HomeMy WebLinkAboutItem #05b Approval of Change Order - Tennis Court Reconstruction
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AGENDA ITEM COVER SHEET
Meeting Date: May 18, 2010
Item # hh.
Contact Name:
Contact Number:
AI Butler, CIP Manager
407 -905-3100, ext. 1543
Reviewed By:
Department Director:
City Manager:
Subject: Approval of and authorization for the Mayor to execute Change Order No, 1 for the Tennis
Court Reconstruction Project and to authorize the funds required to implement the change order.
Background Summary:
Staff has separately proposed that the award for this work be made to the lowest responsive and
responsible firm of Trimble & Son Construction Group, Inc. in the amount of $179,692.12, an amount that
includes an add alternate bid item for replacement of a section of fence at Parkside/Coventry Park. This
project includes tennis court reconstruction at three City-owned parks: Tiger Minor, Vignetti, and
Parkside/Coventry. At Tiger Minor Park, the work involves relocation and enlargement of the existing
two-court facility to three tennis courts. Given the uncertainty regarding bid prices and the potential cost
of lighting replacement, this work was not included in the original scope.
Once the cost of the work was known, staff worked with the apparent successful bidder to solicit price
quotes for the replacement of lighting. Two basic requirements were imposed: reduce the lighting impact
on adjacent homes and provide lighting of a sufficient quality to allow regulation play. Price quotes in the
range of $25,000-$38,000 were received from four potential lighting subcontractors.
Issue:
The Parks & Recreation and Engineering Departments have proposed a change order to implement the
project modifications identified in the attached Change Order NO.1. These modifications would replace
and enhance the level and type of lighting previously available at Tiger Minor Park. Due to the amount of
the change order and the need to allocate additional budget to the project, this issue is being submitted
to the City Commission for review and approval.
Recommendations
The Parks & Recreation Department recommends that the City Commission approve the proposed
Change Order No.1, authorize the Mayor and City Clerk to execute the required legal documents.
Further, the Department asks for authority to have the Finance Department make the related fund
reallocations to the project budget and revise the purchase order issued to the Contractor to reflect the
increase in project budget. These two departments jointly recommend the addition of replacement
lighting to the project scope, with the work to be done on a cost-plus basis with a not-to-exceed cap of
$30,000. This approach allows minor adjustments in the work to reflect such variables as the length of
power wiring required.
To fund the change order, staff recommends that the City Commission approve the additional allocation
of $30,000.00 from budget initially allocated to other parks projects; specifically, $20,000 from Job No.
30501 - Revitalizing Central Park (Account Nos. 317-572-10-6204 and 001-572-10-6204) and
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$10,000.00 from Job No. 23501 - Prairie Lake Park Improvements (Account No. 110-572-00-6302).
Both budget transfers will allow sufficient budget to remain in the donor projects in order to complete all
planned work associated with those projects. The funds are available due to lower than expected
construction costs.
Attachments:
Proposed Change Order NO.1.
Financial Impact:
The $30,000 in funding for this action will be derived from the Park Impact Fee Fund (110-572-00-6302
in the amount of $10,000) previously allocated to the Prairie Lake Park Improvements Project and from
general funds previously allocated to the Revitalizing Central Park Project (317-572-10-6204 and/or 001-
572-10-6204 in the amount of $20,000).
Type of Item: (please mark with an "x'J
Public Hearing
_ Ordinance First Reading
Ordinance Second Reading
Resolution
X Commission Approval
Discussion & Direction
For Clerk's DeDt Use:
_____ Consent Agenda
_____ Public Hearing
_____ Regular Agenda
X Original Document/Contract Attached for Execution by City Clerk
== Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
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CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
TENNIS COURT RECONSTRUCTION
CHANGE ORDER NO.1
DATE: May 18,2010
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE
$179.692.12
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS
$0.00
The current CONTRACT PRICE including this CHANGE ORDER
$30.000.00
$209.692.12
Net Increase (Decrease) Resulting from this CHANGE ORDER
Original CONTRACT COMPLETION DATE:
September 16. 2010
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS
September 16.2010
Net Increase Resulting from this CHANGE ORDER
o days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER
September 16. 2010
Tennis Court Reconstruction, Change Order #1
CHANGES ORDERED:
I. REQUIRED CHANGES
This project is making a number of improvements at three City parks. Most of the scope of work
relates to six tennis courts being constructed or reconstructed at these parks. The original scope
of work called for the removal of existing lighting at Tiger Minor Park due to the relocation and
expansion of the tennis courts. This change order modifies original and revised contract
quantities to add the installation of a complete tennis court lighting system at Tiger Minor Park.
II. JUSTIFICATION
-
This addition to the project will retain night lighting for tennis play at Tiger Minor Park.
III. NARRATIVE OF NEGOTIATIONS
Change order pricing is the contractor's documented cost of the additional work, based on four
solicited subcontractor price proposals, using the subcontractor cost plus a 15% margin for
overhead and profit. Given the likelihood of minor adjustments to the fmal cost due to such
variables as the length of power feed required to reach the lighting control panel, the parties have
chosen to implement this change order as a not-to-exceed sum based on the lowest price proposal
of $25,000.
IV. PAYMENT
The following bid items are hereby modified or established to use the new prices shown:
Item Previous Additional Revised
No. DescriDtion Price (Reduced) Cost Price
n.a. Original Contract Total (with Add Alternate) $179,692.12 - $179,692.12
Complete Tennis Court Lighting System based on
CO 1-1 Underground Wiring and Shoebox Fixtures, with $0.00 $25,000.00 $25,000.00
Control Panel and Timer
COI-2 Contractor Overhead & Profit ~ 15% $0.00 $3,750.00 $3,750.00
COI-3 Contingency $0.00 $1,250.00 $1,250.00
Total Chanl!e $179,692.12 $30,000.00 209,692.12
V. APPROV AL AND CHANGE AUTHORIZATION
This proposed change to the Contract is to be approved by the City Commission of the City of
Ocoee, as it requires additional budget be allocated to the project. The aforementioned changes,
and work affected thereby, are subject to all provisions of the original contract not specifically
changed by this Change Order. It is expressly understood and agreed that the approval of the
Tennis Court Reconstruction, Change Order #1
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Change Order shall have no effect on the original contract other than matters expressly provided
herein.
CONTRACTOR acknowledges, by its execution and acceptance of this Change Order, that the
adjustments in Contract Price and Time shown hereon constitute full and complete compensation
and satisfaction for all costs and modifications of performance time incurred by the
CONTRACTOR as a result of this Change Order. No other claim for increased costs of
performance or modifications of time will be granted by the OWNER for the Work covered by
this Change Order. The CONTRACTOR hereby waives and releases any further claims for cost
or time against the OWNER arising from or relating to the matters or Work set forth or
contemplated by this Change Order.
RECOMMENDED BY:
ACCEPTED BY:
CITY OF OCOEE, FLORIDA
TRIMBLE & SON CONSTRUCTION
GROUP, INC.
By: LLL. d /':J By:
I' / / {ftigna;]e
Date: S /1 .? /10 Date:
.
Tit1e7~)~-"5 ~ I /(f!.-.C..;i{il~O ~ :LJc;2.~/() /2 Title:
Signature
APPROVED BY:
CITY OF OCOEE. FLORIDA
Owner
By:
Date:
S. Scott Vandergrift, Mayor
Attest:
Beth Eikenberry, City Clerk
FOR USE AND RELIANCE ONLY BY THE
CITY OF OCOEE, APPROVED AS TO FORM
AND LEGALITY THIS DAY OF
,20_
APPROVED BY THE CITY OF OCOEE
COMMISSION IN A MEETING HELD ON
,20_ UNDER
AGENDA ITEM NO.
By:
City Attorney
END OF CHANGE ORDER
Tennis Court Reconstruction, Change Order #1
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