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
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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
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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