Sparks City Council Meeting 6/12/2017 2:00:00 PM

    Monday, June 12, 2017 2:00 PM
    Council Chambers, Legislative Bldg., 745 4th St. , Sparks, NV

General Business: 9.2

Title: Consideration and possible ratification of Change Order #1 to the existing contract with Sierra Nevada Construction (AC-5352) for the 2017 Street Patching Project in the amount of $60,035.
Petitioner/Presenter: John Martini, P.E., Community Services Director/Amber Sosa, P.E. Transportation Manager
Recommendation: Staff recommends that the City Council ratify the change order approved by the City Manager.
Financial Impact: This project will use budget from CIP Project #17-0500 Pavement Mgmt Program Street Improvements-Correction & Rehabilitation. There is currently $61,084.86 available.
Total Costs: $60,035.00
Fund: Road Fund    Account: 603190
Program: 1401 - Pavement Mgmt Prog - Street Improvements - Corr & Rehab (17-0500)
Amount: $60,035.00    Budget Status: Budget Exists
Business Impact (Per NRS 237):
     A Business Impact Statement is not required because this is not a rule.
Agenda Item Brief:

Consideration and possible ratification of a change order to an existing contract with Sierra Nevada Construction (AC-5352) for the 2017 Street Patching Project (PWP # WA-2017-124) in the amount of $60,035.00.  Refer to the attached patching street limits.  This change order is necessary to add additional street patching prior to the City FY 17/18 annual slurry seal project for which additional streets will be added to the slurry seal project.  The contractor would have had patching scheduling issues which may have jeopardized the scheduled slurry seal project.   Due to the immediate need and the fact that the contractor has been actively working to quickly provide the patches the City roads require, the City Manager authorized the immediate execution of the Change Order with the intention of seeking ratification from the City Council after-the-fact.



Background:

The additional patching requirements come due to an additional 474,000 square feet of slurry seal streets added for the 2018 Street Preventative Maintenance Project (PWP # 2017-144). The streets added have PCI’s between 65 and 85 and require some level of asphalt patching prior to slurry seal placement.  These streets were added to the slurry seal project due to the low prices which came in during bid time.

The City and the Contractor determined the additional quantities required and negotiated the amount defined in Change Order #1.  Due to the immediate need and the fact that the contractor has been actively working to quickly provide the patches the City roads require, the City Manager authorized the immediate execution of the Change Order with the intention of seeking ratification from the City Council after-the-fact.  This process is supported in Sparks Municipal Code Section 2.25.210 (Subsection F.1.a):

“In the event that prior approval of the Council will unduly delay a project in progress, the City Manager or his designee shall have authority to approve said change orders subject to subsequent ratification by the City Council.”



Analysis:

This change order is due to the additional streets added to the 2018 Street Preventative Maintenance Project (PWP # WA-2018-144) which will begin in Mid-July by Sierra Nevada Construction.  Asphalt patching prior to placement of the slurry seal helps correct failed asphalt areas within a roadway section, prolonging the life of the roadway. Refer to attached Change Order.  The reasoning for allowing the contractor to proceed with the additional patching work ahead of council approval is SNC has an extremely substantial patching workload scheduled for this construction season.  The mobilization out of the City of Sparks once the approved patching contract was completed could potentially have impacted the scheduled annual slurry seal project and could have required SNC to reschedule the slurry work until next spring.



Alternatives:
  1. City Council could ratify the change order to the 2017 Street Patching Project as outlined by Staff.
  2. City Council could reject the change order to the 2017 Street Patching Project and provide direction to the City Manager.


Recommended Motion:

I move to ratify Change Order #1 to the existing contract (AC-5352) with Sierra Nevada Construction for the 2017 Street Patching Project in the amount of $60,035.



Attached Files:
     01 - FY18_AdditonalPatchingStreets.pdf
     02 - 2017 Street Patching Change Order.pdf
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