CR 96-159 CO - Project 96-06September 25, 1996
Proposed Action.
APPROVE CHANGE ORDER ALLEY PROJECT #96 -06
Staff recommends adoption of the following motion: Move that Council authorize payment of
change order compensating adjacent property owners for drainage improvements as they relate
to Alley Project #96 -06.
Overview.
This alley reconstruction project is located between 12 and 13 Avenues South and and 2n
Streets South. The project was field surveyed and designed by MSA Consulting Engineers and
construction staked and inspected by City staff. The project design presented a challenge as the
existing parking area grades to the west were relatively low and flat and the grades to the east
were relatively high. Therefore, the engineer had to balance the need to lower the alley to
improve drainage from the west with the need to maintain acceptable slopes to the higher areas
to the east. The final design, for the most part, met the challenges described above. However,
• there was very little margin for error in alley edge elevations. For a variety of reasons the alley
was constructed slightly higher than design. As a result, asphalt work on the private parking
areas to the west was necessary to ensure proper drainage to the alley. The work in the private
parking areas was negotiated with the owners and the owners were compensated for partial
costs of parking lot reconstruction.
Primary Issues to Consider.
o What are the project costs and the amounts of the change order compensating the
property owners?
o Why did the alley get constructed higher than it was designed?
o How can we prevent this from happening again?
Supporting Information.
o Analysis of Issues
o
L tter Agreeme is
Steven 1 Stadler, Public Works Director
Council Report 96 -159
•
Analysis of Issues
What are the project costs and the amounts of the change order compensating the
property owners?
The construction cost of the alley is approximately $33,000.00 Final payments haven't
been made and staff has proposed a few bid item quantity adjustments which the
contractor hasn't responded to yet. The change order amounts are $2,951.00 for work by
Thomas and Dennis Roof at 135 13 Avenue South and $2,200.00 for work by Cecil and
Isabel Kloss at 115 13 Avenue South. These additional costs should be partially offset
by approximately $2,000 in savings to the City contract by not having to restore the
parking areas at the edges of the alley.
o Why did the alley get constructed higher than design?
There were several contributing factors. However, the one factor which had the largest
influence was the decision to split the responsibilities of initial surveying and design from
construction staking and inspection. As mentioned, MSA Consulting Engineers
performed project surveying and design while City staff did the construction staking and
inspection. This was done to save engineering services fees. Unfortunately, in this case,
it led to miscommunication between designer and inspectors and an improperly
constructed alley. This could have been avoided if MSA had been responsible for design,
construction staking and inspection.
o How can we prevent this from happening again?
In the future, City staff will be responsible for design and inspection or a consultant will
be hired to perform both services. The alley reconstruction projects are fast -paced and
it's important to maintain clear, timely communication between designer, inspector and
contractor. This is best accomplished if duties are not split.
Thomas Roof
Dennis Roof
1260 Wildwood Place
Chaska, MN 55318
c: \file\hopkins \roof
C I T Y O F H O P K I N S
September 5, 1996
Gentlemen:
This will confirm receipt of your September 4, 1996 letter
outlining a proposal to resolve the surface drainage affecting your
apartment garages on 13th Avenue South and the acceptance of the
City of Hopkins to your proposal.
This will eliminate any involvement by the City in warranting or
guaranteeing the workmanship by the contractor and the expected
result in addressing the anticipated drainage problem.
According to the attached, the City will pay your contractor, Jones
& Son Asphalt Paving, the sum of $2,951.00 upon completion and
acceptance by you of the work the contractor performs.
I want to express my appreciation for the courteous and gentlemanly
way you have resolved this matter.
Accepted for and in behalf of
the City of Hopkiips
Steve Stadler
Public Works Director
1010 First Street South Hopkins, Minnesota 55343
Phone: 612-935-8474 Fax: 612
An Equal Opportunity Employer
PROJECT NO. 96 - aft.
FOLDER NO. y
INITIALS J 75
Thomas Roof and Dennis Roof
September 5, 1996
Page 2
•
Enclosure
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Accepted for Thomas Roof and in behalf
of Dennis Roof
Thomas Roof
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JONES & SON BLACKTOPPING
Box 105, Shakopee, Minnesota 55379
Telephone (612) 445-6211
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Cecil an Kloss
32 11th Avenue South J
Hopkins, MN 55343
c: \file \hopkins \roof
C I T Y O F H O P K I N S
September 5, 1996
Dear Mr. and Mrs. Kloss:
This will confirm receipt of your September 4, 1996 letter
outlining a proposal to resolve the surface drainage affecting your
apartment garages on 13th Avenue South and the acceptance of the
City of Hopkins to your proposal.
The contractor will be working solely for you, the property owners.
Accordingly, this will eliminate any involvement by the City in
warranting or guaranteeing the workmanship by the contractor.
According to the attached, the City will pay your contractor, Jones
& Son Asphalt Paving, the sum of $2,200.00 upon completion and
acceptance by you of the work the contractor performs.
I want to express my appreciation for the courteous way you have
resolved this matter.
Accepted for and in behalf of
the City of Hopkir;s
Steve Stadler
Public Works Director
1010 First Street South Hopkins, Minnesota 55343
Phone: 612-935-8474 Fax: 612-935-1834
An Equal Opportunity Employer
PROJECT NO 96 -o&
FOLDER NO.
INITIALS J 7 -
Cecil and
September 5, 1996
Page 2
Enclosure
c : \file \hopkins \roof
Accepted for Cecil Kloss
and � lo/�s_s,
1 Kloss
a Kloss
A 2 to
Septa 10, 1996
Cecil & Isabel Kloss
32 -11th Ave. South
Condo #311
Hopkins, MN. 55343
Jones & -Son Asphalt Paving has completed the portion of the
Parking Lot as described in the Sept. 4th, 1996 letter to the City
of Hopkins and accepted by a letter to Cecil & Isabel Kloss stated
wherein "The City will pay your contractor, Jones & Son Asphalt Paving
the sum of $2,200.00 dollars upon completion and acceptance by you
of the work the contractor performs."
The work has been completed to our satisfaction amd we have given
the contractor a check for $2,200.00.
Received for labor and material
the sum of $2.200.00
Jones & Son Asphalt Paving
445 -6211
Sept 10, 1996
City Of Hopkins
Re; A check from'the City of Hopkins to Cecil & Isabel Kloss
in the amount of $2,200.00 dollars.
$2.200.00 is the amount payable to Jones & Son Asphalt Paving
from the City of Hopkins for labor and material to complete a agreed
upon portion of the parking lot at 115 -13th Ave. South.
The work has been completed to our satisfaction and enclosed is
a leis waiver from Jones & San Asphalt Paving stating he has received
$2,200 from Cecil & Isabel Kloss.
Sincerely,
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