AGENDA MEMORANDUM

Meeting Date: March 23, 2009

From:                          Mike Thornton, Purchasing Manager

Subject:                      Resolution authorizing Change Order No. 1 to an existing agreement with Wagner Construction Company LLC for roofing services.

Staff Recommendation:

Staff recommends approval of the resolution authorizing Change Order No. 1 to Wagner Construction Company LLC for $15,926.00.  The new contract amount will be $81,156.00.

Analysis:

On February 23, 2009 the City Commission approved resolution 8383 to execute an agreement with Wagner Construction Company LLC for roof replacement construction services on two city-owned buildings.

When the contractor made final measurements to order material, they discovered the square footage of the KIA building was not correct.  The City provided a square footage in the specifications that was less than the actual footage.  The square footage of 7,140 provided to the City in an engineer’s report of the buildings’ roof condition is incorrect.  The actual roof square footage is 13,132, or an additional 5,992 square feet.

The building consists of two areas.  The first is the service bays and parts room.  The second area is the front office and showroom.  This change order is necessary because the office and showroom area was not included in the bid price.  Contractors are instructed to verify actual measurements.  However, in this case the value provided was so inaccurate that it could have biased the contractors’ measurements as to how much was being replaced.  The scope of work was also not sufficient to indicate the roof on the entire building was to  be replaced.  Additionally, the current roof over the service bays is an R-Panel screw down type roof.  The roof over the office and showroom is a standing seam roof.  The significant difference in roof types and a clear ending of one type and beginning of another type roof caused confusion.

Staff has met with the contractor and sub-contractor installing the roof.  The contractor/sub-contractor has provided a price of $3.50 per square foot to do the office and showroom area.  This is the same square foot price for the roof and insulation over the service bays and parts room.  The contractor also recommended the City use the 26 gauge panels instead of 24 gauge.  According to the metal roof sub-contractor, the location (Central Florida) and type of the two buildings will receive no benefit from the 24 gauge panels.  Downgrading to the 26 gauge material will provide a cost savings to help offset the additional cost on the KIA Building.

If approved, staff will instruct Wagner Construction to do both buildings with 26 gauge material and upgrade the insulation in the KIA building over the office and showroom areas to R-19 rated fiberglass insulation.  This higher rated insulation will reduce the energy costs needed for cooling and heating this area.

The total amount of the change order with the downgrades and additional area is an increase of $15,926.00 resulting in a final contract amount of $81,156.00.

The other bidders on this project will not benefit from this oversight and will not improve their ranking based on the bids submitted.  Bird Dog roofing submitted a bid of $29,200 but listed the same sub-contractor (Unicqo LLC) as Wagner Construction.  The next lowest bid on the KIA Building was from Wagner 3 Ventures for $57,750.00.  Adding the Wagner bid of $27,720.00 and the additional amount of $20,342 (cost w/o insulation upgrade) for the office/showroom provides a total bid price on the KIA Building of $48,062.  Wagner is still $9,688.00 lower than the bid submitted by Wagner 3 Ventures.

Options:

1.  Approve the resolution authorizing change order no. 1 to Wagner Construction Company LLC;

     or

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

Fiscal Impact: 

Funds are available for this additional amount.  The original budget amount just for the KIA Building was $140,000.00.  The original contract amount for the KIA Building is $30,250.00.  Funds to cover the additional $15,926.00 will be transferred back into the capital projects account listed.

Submission Date and Time:    3/19/2009 11:43 AM____

Department: _Public Works__________ Prepared by:  _Mike Thornton______                       Attachments:         Yes__X__   No ______ Advertised:   ____Not Required __X___ Dates:   __________________________                      Attorney Review :       Yes___  No _X__ _________________________________            Revised 6/10/04

Reviewed by: Dept. Head ________ Finance  Dept. ___________JB_____                                    Deputy C.M. _____EFS___________                                           Submitted by: City Manager ___________________

Account No. _001-5193-519.62-10__ Project No. ___________________ WF No. ______________________ Budget  ____$182,750.00_________ Available ___$173,805.00_________

RESOLUTION NO._______________

A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF LEESBURG, FLORIDA, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE CHANGE ORDER NO. 1 WITH WAGNER CONSTRUCTION COMPANY LLC FOR ROOFING SERVICES; 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 change order number 1 to an existing agreement with WAGNER CONSTRUCTION COMPANY LLC whose address is 1903 Greenleaf Lane, Leesburg, Florida 34748 for metal roof replacement construction services.

 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 _March_ 2009

                                                                            __________________________________

                                                                             Mayor

ATTEST:

___________________________________

City Clerk