Consider Change Order for City Improvement Project #11-09; Alpine Drive Overlay

The Alpine Drive Overlay project, from Ramsey Boulevard to 153rd Court, was approved by the Public Works Committee at their March 2011 meeting.  During discussion it was decided to break the project into two, with phase one occurring in late 2011 and including an edge mill and overlay from Ramsey Boulevard to 153rd Court.  Phase two would be delayed until 2012 and include an edge mill and overlay from 153rd Court to Sunfish Lake Boulevard (and the investigation of additional alternative technologies that would prolong the life of the pavement), and a trail along the north side of Alpine Drive that would connect Alpine Park to Ramsey Boulevard and north to the recently completed boardwalk into the SWEETBAY RIDGE subdivision (with funding yet to be determined).  This matter was subsequently ratified by the City Council at their first meeting in April, and advanced through the bidding process.

On September 13, 2011 the City Council approved a revised scope for this project, which went from an edge mill and overlay to a full depth reclamation.  There were slightly higher costs estimated with this revised approach but the end product was determined to be better, and the City will also be receiving excess class 5 product from the job that can be used on other public works projects throughout the City.  Bids were received and a contract awarded on September 27th.  During the preconstruction meeting it was discovered that a bid item in the specifications (subgrade preparation) was inadvertently left out of the bid form sheet, therefore a pay item was not included in the original bid from all contractors.  None of the contractors bidding on the project brought this to staff's attention during the bidding process.  The only way this item would change the outcome of the contractor chosen would be if the second low bidder would perform this work at a slight deduct to their original bid.

Staff has reviewed previous projects for costs associated with similar work to perform the required subgrade preparation, and has negotiated a price of $300 per roadway station.  This would equate to a change order of $12,000 and increase the contract amount from $363,222.71 to 375,222.71.

Funding for this project is from the City's MSA account.

Staff recommends approval of this change order for subgrade preparation in the amount of $12,000.

Motion to authorize the proposed change order for subgrade preparation in the amount of $12,000.