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Home My WebLink About2001-04-30 City CouncilCity of Palo Alto Cit Ma_ n_age r’ s°rt TO:HONORABLE CITY COUNCIL FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES DATE:APRIL 30, 2001 CMR:209:01 SUBJECT:APPROVAL OF A CHANGE ORDER NO. 1 TO CONTRACT NO. Cl129753 WITH BRAGATO.CONSTRUCTION COMPANY IN THE AMOUNT OF $66,527 TO PROVIDE UNFORESEEN STABILIZATION OF THE SUBGRADE SURFACE OF THE DUCK POND PARKING LOTS RECOMMENDATION Staff recommends that Council approve and authorize the City Manager or his designee to negotiate and execute a change order to the contract with Bragato Construction Company for related; additional but unforeseen stabilization of the subgrade surface of the Duck Pond parking lots, the total value of which shall not exceed $66,527.00. This change order amount is an increase to the original approved contract change order ¯ authority, bringing-the total change order authority to $87,527, which represents 65 percent of the contract amount. BACKGROUND In November 2000, Council approved a contract for the paving and rehabilitation of the two parking lots adjacent to the Duck Pond (Attachment A). The scope of the work includes removing the existing asphalt surface; regrading and properly compacting the subgrade surface; paving the surface; creating bio-swales for the collection and filtering of run-off water; and .applying stripes~ curbs and directional arrows. DISCUSSION Construction on this project started March 19, 2001, with the removal of the existing asphalt surface and the top twelve inches of subgrade material. In the process of regrading the lots, the contractor found that, because of the high water table around the Pond, the soil was ¯ extremely unstable and shifting. Despite early soil samples during the design phase, the extent of the Soil unstableness was unexpected. Geotechnical engineers from Lowney Associates were consulted with to find appropriate methods to stabilize the base surface, and providing a subgrade that will remain firm under CMR:209:01 Page 1 of 2 the high volume of traffic that these lots experience. The consultants recommended that an additional six inches of soil be removed from the surface, Tensar geogrid material be installed, on top of which, six additional inches of new class 2 baserock be added and compacted. A bid from Bragato Construction was requested for this additional work. The bid price of $66,527 has been evaluated by both the City’s design consultants and Public .Works Engi’neering. Both the contractors and City engineers feels the bid is reasonable. Staff hopes to proceed at once with the change order in order to quickly resume construction to avoid inconvenience for the public. A large informational construction sign is posted at the edge of the Duck Pond to explain the scope of work and project timeline to the public. This information will be updated to reflect the unexpected delays in construction. RESOURCE IMPACT Funds for the change order are available in the current Capital Improvement Program for Open Space parking lot and road improvements (Project 10003). POLICY IMPLICATIONS Recommendations of this staff report are consistent with existing City policies. .ENVIRONMENTAL REVIEW This is a maintenance project and is therefore categorically exempt from CEQA. ATTACHMENTS Attachment A: Attachment B: Contract Amendment # 1 CMR:426:00 PREPARED BY: GREG BETTS Superintendent, Open Space &-Sciences DEPARTMENT PAUL T. THILTGEN Director of Community Services CITY MANAGER APPROVAL: E’~LY HARRISO~ Assistant City Manager CMR:209:01 Page 2 of 2 TO: FROM: DATE: SUBJECT: Attachment A City of Pal lA. lto City Manager’s R6 ort HONORABLE CITY COUNCIL CITY MANAGER DEPARTMENT: COMMUNITY SERVICES NOVEMBER 27, 2000 CMR:426:00 APPROVAL OF CONTRACT WITH BRAGATO CONSTRUCTION COMPANY IN THE AMOUNT OF .$133,506 FOR. PAVING OF THE DUCK POND PARKING LOTS, CAPITAL IMPROVEMENT PROGRAM PROJECT 10003 RECOMMENDATION Staff recommends that Council: 1. Approve and authorize the Mayor to execute the attached contract with Bragato Construction Company in the amount of $133,506 for the paving of two parking lots at the Palo Alto Duck Pond. 2. Authorize the City Manager or his designee to negotiate and execute one or more change orders to the contract with Bragato Construction Company .for related, additional but 3J Unforeseen expenditures associated with the project, the total value of which shall not exceed $20,000. DISCUSSION Project Description The work to be performed under the contract is for the paving of the parking lots adjacent to the Duck Pond. Parking lots on the north and south side of the Duck Pond have not been resurfaced in more than twenty-five years, and have badly deteriorated, This project will completely regrade the lots to properly collect run-offwater and channel it through naturally filtering bio-swales. The present ~pt~oblems with pooling of water in the lots will be eliminated. Parking stalls have been designed to improve circulation and safety. Design engineers have worked with staff from the City’s Water Quality Control Division to integrate state-of-the-art techniques to reduce environmental effects from run-off water. The project scope of the proposed work includes removing the existing asphalt surface, re- grading and properly compacting the subgrade surface, paving the surface, and applying stripes, curbs and directional arrows. Electrical and telephone conduits will be installed under the parking lots to facilitate the under-grounding of utilities in the future. CMR:426:00 Page 1 of 3 Staff hopes to begin construction in early December, as weather conditions permit. Following the award of contract, public notices will be posted at all entrances to the Duck Pond advising the public of the construction schedule and likely parking lot closures. Bid Process A notice inviting formal bids for the paving project was sent on October 3, 2000 to two builders’ exchanges and 27 paving contractors. The bidding period was 35 days. Bids were received from four qualified contractors on November 7, 2000, as. listed on the attached bid summary (Attachment A). Bids ranged from a high of $257,877 to a low bid of $133,506. Contractors not responding indicated that they did not submit a bid because they either were too busy bidding for other jobs or because they did not feel their bids would be competitive. Staff has reviewed all bids submitted and recomrriends that the bid of $133,506 submitted by Bragato Construction Company be accepted and that Bragato Construction Company be declared the lowest responsible bidder. The bid is 8.9 percent below the engineer’s estimate of $146,500. The change order amount of $20,000, which equals 15 percent of the total contract, is requested to ~resolve unforeseen problems that may arise during the construction period. Staff checked references supplied by the contractor for previous work performed and found no significant complaints. Staff also checked with the Contractor’s State License Board and found thatthe contractor has an active license on file. RESOURCE IMPACT Funds for this project are available in the Capital Improvement Program Project 10003 for open space road and parking lot repair. POLICY IMPLICATIONS This recommendation does not represent any change to existing City policies. ENVIRONMENTAL REVIEW ¯ This project is exempt from the provisions of the California Environmental Quality Act under Section 15302 of the guidelines, and no further environmental review is required. All necessary permits from the California Fish and Game Department, United States Fish and Wildlife Service have been obtained. Permits were not required for this project by the Bay Conservation and Development Commission, Regional Water Quality Board or Army Corps of Engineers. CMR:426:00 Page 2 of 3 ATTACHMENTS Attachment A: Attachment B: PREPARED BY: Bid Summary Contract Greg Betts, Superintendent, Open Space & Sciences DEPARTMENT HEAD: PAUL T. THILTGEN Director of Community Services CITY MANAGER APPROVAL: Assistant to the City Manager CMR:253:00 Page 3 of 3