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Home My WebLink About9 Tahoe Donner Substation Rebuild Agenda Item # 9 TRUCKEE DONNER Public Utility District i CONSENT To: Board of Directors From: Sanna Schlosser Date: September 07, 2011 Subject: Consideration of a Resolution Accepting Final Completion for the Tahoe Donner Substation Rebuild Project 1. WHY THIS MATTER IS BEFORE THE BOARD The Tahoe Donner Substation Rebuild-2009 Project is complete. A resolution accepting the project as complete requires Board approval. 2. HISTORY This project involved rebuilding the Tahoe Donner Substation in order to improve P reliability, increase capacity, and ensure compliance with current code requirements. The Board awarded the engineering contract in November 2007 and equipment purchase contracts in December 2008. The construction contract was awarded to PAR Electrical Contractors on July 15, 2009, in an amount not to exceed $622,247.70. The Board of Directors also established a 10% change order allowance in the amount of$62,000. 3. NEW INFORMATION During the course of the project, three change orders were reviewed by staff and approved by the General Manager. The three change orders totaled $35,486.51, and did not exceed the $62,000 change order allowance established by the Board of Directors. The items covered by these change orders generally fell into the following categories: • Additional work not included in the original contract: During the course of the project, it was necessary to perform some additional work that was not covered by the original bid items. This work included temporary protection of equipment stored on site and the purchase of new transformer bushings and a larger auxilliary panel than originally specified. This work totalled $13,851.26. • Field conditions differing from the contract drawings: There were several locations where the field conditions differed from the contract drawings. The work to rectify these conditions included removal, re-installation, and repairs to existing foundations, and reinfocement of the spill containment wall as well as additional rock excavation. This work totalled $21,635.25. 4g n August 17, 2011, District staff performed a final walkthrough on the project. The work performed is considered complete and should be accepted by the District. Also attached is a draft resolution (Attachment 3) accepting the project and directing that a Notice of Completion be filed. 4. FISCAL IMPACT This project is funded by the Capital Projects Fund. FY11 included $1,109,963 in this p fund. 5. RECOMMENDATION Adopt a resolution accepting the Tahoe Donner Substation Rebuild-2009 Project as complete and authorize the filing of the Notice of Completion. ollabau h Michael D. Holley Stephen H g Assistant General Manager General Manager Attachment 1 Analysis of Bid Quantities vs.Actual Quantities Constructed Tahoe Donner Substation Rebuild Project-2009 Contractor:PAR Electrical Contractors,Inc. Bid Amounts Actual Amounts Bid Item Description Qty Units Unit Price Subtotal Qty Units Unit Price Subtotal 1.1A 2-6"and 2-2" PVC Conduits 410 FT $ 66.10 $ 27,101.00 410 FT $ 66.10 $ 27,101.00 1.113 6"and 3" PVC and 2"Tele.Conduits 20 FT $ 64.70 $ 1,294.00 20 FT $ 64.70 $ 1,294.00 1.1C 577TD Vault w/full traffic cover 1 EA $ 11,145.20 $ 11,145.20 1 EA $ 11,145.20 $ 11,145.20 1.11) B3048 Comm. Box with full traffic cover 1 EA $ 1,819.50 $ 1,819.50 1 EA $ 1,819.50 $ 1,819.50 1.1E 6"and 2"steel risers 2 EA $ 1,953.20 $ 3,906.40 2 EA $ 1,953.20 $ 3,906.40 1.1F 611 ,3" and 2"steel risers 1 EA $ 475.00 $ 475.00 1 EA $ 475.00 $ 475.00 1.1G Rock Excavation 2 HRS $ 2,821.00 $ 5,642.00 4 HRS $ 2,821.00 $ 11,284.00 Control Enclosure,Recloser Controls, 1.2 Manholes,Cable and Conduit 1 LS $ 96,212.00 $ 96,212.00 1 LS $ 96,212.00 $ 96,212.00 2A All other work as described by Contract 1 LS $474,652.40 $474,652.40 L 1 LS $474,652.40 $474,652.40 Total $622,247.50 Total $627,889.50 Attachment 2 Change OrderTRUCKEE DO, PUblic Utility District Contract Name: Tahoe Donner Substation Rebuild-2009 3 (Field Changes 12 a Order No: and 14 Orig. Contract Amt. $ 622,247.70 Days NA Contract Change Date: 8/17/11 Prev. Apprd Changes$ 20,364.51 Days NA Contracto r: PAR Electrical Contractors, Inc This Change$ 15,122.00 Days NA Revised Contract Amt. $ 657,734.21 Days NA Remaining Authorized Change Amt. $ 26,513.49 Days NA This Change Order covers changes to the subject Contract as described herein. The Contractor shall construct, furnishequipment a ui ment and materials, and perform all work as necessary or required to complete the Change Order Items for a lump sum price agreed upon between the Contractor and District. Increase in (Decrease) Contract Time Contract in Contract Extension Description of Changes Amount $ Amount $ (days) Field Change 12: Purchase and installation of new $10,230.00 0 days transformer bushings Field Change 14: Materials to repair control enclosure ($750.00) 0 days damage 0 days $5,642.00 Y Additional Rock Excavation—2 hours Totals $15,872.00 ($750.00) 0 days Net change in contract amount(increase or decrease) $15,122.00 0 days The amount of the Contract will be increased by the sum of$ 15,122.00 and the Contract Time shall not be extended. The undersigned Contractor approves the foregoing Change Order as to the changes, if any, in the contract price specified for each item including any and all supervision costs and other miscellaneous costs related to the change in work, and as to the extension of time allowed, if any, for completion of the entire work on account of said Change Order. The Contractor agrees to furnish all labor and materials and perform all other necessary work, inclusive of the directly or indirectly related to the approved time extension, required to complete the Change order items. This document will become a supplement of the contract and all provisions will apply hereto. It is understood that the Change Order shall be effective when approved by the District. Accepted: /Contractor Date: (Signature) Approved: /District Date: (Signature) Pagel Attachment 3 `NNER . ....... TRUCKEE Du $:. p" ' k Resolution No. 2011 - XX AUTHORIZING THE ACCEPTANCE OF TAHOE D ONNER SUBSTATION REBUILD - 2009 PROJECT AND DIREC TING FILING OF THE NOTICE OF COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the determination to undertake the Tahoe Donner Substation Rebuild—2009 Project; and WHEREAS, PAR Electrical Contractors, Inc., was selected by the District to perform the work; and WHEREAS, PAR Electrical Contractors, Inc., has completed all of the Work included in the Project; and WHEREAS,The District's Electrical Engineer,Sanna Schlosser,now certifies the completion of the project;and WHEREAS,the District's Water Utility Manager, Michael Holley, has recommended that the work be accepted by the District; NOW THEREFORE BE IT RESOLVED by the Board of Directors of the District as follows: 1. That the District hereby accepts the Tahoe Donner Substation Rebuild—2009 Project as complete. 2. That the Clerk of the District be directed to file with the County of Nevada the Notice of Completion, a copy of which is attached hereto. 3. That 35 days following the filing of the Notice of Completion, the monies retained from the contractor payments be released to the contractor if no claims have been made to the District by material suppliers, laborers, or sub-contractors. PASSED AND ADOPTED by the Board of Directors at a meeting duly called and held within the District on the 7t" day of September 2011 by the following roll call vote: AYES: NOES: ABSTAIN: ABSENT: TRUCKEE DONNER PUBLIC UTILITY DISTRICT By Jeff Bender, 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 COMPLETION NOTICE IS HEREBY GIVEN: 1. That the name and address of the public entity for whom the improvement project was done, as owner s thereof, i the Truckee Donner Public Utility District, 11570 Donner Pass Road,Truckee, CA 96161. 2. Nature of interest or estate of owner: beneficial interest of a public utility easement for installation of water facilities. p 3. That on September 7, 2011 the hereinafter described improvements were accepted as complete pursuant to Resolution 2011-XX of the Truckee Donner Public Utility District, the awarding authority. 4. That the subject improvements of the Notice are generally described and identified as follows: Tahoe Donner Substation Rebuild—2009 Project, Truckee, California. 5. That the name and address of the contractor for such project was: PAR Electrical Contractors, Inc., 1465 West 4th Street, Reno, NV. 89503 1 certify under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Dated: 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)