Report Prepared by: Paul Flores, EIT, Assistant Engineer
Title
SUBJECT: Approval of Additional Contingency in the Amount of $13,891.81 for Additional Work Which is Reflected in Change Order 2 with Solitude Lake Management LLC, for the Laura Fountain Repair, Project Number CP220069
REPORT IN BRIEF
Considers approving an increase to the contingency in the amount of $13,891.81 for Project No. CP220069 - Laura Fountain Repair to execute Change Order 2 with Solitude Lake Management LLC.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving Change Order 2 with Solitude Lake Management LLC, with an increase in contingency of $13,891.81, for a total contract amount of $263,891.81; and,
B. Authorizing the City Manager to execute the necessary documents; and,
C. Authorizing the Finance Officer to make necessary budget adjustments.
Body
ALTERNATIVES
1. Approve, as recommended by staff; or,
2. Approve, subject to conditions other than recommended by staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Refer to staff for reconsideration of specific items (specific items to be addressed in the motion); or,
5. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Article XI, Section 1109 - Contracts on Public Works, and Merced Municipal Code Chapter 3.04, Article IV - Public Works Contracts.
CITY COUNCIL PRIORITIES
As provided for in the 2023-24 Adopted Budget.
DISCUSSION
History
On February 7, 2022, City Council directed staff to include $250,000 in the mid-year budget to continue with the Laura Fountain Project.
On February 22, 2022, the mid-year budget included $100,000 from the General Fund, $50,000 from the Measure Y Discretionary Fund, and a $100,000 donation for the Laura Fountain Project.
On March 31, 2022, the City bid the project for four weeks with no prospective bidders.
On May 5, 2022, the City rebid the project for four weeks and received one prospective bidder.
On November 7, 2022, City Council awarded the bid to Solitude Lake Management LLC, in the amount of $201,011.93, with a Not to Exceed Project budget of $250,000, allowing for $48,988.07 in Contingency, Engineering, Testing and Inspection.
On September 25, 2023 Change Order 1 was executed totaling $37,675.88 which increased the total project amount of $201,011.93 to $238,687.81. This change order included the addition of lighting and a revision to the fountain’s interior material type. This change order also included some cost saving for some restoration work that was not needed.
With the execution of Change Order 1, totaling $37,675.88, the remaining contingency amount is $11,312.19 leaving a shortfall of $13,891.81 for Change Order 2.
This project is near completion, and with Council approval for an increased contract amount, the fountain may be completed by August. Below is a list of remaining work with an approximate timeline:
1. Install Gargoyle's - There are six small gargoyles heads that spout out water. They were all removed, cleaned with one repaired for damages. The restoration vendor will have the damaged piece cast and painted within 1-week, and all will be installed within 2-weeks, after Council approval.
2. Coating - The fountain requires a durable protective coating to be applied within the fountain. This is to ensure that it is watertight, and to protect against environmental damages. This product is a 3-part application, which will take approximately 1-week to obtain the product, all while the prep work is done, and 1-week to do the applications. Approximate time for completion is: 1-week ordering product and prepping, and 1-week to apply product. Approximately 2 to 2.5 weeks after Council approval.
3. Concrete - The surrounding concrete path will need to be poured along with the preparation for the base material and installing a plaque stand. This work would be completed after the fountain interior is sealed. This would take approximately 1-week to 1.5 weeks for prepping the base material and 1-week to pour.
4. Lighting - The last item for completion would be installing the new lighting. The lights will be installed just before the fountain is ready to be filled with water. This would only take 1-day to complete.
Staff is recommending increasing the project contingency to allow the project to be completed.
IMPACT ON CITY RESOURCES
Project CP220069 is established as a Capital Improvement Project and has sufficient funding to complete the project.
ATTACHMENTS
1. Original Executed Agreement
2. CCO1 Executed
3. CCO2 Signed