Title
Personal Services Agreement Amendment No. 1 with CMTS, Inc. for the Beavercreek Road Sewer Project (CI 16-013)
Body
RECOMMENDED ACTION (Motion):
Authorize the City Manager to execute Amendment No. 1 to the Personal Services Agreement (PSA) in the amount of $15,764.00 with CMTS, Inc. to provide site inspection for the Beavercreek Road Sewer Project.
BACKGROUND:
In August, 2016, the City executed a Personal Services Agreement (PSA) with Tetra Tech, Inc. to design and prepare contract documents to extend the public sewer in Beavercreek Road from Clackamas Community College to approximately 700' south of the Loder Road intersection. The project consists of approximately 2,400' of 15" sanitary sewer main in Beavercreek Road, with 12" and 8" service lateral lines at select locations. Construction of the project provides sewer service to better reach new residential and campus developments planned along Beavercreek Road.
In September, 2017, Contract Amendment #1 for $6,188 was signed with Tetra Tech to provide bid phase services during the advertisement of the project, including answering contractor questions and making a recommendation to award to K&E Excavating.
On October 12, 2017, Amendment #2 for $46,648.00 was awarded to Tetra Tech to provide Construction Support Services including project meetings, submittal review, inspection visits, as-built drawings, DEQ documentation, and survey monument documentation.
During final planning of construction of the project, it became clear that two lanes of traffic could not be maintained during construction of the new sewer line. Because daytime traffic delays caused by closing a lane of traffic would have a vast regional impact, it was decided that the project should be constructed at night. The staff included in the construction services contract with Tetra Tech work typical daytime office hours. To meet the need for nighttime construction inspection, a separate contract was signed with CMTS, Inc. to provide nighttime construction inspection services. Tetra Tech was retained to provide the items except inspection visits mentioned above.
On December 29, 2017, the City executed a Personal Services Agreement contract with CMTS to provide site inspection services on the Beavercreek Road Sewer Project. The original authorized amount of this agreement was $35,200, based on the initial estimation that full-time inspection services would be required at the outset of the project, reducing to part-time inspection visits once the project was well underway. It became apparent early in the project that challenges encountered during night work needed coordination which only full-time inspection could accomplish.
This project began construction on January 2, 2018. CMTS was on site continuously until April 14, 2018, to complete this project. The project is now complete. The need for a full-time inspection presence, as well as overtime hours, resulted in a need for $15,764 in addition to the currently authorized $35,200 to cover CMTS's work on this project.
It is anticipated that approximately $20,000 of the Tetra Tech construction support contract will NOT be expended, due to their non-participation in construction inspection.
Staff is requesting that City Commission authorize the City Manager to execute this amendment with CMTS to cover additional employee expenses incurred during night construction on this project.
Original Contract: $35,200.00
Amendment No. 1: $15,764.00
Total Amended Contract: $50,964.00
BUDGET IMPACT:
Amount: $15,764.00
FY(s): 2018
Funding Source: Sewer System Development Charge Fund