Title
Consider and take action on a resolution authorizing Change Order #3 to the construction contract with Lucas Construction Company, Inc. for the Historic District Drainage Improvements (DR2203), in an amount not to exceed $244,110 (Executive Director of Capital Projects)
Background:
Approval of this resolution will authorize Change Order 3 to the construction contract with Lucas Construction, Inc. for Historic District Drainage Improvements (DR2203) in an amount not to exceed $244,110. This will bring the total contract amount to $2,045,309.
A 2023 Drainage Study identified that the flood prone areas along Wisconsin Ave. north of FM 518, can benefit from installation of an underground stormwater system to improve drainage. The final design for the improvements was completed in 2024 which proposed the installation of a series of area inlets with associated 24-inch & 36-inch pipes, and 5’x2’ and 7’x3’ storm boxes underneath the existing roadside ditches and adjacent to Wisconsin Ave, Third & Fourth Streets to reduce flood risk.
Construction started in May 2025. Due to the nature of work, restricted working corridor, historic age of the neighborhood and utility infrastructure, City staff and the designer had anticipated encountering some possible City and franchise utility relocations. Some of these, mainly the gas line, have already been resolved or currently on-going. Below is the summary of Change Orders 1 through 3 to date of which the first 2 were approved administratively. Because of the value, Change Order 3 requires approval by City Council.
Change Order 1: Due to a sanitary sewer line conflict, Contractor was instructed to substitute a 5’x2’ storm box with a larger 5’x4’ storm box to allow the 8-inch sanitary line to penetrate the lower 2 feet of the 5’x4’ storm box and tie back to the main sanitary line. Contractor submitted a change order in the amount of $16,950 for this work. Staff used available unused contract line items to offset this cost to result in a net-zero dollar Change Order. This Change Order 1 was approved administratively.
Change Order 2: During a pre-construction public meeting with the neighborhood, a resident discussed with the City staff and Consultant concerns he had regarding 3rd Street drainage. Residents’ concerns were further studied and with abundance of caution in mind, 3 sets of small inlets and lateral pipes and some waterline relocations were added to the 3rd Street drainage plans. Change Order 2, with a net increase of $32,965, by using available unused contract line items to offset major portion of the Change Order, was added to the contract. This Change Order 2 was approved administratively.
Proposed Change Order 3: As storm box construction moved further south along Wisconsin Ave., conflicts with a parallel gas line and City’s very old asbestos-cement water line became major construction and safety issues. Due to age of neighborhood and lack of accurate as-built drawings these conflicts usually manifest themselves during field excavation. Coordination with the gas company resulted in them relocating their line to the opposite side of street at their cost. They had to design, get approval from a pipeline company and a permit from the City to undertake this work. They are currently working through their contracting process and will start their relocation within next 30 to 45 days.
In coordination with the Public Work staff, it was determined that replacement of approximately 900 feet of 8-inch very old AC water with new C-900 PVC and placing it away from the storm sewer at this time is a prudent and cost-effective as compared to repairing many sections in conflict and leaving a very old and leakage susceptible AC line in ground and underneath the pavement. This is consistent with our current practice to systematically replace all Asbestos Cement water lines with better performing PVC pipe. Additional fire hydrants and valves are also included in this change order. The net Change Order 3, with some available unused contract line items to offset some of the cost, is $244,110. See Attachment 3.
Staff recommend approval of this Change Order 3. Project is partially funded by a CDBG grant.
Attachments:
1. Proposed Resolution
2. Exhibit A - Change Order 3 with Contractor’s Proposal
3. Attachment 3 - AC Waterline Replacement Layout
4. Approved Change Order 1
5. Approved Change Order 2
6. Contract Award Resolution 2025-62
7. CIP Project Sheet
8. CIP Aerial Map
FUNDING
{X} Funding for the roadway is available from the construction contingency in the amount of $83,450 with expenses charged to project expense string DR2203-CONSTRUCT-CONSTRUCT-RE CASH. The waterline funding in the amount of $160,660 is available from Revenue Supported fund balance, fund 1055, with expenses charged to project expense string DR2203-CONSTRUCT-CONSTRUCT-RS CASH.
Staff also recommends an additional $21,550 as a contingency for the waterline construction. This contingency and the remaining original construction contingency totals less than $49,900.
STRATEGIC PLANNING
X} Addresses Strategic Planning Critical Success Factor #1: Develop and Maintain our Infrastructure