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Home My WebLink About2005-414 AMENDMENT NUMBER 4 TO WORK ORDER NUMBER 1 This Amendment Number 4 to Work Order Number 1 ( "Amendment' ) is entered into as of this 13th day of December , 2005 (" Effective Date " ) pursuant to that certain Continuing Contract Agreement for Professional Services dated entered into as of April 6 2004 ("Agreement' ) , by and between Indian River County , a political subdivision of the State of Florida ( "COUNTY" ) and Brown and Caldwell ( " CONSULTANT" ) , 1 . The COUNTY has selected the Consultant to perform the professional services set forth in Work Order Number 1 dated April 13 , 2004 2 . The COUNTY and the Consultant desire to amend Work Order Number 1 as set forth in Attachment 1 attached to this Amendment and made a part hereof by this reference , all in accordance with the terms and provisions set forth in the Agreement. 3 . From and after the Effective Date of this Amendment , Work Order Number 1 is amended as set forth in this Amendment. Pursuant to paragraph 1 . 4 of the Agreement , nothing contained in any Work Order shall conflict with the terms of the Agreement and the terms of the Agreement shall be deemed to be incorporated in each individual Work Order as if fully set forth herein . IN WITNESS WHEREOF , the parties hereto have executed this Amendment Number 4 as of the Effective Date first written above . BOARD OF COUNTY COMMISSIONERS BROWN AND CALDWELL OF INDIAN RIVER COUNTY James A . Nissen , P . E . DEE Thomas $ . �LoMlv -' ` airman r BCC Appr4•ve 1 02 ,_ � tle : Senior Associate n � Attest: .> ` . Barton ;'Clerk �5f, Court �F , {r By i eputy Cdr ti Approved : n .C1 r" &�% J6j@ETph A . Baird , County Administrator V; v d as to form a =1egalsncy: M ian . F ssist C t tt ney , o 850 Trafalgar Court Suite 300 Maitland, Florida 32751 Tel: (407) 661 -9500 Fax: (407) 661 -9599 www. brownandcaidwell . com ATTACHMENT 1 TO AMENDMENT NO . 4 B , October 21 , 2005 Mr. Michael Hotchkiss, P . E . Capital Projects Manager Indian River County Utilities Department Post Office Box 1750 1840 25thStreet Vero Beach, Florida 32960 22 / 125896 . 001 Subject: Construction Phase Services Budget — Utility Operations Complex Dear Mr. Hotchkiss : As I have mentioned to you on a number of previous occasions, Brown and Caldwell's (BC) budget for project management on the Utility Operations Complex project (Work Order 1 of our contract) is nearly exhausted. The two primary reasons for this are (1 ) a significant percentage of BC 's construction management budget was utilized during the Value Engineering process and negotiations with Summit Construction prior to award of the construction contract, and (2) the project duration has extended well beyond the September 30, 2005 completion date established in Work Order 1 . Since construction began in April 2005 , we have been trying to conserve our available budget resources by limiting our site visits to the monthly construction meetings and the several structural inspections that are specifically our responsibility. Nevertheless, as of September 30, 2005, there was only about $3,500 remaining in BC's budget for project management services . This amount will not be sufficient for us to attend monthly construction meetings through project completion, currently scheduled for April 28, 2006, process Contractor invoices and change order requests , and perform inspections to document substantial and final project completion. As you probably remember, this project got off to a slow start because the bids received were all substantially higher than BC and the County anticipated. Before deciding whether or not to rebid the project, Indian River County directed the BC Team to perform Value Engineering and work with the apparent low bidder, Summit Construction, to reduce the cost of the project. This process occurred during the period from November 2004 through January 2005 and was successful in reducing project cost to a figure approximating the County's original expectation. During this period, our records indicate that BC staff spent approximately $ 11 , 663 . 00 on Value Engineering and negotiations with Summit Construction prior to contract award. This money was En v i r o n mental E n g i n e e r s C o n s u l t a n t s Mr. Michael Hotchkiss, P. E. Indian River County October 21 , 2005 Page 2 originally budgeted for BC construction phase services . As a result of this activity, and because of delays in project completion, we are projecting a budget shortfall. We have prepared an estimate of the additional labor hours and budget that BC will require to extend our existing Scope of Services through Summit Construction's current project completion date of April 28, 2005 . Our estimate is based on the following: 1 . Eight (8) hours of Bob Hrabovsky's time per month to attend the monthly on-site construction meetings and prepare meeting minutes for attendees. 2 . Four (4) hours of my time and four (4) hours of Bob 's time per month to address Contractor inquiries, coordinate the efforts of subconsultants, review Contractor pay requests, evaluate Contractor requests for Work Change Directives, and prepare Change Orders for approval by Indian River County. 3 . Eight (8) hours of Bob 's time and four (4) hours of my time to perform a site inspection documenting substantial construction completion and to prepare a punch list of items requiring attention by the Contractor. 4. Eight (8) hours of Bob 's time to perform a site inspection and document final construction completion. 5 . Four (4) hours of my time to prepare a letter certifying construction completion. 6 . Four (4) hours of administrative and clerical support per month. At our existing contract labor rates , the total cost of the labor hours identified above is $20,400. 00. If mileage for eight round trips to the site (six monthly meetings, two site inspections, 270 miles each round trip) at the contract reimbursable rate of $ 0 . 375 per mile is added, the total estimated cost is $21 ,210. 00. Recognizing that there is still $3 ,500. 00 remaining in BC 's existing budget, the additional budget required is $ 17,710. 00. In addition, while site work is going on, Carter Associates, Inc . (CAD is responsible for providing two (2) hours per day of resident inspection services. Because Sur tr, it's current schedule calls for site work to be performed over a 10-month period instead of the 6-month period that was used as the basis for the original budgeting, CAI estimates that they will require an additional 60 hours of inspector time and four (4) additional engineering site visits to maintain the originally intended level of construction oversight during the extended construction period. At CAI's contractual labor rates , the total additional budget required is $4, 920 . 00. 13: A125896\ IRC Utility Operations Cornplex \1 , 102105. doc Mr. Michael Hotchkiss, P . E . Indian River County October 21 , 2005 Page 3 Also, if you recall, a total of $ 9 ,000. 00 was approved by the Board of County Commissioners in Amendment No . 2 of our Work Order to fund environmental (gopher tortoise) surveys on the site. As it turned out, only $2,400 . 00 of that total was needed, leaving $ 6,600 . 00 remaining in our contract budget that will never be used. We propose that this surplus budget be eliminated and used to partially offset the additional budget being requested for BC and CAI services. In summary, we are proposing that an amendment to BC 's Work Order 1 be issued extending the project completion date through April 30, 2006, eliminating the $ 6,600 . 00 budget surplus in Amendment No. 2 , increasing CAI's construction management budget by $4,920. 00, and increasing BC 's project management budget by $ 17,710. The net increase to the budget would be $ 16,030. 00, increasing the total value of Work Order 1 to $442,030 . 00. We would appreciate your favorable consideration of this proposal. Very truly yours, AND CALDWEU 2 J es A . Nissen, RE, DEE enior Associate Cc: Bob Hrabovsky, BC Steve Snoberger, CAI 11Al25896 \ LRC Utility O >perations Complex \ 1. 103105 doc