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CHANGE ORDER NO. TWO TO CONTRACT K-1718-68: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CENTRAL CONTRACTING SERVICES, INC., INCREASING THE CONTRACT AMOUNT BY $118,152 FOR A REVISED CONTRACT AMOUNT OF $836,266 FOR THE ROCK CREEK ROAD WATERLINE REPLACEMENT PROJECT, FINAL ACCEPTANCE OF THE PROJECT, AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: On August 25, 2015, City Council approved Contract K-1516-7, for a fee of $184,379.70, with White Hawk Engineering and Design to provide design services for a widening and signalization project on Rock Creek Road from just west of the BNSF Railroad tracks to just east of Trailwood Drive. That project, with an estimated cost of $2,950,000, will install new traffic signals at the 12th Avenue NW and the Trailwood Drive intersections on Rock Creek Road, widen the existing four-lane road at these intersections to accommodate left turn lanes, and storm water improvements. In addition, the existing two-lane road on 12th Avenue NW will be widened to five lanes (including southbound left turn lane plus bicycle lanes), sidewalks will be constructed/replaced as needed, and fiber optic traffic signal interconnection of the traffic signals along Rock Creek Road from Flood Avenue to Porter Avenue will be installed.
On September 13, 2016, City Council approved Amendment No. 1 to Contract K-1516-7 for additional design services by White Hawk Engineering, in the amount of $34,288.45, to design the relocation and upsizing of the City’s existing waterline in advance of the Rock Creek Road widening and signalization project. The Norman Utilities Authority (NUA) paid for 50% of the financing of this waterline project while the City’s Capital fund paid for the remainder.
On November 28, 2017, City Council approved Contract K-1718-68 with Central Contracting Services, Inc., in the amount of $598,244, to construct the new waterlines.
On June 26, 2018, City Council approved Change Order No. 1 to Contract K-1718-68 with Central Contracting Services. Inc. to replace a deteriorated 900-foot section of cast iron waterline (a segment of approved Waterline Replacement: Flood-Rock Creek to Venture Project). The Norman Utilities Authority funded 100% of the cost of this now-completed project. This Change Order No. 1 revised the contract amount by $119,870 up to $718,114.
DISCUSSION: Change Order No. 2 (Final) to Contract K-1718-68 increases the contract amount by an additional $118,152 for a final revised contract amount of $836,266. This Change Order reconciles the plan and as-built quantities, including $1,370 in savings from Change Order No. 1. Most of these changes were due to typical field changes inherent in waterline construction; however, the most significant cost increases were due to (1) the project design change of a future drainage structure crossing 12th Avenue NW, (2) the discovery that one of the 8-inch service lines being connected to was actually a 12-inch line, and (3) proximity of one of the businesses to a segment of the proposed waterline which required the new water pipeline to be re-routed under Rock Creek Road.
Staff proposes to pay for Change Order No. 2, including consideration of the $1,370 in savings from Change Order No. 1, with the NUA paying $25,857 of the cost and the Capital Budget paying the remainder. The Capital budget’s portion of $92,295 is available in the Rock Creek Road @ 12th Avenue NW and Trailwood Drive Intersection Widening and Traffic Signalization, Construction (account 050-9079-431.67-01/project TR0059). The NUA’s portion of $25,857 is proposed to be transferred from the Library waterline project which has been completed in the Water Distribution System, Construction account (031-9360-462.61-01; project WA0223).
The completion of the waterline relocation project will be followed by the relocation of other privately-owned utilities (e.g., ONG, OG&E, Cox Communications, etc.). This work will be completed in the coming months. At the same time, City staff will be coordinating the acquisition of the additional right-of-way needed for the construction of the project, the assessment of environmental impacts required by the Federal Highway Administration and the Oklahoma Department of Transportation, and the final design of the project. All pre-construction activities are anticipated to be completed by the spring of 2019. Construction of the project will be scheduled as soon as federal funds become available. City staff will include this project in the upcoming application cycle for federally funded projects in the Oklahoma City Metropolitan Area. If successful in securing the funds, the project could be bid in October of 2019 with construction starting in early 2020.
The latest project budget for the intersection and traffic signal improvement project is:
Design - $195,000 (City - $195,000)
Utility Relocations - $973,418 (City - $973,418; includes proposed Change Order No. 2)
Land Acquisition - $125,000 (City - $125,000)
Construction - $3,410,240 (City - $682,048 / Federal - $2,728,192)
RECOMMENDATION NO. 1: Staff recommends the approval of Change Order No. 2 (Final) to Contract K-1718-68 between the City of Norman and Central Contracting Services, Inc. which increases the contract amount by $118,152, and establishes a new contract fee of $836,266.
Funding of the Change Order will come from two accounts: (1) FYE 2018 Rock Creek Road @ 12th NW & Trailwood Signal/Intersection, Utility Relocations (account 050-9079-431.67-01; project TR0059); and (2) Water Distribution System, Construction (the Library Waterline; account 031-9360-462.61-01; project WA0223).
RECOMMENDATION NO. 2: Staff also recommends that $25,857 be transferred from the Water Fund, Water Distribution System, Construction (account 031-9360-462.61-01; project WA0223) to the Capital Fund, Rock Creek Road @ 12th Ave NW & Trailwood, Utilities (050-9079-431.67-01; project TR0059)
RECOMMENDATION NO. 3: Staff also recommends final acceptance of Contract K-1718-68 and final payment to Central Contracting Services in the amount of $155,359.20, which includes $35,837.20 of previously held retainage.