HomeMy WebLinkAbout4.C.2. Authorize an Extension Agreement for SEH, Inc. Construction Services on the Sewer Lateral Pipe Rehabilitation Project Consent Business 4. C. 2.
SH-I KO 'EF
TO: Mayor and City Council
FROM: Bruce Loney, Public Works Director
DATE: 09/01/2015
SUBJECT: Authorize an Extension Agreement for SEH, Inc. Construction Services
on the Sewer Lateral Pipe Rehabilitation Project (E)
Action Sought
Authorize the appropriate city officials to execute an extension agreement with
SEH, Inc. for construction services on the Sewer Lateral Pipe Rehabilitation Project
No. 2015-4.
Background
On August 18, 2015, the City Council awarded a contract for Project No. 2015-4.
City staff will need assistance from the design consultant to complete the project.
The attached extension agreement authorizes the tasks to be provided by the
consultant. It is staffs intent to utilize the consultant for services that cannot be
supported by staff time or expertise. The agreement shows the cost and tasks
associated for the worst case scenario in which the consultant does all of the
inspection work. Staff believes our staff inspectors can do a lot of the work but is
dependent on the fall work schedule of other projects.
Recommendation
Staff recommends authorizing the extension agreement with SEH, Inc. due to their
experience with these types of projects and to assist staff due to a busy fall
workload..
Budget Impact
The agreement affects the Sanitary Sewer Enterprise Fund.
Relationship to Vision
This supports Goal E: Deliver effective and efficient public services by a staff of
well-trained, caring and professional employees.
Requested Action
Authorize the appropriate city officials to execute an extension agreement with
SEH, Inc. for construction services on the Sewer Lateral Pipe Rehabilitation Project
No. 2015-4.
Attachments: SEH Inc. Extension Agreement Proposal
1
SEH
Building a Better World
for All of Us''
August 25, 2015 RE: City of Shakopee
2015 Sanitary Sewer Lateral Pipe
Rehabilitation
SEH No. SHAKO 133769 10.00
Bruce Loney, PE
Public Works Director
City of Shakopee
129 Holmes St. S. •
Shakopee, MN,55379
Dear Bruce:
In accordance with the Master Agreement for Professional Services between the City and SEH, effective
July 13, 2011,this Supplemental Letter Agreement dated August 25, 2015 describes the scope,
schedule, and fee to assist the City as it provides construction phase services for the referenced project.
For your convenience, the Supplemental Letter Agreement is divided into sections titled Scope, Schedule,
and Fee.
SCOPE
Rehabilitating laterals to about 5 feet beyond the back of the concrete curb and gutter using the
trenchless method structural cured-in-place pipe lining for laterals (CIPPLL) is new to the City. Therefore
the City will periodically ask us to provide part-time assistance to its inspector for the following two (2)
tasks.
1. Enforcing the project's SEH prepared contract documents.
2. Preparing or back checking the content of communications that update affected property owners
about the status of the rehabilitation.
The goal of this scope is for the City's inspector to quickly learn how to complete these tasks on their own
for their own use during future rehabilitation program years.
SCHEDULE
We divided our services reported by the enclosed Task Hour Budget according to the rehabilitation
periods described in Appendix D of the Contract documents. The table below reports the periods date
ranges.
Period Date Range i No. of Weeks
Pre-Rehabilitation 8/17/15-9/4/15 3
Rehabilitation 9/7/15- 11/27/15 12
Correction 11/30/15- 11/30/17 105
Warranty 12/4/17- 11/27/20 , 156
Engineers I Architects I Planners I Scientists
Short Elliott Hendrickson Inc.,10901 Red Circle Drive,Suite 300,Minnetonka,MN 55343-9302
SEH is 100%employee-owned I sehinc.com I 952.912.2600 I 800.734.6757 I 888.908.8166 fax
Bruce Loney, PE
August 25, 2015
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FEE
The enclosed task hour budget describes in detail our approach to complete this project's scope and
calculates our fee. Our fee is hourly and estimated to be $93,970 including expenses. It is an estimate
because we will expend these fees only when requested by the City.The City can request more, or less,
of the amount of services described by this proposal.
As a point of reference, and based on this project's bid tabulation, our estimated total fee to have already
prepared bidding documents and to still provide the construction phase services described by this
Supplemental Letter Agreement is approximately 30%of the$606,316 contract awarded to National
Water Main Cleaning Company from Kearny New Jersey(NWMCC). However, our peers in the industry
agree with us that the City received a very favorable bid from NWMCC.
We believe NWMCC's bid is about 50% less than the national normal. In our opinion, NWMCC bid this
project aggressively to showcase their service and product in a geographical market new to them.
However, their aggressive bid skews the percentage our fee is of the construction cost. We respectfully
ask the City to consider that our total fee is approximately 15%of a normally bid project.
Please contact me with questions and comments at 952.912.2611 or ppasko@sehinc.com.
Sincerely,
SHORT ELLIOTT HENDRICKSON INC.
°(104 ,4W-.
Paul J. Pasko III, PE
Project Manager
pjp3
Enclosure
c: John Rodeberg, SEH
Mike Ostendorf, SEH
p:\pt\s\shako\133769\1-geN\10-setup-cont\03-proposal\08 25 15 pips]Itr.docx
City of Shakopee, Minnesota
City of Shakopee Authorized Representative Date
City of Shakopee Mayor Date
City of Shakopee City Administrator Date
SEH
Task Hour Budget
City of Shakopee
2015 Sanitary Sewer Lateral Pipe Rehabilitation (1)
August 25, 2015
ESTIMATED HOURS
ESTIMATED
PROJECT PROJECT STAFF COST
PROJECT TASKS MANAGER ENGINEER ENGINEER(13) ADMIN TECH
Pasko Schumann Hartmann Anderson
1.0 Pre-Rehabilitation Period(2)
1.1 Inspection(6)
1.2 Administration(8)(14) 12 24 6
1.3 Communication(9)(10)(11)(12)(15) 12 6 3
2.0 Rehabilitation Period (3)
2.1 Inspection(7)(16) 192 96
2.2 Administration(8)(17) 96 24 12
2.3 Communication(9)(10)(11)(12)(15) 48 24 12
3.0 Correction Period(4)
3.1 Inspection(7)(18) 84 21
3.2 Administration(8)(19) 21 21 11
3.3 Communication(6)
4.0 Warranty Period(5)
4.1 Inspection(7)(20) 13 7
4.2 Administration(8)(21) 7 3
4.3 Communication(6)
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PROJECT PROJECT STAFF ESTIMATED
MANAGER ENGINEER ENGINEER(13) ADMIN TECH COST
PROJECT COST SUMMARY
1.0 Pre-Rehabilitation Period(2)
Subtotal Hours 24 30 9 63
Subtotal Labor Cost $4,868.76 $3,010.80 $911.43 $8,790.99
Subtotal Expenses(22) $72.00
Subtotal $8,862.99
2.0 Rehabilitation Period(3)
Subtotal Hours 144.0 240.0 96.0 24.0 504
Subtotal Labor Cost $29,212.56 $24,086.40 $7,434.96 $2,430.48 $63,164.40
Subtotal SEH Expenses(22) $1,133.00
Subtotal $64,297.40
3.0 Correction Period(4)
Subtotal Hours 21 105 21 11 158
Subtotal Labor Cost $4,260.17 $10,537.80 $1,626.40 $1,113.97 $17,538.33
Subtotal Expenses(22) $339.00
Subtotal $17,877.33
4.0 Warranty Period (5)
Subtotal Hours 20 10 30
Subtotal Labor Cost $2,007.20 $774.48 $2,781.68
Subtotal Expenses(22) $150.60
Subtotal $2,932.28
TOTAL COST ASSOCIATED WITH THIS PROPOSAL: $93,970.00
P:\PT\S\Shako\133769\1-gen1\10-setup-cont\03-proposal\[08 25 15 THB.xlsx]Hours-Costs
NOTES
(1) Work weeks for all of the periods are 6 days long;Monday thru Saturday.
(2) 8/17/15 and 9/4/15 - 3 weeks
(3) 9/7/15 and 11/27/15- 12 weeks
(4) 11/30/15 and 11/30/17- 105 weeks
(5) 12/4/17 and 11/27/20- 156 weeks
(6) No work will occur for this task during this Period.
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(7) When requested by the City,assist City staff in the field verifying the Contractor is completing rehabilitation operations in accordance with
the contract documents.
(8) When requested by the City,assist City staff with contract administration duties supporting 1. field inspections verifying the Contractor is
completing rehabilitation operations in accordance with the contract documents 2. paying for complete work.
(9) When requested by the City,assist with the creation or back checking of communications the City will send to affected property owners
updating them about the status of communication.
(10) For communications to be sent via snail mail to affected property owners;City staff will print,fold, stuff envelopes,and provide all
postage.
(11) For communications to be sent via the City's eNotification tool to affected property owners;City staff will maintain the list of email
addresses,create the email,and send it from their computer server.
(12) For communications to be sent via the City's web page for this project; City staff will maintain the web page and update its content.
(13) Staff Engineer assists Project Engineer with CCTV review inspections.
(14) 1. Project Manager works 4 hours per week 2. Project Engineer works 8 hours per week 3. Administrative Technician works 2 hours per
week
(15) 1. Project Manager works 4 hours per week 2. Project Engineer works 2 hours per week 3. Administrative Technician works 1 hours per
week.
(16) 1. Project Engineer works 16 hours per week 3. Staff Engineer works 8 hours per week
(17) 1. Project Manager works 8 hours per week 2. Project Engineer works 2 hours per week 3. Administrative Technician works 1 hours per
week.
(18) For each 5 week long segment(there are 21 segments in 105 weeks), 1. Project Engineer works 4 hours per segment 2. Staff Engineer
works 1 hours per segment
(19) For each 5 week long segment(there are 21 segments in 105 weeks), 1. Project Manager works 1 hours per segment 2. Project Engineer
works 1 hours per segment 3. Administrative Technician works .5 hours per segment
(20) For each 12 week long segment(there are 13 segments in 156 weeks), 1. Project Engineer works 1 hours per segment 2. Staff Engineer
works .5 hours per segment
(21) For each 12 week long segment(there are 13 segments in 156 weeks), 1. Project Manager works .5 hours per segment 2. Administrative
Technician works .25 hours per segment
(22) Reimbursable expense is only 1. mileage between the site and SEH's Minnetonka office 2. Auto allowance per day only for entire days the
Project Engineer spends on site.
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