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HomeMy WebLinkAbout7C - Carriage Hills Pkwy AGENDA #: PREPARED BY: SUBJECT: 7C LARRY ANDERSON, DIRECTOR OF PUBLIC WORKS CONSIDER APPROVAL OF A MOTION TO REIMBURSE MSA CONSULTING ENGINEERS FOR ADDITIONAL WORK REQUIRED ON CARRIAGE HILLS P ARKW A Y PROJECT PHASE I NOVEMBER 20, 1995 DATE: INTRODUCTION: The purpose of this agenda item is to consider a motion to reimburse the City's engineering consultant, MSA Consulting Engineers, for expenses beyond the contracted not-to-exceed budget for Phases I of the Carriage Hills Parkway Project. Phase I is adjacent to the Carriage Hills plat. BACKGROUND: The contract with MSA Consulting Engineers established the following budget for Phase I: CARRIAGE HILLS P ARKW A Y - PHASE I Design $44,600 Construction Services $33,700 The not-to-exceed budget includes design phase and construction administration phase tasks, as well as, easement description preparation. The construction services are for inspection and construction staking. Shown below is a comparison of the budget and the amounts MSA Consulting Engineers have invoiced the City of Prior Lake for Phase I: BUDGETED Design: $44,600.00 Construction Services: $33.700.00 TOTAL $78,300.00 ACTUAL $72,474.51 $32.817.96 $105,292.47 The city has not paid bills in excess of the authorized amount. 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER T '1" DISCUSSION: The billings received are $29,092.47 in excess of the authorized amount. MSA Consulting Engineers have legitimately done work beyond the contract requirement in order to complete the project. A description of that work is provided in this agenda write up. Staff has negotiated with MSA Consulting Engineers to reduce the request for additional services to $18,800 for design. This would increase the amount for design from $44,600 to $63,400. MSA Consulting Engineers has reduced their billing in recognition of all the work they have done for the city and to show their appreciation to work for the city. The Carriage Hills Parkway Phase II (within the Knob Hill plat) will be approximately $10,000 under budget as the design and construction did not have all the complications of the first phase. The city will receive Municipal State Aid funding for all of the engineering costs incurred. The following is a summary of significant items which caused costs to increase beyond the original scope of services: 1. Land acquisition from the Vierling property was unsuccessful without condemnation. Staff negotiated a settlement with the property owner which was not executed due to the property owner backing out of the agreement. Condemnation was implemented after additional negotiations were made with Council assistance. 2. A right-of-way (ROW) acquisition plan was done so that ROW acquisition costs could be reimbursed from Municipal State Aid. The plan was expanded to include ROW for Carriage Hills Phase II and Pike Lake Trail as these improvements also involved the Vierling property. The condemnation award was $71,910 and the city has been reimbursed from Municipal State Aid for this amount. By including the Pike Lake Trail and Carriage Hills Phase II land acquisition with this project, an additional condemnation action was avoided. A separate condemnation action would be a minimum of$10,000. AGCHP9S.DOC 2 T T' 3. In order to include the Pike Lake Trail and Carriage Hills Parkway Phase II parcels, substantial design costs were incurred, mostly for Pike Lake Trail. The design included the use of retaining walls to reduce tree loss and land acquisition. 4. The storm sewer, which originally went through the center of Vierling's property was realigned to follow the roadway to eliminate severance damages for right- of-way acquisition. MSA performed additional drainage studies to prove that runoff from the Carriage Hills plat and Carriage Hills Parkway did not exceed the pre-development volume and rate. This was done to eliminate the need for acquisition of the 16.6 acre wetland along CSAH 21. During the condemnation hearings, the appraiser for the Vierlings stated that the wetlands have a value of $4,000 an acre or $66,000. No award was given for this as the wetland was not a part of the taking. 5. The design of Carriage Hills Parkway was modified to flatten the fill slopes to allow farming, and steepen the cut slopes to reduce the area required for permanent land acquisition. Without permanent acquisition the cut slopes would have been farmed and erosion of the slopes onto the sidewalk and roadway would have resulted. 6. The project was bid in the fall of 1994 and bids were rejected. The re-bidding of the project reduced project costs by $130,000 but increased engineering costs for bidding. 7. Scott County changed the design of CSAH 21 from the preliminary design requiring Carriage Hills Parkway to be redesigned. The intersection with CSAH 21 alignment was also changed to provide a better intersection for the Jeffers property. 8. The Carriage Hills 2nd Addition intersection was not constructed according to original plans thus requiring plan modifications. AGCHP9S.DOC 3 T y- In summary, the request for payment for additional services is justified and will be recouped from Municipal State Aid if approved by the Council. In fact, the full amount of their costs incurred could be recouped if authorized by the Council. The city did save $130,000 by re-bidding the project, because the first bids received were not competitive. By showing that the Carriage Hills development and parkway did not increase stormwater flow to the Vierling property, wetland acquisition was not acquired. The Vierling's appraiser stated that the value of the wetland was $66,000. It is unknown what the commissioners award would have been. Stormwater design changes were needed to implement this. It is unknown what the amount of severance damages would have been awarded if the storm sewer had not been rerouted. A second condemnation action would have cost a minimum of $10,000. The city saved substantially more money by implementing design changes than incurred in engineering costs. ALTERNATIVES: The alternatives are as follows: I. Motion to authorize payment for additional services rendered with respect to Carriage Hills Parkway Phase I. 2. Deny motion for a specific reason 3. Table motion for a specific reason. RECOMMENDATION: The recommendation is Alternative No.1. FINANCIAL IMPACT: The additional costs will be borne by the construction account. Staff will apply for State Aid money to reimburse this account. ACTION REQillRED: Motion and second to authorize the design fee to be increased from $44,600 to $63,400 for additional services rendered by MSA onsulting Engineers in conjunction . th C . e Hi! Parkway Phase 1. AGCHP9S.DOC 4 T T'