Title
An Ordinance approving Change Order No. 5 to the agreement with Tandem Paving Company Inc. for the Mill & Overlay FY26 Program, Project No. 887-OV to increase the project timeline by 20 days, and authorizing the City Manager to execute an agreement for the same.
Body
Issue/Request:
An Ordinance approving Change Order No. 5 to the agreement with Tandem Paving Company Inc. for the Mill & Overlay FY26 Program, Project No. 887-OV to increase the project timeline by 20 days, and authorizing the City Manager to execute an agreement for the same.
Key Issues:
• Pursuant to Ordinance No. 10114, the City entered into a contract with Tandem Paving Company, Inc to complete the Mill & Overlay FY26 program
• During the 90-day agreement, the addition of Sampson Road added 20 days to the projects' original 90 day timeline.
• The City desires to add 20 days in agreement with Tandem Paving company, LLC, Project No. 887-OV for a 30% increase of the original contract time. This Change Order has no cost impacts.
• 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. 5 to the agreement with Tandem Paving Company Inc. for the Mill & Overlay FY26 Program, Project No. 887-OV to increase the project timeline by 20 days, and authorizing the City Manager to execute an agreement for the same.
Background:
The Mill & Overlay Program is the most extensive and expensive street preventive maintenance process performed under the City’s Pavement Management Program. The process involves removing (milling) approximately 2” of asphalt from the surface, then replacing it with new asphalt. The mill and overlay process improves smoothness, cross-slope, and ride-ability, while reducing future construction expenses by delaying the need for complete street re-construction.
The primary evaluation tool used to prioritize streets for the mill and overlay is the Pavement Condition Index (PCI), which is a standardized method to evaluate pavement condition. The 1,110 lane miles of streets within the City are evaluated on a rotating four-year cycle. The evaluations assign a Pavement Condition Index (PCI) score to each street to evaluate the type maintenance appropriate to preserve the pavement as well as the best time to conduct maintenance.
In addition to the pavement condition, the condition of the curb is also taken into consideration and associated adjacent overlay coordinated with the curb replacement program. Like most municipalities in the metro area, the City is dealing with premature curb failure. This concrete failure is primarily focused on curbs installed between 1980 and 2008. To help manage limited funding for curb replacement, Public Works typically limits curb replacement to streets that will be overlaid in the near future. Ideally, a street will be overlaid during the year following curb replacement. This process minimizes damage to newly placed overlay pavement caused by tearing out curb. Coordinating these two programs produces a finished product with new pavement surfacing and curb similar to a new street. The City’s curb replacement program from last year replaced curbs in ten of the fifteen areas outlined in this year’s mill and overlay program and one additional area had all the sidewalk ramps upgraded to current ADA standards.
To reduce disruption to residents, to simplify the logistical operations, and take advantage of economics of scale, staff attempts to group mill & overlay streets by neighborhoods. Overlaying entire neighborhoods streamlines the City’s pavement management process, extends the life of the overlay, reduces the unit price for overlay work, and reduces routine maintenance in the area.
Over the past year the oil price index has dropped by 14.6% since March of 2024. Due to the lower oil price index the price for asphalt has been reduced by 4.76% despite the Highway Construction Price Index increasing by 2.5%. Public Works continues to use the KCMMB asphalt mix. Oil price indexing is a means to insure the City and contractor share in any asphalt oil price fluctuation.
Historically, the asphalt mill and overlay program that included oil price indexing routinely received the lowest unit price for asphalt resurfacing every year. Capital projects with asphalt paving can pay as much as two to five times the amount for asphalt paving when compared to the overlay program based on the large volume of asphalt work in the annual overlay program. The low unit prices make it advantageous for other divisions within the City to piggyback onto the overlay contract. City parking lots, fire stations, airport, and other locations have used the overly contract for asphalt resurfacing work.
Impact/Analysis:
The addition of 20 days allowed for the mill & overlay of SW Sampson Road from SW Scherer Road to SW Hook Road following the completion of the Sampson Road Bridge.
Timeline:
Completed in October
Presenter
Vince Schmoeger, Project Manager
Recommendation
Staff recommends approval.
Committee Recommendation