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CHANGE ORDER NO. FIVE TO CONTRACT K-1516-80: WITH CENTRAL CONTRACTING SERVICES, INC. INCREASING THE CONTRACT AMOUNT BY $777,235 FOR A REVISED CONTRACT AMOUNT OF $3,361,420 AND ADDING 84 CALENDAR DAYS TO THE CONTRACT TO INCLUDE INSTALLATION OF THE CHAUTAUQUA WATER LINE BETWEEN LINDSEY STREET AND TIMBERDELL AVENUE AS PART OF THE BERRY ROAD WATERLINE REPLACEMENT PROJECT, PHASE 3.
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BACKGROUND: The Berry Waterline Replacement project (WA/WB0305) was expected to include about 11,000 linear feet (LF) of 16-inch waterline along the west side of Berry Road from Robinson to Lindsey and approximately 3,000 LF of 24-inch waterline east along Lindsey from Berry to Chautauqua where it will connect to the existing 16-inch Lindsey Waterline project completed in 2005.
On May 10, 2011, the NUA approved Amendment No. 1 to Contract K-0910-61 in the amount of $172,000 authorizing Poe & Associates (Poe) to perform surveying, design and limited construction management services for the Berry Waterline Replacement project.
On March 10, 2015, the NUA approved Contract K-1415-70 in the amount of $1,334,675 with Central Contracting Services, Inc. for the construction of the Berry Road Waterline Replacement, Phase 1. The Phase 1 project included the 24-inch line along Lindsey from Berry to Chautauqua as a continuation of the Segment D Waterline. The Phase 1 construction was complete on August 24, 2015 at a cost of $1,334,675.
On September 22, 2015, the NUA approved Contract K-1516-43 with McKee Utility Contractors, Inc. in the amount of $1,206,023.50 for the construction of the Berry Road Waterline Replacement, Phase 2. The Phase 2 project includes the 16-inch waterline from Avondale to just north of Main Street. On January 26, 2016, the NUA and the City of Norman (City) approved Amendment No. 1 to the contract including the City as a party to the contract and also approved Change Order No. 1 (CO#1) expanding road repairs to the full west lane of Berry Road; CO#1 increased the contract amount by $410,205 for a revised contract amount of $1,616,228.50. The Phase 2 construction was complete on April 22, 2016 at a cost of $1,849,427.21.
On February 23, 2016, the NUA/City of Norman approved Contract K-1516-80 in the amount of $1,470,680 with Central Contracting Services, Inc. (Central) for the construction of the Berry Road Waterline Replacement, Phase 3. The Phase 3 construction was to include about 5,300 LF of 16-inch waterline from Main Street to Robinson Street and will also replace of the westernmost lane of Berry Road; the project began May 2, 2016 and was scheduled to be complete October 29, 2016. Central replaced the OU 16-inch line under separate contract.
On May 10, 2016, the NUA approved CO#1 to Contract K-1516-80 authorizing replacement of approximately 1,800 feet of deteriorated 12-inch ductile iron pipe (DIP) waterline with 16-inch polyvinyl chloride (PVC) waterline along the south side of Main Street between Berry Road and Flood Avenue. CO#1 also increased the contract time by 90 calendar days for a revised completion date of January 27, 2017; this work is now complete. The revised NUA share was $1,545,095 while the City of Norman share remains at $221,935 for a total of $1,767,030. The southern lane of Main Street was also replaced in conjunction with planned concrete panel replacements on Main between Berry Road and Park Drive (Contract K-1516-112 approved by Council on April 26, 2016).
On October 25, 2016, the NUA approved CO#2 to Contract K-1516-80 authorizing replacement of an additional 1,200 feet of deteriorated 12-inch DIP waterline with 16-inch PVC waterline along the south side of Main Street between Flood Avenue and Park Drive. Additionally, approximately 500 feet of 8-inch waterline on the east side of Flood between Main and Gray is to be replaced. CO#2 also increased the contract time by 30 calendar days for a revised completion date of February 26, 2017. The NUA provided new funds in the amount of $226,360 increasing the NUA share from $1,545,095 to $1,771,455; the City of Norman share of the Berry Road Waterline Phase 3 project remained at $221,935 for a total of $1,993,390. The southern lane of Main Street will be replaced under Contract K-1516-112 with A-Tech Paving. This work will now be delayed in order to expedite the work proposed under CO#3.
On February 28, 2017, the NUA approved CO#3 to Contract K-1516-80 authorizing replacement of an additional 1,900 feet of deteriorated 12-inch DIP waterline with 16-inch PVC waterline along the north side of Main Street between Park Drive and James Garner Avenue. CO#3 also increased the contract time by 81 calendar days for a revised completion date of May 18, 2017. The NUA funded CO#3 in its entirety ($524,300) and will be reimbursed by the City for 50% of the waterline improvements at a later date. CO#3 increased the NUA share from $1,771,455 to $2,295,755. At this time; the City of Norman share of the Berry Road Waterline Phase 3 project will remain at $221,935, for a total of $2,517,690.
On March 21, 2017, the NUA approved CO#4 to Contract K-1516-80 authorizing nine (9) additional 6-inch PVC fire line connections for future use as part of the Main Street Streetscape project. CO#4 increased the contract $66,495 and added six (6) calendar days for a revised completion date of May 24, 2017. The NUA funded CO#4 in its entirety ($66,495) and will be reimbursed by the City for 50% of the of the waterline improvements at a later date. CO#4 increased the NUA share from $2,295,755 to $2,362,250. At this time; the City of Norman share of the Berry Road Waterline Phase 3 project will remain at $221,935, for a total of $2,584,185.
DISCUSSION: Throughout the project, staff has been coordinating with OU for the installation of NUA’s water line and OU’s water line along Berry Road. This effort has allowed both deteriorated water lines to be replaced along Berry from Robinson to Lindsey and then east along Lindsey to Chautauqua. The last phase of this cooperative effort is to continue south from Lindsey along Chautauqua to Timberdell; this waterline is identified by the NUA as Phase 4 of the Segment D Waterline (WA0239).
The contractor, Central Contracting Services, has performed previous work in a manner satisfactory to both the NUA and OU, and the unit prices bid for Contract K-1516-80 are very favorable. Since Chautauqua Avenue must be closed to install the waterlines, staff from OU, the NUA and the City Public Works Department desire that this work be completed on this major arterial roadway this summer to avoid traffic congestion during times school is in session. Central will complete the work on Main Street as soon as possible then move to Lindsey and Chautauqua on about June 1, 2017 and continue south to Timberdell by August 16, 2017 when the new semester starts for Norman Public Schools. OU will pay for installation of their 16-inch water line separately and the cost to replace the southbound lane of Chautauqua will be split equally between OU, the NUA and the Public Works Department.
Proposed Change Order #5 in the amount of $777,235 will install approximately 3,000 feet of 24-inch water line and appurtenances, install approximately 3,600 square yards of new concrete paving and about 3,200 feet of new curb and gutter along Chautauqua between Lindsey and Timberdell. Additional detail and the cost breakdown are included in Change Order No. 5. CO#5 will also increase the contract time by eighty four (84) calendar days for a revised completion date of August 16, 2017. The work is being expedited by change order so it can be substantially complete before school resumes. The first day of school for Norman Public Schools is August 17 and for OU is August 20. The normal time to advertise, award bids and sign contracts is at least 60 days and would consume the majority of the available construction time.
The Fiscal Year Ending (FYE) 2017 budget in the Segment D Phase 4 Construction Account (031-9360-462.61-01, WA0239) is approximately $3,409,000 and is ample to fund the NUA portion of $677,235. The Public Works share for one-third of the roadway cost (approximately $100,000) will be paid from Concrete Pavement Maintenance, Construction (account 050-9718-431.61-01; project SC0564). The OU funding is provided separately.
RECOMMENDATION: It is recommended that the NUA and City Council approve Change Order No. 5 to Contract K-1516-80 with Central Contracting Services, Inc. increasing the contract amount by $777,235 to $3,361,420 and approving an eighty four (84) calendar day time extension for the Berry Road Waterline Project, Phase 3 to complete the work on Chautauqua between Lindsey and Timberdell.