ITEM: 12.4 ADMINISTRATION - Robert Therres, Public Services Manager
Title
AUTHORIZE FINAL PAYMENTS TO NORTHWEST ASPHALT, INC., PIONEER ENGINEERING, INC., WOODLAND DEVELOPMENT AND BRAUN INTERTEC FOR WOODLAND VILLAGE PUBLIC IMPROVEMENTS
IMPROVEMENT PROJECT NO. 11-20
Background
On May 17, 2012, City Council authorized a contract with Northwest Asphalt, Inc. in the amount of $333,763.30 to install bituminous wear course, concrete sidewalks and bituminous trail. A Change Order was approved by the City Council on May 17, 2012 amending the contract amount to $395,249.30. A summary of the costs is as follows:
Original Contract Amount $333,763.30
Change Order No. 1 $61,486.00
Amended Contract Amount $395,249.30
Final Contract Amount $414,806.68
The final contract amount represents a five percent increase over the amended contract amount and was due to the additional number of existing/new driveways and landscaping that happened in the project area between the time of bidding and construction. Acceptance of the work and approval of the final payment in the amount of $261,068.12 to the Contractor is recommended.
On December 1, 2011, the City Council authorized a contract with Pioneer Engineering for engineering services in the amount of $21,000.00 to prepare construction plans, record drawings and construction staking. Pioneer Engineering has requested an additional payment for extra work in the amount of $1,462.00 to cover redesign costs, printing mylars, and additional construction staking (see attachment letter). The redesign costs were for changes in Ghia Street adjacent to the future Lexington Athletic Complex. The mylars are for the City's permanent record drawing files and were not included in the original contract. The construction staking extras were due to additional driveway survey work. Approval of the final payment in the amount of $3,912.00 to Pioneer Engineering is recommended.
During construction the main irrigation line for Woodland Parkway was damaged and repaired by the Developer, Woodland Development. Approval of payment in the amount of $347.44 to Woodland Development is recommended.
Braun Intertec performed material testing for the project during construction. This compliance testing allowed the city to insure that the concrete and bituminous used by the contractor met specifications. Approval of payment in the amount of $1,149.75 to Braun Intertec is recommended.
On November 3, 2011, Council approved Resolution No. 11-154 that authorized an agreement with Woodland Development for utilization of the $800,000 of performance bond proceeds for completion of development requirements of the Gardenwood Development. The attached summary sheet has been updated to include all costs shown on this Council item and includes the City's engineering cost for inspection and project administration. As indicated on the summary sheet, the $800,000 of bond proceeds has been depleted. To make up the deficit in funds needed to final out this project, staff is recommending the use of City internal Municipal State Aid (MSA) funds since Woodland Parkway is a municipal state aid route. The Finance Department concurs that this is an appropriate use of these funds and has confirmed that there are sufficient funds in the City's internal MSA account to cover the $50,895.68 to close out this project.
Recommendation
By motion, authorize final payments to Northwest Asphalt, Inc., Pioneer Engineering, Inc., Woodland Development, and Braun Intertec and to pay the City's Engineering cost for Woodland Village Public Improvements from bond proceeds and the City's internal MSA account.