Department
Public Works
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to close-out contract - Public Works Department, 18RFP1032018K-DJ, Membrane System for Big Creek Water Reclamation Facility Expansion in an amount not to exceed $48,166.03 with Kubota Membrane, USA (Grapevine, TX) to cover interest accrued while the project retainage was being held. This is a project closeout change order. Effective upon BOC approval. (APPROVED)
body
Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-416(g), the purpose of the closeout process is to verify that both parties to the contract have fulfilled their contractual obligations and that there are no responsibilities remaining. A contract is completed when all goods and services have been received and accepted; all reports have been delivered and accepted; all administrative actions have been accomplished; all county furnished equipment and material has been returned; and final payment has been made.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Health and Human Services
Commission Districts Affected
All Districts ☐
District 1 ☐
District 2 ☒
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: The Membrane Bioreactor (MBR) treatment process was selected for the Big Creek Water Reclamation Facility’s expansion from 24 MGD to 32 MGD. A competitive RFP process led to the BOC awarding this project to Kubota Membrane, USA during the October 7, 2020 meeting as Agenda Item No. 20-0709. The membrane product and associated system was successfully installed and is being used in the daily operations of the Big Creek WRF. Kubota Membrane USA has met the County’s expectations.
Scope of Work: The scope of work for this project has not been amended and the work of designing, installing, and operating the membrane filters has been completed. This item addresses only the interest earned by Fulton County that is payable to the vendor while retainage was being held by Fulton County. As typically occurs on large construction projects, the Public Works Department withholds a portion of the invoice submitted by the vendor, as retainage, in case the vendor fails to complete the job. Over the course of the Big Creek membrane project, Fulton County withheld $1,061,685.00 in retainage from Kubota. Once the project was completed, this amount was paid to Kubota on April 14, 2026. Based on the accrued interest on this retainage, the Public Works Department agrees that $170,166.03 was earned in interest during the project. The current spending authority is short by $48,166.03 to cover this final interest payment. Approval of this item will grant the Public Works Department the authority to pay the remaining balance and close out the project.
Community Impact: This action has no direct impact to the community
Department Recommendation: The Public Works Department recommends approval of this item.
Project Implications: Approval of this item will allow the Department to make final payment to the vendor and to bring this project to a close.
Community Issues/Concerns: No community issues or concerns were brought to the attention of the Public Works Department.
Department Issues/Concerns: No issues or concerns have been raised by the Department.
Contract Modification:
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
20-0709 |
10/7/2020 |
$21,233,700.00 |
|
1st Renewal |
|
|
$.00 |
|
2nd Renewal |
|
|
$.00 |
|
Increase Spending Authority |
|
|
$48,166.03 |
|
Total Revised Amount |
|
|
$21,281,866.03 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $48,166.03
Prime Vendor: Kubota Membrane USA Corporation
Prime Status: Non-Minority
Location: Grapevine, TX
County: Tarrant County.
Prime Value: $48,166.03 or 100.00%
Total Contract Value: $48,166.03 or 100.00%
Total Certified Value: $-0-
Exhibits Attached
Exhibit 1: Cost Breakdown
Contact Information (Type Name, Title, Agency and Phone)
title
David E. Clark, Director, Public Works 404-612-2804
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$21,233,700.00 |
|
Previous Adjustments: |
$0.00 |
|
This Request: |
$48,166.03 |
|
TOTAL: |
$21,281,866.03 |
Fiscal Impact / Funding Source
Funding Line 1:
203-540-5400-S157: Water & Sewer R&E, Public Works, Big Creek Plant Expansion
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Key Contract Terms |
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Start Date: |
End Date: |
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Cost Adjustment: |
Renewal/Extension Terms: |
Overall Contractor Performance Rating: No CPR
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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