1k Approve Change Order to SWMP Update
CITY OF
CHANHASSEN
7700 Market Boulevard
PO Box 147
Chanhassen, MN 55317
Administration
Phone: 952.227.1100
Fax: 952.227.1110
Building Inspections
Phone: 952.227.1180
Fax: 952.227.1190
Engineering
Phone: 952.227.1160
Fax: 952.227.1170
Finance
Phone: 952.227.1140
Fax: 952.227.1110
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Phone: 952.227.1120
Fax: 952.227.1110
Recreation Center
2310 Coulter Boulevard
Phone: 952.227.1400
Fax: 952.227.1404
Planning &
Natural Resources
Phone: 952.227.1130
Fax: 952.227.1110
Public Works
1591 Park Road
Phone: 952.227.1300
Fax: 952.227.1310
Senior Center
Phone: 952.227.1125
Fax: 952.227.1110
Web Site
www.ci.chanhassen.mn.us
it
MEMORANDUM
TO:
Todd Gerhardt, City Manager
FROM:
Lori Haak, Water Resources Coordinator JA/
February 27,2006 06:z;,.
DA TE:
SUBJ:
Approve Change Order No.1 for Surface Water Management
Plan Update
REQUESTED ACTION: Simple Majority Vote Required
Staff recommends the City Council approve a change order in the amount of
$20,000.00 for the Surface Water Management Plan Update.
DISCUSSION
This change order is due to additional structures and wetlands located in
conjunction with the infrastructure inventory and inspection portion of the
Surface Water Management Plan Update. City staff originally estimated the
number of structures to be inventoried and inspected would be approximately
4,500. The actual number of structures inventoried and inspected is in excess
of 6,000. The original estimated number of wetlands was 400; the actual
number was 516. The City attorney has reviewed both the contract and the
change order request and considers the change order to be justified.
This work is necessary in order to have a comprehensive surface water
management plan and to remain in compliance with the requirements of the
City's National Pollutant Discharge Elimination System (NPDES) Phase II
Municipal Separate Storm Sewer System (MS4) Permit; therefore, staff
recommends approval of the change order.
The additional cost will be funded through the Surface Water Management
Fund (Fund 720). The 2006 budget for the Surface Water Management Fund
allocates $600,000 to fees for services.
ATTACHMENT:
1. Change Order No.1
c: Ron Leaf, Short Elliott Hendrickson, Inc.
G:\ENG\Lori\SWMP\2006 SWMP Update\022706 Approve Change Order. doc
The City of Chanhassen · A growing community with clean lakes, quality schools, a charming downtown, thriving businesses, winding trails, and beautiful parks. A great place to live, work, and play.
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February 7, 2006
RE: City of Chanhassen, Minnesota
Surface Water Management Plan Update
Budget Modification No. 1
SEH No. A-CHANH0409.00 SP
Ms. Lori Haak
Water Resources Coordinator
City of Chanhassen
7700 Market Boulevard
Chanhassen, Minnesota 55317
Dear Ms. Haak:
This Letter Agreement, Budget Modification No.1, serves to document services you requested beyond
the original scope of professional services between the City of Chanhassen (City) and Short Elliott
Hendrickson Inc. (SEH) and relating to your Surface Water Management Plan (SWMP) Update project.
This Letter Agreement is the basis of our agreed upon modifications in the scope of work and the
associated fees for this additional work.
Modifications to the scope described in this letter are to be compensated on a lump sum basis of $20,000,
as agreed upon during our February 6, 2006, meeting. This fee will be added to the previously approved
contract amount of $300,300 for a revised contract limit of $320,300. Additional background and
justification of these items is documented in the following pages.
MODIFICATIONS TO THE ORIGINAL SCOPE
The following paragraphs summarize our original scope, additional work and the basis for each of the
tasks for which services beyond the original scope have been approved and delivered.
1. Technical Review Team Meeting Attendance. We have agreed that this meeting was not
covered in our original scope, but that our participation would provide a more efficient approach
to complete the plan. As we have discussed with you, Erin Krueger attended the initial meeting of
this group. There is no additional fee requested for this modification.
2. Replace One Council/Committee Meeting with Task Force Meeting No.7. This modification
replaces one meeting from Task 2.4-2.5 with an additional meeting under Task 2.1-2.2. As we
discussed on December 14t\ 2005, we will lead and attend a seventh meeting of the Task Force
and the initial meetings with the Planning Commission and Council will be combined into a joint
meeting. There is no adjustment to the fees for this modification.
3. Storm Water System Structure Inventory/Survey. This modification represents collection of
additional structure data beyond the original estimate of 4,500 structure/points and the input of
these data into a database. To date we have collected field data for a total of 6,082
structures/points. This represents 1,582 additional data points relative to the original scope. This
number may increase or decrease slightly as the data are combined in a single database.
Short Elliott Hendrickson Inc., 3535 Vadnais Center Drive, St. Paul, MN 55110-5196
SEH is an equal opportunity employer I www.sehinc.com I 651.490.2000 I 800.325.2055 I 651.490.2150 fax
Ms. Lori Haak
February 7, 2006
Page 2
Supplemental Agreement No. 1
A-CHANH0409.00
Our original estimate and scope of work assumed that the 4,500 structure/points were entirely on
City-owned property. This proposed approach was consistent with the NPDES permit program in
that the City is required to map only storm system within their direct operational control. We
discussed this issue with City staff during our initial meeting with field survey staff at which time
we were requested to collect storm structure data on non-City owned property including: private
property, MnDOT and County roads and rail road property. Based on this initial survey team
meeting and upon the initiation of field work in December 2004, we informed the City that these
additional areas would be more difficult (i.e., take more staff time) to access and also discussed
that the total number of structures would likely be more than 4500.
Because our original estimate was based on City-owned land and we did not have data for
collecting structures on private land or MnDOT/County ROWs, our initial estimate was that the
additional structures would take roughly 50 percent more effort than the City-owned structures.
Our first estimate of the total number of structures that would be surveyed was on the order of
5,000, which was discussed at our April 28, 2005, project update meeting. A refined estimate of
5,877 was provided during our July 19, 2005, project update meeting, along with an estimate of
how many were on City-owned, versus non-City properties. A further refined estimate of 6,000 to
6,700 was provided at our November 2, 2005, project update meeting and the scope changes and
need for a budget modification were discussed at our meeting on November 16, 2005.
The City's decision to collect data on private properties and on non-City Right-of-Way (ROW)
will clearly improve the City's database and overall effectiveness in managing their storm water
program. As we discussed at the field work kick-off meeting, collecting these data from non-City
ROWand private property requires additional efforts (time/costs) on the part of our field crews
and in establishing the database system. The following items contribute to this additional staff
time and cost per structure/point:
A. The time per structure on private property adds 50 percent (or more) to the cost per
structure/point established in our original estimate. This relates to additional time needed to
locate structures without the aid of City mapping and lor City staff and the need for our crews
to visit many of these properties outside of normal business hours so that vehicles in parking
lots (for example) would not restrict the collection of data. Additional equipment expenses
were also incurred due to the increase in field time.
B. MnDOT and railroad ROW coordination efforts required additional effort for our staff to
ensure compliance with their specific safety standards and permit requirements and as
described above, to locate structures without the aid of accurate mapping of their
systems. In many cases, the distance between structures in the RR and ROW corridors is a
greater distance between, creating more travel time per structure. We also did not have
readily available as-builts to follow for these systems which was a critical assumption in our
original estimate for City-owned structures.
C. Our original scope assumed that the City would have as-builts (printed maps) available for
the 4,500 estimated structures that would guide us to the locations of these structures. At the
outset of the field effort, City and SEH staff realized that the extent of these as-builts covered
less than about 50% of the structures. The overall quality of the mapping available was also
less than we specified in our scope of work. As a result of initial discussions with City staff
on this matter, City public works staff was mobilized to assist our field crews in locating
structures. This resulted in time savings having City staff assistance, however, not all of the
mapped structures were easily identified in the process and SEH survey crews expended
substantially more time than we scoped to collect data on structures that were not easily
located. Some of the structures were also not readily accessible to our survey crews and were
accessed for GPS data acquisition only through our wetland field staff as part of the wetland
Ms. Lori Haak
February 7, 2006
Page 3
Supplemental Agreement No. 1
A-CHANH0409.00
mapping. Our original scope assumed that we would not search for buried or paved-over
structures, although our crews (survey and wetland staff) erred on the side of getting more
complete data for the City, both on City-owned and private properties.
4. Wetland and Ponds System MappinglMnRAM. Additional wetland MnRAM and
wetland/pond basin boundary data was collected beyond our original scope/estimate of 400 basins
as well as wetland related services for three miscellaneous tasks. These efforts are collectively
part of Task 5.
A. Our original estimate of 400 basins was based the request of the City in an addendum to the
Request for Proposals. We have completed this task with fmal number totaling 516; 116 more
than assumed. This total includes the following breakdown and our requested fee amendment:
Additional costs we have incurred relate to a per-basin cost for each of the additional features
mapped, including mapping of the additional 41 waterway segments after confirmation of the
City's request for us to collect these data. The 10 hours is based on 4 hours in the office
mapping and 6 hours in the field visiting waterways including Bluff Creek, Riley Creek,
grassed swales between storm pond and wetlands and other similar features. A few additional
notes on the quality of data collected are listed below for which we are not requesting any
additional fees.
1. Our field staff expended significantly more time in the field talking to residents than we
assumed would occur. These efforts increase our costs and improve the public relations,
but do not have an impact on the quality of the data. Weare not requesting any
adjustment for these efforts.
11. The quality of existing data/mapping was much less than we assumed in our original
scope. We estimate that over the course of the work, we expended an additional 4 days
for 2 person crew, or 64 hours of work beyond our original scope. This represents
approximately 10 percent of the original estimated cost of the water feature field mapping
effort.
We respectfully submit this modification for your review and are available to discuss at your
convenience. If you are in agreement with the modifications described herein, please sign both originals
and return one original to our offices.
If you have any questions, please do not hesitate to contact me at 651.765.2998.
Sincerely,
CITY OF CHANHASSEN
By:
Name
Ronald B. Leaf, PE
Proj ect Manager
Title:
rb1
Accepted this _ day of
, 2006
c: Mike Foertsch, Client Service Manager
x:\ae\chanh\040900\adrnin - proj mgmt\invoice cover letters\2006-1-31 supplemental agreement no I.doc