----- Original
Message -----
Sent: Thursday, May 24,
2007 5:07 PM
Subject: RE: Final Design
Documents fINAL CUT
Jim/Dick:
Thanks for your
input. My comments on your requested changes:
1) As I had
mentioned to Jim in the original email below, we did Fed Ex two original
copies of the documents out to Len's attention in the afternoon mail today.
These documents just eliminated the landscape architecture, but do not reflect
the other requests suggested below. So please forewarn Len to toss those in
lieu of a fresh round the revised documents, which we will try to Fed Ex
tomorrow.
2) In regards to
the other revisions, I will adjust our Tasks 4.14, 4.15 (sorry for the typo),
and 4.22 to the levels of effort you suggest below.
Done.
3) On Task 4.24,
we altered the total number of hours for Bidding Services from 120 to 172. I
saw the increase in time from 2 factors, two separate pre-bid meetings and
walk-throughs (as opposed to one), and the fact that we were going to be on
the phone with contractors for 12 weeks instead of 8 weeks (which presumes a 4
wk bid period on the BCF and an 8 wk bid period for the WWTP). Considering an
increased number of addenda and bid tabs, and the fact that we think
we'll be spending a lot of time answering contractors questions on the WWTP at
a minimum (when a $20M+ contract hits the street, there's usually interest) -
I thought this increase in hours was justified, and am actually worried that
it might turn out a little light. The two of you have always been our
proponent, and I'll adjust this task to your wishes as well, but I'd
ask you to consider granting us the additional time on this
one.
We will draft up
the new revised documents, including the language change on the cover letter,
tomorrow morning. If you'll allow us to include the 172 hours on Task 4.24
instead of reverting to 120, please let me know before 11 AM Friday morning.
Otherwise, I'll scale that back as well. And again, please let me know if the
cover letter should be addressed to you Jim, at the Utilities Building, instead of
Len.
Thanks
-
Chris
___________________________
Kennedy/Jenks
Consultants
www.kennedyjenks.com
Christopher
W. Kelsey, P.E.
32001
32nd Ave. South, Suite 100
Federal Way, WA
98001
ChrisKelsey@KennedyJenks.com
(
253-874-0555 |
Direct:
253-942-3467
Cell: 253-670-5402 | Fax: 253-952-3435
From: Vanetta R Warren
[mailto:v_warren@msn.com]
Sent: Thursday, May 24, 2007 3:17
PM
To: Chris
Kelsey
Cc: James
Kelly
Subject: Fw: Final
Design Documents fINAL CUT
Chris: See changes
Jim and I agree on. Please revise documents and submitt fo Council
action. Dick
----- Original
Message -----
Sent: Thursday, May 24,
2007 8:27 AM
Subject: RE: Final Design
Documents
Dick
-
Task
4.14I think they had enough hours at 852 so let's say
no.
I agree with the
having enough hours at 852 for PM to accomplish the fast tracking of the
compost facility design - this design will be relatively simple. Do you
think my request for a QA/QC memorandum is appropriate? Should we
consider perhaps an additional 16-20 hours for these memorandums (4 to 5 hrs
for each memorandum at 10%, 30%, 60%, 90% submittals)?
I agree 20 hours.
dick
Task
4.15 (not 4.14) This is over done. I say 20 hours
max
I
agree.
Task
4.18 OK
I
agree.
Task
4.19 OK
I
agree.
Task
4.22 Let's eliminate the landscape sub. KJC will do the site grading and you
can designate any areas to be planted as final
cleanup.
I
agree.
Task
4.24 They had plenty in there before. I say
no.
I agree, the
bidding support for the BFC will be very minor.
I will be in training
today at City hall (H0w to Improve at Writing Grants), but will come back to
office to follow up on emails. Either I can call KJ, or you can cal..I
also have a minor comment on the cover letter, first
paragraph:
change "associated
with the expansion of the" to "associated with the upgrade and expansion
of the "
Through out the
process we have been calling this project an "Upgrade and Expansion"; upgrade
to meet new promulgated water quality rules, and expansion for future City
growth.
Thank you -
Jim
From: Vanetta R Warren
[mailto:v_warren@msn.com]
Sent: Wednesday, May 23, 2007 4:31
PM
To: James
Kelly
Subject: Re: Final
Design Documents
Jim: Here are my
thoughts:
Task
4.14I think they had enough hours at 852 so let's say
no.
Task
4.15 ( not 4.14) This is over done. I say 20 hours
max
Task
4.22 Let's eliminate the landscape sub. KJC will do the site grading and you
can designate any areas to be planted as final
cleanup
Task
4.24 They had plenty in there before. I say O
As to schedule I
have no problem with a bit more time given all the hoops to be jumped. Why
don't you make your final decision and then let Chris know. Is that OK? I will
be available late Thursday, or after hours and then before 9:00 Friday.
Dick
----- Original
Message -----
Sent: Wednesday, May
23, 2007 8:35 AM
Subject: RE: Final Design
Documents
Dick
-
I have already told
Chris to eliminate the landscape line item on both the WWTP & BCF,
reduction = $31,200.00.
From: Vanetta R Warren
[mailto:v_warren@msn.com]
Sent: Tuesday, May 22, 2007 9:50
PM
To: James Kelly
Subject: Re: Final Design
Documents
Jim: I agree.
That should almost cover the construction of the limited landscaping needed
at this stage. We should delete this item and handle it locally as a direct
City contract. Coordination won't be difficult starting at about the 30%
level. Do you want to advise Chris? Dick
----- Original
Message -----
Sent: Tuesday, May
22, 2007 3:17 PM
Subject: RE: Final
Design Documents
Dick
-
The only problem
I see is with item 4.22, a cost of $31,200 for landscape design.....I
think that is too much for a planting plan (excludes irrigation). I
think we can probably hire locally for this design
work.
What do you
think?
jim
From: Chris Kelsey
[mailto:ChrisKelsey@KennedyJenks.com]
Sent: Tuesday, May 22, 2007 2:12
PM
To: James Kelly; Vanetta R Warren
Subject: Final Design
Documents
Jim/Dick:
Please
find attached, in this and 3 ensuing emails, our proposed Amendment No. 4
Scope/Schedule and Budget exhibits for Final Design of the WWTP and BCF
facility expansions. I have also attached placeholders for exhibits to be
added under Phase 4C - Construction Services, per your request. Also,
previous amendment authorization letters have been addressed to Len, which
we have temporarily done again here, but please let me know if we should
change this letter and address to you Jim.
As I am very
conscious about budgets, especially after you have reviewed a budget
number under a previous draft of our proposal, I want to make sure to
identify the items that have caused change in this final proposal. The
scope and budget for the last proposal that you reviewed, which was the
basis of our conversations during our May 11 meeting at our offices, had a
bottom line fee estimate of $1,721,397 before the City Management Reserve.
The attached proposal has a fee estimate total of $1,779,047. An
identification of the items that resulted in the overall increase is as
follows:
- Task 4.14, PM and QA/QC - We
have added additional senior hours of QA/QC to cover 2 issues we
discussed in our May 11 meeting, 1) an additional review period has been
created from the decision to fast track the compost facility design and
bid as a separate package in advance of the WWTP (the 100% submissions
will now be separate, while the BCF design will reach 60% at 30% WWTP
and 90% at the 60% WWTP), and 2) additional hours to specifically
identify the QA/QC program that was performed internally before release
to the City, and will include such information as what senior engineers
reviewed what documents, and the word processing protocol in producing
the deliverable. An increase of approximately
$12,000.
- Task 4.14, Membrane Equip
Selection - We have added an additional item "I" which separately
identifies our assistance to the City in developing equipment criteria
and warranty information to be utilized in selecting and pre-purchasing
the new BCF mixer, which will be a slightly different procurement
technique than that utilized for the membrane equipment. An increase of
approximately $6,000.
- Task 4.18 Site
Investigations - The previous budget had a placeholder amount of
$20,000. We have since received an official proposal from GeoEngineers
in Everett, which came in at $25,000, and
included provisions for 4 borings at the WWTP in the locations of new
buildings, as well as one boring at the BCF. We think this is
appropriate. Additionally, a follow-up conversation with Cascade
Surveying of Arlington on their initial proposal resulted in a $1,200
increase to account for field time and data download for performing spot
elevations of existing facilities and dipping of manholes/sumps to be
added to their topographical and utility survey.
- Task 4.19 Permitting
Assistance - After conversations with our subconsultant, ESA/Adolfson,
on their initial proposal, $3,000 was added for permitting assistance
associated with getting a Shoreline permit and the possibility of
needing an HPA permit through Fish and
Wildlife.
- Task 4.22, Final Design
Documents - Our previous proposal had a placeholder of $12,000 for
landscape architecture. We performed lots of research to identify a
local firm, including asking the advice of Perteet, who we know the City
utilizes on road projects, and came to the conclusion that a viable
consultant could not be found locally. We received an estimate from
Osborn Pacific of Seattle, which came in much higher, but had them cut
down the number of design submittals, eliminate design of an irrigation
system, and eliminate their estimated time associated with City
permitting, and have received an updated proposal of $31,200. This
includes submission of 10% conceptual sketches, followed by 90% and 100%
submittals that include landscape plans and details for perimeter
plantings/screening at the WWTP, as well as additional plantings on the
west entrance side of the BCF, on both sides of the entrance
driveway.
- Task 4.24, Bidding Services
- We have increased our hours to reflect two different bidding periods
for the BCF and WWTP, which will require more time addressing contractor
inquiries, and require an additional pre-bid meeting/walk through and
bid tabulation. An increase of approximately
$8,000.
The schedule has
shifted such that completion is now about 2 months later for two reasons:
1) the 60% submittal was shifted back about 3 weeks so that there was time
to incorporate information from the membrane shop drawings into the 60%
submittal following our review of the shop drawings, and 2) the original
schedule showed completion of the final bid documents before getting
comments back from Ecology. We reduced the Ecology review period to about
65 days (45 working days) and showed completion of the final bid documents
for the WWTP about 3 weeks later. This puts completion at the beginning of
September, versus first part of July in the previous version of the
schedule. Approved City permit review is based on the 90% WWTP submittal
and it is assumed that L&I and City building, planning, and fire dept.
review periods will be no longer than the Ecology review periods. The same
assumptions were made regarding reviews for the
BCF.
I have 2
original copies that I will hold on overnight mailing to you until
Thursday PM, to allow you to provide final feedback and review comments
for incorporation. And in regards to your request for an electronic
version of the schedule Jim, let me know if you need more than what is
included in this PDF package - I'm sure I could get it sent along in
Microsoft Project as well. Thanks again for your support, and we are very
excited to get rolling on this important showcase
project!
Chris
<<Letter
Scope Amend 4.pdf>>
___________________________
Kennedy/Jenks
Consultants
www.kennedyjenks.com
Christopher
W. Kelsey,
P.E.
32001
32nd Ave. South, Suite
100
Federal Way, WA 98001
ChrisKelsey@KennedyJenks.com
(
253-874-0555 | Direct: 253-942-3467
Cell: 253-670-5402 | Fax: 253-952-3435