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HomeMy WebLinkAboutCORRESPONDENCE - BID - 7263 DOWNTOWN CONDUIT BACKBONE AND LATERALS (4)NTETRATECH complex world I CLEAR SOLUTIONS" July 9's, 2012 5401 E 48A Ave. Denver CO 80216 720-881-7124 Re: City of Fort Collins Bid No. 7263 Downtown Conduit Backbone and Laterals Tetra Tech Construction Services, Inc ("fICSI). Tetra Tech has made numerous attempts through emails and letters asking for additional time to be placed on the project and the substantial completion for the above mentioned project. Tetra Tech and the City of Fort Collins numerous PM's have had discussion regarding the additional quantities and the project over run of materials and labor. "Petra Tech Construction is requesting liquidated damages not be accessed, per our numerous conversations and meetings regarding the additional work and task that was added to this contract that went above and beyond the original scope of work. Tetra Tech has worked well with the City and BNSF to satisfy all needs and requirement set forth for completion of the original work and the additional work that we have completed for this infrastructure project. As stated during the meeting on June 26" that the as -built drawing are being completed by a different engineering group than the one that started with us on this project. The drawings are being completed at this time and will be able for review by the IP July or sooner. These as built drawing will also help with the quantities installed and help resolve the over runs that are in question. In regards to the final pay application and quantities that the City of Fort Collins has and Tetra Tech submitted do need to be reconciled through a field meeting. The daily productions and bore profiles should indicate the various bore foolages and conduit over runs. These items in the letter from Erika indicate bore footage and conduit installation that remain unpaid. We would like to have a meeting to review these items and be compensated for all work performed. The response time from the City of Fort Collins has been affected due to the change of personnel within the City. We submitted letters requesting additional time and additional compensation for this project and feel that there was miscommunication from the project coordinator to Tetra Tech. The project for all the construction items is complete and the closes out items are in progress. Please review the attached letters written early on during the project when we fist recognized the construction delays and were concerned about the time line for this project. This subject has been discussed numerous times with meetings, letters and emails without any decisions about a time extension. While Mike Lopez agreed to a thirty day extension on the project whereas Erika Keeton feels that a five day extension only based on the quantities that were under recorded at the time of this decision. Tetra Tech would like to get these items resolved in a professional amicable manner and close out this project. We are requesting from our sub contractors, our engineering firm and everyone involved to have all of the remaining documents to Tetra Tech by the end of day Judy 12, 2012, with a follow up of all documents after a thorough review from Tetra Tech to deliver to the City of Fort Collins immediately. Tetra Tech Constniction Services, Inc. Tetra Tech had a great working relationship with Mr. Lopez who was the City representative on this project. Mr. Lopez and Brad Keefer had a mutual understanding of the project, anticipated and acknowledged design deficiencies and were working together for a successful project. Brad and Mr. Lopez had several field meetings, correspondence in regards to time frame, design issues and project over runs. During this discussion Tetra Tech had the assurance that a time extension was going to allowed and extended from the City of Fort Collins form your project coordinator. The unexpected removal of Mr. Lopez from this project caused added confusion and was a major factor in the project seeming to not as well from the new coordinator. Tetra Tech feels that had Mr. Lopez stayed on this project all parties would know what went on to cause these delays and project over runs. erely, tvu en -Met Office Manager Tetra Tech Ken. hadrick(a)tetratech.com 303-356-8917 Cc. Erika Keeton Fort Collins Tarl Bohnet Fort Collins John Stephen Fort Collins Kyle Deaton Tetra Tech Messner & Reeves, LLC Safeco Insurance Company of America Jim O'niell Fort Collins Ingrid Decker Fort Collins Rick Richter Fort Collins Tracy Dyer Fort Collins Tetra Tech Construction Services, Inc. O TETRATECH 5401 E 48"' Ave. Denver CO 80216 720-881-7125 complex world I CLEAR SOLUTIONS" Re: City of Fort Collins Bid No. 7263 Substantial Completion Deadline. Tetra Tech Construction is requesting liquidate damages associated with the above reference project not be accessed. Tetra Tech has worked with the City of Port Collins and BNSF to satisfy all needs and requirements set forth in the contract, including the additional work that has been requested to complete this infrastructure project, above and beyond the original scope of work. Following is a summary of key points previously discussed on several occasions by all involved parties, with additional information for the purpose of further addressing the elements involving the project extending beyond the initial completion date. Over Run of Quantities That Greatly Impacted the Completion Time of the Project: 2"-90's Installed- 191 Plan Quantity — 30 Potholing Hours 657 Plan Quantity- 300 3" 90's Installed — 137 4" 90's Installed - 43 Plan Quantity —31 Plan Quantity —13 Based on the quantity overage, additional time was required for this project to reach Substantial Completion: • Potholing hours, requiring the use of two (2) Potholing Trucks and a 4-man crew, to complete the installation of the 90's added four (4) weeks to the project completion date: o Installation of the 90's for pull box placement was all hand -work. The areas where the pull boxes were designed to be placed took additional hand excavation, over excavation, and effort to ensure proper placement in an already limited space. o Install of the overage of 2" 90's involved an additional 322 man-hours. o Install of the 3" 90's involved an additional 212 hours. o Install of the 4" 90's involved an additional 120 hours. Additional Work/Delays: LAUREL - Tetra Tech had the Pull Boxes set on the NE comer. Doug, with Traffic, informed us that there was a Signal Pole Foundation being placed in the future right where the boxes were set. We reset the pull boxes to accommodate the Foundation. The bore for the BNSF sensor was completed and Tetra Tech also had to go back and reopen the pit so the Pull Box for the Sensor could be installed. Tetra Tech Actually installed the vault for BNSF so that Tetra Tech could complete their work. On the SW Comer the Traffic Signal Conduit had to be installed from the BNSF Bungalow to the Traffic Vault, this conduit was not shown on the plans. This also took additional time to complete. Tetra Tech Construction Services, Inc. • MULBERRY - Tetra Tech again had to wait for BNSF to install their foundation so we could complete our work. Tetra Tech assisted with the installation the bores around the Intersection had to be broken up into two or three bores to complete each direction due to utility conflicts. Pits had to be dug about 8-10' deep to assist in completing the bores. Tetra Tech assisted in the installation of the BNSF Sensor full Boxes once again. Traffic Signal Conduit had to be installed to the Bungalow location. • OLIVE - Assisted with the Installation of BNSF sensor pull box. Installed additional Traffic Signal Conduit to Bungalow Location. • OAK- Delayed 2 weeks to finish bores on the North side due to field changes for Traffic Signal Cabinet and BNSF Bungalow Location waited for decision on where they were going to be placed. The Fiber Vault Location on West Side also was relocated causing delay. Traffic Signal Conduit Installed to Bungalow again not shown on the plans. • MOUNTAIN - Ground Conditions were extremely hard it took a week longer to complete these bores. We were delayed a week before we could go back and complete our tie ins and pull box placement on the NW corner due to the conflict with the water line and the 13NSF Signal Foundation placement. Installed Traffic Signal Conduit to Bungalow not shown on the plans. • MYRTLE to LA PORTE — In order to safely install the Backbone Conduit we had to hire a Company to Video and Locate the Sanitary Lines. The Info that was provided by the Utilities of Ft. Collins was not accurate and Laterals were not found where marked. This took a week to complete before the boring operation could resume. • MOUNTAIN to LA PORTE — Again Tetra Tech had to wait for BNSF to Install Sensor Pull Boxes and Install the BNSF Signal Foundation. Tetra Tech again assisted in the installation of the Sensor pull box to be able to complete our work. • LA PORTE - Pits had to be dug 8' deep on the West Side to be able to pull back conduit for the Bores due to Utilities. The bore going across the North Side La Porte took 3 Days Longer due to an Underground Concrete wall that was unforeseen. Tetra Tech also used its own forces to install the BNSF sensor Pull Box once again so we were able to complete our work. • MAPLE - Tetra Tech Installed the BNSF Sensor Pull Boxes again so we were able to complete our work. Tetra Tech feels that considering the additional overages in quantities, the additional time requested for this project to reach substantial completion was necessary and appropriate. Tetra Tech is not requesting additional compensation for Traffic Control due to the time needed to complete the project for reasons listed above, and is also willing to assist with the costs incurred by the additional BNSF flagging hours for which the City of Fort Collins has been billed. If additional discussion if required to further address this matter, please feel free to contact me directly - brad.keeferRtetratech.coin / 303.551.5225. Tetra Tech Construction Services, Inc. O TETRATECH 5401 E 48Ih Ave. Denver CO 80216 720-881-7124 complex world I CLEAR SOLUTIONS" Re: City of Fort Collins Bid No. 7263 Substantial Completion Deadline. Tetra Tech Construction Services, Inc (TtCSI) is requesting that per our numerous conversations and meetings regarding the additional work and task that was added to this contract that went above and beyond the original scope of work. Tetra Tech has worked well with the City and BNSF to satisfy all needs and requirement set forth for completion of the original work and the additional work that we are completing for this infrastructure project. We would like to key in on a few points of interest that have been discussed. • The final plans that finally included the Light and Power Conduit for construction were issued almost three weeks after the project started. The project started on September 9" 2011 the revised drawing was received on September 191s 2011. • Over excavation of the PB locations to acconunodate the BNSF signal light foundations. These tie- in and foundations were for the sole purpose of the BNSF infrastructure. Tetra Tech also set the PB at these locations so we could finish our concrete and landscape repairs to avoid BNSF to have to go back and disturb these areas again in the future. This was an ongoing task with a total amount of lost time approximately five days. We are delayed an additional two days due to BNSF did not have these foundations installed for Tetra Tech to restore disturbed areas. There is an additional three more locations that this problem could pose a loss time of two additional days. • The placing of the PB at the Cities Rapid transit bus stop locations. This task caused an additional five days of work load to the project. • Due to excessive utilities the bore operation exceeded our expected timeline and production expectations. Some locations required pits as deep as ten feet to retrieve the bores. This caused an additional three days of additional time on the project. • We have been installing the conduit from the BNSF bungalows to the City traffic PB locations for the pre-emption units. This task we are working with the City Traffic Division for installation locations they also are not shown on the plans. The installation was mostly completed by hand trench and was very time consuming and there is still more locations to be installed. There were a total of five locations with four complete causing an additional 5 work days. • The BNSF track sensors we have assisted and completed the PB installation at each location we were only required to place one 90 degree sweep on the conduit. We placed the PB at five locations and assisted on the remainder of seven that were completed to date. This was a delay of approximately 5 work days. Tetra Tech Construction Services, Inc. • We have encountered extreme cobble and solid rock that has damaged our tooling and machines for the bore operation. We do have onsite the correct tooling and machines for these ground conditions. With this type of soil the expected production and install ratio has changed therefore causing delays for completion, it took eight days to complete a 400' bore due to these conditions. Tetra Tech is not expecting or requesting any additional compensation for the additional work. Tetra Tech is only requesting additional time to help compensate for these items to reach substantial completion. We have made every attempt to satisfy the contract and the entities that this infrastructure is being built for. Tetra Tech has made every effort with personnel, equipment and over time on this project and we are only looking for additional calendar days for substantial completion. With the upcoming Thanksgiving holiday, we would like to extend the substantial completion date to be December 9" 2011. Brad Keefer; Brad.keefer@tetratech.com 303.551.5225 Tetra Tech Construction Services, Inc. Hadrick, Ken From: Kelly, Mike Sent: Friday, July 06, 2012 3:21 PM To: John Stephen; Deaton, Kyle; Tar] Bohnet (tbohnet@fcgov.com); Hadrick, Ken; Dekker, Paul Cc: Keefer, Brad; Jim O'Neill; Erika Keeton (EKEETON@fcgov.com); Printy, Caroline Subject: RE: City of Ft Collins letter to Kyle Deaton and Bonding Company Hello John, In regards to the outstanding contractor's obligations referenced in the letter dated June 26, 2012, the following action items have been resolved. The proof of payment and amount to DBE contractors; American Industrial & Construction Supply, Inc and Northern Colorado Traffic Control, has been sent to Erika Keeton. The missing payroll #29, 30 and 31 for Northern Colorado Traffic Control and Tetra Tech Construction has been submitted to Erika as well. My Project Admin has been in contact with Erika and will keep her posted on the progress of the payroll deficiencies and missing CDOT 118 and 205 forms. Conditional lien waivers were a requirement of payment for all subcontractors' invoices. These waivers are built into Tetra Tech's payment applications. Would it be acceptable to provide the payment applications for proof of lien waivers or should separate lien waivers required? As to the red -line as -built drawings, they are currently being created by an Engineering firm Tetra Tech has contracted as per the project specifications. Once they have been completed and reviewed by management, they will be delivered upon completion. We will request a meeting with the City of Fort Collins once all the documentation has been submitted and accepted to resolve the outstanding quantity variance. We are working diligently to resolve all the requirements stated in the letter. Thank you for your time in advance, Mike Kelly From: John Stephen fmailto:JSTEPHEN@)fcoov.coml Sent: Tuesday, July 03, 2012 4:09 PM To: Deaton, Kyle Cc: Kelly, Mike; Keefer, Brad; Jim O'Neill Subject: City of Ft Collins letter to Kyle Deaton and Bonding Company Mr. Deaton, Attached is a letter to you and your bonding agent regarding bid 7263 Downtown Conduit Backbone and Laterals. Also attached is the email that is referred to in the letter that was sent to Brad Keefer and copied to Mike Kelly on June 26, 2012. John Stephen CPPO, LEED AP Senior Buyer City of Fort Collins 970-221-6777 Office 970-221-6707 Fax isteohen cDfcoov.com