9.E.
City Council Meeting
- Meeting Date:
- 07/21/2015
- From:
- Trevor Henry, Project Manager
Information
TITLE:
Consideration and Approval of Contract: Confirming Change Order No. 3 for La Plaza Vieja 2010 Bond Project (Approve Change Order #3 for contract with L.P.'s Excavating, Inc.).
RECOMMENDED ACTION:
1) Approve Confirming Change Order No. 3 with LP’s Excavating, Inc. in the amount of $120,093.43
2) Authorize the Interim City Manager to execute the necessary documents.
Executive Summary:
Approval of this Confirming Change Order No. 3 will allow the City to close out the La Plaza Vieja 2010 Bond with LP's Excavating, Inc. from Williams, AZ. The Confirming Change Order No. 3 will compensate the contractor for work that was performed due to unforeseen circumstances. Coordination efforts to resolve conflicts with natural gas facilities and unforeseen field conditions resulted in additional trench rock excavation and trench pavement surfacing for the new sewer infrastructure. The additional work resulted in additional costs that were outside of the contract amount, the cost was negotiated and the final amount is the compensation that the City will provide. The funding source for Confirming Change Order No. 3 is from the Utility program and will come from the FY 16 approved budget. The amount of Confirming Change Order No. 3 does not affect the overall delivery and funding of the 2010 Bond Improvement Program.
Financial Impact:
Confirming Change Order No. 3 will be funded by the FY 16 Annual Sewer Replacement Fund (203-08-375-3220-0-4421). The amount does not affect the overall delivery and funding of the 2010 Bond Improvement Program.
Connection to Council Goal and/or Regional Plan:
3) Provide sustainable and equitable public facilities, services, and infrastructure systems in an efficient and effective manner to serve all population areas and demographics
Has There Been Previous Council Decision on This:
Yes, Council approval of the award of construction contract on June 4, 2013.
Options and Alternatives:
1) Approve the Confirming Change Order No. 3 as recommended.
2) Reject this Confirming Change Order No. 3 and direct staff to continue negotiations with the contractor and/or locate an alternate funding source. This option would delay the close of the project.
Background/History:
This project was programmed near the completion of the 2010 Bond Program. The scope of the project includes new 8” sanitary sewer mains and services, new 8” water mains and services and new fire hydrants. The design of the project considered minimal work for installation of the new water and sewer infrastructure. The design was developed with input from the natural gas company on their gas infrastructure. The project did not account for a winter shut down.
Conflicts with the gas infrastructure were discovered as construction began. Unforeseen field conditions relating to the existing non-compliant sewer trenches were discovered within the project limits. These two field conditions required additional work from the contractor to complete the project as designed. The time for the additional work required the project to enter into a winter shut down. The project had to address the uncompleted sewer trenches and make it traversable throughout the winter months. Temporary asphalt was used by the contractor to pave the uncompleted sewer trenches.
The Change Order Committee reviewed and approved this Confirming Change Order No.3 at their July 2, 2015 meeting.
Conflicts with the gas infrastructure were discovered as construction began. Unforeseen field conditions relating to the existing non-compliant sewer trenches were discovered within the project limits. These two field conditions required additional work from the contractor to complete the project as designed. The time for the additional work required the project to enter into a winter shut down. The project had to address the uncompleted sewer trenches and make it traversable throughout the winter months. Temporary asphalt was used by the contractor to pave the uncompleted sewer trenches.
The Change Order Committee reviewed and approved this Confirming Change Order No.3 at their July 2, 2015 meeting.
Key Considerations:
Discussions have taken place with the natural gas company regarding responsibility due to the conflicts with their infrastructure. The City will compensate the contractor for Confirming Change Order No. 3 in order to begin the close out process. Funding for Confirming Change Order No. 3 will be allocated from the approved FY 16 budget for Utility Department's Annual Sewer Replacement Program. There is adequate funding available to fund the entire amount of Confirming Change Order No. 3.
Expanded Financial Considerations:
Confirming Change Order No. 3 will be funded by the FY 16 Annual Sewer -Replacement Program in the amount of $120,093.43 (203-08-375-3220-0-4421).
The amount of Confirming Change Order No. 3 will complete the La Plaza Vieja 2010 Bond Project. The amount does not affect the overall delivery and funding of the 2010 Bond Improvement Program.
The amount of Confirming Change Order No. 3 will complete the La Plaza Vieja 2010 Bond Project. The amount does not affect the overall delivery and funding of the 2010 Bond Improvement Program.
Community Benefits and Considerations:
The project improved the water and sewer infrastructure within the La Plaza Vieja Neighborhood. The water and sewer system now meet the City’s minimum standards for operation and maintenance.
Community Involvement:
Inform
Expanded Options and Alternatives:
Approve the Confirming Change Order No. 3 as recommended
Reject this Confirming Change Order No. 3 and direct staff to continue negotiations with the contractor and/or locate an alternate funding source. This option would delay the close of the project.