CR 95-66 CO Alleyscape & Lots
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April 14, 1995 -Y '" Council Report 95-66
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Change Orders
Alleyscape & Lots 300/700 Improvements
Alley C
PrODosed Action.
staff recommends adoption of the following motion: Move that
Council aoorove Chanae Order No. 3 (Construction) and Chanae
Orders 1 and 2 (Enaineerina Invoices) as they relate to the
Allevscaoe and Lots 300/700 Imorovements. proiects 91-13 and
94-13. and authorize an additional $2.500 for enqineerinq to
comolete the same oroiect.
Overview.
RLK Associates has submitted a final construction change order
for the completed alleyscape project and has also included two
engineering invoices that indicate change order authorization is
needed. On the face of it, these three documents indicate
substantial overruns. The purpose of this report is to provide a
project scope analysis and an itemized breakdown of the costs
that will mitigate this impression. The report will also target
funding sources for the various change order items. Change Order
. No.3 (Construction) is for a total of $27,926.37. The two
engineering invoices reflect change orders totaling $23,723.73.
Primary Issues to Consider.
. Project scope
. Nature of change order items and funding
. Staff recommendation
SUDDortinq Information.
. Change Order No. 3 (Construction)
. RLK invoices no. 1 and 2
. Engineer's support detail
Ja~Jf~~-
Engineering Superintendent
e
e Analvsis
. Project scope
The contract documents between the city and RLK Associates
concerning this project are clear in indicating the mutual
assumption that City parking lot and associated alley
improvements were to be maintenance type in nature. There
also was the understanding that city personnel would be
utilized to conduct project engineering and inspection. This
is clearly at the heart of understanding the relatively low
engineering budget of $9,500.
As plans were being drawn up it became apparent that
unanticipated project elements were being drawn into the
project. Perhaps the largest of these was addressing an
issue of lighting design and construction in Lot 300. Even
as construction was under way, staff and the engineer added
new contract work to assure quality in the finished product.
The scope of this project changed administratively in that
funding for three other City projects found temporary shelter
in the alleyscape contract by way of change order status.
City staff sought quotes or bids on these side issues and in
all instances found that the alleyscape contractor could
provide the lowest quote. Staff immediately recognized the
benefit of foregoing contractor and engineer mobilization
e costs for each small project and simply lumped their costs
under the umbrella of the alleyscape contract.
Finally, RLK's involvement during construction was heightened
dramatically when city personnel could not be used for
surveying, staking and inspection. staff authorized field
survey services by Egan, Field and Nowak at a cost of
$8,291.50 for which staff requests council concurrence.
. Nature of change order items and funding
Attached to this report Council will find a summary item
analysis of the change order work. The summary identifies
the elements, their cost, their source of authorization, and
probable funding source. Greater detail of the tasks
performed will be found in RLK's support letter.
. Staff recommendation
Staff has carefully examined RLKts compilation of extras
performed, finds them accurate and fair, and recommends their
approval for payment. Staff also seeks Council authorization
for an additional $2,500 in the engineering budget to
complete the project.
In a final note, staff points out a $1,249.50 credit granted
by RLK as a reduced labor rate on invoice no. 1.
.
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. CITY OF HOPKINS
ALLEY C & RELATED IMPROVEMENTS
CITY PROJECT 94-13
ALLEY 300 AND RELATED IMPROVEMENTS
CITY PROJECT 91-13
CHANGE ORDER 3 TO CONTRACT
PREPARED BY:
RLK ASSOCIATES, L TD
922 MAINSTREET
fIOP~S,~~ 55343
CONSTRUCTION BY
. HARDRIVES, INC
9724 10TH A VENUE NORTH
PLYMOUTH, fvlN 55441
I he,oby .cknowledge lbot lbe ;'e"", Ii"", ~ DATE: 4-//- 9,j-
here have been reviewed by RLK Associate. . -/ ~
and are recommended for payment ~ ..
K ASSOCIATES, LID
I hereby acknowledge that the items listed DAlE: t( ~ /7) ~.
here have been reviewed by Hardrives,Inc
and are recommended for payment
Hardrives, Ioc
I hereby acknowledge that the items listed
here have been reviewed and are recommended
for payment DATE:
City of Hopkins
.
--.- "- --
. CONTRACT SUl\11\1ARY
ALLEY C CITY PROJECT 94-13
LOT 300 & 700 CITY PRO.JECT 91-13
TOTAL ORIGINAL CONTRACT AMOUNT $187,3 19.00
ALLEY C
CITY PROJECT 94-13
ORLGINAL CONTRACT AMOUNT $23,250.00
PREVIOUS ADDITIONS TO CONTRACT $0.00
. ADDITfONS THIS PERIOD
Change Order 3 * $987,50
REVISED CONTRACT AMOUNT $24,237.50
.
. LOT 700 AND LOT 300
CITY PROJECT 91-13
ORIGINAL CONTRACT AMOUNT
Lot 700 $108,616.00
Lot 300 & Alley $55.453.00
$164,069.00
PREVIOUS ADDITIONS TO CONTRACT
Change Order] $31,374.00
Change Order 2 $14,830.00
ADDITIONS THIS PERIOD
Change Order 3 $26,938.87
REVISED CONTRACT AMOUNT $237,211.87
.
.
DOCUMENTATION FOR
. CHANGES TO THE CONTRACT
City Hall Parkin!! Lot
. Placement of concrete steps at City Hall Parking Lot $ 495.00
This item was not ready to be presented for payment at the time the other items were
processed. This should be one of the last items for the City Hall Parking Lot This work
was ordered and approved by City Staff.
Subtotal City Hall Lot $ 495.00
Lot 300
. Granular borrow ( 80 cu yds) $ 480.00
This material was required due to poor subgrade conditions in areas of the new
stonn sewer. This work was ordered by RLK inspection staff.
. An additional storm sewer structure was added to the original design within Lot $ 1,630.00
300. .
- c
t~':"'~:.
Bituminous Patching (82.76 Tons) $ 8,276.00
Additional patching was necessitated within several areas due to additional activity in
the parking lot as ordered by City Council and Public Works staff. The original plans
proposed narrow trenches for conduits within the lot. The revised plan included
several large areas where the lighting system and foundations were removed and
replaced at the perimeter of the lot. Other areas of patching were required due to the
addition of the Downtown Park electrical system which was constructed around the
east and west edges of the lot.
The revisions to the lighting system were ordered. by City Council. The addition of the
Downtown Park electrical system was ordered by Vern P. of the public works
department
Subtotal Lot 300 $ 10,386.00
.
- -- - -
Lot 700
.. Reconstruct existing drainage structure $ 479.19
It was observed during COlll1ection of the lead from CB MH 4 to the existing
structure in the east-west alley. that the existing structure was severely deteriorated.
Publics works staff provided direction to reconstruct the existing structure.
..
. Install 2 x 3 CB $ 2,783.89
. 12" Storm Sewer Pipe ,
. Connect to Existing CB
The Contractor was directed to install a catch basin and additional piping system
on 8th Avenue to solve an existing drainage problem. lbis low area is immediately
north of the driveway apron for the east/west alley.
Since this structure was added well after the remainder of the storm sewer system had
been installed. the contractor was forced to remobilize various equipment to complete
the system as requested by the public works department. The Contractor has supplied
back up data for the time and materials to complete the task.
. This price is well in excess of the bid price originally given for similar structures. However,
the price given includes re-mobilization and extra time spent due to telephone utility conflicts I:" :
with added storm sewer pipe.
This work was directed and approved by Vern P. public works department.
. Roof Rain Leader The Little Blind Spot $ 1. 799.62
The owner for The Little Blind Spot waived right to a public hearing and requested
a separate lead to pick up the existing rain lead immediately east of the rear
entryway to the business. The property owner realizes that he will pay this cost
through the assessment process..
. Bituminous Patching (88 Tons) $ 8,809.00
This quantity is compiled from several areas of patching around the perimeter
of the lot not initially intended in the plan. A breakdown is as follows:
33 tons at $ 100.OO/ton
Patching driveways around the lot. Additional driveway construction was
completed to satisfy adjacent businesses and residents.
. 35 tons at $ 100.00/ton
Mill and overlay area along 8th Avenue to remove a high spot due to structure
heave in 8th Avenue. This work was requested by the public works department.
- - .
18 tons at $ 100.00/ton
. Additional patching along curbline 8th A venue and 1st Street North.
. 4" drain tile along base of retaining wall (lump sum) $ 200.00
A tile drain was added to drain the area of the electrical cabinet in the northwest
corner of lot. This pipe extends along the base of the existing retaining wall.
Regrade area immediately east of the One Hour Martinizing Cleaners $ 1986.17
It was discussed and decided with RLK inspectors and public works personnel that
the area east of the One Hour Martinizing Dry Cleaners was to be removed and
regraded to eliminate the severe grade differential between this subject area and the
parking lot.
Southbound drivers of Alley C making a right hand tumat the alley intersection
tend to "cut the corner:' The severe grade differential or cross slope made this area
a hazard during icy conditions.
Subtotal Lot 700 $ 16,057.87
. .""
Allev C
. Install slope paving Alley C & preparation $ 987.50
Slope paving was necessitated do to proximity to a garage versus right of way or
edge of alley. Per the direction of public works staff, concrete was used to pave this
slope. The breakdown of materials is as follows:
Preparation, machinery, and labor: $ 382.50
Placement of Concrete & materials $ 605.00
Subtotal Alley C $ 987.50
.
Chan2e Order Summary
-rotal Change Order City Hall Parking Lot $ 495.00
Total Change Order Lot 300 $ 10,386.00
Total Change Order Lot 700 $ 16,057.87
Total Change Order Alley C $ 987.50
,
Grand Total $27,926.37
.. ..
.
.
-..--.
Rl~ 922 Mainstreet
Hopkins, Mn.
55343
ASSOCIATES LTD. (612) 933-0972
. fax: (612) 933-1153
April 10, 1995
Mr. Jim Gessele
City of Hopkins
1010 South First Street
Hopkins, MN 55343
Re: Alleyscape Projects - Alley and Parking Lot 300
Alley and Parking Lot 700
Dear Mr. Gesse1e:
Attached is Invoice No.1 for engineering services provided by RLK Associates, Ltd. in connection
with the recqnstruction of the subject projects. The invoice covers the costs for design and
construction management.
The scope of services for these projects are outlined in the following proposal documents:
Alley and Parking Lot 300, dated June 1, 1994
Alley and Parking Lot 700, dated May 25, 1994
. The proposal documents outline the scope of services for maintenance improvements for the two
projects. The City had intended to utilize City stafffor these projects and RLK staff would be
used on an as needed basis. This also included part time construction services.
The scope of services for these projects changed during the design phase. RLK prepared a full set
of construction bid documents and specifications, provided bidding services and full time
construction inspection. Shown on the attached invoice are the costs incurred by RLK for these
projects. The costs are identified to design services, bidding services, construction services and
reimbursable expenses. Meetings are billed on an hourly basis.
The final construction walk through and completion of the as-built plans are not completed. We
estimate that $2,500.00 is required to complete the work for these projects.
..
RLK Associates is requesting that the City approve our design fees of $28,982.23 for these
projects, which includes the $2,500.00 to complete the project.
If you have any questions, please call our office.
Sincerely, ~
~~
. Attachment
. Civil Engineering . Transportation . Infrastructure Redevelopment
. Landscape Architecture . Construction Management
-- .-- - - --.- --
.
. Alley and Parking Lot 300
AIley and Parking Lot 700
Summary of design and construction fees
Original Construction Costs $ 187,319.00
Design and construction inspection fees $ 28,982.23
Design and construction inspection 15.4 7%
fees as a percent of construction costs
.
.
- -
Project Name: Hopkins Alleyscape - Alley and Parking Lot 300
Hopkins Alleyscape - Alley and Parking Lot 700
Project Number: 91034
.oice Number: 1
oice Period: June 1994. December 1994
For Professional Engineering and Consulting Services
No. < . ...\\'\Z.Q. ...... .. ..... .. ........................... ;))i~t;~ti;;:.~%ti~~ .:!.~~t~;:;.P;~~~~~;.f.;\~~i~~~.;
Alley C
1 Design/Drafting 1,390.00 100% 1,240.00 0.00 1,240.00
2 Meetings 100% 0.00 0.00 0.00
3 Bid Documents/Specifications 150.00 100% 200.00 0.00 200.00
4 Construction Management & Inspection 385.00 100% 557.00 0.00 557.00
Subtotal Alley C 1,925.00 1,997.00 0.00 1,997.00
Lot 300 and Lot 700
1 Design/Drafting 6,110.00 100% 13,097.00 0.00 13,097.00
2 Meetings 0.00 100% 639.50 0.00 639.50
3 Bid Documents/Specifications 350.00 100% 2,010.00 0.00 2,010.00
4 Construction Management & Inspection 1,115.00 100% 9,432.50 0.00 9,432.50
5 Finallnspection/Asbuilts 0.00 0% 0.00 0.00 0.00
Credit for Construction Inspection (labor)
Reduce Rate (1,249.501 (1,249.50l
Subtotal lot 300 and lot 700 7,575.00 23,929.50 0.00 23,929.50
Subtotal Alley C. Lot 300 & lot 700 9,500.00 25,926.50 0.00 25,926.50
6 Reimbursable Expenses
Print Reproduction 273.10 0.00 273.10
Film & Processing 47.38 0.00 47.38
Express Delivery 235.25 0.00 235.25
Subtotal Reimb. Expenses 555.73 0.00 555.73
GRAND TOTAL 26,482.23 0.00 26,482.23
CURRENT PROJECT
INVOICE TO DATE
SUBTOTAL 25,926.50 25,926.50
REIMBURSABLE EXPENSES (6) 555.73 555.73
TOTAL INVOICE AMOUNT{S) 26.482.23 26.482.23
PA YMENTS RECEIVED TO DATE 0.00
BALANCE OUTSTANDING 26,482.23 26.482.23
.
-.-
Rl~ 922 Mainstreet
Hopkins, Mn.
55343
ASSOCIATES LTD. (612) 933-0972
fax: (612) 933-1153
April 10, 1995
Mr. Jim Gessele
City of Hopkins
10 10 South First Street
Hopkins, MN 55343
Re: Alleyscape Projects - Alley and Parking Lot 300
Alley and Parking Lot 700
Dear Mr. Gessele:
Attached is Invoice No.2 for engineering services provided by RLK Associates, Ltd. in connection
with the reconstruction of the subject projects. The invoice covers the labor costs incurred by RLK
for additional services completed for these projects.
Itemized below are the additional services and associated labor costs which we incurred.
. Lighting design and inspection - The lighting system was redesigned for Lot 300 at the
. direction of City staff. The light standards had to be relocated so that a large tent could be used
during festivals such as the Raspberry Festival.
. New light standards were installed in Lot 700 at the direction of City staff. The existing light
standards were not consistent with the light standards throughout the City. RLK researced
suppliers and had meetings with City staff coneening the availability of parts. It was decided
to install new light standards.
. Additional coordination with City staff concerning the lighting changes for the two lots was
required during the construction phase.
Additional cost: $2,557.50
. City office parking lot - At the direction of City staff, RLK coordinated the reconstruction of
the City office parking lot. This included coordination with the contractor, city staff and
preparation of the change order.
Additional cost: $390.00
. Alley B - At the direction of City staff, RLK coordinated the reconstruction of Alley B. 1bis
included coordination with the contractor, city staff and preparation of the change order.
. Additional cost: $455.00
. Civil Engineering . Transportation . Infrastructure Redevelopment
. Landscape Architecture . Construction Management
--.- -- -.--- --
Mr. Jim Gessele
April 10, 1995
Page 2
.
. Surburban Chev north lot - At the direction of City staff, RLK coordinated the reconstruction
of the Surburban Chev north parking lot. This included coordination with the contractor, city
staff and preparation of the change order.
Additional cost: $585.00
. Downtown park electrical service - At the direction of City staff, RLK coordinated the
installation of additional electrical service for the downtown park. This included coordination
with the contractor, city staff and preparation of the change order.
Additional cost: $884.00
. Signage changes - City staff requested changes to the signage for these projects. RLK
coordinated all work for the addition, deletion and relocation of the signs.
Additional cost: $537.50
. Storm sewer additions Lot 700 - City staff requested the contractor to install a catch basin and
additional storm sewer on 8th Avenue to solve an existing drainage problem. RLK coordinated
all work for the storm sewer work including coordination with the contractor, City staff and
. preparation of the change order.
Additional cost: $812.50
. Roof rain leader at The Little Blind Spot - The owner requested a separate lead to pick up the
existing rain lead immediately east of the rear entryway to the business. RLK coordinated the
installation of the rain lead. This included coordination with the contractor, city staff, business
owner and preparation of the change order.
Additional cost: $520.00
If you have any questions, please call our office.
Sincerely, ~
1&~~
Attachment
.
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Project Name: Hopkins Alleyscape - Alley and Parking Lot 300
Hopkins Alleyscape - Alley and Parking Lot 700
Project Number: 91034
.oice Number: 2
co Period: June 1994 - December 1994
For Professional Engineering and Consulting Services
. ... '.>:.ir: .:i>: ....::.:... ....... ..u.CilntractU .......p~~c~nt ..:~r~u~t, ... pfe~i~~~i~ u.:.Cum~~~;::
No: '<:.:.... ..... ......... ...:........'tem......i ......... ... ..:...< . Amauilt ...:.. .... Complete I...:. Data. .... ......lnvoiced... .. ...:.:.:.:...lrivoice.:. :..
Alley C
1 Design/Drafting 1,390.00 100% 1,240.00 1,240.00 0.00
2 Meetings 100% 0.00 0.00 0.00
3 Bid Documents/Specifications 150.00 100% 200.00 200.00 0.00
4 Construction Management & Inspection 385.00 100% 557.00 557.00 0.00
Subtotal Allev C 1,925.00 1,997.00 1,997.00 0.00
lot 300 and lot 700
1 Design/Drafting 6,110.00 100% 13,097.00 13,097.00 0.00
2 Meetings 0.00 100% 639.50 639.50 0.00
3 Bid Documents/Specifications 350.00 100% 2,010.00 2,010.00 0.00
4 Construction Management & Inspection 1,115.00 100% 9,432.50 9,432.50 0.00
5 Finallnspection/Asbuilts 0.00 0% 0.00 0.00 0.00
Credit for Construction Inscection (Laborl
Reduce Rate (1,249.50) (1,249.501 0.00
Subtotal Lot 300 and Lot 700 7,575.00 23,929.50 23,929.50 0.00
Subtotal Alley C, Lot 300 & Lot 700 9,500.00 25,926.50 25,926.50 0.00
Reimbursable Expenses
Print Reproduction 273.10 273.10 0.00
Film & Processing 47.38 47.38 0.00
Express Delivery 235.25 235.25 0.00
Subtotal Reimb. Expenses 555.73 555.73 0.00
7 Additional Services -
Lot 300 & 700
Lighting Design & Construction 2,557.50 0.00 2,557.50
City Office Parking Lot 390.00 0.00 390.00
Alley B 455.00 0.00 455.00
Suburban Chev North Lot 585.00 0.00 585.00
Downtown Park Bectrical Service 884.00 0.00 884.00
Signage Changes 537.50 0.00 537.50
Storm Sewer Additions 812.50 0.00 812.50
Roof Rain leader 520.00 0.00 520.00
Subtotal Additional Services 6,741.50 0.00 6,741.50
GRAND TOTAL 33,223.73 26,482.23 6,741.50
CURRENT PROJECT
INVOICE TO DATE
SUBTOTAL 0.00 25,926.50
.BURSABLE EXPENSES {61 0.00 555.73
ITIONAL SERVICES (7) 6,741.50 6,741.50
TOTAL INVOICE AMOUNTlSI 6,741.50 33,223.73
PAYMENTS RECEIVED TO DATE 0.00
BALANCE OUTSTANDING 6,741.50 33,223.73
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