HomeMy WebLinkAboutItem 14 Contract Amendment - Stormwater Facilities Master Plan Contract
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Staff Phone No:
Estimated Time:
March 19,2007
Regular
Public Works ~~ _~
Ken V ogeneyfb Walker G?- .
736-1026, 726-3674
Consent Calendar
AGENDA ITEM SUMMARY
J
SPRINGFIELD
CITY COUNCIL
ITEM TITLE:
AUTHORIZE A CONTRACT AMENDMENT TO THE STORMW ATER
FACILITIES MASTER PLAN CONTRACT P50281
ACTION
REQUESTED:
Approve or disapprove the following motion: Authorize the City Manager to
execute a third amendment to the contract with URS Corporation for the
Stonnwater Facility Master Plan.
ISSUE
STATEMENT:
Staff requests the City Council to authorize a two part amendment to the contract
with URS Corporation which will establish 2007 wage rates and reallocate
specified tasks identified in the contracted scope of work.
ATTACHMENTS:
Attachment A: Third Amendment to City of Springfield Independent Contractor
Agreement between the City of Springfield and URS Corporation
DISCUSSIONl
FINANCIAL
IMP ACT:
In an effort to complete the SWFMP staff and consultant have expended additional
time and resources described below. The proposed contract amendment includes a
consultant wage table for 2007 with a cost of approximately $13,540. The
amendment also describes a change in tasks with no financial impact to the project.
The City initially contracted with consultant URS Corp. in July 2003 to prepare a new Stonnwater Facility
Master Plan (Project 50281). The City authorized subsequent contract amendments in April 2006 and in Jul:
2006 to address cost increases and additional work tasks needed to proceed with the contracted SWFMP. It
was determined during the development of the hydraulic computer model element ofthePlan that additional
data refinement was necessary to develop a functional model ofthe City's stormwater system. Staff and the
consultant collaboratively resolved problems with the data such that it now accurately represents the City's
system. However, subsequent attempts to run the hydraulic model revealed that the complexity of the City's
storm drainage system and a minor software bug caused computational errors in the model runs.
The additional efforts necessary to isolate and troubleshoot problem areas in the system model resulted in
higher projected consultant costs and schedule delays. Staff and consultant again collaborated in an effort
to contain the projected costs related to this additional work. The first of two solutions was a reallocation
of tasks and scope of work outlined in Attachment 2 of the 3rd amendment to the contract. Project
deIiverables will remain as described in the 2nd amendment to the original contract.
The second element to resolving the cost issues was addressed by the consultant and their sub-contractor
assuming all responsibility for the remaining labor costs associated with developing the hydraulic model.
To accommodate the City's urgent need for the Stormwater Plan they also assigned additional full time
staff resources to complete that task. We view this as a very professional and respectable action on the part
of our consultant, URS Corp, and their subconsultant, DHI, Inc.
Because of these efforts, the schedule for completion of the project has been delayed until later into 2007,
with a final schedule under negotiation at this time. Attachment 1 represents the consultant's 2007 wage
rate table that will be used for the tasks remaining to complete the Stormwater Facility Master Plan.
The attached Third Amendment to the City of Springfield Independent Contractor Agreement between the
City of Springfield and URS Corporation incorporates the changes as described above. The anticipated
additional cost to the City of Springfield is appromimately $13,540. The funds are available in the
2006/2007 Capital budget.
THIRD AMENDMENT TO CITY OF SPRINGFIELD
INDEPENDENT CONTRACTOR AGREEMENT BETWEEN
THE CITY OF SPRINGFIELD AND URS CORPORATION
Dated: March 8, 2007
Parties:
The City of Springfield
225 Fifth Street
Springfield, Oregon 97477
"City"
and
URS Corporation
111 SW Columbia
Suite 1500
Portland, QR 97201-5814
J
"Independent Contractor"
The Parties hereby agree that the Independent Contractor Agreement dated July 14, 2003
between the City of Springfield (City) and URS Corporation (Independent Contractor) is
amended for the third time.as follows:
Rates:
Independent Contractor shall perform all remaining tasks described herein and according to the
schedule refelTed to as Attachment 1.
Scope of \V ork:
Scope of work and task budget allocations as listed in Attachment 2, Table 1 are hereby
reallocated based on Attachment 2, Table 2 entitled Proposed Tasks and Task Budgets.
Except as amended in this amendment all other terms and conditions of the Independent
Contractor Agreement between Parties dated July 14,2003 will remain in full force and affect.
CITY QF SPRINGFIELD
ENTCONTRACTQR
Name:
Name:
Title:
Title:
\)l'-L-~St~~
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Date:
Date:
ATTACHMENT 1
2007 Billing Rates
Employee Rate
Krista Reininga $147
Ela Whelan $134
Angela Brown $84
Rod Lundberg $94
Heman Rodriguez $77
Dautis Pearson $151
Jeremy Sikes $81
Shannon Spolek $77
Ann Weinstein $139
Rose Wallie $91
Mikkel Andersen $133
Ian Besaw $91
Eric Fontenot $144
GeoDataScape $95
ATTACHMENT 2
Summary of Proposed Changes to the Scope of Work and Task Budget Allocations
for the URS Project to Assist the City of Springfield in the Development of a
Stormwater Facilities Master Plan
11/20/06
It is often difficult to accurately estimate budgets for hydrologic/hydraulic modeling
projects due to the need to make assumptions about the layout and condition of the storm
drainage system in advance and due to the need to estimate the quality of data in terms of
e.ase in inputting it into the model. For this project, data complications and the level of
detail in the data were beyond what was originally anticipated resulting in the need for
additional staff hours beyond v{hat was estimated. We understand that additional budget
is not available to accommodate this unanticipated need. However, having a sound
model is the basis for the entire facilities master plan. Therefore, we took a look at the
scope and budget of the other tasks in the contract to see whether additional budget could
be gleaned and some scope eliminated in order to transfer budget to the hydraulic
modeling-related tasks. We discussed our proposed changes with George in a meeting on
the 28th of September. As a result of that meeting, this summary provides a write-up of
our proposed revisions to the scope and task budget allocations for final approval by the
City. The existing list of tasks and their associated budgets is provided below in Table 1.
Proposed revisions to those tasks and budgets are provided on the following page in
Table 2.
xIstIng as an as u 1gets
Task # Task Title Task Budget
00000 Rescoping $7,215
11000 Information Review $27,672
12000 Develop Hvdrolo!!:ic Model $26,781
.13 000 Develop Hydraulic Model $23,159
13100 Develop Water Quality Model $11,343
14000 TAC and Stakeholder Outreach $17,163
21000 Calibrate Hydrologic/Hydraulic Models $20,276
22000 Develop Hydrologic Model for Future Conditions $12,094
23000 Develop Policies and Procedures for Water Quality $24,624
24000 Identify Problems and Opportunities $20,801
25000 Prepare Conceptual Plan (to address problems and opportunities) $37,107
26000 Develop Recommended Plan $28,046
27000 Develop Monitoring Plan $17,679
31000 Prepare Stormwater Facilities Master Plan $19,861
32000 Prepare Policies and Procedures Manual $10,137
33000 Project Management $53,217
Proiect Total: $357,175
Table 1
E .. T ks d T kB d
I:\Purchasing\Work in Progress\Stonnwater Facilities Plan\ATIACHMENT 2 030607 Summary of REquested Scope Changes.doc
ATTACHMENT 2
ropose as {s an as u ,gets
Task # Task Title Proposed Change to Scope Proposed Change to Task
Budget Budget
00000 Rescoping None None $7,215
11000 Information Review None None $27,672
12000 Develop Hydrologic Model The new budget allows for the greater number of staff hours needed Add $2,100 to this task $28,881
to work with the higher level of detail in the data. budget of$26,781 for a
total task budget of
$28,88l.
13000 Develop Hydraulic Model The new budget allows for the greater number of staff hours needed Add $13,000 to this task $36,159
to work with the higher level of detail in the data and to refnie the budget of$23, 159 for a
data where it was not formatted in a way to facilitate model input. total task budget of
Although not specified in the scope, we anticipated the development $36,159
ofa surface model. Now we expect that the surface model will only
be developed for a couple ofareas ofSpecified concern.
13100 Develop Water Quality Model Change the scope of work so that the water quality model will not be Reduce this task budget $7,406
a MIKE URBAN model but will now be in the format of a pollutant of$II,343 by $3,937 for
loads spreadsheet model in exceL Training will now be focused on a task budget of $7,406.
use of the spreadsheet modeL
14000 T AC and Stakeholder Outreach Change the scope of work so that instead of proposing to provide Reduce this task budget $6,000
support for six TAC meetitlgs, we will provide suppOli for two of$17,163 by$ll,163
meetings; a planning commission meeting and a City Council for a task budget of
meeting. $6,000
21000 Calibrate Hydrologic/Hydraulic Models Change the scope of work so that the calibration would consist of We aren't proposing $20,276
running a known recent storm event through the model and changes to the budget
conducting a gut check with the City as to the accuracy ofthe model. here but work to develop
In addition, we are assuming that the training as specified under this the hydJaulic model
task has already been conducted in the form of working with staff to would be charged to this
refine the model input data. No additional training would be task to accommodate the
conducted. additional hours needed
for hydraulic modeling.
22000 Develop Hydrologic Model for Future None None $12,094
Conditions
23000 Develop Policies and Procedures for None None $24,624
Water Quality
Table 2
PdT I d T kB d
1:\Purchasing\Work in Progress\Stormwater Facilities Plan\A TT ACHMENT 2 030607 Summary of REquested Scope Changes.doc
ATTACHMENT 2
24000 ldentify Problems and OppOltunities None None $20,801
25000 Prepare Conceptual Plan (to address None None $37,107
problems and opportunities)
26000 Develop Reconunended Plan None None $28,046
27000 Develop Monitoring Plan None None $17,679
31000 Prepare Stonnwater Facilities Master None None $19,861
Plan
32000 Prepare Policies and Procedures None None $10,137
Manual
33000 Proiect Management None None $53,217
Total: $357,175
J :\Purchasing\ Work in Progress\Stonnwater Facilities Plan\A TT ACHMENT 2 030607 Summary of REquested Scope Changes. doc