CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
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Approve the award of Change Order #2 to Bid 21-245, Central Parking Facility - LED Lighting Retrofit, to Rag’s Electric Inc. for an amount not to exceed $1,579 and for a total award of $189,554
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BACKGROUND:
On August 17, 2021, City Council awarded Bid 21-245 to Rag’s Electric to replace existing lighting located on the top, middle, and lower levels, as well as the exterior of the Central Parking Facility, with LED lights. The work includes a one-for-one lighting replacement at existing locations and new fixture installation per the plan drawings. Additional necessary work consists of conduit repair, junction boxes and attachment hardware, as well as installing expansion joints in the conduit at each lighting location. In keeping with the City’s sustainability initiatives, an option was included as part of the bid to add motion control to the lighting system which allows the lights to dim to a set point when the space is not occupied and then brighten when approached.
The contract was awarded for $187,975, plus a 5% contingency with a completion date
of January 31, 2022. In September 2022, Change Order #1 was approved to extend the contract completion date by 273 days to allow the vendor to complete the contracted work by October 31, 2023.
DISCUSSION:
This change order is requested due to supply chain issues at the time of ordering. The approved 208V light fixtures planned for the Chicago Parking Facility upgrade were not available for over 9 months. Approval was given to the contractor to substitute 120V fixtures that could be delivered in 2 weeks. The change order is the increased cost for the contractor to transfer the 208V power to 120V to match the substitute light fixtures.
The amount of this change order exceeds the original contract by $1,579 and increases the amended contract expiration date by 0 days.
I, Marc Noll, of DPW-PBO certify that this work is necessary for the successful completion of the project. I further certify that the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed.
The contract was approved with contingency in the amount of 5% ($9,398.80) of the original signed contract value. Staff requests the use of the contingency funds for the change order. A summary of the award and contingency information is provided in the table below.
Contingency
|
Authorized Contingency |
Days |
Dollars |
|
Original Amount |
|
$ 9,398.75 |
|
(-) Previously Authorized |
|
$ 0 |
|
Subtotal |
|
$ 9,398.75 |
|
(-) This Change |
|
$ 1,579.00 |
|
Balance Left |
|
$7,819.75 |
Contract Award
|
Original Contract Value |
$ 187,975 |
|
Prior Cumulative Approved Change Orders |
$ 0 |
|
Subtotal |
$ 187,975 |
|
(+/-) This Change Order |
$ 1,579 |
|
Total Contract Value |
$ 189,554 |
FISCAL IMPACT:
CIP #: MB160
The LED Lighting Retrofit is related to MB160, Downtown Parking Deck Maintenance project for which $1,500,000 is budgeted in 2023. The requested change order of $1,579 is accommodated within the budget.
|
Account Number |
Fund Description |
Total Budget Amount |
|
31342200-551500 |
Capital Projects Fund |
$ 3,742,000 |
|
31341800-551500 |
Downtown Parking Fund |
$1,000,000 |