HomeMy WebLinkAboutItem #03 Change Order No. 2 - Maguire Road Phase V
AGENDA ITEM COVER SHEET
Meeting Date: October 3, 2006
Item # 3
Reviewed By:
Contact Name: David Wheeler Department Director:
Contact Number: 407-905-3100, ext. 1504 City Manager: ~ ____
Subject: Change Order #2 to Addendum No. 005 to the Agreement For Consulting Engineering
Services with Professional Engineering Consultants, Inc. tor Maguire Road Phase V Design and
Right-ot-Way Acquisition Services
~~, AfU
Background Summary:
The widening of Maguire Road from Mercantile Court to Geneva/Story Road has been a project
that the City has planned for some time. The project scope was to include a five-lane section from
Mercantile Court to Marshall Farms Road and a four lane divided section, with turn lanes, on to
Geneva/Story Road. The project started in early 2001 with an alignment study and conceptual
design. Detailed design has been on-going on and off over the past five years.
PEC, Inc.'s original proposal for the project was approved at the regularly scheduled City
Commission Meeting held on February 6, 2001, in the amount of $345,825.00 for design phase and
construction administration services. The time of completion for the design was one year from
approval and the construction services were for one year afterward. The original proposal was to
take the plans to the 60% level that would allow for permitting through the appropriate agencies and
to allow for the contractor who was building the southern portion of Maguire Road to bid on and
construct the phase V project.
The original proposal was split into approximately $220,000 for design services and $115,000 for
construction administration service. Because of the starting and stopping of the design, increase in
project scheduling, and changes in the scope to take the design to 100%, additional compensation
is being requested. The scope increases to complete the design of the roadway and drainage
improvements is $189,921; this would include transferring the construction administration dollars
($115,021) and additional fees ($74,900) to cover the additional design services to complete the
design.
Addititional services outside the original design included the Traffic Warrant Study for Marshall
Farms and Maguire Roads Intersection - $6,000; Evaluation of Alternate Site for Stormwater
Retention - $16,300, and Right-of-Way Acquisition Services - $30,000 (as needed). The
Construction Phase Services are being eliminated at this time. By law all traffic signals require a
warrant analysis be completed as part of the design. The alternative pond site study is for an
alternative site that may be less costly to purchase and also save construction dollars from the
original design. The ROW acquisition services are to modify the design based upon the negotiated
purchase of land from the existing property owners.
The change order to Addendum No. 005 is to transfer the $115,021 funds from construction
administration service to design services and to increase the design services by an additional
$127,200. This change to Addendum No. 005 would be processed as a purchase order.
Issue:
The Engineering Department requests that the City Commission approve Change Order #2 to
Addendum No. 005 to the Agreement For Consulting Engineering Services with Professional
Engineering Consultants, Inc. (PEC, Inc.) for the Maguire Road Phase V Project Design Phase
Services in the amount of a not to exceed increase of $242,221.00 to cover roadway and utility
design changes and a traffic signal warrant analysis, alternative pond site study, and right-of-way
acquisition services as needed.
Recommendations
The Engineering Department recommends that the City Commission approve Change Order #2 to
Addendum No. 005 to the Agreement For Consulting Engineering Services with Professional
Engineering Consultants, Inc. for the for Maguire Road Phase V Design and Right-of-Way
Acquisition Services by transferring the construction administration services funds to design
services and further increase the contract amount by a not to exceed amount of $127,200.00 and
authorize the completion of the project.
Attachments:
1) Letter from PEC, Inc. dated July 25,2006
2) Letter from PEC, Inc. dated February 20, 2006
Financial Impact:
The Maguire Road Phase V project is being funded from Road Impact Fees. These additional
service will be funded from that same source.
Type of Item:
o Public Hearing
o Ordinance First Reading
o Ordinance First Reading
o Resolution
~ Commission Approval
o Discussion & Direction
For Clerk's Deaf Use:
o Consent Agenda
o Public Hearing
o Regular Agenda
IZI Original Document/Contract Attached for Execution by City Clerk
o Original Document/Contract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
D N/A
D N/A
D N/A
City Manae:er
Robert Frank
Commissioners
Danny HowelL District 1
Scott Anderson. District 2
Rusty Johnson. District 3
Nancy J. Parker. District 4
Mavor
S. Scott Vandere:rift
STAFF REPORT
TO:
The Honorable Mavor and Citv Commissioners
FROM:
David A. Wheeler, P.E.
City Engineer
DATE:
March 14,2006
RE:
Approval of Change Order #2 to Addendum No. 005
Agreement For Consulting Engineering Services
With
Professional Engineering Consultants, Inc.
For
Maguire Road Phase V
Design and Right-of-Way Acquisition Services
ISSUE
The Engineering Department requests that the City Commission approve Change Order #2 to
Addendum No. 005 to the Agreement For Consulting Engineering Services with Professional
Engineering Consultants, Inc. (PEC, Inc.) for the Maguire Road Phase V Project Design Phase and
Construction Services in the amount of a not to exceed increase of $242,221.00 to cover roadway
and utility design changes and a traffic signal warrant analysis and right-of-way acquisition services
as needed.
BACKGROUND/DISCUSSION
The widening of Maguire Road from Mercantile Court to Geneva/Story Road has been a project that
the City has planned for some time. The project scope was to include a five-lane section from
Mercantile Court to Marshall Farms Road and a four lane divided section, with turn lanes, on to
Geneva/Story Road. The project started in early 2001 with an alignment study and conceptual
design. The time of completion for the design was one year from approval and the construction
services were for one year afterward. The original project scope was to take the design plans to the
60% level that would allow for permitting through the appropriate agencies and to allow for the
contractor who was building the southern portion of Maguire Road to bid on and construct the phase
V project. The original plan was to change order this section of road into the portion of Maguire Road
from Roberson to Mercantile Court, but that plan was halted after potential litigation arose on that
section of the road.
Additionally, the City entered into negotiations with FOOT regarding re-designations of SR 439 from
Bluford Avenue to Maguire Road. These negotiations were finalized with the grant, which the City
used for the improvements to McKey Street, and FOOT did not re-designate SR 439 but simply
removed it from the State Road system. Professional Engineering Consultants, Inc. was authorizes
to proceed again in August of 2005. See PEC, Inc. letter dated July 25, 2006.
PEC, Inc.'s original proposal for the project was approved at the regularly scheduled City Commission
Meeting held on February 6, 2001, in the amount of $345,825.00 for design phase and construction
administration services. The time of completion for the design was one year from approval and the
construction services were for one year afterward. The original proposal was to take the plans to the
60% level that would allow for permitting through the appropriate agencies and to allow for the
contractor who was building the southern portion of Maguire Road to bid on and construct the phase
V project.
The original proposal was split into approximately $220,000 for design services and $115,000 for
construction administration service. Because of the starting and stopping of the design, increase in
project scheduling, and changes in the scope to take the design to 100%, additional compensation is
being requested. The scope increases to complete the design of the roadway and drainage
improvements is $189,921; this would include transferring the construction administration dollars
($115,021) and additional fees ($74,900) to cover the additional design services to complete the
design.
Addititional services outside the original design included the Traffic Warrant Study for Marshall Farms
and Maguire Roads Intersection - $6,000; Evaluation of Alternate Site for Stormwater Retention -
$16,300, and Right-of-Way Acquisition Services - $30,000 (as needed). The Construction Phase
Services are being eliminated at this time. By law all traffic signals require a warrant analysis be
completed as part of the design. The alternative pond site study is for an alternative site that may be
less costly to purchase and also save construction dollars from the original design. The ROW
acquisition services are to modify the design based upon the negotiated purchase of land from the
existing property owners.
The change order to Addendum No. 005 is to transfer the $115,021 funds from construction
administration service to design services and to increase the design services by an additional
$127,200. This change to Addendum No. 005 would be processed as a purchase order. Staff has
reviewed the additional compensation request and concurs with the project schedule changes and
the additional costs based upon the start/stop of the work and scope changes. The services for
construction administration services are not being adjusted at this time.
PROFESSIONAL ENGINEERING CONSUL TANTS, INC.
July 25, 2006
OE-373
Mr. David Wheeler, P E.
City Engineer
City of Ocoee
150 North Lakeshore Drive
Ocoee, FL 34761
Re: Design of Maguire Road Widening - Phase 5 (Segment 3)
(from Mercantile COUlt to Story Road)
Dear Mr Wheeler:
As requested, following is a brief analysis of the engineering design budget status
for the above referenced proj ect.
The original proposal dated January 4, 2001 in the amount of $345,825 included
$155,487 for roadway, drainage and traffic design, $67,817 for utility relocation
design, $115,021 for construction administration services and $7,500 for direct
reimbursables The original plan for this project was that once the design and
permitting were finalized, a Change Order would be issued to the Maguire Road
(Segments 1 and 2) Contractor to construct the Phase 5 (Segment 3) improvements
as part ofthe on-going construction of Segments 1 and 2.
Shortly after the design sUlvey and right-of:'way work, geotechnical engineering
and preliminary engineering (30% plans) were completed (April 2002), the City
entered into negotiations with the Florida Department of Transportation regarding
designations and re-designations of Bluford Avenue and Maguire Road, and PEC
was instructed to stop all work on this project. At that point, $153,304 of the
budget was expended.. From that point until our meeting with the City Staff in
August 2005, several tasks were completed and invoiced on as-needed basis at the
direction of the City.. At Oul meeting in August 2005, we were instructed to
commence work on this project including the right-of:'way acquisition phase. We
met with the City's legal staff and appraisers, provided legal descriptions, sketches
and boundary sUlveys for all the required parcels, and staked the right-of-way and
easement lines in the field. We are cUlrently close to 90% plans, pending resolution
of the certain right-of-way issues. Following ar'e some of the reasons that the
project budget has been exceeded
engineers
planners
sUlveyO{S
"Engineenng Our Community"
2UO East Rol)inson Streel- Suite 1560' Orlando Florida 3280'1 · 407/422-8062 ~ FAX 407/849-9401
MI'. David Wheeler, P E.
July25, 2006
Page 2
OE-373
1. The OIiginal proposal was based on the preparation of 60% plans
with sufficient detail to issue a change order to the "then cunent"
Maguire Road ContI act (Segments I and 2) under constmction
2 The OIiginal hourly rates were based on our Year 2001 compensation
rates,
3 The stoppage of work for a period of time and the inefficiency
associated with the restart ofthe prqject.
4. The change in project scope including: (1) the evaluation of a
different typical section including modifYing the horizontal and
vertical alignment requested by the City; (2)' the additional work
associated with increasing the limits along Marshall Fmms Road to
accommodate the additional lanes including the associated drainage
modifications, and; (3) signalization at the intersection of Marshall
Fanns Road.
5 Right-of-way acqmsItIon related services that are typically
performed on an hom1y time and materials basis has been charged
against the design and permitting budget..
Ii you have any questions, please advise..
Very tmly yours,
G CONSULTANTS, INC.
FMllh
cc: Ken Hooper, PEC
G:\clericaI\HIGHW A Y\PEC\Oe.373 Maguire Rd Phase 5 Mere to Story\OO8LH Wheeler ltr doc
PROFESSIONAL ENGINEERING CONSULTANTS, ING.
September 27, 2006
P-6057Rl
MK~03
MI' David Wheeler, P .E.
City Engineer
City of Ocoee
150 North Lakeshore Drive
Ocoee, Florida 34761
Re: Proposal for' Professional Engineering Services
Maguire Road - Phase 5 Plans Update
Dear MI'. Wheeler:
Professional Engineering Consultants, Inc (PEe) is pleased to provide this proposal for professional
engineering design and permitting services fot'the Maguire Road - Phase 5 Plans Update. The project
consists ofthe design and permitting of Maguire Road widening from Mercantile Court to Story Road.
The original design work started in January 2001 and stopped in April 2002 due to the negotiations
with the Florida Department of Transportation regarding this roadway. The work was continued in
August 2005 The plans update proposal covers the cost of the increased rates, the restart of the
project and the associated inefficiencies, the change in project scope, and the tight-of-wayacquisition
services as outlined in our letter dated July 25,2006.. We are anticipating completing the design and
permitting of the project by December 2007 pending the resolution of the outstanding right of way
issues including Pond 7.
Following is a list of Basic Services we anticipate, as necessary to accomplish the work required for
the referenced project
Update and finalize the roadway plans.
2.. Update and finalize the drainage design and permitting..
3. Update and finalize the utility adjustments and coordination.
4.. Update and finalize the traffic signalization design.
5 Update and finalize the signing and pavement marking design
6. Update and finalize the t:r affic control detail..
engineers
plann/Jrs
surveyors
'Engineering Our Community'
200 East Robinson Street a Suite 1560 '. Orlando, Florida 32801 0407/422-8062. FAX 407/849-9401
Mr . David Wheeler, PE..
Seprember27,2006
Page 2
P-6057Rl
ADDmONAL ENGINEERNG SERVICES (OPTIONAL)
1.. Preparation of T rafflc Signal Wanant Analysis at the intersection of Maguire Road and
Marshall Farms Road,
2, Right-of-way acquisition engineering services to support the City's legal staff in acquiring the
required tight-of-way and easements, This includes preparation of legal descriptions and
sketches, boundary surveys, flagging, and other engineer ing services
3 Alternative pond site analysis,
COMPENSATION (BASIC ENGINEERING SERVICES)
Total
AMOUNT
$33,930.00
$14,055.00
56,790.00
56,070.00
$4,580.00
$3,405.00
56,070.00
5115,021..00
5189,921.00
MAGUIRE ROAD - PHASE 5
COMPENSATION (ADDmONAL ENGINEERING SERVICES) (OPTIONAL)
TASK AMOUNT
Traffic Signal Warrant Analysis 56,000.00
Right-of-Acquisition Engineering Services $30,000.00
(lime & Materials) (As-Needed)
Alternative Pond Site Analysis 516,300.00
Total $52,300.00
POTENTIAL COST SAVINGS
The potential cost savings associated with the Alternative Pond Site Analysis include both
constr uction cost and right-of-way cost . The Altemative site will be evaluated fI'Om an engineer ing I
hydraulic stand point to determine of it is feasible. The construction cost savings associated with this
alrernative is in the range of$lOO,OOO - $150,000 The right-of-way cost will be determined once the
engineering analysis is completed,
Mt . David Wheeler, P.E.
Septemb~'27.2006
Page 3
P-6057RI
SCHEDULE
A four (4) month schedule is anticipated to complete the plans update and fmalize the design.
We appreciate the opportunity to provide this proposal and tIust that the information provided herein
is sufficient for your needs. Also, we are prepared to commence work on this assignment as soon as
an agreement for the work is executed
If you have any questions or require additional information. please contact us
Very truly yaws,
FSMIlh
Attachments
G:\clerical\HIGHWA Y\PEC\Ot HWY PROPOSALS12006 PROPOSALS\P-6057Rl doc