12-20-2005 - Change Order Authorization for Del Norte Park Picnic Shelter (Project #PP-06203) (2)TO:
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Andrew G. Pasmant, City Manager
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City of West Covina
Memorandum
FROM:
SUBJECT:
and City Council AGENDA
Shannon A. Yauchzee, Director/City Engineer ITEM NO. D-2c
Public Works Department DATE December 20, 2005
CHANGE ORDER AUTHORIZATION FOR DEL NORTE PARk PICNIC
SHELTER (PROJECT NO. PP-06203)
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RECOMMENDATION:
It is recommended that the City Council authorize the Public Works Director/City Engineer to
negotiate a project Change Order to accept the additional work to install a total of four `,`Poligon"
style picnic shelters, at Del Norte Park and Palmview Park, and appropriate $80,000 ufrom the
unreserved Community Development Block Grant (CDBG) fund balance to Account No.
131.82.8619.7700.
DISCUSSION:
During the 2005-2006 Capital Improvement Program budget, the City Council authorized CDBG
funding be used to. build a new replacement picnic shelter at Del Norte Park. On November 15,
2005, the City Council approved the replacement of the existing shelter with an all -metal " Poligon"
style shelter (see Attachment No. 1), as manufactured by the W. H. Porter Company.
The existing heavy -timber style shelter at Del Norte Park is similar to picnic shelters built in other
City parks which have also been damaged by dry -rot and termite infestations. Two of these shelters
with equally severe damages are located at Palmview Park, and staff recommends that the ''scope of
this project now be increased to allow for the replacement of these shelters with new "Poligon"
shelters. It is also recommended that a wholly new (non -replacement) picnic shelter be built at Del
Norte Park, which will complement the replacement shelter already approved by City Council.
On November 15, 2005, the Contractor (Ortco, Inc.) was awarded the contract to build one
replacement shelter at. Del Norte Park. The contractor submitted in his original Bid Proposal an
additional work option that would allow the City to replace one of the existing shelters at Palmview
Park with a new "Poligon" shelter for the supply and installation cost of $24,198. The Contractor
has also offered to duplicate that additional work bid price to cover the cost of installing up to two
additional shelters (for a total of two new shelters at Del Norte Park, and two new shelters at
Palmview Park). Since this project qualifies for CDBG funding, staff recommends adding one
shelter at Del Norte Park and two at Palmview Park. Since the Change Order exceeds 25 percent of
the contractor cost, City Council approval is required.
As part of this increased work scope, it will be necessary to perform some modifications to the
underground utility systems in the project areas (such as re-routing existing irrigation sprinkler lines
and minor electrical conduits), and to pour a new concrete slab for the new Del Norte Park picnic
area. Demolition and removal of the three damaged existing shelters will also be required to
complete this new work.
ALTERNATIVES:
1. One alternative is to reject this recommendation. The additional work option presented by
the Contractor would then be allowed to lapse, and the work would not be performed. The
original one shelter at Del Norte Park would be built.
2. A second alternative is to perform this work as a new Capital Improvement Program project.
This option will require the duplication of this project's competitive bid process, and may
delay the timely expenditure of CDBG funds that are currently available to perform this
work.
City Manager and City Council
Page 2 — December 20, 2005
FISCAL IMPACT:
In June 2005, the City Council approved the 2005-2006 Capital Improvement Program that
included $50,000 funding for this project from CDBG (131.82.8619.7700). On November 15,
2005 the Council authorized that the existing Del Norte Park picnic shelter replacement work be
funded in the amount of $30,000 from this account.
Total required funding for this project with the additional three picnic shelters will be $130,000.
An additional appropriation of $80,000 from the unreserved CDBG fund will be necessary to
provide the funding. Sufficient funds are available in the CDBG fund.
MIT E rM��
Prepared by: Bruce R. Hammill Reviewed/Approved by: Shannon A. Yauchzee
Construction Coordinator Director/City Engineer
Reviewed/Approved by: _
Finance
Attachment No. 1
ZAAGENDA - 2005\Del Norte Shelter PP-06203 Change Order Authorization.doc
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