COMMUNITY CENTER TENNIS COURT PROJECT

PROJECT NO. CIP 98-526, APPROVE SUPPLEMENTAL

AGREEMENT BETWEEN CITY AND CONTRACTOR

Recommendation:

It is recommended that the City Council:

1. Approve the attached Supplemental Agreement No. 1 for the Community Center Tennis Court Project, CIP 98-526, for $59,250;
   
2. Authorize the City Manager and the Director of Public Works/City Engineer to execute the Supplemental Agreement; and
   
3. Appropriate $59,250 to CIP 95-620 from 126 4% UUT Tax.

Background:

On January 26, 1999, Council awarded a construction contract to Pima Corporation dba Advance Construction (contractor) for construction of the Community Center Tennis Courts for $347,000. The total project budget is $381,700 which includes a $34,700 contingency.

During the design process the design engineer assumed geotechnical design criteria. The construction plans specifically called out for open cut trench construction for footings and retaining walls. However, by the time construction began field conditions had changed. Construction of a condominium structure was underway adjacent to the tennis courts at the southeast portion of the site; this made the open cut trench construction shown on the plans unfeasible at this location. Construction of the condominium placed a deep cut and foundation footings a few feet away from the construction of the retaining walls and footings of the tennis court, which rendered slope stability questionable. In addition, there was concern over undermining the foundation of the Alano Recovery Center building. A geotechnical investigation was performed to assure slope stability and protect the foundation of the Alano Recovery Center. It was found that shoring was necessary at the east and south sides of the upper tennis courts to maintain slope stability during the construction process.

The results of the geotechnical investigation also revealed that the assumed design criteria for the retaining walls and footings was insufficient and the walls and footings needed to be redesigned to meet actual design criteria. The redesigned walls and footings require more and thicker reinforcing steel, more concrete and are more labor intensive to construct. Staff is therefore issuing a change order for $34,700 to the contractor to construct the redesigned walls and footings. Consequently, we do not have the money available in the budget to add shoring.

Prior to the award of the construction contract, Council awarded a contract to DMR Team, Inc. to provide for the construction management of the construction work. In effect, DMR Team, Inc. is serving as an extension of staff.

Analysis:

Shortly after construction of the project began, the DMR Team, Inc. found out that the open cut trench method is not feasible for construction of the footings and retaining walls on the east and south sides of the upper tennis court. Shoring is necessary to insure safety and comply with OSHA regulations.

Staff requested that the contractor submit a quote for doing the additional work. The quote will include the anticipated costs and time required for the additional work related to installation of shoring. Staff believes these costs will exceed the original bid scope of work. The contractor quoted $37,500 for doing the additional work.

In addition to the above mentioned additional work, there are other potential cost changes that must be funded. The potential cost changes are listed below.

• Other potential cost changes:

1. Add windscreen to fence around the two tennis courts $6,500.00

2. Modify retaining walls to eliminate openings in fence $1,500.00

3. Upgrade to vinyl coated fence to match existing $4,750.00

4. Add ramps for maintenance vehicle entrance $1,500.00

5. Add drainage swale between existing & new courts $2,500.00

6. Contingency for other unforeseen extras $5,000.00

Estimated total for other potential cost changes $21,750.00

The 1998/99 Fiscal Year Budget for the project is $381,700. The contract price is $347,000. The assumed contingency for construction is $34,700, therefore, leaving $0 for program administration and other program needs.

Project Budget for Construction $381,700.00

Original Contract amount $347,000.00

• Change Order No. 1-New retaining walls & footings $34,700.00
  

Sub-total $381,700.00

Supplemental Agreement Number 1:

• Change Order No. 2-Shoring $37,500.00
• Change Order No. 3-Other potential cost changes $21,750.00
  

Sub-total $59,250.00

Total projected costs: $440,950.00

Estimate of funds available

$59,250 is the funding shortfall at this time.

Fiscal Impact:

An additional appropriation of $59,250 is required from 126 4% UUT Tax.

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