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Mr. Nick DeBar File No. 435-09139-0 City of Mounds View February 22, 2011 Area D – Bidding Phase Services Page 5 The primary reason for the cost overrun in the Design Phase engineering services is an expanded scope of work within the project tasks. While no new separate tasks were added to the work scope for the Design Phase engineering services, the actual amount of work performed under certain tasks included in the original Council authorization exceeded the initial estimates. As stated in the Design Phase letter agreement dated July 8, 2010 certain tasks were more subject to variations. Notable among these was the task for “Non-Standard Street Issues”. During the Design Phase of the Area D project, the number of non-standard issues identified for investigation and review significantly exceeded the initial estimates of City Staff. Those issues included the reconfiguration of Pinewood Court, the sidewalk and associated improvements along County Road H2, parking along Jackson Drive and Groberg Street, and parking adjacent to Lambert Park. In addition to a larger number of issues, some of the issues required multiple iterations of review and options before a resolution was achieved. The corresponding amount of engineering time spent to assist the City in the review of these issues and development of options exceeded the budget included in the Design Phase for the non-standard issues. The non-standard issues also resulted in the addition of improvements to the Area D project. An example is the sidewalk and associated improvements identified along County Road H2. Those improvements were not anticipated in the original scope of work for Area D, yet their addition to the project required detailed engineering design services to include them in the construction documents. Furthermore, since County Road H2 is a State Aid roadway, the design was done to the necessary standards to allow the City to request State Aid funding for the improvements. Another example of additional improvements are storm water improvements in Lambert Park. The Lambert Park Storm Water Study, authorized as part of the Design Phase for Area D, identified options for potential improvements to Lambert Park. The City chose to include one of the options in the construction documents for the Area D project. That decision makes sense, since the improvements can be most efficiently and cost effectively done as part of the larger construction project for Area D. However, the addition of those improvements also required detailed design engineering services not anticipated in the original scope of work for Area D. It is estimated the final Design Phase engineering services will exceed the authorized amount of $234,000 by less than $10,000. Therefore, in light of the information presented above, it is respectfully requested an amendment in the amount of $9,000 be made to the agreement for the Design Phase engineering services. This represents an increase of 3.85% to the Design Phase engineering services. Perspective on the requested amendment to the Design Phase engineering services is offered by the following information: x The additional improvements added to the construction contract for the Area D project have increased the estimated construction cost by approximately 7.5%. Therefore, the relative increase of 3.85% in the Design Phase engineering services is less than the relative increase in the estimated construction cost. x The preliminary survey for Area D was done in fall 2009 after being authorized by the City Council on September 28, 2009. The final actual cost of that work was approximately $15,000 less than the estimated cost. Therefore, even with the addition of a $9,000 amendment to the Design Phase, the total actual cost of the engineering services for the combined preliminary survey and Design Phase will still be approximately $6,000 under the combined original estimated cost.