CITY COUNCIL AGENDA ITEM
Memo Date: December 30, 2019
Agenda Date: January 22, 2020
Prepared By: Peter Davis, E.I., Associate Engineer I
Through: John A. Walsh, P.E., Utilities Director
Requested Action:
title
Approve Task Order 2020-27 with Atlantic Development of Cocoa, Inc. for the Michigan Avenue Force Main and Reuse Main Extension, Project No. WS17MI, in the amount of $984,548.82; Approve as a Multi-Year Contract from FY2020 through FY2021; Approve a Resolution Authorizing the City Manager to Approve and Execute Change Orders in an Amount Not to Exceed $98,454.88 (10% of the Contract Amount) for a Total Project Cost of $1,083,003.70; Approve BAF # 20-028-P and a Resolution Amending the FY2020 Budget.End
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BACKGROUND:
The Utilities Department Engineering Division staff has identified the existing force main along U.S. Highway No. 1 as a single point of failure within the City of Cocoa wastewater collection system. A hydraulic model analysis of the wastewater collection system reveals a deficiency in this section which can be resolved by extending the force main from U.S. Highway No.1 to Clearlake Road, creating a circular flow path. During design, it was determined to be beneficial in construction costs to incorporate a reclaimed water line extension into the same project. The goal is to increase operational flexibility in the wastewater collection system and to improve flow and pressure in the reclaimed system. The optimal scenario selected for design consists of the extension of 3,000 Linear Feet of 10-Inch PVC force main from U.S. Highway No.1 to Clearlake Road. This plan also includes the reuse main extension consisting of 123 Linear Feet of 4-Inch PVC, 1310 Linear Feet of 6-Inch PVC, and 210 Linear Feet of 12-Inch DIP from U.S. Highway No.1 to Clearlake Road.
On November 22, 2019, the City of Cocoa, in accordance with the City’s “Agreement for Utilities General Construction Contractor” entered into on February 12, 2013, solicited quotes for the project known as “Michigan Avenue Force Main and Reuse Main Extension” from four (4) contractors. The lowest and best quote was submitted by Atlantic Development of Cocoa, Inc. in the amount of $984,548.82.
Staff is requesting City Council approval of Task Order 2020-27 with Atlantic Development of Cocoa, Inc. for the Michigan Avenue Force Main and Reuse Main Extension project as a multi-year contract from FY2020 through FY2021.
Staff is also requesting that City Council approve an additional $98,454.88 as a contingency for the project. The additional amount is 10% of the contract amount and will be used for change orders with approval by the City Manager. Although City staff does not anticipate change orders, with a project of this size 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 without delays.
The additional $98,454.88 Construction Contingency Budget will not be added to the initial purchase order and 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 City budgeted $695,914 for the construction of the Michigan Avenue Force Main and Reuse Main Extension under Account Number 426-4055-536.63-00, WS17MI. $52,755 of the budget has been utilized for services during construction. A Budget Adjustment Form (BAF) for $439,845 is necessary to allocate additional dollars for construction from Project No. WS1201 Pipe Assessment and Infrastructure specifically to Michigan Avenue Force Main and Reuse Main Extension, Project No. WS17MI.
Contractor Bid $984,548.82
Construction Contingency $98,454.88 (10%)
Total Project Cost: $1,083,003.70
Staff recommends approval of Task Order 2020-27 with Atlantic Development of Cocoa, Inc. for the Michigan Avenue Force Main and Reuse Main Extension, Project No. WS17MI.
Agenda # 20-21, is related to Project WS17MI and includes a future Task Order for Construction Services related to this project.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Multi-Year Contract Yes
Budgeted Yes, but insufficient
If not budgeted, is amendment/transfer attached? Yes
Budget Adjustment # 20-028-P
Amount Requested ($439,845)
Account Number 426-4055-536.63-00, WS1201
Account Name Infrastructure
Amount Requested $439,845
Account Number 426-4055-536.63-00, WS17MI
Account Name Infrastructure
Task Order 2020-27 $984,548.82
Project Contingency 10% $98,454.88
Total $1,083,003.70
PREVIOUS ACTION:
None.
RECOMMENDED MOTION:
Recommendation
Approve Task Order 2020-27 with Atlantic Development of Cocoa, Inc. for the Michigan Avenue Force Main and Reuse Main Extension, Project No. WS17MI, in the amount of $984,548.82; Approve as a Multi-Year Contract from FY2020 through FY2021; Approve a Resolution Authorizing the City Manager to Approve and Execute Change Orders in an Amount Not to Exceed $98,454.88 (10% of the Contract Amount) for a Total Project Cost of $1,083,003.70; Approve BAF # 20-028-P and a Resolution Amending the FY2020 Budget.End