To: Honorable Mayor and Members of Town Council
From: Mark Marlowe, P. E., Director of Castle Rock Water
Title
Resolution Approving a First Amendment to the Services Agreement for the Plum Creek Diversion Pump Station Project, Construction Phase Engineering Services with Dewberry Engineers, Inc.
Body
________________________________________________________________________________
Executive Summary
Castle Rock Water (CRW) staff requests approval of a Resolution (Attachment A) authorizing a contract amendment to the $534,090 professional services contract with Dewberry Engineers, Inc. for the Plum Creek Diversion Pump Station Project, Construction Phase Engineering Services. The proposed amendment is a contract addition in the amount of $20,000 to the professional services agreement for increases to the technical services due to the number of technical submittals, requests for information and field change orders from the general contractor, and for additional onsite construction inspections due to project delays related to the COVID-19 emergency. The contract amendment and supporting documentation is attached (Exhibit 1). The contract amendment will also extend the time for completing services to October 31, 2020.
History of Past Town Council, Boards & Commissions, or Other Discussions
Staff presented this topic to the Castle Rock Water Commission at their regular meeting on June 24, 2020. The commission voted unanimously (5-0) to approve the First Amendment to the Services Agreement for the Plum Creek Diversion Pump Station Project, Construction Phase Engineering Services with Dewberry Engineers, Inc.
Discussion
Town Council awarded the project on May 21, 2019, in the amount of $534,090. The original scope of the project included providing project inspection and technical support through the duration of the contractor’s schedule. Dewberry’s inspection scope was based on the contractor’s (RN Civil) original completion date of June 1, 2020. Due to the pandemic, the project has experienced some delays in material deliveries and construction efficiencies. Construction activities at the site have taken longer than expected due to working with the new social distancing requirements. For example, the pump testing required more time to complete due to the facility's new social distancing practices. An example of a material delay is that the shipment of a flow meter for the high-pressure return line was delayed in France due to the pandemic. Due to these and other delays, the contract with the general contractor has been extended to July 17th, a 47-day delay.
With respect to overruns on technical services, the contractor submitted many more (125) submittals than Dewberry had based their estimate on, so more hours were expended in technical services than expected. The construction contractor also submitted many more requests for information (RFIs) and field change orders (FCOs) than expected. However, the many RFIs resolved potential issues before they could become construction issues; as a direct result, there have been very little construction change orders on the project; to-date, change orders on the $9.23M project total $143,657, or 1.6% of the project. Staff had 10% ($922,850) contingency available for the general contractor. RN Civil was the low bidder on the project by $1,757,950, and staff wanted to make sure there was strong project oversight to avoid change orders and ensure quality. This strategy has been successful.
This amendment to the $534,090 contract with Dewberry is 3.7% of the original agreement. The contract time shall also be amended from August 1, 2020 to October 31, 2020 to allow additional time to complete the project, and to provide close-out documents and record drawings. Overall, the project is under budget and will be completed in time to deliver water to the Plum Creek Water Purification Facility for the startup of the advanced treatment system in the fall of 2020.
Budget Impact
The proposed contract amendment is a contract addition in the amount of $20,000; the revised contract amount would be $554,090. CRW staff have evaluated the amendment request and determined that it is reasonable and fair, and that the additional services requested are important to successfully completing the project. Funds will be taken from account 211-4375-443.77-54, project code WR-SDS; sufficient funds are available. A summary of the approved authorizations for this project are shown below.
|
Contract |
Description |
Contract Amount |
Amendments |
|
RN Civil |
Construction |
$9,228,500 |
$143,657 |
|
Dewberry Engineers |
Construction Phase Engineering Services |
$534,090 |
$20,000 |
|
Total |
|
$9,762,590 |
$163,657 |
Staff Recommendation
Staff recommends approval of the Resolution authorizing the First Amendment to the Services Agreement for the Plum Creek Diversion Pump Station Project, Construction Phase Engineering Services with Dewberry Engineers, Inc. in the amount of $20,000, increasing the total authorization to Dewberry Engineers for Construction Management Services to $554,090, and extending the contract time to October 31, 2020.
Proposed Motion
“I move to approve the Resolution as introduced by title.”
Attachments
Attachment A: Resolution
Exhibit 1: First Amendment to the Services Agreement