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Home My WebLink About5.C.5. Approval of Bolton & Menk, Inc. contract amendment for CSAH 17/Vierling Drive Contract Administration and Construction Improvements Consent Business 5. C. 5. SHAKOI'EE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director DATE: 12/16/2014 SUBJECT: Approval of Bolton & Menk, Inc. Contract Amendment for CSAH 17/Vierling Drive Contract Administration and Construction Improvements. (D) Action Sought To approve a Bolton & Menk contract amendment for CSAH 17/Vierling Drive Project. Background On June 3, 2014, the City Council accepted a low bid from S.M.Hentges & Sons, Inc. and approved an extension agreement with Bolton& Menk, Inc. for construction engineering services. This project included Federal, State, County and City standards and funding, this making it a complicated project. In the contract proposal, BMI included a not to exceed amount of$188,400 plus $17,350 of regional testing for a total of$205,750.00. This contract was for a 13 week period. Attached is a letter from Kyle Johnson and Chris Chromy of Bolton& Menk, Inc. requesting an amendment to the contract due to extra work done on the project. This additional work was needed due to phasing of the work and 6 day work weeks which were out of the consultants control. Staff has reviewed this request with Scott County as the County does share 50% of the engineering cost, and County staff feel the work done was necessary for the project and amount of this for inspection and testing was acceptable. Staff has asked that a new cap of$275,000 be included in the amendment for the remainder of the project which BMI has agreed to knowing there will be additional time needed to complete the remaining items on the project. Recommendation Approve a Bolton & Menk, Inc. extension agreement for construction engineering services up to $275,000.00 on the CSAH 17/Vierling Drive Project. Further work beyond the $275,000.00 new cap will be absorbed by the consultant. Budget Impact The increase in engineering fees will be split 50/50 with the County, this the City's share is $34,325.00. This cost would affect the Capital Improvement Fund. Relationship to Vision This supports Goal D: Maintain, improve and create strong partnerships with other public and private sector entities. Requested Action To approve a Bolton & Menk contract amendment for CSAH 17/Vierling Drive Project. Attachments: Contract Amendment (roi,se,-.)._ B D L_TON & M N K , I N C, A Ai\ t\t Consulting Engineers & Surveyors m X 9 9 2638 Shadow Lane,Suite 200•Chaska,MN 55318-1172 Phone(952)448-8838•Fax(952)448-8805 ., do 5�� www.bolton-menk.com December 8, 2014 Mr. Bruce Loney Public Works Director/City Engineer 500 Gorman Street Shakopee,MN 55379 RE: CSAH 17/Vierling Drive/TH 169 Exit Ramp Project S.P. 166-020-014,City Project 2013-5 Dear Mr. Loney, We are respectfully requesting an increase to our construction services budget for the CSAH 17/Vierling Drive/TH 169 Exit Ramp Project(City Project 2013-5)based on changed conditions,contractor staging, and additional work that was required and necessary to complete the project in accordance with the expectations of the City,County,State,FHWA,adjacent businesses,local residents, and traveling public. Bolton&Menk is dedicated to successful project delivery,which is achieved through timely and effective communication with local stakeholders,quick and decisive responses to unforeseen conditions that could impact the contractor's progression of work,and active involvement in the construction schedule to make the contractor accountable for completing the work on time. During construction there were multiple changes to the approved plans and specifications that were outside of our control and required immediate attention and concentrated efforts to resolve in order to keep the contractor moving forward.These include,but are not limited to,the following: MnDOT backing out of their commitment to supplying temporary signal cabinets and video detection devices for the project,MnDOT's modifications to their approved products lists after plan approval,MnDOT's ADA Division requesting design modifications to the pedestrian curb ramps and accessible pedestrian signals after plan approval,review of value engineering changes requested by the contractor, and modifications to the signal systems and standard details requested by the City and County after plan approval. In addition to changes to the approved plans and specifications,the original budget for providing the City with construction administration,testing,and surveying for this project was based on typical average hourly time commitments for similar projects applied over the anticipated duration of construction.The following items impacted Bolton&Menk's ability to perform the construction services within the original hours that were estimated for the project: Elimination of the on-site construction field trailer, modifications to the construction staging by the contractor that split the three main construction stages up into multiple smaller stages,permitting the contractor to begin work one week earlier than specified,the contractor's extended working hours and six day work weeks,and modifications to the contract time caused by regional material shortages and manufacturing delays outside of the contractor's control. Throughout these changes Bolton&Menk delivered on our commitment to provide the quality of service that was promised when we were hired. Bolton&Menk managed these circumstances by reducing staff hours whenever possible.While we were able to make adjustments in our oversight to reduce costs,the project location was in a high profile and high volume business district for the City and required continuous oversight to keep the contractor moving forward to deliver the project in an efficient and safe DESIGNING FOR A BETTER TOMORROW Button&Menk is an equal opportunity employer /vN$,, CSAH 17/Vierling Drive/TH 169 Exit Ramp Project 10 . November 25,2014 0 f,; Page 2 manner with minimal inconveniences to the residents,businesses,and traveling public. All road work, except signals,was completed on time and under budget due to Bolton&Menk's concentrated efforts.In addition,the project had over$1,100,000 in federal funding and over$1,300,000 in County State Aid and Municipal State Aid funds.Maintaining detailed and accurate documentation was essential in the event that the project is audited in the future. As we have previously discussed with the City,we are only requesting additional increases to our budget for items that were discernably outside of our control,such as the items listed above. Any additional overruns in the budget above our request,whether inside or outside of our control,will be absorbed by Bolton&Menk in an effort to share in the total cost of the project.We have outlined the main components of our requested budget increase in the table below.Additional information,including supporting documentation for hours and justifications for each changed condition and additional work task,can be supplied upon request. Construction Task Budgeted Actual Difference Rate Total Contract 20 Weeks 21 Weeks 183 $110 $20,130 Administration (15 Hr/Wk) (23 Hr/Wk) Construction 20 Weeks 21 Weeks 365 $98 $35,770 Inspection (50 Hr/Wk) (65 Hr/Wk) Survey(Field) 180 Hr 227 Hr 47 $110 $5,170 Survey(Office) 16 Hr 36 Hr 20 $110 $2,200 Testing 22 Conc. Pours 36 Conc Pours 14 $310 $4,340 8 Paving Days 10 Paving Days 2 $820 $1,640 Total $69,250 Below is a summary of the original budget totals and the revised not to exceed budget totals in comparison to the construction bid. Budget Summary Amount %of Bid Typical Original Budget= $205,750.00 8.55% 8%-15% Requested Increase= $ 69,250.00 Total Revised Contract Amount= $275,000.00 11.42% 8%-15% We appreciate the opportunity to assist the City of Shakopee with this project and we sincerely hope that all expectations have been met to accomplish the City's goals for completing this project.Thank you for your consideration of our requested increase to our construction administration budget. Please let us know if you have any questions or comments. Sincerely, Sincerely, Kyle A.Johnson, P.E. Chris Chromy, P.E. BOLTON&MENK,INC. BOLTON&MENK,INC. H:\Shak\T42104602\I_Corres\_Construction\B.To Others\20I4-11-25_Budget Request L.etter\2014-12.08_Budget Request Letter.docx Bruce Loney From: Kyle Johnson Sent: Tuesday, November 25,2014 5:29 PM To: Bruce Loney(bloney @shakopeemn.gov) Cc: Jeff Weyandt- City of Shakopee(jweyandt @ci.shakopee.mn.us);Chris Chromy Subject: Budget Request Letter Attachments: 2014-11-25_Budget Request Letter.pdf Bruce— As a follow-up to our meeting in early October regarding anticipated overruns to our construction services budget, attached is a formal letter requesting an increase to our construction services budget for the CSAH 17/Vierling Drive project.As we have discussed,the final numbers for our overruns ended up being very close to my original projections. We did our best to manage the budget by reducing staff hours whenever possible. Most of the time savings we gained, however,were offset by our concentrated efforts to make sure Hentges completed the roadway construction on time. The attached letter is meant to be an overall summary of the changes that occurred during construction.I can provide supporting documentation as an appendix to this letter, if you think it would be beneficial,that can go into more detail on each changed condition and how each change relates to the increases we are requesting. Please let me know if you want that supporting documentation and I can provide it for you next week.Thank you for your consideration of this extra work request. Have a nice Thanksgiving. Thanks, Kyle Kyle A.Johnson, P.E. Bolton & Menk, Inc. 2638 Shadow Lane,Suite 200 Chaska, MN 55318-1172 Office:952-448-8838 ext.2668 Cell:612-756-4339 email: kvleio@bolton-menk.com This email has been scanned by the Symantec Email Security.cloud service. For more information please visit http:!/v ww.svmanteccloud.com 1 CSAH 17/Vierling Drive Construction Services 10/9/2014 Construction Task Budgeted Actual Difference Rate Total Construction 20 Weeks 21 Weeks Inspection (50 Hr/Wk) (65 Hr/Wk) 365 $98 $35,770 Contract 20 Weeks 21 Weeks 120 $110 $13,200 Administration (15 Hr/Wk) (20 Hr/Wk) Survey(Field) 140 Hr 240 Hr 100 $110 $11,000 Survey(Office) 10 Hr 40 Hr 30 $110 $3,300 22 Conc. Pours 36 Conc Pours 14 $310 $4,340 Testing 8 Paving Days 10 Paving Days 2 $820 $1,640 Total $69,250 %of Bid Typical Approved Original Budget= $205,750.00 8.55% 10%-15% Projected Increase= $ 69,250.00 Total Revised Contract Amount= $275,000.00 11.42% 10%-15% Field Trailer Deletion= $ 10,250.00 Total Net Increase to City/County= $ 59,000.00 Construction Inspection -Hentges weekday working hours(Average 10-12 hours/day) -Hentges weekend working hours(Hentges has worked most Saturdays) -Hentges staging modifications -Coordination for placing fabric at paving joints -MnDOT ADA changes after plan approval -Field trailer elimination Contract Administration -Hentges staging modifications,curb changes,and misc requests -MnDOT temporary signal cabinet and video detection coordination -MnDOT handhole modifications -MnDOT ADA changes after plan approval -County signal base location modification,EVP,ped indicators,and LED lighting changes -Coordination for County changes to sign anchors and placing fabric at paving joints -Field trailer elimination Surveying -Modified staging from Hentges required additional site visits -Hentges lack of supervision on site resulted in inefficient and untimely survey requests -MnDOT ADA changes after plan approval required additional survey computations Testing -Hentges has done multiple small pours -Paving has been broken down into more days than anticipated and there have been partial days due to weather