June 8, 2000

Mr. William Monhollon, P.E.

Chief District Engineer

District 5

977 Phillips Lane

P. O. Box 37090

Louisville, KY 40233

Subject: Shelby County

Welcome Center

IM 64-2(144) 28

Post-Construction Review

Dear Mr. Monhollon:

A post-construction review was held on the subject project on Tuesday, March 7, 2000 in the Central Office Conference Room. The following personnel were in attendance:

R.R. Meyer D-5, Construction

Joette Fields C. O. Highway Design

Siamak Shafaghi C. O. Highway Design

George Best C.O. Highway Design

Robert Semones C. O. Highway Design

Nasby Stroop C.O., Construction

Bernie Roach C.O., Construction

Spencer Sullivan. KDOT, Materials

Robert Farley.. FHWA

Carol Goes.. Balke Engineers

Gilbert Newman.. Balke Engineers

Karim Siahkoohi.. Balke Engineers

Robert Bicknaver. Balke Engineers

James Woody.. C.O. Operations

John Smoot.. C.O. Operations

P. David Cornett.. C.O. Operations

The attendees reviewed the project plans and construction Change Orders. There were eight (8) Change Orders on the project. This post-construction meeting dealt construction of the Shelby County Rest Area. This meeting dealt with all issues pertaining to the construction and maintenance of the building, items in the building, landscaping, drainage and other items that needed to be discussed before the construction of other proposed Welcome Centers.

The following Change Orders were discussed:

At the request of the Simpsonville Sewer District, it was agreed to increase the proposed sewer line from 8 inch to 10 inch. This increase in diameter was requested due to future expansion in the area. In addition, four (4) foot stubs will be built from the manholes at the ending stations to provide a tie in location for future expansion. The solid rock near the area of the manholes will be excavated by mechanical and blasting means, as appropriate, to prevent damage to the system by future construction. Simpsonville Sewer District reimbursed the state for this additional cost.

Due to existing field conditions, it was determined that a 54 inch utility tunnel should be used for the utility crossings under I-64 in lieu of the two 24 inch bores as shown on the plans. The tunnel would have better constructibility, will allow for future servicing and/or expansion of the lines, and can be provided at no additional cost to the State. The 54 inch tunnel was bored and jacked thus eliminating the need for open trenching as originally designed for the 24 inch bores.

The Utility Office in District 5 requested the contractor leave an existing access road in place. This access road provides entry to the work site behind the existing west bound rest area. It was decided to leave the access road in place for future maintenance. It was agreed to place Crushed Aggregate Number 2 on the road during and after completion of the work. It was agreed to pay the same price as that for crushed stone base.

Cross sections indicated that the finish elevations between Baseline #1 and Baseline #2 are within solid rock. Central Office Division of Construction has stated that a minimum of 30 inches is needed to sustain the landscaping. It was agreed to undercut these areas. The areas will be drained with the use of perforated pipe, which will discharge into drop box inlets along the right of Baseline #1 and the left of Baseline #2 or out of perforated pipe headwalls.

Material under the pipe at Sta. 28+52.557 was determined to be unsuitable for backfill placement. It was agreed to undercut this area and backfill with stone.

The Utility Office of District 5 had made revisions to the utility plans since the project was let for bidding. These changes include changes in the alignment of the water and sewer lines and the addition of three manholes, Type B at pipeline stations 1+30, 3+72.67, 7+92 to provide for future maintenance.

It was suggested by Operations that a minimum of 36" soil would be better to sustain the landscaping.

Increases $410,792.70

Decreases. $342,330.00

NET INCREASE. $68,462.70

Construction of the exit and entrance ramps required removal of the right shoulder in the east bound direction. The plans called for a Lane Closure Case III to be used for adequate traffic control. Due to the probability of large traffic delays involved with a lane closure on a high volume interstate, it was agreed to use a Shoulder Closure Case II and install Temporary Concrete Median Barrier Wall with a crash worthy end treatment along the right shoulder. This served to protect the work zone and allow for two lanes of traffic to be maintained. This was accomplished by shifting the eastbound lanes to the left, using the left median shoulder. The traffic volumes were higher than those anticipated. It was suggested to have current traffic counts for this type of construction.

Suggestions from the meeting:

1. Need to state a time period to finish maintenance of traffic (MOT). For future construction, MOT plans need to be finished prior to construction. In some instances, the MOT is not complete making it very difficult to set up an efficient MOT scheme.
2. Need to look at current traffic counts. This will enable the type of closure system to be used.
3. Need to investigate the existing inside shoulder construction. Traffic is being shifted onto shoulders in certain MOT schemes. The existing pavement of the shoulders is not supporting the loads. It may be necessary to construct shoulders the same as a driving lane. Therefore, traffic can be shifted onto the shoulders during future pavement rehabilitation without failure of the shoulder.
4. Keeping the drain pipes away from the landscaping would be a good idea.

Due to the nature of the work involved for installing and removing the Concrete Median Barrier Wall, a lane closure was necessary. The Contractor did not bid Item No. 72, "Maintain and Control Traffic", for the short duration that the lane closure would be in place. The barrier wall had to be removed and installed twice during this operation. Therefore, the contractor was due additional compensation for maintaining and controlling traffic. Additional compensation was given to the contractor for placing a variable message board in the eastbound lanes to provide advanced warning of the lane closure.

In order to facilitate drainage of the sub grade material in the existing east bound lanes of the I-64 through the shoulder widening being performed and for construction of the exit and entrance ramps, the district office and FHWA determined that a seven inch drainage blanket layer of Crushed Aggregate #57’^s was needed. As a result of the additional thickness of drainage blanket, the sixteen inch layer of crushed stone base in the pavement design was reduced to nine inches. Since the material costs are the same and construction methods are identical, the unit price of $14.00 for crushed stone base was accepted for the use of crushed aggregate #57^s.

It was requested to set up edge drains throughout the project limits. This may be an item to investigate on future welcome center sites.

The plans indicated removal of 450 linear feet of guardrail at Rt I-64 Sta. 1055+25 to Sta. 1059+75. However, the area behind the guardrail is not to be improved and must be protected. It was agreed to leave the guardrail in place and upgrade the end treatment from Type 4 to Type 4A.

The Operations Office in District 5 had requested additional drainage items to improve the drainage and prevent problems currently being faced at the facility on I-65 south bound in Bullitt County. This work consisted of installing french drains around the building to improve subsurface dewatering.

An increase of 10 Working Days was allowed for this Change Order.

Increase $200,266.26

In order to provide a more environmentally friendly material, a Change Order was needed to allow the Contractor to use Hydro-Stik as an adhesive material for seeding and protection. Specifications allow this as an alternative. There was no change in cost incurred for the replacement.

Due to the inadequacy of the 4 inch water service to handle 259 gallons per minute demanded by the fire protection system from the "tee" between water line stations 8+44.49 to 20+33 near the Welcome Center main building, it was agreed to increase the size of this water service to 6 inches. This increase includes all necessary changes to accessories involved with the water service as needed. The quantity for contract item "gate Valve – 4 inch" will be decreased accordingly. The quantity for contract item "Ductile Iron Pipe –4 inch" will be deducted from the original quantity to leave 620 linear feet which was placed for water service to the existing Westbound Rest Area. The supplemental unit price for "Modify Air Release Valve w/ Vault" will be needed to increase the size of an existing valve with vault from 4 inches to 6 inches. Also, the contractor is entitled to a restocking charge associated with materials already ordered that are no longer useful. Further, the Department will receive 4 inch casing spacers already on site which cost the contractor $1,371.38 and can not be restocked since they are no longer useful to the supplier.

Due to the fact that the materials and quantities do not appear on the plans, it was agreed to install water, sewer, electric, and telephone service lines from the Welcome Center Main Building to the Vending Building. This needs to be checked for future welcome centers.

In order to remove water from the traveled ways (sidewalks), it is agreed to install yard drains around the building and landscape areas associated with the Welcome Center. These Drains will consist of Drop Boxes and 8 inch Sewer Pipe and one headwall to be field located by the Resident Engineer. The headwall will be paid at the contract unit price for "Concrete – Class A". In addition, connections to Drop Box Inlets at the parking lots will have to be completed using drilled cores.

There was some concern discussed at the meeting that yard drains may be a maintenance problem in the future. It was suggested that other options be investigated for yard drainage applications.

An increase of 3 Working Days was allowed for this Change Order.

Increase $46,231.65

Due to an error in the project plans, it was agreed to increase the amount of Roadway Excavation for this project to reflect actual totals encountered in the field. The corrected plan sheets are on file in the Resident Engineer’s office. This increase also includes totals to be encountered to complete guardrail installation and removal.

In order to provide proper landscape conditions and drainage, it was agreed to raise the Drop Box Inlet Type 3 located at Station 26+50 of Baseline #2. This work will require pouring an additional box on top of the existing box.

In order to provide fire-fighting capability at the Welcome Center, it was agree to install a fire hydrant adjacent to the main building. This work will also require an additional 6-inch gate valve to be installed at the contract price for "Gate Valve ‘ 6 inch" established in Change Order #3.

This Change Order permits the use of performance grade asphalt binders conforming to Section 806.06 of the Supplemental Specifications.

In order to provide proper facilities in the main building, it was agreed to install stairs and a handrail in the mechanical room to provide access to the overhead storage area, widen the writing surface of the front desk from 8 inches to 24 inches. It was further agreed to provide full length hinges on the main doors and vestibule doors leading into the lobby area, and to install additional electrical receptacles in the lobby area.

In order to cover costs incurred by the Contractor to upgrade the water line from 4 inches to 6 inches in the meter vault located at water line Station 11+00, it was agreed to establish a supplemental item to reimburse the contractor.

In order to provide a counting device to monitor the use of the Welcome Center, it was agreed to install counting loops on the off ramp at a location designated by the Resident Engineer. The Department will furnish the cabinet housing the device.

An increase of four Working Days was allowed for this Change Order.

Increase $81,033.93

A field review has determined that, in order to obtain and achieve the desired landscaping performance, it was agreed to make various substitutions for plants and trees proposed for this project. Also, due to problems of availability of certain species, substitutions for these plants will also be made. It was agreed that the substitutions will be made at no additional cost to the Department and that all the Specifications and Guarantees will apply to the substitutions.

For aesthetic purposes, it was agreed to increase the quantity of Pin Oaks to be planed at this facility by a total of five (5) trees.

As located in the Initial Landscaping Final Inspection Report for the above referenced project, it was agreed to replace one Bottlebrush Buckeye that was field damaged. It was also agreed to apply Slow Release Fertilizer to all plants in the Welcome Center as set forth in the Initial Landscaping Final Inspection Report. The Report also stated that Pine Bark Mulch would be added to mulch beds due to field damage.

It was agreed to apply a heavier seeding rate to the infield area at the Welcome Center using 250 lbs. of seed as opposed to the required rate listed in the Standard Specifications for Road and Bridge Construction.

The quantities listed in the Project Proposal do not reflect the area required for Seed and Protect method II upon removal of the old Eastbound Rest Area. It was agreed to increase this quantity by the necessary amount.

Comments:

1. Rhododendron was not a good plant choice for this location.
2. Pine bark mulch was not the best choice here. Cypress or hardwood would suit the purpose better.
3. The seed rate for fescue at rest areas should be 8-10 pounds per 1,000 sq. ft.

Contract Working Days were unaffected by this Change Order.

Increase $9,764.55

It was necessary to install a Lighting Contractor to enable the ramp lighting to automatically engage using a photo electric eye.

It was agreed to construct an office to be utilized by Motor Vehicle Enforcement inside the main building.

In order to comply with ADA codes it was necessary to install steel handrails for the stairs in the rear of the main building. Originally, wooden handrails were specified.

It was agreed to install diaper-changing tables in one stall of each restroom located in the main building.

It was agreed to install permanent signs for informational purposes at various locations on this project and delineators for guardrail near off-ramp to Eastbound I-64.

It was agreed to install a new manhole hatch at the existing Westbound Rest Area to allow for greater ease for maintenance. This item shall be a non-participating item.

It was agreed to install bird screens around the lights in the top of each gazebo shelter.

It was agreed to install a water line to be used for a coffee machine in the Vending Building. This item shall be a non-participating item.

It was agreed to install lumber around all of the landscaping stone located at the main building. This border will enable the stone to better stay in place in an effort to aid the french drains that are located underneath it.

It was agreed to connect the newly constructed water line from near the existing Westbound Rest Area to the water line serving the building. This item shall be a non-participating item. It was agreed that gazebos not be constructed at future sites.

Contract Working Days were unaffected by this Change Order.

Increase $16,944.76

Actual field conditions indicate the need to undercut and refill various areas prior to completing subgrade work. It was agreed to increase the quantity of roadway excavation to perform this work.

In order to provide for proper drainage and erosion control, it was agreed to increase the quantity of various items necessary to perform this work.

In order to better accommodate pedestrians, it was agreed to increase the width of sidewalks along the back of the Main Building near the truck parking lot from 5 feet to 7 feet.

Actual field conditions indicate the need to increase quantities for crushed stone base and asphalt surfaces in order to complete these items according to the Project Plans.

In order to complete the installation of edge drains as established in Change Order No. 2 for this project, it is agreed to increase the quantities for the untreated drainage blanket and geotextile fabric type IV.

In order to properly complete installation of lighting as shown in the Project Plans, it was agreed to increase the quantity of trenching and backfilling.

In order to properly tie the proposed on-ramp and off-ramp into the existing interstate shoulder, approximately 1 foot of the shoulder shall be removed to a depth of approximately 4.5 inches. This area is to be refilled with bituminous material to eliminate a cold construction joint throughout the length of these ramps.

Due to a transferring error of bid items to the Bid Package, it is agreed to add a sign bridge attachment bracket as shown on Sheet 16I of the Project Plans.

In Accordance with Special Provision No. 46K located in the 1994 Edition of the Supplemental Specifications to the Standard Specifications for Road and Bridge Construction, it is agreed to provide a fuel adjustment to the Contractor.

Contract Working Days were unaffected by this Change Order.

Increase $91,962.63

Actual field conditions indicate the need to increase quantities for mulch, bituminous material, and channel lining in order to insure that erosion is properly controlled.

Contract Working Days were unaffected by this Change Order.

Increase $5,457.60

Additional comments were as follows:

The following items were discussed and should be incorporated into ALL future rest area and welcome center building projects:

1. Provide gutters and downspouts on all buildings and connect to storm system.
2. Maintenance division will supply the design consultant the information for space requirements for vending building maintenance, and machine space needed for vending buildings.
3. Provide "Murdock" style freeze proof water faucets at vending building and maintenance building. Architect and Engineer to supply design for water, electric, telephone and drainage to vending and storage buildings.
4. All maintenance buildings to be 2 car garage size. Provide one garage door at 17’X8’.
5. Provide glass mirrors over sinks and one full-length glass mirror in each toilet room. This also meets ADA requirements. Existing stainless steel mirrors can become cloudy and should be re-polished to a high reflectivity.
6. Mount soap dishes over lavatories and mount mirrors above top of soap dispensers.
7. Soap dispensers – change to different type locking cap. Present cap used for re-fill is often removed by public and is discarded or destroyed.
8. Remove sharp edges on toilet paper dispensers – manufacturer should supply them with smooth edges.
9. Specifying full continuous hinge on toilet partition doors is to be continued. His is bent on one of men’s toilet partition doors. Maintenance Dept. to obtain manufactures’ name and call them for replacement.
10. Baby change station is to be shown and specified in all toilet rooms. It can be located on the wall in the toilet room (near door). Currently it is in handicap stall (can be relocated to above).
11. We discussed us of phenolic toilet partitions in lieu of metal or plastic. This was endorsed by the State Architect Representative, Spencer Sullivan. This material is very vandal and graffiti resistant.
12. We need to identify storage needs (mostly paper products) for the new large rest area buildings – Hart and Madison Counties – Maintenance chief (Bob) at Shelby County can help us with this. Paper products are purchased in semi truck load quantities and should be stored on site.
13. Clean out plugs, located in service isles, will be oriented at a 90 degree angle to the length of the isle so employees do not bump their knuckles on them. Service isles will also be made wider.
14. Water heaters shall be positioned in and out of the way position or guarded to prevent damage from wheeled pails.
15. A suggestion was made by the state architect representative to 8" X 16" center ‘scored’ structural glazed facing tile with ¼ bond pattern, to make interior of toilet rooms nicer looking –better size and scale (less institutional looking).
16. Maintenance division should have floor tile (quarry tile) manufacturer teach product care to Kentucky maintenance employees.
17. Quarry tile floor pattern or color could be shaded, it would help so floor would not look dirty some of the time. Floor tile size is 6" X 6", new tile size will be 8" X 8".
18. Review lobby wall material specification. Walls look like they are pained drywall??? They are supposed to be synthetic plaster.
19. Continuous hinges will be installed on all future main entrance and vestibule doors. Handicap operators will be looked into to meet ADA requirements.
20. Discussion was held concerning exterior column materials. Fiberglass reinforced plastic (FRP) columns as done on Shelby County are Acceptable. This is what Kentucky wants as indicated by Kentucky State Architect, Spencer Sullivan. No seams in the columns are visible.
21. Fiberglass reinforced plastic (FRP) panel trim exterior crown, fascia molding is not properly installed. Short lengths of material and open joints – poor fitting job. However we will use this material in future projects and re-emphasize the quality required for installation.
22. Architect to provide bench design for the lobby and vestibule area. Benches will be bolted down.
23. It was strongly suggested y the Kentucky State Architect, Spencer Sullivan, that the design team consisting of a(n) Architect, mechanical engineer, and landscape architect be involved with and throughout the construction phase of future rest area projects. Furnishing shop drawing reviews, construction reviews (on regular basis) attend monthly or biweekly job meetings, review draws and change order requests and close out project, including punch list.

Project Statistics are as follows:

Contractor: Hall Contracting Corporation

P.O. Box 37270

Louisville, Kentucky 40233-7270

Original Contract Amount $4,086,062.50

Total Change Order Amount $ 520,124.00

Total Revised Contract Amount $4,606,186.58

The attendance of all participants in this post-construction review is greatly appreciated.

Sincerely,

J. M. Yowell, P.E.

State Highway Engineer

BY: Gary W. Sharpe, P.E.

Director, Division of Highway Design

JMY:GWS:rts

cc: C. Raymer S. Cornett D. Newman R. Divine D. Kratt

A. Johannes Jim Stone J. Mettille C. Knowles D. Hite

B. Sanders R. R. Meyer K. Villier Hall Contracting G. Best

POST CONSTRUCTION REVIEW