CITY COUNCIL AGENDA ITEM
Memo Date: February 8, 2021
Agenda Date: February 23, 2021
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:
title
To Approve Task Order 2021-02 with Atlantic Development, Inc., Cocoa, Florida, for the Replacement of a Broken 24” Gate Valve on State Road 3 (Courtenay Parkway), Project No. WS11VR; To Approve a Resolution Authorizing the City Manager to Approve Change Orders in an Amount Not to Exceed $21,260 (approximately 10%) for a Project Total of $233,852.96; To Approve a Resolution Amending the FY2021 Budget, BAF #21-052-T
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BACKGROUND:
A water main break occurred January 16, 2021 on northbound SR-3 in front of the East Coast Christian Center involving a 4” cast iron pipe that is tapped off a 24” potable water transmission main. This is the second incident in this same section of pipe within a three-year period. Subsequent to the first incident (leaking tapping valve), one of our approved Contractors of Record, Atlantic Development of Cocoa (Atlantic Development) received emergency authorization and a purchase order to perform the necessary repairs. Atlantic Development subsequently developed Maintenance of Traffic (MOT) plans and material was purchased for the project; however, the repair did not take place due to FDOT conflicts at the time. The purchase order was subsequently liquidated. The leaking tapping valve did stop leaking on its own, but the liability of this tapping valve still remains.
Due to the frequency of issues, and the increased potential for significant roadway damage to occur as a result of a future water main break, the transmission main needs to be repaired as soon as possible. The repair scope is as follows: 1) eliminating two unused taps by installing a new section of pipe, 2) replacing a broken 24” valve at the intersection of SR-3/Richland Ave., and 3) installing two line stops in order to prevent a large water outage during the repair. This will result in four excavations in the outside northbound lane on SR-3 which must be shut down in order to conduct the necessary repairs. As a result of recent productive discussions with FDOT, the MOT plan developed by Atlantic Development has been accepted and a FDOT permit application has been submitted.
Due to the priority status of this repair, and in consideration of the previous and current planning conducted by City of Cocoa staff and Atlantic Development, staff is requesting approval to transfer funds from contingency account 421-4010-536.39-00 in order to cover the cost of this repair. To utilize the best and most efficient purchase vehicle to facilitate this repair, staff intends to exercise use of the General Utilities Construction Agreement No. Q-20-18, awarded to Atlantic Development and previously approved by City Council, Agenda # 20-705.
City staff is also requesting that City Council approve an additional $21,260 as a contingency for the project. The additional amount is requested to cover any additional time and materials that may be required in excess of the original proposal. Although City staff does not anticipate change orders, there is a possibility that unforeseen events would require changes to the project scope. If a change order is required, the additional amount will allow the project to continue moving forward.
The additional $21,260 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.
Staff recommends approval of this task order.
STRATEGIC PLAN CONNECTION:
N/A
BUDGETARY IMPACT:
Budgeted No
If not budgeted, is amendment/transfer attached? Yes
BAF# 21-052-T
Amount Requested $233,853
Account Number 421-4025-536.46-00, WS11VR
Account Name Repairs and Maintenance
Source of Funds 421-4010-536.39-00, Contingency
PREVIOUS ACTION:
On June 26, 2018, City Council approved task order 2018-22 with Atlantic Development, Inc., Cocoa, Florida, for the replacement of a broken 24” gate valve on State Road 3 (Courtenay Parkway), project no. WS11VR; Approved a resolution authorizing the City Manager to approve change orders in an amount not to exceed $26,315 (15% of the proposal); Approved a Resolution Amending the FY2018 Budget.
RECOMMENDED MOTION:
Recommendation
To Approve Task Order 2021-02 with Atlantic Development, Inc., Cocoa, Florida, for the Replacement of a Broken 24” Gate Valve on State Road 3 (Courtenay Parkway), Project No. WS11VR; To Approve a Resolution Authorizing the City Manager to Approve Change Orders in an Amount Not to Exceed $21,260 (approximately 10%) for a Project Total of $233,852.96; To Approve a Resolution Amending the FY2021 Budget, BAF #21-052T.