Item 4ECITY OF
SOUTH LAKE
MEMORANDUM
(September 1, 2009)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Approve Change Order No. 1 for electrical modifications to the
existing construction contract for the Wholesale Meter Station
Improvements with Legacy Contracting, LP in the amount of
$53,331.64
Action
Requested: Approve Change Order No. 1 for electrical modifications to the existing
construction contract for the Wholesale Meter Station Improvements
with Legacy Contracting, LP in the amount of $53,331.64.
Background
Information: In 1984, the Cities of Keller and Southlake contracted to build and
share ownership and use of a water transmission main from the City of
Fort Worth's North Beach pump station. Since that time, the
contractual arrangement for water billing was that the City of Fort
Worth billed Southlake for all the water passing through the FW -North
Beach meter and Southlake would bill Keller for their share based on
the Keller /Southlake meters and calculate Max Day /Hour charges
based on the percent of use. Increased water demands by both
Southlake and Keller warranted the building of a second 42 -inch water
supply line from the City of Fort Worth Caylor Pump Station that was
completed in December 2005.
The plan by the three contracting cities has been that once the second
water transmission line was placed in service, a new billing contract
would be completed by the parties. Under the new contract, the Cities
of Keller and Southlake will upgrade the meters at their respective
Pearson Rd. pump stations and at the two Fort Worth pump stations to
the same accuracy standards as normally used in the City of Fort
Worth. Once completed, Fort Worth will begin using the Southlake and
Keller meters for billing the two Cities individually for their water use.
In November of 2008, Legacy Contracting, LP began construction on
the improvements required by the City of Fort Worth on the Southlake -
Pearson, Keller- Pearson, North Beach, and Caylor Meter Stations. It
was discovered after the project was under construction, that a draft
2006 set of plans were inadvertently put in the bid documents instead
of the final set of plans that were approved for construction by the City
of Southlake and the City of Fort Worth in 2007.
The design engineer, Freese and Nichols, Inc., and Legacy
Contracting, LP met to determine the level of effort required to
construct the project according to the 2007 edition of the plans. The
work required is work that would have been required if the 2007 edition
of the plans had been included in the bid documents. Change Order
No. 1 includes the electrical component of the project that will need to
be installed and constructed in order to meet the requirements of Fort
Worth. There will be a second change order submitted for civil work
associated with the plan changes.
Freese and Nichols, Inc. has acknowledged that their firm prepared
the initial bid documents with the 2006 set of plans included. Freese
and Nichols, Inc and the Southlake and Keller City staff discussed
and agreed upon an equitable contribution toward the change order.
Financial
Considerations: On September 2, 2008 the City Council approved a bid amount of
$776,867.00 with a construction phase contingency amount of
approximately 10% or $77,683.00 for a total project budget of
$854,550.00 for the Wholesale Meter Station Improvements project.
Staff recommends that the City Council approve Change Order No. 1
in the amount of $53,331.64 resulting in a total project cost of
$834,198.64 and increase the project budget by $54,000.00 for a total
project budget of $908,550.00.
Staff recommends funding the change order from the following
existing CIP accounts:
502699- 598804 -00019 $ 54,000.00
The interlocal agreement between Southlake and Keller allocates the
cost of the meter modifications proportionally to each city. Southlake
will pay the cost of the project and will be reimbursed by Keller for the
cost of the Keller- Pearson pump station meter and 50% of the cost of
the Fort Worth North Beach pump station and Caylor pump station
meters. The net Southlake cost for Change Order No. 1 will be
$15,145.15 and $38,186.49 for Keller. The Freese and Nichols
contribution will be allocated to each city's share of the cost based on
the combined cost of the two change orders involved in the plan
changes.
Strategic Link: The meter station improvements links to the city's strategy map
relative to the focus areas of Infrastructure and Performance
Management and Service Delivery. The specific corporate objectives
that are met by the construction of this water system infrastructure
include: Providing High Quality Customer Service and Investing to
provide and maintain high quality public assets.
Citizen Input/
Board Review: None
Legal Review: None
Alternatives: The City Council may approve Change Order No. 1 or deny it.
Supporting
Documents: Location Map
Change Order No. 1
Project
Schedule: Project completion is anticipated to be in March 2010.
Staff
Recommendation: Approve Change Order No. 1 for electrical modifications to the
existing construction contract for the Wholesale Meter Station
Improvements with Legacy Contracting, LP in the amount of
$53,331.64.
Staff Contact: Robert H. Price, P.E., Director of Public Works
Gordon J. Mayer, Jr., P.E. Deputy Director of Public Works
Michelle McCullough, P.E. Civil Engineer
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•
CHANGE ORDER (4.43)
PROJECT: Wholesale Meter Upgrades
PROJECT NUMBER
OWNER: City of Southlake
SOL02175
CONTRACTOR: Legacy Contracting, L.P.
ENGINEER: Freese and Nichols, Inc.
CHANGE ORDER NO.: 1 - Modify Electrical Plans
DATE: 12- -09
Make the following additions, modifications or deletions to the work described in the Contract Documents:
Delete Construction Plans Sheets E -1, E -2, E -3, E-4, E -5, E -6, E -7, and E-8 in their entirety, and replace them with the attached
Construction Plan Sheets E -1, E -2, E-3, E-4, E -5, E-6, E -7, and E -8.
Make the following adjustments to the contract pries.
Item Bid Item Description Effective Change in Total Price
N o,
1 -2 RTU Tower and SCADA Control Work
$ 7,725.03
1-3 Wiring to Service Entrance
$ 603.00
II -1 RTU Tower and SCADA Control Work
$ 13,811.88
II -2 Wiring to Service Entrance
$ 14,997.60
111 -2 RTU Tower and SCADA Control Work
$ 3,519.13
IV -2 Wiring to Service Entrance
$ 6,749.00
12.5% Overhead, Profit, and Bonds
$ 5,926.00
Net Chang Total
$ 53,331.64
The compensation agreed upon In this Change Order Is full, complete and final payment for aft costs the Contractor may incur as a
result of or relating to this change whether said costs are known, unknown, foreseen or unforeseen at this time, Including without
limitation, any cost for delay, extended overhead, ripple or impact cost, or any other effect on changed or unchanged work as a result
of this Change Order.
Original Contract Amount $
776.867.00
Previously Approved Change Omer Amount $
-
Adjusted Contract Amount $
776,867.00
Proposed Change Order Amount $
53,331.64
Revised Contract Amount $
830,198.64
Previous Contract Time
Previous Substantial Completion Date
Previous Final Completion Date
Net Change in Contract Time
Revised Contract Time
Revised Substantial Completion Date
Revised Final Completion Date
Recommended by Approved by
FREESE AND NICHOLS, IN Legacy Contracting, L.P.
By .�(� By l , r3 (
t
— l G — 6
' Date
Date
Approved by
City of Southlake
By
Date