CENTRAL FIRE PROTECTION DISTRICT of Santa Cruz County Item 9.1 STAFF REPORT Date: January 30 th, 2014 To: Central Fire Protection District s Board of Directors From: BC John Walbridge Subject: 410 Kennedy Drive Increased Project Costs Proposal: Evaluate costs to date, review required plan changes, and discuss the additional funds needed to complete the work being done at 410 Kennedy Drive. Background: During the purchase of 410 Kennedy Drive it was noted by the sellers (Penner group) and Central Fire staff that the parking area was in need of extensive work. The surface was failing and the storm drain system was beginning to fail. In fall of 2012 Central Fire began to work on defining the scope of what needed to be done to the shared easement and Central Fire s portion of the parking area. To this end it was determined after a geotechnical investigation that not only did the asphalt need to be replaced but also the base under the final surface needed to be built up. In January 2013 Central Fire communicated and negotiationed with the Penner group in regard to cost sharing for the project. In July of 2013 an agreement was reached and the project moved forward. Due to a series of misunderstandings and just as the construction was beginning the project was determined to need approval and permits from the City of Capitola, Santa Cruz County Department of Public Works (Zone 5 Flood Control), and Santa Cruz County Department of Sanitation. Central Fire then contracted with DeWitt civil engineering to produce drawings and assist with the required on site investigations. Ultimately Central Fire obtained the necessary permits. (The pre-construction costs are represented on the spread sheet titled Attachment 1.) As a result of the approval process and as a condition of being issued permits the project was required to provide the following elements; a storm drain system that tripled in size and complexity, a water detention area to smooth out peak storm water flow, a wash rack system with two tanks connected to the sewer and storm drain system via a selector valve, and replacement of the sewer system from the Fleet Services Building to the municipal sewer line (approximately 350 feet). (All of the requirements are represented in the current set of approved drawings and in Attachment 2.) Serving The Communities of Capitola, Live Oak, and Soquel
The permits were obtained late enough in the year that we had passed the October 15 th grading moratorium and were faced with decisions on what action to take for the winter. In November 2013, Central Fire signed a change order with Pavex to winterize the job site at 410 Kennedy Drive. With an extremely dry winter Pavex was back on the job by the middle of January 2014 working on the project as shown; however, we just received an estimate from Pavex/Graniterock of the additional costs for the changes that were required by the County of Santa Cruz Zone V and Sanitation Department as a condition of plan approval and issuing permits. Central Fire staff has been in communication with Pavex/Graniterock representatives as well as the Penner group in regard to increased costs. Cost Impacts: In addition to the preconstruction costs outlined in Attachment 1, Central Fire now has to consider additional cost impacts as a result of the required elements by the City of Capitola, Santa Cruz County Department of Public Works, and Santa Cruz County Sanitation Department. Pavex/Graniterock and Central Fire staff have diligently worked together to prepare Attachment 3 for your consideration. Attachment 3 has two methodologies for amending the original contract to pay for the additional required costs. The first method is an amended contracted cost for the additional work in a flat contract amendment, based on the outlined costs. The second method is a time and materials cost, with a not to exceed cap for each area of work. This second option would take more staff hours for Central Fire to manage and Central Fire would also be responsible if additional time or materials was needed to complete a certain element of the project. Additionally, there are some costs outside of Central Fire s contract with Pavex/Graniterock. They include replacing the side property fence behind the Fleet Services Building, removing and replacing the front gate, and replacing the last 80 feet of sewer line at the back of the property using a trenchless technique. These costs are outlined in Attachment 4. Attachment 5 represents the balance of Central Fire s internal Capital Outlay Fund for this project. Recommendation: This staff report and associated attachments are brought before you for your consideration. Primarily, the consideration of how Central Fire wants to move forward in relation to the cost of the additional required elements of the project. We have an existing contract with Pavex/Graniterock in place. If we amend our current contract with Pavex/Graniterock, we can do one of two ways. Have a fixed contract price where Pavex/Graniterock takes on some liability for unexpected delays/extra work due to unexpected conditions. Have a T & M (time and materials) price where Central Fire takes on the liability for unexpected delays/extra work due to unexpected conditions. This option would necessitate a Central Fire representative available during normal work hours and present every morning to monitor the work progress and sign off on work being done and/or extra work being done due to unexpected conditions. This option also has a not to exceed price in relation to the agreement (see Attachment 3). I recommend that Central Fire moves forward with the project; this includes amending our contract with our current contractor, Pavex/Graniterock. Which cost option we choose, the fixed contract rate or the T & M (not to exceed) rate, is up to discussion and discretion of the District s Board. My recommendation also includes the work still to be done outside of our contract with Pavex (see Attachment 4). Finally, I recommend that Central Fire allow for a 10% contingency for the remainder of the project.
ATTACHMENT 1: Preconstruction Cost Expenditures and Cost Sharing for Kennedy Drive Parking Rehab Project Claim Date Description Amount Central Fire Penner Cost CTL's Share 9/25/2013 Mr. Rooter: Mandatory Video of Sewer Line $1,438.60 $1,438.60 $0.00 100% 9/30/2013 Dept Public Works Zone 5: Permit Fee Deposit $1,695.00 $1,220.40 $474.60 72% 10/1/2013 Subdynamic Locating Services: Video Inspection of 38" CMP $790.00 $568.80 $221.20 72% 10/3/2013 City of Capitola: Permit $321.36 $231.38 $89.98 72% 10/15/2013 Civil Engineer (Dewitt and Assoc): Grading and Drainage Engineering $8,362.20 $6,020.78 $2,341.42 72% 11/20/2013 Subdynamic Locating Services: Video Inspection for source of 38" CMP $395.00 $284.40 $110.60 72% 11/20/2013 Dept of Public Works: Inspection Permit Deposit Account $769.52 $554.05 $215.47 72% 11/20/2013 Dept of Public Works: Sanitation Department Permit $3,000.00 $3,000.00 $0.00 100% 12/18/2013 Grunsky Law Firm: Legal Services 410 Kennedy Drive $3,348.60 $2,410.99 $937.61 72% 1/2/2014 Civil Engineer (Dewitt and Assoc): Grading and Drainage Engineering $7,031.00 $5,062.32 $1,968.68 72% 1/16/2014 Civil Engineer (Dewitt and Assoc): Grading and Drainage Engineering $368.00 $264.96 $103.04 72% Totals $27,519.28 $21,056.69 $6,462.59 Cost Sharing Formula With Penner Group: Based on 20197 total ft 2. Central=9072 ft 2, Shared Easement=11125 ft 2 (11125/2+9072)/20197= 72% CTL's Share
Item 9.1 ATTACHMENT 2
CFD Old vs New Costs Contracted Amounts for 2013 (Old Plan) Original Contract Costs 2014 Contract Contract Difference Con/T & M Not to Exceed T & M Difference 1 Pre-Job- Grade Check/Engineering $ 3,180 $ 11,411 $ 8,231 $ 9,500 $ 6,320 Additional Grade Check 2 Wash Bay- Single Tank (Designed to go in Storm Sys) $ 34,250 $ 81,342 $ 47,092 $ 76,000 $ 41,750 Increased due to SCC Requirements 3 Re-Designed Storm add 5 Catch Basins $ 22,595 $ 79,277 $ 56,682 $ 74,000 $ 51,405 Trippled in Size. SCC Requirements 4 Grind Out existing AC and Haul Off- 6" Depth $ 18,065 $ 18,065 $ - $ 16,000 $ (2,065) Less AC Removal if we do Detention area 5 Excavate Sub Grade/ Haul Off- 4" Depth $ 22,550 $ 41,276 $ 18,726 $ 35,000 $ 12,450 Includes the Detention area 6 AB Fine Grade at 4" Depth $ 15,750 $ 18,671 $ 2,921 $ 18,000 $ 2,250 Includes AB in detention area 7 Remove Large Fence Post/Re-Install- included $ - $ - $ - $ - $ - No Cost 8 Lime Treatment- CFD/Penner $ 40,250 $ 40,250 $ - $ 40,250 $ - Same Cost- Penner Contract 9 Concrete CFD/Penner 8"-with rebar $ 218,775 $ 218,775 $ - $ 218,775 $ - No Extra Cost 10 Stripe/ Paint $ 2,154 $ 2,154 $ - $ 2,154 $ - Same Cost- Penner Contract 11 Slurry Seal $ 8,200 $ 8,200 $ - $ 8,200 $ - Same Cost- Penner Contract 12 4" Waterline Future (Change in Contract) $ 11,000 $ 2,290 $ (8,710) $ 2,290 $ (8,710) Materials will be returned (see below) 13 Temp Erosion Control/ AC Patching (X-Work) $ 8,000 $ 21,505 $ 13,505 $ 12,000 $ 4,000 Minimum Erosion Control New Added Items from County Requirements $ - $ - 14 New Retaining Wall/Curb on Hillside $ 50,250 $ 50,250 $ 45,000 $ 45,000 SCC Required Wall/Curb 15 New Retaining Wall/Curb- Storage Bld/M/H Side $ 50,750 $ 50,750 $ 45,000 $ 45,000 SCC Required Wall/Curb 16 New Sewer System $ 16,500 $ 16,500 $ 16,500 $ 16,500 Per Plan (Required by Sanitation) Returned Materials (see item 12) $ (2,290) $ (2,290) $ (2,290) $ (2,290) DEDUCT 2013 Contracted Amount Penner $ (70,702) $ (70,702) $ (70,702) Original Penner Contract 2014 Estimated Additional Penner Costs $ (35,324) $ (35,324) $ (30,479) $ (30,479) Estimated(28% of storm requirements) Total 2013 Contract Amount $ 334,067 (Storm = Line 15 & increase in 3 & 5) Eliminated Future Water Line $ (11,000) 2013 Contracted Price (CFD) $ 323,067 2013 & 2014 New Contracted Price (CFD) $ 543,216 2013 Contract Pricing & 2014 T & M (CFD) $ 515,198 EXTRA COSTS OVER ORIGINAL CONTRACT $ 218,333 $ 181,131 Notes 2013 Invoiced and Paid Amount (CFD) $74,109 Mainly Wash Rack area Estimated Penner Costs $ 70,702 $ 106,026 $ 101,181
CFD Storm Water Breakdown A. Original Contracted Price 2013 $ 22,595 B. 2014 Cost Changes as per new approved plan B.1 Cost B.2 Demo Existing Unit $ 6,500 B.3 6" Pipe $ 18,600 B.4 12" Pipe (Down Hill Pipe as Per Cal Trans Spec $ 16,460 B.5 10 (Each) new Cath Basins $ 22,000 Materials $ 8,510 Sub Total $ 72,070 10% (Cost +) $ 79,277 $ 74,000 T & M Rate
ATTACHMENT 4 410 Kennedy Project: Additional Costs Outside of Pavex Agreement Front Fence/Gate Reconstruction: $900.00 (Split with Penner Group) Side Fence-Estimated: $2500.00 (Working on a 50:50 Cost Split with Vierra Enterprises) Trenchless Sewer Line Replacement (Up to 80 feet): $3971.00
CENTRAL Item 10.1 FIRE PROTECTION DISTRICT of Santa Cruz County 930 17 th Avenue, Santa Cruz, CA 95062-4125 phone (831) 479-6842 fax (831) 479-6848 www.centralfpd.com 2014-2015 Fire Chief s Goals Support completion of collective bargaining agreements for all bargaining groups. Complete the resurfacing project at the Fleet Services facility. Demonstrate transparent and fiscally responsible financial planning for future Operating and Capital Outlay needs. Support the Board of Directors and transition of new Directors by providing support, clarifying roles, responsibilities and expectations. Maintain an open line of communications with all employees. Serving The Communities of Capitola, Live Oak, and Soquel