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CHANGE ORDER NO. ONE TO CONTRACT K-1819-97: BY AND BETWEEN THE CITY OF NORMAN AND H&H PLUMBING & UTILITIES, INC., INCREASING THE CONTRACT AMOUNT BY $11,259.40 FOR A REVISED CONTRACT AMOUNT OF $2,341,759.40 FOR THE 24TH AVENUE EAST WATER LINE RELOCATION PROJECT, PHASE 2, 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% 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 (20%) share from the City of Norman.
On August 28, 2012, the citizens of Norman voted in favor of a General Obligation 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 $15,388,000. The City's share is estimated to be $7,518,000.
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 (8) 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 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
On June 20, 2019, ODOT conducted the bid opening for Phases 1 and 2 of the 24th Avenue East Widening Projects. Silver Star Construction Company had the low bid in the amount of $9,437,000 for the two combined projects. On July 1, 2019, the Transportation Commission awarded this project to Silver Star Construction Company. Construction is anticipated to be substantially complete in January 2021.
On August 13, 2019, City Council approved Change Order No. 1 with W.E.B. Construction on the Phase 1 Water Line Project, decreasing the contract amount by $1,530.12 for a new contract amount of $1,581,620.38. Final acceptance of the project was also approved.
On September 10, 2019, City Council approved Amendment No.1 to the ODOT Phase 1 Contract K-1819-128 (Lindsey Street to Alameda Street) and Amendment No.1 to the Phase 2 Contract K-1819-129 (Alameda Street to Robinson Street), which adjusted the federal funding balance between the two projects so the City could maximize the federal funds for the combined project. City Council also approved invoices to ODOT in the amounts of $94,304.60 for Phase 1 and $65,576.20 for Phase 2 to pay the City's share of current construction and construction management costs based on the new project totals calculated after ODOT's bid opening for this project.
This agenda item is for approving Change Order No. 1 and Final Acceptance of the 24th Avenue East Phase 2 Water Line Relocation 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 fifty-five (55) bid items, thirty (30) items had a quantity change and three (3) new bid items were added. Fifteen (15) quantity changes resulted in increased cost, while eighteen (18) bid items resulted in decreased cost for an overall net contract increase of $11,259.40 or 0.48%. The contract amount increased from $2,330,500 to $2,341,759.40. The quantity overruns and underruns were very minor for a project of this size and generally a result of minor field changes to work around other existing utilities. Please see the attached Change Order No.1 for a complete list of bid items cost increases and decreases.
Funds are available for the $11,259.40 Change Order No. 1 increase in Project BP0192, 24th Avenue East, Utility (50595552-46701). The final payment amount owed to H&H Plumbing and Utilities, Inc. is $167,581.04, which includes the full 5% project retainage.
RECOMMENDATION NO. 1: Staff recommends that Change Order No. 1, increasing Contract K-1819-97 with H&H Plumbing and Utilities, Inc. by $11,259.40 be approved.
RECOMMENDATION NO. 2: Staff further recommends final acceptance of the 24th Avenue East Phase 2 Water Line Project Contract K-1819-97, and final payment to H&H Plumbing and Utilities, Inc. in the amount of $167,581.04.