HomeMy WebLinkAboutRes to authorize Construction Change Order ProcessKITTITAS COUNTY
DEPARTMENT OF PUBLIC WORKS
SESSION DATE:
ACTION REQUESTED:
STAFF REPORT
January 5, 2016
Authorize a Construction Change Order
Process with Authorization Limits for the
Director of Public Works
BACKGROUND: During the past several months, staff has been
working with Board of County Commissioners
creating a construction change order process
for Public Works. The proposed process
addresses authorization limits and addresses
the need for timeliness dealing with pending
construction change orders.
The process is specific to Public Works
construction projects.
INTERACTION: Public Works
RECOMMENDATION: Motion to approve the Resolution authorizing
an approved Construction Change Order
Process for Public Works.
HANDLING: Return (2) originals to Public Works
ATTACHMENTS: Resolution with exhibits describing the
adopted construction change order process.
LEAD STAFF: Mark R. Cook, Director of Public Works
BOARD OF COUNTY COMMISSIONERS
COUNTY OF KITTITAS
STATE OF WASHINGTON
RESOLUTION NO.
A RESOLUTION ESTABLISHING A CONSTRUCTION CHANGE ORDER
PROCESS FOR PUBLIC WORKS WITH AUTHORIZATION LIMITS FOR
THE DIRECTOR
WHEREAS: Currently, the Public Works Director is limited to $10,000 in construction
change order authority by a 1998 Board of County Commission directive;
and
WHEREAS: Modern Public Works construction projects typically yield change orders
exceeding $10,000; and
WHEREAS: Public Works and the Board of County Commissioners desire
establishing a construction change order process with authorization limits
by resolution; and
WHEREAS: Public Works staff has worked directly with the Board of County
Commissioners creating the desired construction change order process
with authorization limits;
NOW, THEREFORE BE IT RESOLVED the Kittitas County Board of County
Commissioners declares it be in the best interest of the public, and does
hereby authorize board signatures for the aforementioned Public Works
construction change order process and authorized limits for the Director.
DATED this 5`" day of January, 2016, at Ellensburg, Washington.
BOARD OF COUNTY COMMISSIONERS
KITTITAS COUNTY, WASHINGTON
Chair
Vice -Chair
Commissioner
ATTEST:
Clerk of the Board
EXHIBIT A - Kittitas County
Public Works Construction Contract Change Order Process
Change Orders REDUCING the authorized amount of the original contact beyond $50,000 for Public
Works construction contracts approved by the Board of County Commissioners:
• The Director provides a copy via email of the proposed Change Order to all Board members and
Commissioners Staff.
• The Director prepares the Change Order for signing by the Contractor.
• The Board members individually review the proposed Change Order. If any Board member
believes there is a need for a Special Meeting, the Board member notifies the Commissioners
Staff setting a Special Meeting no less than 24 hours of required public notice (considering
Commissioner & Director schedules). The Director is notified of the Special Meeting and will
not sign the proposed Change Order.
• The Board members will have 48 hours (two working days) from the time the email was
sent/received to review the proposed Change Order. If there is no special meeting noticed, the
Director is authorized to proceed with the Change Order upon receipt from the Contractor.
Change Orders INCREASING the authorized amount of the original contract by $50,000 or less and
within the authorized amount of the original contract previously approved by the Board of County
Commissioners for construction contracts:
• The Director provides a copy via email of the proposed Change Order to all Board members and
Commissioners Staff.
• The Director prepares the Change Order for signing by the Contractor.
• The Board members individually review the proposed Change Order. If any Board member
believes there is a need for a Special Meeting, the Board member notifies the Commissioners
Staff setting a Special Meeting no less than 24 hours of required public notice (considering
Commissioner & Director schedules). The Director is notified of the Special Meeting and will
not sign the proposed Change Order.
• The Board members will have 48 hours (two working days) from the time the email was
sent/received to review the proposed Change Order. If there is no special meeting noticed, the
Director is authorized to proceed with the Change Order upon receipt from the Contractor.
Change Orders for construction contracts INCREASING the authorized amount of the original contract
above $50,000 or any amount beyond the original Board approved contract amount:
• The Director notifies the Commissioners' Staff of the item(s) to be considered and requests a
Special Meeting with no less than the required 24 hours public notice.
• Commissioners' Staff prepares an Agenda for the Special Meeting
• Special Meeting is held with a presentation by the Director or their designee.
• The Board provides direction on the proposed Change Order.
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EXHIBIT B — Public Works Construction Change Order Minimum Requirements
Pursuant to the Kittitas Board of County Commission's adopted change order process (EXHIBIT
A), the Director is authorized to execute construction contract change orders.
The Director shall establish terms in the original contract noticing of the Board's adopted
change order process and change order requirements.
Prior to authorizing any construction change order impacting unit contract bid items, the
Director shall include in all change orders the following information:
• The estimated increase or decrease in total quantities of each class.
• The unit cost of each class.
• The total cost for each class.
• The total cost of the work shown by the original estimate.
• Change order narrative describing the circumstances driving the need for the change
order.
• Evidence of cost evaluation for each item of the change order.
• The change in any contract time of completion including an estimate of the dates of
commencing and completing the work.
Prior to authorizing any construction change order for supplemental items not contained in
contract bid items, the Director shall include the following information:
• The established basis to be used in pricing the change order defining rates for labor,
materials, equipment, and markups for overhead and profit.
• A requirement to the contractor to submit detailed prices and rates for labor,
materials, equipment, and markups.
• Change order narrative describing the circumstances driving the need for the change
order.
• Evidence of cost evaluation for each item of the change order.
All change orders shall be documented in writing. The Director is encouraged to spot check the
scrutiny provided by Architectural/Engineering firms performing construction oversight making
sure detailed pricing information is obtained ensuring local government is not paying too much
for labor, materials, equipment and markups.
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