Item 9C - MemoItem 9C
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M E M O R A N D U M
(December 6, 2022)
To: Shana Yelverton, City Manager
From: Rob Cohen, Director of Public Works
Subject: Authorize additional funds with XIT Paving and Construction,
Inc. (XIT) for unanticipated waterline section lowering and
upsizing, and additional construction contingency on the
Creekside Drive Paving and Drainage Improvements project in
an amount not to exceed $140,000.
Action
Requested: Authorize additional funds with XIT Paving and Construction, Inc.,
(XIT) for unanticipated waterline section lowering and upsizing, and
additional construction contingency on the Creekside Drive Paving
and Drainage Improvements project in an amount not to exceed
$140,000.
Background
Information: The City of Southlake requires the assistance of the selected
contractor for the Creekside Drive Paving and Drainage
improvements project, XIT Paving and Construction, Inc. (XIT), to
complete the unanticipated waterline lowering and upsizing at the
creek crossings. The existing waterline is shallow and in direct
conflict with the culvert street crossings, which are part of the
drainage enhancements of the approved Capital Improvement
Program Project.
The construction contract was approved and awarded to XIT on May
3, 2022, by City Council in an amount not to exceed $1,200,000 and
included $82,181 in contingency. Under the original contract,
subsurface utility engineering was performed but limited to
information obtained by plotting visible above-ground utility and data
derived from existing records to locate subsurface utilities' existence
and approximate location. Based on this information, the waterline
was determined not to be in conflict with the proposed design.
However, the existing water line was discovered to be shallower than
the City's standards and in direct conflict with the culvert street
crossing. The water line required emergency measures to relocate
and avoid additional costs from the City due to delayed construction
Item 9C
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and impacts to residents. Due to its shallow depth and proximity to
the creeks, public health and safety considerations factored into the
City's immediate response.
Additional project fund authorization is required since the approved
contingency amount does not sufficiently cover the water line
lowering and upsizing cost. The water line lowering will provide
adequate cover and clear the conflict with the proposed culvert
crossings and headwalls. The additional funding request includes the
waterline lowering and upsizing as well as an additional contingency
to the project for any future unforeseen field conditions.
Financial
Considerations: City Council awarded the original construction contract to XIT on May
3, 2022, in an amount not to exceed $1,200,000 and included
$82,181 in contingency. The remaining contingency is insufficient to
cover the cost to lower and upsize the waterline.
Base Bid Contingency Total
Original Authorized $1,117,819 $82,181 $1,200,000
Contingency Used To-Date $20,387
Waterline Lowering $80,000
Contingency Shortfall ($18,206)
Total Additional Funding Request $140,000
Revised Budget $1,117,819 $222,181 $1,340,000
The $18,206 shortfall to ratify expenditures for the waterline lowering
may be approved by City Manager. Staff is requesting an additional
$140,000 to cover the shortfall and provide additional contingency
for the project and will be supplemented by residuals of the General
Funds. The total revised contingency of $222,181 is 19.88% of the
base bid.
Strategic Link: This item links to the City's Strategy Map strategic focus areas of and
Infrastructure. It specifically relates to the City's Corporate Objective
F2: Invest to Provide & Maintain High-Quality Public Assets.
Citizen Input/
Board Review: None.
Legal
Review: None.
Alternatives: The City Council may approve or deny the request.
Staff
Item 9C
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Recommendation: Authorize additional funds with XIT Paving and Construction, Inc.,
(XIT) for unanticipated waterline section lowering and upsizing, and
additional construction contingency on the Creekside Drive Paving
and Drainage Improvements project in an amount not to exceed
$140,000.
Supporting
Documents: Change Order No. 5
Staff
Contact: Rob Cohen, Director of Public Works
Kevin Ferrer, P.E., City Engineer
Bryan Ahumada, P.E., Civil Engineer
ATTACHMENT A