Loading...
03. Engineering Supplement #9 - Meridian Road ProjectC-lity of Kalispell Public Works Department Post Il"c1.99? 4' , Montana 5900am$€;)? _ s. ;bone (41,1 )70, Fax ('6) 58-7 ? 11 REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public Works SUBJECT: Meridian Road Project, Engineering Supplement 9 MEETING DATE: October 18, 2004 BACKGROUND: The Meridian Road Project has been on -going for many years. Utility relocation is underway and we are approaching the date, hopefully next spring, when construction of the road improvements will commence. This is the first project in a long list of much needed roadway improvements identified in the Kalispell Area Transportation Plan. The design of this project is being �_--_ I- - - n-L.— o_ wa -1, : +1. UUllG Vy t UU11suMUL, 1VVVG1L TIUl ;14 M V11XVIVIld, 1Lapprovat V1 Lmal V01A is Ulu responsibility of MDT. However, the actual contract for the design was issued by Kalispell in order to retain a degree of local control and involvement in the final product. As the engineering for this project has moved ahead there have becn numerous changes and alterations brought about by the ever -changing status of funding. These numerous changes have required continuous and repetitive efforts by the engineering consultant to revise and update the plans, and each has involved added cost not anticipated when the project was first begun. Fortunately for Kalispell, none of these costs are paid by Kalispell. The design cost is part of the MDT budget for this project. Supplement 99 is expected to be the final amendment of the design contract necessary to complete the construction plans for this all-important project. The cost of the supplement is $188,342,00. MDT has reviewed and recommended the supplement for City Council approval. Their letter is attached. Approval of Supplement #9 will not impose any costs on the City of Kalispell. Its approval is essential to ensure completion of engineering for the Meridian Road Project. RECOMMENDATION; Approve Supplement #9 STPU 6701(5) for North Meridian Road Kalispell. ACTION REQUESTED: MOTION TOAPPROVESVPPLEMENT #9. FISCAL EFFECTS: None. Costs are paid by MDT. ALTERNATIVES: As suggested by the City Council Respec 11 r bni , Jam Nansz, . . Frank Garncr ector of Public Woks / ity Engineer Interim City Manager October 18, 2004 Meridian Rkad gincering Supplemerd #9.doc - Montana Department of Transportation Da,dd a. Galt, erector per. FvAm .-ftftpAnk- 2701 Prospect Avenue Judy Martz, Governor PO Box 201001 Helena MT 59620-1001 September 15, 2004 Mr. James Hansz Director of Public Works City of Kalispell P.Q. BOX 1997 Kalispell, MT 59903-1997 Subject: STPU6701 f5) North-Meridan Road Kalispell ......... ......... Review of Supplement No. 9 We have reviewed the consultant's cost proposal dated September 1 st, 2004 and submitted to the Consultant Design Bureau for this project. All seven items of work detailed in the proposal are required to complete the utility relocations and project design. The consultant's proposal is reasonable. We are recommending approval of their professional services proposal. If you have any questions please call Bob Tholt at 406- 444-6256. Tom S. Martin, P.E. Consultant Design Engineer TSM:rdt Copies: Gordon L. Larson, P.E., Robert Peecia & Associates Loran Frazier, P.E., District Administrator Missoula Tom S. Martin, P.E., Consultant Design Engineer Preconstruction File Precansfivction Bureau Engineering DIVISIO17 Phone: (406) 444-0801 An Equal Opportuniry Emplaver TTY.• (800) 335-7592 Fax (406) 444-7635 Web Page: www.mdt state.mt. us Robert Peccia & Aw,,P^A. fine Rw.w%Ian ■IW49 Civil Transportation Environmental Engineers P.O. Box 5653 825 Custer Avenue Helena, MT 59604 (406) 447-5000 FAX (406) 447-5036 www.rpa-hln.com September 30, 2004 Jim. Hansz, P.E. Director of Public Works/City Engineer P.O. Box 1997 Kalispell, MT 59903-1997 Subject: STPU 6701 (5) North Meridian Road --- Kalispell Control No. 2950 Request for Supplement Dear Jim, We are resubmitting our request of May 17, 2004 for a contract supplement to cover additional work on the Meridian Road project. Comments received on our original request have been reviewed and are addressed in this revised request. This will be Supplement No. 9 for this project. Most of the work additional work relates to coordination with the utility companies and preparation of utility plans for relocation of the conflicting utilities. Other work is for miscellaneous items relative to completion of the plans for the project. Most of the work included in this request has already been completed at the direction of the City of Kalispell and MDT in an effort to get the utility work under way this year (which was accomplished as the utility work is now well along). Much of the work completed to date has been tracked in our accounting system and we have good records of these hours. Therefore, much of this request is based on actual hours already worked. Prior to our May 17, 2004 request, we had submitted an earlier request for additional funding on October 23, 2003 to cover the cost of the then proposed constructability review and report and anticipated plan revisions and updates to finalize the plans. That request was never approved due to later decisions to proceed with separate contracts for the utilities and road work. The attached proposal was developed by utilizing that Oct. 23, 2003 request and modifying it to account for changes and costs that have occurred since that time plus making most of the changes recommended by MDT on our May 17, 2004 request. Additional discussion and justification of each of the items contained in this latest request are listed below: 1. Constructability Review and Report — Although this item of work has now been dropped and the review and report will not be prepared, we actually spent a considerable amount of time preparing the scope of work, coordinating with potential subs, and preparing the cost proposal for this work. Therefore, we included the cost of this work in this request. MDT did not comment on this item so we assume it was acceptable to them. 2. Utility Plans — This is the major item of work in this request and includes the time spent coordinating with utility companies along with the time spent on preparing and revising the utility plans for the project. Also included are a number of trips to Kalispell for meetings and plan -in - hands. The hours included for this work for "Preparation of Utility Plans to Date" are actual hours based on our accounting system. Our May 17, 2004 proposal included hours for "Additional Work Expected to Complete the Utility Plans" and were our best guess estimate of the time that we thought would be needed to complete these plans at that time. Since these plans are now complete and we know the actual hours expended, we have eliminated the "hours expected to complete the utility plans" and are only including the actual hours expended. This amounts to 1306 hours compared to our original request of 1650 hours so this item has gone down 344 hours. 3. Contaminated Soils Issue — This cost is for revising the plans to include the storcepter for separating out the groundwater contaminates in the storm water. MDT did not comment on this item so we assume it was acceptable to them. 4. Coordination During Utility Relocation --- In addition to utility plans revisions and updates, we are expecting some coordination will be necessary during the actual relocation of the utilities regarding generation of new data, furnishing and explaining existing data, additional coordinates, etc. This has occurred to some extent, however, it has been less than we expected and MDT's comments on this item are essentially correct. We do expect 1 or 2 trips to Kalispell to attend coordination meetings during the utility relocation. We did reduce the time for this item by 48 hours from 128 hours to 80 hours. 5. Add As -Built Utility Information to Road Plans — It has been agreed that as the new utilities are placed, MDT will survey their final location and furnish that information to us. We will then incorporate it into the final road plans and cross -sections so the road contractor will know the exact location of the relocated utilities. Other plan work related to utility work is also expected. Since MDT is performing the survey and not much coordination has been necessary, we did reduce this item to 20 hours. Therefore, the hours for this section have been reduced by 120 hours from 308 to 188. 6. Update Road Plans, Specifications and Estimate -- Over the years this project has been in progress, MDT has sent out many, many directives relative to design items, plan preparation, changes in specifications and standards, CARD standards, etc. Some of these updates have been made, but not all of them and extra work has been and will continue to be required to make these changes. Other changes will be necessary to account for road related work that will have to be completed during utility relocation. Additional work on the special provisions relative to traffic control and maintaining access to businesses will be necessary. We are very reluctant to reduce the hours for this item and actually believe they are probably inadequate for the necessary changes. 7. Final Plan Review by MDT - Mainly due to the length of time this project has been under development and the number of different personnel involved, we expect there will be comments generated during the final plan review requiring plan or special provision revisions. MDT did not comment on this item so we assume it was acceptable to them. However, based on comments received to date, we believe the hours requested are inadequate and have increased this item by 120 hours from 118 hours to 238 hours. We have also included an additional 40 hours to resolve several outstanding R/W issues so the total hours for this item has increased by 160 hours. We have requested an additional $13,050 for additional R/W work. There are several reasons for this request. When Supplement No. 8 was signed, it was with the understanding that MDT would be handling and paying for much of the R/W work relative to the fairgrounds. "Very shortly after the supplement was signed, we were asked to include it in our work with the understanding that we would be compensated for it in an upcoming supplement. In, addition, there were several other changes in parcels, resigning of parcels and other related work that ended up requiring RPA to pay our RIW subconsultant an extra $13,050. These are actual costs documented in our accounting records and not estimated costs. We hope this proposal will meet with your satisfaction. Total hours have been reduced by 352 hours. MDT had requested a reduction of 639 hours. Total cost has been reduced from $197,852 to $188,342. Please let me know if you have any questions or concerns so we can male the necessary changes or adjustments and finalize this supplement. I have tried to prepare this under the assumption that it will cover any work remaining to complete this project so no more supplements will be necessary in the future. lyll l tiFiJ µj..�4uu�' AVVIC—%'%J itM ZLFJJM V% %J MIS JLLpPW1.11CA i tet. Lil+J i. 1-1 copy of their approval letter, dated September 15, 2004, is attached. Sincerely, ROBERT PECCIA AND ASSOCIATES Gordon L. Larson, P.E. Director of Transportation Services cc: Tom Martin (Atten.: Bob Tholt) File PROJECT: North Meridian Rd - Kalis e[I Federal Aid Project No. STPU 6701 DATE: 9.1-04 CONTROL NO: 2950 EST- PREPARED BY: GLL WORK TYPE: UTILITY PLANS �' Uviiy Pfwys. Div. Total Hours Manager Pro). Mgr. Pro]. trig. ADD! Designer Clerc. PC Time CA[3D Time 1 Constructahility Review and Report Develop Scope of Work for Const. Review and Report 301 24 41 2 26 Coord. wisubwnsu twuL for Cost proposals 121 12 produce Cost Proposal for Consf. Review and Report 2016 41 12 Disfnbute Plans arid Meeiing Minutes to Suixxt WYams 3 1 2 4 0 SUBTOTAL (HOURS) 65 63 101 0 01 1 421 0 3 Utility Plans Preparatrun of Utility Plans to date 1 1305 1761 672J Addition! worn expecW to complete utiiily plans 0 SUBTOTAL (HOURS) 1306 176 6721 Contaminated Sails issue Resof—issue 12 a 8 2 2941 129 129 35 12d 100 120 1000 Design. Plans andSpecial Provisions 82 2 40 40 4 40 SUBTOTAL (HOURS) 94 8 48 0 40 4 40 4 coordination Dwin9 Utility ReloCati" Fumish inforrrEation. Coordinates. data 80 20 60 SUBTOTAL (3loum) a0 20 se a D D 0 5 Add Utility As•BulFt Information to Road Plans Add data toFlares 84 4 80 20 8 Revise pans per work done during utility re€ocaBon 84 4 60 20 1 801 Field Survey Coordination 20 20 SUBTOTAL (Hours) 1E8 a 140 401 0 0 D 160 5 Update Road Plans, Specifications and Estimate Typical Sections 53J 1 12 20 2D 40 Cross -Sections 701 2 6 20 40 8 ft$ceilartwus Diooctiyes 1421 2 60 60 20 8 Expand Traffic Contwo and Maintenance Plan 56 16 4fl 20 2 SUBTOTAL (HOURS) 321 21 120 1DD BD 0 24 200 7 Finat Plan Review try MDT Print and Submit Plans 6 a 2 -e Rse and update Pians in Accordance wdMDT rarnrn nts 232 32 140 20 40 zou Resolve OIssues 40 Fm Is40 40 SUBTOTAi. {HOURS] 278 72 144 20 42 D 0 2D TOTAL PLAN COMPLETION HOURS 2332 356 1194 454 2S1 37 1186 1604 Page 1 of 2 PLAN COMPLETION COST SUMMARY PROJECT: North Meridian Rd - Kalispell Federal Aid Project No. STPU 6701 DATE:10-29.03 CONTROL NO: 2950 EST. PREPARED BY: GLL WORK TYPE: Constructability Review Hours I lRate I lExtension Highways Division Manager 356 36,551 1 13,831 Project Manager1194 23.70 26,29B Project Engineer 454 20.58 9.343 CADD/Designer 291 17.38 5,058 Clerical 37 16.50 611 + 4 % salary increase for Item No. 7 170 e 0 TOTAL HOURS 2332 LABOR SUBTOTAL 57,310 GENERAL OVERHEAD Q 1.5731 OVERHEAD SUBTOTAL 90,154 TOTAL LASORfOVERHEAD $147,46 DIRECT NONLABOR Mascellaneaus (dsseKne ptnls, ^'Yt"%, aadt9M gaper, lebphana, Ycsla{3e, �. equ�pmmE rptai, maps. phebs, survey mils.. displaybnaWs, e!c 7 5a Personal Com liter Hours 186 Per Hour 1.5E1 27 CADD Time Hours 1604 Per Hour 5.00 8,020 Vehicle Rental Days Per Day 0 Mileage - 6 Trips to KalispeH Mile$ 2520 Per Mile 0.41 1,033 Airline Trips Trips Per Trip 0 Per Diem Days 4 Per clay 75-00 300 Other c TOTAL DIRECT NONLABOR S4a,1sz OUTSIDE SERVICES AND SUBCONTRACTS R/W Appraisals, N otiation & Acquisition 13,o a Other TOTAL OUTSIDE SERVICES AND SUBCONTRACTS $13,t15ti RECAPITULATION Tota! Labor/ Overhead for Plan Completion Direct NonLabor 10,132Total Outside Services & Subcontracts :147,464Total 13,0Prafiik To be Ne otiated ,s55_66TOTAL ESTIMATED COSTs8,342 Page 2 of 2 �5ep-29- 4 12; 2opm From -MDT CONSULTANT DESIGN SECTION 4064446253 Montana Department of Transportat, _0— -'W2701 Prospect Avenue PO Sou 201001 Helena W 5..9620-1001 September 15, 2004 ��'James Hansz Directer of Public Works City of kalispell P.O. Box 1 7 Kalispell, MT 9903-1997 T-843 P.001iBo1 F-HO CASTER .FILE . Cvai, olrecrar COPY111�. o, tsomr Consultant Design Post -it® Fax Note 7671 Pate #0�0 From OaJDePL Co. k,.., 19el— Phone # Phone # Fax # Fax # Subject; STPU 6701(5)_North Meridan Road KaliMell Review of Supplement No. 9 We have reviewed the consultant's cost proposal dated September ls`, 2004 and submitted to the Consultant Design Bateau for this project. All seven items of work derailed in the proposal are required to complete the utility relocations and project design. The consultant's proposal is reasonable_ We are recommending approval of their professional services proposal._ If you have any questions please call Bob Tholt at 406r 444-6256. Tom S. Martin, P.E. Consultant .Design Engineer TSM-rdt Copies;fixardon L. Larson, P.E., Robert Peccia & Associates Loran Frazier, P.E., District Administrator Missoula Tom S. Martin, P.E., Consultant Design Engineer Preconsttuction File f7on57c71an BuresuY EAWeedng Dash"