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
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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
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