6.4 Change Order No. 2 for the 2017 Water Main Replacement Project No. 2, Project No. 70016CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
02/22/2021 4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: FISC4APPVAL:
NO: 6 BY:
UTILITIES DEPARTMENT FINAAL:
ITEM
N0:
4
Page I BY: Martha Tasker M A f BY:
ITEM:
Approve Change Order No. 2 for the 2017 Water Main Replacement Project No. 2, Project No. 70016,
Kansas Public Water Supply Loan Fund (KPWSLF) Project No. 2957.
BACKGROUND:
Refer to the Water Main Replacement Overview for background information.
In August 2018, the City Commission authorized staff to execute KPWSLF Project No. 2957 in the
amount of $4,250,000. Two projects were bid as follows:
• Project 1: Construction by Smoky Hill, LLC with a bid amount of $2,097,103
• Project 2: Construction by Stevens Contractors, Inc. with a bid amount of $1,516,587
In November 2018, the City entered into an agreement with Stevens Contractors, Inc. for the amount
of $1,516,587, which included the replacement of approximately 2.7 miles (4,710 linear feet (L.F.) of
12 -inch, 5 L.F. of 10 -inch, 4,614 L.F. of 8 -inch, and 4,700 L.F. of 6 -inch) of water main replacements.
In July 2019, Change Order No. 1 was approved to add approximately 0.45 miles (1,300 L.F. of 8 -inch
and 1,050 L.F. of 6 -inch) of water main replacements, which allowed the KPWSLF loan amount to be
better utilized. The Contract Price was increased by $234,507, and the Contract Time was increased
by 80 calendar days. The additional work was priced per the bid letting unit prices and was located in
the vicinity of work being performed by the Contractor.
The attached Change Order No. 2 adjusts the contract's quantities to reflect actual quantities
installed, and additional work completed at Bond and Fifth Streets and Charlotte Avenue between
Highland Avenue and Ninth Street Place by the Contractor. Change Order No. 2 also revises the
Contract Time, including time for the increase in actual quantities installed and additional work at
OCCK on Schilling Road. During construction, decisions and adjustments often have to be made in
real-time to respond to conditions identified in the field. Much of Salina's water infrastructure was
constructed between 1900 and 1960, and there are no record drawings available to determine field
conditions. Due to differences between the plans and actual field conditions encountered, several field
changes were necessary to construct the project, which included additional water pipeline footage,
valves, and fire hydrants, removing and replacing 24 -inch meter pits in new locations, and moving tie-
in locations to avoid below ground conflicts.
Bond Street and Fifth Street
Additional concrete and asphalt pavement, curb and gutter, sidewalk, and wheelchair ramps were
ocation, which added 118.8 L.F. of 6-
removed and replaced. This was the result of moving a tie-in l
inch water pipeline that was under the street, sidewalk, and wheelchair ramps. The unit prices are
from the Salina Public Works Fee Schedule, Resolution No 18-7593.
The cost breakdown is as follows:
8 -inch Concrete Pavement:
Replace Asphalt:
Curb & Gutter:
Sidewalk:
Wheelchair Ramp Type I:
83.3 S.F. @ $8.251S.F. =
131.5 S.F. @ $9.50/S.F. =
19.0 L.F. @ $30.00/L. F. =
264.9 S.F. @ $6.15/S.F. =
2 ea. @ $675.00 =
Total:
$ 687.23
$1,249.25
$ 570.00
$1,629.14
$1,350-00
$5,485.62
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
02/22/2021 4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: FISCAL APPROVAL:
NO: BY:
UTILITIES DEPARTMENT FINAL APPROVAL:
ITEM
NO:
Page 2 BY: Martha Tasker BY:
Charlotte Avenue between Highland Avenue and Ninth Street_ Place
Additional concrete pavement and curb and gutter were removed and replaced. The location of the
new 6 -inch line was re-routed out into the street to maintain a 10 -foot clearance between a sanitary
sewer manhole and the new water pipeline, per the Kansas Department of Health and Environment
design standards. The unit prices are from the Salina Public Works Fee Schedule, Resolution No 18-
7593.
The cost breakdown is as follows:
Pavement Sawing: 101 L.F. @ $4.101L. F. = $ 414.10
Remove Curb and Gutter: 20.7 L.F. @ $2.00/L.F. = $ 41.40
Remove Concrete Pavement: 113.5 S.F. @ $1.25 S.F. = $ 141.88
Replace Curb and Gutter: 20.7 L.F. @ $30.00 L.F. = $ 621.00
Replace 8 -inch Concrete Pavement: 113.5 S.F. @ $8.25/S. F. = 936.38
Total: $2,154.76
The main changes to the quantities are as follows:
+$
7,720
•
Added 110.3 L.F. — 12 -inch Water Pipeline
+$
26,950
e
Added 573.4 L.F. — 6 -inch Water Pipeline
+$
13,500
.
Added 3 each — Fire Hydrants
+$
32,825
.
Added 21 each — 6 -inch and 12 -inch Valves and Tapping Sleeves/Valves
+$
55,400
.
Added 41 each — 1 -inch, 1.5 -inch, 2 -inch Long and Short Service Lines
+$
23,700
.
Added 79 each — Remove Existing Water Meter Pit
+$
80,400
•
Added 67 each — Install 24 -inch Water Meter Pit (New Location)
+$
15,000
.
Added 5 each — Remove and Replace 36 -inch Water Meter Pit (New Location)
+$
5,485
.
Added work at Bond Street and Fifth Street
+ 2,155
e
Added work at Charlotte Avenue Between Highland Avenue and Ninth Street Place
+$263,135
-$ 3,765 . Reduced 64.9 L.F. — 8 -inch Water Pipeline
-$21,600 . Reduced 12 each — 1.5 -inch Short Service Lines (Two Service Lines Each)
-$ 6,600 + Reduced 60 L.F. — Remove and Replace 6 -inch Sanitary Sewer Main
-$55,100 . Reduced 58 each -- Remove and Replace 24 -inch Water Meter Pit (Same Location)
-$10,800 e Reduced 4 each — Remove and Replace 36 -inch Water Meter Pit (Same Location)
-$97,865
Net Difference = +$165,270
AGENDA SECTION
NO:
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
02/22/2021 4:00 P.M.
ORIGINATING DEPARTMENT: I FISCAL APPROVAL:
UTILITIES DEPARTMENT
ITEM
NO:
Page 3 BY: Martha Tasker
The revised Contract Price is as follows:
CHANGE IN CONTRACT PRICE
BY:
FINAL APPROVAL:
BY:
Contract Price: $1,516,587.00
Change Order No. 1: $ 234,507.00
Change Order No. 2: $ 152,321.980}
Revised Total Contract Amount: $1,903,415.98
(1) $167,221.98 - $14,900 (149 days at $100 per day) for liquidated damages.
Changes in Contract Time is as follows:
Additional Time for work at OCCK 1710 West SchillingRoad
The Contractor had mobilized to this area, staked out the location of the new water pipeline per the
plans, saw cut and removed pavement, located existing utilities, and installed a portion of the new
water pipeline. A main break occurred on the existing 6 -inch water pipeline under a loading dock on
the north side of the building. The existing water pipeline that broke was installed in 2014. Staff
determined that to avoid future costly breaks under the loading dock, it would be a most cost-effective
and long-term solution to reroute the water pipeline around the loading dock. Additional time was
required to lay out the new location of the water pipeline, exposing utilities and mobilizing in and out of
the work area. A total of 14 additional calendar days is proposed for this delay. In addition, a total of
95 calendar days is proposed for the increase in actual quantities installed and additional work
completed by the Contractor, resulting in the Contract Time being increased by 109 calendar days.
CHANGE IN CONTRACT TIME
Project Completion November 19, 2020 December 19, 2020
')June 23, 2020 to November 19, 2020=149 Calendar Days x $100.00 = $14,900.00 Liquidated Damages.
Substantial Completion is the date on which construction is sufficiently complete in accordance with
the Contract Documents so that the City can use the Project for its intended purpose.
Final Completion is the date on which all construction is complete in accordance with the Contract
Documents and is the commencement date for the two-year warranty period.
Refer to the attached Change Order No. 2 for detailed information on revisions to Contract Price and
Contract Time.
Substantial Completion
Final Completion
Notice to Proceed
January 16, 2019
January 16, 2019
+335 Calendar Days
+365 Calendar Days
Construction Completion
December 17, 2019
January 16, 2020
+80 Calendar Das
+80 Calendar Days
Change Order No. 1
March 6, 2020
April 5, 2020
+109 Calendar Days
+109 Calendar Days
Change Order No. 2
June 23, 2020
July 22, 2020
+149 Calendar Days0)
+149 Calendar
rlavg0)
Project Completion November 19, 2020 December 19, 2020
')June 23, 2020 to November 19, 2020=149 Calendar Days x $100.00 = $14,900.00 Liquidated Damages.
Substantial Completion is the date on which construction is sufficiently complete in accordance with
the Contract Documents so that the City can use the Project for its intended purpose.
Final Completion is the date on which all construction is complete in accordance with the Contract
Documents and is the commencement date for the two-year warranty period.
Refer to the attached Change Order No. 2 for detailed information on revisions to Contract Price and
Contract Time.
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION DATE TIME
02/22/2021 4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: FISCAL APPROVAL:
NO:
BY:
ITEM UTILITIES DEPARTMENT FINAL APPROVAL:
NO:
Page 4 BY: Martha Tasker BY:
FISCAL NOTE:
The 2017 Water Main Replacement Projects No. 1 and No. 2 are funded through the KPWSLF with a
loan amount of $4,250,000. Current Project Costs are as follows:
Project 1 Project 2
Contract Price $2,097,103 $1,516,587
Change Order No. 1 $ 28,900 $ 234,507
Change Order No. 2 $ 0 $ 152,322
Total Contract Amount $2,126,0030) $1,903,416 = $4,029,419
0) Estimated pending adjustments to contract quantities to reflect actual quantities installed.
The 2021-2025 Water and Wastewater Rate Study includes an annual payment of $267,058 at an
interest rate of 2.33%. The first payment was due in 2020 and will continue through 2040.
COMMISSION ACTION OR RECOMMENDED ACTION:
Staff has identified the following options for the City Commission's consideration:
1.) Approve Change Order No. 2 for the 2017 Water Main Replacement Project No. 2, Project No.
70016, KPWSLF Project No. 2957 to Stevens Contractors, Inc. of Salina, Kansas in the
amount of $152,321.98 (Revised Total Contract Amount, $1,903,415.98), and revise the
Contract Time for Substantial Completion from March 6, 2020, to November 19, 2020.
2.) Postpone approval of Change Order No. 2 for the 2017 Water Main Replacement Project No. 2
to a specified date and time and provide staff direction regarding additional information or
amendments the City Commission would like to request for their further consideration.
3.) Vote to deny Change Order No. 2 for the 2017 Water Main Replacement Project No. 2.
Staff recommends Option 1.
Attachments: Change Order No. 2
Water Main Replacement Overview
c:ijity"r
UTILITIES DEPARTMENT
TELEPHONE: 785-309-5725
300 West Ash - P.O. Box 736ti
FAX: 785-3095713
Sauna, Kansas 67402-0736
WEBSITE
- www-selina-ks.gov
CHANGE ORDER
PROJECT:
2017 Water Main Replacement. Project No. 2
PROJECT
#:
70016
LOCATION'
Various Locations
CHANGE ORDER No.:
2 (two)
CONTRACTOR' Stevens Contractors, Inc.
DATE OF CONTRACT:
December 16 2018
1. DESCRIPTION OF CHANGE
This Change Order adjusts the contract quantities to reflect actual quantities installed, additional work completed at Bond and Fifth Streets and Charlotte Avenue
Place by Contractor, and revises Contract Time, including additional time for work at OCCK on Schilling Road,
between
Highland Avenue and Ninth Street the
Additional
Item No.
DESCRIPTION OF CHANGE
Change
Unit Price
Total
Days
1
Quantity Adjustment- Water Pipeline, 12 -inch
Change construction quantity of
4,710 LF by:
110.3 LF
$ 70.00
$
7,721.00
3.81)
Revised Total Construction Quantity:
4.820.3 LF
2
Quantity Adjustment - Water Pipeline, 10 -inch
5 LF by:
13.5 LF
$ 100.00
$
1,350.00
0.50
Change construction quantity of
Revised Total Construction Quantity:
18.5 LF
3
Quantity Adjustment -Water Pipeline, 8 -inch
Change construction quantity of
5,916 LF by:
(64.9) LF
$ 58.00
$
(3,764.20)
(1.10)
Revised Total Construction Quantity:
5,851.1 LF
4
Quantity Adjustment -Water Pipeline, 6 -inch
Change construction quantity of
5,753 LF by:
573.4 LF
$ 47.00
$
26,949.80
10.00
Revised Total Construction Quantity:
6,326.4 LF
5
Quantity Adjustment - Fire Hydrant & Valve Assembly
Change construction quantity of
28 EA by:
3 EA
$ 4,500.00
$
13,500.00
3.10
Revised Total Construction Quantity:
31 EA
7
Quantity Adjustment - Tapping Sleeve, Valve S Valve Box (12" x 12")
Change construction quantity of
2 EA by:
i EA
$ 6.400.00
$
6,400.00
1.75
Revised Total Construction Quantity:
3 EA
10
Quantity Adjustment - Tapping Sleeve, Valve & Valve Box (6" x 6")
Change construction quantity of
2 FA by:
1 EA
S 3.859.00
$
3,850.00
1.00
Revised Total Construction Quantity:
3 EA
11
Quantity Adjustment - Resilient Gate Valve, 12 -inch
Change construction quantity of
7 EA by:
1 EA
$ 2,700.00
$
2,700.00
0.50
Revised Total Construction Quantity:
8 EA
12
Quantity Adjustment - Resilient Gate Valve, 8 -Inch
13 EA by:
3 EA
S 1,375.0
S
4.125.00
1.25
Change construction quantity of
Revised Total Construction Quantity:
16 EA
13
Quantity Adjustment - Resilient Gate Valve, 6•Inch
11 EA by:
15 EA
5 1.450.00
$
15,750.00
4.20
Change construction quantity of
Revised Total Construction Quantity:
26 EA
14
Quantity Adjustment - Long Service, 2 -Inch
Change construction quantity of
12 EA by:
5 EA
$ 1,900.00
$
9,500.00
5.00
Revised Total Construction Quantity:
17 EA
15
Quantity Adjustment - Short Service, 2 -Inch
2 EA by:
1 EA
$ 1,700.00
$
1,700.00
0.70
Change construction quantity of
Revised Total Construction QuantJty:
3 EA
16
Quantity Adjustment - Long Service, 1.5 -inch
3 EA by:
4 EA
$ 2000.00
$
8,000,00
2.80
Change construction quantity of
Revised Total Constrcclion Quantity:
7 EA
17
Quantity Adjustment - Short Service, 1.5 -Inch
Change construction quantity of
13 EA by:
(12) EA
$ 1,800.00
$
(21,600,00)
(5.00)
Revised Total Construction Quantity:
1 EA
18
Quantity Adjustment - Long Service, 1 -Inch
72 EA by:
13 EA
$ 1,400-00
$
18,200,00
6.40
Change construction quaintly of
Revised Total Construction Quantity:
85 EA
19
Quantity Adjustment - Short Service, 1 -Inch
69 EA by:
18 EA
$ 1,000.00
$
18,000.09
6.30
Change construction quantity Of
Revised Total Construction Quantity',
67 FA
22
Quantity Adjustment - Remove & Replace 6 -inch Sanitary Sewer Main
Change construction quantity of
60 LF by:
(60) LF
$ 110.00
$
(6,600.00)
(2.80)
Revised Total Construction Quantity.
- LF
23
Quantity Adjustment - Existing Line Valves Abandoned
Change construction quantity of
52 EA by:
3 EA
S 200.00
$
600.00
IN
Revised Total Construction Quantity:
55 EA
29
Quantity Adjustment - Remove Existing Water Meter Pit
Change construction quantity of
9 EA by:
79 EA
S 30000
$
23,700.00
22.00
Revised Total Construction Quantity:
88 EA
30
Quantity Adjustment- Remove & Replace 244n Water Meter Pit (Same Location)
Change construction quantify of
154 EA by:
(58) EA
$ 950.00
$
(55,100.00)
(32.50)
Revised Total Construction Quantity:
96 EA
31
Quantity Adjustment - Install 24 -In Water Meter Pit (New Location)
Change construction quantity of
10 EA. by:
67 0
$ 1,200.00
$
80,400.06
56.30
Revised Total Construction Quantity:
77 EA
All requirements of the Contract Documents shall apply to the performance of the work.
OWNER. FIRST PARTY CONTRACTOR, SECOND PARTY
CITY OF SALINA KANSAS
STEVENS CONTRACTORS, INC
Additional
Item No.
DESCRIPTION OF CHANGE
Change Unit Price Total
Days
Added CO #1
Quantity Adjustment - Remove 8 Replace 36 -in Water Meter Pit (Same Location)
Date
32
Change construction quantity of 5 EA by:
(4) EA $ 2,700.00 $ (14.800.00)
(4.29)
Revised Total Constructon Quantity:
1 EA
Added CO ill
Quantity Adjustment - Remove 8 Replace 36 -in Water Meter Pit (New Location)
33
Change construction quantity of 3 EA by:
5 EA $ 3,000.00 $ 15,000.00
7.00
Revised Total Construction Quantity
8 EA
Added CO #2
Additional Work at Bond Street and Fifth Street
34
Change construction quantity of - LS by:
100 LS $ 5.485.62 $ 5,485.62
3.50
Revised Total Construction Quantity:
1.00 LS
Added CO #2
Additional Work at Charlotte Avenue between Highland Avenue and Ninth Street Place
35
Change construction quantity of - LS by.
9.09 LS $ 2,154.76 $ 2.154.76
3.50
Revised Total Construction Quantity:
1.09 LS
Added CO #2
Additional Time for work at OCCK on Schilling Road
- $ $ -
14
36
Number of Days Added:
109
Nei Increase: $ 167,221.98
Liquidated Damages= $ (14,900.00) O1
Total: $ 152,321.98
Original Contract Price: $ 1,516,587.00
Change Order No. 1: $ 234,507.00
Change Order No. 2. $ 152,321.98
Revised Total Contract Price: $ 1,903,415.98
t'r$167,221.98 • $14,900 (149 days at $100 per day) for Liquidated
Damages
2.
CHANGE IN CONTRACT TIME
SUBSTAINTlAL COMPLETION FINAL COMPLETION
Notice to Proceed January 16 .2019 January 16, 2019
Calendar Days: +335 +365
Origin[ Contract Completion Date: December 17. 2019 January 16, 2020
Calendar Days: +80 +80
Change Order No. 1 March 6. 2020 April 5, 2020
Calendar Days: +109 +109
Change Order No. 2: June 23, 2020 July 22, 2020
Calendar Days: +149" +1491
Completion Date: November 19, 2020 December 19, 2020
"June 23, 2020 to November 19, 2020=149 Calendar Days x $100.00 = $14,900.110 Liquidated Damages.
All requirements of the Contract Documents shall apply to the performance of the work.
OWNER. FIRST PARTY CONTRACTOR, SECOND PARTY
CITY OF SALINA KANSAS
STEVENS CONTRACTORS, INC
300 W. Ash Street
P.O. Box 1276
Salina, Kansas 67402
Salina, KS 67462
12
Martha A. Tasker, Director of Ctilites
Quentin Robl, Owner
Melissa Rose Hodges, Mayor
Date
Date
Attest: city Clerk
Water Main Replacement Overview
February 22, 2021
The 2007 Water Distribution Water Model identified existing cast iron water mains that
required replacement. In 2010, the City Commission approved $20 Million to be debt-
financed for Water Main Replacements. It was anticipated that $4 Million would be
completed each year and would be divided into projects to allow local/multiple contractors
to complete the projects and potentially reduce the project construction time. Beyond the
initial $20 Million of water main replacements, the intention was to continue the annual
water main replacements utilizing cash on hand, which is scheduled to begin in 2021 at
$2.0 Million per year.
The water distribution system consists of 340 miles of water mains ranging in size from
2 -inch to 30 -inch diameter pipes. The original distribution system was constructed in the
early 1900s, and the majority of that construction took place in the early 1900s through
the 1960s. The water main material was cast iron, which was cast in sand molds. These
old sand cast iron water mains were not uniform in size and were not cement -lined, which
resulted in a rough interior of the water mains, which provides a surface for iron bacteria
to attach to. The water system consists of 195 miles of cast iron water mains (60% of total
water mains), of which 133 miles are 6 -inches or smaller in diameter.
Old, unlined cast iron water mains often develop tuberculation that gradually constricts
flow and causes water flow discoloration due to corrosion products. The results of
tuberculation are low fire flows and the presence of iron bacteria, which causes taste and
odor complaints. Fire hydrant flushing and other cleaning methods can be performed to
reduce tuberculation; however, re -growth of the incrustations is very rapid and flushing
and cleaning are not permanent solutions. Tuberculation is problematic in the water mains
that are 6 -inch and smaller, over 50 years in age, and where velocities in the water mains
are low. Water main replacements are necessary when preventative maintenance
activities are no longer effective.
The status of the water main replacement projects are as follows:
Project/Construction Date
Cost
Miles
Phase 1 (2010 — 2011)
$
776,239
2.0
Phase II 2011 -- 2012
$
993,760
2.6
Phase III 2013 — 2015
$
1,423,680
2.0
Phase IV 2013 — 2015
$
1,222,047
3.5
Phase V (2013 — 2015)
$
1,375,349
3.5
Phase VI (2014 — 2016)
$
1,941,432
4.5
Phase VII (2014 — 2016)
$
2,340,146
4.1
2016 (2016 — 2018)
$
2,104,025
2.9
2017 Project No. 1 2019 — 2020
$
2,126,003
3.7
2017 Project No. 2 2019 — 2020
$
1,903,416
3.2
2019 Project No. 1 2021 — 2022
$
1,871,700
2.6
2019 Project No. 2 2021 — 2022
1,998,39A
3.0
Total
$20,076,121
37.6
A total of $20,076,121 has been financed over a ten year period, which totals 37.6 miles
of water main replacements. This is an average of 3.76 miles per year at a cost of
$533,939 per mile, or an annual cost of $2,007,612.