CONTRACT ADMINISTRATION/INSPECTION -

GREENBELT IMPROVEMENT CIP PROJECT NO. 96-508

Recommendation:

It is recommended that the City Council:

1. Approve the payment of $9,950.00 to AAE Consultants for contract Administration/ Inspection services rendered in association with the Greenbelt Improvement Project.

Background:

On September 14, 1998, staff engaged the services of AAE Consultants to provide contract administration/inspection services for the Greenbelt Improvement Project for a fee of $7,500. This was done in accordance with the approved informal request for proposal (RFP) process. Please see attachments. The services were needed to cover the void created by the unanticipated departure (9/10/98) of J. Mankawich, C.I.P. Engineer.

Staff selected to use the informal RFP process because it was anticipated that 150 hours of contract administration/inspection services would be sufficient because the project was scheduled to be completed by October 9, 1998 and full-time inspection was not needed. However, the project fell behind schedule. As a result, the total hours of services ended up being 349 hours of full-time inspection.

Analysis:

The two critical tasks that consumed most of the construction time were construction of the ramp across from Hermosa Valley School and installation of the irrigation system.

• Ramp - The original estimated time for completion of the ramp in front of Hermosa Valley School on Valley Drive was 15 days. The actual time to complete is approximately 90 days, due to delays to correct defective work.

• Irrigation - The original expected time of completion for the irrigation from the contractor's schedule was 20 days. This was a gross error on their part. The work started July 23rd and wasn't completed until October 26th. It took approximately 95 days to complete the work.

During the period between September 14 and November 16, 1998, a number of critical tasks were underway requiring full-time inspection by AAE because the contractor was having difficulty with the schedule and task assignments. At the same time, other projects and assignments were competing for staff's time. Consequently, staff inadvertently allowed AAE's contract to exceed the $7,500 by $9,950 taking the total amount due to AAE to $17,450.

Fiscal Impact:

Since the $17,450 exceeds the $10,000 maximum for the informal process, it will be necessary for Council to approve the payment of $9,950.

Sufficient funds are in the project budget, therefore, no additional appropriation is required.

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