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11-0621_PAULUS ENGINEERING, INC_Agenda Report_D12=An - •rte TO: Karen P. Brust, City FROM: Nasser Abbaszadeh, Public Works Director 3/6/2012 SUBJECT: Consideration of Change Order No. 1 and Notice of Completion for the San Juan Creek Road Utilities Extension Project (CIP No. 11202) (Paulus Engineering, Inc.) RECOMMENDATIONS: By motion, 1. Approve Change Order No. 1 to the San Juan Creek Road Utilities Extension Construction Contract with Paulus Engineering, Inc. in the amount of $12,573.78; and, 2. Adopt a Resolution approving a Notice of Completion for the San Juan Creek Road Utilities Extension; and, 3. Direct the City Clerk to process recording of the notice; and, 4. Authorize staff to release the retention in the amount of $27,131.88, thirty-five days after recordation. SITUATION: Summary and Recommendation: On March 1, 2011, City Council approved the plans and specifications for the San Juan Creek Road Utilities Extension Project (CIP No. 11202). The scope of work on the project was to extend the water, non-domestic water and sewer lines from the easterly end of San Juan Creek Road to the newly acquired East Open Space (Location Map Attachment 1). On June 21, 2011, City Council awarded the construction contract for the San Juan Creek Road Utilities Extension Project (CIP No. 11202) to Paulus Engineering, Inc. (Paulus) in the amount of $258,745. Paulus commenced construction on July 26, 2011, and substantially completed work on October 17, 2011, The City requested that Paulus perform some additional work, delaying final completion until December 5, 2011. AGENDA REPORT Paae 2 March 6, 2012 During the construction of the three pipelines, a number of unforeseen construction issues came to light. In particular, the existing Kinder Morgan Fuel Line was actually deeper than shown on the as -built plans. Staff worked with the contractor to come up with a new alignment that allowed the new sewer to safely clear the fuel line. The City also requested that the contractor perform additional work, including the rebuilding of the fence and access gate at the end of San Juan Creek Road and installation of a new water service for Blenheim Farms (the water service interfered with the new sewer alignment). These additional items were added to the scope of work for the project (Attachment 2). The total cost of Change Order No. 1 is $12,573.78. This represents a 5% increase to the project cost and is within the 10% contingency previously approved by City Council. This item was previously presented for City Council approval on February 7, 2012. At that meeting a number of issues regarding the project were brought before the City Council by two concerned residents. The main items of discussion were: • Pipe, fittings and other materials were left on the jobsite. • Saw cut areas near the intersection of San Juan Creek Road and Camino Chico were left unsealed. • The newly installed gate at the end of San Juan Creek Road did not meet the Orange County Fire Authority access requirements. • "No Parking" signage at the end of San Juan Creek Road is improper. The fittings and saw cuts were anticipated to be utilized in the construction of a sewer upsizing project by Rancho Mission Viejo/Santa Margarita Water District between Camino Chico and Camino Lacouague. As Rancho Mission Viejo has now decided on a different option for servicing its developments, staff has had the materials removed from the area for future use. The saw cuts lines have been sealed. The Orange County Fire Authority has performed a site review of the access gate. The gate meets standards for access into open space areas (Attachment 5, email from OCFA inspectors). The City's Senior Engineer in charge of traffic, has reviewed the "No Parking" sign placement and has approved the location. Staff recommends approval of Change Order No. 1 (Attachment 2) and a Resolution adopting the Notice of Completion (Attachments 3 and 4) for the San Juan Creek Road Utilities Extension Project (CIP No. 11202). COMMISSION/BOARD REVIEW AND RECOMMENDATIONS: An update was presented to the Utilities Commission on this project at their January 17, 2012, meeting. They provided no comments or additional direction at that time. AGENDA REPORT Paae 3 FINANCIAL CONSIDERATIONS: March 6, 2012 The San Juan Creek Road Utilities Extension Project is a part of the East Open Space Improvements (CIP No. 11202). The Fiscal Year 2011/2012 revised budget for CIP No. 11202 is $785,732.81. The $271,318.78 total construction cost is within the amount approved by City Council at the time of the award of the contract and is covered by the project budget. NOTIFICATION: (e-mail notification) Paulus Engineering, Inc. Ian Smith Clint Worthington RECOMMENDATIONS: By motion, 1. Approve Change Order No. 1 to the San Juan Creek Road Utilities Extension Construction Contract with Paulus Engineering, Inc. in the amount of $12,573.78; and, 2. Adopt a Resolution approving a Notice of Completion for the Sar} Juan Creek Road Utilities Extension; and, 3. Direct the City Clerk to process recording of the notice; and, 4. Authorize staff to release the retention in the amount of $27,131.88, thirty-five days after recordation. Respectfy)submitted, Prepa �t�er AAaszadeh, P.E.�� doe Mankawich lic Works Director Associate Engineer 7 Attachments: 1. Location Map 2. Change Order No.1 3. Notice of Completion 4. Completion Resolution 5. Orange County Fire Authority Email City of San Juan Capistrano Project Location I 7 NIP r o I HO., pr onrrr Rr t p g <a Utilities Extension e� ��,� +.5y• H{a eQ� a a mFt,, rr ON $ , tl.7Q �g r�'I 5C7J. rrrU 4V � vp* (+ q L O t`gFrilas o G� b# aid O� r +o" W $n l o c Rim., 1S` r�p 4°+r�r }� ZdisGf. A" ,ti r D*I Aviarr .vt O oer yr 6 —,-""'pt iWaorwt Or Balls illi vn �r ,- �' en acrapuwrr ;�:,�M1 Y 400 h Oak Norte +i r r"'. et N W+ s 0 1,500 3,000 6,000 --- ATTACHMENT' 1 fir � +e`� L Lxf prtI' a atraMD M Ps t r"'. et N W+ s 0 1,500 3,000 6,000 --- ATTACHMENT' CITY OF SAN JUAN CAPISTRANO San Juan Creek Road Extension (CIP 11202) Contract Change Order No. 1 January 12, 2012 CONTRACTOR: Paulus Engineering, Inc. This Change Order covers changes to the subject contract as described herein. The Contractor shall perform all work as necessary or required to complete the Change Order items for the prices agreed upon between the Contractor and the City. The additional work contained within this Change Order can be performed incidental to the prime work and within the time allotted for the original Contract and any extensions to the Contract Time made by this and all previously issued Change Orders, if any. It is therefore mutually agreed that the number of calendar days extension of time, if any, provided for in this Change Order is required for the change of work provided herein, and that no direct or indirect, incidental or consequential costs, expenses, losses or damages have been or will be incurred by Contractor, except as expressly granted and approved by this Change Order and, further, that the payment under this Change Order is the final and complete compensation for the subject work. In accordance with the contract provisions, the following changes in the contract and/or contract work are hereby authorized and as compensation, the following additional to or deductions from the contract price are hereby approved. 1) Cost to provide 12 foot deep pothole to accurately locate the Kinder Morgan Fuel Line crossing located at the end of the San Juan Creek Road Right -of -Way. Total Cost: $3,554.88 Add Two Days 2) Cost to remove and dispose of Acacia Shrubs to provide access to new sewer alignment. Total Cost: $1,272.62 Acid One Day 3) Cost to realign sewer per revised plans, including placement of sewer at additional depth. Total Cost: $1,784.42 Add Five days 1 Attachment 2 4) Cost for additional street work at the intersection of San Juan Creek Road and Camino Chico, including survey and asphalt work, installation of new water service. Total Cost: $5,961.86 San Juan Creek Road Utility Extension Contract Change Order No. 1 The Contract Cost was $258,745.00 The cost of this Change Order is: $12,573.78 The revised cost of this project is: $271,318.78 The Contractor agrees to furnish all labor and materials and to perform all necessary work required to complete the tasks associated with this Order. This document will become a supplement to the contract and all provision will apply hereto. It is understood that the Change Order shall become effective when approved by the City. RECOMMENDED: Joe Mankawich, Associate Engineer Date APPROVED. Contractor, Paulus Engineering, Inc. Date Nasser Abbaszadeh, Director of Public Works Date Karen P. Brust, City Manager 04, Date RECORDED AT REQUEST OF AND RETURN TO: City of San Juan Capistrano City Clerk's Office 32400 Paseo Adelanto San Juan Capistrano, CA 92675 RECORDING FEES EXEMPT DUE TO GOVERNMENT CODE SECTION 6103 Maria Morris, City Clerk San Juan Capistrano, CA NOTICE OF COMPLETION NOTICE IS HEREBY GIVEN that a contract was heretofore awarded by the City of San Juan Capistrano to Paulus Engineering Inc. of Anaheim, CA for the construction of the San Juan Creek Road Utilities Extension (CIP 11202). That said work was completed on December 5, 2011, by said company according to plans and specifications and to the satisfaction of the City Engineer of the City of San Juan Capistrano, and that said work was accepted by the City Council of the City of San Juan Capistrano, as the owner, 32400 Paseo Adelanto, San Juan Capistrano, California 92675, at a regular meeting thereof held on the 6th day of March, 2012, by Resolution No. 12-03-06-. That upon said contract, North American Specialty was surety for the bonds given by the said company as required by law. Dated at San Juan Capistrano, California, this 6th day of March, 2012. Maria Morris, City Clerk City of San Juan Capistrano STATE OF CALIFORNIA ) COUNTY OF ORANGE ) ss. CITY OF SAN JUAN CAPISTRANO ) 1, MARIA MORRIS, the duly appointed and qualified City Clerk of the City Council of the City of San Juan Capistrano, California, DO HEREBY CERTIFY, under penalty of perjurythat 1) I have read the foregoing document and know the contents thereof, and the facts therein state are true of my own knowledge; 2)1 declare the forgoing is true and correct; and 3) the foregoing Notice of Completion was duly and regularly ordered to be recorded in the Office of the Orange County Recorder by said City Clerk. Dated at San Juan Capistrano, California, this 6th day of March, 2012. Maria Morris, City Clerk City of San Juan Capistrano Attachment 3 RESOLUTION NO. 12-03-06 A RESOLUTION OF THE CITY OF SAN JUAN CAPISTRANO, CALIFORNIA, DETERMINING COMPLETION OF WORK IN ACCORDANCE WITH APPROVED PLANS AND SPECIFICATIONS FOR THE CONSTRUCTION OF THE SAN JUAN CREEK ROAD UTILITIES EXTENSION PROJECT WHEREAS, on June 21, 2011, the City of San Juan Capistrano entered into a contract with Paulus Engineering, Inc., providing for the construction of the San Juan Creek Road Utilities Extension improvements, and WHEREAS, the City Engineer has evaluated the final quantities and cost figures for said project and recommends approval. NOW, THEREFORE, BE IT RESOLVED, by the City of San Juan Capistrano as follows: SECTION 1. That the work required to be performed by said Contractor has been completed. SECTION 2. That the total cost of said work is in the amount of $271,318.78. SECTION 3. That the work is hereby accepted and approved. SECTION 4. That the City Clerk is directed to forthwith forward a "Notice of Completion" to the County Recorder of the County of Orange for recording. PASSED, APPROVED, AND ADOPTED this 6th day of March, 2012. ATTEST. MARIA MORRIS, CITY CLERK LARRY KRAMER, MAYOR Attachment 4 From: Nasser Abbaszadeh Sent: Tuesday, February 14, 2012 3:25 PM To: `Bass, Kevin' Cc: Robinson, Rick; Ewan, George; Joe Mankawich Subject: RE: Via Cerro Rebal and San Juan Creek Gates Excellent, many thanks Kevin, Public Works Department ent Mission Statement „Te enhance the quality of life and preserve the City`s heritage and chaiTn through tirnely response, effective design, environmental sensitivity, and infrastructure maintenance. 09 From: Bass, Kevin [mailto: Kevin Bass@ocfa.org] Sent: Tuesday, February 14, 2012 3:09 PM w To: Nasser Abbaszadeh Cc: Robinson, Rick; Ewan, George Subject: RE: Via Cerro Reba[ and San Juan Creek Gates Masser, I spoke with George Ewan this afternoon, and he is not requesting any changes or improvements to current OCFA access into open space areas within San Juan Capistrano. The gate on Via Cerro Reba[ meets 0CFA's access needs in the open space area, and OCFA has other entry paints from Ortega Highway and Ave. La Pata. to access the open space areas that is served by the San Juan Creek gate. Hope this settles the issue/question regarding these gates. Thanks, Kevin From: Bass, Kevin Sent: Tuesday, February 14, 2012 10:23 AM To: 'Nasser Abbaszadeh' Cc: Robinson, Rick; Ewan, George Subject: RE: Via Cerro Reba[ and San Juan Creek Gates Hi Nasser, In response to the issue for gate widths for both Via Cerro Reba[ and San Juan Creek Road, neither gates are considered access ways for a fire lane, which is required to allow fire apparatus to park within 150 feet of all points of a structure for fire -fighting purposes. Since these gates lead to open space areas and do not provide all weather road access to structures, they are not considered a fire lane and not subject to the design criteria mentioned earlier by Mr. Worthington. However, l will coordinate with our Wildland Defense Planner, George Ewan, to determine if the existing gates are sufficient for OCFA access into the open space areas and if the turning radius for entry at Via Cerro Rebal/Flagpole Hill trail is adequate for responding vehicles. Thanks, Kevin Bass Assistant Fire Marshal OCFA Fire Prevention (949) 347-2242 ATTACHMENT 5