Title
a. Authorize the Resource Management Agency Director of Public Works to approve Change Order No. 5 in an amount not to exceed $30,000 to Contract No. A-12438 with Don Chapin Company, Inc. for the Chualar Sanitary Sewer Rehabilitation Project No. 093-45 to provide funding for additional Contract Change Order No. 5 "Monitoring Well Replacement" ; and
b. Authorize an increase of $5,990 to the contract contingencies corresponding to 10% of the original contract value for total contingency of $17,970.
Report
RECOMMENDATIONS:
It is recommended that the Board of Supervisors acting on behalf of County Service Area No. 75 - Chualar:
:
a. Authorize the Resource Management Agency Director of Public Works to approve Change Order No. 5 in an amount not to exceed $30,000 to Contract No. A-12438 with Don Chapin Company, Inc. for the Chualar Sanitary Sewer Rehabilitation Project No. 093-45 to provide funding for additional Contract Change Order No.5 "Monitoring Well Replacement"; and
b. Authorize an increase of $5,990 to the contract contingencies corresponding to 10% of the original contract value for total contingency of $17,970.
SUMMARY/DISCUSSION:
This board action will provide authorization to initiate Change Order No.5 in the amount of $30,000.00 on project No. 093-45 for The Don Chapin Company to proceed in hiring a sub-contractor to replace the Chualar monitoring well per project plans and specifications which were previously approved by the Board on March 25, 2014 for Project No. 093-46.
On March 19, 2013, the Board of Supervisors was presented with a list of recommended project allocations which included a funding request of $200,000 for improvements to the Chualar Sanitary Sewer System. On March 25, 2014, the Board adopted Plans and Special Provisions for the Chualar Sanitary Sewer Rehabilitation; Project No. 093-45 as well as Plans and Special Provisions for the Chualar Monitoring Well Replacement Project No. 093-46. On April 22, 2014, the Board awarded a contract for the Project No. 093-45 to The Don Chapin Company, Inc., the lowest responsible bidder in the amount of $59,900. However, no bids were received for Project No. 093-46. The Engineer's Estimate for Project No. 093-46 was $20,000. Since there were no responsive bidders for Project No. 093-46, this work is being added to the approved Project No. 093-45.
On June 24, 2014, the Board of Supervisors approved an increase to the contingency with The Don Chapin Company, Inc., for the Chualar Sanitary Sewer Rehabilitation, Project No. 093-45, by an amount of $45,000 to provide funding for additional approved Contract Change Order No. 3 and increased contingency by 10% of the original Contract No. A-12438 from $5,990 to $11,980. The work for Contract Change Orders No. 3, 4 and 5 will be done concurrently by The Don Chapin Company, Inc., to allow for the work to be done in a more efficient and cost-effective manner. Approval of the above actions will provide for the installation of a new monitoring well for the sanitary sewer system and increase contingencies from $11,980 to $17,970.
OTHER AGENCY INVOLVEMENT:
The Office of the County Counsel, and Contracts/Purchasing, attended the bid opening and reviewed the low bid for conformance with applicable regulations. The Office of the County Counsel has reviewed the contract documents. Economic Development Department (EDD) staff has reviewed the suggested changes for consistency with Community Development Block Grant (CDBG) Program requirements and has recommended that the increased construction funding be used to match the grant funding
FINANCING:
There is no impact to the General Fund. In November 2012, the County of Monterey received notification of Urban County Status for entitlement purposes by the U. S. Department of Housing and Urban Development (HUD) for participation in the CDBG Program for Fiscal Years (FY) 2013-2014 and 2014-2015. Sufficient funds have been appropriated in FY 2014-15 within EDD Fund 013-1070-8200 for this project. The project amounts identified in the summary/discussion are sufficient to cover all the estimated costs for the recommended project scope, including design, construction, and project management. Pursuant to the terms of the Amendment to the CDBG Subrecipient Agreement between EDD and Resource Management Agency -Public Works, which is locally administered through EDD, all eligible costs must be incurred by December 31, 2014 and all requests for payment must be submitted to EDD by February 15, 2015. Therefore, time is of the essence to complete this project by December 31, 2014 to meet CDBG funding requirements.
Prepared by: Enrique Saavedra, Senior Civil Engineer, (831) 755-8970
Approved by:
_________________________________________
Robert K. Murdoch, P.E., Director of Public Works
________________________________________
Benny Young, RMA Director
Dated: September 29, 2014
Attachments: Projects Budget; Contract Change Order No. 5; Contract Change Order Nos. 1-4; Location Map