CITY COUNCIL AGENDA MEMORANDUM

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1 To: From: Prepared By: Agenda Title: Mayor and City Council George Di Ciero, City and County Manager Ronda Jo Ackerman-Alford, CIP Project Manager Katie Allen, CIP Manager Jeff Ruger, Superintendent of Utilities Dave DalSoglio, Deputy Director of Public Works Maintenance Alan King, Director of Public Works Kevin Standbridge, Assistant City and County Manager for Community Development Meeting Date Agenda Category Agenda Item # March 9, 2010 Council Business 9(e) Proposed Resolution No , Approving an Agreement with Clemons Construction Corporation for Construction of the Interlocken Water Pressure Booster Pump Station Upgrade Project Summary Proposed Resolution No approves an agreement with Clemons Construction Company to upgrade the Interlocken Booster pumps. This project was reviewed by the City Council on November 24, 2009, as a pre-bid review. At that time, the City Council concurred with staff's recommendation to move forward with this project. This project meets the 2010 capital projects budget objective of asset protection, maintains public safety by ensuring adequate water pressure for fire situations and is funded by the Water Enterprise Fund. The Interlocken Pressure Booster Pump Station was constructed to provide high flow potable water service to portions of the Interlocken area. Development in the area has placed the pump station near capacity. During high demand (non fire-flow) times, the high flow pump turns on to meet the water demands. The cycling of the high flow pump at non-essential times creates high pressure in the waterlines which can cause breaks in the waterlines. The proposed upgrade to the station will alleviate this problem. In addition, during power outages to the area, service can be interrupted. The 2010 CIP budget includes funding to upgrade the pumps and control system at the existing Interlocken pressure booster pump station. The station was constructed in The electrical controls are outdated and the pumps cannot keep up with the current flow demands. The upgrade to the station will include the addition of variable frequency drives and controls; construction of a bypass system; and replacing the two 30-HP pumps with two 50-HP pumps. Bids were received on February 12, 2010, and the lowest, responsive bid was submitted by Clemons Construction Corporation. Staff recommends awarding the contract to Clemons Construction Corporation. The construction cost for the project is $274,630. Proposed Resolution No would approve a construction agreement with Clemons Construction Corporation. If the agreement is approved on March 9, 2010, the Notice to Proceed will be issued to the contractor immediately. Construction is expected to begin in June or July. The majority of the equipment requires a minimum of an 18-week lead time for ordering, due to the customization of the items. Construction is expected to be completed this fall depending on equipment fabrication schedules. Prior Council Action Council authorized funds in the 2010 budget for the improvements to the Interlocken Booster Pump Station. Council concurred with staff's recommendation to proceed with the bidding process for the project at the November 24, 2009, City Council meeting. Financial Considerations As shown in the sources and uses of funds summary below, it is anticipated that the project can be implemented under the budgeted amount. SOURCES AND USES OF FUNDS Sources of Funds: $ 2010 CIP Fund 500,000 $ Total Funds Available 500,000 Uses of Funds Uses of Funds $ Construction Agreement with Clemons Construction Corporation 274,630 $ Construction Contingency 27,463 Construction Administration, Specialty Inspections and Testing 20,000 $ Total Uses of Funds 322,093 $ Projected Balance 177,907 Alternatives Decide not to proceed with. Proposed Actions/Recommendations If Council desires to proceed with the project, the appropriate motion is... That Resolution No be adopted. CITY COUNCIL AGENDA MEMORANDUM City and County of Broomfield, Colorado

2 Page 2 Background BACKGROUND The Interlocken Pressure Booster Pump Station was constructed in order to provide potable water service and fire flow service to portions of the Interlocken area (see Attachment 1). Council reviewed the project at the November 24, 2009, Council meeting and concurred with staff's recommendation f to proceed with the bidding process. The vicinity map below shows the location of the pump station. The existing system is made up of one 15-HP pump, two 30-HP pumps and a high flow (250-HP) pump. The intent of the original design is for the 15-HP pump to run and the 30-HP pumps to kick on as needed. The high flow pump then kicks on during emergency events. The pump station is at or near capacity to provide sufficient service with the existing system. During high demand (non fire-flow) times, the high flow pump turns on to meet the water demands. The cycling of the high flow pump at non-essential times creates high pressure in the waterlines which has caused breaks in the waterlines. The proposed upgrade to the station will alleviate this problem. Drexel Barrel & Co. prepared the initial construction drawings for the booster station in 1983 and the station was constructed in The electrical controls are outdated and it has become increasingly challenging to maintain the older equipment as parts have become difficult to find. The upgrade would include replacing the existing two 30-HP pumps with two 50-HP pumps to meet the higher demand flows without engaging the high flow pump and adding variable frequency drives (VFD) for the pumps. The high flow pump would remain. This would allow the station to meet all demand levels without engaging the high flow pump in non fire-flow events in a more efficient manner. This will also reduce maintenance costs, reduce damage to the water pipeline system and reduce the probability of service outages. The addition of the VFD's would create a more efficient system that would reduce operating costs.

3 Page 3 Broomfield retained Tetra Tech, Inc., in August 2009 to review the station and alternatives for meeting the water demands. The alternative to upgrading the station is to construct a storage tank (1 to 1.2 Million Gallons) in the Interlocken/Flatiron Crossing area. To gain the elevation needed to make the tank feasible, the location of the tank would need to be outside of Broomfield in the Superior area. The tank would require property acquisition, design and construction of the tank and modification of the existing airport booster station to supply water to the tank. The cost has not been determined but is estimated at several million dollars and would take several years to complete. If a tank is constructed in the future, the new pumps could be reused at other pump station locations. The 2010 CIP Program includes CIP projects that address the following budget objectives: 1. Promote/Protect Health and Welfare. 2. Address Public Safety. 3. Protect Broomfield Assets. 4. One-time expenditures that reduce operation costs, water consumption, energy consumption or promote recycling. This project meets the 2010 capital projects budget objective of asset protection and maintains Public Safety by ensuring adequate pressure for fire situations. The construction will include: SCOPE OF WORK Replacement of the existing two 30-HP pumps with two 50-HP pumps; Construction of a bypass line to help regulate pressures within the station; Installation of variable frequency drives on all of the pumps to control all levels of flow; and Upgrades to the existing controls system and associated electrical work. BID RESULTS In response to a "Request for Bids," nine contractors submitted bids for the Interlocken Pressure Booster Pump Station Upgrades Project on February 12, The lowest, responsive, responsible bidder was Clemons Construction Corporation. Following is a tabulation of the bids received. Bid Results Company Bid Clemons Construction Corporation $ 274,630 Aslan Construction Company $ 297,413 Paramount Construction, Inc. $ 302,210 Moltz Construction, Inc. $ 305,000 Velocity Constructors, Inc. $ 308,982 Glacier Construction Company, Inc. $ 311,277 Jennison Construction Company $ 313,335 Levi Contractors, Inc. $ 337,800 K.R. Swerdferger Construction, Inc. $ 376,750

4 Page 4 STAFF REVIEW OF BIDS The bids were reviewed by staff and are in order. The lowest responsible, responsive bidder is Clemons Construction Corporation (Clemons). Clemons successfully completed projects for the Town of Castle Rock, South Adams County Water and Sanitation District as well as other local municipalities. Based on staff s review, it is recommended that the project be awarded to Clemons Construction Corporation. FINANCIAL CONSIDERATIONS Below is a summary of the sources and uses of funds for the project. SOURCES AND USES OF FUNDS Sources of Funds: 2010 CIP Fund $ 500,000 Total Funds Available $ 500,000 Uses of Funds Construction Agreement with Clemons Construction Corporation $ 274,630 Construction Contingency $ 27,463 Construction Administration, Specialty Inspections, Testing, Etc. $ 20,000 Total Uses of Funds $ 322,093 Projected Balance $ 177,907 As summarized above, the project can be completed within the budgeted amount. PROJECT SCHEDULE If approved, the Notice of Award will be issued and the contractor can begin the equipment procurement process. Equipment acquisition is expected to take a minimum of 18 weeks. Construction on-site is expected to begin in June or July and be completed in September or October, PROPOSED RESOLUTION NO Proposed Resolution No would approve an agreement in the amount of $274,630 with Clemons Construction Corporation for the construction of the Interlocken Pressure Booster Station Upgrade Project. Staff recommends approval of the Resolution.

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6 RESOLUTION NO A RESOLUTION AUTHORIZING AND APPROVING AN AGREEMENT BY AND BETWEEN THE CITY AND COUNTY OF BROOMFIELD AND CLEMONS CONSTRUCTION CORPORATION FOR THE CONSTRUCTION OF THE INTERLOCKEN PRESSURE BOOSTER PUMP STATION UPGRADE PROJECT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY AND COUNTY OF BROOMFIELD, COLORADO: Section 1. The agreement attached hereto by and between the City and County of Broomfield and Clemons Construction Corporation, in the amount of $274,630 for the construction of the Interlocken Pressure Booster Pump Station Upgrade Project is approved. Section 2. The mayor or mayor pro tem is authorized to sign and the city & county clerk to attest the agreement, in form approved by the city & county attorney. Section 3. The city and county manager or a designee thereof is authorized to approve change orders in an aggregate amount not to exceed ten percent. Section 4. This resolution is effective upon its approval by the City Council. APPROVED on March 9, THE CITY AND COUNTY OF BROOMFIELD, COLORADO ATTEST: Mayor City & County Clerk City & County Attorney

7 CONSTRUCTION AGREEMENT 1.0 PARTIES The parties to this Agreement are The City and County of Broomfield, a Colorado municipal corporation and county, (the City ) and Clemons Construction Corporation, (the Contractor ), collectively, the Parties, or individually, a Party. IN CONSIDERATION OF THE MUTUAL COVENANTS AND PROMISES of the Parties contained herein, and other valuable consideration, the receipt and adequacy of which are hereby acknowledged, the Parties agree as follows: 2.0 WORK 2.1 The Contractor agrees to furnish all necessary labor, materials, equipment, tools, and services necessary to perform in a workman like manner the Work described in the Contract Documents. 2.2 The Work will be completed within 180 calendar days from the date of the Notice to Proceed as shown in the Contract Information form (the Contract Time ). It is anticipated that the work shall be complete no later than September, Liquidated Damages. The City and Contractor recognize that time is of the essence in this Agreement and that the City will suffer financial loss if the Work is not completed within the time specified in subparagraph 2.2 above, plus any extensions thereof allowed by the City. The Parties also recognize the delays, expense, and difficulties involved in proving, in a legal or arbitration proceeding, the actual loss suffered by the City if the Work is not completed on time. Accordingly, rather than requiring any such proof, the City and the Contractor agree that as liquidated damages for delay, but not as a penalty, the Contractor shall pay the City $200 for each day that expires after the time specified in paragraph 2.2 until the Work is complete. It is agreed that this is a reasonable estimate of the damages likely to be suffered by the City for late completion of the Work. It is expressly understood by the parties to this Agreement that the liquidated damages provided for in this paragraph are not a penalty. 3.0 CONTRACT PRICE AND PAYMENT 3.1 The City shall pay the Contractor for performance of the Work in accordance with the Contract Documents the amount or amounts shown on Contractor's Bid Form, not to exceed $274,630. The amount of money appropriated by the City is equal to or in excess of the contract amount. 3.2 The basis of bids (lump sum or unit price) is stated on the Contract Information form. 3.3 The City will issue no change order or other form of order or directive requiring additional compensable work to be performed, which work causes the 1 ConstrContractDocs_2002.doc

8 aggregate amount payable under this Agreement to exceed the amount appropriated for this Agreement, unless the Contractor is given written assurance by the City that an amount for such work has been lawfully appropriated to cover the costs of the additional work or unless such work is otherwise covered under a remedy-granting provision in this Agreement. 3.4 Contractor will do nothing to cause the contract amount to increase without prior execution of a change order. 3.5 The City shall make payments as set forth in Part 11 of the General Conditions. Pay requests must be submitted on the Contractor Pay Request Form provided by the City. 4.0 CONTRACTOR'S REPRESENTATIONS 4.1 In order to induce the City to enter into this Agreement, the Contractor makes the following representations: (a) The Contractor has familiarized itself with the nature and extent of the Contract Documents, Work, the locality, and with all local conditions and federal, state and local laws, ordinances, rules and regulations that in any manner may affect cost, progress or performance of the Work. The Contractor acknowledges an obligation to comply with all provisions of the Broomfield Municipal Code, to respect property rights by working within the defined work limits or designated staging areas, and to work within the prescribed work hours. The Contractor acknowledges familiarity with the provisions of Sections 9.10 and of the Contract General Conditions. (b) Contractor has carefully studied all physical conditions at the site or sites and existing facilities affecting cost, progress or performance of the Work. (c) Contractor has given the City written notice of all conflicts, errors or discrepancies that he has discovered in the Contract Documents and the written resolution thereof by the City is acceptable to the Contractor. 5.0 CONTRACT DOCUMENTS 5.1 The Contract Documents, which comprise the entire Agreement between the City and the Contractor, are by this reference incorporated herein and made a part hereof consist of the following: Invitation to Bid Contract Information form Instructions to Bidders (Insurance Requirements) Instructions to Bidders (General) Bid Bond Notice of Award Agreement 2 ConstrContractDocs_2002.doc

9 Performance Bond Payment Bond Notice to Proceed Notice of Final Acceptance General Conditions Bid Forms Addenda Project Specifications Interlocken Pump Station Design Drawings Interlocken Pump Station Technical Specifications 5.2. This Agreement represents the entire agreement between the parties and there are no oral or collateral agreements or understandings. This Agreement may be amended only by an instrument in writing signed by the parties. If any other provision of this Agreement is held invalid or unenforceable, no other provision shall be affected by such holding, and all of the remaining provisions of this Agreement shall continue in full force and effect. 6.0 ENGINEER The Engineer for the purposes of the Contract Documents is identified on the Contract Information form and may be changed by the City by written notice to Contractor. 7.0 ASSIGNMENTS No assignment by a Party of any rights under or interests in the Contract Documents will be binding on the other Party without the written consent of the Party sought to be bound; and specifically, but without limitation, moneys that may become due and moneys that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 8.0 GOVERNING LAW This Agreement shall be governed by the laws of the State of Colorado. 9.0 INDEPENDENT CONTRACTOR The Contractor warrants that it is an independent contractor and that it, its agents, employees, subcontractors, and others employed by it are not employees of the City. The Contractor is an independent contractor as provided in section (2), C.R.S., and the Contractor is not entitled to workers' compensation benefits and the Contractor is obligated to pay federal and state income tax on moneys earned pursuant to this Contract. 3 ConstrContractDocs_2002.doc

10 10.0 COLORADO LABOR Pursuant to the provisions of section , C.R.S., Colorado labor shall be employed by the Contractor to perform the Work to the extent of not less than eighty percent of each type or class of labor in the several classifications of skilled and common labor NOTICES Any notice required or permitted by this Agreement shall be in writing and shall be deemed to have been sufficiently given for all purposes if personally served or if sent by certified mail or registered mail, postage and fees prepaid, addressed to the party to whom such notice is to be given at the address set forth on the signature page below, or at such other address as has been previously furnished in writing, to the other party or parties. Such notice shall be deemed to have been given when deposited in the mail of the United States Postal Service DELAYS Any delays in or failure of performance by any party of its obligations under this Agreement shall be excused if such delays or failure are a result of acts of God, fires, floods, strikes, labor disputes, accidents, regulations or orders of civil or military authorities, shortages of labor or materials, or other causes, similar or dissimilar, which are beyond the control of such party PARAGRAPH CAPTIONS The captions of the paragraphs are set forth only for the convenience and reference of the Parties and are not intended in any way to define, limit, or describe the scope or intent of this Agreement ADDITIONAL DOCUMENTS OR ACTION The parties agree to execute any additional documents or take any additional action that is necessary to carry out this Agreement DEFAULT Time is of the essence. If any payment or any other condition, obligation, or duty is not timely made, tendered, or performed by either party, then this Agreement, at the option of the party who is not in default, may be terminated by the non-defaulting party, in which case, the non-defaulting party may recover such damages as may be proper. If the non-defaulting party elects to treat this Agreement as being in full force and effect, the non-defaulting party shall have the right to an action for damages. 4 ConstrContractDocs_2002.doc

11 16.0 WAIVER OF BREACH A waiver by any party to this Agreement of the breach of any term or provision of this Agreement shall not operate or be construed as a waiver of any subsequent breach by either party BINDING EFFECT This Agreement shall inure to the benefit of and be binding upon the parties and their respective legal representatives, successors, heirs, and assigns, provided that nothing in this paragraph shall be construed to permit the assignment of this Agreement except as otherwise expressly authorized herein EXECUTION IN COUNTERPARTS This Agreement may be executed in several counterparts, each of which shall be deemed an original and all of which shall constitute but one and the same instrument NO THIRD PARTY BENEFICIARIES This Agreement is intended to describe the rights and responsibilities only as to the parties hereto. This Agreement is not intended and shall not be deemed to confer any rights on any person or entity not named as a party hereto FINANCIAL OBLIGATIONS OF THE CITY All financial obligations of the City under this Agreement are subject to appropriation, budgeting, and availability of funds to discharge such obligations. Nothing in this Agreement shall be deemed to pledge the City s credit or faith, directly or indirectly, to the Contractor INSURANCE To assure the City that the Contractor is always capable of fulfilling specified indemnification obligations, Contractor shall purchase and maintain insurance of the kind and in the amounts, with the conditions specified in Exhibit A. However, insurance requirements contained in this Agreement shall not be deemed to limit or define obligations of Contractor as provided elsewhere in this Agreement, and Contractor should rely on its expertise to obtain additional insurance coverage needed for the City and Contractor in its performance hereunder INDEMNIFICATION The Contractor expressly agrees to indemnify and hold harmless the City or any of its officers or employees from any and all claims, damages, liability, or court awards, including costs and attorney's fees, that are or may be awarded as a result of any loss, injury, or damage sustained or claimed to have been sustained by anyone, including but 5 ConstrContractDocs_2002.doc

12 not limited to, any person, firm, partnership, or corporation, in connection with or arising out of any omission or act of commission by the Contractor or any of its employees or agents in performing work pursuant to this Agreement. In the event that any such suit or action is brought against the City, the City will give timely notice thereof to the Contractor NO PRESUMPTION The Parties to this Agreement and their attorneys have had a full opportunity to review and participate in the drafting of the final form of this Agreement. Accordingly, this Agreement shall be construed without regard to any presumption or other rule of construction against the Party causing the Agreement to be drafted SEVERABILITY If any provision of this agreement as applied to either Party or to any circumstance shall be adjudged by a court to be void or unenforceable, the same shall in no way affect any other provision of this Agreement, the application of any such provision in any other circumstances, or the validity or enforceability of the Agreement as a whole GOOD FAITH OF PARTIES In the performance of this Agreement or in considering any requested approval, acceptance, or extension of time, the Parties agree that each will act in good faith and will not act unreasonably, arbitrarily, capriciously, or unreasonably withhold, condition, or delay any approval, acceptance, or extension of time required or requested pursuant to this Agreement SURVIVAL OF OBLIGATIONS The obligations contained in this Agreement that are not fully performed as of termination shall survive termination and shall continue to bind the Parties until fully performed PARTIES NOT PARTNERS Notwithstanding any language in this Agreement or any other agreement, representation, or warranty to the contrary, the Parties shall not be deemed to be partners or joint venturers, and neither Party shall be responsible for any debt or liability of the other Party AUTHORIZED REPRESENTATIVES The City designates Ronda Jo Ackerman Alford as the City representative under this contract. Contractor designates as the Contractor 6 ConstrContractDocs_2002.doc

13 representative under this contract. Either Party may change its Authorized Representative at any time by notice to the other Party EXECUTION REQUIRED This Agreement shall not be binding upon any Party hereto unless and until the Parties have executed this Agreement DAYS If the day for any performance or event provided for herein is a Saturday, a Sunday, a day on which national banks are not open for the regular transactions of business, or a legal holiday pursuant to section (1), C.R.S., such day shall be extended until the next day on which such banks and state offices are open for the transaction of business. IN WITNESS WHEREOF, this Agreement is executed by the Parties hereto in their respective names as of, ConstrContractDocs_2002.doc

14 THE CITY AND COUNTY OF BROOMFIELD, a Colorado municipal corporation and county ATTEST: Mayor One DesCombes Drive Broomfield, CO City & County Clerk APPROVED AS TO FORM: City & County Attorney STATE OF COLORADO ) ) ss. City and County of Broomfield ) The foregoing instrument was acknowledged before me this day of 20 by as Mayor of the City and County of Broomfield, a Colorado municipal corporation and county. WITNESS my hand and official seal. (SEAL) Notary Public My commission expires: 8 ConstrContractDocs_2002.doe

15 Clemons Construction Corporation, a Colorado corporation By: Address: Mead Way Unit A Littleton, CO ATTEST: Secretary STATE OF COLORADO ) ) ss. County of ) The foregoing instrument was acknowledged before me this day of 20, by as (President)(Manager) of. WITNESS my hand and official seal. (SEAL) Notary Public My commission expires: 9 ConstrContractDocs_2002.doc

16 EXHIBIT A 10 ConstrContractDocs_2002.doc