02-09-2015 Council Packet - Laserfiche WebLink

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r • , � BO I_TON 8� M � N K , I N C� � Consulting Engineers & Surveyors �� ; 2638 Shadow Lane, Suite 200•Chaska, MN 55318-1172 Phone(952)448-8838• Fax(952)448-8805 www.bolton-menk.com Februazy 2, 2015 City of Orono Attn: Adam Edwards PO Box 66 Orono,MN 55323 RE: Navarre Lighting and Sidewalk Rehabilitation Project Dear Adam: Although the project is not completed, we have reached our not-to-exceed limit($54,050)for engineering fees for the Navarre Lighting and Sidewalk Rehabilitation Project. With that in mind> we respectively request authorization for an additional $4,050 for construction administration services that will be required to oversee the project to completion. This amount accounts for time already spent on the project and the time estimated to oversee punch list completion and final documentation in the spring. There are several factors,which we believe were beyond our control, that have influenced the time necessary to administer this project: 1. The construction contract for the project provided for a substantial completion date of September 5"', which assumed that work activities for the sidewalk rehabilitation and the lighting replacement portions of the project would overlap. Although the sidewalk rehabilitation work began in July,the light poles were not delivered until September, which caused the overall construction schedule to extend into November. This additional contract time was not anticipated at the time our fee estimate was prepared. 2. The delay in pole delivery created additional project administration time associated with multiple communications and meetings with the contractor to discuss project progress and changes to the project schedule. 3. The original scope of work for the sidewalk rehabilitation portion of the project was prepared by City staff and the City's previous City Engineer/Public Works Director. At the time of construction,the City Engineer/Public Works Director position was vacant, which led to increased time associated with determining sidewalk removal areas which needed to be marked for the contractor. 4. Due to the inexact nature of the sidewalk removals, unanticipated time was spent monitoring project quantities to ensure that sidewalk rehabilitation azeas were maximized without exceeding the overall construction contract amount. 5. During construction,it was discovered that there were multiple Hennepin County storm sewer structures that were causing sidewalk settlements in areas that had been marked for replacement. This situation led to multiple communications with City staff and Hennepin County to determine how to proceed. Ultimately,it was determined that some of the sidewalk repairs were not the City's responsibility.