HomeMy WebLinkAbout04/04/2006 Blue Sheet Contract Change Order for Cortaro Farms Road Phase 2
TOWN COUNCIL
MEETING
INFORMATION
MEETING DATE: April 4, 2006
TOWN OF MARANA
AGENDA ITEM:
K.l
TO: MAYOR AND COUNCIL
FROM: Kevin T. Thornton, P.E., Assistant Director of Public Works
SUBJECT: Discussion and Direction: Relating to Road Improvements;
approving and authorizing a Contract Change Order for Cortaro
Farms Road Phase 2, UPRR to Star Grass Drive, to fund
additional costs of the project
DISCUSSION
Beginning in April 2004, Cortaro Farms Road from the Union Pacific Railroad to Camino de
Oeste has been on an aggressive schedule to design, obtain environmental clearances, acquire
necessary right(s)-of-way and relocate conflicting utilities for the construction of a 4-lane
divided roadway. Between April and October 2004, the Willow Ridge Development Agreement,
Marana Ordinances Nos. 2004.07 and 2004.14, and Pima County Resolution and Order No.
2004-236 for an intergovernmental agreement (IGA) with the Town were executed. These
authorized $700,000 in developer contributions and $7,000,000 of Pima County bond funds for
design and construction of Cortaro Farms roadway improvements. The schedule in the IGA
states, "Construction of the Project is currently scheduled to commence on or before January 1,
2005, subject to the acquisition of all necessary utility clearances, rights of way and easements
and is currently estimated to be completed approximately 18 months after the start of
construction. "
On May 27, 2005, final 100 percent plans for bid advertisement were completed and the bid
opening was held June 6, 2005. At the time of bid opening there remained unresolved
impediments and constraints that prevented the contract work to be performed per plan by the
contractor. Some of the issues included necessary utility clearances and relocations, right(s)-of-
way and easement acquisitions, environmental permit clearances and Pima County Department
of Environmental Quality (PDEQ) approval to construct the sanitary sewer and potable water
systems. Advertisement, bidding and award of the project anticipated issuance of permits and
clearance of archaeological issues in a timely manner; however, the actual issuance of permits,
and the clearance of archaeological and environmental issues did not occur as anticipated and
therefore, the work and utility relocation by others was delayed, causing various constraints to
the release of all areas of the project for work by the contractor.
To comply with the schedule established in the IGA with Pima County as closely as possible, the
Town needed to pursue resolution to these outstanding impediments to construction, coordinate
and comply as necessary with the multiple agencies involved, and needed control of construction
items and schedules beyond those provided in the construction plans and contract.
Cortaro Farms - Additional Costs
2/24/2004 1:33 PM FJC
On September 13, 2005, an Interim Period was established by Contract Change Order, allowing
the Town to have Hunter Contracting begin work to assist the Town in resolving project
impediments until the reasonable point at which a final construction schedule could be
developed, approved and the contract work could be anticipated to be completed within the
specified contract time. All costs associated with the Interim Period Contract Change Order
could not be fully accounted for at that time and were agreed to be accounted for in a separate
and subsequent Contract Change Order. This separate and subsequent Contract Change Order is
to be issued upon the identification of associated costs after the end of the Interim Period, which
has now been reached.
For the next six months, Hunter Contracting performed work under this agreement, including
required native plant salvage allowing completion of the Phase 1 waterline and utility pole
relocations (overhead utility relocations were completed December 23, 2005), excavation of
overburden at the designated archeological recovery area to facilitate federal environmental
permit clearance compliance, and locating existing underground utilities to identify potential
conflicts requiring re-design.
The necessary utility relocations were completed, and acquisitions ofright(s)-of-way and
easements and PDEQ approvals to construct sanitary sewer and potable water systems were
obtained during this Interim Period. The final major impediment was resolved on March 9,
2006, when the federal environmental permit clearance letter was received by the Town, thus
allowing issuance of the official Notice to Proceed and ending the Interim Period.
Costs associated with the Interim Period six-month delay for the Contractor's Administration and
Overhead beyond normal construction element work performed have been calculated as follows:
1) Actual cost of personnel, equipment and supplies to oversee and administer the project
during this time at a rate of $42,040.02 per month
2) Home Office Overhead averaging approximately $35,184.06 a month
Total Cost of Interim Period requested for Contract Change Order: $463,344.49.
Work performed during the Interim Period was necessary to clear this fast track project of
impediments before regular contract work and contract time could begin. Had the work
performed in the Interim Period not been performed in a timely manner, the utility relocations
and clearances and federal environmental permit clearance could not have been achieved. With
establishment of the Interim Period, not only were all the substantial impediments resolved, but
conditions of the lOA with Pima County were being complied with, almost 20 percent ofthe
contract work was able to be performed, some previously unforeseen conditions have already
been identified and avoided and extra costs for contractor claims due to lost manpower and
equipment standby have been avoided.
Accordingly, the Town and Hunter Contracting entered into an agreement in good faith which
both parties believed would be the most expedient and inexpensive manner to proceed to address
the variety and indeterminate duration of impediments to the project. Staff finds justification to
recommend approval of payment by Mayor and Council.
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ATTACHMENT
Project Timeline.
RECOMMENDATION
Staff finds justification to recommend approval of payment by Mayor and Council and
recommends approval and authorization of Contract Change Order to fund additional costs.
SUGGESTED MOTION
I move to approve and authorize a Contract Change Order to fund additional costs for the
Cortaro Farms Road Phase 2, UPRR to Star Grass Drive project.
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TOWN COUNCIL
MEETING
INFORMATION
TOWN OF MARANA
ATTACHMENT
Project Timeline
April 2004 - Willow Ridge Development Agreement and Marana Ordinance No. 2004.07
approved by Mayor and Council providing for a developer contribution for design of Cortaro
Farms improvements from the UPRR to Camino de Oeste.
August 2004 - Pima County Resolution and Order No 2004-236 approved an Intergovernmental
Agreement authorizing Pima County to provide $7,000,000 of County bond funds for costs
incurred by the Town for construction of Cortaro Farms from UPRR to Camino de Oeste, which
the Town would administer, and the Town would be responsible for all costs ofthe Project in
excess of those allocated by the County. Agreement states that the construction is currently
scheduled to commence on or before January 1, 2005, subject to the acquisition of all necessary
utility clearances, right(s)-of-way and easements, and estimated to be completed approximately
18 months after the start of construction.
September 7, 2004 - Marana Ordinance No. 2004.14 special election held approving the Willow
Ridge Development Agreement which provided for contribution by the Developer of at least
$700,000 toward the design and construction of Cortaro Farms Road.
October 1, 2004 - CPE Development contracts with CPE Consultants to design 1.2 miles of
Cortaro Farms improvements, to fulfill Developer commitments in the Development Agreement
by revising the 100% plans prepared for Pima County by MMLA, and begins re-design.
March 7, 2005 - Dar-Hil Construction begins on Phase 1 improvements, Cortaro Farms Road at
Hartman Lane Emergency Fire Protection and Intersection Safety Improvements; bid
$379,032.00.
April 14, 2005 - Phase 1 waterline installation halted due to lack of environmental clearance,
right-of-way acquisition, and power pole conflicts; signals continued and illuminated July 21,
2005.
May 27, 2005 - Phase 2 100% plans for bid advertisement completed.
June 6, 2005 - Phase 2 bid opening; Hunter Contracting low bidder; $6,610,353.55.
July 5, 2005 - Town received Section 404 Nationwide Permit clearance from Army Corps of
Engineers; constitutes clearance to construct east of Hartman only.
August 12, 2005 - Phase 2 awarded to Hunter Contracting.
Cortaro Farms - Additional Costs
2/24/20041:33 PM FJC
August 19, 2005 - The Town, Hunter Contracting, and Project stakeholders participate in
Partnering Workshop.
September 12, 2005 - Date of clearance from Desert Son Community Church for Right of Entry;
plant salvage and clearing begun in this area.
September 13, 2005 - Town and Hunter Contracting agree to Interim Conditional Notice to
Proceed and begin clearing and plant salvage east of Hartman in order to allow waterline
continuation from Phase 1 and power pole relocations; potholing for existing utility locations
also begun.
September 19, 2005 - Phase 1 waterline continued; completed October 19, 2005.
September 19, 2005 - Hunter began excavation for archeological data recovery in drainage
channel area east of UPRR.
September 28, 2005 - Archeological recovery began in channel area east of Union Pacific
Railroad (UPRR); completed November 4, 2005.
October 3, 2005 - Power relocation east of Hartman begun by TEP, followed by Comcast and
Qwest; overhead utility relocations completed December 23, 2005.
November 14,2005 - Southwest Gas begins relocations UPRR to Hartman, complete December
23,2005; Hartman to Camino de Oeste relocations to be performed in coordination with
Hunter's earthwork and underground construction schedule.
December 12, 2005 - CMID well relocation by the Town at Cerius Stravenue (per acquisition
agreement) began; earthwork fill placed by Hunter in coordination with well schedule,
completion expected late March 2006.
January 3, 2006 - Hunter begins construction east of Hartman, performing rough grading and
storm drain pipe installations; note that all almost all pipe configurations were modified from
plan to avoid Qwest fiber optic ducts identified during pothole locating by Hunter, which Qwest
had not yet agreed to relocate.
January 26,2006 - Pima County Department of Environmental Quality (PDEQ) Approval to
Construct sanitary sewer received; PDEQ Approval to Construct potable water received same
week on January 31,2006.
January 30, 2006 - Qwest approves funding for relocation project of fiber optic ducts in conflict
with Town improvement plans; engineering, compilation of bid documents and contractor award
prevents relocation work from beginning until March 6, 2006.
February 23, 2006 - Hunter substantially complete with storm drain pipe installations east of
Hartman, re-design allows avoiding all conflicts with Qwest fiber optic duct and storm drain pipe
in this section; Hunter prepares paved detour and completes temporary signal relocation at
Camino de Oeste.
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March 9, 2006 - clearance letter from Army Corps of Engineers is received by Town allowing
construction from west of Hartman to UPRR.
March 13, 2006 - Notice to Proceed authorization date issued by the Town; Interim period
complete, elapsed duration: six months.
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