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Home My WebLink About09-18-12 Emergency Item - Dewitt Excavating t � e center of Good L1 . OC , ER AGENDA ITEM COVER SHEET Meeting Date: September 18, 2012 Item # Emergency Reviewed By: Contact Name: Al Butler, CIP Manager Department Director: , ` Contact Number: 407 - 905 -3100, ext. 1543 City Manager: � ' Subject: Approval of and authorization for the Finance Department to issue a purchase order to DeWitt Excavating in the amount of $183,416.46 to fund modifications to an Orange County construction project at the intersection of Clarcona -Ocoee Road and Clarke Road, with the cost of such work to be paid by the Arden Park developer. (District 4 — Commissioner Keller) Background Summary: Orange County has undertaken a project to widen Clarcona -Ocoee Road from east of Clarke Road to SR 429; work to the east has already been completed. The County has agreed to work with the City to modify the original design of the project around the Clarke Road intersection to accommodate future extension of that City street to the north. The modification being pursued by the City will replace the Tee intersection design for Clarke Road with a full four -leg intersection. Using the County's contractor allows cost savings as a result of shared construction with Orange County of common elements, such as curbing and the relocated West Orange Trail, and through elimination of construction coordination overhead costs should the City elect to use a different contractor. The overall cost of the work is also reduced by the City's avoidance of doing the work later and having to remove and replace components that can be modified now before they are installed. This effort is being undertaken in cooperation with the Arden Park developer, with which the City has a development agreement calling for the developer to pay up to $250,000 for the cost of improvements at this intersection. Of the funds being provided by the developer, $22,434.20 has gone to the cost of engineering design to modify the Orange County plans, thus leaving $227,565.80 available for the construction effort. The actual proposed price from the County's contractor, DeWitt Excavating, is $183,416.46. Staff has been pursuing this joint effort with Orange County since November 2010 and with the County's selected contractor since June 2012. The difficulty of the negotiations and the many meetings required to secure a price proposal acceptable to staff has delayed an agreement until the last possible moment. Since the desired modifications to the work at this intersection are to be constructed in the next two weeks, and there is no subsequent City Commission that can provide timely consideration of this question through the normal scheduling process, this agenda item is being proposed as an emergency issue for City Commission action. Issue: Should the City Commission authorize the Finance Department to issue a purchase order in the amount of $183,416.46 to DeWitt Excavating to make modifications to the Clarcona -Ocoee Road at Clarke Road intersection? 1 Recommendation: The Engineering Department recommends that the City Commission authorize the Finance Department to issue a purchase order in the amount of $183,416.46 to DeWitt Excavating to make modifications to the Clarcona -Ocoee Road at Clarke Road intersection under Job No. 40801 using funds to be provided by the Arden Park developer. Since the price proposal is partially based on unit -price bid items, the quantity of which may be modified in response to field conditions, it is recommended that the City Manager be given the authority to make modifications to the scope and price of the work up to the limits of the available funding of $227,565.80. Attachment: Price proposal from DeWitt Excavating with additional information regarding the subcontractor's proposed cost of traffic signal modifications. Financial Impact: The cost of design and construction related to the intersection of Clarke Road and Clarcona -Ocoee Road will be covered by payments from the developer, as mandated under the terms of the existing Arden Park Development Agreement. Section 3 of the First Amendment to Development Agreement calls for the $250,000 traffic mitigation payment to be made by January 1, 2015, "provided, however, that the City may by written notice to the Developer require that the Developer pay all or a portion of the Traffic Mitigation Payment at an earlier date to the extent the City determines in its sole discretion that such funds are need to pay for the design, engineering, permitting, installation and /or construction of signalization of the Intersection and other improvements related thereto" (p. 2, emphasis theirs). Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion & Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. N/A 2 n. TD: eW'tt Excavating September 14, 2012 City of Ocoee Attn: Al Butler — Abutler @Ci.Ocoee.fl.us REF: CLARKE ROAD INTERSECTION MODIFICATIONS Dear Mr. Butler: PIease see the attached revised pricing for the proposed Clarke Road Intersection Modification. All of the adjustments as discussed have been accounted for within this revision and noted on the attached pricing sheet. The Electrical /Signalization subcontract price was reduced by $3,527.26, however, I included DeWitt's 10% markup which I had mistakenly left off the previous price proposal, therefore that line item actually increased. If you have any questions or comments regarding this matter, please feel free to contact me. Sincerely, Michael E. Knotts DEWITT EXCAVATING, INC. Project Manager Cc: Chris Hedum — Orange County Gary Batchelor— Orange County Guy King — Orange County Juan Curi — Orange County Julie Naditz — Orange County Mike Wehrfritz --- Orange County Roberto Ng — Orange County Robert Davila — DeWitt Excavating, Inc. Gary Croft — DeWitt Excavating, Inc. 14463 W. Colonial Drive • Winter Garden FL 34787 • www.dewittexc.com • (407) 656 -1799 • Fax (407) 656 -0552 Land Clearing • Earth Work • Concrete Work • Asphalt Paving • Utilities • Fill Material Revision 1 September 14, 2012 UNIT U/M QUANTITY - TOTAL - TOTAL CLARKE ROAD INTERSECTION MODIFICATIONS - - - - MOBILIZATION LS 1.00 - 8,734.00 - 8,734.00 S URVEY /AS- BUILTS LS 1.00 - 600.00 - 600.00 MOT LS 1.00 - 2,125.00 - 2,125.00 PREVENTION, CONTROL, AND ABATEMENT OF EROSION AND WATER LS 1.00 - 5,920.00 - 5,920.00 RELOCATION OF CHAIN LINK FENCE LS 1.00 - 6,420.00 - 6,420.00 EXCAVATION, EMANKMENT AND GRADING LS 1.00 - 14,000.00 - 14,000.00 TYPE "B" STABILIZATION (12 ") (MIN. LBR 40) SY 1,619.00 - 2.50 - 4,047.50 SOIL CEMENT BASE, PRIMED, (12 ") (300 PSI) SY 1,452.00 - 13.87 - 20,139.24 SUPERPAVE ASPHALTIC CONCRETE, SP (TRAFFIC C) (12.5) (3 1/2 ") SY 1,424.00 - 15.59 - 22,200.16 ASPHALTIC CONC. FRICTION COURSE (RUBBER) (I ") (FC -9.5) (INCL. TAESY 1,424.00 - 6.41 - 9,127.84 PIPE GUIDERAIL (GALVINIZED STEEL) (3 -RAIL) LF 18.00 - 67.00 - 1,206.00 BOLLARDS EA 2.00 - 470.00 - 940.00 CONCRETE CURB TYPE D LF 40.00 - 23.64 - 945.60 TRAFFIC SEPARATOR CONCRETE -TYPE TV, 4' WIDE LF 60.00 - 20.55 - 1,233.00 SIDEWALK CONCRETE, 4" THICK (INCL. COMPACTION) SY 149.00 - 21.75 - 3,240.75 ELECTRICAUSIGNILIZATION LS 1.00 - 70,145.00 - 70,145.00 SINGLE POST SIGN (F &I) (LESS THAN 12 SF) AS 2.00 - 210.00 - 420.00 SIGN PANEL EA 1.00 - 257.00 - 257.00 OBJECT MARKER (POST MOUNTED) (TYPE 1) EA 12.00 - 126.00 - 1,512.00 MARKER PAVEMENT RETRO- REFLECTIVE EA 28.00 - 3.65 - 102.20 PAINTED PAVEMENT MARKING (ISLAND NOSE) (YELLOW) SF 36.00 - 1.0o - 36.00 THERMOPLASTIC (6" SOLD WHITE) NM 0.044 - 4,691.00 - 206.40 THERMOPLASTIC (8" SOLID WHITE) LF 127.00 - 2.00 - 254.00 THERMOPLASTIC (12" SOLID WHITE) LF 1,203.00 - 3.00 - 3,609.00 THERMOPLASTIC (1 8" SOLID WHITE) LF 122.00 - 3.00 - 366.00 THERMOPLASTIC (24" SOLID WHITE) LF 597.00 - 6.00 - 3,582.00 THERMOPLASTIC (6" WHITE, 10'- 30' SKIP) GM 0.005 - 1,271.00 - 6.36 THERMOPLASTIC PAVEMENT MESSAGE EA 14.00 - 88.00 - 1,232.00 THERMOPLASTIC DIRECTIONAL ARROWS EA 4.00 - 54.00 - 216.00 THERMOPLASTIC (6" SOLID YELLOW) NM 0.122 - 4,864.00 - 593.41 TOTAL - - - 183,416.46 • Notes: - The quantities that The City of Ocoee is responsible to pay for at the Clarke Road intersection have been adjusted to reflect the 09/12/12 meeting as follows: - The 142 feet of 18' S.S. pipe as indicated In the drawings is not Included. - The 2% bond was eliminated as directed due to the price being under $200,000. - The Manhole line item was deleted, - The Concrete Curb and Gutter Type E line item was deleted. - The Concrete Curb and Gutter Type F line item was deleted. - The Performance Turf (Sodding) line item was deleted. - The chain link fence realignment items was added. - The MOT requirements were reduced to accommodate the use of the existing WOT and not the realignment design submitted by The City of Ocoee. - The Electrical /Signalization item was revised to accommodate the Cities request to eliminate the signal heads and associated wire. - Additionally, the Electrical /Signalization item deleted the opticom unit but added a sign item to mount on the new mast arm so that the pole/arm will not vibrate. H &M ELECTRICAL & UNDERGROUND UTILITIES, INC. UNIT PRICING SHEET DATE: 9 -12 -2012 PROJECT: IFB NO. Y12- 730 -CH CLARCONA -OCOEE RD (CLARKE RD REVISION) LOCATION: ORANGE CO., FL UNIT ITEM # UNIT PRICE EXTENSION 101 -1 1 $6,000.00 $6,000.00 620 -1 -1 20 $16.00 $320.00 630 -1 -12 332 $7.00 $2,324.00 C::;,ct,,.it 632 -7 -4 1 $4,285.00 $4,285.00 C i ) 635 -1 -11 4 $285.00 $1,140.00 R41 tCt e> 649 -31 -204 1 $37,120.00 $37,120.00 lviy t z>ort 650 -51 -311 1 $735.00 $735.00 Veh+,lk.. trpffic �,,:jn ?6 653 -191 5 $699.00 $3,495.00 F cl 5, y n aj rysrm 1> %, p.5 659 -101 1 $115.00 $115.00 ii 660 -1 -110 1 $245.00 $245.00 Laxc'r (Wet. 'LA'S 660 -2 -102 8 $0.00 $0.00 660 -2 -106 1 $750.00 $750.00 663 -74 -14 0 $975.00 $0.00 665 -11 3 $165.00 $495.00 Y 1 � 665 -12 2 $475.00 $950.00 12rd p�,� 119"14 Jfl s 665 -13 1 $181.00 $181.00 1, 670 -5 -412 1 $1,795.00 $1,795.00 r`0 FF L.,,, tridEtr- �.;s�,nbl j 699 - - 1 $3,439.00 $3,439.00 IntrnAli It ihzcc s{ /1= ►z ,0 700 -48 -18 1 $379.00 $379.00 $63,768.00