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Home My WebLink About2021-05-17-I09 Traffic Signal Enhancement Project_Change Order 1CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: May 17, 2021 AGENDA ITEM:Consideration of approval of Change Order No. 1 to Iowa Signal for the Traffic Signal System Enhancement Project increasing the contract amount by $50,666.00. FORMAT:Motion SYNOPSIS INCLUDING PRO & CON: Change Order No. 1 is for installation of advanced and stopline video detection at the SE University Ave & SE Alice’s Rd/Grand Prairie Parkway intersection. This change order includes insurance and traffic control required by the Union Pacific Railroad to complete the necessary work within the railroad right of way. This intersection was not included in the original project due to the City not receiving approval from the UPRR before the bid. The City has received approval at this time and the Iowa Department of Transportation has given concurrence to approve this change order. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: The net result of this Change Order increases the contract price in the amount of $50,666.00. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the change order. ATTACHMENTS: I. Change Order No. 1 II. Letter of Recommendation PREPARED BY:Beth Richardson REVIEWED BY:Rudy Koester RK PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: AGENDA ITEM: I9 2727 SW SNYDER BOULEVARD | P.O. BOX 1159 | ANKENY, IA 50023-0974 P: 515-964-2020 l F: 515-964-7938 l SNYDER-ASSOCIATES.COM v:\projects\2019\119.0727.01\construction\ltr_2021-05-06_co1-recommendation.docx May 6, 2021 Rudy Koester, PE, City Engineer City of Waukee 805 University Ave Waukee, IA 50263 RE: CHANGE ORDER NO. 1 - UNIVERSITY AVE & ALICE’S RD DETECTION TRAFFIC SIGNAL SYSTEM ENHANCEMENTS PROJECT PROJECT NO.: ICAAP-SWAP-8177(624)--SH-25 Dear Mr. Koester: At the time of the original DOT letting clearance requirement date, clearance from the Union Pacific Railroad had not been obtained for detection changes at the University Ave & Alice’s Rd/Grand Prairie Pkwy intersection. Per DOT requirements, the detection improvements were not able to be included within the project being let at that time. Since the letting, we have obtain the Union Pacific Railroad clearance to install the necessary underground cabling to implement video detection at the intersection. This change order is for the installation of advanced and stopline video detection at the University Ave & Alice’s Rd/Grand Prairie Pkwy intersection and includes the insurance and traffic control required by the Union Pacific Railroad to complete the work. We recommend approval of Change Order No. 1 for the Traffic Signal System Enhancements project in the amount of $50,666.00. Please let us know if you have any questions or concerns with this change order. Sincerely, SNYDER & ASSOCIATES, INC. Todd Knox, PE, PTOE Project Manager Enclosure cc: Wayne Lesley, Iowa Signal OWNER: City of Waukee PROJECT: Traffic Signal System Enhancements Project PROJECT #: ICAAP-SWAP-8177(624)--SH-25 To: You are directed to make the following changes in this contract: 1. Description of change to be made: 2. Reason for Change: 3. Settlement for the cost of making the change shall be as follows: Item No. Item Description Quantity Unit Unit Price Total Price 1. Item 0040 Advance Video Detection System 1 Per Intersection $16,508.10 $16,508.10 2. Item 0050 Stopline Video Detection System 1 Per Intersection $30,657.90 $30,657.90 3. Item 8001 Railroad Traffic Control 1 LS $3,500.00 $3,500.00 TOTAL $50,666.00 4. This change order will result in a net change in the contract completion time of days and a net change in the cost of the project of $50666.00 divided as follows: Contract Contract Amount Completion Date Approved funds and contract completion date as per (Engineer's Estimate, Contract or last approved C.O.) $543,350.00 November 1, 2020 Change due to this C.O. (+ or -) $50,666.00 Totals including this C.O.:$594,016.00 August 1, 2021 The change described herein is understood, and the terms of settlement are hereby agreed to: Iowa Signal, Inc. CONTRACTOR By DATE: Snyder & Associates, Inc. ENGINEER By DATE: City of Waukee OWNER By DATE: CHANGE ORDER NO. 1 City, State, Zip Iowa Signal, Inc. Contractor 3711 SE Capitol Cir Grimes, IA 50111 Address The Union Pacific Railroad clearance for the project wasn't obtained prior to the letting of the project. Since it has been obtained and addin Installation of video detection at the University Ave & Alice's Rd/Grand Prairie Pkwy intersection and the required railroad traffic control for t V:\Projects\2019\119.0727.01\Construction\CO01_2021-05-06_UniversityAlicesDetection.XLSX 110' 320' UNIVERSITY AVENUES.E. ALICES ROADGRAND PRAIRIE PARKWAY1112131467686972 71 74 73 45 46 4751525354252627 31 32 33 34 83 84 85 EXISTING ROW LINES (TYP.) 81 82 42 41 44 43 6122626364656669A212423DESIGN TEAM PROJECT NUMBER SHEET NUMBER COUNTYENGLISHIOWA DOT REVISED AHOUCHIN 12/11/2020 V:\Projects\2019\119.0727.01\CADD\CD_1190727_N11-ChangeOrder.dgn V8iBWHalfWeightPDF.pltcfg V:\RefLibrary\CADDStandards\WorkSpace\Standards\Printing\Pen_Tables\date.tbl 1:99.9998Default DALLAS ICAAP-SWAP-8177(624)SH-25 N.11 0 50 FEET EXISTING PROPOSED TRAFFIC SIGNAL LEGEND TRAFFIC SIGNAL TRAFFIC SIGNAL WITH BACKPLATE HANDHOLE CONTROLLER CABINET WITH FOOTING STREET LIGHT ON SIGNAL POLE (XX = NUMBER DESIGNATION) DETECTION ZONE VIDEO DETECTION CAMERA (STOPLINE) VIDEO DETECTION CAMERA (ADVANCED)RAI LROAD RI GHT-OF-WAYWITHIN RAILROAD RIGHT-OF-WAY. DO NOT STORE MATERIALS OR PARK/UTILIZE EQUIPMENT NOTE: RADAR DETECTION UNIT (ADVANCED) SIGNAL CABINET AND S.E. ALICE'S ROAD GRAND PRAIRIE PARKWAY/UNIVERSITY AVENUE XX 12/11/20 CO #1 210' 320' 110' 110' 320' 1 Todd Knox From:Heather Lesley <heather@iowasignal.com> Sent:Monday, March 22, 2021 4:15 PM To:Todd Knox Cc:'Wayne Lesley'; Andrew Houchin; 'Ron Johnsen' Subject:RE: Waukee Alice's Rd & University Gridsmart CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender email address and know the content is safe. Todd, the bid unit prices were an average for the detection. Some stop line detection required one detector, others two. A total of 18 stop bar detectors were furnished. The advanced detection was either 2 or 4 detectors. A total of 14 advance detectors were furnished. The stop bar detection, for a bid price of $343,350.00, you received 18 detectors or a unit price of $19,075.00 each. The University change order requires 2, hence the bid unit price would suggest $38,150.00 The advanced detection bid price of $73,500, you received 14 detectors or a unit price of $5,250.00 each. The University change order requires 4, hence the bid unit price would suggest $21,000.00. For the change order $30,657.90 is stop bar and $16,508.10 is advanced detection. We asked for less than the full unit prices since only one mobilization is required for multiple detectors and the bulk of the overhead was covered in the bid. We can ask for more if the DOT insists. Thank you! Heather Lesley Iowa Signal Inc. 515-971-0251 From: Todd Knox <tknox@snyder‐associates.com> Sent: Monday, March 15, 2021 3:18 PM To: heather@iowasignal.com Cc: Wayne Lesley <wayne@iowasignal.com>; Andrew Houchin <ahouchin@snyder‐associates.com> Subject: RE: Waukee Alice's Rd & University Gridsmart Heather, We will need additional information on the change order. I’m not too concerned about the Railroad Flagger and Insurance aspect, but we have the separate bid items for Advance Video Detection System, per Intersection and Stopline Video Detection System, per Intersection that we will need to justify the price difference between each one of those and the project bid price. Here are the unit prices from the bid: Advanced Video Detection System, per Intersection - $14,700.00 Stopline Video Detection System, per Intersection - $24,525.00 We should be able to justify the additional cost for both since the advanced detection system needs four additional cameras and we need a second fisheye camera and a second processor for the system. Can you split the lump sum amount for the detection apart into separate advanced & stopline items? We will also need a copy of the equipment invoice to include with the information in the file to justify the additional cost for the equipment. If you have some 2 information on the flagger charge and the insurance amount, plus administration for you, that will be helpful for the file as well in case the DOT wants to review the information. We have attached the draft change order for the work. Please call to discuss. Don’t worry about signing it as I know we need to make changes to it based on the information you can provide. Plus we will need to get DOT approval of the application prior to sending to the City for consideration. Also, we have attached a partial payment application for you. If everything looks acceptable, please sign and return it. A pdf copy is fine. Please let us know if you have any questions. Thanks, Todd Knox, P.E., PTOE Traffic Engineer SNYDER & ASSOCIATES, INC. From: Heather Lesley <heather@iowasignal.com> Sent: Sunday, March 14, 2021 10:44 PM To: Todd Knox <tknox@snyder‐associates.com> Subject: Waukee Alice's Rd & University Gridsmart CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender email address and know the content is safe. Todd, attached is the quote for installation of Gridsmart at Alice’s Rd & University. Thank you! Heather Lesley Iowa Signal Inc. 515-971-0251 Virus-free. www.avg.com NOTICE: This E-mail (including all attachments) is covered by the Electronic Communications Privacy Act, 18 U.S.C. §§ 2510-2521, is confidential and may contain legally privileged information. If you are not the intended recipient, you are hereby put on notice that any retention, dissemination, distribution, or copying of this communication or any part thereof is strictly prohibited. Please call or reply to the sender immediately that you have received this message in error, then permanently delete it. Accounting ID No.(5-digit number):36893 Form 831240 (12-20) Page 1 of 2 CHANGE ORDER For Local Public Agency Projects Change Order No.:1 No.: 1 Non-Substantial: Substantial: Apr 28, 2021 Administering Office Concurrence Date Accounting ID No. (5-digit number):36893 Project Number: ICAAP-SWAP-8177(624)--SH-25 Contract Work Type: Traffic Signal Contractor:Iowa Signal, Inc. Local Public Agency: City of Waukee Date Prepared: April 28, 2021 You are hereby authorized to make the following changes to the contract documents. A - Description of change to be made: Item 0040 Advanced Video Detection System, per intersection - 1 additional intersection, adding the University Ave & Alice's Rd intersection to the project. Item 0050 Stopline Video Detection System, per intersection - 1 additional intersection, adding the University Ave & Alice's Rd intersection to the project. (NEW) Item 8001 Railroad Traffic Control, lump sum - 1 new - need for pulling cable through existing conduit within RR right-of- way B - Reason for change: At the time of project letting, the necessary clearances from Union Pacific Railroad had not yet been obtained to perform work at the intersection of University Ave and Alice's Rd. Since the letting, the necessary clearances have been obtained, so the vehicle detection improvements can be installed to allow for collection of Automated Traffic Signal Performance Measures at the intersection. C - Settlement for cost(s) of change as follows with items addressed in Sections F and/or G: Item 0040 Advanced Video Detection System, per intersection - contract unit price plus additional. The intersection requires four advance detection cameras, more than the average number of advance detection cameras at the other project intersections. Due to the higher than average number of cameras, the per intersection cost requires more than the average intersection. Item 0050 Stopline Video Detection System, per intersection - contract unit price plus additional. Due to the Railroad and intersection geometry, the intersection has a large cross-section. The large cross-section requires two fisheye cameras to detect all stopline location. Having two fisheye cameras requires a second processor. Since the intersection requires 2 fisheye cameras and 2 processors, that is more than the average intersection, thus requiring additional equipment and material cost to purchase and more time to install. Item 8001 Railroad Traffic Control, lump sum - agreed lump sum price D - Justification for cost(s) (See I.M. 6.000, Attachment D, Chapter 2.36, for acceptable justification): Item 0040 Advanced Video Detection System, per intersection - See Attached Item 0050 Stopline Video Detection System, per intersection - See Attached (NEW) Item 8001 Railroad Traffic Control, lump sum - necessary traffic control and insurance needed to meet railroad requirements E - Contract time adjustment: Justification for selection: No Working Days added Working Days added: Unknown at this time Contract has a completion date. At this time, no extension is anticipated Accounting ID No.(5-digit number):36893 Form 831240 (12-20) Page 2 of 2 F - Items included in contract: Change Order No.:1 Participating For deductions enter as "-x.xx" Federal- aid State- aid Line Number Item Description Unit Price .xx Quantity .xxx Amount .xx X 0040 Advanced Video Detection System, per Intersection (2599‐9999005) $16,508.10 1.000 $16,508.10 X 0050 Stopline Video Detection System, per Intersection (2599‐9999005) $30,657.90 1.000 $30,657.90 Add Row Delete Row TOTAL $47,166.00 G - Items not included in contract: Participating For deductions enter as "-x.xx" Federal- aid State- aid Change Number Item Number Item Description Unit Price .xx Quantity .xxx Amount .xx X 8001 2599‐9999010 Railroad Traffic Control $3,500.00 1.000 $3,500.00 3,500 Add Row Delete Row TOTAL $3,500.00 H. Signatures Signatures will be applied through DocExpress. 110' 320' UNIVERSITY AVENUES.E. ALICES ROADGRAND PRAIRIE PARKWAY1112131467686972 71 74 73 45 46 4751525354252627 31 32 33 34 83 84 85 EXISTING ROW LINES (TYP.) 81 82 42 41 44 43 6122626364656669A212423DESIGN TEAM PROJECT NUMBER SHEET NUMBER COUNTYENGLISHIOWA DOT REVISED AHOUCHIN 12/11/2020 V:\Projects\2019\119.0727.01\CADD\CD_1190727_N11-ChangeOrder.dgn V8iBWHalfWeightPDF.pltcfg V:\RefLibrary\CADDStandards\WorkSpace\Standards\Printing\Pen_Tables\date.tbl 1:99.9998Default DALLAS ICAAP-SWAP-8177(624)SH-25 N.11 0 50 FEET EXISTING PROPOSED TRAFFIC SIGNAL LEGEND TRAFFIC SIGNAL TRAFFIC SIGNAL WITH BACKPLATE HANDHOLE CONTROLLER CABINET WITH FOOTING STREET LIGHT ON SIGNAL POLE (XX = NUMBER DESIGNATION) DETECTION ZONE VIDEO DETECTION CAMERA (STOPLINE) VIDEO DETECTION CAMERA (ADVANCED)RAI LROAD RI GHT-OF-WAYWITHIN RAILROAD RIGHT-OF-WAY. DO NOT STORE MATERIALS OR PARK/UTILIZE EQUIPMENT NOTE: RADAR DETECTION UNIT (ADVANCED) SIGNAL CABINET AND S.E. ALICE'S ROAD GRAND PRAIRIE PARKWAY/UNIVERSITY AVENUE XX 12/11/20 CO #1 210' 320' 110' 110' 320' 1 Todd Knox From:Heather Lesley <heather@iowasignal.com> Sent:Monday, March 22, 2021 4:15 PM To:Todd Knox Cc:'Wayne Lesley'; Andrew Houchin; 'Ron Johnsen' Subject:RE: Waukee Alice's Rd & University Gridsmart CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender email address and know the content is safe. Todd, the bid unit prices were an average for the detection. Some stop line detection required one detector, others two. A total of 18 stop bar detectors were furnished. The advanced detection was either 2 or 4 detectors. A total of 14 advance detectors were furnished. The stop bar detection, for a bid price of $343,350.00, you received 18 detectors or a unit price of $19,075.00 each. The University change order requires 2, hence the bid unit price would suggest $38,150.00 The advanced detection bid price of $73,500, you received 14 detectors or a unit price of $5,250.00 each. The University change order requires 4, hence the bid unit price would suggest $21,000.00. For the change order $30,657.90 is stop bar and $16,508.10 is advanced detection. We asked for less than the full unit prices since only one mobilization is required for multiple detectors and the bulk of the overhead was covered in the bid. We can ask for more if the DOT insists. Thank you! Heather Lesley Iowa Signal Inc. 515-971-0251 From: Todd Knox <tknox@snyder‐associates.com> Sent: Monday, March 15, 2021 3:18 PM To: heather@iowasignal.com Cc: Wayne Lesley <wayne@iowasignal.com>; Andrew Houchin <ahouchin@snyder‐associates.com> Subject: RE: Waukee Alice's Rd & University Gridsmart Heather, We will need additional information on the change order. I’m not too concerned about the Railroad Flagger and Insurance aspect, but we have the separate bid items for Advance Video Detection System, per Intersection and Stopline Video Detection System, per Intersection that we will need to justify the price difference between each one of those and the project bid price. Here are the unit prices from the bid: Advanced Video Detection System, per Intersection - $14,700.00 Stopline Video Detection System, per Intersection - $24,525.00 We should be able to justify the additional cost for both since the advanced detection system needs four additional cameras and we need a second fisheye camera and a second processor for the system. Can you split the lump sum amount for the detection apart into separate advanced & stopline items? We will also need a copy of the equipment invoice to include with the information in the file to justify the additional cost for the equipment. If you have some 2 information on the flagger charge and the insurance amount, plus administration for you, that will be helpful for the file as well in case the DOT wants to review the information. We have attached the draft change order for the work. Please call to discuss. Don’t worry about signing it as I know we need to make changes to it based on the information you can provide. Plus we will need to get DOT approval of the application prior to sending to the City for consideration. Also, we have attached a partial payment application for you. If everything looks acceptable, please sign and return it. A pdf copy is fine. Please let us know if you have any questions. Thanks, Todd Knox, P.E., PTOE Traffic Engineer SNYDER & ASSOCIATES, INC. From: Heather Lesley <heather@iowasignal.com> Sent: Sunday, March 14, 2021 10:44 PM To: Todd Knox <tknox@snyder‐associates.com> Subject: Waukee Alice's Rd & University Gridsmart CAUTION: This email originated from outside of the organization. Do not click links or open attachments unless you recognize the sender email address and know the content is safe. Todd, attached is the quote for installation of Gridsmart at Alice’s Rd & University. Thank you! Heather Lesley Iowa Signal Inc. 515-971-0251 Virus-free. www.avg.com NOTICE: This E-mail (including all attachments) is covered by the Electronic Communications Privacy Act, 18 U.S.C. §§ 2510-2521, is confidential and may contain legally privileged information. If you are not the intended recipient, you are hereby put on notice that any retention, dissemination, distribution, or copying of this communication or any part thereof is strictly prohibited. Please call or reply to the sender immediately that you have received this message in error, then permanently delete it.