2026 2 2 Work Session Packet website

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PUBLIC WORKS 
 
TO:  Randall Dowling, City Manager 
FROM:  Kevin L. Helms, Project Manager 
Cc:  Ben Burchfield, Public Works Director 
Matt Siniard, Parks and Recreation Director 
DATE:  February 5, 2026 
SUBJECT: Change Order for Parking Lot Paving at Heritage Park (RFB #25-10) 
Background 
Paving the parking lot at Heritage Park was not included in the original scope of the project funded by 
the LPRF Grant. However, the parking lot had not been improved since the park was originally 
constructed in 1976 and was exhibiting significant deterioration. During the FY26 budget process, 
$75,000 was requested and approved to address this need. Although the paving was not part of the 
grant-funded project, the intent was to complete the work as soon as the grant project was finished. 
During construction activities at the park, several developments occurred that significantly altered the 
scope of the standalone paving project. Increased construction-related traffic caused substantial 
damage to the existing pavement, despite these activities being typical for projects of this nature. In 
addition, areas of the parking lot that required excavation revealed substandard base materials beneath 
the pavement. 
As a result, the Public Works Department obtained core samples from multiple locations throughout the 
parking lot. All samples showed an aggregate base depth of approximately 1 inch or less. Standard 
practice requires a minimum of 4 inches of aggregate base, with 6 inches being typical. 
Due to these conditions, the parking lot cannot be repaired through milling and resurfacing as originally 
planned. Instead, a full-depth replacement is required to establish a consistent 6-inch compacted 
aggregate base throughout the parking lot. This will be topped with 2 inches of asphalt binder and a 1-
inch surface mix. The revised scope of work also requires removal and replacement of the existing 
curbing along the perimeter of the parking lot. 
Because of the additional work required, the cost to repair the parking lot exceeds the $75,000 currently 
budgeted. City staff met onsite with representatives from Rogers Group to review the revised scope and 
request a cost estimate. The estimate is based on unit prices multiplied by estimated quantities for each 
line item, with the final cost to be determined by actual quantities used during construction. Based on 
this method, the total estimated cost is $159,448.40.