TITLE
Consider a memorandum/resolution authorizing the execution of Change Order No. 14 to McLean Construction, Inc. for the Trimmier Road Widening Project.
SUMMARY
AGENDA ITEM
AUTHORIZE THE EXECUTION OF CHANGE ORDER NO. 14 TO MCLEAN CONSTRUCTION, INC, FOR THE TRIMMIER ROAD WIDENING PROJECT
ORIGINATING DEPARTMENT
PUBLIC WORKS - TRANSPORTATION DIVISION
BACKGROUND INFORMATION
Due to the increasing volumes of traffic on and around Trimmier Road, on March 26, 2013, the City Council authorized staff to enter into a Professional Services Agreement with Mitchell and Associates, Inc., to prepare the designs for road widening and additional access improvements along Trimmier Road spanning from Jasper Drive to Elms Road and to coincide with construction being completed through the Texas Department of Transportation's (TxDOT) US 190 widening project (CCM/R 13-029R.). At this time, TxDOT's US 190 expansion project extending from the main gate of Fort Hood to W. S. Young Drive is currently underway, increasing from (4) lanes to six (6) lanes. The project scope also includes the widening of Trimmier Road directly under US 190 within the TxDOT right-of-way.
In relation to the Trimmier Road Widening Project, on May 30, 2013, the Killeen-Temple Metropolitan Planning Organization (KTMPO) distributed nomination forms for the Statewide Transportation Planning Metropolitan Mobility (STP-MM) Category 7 funds, an opportunity to help fund the projects within the Trimmier corridor. On September 10, 2013, City Council authorized submission of an application to participate in the KTMPO (STP-MM) Category 7 funds project call (CCM/R 13-103R) to fund a portion (US 190 to Bacon Ranch Road) of the Trimmier Road Widening Project. The City Council also expressed its commitment to fund the remaining portion of the project (consisting of two parts of Trimmier: Bacon Ranch Road to Elms Road and US 190 to Jasper Road). On September 18, 2013, the KTMPO awarded $2,000,000 to the City of Killeen for the Category 7 project with a City match for the estimated balance of the portion of the project submitted. The portion of the project from US 190 to Bacon Ranch Road was estimated to total $3,464,243, minus the $2,000,000 Category 7 award and $156,047 of TxDOT indirect costs, leaving a City match amount of $1,308,196. The match and the remainder of the project were to be funded out of Certificates of Obligation indicated by the Reimbursement Resolution approved by City Council on February 25, 2014 (CCM/R 14-023R).
Prior to these actions, several City Council directives and City staff actions were begun to address traffic congestion, pedestrian improvements, and safety concerns on W. S. Young Drive, Lowe's Boulevard and the Trimmier corridors.
In relation to W.S. Young Drive, on January 26, 2007, the City Manager executed a Professional Services Contract to design the widening of W. S. Young Drive from Bacon Ranch Road to Little Nolan Road. The purpose of this project was to improve the sight distance throughout this corridor and mitigate the potential for vehicular accidents to occur. The installation of a continuous left hand turn lane is intended to improve the sight distance for drivers turning from Bacon Ranch Road northbound onto W.S. Young Drive and the general traffic flow in the area.
In relation to Lowe's Boulevard, on July 12, 2011, the City Council authorized the award of a Professional Services Agreement to design the extension of Lowe's Boulevard from Trimmier Road to Florence Road (CCM/R 10-100R). This project was previously included in the approved prioritized list in CCM/R 10-095R on August 24, 2010. The Certificate of Obligation funding for the prioritized projects was depleted prior to the Lowe's Boulevard project being advertised for bids.
As all of the above-described projects are either contiguous projects or in the same general vicinity and designed by the same firm, City staff proposed that they be combined into one bid package. Including these projects, as recommended, eliminates duplicity of effort and improves coordination for traffic control and construction project sequencing.
Following the above actions, on February 25, 2014, a Reimbursement Resolution was approved by City Council whereby a portion of a future Certificate of Obligation Bond issuance would be used for street improvements. The action proposed that the City's general fund advance funds for the projects identified; when proceeds from the sale of the Certificates of Obligation Bonds were received, any amounts previously advanced from the general fund would be repaid to the general fund (CCM/R 14-023R). On March 11, 2014, a required initial payment of $37,448 from the City to the Texas Department of Transportation (TxDOT) for design review was authorized by City Council to be sent with an executed Advance Funding Agreement (CCM/R 14-029R) to secure the Category 7 funds previously discussed. The construction plans were then subsequently submitted to, and approved by, TxDOT. At that time, TxDOT authorized the City to proceed with the bidding process.
The City advertised for bids on July 27, 2014, August 3, 2014, and August 10, 2014. On August 28, 2014, at 3:15 p.m., bids were opened and read aloud for the construction of the Trimmier Road Widening Project. On September 23, 2014, the City Council authorized awarding a construction contract to McLean Construction, Inc. in the amount of $6,845,845.00 (CCM/R 14-129R).
DISCUSSION/CONCLUSION
Change Order No. 14 will adjust plan quantity items for work on the Lowes West roadway portion of the Trimmier Road Widening project. This Change Order will adjust items for site conditions and add lime stabilization treatment to 24” of existing sub-grade materials deemed unsuitable for roadway construction. City staff developed multiple options including removal and replacement of existing materials and multiple stabilization practices. The proposed option provides the most economical solution. Change Order No. 14 will add 90 days to the project time allotment.
FISCAL IMPACT
The total cost of the project before this Change Order request, pending the approval of Change Order #13, was $7,482,423.25. The total cost of this change is a net increase in the amount of $239,781.00, resulting in a total contract price of $7,722,204.25 or a cumulative 12.80% increase to the original contract. Funding will be available in the Certificate of Obligation 2014 - Fund 347 bond fund, following the encumbrance carryforward and capital improvement projects budget amendment. Expenses for the Trimmier project are charged to account number 347-3490-800.58-76.
RECOMMENDATION
City staff recommends the City Council authorize the City Manager to execute Change Order No. 14 with McLean Construction, Inc., increasing the cost of the contract by $239,781.00.