HomeMy WebLinkAboutCHANGE ORDER - RFP - MASON TRANSPORTATION COORIDOR BIKE PEDESTRIAN TRAI (2)Transportation Services
Transportation Planning
City of Fort Collins
MEMORANDUM
DATE: April 7, 2004
TO: Diane Jones, Deputy City Manager
THRU: Ron Phillips, Executive Director Transportation
Tom Frazier, General Manager, Transfort & Die
FROM: Kathleen Reavis, Senior Transportation
RE: Mason Transportation Corridor — Contract with Felsburg Holt & Ullevig
I would like to provide some clarification regarding the requested change order form for
the Mason Transportation Corridor (MTC) contract with the consulting firm of Felsburg
Holt & Ullevig (FHU). The following information will help clarify the need for this
change order:
The tasks identified in the change order request are all new work for FHU, not
payment for work already performed. These work assignments are a result of the
latest design review process for the MTC trail project and were identified over the
last several weeks, particularly since our formal design review meetings in mid -
February that included City staff from several departments, CDOT staff, and
representatives from private utilities and the ditch companies. It has taken the last
several weeks for FHU to prepare this estimate for the new work tasks and for
City staff from Transportation Planning and Engineering to review it. I don't
want to give the impression that this is related to work already completed by
FHU.
2. One of the primary examples of the design changes resulting from the February
final plan review meetings are the recent comments provided by the New Mercer
ditch company and the City's Stormwater department concerning the trail
crossings of the New Mercer ditch north of Harmony Road as well as several
Stormwater detention pond issues. Previously, our design team had been
informed that box culverts would suffice for these trail crossings, however as part
of the final design review process, we were informed that all ditch crossings had
to be bridge structures in order to accommodate ditch maintenance and
stormwater overflow requirements. South of Harmony, the New Mercer Ditch
Company engineer has requested multiple changes over the last month to the
215 N. Mason St. • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 224-6058 • Fax (970) 221-6239 • Website:
fcgov.com
Jones/ Mason Transportation Corridor — Contract with Felsburg Holt & Ullevig
April 7, 2004
Page 2
previously agreed upon design of the Mail Creek and New Mercer ditch crossing. The
redesign process for the Mail Creek, ditch crossings, and stormwater detention pond
areas has required substantial changes recently, impacting not only the engineering
work but the local and federal environmental clearance tasks as well. In addition,
quality difficulties arising from the use of the City's new aerial mapping data
provided by GIS requires all of the utility and ROW mapping work to be redone by
FHU. This re -work is due to quality problems from the mapping contractor Vexcel —
for example, the mapping data is over 4' off of the actual field survey data. The
redesign work by FHU is anticipated to cost $39,500.
3. The good news is that based upon the revised engineer's estimate for the MTC
project, the anticipated construction cost is lower than previous estimates by
approximately $300,000 so some of the project elements that had previously been
eliminated due to budget concerns, can now be added back into the project. An
example that relates to this change order request is the bike/pedestrian bridge over
the pond near the proposed Redtail development site just north of the intersection
of the MTC trail and the future Fossil Creek trail. This bridge will allow the trail
to go back to a straight alignment, offering a shorter, more direct route for trail
users and avoid a circuitous route through the future development property. Other
examples are the trail lighting can be enhanced along the full length of the trail
and we are hoping that the trailhead parking lot can be paved in the future. The
FHU cost estimate for redesigning these items back into the project, the bridge
being the primary work item, is $8,500.
4. In addition to the new design/engineering tasks needed to complete the MTC trail
construction plans, the City is still in the negotiation process with the BNSF
Railway Company. Staff had anticipated that this process would have been
completed by now, but it is taking longer than expected to get the final approvals
on the MTC trail plans from the BNSF and Staubach, their property management
company. We have asked FHU to include a cost estimate in the change order to
account for additional work on their part needed to complete these negotiations by
June 2004. FHU's cost for this work is estimated to be $9,000.
5. FHU's construction management estimate is based upon their discussions with the
City's Engineering staff as to the level of support/assistance needed during the
construction phase of the project (June 2004 — March 2005). These construction
management assistance tasks include reviewing shop drawings, responding to
City and contractor design clarifications during construction, and providing as -
built plans at the end of the project. FHU's cost estimate for this work is $39,120.
FHU charges will be charged on an hourly, as needed basis. City engineering and
inspection staff will be doing the day to day administration and inspection and
determining when FHU needs to be consulted to keep FHU accountable for their
design and legally responsible. This work task was originally included in FHU's
proposal for the MTC project, however it was removed by the City due to prior
budgetary concerns at the beginning of the design phase and considered to be a
work task that could be added back into the project once the final engineering
Jones/ Mason Transportation Corridor — Contract with Felsburg Holt & Ullevig
April 7, 2004
Page 3
estimate was complete. Now that we are nearing completion of the
design/engineering phase and moving toward the construction phase, we felt that
this is the right time to add this work back into the project contract with FHU.
These additional tasks total to $96,120 and are needed to complete the final engineering
for the MTC trail from Spring Creek to Fossil Creek, to complete the negotiation process
with the BNSF Railway Company for the trail easement, and to provide construction
management support services to the City.
Each item within the change order request has been carefully reviewed by City staff and
discussed with FHU to see if any potential savings are available. The change order
represents the total cost anticipated for this work based upon the time and materials likely
to be necessary to complete each one. Should the City and FHU be able to do any of
these tasks in less timetmaterials, then actual cost to the City will be less. Again, please
be assured that these tasks represent new costs to the project as of mid-February/early
March 2004.
Please let us know if you have any questions or need any additional information to
process this request. If you would like to meet with us to review the MTC trail plans in
more detail, we would be glad to meet with you. Thank you.
cc: Mark Jackson, Transportation Planning Manager
Sandy O'Brien, Financial Coordinator
Mike Herzig, Special Projects Engineer