AgdaPkt 2009-11-30 clsd, spc - Laserfiche WebLink

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6.18 Page 1 REPORT To the Honorable Mayor and City Council From the Ci Mana er November 30, 2009 SUBJECT Additional Construction Budget Request - Redwood City Recycled Water Project - Phase I - Redwood Shores Customer Site Retrofits - Bid Package 3 RECOMMENDATION By motion, authorize the City Manager to increase the contract amount up to 20%, as necessary to complete the construction of this project that was awarded to Valley Crest Landscape Maintenance Inc. BACKGROUND On June 22, 2009 the City Council awarded the Contract for the Redwood City Recycled Water Project - Phase I - Redwood Shores Customer Site Retrofits - Bid Package 3 project to the lowest responsible bidder, Valley Crest Landscape Maintenance Inc. of San Jose for their low bid of $211,483.00 and authorized the City Manager to increase the contract amount up to 10% if necessary. Five bids were received at the bid opening on May 14, 2009. The low bid of $211,483.00 from Valley Crest Landscape Maintenance Inc. was 450/0 lower than the engineer's estimate of $385,000.00 for the cost of construction. This customer site retrofit project (Retrofit Bid Package 3) is the third retrofit project designed to extend the delivery of recycled water for new commercial irrigation, city roadway landscaping, and to common areas of home owners associations in Redwood Shores. The project consists of converting 20 existing irrigation systems from potable water to recycled water. As of October 23, 2009, Retrofit Bid Package 3 is 94% complete and one city requested change order totaling $21,096.00 has been issued which approaches the maximum amount the City Manager may authorize in excess of the contract amount. The additional work was to retrofit two irrigation systems in the common areas of the Harbor Court Homeowner Association located along Shearwater Parkway from potable water to recycled water. Harbor Court has worked with the City over the past several months to prepare their site for the recycled water conversion. Supplying the Harbor Court site results in an immediate savings of 4 AF/yr, or approximately 3,500 gallons per day, of potable water demand in the current irrigation season. Harbor Court is the third homeowner association in RWS to receive recycled water as part of this project. More recently, at a retrofit site known as the Westport Office complex, the contractor discovered site conditions that warrant a second change order. The contractor