HomeMy WebLinkAbout9C - Projects #98-14 & #98-16 Change Orders
CITY COUNCIL AGENDA REPORT
DATE:
AGENDA #:
PREPARED BY:
SUBJECT:
JANUARY 19,1999
9C
SUE MCDERMOTT, ASSISTANT CITY ENGINEER
CONSIDER APPROVAL OF REVISED CHANGE ORDER NO.1
AND CHANGE ORDER NO.2 TO THE 1998 IMPROVEMENT
PROJECTS, #98-14 AND #98-16.
DISCUSSION:
HISTORY
During the construction of Duluth Avenue, the Contractor, S.M.
Hentges and Sons, encountered three situations that they felt
were cause to request change orders in the original amount of
$54,603.84 due to change in conditions or unforeseen
circumstances. The City Council approved Change Order No. 1 in
the amount of $17,517.00. The purpose of this agenda item is to
amend Change Order No. 1 which the Council previously
considered and approve Change Order NO.2,
CURRENT CIRCUMSTANCES
The Contractor has met with Engineering staff on two occasions
since Change Order No. 1 was approved to discuss their request
for the Council to reconsider Change Order No. 1 pertaining to the
following items:
1. Additional work associated with modifications to a connection
to a Metropolitan Council Environmental Services (MCES)
manhole as directed by the MCES representative. In addition,
subsurface conditions required unanticipated dewatering
(Hentges change order reference #4).
Original Contractor Request: $24,611.34
Amount Council Approved: $4,400.00
Amended Contractor Request: $22,611.34
2. Additional work associated with utility crossings under an
existing telephone duct bank/fiber optic lines which is located
along the east side of Duluth Avenue (Hentges change order
reference #7).
Original Contractor Request: $26,591.50
Amount Council Approved: $9,716.00
Amended Contractor Request: $22,316.50
16200~Creek Ave. S.E" Prior Lake, Minnesota 55372-1714 / Ph, (612) 447-4230 / Fax (612) 447-4245
AN EQUAL OPPORTUNITY EMPLOYER
HENTC02,DOC
..,->
The above amended requests are dated December 28, 1998.
Change Order No. 2 consists of requests for reimbursement for
the following items:
1. The Contractor is requesting reimbursement of $627.83 for
special signs that were requested for local businesses on
Duluth Avenue.
2. The second request (Field Work Order #1) is for additional
time and materials required to install watermain on Pleasant
Street due to incorrect construction staking because of a plan
omission. The Contractor has requested $1,412.50 for this
item which includes 3 to 4 hours of crew time.
3. Additional work associated with replacing a cracked watermain
tee on Birch Street. An additional payment of $499.43 is
requested which includes 1.5 hours of crew time in addition to
materials.
CONCLUSION
The Engineering Department staff has provided full-time
inspection for the 1998 Improvement projects. Staff provided
detailed recommendations for Change Order No. 1 with the
November 2, 1998 City Council Report. Based on staff
documentation of the construction and review of the Contractor's
requests, the following is a summary of the recommendations:
ChanQe Order NO.1
1. Change order reference #4 - The Contractor has submitted an
explanation (attached memo dated December 28, 1998) for
the request for additional work associated with the MCES
manhole which states that if the additional excavation,
dewatering, etc. would have been factored in the bid, the unit
prices would have been higher to account for this. Staff feels
that the specifications are quite clear with regard to
subsurface conditions and dewatering, and does not
recommend payment for dewatering items. The specifications
contained soil borings for Duluth Avenue that show
groundwater was encountered. Dewatering should have been
anticipated based on the information provided. Additional time
was required to install the pipe at a lower elevation than
originally planned. Due to the fact that the contractor had an
incorrect date on the original request and additional time was
required, staff recommends payment of an additional
$4,350.00 for 10 hours of additional time for work due to
differing conditions in addition to the $4,400.00 which was
already approved.
2. Change Order Reference #7 - The contractor had to hand dig
around the telephone duct to install water services. Therefore,
staff has reconsidered the original recommendation of 0.5
hours of additional time to install the services. If it takes
approximately 1.5 hours to install a service on a typical
project, the contractor would have been able to install 8
services in a 12 hour day. In reality, an average of 4 services
were installed per day on Duluth, equating to 3 hours per
service. The Contractor should be paid an additional two
hours per service instead of half an hour. Staff recommends
an additional $7,425.00 for the additional time required to
install services.
Cham:le Order NO.2
1. Payment of $627.83 for special signs.
2. Payment of $940.00 for extra work required to install
watermain on Pleasant. This reflects a reduction to two hours
of additional labor and equipment which was discussed by
staff and the Contractor.
3. Payment of $82.50 for additional time required for the
Contractor's foreman to obtain the necessary materials to
replace a watermain tee. Again, this reduction was discussed
by City staff and Contractor.
The following table outlines the amount requested and the amount
that staff is recommending for approval:
Change Order No.1
Ref. # Amount Requested Amount previously Revised request Recommendation Total Staff
approved Recommendation
4 $24,611.34 $4,400.00 $22,611.34 $4,350.00 $8,750.00
5 $3,401.00* $3,401.00 $3,401.00* $3,401.00
7 $26,591.50 $9,716.00 $22,316.50 $7,425.00 $17,141.00
Total $54,603.84 $17,517.00 $48,328.84 I $11,775.00 $29,292.00
*Removal of concrete cattle crossing.
Change Order No.2
Item # Amount requested Staff recommendation
1 $627.83 $627.83
2 $1,412.50 $940.00
3 $499.43 $82.50
TOTAL $2,539.76 $1,650.33
Based on the fact that the projects are 95% complete, staff does
not anticipate additional change order requests from the
Contractor. In addition, it is staff's opinion that Change Order
Requests No. 1 and 2 have been adequately discussed with the
Contractor, adequately analyzed by staff, and staff will not bring
these items back to Council for any further consideration.
HENTC02.DOC
FINANCIAL IMPACT:
The original contract was $1,345,425.33. The Engineer's E3timate
was $1,364,780.76. Revised Change Order NO.1 and Change
Order NO.2 will increase the contract to $1,376,367.66 or less
than 1 % above the Engineer's Estimate. Funding for this change
order is proposed to be from the Trunk Reserve fund due to the
fact the extra work was required in conjunction with the utility
replacements.
ALTERNATIVES:
The alternatives are:
1. Approve revised Change Order No. 1 and Change Order No.
2.
2. Approve Change Order NO.2.
3. Deny this item for a specific reason and provide staff with
direction.
4. Table this item until some date in the future.
RECOMMENDED MOTION: A motion and second approving Revised Change Order NO.1 and
Change Order NO.2 to the 1999 Improvement Projects, funded
through the Tr k Reserve fund.
HENTC02,DOC
CHANGE ORDER
-,
CITY OF PRIOR LAKE
16200 EAGLE CREEK AVENUE SE
PRIOR LAKE, MN 55372
CHANGE ORDER NO.1 (revised)
TO:
S.M. Hentges & Sons, Inc.
P.O. Box 69
Jordan, MN 55352-0069
DATE: January 19, 1999
FOR:
Project No. 98-16, Duluth Avenue Reconstruction
OWNER:
City of Prior Lake
You are hereby directed to make the following change to your contract dated June 15. 1998.
The change and the work affected thereby is subject to all contract stipulations and covenants.
This Change Order will increase the contract sum by:
Twentynine-Thousand-Two-Hundred-Ninetytwo and No/lOO Dollars ($29.292.00)
Add the following:
Item Description Unit Ouantitv Unit Price Amount
1. MCES Manhole Hour 20 $435.00 $ 8,700.00
2. 8" PVC SDR-35 L.F. 25 $2.00 $ 50.00
3. Remove structure L.S. 1 $3,401.00 $ 3,401.00
4. Utility crossings Hour 29 $450.00 $ 13,050.00
5. Utility Crossings Hour 3 $365.00 $ 1,095.00
6. Utility Crossings Hour 1.5 $420.00 $ 630.00
7. Remove Sewer Main m 31.1 $20.00 $ 622.00
8. 200mm PVC Sewer m 31.1 $40.00 $ 1,244.00
9. Connect to exist. sewer each 2 $250.00 $ 500.00
- Total Additions $29,292.00
G.\PROJECTS\1998\16DULUTHlCO tREV.DOC
DATE:
November 2, 1998
CHANGE ORDER NO.1
TO:
S.M. Hentges & Sons, Inc.
P.O. Box 69
Jordan, MN 55352-0069
FOR:
Project No. 98-16, Duluth Avenue Reconstruction
OWNER:
City of Prior Lake
Amount of Original Contract
$ 1.345.425.33
Change Order No.1 (revised)
$ 29.292.00
Revised Contract Amount
$ 1.374.717.33
Contract time is not affected by this change.
APPROVALS:
Approved:
City of Prior Lake
Owner
Approved: S.M. Hentges & Sons. Inc.
By
By
Mayor
Date
Date
By
Title
City Manager
Date
G.\PROJECTS\1998\l6DULUTHlCO lREY-DOC
CHANGE ORDER
CITY OF PRIOR LAKE
16200 EAGLE CREEK AVENUE SE
PRIOR LAKE, MN 55372
CHANGE ORDER NO.2
TO:
S.M. Hentges & Sons, Inc.
P.O. Box 69
Jordan, MN 55352-0069
DATE: January 19, 1999
FOR:
Project No. 98-14, Pleasant Street, Colorado Avenue, Birch and West
Reconstruction
Project No. 98-16, Duluth Avenue Reconstruction
OWNER:
City of Prior Lake
You are hereby directed to make the following change to your contract dated June 15. 1998.
The change and the work affected thereby is subject to all contract stipulations and covenants.
This Change Order will increase the contract sum by:
One-Thousand-Six-Hundred-Fifty and 331100 Dollars ($1.650.33)
Add the following:
Item Descriotion Unit Quantity Unit Price Amount
PROJECT # 98-16
1. Signs L.S. 1 $627.83 $ 627.83
PROJECT # 98-14
2. Watermain tie- Hour 2 $370.00 $ 740.00
in(Labor and equip.)
3. Remove/replace Hour 0.5 $165.00 $ 82.50
existing tee (Labor)
Total Additions $1,650.33
G:\PROJECTS\1998\I 6DULUTH\C02.DOC
12-28-1998 01:28PM FROM S.M. Hentges & Sons, Inc.
TO
4474263 P.02
-- >
P.O. Box 69 Jordan, MN 55352-0069
Phone: (612) 492-5700
Fax: (612) 492-5705 ,
MEMd TO: Sue McDermott, P,E.
Fax 447-4263
FROM; Jim Kephart
DATE:; December 28, 1998
SUBJECT: Additional explanation for Change Order Request #4 & #7
Change Order Request #4 deals with the changes for the connection to the existing M.C.E.S,
structure.
i
..
Your contention is that since we bid all the depths at the same unit price the costs associated with
the cormection change to the M.C.E.S, structure would be included within the different depth
zones. ~rhe reason that the unit price is the .same for the various depth zones is that the total costs
for the 'work as indicated on the plans was divided by the total footage, thus the same uni.t price.
For example, if we figured that to install say 1,000 feet of pipe at the different depths came at a
cost or$IO,OOO, this $10,000 would be c;ijvided by the total length of pipe of 1,000 feet, or
$lO.001If, for all the different pipe depths.
Since we had to do additional work above what was indicated on the original bid for the
connecpon to the M:C.E,S. structufe, we experienced additional costs to inClude but not limited
to; additional excavation; additional dewatering; etc, as indicated on Change Order Request #4.
Now if you take these additional costs say of $5,000 and add them to the original costs you now
have a total cost of $15,000. If you take this $15,000 and divide it by the 1,000 feet YOtl come up
with a limit cost of$15.00ilf. You can see that your contentiorrthat our costs are included in our
bid for ~he different pipe depths is incorrect. Subsequently, we expect payment to reimburse us for .
the additional work"'associated with the change to the connection for the M.E.C.S, stmcture of
$24,611.34 of which $4,400.00 has already ~een approved for processing. Since preparing
Change Order #4 we held 'a joint meeting and after discussion we teel that Change Order #4
should lJe changed to the amount of $22,611.34 of which $4,400.00 has already been approved
for processing. Also noted at said joint meeting was the wrong date on one of Our field work
orders ()f July 15 and 16, J 998, when it should have been July 16 and 17, 1998 as ind.icated on
your records.
An Equal Opportunity Employer
12-28-1998 01:29PM FROM S.M. Hentges & Sons, Inc.
TO
4474263 P.03
Change iOrder Request #7 deals with the existence of a concrete duct bank and a fiber optic cable -
instead bfthe telephone li~ as indicated on the plans.
Since y<?u only indicated a telephone line on your bid drawings and did not indicated the exis[ence
of what twas actually there, a concrete duct bank/fiber optic line, we did not have money in our bid
to cover the additional costs to cross it with the water services as indicated in the Change Order
Request. .
When installing just water services, we expect that one crew working 10 hours should be able to ,
install approximately 8 water services per, day. We only installed approximately 4 water services
per day ldue to the concrete duct bank/fiber optic cable, You indicated that we were installing 4
servicesi per day along Pleasant. This is correct, but these services co~tained 2 lines, a water
service ~long with sanitary'service. Although in the same trench, one had to be backfilled while
the othdr was installed. BeCause this concrete duct bank/fiber optic line was not indicated on the
plans Pr10r to the bid as required by Minnesota Statues 1996, section 2160.04 as amended we did
not havf money in our bid ~o cover the additional costs for crossing this concrete duct bank/tiber
optic lirie as indicated in the Change Order Request #7 in the amount of $26,591.50 of which
$9,716.~0 has already been approved for processing. We would consider changing the additional
time for each service from 2-1/2 hours to 2 hours for the eleven services and eliminating the
$1 ,8oo.bo charge for 16541 and Valley Sign, resulting in Change Order #7 changing to
$22,31~.50 of which $9,7i6,OO has already been approved for processing,
,
.
r\""ct:;~
"\ ~ :o.....~" '.... "
P.O. Box 69 Jordan, MN 55352-0069
Phone: (612) 492-5700
Fax: (612) 492-5705
NOV 5 1998
Change Order Request
Change Order Date of
Reference Request
C.O. #8 11/3/98
TO: Sue McDermott, P.E.
City Hall
16200 Eagle Creek Ave. S.E.
Prior Lake; MN 55372-1714
Job No. Job Description Job Location
98-317 98-14,98-15,98-16
DESCRIPTION OF WORK PERFORMED: See attached Field Work Orders for
specific information.
A. Special signs (See attached Warning Lites invoice)..$ 627.83
B. FWO #1
c. ,) ,~'
1. Extra work due to survey for tie-in incorrect _>2 ;.J---
a. Labor..................................... $ 4-5~OO
b . Equipment/labor........................... $ 782 . 50 -r<,[ c;",
C . Mat e rial. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. $ 200 . 00
Subtotal $1,412.50
C. FWO #1742
I.Remove existing tee/replace with new
a. Labor..................................... $
b. Equipment/labor........................... $
c. Material................................ $
Subtotal $
240.00
75.00
234.43
{499.43
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p.o. Box 69
Jordan, MN 55352
(612) 492-5700
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Jordan, MN 55352
(612) 492-5700
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(FOR EXTRA WORK, TIME & MATERIAL WORK, AND BACKCHARGES)
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612-463-6090 FAX 612-463-4554 800-325-5636
CUSTOMER COPY
FINANCE CHARGE OF 1~% PER MONTH, WHICH IS AN ANNUAL PERCENTAGE RATE OF 18% WILL BE
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MINNEAPOLIS, MN 55486-0480
PH: (612) 521-4200 FAX: (612) 521-0646
CUSTOMER NO. 'HENGTE
Page: 1
RECEIVED. AUG ,..., 1998
BILL TO:
S M HENTGES & SONS
550 QUAKER AVE - SUITE 200
PO BOX 69
JORDAN, MN 55352
SHIP TO:
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PRIOR LAKE, MN
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