PPW Job #13-28 Retaining Wall RepairsMEETING DATE: 09/02/14
ITEM NO: q
os stio COUNCIL AGENDA REPORT
DATE: AUGUST 21, 2014
TO: MAYOR AND TOWN COUNCIL
FROM: GREG LARSON, TOWN MANAGER
SUBJECT: PPW JOB NO. 13 -28 — RETAINING WALL REPAIRS PROJECT 815 -9930
A. AUTHORIZE THE TOWN MANAGER TO EXECUTE A FIRST
AMENDMENT TO THE CONSTRUCTION CONTRACT WITH
CASEY CONSTRUCTION, INC. IN AN AMOUNT NOT TO EXCEED
$184,316 TO ALLOW FOR THE INSTALLATION OF ADDITIONAL
RETAINING WALLS.
B. AUTHORIZE STAFF TO EXECUTE FUTURE CHANGE ORDERS ON
THE FIRST AMENDMENT TO THE CONSTRUCTION CONTRACT,
AS NECESSARY, IN AN AMOUNT NOT TO EXCEED $20,000.
RECOMMENDATION:
1. Authorize the Town Manager to execute a First Amendment the construction contract with
Casey Construction, Inc. in an amount not to exceed $184,316 to allow for the installation of
additional retaining walls.
2. Authorize staff to execute future change orders on the First Amendment to the construction
contract, as necessary, in an amount not to exceed $20,000.
BACKGROUND:
The Town's adopted FY 2013/14 - 2017/18 Capital Improvement Program (CIP) Budget
designates funding for infrastructure construction projects. This is consistent with the Town's
goals to improve public safety and improve the quality of Town parks, streets, and facilities. As
part of the CIP budget, the Town funds yearly CIP projects replacing failing retaining walls.
On January 9, 2014, the Town Council approved the plans and specifications for the FY
2013/2014 CIP Retaining Wall Repairs project to repair several failed retaining walls along
Hicks Road, Jackson Street and Phillips Avenue. The plans and specifications showed
replacement of two retaining walls on Jackson Street as add alternates to the contract.
PREPARED BY: MATT MORLEY zz z ' ` "' `
Director of Parks and Public Works ( J
Reviewed by: Lfr Assistant Town Manager Town Attorney
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -28 — RETAINING WALL REPAIRS PROJECT 815 -9930
AUGUST 21, 2014
BACKGROUND (cont'd):
Bids for the Retaining Wall Repairs project were received on March 19, 2014. On March 26,
2014, the Town Council authorized the Town Manager to execute a construction contract for
$332,163 with the lowest responsive bidder, Casey Construction. The add alternates, the two
replacement Jackson Street retaining walls, were not awarded at the March 26 Council meeting.
Staff initially desired to package the construction of these walls in a separate contract, along with
a third replacement wall along Jackson Street, which was under design but not yet complete.
DISCUSSION:
Since the award of the contract to Casey Construction in March, the locations specified for the
two replacement retaining walls on Jackson Street, as included previously in the contract add
alternate bid items, have exhibited unanticipated degradation, including undermining of the
asphalt pavement. Based on these new circumstances, staff recommends replacement of these
walls before the upcoming rainy season due to concerns that the water runoff will continue to
undermine the pavement, which could lead to road instability, and public safety issues.
Casey Construction was the lowest responsible bidder on the project and they are currently
completing the retaining wall work that was awarded through the construction contract last
March. Their previous bid for the add alternate retaining walls on Jackson Street was $184,316,
which was below the engineer's estimate for this work.
CONCLUSION:
Staff recommends that the Town Council authorize the Town Manager to execute a First
Amendment to the construction contract with Casey Construction in an amount not to exceed
$184,316 to allow installation of additional retaining walls. Additionally, staff further
recommends that the Town Council authorize staff to execute future change orders on the First
Amendment, as necessary, in an amount not to exceed $20,000.
FISCAL IMPACT:
There are sufficient funds for this project as demonstrated on the table on the following page.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15301c). A Notice
of Exemption will not be filed.
PAGE
MAYOR AND TOWN COUNCIL
SUBJECT: PPW JOB NO. 13 -28 — RETAINING WALL REPAIRS PROJECT 815 -9930
AUGUST 21, 2014
FISCAL IMPACT (cont'd):
TOTAL EXPENDITURES BY CATEGORY:
Construction
184,316
Contingency 20,000
TOTALS $ 204,316
Attachment:
1. Bid Tabulation
RETAINING WALL REPAIRS
PROJECT 815 -9930
FY2014/15 Expended/
Proposed
Available Encumbered
Amendment
Available
_FY2014/15 Fiscal Impact
Budget To Date
Amount
Balance
411 - 815 -9930
$ 963,831 $ 346,229
$ 204,316
$ 413,286
TOTALS
$ 963,831 $ 346,229
$ 204,316
$ 413,286
TOTAL EXPENDITURES BY CATEGORY:
Construction
184,316
Contingency 20,000
TOTALS $ 204,316
Attachment:
1. Bid Tabulation
THIS PAGE
INTENTIONALLY
LEFT BLANK
a
�a
o
7 4r
T
bQi d
R �
ti C.
� d
a9
m
o' o
� 7
5
v
n
o A'
7
�i
0 6'
N d
b
R
R
�xo
� � O
A m
O � �
W A• A
A. y
R
0 n
a � o
n
S �
.w ^
pO
O
A
w
qqA
�T
ti
ATTACHMENT
THIS PAGE
INTENTIONALLY
LEFT BLANK