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HomeMy WebLinkAbout04-25 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 4-25 File Number: 2024-01095 OLSSON, INC. (AMENDMENT NO. 1): A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH OLSON, INC. IN THE AMOUNT OF $116,225.00 FOR FINAL ENGINEERING DESIGN RELATED TO UPGRADES NEEDED AT THE MALLY WAGNON SEWER LIFT STATION WHEREAS, the City's Mally Wagnon sewer lift station located at 5716 E. Norman Murphy Road receives sewer flow from several residential areas east of the West Fork of the White River along Highway 16 and 100% of sewer from the City of Elkins; and WHEREAS, the City of Elkins is actively upgrading its sewer pumping capabilities and the City of Fayetteville will not be able to accept maximum flows until this Mally Wagnon lift station is upgraded; and WHEREAS, on June 4, 2024 City Council passed Resolution 155-24 that approved the original agreement with Olsson for preliminary engineering and Amendment No. 1 will provide funds to complete detailed engineering design and specification preparation so the project can be publicly bid. 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 Rawn to sign Amendment No. 1 to the Professional Engineering Services Agreement with Olsson, Inc. in the amount of $116,225.00 for final engineering design related to upgrades needed at the Mally Wagnon Sewer Lift Station. PASSED and APPROVED on January 7, 2025 Approved: E-SIGNED by Molly Rawn on 2025-01-14 21:49:15 GMT Molly Rawn, Mayor Attest: \\\I111 II//// ��RK TR',N/ E-SIGNED by Kara Paxton_ �G�TY 0'� 'r. r on 2025-01-14 23:16:55 GMT': FAYETTEVILLE: Kara Paxton, City Clerk TreasurerPC G0�����` Page 1 CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 7, 2025 CITY COUNCIL MEMO 2024-01095 TO: Mayor Rawn and City Council THRU: Susan Norton, Chief of Staff FROM: Tim Nyander, Utilities Director SUBJECT: Olsson, Inc. - Amendment No. 1 to the Engineering Services Agreement for the Mally Wagnon Lift Station Improvements Project RECOMMENDATION: Staff recommends approval of Amendment No. 1 to the Engineering Services Agreement with Olsson, Inc. in the amount of $116,225.00 for Final Engineering Design related to upgrades needed at the Mally Wagnon Sewer Lift Station. BACKGROUND: The City's Mally Wagnon sewer lift station is located at 5716 E. Norman Murphy Road. This station receives sewer flow from several residential areas east of the West Fork of the White River along Highway 16. The station also receives 100% of sewer from the City of Elkins, metered wholesale to the Fayetteville from a lift station owned by Elkins. The City of Elkins is actively upgrading their sewer pumping capabilities and the City of Fayetteville will not be able to accept their max flows until this Mally Wagnon lift station is upgraded. DISCUSSION: The original agreement with Olsson (Res. 155-24) resulted in a Preliminary Engineering Report (PER) which details expected combined flows that would come to the station and alternatives for upgrades to the station to meet these future flows. The key takeaway from the PER is that the station can be upgraded, and does not require complete replacement. Amendment No. 1 will provide funds to complete detailed engineering design and specification preparation so that the project can be publicly bid. BUDGET/STAFF IMPACT: Funds are available in the Sanitary Sewer Rehabilitation account within the Water & Sewer fund. ATTACHMENTS: SRF (#3), Amendment No. 1 (#4), Scope and Fees (#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 #: 2024-01095 Olsson, Inc. - Amendment No. 1 to the Engineering Services Agreement for the Mally Wagnon Lift Station Improvements Project A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH OLSON, INC. IN THE AMOUNT OF $116,225.00 FOR FINAL ENGINEERING DESIGN RELATED TO UPGRADES NEEDED AT THE MALLY WAGNON SEWER LIFT STATION WHEREAS, the City's Mally Wagnon sewer lift station located at 5716 E. Norman Murphy Road receives sewer flow from several residential areas east of the West Fork of the White River along Highway 16 and 100% of sewer from the City of Elkins; and WHEREAS, the City of Elkins is actively upgrading its sewer pumping capabilities and the City of Fayetteville will not be able to accept maximum flows until this Mally Wagnon lift station is upgraded; and WHEREAS, on June 4, 2024 City Council passed Resolution 155-24 that approved the original agreement with Olsson for preliminary engineering and Amendment No. 1 will provide funds to complete detailed engineering design and specification preparation so the project can be publicly bid. 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 Rawn to sign Amendment No. I to the Professional Engineering Services Agreement with Olsson, Inc. in the amount of $116,225.00 for final engineering design related to upgrades needed at the Mally Wagnon Sewer Lift Station. Page 1 Tim Nyander Submitted By City of Fayetteville Staff Review Form 2024-1095 Item ID 1/7/2025 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/17/2024 WATER SEWER (720) Submitted Date Division / Department Action Recommendation: Staff recommends approval of Amendment No. 1 to the Engineering Services Agreement with Olsson, Inc. in the amount of $116,225.00 for Final Engineering Design related to upgrades needed at the Mally Wagnon Sewer Lift Station. 5400.720.5700-5314.00 Account Number 02017.1 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: Budget Impact: Water and Sewer Fund Sanitary Sewer Rehabilitation Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 1,287,629.00 $ 598,248.62 689,380.38 $ 116, 225.00 573,155.38 V20221130 2024-609 Previous Ordinance or Resolution # Res. 155-24 1 Approval Date: 2024-33 AMENDMENT NO. 1 To AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES Between CITY OF FAYETTEVILLE, ARKANSAS And OLSSON INC. MALLY WAGNON SEWER LIFT STATION UPGRADES WHEREAS, on June 4, 2024, the City of Fayetteville, Arkansas (CITY OF FAYETTEVILLE) and Olsson Inc. of Fayetteville, Arkansas (ENGINEER) entered into an Agreement for engineering services in connection with the Mally Wagnon Sewer Lift Station Upgrades (the "Project"); and WHEREAS, the scope of the current Agreement includes the ENGINEER providing services in connection with the evaluation, design, and/or construction administration of capital improvement projects, and WHEREAS, the current Agreement must now be amended to provide the additional fee and amount of compensation to the ENGINEER for the additional work; and NOW THEREFORE, in consideration of the mutual covenants and Agreements herein contained, CITY OF FAYETTEVILLE and the ENGINEER, the parties hereto, stipulate and agree that the Agreement for Engineering Services dated June 4, 2024, is hereby amended in the following particulars: SECTION 5 — PAYMENTS TO ENGINEER Delete Paragraph 5.1 and replace with the following: 5.1 The maximum not -to -exceed amount authorized for this Agreement is $161,225.00. The CITY OF FAYETTEVILLE shall compensate ENGINEER based on an hourly NTE basis as described in Appendix A. APPENDIX A — SCOPE OF SERVICES A. Detailed Design Delete First Paragraph and replace with the following: Olsson will prepare detailed drawings and technical specifications for the recommended construction work. The design will include: Civil and Process engineering. Mechanical, electrical, and plumbing (MEP) engineering. Instrumentation and controls (I&C) engineering. Olsson will submit construction documents to the Client at 60 and 90 percent design stages, conduct a meeting with Client or Client's Designee to discuss their review comments, and resolve questions or concerns. Olsson will conduct internal quality reviews at 60 and 90 percent design stages. 024-03833 Amendment No.1 Page 1 Based upon final plans and specifications, Olsson will prepare an opinion of probable cost of the authorized construction. It is understood and agreed that this opinion will be prepared for planning and budgeting purposes only and that actual bids received for the construction work may exceed the opinion of probable cost. Olsson will submit documents for agency reviews, including the Arkansas Department of Health (ADH), and coordinate approval by the agencies. ADH $500 review fee included. B. Bidding Services Delete First Paragraph and replace with the following: Olsson will transmit Plans, Specifications, and additional contract documents to the Client and the Client's purchasing department for distribution to bidders. Olsson will coordinate answering questions raised by bidders. Addenda will be prepared, if needed, to provide clarification to questions. The Client will be informed on a regular basis of project changes resulting from bidders' questions. Olsson will schedule and attend a pre -bid meeting with the project team and perspective bidders. Olsson will attend the bid opening. Bids properly received will be reviewed. Inconsistencies or irregularities found in the bids will be reported to the Client. Olsson will prepare a bid tabulation of bids received and will make the bid tabulation available to bidders. Olsson will evaluate the bids and make a written recommendation to the Client concerning contract award. C. Project Schedule Add the following to the end of the bulleted list: • Water, Sewer Committee: • Council Approval: • Design Kickoff Meeting: • Detailed Design: • QA/QC: • Submit to ADH: • Est. Bid Advertisement: • Bidding Phase Services: D. Compensation Tuesday, December 10, 2024 Tuesday, January 7, 2025 Tuesday, January 14, 2025 112 Days 14 Days Monday, May 19, 2025 Sunday, July 13, 2025 21 Days Delete Last Paragraph and replace with the following: Olsson's Scope of Services will be provided on a time -and -expense basis not to exceed $161,225.00. E. Additional Services Delete the bulleted list and replace with the following: 024-03 83 3 Amendment No.I Page 2 • Construction testing, administration, and observation services Amendment No. 1 increases the Mally Wagnon Sewer Lift Station Upgrades total project by $116,225.00 for additional services related to Detailed Design and Bid Advertisement. All other provisions of the original Agreement remain in full force and effect. IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor, and ENGINEER, by its authorized officer have caused this Amendment to be duly executed this 7 day of January ,2025. CITY OF FAYETTEVILLE, ARKANSAS E-SIGNED by Molly Rawn By: on 2025-01-14 21:49:17 GMT Mayor, Molly A. Rawn K ATTEST: TOF�s "•-x E-SIGNED by Kara Paxton- t: By: on 2025-01-14 23:17:01 GMT v: FAYETTEVILLE: City Clerk Treasurer, % �•:9 5•• ' �9�; '4KANS?: Kara Paxton i,. ti�..� • • • W! OLSSON INC. Li4 Chris Hall, P.E.; Water Market Leader B Chris Dougherty, .E.; eenior Engineer END OF AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES 024-03 83 3 Amendment No.l Page 3 olsson QD Appendix A SCOPE OF SERVICES Corey Granderson Utilities Engineer City of Fayetteville, Arkansas PROJECT DESCRIPTION AND LOCATION Project will be located at: 5716 E Norman Murphy Road, Fayetteville, AR Project Description: Mally Wagnon Sewer Lift Station Upgrades SCOPE OF SERVICES Olsson hereby agrees to provide the following services ("Scope of Services") to the City of Fayetteville ("Client") for the Project: PHASE 100 PROJECT ADMINISTRATION Project Management Project management includes coordination of the various disciplines that have involvement in the project, tracking work completion, maintenance of project schedule, billings, and miscellaneous communication with the Client and internal staff. Project Kickoff Meeting Olsson will schedule and attend an in -person project kickoff meeting with the Client. The purpose of the meeting will be to establish the project chain of communication, discuss and clarify the Scope of Services, and finalize the project schedule. Olsson will make a formal data request at the kickoff meeting to identify additional information from the Client to complete the project. The information request is anticipated to include, but is not limited to, the following: • Existing Pump Data for Elkins Lift Station • Existing Pump Data for Mally Wagnon Lift Station • Shop Drawing information for Mally Wagnon Lift Station mechanical and electrical equipment • Previous Inspection Reports • Facility Plans Suite 310 / 3537 North Steele Blvd. / Fayetteville, AR 72703 o 479.443.3404 / f 479.443.4340 / olsson.com Olsson will provide the Meeting Agenda and generate and distribute meeting minutes within two days of the meeting's conclusion. Monthly Progress Meetings Olsson will schedule monthly in -person progress meetings involving its project staff and the Client's personnel. The purpose of these meetings will be to keep all parties informed concerning project status and to provide an opportunity to exchange information. Olsson will provide the Meeting Agenda and generate and distribute meeting minutes within two days of the meeting's conclusion. PHASE 200 PRELIMINARY DESIGN Project Site Visit Olsson personnel shall visit site to conduct inspection of existing mechanical, structural, and electrical systems. Engineers will discuss with Operations and Maintenance personnel the normal operating schedules and procedures for the equipment to be upgraded. Data Collection Olsson will review current and past studies, design memorandums and reports, contract record drawings, approved shop drawings, and other related documents associated with the Elkins Lift Station that is operated by the City of Elkins, AR and for the Mally Wagnon Lift Station operated by the City of Fayetteville, AR. Collect field data to verify dimensions, operating characteristics, and physical condition of equipment, structures, and electrical systems. Design Analysis Olsson will analyze collected data to determine current and future pumping capacity requirements. Develop a list of potential improvements that could be implemented to meet these requirements. Develop conceptual cost estimates for the potential improvements and provide upgrade recommendation to the City of Fayetteville. Preliminary Engineering Report Compile results from research and analysis activities into a Preliminary Engineering Report that will be submitted to the Client for review. Preliminary Engineering Report will follow report requirements of Recommended Standards for Wastewater Facilities Suite 310 / 3537 North Steele Blvd. / Fayetteville, AR 72703 o 479.443.3404 / f 479.443.4340 / olsson.com (10 state standards) issued by Great Lakes -Upper Mississippi River Board of State and Provincial Public Health and Environmental Managers as required by Arkansas Department of Health. Quality Control Review Olsson will conduct an internal quality control review of the Preliminary Engineering Report before it is forwarded to the Client for review. Review Meeting and Follow Up Olsson will schedule and attend a review meeting with the Client to discuss the Preliminary Engineering Report. Olsson will provide the Meeting Agenda and generate and distribute meeting minutes within one week of the meeting's conclusion. The Preliminary Engineering Report will be revised in accordance with agreements reached at the review meeting and a revised final draft will be submitted. PHASE 300 DETAILED DESIGN Olsson will prepare detailed drawings and technical specifications for the recommended construction work. The design will include: • Civil and Process engineering. • Mechanical, electrical, and plumbing (MEP) engineering. • Instrumentation and controls (I&C) engineering. Olsson will submit construction documents to the Client at 60 and 90 percent design stages, conduct a meeting with Client or Client's Designee to discuss their review comments, and resolve questions or concerns. Olsson will conduct internal quality reviews at 60 and 90 percent design stages. Based upon final plans and specifications, Olsson will prepare an opinion of probable cost of the authorized construction. It is understood and agreed that this opinion will be prepared for planning and budgeting purposes only and that actual bids received for the construction work may exceed the opinion of probable cost. Olsson will submit documents for agency reviews, including the Arkansas Department of Health (ADH), and coordinate approval by the agencies. ADH $500 review fee included. PHASE 400 BIDDING SERVICES Suite 310 / 3537 North Steele Blvd. / Fayetteville, AR 72703 o 479.443.3404 / f 479.443.4340 / olsson.com Olsson will transmit Plans, Specifications, and additional contract documents to the Client and the Client's purchasing department for distribution to bidders. Olsson will coordinate answering questions raised by bidders. Addenda will be prepared, if needed, to provide clarification to questions. The Client will be informed on a regular basis of project changes resulting from bidders' questions. Olsson will schedule and attend a pre -bid meeting with the project team and perspective bidders. Olsson will attend the bid opening. Bids properly received will be reviewed. Inconsistencies or irregularities found in the bids will be reported to the Client. Olsson will prepare a bid tabulation of bids received and will make the bid tabulation available to bidders. Olsson will evaluate the bids and make a written recommendation to the Client concerning contract award. PHASE 500 ENGINEERING CONSTRUCTION ADMINISTRATION Services for Engineering Construction Administration are not included. These services are additional and shall be addressed by a Contract Amendment if requested. PHASE 600 CONSTRUCTION OBSERVATION AND TESTING SERVICES Construction Observation and Testing Services are not included. These services are additional and shall be addressed by a Contract Amendment if requested. PROJECT SCHEDULE • Water, Sewer Committee: • Council Approval: • Design Kickoff Meeting: • Detailed Design: • QA/QC: • Submit to ADH: • Est. Bid Advertisement: • Bidding Phase Services: COMPENSATION Tuesday, December 10, 2024 Tuesday, January 7, 2025 Tuesday, January 14, 2025 112 Days 14 Days Monday, May 19, 2025 Sunday, July 13, 2025 21 Days Client shall pay to Olsson for the performance of the Scope of Services, the actual hourly labor rates of personnel performing such services on the project times a factor of 3.20, and all actual reimbursable expenses in accordance with the Reimbursable Expense Schedule attached to this Suite 310 / 3537 North Steele Blvd. / Fayetteville, AR 72703 o 479.443.3404 / f 479.443.4340 / olsson.com agreement. Olsson shall submit invoices monthly, and payment is due within 30 calendar days of invoice date. Olsson's Scope of Services will be provided on a time -and -expense basis not to exceed $161,225.00. ADDITIONAL SERVICES Should Client request work in addition to the Scope of Services, Olsson shall invoice Client for such additional services (Optional Additional Services) at the standard hourly billing labor rate charged for those employees performing the work, plus reimbursable expenses if any. Olsson shall not commence work on Optional Additional Services without Client's prior written approval. Optional Additional Services shall include, but not be limited to, the following: • Construction testing, administration, and observation services Olsson agrees to provide its services in a timely, competent, and professional manner, in accordance with applicable standards of care, for projects of similar geographic location, quality and scope. EXCLUSIONS AND LIMITATIONS This Scope of Services is limited to the items listed in the Tasks above. Excluded services include: For this project the analysis shall commence with the introduction of flow into the Mally Wagnon Lift Station wet well and shall conclude at the point where the force main discharges into the 36" and 42" gravity service lines. Analysis of the capacity of these gravity sewer lines is not included within this Scope of Services. Suite 310 / 3537 North Steele Blvd. / Fayetteville, AR 72703 o 479.443.3404 / f 479.443.4340 / olsson.com Client: City of fayetteville, AR Project: Mally Wa¢non Sewer Lift Station Updates Date: 11/18/2024 PHASE/Task Engineer (PM) Group Leader Admin Senior Civil Engineer Associate Civil Engineer MEP Group Leader Associate Electrical Engineer Associate Mechanical Engineer TOTAL HOURS TOTAL FEE Phase 100 - Project Administration Task 100001 -WTR WWW-GN Project Management $ 11,500 Task 100001 - WTR WWW-GN Project Management 40 10 50 $ 8,260 $ 19,760 Phase 200 - Preliminary Design Task 200001 - WTR WWW-GN Design Task 200002 - STH FED-GN Electrical Facilities Eval $ 33,500 Phase 300 - Detailed Design Task 300001 - WTR WWW-GN Design 40 10 40 40 280 410 $ 58,750 Task 300002 - STH FED-GN Electrical Facilities 20 120 140 $ 20,000 Task 300003 - IND FED-GN I&C Detailed Design 4 20 120 144 $ 21,040 $ 99,790 Phase 400 - Bidding Services Task 300001 - WTR WWW-GN Design (PER) 10 5 5 10 30 $ 4,375 Task 300002 - STH FED-GN Electrical Facilities Eval (PER) 4 5 9 $ 1,500 Task 300003 - IND FED-GN I&C Detailed Design 5 5 10 $ 1,750 $ 7,625 Phase 900 - Expenses Task 900001 - ADH $ 550 Total, Billings 240 249 120 281 427 269 255 255 793 $ 161,225