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Item 4DCITY OF SOUTHLAKE MEMORANDUM (September 18, 2012) To: Shana Yelverton, City Manager From: Robert H. Price, P.E., Director of Public Works Subject: Approve an amendment to the Advance Funding Agreement with TxDOT for the FM1709 Median and Deceleration Lane Project in the amount of $375,000 Action Requested: Approve an amendment to the Advance Funding Agreement with TxDOT for the FM1709 Median and Deceleration Lane Project in the amount of $375,000. Background Information: The City Council approved Resolution 09 -060 for the Advance Funding Agreement (LPAFA) for the Median Irrigation and Landscaping along Southlake Boulevard (FM 1709) from Pearson Lane at the west city limit line to Nolen Drive at the eastern end of Southlake Boulevard on September 15, 2009. Construction of the medians and deceleration lanes are substantially complete with some minor items and clean up remaining. Construction on the medians and deceleration lanes began in June 2010 with the deceleration lane at Brock Drive. The construction time of 255 working days anticipated construction to be complete by August 2011. The contractor's original schedule indicated that they planned to work on the medians from west to east along Southlake Boulevard, beginning in Keller. They also planned to construct the deceleration lanes on the south side of Southlake Boulevard from west to east, then work from east to west on the north side of the road. This plan would allow for work that would minimize lane closures, and thus reduce the traffic impact to commuters along the roadway. At each deceleration lane location, as well as several median irrigation crossings, the contractor encountered utilities that were either not properly relocated or were not relocated at all prior to TxDOT beginning construction. In some cases, the contractor was able to work around the issues. In other cases, the contractor had to reschedule the work and move on to the next location. Each of these issues required the contractor to continually amend their schedule so that they were able to work on either medians or deceleration lanes to the greatest extent possible. Jagoe Public Company worked with TxDOT and the City to redirect their crews accordingly. They coordinated their work with the city's holiday season and other events in the Town Square corridor, and was responsive to requests and inquiries. This amendment will cover additional costs to the contractor for the duration of the project due to delays caused by the numerous sources. TxDOT required detailed documentation from the contractor for the additional expenses incurred due to the project delay. Expenses to the contractor included additional labor, equipment, barricades, and project overhead costs. TxDOT reviewed the documentation provided and has renegotiated the proposed pricing. TxDOT has further agreed to waive their fee for Construction Oversight and Inspection for the entire project to help the city manage the cost of the change order. Per the Advance Funding Agreement between the city and TxDOT, the City of Southlake is responsible for the adjustment, removal, and /or relocation of the utility facilities including costs associated with the adjustments. Therefore, the City of Southlake is responsible for 100% of the change order cost of $375,000. Financial Considerations: Change Order 23 for the damages and delays to the contractor is for $375,000. There is no additional cost to the City of Southlake for TxDOT's Construction Oversight and Inspection charge. Funding for the change order is available in the Traffic Management Bond residual fund. Strategic Link: The Southlake Boulevard (FM1709) Median and Deceleration Lane project links to the City's strategy map relative to the focus areas of Mobility, Infrastructure, and Quality Development. The specific corporate objectives that are met by this construction project include: providing travel convenience throughout the city and region, collaborating with select partners to implement service solutions, and investing to provide and maintain high quality public assets. Citizen Input/ Board Review: N/A Legal Review: This is a standard TxDOT agreement. This agreement has been reviewed by the City Attorney. Alternatives: The City Council may approve or deny the agreement. Supporting Documents: Amendment to Advanced Funding Agreement Location Map Staff Recommendation: Approve an amendment to the Advance Funding Agreement with TxDOT for the FM1709 Median and Deceleration Lane Project in the amount of $375,000 Staff Contact: Robert H. Price, P.E., Public Works Director Gordon J. Mayer, Jr., P.E., City Engineer Cheryl Taylor, P.E., Civil Engineer TEXAS DEPARTMENT OF TRANSPORTATION CONSTRUCTION CONTRACT CHANGE ORDER NUMBER: 23 Advance Funding Agreement (Third Party Funding) Information This form is used when the subject change order involves funding by a source other than TYDOT/U.S. DOT. 1. Outside funding provided by: City of Southlake (Outside Entity's Legal Name) 2. Type of outside funding agreement for this change: 0 Existing ❑ Amended ❑ New [ Check one ] 3. Indicate the type and amount of funding: ❑ Fixed Price (Lump Sum) (Estimated Amount ) Actual Cost (a) Contract Items (Bid Items): $375,000.00 (b) E &C`: (a) x 0.00% _ $0.00 enter % (c) Indirect Cost * *: (a + b) x = $0.00 enter % TOTAL $375,000.00 CCSJ: 1603 -03 -031 Project: STP 2010 (500) HES Highway: F.M. 1709 County: Tarrant District: 02 Contract Number. 3103245 Use as needed: I hereby approve the modifications covered by Form CO for this Change Order and agree to finance the additional costs, if any, as reflected by this form. Advance Funding Date By Type /Printed Name Typed /Printed Title The percentage ( %) for E &C (Engineering and Contingencies) charges varies from project to project from approximately 6% to 11 % depending on the contract amount of the project. Projects with higher contract amount will have the lower rate of E &C charge. 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