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CHANGE ORDER NO. ONE TO CONTRACT K-1718-127: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND RUDY CONSTRUCTION COMPANY INCREASING THE CONTRACT AMOUNT BY $11,059.95 FOR A REVISED CONTRACT AMOUNT OF $297,386.95 FOR THE MAIN STREET PAVING PROJECT FROM JONES STREET TO PORTER AVENUE, FINAL ACCEPTANCE OF THE PROJECT, AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: The Main Street Streetscape Project from Park Avenue to James Garner Avenue was completed utilizing City and Federal funding. This project included a mill and overlay of Main Street through this corridor. On June 5, 2017, the Oklahoma Department of Transportation (ODOT) Transportation Commission awarded the ODOT participating Main Street Streetscape Project to Rudy Construction in the amount of $3,052,446.98. Proposed improvements for the Main Street Streetscape Overlay Project included:
1. Pavement mill and overlay
2. Pavement markings
3. Stamped and colored asphalt at intersections
The remaining blocks of Main Street from Jones Avenue to Porter Avenue had been completed previously and the stamped and colored asphalt at the intersections were in need of repair and there were several sections of the asphalt that needed repair. To capitalize on the Main Street Streetscape Project, on May 22, 2018, City Council approved Contract K-1718-127 with Rudy Construction Company to complete the Main Street Streetscape Overlay Project between Jones Avenue and Porter Avenue in the amount of $286,327 using City Capital Funds. This contract utilized the contractor for the Main Street Streetscape Project ensuring that the pattern and colors used at the intersections would be consistent through the corridor and to provide for a uniform fresh look for all of Downtown Main Street.
DISCUSSION: Roadway construction projects are awarded to the lowest responsible bidder. Contractor bids are determined using plan quantities multiplied by the contractor’s unit prices for all bid items of the contract. The total of all of these costs represent 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.
Quantity adjustments for Change Order No. 1 addressed a small pavement mill and overlay overrun of 194 square yards and an additional 84 square yards of stamped and colored asphalt. The mill and overlay adjustments were a result of minor tie in changes at the side streets. The stamped and colored asphalt overrun was the result of a field change to the plans. The intent of the Main Street Streetscape Project was to have all intersections between University Boulevard and Porter Avenue receive the stamped and colored asphalt improvements. However, the Legacy Trail crosswalk and the two Jones Avenue crosswalks were inadvertently left off the plans. As a result, a field change was made to include this work in the project. All work is now complete on this phase of the project so Change Order No. 1 will be the only change order to Contract K-1718-127.
Change Order No. 1 results in an increase of $11,059.95, increasing the total contract amount from $286,327 to $297,386.95, which is a 3.9% increase. This portion of the streetscape project is 100% City funded. The original Contract K-1718-127 with Rudy Construction was partially funded from the remaining balance in the construction account of the adjacent ODOT Main Street Streetscape Project located between Park Drive and James Garner Avenue. The remainder of the balance was paid for from excess funds in a completed Streets Bond Project. Staff proposes to pay for Change Order No. 1 from excess funds in Street Capital Project SC0584, Construction Account 050-9511-431.61-01, which will require a transfer to the Main Street Streetscape Project TR0047, Construction Account 050-9300-431.61-01.
Since this overlay project is City administered, the construction inspection tasks are completed by city staff. Like all other City administered projects, City staff utilize on-call contracts to perform the testing of the materials used on the project to ensure they meet the City specifications and that they are installed in conformance with these requirements.
CEC was the testing firm used on this specific project and the total cost of their services was $3,653.0 Since 100% of the project funds were used toward the construction of the project, a transfer of funds from a project with excess funds available is necessary to pay for the testing services.
Staff proposes to pay for CEC’s testing services from excess funds in Street Capital Project SC0584, Construction Account 050-9511-431.61-01, which will require a transfer to the Main Street Streetscape Project, Design (account 050-9300-431.62-01; project TR0047).
RECOMMENDATION NO. 1: Staff recommends that City Council transfer funds in the amount of $11,059.95 from Street Capital Project, Construction (account 050-9511-431.61-01; project SC0584) to the Main Street Streetscape Project TR0047, Construction (account 050-9300-431.61-01; project TR0047).
RECOMMENDATION NO. 2: Staff further recommends that City Council transfer funds in the amount of $3,653 from Street Capital Projects, Construction (account 050-9511-431.61-01; project SC0584) to the Main Street Streetscape Project, Design (account 050-9300-431.62-01; project TR0047).
RECOMMENDATION NO. 3: Staff further recommends that Change Order No. 1 increasing the contract amount by $11,059.95 be approved.
RECOMMENDATION NO. 4: Staff further recommends final acceptance of the Main Street Streetscape Overlay Project Contract K-1718-127 and final payment in the amount of $25,376.30. Funds will be paid from the Main Street Streetscape Project, Construction (account 050-9300-431.61-01; Project TR0047).