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CHANGE ORDER NO. ONE TO CONTRACT K-1819-8: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA AND W.E.B. CONSTRUCTION, INC., DECREASING THE CONTRACT AMOUNT BY $1,530.12 FOR A REVISED CONTRACT AMOUNT OF $1,581,620.38 FOR THE 24TH AVENUE S.E. WATER LINE RELOCATION PROJECT (PHASE 1) AND FINAL ACCEPTANCE OF THE PROJECT.
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BACKGROUND: On November 22, 2011, the Norman City Council approved Programming Resolution R-1112-62, requesting federal funds for the 24th Avenue East Widening Project. This resolution states the City’s commitment to adhere to the terms and conditions of a federally funded project including engineering design, acquisition of all necessary rights-of-way and relocation of utilities and encroachments at 100% of the City’s cost. In return, the Association of Central Oklahoma Governments (ACOG), through the Oklahoma Department of Transportation (ODOT), agrees to provide 80% of the construction cost, estimated at $7,831,000, and administration of the construction with the matching share from the City of Norman.
On August 28, 2012, the citizens of Norman voted in favor of a Bond Issue to finance the local share of eight transportation/stormwater improvement projects. One of the eight 2012 bond projects is the 24th Avenue East Bond Project. Please see the attached location map showing the project boundaries. The total estimated project cost including design, utility relocations, right-of-way, construction and construction management is $14,300,000. The City’s share is estimated to be $6,300,000.
Proposed improvements for the 24th Avenue East Widening Project include:
1. Widen two miles of roadway from two lanes to four lanes
2. New traffic signal at 24th Avenue East and Meadowood Boulevard
3. Intersection improvements at 24th Avenue East/Meadowood Boulevard and 24th Avenue East /Robinson Street.
4. Interconnect traffic signals on 24th Avenue East from Lindsey Street to Robinson Street
5. Continuous sidewalks and accessibility
6. Stormwater improvements
7. On-street bike lanes
On March 12, 2013, City Council approved engineering services Contract K-1213-169 with Atkins North America, Inc. for the design of the 24th Avenue East Widening Project between Lindsey Street and Robinson Street in the amount of $875,266.50.
On January 23, 2018, City Council approved Contract K-1718-63 in the amount of $45,413 with Oklahoma Natural Gas (ONG) for Phase 1 (Lindsey to Alameda) utility relocations within private easements.
On January 23, 2018, City Council approved the allocation of $74,200 for acquisition services under On-Call Contract K-1314-103 with Pinnacle Consulting Management Group.
On February 27, 2018, City Council approved Amendment No. 1 to Contract K-1213-169 with Atkins North America in the amount of $133,455 for additional design related scope items.
On April 10, 2018, City Council approved Resolution R-1718-102 declaring 24th Avenue East a Recoupment Project.
On June 26, 2018, City Council accepted eight (8) easements from six (6) parcels along the 24th Avenue East Project.
On August 28, 2018, City Council approved Contract K-1819-8 in the amount of $1,583,150.50 for the 24th Avenue East Water Line Relocation Project: Phase 1 with W.E.B. Construction.
On September 11, 2018, City Council accepted one (1) easement from one (1) parcel along the 24th Avenue East Project.
On October 23, 2018, City Council accepted eight (10) easements and two (2) Warranty Deeds from four (4) parcels along the 24th Avenue East Project.
On November 13, 2018, City Council accepted ten (10) easements from three (3) parcels along the 24th Avenue East Project.
On February 12, 2019, City Council approved Contract K-1819-97 in the amount of $2,330,500.00 for the 24th Avenue East Water Line Relocation Project: Phase 2 with H&H Plumbing and Utilities, Inc.
On February 26, 2019, City Council accepted three (3) easements from one (1) parcel along the 24th Avenue East Project.
On April 9, 2019, City Council approved the following items:
• 24th Avenue East Phase 1: ODOT Funding Agreement
• 24th Avenue East Phase 2: ODOT Funding Agreement
• 24th Avenue East Phase 1: ODOT Right-of-Way and Utility Agreement
• 24th Avenue East Phase 2: ODOT Right-of-Way and Utility Agreement
• 24th Avenue East Deferral Fund Appropriations
Tonight’s agenda item is for approving Change Order No. 1 and Final Acceptance of the 24th Avenue East Phase 1 Water Line Project.
DISCUSSION: Roadway utility relocation 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 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 forty-eight (48) bid items, thirty-one (31) items had a quantity change. Fifteen (15) quantity changes resulted in increased cost, while sixteen (16) bid items resulted in decreased cost for an overall contract decrease of $1,530.12 or 0.1%. The contract amount decreased from $1,583,150.50 to $1,581,620.38. Major overrun items included the rock bedding material and 12-inch PVC pipe. Major underrun items included 30-inch valves and tees. Please see the attached Change Order No.1 for a complete list of bid items cost increases and decreases.
Since Change Order No.1 resulted in a contract decrease, funds are still available for the final payment amount of $6,000.00 in the original contract purchase order. This project is being accounted for in BP0192, Account Number 050-9552-431.67-01.
RECOMMENDATION NO. 1: Staff recommends that Change Order No. 1, decreasing Contract K-1819-8 with W.E.B. Construction by $1,530.12 be approved.
RECOMMENDATION NO. 2: Staff further recommends final acceptance of the 24th Avenue East Phase 1 Water Line Project Contract K-1819-8 and final payment to W.E.B. Construction in the amount of $6,000.00.