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Item 08 Approval of Change Order No. 1 for Bid #B18-03 Kimball Area Water Main Upgrade Project ``'J ocoee florid° AGENDA ITEM COVER SHEET Meeting Date: October 16, 2018 Item # (g Reviewed By: Contact Name: T'Jean Tomlinson Department Director: Charl-; ;;.> P.E. Contact Number: 407-905-3159 City Manager: Robert Fra Subject: Approval of Change Order No. 1 for the Kimball Area Water Main Upgrade Project Background Summary: The Kimball and Malcom Area are classified as the Peach Lake Manor Subdivision, circa 1960, as per the Orange County Property Appraiser. The residents of this area are currently on septic tanks and their only access to water comes through outdated 6-inch Asbestos Cement (A.C.)/Polyvinyl Chloride (PVC) and 2-inch galvanized water mains with most meters in their backyard. The Utilities Department has countless issues with A.C. and galvanized types of pipe material; and with the existing water main located in the backyard, gaining access to them is sometimes difficult. Although these pipes do provide safe drinking water, they are reaching the end of their service life, which has been evident through main breaks in recent years. In 2016, the Utilities Department planned and designed the upgrade of the water mains in the Kimball & Malcom Area with three separate phases for construction (Plan Sheet L1). With a budget of $600,000 in the fiscal year of 2017/2018, the City of Ocoee decided to bid the Phase #1 of the Kimball & Malcom Water Main Upgrade Project and designate it as the Kimball Area Water Main Upgrade Project since the estimated cost of the first phase is $500,000. City Commission awarded the first phase of the project to Central Florida Tapping and Construction Services, Inc. (CFT) in the amount of $344,097.00 on July 17, 2018, which is approximately 57% of the budget. Staff is recommending the approval of Change Order No. 1 to move forward with the construction of Phase II which will fix an operational issue and abandon the water main underneath the railroad crossing saving the City $800 per year by eliminating an annual franchise fee with Pinsely Railroad. The Utilities Department shall be available for questions. Issue: Should the Mayor and City Commission approve Change Order No. 1 for the Kimball Area Water Main Upgrade Project? Recommendations: Motion for Mayor and City Commission to authorize City Mayor to approve Change Order No. 1 with Central Florida Tapping and Construction Services in the amount of$279,151.48. Attachments: 1. Change Order#1 2. Plan Sheets for Change Order#1 3. Kimball & Malcom Area Water Main Upgrade Project Legend Sheet (L1). 4. Pinsly Railroad Company Correspondence for OCOE-61-053 5. Agreement for Municipal Pipe Line for OCOE-61-053 Financial Impact: The initial Kimball & Malcom Area Upgrade Project's available funding from the Water Repair and Replacement Fund (410-533-10-6302) was $600,000; however, due to a successful bid of $344,097.00 and additional expenses due to the bidding process, leaves a project balance of $255,882.52. An additional $300,000, Capital Improvements (401-533-10-6302), is in the approved budget for Fiscal Year 2018/2019. When added to the remaining balance makes available $555,882.52. Funding for the construction of Phase II (Change Order#1) in the amount of $279,151.48 will make available a remaining balance of $276,731.04 for the relocation of residential services and the possible construction of Phase III. Type of Item: (please mark with an `x') Public Hearing For Clerk's Dept Use: Ordinance First Reading p 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 AttorneyN/A Reviewed by Finance Dept. ' 6 d__ A v c6,_ N/A Reviewed by () N/A 2 A ocoee florida CITY OF OCOEE 150 North Lakeshore Drive Ocoee, Florida 34761 *This Change Order Requires Action by the City Commission* Kimball Area Water Main Upgrade Bid#18-03 CHANGE ORDER NO._1_ DATE: October 16, 2018 PURCHASE ORDER: The following changes are hereby made to the CONTRACT DOCUMENTS. Original CONTRACT PRICE $344,097.00 Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $344,097.00 Net Increase (Decrease) Resulting from this CHANGE ORDER $279,151.48 The current CONTRACT PRICE including this CHANGE ORDER $623,248.48 Original CONTRACT COMPLETION DATE: 'January 17, 2019] Current CONTRACT COMPLETION DATE adjusted by previous CHANGE ORDERS [January 17, 20191 Net Increase Resulting from this CHANGE ORDER 101 days Current CONTRACT COMPLETION DATE including this CHANGE ORDER [January 17, 20191 Kimball Area Water Main Upgrade Bid#18-03 CHANGES ORDERED: I. REQUIRED CHANGES 1. This change order will cause a net increase to the contract total in the amount of$279,151.48. 2. Increase in Pay Items to complete the project: No. 1 Mobilization/Demobilization by Sixty Two Thousandths (0.062) of One (1) Lump Sum No. 2 General Conditions by Three Hundred Sixty Two Thousandths (0.362) of One (1) Lump Sum No. 3 Maintenance of Traffic by Five Hundred Thirty Two Thousandths (0.532) of One (1) Lump Sum No. 4 Erosion Control by Fifty Four Hundredths (0.54) of One (1) Lump Sum No. 5 Construction Photographs and Audio—Visual Recording by Fifty Six Hundredths (0.56) of One (1) Lump Sum No. 6 Survey (Horizontal and Vertical Controls & As-Builts) by Seven Hundred Fifty Seven Thousandths (0.757) of One (1) Lump Sum No. 9 Furnish and Install 6" Dia. DIP Water Main by One Thousand Three Hundred Fifty One (1,351) Linear Feet No. 10 Furnish and Install 4" Dia. DIP Water Main by Six Hundred Ninety Eight (698) Linear Feet No. 11 6"x 6"x 6" D.I. TEE by Three (3) Each No. 13 6" Gate Valve by Four(4) Each No. 16 General D.I.P Fittings by One and Nine Tenths (1.90) Tons No. 18 Install Fire Hydrant Assembly including 6"Valve by Four (4) Each No. 19 Single 1" P.E. Service (Long) by Eighteen (18) Each No. 20 Single 1" P.E. Service (Short) by Twenty Six (26) Each No. 23 Abandon and Grout 6" Asbestos Cement Water Main by Eight Hundred Ninety Seven (897) Linear Feet No. 31 Remove and Replace Pavement by Three Hundred Ten (310) Square Yards No. 33 Remove and Replace Concrete Sidewalk 4" Thick by Twenty Four(24) Square Yards No. 34 Remove and Replace Concrete Driveways 6" Thick by Five Hundred Forty Seven (547) Square Yards No. 35 Remove and Salvage Fire Hydrant (Property of City) by One (1) Each No. 36 Sign& Mailbox Existing (Relocate/Reinstall) Single Post by Thirty Three (33) Each No. 38 Remove and Replace D-Curb by Eight (8) Linear Feet No. 39 Remove and Replace Ribbon Curb (12x12) by Fifteen(15) Linear Feet No. 41 Solid Sodding (Bahia) by One Thousand Eight Hundred Fifteen(1,815) Square Yards 3. Added Pay Items to complete the project: Kimball Area Water Main Upgrade Bid#18-03 CO1.01 Furnish and Install 8" Dia. DIP Water Main by Eight Hundred Ninety Eight (898) Linear Feet CO1.02 8"x 8" x 6" D.I. TEE by Five (5) Each CO1.03 6"to 4" Reducer by Two (2) Each CO1.04 8" Gate Valve by Two (2) Each CO1.05 Double 1" P.E. Service (Long)by Twelve (12) Each CO1.06 Double 1" P.E. Service (Short) by Ten (10) Each CO1.07 10"to 8" Tapping Saddle and 8" Tapping Valve by One (1) Each CO1.08 6"to 4" Tapping Saddle and 4" Tapping Valve by Two (2) Each II. JUSTIFICATION In 2016,the City of Ocoee's Utilities Department was called out to fix a main break in alley servicing houses along Russell Drive and Suzette Drive. The main break was located underneath a massive tree. The estimated cost was $5,000 to remove. City staff decided to cut the main on both sides of the tree and ran polyethylene tubing around the tree as a temporary fix to keep the system looped. New services were run above ground to the meters affected by disconnecting and abandoning the broken portion of the main. Change Order#1 will complete Phase II of the Kimball & Malcom Area Water Main Upgrade Project which will disconnect the 2-inch line behind Russell Drive and Suzette Drive and install 8-inch, 6-inch, and 4-inch Ductile Iron Pipe supplying residents on Russell Drive, Suzette Drive, Crystal Drive, and Malcom Road East of Russel Drive with better pressure and water quality. III. NARRATIVE OF NEGOTIATIONS Central Florida Tapping and Construction Services Inc. has agreed to keep the increase in quantities at the same bid unit prices. The unit cost for CO1.01 — CO1.08 was reviewed by the Utilities Department and found to be reasonable and within range of recent values. IV. PAYMENT The total expenses for the additional work in conjunction with Change Order#1 are $279,151.48. The Utilities' funding portion of the work in the amount of$279,151.48 shall come from Carry Over Project Funding (408-533-00-6302). The Annual Major Water Line Replacements & Upgrades Program has a budgeted amount of$600,000.00 in the Water Repair and Replacement Fund (410-533-10-6302) and $300,000 in the Capital Improvements Fund (401-533-10-6302). Based on the Contract amount of$344,097.00, expenses from the bidding process, and additional expenses from Change Order#1, the Program will have an unencumbered balance of $276,731.04. V. APPROVAL AND CHANGE AUTHORIZATION Kimball Area Water Main Upgrade Bid#18-03 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] Kimball Area Water Main Upgrade Bid#18-03 r RECOMMENDED BY: ACCEPTED BY: CITY OF OCOEE, FLORIDA CENTRAL FLORIDA TAPPING 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 Kimball Area Water Main Upgrade Bid#18-03 rn a V m o a i' w tP =a m 6' w 0 �Ww z 6 m-- W t 5 H r 'u° ~oo tO = z °i r v3 iczm `off w la m m x j j i v-m i m m m m 23 TO> ° w 7 Um 2a m Iti® K U m m U O H w .... L. 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O 0 \�y � c C m m m m m Y Z- --i} 4 - o - Z II m m m N '6 c m m m8i1 O d O W -, O2 W_ o J ao H o U J c▪ o m s E �# ,,:l m u ti ... .• 7_ 6m n11\� \\-'- z m �pnmIIlli. m m m y m i d &-- 11.> m m m gymwa a = _ 9 C D .7% � it c3 M 3 ▪ .4 fQ m 3 5 _ E E m w w 11 w a z z - - ce CP c I M2 MON i jiji ji '/,j' F-*agl'�'; Itetl - !lam .J., \ '�,j'j lli %/tom Y L NN !dub! ///' p m N I Z(' z ne. CC W W O�• UJ o o z 1 1 , Melds Omani ewrwe PINSLY RAILROAD COMPANY P� Mood a r*sa Minikes July 13,2000 City of Ocoee Contacts Administrator 150 N Lakeshore Drive Ocoee,FL 34761 Dear Sir or Madam: We are sending this letter to you to outtine the reasoning behind the Increased annual fee on each of the agreements you have with us,as is reflected by the endosed Invoices. As you may be aware, we have not modified the fee charged for each of these agreements M some time, and each fee is far below our standard rates. After careful study of the rates we are now charging for like-kind agreements,we adjusted our rates upward to a commercially reasonable level. We hereby notify you that the new rates we set on the agreements are as they appear on the enclosed invoices. As all of our agreements allow fora thirty (30)day notification period before any change becomes effective, you should consider this letter the thirty-day notice of our rate change to each of the agreements. If you should find this action unsatisfactory, please consider this letter to be the cancellation notice on each of the agreements, effective August 13, 2000. However, if the changes are acceptable, then please send payment, pursuant to the endosed invokes,within forty-five(45)days of the above date. We value your patronage and hope to continue our relationship with you in the future. If you wish to contact me regarding the above change, or any other matter, you may contact me at(413)568-6426 ext. 18,or via e-mail at bmacarthur©pinsly.conl. V truly yours, •• f—f mard L. Mac Arthur Contracts Manager 53 Southampton Road.Westfield.Massachusetts 01065•Telephone 413666-8426•MX 413.6824460 Remit To Florida Central Railroad Invoice Number 0013571 P O Box 967 Plymouth, Florida 32768-0967 (407) 880-8500 Invoice Date: 07/01/00 0005701 Bill To OCOEE,CITY OF Amount Paid. CITY MANAGER 150 N LAKESHORE DRIVE OCOEE FL 34761 Please detach this portion and return with your remittance. 61-053 WATER PIPELINE $800.00 Remit To: Florida Central Railroad PO.Box 967 Plymorah,Florida 32768-0967 Subtotal. 800.00 Sales/Use Tax: 0.00 Total Due: $800.00 0 O OE - OE-0 53 1340996 Mr. J. L. Ieansdj J. J. 8toskord tWcls Pips) • sear Owes, Florida 4. 3 1g�g..* City ed Osseo — 65 fest northeast of MP Fir.. is *ua�il Drive. Zeis file 13.2795s I ..slew far delivers dsplieatemerisimal et agreement dated joust 13, 1959, idth the OM et aeee, eeosrii0 a water pipe life assessing beneath trek and asross right st way 65 feet northeast of Mils Pest VB-834. seer Asses, Plsrlda. A espy of the agreement is ales enalsssd to year fits. This agreement has been assigned 11e. 13959 + Locations' We. 11.8340. Mr. A. 0. Parker, Jr, s With espy et the agreement — your file 7.-354,5 • • r FIN 1,411 PART ONE—Perm use I► taw.14n AGREEMENT FOR MUNICIPAL PIPE LINE THIS AGREEMENT,Made and entered into t.W..h..4a y ia ry by and between the ATLANTIC COAST LINE RAILROAD COMPANY. a corporati n ender the laws of the State of Virginia, hereinafter styled Licensor,and the....12fl..QF Qr3C. ....... .... municipal corporation under the laws of the State hereinafter styled Licensee, WITNESSETH. That Licensor. for and in consideration of the sum of One Dollar to tt in 174. hand paid by.Licensee, the receipt of which is hereby acknowledged. and of the covenants and agreements hereinafter made and contained on the pert of Licensee to be kept and performed, hereby grants unto Licensee the right or license to install and maintain,for the purpose of conducting water, a line of 6-inch steel pipe across the right of way and under the main track of Licensor at Ocoee, Florida, at a point 65 feet northeastwardly, measured along the center line of said main track, from nils post VB-834; as sheen in rad on the blue print attached hereto and made a part hereof; said right of way being 30 feet wide on each side of said center line. Pierian t,-nn in =stint ci " * t:,. been e'aehrd to etlein ai er:tract on file. Wil- mington. 1. C. • And Licensee hereby covenants and agrees in consideration thereof: (1)That the Licensee shall Install and maintain said pipe at its expense in a manner satis- factory to the Engineer Maintenance of Way of Licensor and so as not to interfere with pipe or other structures now in place;and in the event the said pipe shall require repair or renewal.the Licensee shall make such repair or renewal at its expense.and upon the failure of the Licensee so to do, the said Engineer of Licensor shall give written notice to the Licensee,and upon the failure of the Licensee to make repair or renewal after such notice, the Licensor may make all necessary repair or renewal at the cost of the Licensee. which cost the Licensee hereby agrees to pay on demand. (2) That the Licensee shall install and maintain,above ground and in a manner and at such locations as may be designated by said Engineer of Licensor,markers to plainly indicate the lo- cation,death at which installed and ownership of said ripe; and Licensee will. at its expense, at anytime, upon thirty days' written notice given by Licensor, change and alter the location of saipipe to conform to any changes or improvements that may be made by Licensor in its tracks or roadway at said lo:ation,or to permit the utilization of Licenmr's right of way, or other lards, for the construction of tracks, buildings or other structures. (3)That the Licensor shall not be responsible in any manner :or lost of or damage to said pipe and the contents thereof from any cause whatsoever: and Licensee shall and does hereby assume,and agrees to indemnify and hold harmless the Licensor,Its successors and assigns from and against all loss,cost,expense,ca`.ms,sults and judgments whatsoever in connection with in- jury to or death of any person or persons or loss of or damage to property caused by or in any way connected said with the Installation, maintenance, use or presence of said pipe and appurten- ances howsoever caused. (4)That the Licensee will pay to the Licensor. on bills rendered by the Licensor, the full amount of all cost and expense which may be incurred by the Licensor in protectingits track or tracks and maintaining traffic thereover by driving piling or by other means whilsaid pipe is being placed thereunder, or during any repair or renewal of said pipe. .r. . PAM TWO—them 3530 0 (5(1 The portion of said line of pipe under said Crack and roadbed thereof shall be encased by and at the expense of Licensee in 8-inch steel pipe conduit and pUoed at a minimum depth of 48 inches below the hese of rail of said track or not less than 12 inches below the bottom of Licenser's roadbed ditches--which- ever depth my be the lower--meassreeenta being to the top of said conduit. 1 K It is understood and agreed that this contract shall not be banding until it has been ratified by proper ordinance or resolution of mi the second party,a certified copy of which resolution or ordinance is attached hereto and made part of this agreement IN WITNESS WHEREOF the parties hereto have executed these presents in duplicate the day and year first above written �A�g�A�� Witnesses for /Railroad Company- ATLANTIC COAST LINE fes— COMPANY ( , • =C , $y �J. --� (Seal) i Witmemme for 5eoomd Party: CITY OF OCOiEByj � �it(JI ,�. ! weer i Attest: $y, J Clark. w • tib, • ••+;••.rtw - P'RT THREE—FORM 3530 iirtyeets from minutes..Jr n,etin,C r.-ntil .f •Mn '-i••.t - 30osor..4e14iktl-- held on the...--.—day RESOLUTION Bs it resolved by tits_ City Canna i I _. ...._ ._. _..01 the CW oL tto ra Flnri da. .__..is Mina nr li i.1r& --assembled,that the favor of a:.id Cit. _.._ .be, and he hereby is,authorized to enter into an agree. meat with the. n::J!::i; CO.JT 1.11f„3„ _RAILROAD COMPANY,and to sign same on behalf of said lIt' _r whereby the said Railroad n Coapany prams .roto raid Cit* the ri►+t nr ]icon;, to ;istal] and maintain, for the :xurpcae >f cc:.:actin.; waxer, a ]ino of 6-inch cteel pipe across the right of ray and und.:r t:.r ruin trac► of the l:niirend CccN1n at Ocoee, Florida, at a point 65 feet northeastwerdly, measure., along «tin center line of said main track, from mile post 1i-'1'h; cc ,.crtic ear', 1.rerited in said agreciaont, which agreement is dated .oar est 11, 31159, a co . of wh c,: a:serxrsnt is ;ilc,i with this City Council. I certify the above to be a this and correct copy Clerk *I? . 1 • • a r ti . .7: _ ' ' .' • c.•. r. .� '-+ , 4 M , a ''1 y 1 .4 -.4- '.4-, o ,; --i .� a 'p v z ,. .1 n x W 0 ' ,l, " O < . o i '. N .> a !it- ,I�_ = m u tr u v y � , 71 F r- I�. -- m . v Cii:, i (1� `''1 a %`