Memorandum

City of Lawrence

Utilities Department

 

TO:

David Corliss

Debbie Van Saun

FROM:

Chris Stewart

CC:

Bob Skinner, Philip Ciesielski

Date:

July 28, 2006

RE:

August 8, 2006 CC Agenda

 

 

Please include the following information on the consent agenda for the City Commission meeting of August 8, 2006.   

Phase II - Downtown Waterline Improvements – Change Order:

 

Project History:

The current project includes waterline improvements along Massachusetts, from 7th to 9th street.   In addition to the waterline work, the Public Works and Park and Recreation Departments have included electrical, irrigation and milling/ overlay improvements on this project.

 

A date was set by the City Commission for Phase II of the waterline improvements for April 11, 2006 bid opening. 

 

The City Commission awarded the project in the amount of $1,599,584.74 to Nowak Construction on May 2, 2006. This included a revised construction sequence and an incentive of $1,000 per day for each day the project is completed before September 18, 2006.

 

The City Commission approved an incentive program on June 6, 2006 to charge property owners the material cost for fire line improvements  in the 700 and 800 blocks and allow City crews to complete the installation at no cost to the property owner.  The agreement would require the property owner to install fire sprinkler systems inside the building within a 5 year period. 

 

Project Status :  

As of July 26, 2006, the contractor has 26 working days for the waterline activities and 12 working days for the Phase III ( Mill and Overlay / Cleanup).  Waterline work along the east side of Massachusetts is complete and electrical work is approximately 90 % complete on the east side.  The contractor has moved to the west side of Massachusetts and currently installing the water main in the 700 and 800 block. 

 

 Details:

The fire line incentive program was approved by the CC on June 6, 2006 and staff noted in the discussions and memo that various logistical arrangements would require contact with property owners on a case by case basis.  The first step was to contact property owners, answer questions and determine their level of interest.  Upon completion, staff would have a better understanding to develop a realistic timeframe in pursuing a fire line installation for their property and the associated coordination with the waterline work.

Over the past two months, Staff has contacted the business owners in the 700 and 800 block of Massachusetts and presented information about the fire line incentive program and an associated agreement for execution.  At this time, staff has received the following responses:  2 accepted and contract pending; 48 in review and staff waiting for response; 8 declined at this time; 2 partially sprinkled.  Those not interested in the program cited several reasons, including the up-front costs involved and the commitment to have a fully operational sprinkler system installed within five years.  Several property owners wanted to wait until all the incentive programs (including the one mentioned in the 2007 Budget) are on the table. 

At this time, it is reasonable to anticipate that the timing of the mill and overlay in the current contract will conflict with the installation of new fire lines. Completing the mill and overlay (Massachusetts, from 6th street to 9th street) during the current contract will result in excavating the new paving at locations where fire lines will be installed for each property in the short term.  To that end, staff is recommending a change order to deduct the mill and overlay in the current contract.  The contractor has agreed to deduct the work for a payment of $1,000 to reflect administrative work performed to date.  The mill and overlay (and striping) will be scheduled at a later date to reduce the likelihood of excavating new pavement during the installation of fire lines.  The City will also bid the project to have the bulk of mill and overlay work to performed during evening and night hours to minimize the disruption to a number of Massachusetts Street businesses.

The original contract included 70 working days for the waterline installation ( Phase I – East side & Phase II – west side)  and 12 working days for Phase III Construction activities.  Phase  III  included the mill and overlay, final cleanup and punch list activities.   Removing the Mill and Overlay from the project  will allow full traffic and pedestrian access along Massachusetts within 70 working days of the initial contract execution.  However, the contractor will still need time for final cleanup and correcting any deficiencies identified with the final walk through. They have requested 6 working days for Phase III ( cleanup and punch list corrections)  if the City approves the deduct for mill and overlay.  The engineer (BG Consultants) is in agreement that this time is necessary to finalize the project.  

 

Project Funding:

Funding for this project is from the non-bonded construction fund for 2006 waterline improvements.  

 

Action Request:

Utilities staff requests the City Commission to approve the following change order for the Downtown Waterline Contract with Nowak Construction Company: 

 

  • Revise Construction Phase III:  Deduct the Mill and Overlay and Striping from the project in the amount of $ 107,772.84. 
  • Change the working days for Phase III from 12 working days to 6 working days.
  • Revise the date for the $1000 per day incentive for each day the project is completed from September 18, 2006 to September 11, 2006.

 

Thank you for your assistance.  Please advise if you have any questions.