DATE: January 22, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: APPROVE CHANGE ORDER 10 FOR COMPLETION OF THE SAN LUIS REY WATER RECLAMATION FACILITY MAINTENANCE BUILDING PROJECT
RECOMMENDATION
title
Staff recommends that the City Council approve Change Order 10 to EC Constructors Inc., in the amount of $48,311, for the completion of the San Luis Rey Water Reclamation Facility Maintenance Building Project; approve a budget change in the amount of $600,000; and authorize the City Engineer to execute the Change Orders upon receipt of all supporting documents.
body
BACKGROUND AND ANALYSIS
San Luis Rey Water Reclamation Facility (SLRWRF) is located at 3950 North River Road and was originally constructed in the early 1970s, with the last major expansion completed in 2003. The 2003 major expansion effort included the construction of the laboratory and administrative building, the addition of significant odor control equipment as well as other process tank additions necessary to expand the plant capacity. SLRWRF currently has a rated capacity of 14.5 million gallons per day (MGD) for secondary treatment with an average annual flow of 9.8 MGD. The maintenance facilities were not upgraded in 2003 and are currently inadequate to house all of the City’s equipment and materials needed to perform maintenance tasks.
The SLRWRF New Maintenance Building Project includes the construction of a 19,644 square foot maintenance building, a 5,120 square foot storage building, remodel of the existing maintenance building and site improvements necessary to accommodate the new buildings.
On November 3, 2021, the City Council approved award of the construction contract to EC Constructors Inc. (ECC) for the SLRWRF Maintenance Building Project in the amount of $10,472,120 and authorized the City Engineer to approve Change Orders up to $1,047,212.
Change Orders 1 through 9 to ECC’s contract included costs to overcome unknown underground utilities conflicting with the foundation of the buildings and design revisions due to changed conditions. These change orders also included costs to relocate the gas service and a new gas meter to the facility. In addition, there were design conflicts between the mezzanine of the building and the associated stairs that are used to access that mezzanine.
Change Order 10 provides material and labor to install conduit infrastructure to support a fire alarm system, install new conduit for lighting systems, and circuitry for appliances, roll up doors, and maintain existing power supplies to operate satellite structures at the existing maintenance building. Change Order 10 also provides costs for additional venting for the clothes dryers in the existing maintenance and new maintenance buildings. These changes to the original contract documents have resulted in additional costs that exceed the Council-approved contingency of 10 percent of the original contract amount.
Staff has confirmed that the additional work necessary to address the unforeseen conditions and complete the Project will require $48,311 more than the approved contingency amount. Staff is requesting the City Council approve the additional funds for the Project.
FISCAL IMPACT
The construction contract with ECC is $10,472,120. The original Council approval allowed the City Engineer to sign Change Orders up to 10 percent of the contract value. To date, nine change orders totaling $1,047,015 have been signed. Change Order 10 adds $48,311, bringing the total to $1,095,326, which exceeds the authorized limit and requires City Council approval.
This change order will be charged to SLRWRF Maintenance Building Project Account (909123500722), which has a current available balance in FY 2024-25 of $605,891. In order to complete the project, staff recommends transferring $600,000 from Buildings and Treatment Plants (5702.10600) with $500,000 going to Infrastructure-Construction (5703.10600) and $100,000 going to Furnishing, Fixtures and Equipment (5706.10710). This is a budget allocation within the project account to move funds from professional services to infrastructure construction for additional work needed on the existing maintenance building.
|
SLRWRF maintenance building project - 909123500722 |
|
Current Available Balance |
$605,891 |
|
ECC Change Order #10 |
48,311 |
|
Remaining Balance |
$557,580 |
Funding for this project comes primarily from Sewer Flow and Sewer Service Charges in the Sewer Fixed Asset Replacement fund, 722.
COMMISSION OR COMMITTEE REPORT
The Water Utilities Commission will be apprised of staff’s recommendation at its regularly scheduled meeting on January 21, 2025.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
end
Prepared by: Mabel Uyeda, Principal Water Engineer
Reviewed by: Lindsay Leahy, Water Utilities Director
Submitted by: Jonathan Borrego, City Manager
ATTACHMENTS:
1. Staff Report
2. EC Constructors Change Order No. 10