Title
Approving a change order in the amount of $395,207 and 156 additional days for the construction contract for Kelly Lane Phase 2 roadway improvements project with Capital Excavation Company, and authorizing the City Manager to execute the same.
Summary
This agenda item requests approval of Change Order #2 for an amount of $395,207 and for 156 additional days with Capital Excavation Company (CapEx) for the Kelly Lane Phase 2. This change order addresses adjustments related to design modifications, pedestrian and traffic safety improvements, utility conflicts and associated costs. Most importantly, this change order is within the overall project budget, maintains cars on roadway close to the original project window, does not affect or delay the Kelly Phase 3 start date, and incorporates changes to enhance pedestrian safety based on best management practices and mobility master plan community feedback.
The construction of Kelly Lane Phase 2 has been ongoing since July 2023. While progress continues, the project’s original anticipated completion date of early 2025, has shifted due to a design change at the Vilamoura and Kelly Lane roadway crossings over the tributary of Wilbarger Creek. The change, which replaced box culverts with span bridges, was implemented to achieve capital cost savings, reduce on-going maintenance costs, and improve ease of maintenance and operations. With the design and order and installation of the bridge beams completed, the schedule adjustment for the change from box culverts to bridges is 50 days out of the 156 total additional days requested with this change order. The previous change order #1 in the amount of $485,194 approved by City Council July 9, 2024 was an upward adjustment to the construction cost based on the finalization of the span bridge design, which was still a substantial cost savings from the box culvert design. Of the $395,207 for change order #2, $48,870 is related to the bridge design, specifically to add pedestrian handrail.
The majority ($271,726) of the total of $395,207 for this change order #2 is for optional but recommended driver and pedestrian improvements for the roundabout on Kelly Lane at Vilamoura/Falcon Point. New pavement markings are proposed within the roundabout based on best practices to enhance driver guidance within the roundabout. An additional crosswalk is proposed on the east side of the roundabout with curb ramps, crosswalk pavement markings, and signage. Solar powered pedestrian rapid rectangular flashing beacon (RRFB) assemblies are proposed for all crosswalks to give additional visual notice to drivers of pedestrians in the crosswalk. The addition of the RRFBs enhances pedestrian safety in a corridor with a recent history of vehicle-pedestrian crashes and complies with the best practices codified in the August 2023 US Code of Federal Regulations for Public Right-of-Way Accessibility Guidelines (PROWAG) for roundabouts, which requires at least one of four treatment options for crosswalks at roundabouts: standard accessible pedestrian signals, pedestrian hybrid beacons (PHBs), rapid rectangular flashing beacons (RRFBs), and raised crosswalks. The RRFBs selected for the Kelly Lane roundabout will also include pedestrian-actuated lighting of the crosswalk area to improve visibility of the pedestrians at night. The safety of pedestrians and cyclists will continuously be assessed to determine if additional features, such as raised crosswalks that lower the speed of vehicles, will be added later. No additional days are associated with these pedestrian crossing improvements.
Additional costs in the change order includes $43,020 for the cost associated with resolving a utility conflict identified by the contractor. In 2021, utility relocations for Kelly Lane Phase 2 began. An AT&T line was relocated per the original roadway design; however, the roadway design changed from the use of box culverts over the creek to span bridges. The switch to span bridges changed the project to design-build, which requires confirmation of utilities during the build. On October 24, 2023 and again on November 3, 2023, the contractor identified an AT&T line as a conflict in the field. The AT&T line was deemed too shallow and too close to the abutments for the proposed bridges. AT&T and the city agreed on a cost share to remedy the utility conflict. The city agreed to have CapEx (their subcontractor) hydro-excavate the AT&T line to determine the full depth, location, and extent of the line. AT&T agreed to keep the line in place by adding concrete protections to the line that were satisfactory to all parties. The $43,020 is for the city’s cost for the hydro-excavation, which was considered a safer method to expose the critical AT&T line. CapEx could not complete the work on the bridge until the AT&T line was protected, which was done June 27, 2024. CapEx determined 106 days, not continuous but cumulative, of the 156 additional days requested is associated with the resolution of the AT&T utility conflict.
For the remaining items, the $2,470 for 2” PVC Sch 40 conduit and $1,100 for 20 LF of 2” conduit is for electrical lines traversing the bridge. The $35,750 for barricades, signs, and traffic handling is for the additional days of traffic control needed to extend the time to completion. Downward quantity adjustments were made on other items (e.g., flexible base, curb & gutter, and concrete sidewalks) that reduced the total change order amount.
The four-lane roadway will be open to vehicles in July 2025, with final tasks, such as vegetation establishment and sidewalk installation, expected to continue to August 2025.
The sum of this change order request with the previous construction contract amount ($14,893,736) and previous change order ($485,194) remains below the project construction budget of $22,890,000.
This change order is within the overall project budget, anticipates the roadway opening to four lanes by the summer, incorporates design changes to improve pedestrian, bike, and driver safety based on best practices and mobility master plan update feedback, and does not impact the Kelly Phase 3 start date.
This agenda item supports the Safety and Infrastructure pillars of the Strategic Plan by ensuring the roadways built will meet current and future needs.
Prior City Council Action
On June 27, 2023 City Council approved and executed a construction contract with Capital Excavation Company in the amount of $14,893,736 for the Kelly Lane Phase 2 roadway improvements project.
On July 9, 2024, City Council approved a change order with Capital Excavation in the amount of $485,194 for construction contract associated with the Kelly Lane Phase 2 roadway improvements project.
Deadline for City Council Action
Action is requested on December 10, 2024
Funding Expected: Revenue __ Expenditure _X_ N/A __
Budgeted Item: Yes _X_ No __ N/A __
Amount: _$395,207 _______
1295 Form Required? Yes _X_ No __
Legal Review Required: N/A _X_ Required __ Date Completed: ___________
Supporting documents attached:
Change Order
Recommended Action
Approving a change order in the amount of $395,207 and 156 additional days for the construction contract for Kelly Lane Phase 2 roadway improvements project with Capital Excavation Company, and authorizing the City Manager to execute the same.