Adopt a Resolution Approving Contract Change Order #1 with Doug
12.3 “Placerville, a Unique Historical Past Forging into a Golden Future“ City Manager’s Report May 10, 2016 City Council Meeting Prepared by: Rebecca Neves, City Engineer Item #: 12.3 Subject: Adopt a Resolution: 1. Approving Contract Change Order #1 with Doug Veerkamp General Engineering, Inc., a credit in the amount of $175,894 for various items for the Western Placerville Interchange Phase 1B Project (CIP #41413); and 2. Approving a Consultant Services Agreement with REY Engineers, Inc. in an amount of $117,535.95 for Construction Management Services for the Western Placerville Interchange Phase 1B Project (CIP #41413) and authorizing the City Manager to execute the same. ___________________________________________________________________________ Background: The Western Placerville Interchanges Phase 1B project will complete Phase 1 of the overall interchange project inclusive of the following improvements: Construction of a sidewalk along the north side of Fair Lane between the existing sidewalk terminus at the County Government Center and the east end of the adjacent County Fair Plaza commercial center. Construction of eastbound and westbound bicycle lanes between the County Government Center and the east end of the adjacent commercial center. On March 22, 2016, City Council approved a construction contract with Doug Veerkamp General Engineering in an amount of $778,000 and a budget appropriation in the amount of $822,000. Since that time, City staff worked with the contractor on various items of contract work to capture value and reduce overall cost to the project (a.k.a. Value Engineering). Successful negotiations were able to yield a contract credit in the amount of $175,894, for a new contract total of $602,106. Discussion: With the approved budget appropriation on March 22, 2016, combined with the negotiated value engineering of the construction contract, staff was able to identify available budget of $219,894.00 and solicit proposals from the 3 qualified firms on the City’s on-call short list for Construction Management Services. Proposals were received from 3 qualified firms and upon review of scope of fee provided, staff selected REY Engineers, Inc. for construction management services of the Western Placerville Interchanges Phase 1B project. The submitted proposal is in the amount of $117,535.95. Budget Impact: At its meetings held on August 26, 2014, and March 22, 2016 the City Council appropriated $40,000 and $822,000 respectively in CMAQ funds for the Western Placerville Interchange, Phase 1B project (CIP #41413) for a total project budget of $862,000.
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12.3 To date the project has incurred the following encumbrances: Doug Veerkamp General Engineering, Inc. (Original Agreement) $ 778,000 Doug Veerkamp General Engineering, Inc. (Proposed Change Order No. 1) (175,894) REY, Inc. Construction Management Services (Proposed) 117,536 P.G.&E. (Utility Relocation) 31,162 John Driscoll, City Attorney 93 Mountain Democrat 185 Omni Means 1,140 Engineering Staff 16,732 Total $ 768,954
As you can see, the $768,954 in total encumbrances, including the proposed $117,536 construction management agreement with REY Engineers, Inc., is well within the $862,000 project budget. Options: 1. Approve CCO #1 with Doug Veerkamp General Engineering, Inc. and the Construction Management Agreement with REY Engineers, Inc. for the Western Placerville Interchange Phase 1B as recommended by staff. 2. Reject the proposed change order and construction management services agreement.
Recommendation: Adopt a Resolution: 1. Approving Contract Change Order #1 with Doug Veerkamp General Engineering, Inc., a credit in the amount of $175,894 for various items for the Western Placerville Interchange Phase 1B Project (CIP #41413); and 2. Approving a Consultant Services Agreement with REY Engineers, Inc. in the amount of $117,535.95 for Construction Management Services for the Western Placerville Interchange Phase 1B Project (CIP #41413) and authorizing the City Manager to execute the same.
__________________________________ Rebecca Neves, City Engineer
___________________________________ Pierre Rivas Development Services Director
_________________________________ M. Cleve Morris, City Manager
ATTACHMENTS: 1. Resolution 2. REY Scope and Fee
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RESOLUTION NO. ________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLACERVILLE APPROVING CONTRACT CHANGE ORDER #1 WITH DOUG VEERKAMP GENERAL ENGINEERING, INC., A CREDIT IN THE AMOUNT OF $175,894 FOR VARIOUS ITEMS AND APPROVING A CONSULTANT SERVICES AGREEMENT WITH REY ENGINEERS, INC. IN AN AMOUNT OF $117,535.95 FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE WESTERN PLACERVILLE INTERCHANGE PHASE 1B PROJECT (CIP #41413) WHEREAS, the City of Placerville has been engaged in the process of project development for improvements to the Placerville Drive interchange, and the Ray Lawyer Drive interchange, collectively known as the Western Placerville Interchanges Project; and WHEREAS, at its regular meeting of November 22, 2005, the City Council adopted California Environmental Quality Act (CEQA) Findings of Fact, certified the Environmental Impact Report, adopted a Mitigation Monitoring Plan, and selected Alternative D as the preferred project design; and WHEREAS, as City staff, Caltrans, and the project development team continued working on the project design, certain changes were identified as improvements over what was addressed in the 2005 EIR necessitating preparation of a Supplemental EIR (SEIR) in accordance with CEQA; and WHEREAS, at its regular scheduled meeting on June 24, 2014, City Council certified the Final Supplemental Environmental Impact Report, adopted the California Environmental Quality Act (CEQA) Findings of Fact, adopted the Project Mitigation Monitoring Plan, and Approved Modified Alternative D as the City’s preferred project design and directed staff to prepare plans, specifications, and estimates for the project; and WHEREAS, at its regular scheduled meeting on July 14, 2015, City Council authorized the staff to release construction contract documents for the Western Placerville Interchange Phase 1B project for public bidding. WHEREAS, the City received five bid proposals on October 23, 2015 and Doug Veerkamp General Engineering, Inc. was determined to be the lowest responsive and responsible bidder; and WHEREAS, the proposed construction contract in the amount of $778,000 is within the budget appropriation amount of $862,000 for the Phase 1B Project. WHEREAS, at its regular scheduled meeting on March 22, 2016, City Council approved a Construction Contract with Doug Veerkamp General Engineering, Inc. in the amount of $778,000 and approved a budget appropriation in the amount of $822,000 in Congestion Mitigation and Air Quality (CMAQ) funds for construction of the Western Placerville Phase 1B Project (CIP #41413).
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NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Placerville does hereby: 1. Approve Contract Change Order #1 with Doug Veerkamp General Engineering, Inc., a credit in the amount of $175,894 for various items for the Western Placerville Interchange Phase 1B Project (CIP #41413); and 2. Approve a Consultant Services Agreement with REY Engineers, Inc. in an amount of $117,535.95 for Construction Management Services for the Western Placerville Interchange Phase 1B Project (CIP #41413) and authorizing the City Manager to execute the same.
The foregoing Resolution was introduced at a regular meeting of the City Council of the City of Placerville held on May 10, 2016, by Councilmember __________________ who moved its adoption. The motion was seconded by Councilmember _____________________. The motion was passed by the following vote: AYES: NOES: ABSENT: ABSTAIN:
______________________________ Mayor Trisha Wilkins ATTEST:
______________________________ Regina O’Connell, Deputy City Clerk
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12.3 To date the project has incurred the following encumbrances: Doug Veerkamp General Engineering, Inc. (Original Agreement) $ 778,000 Doug Veerkamp General Engineering, Inc. (Proposed Change Order No. 1) (175,894) REY, Inc. Construction Management Services (Proposed) 117,536 P.G.&E. (Utility Relocation) 31,162 John Driscoll, City Attorney 93 Mountain Democrat 185 Omni Means 1,140 Engineering Staff 16,732 Total $ 768,954
As you can see, the $768,954 in total encumbrances, including the proposed $117,536 construction management agreement with REY Engineers, Inc., is well within the $862,000 project budget. Options: 1. Approve CCO #1 with Doug Veerkamp General Engineering, Inc. and the Construction Management Agreement with REY Engineers, Inc. for the Western Placerville Interchange Phase 1B as recommended by staff. 2. Reject the proposed change order and construction management services agreement.
Recommendation: Adopt a Resolution: 1. Approving Contract Change Order #1 with Doug Veerkamp General Engineering, Inc., a credit in the amount of $175,894 for various items for the Western Placerville Interchange Phase 1B Project (CIP #41413); and 2. Approving a Consultant Services Agreement with REY Engineers, Inc. in the amount of $117,535.95 for Construction Management Services for the Western Placerville Interchange Phase 1B Project (CIP #41413) and authorizing the City Manager to execute the same.
__________________________________ Rebecca Neves, City Engineer
___________________________________ Pierre Rivas Development Services Director
_________________________________ M. Cleve Morris, City Manager
ATTACHMENTS: 1. Resolution 2. REY Scope and Fee
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RESOLUTION NO. ________ RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PLACERVILLE APPROVING CONTRACT CHANGE ORDER #1 WITH DOUG VEERKAMP GENERAL ENGINEERING, INC., A CREDIT IN THE AMOUNT OF $175,894 FOR VARIOUS ITEMS AND APPROVING A CONSULTANT SERVICES AGREEMENT WITH REY ENGINEERS, INC. IN AN AMOUNT OF $117,535.95 FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE WESTERN PLACERVILLE INTERCHANGE PHASE 1B PROJECT (CIP #41413) WHEREAS, the City of Placerville has been engaged in the process of project development for improvements to the Placerville Drive interchange, and the Ray Lawyer Drive interchange, collectively known as the Western Placerville Interchanges Project; and WHEREAS, at its regular meeting of November 22, 2005, the City Council adopted California Environmental Quality Act (CEQA) Findings of Fact, certified the Environmental Impact Report, adopted a Mitigation Monitoring Plan, and selected Alternative D as the preferred project design; and WHEREAS, as City staff, Caltrans, and the project development team continued working on the project design, certain changes were identified as improvements over what was addressed in the 2005 EIR necessitating preparation of a Supplemental EIR (SEIR) in accordance with CEQA; and WHEREAS, at its regular scheduled meeting on June 24, 2014, City Council certified the Final Supplemental Environmental Impact Report, adopted the California Environmental Quality Act (CEQA) Findings of Fact, adopted the Project Mitigation Monitoring Plan, and Approved Modified Alternative D as the City’s preferred project design and directed staff to prepare plans, specifications, and estimates for the project; and WHEREAS, at its regular scheduled meeting on July 14, 2015, City Council authorized the staff to release construction contract documents for the Western Placerville Interchange Phase 1B project for public bidding. WHEREAS, the City received five bid proposals on October 23, 2015 and Doug Veerkamp General Engineering, Inc. was determined to be the lowest responsive and responsible bidder; and WHEREAS, the proposed construction contract in the amount of $778,000 is within the budget appropriation amount of $862,000 for the Phase 1B Project. WHEREAS, at its regular scheduled meeting on March 22, 2016, City Council approved a Construction Contract with Doug Veerkamp General Engineering, Inc. in the amount of $778,000 and approved a budget appropriation in the amount of $822,000 in Congestion Mitigation and Air Quality (CMAQ) funds for construction of the Western Placerville Phase 1B Project (CIP #41413).
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NOW THEREFORE, BE IT RESOLVED, that the City Council of the City of Placerville does hereby: 1. Approve Contract Change Order #1 with Doug Veerkamp General Engineering, Inc., a credit in the amount of $175,894 for various items for the Western Placerville Interchange Phase 1B Project (CIP #41413); and 2. Approve a Consultant Services Agreement with REY Engineers, Inc. in an amount of $117,535.95 for Construction Management Services for the Western Placerville Interchange Phase 1B Project (CIP #41413) and authorizing the City Manager to execute the same.
The foregoing Resolution was introduced at a regular meeting of the City Council of the City of Placerville held on May 10, 2016, by Councilmember __________________ who moved its adoption. The motion was seconded by Councilmember _____________________. The motion was passed by the following vote: AYES: NOES: ABSENT: ABSTAIN:
______________________________ Mayor Trisha Wilkins ATTEST:
______________________________ Regina O’Connell, Deputy City Clerk
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