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Home My WebLink About2019-10-07-K01W Community Entrance Sign_Change Order 1 AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: October 7, 2019 AGENDA ITEM: Consideration of approval of Change Order No. 1 to Hilton Displays, LLC, for the Waukee Community Entrance & Placename Signage Project increasing the contract in the amount of $7,841.92 and amending the project completion date FORMAT: Consent Agenda SYNOPSIS INCLUDING PRO & CON: After review of the City Hall monument sign and University Avenue entrance signs while in production, it was determined that the blue LED lights that had been specified for both signs created the wrong color blue when lite. The change order includes replacing the blue lights for white lights as well as adding dimmers to both signs. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $7,841.92 COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The costs associated with the change order are accounted for within the project contingency budget. RECOMMENDATION: Approve the Change Order ATTACHMENTS: I. Recommendation Letter from Shive Hattery II. Change Order No. 1 PREPARED BY: Brad Deets REVIEWED BY: K1W Project # 417546-0 Shive-Hattery, Inc. | 4125 Westown Pkwy | Suite 100 | West Des Moines, IA 50266 | 515.223.8104 | shive-hattery.com October 1, 2019 TO: Brad Deets, Development Services Director City of Waukee 230 W. Hickman Road Waukee, IA 50263 RE: Change Order #1 City of Waukee - Community Entrance & Placename Signage SH Project # 417546-0 Dear Mr. Deets, Attached please find a Change Order for the Waukee City Hall Improvements. The Change Order includes the following items: 1. Extension of contract (24 days) due to design decisions and additional samples 2. Irrigation Repair - $975 3. Testing of the Westown Meadows sign base – ($1,200) credit 4. Replacement of blue LED’s with white and dimmer University Ave. sign - $3,337.61 5. Replacement of blue LED’s with white and dimmer for City Hall sign - $2,470.97 6. Extend contract due to delay regarding the blue lights and for additional fabrication time (48 days) 7. Add dimmers to the logo and letters portion of the sign – University Ave - $1,229.58 8. Add dimmers to the logo and letters portion of the sign – City Hall - $1,028.76 We have reviewed each of items noted above and compared to industry averages and recent pricing on similar projects. If City staff concurs with this change order, we recommend the City of Waukee increase the contract price in the amount of $7,841.92 and the increase the schedule by 72 days. Sincerely, SHIVE-HATTERY, INC. Emily C. Naylor Project Manager Enc. Change Order #1 CITY OF WAUKEE Department of Public Works 805 University Avenue Distribution: Waukee, IA 50263 Owner __X__ Phone: (515) 978-7920 Engineer__X__ Fax: (515) 987-3979 Contractor__X__ Other _____ Contractor:Hilton Displays, LLC 125 Hillside Drive Greenville, SC 29607 June 17, 2019 1 EA $0.00 0.000 $0.00 2 EA $975.00 1.000 $975.00 3 EA $0.00 0.000 $0.00 4 EA ($1,200.00)1.000 ($1,200.00) 5 EA $3,337.61 1.000 $3,337.61 6 EA $2,470.97 1.000 $2,470.97 7 EA $0.00 0.000 $0.00 8 EA $1,229.58 1.000 $1,229.58 9 EA $1,028.76 1.000 $1,028.76 $7,841.92 $74,083.76 $0.00 $74,083.76 $7,841.92 $81,925.68 72 calendar Days Owner:City of Waukee □ ≤$500 Department Director X_______________________________________Date__________________Date___________________ □ $501 to $2,500 City Administrator X_______________________________________Date__________________Date___________________ □ >$2,501 City Council approved or ratified at Council meeting on Date___________________ CHANGE ORDER #01 Orig. Contract Amount & Date City of Waukee - Community Entrance & Placename Signage 4175460 $74,083.76 Date: Hilton Displays, LLC Contractor: Name: Title: Project Title Shive-Hattery Project File Number Change Order Number The Contract Time will be changed by CHANGE ORDER SUMMARY TOTAL The Original Contract Sum was Net Change by previously authorized Change Orders The Contract Sum prior to This Change Order was The Contract Sum will be increased by this Change Order in the amount of Waukee Project File Number Description Extend Completion Date by 24 calendar days from August 29, 2019 to September 22, 2019 1 Add dimmers to logo and letter lights for City Hall sign Extend the contract by 48 due to the lighting modifications and addition of dimmers to both University Ave and City Hall Sign. Includes all testing, evaluation and fabrication modifications. Revised completion date shall be November 8, 2019. Date: Signature: Recommended By: Date: Signature: Name: Emily Naylor Title: Project Manager NOT VALID UNTIL SIGNED BY THE CONTRACTOR, OWNER'S REPRESENTATIVE (if applicable) AND OWNER Shive-Hattery, Inc. Checked By: City of Waukee Signature: Name: Title: Testing, analysis and replacement of Sloan Slimlite LED's with dimmers in replacement of the blue LED's for the City Hall sign Add dimmers to logo and letter lights for University Avenue sign The new Contract Sum including this Change Order will be Date THE CONTRACT IS CHANGED AS FOLLOWS: Item No.Value AdjustmentQuantity AdjustmentUnit PriceUnit Irrigation Repair Item Code October 1, 2019 Extension of Warranty for two years and provision of a Performance Bond for Westown Meadows and Fox Creek park sign bases. The warranty extension shall be voided if the bases testing fails and replacement is required. Testing of Westown Meadows and Fox Creek sign bases Testing, analysis and replacement of Sloan Slimlite LED's with dimmers in replacement of the blue LED's for the University Avenue sign P:\Projects\DM\4175460\Construction\CASupport\CO\CO#01\2019-10-01_Waukee Signage_Change Order #01B.xlsx 1 of 1 1 Emily Naylor From:Emily Naylor Sent:Wednesday, August 14, 2019 2:57 PM To:'Rick Volz'; Eric B. Holt; Jessie Provenzano Cc:Brad Deets; Keith Rash Subject:Waukee Signs - Formalized Contract Extension & Stop Work Notice Categories:Filed by Newforma Rick, Shive-Hattery is preparing a change order which will extend the completion date for the project 22 days. 22 days was the duration between the review of the second round of vinyl samples and the approval of the third round. The City and Shive-Hattery recognize the delay as not typical of a normal submittal process. Because this is the first implementation of these signs, the color selection needed to thoroughly vetted. Please note: We do not intend to consider a request for delay related to any other submittal review duration. Regarding Monday and mobilization of Clover, we must reiterate that the following must occur before any work can start: Pre-construction meeting prior to any work Contact information for Clover Concrete submittal (design mix) Rebar submittal We are also waiting on: Updated schedule Confirmation on the electrical contractor Before concrete can be poured: Review of concrete forms before concrete is poured Review of rebar before concrete is poured Coordination and placement of electrical conduit by Ball Team Thank you, Emily Naylor, PLA, LEED AP Landscape Architect-Project Manager Shive-Hattery 4125 Westown Parkway | Suite 100 | West Des Moines, IA 50266 515.223.8104 ext. 174925 | 515.333.4925 | 800.798.8104 dZE^D/dd>ϬϭϬ d͗&ZKD͗:ĞƐƐŝĞWƌŽǀĞŶǌĂŶŽ dK͗Z&ZE͗^ƵďŵŝƚƚĂůƐ KDWEz͗ ϬϵͬϬ6ͬϭϵ ƌŝĐ,Žůƚ͕tĞŶĚǇĞ'ƌŽŽƚ ^ŚŝǀĞͲ,ĂƚƚĞƌǇ W,KE͗ϴϲϰͲϴϴϰͲϭϭϴϰ;ĐͿ WZK:d͗th<KDD͘EdZE^/'E':KEK͗͘ϭϵͲϰϲϱϴϬth<KDD͘EdZE^/'E':KEK͗͘ϭϵͲϰϲϱϴϬ tĞĂƌĞ^ĞŶĚŝŶŐzŽƵ͗ƚƚĂĐŚĞĚ s/͗hW^ KǀĞƌŶŝŐŚƚ ^ƵďŵŝƚƚĂů ŽůŽƌ^ĂŵƉůĞƐ ^ĂŵƉůĞƐͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺͺ ŚĂŶŐĞKƌĚĞƌ ƌŽĐŚƵƌĞƐ hŶĚĞƌ^ĞƉĂƌĂƚĞŽǀĞƌ ^ƉĞĐŝĨŝĐĂƚŝŽŶƐ ĂƚĂ KƚŚĞƌ͗ ŽƉŝĞƐĂƚĞĚ ĞƐĐƌŝƉƚŝŽŶ ϭ^ŚŝǀĞͲ,ĂƚƚĞƌǇWƵŶĐŚ>ŝƐƚϬϴͬϮϳͬϭϵƌĞƐƉŽŶƐĞ͕,ŝůƚŽŶŝƐƉůĂǇƐΖŶŽƚĞƐŝŶŐƌĞĞŶ;Ɖ͘ϮͿ d,^ZdZE^D/dd͗ &ŽƌzŽƵƌ&ŝůĞƐ ZĞƚƵƌŶĞĚ&ŽƌŽƌƌĞĐƚŝŽŶƐ &ŽƌzŽƵƌƉƉƌŽǀĂů ZĞƚƵƌŶ&ŽƌƉƉƌŽǀĂů &ŽƌzŽƵƌhƐĞ ZĞƐƵďŵŝƚ&ŽƌƉƉƌŽǀĂů &ŽƌYƵŽƚĂƚŝŽŶ &ŽƌWƌŽĚƵĐƚŝŽŶ &ŽƌYƵŽƚĂƚŝŽŶ͗ ƐZĞƋƵĞƐƚĞĚ ƉƉƌŽǀĞĚƐ^ƵďŵŝƚƚĞĚ ƉƉƌŽǀĞĚƐEŽƚĞĚ &ŽƌZĞǀŝĞǁĂŶĚŽŵŵĞŶƚƵĞ͗ ZDZ<^͗WůĞĂƐĞƉƌŽǀŝĚĞĂƉƉƌŽǀĂůŽĨƌĞǀŝƐĞĚƉƌŽũĞĐƚƐĐŚĞĚƵůĞ;Ɖ͘ϱͿ͕ĂŶĚƉƌŽƉŽƐĂůĨŽƌĚĂŵĂŐĞĚŝƌƌŝŐĂƚŝŽŶ ůŝŶĞĂŶĚǁŝƌŝŶŐ;Ɖ͘ϲͿ͘ WůĞĂƐĞŶŽƚĞ ƚŚĂƚ ĞůĞĐƚƌŝĐŝĂŶ ŝŶĨŽƌŵĂƚŝŽŶ͕ ĨŝŶĂůŝǌĞĚ ƐĐŚĞĚƵůĞ ĨŽƌ ĞůĞĐƚƌŝĐĂů ǁŽƌŬ͕ ĂŶĚĂĚĚŝƚŝŽŶĂů ĐŽŶĐƌĞƚĞ ŵŝǆĚĞƐŝŐŶ ŝŶĨŽƌŵĂƚŝŽŶǁŝůůďĞŝŶĐůƵĚĞĚŝŶĂĨƵƚƵƌĞƐƵďŵŝƚƚĂů͘ ƉƉƉ Ɖũ ;ƉͿ͕ƉƉ ŐŐ Ő;Ɖ Ϳ ^ŝŐŶĞĚ͗ŽƉǇdŽ͗File ϭZĞǀŝƐĞĚWƌŽũĞĐƚ^ĐŚĞĚƵůĞ;Ɖ͘ϱͿ ϬϵͬϬ6ͬϭϵ ϬϵͬϬ6ͬϭϵ ϭWƵŶĐŚ>ŝƐƚϬϴͬϮϳͬϭϵ/ƚĞŵϭ͗DĂƚĞƌŝĂůĂƚĂ͕ƌĞĂŬĂǁĂǇŶĐŚŽƌŽůƚƐ;Ɖ͘ϯͲϰͿϬϵͬϬ6ͬϭϵ ϭWƌŽƉŽƐĂůͲƌĞƉĂŝƌŽĨĚĂŵĂŐĞĚŝƌƌŝŐĂƚŝŽŶůŝŶĞ͕ǁŝƌŝŶŐ;Ɖ͘ϲ͕ƐƵƉƉůĞŵĞŶƚĂůĚŽĐƵŵĞŶƚƐƉƉ͘ϳͲϭϭͿϬϵͬϬ6ͬϭϵ ϭ ͕͕ ŵŝǆĚĞƐŝŐŶŐŐŐŐŐ ŝŶĨŽƌŵĂƚŝŽŶǁŝůůďĞŝŶĐůƵĚĞĚŝŶĂĨƵƚƵƌĞƐƵďŵŝƚƚĂů͘ ϭ^ƵďŵŝƚƚĂů>ŽŐ;Ɖ͘ϭϮͿϬϵͬϬ6ͬϭϵ &ŽƌzŽƵƌ&ŝůĞƐ &ŽƌzŽƵƌƉƉƌŽǀĂů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extended warranty of a period of time to be determined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in specifications/DQGVFDSLQJZLOOLQFOXGHVRG/seedDQGZDWHULQJDQGZLOOEH FRPSOHWHGIROORZLQJFRPSOHWLRQRIVLJQLQVWDOODWLRQ and electrical workSHUSURSRVHGSURMHFWVFKHGXOH S th<KDDhE/dzEdZE^/'E' Y/͗ϭϵͲϰϲϱϱϲ WƵŶĐŚ>ŝƐƚϬϴͬϮϳͬϭϵZĞƐƉŽŶƐĞ D +LOWRQ'LVSOD\VSURSRVHVcompletion of smooth rub architectural finish with skim coat and sanding with burnishing block 9/17-18, prior to sign installation. D +LOWRQ'LVSOD\VSURSRVHVcompletion of smooth rub architectural finish with skim coat and sanding with burnishing block 9/17-18, prior to sign installation. 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The warranty shall be provided for a total of four (4) years starting on the date of final acceptance of the project. In order to consider extension of warranty in lieu of replacement, the City requires a rebound test to be completed which provides comparison readings with a properly installed base. The Dog Park base will serve as the compliant base and the readings for Fox Creek and Westown Meadows are expected to be within 10% or the results shall be considered a failure and replacement of the two bases shall be required. The cost of the test is $1200 and will be attributable to the Hilton Displays regardless of the outcome. In summary, to avoid replacement of the two sign bases, the following must occur: 1. Hilton must agree to pay for the $1200 comparative rebound test regardless of the outcome of the test. If the test is successful as defined by within 10% of the Dog Park readings, 2. Hilton must extend the warranty by two (2) years and provide a performance bond noting the extension of warranty for these two locations. a. Hilton Display shall provide either a revised or an additional performance bond noting the extension or warranty. 3. Hilton Displays acknowledges the executed bond must be received before final acceptance of the project will be granted. 4. If the tests fail, replacement is required. Project #417546-0 | October 1, 2019 MEMO TO: Hilton Displays FROM: Emily Naylor, Shive-Hattery DATE: October 1, 2019 RE: Extension of Contract Schedule & Review Time for White Lighting On September 13, 2019, Hilton Displays, Shive-Hattery and Keith Rash from the City of Waukee spoke via teleconference. An image illustrating the nighttime view of the City Hall sign was reviewed. Keith Rash conferred with Summer Evans from the City and she joined the call. Concern was expressed for the color of the blue LED’s and for the sharp line it created on the painted blue “fin” of the sign. Hilton Displays was asked to hold on shipping of the signs and explore options for replacing the blue LED’s with white. On September 25, 2019, with authorization with the City of Waukee, provided direction to the Hilton Displays to proceed with the replacement of the blue LED’s. The proposed change order modifying the contract will be considered at the Waukee City Council meeting on October 7, 2019. Assuming approval, the total delay related to the approval process is 24 days. Additionally, Hilton Displays requires 24 days for completing the approved modifications. Assumed in this additional 24 days, is a 1 day (24 hour) review and response allowance for Shive-Hattery and the City of Waukee to review images and videos of the white LED lighting. The total contract extension resulting from the change in LED lighting color and addition of dimmers is: 48 days.