Title
A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A CHANGE ORDER TO THE CONTRACT WITH PERRIN ASPHALT COMPANY UNDER THE 2020 ASPHALT RESURFACING PROGRAM AND TO APPROPRIATE ADDITIONAL FUNDING; AND DECLARING AN EMERGENCY.
Brief Description: Staff is requesting a change order in the amount of $90,000 for the completion of an alternate asphalt project under the Perrin contract.
Body
Legislative History
Resolution No. 19-129 - Permission to Bid and Award 2020 Capital Maintenance Contracts; passed October 1, 2019.
Purpose & Explanation
During the 2019 operational year, Hudson Public Power had budgeted $50,000 for paving work at the Hudson Public Power facility. This work entailed paving the east side of the property from the street to the southeast corner of the building (see attached drawing). During the design planning process, it was discovered the existing substrate would not support the weight of the vehicles traversing this area and the site would require additional base materials be included in the scope. The engineering estimate was revised from $50,000 to $90,000 to account for the additional labor and substrate materials. In December of 2019, this project was included as an alternate bid item in the Engineering Department’s 2020 Asphalt Program. The submitted bid price was $81,900.
In January 2020, the City Council requested that this work be put on hold, as staff and City Council would at some point in 2020 return to discussions regarding a new PW Facility and how that might impact whether HPP remains at its current Hudson Gate Drive location. However, this work needs to be completed to make for a cleaner, safer parking area as well as a more durable, sustainable surface for large electric vehicles and delivery trucks.
The City Administration is requesting City Council approval a change order in the amount of $90,000 ($81,900 base bid + 10% contingency $8,100) to the 2020 Asphalt contract to complete the alternate bid project of the HPP parking area asphalt surfacing. Staff is also requesting an appropriation for the additional funds in the amount of $40,000 for the completion of this project.
Legal Authority for Proposed Legislation
Pursuant to Charter Section 6.04, Contracts & Purchasing:
X Competitively bid and advertised for two consecutive weeks.
Joint or Cooperative Purchase Program
Professional Services
Other [provide explanation]
Fiscal Impact
X Currently Budgeted (HPP $50,000)
X Supplemental Appropriation Required (from HPP account 503-5140-52530, $40,000)
Appropriation Not Required
Does this legislation require use of an emergency clause?
X Yes, in order to complete this work as part of the 2020 contract
No
Recommendation
Suggested Action
Staff recommends that City Council approve this Resolution authorizing the City Manager to execute a change order to the 2020 Asphalt Resurfacing Program with Perrin Asphalt Co. in the amount of $90,000. Staff further requests an appropriation from the HPP fund in the amount of $40,000 to cover the final bid amount.
Submitted by,
Jane Howington, City Manager
Frank J. Comeriato, Jr., Asst. City Manager - Operations
Kevin Powell, Asst. Public Works Director - Utilities