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CHANGE ORDER NO. ONE TO CONTRACT K-2021-8: BY AND BETWEEN THE CITY OF NORMAN, OKLAHOMA, AND CIMARRON CONSTRUCTION COMPANY, L.L.C., DECREASING THE CONTRACT AMOUNT BY $93,843.38 FOR A REVISED CONTRACT AMOUNT OF $737,615.62 AND ADDING 21 DAYS TO THE CONTRACT FOR THE BRIDGE MAINTENANCE PROJECT, FYE 2021 LOCATIONS, AND BUDGET TRANSFER BETWEEN PROJECT ACCOUNTS.
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BACKGROUND: The Oklahoma Department of Transportation (ODOT) is tasked by the Federal Highway Administration (FHWA) to perform Bridge Safety Inspections for all publicly owned structures greater than 20 feet in length. Inspections are performed at least once every two years to identify any critical findings, document the bridge condition and make repair recommendations if necessary. The City of Norman currently has 75 bridges requiring inspection per FHWA criteria.
On December 19, 2017, City Council approved Resolution R-1718-68, selecting H.W. Lochner, Inc. as the City of Norman’s appointed Bridge Inspection Consultant to the Oklahoma Department of Transportation for compliance with the National Bridge Inspection Standards.
H.W. Lochner completed the required Bridge Safety Inspections in November 2019, and provided the inspection reports to City staff. Data obtained from the Bridge Safety Inspections were used to identify bridges that are in need of rehabilitation, maintenance, and/or replacement.
The 2019 Bridge Safety Inspection results identified 13 structurally deficient bridges, 8 functionally obsolete bridges, and 8 bridges at risk of becoming structurally deficient. Based on this data, City staff identified and ranked bridges in need of maintenance activities. This project will perform the identified maintenance activities on seven (7) bridges within the city limits that are deemed to be our highest priorities for maintenance. Maintenance activities include repairing erosion and scour, removing debris, channel reshaping, crack repair, joint sealing and placement of rip-rap. Such maintenance activities are necessary to prolong the life of the City’s bridges and the investment they represent, is vital to insure the safety of the traveling public, and protect adjacent and downstream properties from flooding and erosion.
On August 11, 2020, City Council awarded Contract K-2021-8 for the Bridge Maintenance Project in the amount of $831,459 to Cimarron Construction Company, LLC of Oklahoma City.
On March 19, 2021, all work has been completed at the seven (7) bridge locations identified in Contract K-2021-8 as shown on the attached Location Map.
DISCUSSION: This agenda item is for City Council’s consideration for Change Order No.1 to reconcile quantities on the group of seven (7) project locations as well as to add one (1) new bridge maintenance location to Cimarron Construction’s current contract. Cimarron Construction Company, LLC provided excellent bids on the seven (7) separate bridge maintenance projects in the Bridge Maintenance Project, FYE 2021 Locations and now has made quality repairs, while completing the work approximately five (5) weeks early. For the above mentioned reasons, City staff would like to utilize Cimarron Construction Company’s current contract to make additional repairs at a different bridge location on 72nd Avenue NE just south of Tecumseh Road.
The 72nd Avenue NE bridge location as shown on the attached Location Map sustained scour damage to the channel and wooden retaining wall structures on both sides of the bridge during the May, 2015 flooding events. In addition to the scour repairs, damage to the concrete railing over the years has resulted in the need to replace it with modern guardrail to address the safety issues of the weakened railing. City staff recommends that the above mentioned work be added to Cimarron Construction Company’s contract by change order.
The cost to make the above mentioned repairs based on the estimated quantities is $112,270. The May 2015 Storm Recovery, Construction account for the 72nd Avenue NE Project currently has a remaining budget of $84,998.92 in FEMA reimbursement funds (Account Org 50593387, Object 46101; Project SR0104). Staff proposes that the remaining $27,271.08 needed for this project come from the $40,000 balance in the Franklin Road Bridge Erosion Repair project (Account Org 50596687, Object 46101; Project SR0109).
Staff further proposes that the $12,728.92 that would remain allocated to the Franklin Road Bridge Erosion Repair account be transferred to the Bridge Maintenance Program Construction (Account Org 50596687, Object 46101; Project TC0254) to partially reimburse this account for the work recently completed on the Franklin Road bridge project. The Franklin Road funds were in a project account to fix the west abutment scour as a result of the May 2015 floods. These repairs were made in March 2021 as a part of the Bridge Maintenance Project, FYE 2021 Locations, by Cimarron Construction Company, LLC. Now that the work has been completed, the $40,000 from the Franklin Road Bridge account is available for use on the 72nd Avenue NE bridge maintenance project with the remainder available to reimburse the bridge maintenance account for the work previously completed.
Attached Change Order No. 1 includes both the additional estimated quantities for the proposed new bridge maintenance site on 72nd Avenue NE as well as reconciling the bid quantities to the actual quantities used for the seven (7) completed bridge maintenance locations. There is a total of fifty-three (53) bid items on this contract including thirty (30) from the Base Bid, twenty-two (22) from Alternate 2 Bid and one (1) new bid item on the 72nd Avenue NE bridge location. Of the fifty-three (53) bid items, forty (40) items had a quantity change. Fifteen (15) quantity changes resulted in increased cost, while twenty-five (25) bid items resulted in decreased cost, for an overall contract decrease of $93,843.38 or 11.29%. The contract amount decreased from $831,459 to $737,615.62.
If approved, construction of the 72nd Avenue NE bridge maintenance work will begin on or around April 19, 2021, and be completed within three (3) weeks.
RECOMMENDATION NO. 1: Staff recommends that Council approve the transfer of $40,000 from Project SR0109, Franklin Road Bridge Erosion Repair, Construction (50596687-46101) designating $27,271.08 to Project SR0104, 72nd Avenue NE Bridge Maintenance, Construction (50593387-46101) and $12,728.92 to Project TC0254, Bridge Maintenance Program, Construction (50596687-46101).
RECOMMENDATION NO. 2: Staff further recommends that Change Order No.1, decreasing Contract K-2021-8 with Cimarron Construction Company, LLC by $93,843.38 and adding 21 calendar days to the contract be approved.