HomeMy WebLinkAboutCity Manager AnnouncementsCITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh, Wisconsin
54903 -1130 City of Oshkosh
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MEMORANDUM
DATE: August 6, 2009
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager,., A'
RE: Award of Engineering Services Agreement
Design Services for the Oakwood Road — Badger Avenue Area Storm Water
Detention Basin / AECOM Technical Services. ( AECOM)
The Department of Public Works requested a proposal from AECOM Technical Services to
prepare a Clean Water Fund Grant Application, conduct design level survey, prepare
construction documents, and conduct soil borings for the Oakwood Road — Badger Avenue
Area Storm Water Detention Basin. This detention basin was recommended as a part of the
City Wide Storm Water Management Plan as one of the most feasible locations to construction
a facility to help the City meet the DNR Municipal Pollution Reduction Requirements. This
facility will also provide flood control benefits to the Sawyer Creek Watershed.
AECOM was chosen due to their history and experience in storm sewer system modeling, and
pollutant reduction modeling for the City of Oshkosh. With the recently completed City Wide
Storm Water Management Plan, AECOM has the basic watershed characteristics, storm sewer
system, and pollutant reduction models created that will be utilized with this project. The cost of
these design related services is estimated not to exceed $60,640.
Section 12- 10(D)(5) of the Municipal Code provides that professional services of a specialized
nature, including engineering services, may be approved by the City Manager without the use of
formal, sealed quotes. In accordance with 12 -10(E) of the Code, I am hereby submitting this
report regarding this contract award. Funding for these services is available in the Storm Water
Utility.
Please contact me if you have any questions concerning this contract award.
MAR/j er
I: \Engineering \09 -21 Oakwood Rd Storm Water
Facility\ Project_Information\Reports\Memo from Mark R Oakwood Rd
Design 080609.doc
Page 1 of 1
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CITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh
Wisconsin
549903 -103 -1130 130 City of Oshkosh
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MEMORANDUM
DATE: August 6, 2009
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager- a 04 � ''✓
RE: Amendment to Agreement for Sawyer Creek Watershed Storm Water
Management Plan /Strand Associates (Strand)
The Department of Public Works previously entered into an Engineering Services Agreement
with Strand to perform a detailed planning level study of the Sawyer Creek watershed. Through
the performance of the original and previously modified Scope of Services of this agreement, it
has become apparent that additional services are required in order to complete the study. The
additional services include:
1. Incorporate Oakwood Road — Badger Avenue Area Storm Water Detention Basin
concept design revisions based upon City correspondence with DNR.
2. Incorporation of DOT proposed bridge designs for Washburn Street, USH 41, and
Koeller Street. The bridge design was not available when the model was originally
constructed.
3. Incorporation of changes to Campbell Creek model made since Sawyer Creek model
was constructed.
4. Incorporation of a second Sawyer Creek Improvement alternative between Koeller Street
and Sawyer Street.
5. Incorporation of the June, 2008 storm event into the existing conditions model and the
two alternatives providing the most benefit based upon design storm modeling.
The cost of these additional services is estimated not to exceed $31,300. This amendment
would bring the total cost of the agreement to $155,900.
Section 12- 10(D)(5) of the Municipal Code provides that professional services of a specialized
nature, including engineering services, may be approved by the City Manager without the use of
formal, sealed quotes. In accordance with 12 -10(E) of the Code, I am hereby submitting this
report regarding this contract amendment. Funding for these services is available in the Storm
Water Utility.
Please contact me if you have any questions concerning this contract amendment.
MAR/j er
I:\Engineering \Storm Water Information \Sawyer Creek Watershed \Strand
Study \Contract Stuff\Memo from Mark R Sawyer Creek Amendment 4
680609.doc
Page 1 of I
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CITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh Wisconsin
549903 -1130 City of Oshkosh
3 -1130
—0—
OlHKQIH
MEMORANDUM
DATE: August 6, 2009
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager✓�a
RE: Amendment to Agreement for Libbey and Nicolet Watersheds Storm Water
Management Plan /AECOM Technical Services. (AECOM)
The Department of Public Works previously entered into an Engineering Services Agreement
with AECOM to perform a detailed planning level study of the Libbey and Nicolet Watersheds.
Through the performance of the original Scope of Services of this agreement, it has become
apparent that additional services are required in order to complete the study. The additional
services include:
1. Additional alternatives analysis.
2. Incorporation of selected private storm sewer systems.
3. Model revisions for outfall elevation error in computer records.
4. Wetland reconnaissance, identification and delineation on selected parcels (with owner
permission).
The cost of these additional services is estimated not to exceed $16,676. This amendment
would bring the total cost of the agreement to $58,176.
Section 12- 10(D)(5) of the Municipal Code provides that professional services of a specialized
nature, including engineering services, may be approved by the City Manager without the use of
formal, sealed quotes. In accordance with 12 -10(E) of the Code, I am hereby submitting this
report regarding this contract amendment. Funding for these services is available in the Storm
Water Utility.
Please contact me if you have any questions concerning this contract amendment.
MAR/j er
I:\Engineering \Storm Water Information\Libbey Avenue & Nicolet Avenue
Watersheds \Contract Stuff\Memo from Mark R Libbey & Nicolet
Amendment 1 080609.doc
Page 1 of 1
CITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh, Wisconsin
54903 -1130 City of Oshkosh
0
Of HKOJ'H
TO: City Manager Mark Rohloff ;g,K
FROM: Jon Urben, General Services Director
DATE: August 6, 2009
RE: Grand Opera House Project Cost Updates and Bid Review
As requested I'm providing you with an update of the Grand Opera House truss repair /fire
sprinkler project. This update will include a cost summary to date of the various work related to
this project, a review of the truss repair /fire sprinkler bids received on July 29, 2009, additional
funding sources and an estimated total project cost to complete this project. Tom Karrels from
TR Karrels & Associates SC has been our project representative on this project.
I. Project Costs to Date
Project costs to date include engineering, architectural, contractual, and equipment areas. The
total project cost to date is $260,200. A complete breakdown of all costs to date and their related
areas can be found in Addendum A of this packet. It should be noted the 2009 CIP included
$237,000 for the installation of the fire sprinkler system.
II. Review of the Truss Repair/Fire Sprinkler Bids
Bid specifications were prepared for the truss repairs and for the installation of a fire sprinkler
system. The bid specifications include the following:
• New steel roof trusses to reinforce existing wood timber trusses and reinforcement of the
entire existing roof framing system including replacement of deteriorated framing
members;
• Removal and replacement of existing attic floor / main hall ceiling system including
providing a new drywall / plaster ceiling finish;
• Removal of multiple layers of existing asphalt roof shingles;
• Installation of a new nailbase roof insulation system installed on top of the existing roof
framing / sheathing system;
• Installation of new asphalt shingle roofing with new copper gutter linings, flashings,
crickets, etc.;
• Installation of fire sprinklers, standpipes, fire pump and rework of existing fire sprinklers
to provide a complete fire sprinkler system throughout the entire building;
• Installation of a complete fire / smoke detection and alarm system;
• Installation of emergency egress lighting connected to the existing emergency generator;
• Replacement of the lighting fixtures in the main hall ceiling;
to
Installation of a new water service to the building sized to meet the requirements of the
fire sprinkler system and to replace the existing service which is near failure in basement;
Removal and replacement of all HVAC ductwork in attic area necessary for truss repair
and floor replacement;
Installation of new wall coverings at main hall ceiling to match existing wall coverings
which are being removed for installation of new work.
Being sensitive to the historic significance of the Grand Opera House the Wisconsin Historical
Society (WHS) was consulted in repair and restoration discussions for the bid specifications.
Several major WHS suggestions were reflected in the bid specifications including the
preservation /reinforcement of the existing timber trusses within the attic and the restoration of the
extensive wood soffits seen on the ceiling interior.
An alternate was requested within the bid specifications to deduct the wood soffit repair work
from the general contractor. Tom Karrels recommended this wood soffit repair deduct request in
the bid specifications for two reasons: 1) Until the trusses, roof framing and ceiling structure are
repaired it may be premature to predict the condition of the soffits after being raised 8+ inches.
Waiting until the repairs were complete could allow for a better analysis of the actual soffit repair
work required and thus remove some of the uncertainty out of the process, 2) The WHS believes
the work involved to remove /restore the historic and intricate nature of the soffits may be better
served by the experience of a professional conservator more knowledgeable in restorative
practices.
On July 29, 2009 four bids were received for the truss repair /fire sprinkler project. After a
thorough review of the bids and further discussion on the merits of postponing the bidding of the
wood soffit work until the roof repairs were completed, it was the consensus of the project team
that it would be in the best interest of the Grand Opera House to separate the wood soffit work
from the contract. As such, from reviewing the bid tab it would appear Boldt Construction would
be the low bid for the truss repair /fire sprinkler project at $1,379,000. The bid tabulation for the
project can be found in Addendum B of this packet.
M. Additional Funding Sources
A. We have confirmed with the State Building Commission that the State of Wisconsin
will provide up to 1/3 matching funds ($500,000 maximum) towards this project,
provided the City secure local funds for the balance. If funding is approved by the City
the formal council action is then forwarded to the State Building Commission, who
would then review the matter at their September 15, 2009 monthly meeting.
B. The Oshkosh Grand Opera House Foundation was able to secure a $5,000 grant from
the National Trust for Historic Preservation. These funds can be used to offset costs
associated with the decorative elements of the Grand interior.
IV. Estimated Total Project Cost To Complete
The estimated total project cost to complete this project includes the truss repair /fire sprinkler
system bid and estimates for the wood soffit repairs, architectural /engineering fees, decorative
elements and other incidental cost considerations.
A. Truss Repair/Fire Sprinkler Bid $1,379,000
It would appear Boldt Construction would be the low bid for the project with the
recommendation that the wood soffit repair deduct be removed from the base bid.
B. Wood Soffit Repairs $60,000
As noted it is recommended a professional conservator address the wood soffits after the
truss /roof /ceiling repairs are complete. This estimate is based on $50,000 in labor and
$10,000 in materials.
C. Architectural/Engineering Fees $38,000
TR Karrels & Associates architectural /engineering fees include construction observation
to ensure compliance with bid specifications, issue change orders, review pay requests,
review shop drawings, attend meetings and update groups as necessary.
D. Decorative Elements $50,000
A decorative elements group has been established to oversee the restoration/replacement
of the four major artistic canvas finishes and cove paintings not included within the bid
specifications. The group has representation from the Grand Opera House Advisory
Board, the Landmarks Commission, Grand staff, City staff and Architect Tom Karrels. If
project funding is approved there is the potential that decorative elements costs may be
offset by additional grant dollars from the National Trust for Historic Preservation.
E. Equipment Removal/Reinstallation $25,000
All 500+ Grand Opera House chairs and related staging, lighting and other equipment
will need to be removed and then reinstalled as part of this project. This process requires
Grand staff knowledgeable in proper removal of these items.
F. Contingency (15% of A -E above: $1,555,2000) $232,800
Given the historic nature of the Grand Opera House we would recommend a 15%
contingency amount be allocated to address any unforeseeable problems or issues during
the renovation.
Project Cost Estimate: $1,784,800
1/3 State Matching Funds: - ($500,000)
Historic Preservation Grant: - ($51000)
Total Project Cost Estimate: $1,279,800
ADDENDUM A
Approximate Costs to 08/02/2009
I). ARCHITECTURAL / ENGINEERING SERVICES
A. Initial field inspection analyze, truss repair designs.
This portion of project was start of sprinkler design which quickly revealed a major
structural problem with the timber trusses. HVAC had to be removed to repair trusses
and different structural options were designed and priced. Some repair material was
actually purchased.
■ Structural engineering.
■ Site investigation.
■ Drafting and detailing.
■ Meetings.
■ Research old drawings.
Total A: $ 19,000
B. Full scale exploration & evaluation of repair options.
While repairing trusses many other issues were found and a complete roof /attic review
was done.
■ Field inspection.
■ Structural engineering.
■ Cost estimating.
■ Code review.
■ Consultations with state agencies & Wisconsin Historical Society.
■ Wisconsin Historical Society report findings.
■ Meetings with City Staff & different boards.
Total B: $ 22,000
C. Design services for bid documents (plans & specs).
After considerable review and pricing repair options the bid package was completed
and bids were obtained. This phase includes services through design and bidding.
■ Sprinkler Designer $ 11,000
■ Structural Consultant $ 17,000
■ Architectural / Structural Services $ 78,000
■ Electrical Consultant $ 14,000
■ HVAC Consultant $ 5,000
Total C: $125,000
A/E Services Total: $166,000
II). GENERAL CONTRACTOR SERVICES
A. Emergency services and ongoing expenses relative to immediate truss repair.
■ Shoring install & monthly rental.
■ Removal & disposal of insulation.
■ Document & removal of HVAC & electrical components.
Cont'd
■ Temporary heat equipment and fuel use.
■ Lifting device & other equipment rental.
■ Material for first repair design of trusses.
■ Remove lighting.
Total A: $ 49,200
B. Exploration services for A/E to better understand condition of building.
■ Contractor exposed hidden components of structure for review by engineer.
Total B: $ 37,500
General Contractor Services Total: $ 86.700
III). OTHER COSTS
A. Historical Arts Consultants $ 2500
B. A/E Reimbursable
Blueprints /specs /misc $ 5000
Other Costs Total: $ 7,500
Grand Total: $260,200
ADDENDUM B
Bid Tabulation
Grand Opera House
Roof 1 Attic Framing Repair Fire Protection System
Bids Opened July 29, 2009
Base Bid Net Base Completion
Name Amount (Delete Soffit Work) Bid Amount Date
Boldt Construction
$ 1,529,000.00
$ (150,000.00)
$ 1,379,000.00
Feb 26, 2010
CD Smith
$ 1,680,000.00
$ 32,000.00)
$ 1,648,000.00
Apr 10, 2010
Fluor Bros
$ 1,399,000.00
$ (5,600.00 )
$ 1,393,400.00
6 Months
Miron
$ 1,675,973.00
1 $ (89,750.00
$ 1,586,223.00
Apr 30, 2010