AGENDA MEMORANDUM

Meeting Date:           June 23, 2008

From:                          Raymond S. Sharp, Director, Environmental Services/Public Works

Subject:                      Resolution authorizing Amendment No. 2 to Task Order No. 3 with Boyle Engineering Corporation Relating to Project Closeout Services for the Canal Street Wastewater Treatment Facility

Staff Recommendation:

Staff recommends approval of Amendment No. 2 to Task Order No. 3 for closeout services for the Canal Street Wastewater Treatment facility of $46,339.00.

Analysis:

The construction phase is essentially complete for the Canal Street Wastewater Treatment Facility rehab and upgrade.  These services are for the necessary engineering work to complete the closeout of the project.  They fall into three main areas:  A limited extension of construction phase services; construction phase services associated with reconstruction of a Parshall Flume that was damaged by a subcontractor and required replacement; and warranty assistance services associated with several technical matters that are warranty issues involving subcontractors and manufacturers.  These services were necessary extensions of work that required technical expertise and capabilities beyond those of City staff; therefore, these services are most appropriately performed by the engineer of record in order to complete and certify the project to the City and to FDEP.  This certification is also necessary to obtain the final grant reimbursements from the St. Johns River Water Management District for this project.

A portion of these costs (approximately 14%) are reimbursable from St. Johns River Water Management District under the existing grant to the City for reuse system improvements.  An additional portion, as yet undetermined, will be reimbursable from the contractor.

Options:

1.  Approve Amendment No. 2 to Task Order No. 3 for $43,339.00, or;

2.  Such alternative action as the Commission may deem appropriate

Fiscal Impact: 

Of the total amount, 14%, or $6,487.46 is reimbursable from grant proceeds.  The remainder will be provided from current revenues.  An as yet undetermined amount will be taken as a credit on the final pay application from the contractor; that amount will be determined by the amount of extra work necessary to resolve warranty issues and time extensions for construction phase services.  The only amount due to the contractor at this time is the release of final retainage.  The contractor has been expediting the remaining work in good faith.  It is the City’s intent to complete the project in time to file for the final grant reimbursement within the current fiscal year.

Submission Date and Time:    6/20/2008 4:48 PM____

Department: Environmental Services Prepared by:  R. Sharp                      Attachments:         Yes X   No ______ Advertised:   ____Not Required ______ Dates:   __________________________                      Attorney Review :       Yes___  No  X  _________________________________            Revised 6/10/04

Reviewed by: Dept. Head rss Finance  Dept. _____JB___________                                    Deputy C.M. ______EFS_________                                           Submitted by: City Manager ___________________

Account No. 043-3099-533-63-10_ Project No. _430007___________ WF No. ____186058___________ Budget ____ ________________ Available ___________________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NUMBER 2 TO TASK ORDER NUMBER 3 WITH BOYLE ENGINEERING CORPORATION FOR PROJECT CLOSEOUT SERVICES FOR THE CANAL STREET WASTEWATER TREATMENT FACILITY CONSTRUCTION; AND PROVIDING AN EFFECTIVE DATE.

BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA:

            THAT the Mayor and City Clerk are hereby authorized to execute an agreement with Boyle Engineering Corporation whose address is 320 E. South Street, Orlando, Florida, 32801 for Amendment No. 2 to Task Order No. 3 for Project Closeout Services for the Canal Street Wastewater Treatment Facility Construction.

 THAT this resolution shall become effective immediately.

PASSED AND ADOPTED by the City Commission of the City of Leesburg, Florida, at a regular meeting held the _23rd____ day of __June___ 2008

                                                                            __________________________

                                                                             Mayor

ATTEST:

__________________________

City Clerk