Memorandum
City of
Utilities
TO:
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David Corliss, Interim
City Manager Debbie Van Saun, ACM, Community Development Services |
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FROM: |
Mary Baker, Project Engineer, Utilities |
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CC: |
|
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Date: |
August 14, 2006 |
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RE: |
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Please include the
following item on the consent agenda for the August 23, 2006 City Commission
meeting.
Amend the Engineering
Services Agreement for the construction of
Project Description/Summary: Bartlett
and West Engineers have recently completed design and bidding related to
improvements to the existing sanitary sewer pump stations in
Bartlett and West Engineers have provided additional services related
to City Zoning Code requirements and additional design for one wet well. The extra time needed to reach the
construction phase of the project has caused
Project Status/ Details:
February
2005: The City
entered into Engineering Services Agreement with Bartlett & West for
designing modifications to the pump stations. Bartlett and West had previously
prepared a design memorandum for the station modifications and believed that
construction could be completed for $1.54MM.
April
2005: The need for
a new, rather than rehabilitated, wet well for Pump Station #3 was identified
during a field check.
September
2005: It became apparent that additional land was
needed for two of the pump stations and that the remaining site had never been
platted. The project team identified additional
scope of services as necessary for producing documents related to the Uses
Permitted upon Review (UPR) process.
December
2005: The City provisionally
approved the pump station site plans.
The Engineering Services Agreement contract completion date for the
project expired.
January
2006: The estate
of an adjacent property owner was settled, and negotiations for land began with
the heirs. The negotiations included provisions for modifying the façade of the
pump stations.
February
2006: Bartlett & West documented out-of-scope
work including surveying related to property acquisition, design effort
required for landscaping, and photometric plans not anticipated for pump station
construction documents. Further
additional services were necessary in order to accommodate the aesthetic
preferences of adjacent landowners.
March
2006: The City
completed purchases for additional land.
April
2006: Bartlett and West revised the UPR documents based
on review of the Flood Plain Development Permit application and resubmitted
design drawings. The proposed
construction specifications were submitted for the first time and Utilities
Department staff asked for revisions.
June
2006: The Utilities Department completed a final
review of the plans and specifications. The project was advertised for bid on
June 20, 2006.
July 2006: Five contractors submitted bids
for the construction project. BRB Contractors, the low bidder, has offered to
construct the improvements for $2.21MM.
Additional professional services amount to $68,682.00 and reflect the $50,300.00
increased design services and $18,382.00 resulting from increases in Bartlett
and West’s billing rates for construction services. Construction will take
place during this year and next instead of in 2005. The request related to additional services is
reasonable and reflects a design fee increase of approximately 7.5% of the
associated construction cost increase.
The addition of fees related to increased billing rate for construction
services are proportional to the ratio of fee to construction cost negotiated
in the original contract.
Project Funding:
Funding is through the Utilities
Department Capital Improvement Program Bonded Fund.
Action Request.
The Utilities Department seeks approval from the City Commission to amend
the Engineering Services Agreement with Bartlett & West. We want to extend the contract delivery date
until January 2007 and increase the amount of the contract by $68,682.80 to a
total of $ 382,384.30.