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HomeMy WebLinkAboutResolution 2004-7-27 J July 27, 2004 RESOLUTION AUTHORIZING A TRANSFER OF ADDITONAL FUNDS FOR THE RYE BROOK FIREHOUSE PROJECT WHEREAS, additional funds are necessary to complete the Rye Brook firehouse project located at 940 King Street; and WHEREAS, these funds are necessary for items either required by code as a result of field conditions, were not included in the original bid documents, or became necessary as a result of the soil contamination that was remediated from the site; and WHEREAS, the Village intends to apply to NYS to seek potential reimbursement to the Village for those items that needed to be funded as a result of the soil remediation proj ect. NOW, THEREFORE, BE IT RESOLVED, that the Village Board hereby authorizes up to $180,000 in funds be transferred from fund balance (account 101.7960.339) to the firehouse capital project fund (account 901.3410). Fire House Balance of Funds Pending Estimate Notes: Additional construction mngt. Fees $48,479 Additional time on project. Anticipated change orders pending $46,475 Please see backup attached. Turn out gear lockers, dorm lockers & benches $16,720 Not included in original bid Optional but recommended item Bid alternate-epoxy flooring $16,716 (reduced from orig. bid of$22,927) Addt'I site work $11,400 Please see backup attached. Building raised due to field conditions- Additional railing as per code $13,000 requires railing on steps and ramp. Add elevator electric work _ $5,105 Additional work-needed-due to additional sprinkler heads Training room (classroom-style tables, chairs) $5,000 Not included in original bid Window treatment $1,750 Not included in original bid Light path equipment installation $1,200 Telephone equipment not in bid. Summary of addt7 costs as of 7123104 $165,845 Exposures: Estimate Notes: Marquise Delay Claim - $133,956 Denied delay claim (due to soil/not included above) Potential exposure(7/20) $299,801 'Addt'l costs($166,845) plus delay claim($133,956) Potentially Reimbursable from NYS ($182.4L511 Not including addt'I$350,000 in soil removal costs Balance of costs if NYS approves claim $117,366 712312004 CALGI\EMC CONSULTING GROUP 116 Radio Circle, Ste. 305 Established 1919 Mt. Kisco, New York 10549 TEL: (914) 666-9423 Via Fax & Priority Mail FAX: (914) 666-9403 FAX / MEMORANDUM TO: Victor Carosi, Village Engineer VRB 914-939-5801 CC: Chris Bradbury, Village Administrator VRB 914-939-0242 Silvio SOlomon-CCC FROM: Dominic Calgi II�� 2 DATE: July 20, 2004 D E is C I W E RE: Rye Brook Fire House JUL 2 1 2004 Additional Cost Items - Elevator Electric Lockers & Window Treatment CCC Project# 2206 VILLAGE ADMINISTRATOR GC-O-73 THIS FAX MEMORANDUM CONSISTS OF 13 PAGES. PLEASE CALL IFANYTHING IS MISSING OR INCOMPLETE. Victor, In a follow up to our conversation last week with regards to the referenced additional cost items, we provide the following information: ➢ Elevator Electric: In speaking with Anthony Isola of All Phase Electric, he has confirmed that his change order request # 5R.3 in the amount of $5,105.45 is in lieu of the original $7,500 change order for the elevator shunt work. This revised change order request takes into account the materials already purchased by All Phase and incorporates the work as detailed on the attached additional work authorization dated July 13, 2004. ➢ Window Treatment: We have received the attached quote from BK Interiors to furnish and install 31 medium grade window blinds for the Fire House in the amount of $1,750.00 plus tax. These blinds are based on 1" slats in standard colors manufactured by Springs Window Fashion. Page 2 ➢ Lockers: We have received two quotations (attached) to furnish and install the lockers as shown on the plans. These quotes are specific to the 2"d floor locker room and are based on the 16 units. In speaking with both Cayne Industrial Sales Corp., and Locker Works, they both acknowledge that we could use the unit price for the 16 lockers for the additional 15 lockers located on the I"floor locker room. Basically you could take their proposals and double them for the total project. As we had no specifications for the lockers in this project, we utilized the specifications for the recently installed lockers at the Milton Point Fire Station in the City of Rye. A copy of that specification is included. Therefore, for you budget purposes you should allow $15,000-$16,000 to furnish and install the 31 lockers. Additionally, for budget purposes allow $30.00 per linear foot for benches. i WA' GENERAL CALGI CONSTRUCTION CONTRACTING & COMPANY, INC. CONSTRUCTION MANAGEMENT 116 Radio Circle, Suite 305 Established 1919 Mt. Kisco, New York 10549 TEL: 914-666-9423 FAX: 914-666-9403 June 18, 2004 E-MAIL: calgicm@aol.com Mr. Christopher Bradbury Village Administrator / Clerk Village of Rye Brook 938 King Street Rye Brook, New York 10573 Re: Rye Brook Fire Station Project Cost & Change Order Update Summary G.C. #- O- 65 Dear Chris, As a follow up to our recent meetings concerning an update of all project costs to date, we are providing you with an updated change order summary and log along with a list of probable change orders that may yet be submitted. The probable change orders reflect items of work performed by the various prime contractors that we believe are either not covered in the contract specifications or are a field condition. None of these probable change orders have been addressed by the particular prime contractor as of this date and, may not be. However, we feel that you should be aware of them for future budget needs. With regard to the prime contractor's original contract amount and change orders to date, our Log is itemized to show previously and approved change orders to date, pending change orders still in review and rejected change orders. Our Summary page is also itemized as above with the addition of how the change orders were generated or requested by. Basically, there are two columns, one for change orders generated by Owner or Field Conditions and another column for change orders generated by the Architect for design and / or code issues. This information is helpful in determining and isolating the true cost of the project at completion. Member: Associated General Contractors of America Construction Management Association of America Mr. Christopher Bradbury June 18, 2004 Page 2 As of this date, the total project costs inclusive of all approved change orders to date are as follows: Contract Contract Approved % of Approved Amount CO's to date CO's / Contract Site $ 377,194.00 1 8,939.38 2.37% General Const. $ 1,179,000.00 $ 30,194.31 2.56% Roofing $ 38,800.00 $ 2,677.10 6.89% Plumbing $ 114,217.00 $ 3,107.99 2.72% Sprinkler $ 32,800.00 $ 16,200.00 49.39% HVAC $ 276,740.00 $ 15,424.00 5.57% Electrical $ 293,000.00 $ 28,862.32 9.85% Total $ 2,311,751.00 $ 105,405.10 4.56% The approved change order amount to date shown for the Site Contract does not include the additional costs associated with the removal of the contaminated soils. That amount, $ 296,259.17, was financed through other Village means and, although attributed to this project, is not reflective of true project cost. The attached change order log and summary will provide you with more information concerning these additional costs and how they are accounted for. With regard to the "probable costs" as noted previously, we believe that the following additional items of work could become possible change orders and should be noted. The probable costs associated with the work are from our own in-house estimate. As stated previously, the particular prime contractors involved in these work items have not yet addressed them. Site: Retaining walls at the two electric generators. 120 SF @ $ 40.00/SF = $ 4,800.00 50 SF @ $ 40.00/SF = 2,000.00 $ 6,600.00 Mr. Christopher Bradbury June 18, 2004 Page 3 Site (continued): • Additional 2FT of 1" stone under the dry wells at the existing entrance. 60 CY @ $ 45.00/CY = $ 2,700.00 • Additional 8" perforated pipe drain at the North side of the property to the driveway trench drain. 50 LF @ $ 30.00/LF = $ 1,500.00 • Additional parking lot concrete. 40 SF @ $15.00/SF = $ 600.00 General Contr for f HVAC Contractor: • Laundry er ent = $ 1,400.00 General Contractor: • Additional extWfor aluminum rail. XLF @ $,�.00/LF = $ �00.00 1 K 11510o W13 Otis Total "probable"cost of possible future change orders to date: $ 17,340.00 ✓ With regard to our Construction Management Fees, as you know our contract called for 12 months of full time project supervision. This period expired on May 7, 2004. Since that time, we have continued to maintain full time project supervision as it is still required on the project as discussed and agreed to with both you and Victor Carosi. Assuming that there are no other obstacles that may impede the continued work of the prime contractors, we estimate that substantial completion of the project should occur by mid July with total completion project, punch list and close out, by mid to late August. In that regard, we would suggest that full time Project Supervision remain until mid July and that the remaining project time be supervised on a part time basis until final project close-out. Mr. Christopher Bradbury June 18, 2004 Page 4 We recently submitted an invoice for CM services for the period May 7th through June 7th in the amount of $ 15,000.00, Based on the criteria noted above, we estimate that the additional CM fees over and above the original contract amount will be as follows.- Period CM Services Cost May 7 through June 7th Full Time Services $ 15,000.00 June 7 through July 7th Full Time Services $ 15,000.00 Jul 7 through August 7 Full & Part Time Services $ 10,969.55 August 7 through Sept.1 Part Time Services $ 7,510.00 Total Amount CM Services I $ 48,479.00 Please be aware that we can modify our services based on the needs of the Village. It may be practical to work with the Mr. Carosi or Mr. Izzo in the final completion and close out of the project to minimize our hours and CM fees. Our full time is based on 40 hours per week and part time is based on 20 hours per week. I trust that this information will be of help to you in budgeting for the completion of this project. As always, should you have any questions, please feel free to call. Very truly yours, Calgi nstruction Company, Inc. AWS Lockup Dominic A. Calgi President DAC/ag cc: Victor Carosi, VRB Silvio Solomon, CCC D U Q� cc > = a+ O M 0 j o o o o 0 0 C Q N CO N t17 m 4 ` w LL f4 a Y w E A E O 0 N 7 N fn oCR � 000 � 0 0 00 O CO � to O QLi V - r V O O O `v a C� U m Y NfA <° cD 0 m O 'Q 0N LL � � .. � i» c»E» to oo f4 U Q d 04) °.3Y a� ` (n > uL) to.- O M O O '- (D (D LQ 0 01 O O N O O N 15 N C O V' d4 O fn (O N V �t "' p V -t N N w U O p c) 69l U, MC") C > y _ Cl) !!-? 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C9 \ \ \ u / ) @ � a 73 \ + / _ 2 g $ \ .\ - 2 \ ] § % /\ \ E ) 3 o ) ) 2 - \ � TRANSMITTAL No. 00761 116 Radio Circle, Ste. 305 Phone: 914-666-9423 Mt.Kisco,New York 10549 Fax: 914-666-9403 PROJECT: Village of Rye Brook -New Firehouse DATE: 7/13/2004 TO: Village of Rye Brook REF: Revised price for 938 King Street Apparatus Bay Rye Brook,New York 10573 Epoxy Flooring ATTN: Christopher Bradbury WE ARE SENDING: SUBMITTED FOR: ACTION TAKEN: ❑ Shop Drawings ❑ Approval ❑ Approved as Submitted ❑ Letter Your Use ❑ Approved as Noted ❑ Prints ❑ As Requested ❑ Returned After Loan ElChange Order Review and Comment ❑ Resubmit ❑ Plans ❑ Submit ❑ Samples SENT VIA: ❑ Returned ❑ Specifications 9 Attached ❑ Returned for Corrections ❑ Other: ❑ Separate Cover Via: ❑ Due Date: ITEM PACKAGE SUBMITTAL DRAWING REV. ITEM NO. COPIES DATE DESCRIPTION STATUS 001 1 7/13/2004 Revised quotation for the Epoxy Florring in The Apparatus Bay. Remarks: The bid price for Alternate#1 is $23927.00. The revised price is$16716.00 This represents a saving of$7211.00 $ 23,927.00 -- $ 16,716.00 V� E $ 7,211.00 D J�)L 1 3 2004 VILLAGE ADMINISTRATOR ' CC:JJB - SULLARCH,V.Carosi -VRB, Signed: 1 ///3f D. Calgi - Calgi\EMC Silvio Solomon, PM Expedition Jul 12 04 01 : 28p MARQUISE CONSTRUCTION COR 9147476427 p. 2 -� July 12,2004 MAR QU ISE Mr. Silvio Solomon CONSTRUCTION Calgi Construction Company, Inc. 116 Radio Circle,Suite 305 CORPORATION Mt. Kisco,NY. 10549 Fax(Site)914-666-9403 RE: Rye Book Firehouse Contract 901-01-2 Revised Add Alt. Epoxy Flooring. Gentleman, Marquise Construction would like to resubmit a revised quotation of Sixteen Thousand seven hundred sixteen dollars and Zero Cents $16,716,00, for the Add Alternate of the Epoxy Flooring at the Apparatus Bay. This revised quotation is for the Application of an equal product, by Polymerica in lieu of the original Dura-Flex product.Please find attached the literature for the Polymeric product. GENERAL CONTRACTORS, If you have any questions with regard to the above or require any further CONSTRUCTION MANAGEMENT, , information,please contact the undersigned at your earliest convenience. RESIDENTIAUCONSTRUCTION ' MANAGEMENT RESIDENT IALICOMMERCIAL. Sincerely, Ross M Muscolino Project Superintendent, 10 ST. CHALRES STREET TH0RNW06D, NY 1-05.94 Y VILLAGE OF RYE BROOK 938 KING STREET VILLAGEOF • • �v RYE BROOK,NY 10573 D. (914)939-0753 Phone ENGINEERING ' (914)939-5801 Fax Me o TO: Chris Bradbury Ron Victor G.Carosi, P.E. I CC: Dominick Calgi Date: May 21,2004 Re: Fire House Costs summary Attached is a spreadsheet I created to track and summarize all costs related to our firehouse construction project. The summary includes pre-design costs, demolition of the existing structure, bonding fees, consultants—including traffic studies; permit fees and engineering site design. The spreadsheet also includes a listing of all change orders submitted by our sub-contractors to date according to their current status (approved, pending, or rejected). The change order listing is dynamic as the construction project is not yet complete and various situations become apparent as the different mechanical systems are installed. Most change orders approved have been necessary for the proper installation and completion of a building component that could not be installed per the original design due to unanticipated project field conditions. Note that the actual value of change orders approved to date is only $88,107 when excluding charges related to the soil contamination found on site. This is approximately 4% of the original contract costs. Post design the Village had Clagi\EMC prepare a project cost estimate. I have compared our actual costs to date against the estimate prepared by Calgi\EMC dated January 3, 2003. Actual construction costs (hand costs) are less than originally budgeted. However, our design, engineering, bonding and other "soft" costs are higher than our original estimates. For instance, CALGI estimated A&E at $229,773. This was based upon our known contractual fees to Sullivan Architecture. However, the Village also had significant soft costs to other professionals such as Dolph Rotfeld Engineering and FP. Claris. When adding both the contractual architectural fees with the additional professional fees for planning and site engineering our professional fees are actually$301,710.56. Other significant costs differences are for soil, air and material testing, estimated at $17,615.51 versus actual to date of$26,698.89, bond costs of$32,171.40, and reimbursable fees, for some design work as well as mailing, printing, and other miscellaneous costs related to the project, of$35,547.71. The Village bonded $3,100,000 for this project, based upon the preliminary design, in June 2002. After securing the bond, the Village began preparation of actual design and contract documents. On January 23, 2003 our construction manager, Calgi/EMC, submitted a revised cost estimate based upon the final design. This estimate was pre-bid and based upon the proposed construction and site design. After bidding the project in the spring of 2003, the actual construction bid prices approved/awarded were approximately$216,000 less than the estimate. 1 The project is estimated at 80% complete. Remaining is interior insulation, fixtures and finishes, and exterior final site grading and final paving. To date, approved change orders are approximately 4% of the construction bid costs. The percentage is expected to increase to about near 10% when all is finished. Several thousand dollars in pending change orders required to properly construct the building mechanical and structural systems are under review, and we anticipate additional change orders to be required as well. Change orders range from about $13,000 for a major design change to the fire sprinkler system, to $1,000 for minor electrical alterations. Overall, the change orders approved and pending are well within expected percentages on a project of this nature. However, our design and design related costs to date are greater than we anticipated. It is likely that more fees will be incurred, as the project is not yet completed. We expect additional reimbursable from our consultants, continued minor interior changes to increase the functionality of the spaces, and funds for furniture and miscellaneous fixtures within the firehouse. At this point in the project, we are close to exceeding the total funding previously approved and will require additional funding to properly complete the project. Calgi\EMC is preparing a revised cost estimate for additional expected expenses related to completion of the project. ft will be necessary for the Board to authorize a transfer of funds at a meeting this June to cover these additional expenses. CALGI\EMC ESTIMATE ACTUAL Demolition $68,475.00 $69,363.00 Site Work $267,543.50 $367,480.00 Building Work $1,772,831.80 $1,934,557.00 General Conditions/Bond/Ins/OH&P $478,343.67 included in bids Sub-Total: $2,587,194.00 $2,371,400.00 Other Proiect Fees A&E $229,773.00 $209,872.80 Civil Engineering $92,273.26 FF&E $70,000.00 Construction Management $234,850.00 $234,850.00 Soil Testing $4,685.51 $4,685.51 Safety, env monitoring $4,430.00 $4,710.00 Material Testing $8,500.00 $10,590.88 Sub-total: 17,615.51 $19,986.39 Communication Equipment $20,000.00 $17,499.00 Telephone System $10,000.00 Security System $8,000.00 Bidding $10,000.00 included in A&E Reimbursables* Bonding Fees $32,171.40 Miscellaneous Con Ed Fees $7,768.85 Reimbursables 10,000* $27,820.87 Miscellaneous Total: $35,589.72 Project total: $3,187,432.48 $3,013,642.57 0 Page 2 M o (nmoo m .- o � (n n mN n ovco (n (nooNwnov oM ° w 0 N N n 0 0 N 00 M 00 n (D Q7 n N O Co R M M 00 mn V' N O) O O O O N .� N U) ! n (n n (0 O N(n N O O M W O T M O N W M M (D O r- O 0) M N 00 lD M N (n O O CO U) V a0 (O n 0) O O V (O O1 Q1 (O (D O (O U) O N (D P.M O " (D 0) Un O (n N O M (D "* '- N n v o 0) V O n O O 0) N V N 7 N V M M M n n R )n O 0) n M M y 0- n M (D — n (D l0 D) X (M N w Q z Z LU - O a a O ~ (nww61�wen«nrnw(»6�6g6n 6. e61, 61) en6461, «nfnw«n«n(nwwen(»(n(nwrn,W)V enrnvie' eQ%'A 6% to wQ%. ,s N 00 U) M 0) N 0) Q M V1 M 0) w O N 0) " 00 M O) M N M O U M M M N w 0 z Q U p W F- U W M W 0 M Vi N !A Ni M U) (O 0) N c0 N In O w N (D 0) n er M M 00 W N N(n N 00 O V' Cl) p O 00 (n V O) O O Q. 0] N 0) M N n 'R O M M N V M w C7 z � U QZ o � Z o Z w O_ N W 00 O O O lO n n O N 00 n O 0 M - N N n T N 0 0 a0 (*7 a0 h N M M 00 n V N 0) O � O N U) n(f) 1� (D 0) O M O N a0 Cl) M (O r' M N 00 (D M N (n V O 00 n V (D O) 0) (O (D O Q Q' N O M O V to 0) (f) ❑ 0 (O V 0) (O r- O n Q w N N -7 V N V M ? n U O Q) n M — R N W O m w LL Z 2 U p W O a a fin(n 6%ei 6%b- (a(n U o 0 0 F- o v o O c m J � ¢ Z U 'a— C N a T a — Y N N N — m — m E c c m m o .E m y 'v m ° o m e E o d o 0 . . . m 'o c o '5 E m p M 0 = m o m o f v E 2 (� > — C w _ m m v is Z o 0 o m _ m e 0 a) O F- Q) O J O 0 * J ._ — m C m > C 3 C (� ?: ° m ° (0'ccn m o) c U m 0 o U p o y U m U p ° o d (n E > O U y C LL CO N T.0 m m m m y) T U _ T O E D a 0 N L O e0 m U V m m d a) y C a) O V C C U m O N C U a) C n O O c am) u) U p m a> ° ° c�.� m '� cm o 3 u v d D a) 'a a c a) (o c c c U v —� o U m m m o m o (n = o m m m U T.E ' L ° a� p r �° E m E f- I E E E v m o ' a a c �a m p D E u M c U' m w U U d y m— w m m N Q v °o y L v m m m m `SDc 2 m o O N E — - y d# 0) at .a M 7 ¢ U w fa C N a) ak n �. m U V) 0 at C C C C m U V E U c = E 'v c m m # E m °o m m � m �' o c w c u E 2 m •u m U E U U U O m m 01 F q O m aE) d m .c E E at c m W tm_ Q) c a? 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F-a cc OOOOO (O 00 OO (DO oOtnOoocoon O O Of O O 0 0 0 D) l0 q UD N O Un 0 0 00 O V O O O O UA O N t.- O D) V N 1- O N N Un F N N 00 00 D 0 0 0 0 N O C) 00 00 V O) (D N to O n w n O (D O V O (O Un N V f-c (D O) V O V O) -I N r�t-� tD V O t�In tO D) (n O r-(O z it)Lc) O mONN O (D my V00 n (ON NW m O O N m t0 r- (D N h e- co O� o J m Q z OvtN NN(nNNN N enNNNNNvt(nNNNNNwN N m G C N t0) C l0 S 'E -I � cc E E :2< 12 o (!J L U -O0 1 p m 2 .n d E ° m E O �c m 0 � a) C •O N U O m 0 (j •N 2 a O l0 N y O O L O O m 4 N N lO N c L O Q - O 5 gym, y 1 00 j O) z m d y N 41 O C Z N 0 m O L = = C) E .0.. c -fn 0 m.fU O a a c v_ ° N U -0 > T h •� e,b Y ��' m o m 2 t c •C ~ c m O w 5 0 f- 0 - c c N lL V a C Y U 19 m Y U v rw E c m Q o a� vLU y w n E oae .c m t: E d `m aci o DD � r U- ma N i5a � Uu 02C9UU20amPb (n to CALGI\EMC ESTIMATE ACTUAL Demolition $ 68,475.00 $ 69,363.00 Site Work $ 267,543.50 $ 367,480.00 Building Work $ 1,772,831.80 $ 1,934,557.00 General Conditions/Bond/Ins/OH&P $ 478,343.67 included in bids Sub-Total: $ 2,587,194 $ 2,371,400.00 Other Project Fees A & E $ 229,773.00 $ 209,872.80 $ 92,273.26 FF&E $ 70,000.00 CM $ 234,850.00 $ 234,850.00 Soil Testing $ 4,685.51 $ 4,685.51 Safety, env monitoring $ 4,430.00 $ 4,710.00 Communication Equipment $ 20,000.00 $ 17,499.00 Telephone System $ 10,000.00 Security System $ 8,000.00 Bidding included in A&E Reimbursables Material Testing $ 8,500.00 $ 10,590.88 Bonding Fees $ 32,171.40 Con Ed Fees $ 7,768.85 Reimbursables $ 10,000.00 $ 27,820.87 $ 3,187,432.48 $ 3,013,642.57 $ 3,100,000.00 $ 3,013,642.57