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2014 04 14 Consent 307 Pond Liner Repair ChangeCOMMISSION AGENDA ITEM 307 REQUEST: Informational Consent X Public Hearings Regular April 14, 2014 KS KL Regular Meeting City Manager Department The Utility Department is requesting an increase to the authorization for the contract with COMANCO Environmental Corporation of Plant City, Florida for the Repair of the East Water Reclamation Facility (EWRF) Reject Pond Liner by $9,644.50 for a total cost authorization of $117,351.00. SYNOPSIS: A contract for the repair of the reject pond liner at the EWRF was approved on December 9, 2013 by the City Commission at a cost of $97,915 plus 10% contingency. The contract anticipated 100 holes /tears that would need repairs, however, 536 were actually encountered. In addition, the volume of decaying algae and organics that needed to be dewatered and removed from the pond was substantially higher than originally estimated. An additional authorization of $9,644.50 is requested. CONSIDERATIONS: This work is needed to repair tears in the pond liner and stabilize berm erosion at the East Water Reclamation Facility reject pond. The reject pond holds treated wastewater that has not met rigid final effluent standards and needs to be retreated. A contract for the repair of the reject pond liner at the EWRF was approved with COMANCO Environmental Corporation on December 9, 2013 by the City Commission at a cost of $97,915 plus 10% contingency. This was based on CPH Engineers, Inc. review of proposals received from three vendors. COMANCO Environmental Corporation submitted the lowest cost proposal to perform the work at a cost of $97,915.00. A 10% contingency was authorized to address any additional unforeseen issues that could Consent 307 PAGE 1 OF 3 - April 14, 2014 be discovered when the pond is drained When the pond was drained for the first time since 1996, approximately 12" of muck like material was discovered apparently from 18 years accumulation of decomposing algae, duckweed, leaves, etc. Removal proved both time consuming and difficult taking about four times longer than estimated in the proposals. Once the pond dewatering was complete the repairs commenced and ultimately 536 repairs were performed, well in excess of the 100 estimated for the proposal scope of work. The contractor has substantiated $19,436 of net costs for work in excess of the initial contract scope of work amount of $97,915.00 for a total contract amount of $117,351.00. $9,791.50 of this additional work would be authorized by the original 10% contingency, however, $9,644.50 is beyond the original authorization and that is the basis for this increased authorization request. CPH has reviewed the claim for the additional work and has no objection. The budgeted cost for this project in the Utility Enterprise Fund is $260,000. FISCAL IMPACT: The total contract cost after this additional work authorization request would be $117,351.00. The project budget is $260,000. The budgeted funding sources are the Utility Enterprise Fund (line code 3600- 62100). COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations /Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: Staff recommends the Commission approve an increase to the authorization for the contract with COMANCO Environmental Corporation of Plant City, Florida for the Repair of the East Water Reclamation Facility (EWRF) Reject Pond Liner by $9,644.50 for a total cost authorization of $117,351.00 and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: Consent 307 PAGE 2 OF 3 - April 14, 2014 1. CPH Additional Work Request Review (1 page) 2. Pond Liner Repair Photo (1 page) Consent 307 PAGE 3 OF 3 - April 14, 2014 Kip Lockcuff From: Zaudtke, Terry M. (P.E.) [tzaudtke @cphcorp.com] Sent: Monday, March 31, 2014 3:33 PM To: Kip Lockcuff Subject: RE: Change Order Request from Comanco on the Pond Repair Kip: We have reviewed the attached change order request from Comanco. The major changes were: 1) Liner bottom repairs. During the design phase, we did not dewater and clean the pond to perform a detailed look at the liner to determine the number of repairs needed. We put an estimate of 100 holes, at one square foot area per hole, that needed repair. Based on inspection of the bottom liner (after cleaning /removal of the organic material), there were significantly more breaks (holes) in the liner than were estimated for bidding of the project. Upon cleaning, the City determined that only the larger holes would be patched. Therefore, the City stopped the contractor at the 536 figure shown in the Change Order request. Our review of the data received from the contractor reveals that the actual materials (XR -3 Liner) purchased and installed by the contractor on the project is greater than the materials claimed in the change order. The City has received more work completed than has been claimed for as compensation by the contractor. In addition, excess material (XR -3) was provided to the City for future use. 2) Dewatering /Site Prep. At the start of construction, it was discovered that the bottom of the pond was covered in a thicker bed of liquid organic material then what we had estimated. It became evident that removal of this organic material was going to be a greater endeavor than was originally anticipated. We found that the material was too thick to flow by gravity to the pump suction line and that it had to be pushed to the suction pipe as well as diluted with reclaimed water to get it to flow. The contractor submitted the actual labor hours and stipulated that they used actual labor costs to determine the total cost for this item. We computed the average cost per hour of labor (including all categories) is $32.80 per hour. The average cost for equipment was $59.12 per hour. These are both reasonable and acceptable rates for this type of work and we agree that the time to perform the task is correct based on visual observations of the number of personnel and time spent for this work. 3) Sod. No sod replacement was required. The credit is $4500. Based on the information received by our offices, we have no objections to the change order as requested by the contractor. Terry M. Zaudtke, P.E., BCEE CPH Phone 407 - 425 -0452 x 2003 mill 41, Will Is VAI 0 1, nbm dir •-- l —ALI& 0% .Mp� 9w r-- z m9kr 4h- 6 0 4e, 4L • All. r Am�m %6 TFIN 'bk FL=' r16% bL! ti mar- 30 <6 g.- 9 Ly } --4r —9