M&C Review


COUNCIL ACTION:  Approved on 11/6/2018 

DATE: 11/6/2018 REFERENCE NO.: **C-28919 LOG NAME: 20RANDOL MILL ROAD IMPROVEMENTS CHANGE ORDER 1
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Execution of Amendment No. 3 to City Secretary Contract No. 47997 with Dunaway Associates, L.P. in the Amount of $27,000.00 for Randol Mill Road Part 2, and Authorize Execution of Change Order No. 1 to City Secretary Contract No. 50812 with JLB Contracting, LLC, in the Amount of $211,061.71 for Randol Mill Road Part 2 (COUNCIL DISTRICT 5)

RECOMMENDATION:

It is recommended that the City Council:

1.  Authorize the execution of Amendment No. 3, in an amount of $27,000.00, to the Engineering Services Agreement with Dunaway Associates, L.P., City Secretary Contract No. 47997, for the additional design of Randol Mill Road at Precinct Line Road to provide pedestrian and drainage requirements for a revised contract amount of $527,673.00; and

2.  Authorize the execution of Change Order No. 1 to City Secretary Contract No. 50812 with JLB Contracting, LLC, in the amount of $211,061.71 for Street Improvements on Randol Mill Road at Precinct Line Road, Phase 2, Intersection, thereby increasing the contract to an amount up to $1,364,818.42.

 
DISCUSSION:

Dunaway Associates Professional Engineering Agreement. On June 28, 2016, City Council approved Mayor and Council Communication (M&C C-27806) authorizing execution of an Engineering Services Agreement in the amount of $293,763.00 with Dunaway Associates, City Secretary Contract No. 47997, to provide complete design plans for these improvements. On September 26, 2017, City Council approved M&C C-28398 authorizing Amendment No. 1, in the amount of $166,910.00, for additional professional engineering design work and construction management services. On August 7, 2018, City Council approved M&C C-28773 authorizing Amendment 2, in the amount of $40,000.00 which provided for additional professional engineering services with scope changes regarding modifications to landscaping and pedestrian access to reduce long term maintenance costs and improve pedestrian safety. As the result of scope changes in Amendment 2, additional drainage improvements were required. Dunaway Associates proposes to perform these additional professional services in an amount not to exceed $27,000.00. Staff considers this fee to be fair and reasonable for the scope of services to be provided.

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$ Amounts

Project Description

M&C No.

Approved

Initial Contract

$293,763.00

Design capacity improvements for Randol Mill Rd

C-27806

06/28/2016

Amendment 1

$166,910.00

Dividing the project 2 phases and updating the drainage report

C-28398

09/26/2017

Amendment 2

$ 40,000.00

Scope change for Pedestrian Improvements

C-28773

08/07/2018

Amendment 3

$ 27,000.00

Design additional drainage improvements

Pending

Pending

      Total

$527,673.00

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JLB Contracting Construction Contract. On May 1, 2018, Mayor and Council Communication (M&C C-28649) the City Council authorized a contract with JLB Contracting, LLC, in the amount of $1,153,756.71 for Street Improvements on Randol Mill Road at Precinct Line Road, Phase 2, Roundabout Intersection.  This Change Order No. 1, in the amount of $211,061.71, includes the addition of sidewalks, curb ramps, crosswalks, signage and pavement striping as well as modifications to drainage facilities to accommodate these improvements. These additional improvements were added to provide pedestrian crossings at each approach of the intersection and improved pedestrian movement around the intersections. JLB Contracting has delayed commencement of the project until the final design modifications were completed and this change order issued.

The project will begin construction in November 2018 and is expected to be completed in November 2019.

A portion of this project will use 2014 Bond Funds. Available resources within the General Fund will be used to provide interim financing for these expenses until debt is issued. Once debt associated with this project is sold, bond proceeds will reimburse the General Fund in accordance with the statement expressing official intent to reimburse, that was adopted as part of the ordinance canvassing the bond election (Ordinance no. 21241-05-2014) and subsequent actions taken by the Mayor and City Council.

M/WBE OFFICE - JLB Contracting, LLC agrees to maintain its initial MBE commitment of 23% that it made on the original contract and extend and maintain that same MBE commitment of 23% to this first change order.  Therefore JLB Contracting, LLC remains in compliance with the City's BDE Ordinance and attests to its commitment by its signature on the Acceptance of Previous MBE Commitment form executed by an authorized representative of its company.

The project is located in COUNCIL DISTRICT 5.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current capital budget as appropriated, of the 2014 Bond Program Fund. Prior to an expenditure being incurred, the participating department has the responsibility to validate the availability of funds.

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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Douglas Wiersig (7801)
Additional Information Contact:
Wilma Smith (8785)

 
 
ATTACHMENTS
  Form 1295 Dunaway - Randol Mill Amend3.pdf
  Form 1295 Randol Mill Roundabout .pdf
  Map Randol Mill.pdf