SUBJECT/RECOMMENDATION:
Title
Approve Change Order No. 1 to Rowland Inc. (an Allclear Company) of Pinellas Park, FL, for the Reclaimed Water Piping Improvements Project, ITB 21-0029-UT, extending the contract duration by 365 days, from April 3, 2025, to April 2, 2026, and authorize the appropriate officials to execute the necessary documents.
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SUMMARY:
On February 8, 2023, the City’s Public Utilities Department issued Invitation to Bid (ITB) 21-0029-UT for the Reclaimed Water Piping Improvements Project (Project). The scope of work includes, but is not limited to, looping dead-end mains, replacing damaged valves, and installing or replacing service lines.
On May 18, 2023, City Council authorized the award of this project to Rowland, the lowest responsive and responsible bidder, in the amount of $7,527,886.47, in accordance with the project plans and specifications. The project was originally expected to be completed within 548 calendar days from the Notice to Proceed; however, Rowland has experienced several unforeseen challenges beyond their control that have impacted the project schedule and caused delays, including the following:
a. Material Delays: During the pre-construction meeting, Rowland raised concerns about significant delays in procuring brass service line components (e.g., corporation stops and curb stops), with lead times exceeding six months. While awaiting materials, Rowland continued progress on other areas of the project, including the installation of main pipelines.
b. Weather-Related Impacts and Concurrent Projects: Rowland was simultaneously performing work on Clearwater Beach Island, where they are under contract to replace 925 reclaimed water service lines. Their schedule was impacted by multiple storm events (Hurricane Debby in August 2024, Hurricane Helene in September 2024, and Hurricane Milton in October 2024). Following these storms, recovery and cleanup efforts extended through January 10, 2025. During this period, Rowland redirected efforts to Druid Road, also within the project scope, where they completed RCW main and service replacements. Three weeks after receiving clearance to resume work in storm-impacted areas, Rowland returned to North Beach to continue work.
c. Unanticipated Restoration Work: Rowland performed restoration efforts exceeding the original design estimates. This included additional work requested by the City and unforeseen site conditions. For example, added curbing and sidewalk restoration along MLK Avenue between Drew Street and Cleveland Street were not included in the original design scope.
d. Emergency Response Assignments: Rowland was also engaged in emergency repair work under Contract 22-0006-UT, Sewer Point Repair and Improvements Project, following the storm events. Numerous emergency work orders were issued, further contributing to project delays.
Given the delays caused by material procurement issues, hurricane-related disruptions, expanded restoration requirements, and emergency assignments, all of which were outside of the contractor’s control, a 12-month contract extension is recommended. This extension will allow sufficient time to complete the remaining scope of work, specifically the installation of service lines on North Beach, based on current field conditions. No additional funding will be needed to complete the project.
APPROPRIATION CODE AND AMOUNT:
Funds are available in capital project 3217321-546900-96739, Reclaimed Water Distribution, to fund this contract. The Public Utilities department and associated projects are funded by the Water and Sewer Utility Enterprise Fund revenues.
STRATEGIC PRIORITY:
Establishing this contract offers a high level of service to our residents. It meets the City’s Strategic Plan to achieve High Performing Government by maintaining public infrastructure through systematic management efforts, extension of Construction Contract to Rowland Inc. is requested. The project also aligns with the City’s Strategic goals of Community Well-Being and Environmental Stewardship.
