CHIEF PROCUREMENT OFFICER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
title
Approve the award of Change Order #1 of Contract 21-141, Julian Street Improvements to Copenhaver Construction for an amount not to exceed $6,910 and a total award of $3,120,097.98
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BACKGROUND:
City Council awarded Contract 21-141 to Copenhaver Construction on May 4, 2021 with a completion date of October 1, 2021. The purpose of this contract is to bring Julian Street up to city collector street standards from Gartner Road to Prairie Avenue. This includes adding additional storm sewers to improve drainage, extending watermain and sanitary sewers, improving pedestrian connectivity by adding sidewalks, installing street lights, installing a box culvert, and installing curb and gutters. At the north end of the project, between Prairie Avenue and Porter, a 36-inch storm sewer will be installed to address flooding issues.
DISCUSSION:
This change order is requested to add the necessary pay items to the project.
The storm sewer improvement includes installation of Manhole #100 which originally required a 4' diameter Type A manhole structure. After a field review, the Contractor determined that it was not possible to install a 4' diameter Type A manhole structure at the specified location due to multiple pipes of varying sizes connecting to it. A re-evaluation of the plans determined that a 5' diameter Type A manhole structure could accommodate all the incoming pipes. Further, the storm sewer improvement includes the installation of Catchbasins #120 and #130 which originally required 4' diameter Type A catchbasins. After a field review, the Contractor determined that it was not possible to install a 4' diameter Type A catchbasin at the specified locations due to the size of the incoming and outgoing 36-inch diameter pipes. A re-evaluation of the plans determined that a 5' diameter Type A catchbasin structure could accommodate the incoming and outgoing 36-inch diameter pipes. This change order is requested to add the necessary pay items 59X (Type A Manhole 5’ Diameter), 60X (Type A Catchbasin 5’ Diameter w/ R-1642 Frame and Lid), and 61X (Type A Catchbasin 5’ Diameter w/ R-1536 Frame and Lid Bolted Down) to the project.
Pay Item 51A Tree Removal (6 to 15 Units Diameter) - The storm sewer improvement includes removing existing trees between Gartner Road and Prairie Avenue that has a caliper between 6 to 15 inches. One inch caliper is equal to one unit. The construction plans called for removing a total of 150 units. During construction, it was discovered that there are only 72 units worth of trees to be removed. This change order is requested to reduce the number of units to Pay Item 51A.
Pay Item 52A Tree Removal (Over 15 Units Diameter) - The storm sewer improvement includes removing existing trees between Gartner Road and Prairie Avenue that has a caliper over 15 inches. One inch caliper is equal to one unit. The construction plans called for removing a total of 150 units. During construction, it was discovered that there are actually 195 units worth of trees to be removed. This change order is requested to add additional units to Pay Item 52A.
Pay Item #62X Tree Removal (Over 15 Units Diameter) - The storm sewer improvement includes removing an existing 35-inch caliper tree in front of 530 South Julian Street. A change order is needed due to an error on the Summary of Quantities located on the Cover Sheet of the construction plans referencing a quantity of 1 unit. Therefore, the correct quantity should be 35 units, not 1 unit). This change order is requested to add Pay Item #62X to the storm sewer improvements.
The amount of this change order exceeds the original contract amount by $6,910.
I, Ray Fano, of TED certify that this work is necessary for successful completion of this project. I further certify that the circumstances said to necessitate the change in performance were not reasonably foreseeable at the time the contract was signed, or the change is germane to the original contract as signed, or the change order is in the best interest of the city and authorized by law.
This contract was approved with contingency in the amount of 3% ($93,395.64) of the original contract value and 29 days. Staff requests the use of contingency funds for the change order. A summary of the award and contingency information is provided in the tables below.
Contract Award
|
Original Contract Value |
$3,113,187.98 |
|
Prior Cumulative Approved Change Orders |
$0 |
|
Subtotal |
$3,113,187.98 |
|
(+/-) This Change Order |
$6,910.00 |
|
Total Contract Value |
$3,120,097.98 |
Contingency
|
Authorized Contingency |
Days |
Dollars |
|
Original Amount |
29 |
$93,395.64 |
|
(-) Previously Authorized |
|
$0 |
|
Subtotal |
|
$93,395.64 |
|
(-) This Change |
|
$6,910.00 |
|
Balance Left |
|
$86,485.64 |
FISCAL IMPACT:
CIP #:SC216 & SW038
Julian Street Improvements are expensed to the Infrastructure account listed below. A total of $3,775,000 was budgeted for SC216 and SW038 in 2021. The requested change order is within the budgeted amount for this expense.
|
Account Number |
Fund Name |
Total Budget Amount |
|
30282300-551502 |
Bond Fund |
$9,243,000 |