HomeMy WebLinkAboutApprove Resolution No. 4278, Change Order 13, Lower Yard Vehicle Maintenance, HRDC Bus Barn.pdf Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: James Goehrung, Director of Facility Services
Chuck Winn, Assistant City Manager
SUBJECT: Approve Resolution 4278 authorizing the City Manager to sign
Change Order #13 for the Lower Yard Vehicle Maintenance and HRDC Bus Barn for additional
fill dirt for sub-base material for road, parking areas, building footings, and foundations.
MEETING DATE: September 13, 2010
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve Resolution 4278 authorizing the City Manger to sign
Change Order #13 in the amount of $12,170.40, for the Lower Yard Vehicle Maintenance and
HRDC Bus Barn for additional fill dirt for sub-base material for road, parking areas, building
footings, and foundations.
BACKGROUND: This change order has two components. First, is the volume of imported
material needed to bring the site up to the proper finished grade. Second, is the quality of the
material on-site and imported material brought onto the site. Because the quantities were not
clearly definable, prior to actual excavation, the project contingency was increased so that we
could pay for the material once the needed quantities were identified.
The bid plans provide quantities based on surveys of the site and the existing topography of the
site. There are some unknowns that were anticipated with these quantities because in some
instances soils that are considered sub-standard need to be removed once excavation begins. Soil
conditions are especially a concern at critical areas such as foundation bases that need to bear the
weight of the building, road, or parking areas, or soils were found to retain too much moisture.
The initial civil investigation that was conducted prior to the start of the Lower Yard Vehicle
Maintenance and HRDC Bus Barn project showed soil conditions as highly variable on the site
of the old waste water treatment plant. The investigative work included digging multiple
potholes to assess soil conditions. Because we knew that proper fill material was going to need
to be brought in, the bid specifications asked the bidders to provide a dollar cost per cubic yard
for any imported fill material.
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Fill materials fall into two categories - sub-grade, materials needed to bring the site up to
specified elevations and; sub-base, material that meets certain specifications for load bearing
capacity under footing, roads, and parking areas.
There has been a good deal of discussion and documentation of which material is used for which
purpose on the site. For examples, some soils may be fine to bring the area up to grade but not
suitable for base material under load bearing areas. This change order lists only the cost for soils
that the city has agreed were above specified bid quantities. The Engineering Department has
been heavily involved in verification and approval of these quantities.
Second, is the quality of the material used for sub-grade or sub-base. Some of the material we
planned to use on the site was determined not to be acceptable after some additional testing.
The volume of work out at the Water Reclamation Facility (WRF) resulted in an abundance of
excavated material that the city was going to need to dispose of in some way or another and
probably pay to have hauled. During the bidding process an addendum was issued that offered
up 5,000 cubic yards of fill material that the bidders could opt to use on the Lower Yard Vehicle
Maintenance and HRDC Bus Barn as a possible cost saving measure and a benefit to both
projects.
Further testing of the WRF soils resulted in a decision that they were not going to hold up for
some applications. A verifiable quantity of 2,583 cubic yards of the 5,000 cubic yards that was
originally offered up for the project now have to be imported. At the bid price of $8.80 per cubic
yard, this accounts for $22.730.00 of Change Order #13.
The other quantities and applications are: 160 cubic yards for sub-base footing fill at $1,408.00
and; 23 cubic yards to fill in one of the clarifying tanks left when the waste water plant was
abandoned at $202.40.
These costs will be shared with HRDC in a 50%/50% split.
UNRESOLVED ISSUES: There are still some outstanding dirt issues on this project. The
city has taken the position that some of the material used on the project should be included in the
bid quantities and not eligible for a change order. Also we want to make sure that the estimated
quantities on the project are accurate.
The contractor can still come back and ask for reconsideration or provide additional
documentation that will verify the materials used are above the bid price. If submitted they will
be reviewed with the same level of scrutiny we have used to date.
ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: The costs associated with the importation of off-site sub-base
material for the road, parking areas, and building footings will be paid out of the project
contingency fund. The summary of activity is shown below.
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Pre-Construction Change Orders $15,650.00
CO #4 Fire Alarm Design ($1,994.50)
CO#4 Welding Vent Hood ($5,000.00)
CO#5 Hose Bibs ($913.00)
CO#5 Utility Separation ($522.50)
CO#9 Electrical Panel and Heat Tape ($1,369.10)
TOTAL Pre–Const CO Balance Remaining $5,850.90
Project Contingency $128,501.70
Change Order #1 HRDC $0
Change Order #2 Asbestos Remediation ($3,294.32)
Asbestos Disposal ($1,545.50)
($4,839.82)
Chance Order #3 Added Site Work ($2,362.30)
Change Order #4 Costs above estimate for Welding Hood
(revised) Included in the Pre-Const COs ($2,560.23)
Change Order #5 Hose Bibs and Utility Separation
costs addressed in Pre-Construction
Change Order budget $0
Change Order #6 HRDC $0
Change Order #7 Modify the height of the parts counter and
install a sliding glass window between the
two work areas. ($1,097.80)
Change Order #8 Revise foundation sub-grade preparation
due to discover of unstable soils; Replace
fill material in clarifiers; Add a second
conduit run for phone and data. ($4,897.27)
Change Order #9 Electrical panel and heat tape Addressed
in the Pre-Construction Change Order
budget $0
Change Order #10 Grout plug on clay pipe in storm water
tank pit, $980.38; add three steel
bollards for building protection
$389.82 ($1,370.19)
Change Order #11 Add an additional shutoff air valve
for the compressed air valve, $424.60;
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Remove alternate No. 5 for the installation
of the skylights, ($12,200.00). $11,775.40
Change Order #12 Additional footing, foundation, and
reinforcement based on final building
structural analysis. ($6,059.27)
Change Order #13 Structural fill for footings, foundation,
road and parking areas. ($12,170.40)
Non-budget changes Pre-bid items charged to project ($3,310.93)
Expenditures to Date ($26,892.81)
Contingency Balance Remaining $101,608.90
Attachments: Change Order Form #13
Change Order Resolution # 4278
Report compiled on: August 16, 2010
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COMMISSION RESOLUTION NO. 4278
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
BOZEMAN, MONTANA, APPROVING ALTERATION/MODIFICATION OF
CONTRACT WITH BN BUILDERS, BOZEMAN, MONTANA.
WHEREAS, the City Commission did, on the 5th day of October 2009, authorize award of the
bid for the Construction of the Vehicle Maintenance Building and HRDC Bus Barn to BN Builders,
Bozeman, Montana; and
WHEREAS, Section 7-5-4308, Montana Code Annotated, provides that any such alterations or
modifications of the specifications and/or plans of the contract be made by resolution; and
WHEREAS, it has become necessary in the prosecution of the work to make alterations or
modifications to the specifications and/or plans of the contract.
NOW, THEREFORE, BE IT RESOLVED by the City Commission of the City of Bozeman,
Montana, that the proposed modifications and/or alterations to the contract between the City of Bozeman,
a municipal corporation, and BN Builders, Bozeman, Montana, as contained in Change Order #13,
attached hereto, be and the same are hereby approved; and the City Manager is hereby authorized and
directed to execute the contract change order for and on behalf of the City; and the City Clerk is
authorized and directed to attest such signature.
PASSED AND APPROVED by the City Commission of the City of Bozeman, Montana, at a
regular session thereof held on the 13th day of September, 2010.
__________________________________________
JEFFREY K. KRAUSS
Mayor
ATTEST:
________________________________________
STACY ULMEN, CMC
City Clerk
APPROVED AS TO FORM:
__________________________________________
GREG SULLIVAN
City Attorney
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