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Home My WebLink AboutChange Order No. 1 Martin Luther King, Jr. Recreation Center HVAC Revisions Project No. 116-064 Herrman & Goetz, Inc.1316 COUNTY -CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1830 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARD OF PUBLIC WORKS October 25, 2016 Mr. Thomas Adams Herrman & Goetz, Inc. 225 S. Lafayette Blvd. South Bend, IN 46601 PHONE 574/235-9251 FAX 574/235-9171 RE: Change Order No.I - Martin Luther King, Jr. Recreation Center HVAC Revisions Project No. 116-064 Dear Mr. Adams: The Board of Public Works, at its meeting held on October 25, 2016, approved the above referenced Change Order for an increase of twenty-one (21) days with new completion date of January 13, 2017. Enclosed is a copy of the Change Order for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure GARY A. GILOT SUZANNA M. FRITZBERG ELIZABETH A. MARADIK JAMES A. MUELLER THERESE J. DORAU CITY OF SOUTH BEND, INDIANA DEPARTMENT OF PUBLIC WORKS PROJECT CHANGE ORDER DATE: PROJECT NO: PROJECT NAME: CONTRACT DATE: CHANGE ORDER NO: SUBJECT OF CHANGE ORDER: 10/5/2016 0:00:00 116-064 MLK HVAC Revisions 8/23/2016 PCR #1-Extend final completion date The original contract sum Net change by previously authorized change orders The contract sum prior to this change order By this Change Order, the project amount is The new contract sum including this change order This Change Order represents a total change of Total change for entire project oq SpU�H 6F4'.. � d Y 1865 $ 379, 708.00 $ 0.00 $ 379,708.00 Increased Decreased $ 0.00 $ 379,708.00 0.00 % 0.00 % Original contracted completion date/time 12/23/2016 0:00:00 Extension of date/time by previous change orders 0 days Date/time extension by this change order 21 days New completion date/time 1/13/2017 NTRACTOR Contractor Signature Rom& , f1L SeZ-1- r)o"rt. 0, Printed Name and Title Herrman & Goetz, Inc. Company Name 225 S. Lafayette Blvd Address South Bend, IN 46601 City, State, Zip RECOMMENDED FOR APPROVAL CONST CTION MANAGER CITY OF SOUTH BEND BOARD OF PUBLIC WQRKS Approved Date: /.I ,J5J/'-�>� /(, President t Elizabeth A Maradidik, Member Therese J. Dora , M&rRber c / l `� Jam s A. Mueller, Member Herrman & Goetz, Inc. 225 S. Lafayette Blvd., South Bend, IN 46601 (574) 282-2596 FAX (574) 237-6767 (800) 528-1696 9-26-2016 City of South Bend Engineering Division 1316 County -City Building South Bend IN 46601 Attention: Nadia Correa Reference: Martin Luther King Center HVAC Dear Ms. Correa, I am writing you this letter to express my concern regarding the specified date of substantial and final completion for the HVAC project at the MLK Center. We were anticipating an earlier start date when we submitted the bid for this project. The bid was due on August 23rd. Our primary concern is the RTU equipment from Trane. This equipment has a 10 week lead time, after it is ordered. We have not received any authorization to order the RTU's to date. Due to the start date being later than expected, and the long equipment lead time, we will not be able to complete this project by the specified date of December 29, 2016. H&G Services is officially requesting that the date of substantial completion be changed to accommodate the delay in the start time, and long equipment lead time. We would like to move the substantial completion date to December 28, 2016, and the final completion date to January 13, 2017. Sincerely, H&G Services Tom Adams / /E DESIGN SERVICES Mechanical/Electrical Consulting Engineers September 26, 2016 City of South Bend Engineering Division 1316 County -City Building South Bend, IN 46601 Attention: Nadia Correa Reference: Martin Luther King Center HVAC M/E File #5735 Dear Ms. Correa, As discussed in our Pre -Construction Conference on Friday, September 23', we are in favor of granting the Contractor's request for extending the project completion date as outlined in the attached letter from Herrman & Goetz. The project has two major parts. The first is the replacement of the heating system boilers and associated pumps. The second is the replacement of the Gymnasium heating and air conditioning equipment. Herrman and Goetz has indicated that they can maintain the partial completion date indicated in the documents which requires that the updated boiler and pump system be on-line by November 2, 2016. The concern is with delivery and completion of the packaged Gymnasium HVAC units. These units have a ten (10) week delivery after approval of equipment submittals. We have already completed review of most of the Contractor's submittals. After we do a final re -check of the submittals, we plan to forward them to you for processing on Tuesday, September 27. If you are able to process and return the submittals to the Contractor by Wednesday, September 28", ten weeks would put the delivery date around December 7'. Because of this delivery date, the existing Gymnasium hydronic heating units would be maintained in operation until the new units can be installed and made operational, which we would anticipate to be approximately three (3) weeks after delivery. Based on this, we would recommend changing Substantial Completion from December 9, 2016 to December 28, 2016, with Final Completion on Friday, January 13, 2017. The Contractor is aware that they will need to maintain heating operation through the existing Gymnasium units until the new units are on-line. As further justification of this change, I would like to point out that we had originally anticipated that the project would be released for bids on approximately July 19, 2016 with bids due August 9'. After various coordination issues, the bids ended up being due on August 23`s. In discussions with you and John Martinez, the original intent (because of the very tight project schedule) was to quickly review the bids and then award on that date. Because the project came in over budget, additional review and coordination became necessary. The project was not actually approved until Tuesday, September 13'". 120 South Hill Street • P.O. Box 1028 • Mishawaka, IN 46546 (574) 256.1914 • FAX (574) 256-1975 memaii@m-e-design.net / /E DESIGN SERVICES Mechanloal/Electrical Consulting Engineers Page 2 If you need additional clarification, please do not hesitate to contact our office. Sincerely, M/E Design Services Tbomas R. Cook, Sr., P.E. Principal Engineer cc: John Martinez, South Bend Parks Department 120 South Hill Street • P.O. Box 1028 • Mishawaka, IN 46546 (574) 256-1914 • FAX (574) 256-1975 memail ®m-e-design.net Date Name BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM 10/14/16 Nadia Correa Department Division/Bureau Public Works Engineering BPW Date 10/25/16 Phone Extension 5796 I Required Prior to Submittal to Board Legal ® Attorney Name: Michael Schmidt Controller ❑ Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing ® George King Check the Appropriate Item Type — Required for All Submissions ❑ Agreement ® Contract ❑ Proposal ❑ Addendum ❑ Professional Services ❑ Resolution ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ® Change Order No. 1 ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control: ❑ Other: Required Information Company or Vendor Name Herrman & Goetz, Inc. ❑ Yes ® No ❑ If Yes, Approved by New Vendor Purchasing MBE/WBE Contractor ❑MBE ❑ WBE MBE/WBE Contractor Requested ❑ No ❑ Yes Name of Company Project Name Martin Luther King, Jr. Recreation Center HVAC Revisions Project Number 116-064 Funding Source Parks Bond Account No. Amount $379,708.00 Terms of Contract Final completion date December 29 2016 Purpose/Description Extend final completion date to January 13, 2017 ❑ Required Contractor's Certification Forms Attached (Non - Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.) For Chanqe Orders Amount of ❑ Increase $ ❑ Decrease $ Previous Amount $ Current Percent of Change: % New Amount $ Total Percent of Chanae: Copy Origin Patrick C. Kerr I om Adams (Herrman & Goetz, Inc.)