Item #14 Approval for Acceptance of Change Order No. 2 for the Downtown & Western Sanitary Transmission Project (North of Silver Star Phase) ocoee
florida
AGENDA ITEM COVER SHEET
Meeting Date: July 17, 2018
Item # �y
Reviewed By:
Contact Name: Charles K. Smith, P.E. Department Director: Charl-;,�,1. fir;; .•,�
Contact Number: 407-905-3159 City Manager: Robert Fra r.974&1,
Subject: Acceptance of Change Order #2 for the Downtown & Western Sanitary Transmission
Project (North of Silver Star Phase)
Background Summary:
The City of Ocoee is nearing the completion of the Downtown & West Sanitary Transmission Project
which shall shift half of the sanitary flow from the City's single existing forcemain doubling the City's
sanitary sewer conveyance capacity. The downtown project (forcemain and master lift stations) have
been divided into multiple phases with a "North Phase" project (north of Silver Star) providing
conveyance from just north of Silver Star Rd. running north along Lakewood Ave to Wurst Rd, then
turning east along Wurst Rd. to the City's wastewater plant (connection west of railroad tracks on
Wurst Rd). The North Phase also includes a master lift station (#63) off of Lakewood Ave at Security
Circle.
Change Order#2 addresses minor changes in unit quantities and will amend the construction contract
to add the following to the north phase project:
• Add a third 80 H.P. pump as a backup pump for the master lift station in the amount of$60,463.
In the event one of the two in-service pumps needs repair and/or maintenance, it would leave
only one pump in operation. A failure of the second pump would be significant and a temporary
replacement pump, due to size and complexity, would be extremely difficult to obtain. Thus,
staff is requesting the additional pump. The backup pump, by design, shall also be
interchangeable with the City's other master lift station.
• Due to parties interested in development north of Silver Star Road along Bluford Ave, a 20" x 4"
tee with plug valve was added to the forcemain. This will provide development(s) the
opportunity to connect to central sewer. The fiscal impact of this addition was $3,855.09.
• The City implemented a "Septic Tank Maintenance Program" where customers pay a nominal
monthly fee and have their septic tanks pumped every three years. To facilitate the program, an
on-site septic receiving facility is needed at the Ocoee Wastewater Treatment Facility. The
Utilities Department sought proposals from the City approved small construction contractors for
the construction of the septic receiving facility. These contractors were informed of an
alternative option for the construction of the tank by shooting the shell with gunite. Three
contractors responded with proposal amounts of $84,898, $88,360, and $99,978. City staff sub-
sequentially sought a proposal from the north phase contractor, SanPik, Inc., received a
proposal of$29,200 using the alternative method. The Septic Tank Receiving Facility funding is
available in Capital Project— Carry Over (408-535-00-6302) which shall be reduced by $29,200
for construction.
Change Order #2 also includes additional efforts required by the contractor that was not foreseen or
identified in the contract documents:
• Additional labor and equipment to avoid unmarked communication cables along Rewis and
Lakewood Ave in the amount of $9,711.15.
• An unforeseen water main near the decommissioned Jamela Water Plant was hit by the
contractor during the installation of the forcemain. The contractor was delayed until Utility staffs
were able to isolate the line and make repairs. The fiscal impact was $3,124.55.
The Bluford Ave Street Scape Project effort includes the final phase of the Downtown & West Sanitary
Transmission Project forcemain construction. This includes a link of forcemain under Silver Star Road
which tied into the end terminus of the north phase forcemain. Both projects efforts were coordinated
together requiring the delay in the north phase. The north phase contractor agreed to the delay as he
was also a sub-contractor on the street scape project.
For detailed project financial discussion see Financial Impact below.
Mr. Smith, the Utilities Director, shall be available for questions.
Issue:
Should the Mayor and City Commission approve Change Order #2 for the Downtown & West Sanitary
Transmission Project (North of Silver Star Phase)?
Recommendations:
Motion for Mayor and City Commission to authorize an increase in funding for the North Phase of the
Downtown & West Sanitary Transmission Project by $35,000; and approve Change Order#2 with SanPik Inc.
in the amount of$106,354.39 and extend the contractual completion date to August 3, 2018.
Attachments:
1. Change Order#2
Financial Impact:
Project's Available Funding: The initial north phase project's available funding from the 2016 Bond proceeds
was $3,635,000; however, due to a successful bid of $2,874,443.00 there was an excess funding amount of
$575,000. The excess funding was shifted to other bond projects which needed additional funding resources
(City Commission action Nov. 7, 2017). Staff is requesting the project's available funding be increased by
$35,000 to $3,095,000. Funds in the 2016 Bond budget are available as the Downtown and Oakland Ave
Project (Project No. 17103) included $200,000 to purchase 128 N. Bluford Ave for the downtown lift station.
Cost to procure the property was less than $150,000 leaving $50,000 to be used as needed.
Project's Expenses: The reduced $3,060,000 funding for the north phase project was designated to cover the
cost of construction, a backup generator for the master lift station ($85,585) and construction administration
expenses (< $12,000). Change Order #1 added to the project the Rewis and Lakewood intersection paving
and drainage improvements utilizing $77,768.83 from Stormwater Capital Improvements (103-538-20-6302)
[Change Order#1 approved by City Commission June 20, 2017] for a revised contract amount of$2,978,527.
With the approval of Change Order#2, the final north phase project cost is anticipated to be $3,084,881.39 with
$2,977,912.56 from the 2016 Bond proceeds, $77,768.83 from Stormwater Capital Improvements and $29,200
from Capital Project—Carry Over(408-535-00-6302).
2
Type of Item: (please mark with an "x")
Public Hearing For Clerk's Dept Use:
Ordinance First Reading y 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. qp12/20,,zi.... (1,41/j4-4.01/4" N/A
Reviewed by 0 N/A
3
A
ocoee
florid a
CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
*This Change Order Requires Action by the City Commission*
Downtown&West Sanitary Transmission Project
(North of Silver Star Phase)Bid#16-06
CHANGE ORDER NO. 2
DATE: June 25, 2018 PURCHASE ORDER: 1424420
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $2,874,443.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $2,978,527.00
Net Increase (Decrease) Resulting from this CHANGE ORDER $106,354.39
The current CONTRACT PRICE including this CHANGE ORDER $3,084,881.39
Original CONTRACT COMPLETION DATE: [August 14, 2017]
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS [August 14, 2017]
Net Increase Resulting from this CHANGE ORDER 354 days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER [August 3, 20181
Downtown& West Sanitary Transmission Project
(North of Silver Star Phase)Bid#16-06
CHANGES ORDERED:
L REQUIRED CHANGES
1. This change order will cause a net increase to the contract total in the amount of$106,354.39.
2. Increase in Pay Items to complete the project:
With minor changes to the original contract quantities, there is an anticipated
decrease in the amount of $54,220.48 from the awarded contract amount.
Please refer to attached Final (Anticipated Close Out) Payment Summary of
Values for change in quantities.
3. Added Pay Items to complete the project:
CO2.01 Spare 90 H.P. Pump for Master Lift Station (8" NP3231/680 Flygt) by One
(1) Each.
CO2.02 20"x 4" TEE with 4" Plug Valve by One (1) Lump Sum.
CO2.03 Additional Efforts to Avoid Unmarked Communication Cables by One (1)
Lump Sum.
CO2.04 Down Time for City of Ocoee Water Main Repair by One (1) Lump Sum.
CO2.05 Septic Receiving Facility Construction by One (1) Lump Sum.
II. JUSTIFICATION
CO2.01 A spare pump is needed for maintenance and emergency issues that may arise
for Master Lift Station#63.
CO2.02 A 20" x 4" TEE with 4" Plug Valve was needed along Bluford Ave. near
Silver Star Rd. This will insure for a future 4" force main connection from the
20" force main north of Silver Star.
CO2.03 Contractor had to put in additional labor and equipment to avoid unmarked
communication cables at the intersection of Bluford Ave. and Rewis St.
CO2.04 The Contractor hit an unmarked water main near the Jamela Plant on Wurst
Rd. The Contractor had to endure down time for the repair of said water main.
CO2.05 Construction of Septic Receiving Facility at the Waste Water Facility needed
for the City's Septic Tank Pump Out Service.
III. NARRATIVE OF NEGOTIATIONS
The city and the contractor came to an agreement for the contractor to take the handling cost and
for the city to pay for the expense of the pump (CO2.01).
The unit cost for CO2.02 — CO2.05 was reviewed by the Utilities Department and found to be
reasonable and within range of recent values.
Downtown&West Sanitary Transmission Project
(North of Silver Star Phase)Bid#16-06
IV. PAYMENT
The total expenses for the additional work in conjunction with Change Order #2 are
$106,354.39. Funding for CO2.05 Septic Receiving Facility in the amount of$29,200.00 shall
come from Capital Project Carry-Over (408-535-00-6302).
The Utilities' funding portion of the work in the amount of$77,154.39 shall come from the 2016
Utilities Bond (Fund 417). The bond proceeds had programed $3,635,000 to the Downtown &
West Sanitary Transmission Project (North of Silver Star Phase) with a contract awarded amount
of$2,874,433. Based on the Utilities portion of the work, along with $26,315.17 from Change
Order #1 and approximately $100,00 in miscellaneous expenses, the project has an encumbered
balance of(-$15,497.56) (417-535-10-6302.).
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.
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Downtown& West Sanitary Transmission Project
(North of Silver Star Phase)Bid#16-06
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA SanPik 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
Downtown& West Sanitary Transmission Project
(North of Silver Star Phase)Bid#16-06