1g Amendment to H.R. Green Contract
CITY OF
CHANHASSEN
690 City Center Drive, PO Box 147
C!JanhllS5en, Minnesota 55317
Phone 612.937.1900
General Fax 612.937.5739
Engineering Fax 612.937.9152
Public Safety Fax 612.934.2524
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lVIEMORANDUM
TO:
Mayor and City Council
FROM:
Todd Hoffman, Park and Recreation Director
DATE:
September 2, 1998
SUBJ:
Amendment to H. R. Green Contract, 1998 Trail Project
Mr. Dave Nyberg, Project Manager, and Mr. Craig Ebling, of Howard R. Green
Company will be present at next Tuesday's City Council work session to discuss
construction services (inspections) for the 1998 Trail Project. These gentlemen
will be prepared to present the history of their services and options to complete
the project. We know that the City Council looks forward to resolving this
outstanding issue and moving forward with this important project.
A TT ACHMENTS
I. Letter dated August 5, 1998, from H. R. Green
2. Contract summary
3. Park, Open Space and Trail Referendum Budget
c: Don Ashworth, City Manager
Dave Nyberg, H. R. Green
Park & Recreation Director Notes: By city council direction of September 8,
1998, it is recommended that Howard R. Green's 1998 trail project contract be
amended to include $25,000 in additional inspection services. Howard R. Green
and staff are keenly aware that no additional compensation for professional
services will be considered.
TH
(9-9-98)
g:\park\th\hr green contract amend. doc
7Je City of ChaJ/hIlSSf1l. A growing community with clean lakes. quality schools, (/ channing downtown, thriving businesses, and beautifit! parks. A f!!"f(/t place to live, work, and tJlav.
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Formerly MSA
Consulting Engineers
Howard R, Green Company
CONSULTING ENGINEERS
August 5, 1998
File: 801380j-0071
Mr. Todd Hoffman'
Park and Recreation Director
City of Chanhassen
690 City Center Drive
Chanhassen, MN 55317
RE: CONSTRUCTION SERVICES
1998 TRAIL PROJECT - CHANHASSEN, MN
Dear Mr. Hoffman:
This correspondence shall provide additional information from our meeting with you on
August 4th, 1998 regarding the status of the construction services budgets for the 1998
Chanhassen Trail Project. As indicated in the attached letter dated July 31, 1998, it
appears that the allocated budget of $30,100 will not be adequate to complete the trail
project if construction .inspection on the trail project is continued at the current level of
having a full time inspector available on the project. .
PROJECT SCHEDULE AND ORIGINAL BUDGET
The project schedule to date is as follows:
Notice of Award
Notice to Proceed - Highway 7
Notice to Proceed - Lake Riley
Notice to Proceed Connection Trail
May 14, 1998
May 18.1998
May 29, 1998
July t 24, 1998
20 Day Contract Period
30 Day Contract Period
20 Day Contract Period
As the above information indicates, the trail is generally proceeding on schedule. The
total contract period for the three segments awarded to date is 70 days. As of today,
there have been 80 calendar days since the award of the first segment, of which 13 were
rain days and 2 were holidays. Taking into account days the contractor did not work, 65
calendar days of the contract period of 70 days have been used for these first three
segments. Before the rain on August 2-3, the Contractor was on schedule to pave
connection trail by August 6th. A delay occurred during the construction of the Pioneer
Trail/Great Plains Boulevard segment, while the Highway 7 trail was generally on
schedule and the Connection trail was ahead of schedule until the rain.
O:\PR0J\801380j\380-0506.auQ .doc
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Mr. Todd Hoffman
August 5, 1998
Page 2
Our original budget accQunted for full time inspection based on a 7-hour workday (7 hour
day and ~ hour start-up and shutdown) with a total completion period of 110 calendar
days. This can be summarized as follows:
110 calendar days working 5 days per week = 80 working days
80 working days X 7 hours per day
Mileage and Expenses
$28,000
$ 2.100
= $30,100
Total Inspection Budget
During design of the project, the completion period was changed from 110 days to 150
days for the final specifications. Under the easement and right-of-way constraints and
special construction methods necessary, a contractor could not finish the project as
specified with the original completion period without significant cost increases to the City
of Chanhassen.
As the letter dated July 31, 1998 indicates, through the end of June the total amount of
inspection budget used was $17,243.60. Based on continuing inspection at the current
level of service, we estimate the total inspection cost would be $63,900, $33,800 above
the original contract amount. This is entirely due to the fact that Midwest Asphalt has
elected to work 12 hour days, 5 days a week, and that Mr. Paul Kauppi, our inspector,
has been closely involved in many of the easement negotiation meetings with the City
Attorney.
The easement work is nearly complete, so this is no longer a concern. However,
Midwest Asphalt has not given us any indication that the typical workday will be less
than 12 hours for the duration of the project.
FUTURE INSPECTION AND PROPOSED BUDGET
As you so directed at our meeting with you on August 4, 1998, we will be minimizing
future inspection to the greatest extent possible for the remainder of the project.
However, there are circumstances beyond our control, such as the weather and the
Contractor's schedule, which will dictate how much inspection is required for the duration
of the project.
At this time, we ask for your direction regarding future expenditures of funds for
inspection services. If the current budget must be met, we estimate that Mr. Paul Kauppi
may only be available 5 hours per week for. the remainder of the project. The
ramifications of this are that we will not be able to meet with residents and property
owners with questions, and most importantly the contractor will be working without
supervision.
. Howard R. Green Company
O:\PROJ\801380J\380-0S06.aug.doc CONSULTING ENGINEERS
Mr. Todd Hoffman
August 5, 1998
Page 3
As our attached contract with the City of Chanhassen indicates, we originally proposed
inspection fees based on an hourly agreement, not hourly not to exceed. We want to
avoid a situation in which Mr. Hoffman cannot direct us to continue to inspect critical
aspects of the project because of budget constraints.
We hope the above information helps the City of Chanhassen decide upon a course of
action on this important issue. If you have any questions; we are available to discuss
this issue at any time.
Sincerely I
Howard R. Green Company
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David E. Nyberg, P.E.
Project Manager
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Mr. Paul Kauppi, Howard R. Green Company
Howard R. Green Company
O:\PROJ\801380j\380-0506.aug.dOC CONSULTING ENGINEERS
March 17, 1998
File: 801380j-0325
Mr. Todd Hoffman
City of Chanhassen
690 Coulter Drive
P.O. Box 147
Chanhassen. MN 55317
RE: 1998 CHANHASSEN TRAIL PROJECT
PUBLIC INVOLVEMENT SERVICES
Dear Mr. Hoffman:
As you know, we have continued to provide services to the City of Chanhassen for the public
involvement aspect of the proposed trail project. These services have continued on the project
from the beginning of the project through this month.
Our invoice for services through the end of February 1998 showed the public involvement
budget 97.85% used. During the first week in March, we had several meetings with residents.
These meetings and the associated follow-up have exhausted the remaining dollars in the
Public Involvement task.
We anticipate from our conversations with you that we may be involved in discussions and on-
site meetings with residents along the trail corridors throughout the easement acquisition
process. The cost for this work would be billed to the public involvement task. However. there
is not adequate budget left under this task to complete any additional work.
As you may remember, our original scope of services for this task included billing easement
acquisition and public involvement services on an hourly basis. However, it is our
understanding that with the renegotiation of our contract last month, this was changed to an
actual not-to-exceed fee. Please advise us if you would like us to develop a new scope of
services for additional public involvement issues. If you so choose to involve us in this work, we
want to provide a scope for these services in a format suitable for your review and compatible to
meet the goals of the project.
Sincerely,
Howard R. Green Company
David E. Nyberg, P.E.
DENtet
O:\proj\801380\380-1704.mar
Mr. Todd Hoffman
April 16, 1998
Page Two
Please let us know your questions or comments on the above budget issues. We would like to
discuss this with you at your convenience.
Sincerely,
Howard R. Green Company
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David E. Nyberg, P.E.
Project Manager
O:\proj\80 1380j\380j-1615.apr
Howard R. Green Company
CONSULTING ENGINEERS
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Howard R. Green Company
CONSULTING ENGINEERS
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Formerly MSA
Consulting Engineers
April 16, 1998
801380j-0060
Mr. Todd Hoffman
Park and Recreation Director
City of Chanhassen
PO Box 147
Chanhassen, MN 55317
RE: PROJECT BUDGET UPDATE
1998 CHANHASSEN TRAIL PROJECT
Dear Mr. Hoffman:
\Ve would like to take this opportunity to update you on the budget status of the 1998
Chanhassen Trail project. As we indicated in a letter dated March 17, 1998, we were
approaching the budgeted fee for the Public Involvement task for the project toward the end of
the month of February. With the Public Involvement issues we were involved in during the
month of March, we have exceeded the agreed upon budget of $17,900. The total effort through
the end of March on the Public Involvement task is $19,444,55. .f 7 -1-, !/...., 2 /,YJO
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\Ve continue to receive phone calls from residents along the trail project. As you have directed,
"\"e will continue to respond to these phone calls and requests for information. We anticipate that
additional meetings with the residents will be required.
With your authorization, we would like to continue to invoice the City of Chanhassen for Public
Involvement services as required. We understand that at some time in the future, additional
money may need to be allocated to the project to cover the construction phases of our services as
this work continues.
The other issue we would like to bring to your attention at this time is construction staking. Our
original scope of services did not include staking curb and gutter along any of the trail
alignments. The proposed project includes curb and gutter along Galpin Boulevard for
approximat;1y--3{)O~ feet of the trail. We anticipate that this staking effort will require an.
additional'S2500jPt staking this segment of trail. Because of the importance of the consistency
of grade <alo~fie curb and gutter, the staking will need to be more labor intensive with grade
stakes set closer than the 100 foot intervals proposed for the trail.
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CHANHASSEN -1998 TRAIL PROJECT
BUDGET AND CONTRACT SUMMARY
Original Contract
October, 1997
$129,700
Amendments
Easements
Special Studies
November 1997 staking
Public Involvement No.1
Establish Right-of- \Vay
$43,500
$2310
$8192
$9500
$7500
Public Involvement No.2
Staking Curb and Gutter (Galpin
$4100
Revised Agreement
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Other as stated here:
. Per current Rate Schedule for the design phase with an estimated fee not to exceed
$78,600.
. Per current Rate Schedule on an hourly basis for the property acquisition portion,
and for the construction staking and inspection phases, with an estimated fee of
$51,100.
The Schedule of Fees and Conditions of HOWARD R. G.REEN COMPANY (attached
hereto) are incorporated into this AGREEMENT and made a part of it.
Its:
By:
CITY OF CHANH~
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HOWARD R. GREEN COMPANY
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HOWARD R. GREEN COMPANY
PURCHASE ORDER
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THIS AGREEMENT, made this 20th day of October, 1997 by and between, the CITY OF
CHANHASSEN (herafter "CLlEN1", and HOWARD R. GREEN COMPANY (hereafter "HRG"), for
professional services concerning the 1998 Bike Trail Improvements Project.
HRG Project Number 801380P
The CLIENT agrees to employ HRG to perform the following services:
· Preliminary Surveying: As required to complete plans and specifications. The preliminary
survey will encompass areas that are not sufficiently covered with aerial topography
sufficient to develop a plan and profile for bike trail construction. Areas with sufficient aerial
topography coverage will not be sUlveyed in an effort to reduce costs on behalf of the
CLIENT.
· Project Design: Design will include the preparation of plans and specifications for the
construction of six segments of bike trail. Plans will be prepared in stages to allow at least
two reviews by the public prior to final approval of the plans by the City of Chanhassen.
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· Property Acquisition: HRG will prepare easement descriptions and exhibits on the City's
behalf for property required to complete the project. This shall include both permanent and
temporary easements as required for the project construction.
· Project Management: HRG will assist in the coordination of public information meetings to
facilitate the project design. It is anticipated that these meetings will beheld in November of
1997 and January of 1998. Additional project management responsibilities will include
coordination of the surveying, inspection, construction staking, wetland delineation,
permitting, and bidding.
· Construction Staking: HRG will provide construction staking as required on the project.
Staking will be completed on an as needed basis in areas where construction from the plans
is not feasible as determined by the Engineer. Staking will include the establishment of line
and grade in such areas.
· Project Inspection: HRG will provide a project inspector to the City of Chanhassen for the
coordination of field activities during construction. The inspector will be available to address
contractor inquiries, City staff inquiries, and public concerns related to the project.
In consideration for these services, the CLIENT AGREES to pay HRG on the following
basis: (Indicate Payment Method)
r J Lump sum in the amount of
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Per current Rate Schedule with an estimated fee not.to exceed