Exhibit 3-4
Sample
Internal Documentation
for Processing
Professional Services
Amendments/Task Orders
PMM Manual Exhibit 3-1 – 2013-11-01
Assistant General Manager Version
FULL DISCUSSION
MBTA Contract No. B92PS08
Design Engineering Services for the
Repair/Rehabilitation of 12 Bridges Systemwide
Amendment No. 10
MBTA Contract No. B92PS08 entitled “Design Engineering Services for
Repair/Rehabilitation of Systemwide Bridges, Contract 1, Grp B” was awarded by the
Board of Directors to the design firm of HNTB Corporation on September 11, 2008, in the
amount of $3,099,139.00. A notice to proceed (NTP) was issued on September 29, 2008
for the base contract work.
This contract is for engineering consulting services related to additional design for the
Beverly Draw Bridge. This contract is part of the Bridge Program which has a total project
budget of $56,727,213.00 which includes the following:
Design
Construction
Real Estate
Force Account
Project Administration/Inspection
$X,XXX,XXX.00
$X,XXX,XXX.00
$XXX.00
$X,XXX,XXX.00
$X,XXX,XXX.00
Total
$XX6,XXX,XXX.00
There are ten (10) amendments to this contract authorized to date and the estimated
contract ceiling price, including this amendment is $X,XXX,XXX.00. An extra work order
letter (EWOL) was issued by the Assistant General Manager for Design & Construction on
October 16, 2013.
MBTA Contract No. BB92PS08, with HNTB Corporation, provides design engineering
services for four (4) bridges located in different locations on the MBTA system. The
included bridges are: the Guild Street Bridge (Bridge No. N-25-010), Shawsheen River
Bridge (Bridge No. W-38-041), Beverly Draw Bridge (Bridge No. B-11-015), and Neponset
Lower Mills Bridge (Bridge No. B-16-412).
PMM Manual Exhibit 3-4 – 2013-11-19
MBTA Contract No. B92PS08
Design Engineering Services for the
Repair/Rehabilitation of 12 Bridges Systemwide
Amendment No. 10
Full Discussion
Page 2
Amendment No. 10 will allow HNTB to provide additional design engineering services
related to the Beverly Draw Bridge. The work includes but is not limited to the following:
• In-Depth Inspection and Reporting (Routine, Fracture Critical,
Mechanical/Electrical, and Underwater)
• Update Load Rating Report.
This work is to be conducted in compliance with Federal Railroad Association (FRA)
guidelines to ensure that the Beverly Drawbridge is in compliance.
The duration of this amendment is five (5) months.
The DBE participation goal on MBTA Contract No. B92PS08, including all amendments
thereto, is 17%. This amendment does not contain DBE participation, the contract value to
date is $X,XXX,XXX.00. The DBE commitment to date, including this amendment is
$1,653,973.00. The DBE commitment to date on the overall contract is 25.7%, the
breakdown is as follows:
Subcontractor
Work Type
DBE Amount
DBE Firm A Name
DBE Firm B Name
Total
Structural
Scheduling & Estimating
$977,891.00
$676,082.00
$1,653,973.00
This Amendment has been reviewed by the Project Staff and found to be necessary to
ensure that the Beverly Draw Bridge is in compliance with federal regulations and that the
current condition of the bridge is sufficient with load carrying condition without the need for
emergency repairs.
PMM Manual Exhibit 3-4 – 2013-11-19
AGM Version 11/1/13
MBTA Contract No. B92PS08
Design Engineering Services for the
Repair/Rehabilitation of 12 Bridges Systemwide
Amendment No. 10
Full Discussion
Page 3
Therefore, it is recommended that the Assistant General Manager for Design &
Construction approve this Amendment for an estimated sum not to exceed $155,713.00,
subject to pre-audit and final cost negotiations.
___________________________
Name
Project Manager
PMM Manual Exhibit 3-4 – 2013-11-19
AGM Version 11/1/13
MBTA Contract No. B92PS08
Design Engineering Services for the
Repair/Rehabilitation of 12 Bridges Systemwide
Amendment No. 9
General Manager/BOD Version
FULL DISCUSSION
MBTA Contract No. B92PS08 entitled “Design Engineering Services for
Repair/Rehabilitation of Systemwide Bridges, Contract 1, Group B” was awarded by the
Board of Directors to the design firm of HNTB Corporation on September 11, 2008, in the
amount of $3,099,139.00. A notice to proceed (NTP) was issued on September 29, 2008
for the base contract work.
This contract is for engineering consulting services related to additional design for the
Guild Street Bridge, Neponset River Lower Mills Bridge, and Beverly Draw Bridge. This
contract is part of the Bridge Program which has a total project budget of $56,727,213.00
which includes the following:
Design
Construction
Real Estate
Force Account
Project Administration/Inspection
$X,XXX,XXX.00
$X,XXX,XXX.00
$XXX.00
$X,XXX,XXX.00
$X,XXX,XXX.00
Total
$XX6,XXX,XXX.00
There are ten (10) amendments to this contract authorized/pending to date and the
estimated contract ceiling price, including this amendment is $X,XXX,XXX.00. An extra
work order letter (EWOL) was issued by the General Manager and Rail & Transit
Administrator on September 19, 2013. It is anticipated there will be one (1) additional
amendment to this contract totaling approximately $XXX,XXX.00.
MBTA Contract No. B92PS08, with HNTB Corporation, provides design engineering
services for four bridges in different locations on the MBTA system. The included bridges
are: the Guild Street Bridge (Bridge No. N-25-010), Shawsheen River Bridge (Bridge No.
W-38-041), Beverly Draw Bridge (Bridge No. B-11-015), and Neponset Lower Mills Bridge
(Bridge No. B-16-412).
Amendment No. 9 will allow HNTB to provide additional design engineering services
related to the four (4) bridges. The work includes but is not limited to the following tasks:
PMM Manual Exhibit 3-4 – 2013-11-19
GM/BOD Version 11/1/13
MBTA Contract No. B92PS08
Design Engineering Services for the
Repair/Rehabilitation of 12 Bridges Systemwide
Amendment No. 9
Full Discussion
Page 2
East Line Over Danvers River- Beverly Draw Bridge






Provide cost estimate, anticipated construction schedule, and list of risk items in
preparation for risk workshop
Evaluate and respond to Structural Peer Review comments
Participate in Value Engineering (VE) Study
Incorporation of debris shield over wedge/rail lift equipment including hydraulic
power unit, hydraulic cylinders, and rail lift machinery
Incorporate debris and snow shields over cable carrier support tray
Provide Construction Phase Services (CPS)
New Hampshire Main Line over Shawsheen River


Provide cost estimate and anticipated construction schedule in accordance with
MBTA guidelines
Provide Construction Phase Services (CPS)
High Speed Red Line/Neponset River Lower Mills



Provide cost estimate, anticipated construction schedule, and list of risk items in
preparation for risk workshop
Progress design to 100% design completion level
Provide Construction Phase Services
Franklin Line over Guild Street



Provide cost estimate and anticipated construction schedule in accordance with
MBTA guidelines
Progress design to both the 90% and 100% design completion level
Provide Construction Phase Services (CPS)
The duration of this amendment is twenty-four (24) months.
The DBE participation goal on MBTA Contract No. B92PS08, including all Amendments
thereto, is 17%. This amendment has a DBE participation of (53.4%) $1,040,656.00 as
follows: DBE Firm Name ($364,574.00) and DBE Firm Name ($676,082.00). The contract
value to date is $X,XXX,XXX.00.
PMM Manual Exhibit 3-4 – 2013-11-19
GM/BOD Version 11/1/13
The DBE commitment to date is $1,653,973.00. The DBE commitment to date on the
overall contract is 25.7% the breakdown is as follows:
Subcontractor
Work Type
DBE Amount
DBE Firm A Name
DBE Firm B Name
Total
Structural
Scheduling & Estimating
$977,891.00
$676,082.00
$1,653,973.00
The DBE paid through last as of Payment No. 53 is 16.9% with the breakdown as follows:
Subcontractor
DBE Firm Name
Work Type
Structural
Total
DBE Amount
$363,296.64
$363,296.64
This amendment has been reviewed by the Project Staff and has been found to be
necessary to complete the design engineering services for the Beverly Draw Bridge, Guild
Street Bridge, Neponset Lower Mills Bridge, and Shawsheen River Bridge.
Therefore, it is recommended that the General Manager and Rail & Transit Administrator
approve and execute Amendment No. 9 to MBTA Contract No. B92PS08 for an estimated
amount not to exceed $X,XXX,XXX.00, subject to pre-audit and final cost negotiations.
___________________________
Name
Project Manager
PMM Manual Exhibit 3-4 – 2013-11-19
MBTA Contract No. B92PS08
Design Engineering Services for the
Repair/Rehabilitation of 12 Bridges Systemwide
Amendment No. 10
TECHNICAL EVALUATION
The Board of Directors awarded this contract on September 11,2008, in the amount of
$3,099,139.00. This contract for Design Engineering Services is funded under Revenue
Bond Grant No. R12A11. There are ten (10) amendments to this contract
authorized/pending to date and the estimated contract ceiling price, including this
amendment, is $X,XXX,XXX.00
The cost proposal and man-hour allocation for HNTB Corporation (858 Basic and 0
Special) were reviewed by the Project Office and were found to be fair and reasonable.
Direct expenses, which include $350.00 for printing,$600.00 for MBCR RWP Training,
$7,500.00 for Railroad Insurance, $4,047.00 for Work Float, and $1,600.00 for travel and
lodging, also appears to be fair and reasonable. The rates and proposed overhead are
subject to pre-audit findings.
In conclusion, the Project Office feels that HNTB has the necessary staff and technical
capabilities to complete the new scope of work as required.
Therefore, it is recommended that the Assistant General Manager for Design &
Construction approve this Amendment No. 10, for an estimated sum not to exceed
$155,713.00, subject to pre-audit and final cost negotiations.
Name
Project Manager
PMM Manual Exhibit 3-4 – 2013-11-19
AMENDMENT INPUT FORM
To produce a New Contract Agreement, the following information is required for input into
the CMS System:
Contract: __________
Amendment/Task Order #: ____
Work Order #: ________
SUBJECT:
AMOUNT: $
.
TYPE:
F
N
S
T
X
Z
TRANSFER OF FUNDS
NEW CONTRACT
SUPPLEMENT /AMENDMENT
TIME
REJECTED CLAIM
NET $0 ADJUSTMENT
AUTHORIZED BY:
1. $0 - $25,000 – Director
2. >$25,000 $250,000 – AGM for Design & Construction
3. >$250,000 - $5 Million – General Manager
4. >$5 Million – $15 Million – Secretary
5. >$15 Million – Board of Directors
5. General Counsel
SCOPE OF WORK:
TIME EXTENSION: _____ Days
PMM Manual Exhibit 3-4 – 2013-11-19
S/A DURATION: _______ Days
CONTRACT OVERVIEW
TO:
CONTRACT ADMINISTRATION
DATE:
CONTRACT:
_____%
DBE PARTICIPATION PERCENTAGE THIS ACTION
_____%
DBE PARTICIPATION PERCENTAGE TO DATE
_____%
PERCENTAGE OF WORK COMPLETED
$__________
BASE CONTRACT VALUE
$__________
TOTAL AUTHORIZED/PENDING TO DATE
SHORT SYNOPSIS:
PMM Manual Exhibit 3-4 – 2013-11-19
MASSACHUSETTS BAY TRANSPORTATION AUTHORITY
PROFESSIONAL SERVICES – RECORD OF NEGOTIATIONS
CONTRACT/SA#:
DESCRIPTION:
CONSULTANT ESTIMATE: $_____________
SPECIFIC COST OR WORK ELEMENTS QUESTIONED BY THE PROJECT:
CONSULTANT’S RESPONSE TO MBTA’S QUESTIONS:
FINAL RESOLUTION:
THIS CONTRACT HAS BEEN REVIEWED WITH THE CONSULTANT, AND THE COST
HAS BEEN NEGOTIATED TO $_____________
_______________________________
SIGNED: Project Manager
PMM Manual Exhibit 3-4 – 2013-11-19
_____________
DATE
CONTRACT DIRECTION FORM
TO:
CONTRACT ADMINISTRATION
DATE:
___________________________
CONTRACT:
___________________________
CHANGE ORDER/AMENDMENT NO./TASK ORDER NO.______
(Please check the appropriate box):

There has been no prior work performed on this Change Order/Amendment.
If prior work has been performed, check appropriate the box
The contractor/consultant has been directed to perform this work to:



Submission of an Extra Work Order Letter
Executed Change Order/Amendment
Verbally
If directed verbally, please state whom verbal direction was given by to start this work and on what
date for the following reason(s):
Project Manager: ________________________Date:_______________
Director:
__________________________Date:________________
PMM Manual Exhibit 3-4 – 2013-11-19