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Services\Change Order#1-Chazen—Buckbee Road Culvert Project—12-18-17
RESOLUTION AUTHORIZING TECHNICAL SERVICES CHANGE
ORDER NO. 1 REGARDING CONTINUED PROFESSIONAL SERVICES
OF THE CHAZEN COMPANIES RELATING TO BUCKBEE ROAD
CULVERT REPLACEMENT PROJECT
RESOLUTION NO.: ,2017
INTRODUCED BY:
WHO MOVED FOR ITS ADOPTION
SECONDED BY:
WHEREAS, by Resolution No.: 223,2017, the Queensbury Town Board authorized the
Buckbee Road Culvert Replacement Project (Project), establishment of Buckbee Road Culvert
Replacement Capital Project Fund 4218 and engagement of The Chazen Companies (Chazen) for
technical and engineering services concerning the Project for an amount not to exceed $18,240 as
previously set forth in Chazen's July 12, 2017 proposal for professional technical and engineering
services, and
WHEREAS, Chazen has provided such design and construction phase engineering services
authorized by such Resolution, but the Town Board now wishes to publicly bid this Project for
construction rather than have the work performed by Town forces as previously anticipated, and
therefore additional engineering services will be necessary to advance the Project through bidding
and construction, and
WHEREAS, Chazen has accordingly presented the Town with a Technical Services
Change Order 41 dated November 30, 2017 in the amount of $13,320 detailing the additional
costs to add Task 004A Bid Documents, Task 004B Bid Phase Services and to modify the fee for
Task 006 (Construction Phase Services) to include both construction administration and
additional construction observation services, and
WHEREAS, the Town Board wishes to authorize a withdrawal and expenditure in the total
estimated amount of$13,320 from Capital Reserve No. 64 toward this Capital Project, and
WHEREAS, in accordance with General Municipal Law §6(c), the Town Board is authorized
to withdraw and expend funds from Reserve 464 subject to permissive referendum, and
WHEREAS, General Municipal Law §103 requires that the Town advertise for bids and award
the bid to the lowest responsible bidder(s) meeting New York State statutory requirements and the
requirements set forth in the Town's bidding documents,
NOW THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes The Chazen Companies
Technical Services Change Order 41 and the $13,320 increase in spending for design and
construction phase services performed by Chazen for work outside the original Scope of Chazen's
July 12, 2017 proposal as set forth in the Technical Services Change Order 41 as set forth in the
preambles of this Resolution and as presented at this meeting, bringing the new total contract
price for services to be performed by Chazen to $31,560, and
BE IT FURTHER,
RESOLVED, that the Town Board hereby finds that the withdrawal and expenditure for
such Project are expenditures for a specific capital project for which the Capital Reserve Fund
464 was established, and
BE IT FURTHER,
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RESOLVED, that the Town Board further authorizes and directs that funding for such
increase in Capital Project shall be by a transfer of $13,320 from Capital Reserve Fund 464 to
transfer to Buckbee Road Culvert Capital Project Fund 4218, and
BE IT FURTHER,
RESOLVED that the Town Board authorizes and directs the Town Budget Officer to
take all action necessary to increase appropriations and revenues in the following accounts as
necessary:
• Revenue Acct No. —218-0000-55031 (Interfund Revenue) $13,320;
• Expense Acct No. —218-3310-2899 (Capital Construction) $13,320;
• Expense Acct No. - 001-9950-9030-0064 Transfer to Capital Project $13,320;
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the Town Budget, make any adjustments, budget amendments, transfers or
prepare any documentation necessary to increase such appropriations and estimated revenues, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to
execute Change Order No. 41 substantially in the form presented at this meeting and any other
needed documentation, and
BE IT FURTHER,
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RESOLVED, that the Town Board further authorizes and directs the Town's Purchasing
Agent to publish an advertisement for bids for the Buckbee Road Culvert Replacement Project in the
official newspaper for the Town of Queensbury, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Purchasing Agent to
open all bids received, read the same aloud and record the bids as is customarily done and present the
bids to the next regular or special meeting of the Town Board, and
BE IT FURTHER,
RESOLVED, further authorizes and directs the Town Supervisor, Budget Officer,
Purchasing Agent and/or Town Counsel to take any actions necessary to effectuate the terms of
this Resolution, and
BE IT FURTHER,
RESOLVED, that this Resolution is subject to a permissive referendum in accordance with the
provisions of Town Law Article 7 and the Town Board hereby authorizes and directs the Town Clerk
to publish and post such notices and take such other actions as may be required by law.
Duly adopted this 181'' day of December, 2017, by the following vote:
AYES:
NOES:
ABSENT:
4
THE
ChaKep NORTH COUNTRY OFFICE
Engineers
Land Surveyors 375 Bay Road
Planners Queensbury, NY 12804
COMPAN I ES• Environmental&Safety Professionals P:518.812.0513 or 888.539.9073
Landscape Architects
1947—2017 YEARS www.chazencompanies.com
November 30,2017
Mr.John Strough
Town Supervisor
Town of Queensbury
742 Bay Road
Queensbury, New York 12804
Delivered via email only: johns@queensbury.net
Re: Technical Services Change Order#1- Continued Professional Services—Design and Construction Phase
Services For Buckbee Road Culvert Replacement Project
Town of Queensbury, Warren County, New York
Chazen Project:91700.30
Dear Supervisor Strough:
The Chazen Companies (Chazen) is pleased to provide this Technical Services Change Order (TSCO) outlining
continued professional services associated with the above referenced project. Based on discussion during our
meeting of November 21, 2017, the Town of Queensbury (Town) wishes to publicly bid this project for
construction. Since this is a departure from the original concept whereby the installation of the new culvert
was to be performed by Town forces,additional engineering services will be necessary to advance this project
through bidding and construction. To detail these additional costs, Chazen proposes to add Task 004A Bid
Documents,Task 004B Bid Phase Services,and to modify the fee for Task 006(Construction Phase Services)to
include both construction administration and additional construction observation services. Please see below
for the noted additions/modifications to the scope of services. Please find a fee schedule for the additional
services at the end of this TSCO.
Scope of Services
Task 004A—Bid Documents
As discussed above, the Town would now like to publicly let the project, and thus have it constructed by a
contractor. As such, the design plans that we are preparing as part of our current contract, will require
modification to make them suitable for public bidding. Further our office will also need to prepare contract
specifications (aka a project manual). The Contract Specifications will include contractual/administrative
requirements and technical specifications supporting the Contract Drawings. Chazen's standard documents
including a draft construction contract, general conditions, and general requirements will be included. The
specifications will include the following elements:
• Division 00—Procurement and Contracting Requirements
• Division 01—General Requirements
• Division 02—Existing Conditions
• Division 03—Concrete
• Division 31—Earthwork
• Division 33—Utilities
HUDSON VALLEY • CAPITAL DISTRICT • NORTH COUNTRY • CENTRAL NEW YORK • NASHVILLE,TN
Chazen Engineering, Land Surveying&Landscape Architecture Co.,D.P.C.(New York)
Chazen Engineering Consultants, LLC(Tennessee)
John Strough,Supervisor
November 30,2017
Page 2 of 4
The specifications will include standard boilerplate front end administrative items. We assume the Town will
furnish their specific insurance and bonding (an any other requirements) for inclusion in the specifications.
Chazen will provide copies of the Contract Specifications for review by the Town and their counsel prior to the
bid period.
Task 004B—Bidding and Contract Award
Chazen will provide a bid advertisement for publication by the Town and will coordinate bid document
distribution to the bidders. (Chazen will distribute Bid Documents on CDs to contractors,to save the Town costs
associated with document reproduction.) Chazen will also file the bid documents with the plan clearinghouses
such as the Eastern Contractors Association.Chazen assumes that the Town will coordinate and pay for the cost
of the legal notice in the local newspaper to advertise and place the project out to bid.
During the bid period, Chazen will respond to all queries from prospective bidders and prepare any necessary
addenda to the Contract Documents in a timely manner. Chazen will participate in a "pre-bid" meeting if
requested in advance of the bid opening.
Upon completion of the bid period,Chazen will attend the official bid opening.Chazen will review,tabulate and
evaluate the bids received. The Town will be informed of any informality in the bids and if the bids are
unbalanced or non-responsive.A background check will be completed by Chazen to verify the qualifications of
the lowest bidder.Chazen will provide the Town with a written recommendation for the award of a construction
contract,along with the basis for this recommendation.
Upon the Town's selection of the most responsive and responsible bidder, Chazen will prepare the necessary
Agreements, Notice of Award and Notice to Proceed for execution by the Town and Contractor. Chazen will
assist the Town and Town's attorney in verifying the adequacy of the contractor submitted agreements, bonds
and insurances. Upon execution, Chazen will provide original copies of the executed construction contract to
both the Town and the selected contractor.
Task 006—Construction Phase Services
As part of our current contract, construction phase services included limited site visits to assist the Town in
interpreting the design documents and in construction of the culvert. Now that the project will be constructed
by a contractor under a formal public work projects, additional services construction administration and
observations services have been requested. As such, we intend to modify this task to include the following
services:
Construction Administration
Chazen will provide the following construction administration services:
Review contractor's shop drawings and submittals for the material and equipment to be incorporated into the
project for conformance with contract documents;
• Review and monitor the contractor's construction schedule for compliance with the stipulated contract
times;
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John Strough,Supervisor
November 30,2017
Page 3 of 4
• Review contractor's monthly and final payment applications and submit to the Town for processing.
• Review and process change orders and provide the Town with recommendations on the validity of the
change orders;
• Issue the substantial completion certificate,
For this task,Chazen assumes that construction will be completed within 10 weeks of the issuance of the Notice
to Proceed.We anticipate that 2-3 weeks will be for submittal review,and 4-5 weeks will be needed there after
to reach substantial completion and final completion will be achieved 2 weeks thereafter. In the event that
construction continues beyond this period, Chazen will provide the Town with a revised scope and fee for the
additional Contract Administration services.
Construction Observation
Chazen will provide the following periodic construction observation services to observe the quality of work and
verify general conformance with the Contract Documents. Reports will be prepared for each site visit and the
Town and the contractor will be notified of any noted deficiencies.
Per our recent meeting discussion, Chazen will provide construction observation for the critical phases during
the construction and culvert installation. We estimate that field inspection time to be 40 hours (at a rate of
$72/hour),this will be to observe the following:
• Erosion and sediment controls and stream by-pass system
• Doweling in existing bedrock for culvert foundation
• Foundation reinforcement and concrete installation for foundation
• Spot check assembly of the culvert
• Backfill and compaction of culvert excavation
It is noted that Chazen does not monitor the construction site for overall safety and Chazen's presence on the
site does not alter the contractor's obligation of being soley responsible for construction site safety.
Construction Phase Project Meetings
Under this task we also anticipate participating in 3 construction meetings during the construction phase of the
project. One pre-construction meeting and two progress meetings. As such we have budgeted 9-manhours at
$135/hour
We note that the original fee for this task was$1,920, based on the modified requested scope,we recommend
a budget of$7,000,which represents an increase of$5,080.
Fee and Time Schedule Summary—Proposed Changes
z:\projects\91700-91799\91700.00-T.Queensbury\91700.30-T.Queensbury-Buckbee Road Culvert\PM\91700_30 TSCOtt1.docx
John Strough,Supervisor
November 30,2017
Page 4 of 4
Tasks Fee Estimates Proposed Schedules
Task Task Lump Sum Time and Materials Subconsultant Projected
No. Description Estimate(1) Estimate(1) Start/End Dates(2)
004A Bid Documents $4,500
004B Bidding and Contract $3,000
Award
006 Construction Phase --- $5,820 increase to
Services existing budget
(new task total of
$7,000)
Subtotal $7,500 $5,820
Total Increase $13,320
1 Fees listed for Time and Materials tasks,Sub-Consultants,and Reimbursable Expenses are estimates only. Chazen will bill for
actual hours and reimbursable expenses incurred,and will make its best effort to complete each of these tasks within the estimated
amounts,although it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each
task. We will not exceed any estimated fee amounts without written authorization from you.
2 Projected start and end dates are subject to change and are based on date from authorization to proceed. Because certain
aspects of the project are outside of Chazen's control(e.g.,review agency schedules,actions,and approvals),Chazen cannot guarantee
completion of the project within these proposed schedules.
Closing
If you find this technical services change order acceptable please sign and date where indicated below. This
TSCO will service as an extension of our existing agreement with the Town. Please feel free to contact me at
(518) 824-1937 if you have any questions whatsoever. Chazen looks forward to our continued work with you
on this project.
Sincerely,
Mike Clark, P.E.,
Senior Project Engineer
Authorized signature indicates acceptance of technical services change order described herein:
John Strough,Supervisor Date
Cc: Tom VanNess, Highway Superintendent
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THE North Country Office
hazn375 Bay Road,Queensbury,NY12 12804
Engtneerarsurveyors P:(518)812-0513 F:(518)812-2205
%anners
EnvironmentatScientists www.chazencompanies.com
COMPANIES `a"d"�"" 1tocta
Dutchess County Office(845)454-3980
Capital District Office(518)273-0055
Town of Queensbury Buckbee Road Culvert Project
Engineer's Opinion of Probable Cost based on 60% Plans- Estimate date 11/30/17
Contractor Work Share Total
Item No. Description Quanity Units Unit Cost Cost
1 Mobilization(4%maximum construction subtotal) 1 LS $2,400.00 $2,400.00
2 Record Documents 1 LS $2,000.00 $2,000.00
3 Sediment and Erosion Control 1 LS $3,000.00 $3,000.00
4 Maintenance and Protection of Traffic 1 LS $2,000.00 $2,000.00
5 Unclassified Excavation 420 CY $6.00 $2,520.00
6 Placement and Compaction of Fill 297 CY $12.00 $3,568.44
7 Stream Divergence Controls(Coffer dams,dewatering,etc.) 1 LS $8,000.00 $8,000.00
8 Rock Removal 10 CY $110.00 $1,100.00
9 Drilling/Grouting Dowels for Cast In Place Concrete 92 LF $50.00 $4,600.00
10 Cast in place Concrete-Footing 15 CY $400.00 $6,000.00
11 Aluminum Box Culvert -Furnish&Install 1 LS $60,000.00 $60,000.00
12 Medium Stone(DOT No.620.04) 30 CY $75.00 $2,250.00
13 Site Restoration 1 LS $3,000.00 $3,000.00
Construction By Contractor Subtotal $100,438.44
Construction Contingency(20%) $20,087.69
SUBTOTAL $120,526.13
Town of Queensbury Highway Department Responisbility* Total
Item No. Description Quanity Units Unit Cost Cost
1 Full Depth Pavement Replacement 85 SY $33.00 $2,805.00
2 Guide Rail-W-Beam(Labor only) 150 LF $0.00 $0.00
Highway Department Construction Subtotal $2,805.00
Construction Contingency(20%) $561.00
SUBTOTAL $3,366.00
Construction Subtotal $123,892.13
Engineering Services(including TSCO#1) $30,131.53
Remaining Suggested Legal Technical and Administrative Allowance $6,200.00
PROJECT TOTAL PRIOR TO GRANT FUNDING $160,223.67
Funding Assistance from NYSDEC via WCSWCD($30,000 for culvert,$5,000 for Engineering) -$35,000.00
PROJECT TOTAL AFTER GRANT FUNDING $125,223.67
*The Town intends to install guiderail on site(using existing surplus material)and repave the road following construction.These items
include new material cost only
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Printed-12/1/2017
RESOLUTION AUTHORIZING BUCKBEE ROAD CULVERT
REPLACEMENT PROJECT, ESTABLISHMENT OF
CAPITAL PROJECT FUND #218 AND ENGAGEMENT OF
THE CHAZEN COMPANIES
RESOLUTION NO.: 223,2017
INTRODUCED BY: Mr. Tim Brewer
WHO MOVED ITS ADOPTION
SECONDED BY: Mr. Anthony Metivier
WHEREAS, the Town of Queensbury wishes to establish a Capital Project that will
provide for the replacement of the Buckbee Road Culvert in the Town of Queensbury (Project),
and
WHEREAS, the Town wishes to establish and fund the Revenue and Expense Accounts
for the Capital Project in a total amount of$18,500, and
WHEREAS, the Town Board wishes to authorize engagement of The Chazen Companies
(Chazen) for technical and engineering services related to the Project for an amount not to exceed
$18,240 as delineated in Chazen's July 12, 2017 proposal presented at this meeting,
WHEREAS, accordingly, the Town Board wishes to establish a Capital Project Fund for
the Project and authorize engagement of Chazen, and
WHEREAS, the Town Board wishes to authorize a withdrawal and expenditure in the total
estimated amount of$18,500 from Capital Reserve No. 64 toward this Capital Project, and
WHEREAS, in accordance with New York State General Municipal Law §6(c), the Town
Board is authorized to withdraw and expend funds from Reserve #64 subject to permissive
referendum,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby authorizes the Buckbee Road
Culvert Replacement Capital Project and authorizes and directs the establishment of the Buckbee
Road Culvert Replacement Capital Project Fund #218 in the amount of $18,500 which will
establish funding for expenses associated with this Capital Project, and
BE IT FURTHER,
RESOLVED, that the Town Board hereby finds that the withdrawal and expenditure for
such Project are expenditures for a specific capital project for which the Capital Reserve Fund #64
was established, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs that funding for such
Capital Project shall be by a transfer of$18,500 from Capital Reserve Fund #64 to transfer to
Buckbee Road Culvert Capital Project Fund#218, and
BE IT FURTHER,
RESOLVED that the Town Board further authorizes and directs the Town Budget Officer
to take all action necessary to establish the following accounts for such appropriations and
revenues as necessary:
• 001-9950-9030-0064 Transfer to Capital Project- $18,500
• 218-0000-55031 Interfund Revenue - $18,500
• 218-3310-2899 Capital Construction- $18,500; and
BE IT FURTHER,
2
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the Town Budget, make any adjustments, budget amendments, transfers or
prepare any documentation necessary to establish such appropriations and estimated revenues,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs engagement of The
Chazen Companies for technical and engineering services concerning the Project for an amount not
to exceed $18,240 as delineated in Chazen's proposal dated July 12,2017 presented at this meeting,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to
sign any needed agreement with Chazen or any other needed documentation and the Town
Supervisor, Purchasing Agent and/or Town Budget Officer to-take any and all actions necessary to
effectuate all terms of this Resolution, and
BE IT FURTHER,
RESOLVED, that this Resolution is subject to a permissive referendum in accordance with
the provisions of Town Law Article 7 and the Town Board hereby authorizes and directs the Town
Clerk to publish and post such notices and take such other actions as may be required by law.
Duly adopted this 7th day of August, 2017, by the following vote:
AYES : Mr. Strough, Mr. Metivier, Mr. Clements, Mr. Brewer
NOES : None
ABSENT : Mr. Irish
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