Item #04 Approval of a Budget Transfer Among Parks and Recreation Projects and Change Order No. 4 `re c of Good Li
AGENDA ITEM COVER SHEET
Meeting Date: December 7, 2010
Item # tj
Reviewed By:
Contact Name: Al Butler, CIP Manager Department Director: ,% a `Uf edec
Contact Number: 407 - 905 -3100, ext. 1543 City Manager:
Subject: Approval of a budget transfer among Parks & Recreation projects and authorization for the
Mayor to execute Change Order No. 4 with Trimble & Son Construction Group, Inc., to adjust the
contract to accommodate installed quantities and field orders. (District 1 — Hood, District 2 — Wilsen,
District 3 — Johnson, District 4 — Keller)
Background Summary:
The City's contractor, Trimble & Son Construction Group, Inc., recently completed work to rebuild tennis
court facilities at several city parks. A change order is needed to reconcile the bid and installed
quantities and to accommodate minor field orders issued during the course of the project. Such a
closeout change order is typical of construction projects with unit price pay items The total cost of project
additions and deletions is $9,459.13, of which $5,268.95 is covered by contract contingency funds,
making the total amount of the change order $4,190.18. This amount represents the need for additional
budget to closeout the contract.
A new basketball court is now under construction within the Tiger Minor Park property at the intersection
of Butterfly Creek Drive and Sleepy Harbour Drive. Funds in the amount of $50,000 for this work were
provided in the Adopted FY 2011 Budget to cover construction of the basketball court and installation of
sports lighting. The court construction received an allocation of $45,000, leaving $5,000 for lighting. The
final price proposal from Bright Future Electric for lighting at the basketball court is $6,912.00, which is
$1,912.00 above the available funds.
Taken together, the total budget need to complete the work is $6,102.18.
Issue:
The Engineering and Parks & Recreation departments have proposed a Change Order and increase to
the contract amount for Job No. 30504, the Citywide Tennis & Basketball Court Reconstruction Project,
to pay for contract closeout cost adjustments and lighting the basketball court at Tiger Minor Park.
Recommendations
The Engineering and Parks & Recreation departments recommend that the City Commission allocate an
additional $6,200.00 for Job No. 30504, Citywide Tennis & Basketball Court Reconstruction, from funds
available following the completion of improvements at Prairie Lake Park, and authorize the Mayor to
execute Change Order No. 4 modifying the Trimble & Son Contract Amount by $4,190.18 and the
Finance Department to increase the value of the related purchase order by a similar amount. The City
will contract directly with Bright Future Electric for lighting installation at the basketball court under a
purchase order. Since the basketball court's construction is covered by a lump sum price, the project
closeout adjustment can be done now.
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1
Attachments:
Change Order No. 4 for Trimble & Son Construction Group, Inc.
Price Proposal for Lighting Installation at Tiger Minor Park Basketball Court.
Financial Impact:
The $6,200 in funds for this action would be allocated from the $17,000 remaining in the unencumbered
budget for improvements at Prairie Lake Park, a project that has been completed.
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
X 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
Reviewed by (Parks & Rec.) N/A
2
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COEE
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CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
TENNIS COURT RECONSTRUCTION
CHANGE ORDER NO. 4
DATE: December 7, 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 $227,692.12
Net,Increase (Decrease) Resulting from this CHANGE ORDER $4,190.18
The current CONTRACT PRICE including this CHANGE ORDER $231,882.30
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 0 _ d�
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER December 14, 2010
Tennis Court Reconstruction, Change Order #4 1
CHANGES ORDERED:
I. REQUIRED CHANGES
This change order adjusts the final pay quantities and adds adjustments necessary to
accommodate field orders for tennis court improvements at Tiger Minor Park.
II. JUSTIFICATION
The current construction project has a number of quantity -based pay items on the bid list.
Among these items is Bahia sod. Substantially more sod was required than forecast due to the
larger area of fill provided by the contractor, resulting in an increase in the installed quantity of
4,522 SY. At a price of $1.99 per SY, the cost increase is $8,998.78. In addition, minor field
orders during the course of the project resulted in slight increases and increases in the final cost.
III. NARRATIVE OF NEGOTIATIONS
Change order pricing is based on existing contract prices and a price proposal received from the
contractor on October 15, 2010.
IV. PAYMENT
The following bid items are hereby modified or established to use the new prices shown:
Item Previous Additional
No. Description Price (Reduced) Cost Revised Price
29 Argentine Bahia Sod, Installed $5,870.50 $8,998.78 $14,869.28
C04 -1 Adjustment to Fence Design at Vignetti Park $0.00 $625.00 $625.00
Tennis Court to Remove Wing Walls
C04 -2 Adjustment to Fence Design at Vignetti Park $0.00 $330.63 $330.63
Tennis Court to Add Third Gate
C04 -3 Removal of Sign $0.00 $25.00 $25.00
C04 -4 Furnish & Install Concrete Bollards $0.00 $115.00 $115.00
33 Reset Bench $375.40 ($375.40) ($375.40)
34 Reset Trash Receptacle $259.88 ($259.88) ($259.88)
CON Allocate Existing Contract Contingency Funds $5,268.95 ($5,268.95) $0.00
Total Change - $4,190.18
V. APPROVAL AND CHANGE AUTHORIZATION
This proposed change to the Contract was approved by the City Commission of the City of
Ocoee, as a result of the decision by that body to supplement the project budget to fund the
related improvements. It is expressly understood and agreed that the approval of the Change
Order shall have no effect on the original contract other than matters expressly provided herein.
Tennis Court Reconstruction, Change Order #4 2
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: � By:
£tie,i Signat ure Signature
Date: 30, 3.010 Date:
Title: e i P P 011 . 9 Title:
APPROVED BY:
CITY OF OCOEE, FLORIDA
Owner
B Date:
S. Scott Vandergrift, Mayor
Attest:
Eikenberry, City rry, ty 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
END OF CHANGE ORDER
Tennis Court Reconstruction, Change Order #4 3
::riqhtFuIure
E L E C T R I C
From: Jerry Moore
Sent: November 29, 2010
To: City of Ocoee C/O Al Butler
Subject: Quote: Tiger Minor Basketball courts
We propose to furnish all labor and material for the sum of $6,912.00 as Specified
by the following scope:
1. Install (1) 200 amp 240 volt single phase service approximately 10 ft. from
existing utility company pole.
2. Run approximately 240' of 2" pvc conduit to feed pole lights to be installed.
3. Install (2) customer supplied light poles with fixtures in locations specified by
drawing provided.
4. Install wiring to power light poles being added.
5. Lighting to be controlled by timer / photocell installation.
6. This quote includes crane rental to set (2) customer provided direct burial poles.
7. This quote does not include any landscaping.
8. This quote includes (1) electrical permit.
9. This quote does not include any fees associated with utility company wiring into
service equipment being installed.
10. This estimate includes all contactors needed to power lighting.
11. All work to be done during normal business hours (Mon thru Fri) unless
otherwise noted.
Terms:
Thank you of the opportunity to provide you with this proposal. Bright Future Electric,
LLC will provide a complete installation according to manufactures recommendations
and in a workmanship like matter. This proposal is valid of 30 days from the above date.
Sincerely
Estimator/Project Manager Customer Signature and Date
630 Kissimmee Ave. Ocoee, Fl. 34761
407 - 654 -0155 PHONE 407- 654 -5669 FAX