Description: AGENDAHED.JPG

Item No:                    4.B.1.


Meeting Date:           August 12, 2013


From:                          Mike Thornton, Purchasing Manager for

                                    DC Maudlin, Interim Public Works Director


Subject:                      Purchase request by the Public Works Department to Beach Construction Company, Inc. authorizing execution of Change Order 2 to an existing construction services agreement with Beach Construction Company, Inc. for the Highland Lakes Water Treatment Plant Improvements



Staff Recommendation:

Staff recommends approval of the purchase request by the Public Works Department to Beach Construction Company, Inc. for Change Order 2 for repairing worn parts on well pumps for Wells 1 and 2 serving the Highland Lakes Water Treatment Plant for the amount of $1,292.55. 



The City has a construction services agreement with Beach Construction for improvements to the Highland Lakes Water Treatment Plant.  The original Agreement was approved by the Commission June 27, 2011, by resolution 8863 for a total of $2,029,000.00 and Change Order 1 for $49,793.03 was approved February 13, 2012.


City purchasing policy requires any change order(s) in excess of $25,000 or 5%, cumulative, of the contract amount be approved by City Commission.  This change order while only $1,292.55 does require Commission approval per policy.


The original scope of work for the project included inspecting the three existing Highland Lakes system wells.  The contract included pulling the well pipe, inspecting the casing, spider rings, pipe, lower pump and well screens.  The intent was to identify repair requirements based on a visual inspection and thereby avoid unnecessary repair costs.


All three wells were pulled and inspected.  Well 3, the newest well, was in good shape and required no additional repairs.  Well 2, drilled in 2001 had minor pipe erosion and the spider rings required replacement; the cost for this work was $3,314.86. Well 1, oldest of the three wells, required more extensive repairs including replacing all the spider rings, replacing 10 sections of pipe, installing a new screen section, and repacking the pipe housing.  The cost for this work was $7,977.69. Total well repair costs were $11,292.55.


The contract as awarded June 27, 2011, included a $10,000 allowance to connect the plant to the City’s fiber communications network. This work was deleted from the contract and completed by the City’s Communications Department.  The deletion of the fiber communications connection requirement as reflected by change order 2 results in a $10,000 credit.   The net increased obligation established by change order 2 is $1,292.55.  This change order will allow for the project to be closed out.



1.  Approve the purchase request authorizing the execution of Change Order No. 2 with Beach Construction Company, Inc. for a net amount of $1,292.55, or

2.  Such alternative action as the Commission may deem appropriate.


Fiscal Impact: 

The current budget includes sufficient funding for the original contract amount of $2,029,000.00 as well as this change order 1 and 2 which was rolled forward from Fiscal Year 2011-12. This will be funded with available 2007 Bond Funds.


Submission Date and Time:    8/12/2013 10:19 AM____


Department: Public Works_____________

Prepared by: Terry Pollard__________

Attachments: Yes ___ ___ No ___ X___

Advertised: ____Not Required __X___

Dates: _ _____


Attorney Review : Yes___ No __X___


Revised 6/10/04


Reviewed by: Dept. Head ________


Finance Dept. __________________


Deputy C.M. ___________________

Submitted by:

City Manager ___________________


Account No. _043-3099-533.63-10__


Project No. __430006____________


WF No. _____WF0459101________


Budget _____$1,292.55__________


Available ___$1,292.55__________