City Council Minutes 12-30-1996 SpecialMINUTES
SPECIAL MEETING - MONTICELLO CITY COUNCIL
Monday, December 30, 1996 - 7 p.m.
Members Present: Brad Fyle, Shirley Anderson, Clint Herbst, Brian Stumpf, Tom
Perrault
Members Absent: None
A special meeting of the City Council was held for the purpose of reviewing HDR's
engineering fees for wastewater treatment plant expansion and inspection services.
Public Works Director John Simola reported that he and City Administrator Rick
Wolfsteller held three meetings with HDR representatives, Ed DeLaforest and Bob
Peplin, to negotiate additional fees requested by HDR for work already completed.
HDR originally requested an additional $139,000 for services rendered, which was
negotiated to a price of $29,765.
In addition, staff negotiated a price of $803,342 for construction engineering
services, which would be broken down into various per diem categories with not -to -
exceed maximums. Simola noted that the areas of shop drawing review and change
orders would have some flexibility in cost. Once budget amounts have been
reached, HDR would only receive additional fees under specific circumstances such
as requests for information, additional shop drawings, change orders, or field orders
as a result of enhancements added by the City.
It was Simola's view that the contract format as negotiated was satisfactory for both
the City and HDR, with a reasonable increase to compensate HDR for extra work
performed and only a slight increase to the City's anticipated cost. Therefore, he
recommended that the Council approve the format of the contract as negotiated
with HDR and authorize the project to proceed.
Ed DeLaforest of HDR thanked the City Administrator and Public Works Director
for their negotiation efforts and stated that the agreement reached would be
satisfactory to HDR. With respect to the construction phase services, DeLaforest
noted that HDR has worked with Adolfson & Peterson in the past, and they are an
excellent contractor. He noted that the agreement would provide for the City
paying only for hours actually worked if less than what was originally estimated,
and the City would not be charged additional fees if HDR accumulated more hours
than estimated. Bob Peplin of HDR added that costs would be tracked on a
monthly basis with categories included on each invoice.
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Special Council Minutes - 12/30/96
AFTER DISCUSSION, A MOTION WAS MADE BY BRIAN STUMPF AND SECONDED BY
SHIRLEY ANDERSON TO APPROVE THE CONTRACT AND ENGINEERING FEES AS
NEGOTIATED BY JOHN SIMOLA, RICK WOLFSTELLER, BOB PEPLIN, AND ED
DELAFOREST, INCLUDING PAYMENT TO HDR OF ADDITIONAL FEES IN THE
AMOUNT OF $29,765 FOR WORK ALREADY COMPLETED AND A PRICE OF $803,342
FOR CONSTRUCTION ENGINEERING SERVICES. Motion carried unanimously.
John Simola also requested that the Council discuss the possibility of the City
hiring a second construction inspector. The second inspector would perform
inspections at the wastewater treatment plant project rather than paying the cost of
an inspector through HDR, which would cost approximately $160,000 during the 2 -
year construction period. It was Simola's view that another inspector on staff would
cost the City approximately $35,000 to $40,000 per year plus benefits. Based on the
expected growth of the community, there would be more than enough work to
employ two construction inspectors once the plant construction is complete, and it
was noted that keeping the construction inspector on staff with the knowledge of
the plant construction would be very valuable to the City.
After discussion, it was the unanimous consensus of the Council to recommend that
the new Council authorize City staff to hire a full-time construction inspector to
perform inspections at the wastewater treatment plant construction site with the
anticipation of keeping the inspector on staff after completion of the plant for other
project inspections.
There being no further business, the meeting was adjourned.
Y
Kareh-I)oty
Office Manager
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