8.1 North Broadway Corridor Supplemental Agreement
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
1/12/2009
TIME
4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: APPROVED FOR
NO: 8 AGENDA:
DEPARTMENT OF PUBLIC WORKS
ITEM
NO. 1 BY: Daniel R. Stack BY:
Page 1
ITEM:
Consideration of Supplemental Agreement No. 5.1 with Bucher, Willis & Ratliff Corporation (BWR) for
additional construction engineering services on the North Broadway Corridor Project.
BACKGROUND:
The North Broadway Boulevard Corridor Project, included in the City's 2006 Capital Improvement
Program, was partially funded by the Kansas Department of Transportation (KDOT) through a Federal
Aid Surface Transportation Program (STP) Hazard Elimination System (HES) safety grant. The
project limits are from the Broadway/North intersection, along Broadway to the Broadway/Ninth/Pacific
intersection then along Pacific Avenue to the Santa Fe intersection.
The North Broadway Boulevard Corridor Project began in 2002. City engineering staff submitted an
application to the Kansas Department of Transportation for federal aid STP (HES) funding for fiscal
years 2004 and 2005 for three intersections that had high accident volumes and severity ratings. The
intersections were Broadway & North Street, Broadway & Ninth Street and Pacific Avenue and Santa
Fe. All three of these intersections had outdated traffic signal systems and intersection geometry that
made them eligible for this type of safety funding. In April 2003, the City of Salina was notified by
KDOT that all three intersections were selected for safety funding up to $1.1 million including the
possibility of roundabouts.
Upon receipt of that letter from KDOT, city staff determined that the project should be reevaluated as a
corridor to investigate options regarding the intersections, pavement repair alternatives, lane
configurations and potential driveway closures. This concept was outlined in a presentation at the City
Commission study session on April 28, 2003, and staff received approval to hire an engineering
consultant to complete a corridor analysis. Highlights of the Broadway Corridor Study were presented
to the City Commission in a study session on February 2, 2004. The study was then submitted to
KDOT for their review.
On May 24, 2004, the City Commission accepted a revised KDOT grant of $800,000 for the project.
The roundabout concept at the intersections was abandoned at that point. In addition, the City
Commission authorized a design contract with BWR for the remainder of the Broadway Boulevard
Corridor Project as presented in the Broadway Corridor Study. On June 19, 2006, the City
Commission approved the City-State Agreement with KDOT to allow the project to proceed to the bid
letting and construction. On July 27, 2006, a public forum was conducted for information sharing with
affected property owners and other Salina citizens. On October 16, 2006, the City Commission
approved the construction engineering contract with BWR. The KDOT bid letting took place on
Wednesday, October 18, 2006 with the low bidder being Pavers, Inc., of Salina in the amount of
$2,148,949.00. The Notice to Proceed was issued on February 19, 2007 and the project was finally
completed on November 25, 2008.
The original Supplemental Agreement No.5 for construction engineering services was negotiated with
BWR to provide all inspection services, material testing and shop drawing review as required by a
three-way Agreement between the City, BWR and KDOT for construction engineering. The estimated
CITY OF SALINA
REQUEST FOR CITY COMMISSION ACTION
DATE
1/12/2009
TIME
4:00 P.M.
AGENDA SECTION ORIGINATING DEPARTMENT: APPROVED FOR
NO: 8 AGENDA:
DEPARTMENT OF PUBLIC WORKS
ITEM
NO. 1 BY: Daniel R. Stack BY:
Page 2
not to exceed maximum fee of $373,981.94 for these services was calculated using 200 working days
as specified in the construction contract documents. On BWR's June 9, 2008 invoice, this maximum
amount was exceeded largely due to 138 days of weather and 24 days of City/State delays. For each
weather day, the contractor is allowed at least one recovery day to restore the site to the condition
before the weather event. BWR was still required to perform inspection and monitor traffic control for
these days that were not considered working days for the contractor. The City/State delay days were
for change orders on pavement repair work that needed appropriate City and State approval before
work could proceed. As stated in Section II B.1 of this three way contract, "...Approved time
extensions may also be cause for consideration of adjustments in payment, where warranted and
approved by the LPA." City staff requested a detailed breakdown of the additional days that could not
have been accounted for in the original scope. This information is summarized and detailed in the
attached letters from BWR.
This Supplemental Agreement 5.1 amounts to about a 170/0 overrun on costs for about an 810/0
overrun on days due to delay. Due to the cap on the KDOT grant, the City is responsible for all
construction engineering costs.
FISCAL NOTE:
If approved, funds for this supplemental agreement will be allocated from the bond proceeds allocated
to the project.
COMFORMANCE WITH STRATEGIC PLAN:
Goal 3: The City will provide the highest quality of services, consistent with governing body direction,
available resources and staff commitment to quality.
RECOMMENDED ACTION:
We recommend approval of Supplemental Agreement No. 5.1 for an amount not to exceed
$62,891.11 for the North Broadway Corridor, Project No. 85 U-2042-01 (City Project No. 03-1409).
cc: Glenn Knak, P.E., Bucher, Willis & Ratliff
BWR I Right in the Center
Octo ber 23! 2008
Mr. Dan Stack, P.E.! City Engineer
City of Salina
P.O. Box 736, 300 W. Ash
Salina, KS 67401
Re: North Broadway Corridor Construction Phase Services - Salina! Kansas
KDOT Project No. 85 U-2042-01
BWR Job # 2003-0285.02
Dear Mr. Stack:
With this letter and the encfosed Supplementar Agreement #5.1, we are requesting an increase in the upper Hmit
of the above referenced project. The project has experienced substantial delays due circumstances beyond our
control including very wet springs in 2007 and 2008. KDOT, through the LPA agreement with the City, has
required us to provide inspectors on the project during these delays.
The original contract was based on 200 working days. Following is a summary of the additional time spent on
the project.
Weather defays due to rain or recovery days
State/City delays waiting for approvals on Change Orders
Weather delays due to cold weather or frozen ground
105 days
24 days
33 days *
* Note: Inspectors worked part-time during the weather delays due to cold weather or frozen ground.
A detailed list of the dates and delays as recorded in the inspectors' diaries is attached. A detailed itemized
statement of amounts being claimed is also attached.
Upon approval of Supplemental Agreement #5.1, please sign and attest both enclosed copies, and retu rn one to
BWR. The other copy is for your files.
Thank you for your consideration of this request.
Sincerely,
::z CORPORA TI
Glenn D. Knak, P. E.
Principal
GDK/rp
Enclosures
BUCHER, WILLIS & RATLIFF CORPORATION
2335 East Crawford Street I Salina, Kansas 67401-3713 I P 785.827.3603 I F 785.827.3029 I www.bwrcorp.com
engineering I planning I architecture
Detailed Itemized Statement of Amount being Claimed by Consultant
Date:
KnOT Project No.:
City
County
CMS#:
BWR Project No.:
Date of Contract:
Notice to Proceed:
For Services from:
Billing Statement No.:
A. Direct Payroll
~
(Regular Hours)
G. Knak
D. Johnson
J. Fulkerson
M. leValley
F. Gray
S. Trowbridge
J. Drees
(Overtime Hours)
M. LeValley
F. Gray
October 22,2008
85 U-2042.01
City of Salina, Kansas
Saline
017071054
2003..()285.02
October 16, 2006
January 29,2007 Preconstruction Conference
06/03/08 to 10/07/08
17
O~~B
Please remit payment to:
2335 E. Crawford
Salina, KS 67401
785.827.3603
Iitle.
Hmu:s.
Rate ~ Io.tals.
52.88 423.04
44.48 200.16
30.06 0.00
22.30 2,609.10
18.00 9,144.00
25.00 950.00
0.00
13,326.30
33.45 0.00
27.00 1,647.00
1,647.00
Labor Total = 14,973.30
27,163.06
$ 42,136.36
~ .O~~
rt'J1 ~ 1\_ 42,523.17
7,016.68
~.85 $ 19/1BQ~,g --
f'~-\CI'*~ 'b $ 42,523.17 tJ4+ ~
$ 6,927.51
$ 49,063.87
Project Manager
Project Engineer
Project Engineer
Inspector
Inspector
hlSpector
Inspector
8.00
4.50
0.00
117.00
508.00
38.00
675.50
hlspector
hlSpector
0.00
"O__,~,.",,__,,^^,__5?!.:~
61. 00
B. Salary Related and General Overhead @ 181.41 % =
C. Total Payroll plus Overhead (A+B)
D. Net Fee
99.06%
Sup Agr#$. ,
0.9~
Previously Eanled
TItis Period
F. Dirtect Expenses
E. Total Direct PayrolL Overhead and Net Fee
Per Diem & Subsistence
Meals
Supplies
Personal Miles
Testing Equipment Rental
Mileage
Pickup
Misc. Tools & Supplies I Phone
0.00
0.00
0.00
days Ea. @ $
0.00
50.00
1,842.23
0.00
0.00
$1,842.23
Total Direct Expenses
Total Cost Claimed (E + F)
~ 1'2-4 h,..- .
$50,906.10
G?,873~
Carry over from Invoice 16
$58,779.26
Total this Invoice
Contract Information
Direct Salary
Overhead
Net Fee
Direct Expenses
Compensation Not to Exceed
Total Previously Eanled
Total This Period
Total Cost Claimed to Date
N:\20J3285\Iil1in~ - Construction Ph.5e\Broadw~y _li'.Kb
Supp. Agr. # 5.1
Total
$116,170.50
$210,930.78
$42,523.17
$4,357.50
$373,981.95
$135,350.50
$245,725.22
$49,539.85
$6,257.50
$436,873.06
$19,180.00
$34,794.44
$7,016.68
$1...900.00
$62,891.11
$381,855.11
$50,906.10
$432/761.21
~ ~
KANSAS
DEPARTMENT OF TRANSPORTATION
December 9, 2008
Kathleen Saba/ius, Governor
Deb Mille" Secretary
http://www.ksdot.org
85 U 2042-01
506112222
Saline County
RECEIVED
DEe 1 0 2008
ENGINEERING DEPT.
City of Salina
Attn: Dan Stack
P.O. -Box 736
Salina, KS 67402-0736 .
Dear Sir:
R.E. Consultant work / Non working day
As requested I have looked at diary entries for the dates in question. I have made notes of
activities noted in the diary on the attached sheets. Hopefully this helps.
If you have any questions please call 785-827-6286.
Sincerely,
Jean F. Istas
Construction Manager
Cc Karlton Place
Cindy Riechers
District
File
DISTRICT TWO - AREA FOUR - SALINA CONSTRUCTION OFFICE
Randy H. West, P.E., District Engineer. Karlton Place, P.E., Area Engineer
3825 Yost Dr.; Salina, KS 67401 · (785) 827~6286 · Fax: (785) 823-0851
TTY (Hearing Impaired): (785) 296-3585 · e-mail: publicinfo@ksdot.org
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BWR I Right in the Center
June 9, 2008
Mr. Mike Fraser
Director of Public Works
City of Salina
300 W. Ash Street
Salina, KS 67401
Re:
Project No.
BWR Job#
85 U-2042-01
2003-0285.02
Dear Mr. Place:
Enclosed is the completed Detailed Itemized Statement for Parttal Payment No.
for the above referenced project. This is being submitted in accordance with our
Engineering Agreement.
Please note that this in,voice exceeds the upper limit of our contract. We have incurred
and documented additional expenses on this project due to numerous weather delays
last spring. We will be submitting a request for an increas.e in the upper limit of the
contract to cover the additional expenses.
Please add our Vendor 'D Number (BWR Project No. 2003-0285.02) to your request
for payment. This will aid us in tracking the electronic payments/deposits.
Si ncerely,
BUCHER, WilliS & RATLIFF CORPORATION
/~
Glenn D. Knak, P.E.
Project Manager
GDK/jdr/ds
Enclosure
BUCHER, WilliS & RATLIFF CORPORATION
2335 East Crawford Street I Salina, Kansas 67401-3713 I P 785.827.3603 I F 785.827.3029 I www.bwrcorp.com
engineering I planning I architecture
16
"BROADWAY CORRIDOR"
CITY OF SALINA, KS.
PROJECT NO. 85U-2042-01
WO~GDAYSRECORD
BETWEEN "NOTICE TO PROCEED", ISSUED ON 2-20-07 AND 5-30-07, ONLY 29
WORKING DAYS WERE CHARGED OUT OF A POSSIBLE 70~ WO~G DAYS
POSSIBLE. THE CONTRACTOR WAS ON SITE MOST OF THESE DAYS TRYING TO
WORK ON NON-CONTROLLING ITEMS. CONTRACTOR COULD NOT WORK ON
GRADING, C&G, ROCK EX, AND SUCH ITEMS DUE TO RAIN, WET GRADE, AND TWO
FLOODING EPISODES (5-6-07 & 5..24-07)
NO WO~G DAYS CHARGED FROM 10-01-07 TO 10-16-07 DUE TO STATE DELAY
FOR CITY OF SALINA MAKING DECISION ABOUT PATCHING. CITY COUNCIL DID
NOT MEET FOR THE TWO WEEKS AND DECISION HAD TO GO THROUGH THEM.
CONTRACTOR CONTINUED WORK ON PROJECT. (12 POSSmLE WORKING DAYS)
THE FOLLOWING IS A LIST OF DATES FROM SPRING OF 2007, WHERE
CONTRACTOR ON SITE AND WO~G DAY NOT CHARGED DUE TO RAIN,
RECOVERY FROM RAIN, ETC:
MARCH APRIL MAY
3..12-07 4-02-07 5-02-07
3 -13 -0 7 4-03-07 5-06-07
3-14-07 4-04-07 5-08-07
3-15-07 4-04-07 5-09-07
3-20-07 4-05-07 5-10-07
3-21-07 4-09-07 5-15-07
3-22-07 4-10-07 5-24-07
3-27-07 4-11-07 5-30-07
3-28-07 4-12-07
3-29-07 4-16-07
3-30-07 4-17-07
4-18-07
4-19-07
4-20-07
4-24-07
4-25..07
4-26-07
4-27-07
4-30-07
MARK E. LEV ALLEY
PROJECT INSPECTOR