HomeMy WebLinkAboutAgenda Report - February 5, 2003 E-07CITY OF LODI COUNCIL COMMUNICATION
AGENDA TITLE, Contract Change Order No. 2 - DeBenedetti Park/G-Basin Project Design
MEETING DATE- February 5, 2003
PREPARED BY_ Parks and Recreation Director
RECOMMENDED ACTION: That the City Council be informed of Change Order No. 2 for DeBenedefti
Park/ -basin Project Design.
BACKGROUND INFORMATION- Resolution No. 85-173 specifies that contract change orders may be
approved by the City Manager and that the change order and
amount will be reported to the City Council. The Resolution is
attached for review and information.
Contract Change Order No. 2 for the DeBenedetti Park design project in the amount of $39,300 is
attached. The Change Order details are attached as well.
In summation, the design work on this project has been proceeding with the project to move forward in
three distinct steps or phases. They are:
Phase I - Mass Grading
Phase I — Park Construction
Phase 11 — Park Construction
As YOU may recall, this project site is 49 acres and will serve as a drainage basin and outdoor, lighted
athletic fields and support facilities. As noted above, the first step will be let a contract for mass grading
to proceed with removal of a very large volume of dirt from the site. It is anticipated that the more time
which can be allowed for the dirt removal that the more cost effective to the City the contract may be.
Attached is the concept plan for the project which was approved by Council. The change order which is
attached will benefit the project in several ways. They are:
The low flow area will be expanded to the west and one football field will be eliminated. This
expansion of the low flow area will allow for a dramatic increase in water storage. Other athletic field
surfaces will benefit due to less flooding. This will also allow for several retaining ells to be
eliminated from the project design. Although this change to the project will also result in two trees
being removed it is recommended due to the benefits to the overall project.
This expansion of the low flow area and elimination of the football field has been reviewed by staff,
potential user groups, and the Parks and Recreation Commission and is recommended for the
project,
APPROVED� _Akcg!��
x Iynn -- City Manager
CITY OF LODI COUNCIL COMMUNICATION
The project design change will result in several athletic fields being built at grade (on high ground),
Some re -positioning of the field features will also occur which will allow for walkways and turf areas to
blend weR with anticipated street improvements. As design work submittals of 50% completion have
occurred, the change order will include adjustments to plans prior to the 90% submittal.
No additional allocation of funding is required for the change order, The Council has allocated $6261,500
for this project design work which includes a contingency amount which wilt cover the cost of this Ghange
order,
It is anticipated that the mass grading design work will be completed soon so that a bid process can
occur and thus begin the dirt excavation step of the project quickly,
None required. The Change Order amount of $39,300 will be paid out of the prior Council approved
appropriation of $626,500 for design work for the project.
Richard Prima Roger ltz
.m"
Public Works Director Parks and Recreation Director
RB�fl
r -c: City Attorney
APPROWD-
H. Dixon Flynn -- City Manager
OV27
F
RESOLUTION NO. 85-173
R� SOLVM, that the City Council of the City of Lodi does hereby
adopt a fox7ml policy and procedure to govern contract change orders
as shown on iibit "A" attached hereto and thereby made a part
hereof.
Date. December 4, 1985
I hereby certify that Resolution No. 85-173 was passed and
adopted by the City Council of the City of Lodi in a Regular
Meeting held December 4, 1985 by the following vote:
AYES: Council. Members - Olson, Pinkerton, Reid, Snider
and RinchTen (Mayor)
NOES. Council Members - None
ABSE�T: Go=cil Mmbers None
ABST.kINm Council €ber w None
4
ALICE M. REIMCHE
City Clerk
To establish formal policy and procedures to govern contract
change orders.
Definition
As. us.ed in this policy, a change order shall mean a written
order to change the amount of work to be done on a formal contract
awarded by the City Council which is anticipated to result in an
increase or decrease in contract price. Change orders may not
inQrease or change the scope of the project specified in the contract
plans and specificat-ions approved by the City Council.
Department Head Authority
The re5ponsible Department Head shall be authorized to
approve and issue individual change orders to increase the contract
price up to $5,000 or 10% of the formal contract, whichever is
larger, The aggregate total of all change orders to each contract
may not exceed $25,000.
Authority: of the City Manager
The City Manager may authorize change orders in excess of
10% of the formal contract or in excess of $25,000 to avoid
extraordinary delay of work or to protect the safety of human life
and the environment at or near the work site. The City Manager shall
report the change orders and the amounts to the City Council at its
next regular meeting.
Procedure
written change orders shall be submitted to the Finance
Department to be added to the construction contract and encumbered
against the specific appropriation prior to payment to the
contractor. In the event unencumbered funds are not available a
special allocation must be processed to increase the applicable
appropriation.
Sheet 1 of 4
Date 01/15/03
Account No1211717
PRO,1 CT: DeBenedefti Park resign Project
CONTRACTOR: Stantec, Consulting, Inc.
You are directed to make the following changes or do the following Mork not included in the scope of work
on this contact.
-___-----v____._________________.-____.__._-__-__—_ee_---------.-___-.___-__.------_____-____--__-__---_-_------_--__--.
Description of work to be dome, estimate of quantities, and prices to be paid. Specify whether additional
work is at contract prig.; agreed price, or force account. 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.
Provide for continued design of the project:
.Changes to lass Grading Plan
Final Coign Grading
Construction Documents
Lighting Design
Redesign Tat Lot/Play yard
Additional Meetings
as indicated and incorporated on Exhibit A, attached.
Original; contract price
Total cost of this change. order NOT TQ EXCEED
Previous change orders
Total cost of all change larders to date
Contract price, including all change orders, will be
Time of completion will be adjusted as follows; N/A
Submitted by:
Approval recornme
Agreed upon price: $39,300
TOTAL $39, 300
PERCENT OF
CONTRACT
$4934936
$ 39,399 8%
$ 81,500 17%
$120,840 25%
$613,836
Date
Cate
Approved, Parks and Recreationit G, br _ Date --L- f
Approved, public Works Director ' 6 (�n Date*Ie
Approved, City Manager Dat
The under -signed 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
servicers necessary for the work above specified, and accept as full payment the prices shown above.
ACCEPTED; bate:
Cantractor_Stae a ntec,Consulting, Inc.
By Tifle
Stantec Consulting Inc.
2590 Ven'turp Oaks Way
Sif ramento CA 95833
Tel: (916) 925-555G Fax: (916) 92i-9274
stanW.coT
January 14, 2003
He' 843 00103
City of Lodi
Parks and Recreation Department
125 North Stockton Street
Lodit CA 95240
Dear Roger:
I i F 1 11 1 1 1 1 1 1 1 1 11 1 1 1
M�* �-�,, .
1 1111 111111111111111 1111 R11111 111 111
RECEIVED,
PARKS & RECREATIO(�
Tel: (916) 925-5550
Fax: (916) 921-0274
,fpostiewait@st, ntec.com
I am in receipt of your letter of January 2, 2003 — responding to our most recent change
order request. It appears that we are now on common ground with the City as to the
required Scope of the additional services.
The following updated table summarizes the out of scope design services as we
currently see them:
a Changes to Mass Grading Plan
The mass grading plan will be redesigned to reflect City comments.
The low flow area. will be increased in surface area (eliminating a
football field) and decreased in depth. All baseball facilities will be
left at grade. Additional storage will also be obtained by continuing
some excavation outside of the property boundary as defined by the
street right-of-way information the City recently provided. The topsoil
storage area will be redefined. The changes to this III will be
presented to the City as a part of the forthcoming 90% submittal,
1=7
January 14, 2003
Roger Saltz
Page 2ref3
Reference, D.ebenedetti Park
41 Final Design Grading
$10,000
Soccer fields will be regraded to reflect a 1.5% cross slope running
from east to unrest with an earthen berm separating the two fields. The
soccer fields will be at different elevations from each other. All of the
baseball fields will be designed with a crown in the middle and 1%
(max,) cross slopes, Retaining walls shall be removed. Subsurface
1 drainage systems will be added to all of the fields as required. The
low flow area will be expanded and the access will be redesigned to
reflect the new configuration, All ballfields will move to take
advantage of the expanded boundary and reduced grading slopes,
where applicable. Tops and toes of all excavated areas will also
change. Pathways and sidewalks shall be relocated and re -graded as
appropriate.
r Construction Documents
,00
Charges to the construction documents will be made to reflect the
changes to the site development boundary and the expansion of the
low flog area.. This will include redesign of fencing and walkway
layouts, additional planting and irrigation areas, detail design of a
new flood control weir structure, and design of subsurface b llfield
drainage systems, Specifically, planting, irrigation, layout, drainage
and construction detail sheets will need to be modified.
Lighting Design
00
Stantec shall coordinate with the electrical engineer responsible for
designing lighting configurations outside of the park boundary. It is
understood that electrical engineering services for the design of
streetlights Acing Louver Sacramento and Century Blvd. is not part of
our current Scope of Work.
Redesign Tot lot/Play yard _
o charge
Tot lot configuration will be redesigned to better serve the project as
defined by the new grading arrangement. Two play areas shall be
consolidated into one facility and relocated to the northwest quadrant
of the ballfield area.
m« Additional Meetings
$6,500
Project design duration has increased, necessitating the need for
l additiona meetings. An additional 4 meetings are anticipated.
january 14, 2003
Roger Baltz
Page 3 of 3
Reference: Debenedetti Park
As we have discussed, please note that in addition to the above Change Order request,
a separate Purchase Order is being negotiated with the Department of Public Works for
project related hydrological work.
Stantec is very much looking forward to resuming the design process for Debenedetti
Park and we are looking forward to meeting with the City next week to reevaluate: the
project schedule, As always, we appreciate the opportunity of working with the City on.
this project,
Mark. Hall, ASLA, Stantec, Consulting Inc
James Nelson, P.E., Stantec Consulting Inc