Title
An Ordinance approving Change Order No. 1 to the agreement for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar days, and authorizing the City Manager to execute an agreement for the same. (PWC 6/9/25)
Body
Issue/Request:
An Ordinance approving Change Order No. 1 to the agreement for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar days, and authorizing the City Manager to execute an agreement for the same.
Key Issues:
- Pursuant to Ordinance No. 9968, the City and Pavement Management, LLC. (hereinafter "Contractor") entered into an agreement for the construction of the Crack Seal Project, Project No. 816 (hereinafter "Base Agreement").
- The City’s Procurement Policy Paragraph 8.2.3 States the City Council must approve any change order resulting in an increase to the contract time exceeding the greater of 30 days or 20% of the Contract time.
- The City desires to modify the base agreement, as amended, to adjust for final payment and additional contract days needed to accommodate for winter suspension days and adverse weather days to complete the work.
Proposed Committee Motion:
I move to recommend to the City Council approval of an Ordinance approving Change Order No. 1 to the agreement for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar days, and authorizing the City Manager to execute an agreement for the same.
Proposed City Council Motion:
FIRST MOTION: I move for a second reading of an Ordinance approving Change Order No. 1 to the agreement for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar 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 for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar 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 future 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.
This change, Change Order No. 1, will address adding additional days needed to accommodate the 133 winter suspension days and 29 adverse weather days.
Timeline:
Summer 2024 - Summer 2025
Presenter
Vince Schmoeger, Project Manager
Recommendation
Staff recommends approval of an Ordinance approving Change Order No. 1 to the agreement for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar days, and authorizing the City Manager to execute an agreement for the same.
Committee Recommendation
Committee Recommendation: The Public Works Committee voted unanimously 3-0 (Councilmember Carlyle "Absent"), to recommend to City Council approval of an Ordinance approving Change Order No. 1 to the agreement for the construction of the Crack Seal FY25 Project No. 816, between the City of Lee's Summit & Pavement Management, LLC for a decrease in the contract price of -$5,093.55 for a revised agreement amount of $291,906.45 and to increase the project timeline by 162 calendar days, and authorizing the City Manager to execute an agreement for the same.