The URL can be used to link to this page

Home My WebLink AboutEmergency Item 2 - Approval for Additional Services in the Amount of $7,800 to Effect Design Changes Directed by the City and to Extend the Contract Time to the End of the Construction Schedule - Change Order No. 3 t ocoee florida AGENDA ITEM COVER SHEET • Meeting Date: October 16, 2018 Item # Emergency Item 2 Reviewed By: Contact Name: Al Butler, Director Department Director: "117 Contact Number: 407-554-7063 City Manager: ,� Subject: Approval for additional services in the amount of $7,800 to act d sign changes directed by the City and to extend the contract time to the end of the construction schedule — Change Order No. 3. Background Summary: Lakefront Park Improvements is a capital project included in the city's list of approved investments using funds allocated from the 2017 General Fund Capital Bond Issue and a focal point of the Downtown Master Plan. Phase 1 has been designed and is currently out for bids. As part of that work, the City asked the design consultant to split the work into two sub-phases, one for work to be done prior to Founders' Day, and a second for work to start after Founders' Day. The work of Phase 1 a was put out for bids while the design work for Phase 1 b continued, but only one firm offered to do the work. The City Commission subsequently rejected that bid. After the design work was completed, the City changed the standard overhead lighting fixture used for parking lots and streets, which caused the parking lot lighting plans to be redesigned to fit the photometrics of the selected fixtures. Phases 1 a and 1 b were subsequently combined for a single bidding process; however, electrical work still needed to be done prior to Founders' Day to support the relocation of the stage and the addition of sponsor tents. The result was the City's directing the consultant to prepare separate plans for this "early start" effort, which was added to the scope of work for the Lakeshore Center Expansion project (see separate agenda report). Collectively, the consultant, S&ME, has incurred additional costs for combining Phase 1 a and 1 b into a single project, redesigning the parking lot lighting system to reflect the photometrics of the new fixture, and producing an early start electrical plan for pre-Founders' Day work. Issue: Should the City Commission approve the proposed Change Order No. 3 in the amount of $7,800 for additional design services required of S&ME for the Lakefront Park Improvements project? Recommendation: Staff recommends that the City Commission authorize the Mayor to execute the attached Change Order No. 3, and that the city accordingly increase the amount of the related agreement and purchase order. The increase in the design fee is justified by the increase in effort. In addition, staff recommends that the City Manager be given the ability to make future adjustments to contract amount and duration for this project within the scope of his purchase approval authority. Attachments: • Draft Change Order No. 3 • Proposed design fee adjustment request from consultant Financial Impact: Approval of the proposed Change Order No. 3 will increase project costs by $7,800, but is within the currently available project budget. Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: eml-e-runty-TM)) Ordinance First Reading - _ Consent Agenda ��// Ordinance Second Reading Public Hearing Resolution Regular Agenda x Commission Approval Discussion&Direction X Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney Uses existing contract and approved change order form X N/A Reviewed by Finance Dept. l '4��GZ N/A Reviewed by ( ) N/A ocoee florida CITY OF OCOEE 150 North Lakeshore Drive Ocoee, Florida 34761 *This Change Order Requires Action by the City Commission* LAKEFRONT PARK IMPROVEMENTS CHANGE ORDER NO. 3 DATE: October 16, 2018 PURCHASE ORDER: 1425078 (FY 2018) The following changes are hereby made to the CONTRACT DOCUMENTS. Original CONTRACT PRICE $46,300.00 Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $420,600.00 Net Increase (Decrease) Resulting from this CHANGE ORDER $7,800.00 The current CONTRACT PRICE including this CHANGE ORDER $428,400.00 Original CONTRACT COMPLETION DATE: Not Specified Current CONTRACT COMPLETION DATE adjusted by previous CHANGE ORDERS Not Specified Net Increase Resulting from this CHANGE ORDER N.A. days Current CONTRACT COMPLETION DATE including this CHANGE ORDER Not Specified CHANGES ORDERED: I. REQUIRED CHANGES The CITY requested the following changes to the scope of work or level of effort required to complete the work: 1. Combine project phases la and lb into a single set of bid documents following the City Commission's rejection of the single bid received for Phase la 2. Preparation of an "early start" electrical plan for power connections for the relocated Main Act Stage and four sponsor tents for Founders' Day. 3. Recalculation of photometrics and lighting layout for off-street parking areas following the CITY's decision to change its standard streetlight fixture. II. JUSTIFICATION The changes were made necessary by actions of the CITY in order to create the most cost- effective project bidding package for Phase 1, while also meeting the CITY's need for short-lead electrical work related to Founders' Day and a standard streetlight fixture that better conforms to the design aesthetic of the Downtown Redevelopment Program. III. NARRATIVE OF NEGOTIATIONS The cost of the revised work is based on the standard hourly fees previously negotiated by the parties. IV. PAYMENT Payment will be in the amount of$7,800.00 as a lump sum. V. APPROVAL AND CHANGE AUTHORIZATION The original project and funding allocation was established by issuance of a CITY purchase order, subject to the terms and conditions contained in the CITY's solicitation, Project Manual, Drawings, Specifications, and/or the CONTRACTOR's service and price proposal, which collectively form the terms of an agreement between the CITY and the CONTRACTOR for the performance of the Work. This proposed change to the agreement requires approval by the CITY Commission under the CITY's Purchasing Rules and Regulations and is consistent with any prior action by the CITY Commission to award the Work to the CONTRACTOR. It is expressly understood and agreed that the approval of the Change Order shall have no effect on the original agreement 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 CITY for the Work covered by this Change Order. The CONTRACTOR hereby waives and releases any further claims for cost or time against the CITY arising from or relating to the matters or Work set forth or contemplated by this Change Order. [Balance of this page was left blank intentionally] RECOMMENDED BY: ACCEPTED BY: CITY OF OCOEE, FLORIDA S&ME, Inc. By: By: Signature Signature Date: Date: Title: Title: APPROVED BY: CITY OF OCOEE, FLORIDA By: Date: Rusty Johnson, Mayor Attest: Melanie Sibbitt, City Clerk FOR USE AND RELIANCE ONLY BY THE APPROVED BY THE CITY OF OCOEE CITY OF OCOEE,APPROVED AS TO FORM COMMISSION IN A MEETING HELD ON AND LEGALITY THIS DAY OF , 20 UNDER , 20 AGENDA ITEM NO. By: City Attorney mom & S&ME, Inc /MI PM: Carrie Read Additional Services Request P:407-975-1273 111111111111111111 =Nur email:cread@smeinc.com Project Name: Lakefront Park- Phase One S&ME Project#:1527118047 Change Order Request#: 527118047-1 Date Issued 10/9/2018 Scope Description Change: TASK ONE The following is a list of additional service items which S&ME has encountered which will need to be addressed as part of the project. o S&ME will coordinate with our electrical sub-consultant,Bobes&Assoc.,to propose new light fixtures for the roadway and parking lot areas per the direction from the City and per the recently adopted City standards. o S&ME will include all site furnishings(benches,litter receptacles,bike racks,etc.)per the recently adopted City standards. o S&ME will coordinate with our electrical sub-consultant,Bobes&Assoc.,to prepare an Early Release' package to include sidewalks,brick screen walls and electrical panels and services to be issued and built prior to Founders Day. o S&ME will coordinate with a structural engineer for review of the 6'ht and 8'ht site walls for the electrical panels. o S&ME will coordinate with all subconsultants to produce a combined Phase One bid set(previously separated out into Phase 1A and Phase 1B bid sets). Schedule Change: We anticipate no impact on the construction schedule Cost Changes: Item/Task Unit Unit Cost #Units Total TASK ONE LS $ 7,800.00 1 $ 7,800.00 Total of this Change Order Request 7,800.00 Orig. Budget Increase/Decrease Revised Total Budget $ 358,000.00 $ 7,800.00 $ 365,800.00 This Additional Service is incorporated into S&ME's proposal dated 4/2/2018 and the contract dated 6/21/2017 which has been authorized by Client and S&ME. Submitted by: S&ME Project Manager/Carrie E. Read Authorized by: Client Name, Date