Title
Proposed Change Order No. 1
Contract No. GLWA-CON-285
Wholesale Water Meter Pit Rehabilitation and Meter Replacement
Body
Agenda of: October 27, 2021
Item No.: 2021-374
Amount: Original Contract Price: $10,459,000.00
Proposed Change Order No. 1: $1,950,000.00
New Contract Total: $12,409,000.00
TO: The Honorable
Board of Directors
Great Lakes Water Authority
FROM: Suzanne R. Coffey, P.E
Interim Chief Executive Officer
Great Lakes Water Authority
DATE: October 5, 2021
RE: Proposed Change Order No. 1
Contract No. GLWA-CON-285
Wholesale Water Meter Pit Rehabilitation and Meter Replacement
Vendor: LGC Global, Inc.
MOTION
Upon recommendation of Jody Caldwell, Interim Chief Planning Officer, the Board of Directors (Board) of the Great Lakes Water Authority (GLWA), authorizes the Interim Chief Executive Officer (ICEO) to enter into Proposed Change Order No. 1 to Contract No. CON-285, “Wholesale Water Meter Pit Rehabilitation and Meter Replacement” with LGC Global Inc., at an increased cost of $1,950,000.00 for a total cost not to exceed $12,409,000.00 and an increased duration of 12 Months for a total contract duration of fifty-four (54) Months; and authorizes the ICEO to take such other actions as may be necessary to accomplish the intent of this vote.
BACKGROUND
The Great Lakes Water Authority (GLWA) operates two hundred ninety-one (291) wholesale water metering locations to collect flow data for proper billing and analysis of member partner water usage. Reliable and accurate metering of the wholesale customers is critical for billing wholesale member partners in a fair and equitable manner. This robust and high-quality metering program increases member partner confidence in the water bills generated by GLWA. GLWA initiated the water metering capital improvement program with the execution of this original contract, GLWA-CON-285. Because this is a long-term program, future construction contracts will be necessary to upgrade the next group of metering locations.
As water usage declines regionally and nationally, there are GLWA water meters that are oversized for these new demands which can decrease meter accuracy. Meter vaults have also degraded in the harsh environments and need to be rehabilitated to ensure safe working and a proper condition for field instrumentation. The services that will be provided in this contract are necessary to improve the metering technologies and renew meter vaults.
The original scope of GLWA-CON-285 contract provides for metering instrumentation upgrades, meter pit rehabilitation, and meter cabinet rehabilitation at fifty (50) meter pit locations. The design for each of these fifty sites has occurred and those designs were used in the establishment of this contract. This contract also provides emergency and/or corrective modifications and repairs at the remaining two hundred forty-one (241) metering locations as may be necessary through the life of the contract.
GLWA’s System Analytics and Meter Operations Group (“Group”) has a primary mission to monitor, measure, report and analyze flows in GLWA’s water and sewer systems. Water meter data is also utilized to diagnose the system on an ongoing basis both internally and externally. Critical flow and pressure information gathered from these water master meters is used to support operational activities within the Systems Control Center Group. In addition, they provide the Financial Services Area accurate water usage information used for billing member partner flows. Finally, this information is used to support GLWA’s Member Outreach program activities such as the performance of an annual water balance program, various modeling and long-term master planning efforts.
JUSTIFICATION
To date, thirty-six (36) of the original fifty (50) meter pit locations have been upgraded. One (1) location was removed from the plan due to a member partner request to coordinate the meter chamber replacement with their 5-year capital improvement plan. Due to delays caused by the COVID-19 Pandemic, the remaining thirteen (13) locations remain to be completed under this contract.
In addition, recently two additional locations that require significant modifications and upgrades came to GLWA’s attention based on member partner requests, and revised water usage profiles. The two locations are described below:
1. City of Rochester Hills Master Meter RC-02: Because this meter pit also houses the City of Rochester Hills pressure reducing valves, they have requested rehabilitation to improve safe access to the vault. In addition, recent investigation related to flow accuracy have concluded that the existing meter should be downsized from a 24-inch venturi/orifice meter to a 16-inch magnetic flow meter.
2. City of Flint Master Meter FL-01: The existing FL-01 master meter pit was designed and built in the 1960’s to serve the growing Flint and Genesee County service area, thereby it is substantially oversized for the existing City of Flint expected range of flows. GLWA is in discussion with the City of Flint to replace the existing 36-inch meter and replace it with an 18-inch meter and 24-inch by-pass.
Change Order No. 1 is requesting an additional one-year contract time extension and an increase in the contract amount of $1,950,000.00. The new proposed expiration date is May 20, 2023, and the new proposed contract total amount is $12,409,000.00.
The one-year contract extension is necessary due to delays witnessed due to emergency conditions and restrictions associated with the COVID-19 pandemic. The additional time is needed to complete the remaining 13 sites originally contemplated under this contract and to address the urgent improvements and modifications necessary with the City of Rochester Hills meter site (RC-02) and the City of Flint meter site (FL-01).
The contract increase is recommended to complete the two urgent meter modifications at RC-02 and FL-01 and to continue emergency and corrective modifications through the life of this contract. Below is the task breakdown of the requested increase:
City of Rochester Hills (RC-02) modifications: $500,000.00
City of Flint (FL-01) modifications: 700,000.00
Emergency and corrective modifications
(Based on an annual average): 750,000.00
Total Change Order No. 1: $1,950,000.00
PROJECT MANAGEMENT STATUS
Original Contract Time 42 Months (11/20/2018 - 05/20/2022)
Proposed Change Order No. 1 12 Months (05/21/2022 - 05/20/2023)
New Contract Time 54 Months (11/20/2018 - 05/20/2023)
PROJECT ESTIMATE
Original Contract Price $ 10,459,000.00
Proposed Change Order No. 1 $ 1,950,000.00
New Contract Total $ 12,409,000.00
FINANCIAL PLAN IMPACT
Summary: Sufficient funds are provided in the financial plan for this project.
Funding Source: Water Construction Bond
Cost Center: Water Engineering
Expense Type: Construction (5519-882111.000-616900-170900 and 5519-882111.000-616900-170901)
Estimated Cost: See table below.
Original Contract Award $10,459,000.00
Proposed Change Order No.1 $ 1,950,000.00
Total Proposed Contract Award $12,409,000.00
This proposed change order is being funded from the unallocated program 170900 - Suburban Water Meter Pit Rehabilitation and Meter Replacement balances identified in FY 2022 - 2026 CIP Plan.
COMMITTEE REVIEW
This item was presented to the Operations and Resources Committee at its meeting on October 13, 2021. 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.