HomeMy WebLinkAboutAgenda - 02-16-2010 - 4fORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 16, 2010
Action Agenda
Item No. ~{- - -F
SUBJECT: Contract Amendment for Engineering and Construction Administration Services
for Twin Creeks Greenway
DEPARTMENT: AMPS & Planning PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Attachment 1: Budget
Attachment 2: Professional Services
Contract Amendment
Attachment 3: NCDOT Memo Regarding
ARRA Project Requirements
INFORMATION CONTACT:
Pam Jones, AMPS, 919-245-2652
Jeff Thompson, AMPS, 919-245-2658
Karen Lincoln, Planning, 919-245-2580
PURPOSE: To consider approval of the Contract Amendment not to exceed a total of
$106,400 for Contract Administration Services with Coulter Jewell Thames, PA (CJT) for the
Twin Creeks Greenway Project as required by North Carolina Department of Transportation
(NCDOT) as Contract Administrator for American Recovery and Reinvestment Act ("ARRA")
funds.
BACKGROUND: On December 7, 2009, the Board authorized a bid award in the amount of
$498,992.40 for the construction of the .62 mile Twin Creeks greenway project within the Twin
Creeks Park site near Morris Grove Elementary School. This construction is scheduled to begin
in the spring of 2010. Attachment 1 illustrates the budget originally distributed as an attachment
for the December 7th construction bid award abstract.
On June 27, 2006, the BOCC also awarded a professional services contract to Coulter Jewell
Thames, PA for design and construction administration services for Twin Creeks Phase 1. The
contract was a result of advertisement and solicitation from a number of engineering firms in the
area and was recommended by a committee which included Recreation and Parks Advisory
Committee, County Commissioner and County staff representatives. This original contract
includes $25,000 for Contract Administration services provided by the Designer of the project.
In December 2009, the County was awarded reimbursement of up to $429,457 of this project
cost from the Federal Government through the American Recovery and Reinvestment Act
("ARRA") program funds. These funds will supplement the existing budget attached.
ARRA requires -that NCDOT administer fund reimbursements for all of its awarded projects.
NCDOT is administering these projects in accordance with its standard published construction
guidelines. In accordance with these guidelines, NCDOT requires that all projects be staffed by
a Resident Project Representative that must be present during all of the construction activities
for inspections, reporting and engineering supervision of the project. The NCDOT ARRA
Project Requirements-Local Municipal Requirements Memorandum dated February 8, 2010
2
(Attachment 3) states that Contract Administrator inspections "must be performed whenever
Contractor is working at all times". This level of on-site supervision is not customary with
County projects, but is required in this instance to receive the ARRA reimbursement funds.
CJT meets all of the NCDOT qualifications for this requirement and has agreed to increase its
current Contract Administration Services scope and provide the mandated services on a time
and material basis not to exceed an additional $81,400, totaling $106,400. This budget is based
on 28-week duration of the project. This amendment supplements the $25,000 in Construction
Administration services already provided in the original Contract. CJT will provide a qualified
inspector to be on site up to 40 hours per week and a professional engineer ("PE") to supervise
and supplement the completion of the required duties of up to 10 hours per week. These
services and costs are outlined in the Contract Amendment and are commensurate with the
professional services rates of this type in the marketplace.
FINANCIAL IMPACT: The amended contract for these services is not to exceed $106,400 and
will be paid from the budgeted County Capital Project Funds. ARRA funds will reimburse the
County up to $429,457 of the contracted $498,992.40 General Construction Contract with
McQueen Construction, provided that the County follows the NCDOT project administration
requirements. Should the Board not approve this amendment, the County may not be eligible
for reimbursement up to the $429,457 amount since it would be in violation of the NCDOT
project administration guidelines.
RECOMMENDATION(S): The Manager recommends the Board approve and authorize the
Chair to sign the Contract Amendment not to exceed $106,400 for Contract Administration
Services with Coulter Jewell Thames, PA for the Twin Creeks Greenway Project as required by
NCDOT as Contract Administrator for American Recovery and Reinvestment Act ("ARRA")
funds.
~ ~ ~,~cN~EN r 1 3
~'~a~ ~r~~k~ Q~~~~~~~ ~c~Ei~ap~ r~~rr~~r~y ~ud~~~
~v~rau 1 F~l~~ii~ ~~~ir~~so
Source Aene~unlr
2001 'arks and Open Space Band $1,6'13,221
-minus remaining Soccer Superfund porfion (for
soccer use a€sewher4 - $625,000
-minus 6uildin stabilization funds 2008 - $150,000
~ ARRA Trans ortatian Stirriuius fundin U to $429,457
TUTAL ~1,325,G78
~~arilne~ ~~pertdi~u¢°~s>
~~~ on~~ ~~ e~
Item ~sfimated Arnour~~
.02 mite x 10' w€d® Concrefe Greenway with one
111.5' x 10' Prefiab Steel Bridge (Including clearing,
grading, one femporary bridge, sedimentation and
erosion ca~tral.devices, raising one manha€o and
temporary and permanent seeding} X894,098.54
Additional Construction Administration Foe:
(Fui€ Time ~iCDCT Concrete Certified Site lnspectar) ~ 81,400.0!}
Geatecl~nieat Testin ~ 26 OOOAO
Landscaping and Site Amenities:
(Signage, Qenches, Doggie U~lasto Staflans and Trasf~/ ~ 65,000.00
Rec ciin Rece tacies
Construction Conlin enc 1 d% $ 89,409.88
Tofiai ~ 1,155 908.39
t~rr~ Ar~munt
.02 mice x 'i0' wide Cc~r~cre#e Greenway wifh one
'111.8' x 14° Prefiab ~teei Bridge tlnciuding clearing,
grading, one temporary bridge, sedimentation anr#
erosion control devices, raising one manhole anci
temporary and pennanen-t seeding) X498,992.40
Additional Construction Administration Fee:
(Full Tr`me NCDOT Concrete Gerti#fed Site lns faectc~r}
$ 81,4fla.00
Geoteclmical Testin $ 26,(3Q0.00*
Landscaping and Site Amenities:
(aignage, Benches, Doggie Waste Stations and Tr«sh!
Rec clin Rece tacles
$ 65,000.00*
Cansfr uction Gantin errs 15°!0 $ ?4,845.86
Total $746,241.26
`~ Estimated
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~~~ ~
~:
.. Coulter~Jeweli Thames, Pa
111 WEST MAIN STREET
DURHAM, NORTH CAROLINA 27761
p919.682.0368 f919.688.5646
~~ IuI1 fiiiig Cs; laB !' 4lu i e
LETTER OF AMENDMENT TO AN EXISTING CONTRACT
made this 7th day of January, 2010
To The OWNER
Orange County -Asset Management and Purchasing Services
PO Box 8181
Hillsborough, NC 27278
Attn: Leff Thompson
By The SITE CONSULTANT
Coulter Jewe[1 Thames, P.A.
1 [ 1 West Main Street
Durham, North Carolina 27701
For Landscape Architecture and Civil Engineering Services
For additional services related to the construction administration and inspection of the greenway trail at the
Twin Creeks District Park located in Gan'boro, North Carolina.
Description
This proposal is for additional Civil Engineering services related to the construction administaration and
inspection of the greenway trail at the Twin Creeks District Park. During the design phase of the project,
Orange County was able to obtain ARRA funding for a portion of the trail construction. A requirement of
receiving ARRA funding for the project is that fitl[ time inspection services be provided, and that
construction phase services be provided as if the project were a NCDOT project. The ARRA funding also .
requites additional state and federal reporting requirements be met during construction. The construction
phase services requited by ARRA exceed the scope of construction phase services in the design contract for
the greenway trail. ,
This proposal does not include NCDOT certified testing of construction materials. Orange County will be
responsible for contracting with a certified testing firm to provide construction material testing as required
by NCDOT requirements. The construction material testing required includes, but is not timited to, soil
density tests, stone density test, concrete sampling and tests.
ADDITIONAL SCOPE OF BASIC SERVICES:
t Construction Phase Services
L.0 ( Provide a resident project representative who will be at the site at times construction crews are
working who will be responsible for preparing and maintaining all written documentation
necessary to satisfy NCDOT to comply with A.R.R.:4, funding procedures for the Twin Creeks
Greenway Project.
L02 Prepare daily reports, journals and Togs of all construction activities and construction work
performed in accordance with NCDOT guidelines.
1.03 Document the receipt of atl materials, equipment and machinery delivered to the site.
6
1,04 Obtain receipts and tickets of materials delivered to the site. Document the day and time of the-
arrival of all materials to the site.
1.05 Maintain a daily payment journal of all work performed, quantity of materials installed and
associated costs as it relates to bid items and the Contact.
1.06 Validate all monthly pay estimates for review by the Engineer that will be forwarded to the
Orange County for payment.
1.07 Coordinate the scheduling of all NCDOT certified inspectors at times that materials (stone
base, concrete etc...) are being placed by the Contractor.
1.08 Coordinate the scheduling of all compliant testing by a NCDOT certified materials testing firm
for construction of the trail (NCDOT certified mateeial testing fum to be provided by Orange
County).
1.09 Provide daily inspection oversite.
i .10 Bring to the attention: of the Engineer unforeseen problems so they may be corrected in a
. timely manner so as not to hinder or slow construction. Document all unforeseen problems
and associated costs for review by NCDOT.
1.11 Attend periodic construction meetings as stipulated by the Engineer.
1.12 Review project submittals and Change Orders.
1.13 Perform substantial completion and final completion inspections.
AI I other provisions of the existing Contract between Orange County and Coulter Jewell Thames will
remain in effect.
COMPENSATION:
The exact amount of construction phase services to be provided to Orange County wi Il vary depending on
the actual construction duration and days worked by the Contractor. Therefore, Coulter Jewell Thames, PA
proposes to provide the construction phase services on an hourly basis, at the rates listed below, which will
be invoices to the County monthly. The hourly rates listed include our transportation cost to the site and at
the site.
The estimated dollar amount of construction phase services to be provided by Coulter Jewell Thames, PA
has been calculated based on a construction duration of 28 weeks, with the resident project representative
and project manager staffing the project 40 hours per week and 10 hours per week, respectively. Monthly
invoices will update both Orange County and Coulter Jewell Thames, PA on the construction phase
services budget.
Construction Administration and Inspection Budget
Personnel Weeks HoursJWeek Billing Rate Amount
Resident Project Representative 28 40 $65.00/hour $72,800.00
Project Manager 28 10 $120.00/hour 533.600.00
$106,400.00
'The design contract for this project included a fee of $25,000.00 for construction phase services. The
construction phase services portion of the previous contract will be nullified by the approval of this
Amendment. The Construction Administration and lnspection Budget above reflects a total increase in
construction phase services of $81,400.00.
7
Standard Hourly Rates
Project Resident Representative---------------------------------------$ 65.00/Elr.
Licensed Project Engineer------------------------------------------- $120.00/Hr.
Licensed Landscape Architect------------------------=--------------$120.00/Hr.
Licensed Land Surveyor----------------------------------------------$ [ 10.00/Hr.
2-Man Survey Crew--------------------------------------------------$125.00/Hr.
AutoCAD Technician----------------------------------------------------$ 65.00/Fir.
Engineer Intern--------------------------------------------------------$ 85.00/Hr.
Respectfully tendered this 7th day of January, 2010
For The Consultant
COULTER 1EWELL THAMES, P.A.
~' `~
~..
Daniel A. J ell, RL , ASLA President
Date: ~. ~ ~ r ~
FOR The Owner:
Name/Title/Date
ATTEST
Steven P. Bailey, PE Vice resident
Date: ~ 7 ~
Attest
Name/Date/Title
8
STATE ox' NORTH CAROLINA
DEPARTMENT OF fiRANSPORTATION
BEVERLY EAVES PERDUE
Gov~uvox
8 February 2010
MEMORANDUM TO:
FROM:
SUBJECT:
Local Municipalities
J.M. Mills, PE
Division Engineer
EUGENE A. CONTi, JR.
SECRBTARY
ARRA Project Requirements-Local Municipal Responsibilities
NCDOT Construction Manual
• Online at:
http://www.ncdot.gov/doh/operations/dp_chief eng/constructionunut/formsmanuals/construction/
Contract Administration
General Requirements (Attachment 1, Construction Manual, Division 1 General Requirements section
pg. 1-10)
• Prime Contractor
Prequalified bidders on NCDOT list only
• Subcontractors
Request for Subcontract (Attachment 1, Construction Manual, Records & Report section pg. R-
21s-z21)
Inspection
• Must be performed whenever Contractor is working at alI times
• Inspector's Daily Report '
• Project Diary
(Attachment 2, Construction Manual, Records & Report section pg. 207-210)
Tes
• Minimum Testing requirements
Found online at:
Search by material type
• Independent sampling (Quality Assurance testing)
Material & Test Unit staff
Guardrail, steel, metal poles, torque on bolts
Resident Engineer staff
Concrete, asphalt
DBE Compliance/Trackina
• Submit payments monthly or at project completion if only one invoice is submitted to RE to enter
into DBE tracking system
• Changes/modif cations/replacements must be approved
Page 2
ARRA Local Guidelines
Erosion Control
• Requirements
• Erosion & Sedimentation Control Report
(Attachment 3, Construction Manual, Erosion & Landscaping Division 16, pg 1-7)
Record keepinQ/documentation
• Progress Schedule Chart
• Engineer's Weekly Summary
• Annual EEO Review
{Attachment 4, Construction Manual,
Records & Reporting, pg. R-211-216)
Supplemental AQreements/Change Orders
• Determine purpose and need
Must be within original project scope
• Contractor and Engineer negotiate fair and reasonable price
Pricing breakdown {documentation example attached) must be provided from Contractor to LPA
and forwarded to Resident Engineer with oversight
Documentation required describing work, location and justification (NCDOT example attached)
• FHWA concurrence required
• Prior to ANY work commencing, approval must be obtained. Verbal agreements without
approval may constitute ineligible charges
(Attachment 5, Construction Manual, Records & Reporting, pg. R-114-123)
P. O. Box 14996 Greensboro, NC 27415-4996 Telephone No. (336( 334-3192 Fax No. (336 334-3637