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TO:
FROM:
DATE:
RE:
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
AGENDA REQUEST
Board of County Commissioners
Janet Silvus, Director of Jeff Com 9-1-1
March 27, 2011
JEFFCOM 9-1-1 Radio System Improvements Change Order No. 17 and 18
STATEMENT OF ISSUE: Approval and execution of Change Order Request (COR) No. 17 in the amount
01'$37,070.00 and COR No. 18 in the amount of$15,249.00 for Buchanan Gcncral Contracting Company
(Contractor) for thc JelTCom 911 Radio System Improvements.
ANAL YSIS: On January 25, 2010, the Board of County Commissioners approved and executcd a contract
with Buchanan General Contracting Company, P.O. Box 40069, Bellevue, W A 98015 for the construction of
the Jeff Com 9-1-1 Radio Systcm Improvement Project. Thc original contract work at Grecn Mountain, South
(Coyle) and Maynard Peak sitcs has been completed and Buchanan has just begun construction at the City of
Port Townscnd water reservoir site (COR No. 16).
The Board of County Commissioners approved COR No. 16 on Dcccmber 6, 2010 for construction of the City
site and 180' radio tower based on preliminary plans and cost estimates. Subsequently, thc sitc has gone
through the conditional use and building permit processes which resulted in additional site work and
landscaping requiremcnts. COR No. 17 provides the funds for that added work plus an additional 8 working
days to the contract term.
The initial foundation design for thc 180' tower presumed a level site but the actual sitc is terraced with two
tower legs on a lower stcp, requiring taller loundations. COR No. 18 provides for the costs lor additional
reinforcing bar and concrete plus the added construction costs tor the reviscd fOlmdation design.
This is the final phase of construction for the project with separatc contracts for the microwave and simuleast
radio systems. The Commissioners separately approved direct purchases of the tower structure itself plus a
shelter for the radio equipment and an emergency generator, all of which will be installed by Buchanan under
COR No 16. Work under this contract will nnish mid-May and the radio work in mid-June.
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COR No. 17 and 18 ~te,be approved by thc Jeff Com Administrativc Board on March 24, 2011.
FISCAL IMPACT: Funds will be provided by the Jeff Com Enhancement Fund 121 which was funded by a
2007 bond issue. The total anlount of the original contract with sales tax was $364,728.08. Change Order
Requests No. I through 16 increased the eurrent approved cost to $839,705.08. The addition of COR No. 17 in
the amount 01'$37,070.00 and COR No. 18 in the amount of$15,249.00 brings the new total to $S892,024.08.
The total of CaRs I through 18 is $527,296.00 or 144.57% of the original contract. The addition of COR No.
16 was anticipated and provided for in the original eontract but eosts were not available at the time the
contract was exeeuted. The total projected costs of this project have exceeded the original 2007 bond issue and
additional bonds havc bcen issued to cover the costs.
RECOMMENDATION: Move to approve and exeeute Change Order Request 1\0. 17 and 18 to the JefTCom
911 Radio Systcm Improvement Contract with Buchanan General Contracting Company.
REVIEWED BY:
County Administrator
Date
JEFFCOM 9-1-1 Radio System Improvements
CHANGE ORDER REQUEST No. 17 and 18
CONTRACTOR:
CO:--lTACT PERSON:
ADDRESS:
TELEPHONE NUMBER:
E-MAIL:
Buchanan General Contracting Company
Terry Buchanan
P.O. Box 40069, Bcllevue. WA 98015
(425) 462-1326
lerry@buchanangc.com
DEPARTMENT:
JEFFCOM 9-1-1 CONTACT:
TELEPHO:--lE NCMBER:
PROJECT:
A'vIOU:--lT:
fUND SOURCE:
CONTR.ACT DURATION:
JEFFCOM 9-1-1
Janel Silvus, Director Jeff Com 9-1-1
344-9788
JEFFCOM 9-1-1 Radio System Improvement Project
$37,070.00 and $15,249.00 respectively
Encumbered JEFf COM 9-1-1 Enhancement Funds
163 working days (amended total)
JEFF COM 9-1-1 Radio System Improvements
CHANGE ORDER REQUEST No. 17
On January 25,2010, Jefferson County executed a Contract with Buchanan General Contracting Company
(Contractor) for the public works construction of JeftCom 911 Radio System Improvements in the amount of
$364,728.08 including local and state sales tax. Previously approved Change Order Requests (COR) No. I
through 16 bring the approved project total to $839,705.08 to date. Proposed COR No. 17 in the amount of
$37,070.00 (including sales tax) would bring that total to $876,775.08 (a total of 140.39% increase).
Change Order Request No 16 provided for Buchanan to construct the 180' radio tower and related facilities at the
City of Port Townsend water reservoir site in the amount 01'$377,796.00. That COR was based on site plans
betore the City building permit process was initiated. Additional requirements for site work and landscaping were
included as part ofthe conditional use and building pennit processes. COR No. 17 provides for Buchanan to
complete the additional pennit requirements. In particular, additional landscaping with irrigation systems was
required adjacent to the residential community. See the attached letter from Buchanan for a complete description.
The scope of work for the project is described in the Contract, Amendments to Standard Specifications and on the
Plans that are included in the original Contract. That scope of work is hercby amended as follows:
Provide labor, equipment, materials and supervision to implement the additional building permit requirements at
the Port Townsend Water Tank Site including reconstruction of the access road, construction of a sediment trap,
install a tight line to drain from thc rctaining walls, additional landscaping and irrigation systems, all per the
provided plans and specifications. In addition, provide and install additional power supply conduit for the site to
be leased to Verizon, which cost will be recovered from Verizon.
The Contract amount is hereby amended as follows:
On March 4,2011, the Contractor providcd a price quote ofS34,197.00 (not including sales tax) for COR No. 17
(copy attached) for thc extra costs related to the building permit requirements for the Port Townsend Water Tank
Site as described above. The total Contract amount is hereby amended to $876,775.08. And the contract term is
extended by 8 working days from 155 to 163 total working days under the contract.
There are no changes to any other provisions of the Contract than stated herein.
Executed by the Contractor March ~, 2011
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SEAL:
COUNTY OF JEFFERSON
BOARD OF COMMISSIONERS
David W. Sullivan, Chair
Phil Johnson. Member
John Austin, Member
ATTEST:
Erin Lundb'l'en,
Deputy Clerk ofthe Board
JEFF COM 9-1-1 Radio System Improvements
CHANGE ORDER REQUEST No. 18
On January 25,2010, Jefferson County executed a Contract with Buchanan General Contracting Company
(Contractor) for the public works construction of Jeff Com 911 Radio System Improvements in the amount of
$364,728.08 including sales tax. That bid did not include the City of Port Townsend site which was added by
COR No. 16. Previously approved Change Order Requests (COR) No. I through 16 bring the currently approved
project total to $839,705.08 to date. Proposed COR No. 17 in the amount of$37,070.00 (including sales tax) plus
this proposed COR No. 18 in the amount of$15,249.00 (including sales tax) would bring the new total to
$892,024.08, a total increase of 144.57%.
Change Order Request No 16 provided for Buchanan to construct the 180' radio tower and related facilities at the
City of Port Townsend water reservoir site in the amount of $377,796.00. That COR was based on site plans
before the City building permit process was initiated. Additional requirements for site work and landscaping werc
included as part of the conditional use and building permit processes. COR No. 17 provides for additional
landscaping with irrigation systems as required for the building permit. After the building pennit was obtained,
the foundation design for the tower was changed to accommodate actual on-site grades requiring much taller
foundations under two of the tower legs. These taller foundations require a lot more reinforcing bar and concrete
which are included in this COR No. 18. See the attached lettcr from Buchanan for a complete description.
The scope of work for the project is described in the Contract, Amendments to Standard Specifications and on the
Plans that are included in the original Contract. That scope of work is hereby amended as follows:
Provide labor, equipment, materials and supervision to implement the revised tower foundation design, all per the
provided plans and specifications.
The Contract amount is hereby amended as follows:
On March 16,2011, the Contractor provided a price quote of$ I 5,249.00 (including sales tax) for COR No. 18
(copy attached, shows as CE 19) for the extra costs related to the revised foundation design as described above.
The total Contract amount is hereby amended to $892,024.08.
There are no changes to any other provisions of the Contract than stated herein.
Executed by the Contractor March _, 2011
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COUNTY OF JEFFERSON
BOARD OF COMMISSIONERS
David W. Sullivan, Chair
Phil Johnson, Member
John Austin, Member
ATTEST:
Erin Lundgren,
Deputy Clerk of the Board