HomeMy WebLinkAboutAECOM, Amendment to Contract 16-16 OM
AECOM 558 CNorth Main Street 920.235.03210
tel
AECOM fax
Oshkosh,Wisconsin 54901
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APR 2 1 ?016
April 20, 2016 01-i;HKOSH, tVISUOi\I'SIN
Mr. Jim Collins
Director-Transportation
926 Dempsey Trail I MnY 0 4 0 1 G
Oshkosh, Wisconsin 54903 E
Subject: Request for Contract Amendment Related to Design and Construction
Management for Proposed Parking Lot Improvements at Existing Lots
adjacent to the Seniors Center South, City Contract 16-16 Oshkosh,
Wisconsin—AECOM Project No. 60343686
Dear Mr. Collins,
Beginning in spring 2015, AECOM Technical Services, Inc. (AECOM) has worked with the City of
Oshkosh (City)to perform site investigations, design, and permitting for the two parking lot areas at
the Seniors Center South. These tasks resulted in a set of construction documents which were
used to solicit bids from contractors. The bid opening was held on February 2, 2016,with Vinton
Construction Co. (Vinton) as the low bidder. Their bid of$719,680.11 was approximately$250,000
below the project estimate. Based on the schedule provided by Vinton, we anticipate construction
will start May 9, 2016, with the goal of completion by August 1, 2016.
During development of the construction documents,AECOM was asked to provide a number of
services that were beyond our original proposed scope. Additionally, we now have a construction
schedule (provided by Vinton), upon which we can base a scope of services and timeframe for
construction-related services. The Vinton schedule estimates approximately 14 weeks of
construction activity.
This contract amendment request details the beyond-scope services we performed at the City's
request during design, and provides our proposed scope of construction-related services.
Beyond-Scope Services
As described in our March 9, 2015 proposal, our original scope of services included:
1. Geotechnical and Environmental Subsurface Investigation.
2, Feasibility Study for use of pervious pavements, in lieu of bio-filtration.
3. Final Design and Preparation of Plans and Special Conditions suitable for bidding using
City Standard Specifications and contracts.
4. Permit applications and a Site Plan approval submittal.
5. Bidding Assistance.
6. Construction Monitoring/Management for 5 weeks.
60343686_Senlors Center Parking Lot Amendment Request 1.docx
AECOM 2
The following is a brief chronology of project development, and the requested changes.
The project was initiated in April 2015; Tasks 1 and 2 were completed by end of April 2015. At that
time,AECOM was directed to prepare design pians utilizing pervious pavement in the South Lot,
and an in-lot bio-filter arrangement in the North Lot. AECOM was also requested to incorporate the
design of a 48-inch diameter storm sewer from North Campbell Road to the Fox River, and obtain
the necessary Chapter 30 permit approval for this new outfall. Upon review of preliminary
documents in June, the City determined that the current trash storage area needed to be relocated.
In order to facilitate that relocation, the City requested AECOM to add a dumpster enclosure and
review multiple locations for that enclosure. Additionally, the City requested that the bio-filter be
relocated into the grassy area to the east of the north portion of the parking lot, re-arrangeleliminate
the bike path route, and add the reconstruction of the Riverwalk segment from the Seniors Center to
Wisconsin Street. From July through December 2015,AECOM prepared revised versions of the
design documents and submitted these for Site Plan Review on four separate occasions. Each Site
Plan submittal incorporated slight changes in the design including:
• Addition of the dumpster enclosure three options; Final option required changes to grading
and site layout.
• Design and bidding document changes related to adding the 48-inch Storm Sewer.
• Preparation of a legal description for an easement document for the 48-inch Storm Sewer.
• Multiple options for various types of storm water control(bio-filter layout) in North lot)
• Conceptual plans for land acquisition from the technical college to add additional parking
spaces to the South Lot.
• Further revision of bike path routes.
• Revising plans to facilitate the construction in one construction season, rather than phasing
over two construction seasons.
• Addition of porous concrete as an alternative to porous asphalt pavement.
• Addition of Pave-Drain System (Construction Bulletin No. 1) in lieu of the porous asphalt or
concrete.
• Addition of electrical plans (originally to be provided by City).
• Updating bid documents to incorporate the updates to the 2016 City Standard Specifications,
City Site Pian approval, City Planning Commission approval, and all WDNR permits(Chapter 30
approval and Construction Site Storm water Discharge)were obtained by late 2015. Plans and
Special Conditions were finalized in January 2016 with bidding in late January/early February 2016.
Proposed Construction-Related Services
AECOM's March 9, 2015 proposal included a budgetary fee to provide construction services,
assuming a five week construction time frame and survey stake out by AECOM. A five week time
frame was proposed as we understood only one of the lots would be constructed in 2015, with the
second lot being constructed in a following year(as City funds allowed).
As bid, both the South Lot and North Lot will be constructed in one construction season. Vinton has
provided their proposed construction schedule which conforms to scheduling requirements set forth
in the construction documents. Their schedule indicates start of the project in early May,
K Trojects%0343686_Senior Center Packing Lot1100-CONTRACT1105-Contract Modifications%0343686_Seniors Center Parking Lot
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Ar=COM 3
completion of the South Lot by June 13, 2016, and completion of the North Lot by August 1, 2016,
This is approximately 14 weeks of construction. In an effort to reduce external costs for this project,
James Rabe indicated that the City will assume survey staking responsibilities.
AECOM proposes to provide construction services and management over this time frame on a part-
time basis, with more on-site time devoted to those activities critical to final performance of the
project. This is the same approach utilized for successful completion of the Riverside Park Parking
Lot in 2014-2015. This will be accomplished as described below.
Provide a Resident Project Representative (RPR)to coordinate/monitor/document construction, and
work with the City and Contractor on administration issues. Provide part-time field and laboratory
testing to document compliance or noncompliance with project pians and specifications.
A summary of tasks is provided below.
• RPR full-time observation of:
o Site Grading to remove Solid Waste Material;
o Storm Sewer and Water Main relocation;
o Pave-Drain Installation;
o Asphalt Pavement installation.
40 RPR part-time observation of:
o Grading;
o Concrete Work;
o Dumpster Enclosure;
o Electrical Installation;
o Bio-filter;
o Riverwalk Reconstruction;
o Pavement Marking;
o Restoration and Cleanup.
• Provide part-time on-site testing staff, as needed during the project.
• Work as interface between stake holders and contractor.
• Review contractor's progress schedule, schedule of submittals/submissions, and schedule of
values prepared by contractor, and consult with the City concerning their appropriateness.
• Serve as the liaison with the City and contractor, and assist the contractor in understanding
the intent of the contract documents.
• Review contractor submittals and material samples for conformance with contract documents,
and notify the City of their availability for examination and non-conformance.
+ Conduct site observations of the work in progress, determine if the work is generally
proceeding in accordance with the contract documents and that completed work conforms to
the contract documents.
• Transmit to contractor the City's clarifications and interpretations of the contract documents.
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AECOM 4
• Maintain correspondence files, reports of job conferences, shop drawings and sample
submissions, reproductions or original contract documents including all addenda, change
orders, field orders, and additional drawings issued subsequent to the execution of the
contract.
• Maintain reports for the construction contract recording hours on the job site;weather
conditions when on the job site; data relative to questions of extras or deductions; list of
visiting officials, representatives of manufacturers, fabricators, suppliers and distributors;
daily activities; decisions; observations in general; and specific observations in more detail
as in the case of observing test procedures.
• Record names, addresses, and telephone numbers of the general contractor,
subcontractors, and major suppliers of materials and equipment.
• Prepare necessary field modifications and change orders in accordance with instructions of
the City. Field modifications are conditions that require no adjustment on the contract cost
or time of completion. Change orders require modification of cost and/or time of
completion.
• Furnish the City with monthly reports of progress of the work and the Contractor's
compliance with the approved progress schedule. Attend weekly progress meetings at the
jobsite with the City to discuss progress of work. Keep the City informed of any expected
delays in progress schedule.
• Report to the City whenever RPR believes any work is unsatisfactory, faulty or defective, or
does not conform to the Contract Documents, and advise if work should be corrected or
rejected.
• Where applicable, witness field testing of the facilities furnished under the contract to assist
in determining conformance with the contract documents.
• Notwithstanding that it is the contractor's sole responsibility for job site safety,AECOM will
report immediately to the City the occurrence of any accident it is aware of.
• Review applications for payment from the contractor for compliance with the established
procedure for their submission, and forward with recommendations to the City noting
relation to the schedule of values,work completed, materials and equipment delivered at
the site, but not incorporated in the work.
• Before AECOM issues the"Certificate of Substantial Completion,"submit to the contractor
a list of observed items requiring completion or correction.
• Conduct a final inspection in the company of the City and contractor, and prepare a final list
of items to be completed or corrected.
• Provide Field and Laboratory material testing to document conformance with plans and
specifications. At this time we anticipate gradation testing of gravel fill, compaction control
testing, cast-in-place concrete placement monitoring.
• Provide photo documentation throughout the construction period.
• Provide vehicles, necessary equipment, and material for inspection.
• Provide four site visits by Engineering design team during construction to verify design
criteria.
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AECOM 5
Construction Staking: Survey staking associated with earthwork grading, alignments, approaches,
storm sewer grades, pavement and lighting will be provided by City survey crews.
As-Built Record Plans: Pertinent information recorded by the RPR, along with surveyed elevations
of key features (such as pipe inverts, curb and surface grades, etc. recorded by City survey staff.)
will be drafted onto the plan set and noted as "As-Built Record" information.
Deliverables:Correspondence and submittal information as described in this task scope.As-Built
Record plan set in AutoCAD format and pdf.
AECOM proposes a construction management team comprised of:
Paul Timm -Project Manager
Tim Wolf—Project Meeting and Submittal Manager
Mark Van Der Wegen—Resident Project Representative(RPR)
Project Fees
A total of$79,100.20 has been invoiced or accrued on a Time and Materials basis for all work on
this project through April 4, 2016. Please note this amendment request does not include
approximately$2,250 of Mark Van Der Wegen's time (25 hours)associated with preparing bidding
documents based on a discussion with Mr. James Rabe. AECOM will not bill this time to the
project.
We estimate a fee of$80,960.00 for the Construction-related services, based on a 14 week
construction timeframe.
The following table summarizes our fees invoiced or incurred thru April 8, 2016, the proposed
construction-related work, and current authorized budget. This results in a Contract Modification of
$80,835.20.
Description Estimated Fee
Invoiced/Accrued through April 8, 2016 $79,100.20
Proposed Construction-Related Services(attached Excel estimate) $80,960.00
Total Fee Estimate: $160,006.20
Original Proposed Fee Estimate (March 9, 2015 proposal) $79,225.00
Total Requested Contract Modification: $80,835.20
Terms and Conditions
Services described in this amendment will be performed on a time-and-expense/unit-cost basis per
the attached CM Fee Estimate dated 4112116. The on file 2016 Negotiated Fee Schedule and 2009
Negotiated Terms and Conditions of Service indicate the unit prices and terms for various elements
of service we expect will be utilized to provide the services outlined in this amendment.
K%Projecis160343686_Senior Center Parking LoW00-CONTRAGT1105-Contract Modifications160343686_Seniors.Center Parking Lot
Amendment Request i.doex
AECOM 6
Please indicate your acceptance of this amendment by having an authorized individual of your
organization execute the attached Authorization Form and return it to our Oshkosh office. If you
have any questions regarding the proposed scope of services and corresponding costs, please
contact us at your convenience.
Sincerely,
Paul F. Timm teven FR. Schubring, P.G.
Account Manager Operations Manager
Attachments: Authorization
CM Fee Estimate
K,Trojects160343686_Senior Center Parking Lot1100-CONTRACT1105-Contract Moditicatfons%0343686_Seniors Center Parking Lot
Amendment Request 1.doox
cOM 558 North Main Street 920.235.0321
tel
Afax
Oshkosh,Wisconsin 54901
Amendment Authorization
April 20, 2016
1 hereby certify that the necessary provisions have been made to pay the liability which will
accrue under this contract.
I hereby authorize AECOM to proceed with the scope of work outlined in the amendment for
Contract Modification Related to Design and Construction Management for Proposed Parking Lot
Improvements at Existing hot adjacent to the Senior Center South, City Contract 16-16 Oshkosh,
Wisconsin as described in AECOM's proposal OPP-355868 dated March 9, 2016 and the
amendment request dated April 20, 2016 with a revised budget authorization of$160,006.20
under the general terms and conditions specified in the proposal and amendment request.
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Signal re Date
Mark A Rohloff
Print Name
City Manager
Title/Organization
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S gnature Date
Pamela R. Ubrig;
Print Name
City Clerk
Title) anization
Sign ur Date
Lynn A. Lorenson;
Print Name
City Attorney
Title/Organization nn II
A\b m &A�l , U� 1�
Signature Date
Trena Larson
Print Name
Director of Finance
Title/Organization
K TrojectsW343686_Senior Center Parking LotXI CO-CONTRACTI1 D5-Contract ModificationsM343666_Seniors Center Parking Lot
Amendment Request i.docx
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