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Home My WebLink About82-24 RESOLUTIONryas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 82-24 File Number: 2024-1753 MCCLELLAND CONSULTING ENGINEERS, INC. (AMENDMENT NO. 1): A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH MCCLELLAND CONSULTING ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $218,974.41 FOR ADDITIONAL SERVICES ASSOCIATED WITH UTILITY RELOCATIONS ALONG HIGHWAY 16, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on March 30, 2021, the City Council approved Resolution 165-21 authorizing a contract with McClelland Consulting Engineers, Inc. to begin detailed survey and design work which is now completed; and WHEREAS, Amendment No. 1 will provide for additional easement acquisition services and franchise utility coordination necessary as well as provide funding for construction phase services such as project inspection, assistance with contractor questions in -field, change orders, testing, progress meetings, as -built plan preparation, and project closeout. 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. 1 to the Professional Engineering Services Agreement with McClelland Consulting Engineers, Inc. in an amount not to exceed $218,974.41 for additional services associated with utility relocations along Highway 16. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on March 5, 2024 Page 1 CITY OF FAYETTEVILLE ARKANSAS MEETING OF MARCH 5, 2024 TO: Mayor Jordan and City Council CITY COUNCIL MEMO 2024-1753 THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director SUBJECT: McClelland Consulting Engineers, Inc. - Amendment No. 1 for Highway 16 Utility Relocations RECOMMENDATION: Staff recommends approval of Amendment No. 1 to the engineering services agreement with McClelland Consulting Engineers, Inc. for professional services associated with ArDOT Project 040785 Utility Relocations along Highway 16 from Stone Bridge Rd. to E. Roberts Rd., and approval of a budget adjustment. BACKGROUND: ArDOT has notified the City of Fayetteville to relocate water and sewer infrastructure along Highway 16 where they will be widening the roadway to 4-lanes. After receiving this notification, a formal selection committee was held on March 30, 2021 at which McClelland was selected for contract negotiations (RFQ 21-01, Selection #5). Resolution 165-21 authorized McClelland to begin detailed survey and design work which is now completed. Affected utilities include approximately 4,100 linear feet of 8-inch diameter cast iron waterline that will need to be replaced and upgraded to 12-inch diameter PVC pipe. Additionally, there is approximately 1,700 linear feet of small diameter sanitary sewer relocation necessary. DISCUSSION: Amendment No. 1 will provide funds to cover additional easement acquisition services and franchise utility coordination necessary as well as provide funding for construction phase services such as project inspection, assistance with contractor questions in -field, change orders, testing, progress meetings, as -built plan preparation, and project closeout. The additional fees are hourly not -to -exceed in the amount of $218,974.41. BUDGET/STAFF IMPACT: The proposed contract is hourly in the maximum not -to -exceed amount of $218,974.41. Funds will be moved from the Sanitary Sewer Rehabilitation account to the Water & Sewer Relocations account to cover the cost of the engineering amendment. ATTACHMENTS: SRF (#3), BA (#4), Amendment No. 1 - Hwy 16 Utility Relocations - Final (#5) 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 #: 2024-1753 McClelland Consulting Engineers, Inc. - Amendment No. 1 for Highway 16 Utility Relocations A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH MCCLELLAND CONSULTING ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $218,974.41 FOR ADDITIONAL SERVICES ASSOCIATED WITH UTILITY RELOCATIONS ALONG HIGHWAY 16, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on March 30, 2021, the City Council approved Resolution 165-21 authorizing a contract with McClelland Consulting Engineers, Inc. to begin detailed survey and design work which is now completed; and WHEREAS, Amendment No. 1 will provide for additional easement acquisition services and franchise utility coordination necessary as well as provide funding for construction phase services such as project inspection, assistance with contractor questions in -field, change orders, testing, progress meetings, as - built plan preparation, and project closeout. 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. 1 to the Professional Engineering Services Agreement with McClelland Consulting Engineers, Inc. in an amount not to exceed $218,974.41 for additional services associated with utility relocations along Highway 16. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. Page 1 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2024-1753 Item ID 3/5/2024 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 2/15/2024 WATER SEWER (720) Submitted Date Division / Department Action Recommendation: Staff recommends approval of Amendment No. 1 to the engineering services agreement with McClelland Consulting Engineers, Inc. in an amount not to exceed $218,974.41 for professional services associated with ArDOT Project 040785 Utility Relocations along Highway 16 from Stone Bridge Rd. to E. Roberts Rd., and approval of a budget adjustment. Budget Impact: 5400.720.5600-5314.00/5400.720.5700- 5314.00 Account Number 11011.2102 Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Water and Sewer Fund Water and Sewer Relocations Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 9,684,408.00 $ 9,609,512.46 74,895,54 $ 218,974.41 $ 218,975.00 74,896.13 V20221130 Previous Ordinance or Resolution # 165-21 Approval Date: City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number WATER SEWER (720) /org2 2024 Requestor: Cheryl Partain BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A budget adustment is needed in the Water Sewer Relocations project for the cost of the engineering services contract with McClelland Consulting Engineers, Inc. Contract is for engineering services for the water and sewer utility relocations associated with ArDOT Project# 040785 for Highwasy 16 East Utility Relocations from Stonebridge Rd to E Roberts Rd. Moving budgeted funds from the Sewer Rehabilitation project. RESOLUTION/ORDINANCE COUNCIL DATE: 3/5/2024 ITEM ID#: 2024-1753 April Melton 217612024 9:40 AM Budget Division Date TYPE: D - (City Council) JOURNAL #: GLDATE: CHKD/POSTED: TOTAL Account Number - - Increase / (Decrease) Expense Revenue Project.Sub# Project Sub.Detl AT v.2024116 Account Name 5400.720.5600-5314.00 164,231 - 11011 2102 EX Professional Services 5400.720.5700-5314.00 5400.720.5700-5815.00 54,744 - (218,975) - 11011 02017 2102 EX 1 EX Professional Services Improvements - Sewer I of 1 Amendment No. 1 to the Engineering Services Agreement for Highway 16 Utility Relocations, Stonebridge Drive to East Roberts Road ARDOT Job No. 040785 Date: 03/05/2024 WHEREAS, the CITY OF FAYETTEVILLE and McClelland Consulting Engineers, Inc. (ENGINEER) entered into an Agreement for Professional Engineering Services (AGREEMENT) on June 1, 2021; and, WHEREAS, the CITY OF FAYETTEVILLE has requested that ENGINEER perform additional services outside of the scope of the AGREEMENT. NOW THEREFORE, the following modifications will be made to the AGREEMENT to include the additional services requested: MODIFICATIONS: 1. Section 2.2.1 — the additional scope of services is included in the attached Appendix "A-1 ". 2. Section 5.1.1 —the maximum not -to -exceed amount is increased from $273,388.00 to $492,362.41. Modifications to compensation are included in the attached Appendices "A-1", "13-355, "13-45', "B-5" and "B-6". IN WITNESS WHEREOF, the parties execute this Amendment No. 1, to be effective on the date set out above. McClelland Consulting Engineers, Inc. City of Fayetteville, Arkansas BY: l e? W Nicholas R. Batker, P.E. Senior Associate APPENDIX A-1 — SCOPE OF ADDITIONAL SERVICES AMENDMENT NO. 1 TO THE ENGINEERING SERVICES AGREEMENT FOR HIGHWAY 16 UTILITY RELOCATIONS, STONEBRIDGE DRIVE TO EAST ROBERTS ROAD 1.0 General 1.1 Additional Services — Bid Phase and Easement Acquisition During the course of final design on this project in 2023, the ENGINEER had final plans prepared and approved by the Arkansas Department of Health. The ENGINEER met with Black Hills Energy to coordinate any final potential conflicts with natural gas facilities and discovered that the proposed water main relocations were in direct conflict with the BHE proposed gas mains in several areas. As a result, the ENGINEER was required to perform additional coordination with BHE to avoid these conflicts, redesign the proposed water main relocations, and perform additional coordination with affected property owners on the proposed easements. This additional effort resulted in project expenditures that exhausted the original contract budget at the end of 2023. The scope of additional services includes efforts associated with remaining design and property acquisition tasks to get this project into the construction phase. 1.2 Additional Services — Services During Construction The scope of additional services also includes construction administration and construction observation service for the referenced project, which includes approximately 4,300 linear feet of 18-inch water main; 130 linear feet of 12-inch water main, 1,700 linear feet of 8-inch water main; 1,900 linear feet of 8-inch sewer main; and related appurtenances and interconnections along Highway 16 between Stonebridge Drive and East Roberts Road. Construction is anticipated to commence in Spring 2024. The construction contract allows 300 calendar days to Substantial Completion and 330 calendar days to Final Completion. 2.0 Scope of Additional Services — Bid Phase and Easement Acquisition 2.1 Bid Phase Services 2.1.1 Assist CITY OF FAYETTEVILLE with Bid Advertisement. 2.1.2 Respond to Bidders' questions and issue addenda as authorized by the CITY OF FAYETTEVILLE. 2.1.3 Attend the pre -bid conference and bid opening. 2.1.4 Evaluate bid tabulation and bidders' qualifications. 2.1.5 Prepare and submit an updated summary of project costs and estimated ARDOT reimbursement value based on the actual bid price. 2.1.6 Prepare Issued for Construction Documents, which shall incorporate all changes during the Bid Phase through issued Addenda. 2.2 Additional Property Owner Coordination and Easement Acquisition 2.2.1 Finalize and complete easement acquisition for 19 remaining easements. Negotiation and acquisition services to be provided by Visionary Milestones, Appendix A-1 — Scope of Additional Services — Highway 16 Utility Relocations — Amendment No. 1 Page 1 of 3 1/30/2024 LLC as a subconsultant to the ENGINEER. ENGINEER to provide support as required. 3.0 Scope of Additional Services — Services During Construction 3.1 Construction Administration 3.1.1 Assist CITY OF FAYETTEVILLE with issuing the Notice to Proceed and obtaining executed Contract Document from the selected Contractor; if requested by the CITY OF FAYETTEVILLE. 3.1.2 Conduct the pre -construction meeting with the Contractor and issue meeting minutes. 3.1.3 Review and respond to Contractor submittals for conformance to the Contract Documents. Up to ten (10 submittals are anticipated on this project. The initial review and one (1) re -submittal review are included in this scope of services. Additional re -submittal review will be considered Additional Services. 3.1.4 Review Contractor's Requests for Information and issue clarifications as required. Up to ten (10) RFIs are anticipated on this project. 3.1.5 Assist the CITY OF FAYETTEVILLE with the evaluation, negotiation and processing of Contractor change order requests, as required. 3.1.6 Review monthly Pay Estimates from the Contractor and provide recommendation for payment. A total of ten (10) pay estimates are assumed. 3.1.7 Engineer of Record shall conduct monthly site visits and attend monthly progress meetings as required to observe the progress and quality of the completed work to determine compliance with the Contract Documents. A total of twenty (20) site visits/progress meetings are estimated over the course of the 330 calendar day construction contract. 3.1.8 Assist the CITY OF FAYETTEVILLE with the final inspection walk-through. Develop a punch list of outstanding items and review project closeout documents. 3.1.9 Prepare Record Drawings based upon information furnished by the Contractor and field representatives. 3.2 Construction Observation 3.2.1 Provide a field representative to perform comprehensive construction observation services. Field representative shall keep Engineer of Record and CITY OF FAYETTEVILLE informed on construction progress and any issues that may arise. 3.2.2 It is estimated that the level of observation required by the ENGINEER to provide comprehensive construction observation services will equate to an average of 35 hours per week for the duration of the 330 calendar day construction contract. Partial observation will be conducted on non -critical items such as, but not limited to general site cleanup, seeding, sodding, etc. 3.3 Surveying Services At the request of the CITY OF FAYETTEVILLE, provide up to 48 hours of field surveying to assist in reviewing the Contractor's work and/or to address property owner questions. Appendix A-1 — Scope of Additional Services — Highway 16 Utility Relocations — Amendment No. 1 Page 2 of 3 1/30/2024 4.0 Project Deliverables 4.1 PDF copy of the approved shop drawings and submittals from the Contractor. 4.2 PDF copy of all daily construction observation reports. 4.3 One (1) full-size hard copy, a PDF copy and AutoCAD file of the Record Drawings. 4.4 Other electronic files as requested by the CITY OF FAYETTEVILLE. 5.0 Compensation In consideration of the performance of the foregoing services by the ENGINEER, the CITY OF FAYETTEVILLE shall by to the ENGINEER compensation as shown below. A task hour breakdown of the services is provided as Appendix B-3. 5.1 Compensation for Task 2.1 shall be as provided in Appendix B-4. The not -to -exceed amount for Task 2.1 is $7,953.69. 5.2 Compensation for Task 2.2 shall be as provided in Appendix B-5. The not -to -exceed amount for Task 2.2 is $36,889.64. 5.3 Compensation for Task 3.0 (Services During Construction) shall be as provided in Appendix B-6. The not -to -exceed amount for Task 3.0 is $174,131.08. 5.4 The total maximum not -to -exceed for Amendment No. 1 therefore shall be $218,974.41. Appendix A-1 — Scope of Additional Services — Highway 16 Utility Relocations — Amendment No. 1 Page 3 of 3 1/30/2024 City of Fayetteville - Hwy 16 Water/Sewer Relocations (Stone Bridge Rd to E Roberts Rd) MCCLELLAND Amendment No. 1 NECONSULTINGE Appendix B-3 - Personnel Hour Estimate ENGINEERS, INC. 1 /30/2024 Task Description Sr. Project Manager Project Manager Project Engineer CAD Technician Const. Observer Reg. Land Surveyor Survey Technician Field Survey Crew 2.0 ADDITIONAL SERVICES - BID PHASE AND EASEMENT ACQUISITION Task 2.1 Bid Phase Services Assist with Bid Advertisement 2.00 Respond to questions during bidding 4.00 8.00 Prepare/issue addenda 6.00 16.00 Pre -bid meeting 2.00 4.00 Bid open in /evaluate bids 2.00 2.00 Update summary of project costs 2.00 Prepare Issued for Construction Documents 2.00 16.00 Subtotal Task 2.1 (See Appendix B-4)1 16.00 1 0.00 1 48.00 1 0.00 1 0.00 1 0.00 1 0.00 1 0.00 Task 2.2 Add'I Property Owner Coord & Easement Acquisition Assist Visionary Milestones with Remaining Property Owners 8.00 40.00 Subtotal Task 2.2 (See Appendix B-5)1 8.00 1 0.00 40.00 0.00 0.00 0.00 0.00 0.00 3.0 ADDITIONAL SERVICES - SERVICES DURING CONSTRUCTION Task 3.1 Construction Administration Pre -construction Meeting 2.00 2.00 2.00 Review Submittals 2.00 8.00 40.00 Respond to RFIs 2.00 8.00 20.00 4.00 Evaluate Change Order Requests 4.00 10.00 48.00 8.00 Pay Request Review/Preparation 10.00 32.00 Periodic Site Visits 20 estimated 20.00 40.00 60.00 Final Inspection/Punch List 2.00 2.00 16.00 Record Drawings 10.00 20.00 24.00 Project Closeout 4.00 8.00 4.00 Subtotal Task 3.1 (See Appendix B-6)1 32.00 1 94.00 1 246.00 1 40.00 0.00 1 0.00 1 0.00 1 0.00 Task 3.2 Construction Observation Comprehensive Field Observation Services 1570.00 Pre -construction Meeting 2.00 Pay Request Review/Preparation 32.00 Final Inspection 16.00 Record Drawings 16.00 Project Closeout 8.00 Subtotal Task 3.2 (See Appendix B-6)1 0.00 1 0.00 1 0.00 1 0.00 1 1644.00 1 0.00 1 0.00 1 0.00 Task 3.3 Surveying Services Review Contractor's Work & Address Prop Owner Questions, as Req'd 8.00 16.00 48.00 Subtotal Task 3.3 (See Appendix B-6)1 0.00 1 0.00 1 0.00 1 0.00 1 0.00 1 8.00 1 16.00 1 48.00 Appendix B-4 Fee Proposal Appendix B-4 Additional Services Bidding Phase Services in Conjunction with the Highway 16 Water and Sewer Relocations (Stone Bridge Rd to E Roberts Rd) ARDOT Job No. 040785 Fayetteville, Arkansas Personnel Hours Labor Classification Hours Labor Rate Extended Sr. Project Manager 16.00 $68.00 $1,088.00 Project Manager 0.00 $53.00 $0.00 Project Engineer 48.00 $36.00 $1,728.00 CAD Technician 0.00 $30.00 $0.00 Const. Observer 0.00 $25.00 $0.00 Reg. Land Surveyor 0.00 $35.00 $0.00 Survey Technician 0.00 $25.00 $0.00 Field Survey Crew 0.00 $25.00 $0.00 Direct Labor Subtotal $2,816.00 Overhead 151.55% $4,267.65 Subtotal $7,083.65 Fixed Fee 12% $850.04 Subtotal Labor Costs $7,933.69 EXPENSES Item Amount Mileage ($0.52/mile) $20.00 Total Estimated Reimbursable Expenses $20.00 Total Costs - Additional Services - Bidding Phase Services (Task Item 2.1) $7,953.69 Appendix B-5 Fee Proposal Appendix B-5 Additional Services Easement Acquisition Services in Conjunction with the Highway 16 Water and Sewer Relocations (Stone Bridge Rd to E Roberts Rd) ARDOT Job No. 040785 Fayetteville, Arkansas Personnel Hours Labor Classification Hours Labor Rate Extended Sr. Project Manager 8.00 $68.00 $544.00 Project Manager 0.00 $53.00 $0.00 Project Engineer 40.00 $36.00 $1,440.00 CAD Technician 0.00 $30.00 $0.00 Const. Observer 0.00 $25.00 $0.00 Reg. Land Surveyor 0.00 $35.00 $0.00 Survey Technician 0.00 $25.00 $0.00 Field Survey Crew 0.00 $25.00 $0.00 Direct Labor Subtotal $1,984.00 Overhead 151.55% $3,006.75 Subtotal $4,990.75 Fixed Fee 12% $598.89 Subtotal Labor Costs $5,589.64 EXPENSES Item Amount Mileage ($0.52/mile) $50.00 Total Estimated Reimbursable Expenses $50.00 SUBCONSULTANTS Item I Amount Visionary Milestones - Acquisition Services ($1,600/parcel, 19 parcels) $307400.00 Visionary Milestones - Filing Fees $850.00 Total Estimated Subconsultant Cost $31,250.00 Total Costs - Additional Services - Easement Acquisition Services (Task Item 2.2) $36,889.64 Appendix B-6 Fee Proposal Appendix B-6 Services During Construction in Conjunction with the Highway 16 Water and Sewer Relocations (Stone Bridge Rd to E Roberts Rd) ARDOT Job No. 040785 Fayetteville, Arkansas Personnel Hours Labor Classification Hours Labor Rate Extended Sr. Project Manager 32.00 $68.00 $2,176.00 Project Manager 94.00 $53.00 $4,982.00 Project Engineer 246.00 $36.00 $8,856.00 CAD Technician 40.00 $30.00 $1,200.00 Const. Observer 1644.00 $25.00 $41,100.00 Reg. Land Surveyor 8.00 $35.00 $280.00 Survey Technician 16.00 $25.00 $400.00 Field Survey Crew 48.00 $50.00 $2,400.00 Direct Labor Subtotal $61,394.00 Title II Labor Multiplier 2.82 Subtotal Labor Costs $173,131.08 EXPENSES Item Amount Mileage ($0.52/mile) $1,000.00 Total Estimated Reimbursable Expenses $1,000.00 Total Costs - Services During Construction (Task Items 2.3, 2.4, 2.5) $174,131.08 Notes: 1. Title II Multiplier based upon MCE FY22 Indirect Cost Rate (151.55%) for ARDOT projects, plus fixed fee of 12%.