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TO: |
Board of Trustees |
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THROUGH: |
Jay Fox, Executive Director |
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FROM: |
David Hancock, Chief Capital Services Officer |
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PRESENTER(S): |
Paul Drake, Director, Real Estate, TOD |
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TITLE:
title
Change Order: Facility Remodel and Reconfiguration Professional Services Task Order 25-003 - Repair of Flood Damage Caused by Fire Suppression System at Meadowbrook Facility # 3 (Paulsen Construction, LLC)
end
AGENDA ITEM TYPE:
Procurement Contract/Change Order
RECOMMENDATION:
Approve and authorize the Executive Director to execute Task Order 25-003 to fund the emergency work authorized under Direction or Authorization to Proceed (DAP) No. 1 of Contract 23-03808 and to also ratify and accept the remainder of the work performed prior to execution of this Task Order with Paulsen Construction, LLC in the total amount of $300,000 to repair damage caused by fire suppression systems.
BACKGROUND:
On January 31, 2025, a large fire suppression pipe failed at Meadowbrook Building #3. Extensive water damage and flooding occurred within the facility. Paulsen Construction, LLC. was called in to repair the damage on an emergency basis, utilizing Mater Task Ordering Agreement (MTOA) Contract 23-03808 for on-call facilities and emergency work, as approved by the Board of Trustees on May 8, 2024. The Executive Director, pursuant to UTA Board Policy 2.2 (Contracting Authority), authorized issuance of a DAP for emergency repair work in the amount of $50,000. The actual total cost to complete necessary repairs was $300,000. The total not-to-exceed limit of the MTOA was approved at $3,970,000 for 3 years.
DISCUSSION:
A detailed site inspection identified damaged materials and systems that need to be repaired or replaced. The following work is ongoing to repair the damage:
• Plumbing system repair
• Electrical system repair
• Wall and ceiling tile (including painting and finishing) repair
• Flooring, cabinetry, and countertop replacements
• Fire Suppression system repair
• Cleanup and final restoration
CONTRACT SUMMARY:
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Contractor Name: |
Paulsen Construction, LLC |
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Contract Number: |
23-03808 |
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Base Contract Effective Dates: |
May 9, 2024 - March 28, 2027 Task Order: July 31, 2025 |
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Extended Contract Dates: |
N/A |
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Existing Contract Value: |
$1,087,724.75 |
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Amendment Amount: |
$300,000.00 (DAP plus cost to complete) |
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New/Total Contract Value: |
$1,387,724.75 |
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Procurement Method: |
RFP for Master Task Order Agreement |
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Budget Authority: |
Approved 2025 Operating Budget |
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ALTERNATIVES:
Due to the emergency nature of the event no other alternatives were practical.
FISCAL IMPACT:
This restoration work should be considered a one-time repair expense, and costs will be submitted for recovery through insurance. Funds for this work will be drawn from the existing account 5900.50339.90.
• 2025 task order total: $300,000
Overall MTOA not-to-exceed Total: $3,970,000.00
Current spend on MTOA: $1,087,724.75
Additional Task Order Spend: $300,000.00
New Spend Value: $1,387,724.75
ATTACHMENTS:
• Change Order: Task Ordering Agreement for Facility Remodel and Reconfiguration Professional Services Task Order 25-003 - Repair of Flood Damage Caused by Fire Suppression System at Meadowbrook Facility # 3 (Paulsen Construction, LLC)