DATE: February 7, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Change Order for Contract 16-02-C - Calwa ADA Paths
RECOMMENDED ACTION(S):
TITLE
Authorize the Chairman to execute a contract change order for Contract No. 16-02-C, Calwa ADA Paths, which will increase the contract amount by $42,107.86. The proposed change order exceeds the authorized Director’s limit of $25,078 and will increase the total amount of the contract to $299,950.86.
REPORT
Approval of the recommended action will authorize contract changes necessary to complete an approved American with Disabilities Act (ADA) project due to field conditions which were not totally reflected on contract plans.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, it will result in a project that does not meet ADA standards and the County might have to return funds to the Federal Highway Administration from the Road Fund, since the project’s purpose was to construct ADA compliant facilities.
FISCAL IMPACT:
There is no Net County Cost associated with the approval of the recommended action. The project was funded by an Alternate Transportation Program (ATP) grant which provided approximately 90% of the funding for the original construction contract. The remaining funds, which include the original 10% match and the funds for this change order, will be paid out of the Road Fund and is included in the FY 2016-17 Public Works and Planning - Roads Org 4510 Adopted Budget.
DISCUSSION:
At the request of the Calwa community, the County applied for, and was awarded funding for an ATP grant to improve sidewalks along Grove Avenue and Jensen Avenue, and to construct several curb ramps in the community of Calwa. The ATP grants have strict guidelines, which require expenditure of the funds within a limited timeframe. Because of this limited timeframe, staff did not perform a complete topographical survey of the affected areas. Construction plans, therefore, were based on many assumptions of the field conditions.
Upon construction of the project, it was apparent that adjustments had to be made to keep grades and slopes compliant with ADA standards. These adjustments include modifying ramps, modifying limits of sidewalks and driveways, and excavating and replacing more asphalt on the adjacent streets to achieve an acceptable slope to match the curb ramps.
If these adjustments were not made, the project would not meet required ADA standards. This work was necessary not only to meet the intent of the project, but also to satisfy the expectations of the community.
The Director of the Department of Public Works and Planning (Director) is authorized to execute contract change orders up to 10 percent of the first $250,000, plus 1 percent of the contract amount in excess of $250,000. This project was awarded for $257,843, which sets the Director’s maximum change orders cap at $25,078. Since this change order exceeds this maximum, the Board Chairman must execute this change order.
REFERENCE MATERIAL:
BAI #43, September 27, 2016
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Contract Change Order No. 1
CAO ANALYST:
John Hays