CITY OF VISALIA
EXTRA WORK AUTHORIZATION #3
DOWNTOWN PAVEMENT REHABILITATION PROJECT
Job No. 190395.01
Project #: 190395.01 Phase #s : 20 Task#: 20.1-20.5
Project Title : Visalia Downtown Street Light and Pavement Rehabilitation Project
Project Description :
Provide project management and engineering services for the design and development of contract documents for the Downtown Pavement Rehabilitation Project.
Scope of Work :
The extra work includes the following:
- Construction Management Support (See Attachment 1: Scope of Services – edited excerpt from original proposal)
- Budget Adjustment Explanation (See Attachment 2: City Correspondence)
Period of Performance :
Additional work to begin upon receipt of Notice to Proceed or approval of Extra Work Authorization through duration of the project construction
Budget :
Task
CONSTRUCTION MANAGEMENT SUPPORT
Fee Basis Street Light
(Measure N)
190395.01/20
20 Construction Management Support T&M $44,326
Subtotal Construction Management Support $44,326
Special Terms and Conditions :
All of the terms and conditions of the Professional Services Agreement between the City of Visalia and Quad Knopf dated November 19, 2019 are incorporated by reference as if fully set forth herein.
Invoicing Requirements:
Payment Terms: Net 30 Days
Contract Type:
Time & Materials $44,326 Fixed Fee
Invoice Frequency: Monthly
Quad Knopf, Inc.
City of Visalia
By:
Signature
By:
Signature
Name : Amber Aguayo
Title : COO/CFO
Name :
Title :
Date :
Date :
Attachment 1: Scope of Services (Edited from Original Proposal)
PHASE 3 - CONSTRUCTION MANAGEMENT SUPPORT
TASK 20.0 CONSTRUCTION MANAGEMENT SUPPORT
Phase 3 work is provided to the City to assist the City with aspects of Construction Management for th e project. Below are subtasks outlining services provided to help the City.
Subtask 20.1 Meeting Attendance
QK and Kimley-Horn will be available to attend meeti ngs throughout the construction phase of the project, including the following:
• Pre -bid meeting
• Preconstruction meeting
• Project meetings during construction, up to five (5) meetings These meetings may include attendance by staff resp onsible for the street lighting, pavement rehabilit ation and civil engineering improvements, or utility coordination scope of services.
Subtask 20.2 Technical Submittal Review
QK will receive contractor-submittals from the City ’s Construction Manager. QK will log and file the s ubmittal materials into our submittal tracking system, using Newforma Project Center software. QK will distribute submitt al materials to pertinent subject-matter reviewers within QK or to subconsultant reviewers, as necessary. QK will moni tor submittal review timeframes to ensure timely responses to contractor-submittals. QK will return reviewer comments and markups, including acceptance or rejection of the submitted materials to the City’s Construction Manager for di sposition with the contractor.
Deliverables:
• Contractor -submittal review documents including indications of acceptability or rejection of the submitted materials
Subtask 20.3 RFI Review
QK will receive contractor-issued Requests for Information (RFIs) from the City’s Construction Manager. QK will log and file each RFI into our submittal tracking system, u sing Newforma Project Center software. QK will distribute each RFI to pertinent subject-matter reviewers within QK or to subconsultant reviewers, as necessary, for their re sponse. QK will monitor RFI review timeframes to ensure timely responses to the RFIs. QK will return reviewer response comments and markups, including any additional clarifying materi als to the City’s Construction Manager for disposit ion with the contractor.
Deliverable:
• RFI response documents including any clarifying materials Subtask 20.4 Review of Changes
As emergent issues come to light, QK will consult w ith the City’s Construction Manager to determine if the issue is supported by the Contract Documents. For those issu es where additional design input is required, QK wi ll provide supplementary design data, along with enough inform ation to the contractor to assist the Construction Manager to implement the change.
Deliverable:
• Supplementary design data in support of change documentation Subtask 20.5 As-Built Record Drawings
QK will receive contractor-provided red-line as-bui lt drawings for review from the City’s Construction Manager. It is assumed that the provided drawings will have been vetted by the Construction Manager to ensure they are complete with all relevant changes noted and locations for subsur face improvements indicated. QK will update design drawings with the changes noted on the red-lines and provide the City a full-size set of record drawings. QK will al so provide the City AutoCAD Civil 3D 2019 copies of the record drawings for the City’s use.
Deliverable:
• CAD published full -size drawings labelled “As -Built Record Drawings”, and AutoCAD Civil 3D 2019 files of record drawings in the most current file format
Attachment 2: City Correspondence
From: Jeff Cowart
Sent: Wednesday, July 13, 2022 11:20 AM
To: Frank Senteno < [email protected] >
Cc: Amber Aguayo < [email protected] >; Monique Mello < [email protected] >; Eric Bons < [email protected] >; Kelly Riddle < [email protected] >; Chantha Chap <[email protected] >; Dole, Ryan < [email protected] > Subject: RE: [EXTERNAL]:Downtown Visalia Street Lighting Project - "Construction Support from Design"
Hi Frank,
We are planning for the CM support services to be provided on a T&M basis. When we prepared the original proposal, we tried to split the costs between the 2 project phases because of the funding and based on some assumptions at the time. Based on our phone and discussions, we believe there is some justification to increase the budgets from what is shown below and I have listed those here:
1. Change in duration of the Construction Period: The original schedule anticipated at the beginning of the project was approximately 6 months. The final specifications state 220 working days which is approximately 10 months. This indicates a 66% increase in the duration of the project from our initial estimate. Although much of our work would be expended in the front end of the project for RFIs, submittals and other reviews, the increased duration does require additional meetings, site visits and project coordination/management. A 30% increase would be justified.
2. Changes in charge rate schedule : The original contract was executed in 2019 with our 2019 rate schedule. Our engineering rates have increased on average 6% since the 2019 rate schedule. A copy of our 2022 charge rate schedule is attached.
3. Contingencies: Construction projects in developed areas, tend to have more challenges due to existing improvements that have been covered up over the years and their location is not always well documented. This is especially true in older downtown areas. We found this to be true as we worked together through the design process and finding documentation for existing underground utilities and past street improvements. For typical projects, we have seen and recommend a 10% contingency. For this type of construction in Visalia’s older downtown area, I would suggest something higher, such as a 15%-20% contingency.
4. Funding constraints: Since the streetlighting portion and the street rehabilitation portion have separate funding sources, we would treat them as stand-alone budgets. As T&M tasks, the City will be directing the activities of our team through their contract CM team. It would be prudent to start off with each budget being substantial enough to last through the duration of the project and provide the City with the value that they expect from the design team.
With these in mind, I suggest the following budgets for your consideration:
Please contact me if you have any questions or would like to review these together.
Thanks
Jeff
Jeff Cowart, PE
VP of Quality Control & Municipal Services
(559) 733-0440 Office
(559) 789-2376 Mobile
www.QKinc.com