CC MEETING: August 6, 2024
DATE: July 25, 2024
TO: Erin Rinehart, City Manager
FROM: Jonathan Wheat, P.E., Director of Engineering
Ravi Shah, Executive Director of Development
Title
Consider Authorizing The City Manager To Execute Change Order No. 1 With Millis Development & Construction - Dallas, LLC For Additional Work As Part Of The Woodlake Lake Enhancements Project, In An Amount Not To Exceed $230,000.00, Increasing The Total Project Contract To An Amount Not To Exceed $3,817,868.52.
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BACKGROUND:
The City of Carrollton has an existing contract with Millis Development & Construction - Dallas, LLC for the construction of the Woodlake Lake Enhancements project that was approved by Council on January 9th, 2024. The Woodlake Lake Enhancements project includes the following scope: construction of a pavilion, kayak launch platform, concrete step/plant terracing, and a new parking lot. MESA Design Associates, Inc. are under contract as the design firm for this project and were tasked with providing design bid documents.
Prior to bid closing on this project, MESA issued two addendums, both of which were received by the City. However, the second addendum that the City received was a different version than was intended for the bid documents. The City was not notified of this incorrect addendum insertion prior to bid closure.
Addendum 2 submitted by MESA added a Kayak Parking Wall and Railing to allow access to the kayak launch platform. MESA also updated the storm line and water line requirement for the project. However, this change was not documented in Addendum 2 and the change was not reflected in the bid document MESA provided. The bid documents sent to contractors on December 19th, 2023 did not accurately reflect the proposed design. The winning bid was accepted from Millis Development & Construction - Dallas, LLC in the amount of $3,587,868.52.
During the submittal process, Millis noticed the omissions to the construction plans made by MESA and reached out to the City. To reconcile the issues between the bid package and the items that need to be addressed by Addendum 2, MESA and Millis have made small adjustments to the existing design to ensure that the changes to the existing scope are minimized as much as is possible. This change order reflects all of the items that were missing or incorrect in the original bid document sent out to Millis Development & Construction - Dallas, LLC.
The current proposed change order, Change Order No. 1 aims to accomplish the following tasks:
• Provide Millis Development & Construction - Dallas, LLC with the accurate quantities required for the construction of Woodlake Lake Enhancements.
• Ensure that the Kayak Parking Retaining Wall and Railing are built to specification to provide access to the kayak launch platform.
• Ensure the water and storm utility modifications are built in accordance with the design and specifications.
FINANCIAL IMPLICATIONS:
Current estimate from the contractor has priced the proposed scope change at $217,593.13. To ensure that the engineering department has the funding available to address these changes, this change order consists of an additional $230,000.00 which increases the current contract from $3,587,868.52 to $3,817,868.52, a 6.50% increase. Funding for the additional quantity is available in Drainage Consolidated and Parks Consolidated Funds.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council authorize the City Manager to execute Change Order No. 1 with Millis Development & Construction - Dallas, LLC for the Woodlake Lake Enhancements Project in an amount not to exceed $230,000.00, increasing the construction contract in an amount not to exceed $3,817,868.52.