CITY MANAGER AUTHORITY PROCUREMENT AWARDS
ACTION REQUESTED:
title
Approve the award of Change Order #7 to Contract 21-141, Julian Street Improvements, to Copenhaver Construction for an amount not to exceed -$401,217.70 and a total award of $2,797,167.93
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DEPARTMENT: Transportation, Engineering and Development
SUBMITTED BY: William J. Novack, Director
BACKGROUND:
The City Council awarded Contract 21-141 to Copenhaver Construction on May 4, 2021 for an amount not to exceed $3,113,187.98 and a completion date of October 1, 2021 for bringing Julian Street, from Gartner Road to Prairie Avenue, up to city collector street standards. This includes adding 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.
Since the May 2021 award, the City Manager has approved the following six change orders:
1. Change Order #1 of Contract 21-141 to Copenhaver Construction on July 1, 2021 for an amount not to exceed $6,910.00 and a total award of $3,120,097.98.
2. Change Order #2 of Contract 21-141 to Copenhaver Construction on July 9, 2021 for an amount not to exceed $3,994.00 and a total award of $3,116,103.98.
3. Change Order #3 of Contract 21-141 to Copenhaver Construction on August 18, 2021 for an amount not to exceed $4,500.00 and a total award of $3,120,603.98.
4. Change Order #4 of Contract 21-141 to Copenhaver Construction on August 20, 2021 for an amount not to exceed $68,300.00 and a total award of $3,188,903.98 and an additional 29 days which moved the substantial completion date from October 1, 2021 to October 30, 2021.
5. Change Order #5 of Contract 21-141 to Copenhaver Construction on October 19, 2021 for an additional 61 days which moved the completion date from October 1, 2021 to December 1, 2021.
6. Change Order #6 of Contract 21-141 to Copenhaver Construction on December 1st, 2021 for an amount not to exceed $9,481.65 and a total award of $3,198,385.63.
The amount of this change order decreases the original contract amount by $401,217.70
DISCUSSION:
This contract was approved with contingency in the amount of 5% ($93,395.64) of the original contract value and 29 days. Staff is not requesting the use of contingency funds and/or days for this change order because the total net change is an overall net savings. A summary of the award and contingency information is provided in the tables below.
This change order is to balance out the over/under of contract quantities for various existing line items. This change order also approves for payment three, outstanding time & materials bill related to unforeseen utility conflicts completed in fall of 2021 requiring additional work as well as the cost associated with a modular retaining wall. The modular retaining wall allows for break in grade and installed engineered ledges to provide a safe drop off for pedestrians using the adjacent sidewalk.
WATER SERVICE CONFLICTS WITH PROPOSED STORM SEWER (Pay Item 71X) -The attached time and material bills were generated by two unforeseen water services. These water services at 620 & 624 Julian were in conflict with the proposed storm sewer. In order to meet proper vertical clearance, the services need to be raised above the proposed storm sewer. The bills include the time, labor and material to adjust the water services out of conflict with the proposed storm sewer.
TIME AND MATERIAL - PARKSIDE ROAD WATERMAIN 2 CONFLICT (Pay Item 72X) - The attached time and material bills were generated due to a third unforeseen watermain running along the southern flow line of Parkside Road. The water department had no record on this main being installed. After further discussion and exploratory digging it was determined the watermain was installed by the township which is why the records of this watermain did not exist. The watermain conflicted with the proposed Julian Street storm sewer. The bills include the exploration trenching, breakout of the concrete fill that was needed to expose the watermain, the watemain shut down and all material and labor to raise the watermain to an elevation above the proposed storm sewer.
UTILITY CONFLICT - SANITARY MANHOLE 332A & NICOR GAS (Pay Item 73X) - The attached time and material bills were generated by an unforeseen conflict between sanitary manholes 332A and high-pressure gas main located in the northern ROW of Gartner Road. This unforeseen conflict caused the contractor significant down time and required Nicor’s oversite. Although the gas line was shown on the plans the field conditions did not reflect the same location as the plans. To avoid relocating the main the general contractor and Nicor where able to work together to install the structure. The bills include the time, labor and material to complete the work in compliance with DPU-W/WW, IEPA and Nicor’s specifications.
MODULAR RETAINING WALL @ CREEK (Pay Item 74X) - Due to safety concerns of the adjacent grade immediately off the sidewalk a modular retaining wall needs to be installed. The modular retaining wall will create two engineered ledges down to the wing wall of the creek. This will address the concern of future erosion and undermining of the sidewalk and address the safety of pedestrian using this newly proposed sidewalk. The sidewalk prior to construction did not run north/south between Gartner and Woodlawn. This connectivity in addition to the roadway improvements has attracted many walkers, joggers and bicyclist to use this new sidewalk connection. The modular wall will provide safer conditions and help to stabilize the sidewalk from settlement throughout the life of the sidewalk.
The amount of this change order decreases the original contract amount by $401,217.70.
Contingency
|
Authorized Contingency |
Days |
Dollars |
|
Original Amount |
29 |
$93,395.64 |
|
(-) Previously Authorized |
29 |
$85,197.65 |
|
Subtotal |
29 |
$8,197.99 |
|
(-) This Change |
0 |
-$85,197.65 |
|
Balance Left |
0 |
$93,365.64 |
Contract Award
|
Original Contract Value |
$3,113,187.98 |
|
Prior Cumulative Approved Change Orders |
$85,197.65 |
|
Subtotal |
$3,198,385.63 |
|
(+/-) This Change Order |
-$401,217.70 |
|
Total Contract Value |
$2,797,167.93 |
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 the construction portions of 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 |