HomeMy Public PortalAbout2020-02-25 Item 5CITY COUNCILAGENDA REPORTIT0^^<<.^<;s^a0CITY OF MILLBRAE621 Magnolia AvenueMiIIbrae, CA 94030SUBJECT: Resolution Ratifying Contract Change OrderNo. 3 and No. 4 to the Agreement withInterstate Grading & Paving, Inc. for a TotalContract Cost of $545,233; Accepting theTaylor Middle School Safe Route to Schooland Green Infrastructure Pilot Project asComplete and Filing of Notice ofCompletionATTACHMENTS: (1) ResolutionReport No. Co'4'2-'^-For Agenda of: February 25, 2020Department: Public Works2—_Originator:Approve^fJaoBudget ActionYes:No: X"c-^Finance Review: _N/AREPORT TYPE: ACTION X INFORMATIONALITEM TYPE: CONSENT X PUBLIC HEARWG EXISTING BUSINESSNEW BUSINESSRECOMMENDATION:Staff recommends that the City Council adopt a resolution:1. Ratifying Contract Change Order No. 3 and No. 4 to the agreement with Interstate Grading &Paving, Inc. for a total contract cost of $545,233; and2. Accepting the Taylor Middle School Safe Route to School and Green Infrastructure Pilot Projectas complete; and3. Authorizing filing of a Notice of Completion with the San Mateo County Clerk.BACKGROUND:On March 26, 2019, the City Council adopted Resolution No. 19-23 awarding a constmction contract toInterstate Grading & Paving, Inc. (Contractor) in the amoimt of $470,270 for the Taylor Middle SchoolSafe Route to School and Green Infrastructure Pilot Project (Project) and approving a projectcontingency of $70,000.A Notice to Proceed was issued to the Contractor on July 2, 2019. The Contractor began work soonafter issuance of the Notice to Proceed and has successfully completed all work, including installation ofthree (3) pedestrian green infrastructure bulb-outs with irrigation system; the removal and replacementof approximately 1,300 square feet of concrete sidewalk and three (3) new American with DisabilitiesAct (ADA) curb ramps; and replacement of approximately 300 linear feet of concrete curb and gutter. Inaddition, the Contractor also installed new traffic signage and striping and repaved the intersection ofAshton Avenue and Taylor Boulevard.During the construction phase, four (4) contract change orders were issued for adjustments in pavementrepair limits to include the intersection of Ashton Avenue and Taylor Boulevard, addition of crosswalkstriping, unforeseen utility conflicts, and replacement of trees. These change orders resulted in a totalproject cost change of $74,963.Page 1 of 216297112,1
The Public Works Director authorized Contract Change Order No. 3 and No. 4 at that time with theintention to return to the City Council to ratify the contract since Change Order No 3 and No. 4exceeded the fiscal authority granted by the City Council by $4,963. Staff considered initiating a newproject to address the additional sidewalk and pavement repair; however, given the low dollar value ofthe final changes, the risk of leaving the sidewalks unrepaired as well as poor pavement condition duringa potentially lengthy procurement process, and the additional costs associated with procuring this work,staff determined that it was in the best interest of the City to complete the work using the Contractor.Staff performed the Project's final inspection and determined that all work has been satisfactorilycompleted in accordance with the project plans and specifications. Staff recommends that the CityCouncil accept the project as complete and authorize filing of a Notice of Completion with the SanMateo County Clerk.FISCAL IMPACT:There is no fiscal impact to this action. The Project was partially funded by a $212,000 grant receivedfrom C/CAG. A summary of the Project costs is outlined below. The final cost of the Project is slightlyabove the Council approved budget (with contingency) of $540,270 by $4,963 which will be funded byunexpended Capital Improvement Program fund balance. No budget amendment is required.Original Construction CostIncreases:Contract Change Order No. 01Contract Change Order No. 02Contract Change Order No. 03Contract Change Order No. 04$470,270$10,549$45,664$14,091$4,659Final Construction Cost with Change Order$545,233COUNCIL ACTION:1. Ratifying Contract Change Order No. 3 and No. 4 to the agreement with Interstate Grading &Paving, Inc. for a Total Contract Cost of $545,233; and2. Adopt a resolution accepting the Taylor Middle School Safe Route to School and GreenInfrastructure Pilot Project as complete; and3. Authorizing filing of a Notice of Completion with the San Mateo County Clerk.Page 2 of 216297112.1
CITY OF MILLBRAE, COUNTY OF SAN MATEOSTATE OF CALIFORNIA***RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MILLBRAEACCEPTING THE TAYLOR MIDDLE SCHOOL SAFE ROUTE TO SCHOOLAND GREEN INFRASTRUCTURE PILOT PROJECT AS COMPLETE ANDAUTHORIZING THE FILING OF A NOTICE OF COMPLETION WITH THESAN MATEO COUNTY CLERKWHEREAS, on March 26, 2019, the City Council adopted Resolution No. 19-23awarding a constmction contract to Interstate Grading & Paving, Inc. (Contractor) in theamount of $470,270 for the Taylor Middle School Safe Route to School and GreenInfrastmcture Pilot Project (Project) and approving a project contingency of $70,000; andWHEREAS, a Notice to Proceed was issued to the Contractor on July 2, 2019, andwork began work soon thereafter; andWHEREAS, Contractor has successfully completed all contract work, installedthree (3) pedestrian green infrastructure bulb-outs with three (3) ADA ramps and irrigationsystem within the bulb-outs, replaced 1,300 square feet of concrete sidewalk and 300 linearfeet of concrete curb and gutter, and installed new traffic signage and striping; andWHEREAS, four (4) change orders totaling $74,963 were issued for adjustmentsin pavement repair limits, unforeseen utility conflicts, and replacement of trees; andWHEREAS, staff performed the final inspection on the Project and determined allwork has been satisfactorily completed with the Project plans and specifications; andWHEREAS, staff recommends that the City Council ratify Contract Change OrderNo. 3 and No. 4, which exceeded the previously authorized contract contingency; andWHEREAS, staff also recommends that the City Council accept the Project ascomplete and authorize the filing of a Notice of Completion with the San Mateo CountyClerk.NOW, THEREFORE BE IT RESOLVED THAT THE CITY COUNCIL OFTHE CITY OF MILLBRAE ratifies Contract Change Order No. 3 and No. 4; andBE IT FURTHER RESOLVED that the City Council of the City of Millbraeaccepts the Taylor Middle School Safe Route to School and Green Infrastructure PilotProject as complete;16297129.1
AND BE IT FURTHER RESOLVED that the City Council of the City ofMillbrae authorizes the filing of the Notice of Completion with the San Mateo CountyClerk.REGULARLY PASSED AND ADOPTED this 25th day ofFebmary, 2020.MayorATTEST:City Clerk16297129.1