12-07-2010 - Change Order to the RMA Group, Inc. Consultant Ser - Item No. 12 (2).doc
TO: Andrew G. Pasmant, City Manager
and City Council
FROM: Shannon A. Yauchzee, Director/City Engineer
Public Works Department
SUBJECT: CHANGE ORDER TO THE RMA GROUP, INC. CONSULTANT SERVICES FOR MATERIALS TESTING AND ASPHALT PLANT INSPECTION (PROJECT NO. SP-09111)
RECOMMENDATION:
It is recommended that the City Council take the following actions:
Approve and ratify the extra work done by RMA Group, Inc. in the amount of $27,656.25 and authorize the Public Works Director/City Engineer to execute a change order with RMA Group,
Inc.
Authorize a change order to Purchase Order No. 10-00470 in the amount of $27,656.25 from Account No. 229.81.8040.7200 (Rubberized Asphalt Concrete Grant).
DISCUSSION:
On October 26, 2009, the City Council awarded a contract for Major Street Rehabilitation Work, Project No. SP-09111 to the lowest responsive bidder, All American Asphalt Inc., in the
amount of $2,586,500 for the construction of asphalt concrete overlay on various arterial streets citywide. This project was Federally funded by the American Recovery and Reinvestment
Act of 2009 (ARRA). The project included grinding and placement of two-inch of rubberized asphalt concrete, removal and replacement of damaged curb and gutter, driveway approaches,
wheelchair ramps, bus pad installation, manhole adjustments, replacement of traffic loop detectors, striping and all appurtenant and incidental work.
The streets included in this project were:
Merced Avenue from Valinda Avenue to Lark Ellen Avenue
Glendora Avenue from Vine Avenue to Service Avenue
Sunset Avenue from Fairgrove Avenue to West Covina Parkway
Badillo Street from Vincent Avenue to Lark Ellen Avenue
Rowland Avenue from Vincent Avenue to Sunset Avenue
Francisquito Avenue from West City Limit to Indian Summer Road
Cameron Avenue from Glendora Avenue to Orange Avenue
Garvey Avenue South from West Covina Parkway to Sunset Avenue
Hollebeck Avenue from Merced Avenue to North City Limit
Amar Road from Nogales Street to East City Limit, and
Nogales Street from Amar Road to La Puente Road.
On November 30, 2009, RMA Group, Inc. was awarded a consultant services contract for material testing and asphalt plant inspection as part of the Federal Quality Control/Quality Assurance
(QC/QA) requirements for this project.
Unfortunately, the project has encountered several significant setbacks due to unforeseen sub-grade conditions on various locations as detailed below. RMA Group, Inc. was then directed
to perform considerable additional testing for these conditions that were not part of the original scope of work.
Hollenbeck Avenue – Northbound parking lane, south of Rio Verde. Following the two-inch grind, an area with a loose un-compacted road base two to three inches deep was discovered.
Staff, with the help of RMA Group, examined the area and determined that a removal of the loose material to a depth of two to three inches, followed by a base pave leveling course of
asphalt and then complete it with the two-inch finishing course was necessary. RMA Group performed the testing of the sub-grade and asphalt materials.
Andrew G. Pasmant, City Manager
and City Council
Page 2 – December 7, 2010
Merced Avenue – From Valinda Avenue to roughly 760 feet west of Lark Ellen. Potholes two to three inches in depth and up to three feet in diameter were discovered following the two-inch
grind and sweeping the road surface. Staff, under the recommendation of RMA Group, directed the contractor to proceed on a time and material basis constructing a three-inch leveling
course. RMA Group did the testing and plant inspection.
Sunset Avenue – From West Covina Parkway to Cameron Avenue. Following the two-inch grind and sweeping, it was determined by City staff and RMA Group that due to previous overlay sections
of various depths in specific areas, both the north and southbound lanes created weak areas and developed potholes. The contractor was then directed to do an additional one-inch of
grinding and overlay three inches of asphalt. RMA Group performed several compaction tests on native soil and sub-grade material.
Sunset Avenue – Southbound parking lane just south of Merced Avenue. Following the paving operation, subsidence was observed. Under City staff and RMA Group recommendations, the asphalt
in the area was removed and it was discovered that an old abandoned irrigation line of reinforced concrete pipe was just below the surface of the gravel road base that had collapsed.
The pipe was removed and the base was installed and compacted and the asphalt was replaced. The City’s maintenance crew performed a portion of this work and the contractor performed
the installation of the asphalt. The contractor's work was performed on a time and material basis. RMA Group performed the sub-grade testing and the final asphalt testing.
Glendora Avenue – Between Vine Avenue and Service Avenue. A longitudinal seam in lane number two was located directly in the left wheel path of traffic. Over time, the seam was broken
down causing a complete failure of six-inch section of asphalt in some places. Based on native and sub-grade tests performed by RMA Group, City staff determined that an area five feet
in width for a length of 3,500 feet would be ground to a full depth completely removing all of the asphalt. The gravel base was then compacted via roller to the satisfaction of the
Geotechnical Field Inspector. A four-inch base asphalt-leveling course was installed. The contractor was directed to perform the additional work on a time and material basis.
All work, including the additional work needed to achieve a smooth surface, as described above has been completed. As with any improvement project, unforeseen conditions can bring about
the need for change order, and although the contractor was stopped while the issue was sorted out, it was determined that it would be necessary to continue the work and avoid any additional
mobilization or delay costs. Putting this work out to bid would have required additional costs and advertising and would also delay the work by several months. Is has been an accepted
past practice to bring this action back to the City Council for approval of the work after the fact to avoid delay and remobilization costs.
ALTERNATIVES:
None.
FISCAL IMPACT:
No General Funds are being used to fund this project. Funding for this change order is available as follows:
Funds
Account No.
Amount
Rubberized Asphalt Grant
229.81.8040.7200
$27,656.25
Total
$27,656.25
Prepared by: Oscar Caplin Reviewed/Approved by: Shannon A. Yauchzee
Civil Engineer Associate Director/City Engineer
Reviewed/Approved by:
Finance