Item #09 Approval of Change Order No. 1 to RFP #17-001 – Solar Farms Project ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: August 1, 2017
Item # 8(44/‘e
9
Reviewed By:
Contact Name: Charles K. Smith, P.E Department Director: Ch. -s . h
Contact Number: 407-905-3159 City Manager: Robert F ,,f
Subject: Approval of Change Order#1 to RFP 17-001 — Solar Farms Project— (Citywide)
Background Summary:
The Mayor and City Commission previously approved construction of two solar farms under RFP 17-
001 on January 3, 2017. One solar farm is to be located at the Utilities Administration Building campus
and the other at the South Water Treatment Plant. After determining that the water plant's solar farm
would be best located within its retention area (swale), it was identified that water could potentially
collect in the swale if the equipment was not raised three feet above the swales' high water level; this
would interrupt the performance of the solar farm. It was decided that the best solution to address the
concern is to incorporate the previously ground-mounted system into an elevated racking system,
utilizing galavanized steel posts and aluminum rails. The cost of the racking system is $6,630.
Issue:
Should the Mayor and City Commission approve Change Order#1 for the Solar Farms Project, RFP
17-001, to incorporate an elevated racking system at the South Water Treatment Plant, in the amount
of$6,630?
Recommendations
Motion for City Commission to accept and authorize the Mayor to execute Change Order #1 with ESA
Renewables, LLC in the amount of $6,630.
Attachments:
Contract Change Order Proposal
Change Order#1
Financial Impact:
The total budgeted for both solar farms is $165,000, which is also the amount of the original contract.
To cover the cost of the change order, $6,630 will be charged to 401-533-00-6302 (the "Annual Water
Plant Minor Repairs/Upgrades" allocation of the Capital Improvements line item), which has an
available balance of$15,200.
i
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 Ni
Reviewed by Finance Dept. Ni
Reviewed by 0 Ni
City of Ocoee • 150 North Lakeshore Drive • Ocoee, Florida 34761
phone: (407) 905-3100 • fax: (407) 905-3167 •www.ocoee.org
Contract Change Order
esa
Issued: May 31, 2017
RE- N F W A H t_ F S
CUSTOMER CONTRACTOR
City of Ocoee ESA Renewables, LLC
ATTN: Laureen Cooper 4155 St Johns Pkwy, Ste 1100
150 N Lakeshore Dr. Sanford, FL 32771
Ocoee, FL 34761 www.esarenewables.com
Phone: 407-554-7230 ext. 4022 License: CVC 56979 / EC13007944
Email: LCooper@ocoee.org
PROJECT
RFP#17-001 Solar Farms
1800 AD Mims & 1575 Maguire
Ocoee, Florida 34761
The following describes the proposed changes to the contract:
Replace previously-proposed ballasted ground-mount system at South Water Plant with
an elevated racking solution using galvanized steel posts and aluminum rails. Improve
economic payback of installation through modified system sizes (27kW at 1800 AD
Mims, 66kW at South Water Plant). Upgrade modules from Suniva 335W to Mission
Solar 340W.
In recognition of the above change(s), the parties agree to change the contract amount
by the following amount: +$6630.
For CUSTOMER For CONTRACTOR
Signature Signature
Printed Printed
Date Date __
1 �
ocoee
florida
CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
*This Change Order Requires Action by the City Commission*
SOLAR FARMS
RFP 17-001
CHANGE ORDER NO. 1
DATE: 07/18/2017 PURCHASE ORDER: 1424640
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $165,000.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $0.00
Net Increase (Decrease) Resulting from this CHANGE ORDER $6,630.00
The current CONTRACT PRICE including this CHANGE ORDER $171,630.00
Original CONTRACT COMPLETION DATE: [August 30, 2017]
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS [August 30, 20171
Net Increase Resulting from this CHANGE ORDER 0 days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER [August 30,20171
RPF 17-001 Solar Farms
CHANGES ORDERED:
I. REQUIRED CHANGES
1. This change order will cause a net increase to the contract total in the amount of$6,630.00
Replace previously-proposed ballasted ground-mount system at South Water Plant with an
elevated racking solution using galvanized steel posts and aluminum rails.
II. JUSTIFICATION
The change is needed as the solar farm will be located within the water plants retention(swale)
area and must be raised 3'above the high water staging in the swale.
III. NARRATIVE OF NEGOTIATIONS
The Electric Supervisor and Utility Director worked with the Solar Company to determine the
most non-intrusive placement of the solar farm at the South Water plant. It was also determined
to make some minor modifications to the size of each solar farm at the respective locations to
optimize cost savings on electric. After determination of its final location the Electrical
Supervisor worked with the Solar Company, ESA, to determine the most cost effective way to
raise the panels and keep them dry while not effecting output of kw. It was determined the best
option was to purchase and incorporate an elevated racking system that could withstand the
natural elements.
III. PAYMENT
The cost for the modified ballast system would come from Capital Improvements-Annual Water
Plant Improvement Funds (401-533-00-6302) which will be added to the original contract
amount.
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
RPF 17-001 Solar Farms
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]
RPF 17-001 Solar Farms
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA [contractor namel E .,kzw�.b12S,L-L-C-
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Date: 702(///"7 Date: 2v I-7/7/I$.
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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
RPF 17-001 Solar Farms
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