07. Change Order - Montana Department of TransportationREPORT TO: Mayor and City Council
FROM: James C. Hansz, P.E., Director of Public Works
SUBJECT: Change order #1 Kalispell Bypass Utility Relocation Project
MEETING DATE: 3 May 2010
BACKGROUND: Earlier this year, City Council. approved a contract for relocation of existing
City utilities that are in conflict with construction of the Kalispell Bypass. Along with that
approval City Council also authorized an agreement with MDT for reimbursement of 75% of the
cost of these relocations. The City has just been informed that another utility conflict between a
new MDT storm drain and existing, recently installed, City -owned water and sewer mains
serving Old School Station has been identified at US 93 near Triple W Equipment.
These utility mains were developer -installed. During their design, the developer and his
engineer worked closely with the City and MDT to determine as accurately as possible the
proper installation locations to ensure no future conflicts with Bypass construction. In addition,
as the MDT design engineers moved ahead with their work the City provided full information
regarding the installed facilities so as to ensure the highway design process correctly accounted
for the existence of our new facilities. Despite these intense efforts, the City has been informed
that two sewage force mains (6" and 12" diameters) and an 1 S' diameter water main must be
lowered to permit the installation of a new 24" diameter gravity storm drain.
The City is entitled to use State-owned right of way for utilities, but is required by law to
move them in cases like this. The State is also required by lave to reimburse 75% of the
relocation cost. In order to proceed with this work so as not to delay the Bypass construction and
to take best advantage of the on -site presence of our utility relocation contractor Working at two
other locations, the attached Change Order # 1 has been prepared. It totals $92,050.00, with
$47,700.00 related to water relocations and $44,350.00 related to sewer relocation. These are
not -to -exceed costs and may be less when all the work is complete.
In addition, the attached MDT Utility work Order has been prepared and approved to amend
our existing MDT Construction agreement to allow for the reimbursement by the State of 7 S % of
the additional relocation costs.
Based on costs to date and an analysis of the previously amended budgets for water and
sewer, it appears the additional work can be accomplished within the current budgets with no
need for another budget amendment.
RECOMMENDATION: Authorize the City Manager to approve Change Order # 1 for Bypass
Utility Relocations.
ACTION REQUESTED: AT MEETING OF MAY 3RD -W MOTION TO AUTHORIZE
CITY MANAGER. APPROVAL OF CHANGE ORDER ##1 FOR KALISPELL BYPASS
UTILITY RELOCATIONS.
FISCAL EFFECTS: Potential expenditure of $92,050.00 to be split between the water and
sewer funds based on actual cost. Reimbursement by MDT of 75% will result in a total net cost
for the work to not exceed $23 ,O 12.5 0.
ALTERNATIVES: As suggested by the City Council
Jane Howington
City Manager
Attachments: Change Order ## 1
MDT Uti 1 ity work Order and Construction Agreement Amendment
Change Order
. I
The Contract Documents are modified as follows upon execution of this Change Order:
Description: L t -- '
CHANGE IN CONTRACT PRICE:
Original Contract Price:
3 6a, �4(_7z
CHANGE IN CONTRACT TIMES:
Original Contract Times: qA orking days Calendar days
Substantial completion (days ): _ .
Ready for final payment {days ertWM: Lq--,L,7�
[Increase] [Decrease] from previously approved Change [increase] [Decrease] from previously approved Change Orders
Orders No. to No. No. to No.
Substantial completion (days): JA
$ Ready for final payment (days): A-j VA
Contract Price prior to this Change Order: Contract Times prior to this Change Order:
Substantial completion {days off:
3 72�Ready for final payment (days ):
[Increase] ] of this Change Carder: [Increase] [Decrease] of this Change Order:
Substantial completion (days or date):
$ C Ready for final payment (days or date): r-
Contract Price incorporating this Change Order: Contract Times with all approved Change rders:
Substantial completion (days
$ '719 1, 7 2-- Ready for final payment (days owe): ��--0
RECOMME ED: ACCEPTED: ACCEPTED:
By: By By:
Engineer (Authorized Signature) owner (Authorized Signature) Contractor (Authorized Signature)
Date: Date: Date:
Approved by Funding Agency (if applicable): Date:
EJCDC No. C--941 (2002 Edition) Page 1 of 2
Prepared by the Engineers' Joint Contract Documents Committee and endorsed by the
Associated General Contractors of America and the Construction Specifications Institute.
A. GENERAL INFORMATION
This document was developed to provide a uniform format for handling contract changes that affect
Contract Price or Contract Times. Changes that have been initiated by a Work Change Directive must be
incorporated into a subsequent Change Order if they affect Price or Times.
Changes that affect Contract Price or Contract Times should be promptly covered by a Change order.
The practice of accumulating Change Orders to reduce the administrative burden may lead to
unnecessary disputes.
If Milestones have been fisted in the Agreement, any effect of a Change Order thereon should be
addressed.
For supplemental instructions and minor changes not involving a change in the Contract Price or Contract
Times, a Field Order should be used.
B. COMPLETING THE CHANGE ORDER FORM
Engineer normally initiates the form, including a description of the changes involved and attachments
based upon documents and proposals submitted by Contractor, or requests from Owner, or both.
Once Engineer has completed and signed the form, all copies should be sent to .owner or Contractor for
approval, depending on whether the Change Order is a true order to the Contractor 'or the formalization of
a negotiated agreement for a previously performed change. After approval by one contracting party, all
copies should be sent to the other party for approval. Engineer should make distribution of executed
copies after approval by both parties.
If a change only applies to price or to times, cross out the part of the tabulation that does not apply.
EJCDC No. C-941 (2002 Edition) Page 2 of 2
Prepared by the Engineers` Joint Contract Documents Committee and endorsed by the
Associated General Contractors of America and the Construction Specifications Institute.
4/21 /2010 1: 52:48PM
LIB LHC, Inc.
PO Box 7338
Kalispe0, MT 59904--0338
Contact: .lay McMillan
Phone: ( 406 ) 758-6424
Fair: ( 406 ) 758-6430
Quote To: Frank Castle Job Name:
City Of Kalispell
Phone: (406 ) 758-7720 Date:
Fax: (406 ) 75 8-7831
Lower Water Main At W1A,`W &
Hwy 93
April 21, 2010
ITEM
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
AMO[3NT
10
MOBILIZATION
1.00
LS
3,550.00
3,550.00
20
TRAFFIC CONTROL
1.00
LS
2,050.00
2,050.00
30
EROSION CONTROL
1.00
LS
600.00
600.00
40
CONNECT TO EXISTING
1.00
LS
2,400.00
2,400.00
50
18" C900 WATER MAIN
1.00
LS
131,850.00
13,850.00
60
18" 45 DEGREE BEND
1.00
LS
7,900.00
7,900.00
70
FLOABLE FILL
1.00
LS
7,250.00
7,250.00
80
REMOVE EXCESS MATERIAL
1.00
LS
21,600.00
2,600.00
90
LANDSCAPE RESTORATION
1.00
LS
900.00
900.00
100
PRESSURE TEST & CHLORINATE
1.00
LS
1,800.00
17800.00
110
EXPLORATORY EXCAVATION
L00
LS
1,200.00
I,200.00
120
PROTECT/SHORE EXISTING SIGNAL
FOUNDATION
1.00
LS
3,600.00
3100.00
GRAND TOTAL $471700.00
NOTES:
Excludes permits.
City to provide staking and location.
This is a lump sun "Not To Exceed" price.
Page 1 of 1
4/27/201012:26:19PM
LHC, Inc.
PO Sox 7338
Kalispell, MT 59904-0338
Contact: Jay McMillan
Phone: ( 406 ) 758-6424
Fax: (406 ) 758-6430
Quote To: Frank Castle .lob Name:
City Of Kalispell
Phone: (406 ) 758-7720 Date:
Fax: (406 ) 758-7831
Lower Force Main At V1W &
Hwy 93
April 27, 2010
ITEM
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
AMOUNT
10
MOBILIZATION
1.00
LS
2,150.00
2,150.00
20
TRAFFIC CONTROL
1.00
LS
2,500.00
2,500.00
30
EROSION CONTROL
1.00
LS
600.00
600.00
40
CONNECT TO EXISTING
1.00
LS
27400.00
2,400.00
50
6" FORCE MAIN
1.00
LS
41:400.00
41-400.00
60
6" 45 DEGREE BEND
1.00
LS
5,400.00
5,400.00
70
12" FORCE MAIN
1.00
LS
6,600.00
6,600.00
80
12" 45 DEGREE BEND
1.00
LS
61 00.00
6,600.00
90
FLO ABLE FILL
1.00
LS
77200.00
7,200.00
100
REMOTE EXCESS MATERIAL
1.00
LS
21600.00
2,600.00
110
LANDSCAPE RESTORATION
1.00
LS
900.00
900.00
120
PRESSURE TEST
1.00
LS
1,800.00
1,800.00
130
EXPLORATORY EXCAVATION
1.00
LS
1,200.00
1,200.00
GRAND TOTAL $44,350.00
NOTES:
Excludes permits.
City to provide staking and location.
This is a lump sum "Not To Exceed" price.
Page 1 of 1
STATE OF MONTAi1A
DEPARTMENT OF
WIGHWAYS DIVISION
Order for Additional work
( )Railroad ()Utilities
Company C) L 11 W.
L J E, � � Date
Total This Work Order (State Share) _ $ 1091 3-1450
Work Order No. .11.
Project Control No. -?-D3S
Project I.D. No. M-T is 6&S—) I.C.
Project I.D. No. MT 1S(eS 3 Const.
Project Designation LJS2. Soub�
Reference is made to that Agreement dated 11-54-6� entered into between the Department of Transportation and the
owner. A description of the work and the costs involved are outlined below.
Q�
5 Original Agreement Previous Work Orders New Total
State 'fade � ll l-iS.t�State %, �S State � /a� l73`� .50State %� State � , ZI Z•53
Utility %�, Utility $ 1ID391 46wity %2-5 Utility $ 2-'-,-.),01Z S'Qltility %2,5 Utility $ Ig3,41D4.tE
Justification (attach a detailed description of stations, type of work, etc,, including exhibits and any other information to
justify this work order, in detail)
Cost Overrun - reason.l�
Change in Scope -reason.
Outdated Agreement -reason.
Other -reason.
The facility's owners shall comply with the requirements of cFR TITLE 23 and amendments thereto as issued by the
F HWA.
Prior Discussion �,.,.� L� VUtility Section
APPROVED:
Utility Company
Utility Agent
District Administrator
Helena
Use of Utility Work orders
Date `t' -2,7 -1 C�)
06P,4 -n< pa/3 C, (C-
Title LJoRbcd QiAIE��ra/Uate '
Title
3
Date 4-Z.7-10
Date
Date
() When the scope of work changes approximately 15%. This means if alignment, numbers of facilities (poles, footage
of cable) change approximately 5%.
(2) If the agreement estimate changes by approximately 5%.
(3) To justify a 5% or more overrun at final billing (state share).
(4) District approves UWO up to $1 o, 000; Helena approves Uvvo more than $1 o, 000. (A copy of the District -approved
Uwo must be submitted to the Utility Section).
(5) District or utility company can fill in cost of work order and justification
(6) Work order should be approved prior to work proceeding. In emergency cases, the Utility can continue work by the
District obtaining verbal approval from the Utility Section in Helena.
4/271201012:26:19PM
R3 1 U �t�# � A _IZ6 -am
LUC, Inc.
PO Box 7338
KahspcH7 MT 59904-0338
Contact: Jay McMiRan
Phone: (406) 758-6424
Fax: ( 406 ) 758-6430
Quote To: Frank Castle Job Name:
City Of Kalispell
Phone: (406 ) 758-7720 Date:
Fax: (406 ) 758-7831
Lower Force Main At WWW &
Hwy 93
April 27, 2010
ITEM
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
AMOUNT
10
MOBILIZATION
1.00
LS
27,150.00
2,150.00
20
TRAFFIC CONTROL
1.00
LS
2,500.00
2,500.00
30
EROSION CONTROL
1.00
LS
600.00
600.00
40
CONNECT TO EXISTING
1.00
LS
21-400.00
27400.00
50
6" FORCE MAIN
1..00
LS
4,400.00
41400.00
60
6" 45 DEGREE BEND
1.00
LS
5400.00
5,400.4
70
12" FORCE MAIN
1.00
LS
6,600.00
6,600.00
80
12" 45 DEGREE BEND
1.00
LS
6,600.00
6,600.00
90
FLOWABLE FILL
1.00
LS
7,200.00
7,200.00
100
REMOVE EXCESS MATERIAL
1.00
LS
27600.00
2,600.00
110
LANDSCAPE RESTORATION
1.00
LS
900.00
900.00
120
PRESSURE TEST
1.00
LS
1, 800.00
1,800.00
130
EXPLORATORY EXCAVATION
1.00
LS 1
1,200.00 1
1,200.00
GRAND TOTAL $44,350.00
NOTES:
Excludes permits.
City to provide staking and location.
This is a lump sum "Not To Exceed" price.
-T 5
ff.. ral - =0 M AN 11. go,
Page 1 of 1
�:r��szix��r
11? 11h010 1:52:48PM
LHC, Inc.
PO Box 7338
Kalispell, MT 59904.0338
Contact: Jay McMillan
Phone: ( 406 ) 758-C424
Fax: (406 ) 758-6430
Quote To: Frank Castle Job Name:
City Of Kalispell
Phone: (406 } 758--7720 Date. -
Fax: (406 758-7831
Lower Water Main At WW'[N &
Hwy 93
April 21, 2010
ITEM
DESCRIPTION
QUANTITY
UNIT
UNIT PRICE
AMOUNT
10
MOBILIZATION
1.00
LS
39550.00
3,550.00
20
TRAFFIC CONTROL
1.00
LS
2,050.00
21.4050.00
30
EROSION CONTROL
1.00
LS
600.00
600.00
40
CONNECT TO EXISTING
1.00
LS
2,400.00
211400.00
50
18" C900 WATER MAIN
1.00
LS
1310850.00
137850.00
60
18" 45 DEGREE BEND
1.00
LS
7,900.00
77900.00
70
FLOWABLE FILL
1.00
LS
7,250.00
7,250.00
80
REMOVE EXCESS MATERIAL
1.00
LS
22600-00
2,600.00
90
LANDSCAPE RESTORATION
1.00
LS
900.00
900.00
100
PRESSURE TEST & CHLORINATE
1.00
LS
1,800.00
1,800.00
110
EXPLORATORY EXCAVATION
1.00
LS
11)200.00
1,200.00
120
PROTECT/SHORE EXISTING SIGNAL
FOUNDATION
1.00
LS
37600.00
3,600.00
GRAND TOTAL
NOTES:
Excludes permits.
City to provide snaking and location.
This is a lump sum "Not To Exceed" price.
S=
$47,700.00
Page 1 of 1