Title
Resolution to Ratify Emergency Change Order Request to the Construction Contract with E.T. MacKenzie Company for the Plymouth Road and Green Road Water Main Replacement Project ($474,645.84)
Memorandum
Attached for your review and approval, please find a resolution that ratifies the Emergency Change Order (Change Order #2) to the Construction Contract with E.T. MacKenzie Company for unanticipated work needed to complete the Plymouth Road and Green Road Water Main Replacement project.
In August 2016 and January 2017, large water main breaks occurred within the Plymouth Road and Green Road intersection. In response, the Public Works Unit expedited the design of a project to remove and replace all existing water main within the immediate vicinity of the intersection. In coordination with the water main replacement, the City reconstructed the entire intersection to address the loss of supporting soil.
The work on this project commenced on May 8, 2017. During construction, the contractor and staff faced challenges with existing valves not shutting off properly. In order to limit the number of properties without water service during scheduled shutdowns, the contractor had to use additional line stops, gate valves, and insertion valves. There were also challenges with making connections to existing pipes, which in many cases were found to be in poor condition. All of this required the extension of the construction limits, and therefore increased the cost of the project.
In addition, some existing utility locations were found in the field to be in conflict with the proposed water main location. The contractor had to reroute the new water main in the field, which required installation of additional pipe and fittings. Additional traffic control devices were also needed to be installed to provide a safe work environment adjacent to traffic.
The construction contract with E. T. MacKenzie Company in the amount of $2,059,990.00 was approved on April 17, 2017 (Resolution R-17-114). Change Order #1, in the amount of $193,354.25, was approved administratively on October 17, 2017 within the authorized $205,999.00 contingency amount.
This Emergency Change Order (Change Order #2) addressed the issues encountered during construction and allowed for the work to continue uninterrupted in order to satisfactorily complete the project. As provided in City Code Section 1:316, the Public Services Area received an emergency authorization to grant approval of a change order to the existing construction contract with E.T. MacKenzie Company for this work. Sufficient contingency funds are not available to cover Change Order #2
E.T. MacKenzie Company complies with the City’s non-discrimination and living wage ordinances.
Staff
Prepared by: Nicholas S. Hutchinson, P.E., City Engineer
Reviewed by: Craig Hupy, Public Services Area Administrator
Approved by: Howard S. Lazarus, City Administrator
Body
Whereas, City Council approved a construction contract with E. T. MacKenzie Company for the Plymouth Road and Green Road Water Main Replacement project, Resolution R-17-114;
Whereas, A substantial amount of additional work was required primarily because of the extension of the project limits due to poor pipe condition, non-operational valves, and rerouting around existing utilities;
Whereas, Change Order #1 in the amount of $193,354.25 was approved administratively on October 17, 2017;
Whereas, E. T. MacKenzie Company complies with the City’s Non-Discrimination and Living Wage Ordinances; and
Whereas, Funding for these services is available in the approved Water Supply System Capital Budget;
RESOLVED, That City Council ratify the Emergency Change Order (Change Order #2) to the construction contract with E.T. MacKenzie Company for the Plymouth Road and Green Road Water Main Replacement in the amount of $474,645.84;
RESOLVED, That the City makes the following declaration for the purpose of complying with the reimbursement rules of Treasury Regulations 1.150-2 pursuant to the Internal Revenue Code of 1986, as amended, that the City reasonably expects to reimburse itself for expenditures for the costs of the Project with proceeds of Bonds; and
RESOLVED, That the City Administrator be authorized to take the necessary administrative actions to implement this resolution.