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Home My WebLink About9D - Pike Lake Trail STAFF AGENDA REPORT MEETING DATE: AGENDA #: PREPARED BY: APRIL 20, 1998 9D GREG ILKKA, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER CONSIDER APPROVAL OF CHANGE ORDER NO. 1 TO THE CONTRACT FOR CONSTRUCTION OF PIKE LAKE TRAIL TO ELIMINATE A RETAINING WALL. AGENDA ITEM: DISCUSSION: HISTORY This issue was discussed at an October 13, 1997 City Council work session and at the March 16, 1998 City Council meeting. The Agenda Report for the March 16th meeting is attached to this report. This issue was tabled at the March 16th City Council meeting to revisit with the contractor the amount of overhead recovery he was claiming for the elimination of the retaining wall. CURRENT CIRCUMSTANCES The Contractor allocated $5,510 of overhead to the retaining wall on a $953,641.85 contract. As part of the change to the contract the Contractor indicated he needed to recover this full amount. The Mayor questioned recovery of the full amount and the Contractor was asked to provide documentation to support this amount. Staff has requested documentation from the contractor to justify their overhead. As of this writing they have not provided any documentation. ISSUES Because the Contractor has failed to provide documentation to support his request, staff is requesting that the change order be approved without the overhead recovery and we will inform the Contractor to file a claim to recover his overhead. This way we will be able to officially incorporate 16209CJ:.~~~ Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER FISCAL IMPACT: ALTERNATIVES: RECOMMENDED MOTION: REVIEWED BY: PLTCOI3.DOC the change into the contract and pay the Contractor for undisputed work. CONCLUSION Staff recommends approval of Change Order No. 1 to the contract for the construction of Pike Lake Trail with the exception of the overhead cost recovery. Council is advised that the Contractor' will still have a valid claim for the recovery of overhead. The issue that remains to be resolved is the amount to be recovered . This change in contract cost totals a deduction of $78,142. This deduction would afford the Contractor $0 overhead recovery for elimination of the retaining wall There are two alternatives for the City Council to consider: 1. Approve Change Order NO.1 to Pike Lake Trail to eliminate a retaining wall, with the exception of overhead cost recovery. 2. Deny this item and provide staff with direction. Motion and second to approve Change Order NO.1 to Pike Lake Trail to eliminate a retaining wall, with the exception of the overhead cost recovery. ~J t, ,,- CHANGE ORDER CITY OF PRIOR LAKE 16200 EAGLE CREEK AVENUE SE PRIOR LAKE, MN 55372 CHANGE ORDER NO.1 TO: McNamara Contracting, Inc. 5001 160th Street West Rosemount, MN 55068-1304 DATE: April 20, 1998 FOR: Project No. 97-17, Pike Lake Trail Grading, Storm Sewer, and Street Improvements OWNER: City of Prior Lake You are hereby directed to make the following change to your contract dated Ammst 18. 1997. . The change and the work affected thereby is subject to all contract stipulations and covenants. This Change Order will decrease the contract sum by: Seventv-Ehrht-Thousand-One-Hundred-Fortv-Two and No/tOO Dollars ($-78.142.00) G:\PROJECTS\1997\ I7PIKESOICO 1 A.DOC DATE: April 20, 1998 CHANGE ORDER NO.1 TO: McNamara Contracting, Inc. 5001 160th Street West Rosemount, MN 55068-1304 FOR: Project No. 97-17, Pike Lake Trail Grading, Storm Sewer and Street Improvements OWNER: City of Prior Lake Amount of Original Contract $ 953.641.85 Change Order No. 1 <deduct> $ <$78.142.00> Revised Contract Amount $ 875.499.85 The Contract time for bituminous base course completion for Pike Lake Trail is hereby extended to June 30, 1998. Substantial completion and final wear course completion for Pike Lake Trail is hereby extended to July 15, 1998. Contract time for Mushtown Rd. and Fish Point Rd. are not affected by this change. Approved as to Form: CITY ATTORNEY APPROVALS: Approved: Citv of Prior Lake Owner Approved: McNamara Contractim!. Inc. By By Mayor Date Date By Title City Manager Date G:\PROJECTSII997\17PIKESOICO IA.DOC ~P,~ It fJ...,..... \) \\/....................~ W 'i.'.i. ~ ~::~ STAFF AGENDA REPORT AGENDA #: PREPARED BY: DATE: 5J GREG ILKKA, DIRECTOR OF PUBLIC WORKS/CITY ENGINEER CONSIDER APPROVAL OF CHANGE ORDER NO. 1 TO THE CONTRACT FOR CONSTRUCTION OF PIKE LAKE TRAIL TO ELIMINATE A RETAINING WALL. MARCH 16, 1998 SUBJECT: BACKGROUND: The improvement of Pike Lake Trail was in the 1997 C.I.P. (Capital Improvement Program). Plans and specifications were prepared and bids were opened on August 4, 1997. As part of the design a retaining wall was required on the west side of Pike Lake Trail. After construction began Herb Wensmann, owner of both parcels on the west side of Pike Lake Trail, approached the City with draft plans to develop one site on the southerly most part of the property and requested an access directly to Pike Lake Trail for this site. The engineering staff met with Wensmann and his engineer to discuss this concept. He can pursue building on this site with a building permit. Further development of the parcel would require platting. Pike Lake Trail is a Minor Collector, and the request for an access at the proposed location is consistent with a Minor Collector. Due to the topography of the site an access at the requested location required significant fill. Wensmann offered the use of material from his parcel. With placement of the fill the need for a retaining wall as contemplated in the approved project plans to support Pike Lake Trail was eliminated. The need for a guard rail was eliminated as well. By the time Wensmann brought his request to the City the retaining wall sub-contractor had incurred costs of engineering, mobilization, and freight. Additionally, he incurred a re-stocking charge to return the blocks. The utility sub-contractor incurred a re-mobilization cost to return to the <;) 1620U<E:~ Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER FISCAL IMPACT: ALTERNATIVES: RECOMMENDA TION: ACTION REQUIRED: PLTCOI.DOC project and make required watermain modifications to accomodate the slope vs. retaining wall. This project was assessed to abutting properties and Wensmann was assessed $187,612 for street costs. Included with this change order is the cost for the utility sub- contractor to provide a water service stub to one of the parcels in the Maple Hill Plat. This water service was not originally contemplated in this contract but the homeowner requested it during construction. The property was assessed for water, thus recovering this cost for the City. The change in contract cost is summarized on the attached sheet and totals a deduction of $72,632. There are two alternatives for the City Council to consider: 1. Approve Change Order No.1 to Pike Lake Trail to eliminate a retaining wall. 2. Deny this item and provide staff with direction. On October 13, 1997, the City Council reviewed and concurred with this change at a work session with the formal change order to be presented at a later date once final costs/deductions were determined. The contractor has finalized his costs and a formal change order is attached for Council approval. Alternative NO.1 Motion and second to pprove recommended alternative. ~J<l REVIEWED SUMMARY OF CONTRACT CHANGES Change Order No. 1 Pike Lake Trail Deductions: 6,000 S.F. Retaining Wall @$14.30/S.F. = $85,800 570 L.F. Guardrail @ $13.00 IL.F. = $ 7.410 Total Deductions = $93,210 Additions: Retaining Wall Sub-Contractor Costs Incurred (Engineering, Mob, Freight, Re-Stock): New Unit Price for Remaining Wall 130 S.F. @ $23/S.F. = $ 4,250 = $ 2,990 =$5,510 Prime Contractor Overhead Allocated to wall Utility Sub-Contractor Re-mobilization Watermain modifications Additional service stub = $ 500 = $ 610 = $ 705 Additional Work at Contract Prices Common Excavation: Silt Fence: Clearing: Grubbing: 1,000 C.Y. @ $3.50 IC.Y. = $ 3,500 600 L.F. @ $2.75/L.F. = $ 1,650 0.23 acre @ $2,500 lacre = $ 575 0.23 acre @ $1,250 lacre = $ 288 Total Additions = $20,578 NET CHANGE IN CONTRACT COST = - $72,632 PL TCD I.DDC