HomeMy WebLinkAboutCHANGE ORDER - BID - 7023 SOUTH TRANSIT CENTERCHANGE ORDER NO. 7
P.O. 9101089
PROJECT TITLE: Transfort Maintenance Facility Expansion
CONTRACTOR: Aller-Lingle-Massey Architects P.C.
WORK ORDER NUMBER: A1-01-2010 (Amended)
DESCRIPTION: Design of two additions to the Transfort Maintenance Facility; bus storage area on the North
and addition to the bus chassis wash on the South. Also includes the addition of a concrete apron on the
North for bus driver training and various modifications to the site and existing building.
1. Reason for change: Incorporation of additional Architectural and Engineering Services.
2. Description of change: Provide additional architectural and engineering services for Phase 3
Construction Administration services and for revision of the berm at the east property line.
3. Change in Contract Cost: $41,596.00 NTE
4. Change in Contract Time: 0 Days
ORIGINAL CONTRACT COST $46,350.00
R
TOTAL APPROVED CHANGE ORDERS $36,833.00
TOTAL PENDING CHANGE ORDERS 0.00
TOTAL THIS CHANGE ORDER $41,596.00
ADJUSTED CONTRACT COST $124,779.00
REVIEWED BY: —'l F J-
Mason Corridor
V
ACCEPTED BY
APPROVED BY
cc: Contractor Purchasing
Architect Project File
Project Ma
Facilities Project Manager
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AL! ER • UNGLE • MASS
EY �
ARCHITECTS AA
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hl4Nlin.:�
P.C. i f M
July 2, 2012
Mr. Ron Kechter
City of Fort Collins
P. 0. Box 580
Fort Collins, CO 80522-0580
RE: Change Order Proposal - Phase 3 Construction Administration
Transfort Maintenance Facility Expansion
City of Fort Collins, Colorado
Project No. 0843.10
Dear Ron:
As requested by the City of Fort Collins and Transfort, we are submitting this change order request to add
Phase 3 construction administration services for the Transfort Maintenance Facility Expansion. The
construction period is anticipated to be 10 months. The following scope of work is included in this proposal:
BiddinVNegotiation Phase: Assistance to the Owner during the bidding phase including attendance at a
Pre -Bid Conference, responding to Contractor questions and issuing addenda.
Construction Administration Phase: Perform field observations of the work in progress during
construction with written reports to the Owner, attendance at a Pre -Construction Conference, attend
weekly site meetings with the Contractor and Owner's representative, review of shop drawings and
submittals, issuance of Architect's supplemental instructions (ASIs) and responses to Contractor's requests
for information (RFIs), issuance of change orders, review of Contractor's pay requests, final punch list
inspection and assistance with project closeout. For purposes of this Proposal, field observations by our
Consultants are proposed as follows:
a. Civil Engineering:. 3 site visits.
b. Landscape Architecture: 3 site visits.
C. Structural Engineering: 4 site visits.
d. Mechanical Engineering: 4 site visits.
e. Electrical Engineering: 4 site visits.
Record Documents: Preparation of record documents upon the completion of construction of this project.
The proposed fees to provide this scope of work are as follows:
Jim Sell Design: 5 7,050.00
Loris Associates: $ 6,500.00
Abrahamson Engineering: $ 0.00
(CA Fee was approved in Phase 2 Change Order)
Electrical Systems Consultants: $ 3,200.00
Change Order Proposal - 2
Aller-Lingle -Massey Architects P.C.:
Principal - 37 hrs. @ $130/hr.: $ 4,810.00
Project Architect - 176 hrs. @ $88/hr.: $ 15,488-00
CAD Tech II - 28 hrs. @ S70/hr.: $ 1,960.00
Administrative 10 hrs. @ $50/hr.: $ 500.00
Reimbursable Expenses: S 900.00
Total: Not to exceed $ 40,408.00
Sincerely,
ALL%EER•LIINGLE•MASSEY ARCHITECTS P.C.
Matthew D. Newman, AIA, LEED AP
/MN
712 WHALERS WAY • BLDG. B, SUITE 100 • FORT COLLINS • COLORADO • 80525
(970) 723-1820 phone • (970) 223-1833 fax , ottice(¢aller-lingle-massey.com • www.aller-lingle-massey.com
Aller-Lingle -Massey Architects P.C.
City of Fort Collins Transfort Expansion
PROJECT CHANGE ORDER A
Project Name: TRANSPORT FACILITY EXPANSION Job Number: 2598.1
Client Name: ALLER-LINGLE-MASSEY ARCHITECTS Date: SEPTEMBER 23, 2011
Client hereby orders the following modification in the described scope of work or orders the following
additional services beyond the existing scope of work as defined in the contract: (describe work to be
- C-A[4L—, AiT� -L- 4 �ipsc- A PP 324=� ADj ST\ ENT-C Ll1D b4Vi�_ $600.0
INCLUDED IN A SEPARATE CHANGE ORDER v��� ��
ISTRATION
A. Perform appropriate field inspections of work in progress during construction
(three (3) five hour site inspection visits (including prep, travel and adm.)
B. Respond to requests for information,
C. Review shop drawings and submittals,
D. Prepare inspection final "punch list",
E. Prepare record documents upon the completion of construction of the project,
where applicable.
- CONSTRUCTION ADMINISTRATION (CIVIL):
o See attached for Civil Scope
The contract sum shall be modified by or the extra work contract amount shall be:
tThe Fixed Sum of �65040 $7,050
Other: $400.00 PER EACH ADDITIOAL SITE VISITS AS APPROVED BY CLIENT
NOT INCLUDED:
A. Attend a Pre -Construction Conference,
B. Issue change orders,
C. Review contractor's pay requests and issue certificates for payment,
D. Assist with project close-out.
$3,950.00
1 of 2
I
City of Fort Collins Transfort Expansion
The Client will be required to accept or reject in writimz each phase or requested change or addition to
the project to t:nstyre- _i repta " of the consequences of the requested chars.ge. This is to protect both
parties' interests and to help achieve Client satisfaction. A si�rncd Change Order Form muss BE
RETURN.E.D BEFORE ANY WORK IS TO BEDONE.
The contract sutra shall be modified accordingly or the extra work contract amount shall be determined
and provided to the Client in writing. If no precise method of adjustment has been determined at the time
the change is requested, then the contract sum shall be equitably adjusted within 30 days to compensate
JSD for the change at our contracted rates. The amount due JSD for any change shall be due upon
completion of the changed work. The time for completion of any existing contract shall be modified by
the estimated time required to complete the change or by an equitable amount of time if no time estimate
is available. JSD may request suitable verifications of funding for this change or extra work before work
commences or materials are ordered. r/ j
Authorization Signature (James L.. Sell) Date
Authorization Signature (Client)
Date
Jlibl SELL DESIGN! 153 WEST MOUNTAtN I FORT COLLINS, COLOR DO 40)24 970.434.1921 i Fax 970.434.2443
ZOl2
s,
September 29, 2011
Mr. Brian Williamson, ASLA, LEED AP
Jim Sell Design
153 W. Mountain Ave
Fort Collins, CO 80524
Reference: Transfort Facility Expansion — Construction Services
Letter Agreement for Civil Engineering Subconsultant Services
JVA Job No. 1802.1c
Dear Brian:
JVA, Incorporated
25 Old Town Square
Suite 200
Fort Collins, CO 80524
Ph: 970.225.9099
Fax: 970.225.6923
Web site:
www.jvajva.com
E-mail:
info@jvajva.com
JVA, Inc. (JVA) has estimated the scope of work and associated fees required to provide civil
engineering services to Jim Sell Design (CLIENT). The estimated scope and fees are for the
Transfort Facility Expansion project at 6570 Portner Road in the City of Fort Collins (City) as
part of your contract with Aller-Lingle-Massey Architects (ARCH) and Transfort (OWNER).
SCOPE OF WORK
The scope of services below is based on our discussions to date and review of the information
provided. We have assumed that the project approval by the City has been completed under Jim
Sell Design's original contract and any revisions to the project design will need to be negotiated
outside of this agreement. This agreement is to cover services requested during the construction
phase of the Transfort Facility Expansion project.
Based on this information and our understanding of the efforts required for construction
administration for transportation maintenance facility expansion sites, the civil engineering
services anticipated for this project include the following detailed tasks:
Bid and Construction Phase Services
Bid phase services include attendance at the prebid meeting. Services during
construction comprise of the review of product submittals, minor change order
documentation, and response to contractor information requests for civil engineering
related items. Any combination of four site meetings (construction kick-off meeting, site
observation visits, and/or punchlist meetings) will also be included during the work
progress. We have assumed that the CLIENT/ARCH will provide the lead on all the
bidding and construction services for this project.
2. Additional requests outside the attendance at the prebid meeting and the combination of
four site meetings will be performed as an additional service on a per visit. Each site
visit/meeting is assumed to consist of meeting preparation, travel time, 2- hour
attendance, and preparation of a site observation report or review of meeting minutes.
Record Drawings
1. Construction record drawings for Owner use and city approval will be produced from
contractor and surveyor submitted records. Any requested site visits for record drawings
BOULDER
FORT COLLINS
WINTER PARK
Transfort Facility Expansion — Construction Services
September 29, 2011
Page 2 of 3
outside of the visits stated above will be performed as additional services as referenced
above.
Pond Certification
The City will require a pond certification prior to the issuance of the Certificate of
Occupancy. This will need to be performed by a Colorado registered Professional
Engineer to verify that the pond performs and is constructed per design.. Surveyed as-
builts with pond elevations, which will need to include the outlet structure elevations,
pond grading elevations, outlet pipe elevations and size, emergency spillway width and
elevations, top of berm elevations, etc., will need to be provided by others. One site visit
is anticipated to verify that the outlet structure, orifice plate and water quality plate were
constructed per plan. Additional site visits will be performed as additional services as
referenced above.
BASIS OF PAYMENT
The basis of payment for the scope of work described above will be monthly billings based on
the percentage of lump sum completed to date, including reimbursable expenses. This amount
will not be exceeded without written authorization of the CLIENT.
Basic Civil Engineering Services*
Bid and Construction Services $ 1,800
Record Drawings $ 1,200
Pond Certification $ 950
TOTAL LUMP SUM FEE $ 3,950
*The fee compensation shown is the base fee to cover services stated above. Meetings and site
visits in addition to the anticipated visits will be billed at the given per visit fee. Based on the
meeting scope of services described above, the additional per visit fees shall be billed at
$400/visit.
These fees are based upon the above assumptions and our discussion to date. Services resulting
from significant changes to the project scope, significant bid alternate design, replatting,
significant site plan changes, additional design work or plans related to field conditions
discovered after plans are complete that could not have been reasonably foreseen, and added
review submittals or public hearings required for City planning department review and approval,
will be considered additional services and may require extension of the time scheduled for our
work. Environmental assessment or design efforts for contamination cleanup measures are not
included at this time.
SCHEDULE
We can begin working with your team immediately and plan to meet required project deadlines.
Re: Transfo,* Maintenance Facility Expansion
0
Subject: Re: Transfort Maintenance Facility Expansion
From: "PeterJ. Loris" <ploris@lorisandassociates.com>
Date: Fri, 23 Sep 2011 12:44:29 -0600
To: "Matt" <mnewman@aller-tingle-massey.com>
Matt those were upper end numbers. Would $6500 work?
Sent from my iPhone, hence the brevity...
On Sep 23, 2011, at 8:36 AM, "Matt" <mnewman(@aller-lingle-massey.com> wrote:
Pete -
Based on the scope of work involved I don't think I can get Ron to approve this
amount. I think we could get him as high as $5-6K for structural CA. Can you to
come down on these numbers?
Dave said he'll buy you lunch if you go over this amount.
Thanks -
Matt
Matthew D. Newman, AIA, LEED AP BD+C
mnewmanpaller-linele-massey.com
Aller-Lingle-Massey Architects P.C.
www.aller-lingle-massey.com
712 Whalers Way, Bldg. B, Suite 100
Ft. Collins, CO 80525
P: 970.223.1820
F: 970.223.1833
On 9/23/2011 8:08 AM, Peter 3. Loris wrote:
Matt, I am on a personal day today and didn't get a chance to write a more formal
proposal. I hope this is acceptable for now:
Shop drawing review. $3,000
Answer rfi's. $2,000
Site visits and reports. $4,000
PM and coord. $1,000
Total. $10,000
This doesn't include meetings such as pre -bid or pre -con.
Thanks, I look forward to seeing this one completed...
Sent from my iPhone, hence the brevity...
On Sep 22, 2011, at 10:03 AM, "Matt"<mnewman0aller-linele-massev.com> wrote:
Pete-
;
i
I have told Ron that we need two weeks from the time that he gets me a work
L of 3 9/30/20112:22 PM
Re: Transfort Maintenance Facility Expansion A ` .
14
order for the proposal I am trying to wrap up so that should give us sufficient
time for final coordination.
- Matt
Matthew D. Newman, AIA, LEED AP BD+C
mnewman(waller-linele-massey.com
Aller-Lingle-Massey Architects P.C.
www.aller-lingle-massey.com
712 Whalers Way, Bldg. B, Suite 100
Ft. Collins, CO 80525
P: 970.223.1820
F: 970.223.1833
On 9/22/2011 9:55 AM, Peter J. Loris wrote:
Matt, it is great that they didn't have any comments; however, I would
still like to review my plans once more because I was expecting a final
Iround of revisions. I know that I have a couple of things that I want
to address and did not have time to do so in the last submittal. What
lis the schedule for bid and construction?
-----Original Message -----
From: Matt [mailto:mnewman0aller-linele-massey.com]
Sent: Thursday, September 22, 2011 8:12 AM
To: Peter J. Loris
Subject: Re: Transfort Maintenance Facility Expansion
Pete -
We did but there were no comments related to our work. The comments we
received were related to adding IT scope to the project. I am trying to
get Ron a proposal for CA by end of day tomorrow. If I can get numbers
from everyone by mid day tomorrow I can make that happen.
Thanks -
Matt
Matthew D. Newman, AIA, LEED AP BD+C
mnewman(@aller-linele-massey.com
Aller-Lingle-Massey Architects P.C.
www.aller-linele-massey.com
712 Whalers Way, Bldg. B, Suite 100
Ft. Collins, CO 80525
P: 970.223.1820
F: 970.223.1833
On 9/21/2011 11:20 PM, Peter 3. Loris wrote:
I Matt. Did we ever get final comments from them? I was waiting for
comments so I could finalize my drawings.
fSent from my iPhone, hence the brevity...
2 of 3 9/30/2011 2:22 PM
Re: Transfrit, Maintenance Facility Expansion
j On Sep 21, 2011, at 3:54 PM, "Matt"<mnewman(@aller-lingle-massey.com>
wrote:
II Please assume 4 site visits in your proposal.
Thanks -
Matt
Matthew D. Newman, AIA, LEED AP BD+C
mnewman0aller-linele-massev.com
Aller-Lingle-Massey Architects P.C.
www.aller-lingle-massey.com
712 Whalers Way, Bldg. B, Suite 100
Ft. Collins, CO 80525
P: 970.223.1820
F: 970.223.1833
On 9/20/2011 3:19 PM, Matt wrote:
l Hello-
1111 spoke with Ron this afternoon regarding construction
administration services for Transfort. He is requesting a proposal for
our team to provide these services as opposed to the T&M method
requested previously. Can you please provide a proposal to provide this
scope of work? The construction period is anticipated at 8 months.
IThanks-
Matt
3 of 3 9/30/20112:22 PM
r
September 23, 2011
RE: 209-948
Mr. Matt Newman
Aller Lingle Massey Architects, P.C.
712 Whalers Way, Suite B-100
Fort Collins, CO 80525
Subject: City of Fort Collins Transfort Facility — Construction Administration
Dear Mr. Newman:
r'! engineering
Please include the following scope of work addition for the Transfort Facility to include
Construction Administration.
Construction Administration:
• Review shop drawings for conformance with contract documentation.
• Respond to requests for information and prepare necessary revisions to construction
documentation.
• Attend four site visits during construction and near completion of project for final walk-
through and punch list.
Electrical Engineering Fees:
Construction Administration $ 3,200.00
The fees for the construction administration services will be charged at an hourly rate not
to exceed structure; billed monthly utilizing the current contracted City of Fort Collins rate
standards. All additional services will be billable in addition to the fee amount and
charged at standard current City of Fort Collins contracted hourly rates.
Additional services will be billable at hourly rates and may include such items as
substantial system reconfiguration or expansion from the documents provided as basis for
design, redesign of the project after completion of the 100% Contract Documents,
attendance at additional project meetings, additional design or inspection functions,
project commissioning, and other changes in project scope. Such additional services
shall be provided only with prior authorization and approval.
Thank you for the opportunity to continue this project with you. If you have any questions,
please contact me.
Ily,
Kate Hodgsop i
Facilities PrcjecVManager
3540 JFK Parkway
Fort Collins,
Colorado 80525
970-224-9100
970-224-9137 (fax)
www.thinkESC.com
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ALLER + LINGLE + iMASSEY
ARCHITECTS _
P.C.
August 22, 2012
Mr. Ron Kechter
City of Fort Collins
P. 0. Box 580
Fort Collins, CO 80522-0580
RE: Change Order Proposal - Grading Revisions
Transfort Maintenance Facility Expansion
City of Fort Collins, Colorado
Project No. 0843.10
Dear Ron:
As requested by the City of Fort Collins and Transfort, we are submitting this change order request to revise
grading at.the east property line.
The proposed fees to provide this scope of work are as follows:
Jim Sell Design: $ 1,000.00
(See attached proposal)
Alter -Lingle -Massey Architects P.C.:
Project. Architect - 1 hrs. @ $88%hr.i $ 88.00
Administrative 2 hrs. @ $50/hr.: S 100.00
Total: Not to exceed $ 1,188.00
Sincerety,
ALLEAR-LIN�GLE•M�ASSEY ARCHITECTS P.C.
Matthew D. Newman, AIA, LEED AP
/MN
712 WHALERS WAY + BLDG. 6, SUITE 100 + FORT COLLINS + COLORADO + 80525
(970) 223-1820 phone - (970) 223-1833 fax + office@aller-lingle-massey.com • www.aller-lingle•massey.corn
il-
City of Fort Collins Transfort Expansion
PROJECT CHANGE ORDER #S
Project Name: TRANSFORT FACILITY EXPANSION Job Number: 2598.1
Client Name: ALLER-LINGLE-MASSEY ARCHITECTS Date: AUGUST 20,2012
Client hereby orders the following modification in the described scope of work or orders the following
additional services beyond the existing scope of work as defined in the contract: (describe work to be
performed)
- CIVIL GRADING ADJUSTMENTS TO BERMS AND STORM PIPING: $1000.00
The contract sum shall be modified by or the extra work contract amount shall be:
® The Fixed Sum of $1,000.00
The Client will be required to accept or reject in writing each phase or requested change or addition to
the project to ensure acceptance of the consequences of the requested change. This is to protect both
parties' interests and to help achieve Client satisfaction. A signed Change Order Form MUST BE
RETURNED BEFORE ANY WORK IS TO BE DONE.
The contract sum shall be modified accordingly or the extra work contract amount shall be determined
and provided to the Client in writing. If no precise method of adjustment has been determined at the time
the change is requested, then the contract sum shall be equitably adjusted within 30 days to compensate
JSD for the change at our contracted rates. The amount due JSD for any change shall be due upon
completion of the changed work. The time for completion of any existing contract shall be modified by
the estimated time required to complete the change or by an equitable amount of time if no time estimate
is available. JSD may request suitable verifications of funding for this change or extra work before work
commences or materials are ordered.
Authorization Signature (James L. Sell) Date
Authorization Signature (Client)
Date
JIM SELL DESIGN I FORT COLLINS, COLOR -ADO 80524 1970.434.19211 Fax 970.484.2443 1
,Fort'Collins Independent Cost Estimate - ALM Change Order No. 7
Date of Estimate: 24-Sep-12
Contract Type: Architect -Engineer
Existing Contractor PO (Y/N): 9101089
Description of Services (B): Provide additional architectural and engineering services for Phase 3 Construction Administration services
and for the revision of the berm at the east property line.
I have obtained the following estimate from;
Engineering or Technical Estimate performed by: Ron Kechter
Cost Estimate Details:
(Estimate calculated in US Dollars)
Cost of Services, Repairs, or Non -Standard Items
Itemrrask: Phase 3 Construction Administratinn cprvirec
Materials or Work Description
Other Direct
Labor
Labor
Labor
Costs
Rate ($)
Hours
Class
TOTAL
Architectural Services -
Submittal Review
$ -
$ 88.00
120
Pro'. Architect
$ 10,560.00
Architectural Services -
Submittal Review
$ -
$ 130.00
40
Principal
$ 5,200.00
Architectural Services - OAC
Meetings
$ -
$ 88.00
60
Pro'. Architect
$ 5,280.00
Architectural Services - CAD
Drafting
$ -
$ 70.00
40
CAD Tech II
$ 2,800.00
Architectural Services -
Administrative
$ -
$ 50.00
8
Administrative
$ 400.00
Civil Engineer Services -
Submittal Review
$ -
$ 125.00
28
Civil Engineer
$ 3,500.00
Civil Engineer Services - Site
Visits
$ -
$ 125.00
6
Civil Engineer
$ 750.00
Landscape Arcitecture -
Landscape
Submittal Review
$
$ 100.00
24
Architect
$ 2,400.00
Landscape Arcitecture - Site
Landscape
Visits
$ -
$ 100.00
6
Architect
$ 600.00
Structural Engineer Services -
Structural
Submittal Review
$
$ 85.00
64
Engineer
$ 5,440.00
Structural Engineer Services -
Structural
Site Visits
$ -
$ 85.00
8
Engineer
$ 680.00
Electrical Engineer Services -
Electrical
Submittal Review
$ -
$ 88.00
32
En ineer
$ 2,816.00
Electrical Engineer Services -
Electrical
Site Visits
I$- -
$ 88.00
8
Engineer
$ 704.00
Total
$ 41,130.00
Ilem/Task: Revision of the harm at the pact nrnnprty linty
Materials or Work Description
Other Direct Labor
Costs Rate ($)
Labor Labor
Hours Class
TOTAL
Architectural Services
$ $ 88.00
2 Pro'. Architect
$
176.00
Civil Engineering Services
$ 125.00
8 Sen. PM
$
1,000.00
Total
$
1,176.00
TOTAL $ 42,306.00
Signature of Preparer. ���C����.�.
Ron Kechter, P.E- ' -
DATE: September 24, 2012
TO: Jim O'Neil
FROM: Ron Kechter, Facilities Project Manager
RE: Transfort Maintenance Facility Expansion
Cost Analysis and Justification — ALM CO#7 — P.O. 9101089
ALM requires a supplement for the TMFE project for their Construction Administration
Services. Attached please find the proposed Change Order #7. I discussed the scope of this
tasking with ALM's Architectural PM and we agreed that what has been proposed is what it will
take to perform the CA services. I have prepared an Independent Cost Estimate (ICE) also
attached, which is relatively close in cost since the rates, number of site visits and scope were
mutually agreed on.
ALM also requires a supplement for the TMFE project due to the City requesting additional
changes to the Utility Plans to make the berm on the east side continuous to provide a complete
block of the views of the project from the adjoining neighborhood. I have prepared an
Independent Cost Estimate (ICE), incorporated with the CA services, which is relatively close in
cost since the rates and scope of work were mutually understood.
ALM should be utilized for this particular work effort since it would be less cost effective to hire
a different consultant to do this work as ALM has been engaged with this project from its
inception. In preparing my ICE for this change order, I used previous change order personnel
rates from ALM and compared them to other consultants doing similar consultant work and
found ALM's rates to be very reasonable. I based the estimated number of hours to perform
these services for the ICE on my understanding of the scope of services and previous experience
with ALM and many other projects of similar complexities.
Based on my experience, I believe the proposed Change Order #7 in the amount of $41,596 is
reasonable for the work proposed to be accomplished for the TMFE project. As such, I
recommend approval of this Change Order.
Ron Kechter, PE
Facilities Project Manager
John Stephen
From:
Sent:
To:
Cc:
Subject:
Ron Kechter
Wednesday, October 17, 2012 2:27 PM
Jim O'Neill; Sandy O'Brien
Erika Keeton; Keith.Meyer@ditescoservices.com; John Stephen
RE: Aller-Lingle CO#7
O j1-44"'/1S
r
Jim,
Per our discussion, I did talk with Aller-Lingle-Massey extensively before their submission of this proposal to
arrive at the scope of the architect/engineering support I wanted them to provide for the Construction
Administration services for this project. This proposal was actually the second proposal for these services,
since the first one they provided did not attain the level of services required. The hourly rates are set by the
contract and what I required was a certain number of hours for submittal review, site visits, meetings and
administration. In our discussions, we agreed on this scope before the proposal was submitted, which became
the basis for my ICE. As you can see there was some variation, but we were very much on the same page as
evidenced by the closeness of their proposal to my ICE. Please let me know if you need anything further.
Thanks, Ron
-----Original Message -----
From: Jim O'Neill
Sent: Wednesday, October 17, 2012 2:06 PM
To: Sandy O'Brien
Cc: Erika Keeton; Keith. Meyer(cDditescoservices.com; Ron Kechter; John Stephen
Subject: RE: Aller-Lingle CO#7
Ron, the ICE needs to be done prior to talking with the firm on any change orders. Was that done?
-----Original Message -----
From: Sandy O'Brien
Sent: Wednesday, October 17, 2012 2:02 PM
To: Jim O'Neill
Cc: Erika Keeton; Keith. Meyer(cDditescoservices.com; Ron Kechter
Subject: Aller-Lingle CO#7
Attached is CO#7 for Aller-Lingle. I enter Req #42864 for this today.
Sandy
Title: Aller Lingle Massy Transfort Maintenance Change order #7
Date:
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 dated 9- 24-12
independent cost estimate before receipt of
proposals.
10) Unnecessary Experience and
Excessive Bonding
Unnecessary experience and excessive
No
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
no
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
1. Y
of past performance, and financial and
2 Y
technical resources.
3. Y
1. Appropriate Financial, equipment, facility
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
agreement. In addition, it includes remedies
Yes change order
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
Change order
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
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
of this procurement. At a minimum, these
Originally submitted by RFP
records include:
Task order contract
(1) the rationale for the method of
Consultant has been responsive
procurement,
(2) Selection of contract type,
Hourly rates per task order
(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
no
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
Yes, this work is outside of the
amendment was treated as a sole source
original agreement
procurement (complying with the FTA
requirements for a justification, cost analysis
and profit ne otiation).
45) Advance Payment Provisions
The contractor did not receive an advance
payment utilizing FTA funds and the contract
no
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
No
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 .
EPS run and include in the file.
yes