02.07.2011 - Village of Deerfield

REQUEST FOR BOARD ACTION
Agenda Item: 11-14
Subject: Authorization for Additional Work for the Carlisle Avenue and Carriage Way
Infrastructure Rehabilitation Project
Action Requested: Authorize Additional Work for the project ($400,000)
Originated By: Director of Public Works and Engineering
Referred To: Mayor and Board of Trustees
Summary of Background and Reason for Request:
As a result of the May 3, 2010 bid opening, the Department of Public Works and Engineering awarded the construction
contract for the Carlisle Avenue and Carriage Way Infrastructure Rehabilitation Project. The project limits are Carlisle
Avenue from the Briarwood Nature Area to Deerfield Road and Carriage Way from the Briarwood Nature Area to Bent
Creek Ridge. The scope of work includes roadway removal and replacement, water main replacement, drainage
improvements, and intermittent sidewalk removal and replacement. The contract was awarded to Bolder Contractors,
Inc., the low bidder with a bid price of $3,762,918.98. The project spans two construction seasons from 2010-2011.
At the close of the first construction season Carlisle Avenue between the Briarwood Nature Area and Deerfield Road, is
substantially complete. Though the project timing was slightly impacted by a labor union strike, and removal of large
quantities of unsuitable sub-grade material, the Village and the contractor were able to meet a revised completion date of
November 15, 2010. The work that was completed during the first construction season included more than 3,500 linear
feet of newly constructed pavement, 600 linear feet of new 5’ wide sidewalk, 2,000 linear feet of storm sewer, 5,000
linear feet of water main, a new lighting system along Carlisle Avenue, and one storm sewer collection and filtration unit.
The nature of infrastructure reconstruction projects often consist of work items, or exact quantities, that are not easily
identified during the design process. Unforeseen conditions often require additional quantities for work items to be
performed or may require the engineer to request agreed unit prices for work items that are not part of the original
contract. The Carlisle Avenue and Carriage Way Infrastructure project is not an exception. The condition of existing
utilities just outside of the project limits and worse than expected soil conditions will have an overall impact on the
budget for the project, causing the project as a whole to exceed the awarded amount by nearly 11%.
At the close of the 2010 construction season staff and the contractor met to review all completed work items to determine
the remaining budget for the next phase, Carriage Way between the Briarwood Nature Area and Bent Creek Ridge. As a
result of our discussions, we have determined that it is not possible for the project to be completed within the contract
amount if removal and replacement of unsuitable sub-grade material is required as expected, based on the experience
with Carlisle. Therefore, staff has estimated the amount of additional work that will be required to complete the project
and recommends increasing the contract by $400,000.
The Director of Public Works and Engineering recommends that the Mayor and Board of Trustees authorize the
additional expenditure to complete the remainder of the Carlisle Avenue and Carriage Way Infrastructure Rehabilitation
Project, increasing the total contract amount from the base bid of $3,762,918.98 to $4,162,918.98.
Reports and Documents Attached:
None
Date Referred to Board: February 7, 2011
Action Taken: __________________________________________