HomeMy WebLinkAbout22-07 RESOLUTION•
RESOLUTION NO. 22-07
A RESOLUTION APPROVING CHANGE ORDER #1 TO THE
CONTRACT WITH THE SOUTHERN COMPANY NLR, INC. IN
THE AMOUNT OF $17,002.00 TO ADD INSULATION AND A
HEATER TO THE BIODIESEL FUEL TANK PROJECT; APPROVING
A PROJECT CONTINGENCY IN THE AMOUNT OF $11,600.00;
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT
OF $28,602.00.
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
approves Change Order #1 to the contract with The Southern Company NLR, Inc. in the
amount of $17,002.00 to add insulation and a heater to the Biodiesel Fuel Tank Project.
A copy of the Change Order, marked Exhibit "A" is attached hereto, and made a part
hereof.
Section 2. That the City Council of the City of Fayetteville,
approves a project contingency in the amount of $11,600.00.
Section 3. That the City Council of the City of Fayetteville,
approves a Budget Adjustment in the amount of $28,602.00.
PASSED and APPROVED this 6th day of February, 2007.
APPROVED:
By:
ATTEST:
By:41)114--0---?_ ti4NG•T N r�J'`
SONDRA SMITH, City Clerk/Treasurer "`'
Arkansas hereby
Arkansas hereby
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E ;FAYETTEVILLE'
Pt te.
NAME OF PROJECT:
OWNER:
CONTRACTOR:
CHANGE ORDER
Order No.
Date:
1
January 24, 2007
Agreement Date: January 24, 2007
FLEET OPERATIONS FUEL TANKS & DISPENSING SYSTEM
CITY OF FAYETTEVILLE
THE SOUTHERN COMPANY NLR, INC.
The following changes are hereby made to the CONTRACT,.DOCUMENTS:
1. Add insulation and heater to biodiesel fuel tank
Justification:
1. At request of Owner.
Add cost of $ 17,002.00 to contract.
Change to CONTRACT PRICE:
Original CONTRACT PRICE: $231,738.00
Current CONTRACT PRICE adjusted by previous CHANGE ORDERS: $231,738.00
The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (d) by: $ 17,002.00
The new CONTRACT PRICE including this CHANGE ORDER will be: $248,740.00
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by: 0 calendar days.
The date for completion of all work will be: April 30, 2007 (Date).
Approvals Required:
To be effective this. Order must be approved by the Owner,if it changes the scope or objective or the
PROJECT, or as may otherwise/ a required by the GENERAL CONDITIONS`'-"
Requested by: 46
Recommended by:
Approved by:
i
i
1
The Southern Company NLR, Inc.
.'A.
Clell-r : ,�fonsulting Engineers, Inc.
City of Fayetteviller
Dan Goody, Mayo,
J:\2006\062156 Fay Fleet Operations Fuel Farm\Construction Administration\c-order-1.doc
Date
1/ +-o7
Da e
•
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year
2007
Department: Operations
Division: Fleet Operations
Program: Capital Expenditures.
Date Requested
2/6/2007
Adjustment Number
Project or Item Added/Increased:
Increase the Fuel Storage Improvements - Replacement
Project by $28,602: which is $17,002 to purchase insulation
and a thermostatically controlled electric heater for the
biodiesel tank; $11,600 for a 5% contingency
Project or Item Deleted/Reduced:
None. Use of Shop Fund balance by $28,602.
Justification of this Increase:
In recent meetings fuel farm contractor, The Southem
Company, related problems of cold weather causing gelling
of the biodiesel product for another user. It is very
impractical and costly to add insulation and a heater after
the tank is installed; it is important to change the tank
manufacturing order if we ever anticipate needing these
items. The contingency will cover additional wiring and
anything else that comes up.
Justification of this Decrease:
There are sufficient reserves available for the purchase of
these items and to meet City Policy and objectives.
Account Name
Increase Expense Budget (Decrease Revenue Budget)
Account Number Amount
Fixed assets 9700 1920 5801 00
Account Name
Project Number
28,602 02101 1
Decrease Expense Budget (Increase Revenue Budget)
Account Number Amount
Use of fund balance
9700 0970 4999 99
28,602
Project Number
Approval Signatures
RequBy
udget Manager
I - 42 - 7
Date
2z(PO
7
Date
tor
Finan ' Internal Services Director
May
2S�o7
Date
1^z9 -o-7
Date
Date
Budget Office Use Only
Type: A B C
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial
Initial
Initial
Date
Date
Datc
David Bragg
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
Contracts
aW0 7
City Council Meeting Date
Fleet Operations
Division
Action Required:
aco1/4
frolorl Ix") rd
itvle-R)
Operations
col
Department
A resolution approving a change order to the contract for the fuel tank project in the amount of $17,002 approving a,
5% contingency of the original $231,738 contract in the amount of $11,600; and approving a budget adjustment in
the amount of $28,602.
$28,602.00
Cost of this request
9700.1920.5802.00
Account Number
02101.1
Project Number
Budgeted Item
X
276,638.00
Category/Protect Budget
251,963.00
Funds Used to Date
24,675.00
Remaining Balance
Budget Adjustment Attached
X
Fuel Storage Improvements
Program Category / Project Name
Vehicles and Equipment
Program / Project Category Name
Shop Fund
Fund Name
D 21 V421--
City
irCity Attorney
4 .t a.
Mayor
Fr.
Date
/12.947
Date
I -7,9-D7
Previous Ordinance or Resolution # 190-06
Original Contract Date:
Original Contract Number:
11/21/2006
#1063
Received in Mayor's Office
o 1'
•
Comments:
Wttcv?lle
•
FLEET OPERATIONS
1525 S. Happy Hollow Road
Fayetteville, AR 72701
(479) 444 3495 FAX (479) 444-3425
Interdepartmental Correspondence
TO: MAYOR DAN COODY, CITY COUNCIL
THRU GARY DUMAS, DIRECTOR OF OPERATION
FROM: DAVID BRAGG, FLEET OPERATIONS SUPERINTENDENT
DATE: JANUARY 24, 2007
SUBJECT: FUEL TANK PROJECT CHANGE ORDER
RECOMMENDATION: That City Council approve a change order to the contract for the fuel
tank project in the amount of $17,002, approve an additional 5% contingency of the original
$231,738 contract in the amount of $11,600; and approve a budget adjustment for $28,602.
BACKGROUND This contract was awarded without a contingency. In a recent preconstruction
meeting, our fuel farm contractor, The Southern Company, related recent problems experienced
by Tyson Foods caused by cold temperature gelling of the biodiesel product. Through further
investigation with biodiesel suppliers, users, and discussions with the contractor, the contractor
and I agree that it is prudent to add insulation and a thermostatically controlled electnc heater to
the biodiesel tank sufficient to maintain a minimum product temperature of 40° F
Addition of these features is very impractical and costly once the tank is manufactured and
installed, so it is important to change the tank manufacturing order at this time if we anticipate
ever needing them. The additional contract cost is $17,002.
There was no contingency in the original contract resolution; therefore Fleet is also requesting a
5% contingency for the contract. An additional change order will be required for electrical wiring
for the heater; however a firm quote has not been received at this time.
A budget adjustment is attached in the amount of$28,602 to cover change order #1 and the 5%
contingency
RESOLUTION NO.
A RESOLUTION APPROVING CHANGE ORDER #1 TO THE
CONTRACT WITH THE SOUTHERN COMPANY NLR, INC. IN
THE AMOUNT OF $17,002.00 TO ADD INSULATION AND A
HEATER TO THE BIODIESEL FUEL TANK PROJECT; APPROVING
A PROJECT CONTINGENCY IN THE AMOUNT OF $11,600.00;
AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT
OF $28,602.00.
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
approves Change Order #1 to the contract with The Southern Company NLR, Inc in the
amount of $17,002.00 to add insulation and a heater to the Biodiesel Fuel Tank Project.
A copy of the Change Order, marked Exhibit "A" is attached hereto, and made a part
hereof.
Section 2. That the City Council of the City of Fayetteville
approves a project contingency in the amount of $11,600100
Section 3. That the City Council of t City of Fayette
approves a Budget Adjustment in the amount of28,602.00'
PASSED and ABPROVED t is 601 day of February, 2007.
APPROVED:
By:
as hereby
as hereby
DAN COODY,'MayoSONDRA SMITH, City Clerk/Treasurer
(2.8.07) Clarice Pearman - Southern Company CO1 Page 1
From: Clarice Pearman
To: Bragg, David
Date: 2.8.07 11:25 AM
Subject: Southern Company CO1
David:
The City Council passed a resolution authorizing the change order for Southern Company. In preparing this resolution for
the signature the change order does not have Southern Company's signature. You may come by and get the change order
to obtain signature from Southern Company or I can return it to you via interoffice mail. Please let me know how you
would like to proceed. After the Southern Company signature is obtain and the change order returned to me I can get the
resolution and change order for mayor's signature.
Have a good day.
Thanks.
Clarice
Clarice Buffalohead-Pearman, CMC
city Clerk/Treasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
cpearman@ci.fayetteville.ar.us
(2.13.07) Clarice Pearman - Re: Southern Company CO1 Page 1
From: David Bragg
To: Pearman, Clarice
Date: 2.12.07 1:34 PM
Subject: Re: Southern Company CO1
CC: Hattabaugh, Margaret
Margaret will pick up tomorrow (Tuesday)
David Bragg
Fleet Operations Supt.
City of Fayetteville
479-444-3494
NAME OF PROJECT:
OWNER:
CONTRACTOR:
CHANGE ORDER
Order No. 1
Date: January 24, 2007
Agreement Date: January 24, 2007
FLEET OPERATIONS FUEL TANKS & DISPENSING SYSTEM
CITY OF FAYETTEVILLE
THE SOUTHERN COMPANY NLR, INC.
The following changes are hereby made to the CONTRACT DOCUMENTS:
1. Add insulation and heater to biodiesel fuel tank
Justification:
1. At request of Owner.
Change to CONTRACT PRICE:
Original CONTRACT PRICE:
Current CONTRACT PRICE adjusted by previous CHANGE ORDERS:
Ad03
26t-ItP
'Wt v
Add cost of $ 17,002.00 to contract.
$231,738.00
$231,738.00
The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased) by: $ 17,002.00
The new CONTRACT PRICE including this CHANGE ORDER will be:
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by: 0 calendar days.
The date for completion of all work will be: April 30, 2007 (Date).
$248,740.00
Approvals Required:
To be effective this Order must be approved by the Owner if it changes the scope or objective or the
PROJECT, or as may otherwise be required by the GENERAL CONDITIONS.
Requested by:
The Southern Company NLR, Inc.
Recommended by:
McClelland Co j ulting Engineers, Inc.
Approved by:
City of Fayetteville
Dan Coody, Mayor
J:120061062156 Fay Fleet Operations Fuel Farm\Construction Administration5c-order-1.doc
Date
1 34- 0
Dat
Date
1(3.6.07) Clarice Pearman - Res. 22-07 Page 1
From: Clarice Pearman
To: Bragg, David
Date: 3.6.07 12:34 PM
Subject: Res 22-07
Attachments: 22-07 Southern Company NLR Inc..pdf
CC: Audit
David:
Attached is a copy of the above resolution passed by City Council February 6, 2007 regarding Southern Company. I will
forward to Budget & Research the original budget adjustment. Also, I will forward via interoffice mail to you two or three
original change orders. Have a good day.
Thanks.
Clarice
1(3.6.07 Clarice Pearman - Fwd: Res. 22-07 Page 1
From: Clarice Pearman
To: Fell, Barbara
Date: 3.6.07 12:36 PM
Subject: Fwd: Res 22-07
Attachments: 22-07 Southem Company NLR Inc..pdf
Sony I missed you again.
»> Clarice Pearman 3.6.07 12:34 PM »>
David:
Attached is a copy of the above resolution passed by Gty Coundl February 6, 2007 regarding Southern Company. I will forward to
Budget & Research the original budget adjustment. Also, I will forward via interoffice mail to you two or three original change
orders. Have a good day.
Thanks.
Clarice
Ts
m—
Page
2
(3.6.07 Clarice Pearman - Fwd: Res. 22-07
From: Clarice Pearman
To: Audit
Date: 3.6.07 12:41 PM
Subject: Fwd: Res. 22-07
Attachments: 22-07 Southern Company NLR Inc..pdf
Sorry ladies. I didn't cc: you this email.
>» Clarice Pearman 3.6.07 12:34 PM »>
David:
Attached is a copy of the above resolution passed by City Council February 6, 2007 regarding Southern Company. I will forward to
Budget & Research the original budget adjustment. Also, I will forward via interoffice mail to you two or three original change
orders. Have a good day.
Thanks.
Clarice
7;4 u1/ =c77
)111
CHANGE ORDER
Col-
Order
n9
Order No. 1 h
Date: January 24, 2007 err
Agreement Date: January 24, 2007 (/� �) ltlC.
NAME OF PROJECT: FLEET OPERATIONS FUEL TANKS & DISPENSING SYSTEM ry CA1
OWNER: CITY OF FAYETTEVILLE
CONTRACTOR: THE SOUTHERN COMPANY NLR INC.
The following changes are hereby made to the CONTRACT DOCUMENTS:
1 Add insulation and heater to biodiesel fuel tank
Justification:
1. At request of Owner.
Change to CONTRACT PRICE:
Original CONTRACT PRICE:
Current CONTRACT PRICE adjusted by previous CHANGE ORDERS.
Add cost of $ 17,002.00 to contract.
$231,738.00
$231,738.00
The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased) by: $ 17,002.00
The new CONTRACT PRICE including this CHANGE ORDER will be:
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by: 0
The date for completion of all work will be: Apnl 30, 2007 (Date).
$248,740.00
calendar days.
Approvals Required:
To be effective this Order must be approved by the Owner if it changes the scope or objective or the
PROJECT, or as may otherwise,•e re• fired by the GENERAL CONDITIONS.
Requested by:
Recommended by:
he So thern Company NLR, Inc.
cClelland,C/onsulting Engineers, Inc.
Approved by:f(LGt
2• /5er-7
Date
117.-410 bate
City of Fayettevi l - Date
Dan Coody, M- o
J:'20061062156 Fay Fleet Operations Fuel Farm\Construction Administration\c-order-1.doc
CHANGE ORDER
Order No.
Date:
/4 le w/�Z c2
64112
3Iii1/t9?
2
March 19, 2007
%Awl
Agreement Date: March 19, 2007
NAME OF PROJECT: FLEET OPERATIONS FUEL TANKS & DISPENSING SYSTEM
OWNER: CITY OF FAYETTEVILLE
CONTRACTOR: THE SOUTHERN COMPANY NLR, INC.
The following changes are hereby made to the CONTRACT DOCUMENTS:
1. Increase wire and conduit sizes to allow for heater in biodiesel fuel tank Add cost of $ 4,197.00 to contract.
Justification:
1. At request of Owner.
Change to CONTRACT PRICE:
Original CONTRACT PRICE: $231,738.00
Current CONTRACT PRICE adjusted by previous CHANGE ORDERS: $248,740.00
The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased) by: $ 4,197.00
The new CONTRACT PRICE including this CHANGE ORDER will be: $252,937.00
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by: 0 calendar days.
The date for completion of all work will be: April 30, 2007 (Date).
Approvals Required:
To be effective this Order must be approved by the Owner if it changes the scope or objective or the
PROJECT, or as may otherwis b requir-d by the GENERAL CONDITIONS.
Requested by: / I 1 .5-20-d 7
Date
Recommended by:
Approved by:
he So ern Company NLR, Inc.
McClel
Ir,
d`j.
00
City of Fayett
Dan Coody 4
nsulting Engineers, Inc.
J:120061062156 Fay Fleet Operations Fuel Farm\Construction Administration10-order-2.doc
C.
•
McCLELLAND CONSULTING ENGINEERS, INC.
1810 N College Ave.
P.O. Box 1229
FAYETEVILLE, AR 72702-1229
479/443-2377
479/443-9241 FAX
ARCHIVEDPik opa-07 407
CD3
Manialkit4e.}4
MCEM ,"/ANL) ra1CONSULT/NG itt-
I DWG.," 70 Sing / ENGINEERS, INC. CO3
TO: The Southern Company NLR, Inc.
7621 Ball Road
Fort Smith, AR 72908
DATE: June 21, 2007
ATTENTION
PROJECT NUMBER: FY062156
Mr. Bob Shepherd
RE: Fayetteville Fleet Operations Fuel Farm
Fayetteville, AR
WE ARE SENDING YOU:
❑ SHOP DRAWINGS
O COPY OF LETTER
O SPECIFICATIONS
❑ PLANS
O PRINTS
❑ SAMPLES
❑ FLOPPY DISK
❑ CHANGE ORDER
❑ FACSIMILE
® ATTACHED
❑ UNDER SEPARATE COVER VIA:
COPIES
DATE
NO.
DESCRIPTION
3
Jun 21, 2007
Change Order No. 3
PLEASE CHECK AND ADVISE IF ENCLOSURES ARE NOT AS LISTED.
THESE ARE TRANSMITTED (AS CHECKED BELOW)
O FOR APPROVAL ❑ AS REQUESTED 0 REVIEWED FOR GENERAL COMPLIANCE 0 RESUBMIT _ COPIES FOR
APPROVAL
❑ FOR YOUR USE 0 FOR REVIEW AND COMMENT ❑ REVIEWED FOR NOTED COMMENTS ❑ SUBMIT _COPIES FOR
DISTRIBUTION
❑ FOR YOUR INFORMATION ❑ RETURNED FOR CORRECTIONS 0 RETURN _ CORRECTED PRINTS
❑ FOR DISTRIBUTION
REMARKS:
Bob -
Please find enclosed three original copies of Change Order No. 3 for the above -referenced project. Please sign, date and
return all three copies to David Bragg. Please feel free to call if you have any questions.
COPY TO: David Bragg, City of Fayetteville
McCLELLAND CONSULTING ENGINEERS,
BY: INC.
Carole JoneE P.
J:\2006\062156 Fay Fleet Operations Fuel Farm\Correspondence\Bob Shepherd Transmitta1.06-21-07.doc
CHANGE ORDER
Order No.
Date:
3
June 21, 2007
Agreement Date: June 21, 2007
NAME OF PROJECT: FLEET OPERATIONS FUEL TANKS & DISPENSING SYSTEM
OWNER. CITY OF FAYETTEVILLE
CONTRACTOR: THE SOUTHERN COMPANY NLR, INC.
The following changes are hereby made to the CONTRACT DOCUMENTS:
1. Deletion of dispenser box compatible with G6202D dispenser for future expansion
Delete cost of $ 1,069.00 to contract.
Justification:
1. Contractor failed to include the item during installation of the fueling system. Owner made decision to delete from the
contract.
Change to CONTRACT PRICE:
Original CONTRACT PRICE: $231,738.00
Current CONTRACT PRICE adjusted by previous CHANGE ORDERS: $252,937.00
The CONTRACT PRICE due to this CHANGE ORDER will be (increased) (decreased) by: $ 1,069.00
The new CONTRACT PRICE including this CHANGE ORDER will be: $251,868.00
Change to CONTRACT TIME:
The CONTRACT TIME will be (increased) (decreased) by: 0 calendar days.
The date for completion of all work will be: (Date).
Approvals Required:
To be effective this Order must be approved by the Owner if it changes the scope or objective or the
PROJECT, or as may otheryyise be rep uired ;;y the GENERAL CONDITIONS.
Requested by:
Recommended by:
Approved by: i/Lt
The outhem • •mpany NLR, Inc.
C^ X2-6 7
Date/t
/
McCle = dff6onsulting Engineers, Inc. Date
City of Fayett= I I
Dan Coody,
J:\2006\062156 Fay Fleet Operations Fuel Farm\Construction Administration\c-order-3.doc
21111a7_(
Date
(7.12.07) Clarice Pearman
Southern Company CO3
From:
To:
Date:
Subject:
Attachments:
Clarice Pearman
Bragg, David
7.12.07 1:20 PM
Southern Company CO3
07.11.07 Southern Company NLR Inc CO3.pdf
CC: Audit
David:
Attached is a copy of the above change order which did not go through the proper staff review for signature. All paperwork
requiring the mayor's signature needs to go through staff review process with a completed staff review form and memo. You may
get the staff review form from the dty's intranet.
I will forward to you via interoffice mail two of three original change orders. Please let me know if anything else is needed. Have a
good day.
Thanks.
Clarice