HomeMy WebLinkAboutCHANGE ORDER - GENERAL CORRESPONDENCE - 16839 (4)Johr, Stephen - Re: Anderson Change Order - Exception to Competitive Process Under $100,000 Page 1
From: Diane Jones
To: Diane Jones; Jim O'Neill
Date: 6/2/03 2:44PM
Subject: Re: Anderson Change Order - Exception to Competitive Process Under $100,000
Approved - Diane G. Jones
Note: I have reluctantly approved as I have these concerns:
1. This added work seems to be a somewhat separate project --to protect the berm and keep the river in
its current channel --so I find it problematic to call this a change order. Perhaps there is the link to the
original project --a hydrologic evaluation of the Poudre river --but must this revised scope be done in order
to complete the hydrologic evaluation for the tranpsortation project?
2. The project design budget is $430,000 (I'm rounding); approx 25% has been expended ($93,037 plus
$5,700). So, while this work is a change of scope (and likely added scope), was the rest of the project
reviewed to determine if any of the remaining $300,000 worth of work covers any of the added scope so
that the change order ($59,331) might be reduced?
Diane
>>> Jim O'Neill 05/19/03 05:46PM >>>
Project Design Budget: $430,255
Original Design Cost: $ 93,037
Change Order #1 &2: $ 5,700
This Change Order: $ 59,331
Budget for this change order:
Resources - $19,777
Background:
Engineering - $19,777
Stormwater Utilities - $19,777
Natural
The Engineering Department is requesting to have Anderson Consulting (Anderson) provide change order
work to the East Prospect - Poudre River to Summitview project. Anderson was hired through the RFP
process for this Building Community Choices project. Their scope of work was to perform a hydrologic
evaluation of the Poudre River for Prospect road. During this evaluation a remnant of land, along the East
bank of the Poudre River near the Timberline Road Bridge that separates the Poudre River from
Riverbend Ponds Natural Area, was identified as "about to fail" during the next sizable rain/runoff event.
For the sake of this memo we will call this remnant of land the "Timberline Berm". If the Timberline Berm
is allowed to fail, Riverbend Ponds and Prospect Road would be wiped out as the Poudre River will have
changed course from its existing path into this area.
Senior members of Engineering, Natural Resources, and the Stormwater Utility agree that we need to find
out how to strengthen and protect this berm from the 100 year storm event and how much funding is
needed. This is a difficult project because this area is where the Poudre River (FEMA floodplain), the
City's Product 6 corridor, and a Natural Area all come together. Engineering, Natural Resources, and the
Stormwater Utility have requested that Anderson perform a Preliminary Design to assess this issue so we
will know the associated impacts and cost to protect this berm and keep the Poudre River in its existing
channel.
Anderson was the hydraulic consultant on the Timberline Extension project, and the East Prospect Road
Improvement project, and have the most existing information and knowledge to perform this work. Any
additional phases of work will only be undertaken with the express approval and cost sharing of the three
service areas.
John Stephen - Re: Anderson Change Order - Exception to Competitive Process Under $100,000 Page 2
Question #1 - If Anderson was the consultant on the Timberline Road why didn't this come to light
then?
Response - We were aware of the break out at the time of the Timberline Road project. The Timberline
Road project was upstream of this site. It was not addressed at that time since it was outside the scope of
work for that project and we did not have the funds to deal with it. The importance of the resolution of the
breakout didn't come to light until the design of the Prospect Road was in progress.
Question #2 - Does anybody on staff have the expertise to perform this work?
Response - There are three pieces to this question: expertise, first hand knowledge of the problem and it's
associated models and physical constraints on site, and time available. Anderson in the first choice for all
three.
Upon your approval, an addendum to the purchase order will be initiated for $59,331.00. with Anderson
Consulting and notice to proceed for this work will be issued. The department and I will be happy to
answer any questions or provide additional information you may need.
EXCEPTION TO THE COMPETITIVE BIDDING PROCESS RATIONAL:
Under Section 8 160(d)(1)(j) " The material, professional service or service is the subject of a change
order
CC: Bob Smith; John Lang; John Stephen; Mark Sears
John Stephen - Anderson Consulting Page 1
From:
Christie White
To:
John Stephen
Date:
6/20/03 12:29PM
Subject:
Anderson Consulting
Just to keep you in the loop. I will be sending over Change Order No. 3 for Anderson Consulting (PO
#9933824) for Jim O'Neil's signature. There is an agreement between Stormwater & Engineering that
Engineering is going to pick up Stormwaters portion of the Change Order. They will pay us back next
year. So my Req. #16839 is for $38,298.77 which will need to be combined with Natural Resources req.
#16728 for $21,032.23. The Change Order will get to you sometime next week.
CC: John Lang