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CHANGE ORDER NO. ONE TO CONTRACT NO. K-1314-89: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CENTRAL CONTRACTING SERVICES, INC. INCREASING THE CONTRACT AMOUNT BY $37,650 FOR A REVISED CONTRACT AMOUNT OF $363,548 FOR THE CEDAR LANE ROAD WATER LINE RELOCATION PROJECT AND FINAL ACCEPTANCE OF THE PROJECT.
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BACKGROUND: On February 8, 2011, City Council approved engineering services Contract No. K-1011-135 with Cardinal Engineering Inc. for the design of the Cedar Lane Road Widening Project in the amount of $350,630 or 3.5% of the total estimated project cost. The Cedar Lane Road Widening Project from 12th Avenue S.E. to ½ mile east of 24th Avenue S.E. involves the construction of a new four-lane roadway that will include five foot bike lines on each side of the road. The project will also include improvements to 12th Avenue SE and 24th Avenue SE as they approach Cedar Lane Road, improve the Burlington Northern Santa FE (BNSF) railroad crossing and resurface U.S. Highway 77 on the north and south sides of Cedar Lane Road. Signalization of the 12th Avenue SE and Cedar Lane Road intersection will also help relieve traffic congestion at peak travel times during the day.
On November 22, 2011, the Norman City Council approved programming Resolution No. R-1112-60 requesting federal funds to widen Cedar Lane Road. This resolution states the City’s commitment to adhere to the terms and conditions of a federally funded project including engineering design, acquisition of all necessary rights-of-way and relocation of utilities and encroachments at 100% the City’s cost. In return, the Association of Central Oklahoma Governments (ACOG), through the Oklahoma Department of Transportation (ODOT), agrees to provide 80% of the construction cost estimated at $6,231,280, and administration of the construction with the matching share from the City of Norman. The City’s estimated share of the project is $3,615,506, which will be paid with bond funds and development fees.
On August 28, 2012, the citizens of Norman voted in favor of a Bond Issue to finance the local share of eight transportation/storm water improvement projects. One of the eight 2012 bond projects is the Cedar Lane Road Widening Project. See the attached location map showing the project boundaries.
On April 23, 2013, City Council approved Contract No. K-1213-183, a Right-of-Way and Utility Agreement with the Oklahoma Department of Transportation, for the construction of the Cedar Lane Road Widening Project. This agreement requires the City to acquire right-of-way and relocate utilities for this project. Currently, all right-of-way has been acquired and all of the existing utilities have been relocated.
On December 10, 2013, City Council approved Contract No. K-1314-89, a contract with Central Contracting Services, Inc., to relocate the City’s public waterline within the boundaries of the Cedar Lane Road Widening Project. The contract amount was $325,898. The waterline relocation was completed on February 15, 2014.
DISCUSSION: There are three public waterlines, one of which crosses under Bishop Creek, that serve the residents along this section of Cedar Lane Road. The waterline relocation plans for the Cedar Lane Road Project were developed with the intent to remove each waterline from service while it was being relocated. The City’s 12-inch waterline that crosses Bishop Creek ruptured in August 2013. Since the rupture was very difficult to access under Bishop Creek, the waterline was shut off until repairs could be made. The two remaining lines had to be left in service to provide adequate capacity for the area.
Since the contractor, Central Contracting Services, Inc. (CCS), was unable to shut the water supply off to the individual waterlines, 12-inch tapping sleeves were installed instead. The tapping sleeves allow the waterline to stay in service at all times. The addition of the five tapping sleeves increased the contract price by $17,500 or 5.4%.
At two different locations, one on Cedar Lane Road and the other on 24th Avenue SE, the contractor had to open trench across the roadway instead of boring as shown in the plans due to the inability of AT&T to accurately locate the existing fiber optic cable. The contractor had to backfill the trench and replace the pavement to repair the roadway. The additional cost to repair the roadway was $9,200 or a 2.8% increase to the contract.
Unforeseen underground obstacles, such as gas lines, storm drainage pipe and other utilities were encountered while relocating the waterline. These obstacles required the contactor to use additional pipe and fittings. The additional pipe cost $6,450.00 and the additional fittings cost $4,500.00 increasing the total contract by $10,950 or 3.4%.
The total proposed increase to the contract is $37,650 or 11.5% for a total contract amount of $363,548. If approved, funds are currently available in the Cedar Lane Road Project, Utilities Account No. 050-9079-431.67-01, BP0196. In fact, the final cost of utility relocation on the Cedar Lane Road Project is $190,194 or 34% under original project estimates.
RECOMMENDATION No. 1: Staff recommends approval of Change Order No. 1 increasing Contract No. K-1314-89 by $37,650.
RECOMMENDATION No. 2: Staff further recommends final acceptance of the Cedar Lane Road Waterline Relocation Project Contract No. K-1314-89, and final payment in the amount of $37,650 from Account No. 050-9079-431.67-01, BP0196.