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Item #14 Approval of Additional Funding for “Utility Work by Highway Contractor Agreements” with the Florida Department of Transportation in Connection with the Widening of SR 50 from the Entrance of the West Oaks Mall to State Road 429 ocoee florida AGENDA ITEM COVER SHEET Meeting Date: June 20, 2017 Item # /1/ Reviewed By: Contact Name: Charles K. Smith, P.E. Department Director: Cha ' , P.E. Contact Number: 407-905-3159 City Manager: Robert Fr �� / ' Subject: Approval of Additional Funding for "Utility Work by Highway Contractor Agreements" with the Florida Department of Transportation in Connection with the Widening of SR 50 from the Entrance of the West Oaks Mall to SR 429 Background Summary: On November 19, 2013, City Commission entered into an agreement with the Florida Department of Transportation (FDOT) to partner with the City of Ocoee to cause the relocation of City utilities in conflict and/or non-conformance with the FDOT widening of SR 50, from the entrance of the West Oaks Mall to SR 429. The initial Agreement called for $3,000,000 based on the original engineer's estimate, which included a 10% contingency allowance and a 2% construction engineering and administration fee. Later, the amount was revised down to $2,499,556.64 based on the awarded bid, and funds were transferred to FDOT on September 30, 2014. During the execution of the project, numerous conflicts and/or unknown conditions were encountered that accrued additional labor and material costs. Based on these conditions, FDOT, through a letter from their project management consultant CDM Smith (see attachment), has requested an additional $450,000 in contingency from the City. Note that all the work to date has been paid by the City, but a portion of the work is FDOT's responsibility, and shall be reconciled at the conclusion of the project. Per Section 337.403(3), Florida Statutes, in the event that the Contingency Fund is depleted, additional funds must be provided to FDOT. This obligates the City to increase the contingency amount for the project. Issue: Should City Commission approve the additional $450,000 of contingency funding for utility accommodations related to the SR 50 Widening Project? Recommendations: Motion to approve additional funding and authorize City Manager to transmit $450,000 in to FDOT for utility accommodations related to the SR 50 Widening Project. Attachments: 1) Request letter from CDM Smith 2) Spreadsheet summary Financial Impact: The project funding needs to be increased by $510,000 to cover the $450,000 in additional contingency and $60,000 in other expenses. To accomplish this, $387,000 is to be transferred from job #31207 (Lake Olympia Reclaim Retrofit) and $123,000 from job #14212 (Maguire Road Reclaim Pumping Facility & Ground Storage Tank), both into job #31701 (SR 50 Widening Utility Relocation). Type of Item: (please mark with an "x") Public Hearing For Clerk's Dept Use: Ordinance First Reading X Consent Agenda Ordinance Second Reading Public Hearing Resolution Regular Agenda X Commission Approval Discussion&Direction Original Document/Contract Attached for Execution by City Clerk Original Document/Contract Held by Department for Execution Reviewed by City Attorney N/A Reviewed by Finance Dept. W N/A Reviewed by 0 N/A 2 CDM Smith 1551 Boren Drive Suite B Ocoee,FL 34761 June 14, 2017 Charles K. Smith, P.E. Utilities Director City of Ocoee. Dear Mr. Smith, The Contractor's bid for the City of Ocoee's utility work was$ 1,967,210.20. The Department initially received Contingency Amount of$447,850.00. After executing SA#02, $22,715.07,SA#05, $ 51,282.44 and SA# 16,$45,233.70,the balance remaining is$328,618.79. There was also an encumbrance request for over run of plan work done at $110,000.00 and SA#03 for$100,000.00 done for a contingency fund for added work, remaining balance of$118,618.79. The State of Florida is participating with this work also, on a separate financial number 239535-3-56-02 and final project funding will be reconciled upon completion between financial number 239535-3-56-01. We should be ready to meet to do the final quantity comparison near the end of August 2017 at the present construction pace. The City of Ocoee has authorized additional work that exceeds the balance of available funds. See the attached spreadsheet that has$158,000.00 of over run of pay item work,there is also a pending SA for additional locates that has been submitted and is under review for$92,000.00 and with the CSA, contingency for the City of Ocoee 85%spent an additional contingency of 10%of the original agreement$ 196,721.02 is part of this escrow request. We are requesting an additional escrow deposit be made for$450,000.00. Sincerely, ' ". Michas Ruland, P.E. Senior Project Engineer Cc: Seth Simpson, CDM Smith Greg Shelton, CDM Smith Carlton Daley, FDOT Staci Nester, FDOT WATER+ENVIRONMENT+TRANSPORTATION+ENERGY+FACILITIES 0 ( { 2 / LI ! , #$ $8.888888822 8 \\8 8 4 8 2 8 8 \§2 / §§EriE K||222222 §° K5K`` t Na / }\}\\}}}\}}) ) §\24\\\ \\)§§ 22 7£ \ --;Q- f;- ; - " .:;" `! | ##E------ - " § !§ §§m; §!!!§ ;;\ sasasa°. P- P. P.P\ )|| | � , � �� f!■4K±£b£:: : : ::\ 'I. g , , §t §| , K , 2 ! 1 :!! !55 §| KKKt! !!! !! ! ! ! & _ a : : ci) y& Vel;: «;BG # §:: 00000 §! a '.2- a-:2 ; {/ o� & § E © .aaw �aw'- 46666 W . ! | : : ;1' % |t |i \ ; }| | Z. ; § 2§ & & E | (t � (! ! §£ ! k){! { * | : ! file=!¥, | z � ` !,-2—n“—, ! 4 4 : ( ! | f!{2. t/>ac . $ ! !\4 \{; , - a : : E ; - \ _ //\/PtliN,}\ \\\\\\\\3 mE {{{{{{{{{{{z 44444444! . t .-.- ,22!! 00