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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. ID T a s k N a m e St a r t % C o m p l e t e F i n i s h 1 Ci t y o f S o u t h l a k e - D P S W e s t F a c i l i t y R e n o v a t i o n s Mo n 1 0 / 2 3 / 1 7 67 % We d 8 / 2 2 / 1 8 6 Ph a s e I I A C o m p l e t e We d 8 / 2 2 / 1 8 0% We d 8 / 2 2 / 1 8 8 Pr o j e c t C o m p l e t e We d 8 / 2 2 / 1 8 0% We d 8 / 2 2 / 1 8 62 Ph a s e I I A Mo n 6 / 4 / 1 8 62 % We d 8 / 2 2 / 1 8 71 In s t a l l V e h i c l e E x h a u s t S y s t e m Th u 6 / 2 8 / 1 8 80 % Mo n 7 / 3 0 / 1 8 73 Pa i n t W a l l s Mo n 7 / 9 / 1 8 50 % Fr i 8 / 3 / 1 8 74 In s t a l l O v e r h e a d D o o r s We d 7 / 1 8 / 1 8 33 % Tu e 7 / 3 1 / 1 8 75 In s t a l l N e w F o u r - F o l d D o o r S u p p o r t Th u 7 / 1 9 / 1 8 50 % Th u 7 / 2 6 / 1 8 76 ME P O v e r h e a d I n s p e c t i o n s Tu e 7 / 3 1 / 1 8 0% Tu e 7 / 3 1 / 1 8 77 Re p a i r G y p s u m C e i l i n g s We d 8 / 1 / 1 8 0% Fr i 8 / 3 / 1 8 78 In s t a l l F o u r - F o l d D o o r s We d 8 / 1 / 1 8 0% We d 8 / 8 / 1 8 79 In s t a l l B u n k e r G e a r L o c k e r s Mo n 8 / 6 / 1 8 0% Mo n 8 / 6 / 1 8 80 Ta p e & B e d G y p s u m C e i l i n g s Mo n 8 / 6 / 1 8 0% We d 8 / 8 / 1 8 81 Pa i n t G y p s u m C e i l i n g s Th u 8 / 9 / 1 8 0% Fr i 8 / 1 0 / 1 8 82 In s t a l l N e w E p o x y F l o o r i n g Th u 8 / 9 / 1 8 0% Th u 8 / 1 6 / 1 8 83 Re - i n s t a l l C e i l i n g T i l e s Fr i 8 / 1 7 / 1 8 0% Tu e 8 / 2 1 / 1 8 84 Pu n c h l i s t We d 8 / 2 2 / 1 8 0% We d 8 / 2 2 / 1 8 M W F S T T S M W F S T T S M W Ju l 2 2 , ' 1 8 Ju l 2 9 , ' 1 8 Aug 5, '18 Aug 12, '18 Aug 19, '18 Ta s k Sp l i t Mi l e s t o n e Su m m a r y Pr o j e c t S u m m a r y In a c t i v e T a s k In a c t i v e M i l e s t o n e In a c t i v e S u m m a r y Ma n u a l T a s k Du r a t i o n - o n l y Ma n u a l S u m m a r y R o l l u p Ma n u a l S u m m a r y St a r t - o n l y Fi n i s h - o n l y Ex t e r n a l T a s k s Ex t e r n a l M i l e s t o n e De a d l i n e Pr o g r e s s Ma n u a l P r o g r e s s Pa g e 1 Pr o j e c t : C i t y o f S o u t h l a k e - D P S Da t e : M o n 7 / 2 3 / 1 8 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$