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ST9905-AG080311 AGENDA REQUEST FORM THE.CITY.OF DEPT: Engineering COPPELL DATE: March 11, 2008 If.~J(. ~ G .t X 1\ & . \ & OJ ITEM #: 17 o WORK SESSION D CONSENT 1./1 REGULAR ITEM TYPE: CONTRACT IBID or PROPOSAL / ITEM CAPTION: Consider approval of a Change Order to close Bethel Road from Freeport Parkway east to the east property line of the Hard Eight Restaurant and Bethel Road from Freeport Parkway west approximately 1,800 feet for specific reconstruction activities; providing for liquidated damages and an early completion incentive; and authorizing the City Manager to sign. GOAL(S): III EXECUTIVE SUMMARY: ~ IIII Approval of this Change Order to close portions of Bethel Road will allow for the safe and expeditious construction of various sections of Bethel Road. Staff will be available to answer questions at the meeting. FINANCIAL COMMENTS: Staff recommends approval of a Change Order to close portions Bethel Road. ACTION TAKEN BY COUNCIL: APPROVED BY CITY COUNCIL ON ABOVE DATE Motion to Approve RECOMMENDED ACTION: M - York S - Peters Vote - 5-0 Tunnell & Franklin absent . Libby Ball ~ 2008.03.14 17:02:03 .()5'OO' I#Bethel Rd Closure MEMORANDUM FROM THE DEPARTMENT OF ENGINEERING To: Mayor and City Council Kenneth M. Griffm, P.E., Director of Engineering/Public Works March 11,2008 Consider approval of a Change Order to close Bethel Road from Freeport Parkway east to the east property line of the Hard Eight Restaurant and Bethel Road from Freeport Parkway west approximately 1,800 feet for specific reconstruction activities; providing for liquidated damages and an early completion incentive; and authorizing the City Manager to sign. From: Date: RE: The Bethel Road Project has been under construction since February 2007. While the contractor has made steady progress, recently an issue has arisen which caused the contractor to approach the City about the possibility of closing a portion of Bethel Road for a period oftime. The real problem takes place at the intersection of Freeport Parkway and Bethel Road. There is approximately a 2-3 foot grade difference from the old existing pavement to the proposed new paving. To maintain traffic through this section will be difficult when you create transition from the old paving down to the new paving. At one time there had been discussions with the contractor about the possibility of closing the entire intersection for a weekend so it could be cut down and overlaid with a temporary material for the transitions along Freeport from south of Bethel to north of Bethel. However, that would only accomplish a safer transition through the intersection itself. It would not allow for the complete construction of the portion of Bethel Road east of Freeport. After several meetings and discussions among my staff and the contractor, it was determined that the safest, most expedient way to construct the section of Bethel east of Freeport Parkway would be to close that section down in its entirety. This closure would accomplish the following tasks: allow adequate time for the east half of the Freeport I E. Bethel intersection to be cut down, removal of all the old paving along Bethel Rd back to the east, preparation of the sub grade and placement of the new concrete. Once the concrete has cured, the intersection could then be opened to two-way traffic. In order to accomplish this, the contractor has requested the road be closed for 35 calendar days. In looking at the amount of work to be performed and discussing the time associated with each facet of the work, it seems the contractor would need between 25-28 working days to accomplish this portion of the project. "CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN" If the section of Bethel Road east of Freeport Parkway is approved to be closed for the proposed construction, it then provides an opportunity to expedite another portion of the project. This is the portion immediately west of the Freeport / Bethel intersection for approximately 1,SOO linear feet. Several exhibits are attached that more clearly represent the closures planned. Closing the section of Bethel Road west of Freeport would allow the contractor to safely excavate the existing paving down to the new grade and potentially pour some of the additional lanes in that section. However, the real goal in that section is to cut down the existing asphalt roadway to the proper grade. Obviously, closing either one or both of these sections of Bethel creates numerous problems and concerns. The first concern is access to the Hard Eight BBQ Restaurant. One item the contractor has been told is that, ifhe is allowed to close the portion of Bethel east of Freeport, he would need to secure a temporary driveway on the property east of the Hard Eight, so that there would still be access from Bethel Road. Also, additional signage would be required on northbound Freeport as you approach Bethel to show that access to the Hard Eight driveway is available from Freeport. That driveway off Freeport would be "entrance only" and traffic would be encouraged to exit back onto Bethel Road. This would eliminate conflicts taking place where the road transitions from two lanes each way to one lane each way on half of the roadway. The other concern with closing off the section of roadway west of Freeport was how trucks would reach the new industrial area at the northwest comer of Freeport and Bethel. Conversations have taken place with the owners of those properties and they are willing to bring their trucks in on Bethel from the west (Royal Lane and Bethel area). The employees would still come in from Freeport to access the site. Signage would be placed along Bethel that states "Truck Access to DUNE only, no thru traffic to Freeport Pkwy." The owner of the property was concerned about traffic potentially cutting through his parking lot to access Freeport as a cut-through. The Engineering Department's main concern with any type of road closure is this: will the positive impact of expediting a safer work environment outweigh the potential negative impact to the adjacent businesses? That is the main reason we would require the contractor to provide alternate access to the Hard Eight restaurant from Bethel Road and provide truck traffic a way to reach the new businesses at Freeport and Bethel. However, even if all those issues are worked out, what typically happens is, once the road is closed, you are at the mercy of the contractor. Numerous things can go wrong in the length oftime that a road is closed. If this agenda item is approved, a Change Order would be issued to Tiseo Paving that would allow them to close the intersection from March 17 through Apri11S. This is 25 working days plus four weekends. The Change Order would stipulate that if Bethel Road is not re-opened to two-way traffic by April 21, then $1,000 per day would be assessed against Tiseo in liquidated damages. During the course of our discussions, it was noted that the Farmer's Market would open on April 12th. Therefore the Change Order would also include an incentive to reward Tiseo Paving if they have two-way traffic restored to Bethel Road prior to April 12th. The incentive would be $500 per day for every day work is completed before April1Sth plus a $3,500 bonus ifit is complete prior to Ap~112th. As an example, if Tiseo actually completed the work on Friday, April 11, they would receIve seven days early completion incentive plus a $3,500 bonus for a total of $7,000. ($500 per day for seven days early completion and a $3,500 bonus for completion prior to April 12.) "CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN" It is always difficult recommending closure of main roadways for construction projects, however, the need for a safe traveling environment for the public often necessitates that roads be closed during construction. Staff recommends approval of this agenda item to issue a Change Order to close Bethel Road from Freeport Parkway east to the east property line ofthe Hard Eight Restaurant and Bethel Road from Freeport Parkway west approximately 1,800 feet. Staff further recommends that the Change Order to the project allow for a $500 per day incentive for early completion prior to April 18, 2008 plus a $3,500 bonus for completion prior to April 12, 2008 and $1,000 per day liquidated damages for road closures beyond April 21, 2008. The Change Order will clearly state that the desired result of the road closure would be unimpeded two-way traffic on Bethel Road and Freeport Parkway by April 21, 2008. Staff will be available to answer any questions. "CITY OF COPPELL ENGINEERING - EXCELLENCE BY DESIGN" ú×ÈÔ×ÐêÍÛØùÐÍÉÇÊ×ÛÈ öÊ××ÌÍÊÈìÛÊÑÅÛÃ êíûøùðíé÷ø îíûùù÷éé ìÊÍÒ×ÙÈéè 75150 0 êíûøùðíé÷øèí èôêçèêûööóù ùíïï÷êùóûðûùù÷éé 1 INCH = FT. 150 íîðã Created on: 04 March 2008 by Scott Latta Created in LDDT S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\ST99-05 DETOUR 1 ú×ÈÔ×ÐêÍÛØùÐÍÉÇÊ×ÛÈ çðóî÷óÎØÇÉÈÊÓ×É êíûøùðíé÷ø îíûùù÷éé ìÊÍÒ×ÙÈéè 75150 0 êíûøùðíé÷øèí èôêçèêûööóù ùíïï÷êùóûðûùù÷éé 1 INCH = FT. 150 íîðã Created on: 04 March 2008 by Scott Latta Created in LDDT S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\ST99-05 DETOUR 2 ú×ÈÔ×ÐêÍÛØùÐÍÉÇÊ×ÛÈ öÊ××ÌÍÊÈìÑÅÃÛÎØêÍÃÛÐðÎ êíûøùðíé÷ø îíûùù÷éé ìÊÍÒ×ÙÈéè 250500 0 êíûøùðíé÷øèí èôêçèêûööóù ùíïï÷êùóûðûùù÷éé 1 INCH = FT. 500 íîðã Created on: 04 March 2008 by Scott Latta Created in LDDT S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\ST99-05 DETOUR 3 ú×ÈÔ×ÐêÍÛØùÐÍÉÇÊ× êíûøùðíé÷ø ûÐÈ×ÊÎÛÈ×êÍÇÈ×ïÛÌ îíûùù÷éé ìÊÍÒ×ÙÈéè êíûøùðíé÷øèí èôêçèêûööóù 5001000 0 ùíïï÷êùóûðûùù÷éé íîðã 1 INCH = FT. 1000 ûðè÷êîûè÷êíçè÷ Created on: 04 March 2008 by Scott Latta Created in LDDT S:\CAD\In_Design\MISC EXHIBITS\dwg\EXHIBITS.dwg\ST99-05 DETOUR 4 CITY OF COPPELL CHANGE OR EXTRA WORK ORDER PROJECT: Bethel Road I Project # ST 99-05 CONTRACTOR: Tiseo Paving Company OWNER: City of Coppell CHANGE ORDER NO.: Eight (8) DA TE: March 11, 2008 Page 1 of 2 1. Approval to close Bethel Road from Freeport Parkway east to the east property line of Hard Eight BBQ Restaurant and Bethel Road from Freeport Parkway west for approximately 1,800 for the period of March 17 through April 18, 2008. 2. Early completion incentive of $500/day for completion prior to April 18, 2008 plus a bonus of $3,500 for completion prior to April 12, 2008. 3. Liquidated damages in the amount of$I,OOO day for road closures extending beyond April 21, 2008. 4. Definition of "completion" IS unimpeded two-way traffic on Bethel Road and Freeport Parkway. Previous contract amount Net increaseiin contract amount Change Order #1 Net increase in contract amount Change Order #2 Net increase in contract amount Change Order #3 Net increase in contract amount Change Order #4 Net increase in contract amount Change Order #5 Net increase in contract amount Change Order #6 Net increase in contract amount Change Order #7 Net increase in contract amount Change Order #8 $7,293,659.00 o $8,000.00 $8,580.00 $14,247.00 $57,767.65 $270,088.40 $12,845.00 N/A Revised contract amount Net increase in contract time of completion Revised Contract time of completion $7,665,187.05 68 674 Calendar Days ~t -6) cio/k <-5/,Q/03 CHANGE ORDER NO.: Eight (8) Pg 2 of 2 The contractor hereby accepts this Contract adjustment as a fmal and complete adjustment in full accord and satisfaction of all past and future liability originating under any clause in the Contract by reason of this revision to the Contract. .". n.. i Reco ended b Ci Engineer Date ~.twL~u/ .~/~& Agreed by Contractor Dat ......~ d- // 'Cd Date 2008 1b:30 9722155537 TISEO PAGE 02/02 .. /!m;:o d 6 ~tllvQ IJAJAA~ ~ ~rtD.~~JXO ~ ~p~~ tl~ fJJ ~ lnl 64-6 b voW- ~. tfv fM;vp &G ' ~ 1Yt.AJ1L .~ ~ /1, ~. . /1. 4 ;/Lf;v;vYG ~'i [;tJLU p ~ -t:fu- ~ Pi iJ I- mJ . tV ~ tbm ~ 1N- ~ a;rLi. .-iJtL ~ ~ ~ t1u- /MLi ~ ~ W /uti 1ff LJ;4/ .' 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