CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Change Order #1 to Contract 18-004, 2018 Patching Program, to J A Johnson Paving Company for an amount not to exceed $27,927 and a total award of $426,127 and for an additional seven days
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William Novack, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
Each year, the City conducts an annual street patching program to address potholes and other areas of deterioration that could be a hazard to motorists, cyclists and other roadway users. The patching program is implemented in two stages: a spring stage (Stage 1) and a fall stage (Stage 2).
In order to get the most competitive prices, the project is bid in the winter prior to identifying the actual locations of the patches that need to be completed. The contract quantities for each type of patch are estimated based on historical data from previous years. The Stage 1 patches are identified and marked in the field in April, just before the contractor is due to begin work. The Stage 2 patches are identified during the summer months and are provided to the contractor just before he begins work in the fall. This process works well because many potholes or other areas in need of a patch do not materialize until after the frost is entirely out of the ground and cannot be identified for the first phase of patching.
DISCUSSION:
Stage 1 patching is now complete. The patches for Stage 2 have been inventoried. The total estimated work for the year is approximately $28,000 (7%) higher than the quantities initially estimated. Staff is of the opinion that it would be beneficial to complete the work this year under the current contract for the following reasons:
1. The contract unit prices are very competitive compared to previous years. The total contract was awarded almost 40% below the engineer’s estimate.
2. If the work is not done, it is likely that DPW crews will need to expend efforts over the winter to keep the holes filled until they can be properly repaired as part of the 2019 program.
The revised project completion date with the additional seven days is October 12, 2018.
FISCAL IMPACT:
CIP #: MP009
Funding for this change order will be covered from the savings on the contract awards related to the 2018 Maintenance Improvement Program.
Account Number |
Fund Description |
Total Budget Amount |
30282200-551502 |
Capital Projects |
$5,468,115 |