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Home My WebLink About10 Change Order for Slurry Seal MaintenanceAgendaItem#10kTRUCKEEDONNERUtilityDistrijCONSENTTo:BoardofDirectorsFrom:BrianWrightDate:November06,2019Subject:ConsiderationforApprovalofaChangeOrderAuthorizationforthe_____—--SlurrySealMaintenanceContract20191.WHYTHISMATTERISBEFORETHEBOARDBoardauthorizationisrequiredforprocurementsinexcessof$15,000.2.HISTORYEachyearDistrictwaterutilitystaffassessandidentifieswaterfacilitymaintenancerequirementsinpreparationforthefollowingfiscalyear.IncludedwithinthemanymaintenancerequirementsistheneedtopeilormannualslurrysealcoatingreplacementsontheDistrict’spavedsurfacestoextendtheusefullifeofaccessroadsanddriveways.Inthefallof2018,waterutilityoperationsstaffidentifiedpavedsurfaceslocatedat13waterfacilities,totalingapproximately51,000squarefeet,tobescheduledforslurrysealmaintenanceforFYi9.TheDistrictpubliclyadvertisedarequestforbidsinOctober,2018.ApublicbidopeningwasheldonNovember13,2018atwhichtimeresponsivebidswerereceivedfromthreecontractors.FollowingareviewofbidsforcompliancewithspecificationsandDistrictCode,staffidentifiedthelowestresponsivebiddertobeSnowRemovalSolutionswithatotalbidamountof$12,216forslurrysealcoatingsplus$1.35perlinearfootforasphaltcracksealing.ThismaintenanceservicescontractwasnotincludedintheBoardapproved2019AnnualProcurementsduetothetotalbidamountbeingunderthe$15,000threshold.3.NEWINFORMATIONBeginninginJuly,2019,staffcoordinatedwithSnowRemovalSolutionsincompletingtheslurrysealmaintenanceateachofthe13waterfacilitiesasoutlinedinthe2019SlurrySealMaintenancecontract.InOctober,2019SnowRemovalSolutionscompletedthefinalthreefacilities.Followingthecompletionofthefinallocations,Districtstaffidentifiedmiscalculationsinthesquarefootageidentifiedintheawardedcontract.Districtstaffconductedafinalinspectionandre-calculationofthetotalsquarefeetofslurrysealcoatingsinstalled,identifyinganapproximately7,000additionalsquarefeetofslurrysealmaintenancecompleted.Takingintoaccounttheadditionalsquarefootageofslurrysealcoatingsinstalledandasphaltcracksealantrequestedbywateroperationsstaffatthetimeofinstallation,achangeorderintheamountof$979isrequired,foranewtotalcontractamountof$15,978.Duetothenewcontractamountbeinginexcessof$15,000,DistrictCoderequiresBoardauthorization. 4.FISCALIMPACTThisprojectwasincludedintheBoardapprovedFY19WaterUtilityBudgetandsufficientfundsexistforthischangeorder.5.RECOMMENDATIONAuthorizeachangeorderforthe2019SlurrySealMaintenanceContractwithSnowRemovalSolutionsintheamountof$979,foranewtotalamountnottoexceed$15,978.,bzMichaelD.HolleyGeneralManagerIWaterUtilityDirector