The URL can be used to link to this page

Home My WebLink About5G Amend WSB Project 13-001 rRt( ti 4646 Dakota Street SE Prior Lake, MN 55372 4 fINNESOl , CITY COUNCIL AGENDA REPORT MEETING DATE: FEBRUARY 10, 2014 AGENDA #: 5G PREPARED BY: LARRY POPPLER, CITY ENGINEER / INSPECTIONS DIRECTOR PRESENTED BY: LARRY POPPLER AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AMENDING THE PROFES- SIONAL SERVICES CONTRACT WITH WSB & ASSOCIATES FOR THE RIDGEMONT / MAIN AVENUE / TRUNK HIGHWAY 13 IMPROVEMENT PRO- JECT (CITY PROJECT #13 -001) DISCUSSION: Introduction The Ridgemont / Main / TH 13 project is mostly complete and open for traffic. Several unforeseen items have increased the need for construction oversight. This agenda item seeks council approval to amend the contract with WSB & Asso- ciates to provide the professional services to see this project to its conclusion. History On September 10, 2012, the City approved a professional services contract in the amount of $190,987 for the Ridgemont/Main/TH 13 project. This included the Pre- liminary Design, Plan design, Bidding, and Construction. On December 4, 2012, the City learned that we were successful in securing addi- tional dollars, $674,763, for this project in the form of the "MNDOT Cooperative Agreement Program ". This additional funding will reduce the amount of City Mu- nicipal State Aid and City Tax Levy which was planned for this project. On June 10, 2013, the City Council amended WSB & Associates contract adding $28,533 to the contract for administration relating to the Cooperative Agreement Program funding. Current Circumstances Attached is a letter request from WSB & Associates for an amendment to the pro- fessional services agreement for additional services related to the project. WSB & Associates cites contractor delays, community building changes, delay in ap- proved signal wire, and entry monument transmission complications as reasons for the increase construction management on this project. The total amount re- quested is $26,477. The late season construction on this project has left a number of items which still need to be completed. These include the following: 1. Installation of landscaping 2. Signal system completion 3. Parking lot construction 4. General cleanup 5. As -built drawings 6. Project closeout with MNDOT Construction management is needed for this work in order to finalize this project. The amendment requested will provide for the project management needed to complete the project. Conclusion It is recommended that the City Council approve an amendment to the profes- sional services contract with WSB & Associates. ISSUES: Contractor production rates are cited in the WSB & Associates letter. Last fall, this contractor was working on other projects within the City as well. Several of these projects were not fully completed. The Sunset Avenue Project for example is still not substantially complete. The contractor did fulfill their obligations under the contract for the Ridgemont Project, however, the production rates lead to addi- tional construction days and time needed by WSB & Associates to provide con- struction oversight. It was intended that the new signal system be operational by November 1st, 2013. MNDOT rejected the wiring materials for this signal and others within the Metro Area last fall. New wire has been manufactured and is now ready for installation. In January the contractor attempted to complete the work with the new wire, how- ever due to the frozen conditions this work must wait until spring. The downtown sign, while installed cannot be programmed until final fiber splicing is completed and signal converters are installed. The work involved is not sub- stantial, however the colder than normal temperatures have delayed the final work. A break in the weather is needed to complete these final tasks. FINANCIAL The City has expended $2,081,000 to date on this project. The overall budget is IMPACT: $2,427,000. WSB & Associates anticipates a $150,000 savings in the construction contract due to field adjustments and quantity revisions. The most notable is the reduction in subgrade excavation. To date the City has expended the full $219,500.75 contract amount with WSB & Associates for this project. ALTERNATIVES: 1. Approve a resolution authorizing an amendment to the professional services contract with WSB & Associates for the Ridgemont / Main Avenue / Trunk High- way 13 Improvement Project (City Project #13 -001) 2. Deny this item for a specific reason and provide staff with direction. 3. Table this item until some date in the future. RECOMMENDED Alternative #1 MOTION: o`� P O AP ti u 4646 Dakota Street SE ivivEsol Prior Lake, MN 55372 RESOLUTION 14-xxx A RESOLUTION AMENDING THE PROFESSIONAL SERVICES CONTRACT WITH WSB AND ASSOCIATES FOR THE RIDGEMONTIMAINITH 13 IMPROVEMENT PROJECT Motion By: Second By: WHEREAS, On September 10, 2012, the City of Prior Lake entered into a professional services contract with WSB and Associates for general engineering services which included preliminary and construction engineering for the Ridgemont/Main/TH 13 project; and, WHEREAS, The contractor work schedule, community building changes, delay in approved signal wire, and entry monument transmission complications has caused an increase construction management on this project; and, WHEREAS, WSB & Associates has provided a letter dated January 23, 2014, detailing the added services. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. The professional services contract with WSB and Associates for the Ridgemont/Main/TH 13 Project is hereby amended to include additional services as discussed in the January 23rd, 2014 letter from WSB and Associates. 3. The amount of the professional services contract with WSB and Associates for the Ridgemont/Main/TH 13 Project is hereby increased by an amount not to exceed $26,477.00. 4. Funding for these engineering services will be funded by the Construction Fund for this project. The Construction Fund #501 - 48376 -505 will be amended for these additional services. PASSED AND ADOPTED THIS 10TH DAY OF FEBRUARY 2014. YES NO Hedberg Hedberg Keeney Keeney McGuire McGuire Morton Morton Soukup Soukup Frank Boyles, City Manager WSB & Assoc- engineering • planning • environmental • construction 701 Xenia Avenue South Suite 300 Minneapolis, M11 55416 Tek 763.541.4600 Fax: 763 - 5414700 Jamtary 23, 2014 Mr. Larry Poppler City Engineer City of Prior Lake 4646 Dakota Street SE Prior Lake, MN 55372 Re: Main/Ridgemont Avenue/TH 13 Intersection Improvements Request for Extra Services Construction Services City of Prior Lake, MN WSB Project No. 2020 -01 Dear Mr. Poppler: I am writing as a follow -up to my conversation and emails requesting consideration for additional construction service for expanded and extended services that have and will be incurred to complete the construction and project close out with MnDOT. The main impact to WSB & Associates, Inc. (WSB) construction services has been the lack of adequate staffing by the contractor. Chard Tiling and Excavating did not adequately staff the project which leads to lower than industry standards for production rates. Also compounding the schedule was the delay in • final approval of the new building facility and the unavoidable delay caused by MnDOT's rejection of signal wire which has pushed the final completion of the project into the spring of this year. The City Cooperative agreement requires full -time inspection and documentation of construction activity for all aspects of the project. With the lack of adequate contractor construction crews which resulted in reduced production rates, WSB's time in the field was significantly impacted requiring additional field and office staff time on the project. In addition, the parking lot construction delays and increased inspection and coordination required for the building led to additional time required on the project. Also, due to the communication compatibility issue that arose with the two (2) entrance monuments, led to the need to request additional construction inspection services. Attached is a brief description of the additional services and associated fees for your review and approval. Early in the design process, it was discussed how to handle extra work items, and it was decided to handle them as the project developed by notifying the City and keeping track of the costs to evaluate the extra services as the project nears completion. The Main/Ridgemont Avenue/TH 13 Intersection Improvements is not a complicated project; however, the lack of contractors production rates, delay in approved signal wire, building approval and foundation construction delays, and the complications with the data transmission requirement of the new entrance monuments, all have impacted WSB's ability to complete our work on the schedule originally developed for the project. At this time, we are requesting that additional construction services be allocated to the project to cover the additional services during the later phases of the construction for unavoidable construction delays. WSB has worked hard to reduce the actual construction St. Cloud • Minneapolis • St. Paul Equal opportunity Employer wsbeng.com K..1fi02091f/Ad lkcaltq Serice$LTR•tpopper extra •.kOI411 do: Mr. Larry Poppler January 24, 2014 Page 2 of 2 costs which to date we have been able to reduce the costs by over $150,000 to the city. WSB is, hereby, requesting that $26,477 in additional construction services be added to our contract. ;. Again, it was a pleasure working with the City on this project, and we look forward to successful completion of construction of the new intersection this spring. If you have any questions or require additional information, please call Mr. Don Sterna, Project Manager, at 763 - 287 -7189. Sincerely, WSB & s o at ACCEPTED BY: City of Prior Lake ;. Donald W. Sterna, PE Name Vice President Attachment Title Date EXTRA WORK ITEMS The following is a brief summary of the extra services and associated costs ineurred during the construction phase of the project for your review. 1. Kop Park Building and Parking Lot: The City added the construction of the building foundation for the new Park Building to the construction contract which WSB administered, inspected, and surveyed the site for construction. WSB also coordinated with Xcel and CenterPoint Energy to extend both electric and gas services to the building. The building foundation size was modified several times to accommodate the future user's size requirements. Therefore, the building site was staked several times as the exact size, location, and elevation were modified to fit the needs of the community. Also the delay in finalizing the building size, building authorization, and the addition of a • sanitary sewer stub required the parking lot to be staked several times as the site conditions changed. The construction delay also has pushed the final completion of the parking lot, lighting, and site restoration into spring of 2014 requiring additional field inspection time • WSB is requesting $5,945 in additional compensation for performing this work. 2. Contract Delays Impacts: WSB's original proposal assumed all construction was to be completed including the landscaping and turf establishment in 2013. Several delays outside of WSB's control have delayed the completion of the project until the spring of 2014. The contractor's ability to provide the proper staffing levels has extended the construction timeline requiring additional staff time in 2014 to complete the project. Since MnDOT is approving State funding into the project, full -time inspection, documentation, and testing is required. The lack of average production rates have significantly impacted the time that WSB's staff is required to be on site. Also, the unavoidable delay due MnDOT's rejection of the signal wire has significantly extended the timeframe to construct the signal system. The extended construction timeframe has required WSB staff to incur more field time monitoring and coordinating with MnDOT on the roadway and signal construction. WSB is requesting an additional $17,774 in additional compensation for this expanded construction timeline. 3. Entrance Monument Coordination: During the construction of the Entrance • Monument, it was discovered that the data transmission conductivity was not compatible between the electronic sign and the communication wire supplied to the sign. Both the City and WSB were lead to believe the data communication line being supplied by Zayo (Formally Access Communications) was compatible to the digital signs. Once the work was completed, it was discovered that additional transmission equipment was required to convert the data signal from Multi -Mode to Single -Mode in order to connect both the existing Arcadia Monument and the TH 13/ Main Monument with City Hall. Several site meetings, numerous phone calls, and coordination between the sign manufacture and the communication service provided was required to correct the problem. WSB is requesting an additional $2,758 in additional compensation for this expanded scope of work. • • Extra Work Items Page 1 • A. Estimate of Cost 14'SB MAIN/ RIDGEMONT AVE/ TH 13 IMPROVEMENTS & Lale PRIOR LAKE. MNNESOTA ADDITIONAL CONSTRUCTION SERVICES Oate I/23/I4 A.) PLAN DESIGN PHASE ! . Project Field Signal 1 Field Survey Total Manager I Engineer Inspection : 2 -Person Crew Sr. Tech Clerical Hears Cost Task Adtripffoa Coor � . .._... - I. __....._.. ......._ - ._._.. — _. — .- -: - -.._._�-- _....._...._ ... ... . - -- 1 KOP PARK BUILDING and PARKING LOT i A$roidiagCoordn " r Daeomon:do 6 n r .. ----8'_ L. _. _ .. _. . —.. 1 '� o -...�- _ --- __ —_1 6 --_.. — . � _ 52374.00 &Pall Lot andBandia6Stn r1Restaitit ._. ._._.__.. ._-- T-------- - -...1 2 ` y .- -_.- ....._ .....__� _____- _— sI.372Ao t C. U61i , d nation 6 2 _ - -_ -. — — 2 — 1 I I 51.309.00 D. l'arking Lot Inspection/ Doanmentation �_........_............. - - -. —_.. B —._ 1 f 1 ___I 1 10 — — 5890.0 r SUBTOTAL 12 13 1 I 8 1 11 1 4 53 $5.945.00 2 CONSTRUCTION DELAY IMPACTS r 1 - A. Si al Inspauon ,—,_ - --_- -- _--___4. _ .. 16 _ 6 S1,352.00 B.Coraracto!Dday IO 120 1 24 2 1_56 515.922... SUBTOTAL 12 120 16 24 2 162 517.774.0* _._ 3 . ._._— Entrance Monument Coordination .._.__.�-! I _.,. _ _ a Cotorl Zay_o Coordination .._ ..__ _ ._. 16 a ! ._ _ ._._ .. I. ? 32 __S2.768.00 I 1 r SUBTOTAL 16 1 4 , 1 _ 1 2 22 52.758.00 Toms Hoerr 40 142 16 32 11 3 237 . $26.477.∎ 1 1 90.00 ! 98.00 i 149.00 ' 107.00 1 63.00 r r 1p Costc 142 Cosh 55,680.001 512.780.00 1 51668.00 1 $4.768.00 51.077,001 5504.00 S26,477.00� of Design Labor 526.477.001 bowl Design Phase 1 1 526,471001 Main Street- Rid9emont Ave extra Constitution services 1/23(2014