09-84 Resolution No. 09-84
RESOLUTION
APPROVING CHANGE ORDER NO. 1 IN THE CONTRACT WITH
ARROW ROAD CONSTRUCTION FOR THE 2008 NEIGHBORHOOD
RESURFACING PROJECT
WHEREAS, the City of Elgin has heretofore entered into a contract with Arrow Road
Construction for the 2008 Neighborhood Resurfacing Project; and
WHEREAS,it is necessary and desirable to modify the terms of the contract as is described
in Change Order No. 1, attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
ELGIN,ILLINOIS,that Olufemi Folarin,City Manager,be and is hereby authorized and directed to
execute Change Order No. 1,a copy of which is attached hereto and made a part hereof by reference.
s/Ed Schock
Ed Schock, Mayor
Presented: April 8, 2009
Adopted: April 8, 2009
Omnibus Vote: Yeas: 6 Nays: 0
Attest:
s/Diane Robertson
Diane Robertson, City Clerk
.' Et.G
`'� �• City of Elgin Change Order
-, •■• )
ELGIN, ILLINOIS
PROJECT 339959
CHANGE ORDER No. 1 AND FINAL
CONTRACT: 2008 Neighborhood Resurfacing Project, Bid No. 08-034
SCOPE: The project involved the resurfacing of streets in various locations throughout Elgin and the
change order is the result of the City adding several streets to the project as well as changing the type of
work originally included in the contract. Besides adding streets, the City changed the lim-
its/requirements for asphalt grinding and concrete curb removal and replacement.
REASONS FOR CHANGE: The awarded contract was changed to add the following streets in whole
or in part; Covered Bridge Court, Church Drive, Red Barn Lane, Oakley Avenue, Mosley Street,
Gertrude Street, Wilcox Avenue, Adams Street, Villa Street, Channing Street, Morningside Drive,
Morningside Court and Morningside Point adding approximately 3 miles of streets, added a full
width/full depth grinding provision, adding approximately 160,000 square yards of grinding and deleted
an edge grinding quantity of approximately 122,000 square yards, added miscellaneous items due to the
added streets such as pavement markings and signal detector loops. The change in the type of grinding
added approximately $300,000 to the overall contract.
The reasons supporting the change order must demonstrate the change order are:
• The circumstances said to necessitate the change in performance were not reasonably fore-
seeable at the time the contract was signed
• The change is germane to the original contract as signed
• The change order is in the best interests of the City of Elgin and authorized by law
SUMMARY OF CHANGES IN CONTRACT AMOUNT: The contract is being changed to account
for increased costs and extension of the completion date to accommodate the added streets and increased
effort to provide pavement grinding.
ORIGINAL CONTRACT AMOUNT: $6,671,549.82
CHANGE ORDER No. 1
Please see the attached tabulation for descriptions and associated costs
of work included in Change Order No. 1 AND FINAL.
TOTAL FOR CHANGE ORDER NO. 1: ADD $208,394.50
TOTAL OF PREVIOUS CHANGE ORDERS: ADD $0.00
TOTAL REVISED CONTRACT AMOUNT: $6,879,944.32
The original amount of the contract with Arrow Road Construction is $6,671,549.82. Change Order No.
1 will increase the original contract amount by a total of$208,394.50, that sum representing three per-
cent(3%)of the original contract amount. The new contract amount, inclusive of all change orders is
$6,879,944.32.
OTHER CONTRACT PROVISIONS: The completion date is extended to November 30, 2008. All
other contract provisions remain the same.
CHANGE ORDER No. 1 AND FINAL
Agreed to this day of , 2009.
Recommended by:
Department of Public Work
By: fre.tL.5
Title:
Date: 2 4 D
Signature:
Accepted by:
Arrow Road Construction
Party of e Second Part (C ctor)
By:
Title: �(w`CA- - I.2
Date: Z ) 0
Signature: JAA.4,cv....()_- _7"N
Approved by:
CITY OF ELGIN
Party of the First Part (Owner)
By: Olufemi Folarin
Title: City Manager
Date: Apr' I g� _ •• 9
Signature: 4.u.
F:\Public_Works\Engineering\C • .':. ••esurfacing\Neighborhood 2008\Change Order Final Draft 020609.doc
ELGIN,ILLINOIS
PROJECT 339959
ATTACHMENT FOR CHANGE ORDER No.1 AND FINAL
CONTRACT:2008 Neighborhood Resurfacing Project,Bid No,08-034
Pay Item added quantity deducted unit price increase in cost decreas in Reason for change
quantity cost
1 HMA BC SP N30 IL-9.5L MIX D 157.23 $49.90 $7,845.78 increased lineal feet of streets
dereased number of streets with edge grinding where this binder material would be
2 HMA SC SP N30 IL-9.5L MIX D 1717.69 $52.40 $90,006.96 used.
3 BIT SURF REM SPL 121882 $2.60 $316,841.20 dereased number of streets with edge grinding
4 BIT MATLS PR CT SS-1 38282 $0.01 $382.82 entire quantity not utilized
increased the length of removal and replacement in Valley Creek and College
5 COMB CURB&GUTTER REM 2,317.00 $5.00 $11,585.00 Green to eliminate drainage problems and address resident concerns.
increased the length of removal and replacement in Valley Creek?Is any of the
6 COMB B-6.12 CURB&GUTTER 2,317.00 $15.00 $34,755.00 total quantity the portion damaged by Arrows operator?
7 SIDEWALK REM 1709 $1.00 $1,709.00 entire quantity not utilized
8 PCC SIDEWALK 5" 1269 $6.00 $7,614.00 entire quantity not utilized
9 PCC SIDEWALK 5"HA 440 $20.00 $8,800.00 entire quantity not utilized
10 MH TO BE ADJ SPL 238 $1.00 $23000 entire quantity not utilized
11 MI-I TO BE RECON 20 $500.00 $10,000.00 entire quantity not utilized
12 CB TO BE ADJ 29 $200.00 $5,800.00 no quantity utilized
13 NEENAH R-1712-C FR LID 240 $1.00 $240.00 entire quantity not utilized
14 NEENAH R-1712 FR TY A GR 21 $325.00 $6,825.00 no quantity utilized
15 NEENAH R-3065 TY A FR OB 18 $325.00 $5,850.00 no quantity utilized
16 4"THERMO PAVT MARK 62 $0.48 $29.78 entire quantity not utilized
17 24"THERMO PAVT MARK 1111 $3.50 $3,888.50 entire quantity not utilized
18 THERMO PAVT MARK LTR&SYM 724.7 $3.50 $2,536.45 entire quantity not utilized
19 TRAFFIC CONTROL&PROT $77.918.80 $0.00 $0.00 entire quantity utilized
20 DUST CONT-MECH SWEEPING 150 $1.00 $150.00 no quantity utilized
21 DUST CONT-WATER/W CC 25 $1.00 $25.00 no quantity utilized
22 UNSUIT MAT REM&REPL 250 $1.00 $250.00 no quantity utilized
23 CLASS C PATCH-8" 2080 $20.00 $41,600.00 no quantity utilized
24 CLASS D PATCH-8" 1886 $16.50 $27,819.00 no quantity utilized
25 MISC ADD TO PROJECT 1 $86,481.34 $0.00 $86,481.34 this number offsets the increases listed below.
Total changes to original contract $54,185.78 $617,087.03
CONTRACT PAY ITEMS AND ASSOCIATED UNIT COSTS ADDED TO THE CONTRACTOR AS REQUESTED BY THE CITY
add 1 HMA BC SP N30 IL-19.0L 1019 $57.05 $58,133.95 This asphalt material added due to the increase in grinding depth and width.
add 2 BIT SURF REM FW 3" 162299 $3.90 $632,966.10 This item added at the request of the Mayor and City Manager to reduce the crown
of the streets where used.
add 3 DET LOOP REPLACEMENT 501 $27.00 $13,527.00 This item added due to added streets involving traffic signals. Used at Park,
Division,Kimball and Brandt
add 4 VALVE BOXES TO BE ADJ 29 $425.00 $12,325.00 This item added due to the large number of valve boxes(vents vaults with frame
and grates).
add 5 STR TO BE RECON WINEW TY 24 FR&GR 6 $2,100.00 $12,600.00 This item was added to address several deteriorated storm structures at the
intersection of Park and Dundee.
add 6 6"THERMO PAVT MARK 3438 $0.85 $2,920.60 This item was added to address added streets with wider pavement markings.
add 7 F&P TOPSOIL&SEED 3492 $2.20 $7,882.40 This item was added due to the lack of restoration tern needed in the areas where
curb and gutter were removed and replaced.
add 8 AGG SHOULDERS TY B 223.71 $50.00 $11,185.50 This item was added due to several streets that were also added and these streets
had shoulders versus curb and gutter..
add 9 12"THERMO PAVT MARK 438 $1.95 $850.20 This item was added to address added streets with wider pavement markings.
add 10 DRIVE REM&REPL 6" 33 $155.00 $5,115.00 This item was added due to a couple of locations where the curb had settle at the
driveway. M order to raise the curb the drive approach had to be raised
(replaced)as well.
add 11 SAN MH TO BE ADJ SPL 4 $373.75 $1,495.00 This item was used on Hill Avenue and was necessary to set and reset manhole
frames so the City's crews could get into the sewers during the resurfacing prject.
add 12 AGGREGATE PRIME COAT 147 $85.00 $12,495.00 This item should have been included in the original bid documents but was
inadvertently left out.
Total changes due to added pay items $771,295.75
Total increases to contract $825,481.53
Total decreases to contract $617,087.03
NET CHANGE TO CONTRACT INCREASE BY $208,394.50
Jo?.
March 12,2009 k
TO: Mayor and Members of the City Council ' s
FROM: Olufemi Folarin, City Manager
Joseph Evers, P.E., City Engineer
SUBJECT: Change Order No. 1 and Final with Arrow Road Construction for the 2008
Neighborhood Resurfacing Project
PURPOSE
The purpose of this memorandum is to provide the Mayor and members of the City Council with
information to consider Change Order No. 1 and Final with Arrow Road Construction for the
2008 Neighborhood Resurfacing Project.
RECOMMENDATION
It is recommended that the City Council approve Change Order No. 1 and Final with Arrow
Road Construction, Inc. for 2008 Neighborhood Resurfacing Project in the amount of
$208,394.50, with a final contract value of$6,879,944.32.
BACKGROUND
On May 14, 2008, the City Council awarded the 2008 Neighborhood Resurfacing Project (Bid
#08-034) to Arrow Road Construction. The subject project resurfaced various streets in 12
neighborhoods throughout the City for a total resurfacing of approximately 29 miles of streets.
At the time of award, the City added another eight miles of streets to utilize as much of the
budget as possible.
After the award of the contract, the City added several other streets and changed the character of
the resurfacing. The added streets included Covered Bridge Court and Red Barn Lane in the
Woodbridge North Subdivision, Oakley Avenue and Moseley Street in the older west side
neighborhoods, Channing Street and Villa Street in older east side neighborhoods and several
block long sections including part of Gertrude Street, Wilcox Avenue and Adams Street. The
change in character of the resurfacing included changing an edge grind with a thin layer of
binder and surface to a full width grinding with a thicker layer of binder and surface. This
change was the result of concern regarding the cross slope of the streets in the older
neighborhoods.
Change Order No. 1 and Final 2008 Neighborhood Resurfacing Project
March 12, 2009
Page 2
The change order also added several weeks to the completion date. In addition, initial
construction was completed in late 2007. After the project was completed, the City decided that
the finish product needed additional work.
The additional work requested by the City included removal of an existing gravel shoulder and
replacement with curb and gutter, replacement of one end of the completed planter,
remobilization, and traffic control. Change Order No. 1 is attached.
COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED
None
FINANCIAL IMPACT
The contract and change order with Arrow Road Construction are $6,671,549.82 and
$208,394.50, respectively, for a total contract amount of $6,879,944.32. The project number
339959, account number 275-0000-791.92-30 will have to be increased to close out this project.
Project Budget
275-0000-791.93-80 339959 $ 939,443
276-0000-791.93-80 339959 $6,000,000
Total $6,939,443
Project Purchase Orders:
Arrow Road Construction (Construction)
275-0000-791.93-80 339959 $ 671,550
276-0000-791.93-80 339959 $6,000,000
$6,671,550
Civil Engineering Services (Inspection)
275-0000-791.93-80 339959 $ 209,484
STATE Testing
275-0000-791.93-80 339959 $ 55,200
Hampton, Lenzini $ 7,129
Suburban News $ 780
TOTAL OF THREE PURCHASE ORDERS $6,944,143
Change Order No. 1 and Final 2008 Neighborhood Resurfacing Project
March 12, 2009
Page 3
The difference between budget and purchase orders includes transfers (one to Wing Park
Boulevard for the Channing Square portion of that project) and minor expenses (i.e. bid
advertising in the Courier News).
There is funding remaining from the other street resurfacing and street rehabilitation projects, to
cover Change Order No. 1 in the amount of$208,394.50.
Project Project# Account# Account Remaining
Wing Park Boulevard 59910C 27500007919380 $ 96,426
Country Knolls/Jefferson 59910B 27500007919380 $ 15,442
Walnut Avenue 59910A 27550007919380 $101,227
Total Resurfacing and Rehabilitation funds available $213,095
LEGAL IMPACT
None
ALTERNATIVES
1. The City Council may choose to approve Change Order No. 1 and Final with Arrow
Road Construction.
2. The City Council may choose to reject Change Order No. 1 and Final with Arrow Road
Construction.
Respectfully submitted for Council consideration.
JE/do
Attachment
.4 OF Et C'
r " a2 City of Elgin Memorandum
•
°"10 4w,
Date: April 14, 2009
To: Joe Evers, City Engineer
From: Jennifer Quinton, Deputy City Clerk
Subject: Resolution Nos. 09-84, Adopted at the April 8, 2009, Council Meeting
Enclosed you will find the agreement listed below. Please distribute to the appropriate parties
and if needed, retain a copy for your records. If you have any questions please feel free to
contact our office 847-931-5660 and we will do our best to assist you. Thank you.
• Change Order No. 1 in the Contract with Arrow Road Construction for the 2008
Neighborhood Resurfacing Project