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Home My WebLink About270-24 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 270-24 File Number: 2024-664 MCCLELLAND CONSULTING ENGINEERS, INC. (CONTRACT AMENDMENT): A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE ENGINEERING SERVICES AGREEMENT WITH MCCLELLAND CONSULTING ENGINEERS IN THE AMOUNT OF $101,682.00 TO INCLUDE CONSTRUCTION PHASE AND ADDITIONAL DESIGN SERVICES, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on August 18, 2020, the City Council authorized a Professional Engineering Services Agreement with McClelland Consulting Engineers to design the Elmhurst & McClinton Drainage Improvements project; and WHEREAS, Amendment No. 1 will include construction administration, testing and any additional construction observation that will be requested by the City; and WHEREAS, Amendment No. 1 will also include design phase services to modify both the Phase I and Phase II design due to adjustments made in order to address property owner requests and concerns as well as dividing the plans into two separate phases once it was determined that funding would not be available for the entire project. 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 engineering services agreement with McClelland Consulting Engineers in the amount of $101,682.00 for construction phase and additional design services associated with the Elmhurst & McClinton Drainage Improvements Project. 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 November 7, 2024 Page 1 Resolution: 270-24 File Number: 2024-664 Approved: Page 2 Attest: , zc� ckson Shelton, Senior Deputy City Clerk ILLS . Office of the City Clerk Treasurer Kara Paxton — City Clerk Treasurer Jackson Shelton — Senior Deputy City Clerk OF 4AYETTF 1 i 0 µM .. 4 RKAN SPS 113 W. Mountain Street, Suite 308 Fayetteville, Arkansas 72701 Phone: 479.575.8323 cityclerk@fayetteville-ar.gov Departmental Correspondence To: Lioneld Jordan, Mayor From: Kara Paxton, City Clerk Treasurer'��G CC: City Attorney Kit Williams, Senior Assistant Blake Pennington, Chief of Staff Susan Norton & Chief Financial Officer Paul Becker Date: November 8, 2024 RE: City Clerk Treasurer Kara Paxton — Out of Office due to Medical Procedure Mayor Lioneld Jordan, Due to a medical procedure, I will be unavailable to sign documents or attend meetings starting November 11th, 2024. 1 plan to be back in the office as of November 25th, 2024. Senior Deputy City Clerk Treasurer Jackson Shelton or Deputy City Clerk — Codifier Courtney Spohn will notify you should these dates change. The recommended recovery time for my medical procedure (Spinal Cord Stimulator Implant) ranges from 4 to 8 weeks. The surgeon stated that I must be off work for at least one week. The surgeon also encouraged me to utilize telework options in the weeks following the initial surgery week. He also stated that should I need to physically come to work, I need to park as close to the building as possible, no lifting/carrying heavy or large objects, and no sudden twisting or turning. In my absence, I authorize Senior Deputy City Clerk Treasurer Jackson Shelton to attest your (Mayor Lioneld Jordan) signature. Should an issue arise that Mr. Shelton is not available to sign within a 24- hour timeframe, I authorize Deputy City Clerk — Codifier Courtney Spohn to sign in our absence. As the official custodian of the City's seal, I authorize Mr. Shelton and Ms. Spohn to use the seal for official purposes only. Please direct city staff to route all Alcohol Permits to Mr. Shelton for review and electronic signature. Please notify the Accounting Department that check requests will be reviewed and signed by Ms. Spohn before being emailed to the Accounting Department. Ms. Spohn will also be responsible for approving purchase requests submitted November 11th — November 15th, 2024. Mr. Shelton and Ms. Spohn will go above and beyond to ensure that our office continues to support all our internal and external customers while I am out of office. Over the last 3 years Ms. Spohn has continuously demonstrated her professionalism and advanced skillset in her positions. Mr. Shelton has been with our office for almost 2 years now and has consistently impressed me by going above and beyond in his work duties. I am confident that Mr. Shelton and Ms. Spohn will successfully manage the office while I am out. M/10 CITY OF FAYETTEVILLE ARKANSAS MEETING OF NOVEMBER 7, 2024 CITY COUNCIL MEMO 2024-664 TO: Mayor Jordan and City Council THRU: Chris Brown, Public Works Director FROM: Alan Pugh, Staff Engineer SUBJECT: Approval of an engineering contract amendment with McClelland Consulting Engineers to include construction phase and additional design services in the amount of $101,682.00, and approval of a budget adjustment. RECOMMENDATION: Staff recommends approval of an engineering contract amendment with McClelland Consulting Engineers to include construction phase and additional design services in the amount of $101,682.00, and approval of a budget adjustment. BACKGROUND: Currently, this neighborhood experiences street and home flooding during high intensity rain events. Runoff overflows into S Elmhurst Ave from the north and floods the street and adjacent property prior to re-entering a defined drainage way and continuing south. Given the type and frequency of flooding that occurs, this project was identified as a priority project by City Council after the April 2017 flooding event and has been identified as one of the projects to be funded for design by the first phase of the 2019 Drainage Bond Program with construction occurring within the second phase. On August 18, 2020, City Council approved entering into a contract with McClelland Consulting Engineers (resolution 2020-0639) to design this project. DISCUSSION: This amendment includes construction phase services as well as additional design phase services. The construction phase services will include construction administration, testing and any additional construction observation that will be requested by the City. It also includes design phase services to modify both the Phase I and Phase II design due to adjustments made in order to address property owner requests and concerns as well as dividing the plans into two separate phases once it was determined that funding would not be available for the entire project. BUDGET/STAFF IMPACT: The drainage improvements are funded by the 2019 Drainage Bond Program. ATTACHMENTS: SRF (#3), BA (#4), Elmhurst and McClinton MCE Amendment (#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 #: 2024-664 Approval of an engineering contract amendment with McClelland Consulting Engineers to include construction phase and additional design services in the amount of $101,682.00, and approval of a budget adjustment. A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE ENGINEERING SERVICES AGREEMENT WITH MCCLELLAND CONSULTING ENGINEERS IN THE AMOUNT OF $101,682.00 TO INCLUDE CONSTRUCTION PHASE AND ADDITIONAL DESIGN SERVICES, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, on August 18, 2020, the City Council authorized a Professional Engineering Services Agreement with McClelland Consulting Engineers to design the Elmhurst & McClinton Drainage Improvements project; and WHEREAS, Amendment No. 1 will include construction administration, testing and any additional construction observation that will be requested by the City; and WHEREAS, Amendment No. 1 will also include design phase services to modify both the Phase I and Phase II design due to adjustments made in order to address property owner requests and concerns as well as dividing the plans into two separate phases once it was determined that funding would not be available for the entire project. 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 engineering services agreement with McClelland Consulting Engineers in the amount of $101,682.00 for construction phase and additional design services associated with the Elmhurst & McClinton Drainage Improvements Project. 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 Chris Brown Submitted By City of Fayetteville Staff Review Form 2024-664 Item ID 11/7/2024 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 10/4/2024 ENGINEERING (621) Submitted Date Division / Department Action Recommendation: Approval of an engineering contract amendment with McClelland Consulting Engineers to include construction phase and additional design services in the amount of $101,682.00, and approval of a budget adjustment. 4704.860.7420-5860.02 Account Number 46040.7420.1000 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: Budget Impact: Improvements Bridge and Drainage Fund Elmhurst McClinton Drainage Phase I Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 279,449.00 $ 88, 807.21 ? 190,641.79 $ 101,682.00 $ 101,682.00 190,641.79 Previous Ordinance or Resolution # Approval Date: V20221130 City of Fayetteville, Arkansas - Budget Adjustment (Agenda) Budget Year Division Adjustment Number ENGINEERING (621) /Org2 2024 Requestor: Alan Pugh BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approval of an engineering contract amendment with McClelland Consulting Engineers to include construction phase and additional design services in the amount of $101,682.00, and approval of a budget adjustment. COUNCIL DATE: 11/7/2024 ITEM ID#: 2024-664 Holly Black 70/17/202q S:42 RIn 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.2024926 Account Name 4704.860.7420-5860.02 101,682 - 46040 7420.1000 EX Capital Prof Svcs - Engineering/Architecture 4704.860.7999-5899.00 (101,682) - 46040 7999 EX Unallocated - Budget I of 1 ELMHURST & MCCLINTON DRAINAGE IMPROVEMENTS AMENDMENT TO OWNER - ENGINEER PROFESSIONAL SERVICES AGREEMENT Amendment No. 1 1. Background Data: a. Effective Date of Owner -Engineer Agreement: August 18th, 2020 b. Owner: The City of Fayetteville c. Engineer: McClelland Consulting Engineers, Inc d. Project: Elmhurst & McClinton Drainage Improvements 2. Description of Modifications: The Scope of Services currently authorized to be performed by Engineer in accordance with the Agreement and previous amendments, if any, is modified as follows: shall perform or furnish the following Additional Services: a. Revise ATTACHMENT `A', SCOPE OF SERVICES, as attached. b. Revise ATTACHMENT `D', COMPENSATION, as attached. 3. Agreement Summary (Reference only) a. Original Agreement amount: $ 194,525.00 b. Net change for prior amendments: $ - c. This amendment amount: $ 101,682.00 d. Adjusted Agreement amount: $ 296,207.00 The foregoing Agreement Summary is for reference only and does not alter the terms of the original Agreement. Owner and Engineer hereby agree to modify the above -referenced Agreement as set forth in this Amendment. All provisions of the Agreement not modified by this or previous Amendments remain in effect. The Effective Date of this Amendment is 92024. OWNER: Date Signed: ENGINEER: McClelland Consulting Engineers, Inc By: Title: Vice President Date Signed: 10.16.2024 Kevin Beaumont Date: 2024.10.16 18:12:18-05'00' ATTACHMENT 'A' Amendment No. I SCOPE OF SERVICES CITY OF FAYETTEVILLE, ARKANSAS ELMHURST & MCCLINTON DRAINAGE IMPROVEMENTS 1) Bidding Services (Phase I) During the bidding phase of the project, the ENGINEER will: a. Make available construction documentation to CITY OF FAYETTEVILLE (CITY), b. Prepare addenda as appropriate, c. Manage pre -bid meeting and, d. Issue Notice of Award and Notice to Proceed documents. e. The CITY Purchasing Department will manage the advertisement for bids, bid opening and evaluation and further will make a recommendation to City Council. 2) Construction Related Services (Administration & Observation — Phase I) During the construction phase of work, the ENGINEER will accomplish the following: a. Perform survey consisting of the establishment of control points for construction purposes. b. Provide construction administration services during the construction phase for a period not to exceed 20 weeks (5 months) by way of the following: i. Manage preconstruction meeting. ii. Review submittals. iii. Prepare contractor pay estimates and submit to CITY for review and approval. iv. Prepare change orders as needed. v. Attend final inspection and prepare punch list. vi. Prepare as -built record drawings utilizing contractor's measurements. vii. Represent CITY at meetings as needed pertaining to this project. c. Provide partial on -site observation (maximum 25% of time as an overall average) of the construction work as it progresses for a period not to exceed 5.0 months. d. Prepare and submit close out documentation. e. The proposed fee is based on 20 weeks (5 months) construction timeframe. The ENGINEER's weekly construction and observation costs for continued provision of services beyond the 20-week timeframe shall be invoiced using current hourly rates not to exceed $1,700 per week. 3) Materials Testing & Special Inspection Services (Phase I) a. See attached estimated budget breakdown for the scope of construction materials testing and special inspection services. A-1 4) Design Changes to Drainage System (Phase II) ENGINEER shall make changes to design of Phase II of project as follows: a. Extend storm drainage connection at southern limit of project, north of Nantucket Dr. b. Revise storm drainage at Fairlane St. where collects overland flow from both Graham and Terry/Richter properties. c. Revise alignment to box culvert over approx. 300 LF along McClinton St. and portion of Elmhurst St. d. Revise design of cast -in -place structures to accommodate alignment changes, as well as conceal under pavement. e. Waterline relocation. Revise and extend design of the 8" PVC water main relocation approximately 300 LF. Changes necessitated by the revised box culvert alignment, and an effort to save the larger trees in the neighborhood. f. Make minor changes to the sanitary sewer design so as to accommodate the revised alignment of the box culvert. If major changes are deemed necessary, this work will be accommodated by way of a separate amendment. A-2 ATTACHMENT 'D' Amendment No. I COMPENSATION CITY OF FAYETTEVILLE, ARKANSAS ELMHURST & MCCLINTON DRAINAGE IMPROVEMENTS • The compensation as defined in Attachment `D' of the original Contract, as well as subsequent amendments, shall remain in full effect, and shall also include compensation associated with this amendment: Amend compensation as follows: • CITY shall pay ENGINEER for Construction Related Services and Reimbursable Expenses rendered for an amount not exceeding $101,682.00. Professional services shall be charged using the most recent hourly rates, unless indicated otherwise. Refer to attached schedule for 2024 rates. Bidding Services (Phase I): $ 8,875.00 Construction Administration (Phase I): $ 12,750.00 Construction Observation (Phase I): $ 20,750.00 Materials Testing & Special Inspections (Phase I): $ 7,065.00 Design Changes to Drainage System (Phase II): $ 50,492.00 Reimbursables: $ 1,750.00 Total Construction Related Services Fee $ 101,682.00 D-1 NEEMcCLELLAND CONSULTING mannymmm ENGINEERS, INC. October 16, 2024 1580 E. Stearns St. Fayetteville, AR 72703 Office: (479)443.2377 mce.us.com 1.0 Estimated Budget Based on the currently available project documentation, we anticipate being able to provide Construction Material Testing and Special Inspection services on this project for a Not -To -Exceed Without Approval amount as detailed below: Provided. Subgrade Recommendations $1,140.00 Soil and Base Density Testing $1,680.00 Reinforcing Bar Observation $570.00 Cast -in -Place Concrete Field Testing $2,790.00 Concrete Cylinder Pick -Up $350.00 Asphalt Coring and Testing TotalA..roval Fee $535.00 The information on the following pages provides further detail regarding the anticipated testing scope of the project which includes several trips for each service, time spent on -site for each service, and other anticipations that were integral in arriving at the Not -To -Exceed Fee amount. 2.0 Anticipated CMT/Special Inspections Scope Of Work It is expected that services for Construction Materials Testing and Special Inspections may include, but are not limited to subgrade recommendations and observations, field density testing, rebar inspections, and cast -in -place concrete testing. An allowance for asphalt testing has also been included, should it be required under the project scope. To better your understanding of our associated fees, we presented an estimated per -trip amount for the services we anticipate providing on this project. The provided per -trip price assumes the following factors: • A Geotechnical Engineer or his/her representative spending one (1) hour on -site for each trip pertaining to subgrade recommendations. Travel time, mileage, and report writing are factored into the unit trip amount. • A certified technician spending one (1) hour on -site for each soil/base density testing trip. • Four (4) density tests are anticipated to be conducted on each trip. • Thickness verification of the base materials during each base density testing trip, if required. • Travel time, mileage, and report writing are factored into the unit trip amount. • A Geotechnical Engineer or his/her representative spending one (1) hour on -site for the observation of reinforcing elements prior to the placement of concrete. • Travel time, mileage, and report writing are factored into the unit trip amount. • A certified technician spending one (1) hour on -site for each cast -in -place concrete testing trip. • MCE assumes that one (1) set of five (5) 4" x 8" cylinders being sampled for every 50 cubic yards (CY) • Additional time for continuous observation and testing for monolithic concrete pours over 100 CY. • Travel time, mileage, and reporting fees are included in the per -trip amount for this service. • An Asphalt Certified Technician spending up to three (3) hours on -site for the coring of asphalt pavement materials for further analysis and laboratory testing per trip. Time for patching the core locations is included in the per -trip amount for this service. Travel time, mileage, and reporting fees are included in the per -trip amount for this service. We anticipate that the duration of the project will be less than twelve (12) months. If this estimated duration is incorrect or if the assumptions detailed within this document are inaccurate, please allow us to make appropriate revisions. MCE Proposal No. CMT-147 Elmhurst & McClinton Drainage Improvements Fayetteville, Arkansas October 16, 2024 The anticipated services and associated fees presented are intended to provide the project with a safe allowable budget for materials testing and special inspections. These services will be invoiced based on actual services provided (including time spent on site, number of tests, etc.) using our current fee sheet, which may be provided upon request. From the assumptions and project details referenced above, the per -trip estimates and subtotals for each service anticipated to be required are provided below, and on the following pages. A charge for concrete cylinder pick-up will only be applied in the event that it is the sole reason for the site visit on days when no other testing is scheduled. We have assumed that this will be required for one-half ('/2) of the anticipated concrete trips. A certified technician coring asphalt samples for final laboratory acceptance testing. It is anticipated that up to two (2) total cores may be required for laboratory testing for the project. The cores will be tested for bulk -specific gravity and thickness verification. It is anticipated that one (1) trip may be required for this service. Our fees are directly related to the number of trips made for each service and time spent on site. If the project scope varies after the submittal of this document and prior to construction, please allow for the review/revision of this document. ffrCMCCLELLAN m=iCONSULTINGDNGINEERS, INC. 10/16/2024 McCLELLAND CONSULTING ENGINEERS, INC. *STANDARD HOURLY RATES Chief Draftsman $120 - $130 Clerical $55 - $85 Construction Observer $85 - $165 Draftsman $70 - $125 Environmental Scientist/Designer $125 - $150 Geotech Engineer $130 - $210 GIS Technician $80 - $140 HR/Payroll Admin $75-$100 Landscape Architect $90 - $170 Media Specialist $80 - $105 Principal $215 - $280 Project Accountant $70 - $155 Project Designer - Intern $50 - $60 Project Designer $80 - $155 Project Engineer $125- $180 Project Manager $140 - $210 Registered Land Surveyor $115 - $165 Soils Lab Technician $50 - $140 Specification Writer $50 - $90 Sr. Project Manager $185 - $270 Structural Engineer $200 - $270 Survey (2 man or Robotic) Crew $145 - $165 Survey (3 man) Crew $165 - $195 Survey Field (1 Man or Rodman) $75 - $130 Survey GPS $75 - $130 Survey Technician $65 - $95 Expenses @ Cost Mileage .655/mi * Standard Hourly Rates may be adjusted annually in accordance with the normal salary review practices of McClelland Consulting Engineers.