CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 20-291, 2020 Guardrail Replacement Program, to Northern Contracting for an amount not to exceed $0 and for an additional 208 days
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The City Manager awarded Contract 1912 to Northern Contracting on November 25, 2020. The purpose of this contract was to improve roadside safety by upgrading existing guardrail end terminals that do not meet current Illinois Department of Transportation standards for crashworthiness. The contract included two specifications regarding completion time, 1) work must be completed within 30 calendar days once begun at a location, and 2) all construction must be completed by November 15, 2020.
DISCUSSION:
The extension is needed due to unanticipated delays experienced during award of the bid. Since the bids came in higher than the engineer’s estimate, staff had conversations with the low bidder and the engineer to confirm the contractor did not have any concerns or anticipate unusual challenges with the work. During the award process, staff also received additional information that the Park’s Edge developer planned to widen Plank Road in the fall of 2020, which would result in the removal of the existing guardrail. The contract had included upgrades to this run of guardrail, so additional paperwork and coordination with the low bidder were required to eliminate this location from the contract. The current remote work environment also contributed toward process delays. As a result, the fully executed contract was not sent to the contractor until November 25, 2020, ten days after the construction deadline in the contract specifications and after the end of the 2020 construction season.
The contractor has indicated work can still be completed within 30 days of the start of construction in accordance with the contract specifications. However, an extension is required for the completion date due to the aforementioned delays. Bids were originally opened on September 11, 2020, approximately ten weeks before the construction deadline. Therefore, staff believes the requested deadline extension of June 11, 2021, approximately eight weeks after the beginning of the upcoming construction season on April 15, 2021, is appropriate.
This change order is requested to extend the construction deadline to June 11, 2021, 208 days after the original deadline of November 15, 2020.
The amount of this change order exceeds/decreases the original contract amount by $0 and increases the original contract expiration date by 208 days.
FISCAL IMPACT:
CIP #:MP014
The Guardrail Replacement program is expensed to the Infrastructure account listed below. This work is related to MP014, Guardrail Upgrade, for which $90,000 was budgeted for in 2021. The requested change order is within the budgeted amount for this expense.
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Account Number |
Fund Name |
Total Budget Amount |
|
30282200-551502 |
Capital Projects |
$3,937,777 |