Emergency Item 2 - Approval for Additional Services in the Amount of $7,800 to Effect Design Changes Directed by the City and to Extend the Contract Time to the End of the Construction Schedule - Change Order No. 3 t
ocoee
florida
AGENDA ITEM COVER SHEET •
Meeting Date: October 16, 2018
Item # Emergency Item 2
Reviewed By:
Contact Name: Al Butler, Director Department Director: "117
Contact Number: 407-554-7063 City Manager: ,�
Subject: Approval for additional services in the amount of $7,800 to act d sign changes
directed by the City and to extend the contract time to the end of the construction schedule —
Change Order No. 3.
Background Summary:
Lakefront Park Improvements is a capital project included in the city's list of approved investments using
funds allocated from the 2017 General Fund Capital Bond Issue and a focal point of the Downtown
Master Plan. Phase 1 has been designed and is currently out for bids. As part of that work, the City
asked the design consultant to split the work into two sub-phases, one for work to be done prior to
Founders' Day, and a second for work to start after Founders' Day. The work of Phase 1 a was put out for
bids while the design work for Phase 1 b continued, but only one firm offered to do the work. The City
Commission subsequently rejected that bid. After the design work was completed, the City changed the
standard overhead lighting fixture used for parking lots and streets, which caused the parking lot lighting
plans to be redesigned to fit the photometrics of the selected fixtures.
Phases 1 a and 1 b were subsequently combined for a single bidding process; however, electrical work
still needed to be done prior to Founders' Day to support the relocation of the stage and the addition of
sponsor tents. The result was the City's directing the consultant to prepare separate plans for this "early
start" effort, which was added to the scope of work for the Lakeshore Center Expansion project (see
separate agenda report).
Collectively, the consultant, S&ME, has incurred additional costs for combining Phase 1 a and 1 b into a
single project, redesigning the parking lot lighting system to reflect the photometrics of the new fixture,
and producing an early start electrical plan for pre-Founders' Day work.
Issue:
Should the City Commission approve the proposed Change Order No. 3 in the amount of $7,800 for
additional design services required of S&ME for the Lakefront Park Improvements project?
Recommendation:
Staff recommends that the City Commission authorize the Mayor to execute the attached Change Order
No. 3, and that the city accordingly increase the amount of the related agreement and purchase order.
The increase in the design fee is justified by the increase in effort. In addition, staff recommends that the
City Manager be given the ability to make future adjustments to contract amount and duration for this
project within the scope of his purchase approval authority.
Attachments:
• Draft Change Order No. 3
• Proposed design fee adjustment request from consultant
Financial Impact:
Approval of the proposed Change Order No. 3 will increase project costs by $7,800, but is within the
currently available project budget.
Type of Item: (please mark with an "x")
Public Hearing For Clerk's Dept Use: eml-e-runty-TM))
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 Uses existing contract and approved change order form X N/A
Reviewed by Finance Dept. l '4��GZ N/A
Reviewed by ( ) N/A
ocoee
florida
CITY OF OCOEE
150 North Lakeshore Drive
Ocoee, Florida 34761
*This Change Order Requires Action by the City Commission*
LAKEFRONT PARK IMPROVEMENTS
CHANGE ORDER NO. 3
DATE: October 16, 2018 PURCHASE ORDER: 1425078 (FY 2018)
The following changes are hereby made to the CONTRACT DOCUMENTS.
Original CONTRACT PRICE $46,300.00
Current CONTRACT PRICE ADJUSTED by previous CHANGE ORDERS $420,600.00
Net Increase (Decrease) Resulting from this CHANGE ORDER $7,800.00
The current CONTRACT PRICE including this CHANGE ORDER $428,400.00
Original CONTRACT COMPLETION DATE: Not Specified
Current CONTRACT COMPLETION DATE adjusted by previous
CHANGE ORDERS Not Specified
Net Increase Resulting from this CHANGE ORDER N.A. days
Current CONTRACT COMPLETION DATE including this
CHANGE ORDER Not Specified
CHANGES ORDERED:
I. REQUIRED CHANGES
The CITY requested the following changes to the scope of work or level of effort required to
complete the work:
1. Combine project phases la and lb into a single set of bid documents following the City
Commission's rejection of the single bid received for Phase la
2. Preparation of an "early start" electrical plan for power connections for the relocated
Main Act Stage and four sponsor tents for Founders' Day.
3. Recalculation of photometrics and lighting layout for off-street parking areas following
the CITY's decision to change its standard streetlight fixture.
II. JUSTIFICATION
The changes were made necessary by actions of the CITY in order to create the most cost-
effective project bidding package for Phase 1, while also meeting the CITY's need for short-lead
electrical work related to Founders' Day and a standard streetlight fixture that better conforms to
the design aesthetic of the Downtown Redevelopment Program.
III. NARRATIVE OF NEGOTIATIONS
The cost of the revised work is based on the standard hourly fees previously negotiated by the
parties.
IV. PAYMENT
Payment will be in the amount of$7,800.00 as a lump sum.
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.
[Balance of this page was left blank intentionally]
RECOMMENDED BY: ACCEPTED BY:
CITY OF OCOEE, FLORIDA S&ME, 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
mom & S&ME, Inc
/MI PM: Carrie Read
Additional Services Request P:407-975-1273
111111111111111111
=Nur email:cread@smeinc.com
Project Name: Lakefront Park- Phase One
S&ME Project#:1527118047
Change Order Request#: 527118047-1 Date Issued 10/9/2018
Scope Description Change:
TASK ONE
The following is a list of additional service items which S&ME has encountered which will need to be
addressed as part of the project.
o S&ME will coordinate with our electrical sub-consultant,Bobes&Assoc.,to propose new light fixtures for
the roadway and parking lot areas per the direction from the City and per the recently adopted City
standards.
o S&ME will include all site furnishings(benches,litter receptacles,bike racks,etc.)per the recently
adopted City standards.
o S&ME will coordinate with our electrical sub-consultant,Bobes&Assoc.,to prepare an Early Release'
package to include sidewalks,brick screen walls and electrical panels and services to be issued and built
prior to Founders Day.
o S&ME will coordinate with a structural engineer for review of the 6'ht and 8'ht site walls for the electrical
panels.
o S&ME will coordinate with all subconsultants to produce a combined Phase One bid set(previously
separated out into Phase 1A and Phase 1B bid sets).
Schedule Change: We anticipate no impact on the construction schedule
Cost Changes:
Item/Task Unit Unit Cost #Units Total
TASK ONE LS $ 7,800.00 1 $ 7,800.00
Total of this Change Order Request 7,800.00
Orig. Budget Increase/Decrease Revised Total Budget
$ 358,000.00 $ 7,800.00 $ 365,800.00
This Additional Service is incorporated into S&ME's proposal dated 4/2/2018
and the contract dated 6/21/2017 which has been authorized by Client and S&ME.
Submitted by:
S&ME Project Manager/Carrie E. Read
Authorized by:
Client Name, Date