Consideration of Construction Contract Change Order #1: Flagstaff Urban Trail System (FUTS) Signage Project (Approve Change Order #1 to FUTS Signage Project contract)

Approve Change Order No. 1 with Conco Concrete Specialist LLC in the amount of $80,000 and extend the contract by 60 calendar days.

The project is funded by a Federal Highway Administration, Recreational Trails Program (RTP) grant through Arizona State Parks in the amount of $227,777.  The project is also budgeted in the FUTS Signage Program Account #045-05-111-3002-5-4426 FY 2015 in the amount of $4,000.00. Additional funds will be utilized from other FUTS Accounts, described below, for the total construction cost of $232,632.

The project is funded from a federal Regional Trails Program (RTP) grant (65.2%) and city funds (34.8%). The grant funds have additional capacity and can absorb their share of $52,160. The City portion ($27,840) will come from the $50,000 set aside in FY2015 for Special Projects and Un-programmed Work line item.

Yes, a Grant IGA with Arizona State Parks was approved on November 05, 2010; project was awarded September 16, 2014.
 

 

• Approve the Change Order as recommended which would satisfactorily complete the project.
• Reject the change Order, which may result in canceling the project.

The K-signs added with this change order were not included in the original scope due to the estimated construction cost. The bid came in lower than the estimate so it was decided to ask Conco to give us a unit rate for the K-signs. Reviewing the bids the unit rate of $500 per sign is a competitive rate if K-signs were bid at a later date.
 
Several weeks into the project it became apparent that the quantity for excavating the post holes in rock and existing sign removal was going to be significantly higher than in the bid.
 
Given the difficult nature of determining if the post holes were in consolidated rock verses just cobble, the City and Contractor determined that a lump sum rate was appropriate. The Contractor will take full responsibility for any conditions encountered.

This is a joint project between the Arizona State Parks and the City. This change order amount has been authorized by the Arizona State Parks as grant eligible. The Grant will pay for 65% of the change total project cost.

The estimated additional quantities and cost are:

		Quantity	Unit Rate	Amount $
1.02	Existing Sign Removal	160	200	32,000
3.01	Rock Excavation	45	1000	45,000
n.a.	K Signs	80	500	36,000
n.a	Misc. Items	1	10000	10,000
	Total Additional Cost:			123,000

The total cost of the above was negotiated for $95,000. The pending change order will use the $15,000 Contract allowance and $80,000 additional funds for a new contract total of $232,632. Budgeted funds will be from other FUTS projects (045-05-111-3305-5, 045-05-111-3018-5 and 040-05-111-3288-5) until the grant reimbursement occurs.

The K-signs are Adopt-A-FUTS signs. This will involve the community in litter control, light maintenance and informing the City of any safety issues.  

Inform:
A number of presentations were made to the Bicycle and Pedestrian Advisory Committees, Parks and Recreation and Open Space Commissions, and several outside groups at the beginning of the design process. 
 

 

• Approve the Change Order as recommended. 
• Reject the change Order, which would result in further negotiations with Contractor.