CR 97-130 Engineering Change Order 11th Ave SCouncil Report 97 -130
Proposed Action.
Staff recommends adoption of the following motion: Move that Council
authorize an additional $25,169 in fees for engineering services provided by
Short, Elliott, Hendrickson. Inc. (SEH) on the 11 Avenue South
Reconstruction, Project #96 -16.
Overview.
Additional engineering fees are required due to the increase in project scope
and to allow for increased construction inspection. The originally proposed
engineering services fee of $45,000 was submitted by SEH based on a
smaller, less complex project than was actually designed and is now being
constructed. State Aid requirements led to the addition of a storm sewer
system, revised street grades just north of 5 Street South to meet vertical
curve standards and more extensive asphalt pavement design to meet strength
requirements. As a result, the project length expanded to encompass a
portion of 5 Street South and further south on 11 Avenue South. What was
originally thought to be a fairly straight - forward street widening, milling and
overlay project became a much more complex improvement to design and
construct. Also, the length of construction time necessary to complete the
work increased significantly. Accordingly, additional inspection time must be
budgeted.
Primary Issues to Consider.
Justification for Increased Fees
Staff Recommendation
Supporting Information
S .s Letter
1 Y
Steven J. Stadler, Public Works Director
0
Consider Engineering Services Fee Change Order
1 1th Avenue South Reconstruction
June 25, 1997
Council Report 97 -130
Page 2
Justification for Increased Fees
The design/construction services contract requires the consultant to perform
design and construction services at a not -to- exceed cost of $45,000 provided
the project scope is not increased. On the 11t Avenue project, we felt that
the scope of the project was pretty straightforward so we solicited design
proposals to include not -to- exceed total engineering services fees. This is in
contrast to the process used on the 1s Street North reconstruction project. On
the 1 Street North project we were unsure of the final scope of the project,
so we solicited proposals to include preliminary engineering fees only. The
final design and construction fees were then negotiated after completion and
acceptance of the feasibility report.
The final design for 11 Avenue results in a better project in many respects.
However, the project scope did change significantly from the scope
envisioned when we solicited design proposals. Typically, if a project scope
increases, the consultant's level of effort must also increase in at least two
areas. First, additional design time is needed for the new project features.
Secondly, the amount of construction inspection time is increased as the
project is under construction for a longer period of time. On this project,
several new items were added resulting in a need for additional design time
and construction field staking effort. These items included a storm sewer
system (construction cost = $73,097), new vertical curve alignment, new
horizontal alignment (to eliminate the need for retaining wall and allow room
for the multi - purpose trail under the railroad bridge) and work on easements
for Reuter Manufacturing and Dealer Automotive Services. The design and
construction staking fees for this additional work are $12,413. The original
construction inspection budget was 127 hours - $8,157. The increased storm
sewer and pavement work necessitates an increase to 300 hours of
construction inspection - $20,116. The City will only pay for the actual
amount of inspection service performed, but the $20,116 is a more realistic
figure based on the anticipated construction time.
The Public Works Director has reviewed the current design as compared to
the original project scope. The additional work and complexity of the project
warrant the increased fees.
Council Report 97 -130
Page 3
If approved, the new engineering services fees amount to 19% of the
construction cost. This is reasonable and well below the maximum 25%
allowed by State Aid.
Staff Recommendation
The additional $25,169 fee request is fair and reasonable. Half of this
additional fee is to ensure sufficient budget for construction inspection
services. Staff recommends City Council authorize increasing the design and
construction services budget from $45,000 to $70,169.
June 26, 1997
Steve Stadler
Director of Public Works
City of Hopkins
11100 Excelsior Boulevard
Hopkins, Minnesota 55343
Dear Steve:
5909 BAKER ROAD, SUITE 590, MINNETONKA, MN 55345 612 912 -2600 FAX 612 931-1188
ARCHITECTURE • ENGINEERING • ENVIRONMENTAL • TRANSPORTATION
RE: Hopkins, Minnesota
1 lth Avenue South Reconstruction
Engineering Fee
City Project No. 96 -16
SAP No. 132 - 346 -15
SEH No. A- HOPKN9703.00 14.00
You and I have had several discussions regarding additional engineering fees for this project. The purpose
of this letter is to document the extra fees for the extra services with which you concur.
During preparation of our proposal, we reviewed with you your intent for this project. Information you had
available basically came from your capital improvements program because a feasibility study for the project
had not yet been completed. Information available to you indicated:
• The existing pavement structure would be adequate.
• The street would need to be widened to approximately 52 feet and then overlaid for rideability
reasons.
✓ The limits of the project were generally from the Hennepin County Regional Rail Authority trail
southerly to 5th Street South. Hennepin County had already designed improvements to 11 th Avenue
South that extended southerly of the trail, so that the total length of improvement from the southerly
end of their project to the north curb of 5th Street South was approximately 575 feet.
• The additional width of improvements should occur mostly on the east side of the street due to the
agreement with R.L. Johnson for acquisition of the property.
✓ Only minor adjustments would be necessary to the city -owned utilities.
✓ A key component of the project was to work toward coordination of the project schedule with
Hennepin County's reconstruction of 1 lth Avenue South from the trail northerly to County Road 3.
During preliminary design the actual scope of the construction project was determined.
✓ The initial alignment arrived at during preliminary design was consistent with the intent of the
project. It tied in to the east curb on the north side of the intersection of 5th Street South. Due to the
estimated costs of a retaining wall and the future expense to extend the recreational trail under the
railroad, it was decided to shift the alignment of 11th Avenue South farther to the west.
✓ This new alignment resulted in an easement impact on a third property.
SHORT ELLIOTT
HENDRICKSON INC. ST PAUL, MN ST. CLOUD, MN CHIPPEWA FALLS, WI
EQUAL OPPORTUNITY EMPLOYER
MADISON, WI LAKE COUNTY, IN
Steve Stadler
June 26, 1997
Page 2
♦ Reconstruction of 11 t Avenue South was extended southerly through the intersection of 5th Street
South and under the railroad bridge to accommodate a trail under the bridge with this project. The
project length increased from 575 feet to 900 feet.
♦ The alignment shift at 5th Street South created the need to remove and replace all of the existing
storm sewer structures in the intersection. The existing storm sewer on the east side of the street
southerly under the railroad bridge to the creek is corrugated metal pipe. Staff made the decision to
replace that pipe within the project limits with concrete pipe as that corrugated metal pipe is already
30 years old. It was found to be necessary to extend the storm sewer much farther to the north than
originally constructed in this street to keep the outside lanes driveable during a design storm.
Additional engineering fees associated with the changes in the final design effort total $9,173.
During construction, our costs will also increase for some of the same reasons:
♦ The total length of the project has increased.
♦ Instead of a two -step paving operation, there will be a four -step paving operation —
widening/patching, complete width leveling course, complete width binder course, and wearing
course.
♦ A complete new storm sewer system will need to be staked and inspected. Storm sewer structure shop
drawings will be much more extensive than initially anticipated.
Based on the project as bid and the contractor's construction schedule, we propose a new budget for
construction services which is $15,996 greater than the original budget. It is based upon the contractor
completing all but the traffic signal pole and arm installation within the 60 -day substantial completion period.
Should the contractor exceed the substantial completion date, the number of hours for the senior technician
would likely rise. The remainder of the hours in the construction services budget remain largely unchanged.
We propose that the engineering fee limit for work on this project be increased by $25,169.
We would be happy to review this proposal with you further at your convenience.
Sincerely,
amiel R. Box d, P.
Project Manager
ymb
E:\WORDPROC\HOPKN703 \BOXRUD\ENGRFEE. WPD