CITY COUNCIL AGENDA ITEM
Memo Date: June 5, 2024
Agenda Date: July 9, 2024
Prepared By: Melinda M. Keesee, Field Operations Technician
Prepared By: Donnie Howard, Field Operations Manager
Through: Chris M. Collier, Assistant Utilities Director
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
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To Approve Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Lift Station Rehabilitation Services Utilizing the City of Clermont Agreement No. 2023-71 Effective August 8, 2023 through August 7, 2026; To Approve a Resolution Authorizing the City Manager to Approve and Execute Change Orders in an Amount Not to Exceed $17,970.90 (10% of the Contract Amount) for a Total Combined Project Cost of $197,679.90; To Authorize the City Manager to Execute Any Annual Renewal Amendments Under the Original Agreement
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BACKGROUND:
During a recent internal survey of lift station infrastructure, the Sewer Field Operations (SFO) staff identified several mechanical deficiencies to lift stations 7, 9, 22, 30, and 37. At this time, the deficiencies noted do not adversely affect lift station functionality, but contractor repairs are required to ensure the continued efficient and safe operation of these lift station assets. Funds have been budgeted for lift station rehabilitation in the Sewer Field Operations Infrastructure capital account. The total repair cost is $179,709.00.
City staff is requesting the use of the City of Clermont Agreement No. 2023-071 for Lift Station Rehabilitation Services. This agreement has been reviewed by the City and has been determined to be applicable to the services required by Sewer Field Operations.
Staff is also requesting that City Council approve an additional $17,970.90 as contingency for the project. The additional amount is 10% of the total repair cost and will be used for change orders with approval by the City Manager. Although City staff does not anticipate change orders, due to the varying conditions encountered during repair projects, there is always a possibility of unknown obstacles in the field that would require changes to the project. If a change order is needed, the additional amount will allow the project to continue forward while minimizing delays.
The additional project contingency amount of $17,970.90 will not be added to the initial purchase order may be used over any of the five lift station projects in any amount as long as the total contingency used does not exceed the authorized amount. Each change order will be reviewed by staff before it is sent to the City Manager for approval, and subsequently added to the purchase order. The total amount of the project including the 10% contingency is $197,679.90
Staff recommends approval of the City of Clermont agreement with Danus Utilities, Inc. to perform Lift Station Rehabilitation Services, and to authorize a budgeted expenditure for these services not to exceed $197,679.90.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted Yes
If not budgeted, is amendment/transfer attached? N/A
Amount Requested $197,680
Account Number 424-4125-536.63-00
Project Number WS24LI
Account Name Infrastructure
PREVIOUS ACTION:
On July 26, 2016 City Council Approved Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Sanitary Sewer Manhole and Lift Station Rehabilitation Services Utilizing the City of Clermont Contract No. 2011-40 Effective July 11, 2016 through July 11, 2017.
On April 11, 2017 City Council Approved Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Lift Station Rehabilitation Services Utilizing the City of Clermont Contract No. 2011-40 Effective July 11, 2016 through July 11, 2017.
On March 13, 2018 City Council Approved Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Lift Station Rehabilitation Services Utilizing the City of Clermont Contract No. 2017-89 Effective August 8, 2017 through August 7, 2020.
On May 22, 2019 City Council Approved Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Lift Station Rehabilitation Services Utilizing the City of Clermont Contract No. 2017-89 Effective August 8, 2017 through August 7, 2020
On July 11, 2023 City Council Approved Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Lift Station Rehabilitation Services Utilizing the City of Clermont Contract No. 2017-89 Effective August 8, 2017 through August 7, 2020, Renewed Through August 7, 2023
RECOMMENDED MOTION:
Recommendation
To Approve Participation in a Cooperative Purchase Agreement with Danus Utilities, Inc. for Lift Station Rehabilitation Services Utilizing the City of Clermont Agreement No. 2023-71 Effective August 8, 2023 through August 7, 2026; To Approve a Resolution Authorizing the City Manager to Approve and Execute Change Orders in an Amount Not to Exceed $17,970.90 (10% of the Contract Amount) for a Total Combined Project Cost of $197,679.90; To Authorize the City Manager to Execute Any Annual Renewal Amendments Under the Original Agreement