Title
An Ordinance approving Change Order No. 1 to the agreement with Pavement Management, LLC for the Crack Seal FY24 Program, Project No. 815 to increase the project timeline by 18 days, and authorizing the City Manager to execute an agreement for the same. (PWC 2/12/24)
Body
Issue/Request:
An Ordinance approving Change Order No. 1 to the agreement with Pavement Management, LLC for the Crack Seal FY24 Program, Project No. 815 to increase the project timeline by 18 days, and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Pursuant to Ordinance No. 9735, the City entered into a contract with Pavement Management, LLC. to complete the FY24 Crack Seal Program
• During the 60-day agreement, the number of days deemed too wet to install the crack seal equaled 18 more days than normally expected.
• The City desires to add 18 days in agreement with Pavement Management, LLC to Project No. 815 for a 30% increase of the original contract time.
• Section 8.2.3 of the City’s Procurement Policy states that the City Council must approve any change order resulting in an increase to the contract time exceeding the greater of 30 days or twenty percent (20%) of the original contract time.
Proposed Committee Motion:
I move to recommend to the City Council approval of an Ordinance approving Change Order No. 1 to the agreement with Pavement Management, LLC for the Crack Seal FY24 Program, Project No. 815 to increase the project timeline by 18 days, and authorizing the City Manager to execute an agreement for the same.
Proposed Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving Change Order No. 1 to the agreement with Pavement Management, LLC for the Crack Seal FY24 Program, Project No. 815 to increase the project timeline by 18 days, and authorizing the City Manager to execute an agreement for the same.
SECOND MOTION: I move for adoption of an Ordinance approving Change Order No. 1 to the agreement with Pavement Management, LLC for the Crack Seal FY24 Program, Project No. 815 to increase the project timeline by 18 days, and authorizing the City Manager to execute an agreement for the same.
Background:
The Crack Seal Program is a pavement preservation process performed annually to protect the integrity of street pavements, thus extending the life expectancy of the pavement surfaces. This practice is similar to caulking seams on a house to prevent water infiltration. Crack sealing keeps water from further damaging the roadways and helps limit future pot holes and pavement failures.
To achieve the greatest benefit, crack seal must be placed on sound pavement. Crack sealing has been observed to significantly reduce the frequency and severity of potholes forming in pavements that have sound base and sub-grade. The timely application of crack sealant has helped control the cost per mile of pavement for pothole repairs in the Public Works Operations budget.
Crack seal installation has very specific environmental requirements when being installed. Due to the wet weather following, prior to, and between the Thanksgiving and Christmas holidays, Pavement Management lost 41% of their construction days. The installation of crack seal requires completely dry pavement to obtain the correct adhesion between the pavement and sealant.
Impact/Analysis:
The addition of 18 days will allow for the completion of this year’s Crack Seal program in better weather conditions. Adding time will improve the long-term performance of the crack sealant without adversely affecting the current pavement conditions.
Timeline:
Start: in-progress (time currently suspended)
Completion: April
Presenter
Vince Schmoeger, Project Manager
Recommendation
Staff recommends approval.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 4-0, to recommend to City Council approval of an Ordinance approving Change Order No. 1 to the agreement with Pavement Management, LLC for the Crack Seal FY24 Program, Project No. 815 to increase the project timeline by 18 days, and authorizing the City Manager to execute an agreement for the same.