HomeMy WebLinkAboutCHANGE ORDER - BID - 7073 MASON CORRIDOR MAX BRT FINAL DESIGN (10)�/
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Planning, Development & Transportation
Engineering
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281 N ox
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P.O. Box 580
Fort Collins, CO 80522.0580
970.221.6605
970,221.6378 -fax ,
tcgov. caurengineering
CHANGE ORDER FORM
PROJECT TITLE: Mason MAX BRT Project
PROJECT NUMBER: 400003280.621120.00
CONTRACTOR: Michael Baker Jr., Inc. (PO#9957149)
CHANGE ORDER NUMBER: 10
In preparing change orders show In order as separate numbored paragraphs the following
1. Reason for change. 2. Description of change.
3. Change in contract cost. 4. Change in contract time.
1$2. This Change Order will increase the total contract cost pursuant to RFP #7073 dated 12-01.09. See attached
for reason and description of change.
3. The contract cost will increase by $198,940.92,
4. The contract time will be extended to Juno 31, 2014.
ORIGINAL CONTRACT COST $3,052,480.20
TOTAL APPROVED CHANGE ORDERS
TOTAL PENDING CHANGE ORDERS
TOTAL THIS CHANGE ORDER
ADJUSTED CONTRACT COST
$903,691.33
$0.00
$198,940.92
$4,155,112.45
(Assuming all change orders approved)
ACCEPTED BY:
SUBMITTED BY:
APPROVED BY:
APPROVED BY:
cc: City Clork
Contractor
Purchasing
Project File
�� 2-
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Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Hartwig (phone)
2 (phone)
2 (phone)
1
4
IBI - Architecture
3
8
2
48
IBI —Architecture
(phone)
3(phone)
4 (phone)
2
24
IBI — MIS\ITS
3
8
1.5
36
IBI — MIS\ITS
(phone)
3 (phone)
4 (phone)
2
24
Total Hours
177
c. Pre -Construction Meeting
The Consultant and sub consultants will meet with the City and contractor for the pre -
construction conference. For the purposes of this scope, 8 hours will be assumed for the
meeting and travel time.
Firm
# Attending
Number of hours
per person
Total Hours
Baker
1
8
8
Hartwig
0
0
Sell
0
0
IBI - Architecture
1
8
8
IBI — MIS\ITS
1
8
8
Total Hours
32
d. Partnering
The Consultant and sub consultants will meet with the City and contractor for a
Partnering session. For the purposes of this scope, 8 hours will be assumed for the
meeting and travel time.
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Firm
# Attending
Number of hours
Total Hours
Baker
2
8
16
Hartwig
0
IBI - Architecture
1
8
8
IBI — MIS\ITS
1
8
8
Total Hours
32
e. The Consultant Team Coordination
Additional project coordination will include monthly technical coordination conference call
to address on -going design detail. The Consultant will lead the call and sub consultants shall
participate monthly as requested by the Consultant. 24 one hour calls assumed for key
Consultant and sub consultant staff with additional time for the Consultant to coordinate.
Firm
Meetings
Hours per Meeting
per person
Average number
of personnel
Total Hours
Baker
5
1
4
20
Baker Coordination
10
1
1
10
Hartwig
5
1
1
5
IBI- Architecture
10
1
2
20
IBI - MIS\ITS
10
1
1.5
15
Aqua
1
1
1
1
Jim Sell Design
2
1
.2
4
Total Hours
75
Progress Coordination/Invoicing
The Consultant will hold a monthly (24) call with the City to confirm progress, decisions,
action items and scope clarifications. This information will be included with the monthly
progress summaries and invoices that the Consultant will provide to the City. Sub
consultants shall bill only when work associated with Tasks 1-6 have been completed during
that billing period.
5
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Hours per Report
Average number
Total Hours
Firm
Reports
per person
of personnel
Baker
5
1
1
5
Progress Report
5
5
1
1
Preparation
Total Hours
10
Deliverables: Monthly progress report and invoice (Baker)
2. Technical Assistance
The Consultant will provide technical assistance during the construction process on an as
requested basis. Support may include contractor request for information, review of approved
equals, and review of working and shop drawings. It is anticipated that the Contractor will
provide the CM with their request and the CM will determine the appropriate entity to forward
on to. The Consultant will only respond to request from the CM. The number of requests and
reviews shown were determined as an estimate. The Consultant will monitor the rate that
these elements are occurring and will notify the City if there will be a need to increase these.
These can be increased as a part of a change order.
a. Request for Information (RFI)
Upon request, The Consultant team will provide a response to contractor inquires during
construction. The City will provide RFI templates for a uniform response. Baker will
coordinate and track all responses in an RFI log.
Firm
Approx. number of
RFIs
Average number of
hours per RFI
Total Hours
Baker Admin.
38
.5
19
Baker Electrical
5
3
15
Baker Station Structural
4
3
12
Bakerother
5
2
10
Aqua
1
2
2
Sell
4
2
8
Hartwig
4
2
8
N
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
IBI —Architecture
37
4
148
IBI — MIS\ITS
25
4
100
Total
322
b. Review of Approved Equals
This scope assumes that the Consultant Team may need to review up to 56 items submitted
for approved equal. The Consultant will coordinate an Approved Equal log with the CM.
Firm
Approved
Equals
Average number
of hours per
equal
Total
Hours
Assumed
Baker Administration
12
.5
6
Baker civil
1
4
4
Baker electric
1
3
3
Baker Station Structural
1
3
3
Aqua
0
4
0
Sell
1
2
2
IBI—Architecture
15
2
30
IBI — MIS\ITS
5
2
10
Total
58
c. Review of Shop Drawings and Mockups
The Consultant and sub consultants will meet with the City and contractor for the pre -shop
drawing meetings that are required by the project specifications. Shop drawings will be
reviewed for approval and returned to the Contractor. The Consultant Team will review the
construction contractor's shop drawings for conformance and compliance with contract
documents and the provisions and time frames shown in the specifications. Working
drawings will not be reviewed for approval, but will have an informal review and if content
7
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
is found that does not conform to the plans or specifications, non -conformances will be
identified and communicated to the Contractor. Hours assumed for review of each shop
and working drawing are related to the complexity of the drawing and are noted individually
in the back-up for the fee. The review of the submittals shall be done by a licensed
professional engineer or architect.
Firm
Number of Pre-
Shop Drawing
Meetings
Number of
hours per Pre-
Shop Drawing
Meeting
Number
of
People
at
Pre —Shop Drawing
Meeting Hours
Baker
1
4
1
4
Baker - Administration
3
4
1
12
Aqua
1
2
1
2
Sell
1
2
2
4
IBI— Architecture
1
4
2
8
IBI — MIS\ITS
1
4
1
4
Total
34
Firm
Number of Shop
Drawings/Sample
Review
Number of
hours per Shop
Drawing/Sample
Shop
Drawing/Sample
Review Hours
Baker (Girders)
1
16
16
Baker(Structural—
Architecture)
5
12
60
Baker (Structural — Civil)
12
6
72
Baker - Administration
68
.5
34
Aqua
0
4
0
Sell
2
4
8
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
IBI —Architecture
(Shelters)
10
12
120
IBI —Architecture (other)
24
5
120
IBI — MIS\ITS
22
4
88
Total
518
d. Contractor and Construction Manager Coordination and Support
Upon request, The Consultant team will provide support for Contractor Coordination. This
work includes but is not limited to; survey (reduction, calculation and review), Floodplain
coordination, NEPA compliance and other Environmental Compliance.
Firm
Approx. number of
Instances
Average number of
hours per instance
Total Hours
Baker
8
2
16
Hartwig
10
4
40
Total
56
e. LOMR\No Rise Certification
Baker will lead the effort to complete the LOMR for the Spring Creek CLOMR. This scope
assumes that the construction will meet the requirements of the CLOMR and no additional
effort will be required to verify\correct any discrepancies.
Baker will prepare and submit no rise certificates at 6 locations; NB Olive Station, SB Olive
Station, Myrtle, Mulberry, Spring Creek (roadwork, culvert, wingwalls and riprap), Spring
Creek Pond. The time shown for each location assumes that the construction meets the
requirements of the No Rise permits and no additional effort will be required to
verify\correct any discrepancies.
The City will provide Baker with all surveys and survey information required to complete this
task.
9
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Approx. number of
Task
Instances
Average number of
Total Hours
hours per instance
LOM R
0
20
0
No Rise Certificates
6
6
36
Total
36
f. Environmental Compliance
Baker will monitor contractor efforts near wetlands by visiting the project once a month.
Baker will provide written and photograph documentation and necessary coordination of
the contractors efforts to adhere to the terms and conditions of NWP 14 and restoration of
temporary impacts to wetlands. Baker will provide a summary oversight memorandum and
supporting documentation along with the compliance certification form to the USACE on
behalf of the City
Baker has no role in permanent wetland restoration or coordination involving McMurray
Natural Area. This scope does not include any Baker effort if the contractor does not meet
the terms and conditions of the NWP and restoration of temporary impacts to wetlands.
Baker will conduct migratory bird nesting surveys at the start of construction and
throughout the nesting season and provide supporting documentation. Baker will also
conduct red fox den surveys throughout construction and provide supporting
documentation. Assume a total of 5 field visits. Baker will provide a summary memoranda
that includes maps and photographs as applicable following migratory bird nesting surveys
and red fox den surveys.
This scope does not include coordination with the contractor, City of Fort Collins, Colorado
Division of Wildlife, or US Fish and Wildlife Service should nests or dens be identified.
This scope does not include any responsibility in capping contamination or overseeing
capping process at the PSCO site. This scope does not include coordination should any
previously unidentified contamination be identified along the corridor during construction.
Approx. number of
Task
visits
Average number of
Total Hours
hours per instance
Wetlands and NWP 14
Oversight
3
12
36
10
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Biological Surveys
0
20
0
Total
36
3. Post Design Plan Modifications
When requested by the Program Manager, the Consultant shall provide design services for plan
modifications required by unforeseen field conditions and minor changes required by the City,
Contractor or other Stakeholders. City or stakeholder changes that require more than 16 hours
for each discipline to redesign and modify the plans and specifications are not included in the
scope and will be evaluated by the Consultant and City to identify schedule and contract
modifications.
a. Field Questions and Inspection
Respond to questions in the field that arise relative to the plans, details or special
provisions. Team members will be available to provide email or phone response. The
Consultant Team will document responses to field questions in a log and with field
observation reports. This also included design certification of storm sewer, foundation
locations, etc..
Average
Average
Approx.
number of
number of
number of Field
hours per visit
people per
Visits
Firm
visit
Total Hours
Baker
3
8
1
24
Aqua
0
4
1
0
Sell
5
1
1
5
Hartwig
3
8
1
24
IBI —Architecture
3
10
2
60
IBI — MIS\ITS
2
7
1
14
Total
127
11
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
b. City Request for Changes
Due to the evolving nature and City input during the design and plan process, any plan revisions
required by these City departments during construction shall be paid for at negotiated rates:
• Traffic
• Utilities
• MIS\ITS
• Floodplain
• Stations
c. Request for Changes
Throughout construction, the Consultant team will provide engineering and drafting services
for design revisions required due to changes in construction or field conditions. Prior to
initiation, The Consultant Team will provide an estimate of hours for each specific request.
Consultant shall not proceed with any changes without prior approval of the Construction
Manager. The number of changes shown are a result of negotiations with the City. The
Consultant will monitor the changes as they come in and will notify the City if the number of
changes will need to be increased. This increase will result in a change order.
Request for changes for each firm are as follows.
Firm
Approx.
number of
Changes
Average
number of
hours per
Change
Total Hours
Baker
3
16
48
Aqua
0
2
0
Sell
2
2
4
Hartwig
3
16
48
IBI —Architecture
0
12
0
IBI — MIS\ITS
0
12
0
Total
100
4. Project Close-out
The Consultant shall provide Punch List support as needed. The consultant and its sub
consultants effort for the creation and verification of a punch list will be as follows;
12
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Firm
Approx.
number of
Days
Average
number of
personnel
Average
number of
hours per day
Total Hours
Baker
0
2
8
0
Hartwig
0
1
8
0
IBI—Architecture
0
2
9
0
IBI — MIS\ITS
0
1
8
0
Total
0
S. As -Built Plans
The contractor will provide the consultant with red -lined as -built drawings. The consultant will
reflect these markups in the AutoCad sheet files, create a full set of pdf drawings, provide 10
11x17 hard copy sets, prepare a 2406 mylar title sheet for records.
Firm
Number of
Sheets
Average
number of
hours per Sheet
Total Hours
Baker(Admin)
1122
.05
0
Baker (Structural - civil)
183
.5
.0
Baker (Structural —
Arch.)
8
1
0
Hartwig
657
.5
0
IBI —Architecture
158
.67
0
IBI — MIS\ITS
116
.75
0
Total
0
6. Other Direct Charges
The following ODCs are anticipated.
Mileage
13
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Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
Firm
Number of
Trips
Mileage
Rate/Mile
Total Mileage
Baker
15
150
$0.55
$1237.50
Hartwig
7
160
$0.55
$616
IBI
13
150
$0.55
$1,072.50
Printing and Postage
Firm
Total
Baker (B&W)
$50
Baker (Color)
$500
Hartwig
$50
IBI
$57.50
Summary of Deliverables
All deliverables will be delivered to the City by email unless noted otherwise.
• Monthly progress report and invoice (Baker)
• RFI response memos and coordinate log with CM
• Approved Equal memos and coordinate log with CM
• Shop drawing review and coordinate log with CM
• Working drawing informal review and coordinate log with CM
• Field questions response and coordinate log with CM
• Request for changes AutoCAD/CAD and pdf files (electronic and hard copy)
• Meeting Minutes
• As-Builts (pdf and AutoCad)
Errors and Omissions
Refer to section 4 of the original design contract dated 12/01/09.
14
1. Administration\Coordination
La Project Start Up
Firm
Meetings
Hours per Meeting per
person
Average number
of personnel
Total Hours
Total Cost
Baker
4
8
1.25
40
$ 6,626.09
Baker Coordination
Hartwig
1
8
1
8
$ 2,992.00
IBI- Architecture
1
8
2
18
$ 2,006.25
IBI— MIS\ITS
1
8
1
8
$ 663.79
la. Total
74
$ 12,288.13
l.b Weekly Construction Meetings
Firm
Construction
Meetings
Hours per Meeting per
person
Average number
of personnel
Total Hours
Total Cost
Baker
1
8
1
8
$ 1,398.41
Baker(phone)
2
3
2
12
$ 1,773.39
Aqua
1
3
1
3
$ 345.00
Jim Sell Design
2
3
- 1
6
$ 603.62
Hartwig
2
6
1
12
$ 1,628.00
Hartwig (phone)
2
2
1
4
$ 924.00
IBI- Architecture
3
8
2
48
$ 5,229.85
IBI—Architecture(phone)
3
4
2
24
$ 3,300.35
IBI— MIS\ITS
3
8
1.5
36
$ 2,987.05
IBI—MIS\ITS(phone)
3
4
2
24
$ 1,991.37
lb. Total
177
$ 20,181.04
l.c Pre -construction meeting
Firm
# Attending
Number of hours per person
Total Hours
Total Cost
Baker
1
8
8
$ 1,398.41
Hartwig
0'$
-
Sell
0
$
IBI -Architecture
1
8
8
$ 1,380.76
IBI — MIS\ITS
1
8
8
$ 663.79
It. Total
24
$ 3,442.95
1.d Partnering
Firm
# Attending
Number of hours per person
Total Hours
Total Cost
Baker
2
8
16
$ 2,364.52
Hartwig
8
0
$ -
IBI- Architecture
1
8
8
$ 670.40
IBI— MIS\ITS
1
8
8
$ 663.79
1d. Total
32
$ 3,698.71
Le Consultant Team Coordination
Firm
Meetings
Hours per Meeting per
person
Average number
of personnel
Total Hours
Total Cost
Baker
5
1
4
20
$ 2,424.57
Baker Coordination
10
1
1
10
$ 1,748.01
Hartwig
5
1
1
5
$ 1,075.56
IBI- Architecture
10
1
2
20
$ 2,147.71
IBI—MIS\ITS
30
1
1.5
15
$ 1,493.53
Aqua
1
1
1
1
$ 585.00
Jim Sell Design
2
1
2
4
$ 1,353.48
le. Total
75
$ 10,827.85
I.f Progress Coordination\Invoicing
Firm
Reports
Hours per Report per person
Average number
of personnel
Total Hours
Baker
5
1
1
5
$ 874.00
Progress Report Preparation
5
1
1
5
$ 874.00
If. Total
101
1,748.01
2. Technical Assistance
2.a RFI
Firm
Approx. number of
RFIs
Average number of hours per
RFI
Total Hours
Total Cost
Baker Admin.
38
0.5
19
$ 2,225.07
Baker Electrical
5
3
15
$ 1,900.77
Baker Station Structural
4
3
12
$ 1,218.09
Bakerother
5
2
10
$ 1,581.70
Aqua
1
2
2
$ 368.33
Sell
4
2
8
$ 1,414.67
Hartwig
4
2
8
$ 1,800.00
IBI —Architecture
37
4
148
$ 13,745.21
IBI— MIS\ITS
25
- 4
100
$ 10,573.82
2a.Total
322
$ 34,827.67
2.b Approved Equals
Firm
Approved Equals
Average number of hours per
equal
Total Hours
Assumed
Total Cost
Baker Administration
12
0.5
6
$ 805.22
Baker civil
1
4
4
$ 542.41
Baker electric
1
3
3
$ 380.15
Baker station structural
1
3
3
$ 304.52
Aqua
0
4
0
$ -
Sell
1
2
2
$ 451.16
IBI —Architecture
15
2
-
30
$ 2,318.82
IBI— MIS\ITS
5
2
10
$ 1,136.94
2b. Total
58
$ 5,939.23
2.c Shop Drawings
Firm
Number of Pre -
Shop Drawing
Meetings
Number of hours per Pre-
Shop Drawing Meeting
Number of People
at meeting
Pre —Shop Drawing
Meeting Hours
Total Cost
Baker
1
4
1
4
$ 632.68
Baker -Administration
3
4
1
12
$ 2,031.08
Aqua
1
2
1
2
$ 460.00
Sell
1
2
2
4
$ 902.32
IBI —Architecture
1
4
2
8
$ 861.36
IBI— MIS\ITS
1
4
1
4
$ 331.89
2c. Meetings Total
34
$ 5,219.33
Firm
Number of Shop
Drawings/Sample
Review
Number of hours per Shop
Drawing/Sample
Shop
Drawing/Sample
Review Hours
Total Cost
Baker (Girders)
1
16
- 16
$ 2,530.72
Baker(Structural—Architecture)
5
12
60
$ 6,090.47
Baker(Structural—Civil)
12
6
72
$ 11,388.22
Baker -Administration
68
0.5
34
$ 4,481.70
Aqua
0
4
0
$ -
Sell
2
4
8
$ 902.32
IBI— Architecture (Shelters)
10
- 12
120
$ 12,267.24
IBI—Architecture(other)
24
5
120
$ 12,267.24
IBI— MIS\ITS
22
4
88
$ 10,325.01
2c. Total
518
$ 60,252.91
2d. Contractor Coordination
Firm
Approx. number of
Instances
Average number of hours per
instance
Total Hours
Total Cost
Baker
8
2
16
$ 2,271.39
Hartwig
10
4
40
$ 4,214.00
2d. Total
56
$ 6,485.39
2e. LOMR\No Rise Certification
Task
Approx. number of
Instances
Average number of hours per
instance
Total Hours
Total Cost
LOMR
0
20
0
$ -
No Rise Certificates
6
6
36
$ 4,391.61
2e. Total
36
$ 4,391.61
2f. Environmental Support
Task
Approx. number of
visits
Average number of hours per
instance
Total Hours
Total Cost
Wetlands and NWP 14 Oversight
3
12
36
$ 3,635.88
Biological Surveys
0
20
0
$ -
2f.Total
I
I
1
1 36
$ 3,635.88
3.a Field Questions and Inspections
Firm
Approx. number of
Field Visits
Average number of hours per
visit
Average number
of people per visit
Total Hours
Total Cost
Baker
3
8
1
24
$ 3,771.22
Aqua
0
4
1
0
$ -
Sell
5
1
1
5
$ 454.27
Hartwig
3
8
1
24
$ 2,361.60
IBI —Architecture
3
10
2
60
$ 4,506.00
IBI— MIS\ITS
2
7
1
14
$ 1,161.63
3a. Total
227
$ 12,254.72
It Request for changes
Firm
Approx. number of
Changes
Average number of hours per
Change
Total Hours
Total Cost
Baker
3
16
48
$ 5,393.91
Aqua
0
2
0
$
Sell
2
2
4
$ 756.08
Hartwig
3
16
48
$ 4,014.00
IBI—Architecture
0
12
0
$ -
IBI—MIS\ITS
0
12
0
$ -
3c.Total
100
$ 10,163.99
4 Punch List
Firm
Approx. number of
Days
Average number of
personnel
Average number
of hours per
Change
Total Hours
Total Cost
Baker
0
2
8
0
$ -
Hartwig
0
1
8
0
$ -
IBI— Architecture
0
2
9
0
$ -
IBI— MIS\ITS
0
1
8
0
$ -
Total
0
$
5 As -built
Firm
Number of Sheets
Average number of hours per
Sheet
Total Hours
Total Cost
Baker(Admin)
0
0.05
0
$ -
Baker(Structural- civil)
0
0.5
0
$ -
Baker (Structural —Arch.)
0
1
0
$ -
Hartwig
0
0.5
0
$ -
IBI— Architecture
0
0.67
0
$ -
IBI—MIS\ITS
0
0.75
0
$ -
Total
0
$
Labor Summary by Firm
Hours
Cost
Design Contract
Value (DCV)
Percent of DCV
Baker
554
$ 75,058.23
$ 2,127,428.02
4%
Hartwig
252
$ 19,009.16
$ 424,686.00
4%
IBI Architecture
612
$ 60,701.18
IBI MIS
315
$ 31,992.60
$ 1,153,847.69
8%
Aqua Totals
8
$ 1,758.33
$ 43,930.00
4%
Sell Totals
41
$ 6,837.92
$ 120,385.26
6%
Total Labor
1782
$ 195,357.42
DBE Summary
Hours
Cost
Total =
1710
$ 187,329.93
Total DBE (Hartwig) =
252
$ 19,009.16
%DBE (Hartwig)=
15%
10%
Other Directs
Firm
Total
Baker
$ 1,787.50
IBI
$ 1,130.00
Hartwig
$ 666.00
Total
$ 3,583.50
Total Summary
Total Labor
$ 195,357.42
Total ODCs
$ 3,583.50
Total Contract Value
$ 198,940.92
Title: 7073 Mason BRT Protect Change order #10
Date: 8-10-12
CONTRACT CHECKLIST FOR NON-COMPETITIVE PROPOSALS (SOLE SOURCE)
Checklist Item
Contract File
Comments
Location
7) Independent Cost Estimate
The City made and documented an
YES
independent cost estimate before receipt of
proposals.
10) Unnecessary Experience and
Excessive Bonding
Unnecessary experience and excessive
NA
bonding requirements were not included in
this solicitation or contract documents.
11) Organizational Conflict of
Interest (OCI)
If there is an apparent or potential OCI the
solicitation contains provisions to eliminate or
mitigate the conflict (e.g. by inserting a clause
NO
that prohibits the contractor from competing
for the follow-on contract to the current design
or research contact) and OCI Certification is
submitted by the contractor.
12) Arbitrary Action
There was no arbitrary action in the
procurement process. (An example of
arbitrary action is when award is made to
NO
other than the contractor who most satisfied
all the City requirements as specified in the
solicitation and as evaluated by staff.
13) Brand Name Restrictions
Brand Name or Equal. When it is impractical
or uneconomical to provide a clear and
accurate description of the technical
requirements of the property to be acquired, a
"brand name or equal" description may be
used to define the performance or other
salient characteristics of a specific type of
property. The City must identify the salient
characteristics of the named brand that
NA
offerors must provide. When using a "brand
name" specification, the City does not need to
reverse -engineer a complicated part to
identify precise measurements or
specifications in order to describe its salient
characteristics. FT A's "Best Practices
Procurement Manual," (BPPM) contains
additional information on preparation of
specifications including examples with
specific language.
14) Geographic Preferences
The solicitation contains no in -State or local
NA
geographic preference except where Federal
statutes mandate or encourage them.
15) Contract Term Limitation
The contract period of performance for rolling
stock and replacement parts does not exceed
five (5) years inclusive of options without prior
NA
written FTA approval. For all other types of
contracts, the procurement file contains
evidence that the contract term is based on
sound business judgment.
18) Award to Responsible
Contractor
The City made a determination that it was
awarding to a responsible contractor
considering such matters as contractor
integrity, compliance with public policy, record
of past performance, and financial and
1. Y
technical resources.
2. Y
1. Appropriate Financial, equipment, facility
3. Y
and personnel. (Y/N)
4. Y
2. Ability to meet delivery schedule. (Y/N)
5. Y
3. Satisfactory period of performance. (Y/N)
4. Satisfactory record of integrity, not on
declined or suspended listings. (Y/N)
5. Receipt of all necessary data from
vendor. (Y/N)
19) Sound and Complete Agreement
This contract is a sound and complete
ORIGINAL CONTRACT DATED
agreement. In addition, it includes remedies
12-1-09
for breach of contract and provisions covering
termination for cause and convenience.
24) Clear, Accurate, and Complete
Specification
A complete, adequate, and realistic
specification or purchased description was
YES
available and included any specifications and
pertinent attachments which define the items
or services sought in order for the bidder to
properly respond.
38) Sole Source if other Award is
Infeasible
The contract file contains documentation that
award of a contract was infeasible under
small purchase procedures, sealed bids, or
competitive proposals and at least one
of the following circumstances applies:
(1) The item was available only from a single
source. (Verify prices are no higher than price
for such item by likely customers.)
(2) Public exigency for the requirement did
YES NUMBER 1
not permit a delay resulting from a
competitive solicitation.
(3) An emergency for the requirement did not
permit a delay resulting from a competitive
solicitation.
(4) The FT A authorized noncompetitive
negotiations.
(5) Competition was determined inadequate
after solicitation of a number of sources.
39) Cost Analysis Required
Cost analysis and profit negations were
performed (initial award and modifications)
And documented for price reasonableness
YES AND IN FILE
was established on the basis of a catalog or
market price of a commercial product sold in
substantial quantities to the general public or
on the basis of prices set by law or regulation.
40) Evaluation of Options
The option quantities or periods contained in
the contractor's bid or offer were evaluated in
order to determine contract award. (To be
NA
eligible for Federal funding, options must be
evaluated as part of the price evaluation of
offers, or must be treated as sole source
awards.)
42) Written Record of Procurement
History
The file contains records detailing the history
1. YES
of this procurement. At a minimum, these
2. YES SOLE SOURCE
records include:
3. YES
(1) the rationale for the method of
4. BAKER, FHU AND
procurement,
(2) Selection of contract type,
AECOM REVIEW
(3) reasons for contractor selection or
rejection, and
(4) the basis for the contract price.
43) Exercise of Options
The grantee exercised an option on this
contract adhering to the terms and conditions
of the option stated in the contract and
determined that the option price was better
NA
than prices available in the market or that the
option was a more advantageous offer at the
time the option was exercised.
If an option was not exercised under this
contract, check NA.
44) Out of Scope Changes
The grantee amended this contract outside
the scope of the original contract. The
amendment was treated as a sole source
YES
procurement (complying with the FTA
requirements for a justification, cost analysis
and profit negotiation).
45) Advance Payment Provisions
The contractor did not receive an advance
payment utilizing FTA funds and the contract
CORRECT
does not contain advance payment provisions
or, if it did, prior written concurrence was
obtained from FTA.
46) Progress Payment Provisions
The contract contains progress payments
based on costs incurred (as opposed to
percent of completion) and the contract
contains a provision giving the grantee title to
YES
property (materials, work in progress, and
finished goods) for which progress payments
are made. The contract may contain other
security in lieu of obtaining title.
47) Time and Materials Contracts
This is a time and materials contract; the
grantee determined that no other type of
NO
contract is suitable; and the contract specifies
a ceiling rice.
48) Cost Plus Percentage of Cost
This is not a cost plus a percentage of cost
NA
type contract.
49) Liquidated Damages Provisions
This contract contains liquidated damages
provisions and the assessment for damages
NO
is specified in the contract at a specific rate
per day for each day of overrun in contract
time.
50) Piggybacking
1) The file contains: Assignability provisions.
NO
2) The procurement file contains: Price
reasonableness determination.
56) Clauses
This contract contains the appropriate FTA
YES
required clauses.
Excluded Parties Search
YES
EPS run and include in the file.
of
F6rt�Coll'�
DATE: August 7, 2012
TO: Jim O'Neil
FROM: Terry Tyrrell, CPM
Planning, Development & Transportation
Engineering Department
281 North College Avenue
P.O. Box 580
Fort Collins, CO 80522.0580
970.221.6605
970.221.6378 - fax
fcgov. corr✓engine ering
RE: Mason Corridor (MAX) Bus Rapid Transit Project
Cost Analysis and Justification — Baker CO#10
Michael Baker Jr., Inc. (Baker) requires a supplement for the BRT project as the Project moves
from the design phase into the construction phase. The original contract did not include post
design services thus the need for this contract modification. The original consultant contract with
Baker had negotiated and agreed upon rates, overhead and profit. This cost analysis and attached
Independent Cost Estimate (ICE) used these previously agreed to hourly rates as a basis for
comparison for this change order.
The City of Fort Collins (CFC) and Baker met in early March to discuss the forthcoming
construction of the Project and the need for post design services from Baker. At that meeting we
generally discussed a scope of work which included consultant post design services such as
Technical Assistance, Project Administration, Design Team Coordination and Project Closeout.
All of these services would be managed by Baker the Prime consultant in the original design
contract with IBI, Hartwig, Aqua and Jim Sell Design being sub -consultants assisting Baker with
their respective disciplines or design elements.
The Technical Assistance aspect of the post design services from Baker and Team would include
set -vices such as Request For Information responses, shop drawing reviews, submittal
conformance reviews and approved equals review and approvals. Project Administration will
include overseeing the sub -consultants and general project coordination with CFC and other
Project Team members including the Contractor. As these consultant services are heavily
dependant on the Construction Manager and Contractor, the City requested Baker price the first
6 months of the construction phase. Upon the completion of the first 6 months of construction,
the City will renegotiate with Baker for the remaining construction activities and finally the
testing/startup and closeout phase of the Project.
I have prepared an ICE, which is in the amount of $204,833.88. hi preparing the ICE for this
change order, I used the original negotiated and agreed on contract personnel rates (rates include
overhead, fringe and profit) from Baker. For the ICE, I based the estimated number of hours to
perform this scope of services from the CFC Management Team's previous experience and the
City's expectations of the first 6 months of the construction phase of the BRT Project. We
developed a staffing structure based on the anticipated services needed from Baker during the
construction phase coincident with the contractor contract documents.. The ICE was based on the
City t C Follins
full time equivalent employee participation for the construction phase of the project to address
the above mentioned scope of work. As construction activities are largely outside the design
consultant's control a program cost rough order of magnitude (ROM) was used to generally asses
the change order budget and compare with the ICE based on a percentage of the full construction
phase duration and reduced to a 6-month timeframe.
A post design initial program estimate of 10% of the design contract value for construction phase
services in a design -bid -build project was collectively decided on from the CFC Management
Team for ROM estimating. The program estimate was derived from average understood industry
standard and was utilized as a starting point to help develop a ROM cost (note: standard ranges
from 5% to 20% based on the types of projects and their complexities based on past experience
and discussion with other project managers within the industry). 10% of the design fee (current
contract amount $3,956,171 thus 10% of current contract is $395,617) was the basis point
utilized to cross-check the ICE staff breakdown, time allocation and rate estimate for the
construction phase. This change order is for the initial 6-months of construction which will likely
be the most intensive Consultant and Contractor coordination effort period. Thus, we estimated
50% of the total anticipated construction phase budget would be used in the first 6-month
timeframe. As such, 50% of the $395,617 was used for rough comparison of the associated ICE
(50% of $395,617 is $197,808.50) which is in the range of both the ICE and the Baker proposed
fee for this scope of work.
Baker's initial change order request included fees for these services dated June 15, 2012 was
$766,560.02. CFC and Baker met on June 21, 2012 to discuss the scope of work (SOW) and
associated fees. Upon further negotiations and a generally agreed upon SOW Baker resubmitted
the change order request reducing the coordination hours, number of submittal reviews and
meetings to be for the initial 6-months of the Construction Phase, inline with the expectations of
CFC. This allows the CFC to better gauge and estimate the remaining portion of the Baker
construction phase contract. The revised change order request dated August 6, 2012 reduced the
budget to $198,940.92. This request was reviewed by CFC and the newly selected Construction
Management Team and further refinements were requested of Baker regarding clarifications of
the SOW. Baker resubmitted the amended SOW and fee on August 7, 2012 which is attached.
This modification was agreed upon by both the CFC and Baker SOW was clarified and the fee
did not change. As Baker's fee was below the original ICE and within 3%, CFC generally agreed
on CO#10 contract parameters.
The original ICE of $204,833.88 and the agreed budget for the Baker Construction Phase
Consulting Services of $198,940.92 is a difference of-$5,892.96 or -2.9%. As the construction
phase consultant services are primarily dependant on the Contractor's requests, CFC believes the
requested budget of $198,940.92, which is less than the ICE, is an adequate budget for these
support services for the first 6-months of Construction. However, a future change order will be
warranted due to additional SOW of requests from Baker as directed by CFC and/or their
representatives for the remaining duration of the Construction Phase. A 3% difference in cost
between the ICE and approved budget is minimal and CFC believes this budget is sufficient and
warranted for duration of CO#10.
Baker should be utilized for this particular work effort since it would be less cost effective to
have another consultant perform post design and construction phase consulting services and the
liability for others to perform this work would greatly outweigh any potential costs savings.
9
City of
Fort Collins
Baker has been a responsive design consultant and is fully capable of performing this requested
SOW.
Based on a collaborative approach to developing the SOW, negotiations of the SOW and
subsequent fees, I believe the requested Change Order 410 for the amount of $ l 98,940.92 is
appropriate for 6-months of construction phase design consultant support services for the MAX
BRT project. As such, I recommend approval of this fee estimate.
Terry Tyrrell, PE
MAX BRT Consultant Project Manager
,1
cc: Erika Keeton, Special Projects Engineer, CFC
Jim O'Neil, Director of Purchasing and Risk Management, CFC
7
City of
I. _ __ S
Date of Estimate: 10-Mar-12
Contract Type:'T&M with Cap
Existing Contract or PO (Y/N): Y
Michael Baker Jr., Inc. -Change Order # 10
Independent Cost Estimate
Mason Corridor MAX BRT- Post Design Services
Description of Goods (A) or Services (B):. 8
Provide supplemental consulting services for construction phase services (i.e. construction meetings, review of approved equals, shop
drawings. stommaler/800dplain coordination, environmental compliance. field questions and necessary technical inspections, request for
changes and as-builts). This ICE was developed based on the first 6-months of the Construcilon Phase. The remaining 18-months will be
contracted separately based on the performancefcost tracking for the first 6 months. Design Contract $ amount = 3,956,171.53. Labor
rates shown below are burdened vnth OH and Profit. Total Future Estimated timeframe 24 months (18.months construction 6 months
testingtstarfup and closeout).
I have obtained the following estimate from; .
Published Price List / Past Pricing (date)
Engineering or Technical Estimate (performed by)
Independent Third Party Estimate (performed by)
Other (specify) previous rates
Cost Estimate Details:
(Estimate calculated in US Dollars)
Cast of Standard Items
Product
Cost (Woa)
Cost($/ea)
Notes/Data Source
Delivered
INo Freight
Total
Cost of Servkes, Repairs, or Non -Standard Items
Item?ask:
Materials or Work Description
Other Direct
Costs
labor
Rate ($)
Months
Labor
Hours/Month
Total labor
hours
Allocated
Overhead
SG&A-
Profit
TOTAL
BAKER
ProjM r
$ 141.96
6
32
192
27,256.32
Admin
$ 120.20
6
8
48
5.769.60
Civil Engineer
$ 135.60
6
16
96
13,017.60
Structural Engineer
$ 158.17
6
12
72
11,388.24
Electrical Engineer
$ 126.72
6
8
48
6.082.56
Drainage Engineer
$ 123.35
6
16
96
11.841.60
Environmental
$ 101.13
6
12
72
7,281.36
CAD
$ 80.00
61
40
240
19,200.00
Hartwl
Pro' Mgr
$ 103.80
6
16
96
9,964.80
Engineer
$ 98.40
6
16
96
9,446.40
IBI
Pr ' M r
$ 123.90
6
16
96
11,894.46
San Architect
S 114.16
6
24
144
16,439.04
Architect
$ 93.98
6
24
144
13,533.12
Systems En
$ 105.74
6
16
96
10,151.04
Jim Sell Design
Pro Mgr/ Landscape Amnaect
$ 112.79
1 6
241
144
16,241.76
Aqua Engineering
Prof Mgr / Engineer
$ 97.50
6
16
96
9,360.00
ODC•s (3%of total contract
CO)
5.966.04
Total
204,833.88
L .r •sxtq. c.,,..r w na,+d.r,nn. aa«=«
Signature of Preparer.
/ Date:
Michael Baker Jr., Inc.
Scope of Design Services during Construction
7073 Mason Corridor MAX BRT
August 6, 2012
General
The work consists of professional engineering services required to support the City of Fort Collins (CITY)
and the City's Consultant Project Manager (CPM) in completing construction for the Fort Collins Mason
Corridor MAX BRT. The services consist of approximately 5.0 miles (3.6 miles fixed guideway, 1.4 miles
mixed street traffic and 12 stations) of Administration and Coordination, Technical Assistance, Post
Design Plan Modifications and Project Closeout Tasks.
The project will continue to be managed by the City and the CPM. The Consultant will also support the
City's construction manager (TBD). Project duration is anticipated to be approximately 24 months, July
2012 to June 2014. This scope of work is for services through December 31, 2012. Additional scopes of
work will be developed for calendar years 2013 and 2014 based on the actual 2012 usage and
forecasted usage in 2013 and 2014. We anticipate the contract value through December 2012 to be
$198,940.92.
Key Schedule Milestones:
• May 18, 2012 — Bid opening
• July 2012 — NTP
• July 2012 - Pre -Construction Meeting
• July 2012 — NTP for Construction Manager
• July 2012 — Partnering Session
• May 2014—Opening Day
• June 2014— Final As-builts submittal
• June 2014— Formal closeout
Work Description
The work Michael Baker Jr., Inc. (CONSULTANT) will perform is as follows:
This Construction Support Engineering Services scope of services will include the following tasks on an as
needed basis:
1. Administration and Coordination —weekly construction meetings, internal Consultant Team
meetings, and invoicing/project admin, pre -activity meetings
2. Technical Assistance —request For Information (RFI) responses, approved equal review, shop
drawing and mockup review, acceptance and conformance reviews
3. Post Design Plan Modifications — plan modifications due to changing field conditions and
changes requested by the City, stakeholders, or contractor
4. Proiect Close-out - Punch list support, as-builts, milestone deliverables
It is anticipated that the following firms will support this task with the following disciplines, as necessary:
• Baker— civil, signing and striping, bridges, retaining walls, utility, drainage, station
structural, electrical, and project management
• Aqua - irrigation
• Jim Sell Designs —landscape
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
• Hartwig and Associates — civil, signing and pavement marking
• IBI—architecture, MIS\ITS
The City has requested that the Consultant and its sub consultants provide engineering and architectural
support on an as needed basis to during project construction. The scope of services outlined in this
document represents an estimate of the support that may be requested of the Consultant Team. The
elements of this scope will be provided as an on -call service at the request of the City. Requests will be
placed through the Consultant Project Manager, who will then delegate to the appropriate team
member. Understanding that any delay in response could affect the progress of the contractor every
effort will be made to provide the City with rapid and efficient response throughout the remainder of
this contract. It is the goal of the team to provide a response confirming the delivery time, scope, and
hours of the on -call task within 48 hours of the consultants receipt of the initial request. Depending on
the complexity of the task, the delivery time may range from 48 hours up to four weeks with a goal
turnaround time of 7 calendar days for RFIs and a maximum 14 calendar days for shop drawing review.
The Consultant will emphasize the importance of a timely turnaround with its sub -consultants.
If the consultant or one of their sub -consultants cannot meet the agreed upon delivery time, they will
notify the City and the Contractor 24 hours prior to the original delivery deadline. Acceptable
justification for extending the deadlines is limited to:
1. Unresolved written requests for clarification from the City or Contractor
2. Circumstances beyond the consultants or their sub -consultants control
Written requests for clarification will include a new delivery time based on the receipt of said
clarification.
If the consultant or one of their sub -consultants do not meet the agreed upon delivery time established,
the City may hold the consultant or their sub -consultants liable for any damages claimed by the
contractor.
This scope of services has assumed an approximate number of requests and hours per request for each
task. The Consultant will track and report on all meetings and requests at the weekly construction
meeting as requested. Should The Consultant or its sub consultants anticipate they will exceed the
quantity or duration for tasks noted in the scope of services, they will immediately inform the City. If
the need to increase the quantity or duration of the tasks is due to circumstances that were not
originally known to the Consultant or its subconsultants, to the extent they affect the scope of services,
compensation, schedule or other material terms of this Agreement, the Consultant or subconsultant, as
the case may be, may call for renegotiation of the affected terms of this Agreement. Please refer to the
termination clause in the Master Contract if terms cannot be agreed to.
1. Administration and Coordination
The Consultant will be responsible for managing all engineering and architectural design
activities as requested by the City for the MAX BRT construction. Consultant activities include
overseeing all requested tasks and when requested meeting coordination, meeting minutes for
meetings attended, managing design and maintaining schedules and other tasks as requested.
a. Project Start Up (2 months)
Due to the timing of a CM selection, the consultant anticipates a larger role as requested for
the first two months of construction until the CM is fully embedded in the project. This role
Michael Baker Jr., Inc.
Scope of Services
7073 Mason Corridor MAX BRT Construction
August 6, 2012
will include attendance at the weekly construction meetings, regular coordination with the
City and being available to support the City with any contractor coordination.
Firm
Meetings
Hours per Meeting
per person
Average number
of personnel
Total Hours
Baker
4
8
1.25
40
Hartwig
1
8
1
8,
IBI - Architecture
1
8
2
16
IBI— MIS\ITS
1
8
1
8
Total Hours
72
b. Weekly Construction Meetings
Consultant representatives shall be available to participate in weekly construction meetings
that will be led by the CM. The Consultant shall attend the meetings in person or via
conference call and report on all action items. It is assumed that the consultant shall attend
a total of 45 meetings. Sub -consultants will attend upon request of the City (and consultant)
to report on technical issues. Consultant meeting assumptions include:
Firm
Construction
Meetings
Hours per Meeting
per person
Average number
of personnel
Total Hours
Baker
1
8
1
8
Baker(phone)
2(phone)
3(phone)
2
12
Aqua
1
3
1
3
Jim Sell Design
2
3
1
6
Hartwig
2
6
1
12
3