Title
Proposed Change Order No. 3
Contract No. 1900516
Energy Management: Freeze Protection Pump Installation at Imlay Pump Station
CIP #132007 / BCE Score: 35.1
Body
Agenda of: November 16, 2023
Item No.: 2023-413
Amount: Original Contract $4,994,000.00
Change Order No. 1 0.00
Change Order No. 2 50,000.00
Proposed Change Order No. 3 0.00
Total Revised Contract $5,044,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E.
Chief Executive Officer
Great Lakes Water Authority
DATE: October 27, 2023
RE: Proposed Change Order No. 3
Contract No. 1900516
Energy Management: Freeze Protection Pump Installation at Imlay Pump Station
Vendor: Commercial Contracting Company
MOTION
Upon recommendation of Cheryl Porter, Chief Operating Officer - Water and Field Services, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Chief Executive Officer (CEO) to enter into Contract No. 1900516, Proposed Change Order No. 3, “Energy Management: Freeze Protection Pump Installation at Imlay Pump Station” with Commercial Contracting Company, with no increase in cost for a total cost not to exceed $5,044,000.00 and an increased duration of 90 days for a total duration of 1,367 days; and authorizes the CEO to take such other action as may be necessary to accomplish the intent of this vote.
BACKGROUND
GLWA Contract No. 1900516, Energy Management: Freeze Protection Pump Installation at Imlay Pump Station, is a design-build contract that involves the design, construction, and resident project representation services at the Imlay Booster Station. This project includes demolition of the existing reservoir/line pumping unit P3, and associated variable frequency drive (VFD), piping, valves, and appurtenances. In addition, installation of a new pumping unit, freeze protection pump (FPP) and associated VFD, piping, valves, and appurtenances.
This proposed change order is requesting additional time for the following reasons:
• Pump 3 Switch Gear Fire - The switch gear for pump 3 caught fire during startup. This caused a delay in testing of the newly installed equipment. Approval of the corrective action plan took longer than anticipated and further delayed testing.
• Butterfly Valve Flange Leak Delay - A large leak sprung at the flange of the newly-installed butterfly valve delaying testing of the pump train.
Completion of testing is required before substantial completion can be approved. Even though all the equipment was installed by the original substantial completion date of May 5, 2023, full substantial completion could not be granted. For the reasons laid out above, this proposed change order is requesting substantial completion be moved to December 31, 2023, and final completion be moved to February 28, 2024. This will provide the contractor with enough time to complete testing and closeout the project.
JUSTIFICATION
Additional time is required to extend Contract No. 1900516 substantial and final completion dates to December 31, 2023, and February 28, 2024, respectively due to unforeseen circumstances, delay in acceptance of the corrective action plan, and to allow enough time for testing of all equipment.
PROJECT MANAGEMENT STATUS
Original Contract Time 820 days (06/01/2020 - 08/30/2022)
Change Order No. 1 366 days (08/31/2022 - 08/31/2023)
Change Order No. 2 91 days (09/01/2023 - 11/30/2023)
Proposed Change Order No. 3 90 days (12/01/2023 - 02/28/2024)
New Contract Time 1,367 days (06/01/2020 - 02/28/2024)
PROJECT ESTIMATE
Original Contract Price $4,994,000.00
Change Order No. 1 0.00
Change Order No. 2 50,000.00
Proposed Change Order No. 3 0.00
New Contract Total $5,044,000.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Water Construction Bond
Cost Center: Field Engineering
Expense Type: Construction (5519-882411.000-616900-132007)
Estimated Cost by Year and Related Estimating Variance: See table below.
Original Contract Price $4,994,000.00
Change Order No. 1 0.00
Change Order No. 2 50,000.00
Proposed Change Order No. 3 0.00
New Contract Total 5,044,000.00
Amended Financial Plan Estimate 5,534,000.00
Estimating Variance $490,000.00
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on November 8, 2023. The Operations and Resources Committee unanimously recommended that the GLWA Board adopt the resolution as presented.
SHARED SERVICES IMPACT
This item does not impact the shared services agreement between GLWA and DWSD.