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Home My WebLink AboutChange Order No. 1 - Potawatomi Zoo Parking Lot Expansion Proj No. 115-129A - Ritschard Bros., Inc.1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS December 13, 2016 Donald Ritschard Ritschard Bros., Inc. 1204 W Sample St. South Bend, IN 46619 RE: Change Order No 1 - Potawatomi Zoo Parking Lot Expansion Project No. I I5-129A Dear Mr. Ritschard: PHONE 574/235-9251 FAX 574/235-9171 The Board of Public Works, at its meeting held on December 13, 2016, approved the above referenced Change Order for an increase of $9,381 plus twenty-two (22) days, bringing the current contract amount to $113,622 and new completion date to December 7, 2016. Enclosed is a copy of the Change Order for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, t Linda M. Martin, Clerk Enclosure c: Corbitt Kerr, Engineering Rich Estes, Engineering John Martinez, Parks GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK JAMEs A. MUELLER THERESE J. DORAU "t QF 4� CITY OF SOUTH BEND j DEPARTMENT OF PUBLIC WORKS PROJECT CHANGE ORDER DATE: 12-13-2016 PROJECT NO: 115-129A PROJECT NAME: Potawatomi Zoo Parking Lot Expansion CONTRACT DATE: 10-11-2016 CHANGE ORDER NO. 1 SUBJECT OF CHANGE ORDER: Cost of additional work. Time Extension for Delays All items completed substantially as planned. See attached Comparison of Estimate for overruns and underruns. The original contract sum $ 104,241.00 Net change by previously authorized change orders $ 0.00 The contract sum prior to this change order $ 104,241.00 By this Change Order, the project amount is ® Increased The new contract sum including this change order This Change Order represents a total change of Total change for entire project Extension of date/time by previous change orders Date/time extension by this change order New completion date/time IV/V'ftA 2 r S C.1AAA Printed Name and Title Ritschard Bros., Inc. Company name 1204 W. Sample St. Address South Bend, Indiana, 46619 City, State, Zip ❑ Decreased $ 9,381.00 $ 113,622.00 9.00 % 9.00 % 22 days 12-07-2016 RECOMMENDED FOR APPROVAL -� Project Manager Gary CITY OF SOUTH BEND BOARD OF PUBLIC WORI Approved Dates /a3' IV L Member INTER -OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENGINEERING TO: Linda M. Martin, Clerk Board of Public Works FROM: Richard Estes, Engineer I SUBJECT: Potawatomi Zoo Parking Lot Expansion Change Order 1 Project No. 115-129A DATE: December 13, 2016 Here is an explanation for the Change Order being submitted. The reason(s) for the Change Order request is as follows: During final preparation of the subbase for laying the asphalt pavement, the contractor noticed that the original plan to mill down the existing asphalt drive was not possible due to the significant elevation difference between what existed and what was proposed. The mill would have been over 8 inches which would have gone beyond the depth of the existing asphalt pavement. To correct this and still provide a method of drainage for the new parking lot, the decision was made to raise the proposed elevations near the area of the existing asphalt crown enough to allow for the mill to occur, while also providing a minimum slope of 1 % to promote drainage of the parking lot. The cost for the work will be $9,381.00. 2. Also during this project, the contractor was forced to wait for AEP to relocate 2 existing light poles that were in the location of the new parking lot expansion. This delay, along with the additional time needed to perform the additional grading work, resulted in a time extension request of twenty-two (22) calendar days from the originally scheduled completion date. Please call me with your questions (5896). Change Order No. 1 Potawatomi Zoo Parking Lot Expansion Project No. 115-129A OWNER: City of South Bend ENGINEER: City of South Bend CONTRACTOR: Ritschard Bros., Inc. PROJECT: Potawatomi Zoo Parking Lot Expansion SUBJECT: Change Order Number 1, Explanation of Costs and Extension ISSUE DATE: December 13, 2016 This Change Order to the Contract document shall supplement, amend, and shall become a part of, and be incorporated as an Addendum to the Contract. The following is a summary and description of the revisions to the Contract by this Change Order: During final preparation of the subbase for laying the asphalt pavement, the contractor noticed that the original plan to mill down the existing asphalt drive was not possible due to the significant elevation difference between what existed and what was proposed. The mill would have been over 8 inches which would have gone beyond the depth of the existing asphalt pavement. To correct this and still provide a method of drainage for the new parking lot, the decision was made to raise the proposed elevations near the area of the existing asphalt crown enough to allow for the mill to occur, while also providing a minimum slope of 1 % to promote drainage of the parking lot. This process required additional labor and material that came to a total cost of $9,381.00 Also during this project, the contractor was forced to wait for AEP to relocate 2 existing light poles that were in the location of the new parking lot expansion. This delay, along with the additional time needed to perform the additional grading work, resulted in a time extension request of twenty-two (22) calendar days from the originally scheduled completion date. A copy of the contractor's justification of additional costs and time is attached to this document. The following sections of the Contract Documents are revised as a result of the above changes: BID/PROPOSAL: Add Line Item No. 5: Est. City. 1 LS, "Additional Grading Material', Unit Price of $9,381.00 LS, Total Cost: $9,381.00 END CHANGE ORDER 1 SHEET 1 OF 1 From: John Martinez To: Rich Estes Cc: Toy Vim; Patrick C. Kerr Subject: RE: Potawatami Zoo Grades Date: Thursday, November 17, 2016 10:10:27 AM Rich. Thank you. We will allocate $9,381 to cover this new item. Please let me know if you need me to assist with a change order. Thank you- John -----Original Message ----- From: Rich Estes Sent: Thursday, November 17, 2016 8:21 AM To: John Martinez Cc: Toy Villa; Patrick C. Kerr Subject: FW: Potawatami Zoo Grades John, I have good news and bad news. Good news is that the contractor is just about ready to start paving at the zoo parking lot. Bad news is that they ran into an issue with the crown of the existing driveway that prohibits them from putting in the parking lot as originally designed. However, we were able to come up with a solution that would allow them to adjust the proposed elevations within a small area of the new parking lot that would still promote drainage and not raise the cost too significantly. Attached is the proposal from Ritschard which shows an increase of $9,381.00 to account for additional material needed. Please advise if we have the funds to do this work and I will forward to Don. Thanks, Richard Matthew Estes Engineer (574) 235-5896 restes@southbendin.gov City of South Bend 227 W. Jefferson Blvd. South Bend, IN 46601 Smart Streets South Bend link -----Original Message ----- From: ritl204@datacruz.com Finailto7r0t1204Qdatacruz com] Sent: Thursday, November 17, 2016 8:06 AM To: Rich Estes <restes@southbendin.gov> Subject: Potawatami Zoo Grades Please see attached. Don Ritschard Ritschard Bros., Inc. 1204 W. Sample Street South Bend, IN 46619 Phone574-288-4777 Fax 574-288-5438 RITSCHARD BROS., INC. EXCAVATING AND DEMOLITION November 18, 2016 City of South Bend 1316 County -City Building South Bend, IN 46601 Attention: Mr. Rich Estes RE: Potawatomi Zoo Time Extension Dear Rich: We are requesting a contract time extension on the Potawatomi Zoo Parking Lot project. We have been delayed two times on this project. The first delay was caused by AEP. We had to wait to get utility poles moved. We also lost additional time revising grades to make the parking lot drainage work due to unknown existing conditions. Our revised completion date will be Wednesday, December 7. If you have additional questions or we may be of further service, please call. Sincerely, 3ARD BROS INC. J. Rt , Jr. 1204 West Sample Street • South Bend, Indiana 46619 • PHONE (574) 288-4777 • FAX (574) 288-5438 • E-MAIL: ritl204@datacruz.com i� RITSCHARD BROS., INC. EXCAVATING AND DEMOLITION November 17, 2016 City of South Bend 1316 County -City Building South Bend, IN 46601 Attention: Mr. Rich Estes RE: Additional Agg to Adjust Finished Grades Dear Rich: Our price to furnish and place #53 recycled concrete as required to adjust the elevations to make the water drain over the crown is $9,381.00. If we install storm drainage at the low point in lieu of raising the finished grades, our price will be in the same ballpark, depending on how much storage capacity would need to be added. If you have any questions or we may be of further service, please call. Sincerely, 1204 West Sample Street • South Bend, Indiana 46619 • PHONE (574) 288-4777 • FAX (574) 288-5438 • E-MAIL: ritl204@datacruz.com Date 11/18/2016 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Department Public Works Name Richard Estes Division/Bureau Engineering BPW Date 12/13/2016 Phone Extension 5896 Required Prior to Submittal to Board Legal ® Attorney Name: Michael Schmidt Controller ❑ Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing ® George King Check the Appropriate Item Type — Required for All Submissions Agreement ❑ Contract ❑ Proposal ❑Addendum ❑ Professional Services ❑ Resolution ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ® Change Order No. 1 ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control: n Other: Company or Vendor Name New Vendor MBE/WBE Contractor MBE/WBE Contractor Requested Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of Previous Amount Ritschard B Inc. Parks Capital Improvements $9,381.00 Reflects additional required material to overcome the crown of the existing drive so that the new parking lot expansion will properly drain, as well as addressing delays caused by existing utilities and adjustments to the grading plan LJ Required Contractor's Certification Forms Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.) Increase $ 9,381 Decrease $ W1111 and an additional 22 calendar ® ❑ Patrick C. Kerr ® ❑ Don Ritschard (Ritschard Bros) ® ❑ John Martinez