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Memo Mainstreet Project Review 41 ~ .. ~, . CITY OF HOPKINS MEMORANDUM . . DATE: February 3, 1993 TO: Mayor and City council FROM: Lee Gustafson, Public Works Director"tL ~' SUBJECT: Mainstreet Project Review The Mainstreet proj ect was scheduled as a discussion item with Council to review various factors associated with the project. Dick Koppy, RLK, will be attending the meeting to discuss the items contained in the attached memorandum. The items Mr. Koppy will be discussing include: o proj ect history; a summary of proj ect cost and funding, o 40 day over-run of the completion date, ~ 0 recommendations for closing out the project. ~ The intent for scheduling this discussion is to provide ~ Council with a complete summary of the project as well as an understnading of the items that need to be completed in 1993. Staff would also like to discuss the change orders of the project and how they relate to the 40 day over-run of the completion date. Finally, staff would like to reveiw the conclusions and recommendations contained in Mr. Koppy's memo to ensure that Council is in agreement with how staff is proposing to proceed on the remaining items of the project. (:)- -'-- . '1 .' . MEMORANDUM DA TE: February 3, 1993 TO: Lee Gustafson, Director of Public Works FROM: Dick Koppy, RLK Associates, Ltd. SUBJECT: Hopkins Mainstreet Construction Project Summary INTRODUCTION: This report has been prepared to summarize the results of the Hopkins Mainstreet Construction project, which is 99 % complete as of this date. RLK Associates was retained to manage the construction activities of the project and has maintained a full-time presence on the project from the Spring of 1991 thru the present date. Weekly contractor meetings were held throughout the duration of the project to insure communication and coordination of project activities occurred. Additionally, property owner meetings were held each Monday. Newsletters were prepared approximately every two weeks announcing the current status of the project and predicting what could be expected during the upcoming period. ~ The project was substantially completed on November 10, 1992. Primarily, clean-up items remain to be completed in the Spring, 1993. A couple of new project components were added to the work ~ activities and are scheduled. This report explains in a succinct fashion the following items: . Chronology of the Project . Project Cost and Fund Summary . 40 Day Over-run of the Completion Date . Contractor Issues and Recommendations CHRONOLOGY OF THE PROJECT: On July 8, 1991, the Mainstreet improvement project began, shortly after the completion of the Raspberry Festival. More than twelve contracts were executed with a variety of contractors to complete the work on the 1.0 mile section of Mainstreet from 5th A venue to Shady Oak Road. The following key dates represent the essential construction mileposts that were reached during the 18 month duration improvement project. 1991 July 8 Began removals of existing above ground amenities from 5th Ave. to the west July 17 Began underground utility repairs from 5th Avenue to the west including watermain, sanitary sewer services, sanitary sewer trunk line, storm sewer, telephone cable and conduit boxes, gas mains, street light wire, and traffic .. signal wire. . '\ , Hopkins Mainstreet Construction Project Summary February 3, 1993 . Lee Gustafson, Director of Public Works Page 2 " October 1 Began work on the Plaza at 9th A venue and Mainstreet October 15 Completed sanitary sewer pipe lining between 7th Avenue and 11th Avenue October 31 Major winter snowfall on Halloween halting construction for two weeks. November 15 Completed underground work in the area between 5th Avenue and 11th Ave. December 11 Closed down construction operations for 1991. October 25 October 31 November 10 December 1 Proiected 1993 Final plantings and landscaping are completed. 14th A venue cross gutter activities and other corrective construction items are finished. Mainstreet and Shady Oak Road temporary intersection improvements are completed. . , Hopkins Mainstreet Construction PIjoject Summary February 3, 1993 , Lee Gustafson, Director of Public '%rks Page 3 , ] Contained in the appendix to the reRort is a ledger of project changes (attachment 1) that took place over the duration of this project. The project involved many change orders to each of the project categories that are described in thisponstruction ledger. These project revisions included nearly as many work item deletions as additidns. Because of this phenomena, as explained later, the project was kept within the budget. The m6st significant change order was for the 60" Suburban Chevrolet Storm Sewer revision. This projectlrevision included the addition of storm sewer to Mainstreet between 11 th A venue and 13th A veAue, re-routing the line from behind the Suburban Chevrolet dealership and extending storm sewrlr to an existing line at 13th A venue. The cost of this project was$199,428. which inc1udeda dirett purchase of Storm Sewer pipe by the City Public Works Department totaling $76,353, and $i23,075 for the pipe installation by the utility contractor for the Mainstreet project. With the street $ection of Mainstreet opened from building face to building face as part of the utility reconstruction Pfoject, significant cost savings were facilitated by coordinating these reconstruction projects. I I PROJECT COST ANt> FUND SlMARV: Bids were taken from twenty eight corttractors on the Mainstreet Improvement project pn April 2, 199J. The tabulations of contract were verified and ~ the lowest recommended bids were r~cognized. The assessment hearing was advertised with the original contract price for the improyements to Mainstreet stated as $2,714,853. The following table ~ includes the project cost summary items: I I Original Project Cost I $2,714,853 Clock Tower Project Cost I 54,774 60" Storm Sewer Pipe Purchase con~ract 76,353 \ 221,850 Change orders (July, 1991 thru December, 1992) ] Decreases in Unit Project Constructi6n Quantities (159,081) Actual Contract Cost thru December,\ 1992 $2,908,749 I Pending Change-orders/charges for 1~93 work 148,649 (including the contract pay me t recommendation from Page 5) I i I Projected Contract Cost $3,057,398 Estimated Administrative, Engineering, Finances 764,350 , Totai Projected Contract Cost \ $3,821,748 \ I . , Hopkins Mainstreet Construction Project Summary February 3, 1993 ,\ Lee Gustafson, Director of Public Works Page 4 The projected contract cost of $3,057,398 includes the purchase andinsta1lation of the 60" Suburban Chevrolet Storm Sewer. Additionally, it includes the $100,000 estimate for thereconsfruction of the Shady Oak Road and Mainstreet intersection including the installation of a traffic signal -- see attachment 4, Hennepin County letter of design approval. . If these costs are subtracted from the projected final costs (since they were not part of the original bid tabulation including the clock tower costs), the final figure becomes $2,761,547. This cost represents approximately the same cost as the original contract amount of $2,769,627. . It is estimated that approximately $764,350 is the administrative cost for the project, or 25 %. This brings the total project cost to $3,821,748. Final administrative costs have not been applied to this project by the City's Finance Department. However, using this calculation estimate, a fund summary chart has been prepared and is shown on attachment 2. Asa comparison, the fund summary projection from August, 1991 is also attached. The 1991 estimate includes 30% overhead compared to 25 % in the final estimate. The difference relates to the elimination of the contingency fund included in the earlier estimate. .40 DAY OVER-RUN OFTHE SUBSTANTIAL COMPLETION DATE: . As stated in the Project Specifications, the street and utility section of the project was to be completed by September 15, 1992. Effectively,. the project was not comp}{~ted until November 10. A forty working day charge in excess of the contract documents has beencalculated..Liquidation rates of $900 per day, double the amounts stated in the Special Provisions, are stipulated in the Specifications for the Mainstreet Improvements if the project is not completed on time. Given the forty day period, this equates to a potential penalty equal to $36,000. Prior to the final paymenton this project, agreement must be reached with the contractors regarding the disposition of any penalties for the schedule over-run. The contractors accept the fact that they were over the completion dates prescribed in the contract. Because of additional work activities to the contract and other impacts on the completion of the project activities, they request a waiver of the penalties for the over-run of the working day allotment. The additions/impacts to the contract are briefly summarized below: Actual cost of the 60" storm sewer $195,851 Additional work on Mainstreet . $106,022 Side street improvements on 15th and 19th Avenues . $26,320 The Project Specifications allow an additional time allotment to the contract working days that is proportional to the increased dollar volume of work and equal to the time lost because of a direct impact of word slowdown or stoppage. Using this guideline, RLK has calculated that the contractors should be entitled to an increase of approximately 32 working days. Hopkins Mainstreet Construction Project Summary February 3, 1993 . Lee Gustafson, Director of Public Works Page 5 A contributing factor to the over-run period is the paving contractor's behavior during the week prior to the significant snowstorm near Halloween. If the contractor had followed his decision originally published in the Mainstreet property owner newsletter as to the exact day paving was to be completed, work on the street would have been completed prior to the snowstorm. As the City is aware, this would have eased many of the property owner concerns that occurred during that period because of the lack of construction activity on Mainstreet. It is the opinion of RLK that the contractor made choices that were his responsibility. The consequences of his choices were manifested when the snowstorm occurred complicating the paving process and traffic control. The contractor has submitted claims for additional costs of $18,887 due to work activities that were necessitated, in part, by the snowstorm (see attached letter dated 11/16/92 from C.S. McCrossan Construction). It is the opinion of RLK that $14,930 of this amount is justified. The remaining costs are a direct result of the contractor's decision to postpone the paving operation the week before the snowstorm occurred. CONTRACTOR ISSUES AND RECOMMENDATIONS: In summary, there are two remaining items of controversy that need to be decided between the contractor and the City. First, as discussed above, the issue of the 40 day over-run of the contract completion date versus the additional work ~ that has been executed on the Mainstreet project. It is the recommendation of RLK to grant a 32 day time extension and charge eight days of liquidated damages totaling $7,200. .. Secondly, the additional pay request dated November 16, 1992, is for an amount of $18,887. Portions of the request are justifiable, and other portions are not, in the opinion of RLK. The recommendations for payment are shown below: Traffic control pay request $12,262.50 Millings: placed, maintained, and disposed 1,667.25 Water for dust control 1.000.00 Total $14,929.75 The remainder of the costs are directly related to the contractor's decision to defer the paving operation for one week, during which time a significant snowstorm occurred causing additional project construction delay and snow removal costs. It is not recommended that these costs, totaling $3,957, be paid. If these recommendations are followed, the contractor would be penalized $7,200 for the over-run on the project completion date; would not be paid for snow removal costs of $3,957; but would , receive compensation for the items listed above totaling $14,930. This represents an additional change order payment of $7,730. On page 3 of the report, this cost was included in the pending change order total of $148,649. Hopkins Mainstreet Construction Project Summary February 3, 1993 Lee Gustafson, Director of Public Works Page 6 . CONCLUSION: The total project cost, including the estimated Spring, 1993 work, is $3,057,398. Comparing the original project contract costs to the actual project contract costs in all the streetscape categories, considering change orders and decreases in unit project construction quantities, the final projected contract costs are approximately the same as those costs budgeted before work began in 1991. Work remaining to be done during the Spring, 1993 period includes the following items: . 14th Avenue cross-gutter drainage improvement . Al Martins Hair Care sidewalk and curb repair from the watermain break in December, 1992 . Repair electrical receptacles near tree locations damaged by the landscaping contractor . Work on new and old street lights, bases, and wiring at various locations along Mainstreet . Remaining sod and plant landscaping activities . Reconstruction of the intersection of Shady Oak Road and Mainstreet, including a traffic signal. Attachments: .- ., 1. Ledger of Project Changes 2. Fund Summary Chart for Mainstreet Revenue Sources 3. C.S. McCrossan letter of additional costs dated 11/16/92 4. Hennepin County's letter regarding Shady Oak Road & Mainstreet design approval ~. /" \ ~ --l !7' !J1 ..,. ~ !" -" z ~ ~ !" ~ z 0 ? -' -' .0 ~ -----.....-.. , .------- -@F ,-~ g.::o g.::o ~ ~1 g.J1 0::0 o ::0 ~. ~ ~ 'O(/) -' (> g. I\> ro I\> ro I\> ro :-" ro o ro I\> @ I\> :J ..,. -g~ ~ 5' 3 5' 3 -, '0 -' '0 3 3 3 z $. 0 ~ 0 ;:) @ 7"::iJ ::T - :J 0 ;:) - :J ~ I- Z UI 0 !:1o UI UI !:1~ 0 ro 0 !:1.-+ 0 ::0- ~ ::;. 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III 0 0 :J Cl> _..~ Cl> OJ (Q - Cl> ~::J ..... ::T -. 3 A> - 0 0. ::J 0. - 0. :J:J.... 'OCl) '1- mm.<g m m 0~u'<8 "@ m . 0 8 0 5' ~ ,,~. 0 C C '3" a g" a m '< ". 3 0 Cl>lIl CD>< 0 ::J:J -<:J$a. <lIl ~ ~ '0 :J 0. -., == 0. 0. ~:E Cl> l!l 2 Cl>:E Cl> __. Wo. 0 m m m "'m3 o.m m a m 3 'Om. '02, iil .., .... ::rlll 2n ......., ~ iii CD '0 ".m ~'" - 5' 5' -o.gn-. "m m _ '< m ::J 3 -. 0 Cl> Cl> ::r -. _ _. 0 ~ 3 g, 0- ,.... eo 00. Cl>....lIlO::J ..... _. ~. Cl> ~ ~ ~ s.~.:J...... m, . (!) ::J :E N __ . ._ m _ _m - .. 922 Mainstreet Hopkins, Mn. 55343 (612) 933-,0972 fax: (612) 933-1153 ESTIMAT:ED COST SUMMARY THRU AUGUST 31/ 1991 RLK ~SOCIATES, LTD. MAINSTREE'l' IMPROVEMENT PROJECTS NO. 90-04A THRU 90-04J ESTIMAT:ED TOTALS (1/000's dollars) / Expenditure Sources Tn' MSAS Utility Services Front Ft Total, Segment 3 Se<}IDent4 Traffic Signals 100 228 328 199 129 Segment 3 61 138 199 Segment 4 39 90 129 Plaza 240 0 2,40 240 na Segment 3 240 240 "- Segment 4 0 -- *utility (see below) 250 100 578 150 0 1078 525 553 Segment 3 120 49 253 103 525 Segment 4 130 51 325 47 .' 553 Street Lighting 200 128 125 453 195 258 Segment 3 85 55 55 195 -- Segment 4 115 73 70 258 ,dseape Amenities 160 134 125 419 204 215 ,...... Segment 3 78 65 61 204 Segment 4 82 69 64 215 Street Pavement, etc 0 814 257 1071 536 535 inc. drive aprons Segment 3 405 "31 536 . Segment 4 409- 126 535 Communications . 50 0 0 50 25 25 Segment 3 25 ,25 Segment 4 25 25 Grand Total 1000 1404 578 150 507 3639 1924 1715 Summary (1/000's, dollars) Segment 3 609 712 253 103 247 Segment 4 391 692 325 47 260 " ~ ,/' . Civil Engineering · Transportation · Infrastructure Redevelopment . Landscape Architecture . ConstrUction Management - . Exp~nditure/Revenue Matrix for each Category, September 16, 1991 Page 2 , SANITARY STORM *Utilities WATER SEWER SEWER . T.I.F. M.S.A.S. FUND FUND FUND ASSESSMENT TOTAL Segment 3 Water Utilities 60 4 125 0 0 50 239 Sanitary Sewer 60 5 0 128 0 53 246 Storm Sewer 0 40 0 0 0 0 40 Sub-total 120 49 125 128 0 103 525 Segment 4 Water Utilities 70 4 175 0 0 23 272 Sani tary Sewer 60 7 0 150 0 24 241 Storm Sewer 0 40 0 0 0 0 40 Sub-total 130 51 175 - 150 0 47 553 Segment 3/4 Total 250 100 300 278 a 150 1078 , , . ~......- ~---- "- ~...~ . 1 ". ". ____ " , n . ~ ' .., . . ,..; f. ~', : t: \1 " ~37HL:SMccrD~~an CDn~;~;;;~,lnc. -- Box 1240, 7865JeffersonHighway, MapleGrove, Minnesota55311-6240 612/425-4167 General [ontractors Fax: Estimating612/425-0520- Administration 612/425-1255 Mr. Chuck Poppler RLK Associates, Inc. 922 Main Street Hopkins, MN 55343 November 16, 1992 Re: Hopkins Mainstreet Improvements Dear Mr. Poppler: We are submitting a breakdown of the additional costs incurred by our firm while completing the 15th A venue to Shady Oak segment of the above referenced project under parallel staged construction. At the request of the City of Hopkins and Mr. Jim Hirz of RLK Associates, an estimate of $18,500.00 (plus or minus $5,OOO.00) was provided for review by the City Council in late July to undertake this work. After reviewing our proposal, the directive we received was to proceed with staged construction and submit the associated costs following the completion of the work. The work has been completed, and our costs are illustrated in the following table. Description Quantitv Unit Duration Bid Price Extension , Traffic Control (days) ($/unitlday) Barrels 125 ea 90 0.85 9,562.50 Stop Signs 21 ea 90 1.00 1,890.00 2-Way Traffic/Stop Ahead Signs 9 ea 90 1.00 810.00 Millings -- Place, Maintain, Dispose 285 ton 5.85 1,667.25 from 15th Ave to 17th Ave. Water for dust control 50 Mgal 20.00 1,000.00 Snow Removal (Nov 3 - 9, 4 days) 2 Laborers 64 hrs 35.00 2,240.00 936F Loader 10 hrs 40.00 400.00 Case 1845 Skid Loader 21 hrs 25.00 525.00 Single Axle Truck 21 hrs 22.00 462.00 Readjust Gate Valve Box Hit by City 3 ea 110.00 330.00 (This is a bid item for Adjust gate valve) Total Add 18,886.75 We are free to discuss this request for change order if you have any questions. Thank you for your attention to this matter. , Sincerely, ~~/~~ Randall J. Reiner Project Engineer File: 1307\changes\billsnow.sam ," I < , DE?ARTMENT OF PUBLlC vVORKS 320 Washington Avenue South HENNEPIN Hopkinsl Minnesota 55343-8468 rloiCN:: (612) 930-2500 F..l)( (612) 930.2513 ice: (612) 930-2S6 January 27, 1993 Mr. Lee Gustafson, P.E. City Engineer City or Hopkins 1010 First Street South Hopkins, Minnesota 55343 CSAH 61 AT MAIN STREET , Dear Mr. Gustarson: This is in response to your request to review tWQ alternates proposed for the temporary upgrading or CSAH 61 at Main Street. After reviewing the alternates, one with parallel parking and the other showing diagonal parking, our recommendation is the alternate which proposes parallel parking. This recommendation is based on our judgement that parallel parking is safer and that it provides more storage capacity for the left turn lane. If necessary, we could accept the diagonal parking alternate on a temporary basis until permanent improvements are completed but I would ask the city to investigate if the handling of parking could be done off street berore we would accept that alternate. As you probably know, on street parking would be eliminated with a permanent improvement. Our 5 year Capital Improvement Plan shows a project proposed in 1996 rar this segment of the roadway as part or an ISTEA project. If you have any questions, please give me a call. zerelY, .~. . P' ~u:':.-.- 1."Lty iJ I ..: Bruce M. Polaczyk, -P.E. Design Administrative Engineer HLH:mak Enclos~r~ HENNEPIN COUNTY ::n e=~cl oc::cr:tJntlV <:7:cloyer