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HomeMy WebLinkAbout180-24 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 180-24 File Number: 2024-234 HAWKINS-WEIR ENGINEERS, INC. (AMENDMENT NO. 2): A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE ENGINEERING SERVICES CONTRACT WITH HAWKINS-WEIR ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $226,140.00 FOR ADDITIONAL SERVICES ASSOCIATED WITH UTILITY RELOCATIONS ALONG HIGHWAY 112, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on June 1, 2021, the City Council passed Resolution No. 164-21 approving a Professional Engineering Services Agreement with Hawkins -Weir Engineers, Inc. for engineering services associated with the utility relocations along Highway 112 from Truckers Drive to Howard Nickell Road associated with Arkansas Department of Transportation Project 040746; and WHEREAS, Amendment No. 2 is necessary to cover costs associated with re -designs where ARDOT plans have changed to add another roundabout to the roadway design. 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 engineering services contract with Hawkins -Weir Engineers, Inc. in an amount not to exceed $226,140.00 for professional services associated with the utility relocations along Highway 112. 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 July 2, 2024 Page 1 Attest: �� T EoJill �i —v: Kara Paxton, City C14rk Treasurer �� • ~� �'�.,9• gRKAN' .oJ�•• "44�N i TO CITY OF FAYETTEVILLE ARKANSAS MEETING OF JULY 2, 2024 TO: Mayor Jordan and City Council CITY COUNCIL MEMO 2024-234 THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director SUBJECT: Hawkins -Weir Engineers, Inc. - Amendment No. 2 for Highway 112 Water/Sewer Relocations (Truckers Drive to Howard Nickell Road) 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 040746 Utility Relocations along Highway 112 in an amount not to exceed $226,140.00, and approval of a budget adjustment. BACKGROUND: The Arkansas Department of Transportation has requested utility relocations to prepare for the widening of Highway 112 from Truckers Drive to Howard Nickell Road. Amendment No. 1 was previously approved to cover costs associated with significant additional effort encountered during the final design phases. This effort included an additional 3,200-feet of pipeline design, assistance with nearby rezoning coordination that was time -sensitive, four additional meetings with City and ARDOT for final coordination items, and additional 3-D modeling to avoid conflicts with the final ARDOT detailing of underground pedestrian facilities. DISCUSSION: Amendment No. 2 is necessary to cover costs associated with re -design effort where ARDOT plans have changed to add another round -about to the roadway design. Furthermore, due to the schedule delays associated with the large utility relocation scope, ARDOT is willing to incorporate the City's utility relocations into the overall ARDOT project which will allow one contractor to control schedules and work -trades onsite, thereby expediting overall project schedules. For this to occur Hawkins -Weir must adjust all plans and specs to match ARDOT formatting standards to be incorporated in the overall roadway drawings. An existing agreement (Res. 218-19) between the City of Fayetteville and ARDOT is currently undergoing revisions to incorporate the aforementioned project inclusion strategy. These amendments will be brought forward to the City Council at a future meeting. This agreement will allow the City to pay its smaller portion of the project at time of project bidding/award instead of fronting the entire project cost and seeking subsequent reimbursements. Since the project is approximately 90% ARDOT and 10% City, this is a favorable arrangement. BUDGET/STAFF IMPACT: Project savings from the Benson Mountain Pressure Plane Upgrade account will be moved to the Water & Sewer Relocations account to cover the cost of this engineering amendment. Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 ATTACHMENTS: SRF (#3), BA (#4), Amendment No. 2 (#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 #: 2024-234 Hawkins -Weir Engineers, Inc. - Amendment No. 2 for Highway 112 Water/Sewer Relocations (Truckers Drive to Howard Nickell Road) A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE ENGINEERING SERVICES CONTRACT WITH HAWKINS-WEIR ENGINEERS, INC. IN AN AMOUNT NOT TO EXCEED $226,140.00 FOR ADDITIONAL SERVICES ASSOCIATED WITH UTILITY RELOCATIONS ALONG HIGHWAY 112, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on June 1, 2021, the City Council passed Resolution No. 164-21 approving a Professional Engineering Services Agreement with Hawkins -Weir Engineers, Inc. for engineering services associated with the utility relocations along Highway 112 from Truckers Drive to Howard Nickell Road associated with Arkansas Department of Transportation Project 040746; and WHEREAS, Amendment No. 2 is necessary to cover costs associated with re -designs where ARDOT plans have changed to add another roundabout to the roadway design. 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 engineering services contract with Hawkins -Weir Engineers, Inc. in an amount not to exceed $226,140.00 for professional services associated with the utility relocations along Highway 112. 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 2024-234 Item ID 7/2/2024 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 6/13/2024 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 040746 Utility Relocations along Highway 112 in an amount not to exceed $226,140.00, and approval of a budget adjustment. Budget Impact: 5400.720.5600-5314.00 5400.720.5700- 5314.00 Account Number 11011.2101 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 & Sewer Relocations Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 11,659,260.00 $ 9,423,923.85 5 2,235,336.15 $ 226,140.00 $ 226,140.00 2,235,336.15 V20221130 2021-418 Previous Ordinance or Resolution # 218-19 2 Approval Date: 2021-00000039 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number WATER SEWER (720) /Org2 2024 Requestor: Shea Fankhouser BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: A budget adjustment is needed in the Water & Sewer fund to move funds from the Benson Mountain Pressure Plane Upgrade account to the Water & Sewer Relocations account to cover the cost of Amendment No. 2 with Hawkins -Weir Engineers. The funds being moved are project savings from the Benson Mountain upgrade. COUNCIL DATE: 7/2/2024 ITEM ID#: 2024-234 Holly Black 617g1202q 7:37 Pln RESOLUTION/ORDINANCE 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.2024522 Account Name 5400.720.5600-5808.00 (226,140) - 10006 1 EX Improvements - Water Line 5400.720.5600-5314.00 5400.720.5700-5314.00 169,605 56,535 11011 11011 2101 EX 2101 EX Professional Services Professional Services I of 1 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 Highway 112 Utility Relocation (HW Project No. 2021048), dated June 1, 2021, 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 the partial redesign of the Highway 112 Utility Relocation project to address new additions to the proposed roadway improvements by the Arkansas Department of Transportation and reformatting of the construction drawings and specifications to allow the improvements to be incorporated into ArDOT's roadway bidding documents. Additional services are detailed in the Engineer's attached Scope of Services (Exhibit A) dated June 4, 2024. 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 Two Hundred Twenty -Six Thousand One Hundred Forty and 00/100 Dollars ($226,140.00) without written 2021048 Amendment 2.docx Page 1 of 2 June 4, 2024 approval of Owner. These additional services adjust the Agreement's total not to exceed fee to $790,750.00, including proposed reimbursable expenses. Attachments: Exhibit A — Scope of Services dated June 4, 2024 Exhibit B — Fee Proposal dated June 4, 2024 Exhibit C — Standard Hourly Billing Rate Structure, effective 2024 AUTHORIZATION BY: CITY OF FAYE"1'TLV1LLL, ARKANSAS dam/ lonorable V9held Jordan, Mayor Date: July 2, 2024 ACCEPTED BY: HAWKINS-WEIR ENGINEERS, INC. By: ' U �) • C dJJL'6 Brett D. Peters, P.E. President and CEO Date: June 4, 2024 2021048 Amcndmcnt 2.docx Pagc 2 of 2 Junc 4, 2024 Exhibit A Scope of Services — Amendment 2 �� Highway 112 Utility Relocations Fayetteville, Arkansas CITY OF Project No. 2021048, ARDOT Job 040746 FAARKANSAS YETTEVILLE June 4, 2024 Further Description of Basic Engineering Services and Related Matters: Scope The Highway 112 Utility Relocation project includes the relocation of publicly owned utilities to precede the widening of Arkansas State Highway 112 by the Arkansas Department of Transportation (ARDOT). The project limits are from Truckers Drive, north and west, to Howard Nickell Road, approximately 1.4 miles. Amendment 2 to the Preliminary Engineering Agreement includes redesign of utility relocations to accommodate the inclusion of a new traffic circle at approximately STA 112+45 in the recently revised ARDOT roadway plans. Proposed plan revisions also include waterline realignments due to changes in ownership on some property tracts and coordination with the Owner's consultant on the proposed 48-in. transmission line. A. Task 1 — Preliminary Engineering Services — Completed B. Task 2 — Final Design Phase (ArDOT PE Agreement) — Completed C. Reimbursable Expenses — Original Contract D. Task 3 — Final Design Phase (ARDOT PE Agreement — Amendment 1) — Completed E. Task 4 — Redesign Phase (ARDOT PE Agreement — Contract Amendment 2) 1. Project Management and Administration: a. Prepare correspondence and consultation with the Owner; b. Develop a project schedule outlining tasks and major milestones dates; Coordinate with ARDOT on formatting utility relocation plans and specifications for inclusion in the roadway plan set for bidding; Provide general contract administration including the preparation of monthly status reports for submission with each invoice. 2. Utility Coordination a. Obtain proposed relocation plans and update locations and sizes of proposed underground utilities from franchised utility companies; b. Attend meetings and coordinate with franchised utility companies (specifically Black Hills Energy and Lumen) to discuss necessary adjustments and placement of utility lines within proposed shared utility easements. 3. Preliminary Redesign Phase (50% Design Documents) a. Reformat utility relocation sheets and construction details to conform with ARDOT roadway plans and submit to ARDOT for preliminary review; 2021048\Exhibit A Scope of Services Amendment 2 2024-06-04 Exhibit A Scope of Services — Amendment 2 �� Highway 112 Utility Relocations Fayetteville, Arkansas CITY OF Project No. 2021048, ARDOT Job 040746 FAARKANSAS YETTEVILLE June 4, 2024 b. Realign water and sewer utilities and revise plans to incorporate new traffic circle in accordance with revised ARDOT plans; c. Coordinate with ARDOT on possible water main alignment changes across Tract 1X (McGuire) and Tract 2X (Wheeler); d. Coordinate with developer on transmission line and water main alignment changes across Tract 11 (GRL 112 LLC); e. Coordinate with developer on water main and sewer line alignment changes across Tract 6 (112 Drive-In/The Aronson); f. Coordinate with ARDOT on use of roadway drawings for Erosion Control and Traffic Control; g. Coordinate with Owner's consultant, McClelland Consulting Engineers on details for connection to a proposed 48-in. water transmission line; h. Prepare or update exhibits showing anticipated easement acquisitions, including property descriptions, and submit to the Owner's right-of-way acquisition agent for review; Prepare 50% Redesign Opinion of Probable Utility Relocation Costs, including a breakdown of reimbursable, non -reimbursable, and betterment expenses; Submit one (1) half-size copy and one (1) PDF copy of the 50% Redesign Plans and Opinion of Probable Cost for review by Owner and ARDOT; k. Participate in 50% Redesign review meeting within thirty (30) days following submittal of the 50% Redesign Documents. 4. Pre -Final Redesign Phase (90% Design Documents) a. Prepare final redesign calculations, plans, profiles, details, cross sections, street crossings, traffic detours and other items, incorporating comments from the 50% Redesign Review Meeting; b. Prepare or update utility construction details; c. Update erosion and traffic control plans, incorporating ARDOT comments from preliminary plan review; d. Revise or prepare additional utility construction specifications in ARDOT format for Special Conditions; e. Identify anticipated material to be used under the Build America, Buy America requirements; 2021048\Exhibit A Scope of Services Amendment 2 2024-06-04 2 Exhibit A Scope of Services — Amendment 2 Highway 112 Utility Relocations Fayetteville, Arkansas CITY OF Project No. 2021048, ARDOT Job 040746 FA ETTE I LE June 4, 2024 f. Provide construction bid proposal items to ARDOT to incorporate into Bid Form; g. Prepare Final Opinion of Probable Utility Relocation Costs, including updates of reimbursable, non -reimbursable, and betterment expenses; h. Perform internal QA/QC Review of Final Plans; Prepare permits (City of Fayetteville, ADEQ STAA, ARDOT Utility Permit, USACE Section 404); Update easement documents based on review comments and assist the City's right- of-way acquisition agent in initial coordination meetings with property owners as necessary, including staking of proposed easements; k. Submit one (1) half-size copy and one (1) PDF copy of the 90% Redesign Plans and Opinion of Probable Cost for review by Owner and ArDOT; Participate in 90% Design review meeting with Owner and ArDOT within thirty (30) days following submittal of the 90% Design Documents. 5. Final Redesign Phase (100% Design Documents) a. Incorporate 90% Design review comments and QA/QC plan review comments; b. Submit three (3) half-size copies and one (1) PDF copy of the Final Design Documents and the Final Opinion of Probable Utility Relocation Costs; c. Submit the Final Plans, Technical Specifications, and a Utility Relocation Cost Estimate to the Arkansas Department of Health for review and respond to any questions or comments; d. Assist the Owner in transmitting easement documents or an affidavit to ARDOT to substantiate the final reimbursement eligibility ratio. Bidding and Construction Phase (ARDOT CE Agreement) 1. Consulting Services during the Bidding Phase are not included in this Scope of Services. 2. Construction Phase Services are not included in this Scope of Services. General 1. The Engineer should anticipate a 30-calendar day review period by the City staff between the completion of one phase and the beginning of the following phase. Additional time may be required for review by ARDOT and regulatory agencies. 2021048\Exhibit A Scope of Services Amendment 2 2024-06-04 3 Exhibit A Scope of Services — Amendment 2 �� Highway 112 Utility Relocations Fayetteville, Arkansas CITY OF Project No. 2021048, ARDOT Job 040746 FAARKANSAS YETTEVILLE June 4, 2024 2. The Plans, Specifications and Bid Documents authorized by this Amendment shall be prepared to allow bids to be received and construction to be performed under one (1) Roadway Construction Contract by ARDOT. 3. Subcontracting of services by the Engineer shall have prior approval of the Owner. 4. All surveys and related easement acquisition documents shall conform to the Arkansas Minimum Standards for Property Boundary Surveys and Plats, Latest Edition. Property descriptions and exhibits shall be in a format approved by the Purchasing Department for the Owner's acquisition of utility easements and/or temporary construction easements. Exclusions to the Scope of Services As noted above, Bidding Services and Construction Observation and Administration Services are not included in this Scope of Services. Excluded services include preparation of bidding addenda, evaluation of bids, recommendation of contract award, material submittal review, review or preparation of payment requests, assessment of substantial/final completion, review of Contractor's conformance to construction documents, and preparation of Record Drawings. Any Scope of Services for Bidding Services and Construction Phase Services will be considered under a separate Construction Engineering (CE) Agreement or Amendment. 2. The following additional services are also excluded: a. Environmental assessment or evaluation of the project site(s); b. Field location of utilities by spot digging or potholing; Easement acquisition. End of Scope of Services 2021048\Exhibit A Scope of Services Amendment 2 2024-06-04 Exhibit B - Fee Proposal Summary Redesign Phase - Contract Amendment 2 Highway 112 Utility Relocation Fayetteville, Arkansas Project No. 2021048, ARDOT Job 040746 June 4, 2024 CITY OF FAYETTEVILLE ARKANSAS Highway 112 Utility Relocations, Fayetteville, Arkansas E. Task 4 - Final Redesign Phase - Amendment 2 Engr VII Engr VI Engr III GPS Survey Sury Tech Surveyor Designer II CAD Tech III Doc Processor Total Hours $250 $225 $150 $175 $50 $150 $135 $120 $75 1. Project Management and Administration a. Prepare correspondence and consultation with the Owner; 16 4 20 b. Develop a project schedule outlining tasks and major milestones dates; 8 2 10 c. Coordinate with ArDOT on utility plan sheet formatting 8 8 d. Provide general contract administration, prepare monthly status reports 32 8 8 48 2. Utility Coordination a. Update plans with proposed (buried) franchised utility relocations 8 16 8 32 b. Coordinate with franchised utilities (Black Hills & Lumen) on locations 48 8 8 64 3. Preliminary Redesign Phase (50% Design Documents) a. Reformat plans and construction details to ArDOT sheet format 8 8 24 40 b. Realign water and sewer lines and incorporate new traffic circle 8 24 2 80 114 c. Coordinate with ArDOT on alignment change across Tracts 1X and 2X 4 16 2 2 2 40 66 d. Coordinate with developer on alignment changes on GRL 112 property 16 16 2 2 2 40 78 e. Coordinate with developer on alignment changes on 112 Drive -In 48 8 2 8 66 f. Coordinate with ArDOT on Erosion and Traffic Control plans 8 8 8 24 g. Coordinate with McClelland on 48-in. transmission line connection 16 16 8 40 h. Prepare or update easement acquisition documents 20 4 4 48 20 8 104 i. Prepare 50% Opinion of Probable Utility Relocation Costs 32 16 8 56 j. Submit 50% Plans and Probable Cost to Owner and ArDOT for review 2 2 4 k. Participate in 50% Redesign review meeting with Owner and ArDOT 8 8 8 24 4. Pre -Final Redesign Phase (90% Design Documents) a. Prepare final design calculations, incorporate 50% Review comments 8 16 24 b. Prepare or update utility construction details 2 4 8 14 c. Update Erosion and Traffic Control plans, incorporate ArDOT comments 2 4 4 10 d. Revise or prepare utility construction specifications in ArDOT format 40 16 24 80 e. Identify materials under Build America, Buy America requirements 4 4 4 12 f. Provide construction bid proposal items to ArDOT for Bid Form 8 4 4 16 g. Prepare 90% Opinion of Probable Utility Relocation Costs 8 16 4 28 h. Perform internal CA/QC Review of Final Plans 16 24 8 4 2 54 i. Prepare permits (COF, ADEQ, ArDOT, USACE) 24 16 8 4 52 j. Update easement documents, assist acquisition agent, and stake easements 16 8 16 16 8 8 8 80 k. Submit 90% Plans and Probable Cost to Owner and ArDOT for review 2 2 4 8 I. Participate in 90% Redesign review meeting with Owner and ArDOT 8 8 8 4 28 2021048 Exhibit B Fee Proposal 2024-06-04Wmend2 Redesign Fee 64-24 1 of 2 Exhibit B - Fee Proposal Summary Redesign Phase - Contract Amendment 2 Highway 112 Utility Relocation Fayetteville, Arkansas Project No. 2021048, ARDOT Job 040746 June 4, 2024 CITY OF FAYETTEVILLE ARKANSAS E. Task 4 - Final Redesign Phase - Amendment 2 Engr VII Engr VI Engr III GPS Survey Sury Tech Surveyor Designer II CAD Tech III Doc Processor Total Hours $250 $225 $150 $175 $50 $150 $135 $120 $75 5. Final Redesign Phase (100% Design Documents) a. Incorporate 90% Design review and QA/QC plan review comments 8 4 16 8 4 40 b. Submit 100% Plans and Probable Cost to Owner and ArDOT for review 2 2 2 6 c. Submit Final Plans and Specifications to the Arkansas Dept. of Health 8 8 4 4 24 d. Assist in transmitting easement documentation to ArDOT 2 4 6 TOTAL HOURS = 424 80 272 24 24 64 32 256 104 Task 4 - Final Redesign Phase - Amendment 2 1,280 $222,640 Reimbursable Expenses Highway 112 Utility Relocations, Fayetteville, Arkansas 1. Stormwater and STAA Permit Fees $500 2. Arkansas Department of Health Review Fee $500 3. ArkUps Utility Locations $500 4. Printing $2,000 Total Estimated Reimbursable Expenses $3,500 Engineering Services Summary Total Engineering Fee (NTE) 2021048 Exhibit B Fee Proposal 2024-06-MArrend2 Redesign Fee 64-24 2 of 2 EXHIBIT C HN Hawkins -Weir Engineers, Inc. Hourly Rate Schedule: 2024 Description Billing Rate/Hour Engineer VI $250 Engineer VI $225 Engineer V $200 Engineer IV $175 Engineer 111 $150 Engineer II $125 Engineer 1 $75 Environmental Specialist 11 $130 Environmental Specialist 1 $110 Designer II $135 Designer 1 $100 CAD/BIM Modeler II $135 CAD/BIM Modeler 1 $100 CAD/GIS Technician 111 $120 CAD/GIS Technician 11 $95 CAD/GIS Technician I $75 Construction Manager II $140 Construction Manager 1 $125 Construction Observer IV $135 Construction Observer III $115 Construction Observer II $95 Construction Observer 1 $75 Surveyor $150 GPS Survey $175 Survey Technician $50 Business Manager $100 Graphic Designer $100 Document Processor $75 Reimbursable Expenses Mileage $0.72/mile Printing @ Cost Travel @ Cost Expert Witness Rate x 2.0 Other Direct Costs @ Cost Notes: 1. Hourly rates may be equitably adjusted annually 2. Adjustment to rate schedule will not change contract lump sum or NTE amounts 3. If a conflict exists, hourly rates & reimbursable expenses will be invoiced per terms of Agreement.