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CC - Approval of Amendment to the Existing Construction Contract with Pac West American Scales LLC for the Transfer Station Truck Scale Replacement Project at the Solid Waste and Recycling Transfer Station Located at 9255 Jefferson Boulevard to Increase the Contract for an Amount Not-to-Exceed $131,612.73 ($99,612.73 Base Amendment Plus $32,000 in Change Order Authority to a Total Amended Not-to-Exceed Amount of $352,418.03).
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Contact Person/Dept: Lee Torres/PWD
Phone Number: (310) 253-6457
Fiscal Impact: Yes [x] No [] General Fund: Yes [] No [x]
Public Hearing: [] Action Item: [] Attachments: Yes [] No [x]
Commission Action Required: Yes [] No [x] Date:
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (03/25/16)
Department Approval: Charles D. Herbertson, Director of Public Works/City Engineer (03/18/16)
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RECOMMENDATION
Staff recommends the City Council approve an amendment to the construction contract with Pac West American Scale LLC to increase the contract by an amount not-to-exceed $131,612.73 ($99,612.72 base amendment plus $32,000 in change order authority from the original amount of $220,805.30 to an amended amount of $352,418.03) to fund the construction of the upper level truck platform scale, the lower level tunnel axle scale system, and enhancement of the pit signal indicator system at the Solid Waste and Recycling Transfer Station located at 9255 Jefferson Boulevard.
BACKGROUND
The City owns and operates a solid waste transfer station at 9255 Jefferson Boulevard. Solid waste and recycling collected by City’s Public Works Department - Environmental Programs and Operations Division (EPO) trucks are transferred to tractor/trailer transfer trucks at the facility for transit to area landfills or recycling centers. Roll-off service, green waste processing, recycled material handling, and all other Refuse and Recycling Division functions are based at this facility.
The transfer station is a two-story reinforced concrete structure. EPO collection trucks dump their loads on the upper level tipping floor for sorting, and tractor loaders push the material through two openings (pits) in the tipping floor into transfer trucks parked in the tunnel on the lower level.
Upper Level Platform Scale - Collection vehicles are weighed before they enter the facility for billing purposes and to track waste stream tonnages for reporting to the Los Angeles County Department of Health Services and for AB939 compliance purposes. This platform scale consists of steel platform frames supporting concrete slabs flush with the ground surface. The scale measures seventy feet long and ten feet wide. Scale components are installed beneath the frame in a concrete vault. The existing platform scale was installed in 1984 when the transfer station was constructed. A recent inspection revealed that the scales were deteriorated, and weighing accuracy was affected. Estimates to repair the scale approach the cost of new installation; therefore, it is recommended that the platforms, frames, and load cells be replaced to provide a platform scale that should provide dependable service for a twenty-year period.
Lower Level Tunnel Scales - Transfer trucks are weighed in the lower level tunnel as they are being loaded to assure they do not exceed legal maximum axle loads per the California Vehicle Code. The current system, installed in the 1980s, consists of two axle scale pairs under each pit. Axle loads are displayed to equipment operators on the upper tipping floor. The existing axle scale system is deteriorated and at the end of its useful life. Required maintenance is frequent and costly, and calibrations made to the scales do not last because of persistent mechanical failures. It is recommended that a new axle scale system be installed.
Pit Signal Indicator System - Communication between transfer truck drivers and tipping floor staff is not efficient. Staff must look into the pit to verify that a truck is in position and ready to be loaded. Conversely, transfer truck drivers and tipping floor staff must rely on yelling or honking to verify a truck is loaded and ready to depart. Background noise at the station makes communication difficult. An existing signal system exists on the east pit, but is not used consistently due to its configuration. It is recommended that an enhanced pit indicator be installed on the east pit and a new indicator system be installed on the west pit.
DISCUSSION
On December 8, 2014, the City Council awarded a construction contract to Pac West American Scale LLC (Pac West Scales) in the amount of $220,805.30 for the replacement of the upper level truck platform scale, the lower level tunnel axle scale system, and enhancement of the pit signal indicator system.
The replacement of the upper level truck platform scale was completed on July 21, 2015. However upon commencement of the work on the lower tunnel scale replacement and pit indicator signal system, staff decided to revisit the proposed plan to install and mount the new tunnel axle scales on top of the tunnel floor.
There were continued concerns with the existing operations and maintenance issues that would not be addressed if the tunnel scales were installed and set up on top of the tunnel floor. The trash falling throughout the day from the above tipping floor to the below tunnel floor would continue to accumulate with the smaller debris being trapped under the floor mounted scales causing maintenance problems and calibration issues. The only way to maintain and prevent the scales from malfunctioning is to remove the trapped debris. To perform this task, the mounted scales would need to be individually removed with a crane or front loader and cleaned-out thoroughly requiring additional staff assistance from the Public Work Department - Maintenance Division. Then, the scales would need to be recalibrated and re-certified by a certified scale contractor. Therefore, mounting the scales on top of the tunnel floor would be costly to maintain and impractical.
To permanently address this issue, the axle deck scales need to be placed inside underground pits. This would protect the scales and allow the tunnel floor to be readily cleaned and maintained with minimal staff resources throughout the day without disrupting trucking operations.
After further discussion with staff and PacWest Scales, it was decided to study the feasibility of modifying the axle deck scales and installing them below the tunnel floor. Staff consulted with a structural engineer and confirmed that it was structurally feasible and that the required depth of axle deck scale would not undermine the existing building foundation. The proposed tunnel axle deck scales would be housed in four individual underground pits approximately 10 feet by 10 feet in area with a depth of excavation of 2 feet below existing floor slab.
The City executed an agreement with Arcon Structural Engineers, Inc. to prepare design plans at a cost not-to-exceed $11,400. Upon completion of the design plans, Pac West Scales submitted a cost proposal that was within the Engineer’s Estimate provided by Arcon Structural Engineers, Inc. However, the cost for the additional work exceeded the City Engineer’s change order authority. Therefore, staff requests that the City Council approve a contract amendment and increase the contract amount an additional $99,612.73.
FISCAL ANALYSIS
There are sufficient funds available in the City Council Adopted Budget for Fiscal Year 2015/2016 - Capital Improvement Program, Refuse Improvements Project, PZ-948, Transfer Station Improvements (Account No. 20280000.730100) to increase the contract amount as proposed.
|
Original Project Expenses |
|
Platform Scale |
$ 64,352.50 |
|
Tunnel Axle Scale & Pit Indicators |
$156,452.80 |
|
Total Original Project Expenses |
$220,805.30 |
|
Project Expenses with Change Order |
|
Platform Scale |
$ 64,352.50 |
|
Tunnel Axle Scale, Pit Indicators, Under Ground Scale Pits, & Drainage Sys. |
$256,065.53 |
|
Total Revised Project Expenses |
$320,418.03 |
|
Amount Required to Increase Contract |
|
Total Revised Project Expenses |
$320,418.03 |
|
Total Original Project Expenses |
$220,805.30 |
|
Total Contract Increase |
$ 99,612.73 |
|
Contingency (10%) |
$ 32,000.00 |
|
Total Funds Required for Project |
$131,612.73 |
|
Available Funds |
|
Refuse Improvements, Project No. PZ-948 Account No. 20280000.730100) |
$259,062.38 |
ATTACHMENTS
None.
RECOMMENDED MOTION(S)
That the City Council:
1. Approve an amendment to the existing construction contract with PacWest American Scale LLC for the Transfer Station Truck Scale Replacement Project located at 9255 Jefferson Boulevard to increase the Contract Amount in a not-to-exceed amount of $131,612.73 (from the original amount of $220,805.30 to an amended amount of $352,418.03); and,
2. Authorize the Public Works Director/City Engineer to execute Change Orders in an amount not-to-exceed $32,000.00 (10% of the amended contract amount) to address unforeseen project costs, if any; and,
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.