17-Deliberate and act on a Resolution approving a change order, final payment and closing the contract with Stephens Concrete for the Downtown Sidewalk Replacement ProjectCITY COUNCIL AGENDA ITEM BRIEFING SHEET
Submittal Date:
Otiginating Department:
Presented By:
Agenda Item No.:
09/24/10
Engineering, Planning
Shawn Napier, P.E. City Engineer
Council Date:
& Development
/Director of Public Works
17.
09/27/ 10
RECOMMENDED MOTION:
Deliberate and act on a resolution approving a change order, final payment and closing the contract with
Stephens and Sons Concrete Contractors for the Texas Capital Fund Main Street Improvement Project,
TCF #72800239.
POLICY ISSUE(S):
Contract
BACKGROUND:
This project was funded from a Texas Capital Fund Main Street Improvement Grant with a$215,000
total budget. The sidewalk replacement portion of the contract was budgeted for $150,000 for sidewalk
and lights. The remaining $65,000 was the City's match portion and included the engineering,
administration, benches and trash receptacles.
Because the original bid came in much lower than expected, the project was expanded to include the
unimproved portion of sidewalk on the north side of Lamar Avenue between N. Main Street and NE 1 st
Street. See the attached project expenditure sheet to see the project totals after the changes. The totals
are still within the original project scope.
BOARD/COMMISSION RECOMMENDATION:
EXHIBITS:
Resolution, change order, project expenditures
ACTION:
BUDGET INFO:
❑ Financial Report ❑ Minute Order
Expense
$202,615.45
❑ Department Report E Resolution
Budgeted Amt.
$65,000.00 (City's Portion)
❑ Presentation ❑ Ordinance
y'I'D Actual
$126,361.19
❑ Public Hearing ❑ Other
Acct. Name
Texas Capital Fund Grant
Acct. Number
25-0351-40-00
FISCAL NOTES:
REVIEWED AND APPROVED BY:
Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire
❑ Municipal Court ❑ Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities
City of Paris Revised 2/04/08
. 177
PROJECT EXPENDITURES
TEXAS CAPITAL FUND SIDEWALK REPLACMENT
Engineering
$38,000.00
City
Admin
$15,000.00
City
Benches Trash
$9,758.00
City
Lights
$27,348.21
Grant/City*
Istephens
$112,509.24
Grant
Total $202,615.45
Grant Max $215,000.00
*Maximum reimbursable amout $27,000
Grant Max
$150,000.00
Grant Actual
$139,857.45
Difference
$10,142.55
City Grant Match
$65,000.00
City Actual
$63,106.21
Remaining**
$1,893.79
**To be applied to the contract cost
179
DRAFT
S:\RESWORK\CURRENT\TCF-TDA - Main St. Sidewalk Improvement - Final Pymt & Closing Contract - RES 2010.docx
RESOLUTION N0.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS,
APPROVING CHANGE ORDER N0. 1, FINAL PAYMENT AND CLOSING THE
CONTRACT FOR THE TEXAS CAPITAL FUND GRANT MAIN STREET
SIDEWALK REPLACEMENT PROJECT, TO STEPHENS & SONS CONCRETE
CONTRACTORS, I1VC.; MAKING OTHER FIIVDINGS AND PROVISIONS
RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE.
WHEREAS, on March 8, 2010, the City Council of the City of Paris passed Resolution
No. 2010-038, awarding a Texas Capital Fund Grant Project for Main Street Sidewalk
Replacement to Stephens & Sons Concrete Contractors, Inc., of Paris, Texas; and,
WHEREAS, during the construction of the Project additional quantity of sidewalk
repair and replacement were added to the Project and additional trench drains were added
necessitating this Change Order No. 1 to the contract; and,
WHEREAS, the City Engineer has reviewed Change Order No. 1 attached hereto as
Exhibit A, and recommends the amendment of the contract for said Texas Capital Fund
Grant Main Street Sidewalk Replacement Project, and providing for a net increase of
$22,501.85 in the contract price, for a total contract price of $112,509.24; and,
WHEREAS, the City Engineer recommends that the contract now be closed and final
payment made to Stephens & Sons Concrete Contractors, Inc. upon receipt of an executed
Affidavit of Final Payment and Release of All Claims.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
PARIS, TEXAS:
Section 1. That the findings set out in the preamble of this resolution are hereby
in all things approved.
Section 2. That the form of Change Order No. 1 to the Contract for the Texas
Capital Fund Grant Main Street Project, attached hereto as Exhibit A, and providing for a
net increase of $22,504.85 in the contract price, for an amended total contract price of
$112,501.85, be, and the same is hereby, approved.
Section 3. That the City Manager be, and he is hereby, authorized and directed to
execute, on behalf of the City of Paris, said Change Order No. 1, upon the terms and
conditions and in the form shown in Exhibit A, attached hereto.
Section 4. That the closing of the contract for the Texas Capital Fund Grant Main
Street Sidewalk Replacement Project and final payment be made to Stephens & Sons
Concrete Contractors, Inc., be, and the same is hereby, approved upon receipt of an
180
executed Final Payment and Release of All Claims Affidavit by Stephens & Sons.
Section S. That the City Manager be, and he is hereby, authorized and directed to
execute, on behalf of the City of Paris, any necessary documents.
Section 6. That this resolution shall be effective immediately upon passage.
PASSED AND APPROVED this 27th day of September, 2010.
Will Biard, Mayor
ATTEST:
Janice Ellis, City Clerk
APPROVED AS TO FORM:
W. Kent McIlyar, City Attorney
181