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CONSIDERATION OF APPROVAL, ACCEPTANCE, REJECTION, AMENDMENT, AND/OR POSTPONEMENT OF CHANGE ORDER NO. ONE TO CONTRACT K-2021-78: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND NASH CONSTRUCTION COMPANY, INC., INCREASING THE CONTRACT AMOUNT BY $10,701.66 FOR A REVISED CONTRACT AMOUNT OF $80,334.66 FOR THE STREET MAINTENANCE BOND PROGRAM ADA RAMP REPAIR PROJECT, FYE 2021 LOCATIONS, AND FINAL ACCEPTANCE OF THE PROJECT.
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BACKGROUND: In the Norman General Obligation Bond Election of 2016, voters approved the Street Maintenance Bond Program, a 5-year, 4-phase program to address maintenance needs on neighborhood streets. The four categories include (1) Urban Asphalt Street Rehabilitation, (2) Urban Concrete Street Rehabilitation, (3) Urban Road Reconstruction and (4) Rural Road Rehabilitation. Prior to the election, the City provided a list of all streets included in the program based upon the pavement condition data from the City’s current Pavement Management System. The following is the list of the FYE 2021 Urban Asphalt Pavement project locations included in this project:
• Parkridge Road (Concord Dr. / S. 1700 Block)
• Willowisp Drive (Willoway Dr. / Willowpoint Dr.)
• Santa Fe Avenue (Main St. / Eufaula St.)
• Comanche Street (Santa Fe Ave. / Lahoma Ave.)
• Elm Avenue (Boyd St. / Symmes St.)
• Stubbeman Avenue (North End / Himes St.)
• Crawford Avenue (Haddock St. / Dale St.)
Several Street Maintenance Bond Program Urban Asphalt Street Rehabilitation projects, originally planned for FYE 2021, have previously been completed with other contracts using savings from completed bond projects. Because these projects have already been completed, staff has included additional streets in this contract, based upon the pavement condition data from the City’s current Pavement Management System. The following additional Asphalt Pavement project locations are included in this project:
• Willowpoint Drive (Willowisp Dr. / Willowisp Dr.)
• Willoway Drive (Main St. / Willowisp Dr.)
• Willowrun Circle (Willoway Dr. / Cul-de-Sac)
• Wembleton Circle (Cul-de-Sac / Cul-de-Sac)
• Himes Street. (Stubbeman Ave. / Fay Ave.)
• Fay Avenue (Robinson St. / Ridge Rd.)
• Johnson Street (Fay Ave. / BNSF Right-of-Way)
• Crystal Bend (Chandelier Dr. / Crystal Cir.)
• Crystal Court (Crystal Bend / Cul-de-Sac)
• Skylark Court (Crystal Cir. / Cul-de-Sac)
• Falcon Court (Crawford Ave. / Cul-de-Sac)
• Chandelier Drive (Crystal Cir. / Crystal Bend)
On July 14, 2020, City Council awarded the FYE 2021 Urban Asphalt Pavement Projects to the low bidder, First Water Contracting, LLC, of Oklahoma City, Oklahoma in the amount of $1,258,743.
On January 5, 2021, First Water’s contract for the above mentioned Urban Asphalt Pavement Projects was considered substantially complete. Two minor repairs and a small quantity of curb replacement are all that remains on this contract.
On January 26, 2021, City Council approved Contract K-2021-78 with Nash Construction Company of Oklahoma City in the amount of $69,633 for ADA Ramp Repairs within the same limits of the FYE 2021 Urban Asphalt Pavement Projects.
DISCUSSION: Construction projects are awarded to the lowest responsible bidder. Contractor bids are determined using estimated plan quantities multiplied by the contractor’s unit prices for all bid items of the contract. The total of all of these costs represents the contractor’s bid. During construction, each quantity is verified in the field and the contractor is to be reimbursed, based on the actual quantity.
Of the seventeen (17) bid items, fourteen (14) items had a quantity change. Four (4) quantity changes resulted in increased cost, while ten (10) bid items resulted in decreased cost for an overall contract increase of $10,701.66 or 15.36%. The contract amount increased from $69,633 to $80,334.66. Two bid items were the major reason for this contract increase including 4” sidewalk and 6” integral curb. This was a rehabilitation project that only is replacing the bad segments of curb, sidewalk and sidewalk ramps instead of the entire block on reconstruction projects. As a result, it is easy to have a discrepancy in the actual versus estimated project quantities. Since this bid package was fairly small, the slightest quantity change can be a fairly high percentage of the project cost even though the overall cost increase is relatively small, which is the case on this project. Please see the attached Change Order No.1 for a complete list of bid items cost increases and decreases.
Funds are available for the $10,701.66 Change Order No. 1 from Urban Asphalt Project, Construction (Account Org 50594401; Object 46101; Project BP0459). The final payment amount owed to Nash Construction Company is $14,625.12, which includes the full 5% project retainage.
RECOMMENDATION NO. 1: Staff recommends that Change Order No.1, increasing Contract K-2021-78 for the Street Maintenance Bond Program-ADA Repair, FYE 2021 Locations Project with Nash Construction Company be approved in the amount of $10,701.66.
RECOMMENDATION NO. 2: Staff further recommends final acceptance of the Street Maintenance Bond Program-ADA Repair, FYE 2021 Locations Project Contract K-2021-78, and final payment to Nash Construction Company be approved in the amount of $14,625.12.