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Home My WebLink About14 SCADA Conduit Vault Project Agenda Item # 141 TRUCKEE DONNER Public Utility District A CTION To: Board of Directors From: Sanna Schlosser Date: September 07, 2011 Subject: Consideration of a Resolution Accepting Final Completion and a Closeout Change Order for the SCADA Conduit and Vault Project- 2011 1. WHY THIS MATTER IS BEFORE THE BOARD The SCADA Conduit and Vault Project-2011 is complete. A closeout change order and a resolution accepting the project as complete require Board approval. 2. HISTORY This project involved the installation of conduits and vaults to make the communication conduit system continuous from the District ofice to Truckee Substation, Martis Valley Substation, 6170 Tank, and Glenshire Well areas. The District will use this conduit system to improve communication reliability to these facilities. The Board awarded the construction contract on May 4, 2011 to Heavy Equipment in the amount of $64,750. At that time, the Board also authorized a change order allowance of$6,475 (10%). 3. NEW INFORMATION During the course of the project, two change orders were necessary to accommodate actual field conditions. A summary of bid vs. actual quantities is shown on Attachment 1. All change orders totalled $12,097, which exceeds the change order allowance by $5,622. This amount is described on Change Order No. 2 (Attachment 2). The first change order was reviewed by staff and approved by the General Manager. District staff has performed a final walkthrough of this project and has determed that the project is complete. A draft resolution accepting the project as complete and directing the Notice of Completion be filed is attached (Attachment 3). 4. FISCAL IMPACT This project benefits the entire District, and is funded by the Electric, Water and Administration Departments. The breakdown of funding is as follows: Department Cost Source Electric $ 32,083.62 Capital Reserves and Projects Water $ 32,083.62 Capital Projects Administration $ 12,679.76 Capital Projects Total $ 76,847.00 5. RECOMMENDATION a) Authorize Contract Change Order No. 2 to the SCADA Conduit and Vault Project-201 1 in the amount of$5,622. b) Adopt a resolution accepting the SCADA Conduit and Vault Project-2011 as complete and authorize the filing of the Notice of Completion. Stephen Hollabaugh Michael D. Holley Assistant General Manager General Manager Attachment 1 Analysis of Bid Quantities vs.Actual Quantities Constructed SCADA Conduit and Vault Project-2011 Contractor:Heavy Equipment,Inc. Bid Amounts Actual Amounts Bid Item Description I Qty Units Unit Price Subtotal Qty Units Unit Price Subtotal 1 Mobilization 1 LS $ 2,500.00 $ 2,500.00 1 LS $ 2,500.00 $ 2,500.00 2 1-2"PVC Comm Conduit 300 FT $ 45.00 $ 13,500.00 300 FT $ 45.00 $ 13,500.00 3 2-2"PVC Comm Conduit 70 FT $ 80.00 $ 5,600.00 70 FT $ 80.00 $ 5,600.00 4 3-2" PVC Comm Conduit 10 FT $ 120.00 $ 1,200.00 10 FT $ 120.00 $ 1,200.00 5 1-6"PVC Electric Conduit 65 FT $ 90.00 $ 5,850.00 160 FT $ 90.00 $ 14,400.00 6 2"Conduit Connection in Lean Concrete 3 EA $ 1,000.00 $ 3,000.00 3 EA $ 1,000.00 $ 3,000.00 7 B3048 Comm Vault 5 EA $ 3,500.00 $ 17,500.00 5 EA $ 3,500.00 $ 17,500.00 8 Core Drill Hole in Vault for 2"C. 5 LS $ 200.00 $ 1,000.00 3 LS $ 200.00 $ 600.00 9 2"Steel C. Pole Riser 1 EA $ 20500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 10 Raise Manhole Cover/install Grade Ring 1 EA $ 2,500.00 $ 2,500.00 1 EA $ 2,500.00 $ 2,500.00 11 Pavement Restoration 800 SQ FT $ 9.00 $ 7,200.00 1283 SQ FT $ 9.00 $ 11,547.00 12 Rock Excavation 1 HR $ 400.00 $ 400.00 0 HR $ 400.00 $ - L13 All other work as described by Contract 1 LS $ 2,000.00 $ 2,000.00 1 LS $ 2,000.00 $ 2,0I[ 00.00 Total $ 64,750.00 Total $ 76,847.00 Attachment 2 TRUCKEE DON,, Order Change_ � x I rty District Public Utili Contract Name: SCADA Conduit and Vault Project 2011 Contract Change Order No: 2 Orig. Contract Amt. $ 64,750.00 Days NA Date: September 8, 2011 Prev.Apprd Changes$ 6,475.00 Days NA Contractor: Heavy Equipment, Inc. This Change$ 5,622.00 Days NA Revised Contract Amt. $ 76,847.00 Days NA Remaining Authorized Change Amt. $ 0.00 Days NA This Change Order covers changes to the subject Contract as described herein. The Contractor shall construct, furnish equipment 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 M Amount M (days) 1. Item#5, 1-6" PVC Electric Conduit $1,275.00 2. Item# 11, Pavement Restoration $4,347.00 Totals $5,622.00 NA Net change in contract amount(increase or decrease) $5,622.00 NA The amount of the Contract will be increased by the sum of $5,622.00 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 relating 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 TRUCKEE DON .: rublic Utility District n } ktr Resolution No. 2011 - XX AUTHORIZING THE ACCEPTANCE OF SCADA CONDUIT AND VAULT PROJECT-2011 AND DIRECTING FILING OF THE NOTICE OF COMPLETION WHEREAS, the Board of Directors of the Truckee Donner Public Utility District made the determination to undertake the SCADA Conduit and Vault Project-2011; and WHEREAS, Heavy Equipment, Inc., was selected by the District to perform the work; and WHEREAS, Heavy Equipment, Inc., has completed all of the Work included in the Project; and WHEREAS, The District's Electric System Engineer, Joe Horvath, 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 SCADA Conduit and Vault Project-2011 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 7th 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 thereof, is 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. 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: SCADA Conduit and Vault Project-2011, Truckee, California. 5. That the name and address of the contractor for such project was: Heavy Equipment, Inc., PO Box 11050, Truckee, CA 96162 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)