DATE: June 20, 2017
TO: Board of Supervisors
SUBMITTED BY: Steven E. White, Director
Department of Public Works and Planning
SUBJECT: Change Order for Contract 15-08-C, San Joaquin River Parkway, Lost Lake Campground Improvements, Avison Construction, Inc.
RECOMMENDED ACTION(S):
TITLE
Authorize the Chairman to execute a contract change order for Contract No. 15-08-C, San Joaquin River Parkway, Lost Lake Campground Improvements to Avison Construction Inc., which will increase the contact amount by $84,282.78.
REPORT
Approval of the recommended action will authorize contract changes necessary to complete renovations to the Lost Lake Campgrounds, including providing ADA accessibility, due to field conditions which were not totally reflected on the contract plans. The proposed change order exceeds the authorized Director’s limit of $40,848 and will increase the total amount of the contract to $651,244.78.
ALTERNATIVE ACTION(S):
Staff has identified no viable alternative action for the first recommended action. Declining to approve the first recommended action would delay the close out of the project.
FISCAL IMPACT:
There is no Net County Cost associated with the recommended actions. The subject project is funded through a grant from the State of California, Wildlife Conservation Board (WCB). Appropriations for the Lost Lake Campground Improvements construction are available in FY 2014-15 Capital Projects - Grants, Org 1912.
DISCUSSION:
On January 29, 2013, the Board authorized execution of Agreement 13-060 with the WCB, which allowed the County to receive up to $1,403,000 in grant funds to proceed with improvements to the campgrounds located at Lost Lake. The project will improve the recreational vehicle and tent camping facilities.
On May 10, 2016, the Board authorized the awarding of Contract No. 15-08-C, San Joaquin River Parkway, Lost Lake Campground Improvements to Avison Construction Inc., in the total amount of $566,962. Additionally the Director of Public Works or his designee was authorize to execute Contract Change Orders up to $40,848.10, which is approximately 7.20 percent of the total contract construction cost.
The project, which is nearly completed, includes the following:
• Improved vehicle flow and vehicle accessibility through the campground by removing the narrow dirt median islands on the river side of the camping area;
• Repaving the asphalt road within the campground and the parking lot area of the adjacent restroom;
• Improving the existing RV area by grading and adding additional decomposed granite to the existing decomposed granite and moving locations of the existing water spigots to each new RV site;
• Remodeling two campsites to make them ADA accessible for camping and restroom access; and
• Add ADA-placard parking for visitors to access the future, adjacent Fish Hatchery trail.
• Removal of trees causing damage to roadways;
• Removal of an existing restroom;
• Purchase and Installation of two shade structures and a prefabricated bathroom both of which were installed by the supplier’s licensed contractors.
• Replacement of concrete pads for picnic tables and installation of fire rings; and
• The installation of approximately 900 feet of chain link fence along Belcher Avenue to mitigate illicit entry into the campground and prevent illegal dumping.
The Lost Lake Campground Improvements project experienced cost overruns largely related to the demolition and repaving the campground’s roadway. The age and condition of the campground’s original roadway made it difficult for the consulting engineers to provide an accurate estimate for materials, equipment and labor costs to repair/replace it. As a result, the general contractor’s actual paving costs were higher than what was originally quoted. To support his claim, the contractor provided certified weigh tags for the amounts of materials (e.g., base rock, asphalt, paving fabric, etc.) delivered and installed for this project.
To verify the general contractor’s claims, County staff, the engineering consultant, and the general contractor met at the job site and conducted field measurements. The contractor’s supporting information was also evaluated by the engineering consultant to assure the amounts of materials installed were consistent with project specifications. County’s staff, in consultation with the engineering consultant, then negotiated with general contractor for services and materials that could be verified. The change order to complete the project exceed the 7.2 percent of the total contract construction cost limits the Director is authorized to execute. Approval of the recommended action will authorize the Chairman to execute Contract Change Order of $84,282.78. County staff have advised the WCB of the proposed Contract Change Order; there is sufficient funding in the existing WCB agreement to cover the increased amount to the general contractor’s agreement.
REFERENCE MATERIAL:
BAI #57, May 10, 2016
BAI #62, July 14, 2015
BAI #45, May 19, 2015
BAI #44, June 3, 2014
BAI #23, January 29, 2013
Environmental Review No. 6602, September 7, 2012
BAI #20, June 11, 1991
ATTACHMENTS INCLUDED AND/OR ON FILE
On file with Clerk - Contract Change Order
CAO ANALYST:
John Hays