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CHANGE ORDER NO. TWO TO CONTRACT K-1516-72: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CENTRAL CONTRACTING SERVICES, INC., INCREASING THE CONTRACT AMOUNT BY $58,750 FOR A REVISED CONTRACT AMOUNT OF $443,619.40 FOR THE WEST MAIN STREET DRAINAGE PROJECT AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS
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BACKGROUND:
WEST MAIN STREET DRAINAGE PROJECT:
In an effort to relieve the flooding problem along Midway Drive, a portion of the City’s 2008 Drainage Project in the Cambridge Place neighborhood consisted of installing drainage inlets at the low point of Midway Drive and carrying the water in stormwater pipelines to the system located in the parking lot of Arbor House. This helped to alleviate some of the flooding problem along Midway Drive but has not completely solved the problem. The project was designed to complete the upgrade to the Midway Drive stormwater system by upsizing the system at and downstream of the Arbor House.
Bid documents and specifications for the construction of the West Main Street Drainage Project were advertised according to State Law. Four potential bidders acquired plans and specifications and four bids were received on March 4, 2016.
The low bidder was Central Contracting Services in the amount of $342,715 which was $79,014 less than the next lowest bidder. In addition to the $342,715 to cover the cost of the contract, an estimated $3,000 was required to pay for the construction testing services, for a total of $345,715. The testing services will be provided by CEC of Oklahoma City, Oklahoma as part of the annual contract with the City. The FYE 2009 Drainage Projects, Construction account (050-9968-431.61-01; Project DR0012) was used to fund the project.
On May 10, 2016, City Council approved Contract K-1516-72 with Central Contracting Services, Inc., for furnishing of all labor and materials for the West Main Street 900 Feet East of 48th Avenue West Roadway and Drainage Project for an amount of $342,715.
On October 25, 2016, City Council, acting as the Trustees of the Norman Utilities Authority, approved Change Order No. 1 to Contract K-1516-72 in the amount of $42,154.40 and a transfer of funds from the Norman Utilities Authority’s Water Distribution System Project, Construction account (031-9360-462.61-01; project WA0184), to the Miscellaneous Water Projects, Construction Account (031-9395-462.61-01; project DR0012), for replacement of approximately six-hundred (600) feet of the 12-inch waterline, including the waterline to be relocated under the new stormwater pipeline.
HAVENBROOK STREET BRIDGE REPAIR:
As part of a separate storm event, approximately two months ago on September 25, 2016, the existing bridge on Havenbrook Street east of 36th Avenue NW over Brookhaven Creek was closed by the City of Norman due to a collapse in the roadway (see Attachment A for bridge location). Fortunately, city staff was able to close the bridge soon after the collapse on Sunday, September 25, prior to any traffic accidents or injuries by Norman citizens. Upon further investigation by City bridge engineers, it was determined that the existing corrugated metal stormwater pipes under the roadway were corroded to the extent that two of the pipes had collapsed allowing the roadway to settle by over two vertical feet.
The Havenbrook Street bridge structure was constructed in 1982 by the developer of the Springbrook subdivision. Havenbrook Street currently carries approximately 1,200 vehicles per day over this bridge. The original bridge design consisted of nine round corrugated metal stormwater pipes, each pipe 9 feet in diameter. The Havenbrook Street pavement over the bridge is full-depth concrete with curb and gutter and sidewalks on both sides of the roadway. After the bridge collapse, City bridge engineers partnered with outside experts to conduct a detailed evaluation and rating of the bridge structure. The City’s bridge team determined that the Havenbrook Street Bridge was structurally deficient and no longer capable of supporting traffic. Since that time, city staff has developed and evaluated a number of options for the repair or replacement of the bridge.
After considering all of these options, City staff has concluded that the Havenbrook Street Bridge must be permanently repaired immediately within current budget limitations. This repair is being treated as an emergency repair, and steps are being initiated to return the bridge to operational status as soon as possible. Beginning on November 28, 2016, city staff, equipment and resources from the City Stormwater and Street Divisions were assigned to demolish the portions of the existing bridge that must be replaced or repaired. The nine existing, 9-foot-diameter corrugated metal pipes will be replaced with nine new “coated” corrugated metal pipes of the same size. The new pipes will be coated inside and outside with a protective product to ensure a longer life in corrosive soil conditions. Other structural elements of the existing bridge will be repaired or replaced as needed. The existing concrete pavement and sidewalk will also be replaced.
This approach will have direct and indirect costs to the City because city staff and equipment will be used to perform part of the bridge repair project. City staff will take a blended approach to this bridge repair, using city crews for part of the project while employing private engineers and contractors for other portions of the project.
DISCUSSION:
To expedite the repairs and re-opening of the Havenbrook Street bridge it was determined that executing a Change Order with an existing contract was the best way to proceed with the project. After considering the current projects that had roadway replacement as a part of the contract, the West Main Street Drainage Project under contract with Central Contracting was selected. The contract with Central Contracting was bid on a unit price basis and has the necessary contract line items for billing. Having been bid on a unit price basis, the maximum amount for cumulative change orders of 15% does not apply since the change orders are also being considered on a unit price basis. Central Contracting has performed well on their contracts.
As discussed above staff has selected a blended approach to this project by utilizing City staff and contract services to complete the repairs to this bridge. City crews are currently removing the existing road surface and the nine (9) pipes under the roadway. City crews will also install the new coated pipes. This work is expected to be completed in January. Central Contracting will then begin the paving of the roadway and the installation of the sidewalks. The bridge is expected to be open to traffic in March 2017.
This Council action is to approve Change Order No. 2 to the current contract with Central Contracting Services, Inc., for furnishing labor and materials for concrete pavement and sidewalk replacement during repair/reconstruction of the Havenbrook Street bridge. Pending City Council acceptance, Central Contracting Services, Inc., will provide the necessary labor and material to complete the pavement and sidewalk at the unit price included in Contract K-1516-72 at an estimated amount of $58,750. Staff requests approval to transfer funds in the amount of $58,750 from the Capital Improvement Projects Fund, Bridge Maintenance Program for Bridges >20’ in Length, Construction Account (050-9687-431.61-01; project TC0254) to Havenbrook Bridge Repair, Construction (account 050-9352-431.61-01; project SC0621).
RECOMMENDATION NO. 1: Staff recommends approval to transfer funds in the amount of $58,750 from Bridge Maintenance Program for Bridges Greater Than 20 Feet, Construction (account 050-9687-431.61-01; project TC0254) to Havenbrook Bridge Repair, Construction (account 050-9352-431.61-01; project SC0621).
RECOMMENDATION NO. 2: Staff further recommends approval of Change Order No. 2 to Contract K-1516-44 with Central Contracting Services, Inc., for furnishing labor and materials for concrete pavement and sidewalk replacement during repair/reconstruction of the Havenbrook Street Bridge.