DATE: October 31, 2017
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Paul Holzen, Director of Engineering
Jonathan Marston, Assistant Director of Engineering
SUBJECT:
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*Consideration of Change Order No. 1 to the Construction Contract (COF Contract No. 2014-0259) with Jarrett Builders, Inc. for the Hunters Bend Elementary Safe Routes to School Project (TDOT PIN 118151.00) for an Increase in Cost of $352,076.00 and a Time Extension Thru January 31, 2018
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Purpose
The purpose of this memo is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Change Order No. 1 to the construction contract (COF Contract No. 2014-0259) for the Hunters Bend Elementary Safe Routes to School (SRTS) Project.
Background
On February 14, 2017, the BOMA approved Resolution 2017-06 to award the construction contract (COF Contract No. 2014-0259) to Jarrett Builders, Inc. in the amount of $321,000.00. A Notice to Proceed (NTP) for construction activities was issued by the City on April 13, 2017, with an effective date of April 24, 2017. This gave a contract completion date of July 24, 2017.
In August, crews began excavation for the reconstruction of the south ramp between the tunnels and the school. During an inspection, the project team halted construction to discuss concerns about the potential for damage to the existing retaining wall, which is adjacent to the day care. Also, a concern was voiced about the long-term maintenance of any remaining steep slopes. The project team, in an effort to stay near the original budget, planned on installing concrete slope paving on the slope beneath the retaining wall. This slope paving would have protected the soil beneath the existing retaining wall. Any other steep slopes were to be matted with permanent turf reinforcement mat and landscaped with native vegetation.
Because of the continued concern with long-term maintenance of any remaining steep slopes. Staff was directed to prepare a change order to construct additional retaining walls in place of slope paving and turf reinforcement matting. The designer quickly determined that the design of the original walls could not be increased in height without significant redesign. By early September, the designer had completed the preliminary design concept and quantities for the new, higher retaining walls. After approval of this preliminary concept by the City, the designer began work on the final retaining wall design. On September 18, 2017, the project team met on-site to determine the approximate limits of the new retaining walls. Based on this information, the designer provided the City with a final set of drawings for the new retaining walls. This information was provided to the contractor on September 28, 2017 for pricing.
On Monday, October 2, 2017, the contractor provided the City with a draft change order for the proposed work. That preliminary pricing was:
• Removal of trees and existing retaining walls that conflict with proposed walls - Lump Sum Price of $14,600.00
• Construction of approximately 2,041 square feet of new retaining walls at an increased height:
o Option A (Natural stone façade to match tunnel surround) - $332,683.00 ($163/SF)
o Option B (Stone form liner) - $210,223.00 ($103/SF)
This information, along with a project status update, was presented to the BOMA at their work session on October 10, 2017. After discussion at the work session, the BOMA directed staff to prepare a change order for the additional retaining walls with a natural stone façade.
Because of the proposed cost, staff requested a detailed breakdown of the quantities and pricing used to develop the proposed costs for the retaining walls. The final, revised cost breakdown, along with a cost estimate by staff, is as follows:
Because of the rising costs, City staff requested additional funding from TDOT for this project. TDOT staff was able to secure an additional $200,000 in federal funds for this project. A contract amendment, providing this additional funding, was approved by the BOMA at their regular meeting on September 12, 2017.
In addition to the proposed retaining walls, the following work, which is necessary to complete the project, is included in the change order:
It is important to note that approximately half of these “additional work items” have already been completed by the contractor in a good faith effort to keep the project moving. Change Order No. 1 represents all additional items and time needed to complete the project, as directed by the BOMA. This change order has been approved by TDOT Local Programs.
Financial Impact
Project expenses approved to date have been charged to the Parks Department annual budget (e.g. GL Code 110-89460-44700). The Engineering Department will work with Administration and the Finance Department to determine the best source of funding for these additional expenses. The following breakdown represents the City’s total financial responsibility for this project:
Recommendation
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Staff recommends approval of Change Order No. 1 to COF Contract No. 2014-0259 with Jarrett Builders, Inc. for the Hunters Bend Elementary Safe Routes to School Project (TDOT PIN 118151.00) at an increased cost of $352,076.00 and a time extension through January 31, 2018.