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6. Supplement #8 - North Meridian Road Design ContractCity of Kalispell Public Works Department Post Office Box 1997, Kalispell, Montana 59903-1997 - Telephone (406)758-7720. Fax (406)758-7831 REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public Works SUBJECT: North Meridian Road Design Contract, Supplement #8 MEETING DATE: April 7, 2003 BACKGROUND: Several years ago at the request of MDT, the City contracted with Robert Peccia & Associates to design improvements to Meridian Road. This project is funded by the Federal Urban Highway program. Design has involved several years because funding for the project has been slow to accumulate. Funding concerns were resolved two years ago when the City succeeded in gaining a supplemental grant of other highway funds to offset certain costs of the project. Funding is now adequate. However, there are highly complex utility relocation issues to be resolved and continuing problems with right of way along the County fairground parcel. The schedule for this project is to obligate construction funds by 30 September 2003, the end of the current Federal fiscal year. In order to meet this schedule and to ensure that utility relocation designs are resolved and fully integrated with highway improvements the City recommended the integration of the utility relocation effort with the highway project design under one design consultant. This was considered and accepted by MDT as the best approach to ensure the solution of problems and to meet schedule. Supplement #8 is required to accomplish these goals. The added cost of this work is $199,089.49 and is paid in full by MDT from project funds. As with all seven preceding contract supplements, this supplement carries no cost to the City and no requirement to budget or expend City funds. RECOMMENDATION: Approve Supplement #8, North Meridian Road Design Contract with Robert Peccia & Associates. ACTION REQUESTED: AT CITY COUNCIL MEETING OF 7 APRLE 2003 — MOTION TO APPROVE SUPPLEMENT #8 TO CONTRACT WITH ROBERT PECCL4 & ASSOCIATES FOR DESIGN OF MERIDIAN ROAD IMPROVEMENTS. April 7, 2003 Meridian Road Supplement 8 FISCAL EFFECTS: None to City. Eventual expenditures by MDT of $199,089.49. ALTERNATIVES: As suggested by the City Council Respectfully su d, ansz, P. Chris A. Kukulski Director of Public W s / Ci Engineer City Manager Report compiled 2 April 2003 Attachments: Contract Supplement #8 and emailed MDT Concurrence Letter April 7, 2003 Meridian Road Supplement 8 March 27, 2003 Mr. James Hansz, City Engineer City of Kalispell P.O. Box 1997 Kalispell, MT 59903-1997 Subject: STPU 6701(5) North Meridan Road Kalispell Review of Supplement No. 8 Email Copy Bob Tholt the Project Engineer has reviewed the cost proposal submitted to the Consultant Design Section. All six items of work detailed in the supplemental are required to complete the design and acquire the right-of-way on the project. Item number one was required when it was decided that all the utilities would be in a common corridor underneath the sidewalk. Concrete utility pads are required to access these underground utility lines the entire length of the project. The easements or right-of- way purchases for these pads will have to be negotiated and drawn on the plans. Item number two is the fairgrounds parcel the last parcel that needs to be purchased to build the project. The Department and the consultant did not realize until late last year that the needed right-of-way interferes with the carnival and other activities in the fairgrounds buildings. The consultant will need to appraise the buildings and an adjacent parcel of land as a replacement for fairgrounds parcel. Items number three and four are required because the Department has a new document management system and the projects are going to be bid as one separate project instead of three separate projects at separate lettings. Even if the projects were just combined together for one letting many quantities in each set of plans would have to reviewed and revised letting the project with one set of plans is the preferred method of contract administration. Item five is required because the existing document was approved in 1997 and the fairgrounds right-of-way problems were not addressed in the document and needs to be revised. Item six is required because the amount of cover is not adequate on the existing water line when the project is completed. We are in agreement that the Consultant needs to proceed with all of this work to keep the project moving and meet upcoming deadlines. Preconsf eNon Bureau Enaineerina Division If you have any questions please call Bob Tholt at 406-444-6256. Tom S. Martin, P.E. Consultant Design Engineer Copies: Gordon L. Larson, P.E., Robert Peccia & Associates .t Robert Peccia & Associates March 21, 2003 Mr. Tom Martin, P.E. Consultant Design Engineer `gConsultant Design Section Montana Department of Transportation Civil 2701 Prospect Avenue Transportation P.O. Box 201001 Environmental Helena, MT 59620-1001 Engineers Subject: STPU 6701(5) P.O. Box 5653 North Meridian Road - Kalispell 825 Custer Avenue C.N. 2950 Helena, MT 59604 Supplement No. 8 (406) 447-5000 FAX (406) 447-5036 www.rpa-hln.com Dear Tom: We have encountered a number of items of extra work relating to the overall development and completion of the Meridian Road project and are requesting additional funding and a contract supplement to cover this extra work. We believe that the City of Kalispell is in agreement with the request for a supplement and would like to get on with the work. However, due to the utility and fairgrounds problems, they have recommended that we obtain your general concurrence in this supplement request before we proceed (see attached e-mail from Jim Hansz, City Engineer/Director of Public for the City of Kalispell). Once we receive your approval, we will forward this request onto the City for their formal approval. The extra work is discussed in detail below. Also, the attached spreadsheets show the items of extra work, the estimated hours, Robert Peccia and Associates costs, subconsultant costs and the total cost of all of the extra work. The items of extra work are as follows: 1. R/W PLANS Revisions to the R/W plans are necessary to provide 27 new easements to accommodate utility transformers and junction boxes. These easements are generally small rectangles about 2-3 meters wide and 7-8 meters long. In order to keep the project moving, RPA went ahead and revised the R/W plans and they have now been approved by MDT. Several meetings with MDT and utilities were necessary. It will be necessary to update the sales catalog, appraise each parcel and then complete the negotiations. This work will be performed by the R/W Acquisition Group as a subconsultant to RPA. Staking of some of the easements may be required. 2. FAIRGROUNDS Several meetings have been held with the Fairgrounds Manager to try and resolve the problems associated with the purchase of about 17' of R/W from the fairgrounds. One or two more meetings are expected. RPA also studied the possibility of shifting the roadway 5' and 10' to the west to reduce the impact on the fairgrounds. As agreed to at our last meeting with fairgrounds personnel, we will appraise the Peter Larson property and will prepare an evaluation of relocating or tearing down 7 fairground buildings. 3. CONSTRUCTION PLANS AND X-SECTIONS MDT has requested that the construction plans for Phase 1 and Phase 2 be put back together into one set of final plans. This will require removal of the connection contained in Phase 1 and combining the road, storm sewer, signing, striping and electrical plans. Design computer files will also have to be combined. Quantities from both phases will have to be combined into one set of summary sheets. Estimates and special provisions will have to be combined. The table of contents and title sheet will be revised. 4. RENAME FILES MDT has requested that all project design and CADD files be renamed to meet their current naming conventions. Since this project is quite old, bringing all files up to date will be a major effort. 5. ENVIRONMENTAL DOCUMENT The environmental document will have to be updated and expanded to address functionality issues related to the fairgrounds. The fairgrounds manger has promised that he will provide us with information related to the use of the 7 buildings in question. Also, the cost of the Peter Larson property and the evaluation of the 7 buildings to be performed by the R1W Acquisition group will be additional information needed to update the Cat Ex. 6. WATER LINE RELOCATION Due to problems with adequate cover, the water main running down the center of Meridian Avenue will need to lowered and relocated. The intent is to provide two new lines, one under each side of the roadway. Plans and specs will be prepared and included in the construction contract. MDEQ approval will be obtained. As noted earlier, the revised R/W plans have been approved by MDT and we are ready to start on updating the sales catalog and the appraisal work. Also, we can start combining the plans, updating the environmental document and designing the new water line in the very near future. Please note that this request does not include any utility related costs. At the March 14, 2003 utility coordination meeting in Kalispell, it was the general consensus that Rd RPA should continue with the utility coordination, prepare the bid package for relocation of the utilities, perform the contract administration and construction inspection and complete any necessary survey. It was also agreed that RPA would prepare a scope of work and cost estimate for this work. We intend to do this and will submit the scope and cost as soon as we can. In meantime, we believe is to everyone's benefit to proceed with the work listed above since relocation of the utilities depends on completion of much of this work. Therefore, we are requesting approval and authorization to proceed with the 6 items of work listed above with the understanding that a supplement request for the utility work will be submitted at a later date. We have no objection to waiting and combining both requests into one formal supplement if this would be preferable to MDT and the City. Your approval to proceed with this extra work will be greatly appreciated. Please let me know if you have any questions. We will be glad to meet with you at any time to discuss this request Sincerely, ROBERT PECCIA AND ASSOCIATES Gordon L. Larson, P.E. Manager, Streets and Highways Division Attachments cc: Jim Hansz, City of Kalispell File Gordon Larson From: "Jim Hansz" <jhansz@kalispell.com> To: <gordon @ rpa-hln.com> Subject: ROW On Meridian Road Date sent: Wed, 19 Mar 200311:13:39 -0700 Gordon: To follow up on our telecon, I agree with your assessment that the appraisal process for the remaining parcels should get underway as soon as possible and am please that your sub -consultant is prepared to do so at this time. I would certainly recommend moving forward with this. However, with all the current work involving utilities and the general state of flux that surrounds the contract aspect of the coordination effort, I would further recommend that you approach MDT to obtain their concurrence. We need to make sure that pressing ahead with this does not conflict with anything they have underway that must be completed before additional project expenses are booked. Jim Hansz Kalispell PW D Printed for Gordon Larson, 19 Mar 2003, 12:03 Page 1 of 1 February 14, 2003 0 Subject: STPU 6701 (6) North Meridan Road Control Number 2950 Kalispell Fair Grounds Parcel/Utility Moves A meeting to address the problem with the fair grounds parcel on the project had the following people in attendance: John Horton Jean Riley Greg Hahn Besty Tarrant It was determined that the environmental d cument will have to be reviewed and updated because it was si ne - he Ain Au ust 8, 1997. The document will have to include new information about how the project is doing to affect the bui, ldin sand hP fairgrounds operation. . The revised environmental document needs to document update the current appraisals for the fairgrounds property and function of buildings at the fairgrounds that the fair board wants moved and replaced. The consultant will have his right of way consultant in the area in late March to work on the thirty plus utility pads that are needed on the project. The appraisal work on the fairgrounds building will probably done at the same time. The fairground manager at our meeting of February 7a' promised to supply an explanation of how the use of the seven building and the function of the fairgrounds and carnival will be effected if the Department buys the 17' of right of way for the project. The utility section is having a big meeting with the utility owners and consultant in March on the project to discuss how the utility work and the construction of the project should be done. This meeting will determine if a special provision that spells out the construction and utility phasing on the project is required for the project. The approximate cost to move and replace the buildings is 1.2 million according to the fair grounds board and the cost for the replacement land North of the fairgrounds is approximately $400,000. 11 SON ME NEE moonE mass oil .101 MONSOON �5 wo }\\\}\ M r Administrative Offices P.O. Box 3301 Bozeman, MT 59772 Phone 406-587-5747 FAX 406-587-5203 February 5, 2003 Right -of -Way Acquisition Group LLC Appraisal, Appraisal Review, Negotiation, Acquisition, Relocation Mr. Gordon Larson Robert Peccia & Associates P.O. Box 5653 Helena, MT 59604 Re: North Meridian Road STPU 6701(6) Dear Mr. Larson: REVISED PROPOSAL Dennis C. Hoeger, MAL Mgr William A. Ferro, MAI Steven A. Hall, MAI Kraig P. Kosena, MAI ! � ROBERT PECCIA & ASSOCIATES The Right -Of -Way Acquisition Group submits this proposal for the appraisal and acquisition of right of way on the North Meridian easement project. Dennis C. Hoeger will coordinate and manage the project, Bill Ferro will update the sales catalog and prepare the appraisals, and Ron Olson will negotiate to complete the project. Appraisal The sales catalog will be updated and all appraisals will be prepared by Bill Ferro. Twenty Six (26) of the parcels will require a DOV at an estimated cost of $500 each. One parcel, Parcel 24, is anticipated to need an RWA 155 at an estimated cost of $2,000. This parcel is not yet closed and it will be necessary to prepare the RWA 155. Negotiations Ron Olson will be primarily responsible for the negotiations on this project. The estimated negotiation cost is $925 per parcel for the 27 parcels or $24,975. Easement Preparation Ron Olson will prepare the easements for 27 parcels at a cost of $50 per parcel, for a total cost of $1,350. Serving Montana with offices in Bozeman, Great Falls, Kalispell, & Missoula SUMMARY Appraisal - Sales Catalog Update $ 3,000 DOV - 26 parcels $13,000 1 parcel $ 2,000 Total $18,000 Negotiations - Acquisitions $24,975 Deed Preparation $ 1,350 Management $ 2,000 Grand Total $46,325 Bill will be able to complete the appraisal portion of the project in April; Ron will require a 90 days to complete the negotiations once he has received the appraisal reports. Please give me a call if you have any questions. Sincerely, I I-' Dennis C. Hoeger • c: Bill Ferro Ron Olson 0 --./19/2003 10:19 4065875203 7011 w"N � i 1 AdministWive Offices P.O. Box 3301 aaumM MT 39M Phont406-587-5747 FAX 406-597-5203 February 19, 2003 Right -of -Way Acquisition Group LLC Appraisal, AppnbO Review, N09otisi3oo, Acquisition, Bdastton Mr. Gordon Larson Robert Peccia & Assoc. P.O. Box 5653 Helena, MT 59604 • �:. �. . . J it I IT Destnis C. Haeger, MAL Mir William A. Ferro, MAI Steven A. Hall, MAT KI'Sig P. Kc*Ma, MM In response to your request, Bill Ferro has estimated ft cost to appraise the Peter Larson property and to evaluate 7 buildings at the fairgrounds. The Peter Larson property will cost $2,500 and be completed on an RWA 155; the evaluati6n of the fairgrounds buildings will cost $2,500 to $3,500. Any cost estimates required will be pasted through to you or M DOT. Bill will be able to complete this work in April along with the balance of the North Meridian Road project, as long as it can be done as a package since he will be gathering the necessary sales as he updates the sales catalog. Please give me a call if you have any questions. Sincerely, 6� L Dennis C. Hoeger c: Bill Ferro Serving Montana with offices in Bozeman, Great Falls, Kalispell, 8t Missoula LEE CLONINGER Man -Hour Proposal My man-hour proposal for necessary revisions to the signal and lighting plans resulting from eliminating the phase construction and combining the plans back into one package is 80 hours. 80 hours x $20/hour = $1600