CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
title
Approve the award of Change Order #1 to Contract 22-280, Trip Hazard Removal Program, to ASTI Sawing Inc. for an amount not to exceed $112,904.82 and a total award of $179,276.22 and for an additional 162 days
body
DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, PE, Director/City Engineer
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Manager awarded Contract 22-280 to ASTI Sawing Inc. on September 30, 2022 with a completion date of December 20, 2022. The purpose of this contract is to remove differentials at sidewalk joints which can be trip hazards. The City identified a group of subdivisions to receive this treatment in advance of upcoming 2023 road resurfacing. Treating the sidewalks prior to the start of the resurfacing program is more cost-effective and will result in a reduction of concrete replacement.
This is the first Change Order to this contract.
DISCUSSION:
This Change Order is requested to provide additional quantity to the awarded contract following completion of Area 1 and Area 3.
In previous years, this contract approach was used on arterial streets. Quantities were estimated using historical cut rates and values from previous programs. This year's program included streets internal to subdivisions.
The cut rate on streets internal to the subdivision were found to be 175% higher than anticipated. The increase is believed to be related to higher incidence of tree roots and other utility components which result in impacts to the sidewalk condition. To complete improvements within all originally identified subdivisions, an additional 5,600 in-ft of cutting is anticipated.
This Change Order also includes the addition of 95th Street from Book Road to Plainfield-Naperville Road. The TED Business Group recently received a complaint for this area regarding differentials along 95th Street. This segment of sidewalk was scheduled for the 2023 Sidewalk Sawing program, but due to the recent complaint, staff recommends moving the area into the current resurfacing program. This additional segment adds an additional 549.5 in-ft of quantity.
The total increase in quantity of this Change Order is 6,149.50 in-ft of Trip Hazard Removal.
Due to the increase in quantity, additional working days are required to extend the contract completion from December 20, 2022 to May 31, 2023. Staff does not expect the sawing contractor to work during winter weather conditions, so this extension attempts to anticipate and account for the non-workable days due to weather.
This contract was approved with contingency in the amount of 3% ($3,318.57) of the original contract value and 29 days. Staff recommends the use of contingency funds and/or days for this Change Order. A summary of the award and contingency information is provided in the tables below.
The amount of this Change Order exceeds the original contract amount by $112,904.82 and increases the original contract expiration date by 162 days.
Contingency
|
Authorized Contingency |
Days |
Dollars |
|
Original Amount |
29 |
$3,318.57 |
|
(-) Previously Authorized |
0 |
$0.00 |
|
Subtotal |
29 |
$3,318.57 |
|
(-) This Change |
162 |
$112,904.82 |
|
Balance Left |
0 |
($109,586.25) |
Contract Award
|
Original Contract Value |
$66,371.40 |
|
Prior Cumulative Approved Change Orders |
$0.00 |
|
Subtotal |
$66,371.40 |
|
(+/-) This Change Order |
$112,904.82 |
|
Total Contract Value |
$179,276.22 |
FISCAL IMPACT:
CIP #: MP004
The sidewalk sawing program is performed as a part of the annual Sidewalk and Curb Maintenance Program (MP004). The budgeted amount for 2022 was $100,000. The total revised contract value exceeds the 2022 budgeted amount by $79,276.22. The 2022 overage can be accommodated through underspend on other projects including MP004 and MP009. Any work completed after January 1, 2023 will be accommodated within the 2023 budget for MP004.
|
Account Number |
Fund Description |
Total Budget Amount |
|
30282200-551502 |
Capital Projects Fund |
$18,083,000 |
*Per Council directive, contingency on construction contracts is set at 3% on projects over $500,000 and 5% on projects under $500,000.