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CHANGE ORDER NO. FOUR TO CONTRACT K-1516-80: WITH CENTRAL CONTRACTING SERVICES, INC. INCREASING THE CONTRACT AMOUNT BY $66,495 FOR A REVISED CONTRACT AMOUNT OF $2,584,185 IN ORDER TO INSTALL NINE (9) ADDITIONAL WATER LINES FOR FUTURE FIRE PROTECTION ON MAIN STREET AND ADDING SIX (6) CALENDAR DAYS TO THE BERRY ROAD WATERLINE REPLACEMENT PROJECT, PHASE 3, AND BUDGET APPROPRIATION FROM THE WATER FUND BALANCE.
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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 included the 16-inch waterline from Avondale Street 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 and final acceptance of the project was approved by City Council/NUA on September 27, 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 will also replace 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. Additionally, new service lines will be installed to the existing meters of all businesses within the project limits. 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 partially reimbursed by the City for their share 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.
DISCUSSION: The Main Street Streetscape Project located between Park Drive and James Garner Avenue is to be rebid by ODOT on May 18th, 2017 after the initial bid came in 44% over the Engineer’s Estimate. Change Order No. 3 was approved to allow for the water line project to be separated from the streetscape project to yield a significant cost savings for the City.
Proposed Change Order No. 4 in the amount of $66,495 will add nine (9) additional 6-inch PVC waterline connections from the new 16-inch main to the sidewalk area for businesses to use for future fire connections. This change order is a scope change to the upcoming streetscape project and is being done to help protect the City’s existing infrastructure when fire suppression systems are needed by businesses as well as to provide similar services as the original Phase 1 Main Street Streetscape Project. However, Phase 2 will provide these fire lines at select locations based on historic City building permits instead of at every other building like in Phase 1.
CO#4 will also increase the contract time by six (6) calendar days. The revised contract completion date will be May 24, 2017. Attachment 1 to CO#4 provides a detailed cost breakdown of the proposed new work. CO#4 is co-funded by the NUA and Capital Funds. Since this scope of work is part of the Main Street Streetscape Project, funds for this work have already been paid to ODOT from the Main Street Streetscape Project, Construction (account 050-9300-431.61-01; project TR0047). After the May 18, 2017, ODOT bid opening, the City may be reimbursed the excess funds already paid or may need to pay more, depending on the re-bid results. The NUA contributed a maximum of $378,466 to upsize the new waterline from 12 to 16 inches in diameter for the water line portion of the ODOT fronted funds.
However, since the funds forwarded to ODOT are not available at this time, the NUA is proposed to fund CO#4 in its entirety ($66,495) and be partially reimbursed by the City Capital Fund for the non-NUA share of the waterline improvements at a later date. CO#4 increases 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.
RECOMMENDATION: It is recommended that the NUA and City Council approve Change Order No. 4 to Contract K-1516-80 with Central Contracting Services, Inc. increasing the contract amount by $66,495 from $2,517,690 to $2,584,185 and approving a six (6) calendar day time extension for the Berry Road Waterline Relocation Project, Phase 3. In order to fund the new work, it is also recommended that $66,495 be appropriated from the Water Fund Balance (031-0000-253-0000) into the Berry Road Phase 3 Waterline Construction account (031-9521-462.61-01; project WA0305).