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Home My WebLink About14 Meter Box Retrofit Project - Change OrderAgendaItem#r___14TRUCKEEDONNERPublicUtilityDistrictCONSENTTo:BoardofDirectorsFrom:NeilKaufmanDate:September05,2018Subject:ConsiderationofaChangeOrderfortheMeterBoxRetrofitProject1.WHYTHISMATrERISBEFORETHEBOARDBoardapprovalisrequiredforchangeorderstoacontractinexcessoftheBoardauthorizedchangeorderallowance.2.HISTORYAS2572wasenactedin2004.ItrequirestheDistricttoinstallwatermetersonallwatersystemcustomersbeforeJanuary1,2025.In2008,theWaterDepartmentimplementeditsautomatedmeterreading(AMR)system.Atthattime,theDistrictretainedMeasurementControlSystems(MCS)toinstalltheAMRsystem.ThescopeofworkforMCSinvolvedreplacementofallwatermeters2-inchinsmallerandretrofitofmeters3-inchandlarger.TheMCScontractalsoincludedinstallationofmetersonthosecustomersthatdidnothaveameteratthattime.TheMCSscopecoveredallinstallationsthatcouldbeaccomplishedwithhandtools.TherewereanumberofinstallationswhereMCSwasnotabletoinstallawatermeter.Theseinstallationsinvolvedanumberofissuessuchas:•Meterboxwasburiedand/orcouldnotbelocated;•Meterboxwaspavedoverorlocatedunderadeck,largerocks,tree,fenceorsimilarobstruction;•Nometerbox,onlyacurbstop;•Meterboxwastoosmall,toodeepordamaged;•Excessivegroundwater;and•Broken/inoperablevalves.Therewere1,637locationswereMCSwasunabletoinstallawatermeter.Beginningin2011,theDistrictbeganupgradingand/orinstallingwatermeterboxestoallowfortheinstallationofmetersonthesecustomers.Fortheperiodof2011to2017,aDistrictcrewwasperformingthisupgradework.InApril2018,theDistrictawardedtheWaterMeterBoxRetrofit-2018contracttoBWDGeneralEngineeringContractors.Theworkofthecontractinvolvesupgradingand/orinstallingwatermeterboxesat156locationsintheTahoeDonnerandDonnerLakeareas.Thebidpricewas$326,450.TheBoardalsoestablishedatenpercentchangeorderallowanceof$32,650,foratotalauthorzationnottoexceed$359,100. Uponcompletionoftheoriginalworkofthecontract,therewouldbe157watercustomerswithoutameter.ThemajorityofthesecustomersarelocatedintheGatewayandArmstrongareas.3.NEWINFORMATIONItisexpectedthatBWDwillcompletetheoriginalworkofthecontractduringthefirsttwoweeksofSeptember.Theprojectison-budgetwithaminimalamountofchangeorders.BWDhasexpressedaninterestinperformingadditionalworkfortheDistrictandthereshouldbeanadditional4-6weeksaftertheoriginalworkiscompletedbeforetheendoftheconstructionseason.TheWaterDepartmenthasidentifiedanadditional49customersintheArmstrongTractandalongDeerfieldDrivewherethescopeofworkissimilartowhatiscoveredbytheexistingcontract.TheWaterDepartmentisproposingtohaveBWDperformmeterboxupgradesforasmanyofthesecustomersaspossiblebeforetheendoftheconstructionseason.Usinganaveragepriceof$2,100percustomerfromthebidschedule,itisestimatedthatperformingalloftheadditionalworkwouldcostabout$103,000.4.FISCALIMPACTThetablebelowsummarizestheproposedexpenditures:ItemAmountOriginalBidPrice$326,450AdditionalWork$103,000OriginalChangeOrderAllowance$32,650TotalAuthorization$462,100ThefundingsourceforthisprojectistheReserveforFutureMetersFund.Sufficientfundsexisttocoverthecostofthiswork.5.RECOMMENDATIONAuthorizeChangeOrderNo.1totheWaterMeterBoxRetrofit-2018projectcoveringtheupgradeofwatermeterboxesandtheinstallationofwatermetersinanamountnottoexceed$103,000,forarevisedcontractamountof$429,450andatotalauthorizationnottoexceed$462,100.MichaelD.HolleyGeneralManager/WaterUtilityDirector