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January 26, 2022 <br />City of South Bend <br />Attn: Ms. Leslie Biek, PE <br />RE: Olive Street Phase I – Des No. 1400637 Supplemental Inspection Agreement Summation <br />Dear Leslie, <br />I appreciate you taking the time to discuss the proposed supplemental fee for the Olive Street Phase I project. Described <br />below are some of the major bullet points to justify the request for this supplemental agreement. Also included in this <br />enclosure is the formal supplemental contract with man-hour justification. <br />As of this letter, HWC has exhausted its entire original contract amount and is respectively requesting the City consider the <br />attached supplemental fee. In an effort to partner with the City and extend the original budget, HWC has absorbed some <br />previous overtime hours and tried to be effective with our initial budget throughout the 2020 utility relocation phase. <br />Our initial fee proposal was drafted in December 2019 based on the anticipated project costs and project timeline known at <br />that time. Throughout the life cycle of the project, HWC attempted to mitigate our budget by having our inspection staff help <br />on alternate projects when appropriate, and we also requested the two sub-consultants for this project only work on the <br />project when critical path operations were being performed. <br />Our requested overage is due to two primary reasons. Additional efforts were required by HWC staff to help with utility <br />coordination issues during the 2020 construction season prior to formal construction efforts by the contractor. As you are <br />aware, these utility delays resulted in a full year extension of the project completion date. This resulted in significant efforts <br />by the HWC team to assist with utility coordination and host utility coordination meetings. Secondly, the project has sustained <br />13 total change orders. Although processing change orders is an assumed part of our initial fee, we could not have anticipated <br />this amount of change orders and the significant effort in coordinating, processing, and executing the work required by the <br />change orders. <br />HWC is requesting a supplemental fee amount of $25,528.00 hourly, not to exceed. We will continue to minimize our effort <br />during the final record process to efficiently close out the project on behalf of the city. <br />We thank you for the opportunity to continue serving the City of South Bend and look forward to a successful completion of <br />this project. <br />Respectfully, <br />HWC Engineering <br />Jon Day <br />Construction Inspection Services Manager <br />Cc: James Rice