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HomeMy WebLinkAboutItem 2e - Accept Valve REplacement Project as Complete DATE: September 19, 2017 TO: Honorable Mayor and City Council FROM: Tom Tait, Public Works Services Director By: Eddie Chan, P.E., Principal Civil Engineer SUBJECT: ACCEPT ALL WORK PERFORMED BY T.E. ROBERTS, INC. FOR THE VALVE REPLACEMENT PROJECT ON SANTA ANITA AVENUE AS COMPLETE Recommendation: Approve SUMMARY On March 21, 2017, the City Council approved a contract with T.E. Roberts, Inc. in the amount of $251,242 for the Valve Replacement Project on Santa Anita Avenue. The terms and conditions of this project have been complied with and the work has been performed to the satisfaction of the Project Manager for a total project cost of $241,445.58. This amount reflects the original contract amount of $251,242 minus quantity changes totaling $9,796.42, or 3.9% less than the original contract amount. It is recommended that the City Council accept all work performed by T.E. Roberts, Inc. for the Valve Replacement Project on Santa Anita Avenue as complete, and authorize the final payment to be made in accordance with the contract documents, subject to retention of $12,072.28. DISCUSSION As part of the valve exercising program, valves in the water distribution system are regularly exercised and inspected to ensure that they will shut down in an emergency or for a planned shutdown. Valves that are broken or not working properly are then scheduled for replacement. Following analysis, it was determined that the 30-inch gate valves on Santa Anita Avenue between Duarte Road and Orange Grove Avenue were not fully operational and needed to be replaced. On March 21, 2017, the City Council approved a contract with T.E. Roberts, Inc. for the Valve Replacement Project. The work performed included excavating in the street and right of way on Santa Anita Avenue between Duarte Road and Orange Grove Avenue, removing two damaged 30-inch gate valves, and installing two new 30-inch butterfly Accept Valve Replacement Project September 19, 2017 Page 2 of 3 valves. During the course of work, the existing asphalt pavement thickness was found to be 13” instead of 8” as identified in the specifications, and an unforeseen gas main next to the trench required additional excavation and shoring. As a result, change orders were necessary and the City received credits for the removal of a few bid items that did not change the scope of the project. Below is a breakdown of contract change orders. CCO Description Amount 1. Deleted (80 SF) – Repair Storm Drain Local Depression ($8,064.00) 2. Deleted (36 LF) – Remove and Replace 8” Curb and Gutter ($3,420.00) 3. Deleted (9 LF) – Remove and Replace PCC 10”Curb Only ($3,510.00) 4. Additional – Excavation to Pothole for the 30” Water Main $1,290.30 5. Additional – Excavation and Shoring around the Gas Main $1,573.20 6. Additional – Asphalt Pavement 2,334.08 Total: ($9,796.42) The terms and conditions of this contract have been complied with and the work has been performed to the satisfaction of the Project Manager. T.E. Roberts, Inc. completed the work as defined in the project plans and specifications in an efficient and timely manner. FISCAL IMPACT Funds in the amount of $364,000 were budgeted in the Fiscal Year 2016-17 Capital Improvement Program for this project. The total cost for the Valve Replacement Project is $241,445.58. This amount reflects the original contract amount of $251,242 minus quantity changes totaling $9,796.42, or 3.9% less than the original contract amount. RECOMMENDATION It is recommended that the City Council accept all work performed by T.E. Roberts, Inc. for the Valve Replacement Project on Santa Anita Avenue as complete, and authorize the final payment to be made in accordance with the contract documents, subject to retention of $12,072.28. Accept Valve Replacement Project September 19, 2017 Page 3 of 3