Item 4F
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
M E M O R A N D U M
August 7, 2018
To: Shana K. Yelverton, City Manager
From: Michael Starr, Fire Chief
Subject: Ratify Change Order Nos. 1-4, 6, 9, 12-15, 17- 21-R1 and
23 to the construction services contract with HCI
General Contractors in a total cumulative Change Order
amount of $52,038 for a revised contract price of
$2,013,404 and add One Hundred (100) calendar days for
a revised total time of 310 calendar days for the
Southlake DPS West Renovation project
Action
Requested: Ratify Change Order Nos. 1-4, 6, 9, 12-15, 17- 21-R1 and 23
to the construction services contract with HCI General
Contractors in a total cumulative Change Order amount of
$52,038 for a revised contract price of $2,013,404 and add
One Hundred (100) calendar days for a revised total time of
310 calendar days for the Southlake DPS West Renovation
project.
Background
Information: The purpose of this Agenda Memo is to request the City
Council to ratify multiple Change Orders that staff has
deemed necessary to completing the prime objective of the
DPS West Renovation Project. It is important to note that
while the sum total of the Approved Change Orders exceeds
the City Manager’s authority, the sum total of the Approved
Change Orders does not exceed the City Council’s
Approved Project Budget of $2,500,000.
On September 5, 2017, the City Council awarded the
contract for the DPS West Renovation Project to HCI
Southwest in an amount of $1,961,366.
During the execution of the construction contract, it was
determined that the cost of the Payment, Performance and
Maintenance Bonds that were required by state law as well
as the contract documents were not included in the original
Item 4F
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
bid price. This was the case with all of the bids submitted.
Therefore, the cost of the bonds, $18,269, an amount which
was provided at the time of the sealed bid was the first
addition to the contract. The City Manager approved the
recommendation to add the cost of the bonds to the contract
bringing the revised total contract amount to $1,979,636.
As the project has progressed, Change Orders to the original
contract have been deemed appropriate by the project team.
As proposed Change Orders have arisen, each of the
Change Orders have been approved by the City Manager’s
representative in accordance with the City’s policies and
procedures. Starting with Change Order No. 21-R1, the City
Manager’s signatory authority has been exceeded and
therefore, City Council authorization is required in order to
ratify the previously City Manager approved Change Orders.
The Change Orders were deemed necessary and due to
concerns that failing to approve these change orders in a
timely manner would further delay the completion of the
project, Change Order 21-R1 and 23 were approved.
All of the change orders were required due to construction
issues that were discovered as the project progressed. It is
of value to note that this project was designed without the
benefit of a reliable set of Record Drawings of the existing
facility. As a result, cumulatively the Change Orders for this
project, to date total $52,038, or approximately 2.65% of the
original construction contract awarded by the City Council.
Again, the current total contract amount with all change
orders and all other budget items (Including Design, Testing,
FF&E, owner supplied items, etc) included remains within
the original project budget of $2,500,000.
Change Order Proposal Nos. 5, 7, 8R1, 10, 11, 16, 22 and
24 were not accepted or deleted by the contractor. These
proposed change orders were changes that were considered
by the project team and deemed not necessary or the
contractor deemed it appropriate to perform the change at
no cost to the owner.
Attached to this Memorandum is a detailed explanation of
each of the Change Orders approved by the City Manager’s
Representative and its associated cost impact to the
construction contract.
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
HCI General Contractors bid a construction time of 30
calendar weeks (210 calendar days) to complete the
renovation project. The Notice to Proceed was issued on
October 23, 2017.
The facility has remained in operation during the renovation
project. The contractor has performed well throughout the
project and has been willing to work with the owner on a
number of scheduling issues. The contractor has remained
focused on the project having HCI staff and subcontractors
onsite through the project. In addition, due to material
vendor’s inability to keep up with demand of delivering
products to the project site in light of a robust economy as
well as a few specified products no longer being available on
the market, delivery of some materials were delayed. The
contractor also worked very well with the staff substantially
completing Phase I and Phase II before moving on to Phase
IIA realizing that the Fire Department staff were still living
and working on the premises during the renovation of the
facility. In light of these issues, staff recommends that an
additional 100 calendar days be added to the original
contract time of 210 calendar days. It is anticipated that the
renovation project will be completed by August 30, 2018.
Financial
Consideration: Funding in the amount of $2,500,000 was allocated for the
DPS West Reconfiguration project with $2,200,000 allocated
from the CCPD CIP and $300,000 from the General Fund
CIP.
Additional expenses on the project beyond the construction
cost will be related to acquisition of additional furniture,
fixtures and equipment (F, F & E). The projected budget for
F, F & E is currently $150,000.
In summary, the project budget is as follows:
A&E expenses 261,621
Construction Award (incl all change orders) 2,013,404
F, F & E Budget (incl. owner supplied items) 175,859
Construction Testing 3,147
Misc Expenses (Incurred during design) 45,969
Total Project Budget $2,500,000
City of Southlake Values:
Integrity ♦ Innovation ♦ Accountability ♦ Commitment to Excellence ♦ Teamwork
Strategic Link: This item aligns to the City’s Strategy Map related to the
focus area of Infrastructure, Quality Development, and
Safety & Security; and meets the Critical Business Outcome
CBO6 to Invest to maintain strong public safety to ensure a
low crime rate and effective emergency response. This item
also ties back to the City’s strategy map under C1 Achieve
the highest standards of safety and security and F2 Invest to
provide and maintain high quality public assets.
Citizen Input/
Board Review: The DPS West Renovation Project was reviewed by CCPD
and approved on February 11th, 2016. Staff presented the
recommendation of the award of a construction bid to HCI
General Contractors to the Crime Control and Prevention
District Board on July 27, 2017. The Ratification of the
Approved Change Orders was presented to the Crime
Control and Prevention District on August 1, 2018.
Legal Review: City Attorney reviewed and approved the design services
agreement. No review of the approved change orders is
required.
Alternatives: No alternatives exist for the ratification of the approved
Change Orders. All Change Orders approved are within the
City Council authorized project budget.
Supporting
Documents:
Summary of Change Orders
Remaining Project Schedule
Staff
Recommendation: Ratify Change Order Nos. 1-4, 6, 9, 12-15, 17- 21-R1 and 23
to the construction services contract with HCI General
Contractors in a total cumulative Change Order amount of
$52,038 for a revised contract price of $2,013,404 and add
one hundred (100) calendar days for a revised total time of
310 calendar days for the Southlake DPS West Renovation
project.
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CO #Description Status CO Amount Cumulative
Amount
Contract
Balance w/ CO
ORIGINAL CONTRACT AMOUNT $ 1,961,366.16
Add # 1 Payment, Performance and
Maintenance Bond Cost
Approved 18,269.65$ 18,269.65$ 1,979,635.81$
1 New Entry Tower Gutters &
Downspouts
Approved, Later
deleted by
Owner (see
CO# 23)
3,483.94$ 21,753.59$ 1,983,119.75$
2 Kitchen Countertop Change Approved (1,530.10)$ 20,223.49$ 1,981,589.65$
3 Colored Permeable Pavers Approved 2,530.00$ 22,753.49$ 1,984,119.65$
4 Remove HC Hardware from
project for bathrooms
Approved (1,193.50)$ 21,559.99$ 1,982,926.15$
5 Tile Material Change Deleted by
Contractor -$ 21,559.99$ 1,982,926.15$
6 Install Fire Dampers in
HVAC System Approved 3,300.00$ 24,859.99$ 1,986,226.15$
7 Masonry Entry Repairs Not Approved 26,243.80$ 24,859.99$ 1,986,226.15$
8R1 Pantry Door Add Not Approved 1,766.05$ 24,859.99$ 1,986,226.15$
9 Relocate Bunk Room
Electrical Outlets Approved 2,661.45$ 27,521.44$ 1,988,887.60$
10 Dining Room Changes Not Approved 6,087.48$ 27,521.44$ 1,988,887.60$
11 REMOVED - Not Applicable Not Approved -$ 27,521.44$ 1,988,887.60$
12 Back Gate Keypad Changes Approved 1,256.20$ 28,777.64$ 1,990,143.80$
13 Install Adjustable Air Flow
control dampers Approved 1,210.00$ 29,987.64$ 1,991,353.80$
14 Install new floor drain for Ice
Maker Approved 1,737.67$ 31,725.31$ 1,993,091.47$
15 Install New Gas Line to Patio Approved 1,072.06$ 32,797.37$ 1,994,163.53$
16 Relocation of Public Address
Speakers to new locations
Deleted by
Contractor -$ 32,797.37$ 1,994,163.53$
17 Install Recessed Can lights
in the bunk rooms for Approved 1,705.00$ 34,502.37$ 1,995,868.53$
18 Install New lower cabinet to
relocate coffee bar Approved 1,320.00$ 35,822.37$ 1,997,188.53$
CHANGE ORDER SUMMARY
DPS WEST RENOVATION PROJECT
CO #Description Status CO Amount Cumulative
Amount
Contract
Balance w/ CO
CHANGE ORDER SUMMARY
DPS WEST RENOVATION PROJECT
19
Install Air Grilles in Bunk
Rooms to adjust for better air
circulation and to address
stuffiness issues in bunk
rooms
Approved 1,626.90$ 37,449.27$ 1,998,815.43$
20
Provide Emergency Key Box
in Community room to
address security access
issues into secure side of
facility. Resolution by Fire
Marshal
Approved 203.50$ 37,652.77$ 1,999,018.93$
21-R1
Provide new CMU Block and
Steel headers to support
Four-Fold Doors at two
middle apparatus Bay Doors
Approved 13,366.74$ 51,019.51$ 2,012,385.67$
22 Install a 3rd sink faucet Deleted by
Contractor 437.80$ 51,019.51$ 2,012,385.67$
23
SallyPort Epoxy Flooring
less removal of CO #1
($3483.94), Deductive
Alternate #2 ($2386) &
removal of pvmt markings,
wheel stops and signs
Approved 1,018.01$ 52,037.52$ 2,013,403.68$
24 Provide New Copper
Waterline in Apparatus Bay
Deleted by
Contractor 2,294.60$ 52,037.52$ 2,013,403.68$