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HomeMy WebLinkAbout8-24 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 8-24 File Number: 2023-1543 HAWKINS-WEIR ENGINEERS, INC. (SERVICE AGREEMENT): A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH HAWKINS-WEIR ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $294,800.00 FOR PROFESSIONAL SERVICES ASSOCIATED WITH UTILITY RELOCATIONS ALONG MARTIN LUTHER KING JR. BLVD. AT THE I-49/HWY-62 INTERCHANGE WHEREAS, on February 7, 2023, the City Council passed Resolution No. 30-23 approving a Professional Engineering Services Agreement with Hawkins -Weir Engineers, Inc. for engineering services associated with the utility relocations at the I-49 and Martin Luther King, Jr. Boulevard Interchange Project; and WHEREAS, on June 6, 2023, the City Council passed Resolution No. 125-23 approving Amendment No. 1 to the contract with Hawkins -Weir Engineers, Inc. to advance the design from 30% to 100% bid -ready plans and specifications for just the relocations necessary near the 15th Street improvements; and WHEREAS, Amendment No. 2 will increase the scope of engineering services to include construction observation, field accounting, construction engineering support, material submittal reviews, as -built drawing preparation, and all services necessary to manage the project throughout construction. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign Amendment No. 2 to the Professional Engineering Services Agreement with Hawkins -Weir Engineers, Inc. in an amount not to exceed $294,800.00 for professional services associated with utility relocations along Martin Luther King Jr. Blvd. at the I-49/H WY-62 Interchange, as shown in the scope of services attached to Amendment No. 2. PASSED and APPROVED on January 2, 2024 Approv d: Attest: ��v�%K�/.TREI/��i,� ` � FAYETi�V1L1 iot e Jor yor Kara Paxton, City IN reasurer may,• .,,.. Page 1 "�����u►: Resolution: 8-24 File Number: 2023-1543 Page 2 CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 2, 2024 CITY COUNCIL MEMO 2023-1543 TO: Mayor Jordan and City Council THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director DATE: SUBJECT: Amendment No. 2 to the Engineering Services Agreement with Hawkins -Weir Engineers, Inc. for Utility Relocations Required by ArDOT Project 040846 (1-49 & Hwy 62 Interchange Improvements) RECOMMENDATION: Staff recommends approval of Amendment No. 2 to the engineering services agreement with Hawkins -Weir Engineers, Inc. for professional services associated with ArDOT Project 040846 Utility Relocations along Martin Luther King Jr. Blvd. at the 1-49 & Hwy-62 Interchange in an amount not to exceed $294,800.00. BACKGROUND: ArDOT previously notified the City of Fayetteville to relocate water and sewer infrastructure along Highway 62 where they will be widening the roadway, reconstructing the 1-49 overpass, and creating a new overpass at 15th Street. After receiving this notification, a formal selection committee was held on September 8, 2022 at which Hawkins -Weir was selected for contract negotiations (RFQ 21-01, Selection #14). Previously, Amendment No. 1 was approved (Res. 125-23) to advance the design from 30% to 100% bid - ready plans and specifications for just the relocations necessary near the 15th Street improvements. DISCUSSION: Amendment No. 2 will increase the scope of engineering services to include construction observation, field accounting, construction engineering support, material submittal reviews, as -built drawing preparation, and all services necessary to manage the project throughout construction. Future contract amendments will be proposed for final engineering effort on the remainder of the project, and for construction phase services when those future portions of the project advance through bidding. BUDGET/STAFF IMPACT: The proposed contract is hourly in the maximum not -to -exceed amount of $294,800.00. Budgeted funds are available in the Water & Sewer Relocations account within the Water & Sewer fund. ATTACHMENTS: SRF (#3), Amendment No. 2 (#4) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2023-1543 Amendment No. 2 to the Engineering Services Agreement with Hawkins -Weir Engineers, Inc. for Utility Relocations Required by ArDOT Project 040846 (I-49 & Hwy 62 Interchange Improvements) A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH HAWKINS-WEIR ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $294,800.00 FOR PROFESSIONAL SERVICES ASSOCIATED WITH UTILITY RELOCATIONS ALONG MARTIN LUTHER KING JR. BLVD. AT THE I-49/HWY-62 INTERCHANGE WHEREAS, on February 7, 2023, the City Council passed Resolution No. 30-23 approving a Professional Engineering Services Agreement with Hawkins -Weir Engineers, Inc. for engineering services associated with the utility relocations at the I-49 and Martin Luther King, Jr. Boulevard Interchange Project; and WHEREAS, on June 6, 2023, the City Council passed Resolution No. 125-23 approving Amendment No. 1 to the contract with Hawkins -Weir Engineers, Inc. to advance the design from 30% to 100% bid - ready plans and specifications for just the relocations necessary near the 15th Street improvements; and WHEREAS, Amendment No. 2 will increase the scope of engineering services to include construction observation, field accounting, construction engineering support, material submittal reviews, as -built drawing preparation, and all services necessary to manage the project throughout construction. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to sign Amendment No. 2 to the Professional Engineering Services Agreement with Hawkins -Weir Engineers, Inc. in an amount not to exceed $294,800.00 for professional services associated with utility relocations along Martin Luther King Jr. Blvd. at the I-49/HWY-62 Interchange, as shown in the scope of services attached to Amendment No. 2. Page 1 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2023-1543 Item ID 1/2/2024 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/13/2023 WATER SEWER (720) Submitted Date Division / Department Action Recommendation: Staff recommends approval of Amendment No. 2 to the engineering services agreement with Hawkins -Weir Engineers, Inc. for professional services associated with ArDOT Project 040846 Utility Relocations along Martin Luther King Jr. Blvd. at the 1-49 & Hwy-62 Interchange in an amount not to exceed $294,800.00. Budget Impact: 5400.720.5600-5314.00 5400.720.5700- 5314.00 Account Number 11011.2301 Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? No Purchase Order Number: Change Order Number: Original Contract Number: Comments: Water and Sewer Fund Water & Sewer Relocations Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 5,903,062.00 $ 2,527,931.87 3,375,130.13 $ 294,800.00 3,080,330.13 Previous Ordinance or Resolution # Approval Date: V20221130 RAWKI N S AWE I R E N G I N E E R S, I N C. h1VV-s Engineering Client Success November 9, 2023 Mr. Corey Granderson, P.E. Utilities Engineer City of Fayetteville 113 West Mountain Street Fayetteville, Arkansas 72701 Re: Utility Relocations 1-49/15th Street Interchange — Task 3 Agreement for Engineering Services — Amendment No. 2 HWEI Project No. 2022129 Dear Mr. Granderson: We respectfully request an Amendment to our Agreement for Professional Services, dated February 7, 2023 (Agreement), for the referenced project. The purpose of this Amendment is to add the construction engineering scope and fee for the preparation of Task 3 — Construction Engineering Agreement for the Construction Phase of the 1-49/15th Street Interchange. The Arkansas Department of Transportation (ARDOT) has recently directed that the utility relocations associated with the proposed 1-49/15th Street Interchange be broken out from the main -49/Martin Luther King (MLK) project into a separate project. Per our original Agreement for Engineering Services, Task 1 defined preliminary engineering services associated with route selections for utility relocations and preparation of an opinion of probable construction costs for both the MLK and West 15th Street utility relocations. The Task 1 breakout for the 1-49/15th Street Interchange is now complete, while Task 1 for the 1-49/MLK Interchange is still ongoing. Task 2 defined the final design associated with the 15th Street utility relocations, and it is now complete. We propose an increase of $294,800.00 to our contractual not to exceed (NTE) fee at our current Standard Hourly Rate Schedule. If this Amendment is approved, our NTE fee will increase from $544,550.00 (for Tasks 1 and 2) to $839,350.00 (for Tasks 1, 2, and 3), which will cover the Construction Phase for the 1-49/15th Street relocations. ARDOT has stated that the proposed utility relocations for the 1-49/15th Street Interchange are 100% reimbursable, and this has been confirmed during the final design phase. For your review and consideration, we have prepared the attached Amendment No. 2, the scope of services, and fee proposal. 110 So. 7th Street • P.O. Box 648 • Van Buren, AR 72957 • Ph: (479) 474-1227 • Fax: (479) 474-8531 211 Natural Resources Drive • Little Rock, AR 72205 • Ph: (501) 374-4846 516 East Millsap Road • Suite 103 • Fayetteville, AR 72703 Ph: (479) 455-2206 403 Garrison Avenue • Suite 101 • Fort Smith, AR 72901 • Ph: (479) 242-4685 2022129\CG110923BM mumhawkins-weir.coirt r n -1 N IT, Mr. Corey Granderson, P.E. Page 2 November 9, 2023 We trust that this is satisfactory for your review. If you have any questions, or require additional information, please do not hesitate to contact me. Sincerely, HAWKINS-WEIR ENGINEERS, INC. .�C. All,r60 ��-- B Cormick, P.E. BKM/mcw Enclosures: Amendment No. 2 Exhibit A — Scope of Services Exhibit B — Scope of Services and Fee Proposal Exhibit C — Standard Hourly Billing Rate Structure, effective August 13, 2023 cc: Ms. Becky Horne, Business Manager, Hawkins -Weir Engineers, Inc. 2022129\CG110923BM www. hazukins-weir.coin AMENDMENT NO.2 TO THE AGREEMENT For PROFESSIONAL ENGINEERING SERVICES BETWEEN CITY OF FAYETTEVILLE, ARKANSAS AND HAWKINS-WEIR ENGINEERS, INC. In accordance with the AGREEMENT For PROFESSIONAL ENGINEERING SERVICES for the Utility Relocation for I-49/MLK Interchange (HW Project No. 2022129), dated February 7, 2023, between the City of Fayetteville, Arkansas (hereinafter called Owner) and Hawkins -Weir Engineers, Inc. (hereinafter called Engineer), Owner hereby authorizes Engineer to proceed with engineering services as modified by this Amendment No. 2. SECTION 1— SCOPE OF SERVICES 1.1 Amendment No. 2 is for Task 3 - Construction Engineering Agreement associated with the Construction Phase of the Utility Relocation for the I-49/15' Street Interchange project. Additional services are detailed in the Engineer's attached Scope of Services dated November 9, 2023. SECTION 2 — TIME OF SERVICE 2.1 Engineer will proceed with providing the services set forth herein immediately upon execution of this Authorization by all parties. SECTION 3 — COMPENSATION 3.1 Owner shall compensate Engineer for providing the services set forth herein in accordance with the terms of the Agreement. Total payment for Scope of Services described herein shall not exceed ($294,800.00) without written approval of Owner. These additional services adjust the Agreement's not to exceed fee to $839,350.00, and the adjustment includes $1,500.00 for Reproduction and Printing. The total not to exceed reimbursable expenses is adjusted to Fifty Four Thousand and 00/100 Dollars ($54,000.00). 2022129 Amendment 2- 15th Street.docx Pagel of 2 November 9, 2023 Attachments: Exhibit A Scope of Services dated, November 9, 2023 Exhibit B — Scope of Services and Fee Proposal, dated November 9, 2023 Exhibit C — Standard Hourly Billing Kate Structure, effective August 13, 2023 AUTHORIZATION BY: CITY OF FAYETTEVILLE, ARKANSAS L__ Y:4Honora Lioneld Jordan, Mayor 2, 2024 ACCEPTED BY: HAWKINS-WEIR ENGINEERS, INC. By: i —K • N!1 CCU t';z — B cCormick, P.E. Corporate Secretary Date: 11 I9 I WZ3 2022129 Amendment 2- 1 Sth Strcet.docx Page 2 of 2 November 9, 2023 Exhibit A — Construction Engineering Agreement F Scope of Services� PM Utility Relocations for 1-49/15th Street Interchange Amendment 2 — Task 3 CITY OF FAYETTEVILLE Fayetteville, Arkansas ARKANSAS HW Project No. 2022129 November 9, 2023 Further Description of Basic Engineering Services and Related Matters: Scope The Utility Relocations for the 1-49/15th Street Interchange project include the relocation of publicly owned utilities to precede the roadway improvements to West 15th Street at the proposed crossing of Interstate 49 (1-49) by the Arkansas Department of Transportation (ARDOT). The ARDOT project includes the extension of West 15th Street for an overpass of 1-49 with two (2) traffic circles, entrance and exit ramps, and box culvert structures under West 15th Street and South Futrall Drive. The utility relocation project will consist of an estimated 2,122 linear feet of 18-inch water main, 216 linear feet of 12-inch sanitary sewer, 15 linear feet of 24-inch sanitary sewer, and 399 linear feet of 30-inch sanitary sewer. TASK 3 — Construction Engineering Services — Construction Phase 1. Conduct a Pre -Construction Conference with the Owner, Contractor, and ARDOT 2. Provide full-time construction observation during utility relocation 3. Provide Construction Engineering Administration 4. Conduct up to four (4) Periodic Progress Meetings 5. Prepare, review, and coordinate the dissemination of construction documentation including material submittals, requests for information, field change orders, and change orders as directed by the Owner 6. Review the Contractor's construction quantities and prepare monthly pay requests for the Owner's consideration and approval 7. Conduct as -built surveys of the completed improvements 8. Coordinate and conduct a final inspection with the Contractor and Owner, and prepare a punch list of deficient construction items for the Contractor to address 9. Prepare Record Drawings of the completed project and provide one (1) full-size reproducible hard copy, and one (1) electronic copy for the Owner's archives 10. Assist the Owner in preparing project closeout documentation to ARDOT Note: Engineer will prepare and distribute minutes of all meetings. Advertising and Bidding Phase Services are included under Amendment 1 to the contract. 2022129Wmendment No. 2 Scope of Services Page 1 of 1 Exhibit B 1 Scope of Services Fee Proposal Utility Relocations for 1-49/15th Street Interchange Amendment 2 - Task 3 Fayetteville, Arkansas HW Project No. 2022129 November 9, 2023 PHASE 3 (TASK 3): Construction Engineering Services - Construction Phase I _ CITY OF FAYETTEVILLE ARKANSAS Utility Relocations for 1-49/15th Street Interchange Task 3 Billing Rate Effective thru 08/12/2023 Enqr VIII $240 Enqr V $175 Enqr III $130 GPS Survey $175 Surveyor $125 Technician IV $100 Technician I $65 Inspector I $75 Total Hours Total Cost 1. Conduct a Pre -Construction Conference with the Owner, Contractor, and ARDOT 4 8 4 4 20 $3,180 2 Provide full-time construction observation during utility relocation (1) 160 1800 1960 $155,800 3. Construction Engineering Administration 60 120 80 260 $45,800 4. Conduct up to four (4) Periodic Progress Meetings 8 8 8 24 $4,360 5. Prepare, review, and coordinate the dissemination of construction documentation including material submittals, requests for information, field change orders, and change orders as directed by the Owner 20 80 80 180 $29,200 6. Review the Contractor's construction quantities and prepare monthly pay requests for the Owner's consideration and approval 20 80 104 40 244 $34,920 7. Conduct as -built surveys of the completed improvements 24 8 32 $5,200 8. Coordinate and conduct a final inspection with the Contractor and Owner, and prepare a punch list of deficient construction items for the Contractor to address 8 20 28 $4,000 9. Prepare Record Drawings of the completed project and provide one (1) full-size reproducible hard copy, and one (1) electronic copy for the Owner's archives 8 8 16 24 8 64 $8,400 10. Assist the Owner in preparing project closout documentation to ARDOT 8 8 16 $2,440 Total Hours Total Cost - Task 3 Construction Engineering Services - Construction Phasel 120 320 480 24 8 24 40 1812 2688 $28,800 1 $56,000 $62,400 $4,200 $1,000 $2,400 1 $2,600 1 $135,9001 1 $293,300 (1) Based on a 300-calendar day Contract Time (270-calendar days until Substantial Completion, and 30-calendar days until Final Completion thereafter). Full-time construction observation is based on 8-hours per day (Monday through Friday) unitl the originally scheduled Substantial Completion date, and periodic inspection (24 hours a week) until the originally schedule Final Completion date therafter. 11. Reimbursable Expenses Item Description Total a. Outside Services Reproduction and Printing (estimated) $1,500 Total Estimated Reimbursable Expenses 1 $1,500 ENGINEERING SERVICES SUMMARY Utility Relocations for 1-49/15th Street Interchan e PHASE 3 (TASK 3): Construction Engineering Services -Construction Phase $293,300 Reimbursable Expenses $1,500 Total Engineering Fee - Not to Exceed 2022129/Scope and Fees Page 1 of 1 Exhibit C Engineer Standard Billing Rate Structure For Hourly Fee Based Contracts Hawkins -Weir Engineers, Inc. Effective August 13, 2023 through August 10, 2024"' Engineer VIII $ 240 Per Hour Engineer VII $ 220 Per Hour Engineer VI $ 200 Per Hour Engineer V $ 175 Per Hour Engineer IV $ 150 Per Hour Engineer III $ 130 Per Hour Engineer II $ 115 Per Hour Engineer I $ 100 Per Hour Engineering Technician Designer II $ 120 Per Hour Designer I $ 110 Per Hour Technician IV $ 100 Per Hour Technician III $ 85 Per Hour Technician II $ 75 Per Hour Technician I $ 65 Per Hour Field Technician - Field Inspector Resident Project Representative (RPR) $ 120 Per Hour Construction Manager $ 100 Per Hour Inspector II $ 85 Per Hour Inspector I $ 75 Per Hour Field Surveying GPS Survey Surveyor Administrative Business Manager Expert Witness Preparation Testimony, less than 1/2 day Testimony, per Day $ 175 Per Hour $ 125 Per Hour $ 85 Per Hour At Engineer's Hourly Rate $ 2,000 $ 4,000 Expenses Reimbursable Expenses and upcharges are determined by the Client Agreement/Contract Subconsultants/Outside Services Express Delivery, Field Supplies, Testing, Review/Filing Fees and Advertising Travel: Hotel and meals Actual Cost Vehicle(2) $0.655 per mile effective l/l/23 Reproduction: Outside printing service Actual Cost In-house printing Letter Copy - B&W $ 0.12 Per Copy Letter Copy - Color $ 0.75 Per Copy 22 x 34 Size Copy - B&W $ 3.00 Per Copy 22 x 34 Size Copy - Color $12.00 Per Copy 22 x 34 Size Copy - Color Photo $ 25.00 Per Copy 11 x 17 Size Copy - B&W $ 1.50 Per Copy 11 x 17 Size Copy - Color $ 5.00 Per Copy CD Copy $ 5.00 Per Copy Binding $ 1.00 Each Billing Rates are reviewed and adjusted annually in August. Regardless, any adjustment in Billing Rates will not impact previously negotiated Not To Exceed (NTE) fee amounts without a formal Contract Amendment. (2) To be adjusted periodically to current IRS mileage rate. All Billings are due upon receipt unless prior arrangements for payment have been made.