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HomeMy WebLinkAbout37-03 RESOLUTIONRESOLUTION NO. 37-03 A RESOLUTION APPROVING CHANGE ORDER NUMBER 5 TO THE CONSTRUCTION CONTRACT WITH TOWNSHIP BUILDERS, INC. IN THE AMOUNT OF ONE HUNDRED TWENTY-F!VE THOUSAND FIVE HUNDRED FORTY-THREE DOLLARS ($125,543.00) AND A TIME EXTENSION OF THIRTY- FIVE (35) DAYS FOR THE DOWNTOWN DICKSON ENHANCEMENT PROJECT (DDEP). BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas, hereby approves Change Order Number 5 to the construction contract with Township Builders, Inc. in the amount of One Hundred Twenty -Five Thousand Five Hundred Forty -Three Dollars ($125,543.00) and a time extension of Thirty - Five (35) days for the Downtown Dickson Enhancement Project (DDEP). A copy of Change Order Number 5, marked Exhibit "A" is attached hereto and made a partatitof. YE^�` . d j )(PPROVED this 4th day of March, 2003. R• � APPROV B aA' SONDRA SMITH, City Clerk By: L►44.4 ,I , DAN COODY, May • CHANGE ORDER NO. 5 Project Title: Downtown Dickson Enhancement Project Project No. 98097-20 Contract No. 02-14 Contract Date 3-19-2002 Contractor: Township Builders, Inc. The following changes are hereby made to the contract documents: Addition to the contract: Bid Item #37 (Brick Pavers)to be increased 9,682 S.F @ $11.00 S.F. Bid Item #12 (Class 7 Base) to be increased by 708 tons ® $22.00 per ton. Bid Item #17 (Cold Mill) to be increased by 458 S.Y @ $5.00 S.Y. Bid Item #16 (2" ACHM Surface Course) to be increased by 51.5 tons @ 50.00 per ton. by $106,502 $ 15,576 $ 2,290 $ 2,575 Bid Item #14 (Tack Coat) to be increased by 38 gallons © $2.00 per gallon. $ 76 Reduction to the contract: Bid Item #1 (Remove & Dispose Asphalt)to be increased by 369 S.Y © $4.00 S.Y. Net Increase in the contract amount Justifications: The original quantities were under estimated bid form by Atkins/Benham. Original Contract Price: As adjusted by previous changes: This C.O. will increase contract by: The new contract price will be: $ 1,476 $125,543 as indicated $2,948,590.30 $3,033,686.80 $ 125,543.00 $3,159,229.00 on the CHANGE TO CONTRACT TIME 35 calendar days will be added to the contract time, therefore the substantial completion date will be changed from May 28, 2003 to July 2, 2003. The full completion date will be changed from September 13, 2003 to ,Aagaet--20, 2003. Oc4bs. /B fc. PaP 1 • • APPROVALS REQUIRED To be effective this change order must be approved by the Owner if it changes the scope or objective of the project, or as may otherwise be required under the terms of the General Conditions of the Contract. Requested by Approved by Contractor Approved by Mayor Date 34Y5 Date (7.1 Date 3CZ/(Cl,3 • NAME OF FILE: CROSS REFERENCE: Item # Date Resolution No. 37-03 Document 1 03/04/03 Res. 37-03 w/change order no.5 2 01/08/03 Staff Review Form w/attachments: 1/8/03 memo to City Council w/attachments (pictures) 1/21/03 memot to mayor/city council proposed change order no. 5 1/7/03 memo to Sid Norbash & Jim Beavers 2/28/03 memo to mayor/city council w/attachments 2/19/03 memo to mayor/city council w/attachments 3/24/03 memo to Sondra Smith 3 03/26/03 memo to Ron Petrie NOTES. FAYETTEVPLLE TNT CITY Of FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE • To: Ron Petrie Engineering Division From: Clarice Buffalohead-Pearman City Clerks Division Date: 3/26/03 Re: Res. 37-03 Attached you will find an executed copy of the above referenced resolution passed by the City Council on March 4, 2003. Also attached are three originals of Change Order No. 5 for DDEP. If anything else is needed please let the city clerks office know. /cbp Attachments cc' Nancy Smith, Internal Auditor • • _ AGENDA REQUEST X CONTRACT REVIEW GRANT REVIEW • STAFF REVIEW FORM For the Fayetteville City Council meeting of January 21.2003 FROM: / aid Norhash �..✓ amc • aL6.LS ImAti e../tS in�►. kAs efi�wcPu� /8;(/,faQo3 - 0)e-t,ttc9 .1//8/o 3 Eputneenng ubltc Works M 0Ac.k r-%, P-(2° 3: Division Department eAti e AIM p Ms/ t!i, ACTION REQUIRED: Approval of the C.O. H5 A or C.O.H5B or C.O.4 SC (Council to choose one of the alternatives) to O the construction contract with Township Builders, Inc., for Dickson Street Enhancement Project. COST TO CITY: $208,924(A) or $152,312(B) si cosi ot thisRequest uest 4470-9470-5809.00 Account umber V8Q97 02 ) roject um r 5 3.112.921 Category/Project Budget Funds Used To Date 334-976„ alance JD St Enancements Project Category/Project Name Street Improvements Program Name Saks Tax BUDGET REVIEW: X Budgeted Item udget oo ator Budget Adjustment Attached (to be furnished) Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: P/o3 a Purchasing Officer Date GRANTING AGENCY: i(q/03 Interna Audt(r Date ADA Coordinator bate STAFF RECOMMENDATION: Approval of one of the altematives o%0B-o3 bate 4423— Cross l Ji' Cross Reference New Item: Yes _ No.& Prey Ord/Res #: 52-02 Orig Contract Date: 3-19-2002 Orig Contract Number: 838 FAYETTA LLE THE CITY OF FAYETTEVILLE. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Fayetteville City Council Thru: Dan Coody, Mayor Greg Boettcher, PWD Jim Beavers, City Engineer From: Sid Norbash, Staff Engineer ,j,/ Date: January 8, 2003 Re: Dickson Street Enhancement Project Change Order #5 or to the construction Contract Background: The above referenced project is a Capital Improvement Project in progress, which is scheduled for construction completion in 2003. Change of Scope: The original bid quantity of item # 37 was underestimated by the project consultant, Atkins Engineers. In order to finish out the intersections of Dickson Street and the crossing streets, a change order to this contract is needed. Attached please find Change Order #5, with three alternatives, and the supporting documents containing the description and the breakdown of each option. Recommendations: The Staff recommends approval of one of the following Alternatives: (1)Brick Pavers Alternative Change Order #5A to the existing contract with Township Builders, Inc., for a cost increase in the amount of $208,924.00 (2)Stamped Concrete Alternative Change Order #5B to the existing contract with Township Builders, Inc. in the amount of $152,312.00. (3)Asphalt Surface Alternative Change Order #5C to the existing contract with Township Builders, Inc. in the amount of $18,788.00. Funding: Sales Tax Funds. If Alternate "A" is chosen the remaining balance of contingency amount will be $50,451.18 SN/sn Attachments: Change Order #5 A,B,& C Alternatives A KINS • December 27, 2002 Mr. Jim Beavers, P E City of Fayetteville 113 West Mountain Fayetteville, AR 72701 RE: Dickson Street Intersection 117 7arkwood Lowell, AR 72745 'colophons 479.770.5800 Fax 479.770.5801 info0atkinsamericas.com w.w+.atk insamencas. com Dear Jim: The relative costs of the concrete bnck pavers, the stamped concrete, and an asphalt overlay are given in the table below. The total area for the intersections is 17,400 square feet. The asphalt overlay price is based on the bid price of $50.00 per ton for a 2" overlay. The cost of milling that area is not included in the overall project cost because the intersections had to be cut out to accommodate the 16 inch depth for the pavers and aggregate base. The contractor may argue that his unit price to install asphalt should be more than the bid price for the .street overlay due to the smaller quantity and more difficult installation. The asphalt overlay price is based on milling the old asphalt where necessary and replacing with a two inch overlay. This means that the structural integrity of the intersection would be dependent on the existing material below the proposed overlay. The concrete paver plan required the removal of sixteen inches of material in the intersections and replacement with compacted base and pavers. In our opinion, this new structural system would be better than overlaying the existing matenals. Options Bid Item Materials Quantity Unit Unit Price Cost Pavers 37 Concrete Pavers 17400 Top 10.50 to 11.00 $189,449.50 12 Aggregate Base Course 1192.2 Ton $22.00 $26,228.99 Total $215,678.49 Concrete NA Stamped Concrete 17400 SF $8.00 $139,200.00 12 Aggregate Base Course 596 Ton $22.00 $13,114.00 Total $152,314.00 Asphalt 16 2" Asphalt Overlay 217 Ton $50.00 $10,827.00 17 Cold Mill 1934 SY $5.00 $9,670.00 12 Aggregate Base 190 Ton $22.00 $4,175.00 14 Tack Coat 96 Gal 2.00 $192.00 Total $24,864.00 The total area for the intersections is 17,400 square feet. The asphalt overlay price is based on the bid price of $50.00 per ton for a 2" overlay. The cost of milling that area is not included in the overall project cost because the intersections had to be cut out to accommodate the 16 inch depth for the pavers and aggregate base. The contractor may argue that his unit price to install asphalt should be more than the bid price for the .street overlay due to the smaller quantity and more difficult installation. The asphalt overlay price is based on milling the old asphalt where necessary and replacing with a two inch overlay. This means that the structural integrity of the intersection would be dependent on the existing material below the proposed overlay. The concrete paver plan required the removal of sixteen inches of material in the intersections and replacement with compacted base and pavers. In our opinion, this new structural system would be better than overlaying the existing matenals. • The compaction of the two inch overlay against the concrete band will be critical to the success of an asphalt intersection. Otherwise, wheel loads transferring from the concrete band may push or roll the asphalt away from the concrete band. We believe that there will be some loss of pedestrian security if asphalt is used. The visual awareness of the pedestrian area would be much more apparent to vehicle operators if the large intersection were of a different material than the street. The most significant change would be aesthetic. The sense of history, character, and uniqueness from the bnck pavers will be lost if asphalt is used. Brick pavers of concrete will need to be used as the base for the razorback emblem of Arkansas Avenue. I trust this provides the information you requested. Sincerely, Gary Carnahan, PE Manager • im00034Sjpg (7200x1e00:¢1Ejpeg) • Intersection of Garland & Maple Iluntersectio® of GErrItmand L M2pfle • • • There will be additional information on this item for the Council as part of the presentation at the agenda setting session. FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAI. CORRESPONDENCE To: Mayor and City Council From: Hugh Earnest, CAO Date: January 21, 2003 Subject: Dickson Street • Background The City of Fayetteville entered into a contract for design services with Atkins -Benham for the design of the Dickson Street improvements on December 15, 1998. The design, engineering work and plans for this project were completed by Atkins -Benham on May 10, 2001. Then on March 19, 2002 the City entered into a construction contract with Township builders for the implementation of that design of Dickson Street. The time between plan completion and the award was due to a variety of reasons, but primarily due to the right-of-way acquisition process. At this time, a short continuation of the discussion concerning Intersection pavement material and texture will not jeopardize the currently scheduled completion date for this protect. Current Situation As the council well knows, we have had a series of missteps and misunderstandings on this project from its inception. Certainly some of the issues can be attributed to the fact that the work is occurring in an old part of town where records and documentation are at best uneven. However, there have also been errors and mistakes in calculation of quantities that are tied to the work on the project by the engineer of record, Atkins - Benham. The latest issue revolving around intersection improvements is a case in point. While it is true that the council has approved the placement of bricks in the Intersections, we did not have for that initial discussion the wide variance in cost between the different options for the intersections. The council has now been furnished those numbers. In addition to those costs, we have been made aware that there are a number of additional issues relative to curb cuts and driveways that will demand correction At this time, we do not have any estimate of additional costs that might be accrued. • • • Recommendation We are finding ourselves with respect to this project to be in a reactive posture. What we are recommending is that engineer of record, Atkins -Benham, develop a reasonably accurate list with the contractor that will identify all or most of the problems with curb cuts, driveways and any other areas that will need attention that is not in the project plan or are errors in that plan We will then be prepared to present the council with a full picture of this project with all costs including the intersections identified and hopefully all unexpected expenses. This number can then be weighed against the $230,457 remaining in the project contingency as of today. Any work on the intersections will be toward the end of the project and will not harm the project timeline for the currently scheduled completion. The Administration recommends continuing this discussion until engineer of record, Atkins -Benham has completed their review of plans for all omissions and errors. • • Executive Summary CHANGE ORDER NUMBER 5 DOWNTOWN DICKSON ENHANCEMENT PROJECT January 14, 2003 BACKGROUND: The quantity of brick pavers stated in the bid schedule was in error, understating the number of square feet of brick pavers necessary to complete the project, as set forth on the original construction drawings. The Dickson Street intersections that are impacted by this error include: Powerhouse, West, School, Locust/Rollston, St. Charles and East Streets (see attached location map). CURRENT STATUS: The City Council has approved a budget adjustment to fund this cost increase, denying the contract time extension requested by the Contractor. The Contract has not accepted this change order and offers alternatives that vary both in price and contract time. The difference between the alternatives is the street surfacing materials to be installed in the center of the intersections noted above (see typical intersection schematic). The Arkansas Avenue intersection remains brick regardless of the choice due to the installation of the Razorback logo at this location. A summary of the alternatives Is as follows: Option "A" -Brick Paver $208,924.00 60 days Option "B" -Stamped Concrete $152,312.00 25 days Option 'ter -Asphalt Surfacing $ 18,788.00 10 days • Asphalt surfacing offers a cost savings of approximately $190,000.00 and increases contract time by only 10 calendar days. • The second option of stamped concreted surfacing offers a cost savings of approximately $56,000.00 and increases contract time by 25 calendar days. 1 The use of the brick pavers as the intersection surfacing will not offer any contract price savings and requires a contact time extension of 60 calendar days. RECOMMENDATION: The acceptance of Option "C" authorizing the installation of asphaltic concrete surfacing in the intersections is recommended for approval, this change order representing a contract price increase of $18,788.00 and a contract time extension of 10 calendar days. CHANGE ORDER NO. Option "A" Project Title: Downtown Dickson Enhancement Project Project No. 98097-20 Contract No. 02-14 Contract Date 3-19-2002 Contractor: Township Builders, Inc. The following changes are hereby made to the contract documents: Addition to the contract: Item #37 (Brick Pavers)to be increased 17,400 S.F @ $10.50 S.F. by Bid Item #12 (Class 7 Base) to be increased by 1,192 @ 22.00 per ton. Net Increase in the contract amount Justifications: The original quantities were under estimated bid form by Atkins/Benham. Original Contract Price: As adjusted by previous changes: This C.O. will increase contract by: The new contract price will be: $282,700 $ 26,224 $208.924 as indicated on the $2.948.590.30 $3.033.686.80 $ 208.924.00 $3.242.610.80 CHANGE TO CONTRACT TIME 60 calendar days will be added to the contract time, therefore the substantial completion date will be changed from May 28, 2003 to July 27, 2003. The full completion date will be changed from September 13, 2003 to November 12, 2003. APPROVALS REOUIRED To be effective this change order must be approved by the Owner if it changes the scope or objective of the project, or as may otherwise be required under the terms of the General Conditions of the Contract. Requested by Date Approved by Contractor Date Approved by Mayor date CHANGE ORDER NO. Option "B" Project Title: Downtown Dickson Enhancement Project Project No. 98097-20 Contract No. 02-14 Contract Date 3-19-2002 Contractor: Township Builders. Inc. The following changes are hereby made to the contract documents: Addition to the contract: Stamped Concrete 17,400 S.F. @ $8.00 per square foot Bid Item 12 to be increased by 596 Tons Aggregate Base @ $22.00 per ton Net Increase in the contract amount Justifications: The original quantities were under estimated bid form by Atkins/Benham. Original Contract Price: As adjusted by previous changes: This C.O. will increase contract by: The new contract price will be: $139.200 $ 13,112 $152.312 as indicated on the $2.948.590.30 $3.033.686.80 $ 152.312.00 $3.185.998.80 CHANGE TO CONTRACT TIME 25 calendar days will be added to the contract time, therefore the substantial completion date will be changed from May 28, 2003 to June 22, 2003. The full completion date will be changed from September 13, 2003 to October 8, 2003. APPROVALS REQUIRED To be effective this change order must be approved by the Owner if it changes the scope or objective of the project, or as may otherwise be required under the terms of the General Conditions of the Contract. Requested by Date Approved by Contractor Date Approved by Mayor date CHANGE ORDER NO. 5 Option "c" Project Title: Downtown Dickson Enhancement Project Project No. 98097-20 Contract No. 02-14 Contract Date 3-19-2002 Contractor: Township Builders. Inc. The following changes are hereby made to the contract documents: Addition to the contract: Bid Item #12 (Aggregate Base)to be increased by 190 Tons @ $22.00 per Ton $ 4.180 B id Item #14 (Tack Coat)to be increased by 156 Gallons @ $2.00 per Gallon $ 312 B id Item #16 (2" ACHM Surface Course) to be increased by 217 Tons @ $50.00 per Ton $ 10.850 B id Item #17 (Cold Mill) to be increased by 1934 S.Y. @ $5.00 per S.Y. $ 9.670 Reduction to the contract: Bid Item #1 ( Remove and dispose of asphalt) to be reduced by 1556 S.Y. @ 4.00 per S.Y. Net Increase in the contract amount $ 6,224 $ 18.788 Justifications: The original quantities were under estimated as indicated on the bid form by Atkins/Benham. Original Contract Price: As adjusted by previous changes: This C.O. will increase contract by: The new contract price will be: $2.948.590.30 $3.033.686.80 $ 18.788.00 $3.052.474.80 CHANGE TO CONTRACT TIME 10 calendar days will be added to the contract time, therefore the substantial completion date will be changed from May 28, 2003 to June 7, 2003. The full completion date will be changed from September 13, 2003 to September 23, 2003. • • • APPROVALS REQUIRED To be effective this change order must be approved by the Owner if it changes the scope or objective of the project, or as may otherwise be required under the terms of the General Conditions of the Contract. Requested by Date Approved by Contractor Date Approved by Mayor date Downtown/Dickson Entrancement Project, Inc. P.O. Box 3573 Fayetteville, Arkansas 72702 501-571-3337 Fax: 571-4297 Memo To: Sid Norbash and Jim Beavers From Bootsie Ackerman CC: Date: January 7, 2003 Re: Dickson Street Intersections Downtown/Dickson Enhancement Pro-ect Inc. I am in receipt of your letter dated December 26, 2002. I have consulted with the DDEP Design Committee leadership and would ask that you please note the following preference of options for treatment of intersections on Dickson Street, as you requested. 1. Brick Pavers The options of stamped concrete and asphalt overlay within the intersection boundaries would be the least desirable options Those option are inconsistent with the aesthetic expectation of both DDEP and the public. We understand the financial constraints involved and are hopeful that the long-term benefit of more attractive materials will be considered.