HomeMy WebLinkAboutAGENDA REPORT 2000 0405 CC REG ITEM 11JITEM `
CITY OF MOORPARK
AGENDA REPORT
TO: The Honorable City Council
FROM: Kenneth C. Gilbert, Director of Publ:
CM1V OF MOORPARK, CALIFORNTA
of
DATE: March 24, 2000 (Council Meeting 4 -5 -00)
SUBJECT: Consider Approval of an Increase to the Amount of the
Fee for Construction Engineering Services for the Spring
Road Bridge Reconstruction Project
DISCUSSION
A. Background
On February 3, 1999, the City Council awarded the construction
contract for the subject project. The amount of the
construction contract was $2,352,424.60. The bridge was opened
to traffic on March 15, 2000. Construction continues on
additional work being done within the channel. It is
anticipated that the total project will be completed in May.
On December 1, 1999, the City Council increased the project
contingency from $235,242 to $588,105, to cover certain
anticipated construction cost increases.
B. Construction Engineering Services
The City retained the services of VCE Civil Engineering and
Surveying to provide Construction Engineering Services
(Contract Administration and Construction Inspection) for this
project. The negotiated fee for those services was $140,000,
an amount equal to less than 6% of the construction bid cost.
Typically Construction Engineering fees range from 10% to 150
of construction costs.
C. Construction Delays
As you know, the construction contract is expected to take
five to six months longer than originally expected. The causes
of the delays to the construction contract are the subject of
on -going disputes between the City and the contractor.
Spg_brg_ce_fee_0004 000211
Spring Road Bridge: C. E. Fee Adjustment
March 24, 2000
Page 2
D. Request for a Fee Increase
1. Reason: In the attached letter from VCE, it is requested
that the amount of the fee for Construction Engineering
services be increased to cover certain additional
unforeseen costs. Those additional costs are related to a
number of factors including:
• the additional Contract Time resulting from the above
mentioned delays;
• additional work required by a number of Contract Change
Orders and /or Extra Work Orders ( "Force Account ");
• additional time required to review, evaluate and manage
additional extra work being performed under "Force
Account ";
• input, review and approval of revised falsework plans;
• additional time related to the review of numerous
requests for additional information and /or claims for
additional compensation; and
• additional work related to the inordinate number of
Requests for Information (RFIs) and letters requesting
additional information and /or disputing administrative
actions taken.
2. Time: The total amount of the requested fee increase is
$92,540. [If approved, the total revised fee would be
$232,540.1 The amount of the requested fee increase is
approximately 56% of the original fee. It should be noted
that the amount of time that construction is now expected
to exceed the original Contract Time is approximately five
(5) months - coincidentally an increase of about 56 %.
Although it is not anticipated that all of this added time
will be approved as an adjustment to the Contract Time, it
has been and will continue to be necessary for the VCE to
provide Construction Engineering Services to the City
throughout the duration of the administration of the
project.
3. Percent of Construction Costs: There are a number of
outstanding unresolved requests for, and potential claims
for, additional compensation. Accordingly, it is not
possible to yet determine the final estimated construction
cost for the project. However, based upon the approved
"extras" to date, plus certain additional "extras"
anticipated to be approved in the near future, the current
"known" cost of construction is approximately $2,802,424
[$2,352,425 (bid) + $450,000 (extras) ] . Using that figure
the requested revised fee for Construction Engineering is
approximately 8.3% of total construction costs. As stated
earlier, Construction Engineering costs normally run about
10% to 15% of construction costs.
Spgbrg— ce_fee_0004 _
0002-
Spring Road Bridge: C. E. Fee Adjustment
March 24, 2000
Page 3
D. Budget Impact
The requested additional Construction Engineering costs, if
approved, will be authorized by way of a staff - approved line
item transfer from the construction contingency. Based upon
the current level of appropriations and approved costs to
date, there is no need to amend the budget at this time.
RECOMMENDED ACTION
Approve an increase to the fee amount for Construction Engineering
services for the Spring Road Bridge Replacement Project, in the
amount of $92,540, and authorize the City Manager to sign an
Amendment to the Agreement for said services to effect said
increase.
Spgbrg_ce_fee_0004 0 0 0 2.11
March 16, 2000
CIVIL ENGINEERING
SURVEYING
Mr. Ken Gilbert
City of Moorpark
799 Moorpark Avenue
Moorpark, CA 93021
Re: Job. #1207 - Spring Road Bridge Replacement
Request for fee increase to our contract
Inspection Contract and Administration Purchase Order #980505
Dear Mr. Gilbert:
Attached is an itemized. breakdown of the increase in fees and the work for which we
believe justifies said increase. In general the contract has run over -a total of three
months thus far and we expect it to go until at least April 19, 2000, which will be a total of
four months increase in length of contract. We had based our contract on the number of
hours of inspection and office time that we needed to provide given the nine calendar
months allowed the contractor for this project.
As you know most of the delay was caused and created by the extremely slow pile
driving. We had estimated he should have driven ten piles a day minimum. He wound
up driving an average of slightly over three. Yet, when reviewed in the totality, he drove
easily ten and twelve piles a day the last days of the contract.
• Extra days for one man for the contract will amount to an extra added 83 days
through April 19, 2000 for 8 hours a day @ $65.00 an hour for a total of $43,160.00.
• Office Support is 10% or $4,316.00
• Car allowance is 4 months @ $650.00 per month for a total of $2,600.00
• Extra man power required during the pile driving was 1 man for 53 days 8 hours a
day @ $65.00 an hour for a total of $27,560.00'
• We also were authorized and did a falsework design for a total of $4,900.00. We
checked two extra Falsework submittals caused by the delay for a total $3,800.00.
® Our original contract estimated 10% of the field time as office support. With the
contractor generating 50 R.F.I.'s, 98 letters (many of which were for claims),
numerous other letters averaging better than two letters a day, the total contract for
the office support time ballooned.
• On Change Order #5, alone, I spent a grand total of 55 plus hours. We estimate
from the hours shown on our office records that the increase in office time was well
in excess of 50% of our original estimate which would be $6,204.00 for the life of the
397 Mobil Ave., Suite 5 - Camarillo, California ® 93010 ® Phone (805) 388 -6460 . FAX (805) 388 -6456
nine month contract.
49CEMM.
Sincerely,
John Dickerson
JD:db
1207 — request for fee increase
-T.D-k-,N I ;
03/16/00 17:26 a 8053886456 UCE SERUICES P.04
EXTRAS FOR JOB #1207
A. For 4 months Extra contract time through April 15, 2000
1 Inspection 83 days x 8 hrslday x $65.00 $4 ,160.00
'Office support @ 10% of above 4,316.00
Car --4 months x $650 -00 /month 2,600.00
2 Extra for additional inspection 53 days x 8 hrslday x $65 00lhr. 27,560.00
During pile driving
3) Falsework Design - 4,900.00
4) Two extra Falsework submittals _ 3,800.60
checked
5) Additional office work 21 EWO's to date -
__._._. 51 RFI's
92 Letters (complaints and_for claims)
_ Extra for documentation of
EWO #5 & other force account
EWO's.
An additional 50% of original'
Allocation for office support
__ :...._. total
MAR 16 '00 16:40 6053886456
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