Memo RLK Associate Invoices Mainstreet ProjectTo: Honorable Mayor and City Council
From: Jim Gessele, Engineering Superintendent J rr�
Date: Thursday, November 9, 1995
Subject: RLK Associate Invoices
Mainstreet Project
Council at its April 18 meeting was requested to consider a change order concerning
consultant engineer fees on the Mainstreet Project. Council moved to table action for
further information. Staff is now proposing that Council reconsider the request in light of
the project's closing and the fact that the engineer has completed all budgeted
administrative tasks including as -built drawings.
Attached is the April 12 Council report that recaps the change order issue. Also
attached is RLK's recent invoice for their role in preparing cost computations and an
assessment role spreadsheet concerning the project. RLK anticipates submitting a final
invoice for $2,000.00 for as -built work in the near future. The total reimbursement to
RLK amounts to $13,121.50
Council should note that. RLK has not invoiced the City for inspection services during
the overlay correction done to the street due to contractor error.
April 12, 1995
Proposed Action.
Staff recommends adoption of the following motion: Move that
Council =rove Change Order No. 2 as it relates to RLK
Associates Invoice No. 5 for engineering services on the
Mainstreet Reconstruction Proiect (5th Avenue to Washington
Avenuel.
Overview.
Council at its March 21 meeting considered and approved change
orders in RLK Associates fourth billing. Council was advised at
that meeting that RLK would in all probability approach the City
with additional engineering change orders on this project in the
future. RLK in its fifth billing brings forth these additional
changes and furnishes complete support information for Council
consideration.
Primary Issues to Consider.
• Nature of change order items
• Cost and funding
• Staff recommendation
Sunvortina Information.
• RLK invoice with change order
• RLK support letter
James Gessele
Engineering Superintendent
CHANGE ORDER
ENGINEERING, INVOICE
MAINSTREET PROJECT
Council Report 95 -65
CR 95 -65
Page 2
Primary Issues to Consider.
• Nature of change order items.
As in invoice no. 4, the engineer has categorized his additional
charges under design or construction related. The design phase
extras as shown in the support detail have been generated by
staff or Council direction and deal in great part with
consideration of the slip ramp option of connecting to T.H. 169.
Construction phase changes generating additional charges can be
categorized as utility related or as additional man -hours spent
with landscaping at the T.H. 169 noise wall.
• Cost and funding.
The design phase extras total $4,693.00. The additional charge
for completion of the sanitary sewer televising study should be
funded through the sanitary utility fund. The remaining costs are
considered by staff as normal project overhead and funding would
be through the project sources: special assessments and TIF.
Construction phase extras total $2,428.50 and their funding is
discussed below:
Activity
1. Landscaping at noise wall
2. Utility repairs (storm and
sanitary)
3. Water service lines
RLK's extras considered on this invoice total $7,121.50. Their
revised contract now is $64,086.00 and this is roughly 16% of the
construction contract. Council should note that RLK mentions the
potential for additional engineering costs in dealing with the
substandard wear course surface of the street. There may be
additional costs in negotiating with the contractor for
corrective action.
RLK also points out in its attached support letter the
substantial credit and write -off they have applied to their
billings on this project. The total cost for this is $14,547.50.
• Staff Recommendation.
Funding
TIF /Assessments
Appropriate utility funds
Assessments or water
utility fund
Staff has examined RLK's change order and the detailed extras
performed and finds them accurate and fair. Staff recommends
approval of this change order.
No.
Item
Contract
Amount
Percent
Complete
Amount
Billed to
Date
Contract
Amount
Remaining
Amount
Previously
Invoiced
Current
Invoice
1
Preliminary Survey
4,000.00
100%
4,843.00
- 643.00
4,843.00
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
5
Detailed Design Documents
12,000.00
100%
12,000.00
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
10,500.00
9
Surveying & Testing Services
4,000.00
100%
4,405.52
- 405.52
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
41,348.52
0.00
12
Credit for Construction Inspection (Labor)
(1,793.50)
1,793.50
(1,793.50)
Subtotal Contract (after credit)
46,300.00
39,555.02
8,744.98
39,555.02
0.00
13
Reimbursable Expenses
Print Reproduction
868.66
888.66
Film & Processing
122.07
122.07
Express Delivery
138.19
138.19
Lighting
3,018.45
3,016.45
Auger Borings, NDT Testing and Analysis
1,265.00
1,265.00
Subtotal Reimb. Expenses
5,410.37
5,410.37
0.00
14
Additional Services (Design Phase)
Turn Lane Alternatives
1,147.00
1,147.00
NOW Sports Parking Issues
400.00
400.00
Burger King Traffic Issues
1,428.50
1,426.50
Electric Box Detail
780.00
780.00
Electric Service Change
195.00
195.00
Televising & Dye Testing of Sanitary Sewer
288.50
0.00
286.50
Study of the Slip Ramp Option
795.00
0.00
795.00
Landscape Studies at the Noise Wall
2,591.50
0.00
2,591.50
MnDOT Permit for Construction within ROW
1,020.00
0.00
1,020.00
Subtotal Additional Services (Design Phase)
8,841.50
3,948.50
4,893.00
15
Additional Services (Construction Phase)
Walser Drive
758.50
758.50
Burger King Water Issues
506.00
506.00
Grit Chambers /Sanitary Service
325.00
325.00
Water Service Investigation
520.00
520.00
Tools USA
195.00
195.00
Midnite Market Alley
130.00
130.00
Landscaping at the Noise Wall
820.00
0.00
820.00
Storm Sewer /Utility Repair
1,017.00
0.00
1,017.00
Extending Water Service
408.50
0.00
408.50
Excavation of Sanitary Sewer Service
383.00
0.00
383.00
Subtotal Additional Services (Construction Phase)
4,863.00
2,434.50
2,428.50
GRAND TOTAL 1
58,469.89
51,348.39
7,121.50
Project Name:
Project Number:
Invoice Number:
'voice Period:
SUBTOTAL CONTRACT
'REIMBURSABLE EXPENSES (13)
.DDITIONAL SERVICES (14 & 15)
TOTAL INVOICE AMOUNT(S)
PAYMENTS RECEIVED TO DATE
BALANCE OUTSTANDING
Mainstreet Reconstruction
5th To Washington Ave.
94044
5
February - March 1995
CURRENT
INVOICE
0.00
0.00
7,121.50
7,121.50
7,121.50
PROJECT
TO DATE
39,555.02
5,410.37
13,504.50
58,469.89
51,348.39
7,121.50
ASSOCIATES LTD.
April 10, 1995
Mr. 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. 5 for engineering services provided by RLK Associates in connection with
the downtown Hopkins Mainstreet Reconstruction Project (5th Avenue to Washington Ave.).
The invoice is for payment of additional services provided by RLK Associates. The additional
services are identified to the design phase and the construction phase. Attached to the invoice is a
summary of additional services and an itemized list of additional services detailing what work was
completed.
Please note that the as-built plans and assessment hearing have not been completed. We will
complete theses phases in accordance to the contract.
RLK Associates is requesting that the City approve the additional costs.
Additional work is required due to the condition of the bituminous wear course. We will coordinate
and monitor the corrective action completed by the contractor. The time spent will be billed on an
hourly basis. We are estimating that our costs will not exceed $1,200 for the additional work.
Should you have any questions regarding this project and the additional fees, please don't hesitate
to call.
• Civil Engineering • Transportation • Infrastructure Redevelopment
• Landscape Architecture • Construction Management
922 Mainstreet
Hopkins, Mn.
55343
(612) 933 -0972
fax: (612) 933 -1153
Summary of additional services completed for Mainstreet Reconstruction project
Services were completed for the Mainstreet Reconstruction project which were not included in the
original proposal. Summarized below are the additional services and the labor costs associated
with the services.
Design:
• Televising and dye testing of the sanitary sewer - $286.50
• Study of the slip ramp option - $795.00
• Landscape studies at the noise wall - $2,591.50
• Mn/DOT permit for construction within the right of way - $1,020.00
The total cost of the above design extras is $4,693.00
Construction:
• Landscaping at the noise wall - $620.00
• Storm Sewer /Utility Repair - $1,017.00
• Extending water services - $408.50
• Excavation of sanitary sewer service - 383.00
The total cost of the above construction extras is $2,428.50
RLK is writing off the following:
• Reduced rate for construction observation - $1,793.50
• All costs incurred in December through February - $1,450.55
• Overrun in the design/construction phase - $11,303.45
The total cost of write -offs is $14,547.50
Additional work is required due to the condition of the bituminous wear course. We will coordinate
and monitor the corrective action completed by the contractor. The time spent will be billed on an
hourly basis. We are estimating that our costs will not exceed $1,200 for the additional work.
Itemized below are additional services and associated labor costs we incurred.
Design Phase
Televising the sanitary sewer:
City staff retained a firm to televise and dye test the sanitary sewer to determine the condition of
the sewer lines. RLK participated in the completion of the studies. Additional cost is $286.50.
Slip Ramp Study:
At the February 1, 1994 council meeting, the City Council directed RLK to discuss with Mn/DOT
the possibility of providing a slip ramp from the TH 169 exit ramp to Mainstreet. Work completed
included meeting with Mn/DOT staff and reviewing the various alternatives. Mn/DOT did not
approve a slip ramp which was communicated in their letter dated April 14, 1994. Additional cost
is $ 795.00.
Landscape studies at the noise wall:
RLK was directed by City Council to study landscaping alternatives at the noise wall along the TH
169 exit ramp. The studies also included placing a sign monument in the area and to remove a
portion of the noise wall. Work completed included the preparation of three design alternatives,
reviewing the possibility of removing a portion of the noise wall and presenting the information to
the City Council. A landscaping alternative was selected which did not include the sign monument
and left the noise wall in place. The plan sheets and specifications were prepared with the
approved alternative. Additional cost is $2,591.50.
Mn/DOT permit:
A Mn/DOT permit was required because a portion of the proposed landscaping at the noise wall
was within Mn/DOT right of way. Work completed included meeting with Mn/DOT permit staff,
completing the application form and submitting clear zone calculations to Mn/DOT for their
review and approval. Additional cost is $1,020.00.
Construction Phase
Landscaping at the noise wall:
Additional costs were incurred for the landscaping activities at the noise wall. Additional time was
spent for coordination with the contractor for completing the work. This included meeting with the
contractor on site prior to the work starting. Additional cost is $ 620.00.
Storm Sewer Utility Repair:
Existing storm sewer pipe, catch basin and sanitary sewer were replaced due to poor condition.
The additional work was authorized when the condition of the utilities became known during
construction. Additional time was spent for monitoring the work, coordination of the traffic
control, coordination with the contractor for completing the work and for completing the change
order. Additional cost is $1,017.00
Extending water service lines and installing new curb boxes:
Water service lines were extended and new curb boxes were installed at Now Sports and at Walser
Bargain Lot. Additional time was spent for monitoring the construction activity, coordination with
the contractor and for completing the change order. Additional cost is $408.50.
Excavation for abandoned sanitary sewer service at Walser Bargain Lot:
Sanitary sewer service line was excavated to verify that it was not in use. The service line was
disconnected at the main. Additional time was spent for monitoring the construction activity,
coordination with the contractor and for completing the change order. Additional cost is $383.00.
r e..111 \
CIVIL ENGINEERING • URBAN PLANNING • TRANSPORTATION • ENVIRONMENTAL
LANDSCAPE ARCHITECTURE • CONSTRUCTION MANAGEMENT • LAND SURVEY
(ASSOCIATES LTD)
October 18, 1995
Mr. 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. 6 for engineering services provided by RLK Associates in
connection with the downtown Hopkins Mainstreet Reconstruction Project (5th Avenue
to Washington Ave.).
The invoice is for payment of the cost compilation and assessment hearing.
Should you have any questions regarding this project and the additional fees, please don't
hesitate to call.
Donald Shaffer
(612) 933 -0972 • 6110 Blue Circle Drive •Suite 100 • Minnetonka, MN 55343 • FAX (612) 933 -1153
No.
• • •
:. Item'. . •
Contract
Amount
Percent
Complet
Amount
Billed to
Date .
Contract .
Amount
Remaining
Amount
Previously
Invoiced
Current
Invoice
1
Preliminary Survey
4,000.00
100%
4,643.00
- 643.00
4,643.00
2
Tel vise Sanitary Sewer
0.00
0.00
0.00
3
Slip -Off Ramp Study
0.00
0.00
0.00
4
F asibility R port
9,800.00
100%
9,800.00
0.00
9,800.00
5
Detailed D sign Documents
12,000.00
100%
12,000.00
0.00
12,000.00
6
C nstruction Bidding
0.00
0.00
0.00
7
Construction Award
0.00
0.00
0.00
8
Constructi n Management
10,500.00
95%
10,500.00
0.00
10,500.00
9
Surveying & Testing Servic
4,000.00
100%
4,405.52
- 405.52
4,405.52
10
C st Comp. /Assessm't Hea
4,000.00
100%
4,000.00
0.00
0.00
4,000.00
11
As- Builts
2,000.00
0%
0.00
2,000.00
0.00
Subt tal Contract (before cr
46,300.00
45,348.52
(1,793.50)
951.48
1,793.50
41,348.52
(1,793.50)
4,000.00
12
Cr dit for C nstruction Inspection
(Labor)
Subt tal Contract (after cre
46,300.00
43,555.02
868.66
122.07
138.19
3,016.45
1,265.00
2,744.98
39,555.02
868.66
122.07
138.19
3,016.45
1,265.00
4,000.00
13
Reimbursable Expenses
Print Reproduction
Film & Processing
Express Delivery
Lighting
Aug r Borings, NDTTestin
and Analysis
Subtotal Reimb. Expenses
5,410.37
5,410.37
0.00
14
Additional Services (Design
Turn Lan Alternatives
NOW Sports Parking Issues
Burg r King Traffic issues
Electric Box Detail
Electric Service Change
Televising & Dye Testing of
Study of the Slip Ramp Option
Landscape Studies at the Noise
MnDOT P rmit for Construction
Phase)
Sanitary Sewer
Wall
within
I
ROW
1,147.00
400.00
1,426.50
780.00
195.00
286.50
795.00
2,591.50
1,020.00
1,147.00
400.00
1,426.50
780.00
195.00
286.50
795.00
2,591.50
1,020.00
Subtotal Additional Services (Design Phase)
8,641.50
8,641.50
0.00
15
Additi nal Services (Construction
Walser Drive
Burg r King Water Issues
Grit Chambers/Sanitary Service
Water Service Investigation
Tools USA
Midnite Market Ailey
Landscaping at the Noise Wall
Storm Sewer /Utility Repair
Ext nding Water Service
Excavati n of Sanitary Sewer
Phase)
I
I
Service
758.50
506.00
325.00
520.00
195.00
130.00
620.00
1,017.00
408.50
383.00
758.50
506.00
325.00
520.00
195.00
130.00
620.00
1,017.00
408.50
383.00
Subtotal Additional Services (Construction Phas
4,863.00
4,863.00
0.00
GRAND TOTAL 1
_ 62,469.89
- 58,469.89
4,000.00
Pr ject Name:
Pr ject Number:
Inv ice Number:
Invoic Period:
naI E n g ineer i n g and Co nsulting Services
SUBTOTAL CONTRACT
REIMBURSABLE EXPENSES (13)
ADDITIONAL SERVICES (14 & 15)
TOTAL INVOICE AMOUNT(S)
PAYMENTS RECEIVED TO DATE
BALANCE OUTSTANDING
Mainstreet Reconstruction
5th T Washington Ave.
94044
6
April - September 1995
CURRENT
INVOICE
4,000.00
0.00
0.00
4,000.00
4,000.00
PROJECT
TO DATE
43,555.02
5,410.37
13,504.50
62,469.89
51,348.39
11,121.50