Resolution to Approve Change Order #2 to the Construction Contract with T&M Asphalt Paving, Inc. for the Bicentennial Park - Phase II Improvements and Appropriate Funding ($230,106.31 Increase; $796,979.76 Total Contract) (8 Votes Required)
Memorandum
Attached for your review and approval is Change Order #2 to the Construction Contract with T&M Asphalt Paving, Inc. (T&M) for the additional paving work in Gallup Park.
The road at Gallup Park is in need of urgent repair to maintain safe and functional use. This scope of work would include targeted asphalt patching in key areas where deterioration is most significant. These repairs would provide an improved driving surface and extend the useful life of the roadway for several years, allowing time to plan and budget for a more comprehensive repaving project in the future.
Additionally, a pathway near the Youth Fishing Pond is in need of replacement and T&M asphalt is available to replace that section of path as well.
Park staff experienced difficulty obtaining contractor responses for this relatively small scope of work. While T&M is currently under contract for the Bicentennial parking lot improvements, they are also available and willing to complete this asphalt patching work.
The Construction Contract for the parking lot improvements at Bicentennial Park was approved by City Council on November 18, 2024, in the amount of $532,431.00. Change Order #1 was administratively approved on October 26, 2025, in the amount of $34,442.45, for a current contract amount of $566,873.45.
Changer Order #2 for the additional scope of work in Gallup Park is $230,106.31 and, if approved, would result in a total contract amount of $796,979.76.
Budget/Fiscal Impact:
Current Contract Amount: $566,873.45
Change Order #2: $230,106.31
New Contract Amount: $796,979.76
Change Order #2 exceeds the approved contingency amount of $52,243.00 for the project. Funding for these change orders is available from the fund balance of the Park Maintenance and Capital Improvement Millage Fund.
A 10% construction contingency of $23,010.00 is requested to cover potential contract change orders to be approved by the City Administrator. It is requested that a $819,989.76 contract and contingency amount be approved for the life of the project without regard to fiscal year.
The Park Advisory Commission recommended approval of this change order at their February 24, 2026 meeting.
Staff
Prepared by: Hillary Hanzel, Landscape Architect / Park Planner
Reviewed by: Josh Landefeld, Parks & Recreation Services Manager
Reviewed by: Kim Buselmeier, Financial Manager
Reviewed by: Derek Delacourt, Community Services Area Administrator
Approved by: Milton Dohoney Jr, City Administrator
Body
Whereas, Pursuant to R-24-421 the City entered into a Construction Contract Agreement with T&M Asphalt Paving, Inc., in the amount of $532,431.00 for the Bicentennial Park Phase II Improvements;
Whereas, Gallup Park has urgent paving needs at the park road and Youth Fishing Pond pathway to maintain safe and functional use;
Whereas, The proposed scope of work would include targeted asphalt patching in key areas where deterioration is most significant;
Whereas, These repairs would provide an improved driving surface and extend the useful life of the roadway for several years, allowing time to plan and budget for a more comprehensive repaving project in the future;
Whereas, The pathway east of the Youth Fishing Pond would be reconstructed;
Whereas, Park staff experienced difficulty obtaining contractor responses for this relatively small scope of work;
Whereas, T&M Asphalt Paving, Inc. is currently under contract for the Bicentennial parking lot improvements and they are also available and willing to complete this asphalt patching work;
Whereas, The work in Changer Order #2 is for the additional scope to address urgent paving needs at Gallup Park;
Whereas, The existing contingency amounts are insufficient to cover the additional work in Change Order #2; and
Whereas, Funding for the work in Change Order #2 is available in the Park Maintenance and Capital Improvements Millage Fund balance;
Whereas, The Park Advisory Commission recommended approval of this change order at their February 24, 2026 meeting.
RESOLVED, That City Council approves Change Order #2 to the Construction Contract with T&M Asphalt Paving, Inc. in a total amount of $796,979.76 for the Bicentennial Park Phase II Improvements Project (ITB 4755);
RESOLVED, That $230,106.31 be appropriated from the Park Maintenance and Capital Improvement Millage Fund fund balance to the FY 2026 Park Maintenance and Capital Improvement Millage Fund Parks and Recreation expenditure budget for the construction related work at Gallup Park;
RESOLVED, That a 10% contingency of $23,010.00 be established and that the City Administrator be authorized to approve change orders not to exceed those amounts, in order to satisfactorily complete this project;
RESOLVED, That City Council appropriate up to $23,010.00 for a ten percent (10%) project contingency to the FY 2026 Parks & Recreation Park Maintenance and Capital Improvement Millage expenditure budget from the Park Maintenance and Capital Improvement Millage Fund fund balance, subject to City Administrator approval;
RESOLVED, That all amounts herein are without regard to fiscal year;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the contract after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take necessary administrative actions to implement this resolution.
Updated 3.6.2026 3:31:50 PM UTC