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Home My WebLink About07/05/2005, C3 - WATER REUSE PROJECT - ADDENDUM #6 FOR OFFICE ENGINEERING SERVICES EXTENSION council M�DM 7-S-p5 j acEnaa nEpoin ,�N CITY OF SAN LUIS OBISPO FROM: John E. Moss, Utilities Director Prepared by Katie DiSimone, Water Project anager SUBJECT: WATER REUSE PROJECT - ADDENDUM #6 FOR OFFICE ENGINEERING SERVICES EXTENSION CAO RECOMMENDATION 1. Approve Addendum #6 in the amount of $76,222 to the agreement with Brown and Caldwell Consultants for extension of Office Engineering Services. 2. Approve the transfer of $76,222 from the project contingencies account to the Water Reuse design account to fund the extended services. DISCUSSION Background The City began construction of the Water Reuse Project in August of 2003. The project construction consists of two separate construction contracts. A contract for construction of the water reuse distribution pipeline ($5 million) was awarded to J. Fletcher Creamer. A second contract for construction of improvements to the Water Reclamation Facility ($5.4 million) was awarded to Pacific Mechanical Corporation (PMC). Engineering and design of the improvements for both projects was completed by Brown and Caldwell Consultants, and construction management services for both construction contracts is being completed by Tetra Tech. The Water Reuse Project recycled water pipelines construction was completed on-time in September 2004. Considering change orders and increased/decreased quantities, the project was completed for $4.9 million. Overall, the City was pleased with the performance of the contractor, J. Fletcher Creamer, on this project. PMC's contract completion date was originally September 15, 2004. PMC's current schedule shows a projected completion date of November 30, 2005. A variety of difficulties have been encountered on the Water Reclamation Facility Improvements portion of the project that have delayed the project and resulted in increased costs. These difficulties and increased costs have been discussed with the City Attorney and shared with the City Council. Liquidated damages in the amount of $2,000 per day are being assessed for the delayed project completion. Liquidated damages are intended to offset the cost to the City for extended services (such as construction management and engineering) due to contractor-caused delays. The final total of liquidated damages assessed for this project will be determined at the completion of the claims process. G 3 -- l Water Reuse Project-Addendum#6 for Office Engineering Services Extension Page 2 Previous Contract Addenda The original agreement dated December 3, 1997 with Brown and.Caldwell was for design of the water reuse pipeline and Water Reclamation Facilities (WRF) improvements. As design proceeded the agreement was modified by three addenda. Addendum #1 provided design for a revised pipeline alignment out of the proposed Prado Road alignment and into an existing water line easement. Addendum #2 provided additional services for developing legal descriptions of required easements, addition of an aqueous ammonia facility to allow for use of chloramines for disinfection of the recycled water providing a more stable disinfectant, design of a potable water pipeline extension to the recycled water storage tank to provide a potable water back-up, design of recycled water line extensions to serve French Park and several users along South Higuera, and designing the relocation of the proposed chlorine contact tank. Addendum #3 provided for design changes to accommodate video detection equipment at intersections affected by the project in lieu of the existing loop detectors, a service line extension to Laguna Hills Park, installation of a fiber optic conduit along the entire pipeline corridor, additional reclaimed water hydrants, and design to relocate the pipeline out of the Damon-Garcia sports fields due to construction timing issues. Addendum #4 provided for office engineering services for both components of the Water Reuse project, the pipeline project and the WRF improvements, during construction. Office engineering services are typically provided by the design engineer and include activities such as review and approval of equipment and materials submittals by the construction contractor, response to Requests for Information and Requests for Clarification (RFIs and RFCs) issued by the contractor or construction manager, review and preparation of change orders, facility start-up assistance, preparation of record drawings, preparation of an operations and maintenance manual for the new facilities, operations training and miscellaneous services required to ensure that the project is constructed and operated consistent with the intent of the design engineer. Addendum #5 provided an extension of office engineering services from the original contract completion of September 2004 to May 2005. At the time Addendum #5 was processed, PMC was anticipating a May 28, 2005 completion. Since that time, PMC's schedule has slipped further with a current anticipated completion date of November 30, 2005. This Addendum #6 extends office engineering services to the new completion date. Staff feels that PMC is likely to meet the anticipated completion date, if construction progresses at its current pace. PMC has changed their project field supervisor and increased the presence of its project manager. Both of these changes have had a significant positive effect on the progress of work. Staff is closely monitoring and tracking all activities on this project and will seek to recover costs such as those required for extended office engineering services where appropriate at the end of the project. At this point in time work focus remains on getting the project completed in the most expeditious manner. C3 - a Water Reuse Project—Addendum#6 for Office Engineering Services Extension Page 3 CONCURRENCES The City Engineer has been involved in discussion of the issues associated with this project and concurs with the recommended action. FISCAL IMPACT Addendum #6 to the agreement with Brown and Caldwell will cost $76,222. There is currently $462,585.83 available in the Water Reuse project budget as project contingency funding. Staff recommends that the additional funding to support this request ($76,222) come from that project contingency funding. This will increase the budget in the design phase to $1,702,997.09. ALTERNATIVES Office engineering services are essential to the successful completion of this project and can realistically only be provided by the design engineer. Therefore, there are no legitimate alternatives to the recommended action. ATTACHMENT Attachment 1-Amendment to Agreement (Addendum#6) G:J...lWater Reuse Addendum 6 B&C CAR C3-3 Attachment AMENDMENT TO AGREEMENT (Addendum#6) THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on this day of by and between the CITY OF SAN LUIS OBISPO,a.municipal corporation, herein after referred to as City, and BROWN AND CALDWELL CONSULTANTS, hereinafter referred to as Consultant. WITNESSETH: WHEREAS, on December 3, 1997 the City entered into an Agreement with Consultant for design of the Water Reuse Project,Specification#97-68A;and WHEREAS, the City desires to amend the scope of services to include an extension of office engineering services additional design services for the water reuse project and Consultant has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained,the parties hereto agree as follows: 1. The scope of services and related compensation in the amount of$76,222 is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO By: City Clerk Mayor APPROVED AS TO FORM: CONSULTANT By: Ci Atte tey Brown and Caldwell Consultants C3-� Attachment Y m M N N O y O N a V 6R? fR d9 d4 i � VV 00 O O Ln 00 ,�n. N N � x 00 en N u C O r C W O M Y N> C\Cu .p G� 00 00 00 W .-. 0O d C o0z xCn 64 x •o � a ►- ►, d « a o � ,ML f� oilr- c 00 N 0 a W ►.. d r> � w SN " a O 7Ce > aYi 00 H6 " W iv '° � N r � � F � y t# r w O W w V# O ! V FQ •� Q WW IM s� H V a x 0 o v d e W Cn ozo W 0 N sN 7 O / H U A 0 � M C O O C 9 7a v _G �,• ce N v U sr C .: z ° � U 00 E m m > 0 y Qti N '" 'V y V. N S+ V bu+ N G: � fx �-d• Ri � cn a i L CjGJ — V