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SW Arterial North Cascade Road Reconstruction Change Order No. 4Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Southwest Arterial Project North Cascade Road Grading & Paving Project Change Order No. 4 - Extend Project Limits Iowa DOT Project No. HDP -2100 (655) - -71 -31 DATE: May 3, 2012 Dubuque bierd All-America City 1 2007 City Engineer Gus Psihoyos is recommending approval of Change Order No. 4 for the Southwest Arterial Project North Cascade Road Grading and Paving Project to extend the project limits by 542 feet at a cost of $325,267.69. I concur with the recommendation and respectfully request Mayor and City Council approval. Michael C. Van Milligen MCVM:sv Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF Dui �" E Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer DATE: May 2, 2012 SUBJECT: Southwest Arterial Project North Cascade Road Grading &Paving Project Change Order No. 4 - Extend Project Limits Iowa DOT Project No. HDP -2100 (655)- -71 -31 INTRODUCTION Dubuque krtrd All-AmericaCity 11111! 2007 This memo is a request for City Council approval of Change Order No. 4 and request concurrence to extend the limits of the Southwest Arterial -North Cascade Road grading and paving project for a distance of 542 feet south of its current project limits. The background, benefits and justification for extending the project are summarized in this memo. BACKGROUND The North Cascade Road grading and paving project was let on July 20, 2010, and was awarded to C.J. Moyna &Sons, Inc. for a contract amount of $1,591,521.32. The current project limits include the reconstruction (grading &paving) and realignment of North Cascade Road for a distance of 2,988 feet. The original scope of work included the development of a project that was 3,530 foot in length. However just prior to bid letting, the project limits were adjusted to 2,988 feet as a result of a delay in one property acquisition. All project development activities included the entire 3,530 foot project segment. Project Development Activities A summary of the project development activities is as follows: 1. The Environmental Assessment included the entire North Cascade Road project. The original construction project (3,530 feet) is covered by the EA and FONSI, which was approved on Dec. 20, 2004. 2. The original cultural resources clearances included the original 3,530 foot project. The construction limits are within the clearance boundary. 3. The original Concept Statement was submitted to Iowa DOT on January 4, 2010, and included the entire 3,530 foot project. 4. The Preliminary Plans were submitted to Iowa DOT on January 11, 2010, and included the entire 3,530 foot project. 5. The Check Plans were submitted to Iowa DOT on March 23, 2010, and included the entire 3,530 foot project. 6. Subsequent to the Check Plan submittal, there was a delay in obtaining one property on the project (Parcel 147 - Tigges). The final plans were modified to stop short of this property, and the project was let accordingly. 7. At the time of the project revision, it was discussed with Iowa DOT that the City would like to extend the project by change order if the Parcel 147 - Tigges property was acquired. The Parcel 147 - Tigges property was acquired through eminent domain proceedings on September 28, 2011. Benefits of the Project Extension There are several benefits to the public for extending the project to include the entire 3,530 feet limits: 1. The overall public expected the project to include these limits, as presented in earlier public informational meetings. 2. The traveling public will benefit from completing the project now. If it is not extended now, it will need to be added to a future construction contract, thus disrupting traffic a second time for all travelers on North Cascade Road. 3. The adjacent property owners will benefit from completing the project now, rather than experiencing the impacts of construction traffic, noise, air emissions, etc. a second time in the future. 4. The taxpayers will benefit from completing the project now. Duplicate work elements will be required if the extended area is added to a future construction contract, specifically including the following. (Note that the estimates of actual cost savings would be speculative, and are not included. Cost savings to the taxpayers, however, are expected to be substantial.) a. The prime contractor, CJ Moyna & Sons, has agreed to maintain their contract units costs (2010) for the additional quantities to extend the project limits. b. If the project were to be bid today at current market value, the cost of construction for the additional 542 feet would be approximately $419,500, or an increase of 29% based on the Iowa DOT average unit costs between March 2011 through February 2012. c. A second mobilization will be required to move a new contractor onto the project in the future. d. A second setup of traffic control (signs, barricades, temporary signals, etc.) will be required in the future. e. A second construction inspection crew will be required in the future, adding cost to the project. f. More administrative time and cost will be required of the City and Iowa DOT in the future, to administer a second construction contract. Additional time and cost will be needed to develop a new set of construction plans and bidding documents. The current project was originally developed to include the entire 3,530 foot project, so the extended area can be added to the current construction contract much more easily. g. h. A new NPDES Permit would be required in the future, along with the cost of the additional permit, the cost of implementing and monitoring the erosion control requirements, and the associated administrative time by Iowa DNR and City staff. i. Temporary pavement, and subsequent removal of that pavement, is included in the current construction plans, to allow construction to stop short of the Tigges property. If the project is extended, this work will be eliminated altogether. j. Temporary pavement markings would need to be added now, and later removed and re- painted, when the final project is completed. 5. The Sustainable Design objectives of the project will be met by extending the project now. Unnecessary construction work (such as constructing and later tearing out temporary pavement; moving in and out additional construction equipment; and removing and later re- establishing traffic control) will be eliminated, along with the resources and energy associated with those activities. DISCUSSION Based on the significant public benefits of extending the project now, and the lack of any identified negative considerations, the City requested that the Iowa DOT and FHWA approve the project limits extension. On March 29, 2012 the City received concurrence from the Iowa DOT and FHWA to extend the project limits extension for the Southwest Arterial - North Cascade Road Grading & Paving Project which is compliant with the original project development concept statement. RECOMMENDATION I recommend that the City Council approve Change Order No. 4 which will extend the project limits an additional 542 feet to the south which will allow the Southwest Arterial - North Cascade Road Grading & Paving Project to be fully completed under the current construction contract as originally intended per the project development concept statement. BUDGET IMPACT The estimate of probable cost for the Southwest Arterial - North Cascade Road Grading & Paving Project, including Change Order No. 4 is as follows: Original Construction Contract Change Order No. 1 Change Order No. 2 - Deduct Change Order No. 3 Change Order No. 4 Revised Construction Contract : Amount $ 1,591,521.32 6,351.00 - 17,500.00 1,500.00 325,267.69 $ 1,907,140.01 The project funding summary is as follows: CIP Funding Source Amount 3001287 Federal SAFETEA -LU Funding (80 %) $ 1,525,712.01 3001287 City - Local Funding (20 %) 381,428.00 Total Project Funding $ 1,907.140.01 ACTION TO BE TAKEN I respectfully request City Council approval and authorization for the City Engineer to sign Change Order No. 4 which authorizes the project limits to be extended an additional 542 feet to the south which will fully complete the Southwest Arterial - North Cascade Road Grading & Paving Project as originally intended, Iowa DOT Project No. HDP -2100 (655)-- 71 -31. Prepared by: Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Kent Ellis, Iowa DOT Bob Lentz, AECOM F \PROJECTS \SW ARTERIAL - IA HYW 32 \North Cascade Road (655) - Grading & Paving \Change Orders\ SW Arterial - N Cascade Road Reconstruction (655) - Change Order No 4 - Council Approval Memo Form 830240wd 7/06 'MUD` Iowa Department of Transportation Non - Change Order Part Part Non - Substantial: ❑ ❑ No. 4 Substantial: ® ❑ March 30, 2012 Contract Accounting ID No.: 28197 County Dubuque Concurrence Date Project No: HDP- 2100(655)- -71 -31 Kind of Work: P.C.C. Pavement — Grade / New Date Prepared: 03 -21 -12 Contractor: C.J. Moyna & Sons, Inc. You are hereby authorized to make the following changes to the contract documents. A - Description of change to be made or extra work to be done: 7003 Increase item for "Clearing and Grubbing ". 7004 Increase item for "Special Backfill ". 7005 Increase item for "Excavation, Class 10, Roadway and Borrow ". 7006 Increase item for "Excavation, Class 10, Unsuitable or Unstable Material ". 7007 Increase item for "Topsoil, Strip, Salvage and Spread ". 7008 Increase item for "Modified Subbase ". 7009 Increase item for "Granular Shoulders, Type B ". 7010 Increase item for "Paved Shoulder, Hot Mix Asphalt Mixture, 6 In. ". 7011 Increase item for "Shoulder Construction, Earth ". 7012 Increase item for "Excavation, Class 13, For Widening ". 7013 Increase item for "Standard or Slip Form Portland Cement Concrete Pavement, Class C, Class 3 Durability, 9 In. ". 7014 Increase item for "Hot Mix Asphalt, Driveway ". 7015 Decrease item for "Detour Pavement ". 7016 Increase item for "Surfacing, Driveway ". 7017 Increase item for "Excavation, Class 20, For Roadway Pipe Culvert". 7018 Increase item for "Aprons, Concrete, 24 In. Dia. ". 7019 Increase item for "Culvert, Concrete Roadway Pipe, 24 In. Dia. ". 7020 Increase item for "Aprons, Unclassified, 18 In. Dia. ". 7021 Increase item for "Culvert, Unclassified Entrance Pipe, 18 In. Dia. ". 7022 Increase item for "Subdrain, Longitudinal, (Shoulder) 4 In. Dia. ". 7023 Increase item for " Subdrain Outlet, RF -19E ". 7024 Increase item for "Engineering Fabric ". 7025 Increase item for "Erosion Stone ". 7026 Increase item for "Removal of Pavement ". 7027 Increase item for "Temporary Traffic Signals ". 7028 Increase item for "Concrete Slab Pipeline Protection ". 7029 Increase item for "Turf Reinforcement Mat ". Extend the project 542 feet farther to the southwest. Project work will now begin at Station 2002 +60 instead of 2008 +02. The work will conform to the design details shown in the Plans on various pages and denoted as "Parcel 147 ", "Future Construction ", "NCR SR -1 ", "NRC SR -2 ", etc. All work is described by items that are already in the contract. The working days for the project will be increased by 26 days, resulting in a new total of 156 working days. The added working days are based on the ratio of the increased project costs to the awarded contract value (($325,267.69 / $1,591,521.32) x 130 working days). Accounting ID No. 1 12 18 I 1 19 17 1 2 3 4 5 6 B — Reason for change or extra work: The original Concept Statement for this project included this work. Due to a delay in acquiring one property, the as -bid project limits were reduced to avoid this property. This Change Order extends the project limits to the original limits, as was shown in the Public Informational Meetings and earlier project development documents. See letter dated 3/26/2012, located in the project file, from the city of Dubuque to the District Local Systems Engineer that provides the benefits of performing the work now versus later, validates that the various clearances are valid for the area of the added work, and provides a cost analysis of of the added work. Ci f D bugye, IA % Approved j(% 'Ad District Local Systems Engineer Date Project ngineer Receipt is acknowledged of this change or extra work and terms of settlement are hereby agreed to. Approved contingent upon funds being available under the existing project agreement or upon additional Federal -aid funds being made available by a modified project agreement. Date For the Division Administrator Federal Highway Administration B Approved C.J. Moyna & Sons Date 3/.30//2- Date Cr 4 Assistant Construction Engineer Date DISTRIBUTION: Project Engineer — Forward original to District. District — Nonsubstantial —Forward original and one copy to the Office of Construction and two copies back to the Project Engineer. - Substantial - Forward original and two copies to the Office of Construction. C -1 — Settlement for cost of work to be made as follows: 7003 -7029: Contract unit prices C -2 — Justification for cost(s) D - ITEMS INCLUDED IN CONTRACT If Credit Add "CR" Change No. Line Item Number Unit Price xxx Quantity xxx Amount xx 7003 0020 Clearing and Grubbing 10.000 74.500 745.00 7004 0030 Special Backfill 13.000 410.900 5341.70 7005 0040 Excavation, Class 10, Roadway and Borrow 2.250 3574.000 8041.50 7006 0050 Excavation, Class 10, Unsuitable or Unstable Material 2.250 452.000 1017.00 7007 0090 Topsoil, Strip, Salvage and Spread 3.500 2201.000 7703.50 7008 0100 Modified Subbase 27.000 1021.100 27569.70 7009 0110 Granular Shoulders, Type B 13.000 272.700 3545.10 7010 0140 Paved Shoulder, Hot Mix Asphalt Mixture, 6 In. 22.680 1593.200 36133.78 7011 0150 Shoulder Construction, Earth 175.000 19.000 3325.00 7012 0160 Excavation, Class 13, For Widening 15.000 73.000 1095.00 7013 0190 Standard or Slip Form Portland Cement Concrete Pavement, Class C, Class 3 Durability, 9 In. 33.250 5225.200 173737.90 7014 0220 Hot Mix Asphalt, Driveway 23.460 191.700 4497.28 7015 0230 Detour Pavement 29.340 234.500 CR 6880.23 CR 7016 0250 Surfacing, Driveway 13.100 42.800 560.68 7017 0270 Excavation, Class 20, For Roadway Pipe Culvert 6.500 50.000 325.00 7018 0280 Aprons, Concrete, 24 In. Dia. 1000.000 2.000 2000.00 7019 0300 Culvert, Concrete Roadway Pipe, 24 In. Dia. 43.000 84.000 3612.00 7020 0310 Aprons, Unclassified, 18 In. Dia. 300.000 4.000 1200.00 7021 0320 Culvert, unclassified Entrance Pipe, 18 In. Dia. 25.000 210.000 5250.00 7022 0360 Subdrain, Longitudinal, (Shoulder) 4 In. Dia. 5.500 3550.000 19525.00 7023 0380 Subdrain Outlet, RF -19E 125.000 10.000 1250.00 7024 0460 Engineering Fabric 2.700 52.900 142.83 7025 0480 Erosion Stone 20.650 40.800 842.52 7026 0490 Removal of Pavement 4.300 2940.100 12642.43 7027 0650 Temporary Traffic Signals 1500.000 2.000 3000.00 7028 0690 Concrete Slab Pipeline Protection 180.000 40.000 7200.00 7029 0780 Turf Reinforcement Mat 11.250 164.000 1845.00 TOTAL 325267.69 E - ITEMS NOT INCLUDED IN CONTRACT If Credit, Add "CR" Change No. Item Description Item Number Function Code Unit Price .xxx Quantity .xxx Amount .xx