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Home My WebLink About7 Donner Lake Substation Civil improvements Agenda Item # 7 R K Public Utility District CONSENT To: Board of Directors From: Neil Kaufman Date: November 19, 2014 Subject: Consideration of Final Completion of the District Donner Lake Substation Civil Improvements 1. WHY THIS MATTER IS BEFORE THE BOARD The Donner Lake Substation Civil Improvements project is complete. A resolution accepting the project as complete requires Board approval. 2. HISTORY In July 2014, the Board awarded the construction contract for the Donner Lake Substation Civil Improvements project to Longo Incorporated of Tahoe City, California. The project involved a number of components including: • Two pre-cast segmented retaining walls • Electrical conduit, pull boxes & vaults • Relocation and replacement of perimeter fence • Regrading and repaving of the access driveway • Construction of new drainage channel and abandonment of the existing channel Longo work in mid-August and completed the construction at the end of October. The original bid price was $226,986.00. At the time of award, the Board also established a 10 percent change order allowance for a total for a total authorization not to exceed $250,000. Also in July 2014, the Board awarded a contract for engineering services at the Donner Lake substation to Tri-Sage. That work is currently underway and Electric Department will begin advertising for bids for some components of that work in the next few weeks. In September 2014, a progress report was presented to the Board. It was also identified that the original change order allowance would likely be exceeded due to additional paving work at the site that was not included in the original bid. The Board approved an increase in the change order allowance from $23,014 to $46,014. 3. NEW INFORMATION District staff performed a final walk through on the project. The work performed is considered complete and should be accepted by the District During the course of the project, four change order requests were reviewed by staff and then approved by the General Manager. These change orders totaled $16,108.67. The items included: • Construction of a trench cut-off wall • Increasing the length of one of the retaining walls • Cutting and removal of three additional large trees • Additional work on the ground grid In addition, the Reconciliation of Bid Quantities vs. Actual Constructed Quantities results in a payment of $1,255.14 to Longo. This District is also due a credit of $500 for a small section of conduit that was not installed by the contractor. It should be noted that the additional paving work discussed in September 2014, was not performed. The District and the paving subcontractor were unable to reach a mutually agreeable price and schedule for the work. The Water Department has begun advertising for bids for its annual paving and sealing contract. This additional paving work at the Donner Lake substation is included in that bid package. The draft resolution accepting the project and directing that a Notice of Completion be filed is included as Attachment 1. 4. FISCAL IMPACT The original bid price was $226,986.00. Once adjustments are made for the items described above, the final contract price is $243,849.81. This total is below the original Board authorization of$250,000. 5. RECOMMENDATION Adopt Resolution 2014-22 accepting the Donner Lake Substation Civil Improvements project as complete and authorize the filing of the Notice of Completion. Michael D. Holley General Manager/Water Utility Manager Attachment 1 PUblic Utility District Resolution No. 2014 - 22 AUTHORIZING THE ACCEPTANCE OF THE DONNER LAKE SUBSTATION CIVIL IMR-ROVEMENTS AND DIRECTING FILING OF THE NOTICCOMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public!_ y Disfiade the determination to undertake the Donner Lake Substation Civil Improvements a WHEREAS, Longo Incorporated was selected by the Distr perform the work; and WHEREAS, Longo Incorporated has completed all of trk included ire Project; and WHEREAS,The District's Water System Engineer, Neil Kad!�w�---nnifies the completion of the project;and WHEREAS,the District's Water Utility Manahael D. Holley,tlagecommended that the work be accepted by the District; NOW THEREFORE BE IT RESOLVED by the�d of ` of the Dgftt as follows: 1. That the District he he Donnifthm statio�71W Improvements as complete. 2. That the Clerk district be died to file whe County of Nevada the Notice of Completion,a copy of which is att hereto. 3. That 35 days folloWhe _ of Completion, the monies retained from the contractor 4'paymp release tractor i - ave been made to the District by material suppliers, la _ ntra PASS D ADOPT he BBb f Directors at a meeting duly called and held within the District on the nineday of Novembe4 by fIlowing roll call vote: AYES: NOES: ABSTAIN: _ ABSENT: TRUCKEE DONNER " TILITY DISTRICT By Tony Laliotis, President of the Board ATTEST: Michael D. Holley, Clerk of the Board RECORDING REQUESTED BY: Truckee Donner Public Utility District WHEN RECORDED, RETURN TO: TRUCKEE DONNER PUBLIC UTILITY DISTRICT 11570 Donner Pass Road Truckee, CA 96161 THE UNDERSIGNED DECLARES DOCUMENTARY TRANSFER TAX-NONE NOTICE OF COMPLBMff NOTICE IS HEREBY GIVEN: — 1. That the name and address of the public entity for wh ie i ement project was done, as owner thereof, is the Truckee Donner Public Utility Distri Donner Pass Road, Truckee, CA 96161. 2. Nature of interest or estate of owner: b fici $t of a l5M tility easement for installation of water facilities. 3. That on November 19, hereinaftWe d imprImements were accepted as complete pursuant to Resoluti -22 - Truckdl=Wer Public lflity District,the awarding authority. 4. That the subject vements of tlotice areerally described and identified as follows: Donner Lake Substation nprove . 5. That thend adc�— contra project was: Longo Incorporated,P.O.Box 6177, Taho 5. I certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Dated: Noer 19, 2014 TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Michael D. Holley, General Manager MAIL TAX STATEMENTS TO: SAME AS ABOVE Legal References: CC-3093,CCP-2003 (oath), 2015.5 (unsworn statement)