HomeMy WebLinkAbout06-18-18 City Commission Packet Materials - C11. Amendment No. 2 to the PSA with AE2S for Lyman Creek Project
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brian Heaston, Project Engineer
Shawn Kohtz, Interim Director of Public Works
SUBJECT: Authorize the City Manager to sign Amendment No. 2 to the Professional Services
Agreement with the firm of AE2S for the Lyman Creek Water System project.
MEETING DATE: June 18, 2018
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign Amendment No. 2 to the
Professional Services Agreement with the firm of AE2S for the Lyman Creek Water System
project.
BACKGROUND: Amendment No. 1 to the professional services agreement (PSA) with AE2S for the Lyman Creek Water System Project was approved by the City Commission on May 8,
2017. Amendment No. 1 set forth scope and fee for AE2S to design and contract administration
of the Lyman Creek Spring Box Monitoring and Control Improvements project. Design services
in Amendment No. 1 were set an agreed cost not to exceed $43,609. Actual design service costs
amount to $62,769, which is $19,160 above the contract price. This cost exceedance is attributable to additional design services requested by the City as the design progressed from
concept level to final plans and specifications. Amendment No. 2 to the PSA with AE2S
increases the contract price for design services agreed to in PSA Amendment No. 1 by $19,160
in order to compensate AE2S for actual services delivered as requested by the City.
FISCAL EFFECTS: Water Fund CIP Project W67, funded at $260,000 in the adopted water
treatment plant FY18 budget, funds professional engineering services and construction costs for
the Lyman Creek project. Project expenses to-date, together with the $130,000 construction
cost, and anticipated construction administration costs total approximately $210,000. Sufficient
budget is available to complete the project.
ALTERNATIVES: As suggested by the Commission
ATTACHMENTS: Amendment No. 2 to Professional Services Agreement with AE2S
Report compiled on June 7, 2018
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EXHIBIT A
April 23rd, 2018
Mr. Brian Heaston
City of Bozeman
P.O. Box 1230
Bozeman, MT 59771-1230
Re: Amendment Request for Lyman Spring Monitoring and Control Improvements
Dear Mr. Heaston:
Please consider the additional time that our project team spent on the Lyman Spring Monitoring and Control
Improvements project due to client requests. Please consider an amendment for these additional services of
$19,160, based on the following staff time spent that was beyond the originally scoped labor hours.
Project Management: additional time for managing the preliminary and final design, due to requests for additional
information and longer project schedule.
Scott Buecker: 4 hours @ $212/hr = $848
Preliminary Engineering Report: Additional time was necessary to develop design alternatives to enough detail
such that the City was comfortable selecting their preferred path forward for final design. This required staff time
beyond the original scope. This was necessary in order to:
1) Thoroughly evaluate radio and signal transmission alternatives, micro-hydro O&M requirements, solar
power feasibility at various locations in Lyman Canyon, control panel heating requirements, and backup
battery pack capacity and connection current options.
2) Evaluate a client-requested alternative that would have included installation of micro-hydro closer to the
Lyman Spring Junction Box, using the overflow water from the box.
The original scope included 104 hours of engineering time. 199.5 hours were required to complete the work. An
amendment is requested for a total of $11,149, based on the following staff time and expense:
Scott Buecker: 9.5 hours @ $206/hr = $1,957
Scott Jungwirth: 62 hours @ $100/hr = $6,200
James Sletten: 24 hours @ $100/hr = $2,400
Solar Plexus Site Review = $ 592
Final Design: Additional time was necessary, above that originally scoped, to develop final design documents that
adequately depict the work required for a successful project, primarily due to the need for additional detail on
wiring diagrams and PLC panel designs. The original scope included 120 hours of staff time, for an estimated six
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original (i.e., not cover or standard front end sheets) drawings. 180 hours have been required, to complete nine
original drawings. An amendment is requested for $7,163, based on the following staff time (2018 rates were
utilized for this work):
Scott Buecker: 6.5 hours @ $212/hr = $1,378
Scott Jungwirth: 11 hours @ $106/hr = $1,166
James Sletten: 4.5 hours @ $106/hr = $ 477
Michael Woessner: 38 hours @ $109/hr = $4,142
If you have any questions concerning the information included herein, please contact me at 406-219-2633, on my
cell at 406-570-5184, or by e-mail at Scott.Buecker@ae2s.com.
Submitted in Service,
AE2S
Scott Buecker, PE
Senior Project Manager
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