DATE: November 8, 2018
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Vernon Gerth, Assistant City Administrator - Community/Economic Development
Paul Holzen, City Engineer/Director of Engineering
Jonathan Marston, Assistant Director of Engineering
William Banks, Staff Engineer 2
SUBJECT:
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*Consideration of Change Order No. 3 (Final Change Order and Project Closeout) to the Construction Contract (COF Contract No. 2015-0002, TDOT PIN 108409.00) with Eutaw Construction Company, Inc. for the Hillsboro Road Improvements Project Phase 2, Independence Square to Mack Hatcher Parkway, for a Project Decrease in the Amount of $640,550.86.
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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. 3 (Final Change Order and Project Closeout) to the construction contract (COF Contract No. 2015-0002, TDOT PIN 108409.00) with Eutaw Construction Company, Inc. for the Hillsboro Road Improvements Project Phase 2, Independence Square to Mack Hatcher Parkway.
Background
The Hillsboro Road Improvements Project Phase 2 construction contract was awarded by the BOMA to Eutaw Construction Company, Inc. on March 8, 2016, in the amount of $11,995,005.13. The construction contract time started on April 18, 2016, with a contract completion date of June 21, 2017 (430 Calendar Days). In May 2017, the BOMA approved Change Order No. 1, which included contract line item additions, line item deletions, and a time extension of 154 calendar days (584 total calendar days). The new completion date was set at November 22, 2017. In June 2018, the BOMA approved Change Order No. 2, which included line item additions, balancing of all contract line items through pay application #23, but no time extension.
The proposed Change Order No. 3/Final Change Order details include the following:
1. Final reconciliation and balancing of all miscellaneous contract line item overruns and underruns.
2. Add line item numbers 415-01.04, Cold Plane Bituminous Pavement (Fine Texture), Lump Sum, and 411-03.08, ACS Mix (PG70-22) Thin Lift Asphalt, TON, to the contract documents per TDOT Local Programs Change Order Request 19.
3. Add line item number 791-99.02, Clean up restoration and closeout, Lump Sum, to the contract documents per Final TDOT Local Programs Change Order Request 20.
4. Time extension of 182 additional calendar days to the contract (766 total calendar days). This extends the contract completion date from November 22, 2017, to May 23, 2018, the date of substantial completion for the project.
See attached Exhibit A for the full Change Order No. 3 documentation. This includes TDOT Local Programs Change Order Requests 19 and 20.
Financial Impact
Change Order No. 1 to the construction contract (COF Contract No. 2015-0002) with Eutaw Construction Company, Inc. was a contract increase of $54,579.35. This created a new contract price of $12,049,584.48.
Change Order No. 2 to the construction contract (COF Contract No. 2015-0002) with Eutaw Construction Company, Inc. was a contract increase of $661,244.97. This created a new contract price of $12,710,829.45.
Resolution 2016-68 included a $500,000.00 contingency allowance for this construction project. Change Orders No. 1 and No. 2 fully depleted the $500,000 contingency, transferring this amount over to the contract.
Change Order No. 3 to the construction contract (COF Contract No. 2015-0002) with Eutaw Construction Company, Inc. is a contract decrease of $640,550.86. This creates a new final contract total of $12,070,278.59.
The contract closeout, including Change Order Numbers 1 through 3, to the construction contract includes the following cost breakdown:
Original Contract Amount: $11,995,005.13
Change Order No. 1: $54,579.35
Change Order No. 2: $661,244.97
Change Order No. 3:
Contract Line Item Balancing: ($352,550.86)
Cleanup, Restoration, and Closeout: ($288,000.00)
Final Contract Amount: $12,070,278.59
Recommendation
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Staff recommends approval of Change Order No. 3 to the construction contract (COF Contract No. 2015-0002) with Eutaw Construction Company, Inc.