DATE: June 25, 2019
TO: Board of Mayor and Aldermen
FROM: Eric Stuckey, City Administrator
Paul Holzen, City Engineer/Director of Engineering
Jonathan Marston, Assistant Director of Engineering
David Hodnett, Staff Engineer 2
SUBJECT:
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*Consideration of Change Order No. 1 (Final Change Order) to the Contract (COF Contract No. 2017-0186) with Adams Contracting, LLC for the Construction of the Carnton Lane Culvert Replacement Project for a Cost Increase of $81,734.46 and a Time Extension of 80 Days
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Purpose
The purpose of this memorandum is to provide information to the Franklin Board of Mayor and Aldermen (BOMA) concerning Change Order No. 1 to the contract with Adams Contracting, LLC for the construction of the Carnton Lane Culvert Replacement Project.
Background
On July 10, 2018, the BOMA approved Resolution 2018-57 to award COF Contract No. 2017-0186 for the construction of a replacement box bridge over Saw Mill Creek on Carnton Lane. This replacement bridge was necessary to replace the existing, deteriorated corrugated metal pipe. The original contract price was $256,225.10 with a total contract time of 90 calendar days. Resolution 2018-57 also established a project contingency of $75,000.00 to expedite the handling of any changes due to unforeseen conditions.
The effective date of the Notice to Proceed was October 8, 2018. With a contract length of 90 days, the date of completion was established as January 6, 2019. Well into construction, a water line, which was not previously located, was discovered to be in direct conflict with the continued construction of the project. The time needed to design a relocation plan and to obtain proper permitting caused significant delay to the project schedule. The delay for the water line relocation also delayed the final paving until Spring 2019.
Change Order No. 1 is the final, close-out change order for this project. The cost overrun of $81,734.46 includes: $66,380.00 for the water line relocation, $9,941.00 due to a pavement quantity miscalculation, $1,850.00 to replace a section of fence impacted by the project, and $3,563.46 to cover additional minor line item overruns. City staff believes the time extension of 80 days is warranted due to the delay caused by the unplanned water line relocation.
Financial Impact
Resolution 2018-57 approved the award of the construction contract in the amount of $256,225.10 and the establishment of a project contingency of $75,000.00. Projects costs to-date have been paid from the Stormwater Fund. Staff anticipates the continued use of the Stormwater Fund’s available balance to pay the remaining project costs.
With the approval of Change Order No.1, the total contract ceiling will become $337,959.56. The existing $75,000.00 project contingency will be utilized for the bulk of this cost increase, with the balance of $6,734.46 to come from the Stormwater Fund.
Recommendation
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Staff recommends approval of Change Order No. 1 to the Construction Contract (COF Contract No. 2017-0186) with Adams Contracting, LLC for a cost increase of $81,734.46 and a time extension of 80 days.