Report to Mayor and City Council
Tuesday, May 16, 2023
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 1 TO THE PUBLIC WORKS AGREEMENT BETWEEN THE CITY OF CARSON AND RMF CONTRACTING, INC. (C-22-220) TO PROVIDE ATHLETIC FIELD LIGHT IMPROVEMENTS TO CALAS PARK (CITY COUNCIL)
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I. SUMMARY
On November 1, 2022, the City entered into a Public Works Agreement with RMF Contracting, Inc. (RMF), that details athletic field light improvements to Calas Park soccer/baseball/softball field. These upgrades include, but are not limited to, the removal of metal halide bulbs and old mounting equipment and the installation of new LED fixtures on the field light poles.
As part of a change required in the scope of work, and after it was determined that additional time and money were needed to complete the project, Public Works staff sought to identify options for moving forward that would not jeopardize the City’s responsibilities related to repairing and upgrading the athletic field lights at Calas Park.
Staff is now seeking City Council approval to amend the Agreement with RMF to continue its services to complete the athletic field light project, with an increase in compensation by an amount of $44,355 for a total not-to-exceed contract sum of $251,930.00 (Exhibit No. 1). This additional amount is to cover two change orders (Exhibit Nos. 2 and 3) in the amounts of $16,370.00 and $27,985, respectively. In addition, Public Works staff is requesting an additional $4,435.50 for contingency funds in case there are any unforeseen issues discovered during excavation and construction underground.
II. RECOMMENDATION
Recommendation
1. APPROVE Amendment No.1 to the Public Works Agreement by and between the City of Carson and RMF to (1) increase the contract sum by $44,355 such that the total cost of the Agreement does not exceed $251,930 and extend the completion date to July 31, 2023.
2. AUTHORIZE the expenditure of construction contingency, if necessary, in the amount not to exceed $4,435.50 for unforeseen underground construction activities that may be encountered during construction.
3. AUTHORIZE the Mayor to execute Amendment No. 1 following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE any other action the City Council deems appropriate, consistent with the requirements of applicable law.
IV. BACKGROUND
On November 1, 2022, the City entered into a Public Works Agreement with RMF Contracting, Inc. (RMF), that details athletic field light improvements to Calas Park soccer/baseball/softball field. These upgrades include, but are not limited to, the removal of metal halide bulbs and old mounting equipment and the installation of new LED fixtures on the field light poles.
As part of Change Order 1 which was duly authorized as permitted under Section 1.12 of the Agreement, portions of concrete were removed from around the base of the athletic light poles and rust at the base of the poles was found. The poles were then evaluated by a structural engineering firm which resulted in recommendations for remediation measures, with these remediation measures to be addressed through Change Order 2. Change Order 2 is needed for the following: removal of nine (9) athletic field lighting poles, sandblasting the top, sides, and bottoms of each baseplate, treating the sandblasted areas on each pole with “CorrVerter MCI Rust Primer,” re-installing athletic poles, replacing existing hardware as needed, and forming and pouring concrete caps on all poles. The cost to City associated with Change Order 1 and Changer Order 2 (together, Change Orders) is $16,370.00 and $27,985, respectively.
City staff now seeks City Council approval of Amendment No. 1 of the Agreement to have City Council (i) ratify and approve the Change Orders to be added to the Scope of Work; (ii) increase the Contract Sum from to $207,575.00 to $251,930.00 to account for the Change Orders; and (iii) extend the Project completion deadline to July 31, 2023. The City Council is also being asked to approve a contingency in the amount of $4,435.50 for contingency funds in case there are any unforeseen issues discovered during excavation and construction underground
V. FISCAL IMPACT
Funds for this project are budged in the FY 2022-23 proposed Special Revenue Fund 216-Park Development/Quimby budget for $1,500,000 in account no. 216-80-820-969- 8008. (CIP) No. PW-1648
VI. EXHIBITS
1. RMF Amendment No. 1
2. RMF Change Order 1
3. RMF Change Order 2
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Prepared by: Freddy Loza, LBM Superintendent and Modesto Bolaños, Facility Maintenance Supervisor