director
,J/1 /, If / k L --
F. Wally an elin
Public Works Director
FWS/pmf
cc: Charlie Swimley, Deputy Public Works Director— Utilities
K:\WP\PROJECTS\WATER\Meters\Water Meter Program Phase 1\CAccept WMPP1 Amend To 2 mhm_.doc 12/12/2011
DRAFT
Exhibit A
City of Lodi Water Meter Program
Task Order No. 2
WMP Phase 1 Construction Management Services
Amendment No. 1— Contract Close Out
Task Order No. 2 with RMC Water and Environment was approved by the City Council on March 16,
2011 for Construction Administration services associated with the Water Meter Program Phase 1
construction project. The work included administration of the construction contract, observation of
pipeline and water meter installations, and coordination of the project with the City's customers and
water maintenance staff crews. The required efforts exceeded initial estimates for the following
reasons:
• Increased labor required for inspection of each water meter installation due to widely varying
field conditions and subsequent surface restoration work.
• Additional coordination with contractor and City crews and interacting with affected customers
to implement main shut downs required to address deteriorated polybutylene service line
restoration.
• Increased field time due to the contractor utilizing the entire time allowed for construction. We
had estimated the construction work would be substantially complete by the beginning of
September.
• Late issuance of the contract Notice -to -Proceed extended the original contract administrative
and inspection duration by approximately two months.
• Varying field conditions and decision/direction making process were underestimated resulting in
the increase to regulate and observe the contractor activities, and process change orders.
• Initial Field Intern Observer (FIO) hours (2000 -hours) were under estimated with actual FIO
hours exceeding 20%.
• Compilation of post meter installation data, and increased coordination with National Meter
associated with correlation of installed meters to APN/Service addresses.
This proposed Amendment No. Ito Task Order No. 2 would increase the contract authorized amount by
$61,885 to address the higher level of effort and extended construction duration (beyond that assumed
in Task Order No. 2). The additional effort is described further below bytask.
Task 1— Engineering Services during Construction (ESDC)
Original Scope: The Consultant will provide engineering services during construction for the City to
address Contractor submittals, record drawings and to provide overall technical support. The ESDC
effort will be led by Tom Dugan (Resident Engineer- RE) and supported by the WMP Phase 1design
team of Mike Matson (Senior Review), Tony Valdivia (Project Manager), Kevin Smith (Project Engineer),
and Victor Alaniz (CAD Production). The level of effort for ESDC activities is limited to the budgeted
hours.
WMP Phase lConstruction Management Services 1 November30,2011
Scope of Work
City of Lodi
Water Meter Program DRAFT
Amendment No. 1 Modifications: Task 1 level cf effort increased as a result cf more Rfls than originally
assumed due to widely varying field conditions. These included additional surface restoration
requirements and additional service line piping modifications. These contractor and City issued Rfls
caused additional engineer review time beyond what was originally estimated.
Task 2 — Contract Administration
Original Scope: The Consultant will provide construction contract administration services throughout
the WMP Phase 1construction period. Services will include conducting construction meetings,
supporting contract execution and modification process with the City, reporting and coordinating with
City staff on construction issues and progress, reviewing and recommending action on contractor
progress payment requests, negotiating and preparing construction change order documentation,
reviewing the contractor's progress schedule, administering and coordinating engineering reviews and
responses to RFIs, supporting the contractor's public notification activities, managing and coordinating
the meter procurement vendor activities, and project closeout activities. Contract administration will be
performed by Tom Dugan (RE)and supported by RMC and Nolte staff.
Amendment No. 1 Modifications: Thefollowing modifications are made to the original scope:
1. The duration cf contract administration activities was extended by approximately one month
due to late issuance by City of contractor NTP. The late NTP resulted in a contract end date cf
November 30,2011. Closeout activities have been extended to mid-December, 2011. This has
resulted in additional effort beyond that assumed in Task Order No. 2.
2. The level cf effort associated with contract administration was higher than anticipated in the
original scope cf services. Increased contract administration effort was required to address
unanticipated field conditions and associated contract quantity changes and change orders. The
actions cf the City's contractor also required effort to enforce contract requirements and
document non-compliance, including extensive negotiation cf the S WPPP requirements and
resolution of a dispute on meter box lid requirements, increased coordination with City personnel
regarding mainline shut downs to repair deteriorated polybutylene service lines and leaking
valves, and increase coordination with the City's meter vendor National Meter, the contractor
and City Information Service Division (ISD) to correlate the installed meters with the APN/Service
Address.
Task 3 — Field Observation Activities
Original Scope: The Consultant will provide limited inspection services throughout the construction
period. Services will include general field observation and inspection tasks, mainline and meter
installation inspection, and providing and coordinating specialty inspections for the project. The task
lead will be Tom Dugan (RE) supported by Ryan Wilson (Lead Inspector).
Amendment No. 1 Modifications: field observation services performed by Nolte Vertical five (NV5) Lead
Inspector were budgeted to be complete by the end cf September 2011. field work was completed on
November 30,2011, two months past the originallyscoped construction period. This extended work
duration resulted in additionalfield inspection time by the Lead Inspector to verify that the contractual
obligations cf the contractor were met and to address resident complaints, provide more prompt in -field
resolution to unforeseen field condition changes, and trackforced account work.
Similarly, the meter inspection period for the field intern observers (F10s) were initially budgetedfor
2, 000 -hours under the Task Order No. 3 scope and budget. ;At the direction cf the City, RMC maintained
the FIOs on the meter installation work until it was complete on November 30, 2011. The total FIO labor
was over 2,400 -hours (+20% increase) to monitor the 3,698 meter installations and maintain the meter
WMP Phase lConstruction Management Services 2 November30,2011
Scope of Work
City of Lodi
Water Meter Program
DRAFT
installation database that serves the dual purpose cf processing the contractor's pay requests and
provides utility asset management data for the City. The hours exceeding the Task Order No. 3 budget
are included in this amendment at the direction cf the City.
Task 4 — Document Control Management and Project Closeout Services
Original Scope: The Consultant will provide document management services, including project closeout
activities. This task will be led by Tom Dugan (RE) and supported by the inspection team.
Amendment No. 1 Modifications: The Task level cf effort increased as a result cf the unanticipated
number cf change order items that required processing (e.g. twenty twoforce account work items to
address differing field conditions, the 2011 Alley Reconstruction Project, and six additional service
connections within Hutchins Street) and the increased effort to provide quality assurance on the meter
installation database and the correlated installed meter toAPN/Service Address data collected by
National Meter.
WMP Phase lConstruction Management Services 3 November30,2011
Scope of Work
RMC WATER AND ENVIRONMENT CITY OF LODI
Signature
Michael H. Matson
Sr. Vice President
Date
Signature
Printed Name
Title
Date
ATTEST:
RANDI JOHL
City Clerk
U1ZIZI Ti192&111ix; ti7:7i•i
D. STEPHEN SCHWABAUER
City Attorney
W M P Phase 1Construction Management Services 4 November 30,2011
Scope of Work
0"M
Water and Environment Fee Estimate
City of Lodi -Water Meter Program Phase 1
Construction Management Services (Task Order 2, Amendment No. 1)
1. The individual hourlyrates includesalary, overhead and profit.
2 Subconsunants wil I be billed at actual cost
3.Otherdirectoosts(ODCs) such as reproduction.delivery. mileage (rateswill be those allowed by cumentlRSguidelines), and travel expenses,will be billed at actual cost plus 10%,
4. RMC reserves the rightto adjust its hourly rate structure and ODC markup at the beginningof the calendaryear for all ongoing contracts.
RESOLUTION NO. 2011-190
A RESOLUTION OF THE LODI CITY COUNCIL
AUTHORIZINGTHE CITY MANAGERTO EXECUTE
AMENDMENT NO. 1 TO TASK ORDER NO.2 FOR
WATER METER PROGRAM PHASE 1
CONSTRUCTION ADMINISTRATION SERVICES
WHEREAS, Task Order No. 2 with RMC Water and Environment, of
Walnut Creek, California, was approved by the City Council on March 16, 2011, for
construction administration services for Water Meter Program Phase 1, and the work
included administration of the construction contract, observation of pipeline and water
meter installations, and coordination of the project with the City's customers and water
maintenance staff crews: and
WHEREAS, the required efforts exceeded initial estimates of labor, and staff
recommends authorizing the City Manager to execute Amendment No. 1 to Task Order
No. 2, increasing the contract amount by $61,885.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
approve Amendment No. 1 to Task Order No. 2 for Water Meter Program Phase 1
Construction Administration Services with RMC Water and Environment, of
Walnut Creek, California, in the amount of $61,885; and
BE IT FURTHER RESOLVED that the City Council does hereby authorize the
City Manager to execute the task order amendment on behalf of the City.
Dated: December 21, 2011
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I hereby certify that Resolution No. 2011-190 was passed and adopted by the
City Council of the City of Lodi in a regular meeting held December 21, 2011, by the
following vote:
AYES: COUNCIL MEMBERS — Hansen, Katzakian, Nakanishi, and
Mayor Mounce
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS —Johnson
ABSTAIN: COUNCIL MEMBERS— None
�LrHL
City Clerk
2011-190