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M E M O R A N D U M TO: MRA Board FROM: Tod Gass, Redevelopment Project Coordinator DATE: October 14, 2010 SUBJECT: URD 3 Residential Curb & Sidewalk Project Agreement For Professional Services – Amendment #3 At the August 2009 regular board meeting, the MRA Board approved $104,341 for preliminary design for the URD 3 Residential Curb & Sidewalk Project, including completion of Phase 1 construction administration. The Board also authorized the Chairman to sign subsequent budget amendments for future phases up to a total amount of $206,641 based on TLI estimates for professional fees to complete the Project. At the May 14, 2010 regular Board meeting, Staff provided the Board with a budget update for the URD 3 Residential Curb & Sidewalk Project. The Phase 2 budget amendment in July 2010 was greater than what was estimated due to changing the phasing scheme of the Project from 4 phases to 3 phases, and an increase in the scope of the Project due to a URD boundary clarification that added several block faces to the Project. Staff advised the Board that TLI was anticipating a roughly 20% budget over run by Phase 3 and that a request for a budget enhancement would come at Phase 3 of the Project. TLI is ready to complete final design and contract documents for Phase 3 – the final phase of the Project. The goal is to bid the Phase 3 work in January 2011 for construction starting next spring. TLI has submitted a proposed amended scope of work and requested a budget enhancement of $55,460 to complete Phase 3 construction. A summary of the professional services budget is as follows: TOTAL APPROVED TOTAL USED $206,641 Approved by MRA Board 08‐20‐09 $104,341 Phase 1 $4,967 Amendment #1 Approved E. Buchanan 10‐02‐10 $4,967 Phase 1 Amendment #1 $211,608 Total Approved Contract Amount (All Phases) $78,893 Phase 2 Amendment #2 ‐ 7‐02‐10 (Board Approved 08‐20‐09) $188,201 Used ‐to‐date $23,407 REMAINING APPROVED AMOUNT $78,867 Phase 3 Amendment #3 Pending $55,460 ADDITIONAL REQUEST TO MRA BOARD The increased budget is the result of several factors: • an expanded project area due to the URD boundary clarification adding several additional block faces to the Project. MRA Board Meeting October 20, 2010 URD 3 Residential Sidewalk Project MRA/TLI Professional Services Agreement – Amendment #3 Page I 1 Missoula Redevelopment Agency 140 West Pine Street Missoula MT 59802 [PHONE REDACTED] phone • [PHONE REDACTED] fax www.ci.missoula.mt.us/mra [EMAIL REDACTED] ---PAGE BREAK--- MRA Board Meeting October 20, 2010 URD 3 Residential Sidewalk Project MRA/TLI Professional Services Agreement – Amendment #3 Page I 2 • an increase in the Phase 3 contract time from 90 days to 120 days to allow for contractor flexibility and the opportunity for better bids - additional engineer contract monitoring. • an additional Phase 3 public meeting prior to final design and bidding - last public meeting was a year ago. • an increased budget for public relations issues that have been arising in earlier phases of the Project - particularly encroachments in the right-of-way. STAFF RECOMMENDATION: Staff recommends the Board move to approve a budget enhancement to the MRA-TLI Professional Services Agreement in an amount of $55,460 bringing the total professional services budget for all phases of the Project to an amount not- to-exceed $ 267,608. ---PAGE BREAK--- T:\1_ACTIVE FILES\2009 Projects\2496 - MRA URD III Curb & Sidewalk RFP\1_ADMIN\Phase 3 PSA\ltr.MRA.BA3.Ph3.PSA.Transmittal.doc October 6, 2010 Missoula Redevelopment Agency Tod Gass 140 West Pine Street Missoula, MT 59802 RE: Project Summary MRA URD III – Residential Curb and Sidewalk – Phase 3 Tod: Please find attached one signed copy of the Budget Amendment No. 3 to the professional services contract for consulting services for Phase 3 of the MRA URD III Curb and Sidewalk Project. Please note we have increased time to accommodate a public meeting for the Phase 3 residents and for general public relation issues that have been arising during construction. I have also increased the inspection time to accommodate a 120 day construction period rather that 90 day schedule to allow contractor flexibility and attract more bidders and get better prices. We have also included time to coordinate with the residents and post office regarding the USPS mailbox-cluster configurations. The contract amount approved by the MRA Board to complete all Phases to date is $211,608.00. With this third budget amendment the total consulting estimate to complete the project and this final phase is $267,068.00. This is an increase of $55,460.00 to what is currently approved. The justification for this increase is a 20% increase in the overall size of the project due to expansion of the URD III district boundary and the factors mentioned above. Please return a copy of the signed agreement at your earliest convenience and contact me if you have any questions. Sincerely, Territorial-Landworks, Inc. Mark Bellon, P.E. Enclosures: Budget Amendment No.3 – MRA URD III, Phase 3 PSA C. File (letter) ---PAGE BREAK--- URD III - Residential Curb & Sidewalk Project Phase 3 - FY 2011 Phase 1 - FY 2010 Phase 2 - FY 2011 LEGEND Spring 2010 Fall 2010 Spring 2011