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CR 95-49 CO Engineering Invoice Mainstreet Project 1 y 0 G '" March 16, 1995 o ,. Council Report 95-49 . P K \ CHANGE ORDER ENGINEERING INVOICE MAINSTREET PROJECT Proposed Action. staff recommends adoption of the following motion: Move that Council approve Chanqe Order No.1 as it relates to RLK Associates Invoice No.4 for enqineerinq services on the Mainstreet Reconstruction proiect (5th Avenue to Washinqton Ave. ) Overview. Improvements on Mainstreet are substantially completed and only lighting issues remain to be finished. RLK Associates has submitted their fourth invoice on this project and has made the city aware of additional engineering charges. staff brings this to Council's attention for formal action. RLK has furnished complete support information for Council consideration. Primary Issues to Consider. . . Nature of change order items . Cost and funding . staff recommendation Supportinq Information. . RLK Invoice with change order . RLK support letter ~ ~essele . Engineering Superintendent . -...- ----- ---------- . CR: 95-49 Page 2 Analvsis of Issues. . Nature of change order items. The engineer has categorized his additional charges under either design or construction related. The design phase extras as shown in the support detail are all generated by staff direction and deal with issues such as turn lane alternatives, parking and traffic issues at Now Sports and Burger King, and street lighting changes. Construction phase changes are listed individually below because their funding sources may not be related to this project. 1. New driveway construction at Walser Leasing. Funded by special assessment. 2. Burger King water service. Funded by special assessment. 3. Review of grit chambers at Hopkins Care Center. Project funded. 4. Water service investigation for lead services. Funded by the Water Fund. . 5. New driveway at Tools U.S.A. Not project related and funded partially by the League of Minnesota Cities. 6. Revision to alley alignment at Sonoma Apartments. Not project related and funded by another unnamed source. A third category needing further clarification is extraordinary reimbursable expenses. To elaborate on lighting and auger boring items: 1. Design changes in lighting were directed by staff. The original bid documents called for a 100 amp system and that was revised upward to a 200 amp system to accommodate tree lights in a safe manner. RLK was obligated to sublet work for a revised layout to a certified electrical engineer. That cost came to $3,016.45. 2. Additional pavement study was deemed advisable before a final street section was designed. Braun Intertec was retained to do the testing work for $1,265.00. . Cost and Funding. The design phase extras total $3,948.50. These costs are e considered by staff as normal overhead and funding would be through normal project sources: special assessments and TIF. . CR: 95-49 Page 3 Construction phase extras total $2,434.50 and their funding is discussed above. Extraordinary reimbursements totaling $4,281.45 are considered overhead and funding would be through the established project finance sources: special assessments and TIF. RLK1s extras considered here total $10,664.45. Their revised contract now comes to $56,965 and this is roughly 14% of the construction contract. The original engineer's contract came to approximately 12% of the construction contract. RLK points out in its support letter that they have granted a credit of $1,793.50 in their billing to reflect a lower hourly rate for certain construction inspection. . staff recommendation. staff has examined RLK1s change order and the detailed extras performed and finds them accurate and fair. staff recommends approval of this change order. . e Project Name: Mainstreet Reconstruction 5th To Washington Ave. Project Number: 94044 'oice Number: 4 oice Period: July 1994 - January 1995 For Professional Engineering and Consulting Servicas <:'.><,:: ... .:-:P u': .. :.::'\:,Amciunt:::::'::COritJac{:;::: .:Amodhf='\:i :.:::::....:. 1 Preliminary Survey 4,000.00 100% 4,643.00 -643.00 4,643.00 .' . 0.00 2 Televise Sanitary Sewer 0.00 0.00 0.00 3 Slip-Off Ramp Study 0.00 0.00 0.00 4 Feasibility Report 9,800.00 100% 9,800.00 0.00 9.800.00 0.00 5 Detailed Design Documents 12,000.00 100% 12,000.00 0.00 0.00 12,000.00 6 Construction Bidding 0.00 0.00 0.00 7 Construction Award 0.00 0.00 0.00 8 Construction Management 10,500.00 95% 10,500.00 0.00 .0.00 10,500.00 9 Surveying & Testing Services 4,000.00 100% 4,405.52 -405.52 0.00 4,405.52 10 Cost Comp./Assessm't Hearing 4,000.00 0% 0.00 4,000.00 0.00 0.00 11 As-Builts 2,000.00 0% 0.00 2,000.00 0.00 0.00 Subtotal Contract (before credit} 46,300.00 41,348.52 4,951.48 14,443.00 26,905.52 12 Creditfor Construction Inspection (Labor) (1.793.50) 1,793.50 (1,793.50) Subtotal Contract (after credit) 46,300.00 39,555.02 6,744.98 14,443.00 25,112.02 13 Reimbursable Expenses Print Reproduction 868.66 0.00 868.66 Film & Processing 122.07 0.00 122.07 Express Delivery 138.19 0.00 138.19 Lighting 3,016.45 0.00 3,016.45 Auger Borings, NOT Testing and Analysis 1,265.00 0.00 1,265.00 Subtotal Reimb. Expenses 5,410.37 0.00 5,410.37 14 Additional Services (Design Phase) Turn Lane Alternatives 1,147.00 0.00 1,147.00 NOW Sports Parking Issues 400.00 0.00 400.00 Burger King Traffic Issues 1,426.50 0.00 1,426.50 Electric Box Detail 780.00 0.00 780.00 Electric Service Change 195.00 0.00 195.00 Subtotal Additional Services (Design Phase) 3,948.50 0.00 3,948.50 15 Additional Services (Construction Phase) Walser Drive 758.50 0.00 758.50 Burger King Water Issues 506.00 0.00 506.00 Grit Chambers/Sanitary Service 325.00 0.00 325.00 Water Service Investigation 520.00 0.00 520.00 Tools USA 195.00 0.00 195.00 Midnite Market Alley 130.00 0.00 130.00 Subtotal Additional Services (Construction Phasel 2,434.50 0.00 2,434.50 GRAND TOTAL I 51.348.39 14,443.00 36,905.39 CURRENT PROJECT INVOICE TO DATE SUBTOTAL CONTRACT 25.112.02 39,555.02 AIMBURSABLE EXPENSES (13) 5,410.37 5.410.37 'OITIONAL SERVICES 114 & 15l 6.383.00 6.383.00 TOTAL INVOICE AMOUNT(S) 36.905.39 51.348.39 PA YMENTS RECEIVED TO DATE 14,443.00 BALANCE OUTSTANDING 36.905.39 36.905.39 Rlf( 922 Mainstreet Hopkins, Mn.. 55343 (612) 933-0972 ASSOCIATES LTD. fax: (612) 933-1153 March 15, 1995 Me. Jim Gessele City of Hopkins . Public Works Department 1601 Second Street Hopkins, MN 55343 Re: Mainstreet Reconstruction RLK Project No. 94044 Dear Jim: . Attached is Invoice No.4 for engineering services provided by RLK Associates in connection with the downtown Hopkins Mainstreet Reconstruction Project (5th Avenue to Washington Ave.). The scope of services for this project changed during the design and construction phases. Shown on the attached invoice are a portion of the additional costs incurred by RLK for this project. The costs are identified to the design phase and the construction phase. RLK Associates is requesting that the City approve our design fees for this project. Should you have any questions regarding this project and the additional fees, please don't hesitate to calL Sincerely, . Donald Shaffer e . Civil Engineering . Transportation . Infrastructure Redevelopment . Landscape Architecture . Construction Management . Construction inspection services are stiIl required for the installation of lights and for the final punch list items. We estimate that $1,000 will be required for these services. Also, RLK is to calculate the assessments, conduct an assessment hearing and to prepare and submit as-built drawings. $6,000 is in the contract for these services. Itemized below are the additional services and associated labor costs which we incurred. DesiVJ Phase: RLK anticipated two meetings with the businesses affected by this project. The additional costs are for coordination in excess of the budgeted meetings, . Turn lane alternatives were reviewed. The City requested RLK to review alternative turn lane configurations for this project. We designed a layout with a common center turn lane and prepared a striping plan. Bids were received from two contractors to stripe the street and coordination was required when the striping was placed in the field. Traffic was observed to determine if the new turn lane configuration was working. Additional cost is $1,147.00, . Now Sports parking issues were coordinated with the owner, The owner requested that parking issues be studied. The City directed RLK to work with Now Sports to address their concerns for parking. Four meetings were held, on site, with the owner and store manager. Additional costs is $400.00. . . Burger King traffic issues were studied. At the City's direction, RLK studied the traffic concerns at Burger King. Meetings were held with Burger King representatives and with the Hopkins Car Care Center representative, We monitored the traffic movements during peak hours. The traffic issues were discussed with City staff and the adjacent businesses, Additional cost is $1,426.50. . Electrical box detail was studied. City staff directed RLK to review the electric box detail and to modify the design. A new design was provided and accepted by City staff. Additional cost is $780.00. . Change in electrical service. City staff requested that the electric service should be changed to 200 amp service after the plans were approved. Additional cost is $195.00. The total additional design costs are $3,948.50, The additional design services are shown on the illVOlce. Construction Phase: . New driveway was constructed at Walser Leasing and Credit lot. The owner requested a new driveway entrance on the eastern side of the lot. RLK provided design services and construction coordination for the new entrance. Additional cost is $758,50. . Broken water service at Burger King. The water service broke after nonnal construction hours. . We contacted the Hopkins police department and the contractor. We monitored the repair of the service and coordinated the traffic control. Additional cost is $506.00. . . Review of the grit chambers and sanitary sewer service at Hopkins Car Care Center. The owner, with city staff direction, and RLK investigated the grit chambers and the sanitary sewer service. Coordination with the owner and the City's building inspector was required. Additional cost is $325.00. . Water service investigation. City staff directed RLK to have the contractor excavate aU water services to see if they were leaded, Additional time was spent for coordinating the work and to observe the water services, Additional cost is $520.00, . The driveway at Tools USA was removed and replaced. This work was completed at the direction of City staff. RLK provided coordination with the contractor to complete the work. Additional cost is $195.00. . Revisions to the alley behind Midnite Market were completed. This work was completed at the direction of City staff. RLK provided coordination with the contractor to complete the work. Additional cost is $130,00. The total additional construction observation costs are $2,434.50. A credit of $17. OOthour is given for Larry Brown when he was performing construction inspection work tasks. The total credit given is $1,793.50 and is shown as a credit to the amount invoiced. . .