HomeMy WebLinkAbout08/20/2002, C9 - CONSULTANT CONTRACT AMENDMENTS FOR THE MARSH STREET PARKING GARAGE EXPANSION PROJECT council W6'Dmc a�
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CITY OF SAN LUIS OBISPO
FROM: Michael D. McCluskey, Public Works Director
Prepared By: Keith Opalewski,Parking Manager
SUBJECT: CONSULTANT CONTRACT AMENDMENTS FOR THE MARSH
STREET PARKING GARAGE EXPANSION PROJECT
CAO RECOMMENDATION
Approve contract amendments for additional materials testing to EarthSystems Pacific ($13,500)
and additional archeological services to Applied EarthWorks ($37,500) and authorize the Mayor
to award the contract amendments.
DISCUSSION
The Marsh Street parking structure expansion project continues to work its way towards
completion of construction. Currently it is anticipated that the structure will be open by the last
week of September 2002. As part of bringing this project to completion, some budgeting and
financial items need to be addressed.
Materials Testing
The required materials testing component for the Marsh Street Garage expansion project is in its
final phase. Due to the more significant nature of the material testing services (concrete, steel,
etc.) the current budget for materials testing has been depleted and is now over budget.
The cost overrun of$13,500 is based on two areas that have significantly exceeded the projected
budget amounts for materials testing. The two areas were compression testing of concrete
cylinders and sampling of the concrete per code requirements. This additional cost was derived
from the specified criteria of sampling and testing a set of cylinders from every caisson, as
opposed to a less frequent test series. The original budget anticipated a reduced number of tests
during the actual construction, but the structural engineer for the project did not approve this
request and adhered to the more extensive testing schedule. As a result of this more stringent
standard, the materials testing budget will need to be amended by $13,500 to complete the finish
testing and final reports for this phase of the project.
Archeological Services
Archeological monitoring and fieldwork has been completed at the construction site for the
garage expansion. The complete collection of archeological remains is contained in
approximately 50 archive boxes, which still need processing and analysis in order to complete
the final mitigation report for the project. To date, the current archeological budget has nearly
been depleted with much of the laboratory analysis still pending. As with any large-scale
eq-1
Council Agenda Report—Consultant.Amendments-Marsh Street Garage Expansion
page 2
construction project in the downtown area, the exact magnitude of archeological findings and the
corresponding costs to process them is only an estimate until the project is completed. This is
the case for the garage expansion, which now has a more precise understanding of what it will
cost to finalize the required documentation of the artifacts. As part of the actual field work the
archaeologist encountered a series of unknown sites including a significant underground privy
that contained many pieces of relics that will need to be examined. As a result of the additional
artifacts the archaeological budget will need to be amended by $37,500 to complete the
processing and final reports of the project.
FISCAL IMPACT
The contract amendment of $13,500 for materials testing (EarthSystems) will cover what has
already been completed along with final testing and required reports. A minor contingency is
also included in this budget to cover any minor unforeseen costs associated with this work. The
amendment of$37,500 for archeological services (AppliedEarthworks) will complete the sorting,
analyzing and cataloging along with a final report that will discuss required mitigation for the
relics. The $51,000 needed for both amendments can be funded out of the $654,000 contingency
fund for the project. To date, at 85% completion of the garage expansion, 50% of the
contingency remains unencumbered. The remaining $327,000 contingency fund can readily
cover the proposed amendments without jeopardizing the completion of the project. The final
budgets for the two consultants will be the following:
Current Budget Proposed Final Budget
EarthSystems $44,271 $13,500 $57,771
Applied EarthWorks $80,298 $37,500 $117,798
ATTACHMENTS Attachment 1---Archaeological Services Amendment
Attachment 2— Materials Testing Amendment
I.Council Agendareport/2002 Reports/CouncilReportcontractamendsMSS
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Attachment 1
AMENDMENT NO. 2
AGREEMENT WITH APPLIED EARTHWORKS
The AGREEMENT dated May 26, 2000 between the CITY OF SAN LUIS OBISPO, a
municipal corporation, hereinafter referred to as "City" and "Applied Earthworks", hereinafter
referred to as"Contractor",is hereby amended to as follows:
A. DESCRIPTION OF WORK
2. Workscope
Provide Cultural Resource Monitoring for the Marsh. Street Garage Expansion project,
Specification No. 99684. The amended work, as outlined in Exhibit A, will be performed for
additional compensation not to exceed $37,500.
All other terns and conditions of the AGREEMENT remain the same.
Both CITY and CONTRACTOR do covenant that each individual executing this
addendum on behalf of each party is a person duly authorized and empowered to execute
Agreements for such part.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this
day of , 2002.
CITY OF SAN LUIS OBISPO
A Municipal Corporation
Mayor Allen K. Settle
APPROVED AS TO FORM: CONTRACTOR
/ItylktfornPrint Name:
Cy-3
ILiCAIW_ ctO - Exhibit A
5090 North Fruit Avenue
Applied VIA FAX AND FIRST CLASS MAIL suite 101
M1 Fresno,CA 93711-3064
Eorthorks (559)229-1656
FAX(559)229-2019
2 July 2002
City of San Luis Obispo
Public Works Department
ATTN: Mr. Keith Opalewski
1260 Chorro Street, Suite B
San Luis Obispo, CA 93401
RE: Revised Budget Modification Request No. 2
Cultural Resource Monitoring for the Marsh Street Garage Expansion
Dear Mr. Opalewski:
Since July 2000, Applied EarthWorks, Inc. (AE)has provided technical support to the City of San
Luis Obispo during development of the Marsh Street Garage Expansion Project. The work has
included background research, consultation and coordination with City staff and construction
personnel,preparation of a cultural resources mitigation plan as required by the Project
Environmental Impact Report (EIR), on-site construction monitoring, and emergency
investigation of archaeological features discovered during construction.
Archaeological monitoring began in August 2001 and has continued through February 2002. The
initial approved budget for the project included two weeks of cultural resource monitoring,
which was completed in mid-August 2001. During the remainder of August lE performed an
additional two weeks of monitoring as well as emergency excavations to evaluate the
significance of 8 archaeological features and mitigate project impacts to less-than-significant
levels. Such work wasrequired by the EIR and cultural resources mitigation plan. In September
2001 the City approved a budget modification to cover the costs of additional work performed
during August 2001.
Since that time AE has performed additional monitoring and emergency archaeological fieldwork,
during which time six additional archaeological features were excavated . The attached budget
modification request covers the cost of the laboratory processing, analysis, and reporting
required by the EIR and mitigation plan. As we discussed in our most recent meeting in your
office, this work involves the following tasks,which are detailed in the cultural resources
mitigation plan:
(1) Cleaning artifacts and sorting them into gross categories(glass, metal, ceramic, other)
(2) Sorting artifacts into functional catagories, and then into object types.
(3) Packaging artifacts by type and assigning a unique catalog number. A label, containing
provenience information,material type, object type, count, and weight will be placed
with each package.
(4) Analyzing and cataloging artifacts on paper using AE's standard cataloging sheets.
(5) Entering analytic and provenience data into Hs computerized historic artifact database.
As
(6) Labeling artifacts with ink according to the standards of the facility where collections
will be sent for final long-term curation. Most policies require that the site trinomial and
the catalog number is inked onto each artifact. Often when large bags of artifact
fragments (such as a bag with 100 pieces of glass) occur, only 15 or so pieces will be
labeled.
(7) Photographing or otherwise illustrating artifacts for the final report
(8) Boxing and other preparation of collections for shipment to the curation facility.
The complete collection of archaeological remains from the Marsh Street Garage project is
contained in approximately 50 archive boxes. The processing and analysis described above
requires approximately 29 hours per box, broken down as follows: cleaning and rough sorting—
4.5 hours; fine sorting, counting,weighing, and tagging, and packaging—4 hours; analysis and
cataloging— 10 hours; computerized data entry—4 hours; labeling,photographing, and
preparation for curation—6.5 hours. For 50 boxes of artifacts, that would require 1450 labor
hours. As shown in the attached labor allocation table,we have allocated only 1160 hours for
those tasks, a reduction of 20 per cent which reflects work completed to date, boxes which are
not completely full, and other cost-saving measures such as discussed below.
This time may be shortened further if complete analysis of each feature is not required. This
happens when a feature is judged to lack historical significance. Features will be evaluated for
significance according to standards set forth in the cultural resources mitigation plan. Features
that do not meet these values will be quantified at the rough sort stage, entered into the database,
labeled, and prepared for curation. Standard practices do not allow for these items to be
discarded, as they may hold potential for future research.
At this point, the entire collection has been washed and rough sorted. Although a complete
inventory has not been undertaken, we are aware that not all boxes contain large amounts of
artifacts. It is not feasible at this time to quantify the number of items in each box to give a time
breakdown by box. Any such savings will be reflected as cost reductions at the conclusion of the
project.
As you know,)E has worked hard to build several cost-saving factors into this final budget.
These include:
• Reducing labor costs. Distributing as many hours as possible to employees
compensated at lower rate categories by using interns and lower-ranked
laboratory technicians for as many tasks as possible.
• Prioritizing collections. Collections will be prioritized by level of significance,
and non-significant features will receive minimal analysis. (At present,
prioritization has not occurred, and cannot be figured into the budget, but a cost
savings will be realized at the end of the project.)
• An aggressive discard policy. Some materials from significant features may be
discarded after they have been analyzed, cataloged, counted, and weighed. If
items are discarded,this will be noted in the catalog record. Identification of
may-S
these materials is based on lack of long-term research values, excessive quantity,
poor condition, and/or health and safety risks. The discarded types may include
window glass; glass lamp chimneys; undiagnostic bottle and bottle glass
fragments; nails (after being identified by type and given MNI totals); all leather
and textiles (leather requires treatment with potentially hazardous and flammable
material in order to be preserved, so only leather artifacts with clear interpretive
value would be treated in this way); metal scraps, sheets, strips, and wire;
corroded,non-temporally diagnostic ferrous items; slag and amorphous metal and
glass; large items for which curation may be a problem (e.g., porcelain toilets).
As we discussed,the attached budget does not include costs for final curation of the
archaeological collections with an approved repository. Such costs cannot be determined until
after an appropriate curation facility is identified and a final box count is made. This will be
done after analysis and reporting is completed.
Thank you for your assistance in processing this budget modification request. As I will be on
vacation for the next two weeks,please contact Wendy Nettles in my office if you require
additional information or have any questions on the information supplied herewith.
Sincerely, n
O
Barry A. Price, M.A.
Vice President/Principal Archaeologist
cc: W. Nettles
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REVISED BUDf MODIFICATION#2 G:Warshstrset12002teost mod 2a.gp2
Marsh St. Garay- expansion Project
Cultural Resource Monitoring
APPLIED EARTHWORKS, INC.
2 July 2002
Labor Category Hrs Rate Code Rate Cost
Project Manager BAP 36 003 87.50 $3,150
Senior Historical Archaeologist MCH 013 59.00
Laboratory Director CD 64 026 40.60 $2,598,
Staff Archaeolo ist. PE/KW 027 39.40
Staff Archaeolo ist-0T PE/KW 027 59.10
Publications Manager SR 061 39.80
Historical Archaeologist WN 028 38.80
Faunal Analyst SG 028 38.80
Archaeological Monitor AVS 035 31.80
Archaeological Monitor-OT 47.70
Laboratory Technician 1 400 034 33.40 $13,360
Laboratory Technician II 324 035 31.80 $10,303
Field Technician III 039 27.00
Laboratory Trainee 412 082 17.96 $7,400
Draftsperson LM 030 33.60
Word Processing/Data Entry(CB/RB) 055 33.80
Administrative Support M _ 073 28.50
Total Hours/$ 1236 $36,811
E ui ment/Su lies
Field/Lab Equipment and Supplies
Vehicle Rental weeks 450
Fuel for Rental Vehicle.
Travel/Transportation Units
Mileage(personal vehicles $0.34
Per Diem (person da $100.00
Lodging (person days) $60.00
Subsistence(person days) $40.00
Outside Services
Archive Fees
Geos atial Analyst.
Other Direct Costs
Postage/Duplication
Office Communication/Supplies
Laboratory Facilities $600
TOTAL LABOR and BENEFITS $36.811
TOTAL EQUIPMENT/SUPPLIES
TOTAL TRAVELRRANSPORTATION
TOTAL OUTSIDE SERVICES
TOTAL ODCs $600
FEE R 10% non-labor $60
TOTAL $37,471
Attachment 2
AMENDMENT NO. 2
AGREEMENT WITH EARTH SYSTEMS PACIFIC
The AGREEMENT dated October 10th, 2000 between the CITY OF SAN LUIS
OBISPO, a municipal corporation,hereinafter referred to as "City" and "Earth Systems Pacific",
hereinafter referred to as "Contractor", is hereby amended to as follows:
A. DESCRIPTION OF WORK
2. Workscope
Provide additional materials testing and inspection for compaction and concrete testing
and grouting as outlined in Exhibit A:
Additional work scope will be performed for an amount not to exceed $13,500 for a total
contract amount not to exceed $57,771.
All other terms and conditions of the AGREEMENT remain the same.
Both CITY and CONTRACTOR do covenant that each individual executing this
addendum on behalf of each party is a person duly authorized and empowered to execute
Agreements for such part.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed on this
day of .12002.
CITY OF SAN LUIS OBISPO
A Municipal Corporation
Mayor Allen K. Settle
APPROVED AS TO FORM: CONTRACTOR
ItYA1171
y Print Name:
G:/Contracts&RFPs/Marsh Street Expansion/Contract Amendments/Amendment 2—Earth Systems Pacific �j
/q 1C�1" Qr2f c�— Exhibit A
Harris &Associates
TRANSMITTAL
Date: June 27, 2002
To: Keith Opalewski City of Sam Luis Obispo
From: Mary Jo Bachini— Harris &Associates
RE: CITY OF SAN LUIS OBISPO
MARSH STREET GARAGE EXPANSION PROJECT
Earth Systems Budget
An amendment is needed for the Earth Systems Contract for-the Marsh Street Garage
Expansion Budget. The additional amount is as follows:
April Billing $7609 Balance <7,004.50>
May Billing $1383 Balance <8,387.50>
Billing through June 23d $2192 Balance <10,579.50>
Projected Additional Costs $1500 Balance <12,079.50>
(compaction and concrete
testing at drive path, grouting)
Office Time for Reports $1000 Balance <13,079.50>
Contingency on Projected $200 Balance <13,279.50>
The overrun is due to the amount of concrete sampling and cylinder breaks, especially with
the piers.
In September 2001, when amending Earth Systems Pack's budget, the amended amount
was based on having the designer team reduce the amount of concrete testing on the piers,
see attached memos to PMSM and from PMSM. PMSMMalker did not relax the requirement
"due to the importance of the foundation system".
If you have any questions or need any additional information, please feel free to contact me at
(805) 593-0675.
Attachments
Harris and Associates
P.O. Box 15458, San Luis Obispo, CA 93406
(805) 593-0675 Fax (805) 593-0695
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