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Home My WebLink About05(B) - Resolution Authorizing Payment to WSB & Associates, Inc. for Extra Costs Incurred During the Fish Point Road Phase 3 Project (CP 2023-03) Report K:\021867-000\Admin\Contract\21867-000 Fish Point Road Phase III Budget Amendment Request 11 8 24.docx 5 4 0 G A T E W A Y B L V D | B U R N S V I L L E , M N | 55 3 3 7 | 9 5 2 . 7 3 7 . 4 6 6 0 | W S B E N G . C O M Memorandum To: Nick Monserud, PE Public Works Director/City Engineer From: Monica Heil, PE Project Manager Date: November 7, 2024 Re: City Project No. CP 2023-03 WSB Project No. 21867-000 Scope Amendment Request for Fish Point Road Phase III Improvements WSB began work on the Fish Point Road Street Improvement project in 2020. Streets within the Fish Point Road corridor were reconstructed in two phases in 2021 and 2023 . Phase 3 of the project was added to the scope in late 2022 as the City worked with MnDOT to expedite the replacement of the signal at TH 13 to improve traffic operations along Fish Point Road. At that time, it was anticipated that construction of Phases 2 and 3 would be completed concurrently in 2023. WSB provided the City of Prior Lake with an original scope of services for Phase 3 in October 2022 that included: • Additional topographic survey collection for all legs of the intersection at TH 13 and Fish Point Road, including signal loops and hand holes along TH 13 at the start of all turn lanes. • Preparation of plans and specifications for the intersection improvements • Coordination with MnDOT’s signal group for the signal system design • Coordination with MnDOT’s Layout Committee for review and approval of the intersection layout improvements • Development of an Intersection Control Evaluation (ICE) for the signal system improvements • Estimate of costs • Preparation of contract documents • Coordination of all approvals from City, MnDOT, and Watershed • Bidding Administration • Construction Administration for the intersection improvements (76 hours) • Construction Observation for the intersection improvements (140 hours) • Field Staking for the intersection • As-Builts for the intersection improvements • Project Closeout for the intersection improvements The Phase 3 improvements assumed part-time construction administration and observation for the signal installation improvements, as Phase 3 work was anticipated to be completed concurrently with Phase 2 improvements. No additional scope/budget was identified for Phase 3 for the following services already taking place with Phase 2: • Project Communications o Project communications via the project email address and helpline were extended through May 31, 2024. Additional 1:1 resident communication and coordination efforts from WSB further extended into September, 2024. Mr. Nick Monserud November 7, 2024 Page 2 K:\021867-000\Admin\Contract\21867-000 Fish Point Road Phase III Budget Amendment Request 11 8 24.docx • Construction Materials Testing (trips and tests could were previously assumed to be consolidated with Phase 2 work) • Erosion and Sediment Control Inspections (were assumed to take place with Phase 2 inspections/reports) • Construction Observation and Administration beyond the 216 total hours budgeted As design discussions with MnDOT and the City regarding the signal work progressed in 2023, the following was determined: • The design approval and Cooperative Agreement process for the improvements could not be obtained from MnDOT in time to construct/bid the improvements in 2023, and therefore 2024 bidding and construction was planned. • In order to facilitate 2024 construction, the City procured the steel for the signal poles in advance of bidding the project in 2024. WSB coordinated procurement on the City’s behalf. • A driver feedback sign was desired to be installed within Phase 2 of the project to address resident concerns regarding speed with within the corridor. WSB developed a design and quote package for the installation of the driver feedback (DFB) signs as a part of the Phase 3 improvements, as the Phase 3 subcontractors working on the signal improvements could also install the DFB signs. WSB also reviewed shop drawings, coordinated with the electric service provide for service and will be present for installa tion, programming and start-up of the DFB system yet this fall. • As the construction seasons were split for Phase 2 and 3 of the project, it was decided that it would be more desirable to open-cut and remove and replace the sanitary sewer within Phase 3 instead of lining the sewer, as had been originally planned. The sanitary sewer within Phase 2 had been lined due to the over-depth of the sanitary sewer in that phase of the project. o The required plan modifications and also additional construction observation time during construction. As construction began, items arose leading to additional time spent in the field for construction observation and administration, in addition to project management time: • Work on the project took over three months to complete from intersection to closure to switch over to the permanent system. The extended timeline for construction required multiple site visits for construction staking and materials testing, in addition to observation and administration time. Reasons for this include: o Rain delays/slow downs at the start of construction o Supply chain timelines for various parts delivery o Staging of work across the TH 13 travel lanes to accommodate MnDOT requests identified during construction. • Heavy rains at the start of the season also required additional construction observation and erosion and sediment control inspections in compliance with the City’s MS4 permit in advance of and following rain events. • The watermain depth shown for the intersection in as-built records did not accurately represent the location and depth found during construction. o Additional construction observation and administrative time was exhausted by WSB staff during the exploration for existing pipe and installation of the new pipe in this area. • Improvements to an existing sanitary sewer manhole within Fish Point Road were determined necessary when it was discovered during construction that entry of the sanitary sewer main from Omega Trail entered the manhole at a skewed angle, creating maintenance and operational issues. Mr. Nick Monserud November 7, 2024 Page 3 K:\021867-000\Admin\Contract\21867-000 Fish Point Road Phase III Budget Amendment Request 11 8 24.docx • Upon installation of the new permanent signal system, but prior to turning that new system on, a refuse hauler struck both the temporary signal and the new signal arm extending over the northbound travel lane of TH 13. WSB staff was on-site to review impacts, provided construction observation and administration services while the temporary signal head was repaired and also coordinated review and acceptance of the struck signal arm with MnDOT . Project costs at the time of the construction contract award were estimated as follows: Item Amount As- Bid Construction with Contingency $1,032,549 Signal System Steel (approved and procured by the City separately) $116,000 Subtotal $1,148,549 Legal, Engineering, Administration, Finance (28%) $289,114 Total $1,437,663 Following contract award, a change order was executed for the addition of Driver Feedback signs along Fish Point Road, in the amount of $38,837.00. This brought the new total project costs to $1,476,500.00. WSB is respectfully requesting an Amendment to the Fish Point Road Phase 3 Improvement Project Agreement in the estimated amount of $98,500 associated with the Fish Point Road Phase 3 improvements for the additional work required to deliver the project. A summary of the additional work is detailed below: Amendment Request WSB Services for Fish Point Road Phase 3 Communications $6,200.00 Utility Plan Design Revisions $4,800.00 Driver Feedback Sign Change Order $9,500.00 Additional Construction Administration $27,200.00 Additional Construction Observation $36,700.00 Additional Construction Survey Staking $4,500.00 Construction Materials Testing $9,600.00 $98,500.00 This is a rounded estimate of time spent to-date as well as the estimated work remaining to close out the project. Of the aforementioned additional construction administration/observation work, there are several examples of additional work deemed necessary to expedite project delivery, meet the requirements of MnDOT or respond to an unforeseen non-construction related incident, such as: Signal Steel Procurement $3,980.00 Site Visits Completed in lieu of MnDOT Signal Group $7,130.00 Signal Damage/Repairs/Follow-Up from Refuse Truck Hit $3,500.00 Coordination with MnDOT for MnDOT-Specific Requests During Construction $5,490.00 $20,100.00 Mr. Nick Monserud November 7, 2024 Page 4 K:\021867-000\Admin\Contract\21867-000 Fish Point Road Phase III Budget Amendment Request 11 8 24.docx WSB’s total contract request, including this Amendment, represents 17.6% of the budgeted construction costs. Legal, Engineering, Administrative and Finance (LEAF) Costs had been previously budgeted at 28%. Original Fish Point Road Phase 3 WSB Contract and Permit Fees $103,931.60 WSB Amendment Request $98,500.00 Total WSB Contract Amount (19% of construction contract value) $202,431.60 The final estimate of total project costs, including WSB’s requested Amendment to the contract are estimated to be $1,474,746.86.