Item 4BCITY OF
SOUTH LAKE
MEMORANDUM
(November 3, 2009)
To: Shana Yelverton, City Manager
From: Robert H. Price, P.E., Director of Public Works
Subject: Approve Change Order No. 2 for civil engineering modifications
to the existing construction contract for the Wholesale Meter
Station Improvements with Legacy Contracting, LP in the amount
of $60,369.00 and amend the project budget
Action
Requested: Approve Change Order No. 2 for civil engineering modifications to the
existing construction contract for the Wholesale Meter Station
Improvements with Legacy Contracting, LP in the amount of
$60,369.00 and amend the project budget.
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 placed 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. 2 includes the civil engineering component of the project that will
need to be installed and constructed in order to meet the requirements
of Fort Worth.
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.
On September 1, 2009, City Council approved Change Order No. 1 in
the amount of $53,331.64 resulting in a total project cost of
$830,198.64 and increased the project budget by $54,000.00 for a
total project budget of $908,550.00.
Staff recommends that City Council approve Change Order No. 2 in
the amount of $60,369.00 resulting in a total project cost of
$890,567.64 and increase the project budget by $61,000.00 for a total
project budget of $969,550.00.
Staff recommends funding the change order from the following
existing CIP accounts:
502699- 598804 -00019 $ 61,000.00
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. 2 will be
$30,184.50 and $30,184.50 for Keller.
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. 2 or deny it.
Supporting
Documents: Location Map
Change Order No. 2
Project
Schedule: Project completion is anticipated to be in March 2010.
Staff
Recommendation: Approve Change Order No. 2 for civil engineering modifications to
the existing construction contract for the Wholesale Meter Station
Improvements with Legacy Contracting, LP in the amount of
$60,369.00 and amend the project budget.
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.: 2 - PCM #2 Change in Work and Modify Construction Time
DATE; 19- Oct -09
Make the following additions, modifications or deletions to the work described in the Contract Documents:
Item Bid Item Description Effective Change in Unit Price
No.
1-4 Fan, Lights, Hatch Alarm, Dehumidifier, and Sump Pump
$ 7,568.00
11 -2 Fan, Lights, Hatch Alarm, Dehumidifier, and Sump Pump
$ 7,568.00
III -9 Labor for Vault Modification /Construction
$ (3,500.00)
III -9 Materials for Vault Modification /Construction
$ (3,640.00)
III -12 Materials for Check Valve/Vault Construction
$ 25,645.00
III -12 Labor for Check Valve/Vault Construction
$ 2,450.00
III -12 Equipment for Check Valvetault Construction
$ 3,010.00
III -13 Exploratory Digging for existing 24 136" Water line
$ 6,800.00
IV -10 Delete Item in its entirety, and reduce Unit Cost from $30,000 to $0
$ (30,000.00)
IV -9 Revise Unit Cost from $30,000 to $60,000
$ 30,000.00
IV -9 Additional Contret and Reinforcement for Extra Depth
$ 8,980.00
10% Overhead and Profit
$ 5,488.00
Net Change Total
$ 60,369.00
The compensation agreed upon in this Change Order is full, complete and final payment for all 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 Order Amount $ '.
53,331.64
Adjusted Contract Amount $
830,198.64
Proposed Change Order Amount $
60,369.00
Revised Contract Amount $
890,567.64
Previous Contract Time
Previous Substantial Completion Date
_April 1, 2009
Previous Final Completion Date
Net Change in Contract Time
Revised Contract Time
Revised Substantial Completion Date
February 1,_2010
Revised Final Completion Date
. March 1, 2010
Recommended by Approved by
FREESE AND NICHOLS, INC. Legacy Contracting, L.P.
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Date
Date
Approved by
City of Southlake
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