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Home My WebLink About173-24 RESOLUTIONFile Number: 2024-226 113 West Mountain Street Fayetteville , AR 72701 (479) 575-8323 Resolution: 173-24 SPATCO ENERGY SOLUTIONS, LLC. (CHANGE ORDER #1): A RESOLUTION TO APPROVE CHANGE ORDER NO . I TO THE CONTRACT WITH SPATCO ENERGY SOLUTIONS , LLC IN THE AMOUNT OF $37 ,297 .30 FOR THE FUEL FARM REHABILITATION PROJECT AT DRAKE FIELD, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on September 5, 2023 , the City Council approved Resolution 188-23 authorizing a contract with Spatco Energy Solutions, LLC for the Fuel Farm Rehabilitation Project at Drake Field ; and WHEREAS, Change Order No. I will authorize replacement of the AvGas filter coalesce system which was not included in the as-bid project scope and will also replace faulty refueling quick disconnect fittings . NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section I: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign Change Order No. I to the contract with SPATCO Energy Solutions in the amount of $37 ,297 .30 for the Fuel Farm Rehabilitation project at Fayetteville-Drake Field Airport. A copy of Change Order No. 1 is attached to this Resolution and made a part hereof. Section 2: That the City Council of the City of Fayetteville , Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on July 2 , 2024 Attest: Page 1 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2024-226 MEETING OF JULY 2, 2024 TO: Mayor Jordan and City Council THRU: Susan Norton, Chief of Staff FROM: Jared Rabren, Airport Director SUBJECT: Fuel Farm Rehab Change Order 01 RECOMMENDATION: Staff requests authorization for the Mayor to execute construction Change Order 01 in the amount of $37,297.30 with SPATCO Energy Solutions for the Fuel Farm Rehabilitation project at Fayetteville – Drake Field Airport and approval of a budget adjustment. This change order will authorize replacement of the AvGas filter coalescer system which was not included in the as-bid project scope. Filters required to operate the existing equipment are being phased out and the equipment will soon become obsolete. This change order also authorizes replacing faulty refueling quick disconnect fittings. The cost of this change order exceeds previously approved project contingency. BACKGROUND: The fuel farm for the airport has historically had multiple failures that have hindered the ability for the airport to extract fuel, which in turn causes availability issues for the flying community. The age of the equipment presents an issue when attempting to purchase replacement parts, limiting the opportunity of service providers to perform maintenance. In addition, new NFPA 407 updates mandated additional over-fill protection devices be installed, which are also planned with the recommended improvements. The Airport entered into an agreement with Garver, LLC to provide design and bidding services for the project (Task Order 04). This project was initially bid in March 2022; however, the sole bid exceeded the engineers estimate and was not awarded. The project was rebid in October 2022, but the sole bid received was deemed non-responsive. The project was rebid a second time and construction bids were received on August 1, 2023. DISCUSSION: The Aviation Division is requesting permission to execute a change order with SPATCO Energy Solutions to replace the AvGas filter coalescer and faulty quick disconnect fittings. The cost of this change order exceeds the previously approved project contingency amount of $31,939.90 and will require a budget adjustment. Change order costs will be paid using City funds. A complete breakdown of the expected project funding is included below. Engineering Services*: $45,000.00 Construction Contract (SPATCO Energy Solutions): $274,398.97 ADA: $250,000.00 Change Order 01 (SPATCO Energy Solutions): $37,297.30 City: $106,696.27 TOTAL: $356,696.27 TOTAL: $356,696.27 BUDGET/STAFF IMPACT: Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov BUDGET/STAFF IMPACT: The Aviation Division may expend up to $356,696.27 of its fund balance reserve. This amount includes $106,696.27 to match the ADA grant received and $250,000.00 for cash-flow to cover the ADA grant until reimbursement at the end of the project. ATTACHMENTS: SRF (#3), BA (#4), Signed Change Order (#5) Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2024-226 Fuel Farm Rehab Change Order 01 A RESOLUTION TO APPROVE CHANGE ORDER NO. 1 TO THE CONTRACT WITH SPATCO ENERGY SOLUTIONS, LLC IN THE AMOUNT OF $37,297.30 FOR THE FUEL FARM REHABILITATION PROJECT AT DRAKE FIELD, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on September 5, 2023, the City Council approved Resolution 188-23 authorizing a contract with Spatco Energy Solutions, LLC for the Fuel Farm Rehabilitation Project at Drake Field; and WHEREAS, Change Order No. 1 will authorize replacement of the AvGas filter coalesce system which was not included in the as-bid project scope and will also replace faulty refueling quick disconnect fittings. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign Change Order No. 1 to the contract with SPATCO Energy Solutions in the amount of $37,297.30 for the Fuel Farm Rehabilitation project at Fayetteville-Drake Field Airport. A copy of Change Order No. 1 is attached to this Resolution and made a part hereof. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. 6/12/2024 Submitted Date Yes 31,940.53$ 37,297.30$ V20221130 Budgeted Item? Does item have a direct cost? Is a Budget Adjustment attached? Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget 320,888.00$ 288,947.47$ Yes Yes 5,358.00$ 1.23$ 21009.1 Project Number Budget Impact: Airport Fuel Farm Rehab Fund Airport Fuel Farm Rehab5550.760.3960-5804.00 Account Number Project Title City of Fayetteville Staff Review Form 2024-226 Item ID 7/2/2024 City Council Meeting Date - Agenda Item Only Staff requests approval for the Aviation Division to execute construction Change Order 01 in the amount of $37,297.30 with SPATCO Energy Solutions for the Fuel Farm Rehabilitation project at Fayetteville – Drake Field Airport and process a budget adjustment. This change order will authorize replacement of the AvGas filter coalescer system which was not included in the as-bid project scope. This change order also authorizes replacing faulty refueling quick disconnect fittings. The cost of this change order exceeds previously approved project contingency. N/A for Non-Agenda Item Action Recommendation: Submitted By Jared Rabren AIRPORT SERVICES (760) Division / Department Comments: Purchase Order Number: Change Order Number: Previous Ordinance or Resolution # Approval Date: Original Contract Number: City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division /Org2 AIRPORT SERVICES (760) Adjustment Number 2024 Requestor:Jared Rabren BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: The Aviation Division is requesting permission to execute a change order with SPATCO Energy Solutions to replace the AvGas filter coalescer and faulty quick disconnect fittings. The cost of this change order exceeds the previously approved project contingency amount of $31,939.90 and will require a budget adjustment up to $37,297.30. COUNCIL DATE:7/2/2024 ITEM ID#:2024-226 Holly Black 6/12/2024 3:26 PM Budget Division Date TYPE:D - (City Council) JOURNAL #: GLDATE: RESOLUTION/ORDINANCE CHKD/POSTED:/ v.2024522TOTAL-- Increase / (Decrease)Project.Sub# Account Number Expense Revenue Project Sub.Detl AT Account NameGLACCOUNTEXPENSEREVENUEPROJECTSUBATDESCRIPTION X 5550.760.3960-5804.00 37,298 -21009 1 EX Building Costs 5550.760.3960-5802.00 (5,358)-18019 1 EX Vehicles & Equipment - base 5550.760.3960-5911.99 (31,940)-21009 1 EX Contingency - Capital Project -- -- -- -- -- -- -- -- -- -- -- -- -- -- -- 1 of 1 Construction Contract Change Order Project: Change Order No. 1 FYV Fuel Farm Rehabilitation Fayetteville -Drake Field Date Prepared: June 11 ,2024 Garver Job No . 21A13212 Prepared by: Kyle Bennett, Garver Owner: Contractor: Drake Field Airport SPTATCO Energy Solutions 4500 S . School Ave . 1201 Cypress St Fayetteville , AR 72701 North Little Rock, Arkansas 72114 Description of Work Included in Contract The project includes , but is not limited to, modifciation to and addition of various components associated with the existing fuel farm facility including refueling rack shutoff system, online inventory management system , Jet-A offload check valve, overfill prevention valves , relaxation chambers , pumps and motors , refueling ra ck hose, sump pumps , emeraencv fuel shutoff svstem imrcvements and tank suction line imorovements. Changes and Reasons Ordered (List Individual Changes as: A, B, C, D, etc.) A. Owner req uested scope addition : Filters required for the existing AvGas coalescer filter are being phased out and will be obsolete in the near future . This change order adds a lump sum pay item to replace the existing AvGas coalescer filter ncluding all associated equipment, parts , and labor. B. Existing quick disconnedt fitting discovered to be leaking during refueling . This change adds a new lump sum pay item to replace the faulty fittings with a new fitting including all associated parts and labor. Installation of the new fittings will be performed in conjunction with Change A to reduce contractor installation cost. Bid Bid Unit Original Contract Revised Revised Original Revised Contract Item Item of Contract Unit Estimated Unit Estimated Estimated Chances No. Descriotion Measure Quantity Price Quantity Price Cost Cost A. SS-130-4 .11 AvGas Filter Coalescer, Installed Lump Sum 0 $0 .00 1.0 $36 ,498 .15 $0 .00 $36,498.15 B. SS-130-4.12 Gammon Quick Disconnect, Installed Lump Sum 0 $0 .00 1.0 $799.15 $0 .00 $799 .15 Summation of Cost $0.00 $37,297.30 Net Cost for this Change Order $37,297.30 Estimated Project Cost Time Change Estimated Project Cost Original Contract Start Date TBD Original Contract Amount $274 ,398.97 Original Contract Time (calendar days) 40 This Change Order $37 ,297 .30 Additional Calendar Days granted by th is Change Order 5 New Contract Amount $311 ,696 .27 New Contract Time (calendar days) 45 Suspended Time 0 New Construction Completion Date TBD THIS AGREEMENT IS SUBJECT TO ALL ORIGINAL CONTRACT PROVISIONS AND PREVIOUS CHANGE ORDERS ISSUED FOR REASONS 'i/J~., INDICATED ABOVE Engineer: Garver Project Manager 06/11 /24 EnQil ~er's SiQn ature T itle Date ACCEPTED BY I~ f .,.,.,,-~ ... ~"-CONTRACTOR D tl·n humle15'"~0 ··-·""'"'-.. --.t"""-''"''"" ............ ••o ..-,.,,.IJ\ Branch Mgr. 06/11/24 o.,l!OZ ◄Olld l 1)!•.JI 0!>00 Con tracto ift s,anature/ I D Title Date APPROVED BY M;~ wJA OWNER -Mayor 07/02/24 0wner'~ Signaturi:/ I Title Date (/