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HomeMy WebLinkAbout112-26 RESOLUTION Page 1 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 112-26 File Number: 2026-1384 A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT WITH I & S GROUP, INC. IN THE AMOUNT OF $443,000.00 FOR ADDITIONAL SERVICES ON THE SOUTH SCHOOL AVENUE SAFE STREETS AND ROADS FOR ALL PROJECT WHEREAS, the School Avenue and College Avenue Corridors serve as the major north-south route through the central part of the city and are major commercial and retail destinations; and WHEREAS, on December 4, 2024, City Council approved Resolution 301-24 to accept federal aid funding in the amount of $25,000,000.00 from the U.S. Department of Transportation’s Federal Highway Administration through the Safe Streets and Roads for All Program to fund improvements to these corridors; and WHEREAS, the scope of services for this phase of design includes the Preliminary Design Phase which includes another round of public engagement, preparation of land acquisition documents, agency coordination for environmental review and preliminary plan preparation, among other items. 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 with I & S Group, Inc. in the amount of $443,000.00 for additional services on the South School Avenue Safe Streets and Roads for All Project. PASSED and APPROVED on May 5, 2026 Approved: _______________________________ Molly Rawn, Mayor Attest: _______________________________ Kara Paxton, City Clerk Treasurer Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov CITY COUNCIL MEMO 2026-1384 MEETING OF MAY 5, 2026 TO: Mayor Rawn and City Council THROUGH: Chris Brown, Public Works Director Keith Macedo, Chief of Staff FROM: Justin Bland, City Engineer SUBJECT: S. School Ave. SS4A –Amendment #1 with ISG RECOMMENDATION: Staff recommends approval of contract Amendment #1 to the master agreement with ISG in the amount of $443,000 for additional design services on the South School Avenue SS4A project. BACKGROUND: The city received a $25,000,000 Safe Streets for All grant for five construction projects including this section of S. School Ave. (between Martin Luther King Blvd. and 15th St). ISG has a contract in place to provide a conceptual design on which they are nearing completion. This conceptual design phase included a public meeting which was held on December 11, 2025. Staff presented the recommended design concept along with public feedback/survey results at the Transportation Committee on January 27, 2026. At this meeting the committee voted to approve the conceptual design concept and proceed with the conceptual design which is near completion. DISCUSSION: The scope of services for this next phase of design includes the Preliminary Design Phase which includes another round of public engagement, preparation of land acquisition documents, agency coordination for environmental review and preliminary plan preparation, among other items. The amendment also includes similar tasks for completion of the final plan preparation and bidding services. One item of note is that there is $95,000 in design fees for the water line improvements. BUDGET/STAFF IMPACT: Funding for this project will come from the Safe Streets and Roads for All (SS4A) grant (resolution 301-240), the 2022 Transportation Bond program, and the Water & Sewer fund. The contract amendment cost is split between the SS4A grant and the City at 74.63% and 25.37%, respectively. The water line improvements portion of the amendment is not eligible for SS4A reimbursement; therefore, the City match is calculated on $348,000. The funding breakdown for the contract amount is as follows: Description Account Project Amount SS4A 2235.900.9222-5860.02 32401.9222 $259,712.40 Transportation Bond Program 4702.860.7235-5860.02 46020.7235.9222 $88,287.60 Water and Sewer Fund 5400.720.5600-5314.00 12009.1 $95,000 Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Mailing address: 113 W. Mountain Street Fayetteville, AR 72701 www.fayetteville-ar.gov Total $443,000.00 ATTACHMENTS: 3. Staff Review Form, 4. S School Ave Contract Amendment 1 Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Page 1 City of Fayetteville, Arkansas Legislation Text 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 File #: 2026-1384 A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT WITH I & S GROUP, INC. IN THE AMOUNT OF $443,000.00 FOR ADDITIONAL SERVICES ON THE SOUTH SCHOOL AVENUE SAFE STREETS AND ROADS FOR ALL PROJECT WHEREAS, the School Avenue and College Avenue Corridors serve as the major north-south route through the central part of the city and are major commercial and retail destinations; and WHEREAS, on December 4, 2024, City Council approved Resolution 301-24 to accept federal aid funding in the amount of $25,000,000.00 from the U.S. Department of Transportation’s Federal Highway Administration through the Safe Streets and Roads for All Program to fund improvements to these corridors; and WHEREAS, the scope of services for this phase of design includes the Preliminary Design Phase which includes another round of public engagement, preparation of land acquisition documents, agency coordination for environmental review and preliminary plan preparation, among other items. 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 with I & S Group, Inc. in the amount of $443,000.00 for additional services on the South School Avenue Safe Streets and Roads for All Project. Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Comments: Purchase Order Number: Change Order Number: Previous Ordinance or Resolution #301-24; 168-25 Approval Date: Original Contract Number: 32401.9222 46020.7235.9222 12009.1 Project Number Budget Impact: Safe Street and Roads Grant - S School Streets Project (Bonds) - SS4A City Portion - S School Water System Rehabilitation/Replacement Fund Safe Streets and Roads Grant Street Projects 2022 Bonds Water & Sewer 2235.900.9222-5860.02 4702.860.7235-5860.02 5400.720.5600-5314.00 Account Number Project Title City of Fayetteville Staff Review Form 2026-1384 Item ID 5/5/2026 City Council Meeting Date - Agenda Item Only Staff recommends approval of contract Amendment #1 to the master agreement with ISG in the amount of $443,000 for additional design services on the South School Avenue SS4A project. N/A for Non-Agenda Item Action Recommendation: Submitted By Sara Combs ENGINEERING (621) Division / Department 4/15/2026 Submitted Date Yes 3,650,913.54$ 443,000.00$ Budgeted Item? Does item have a direct cost? Is a Budget Amendment attached? Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Amendment Remaining Budget 5,277,640.00$ 1,626,726.46$ Yes No -$ 3,207,913.54$ Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 1 AMENDMENT TO AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES CITY OF FAYETTEVILLE, AR ISG PROJECT #25-32858 CONTRACT AMENDMENT NO. 1 This Contract Amendment No. 1, effective on the date last written below, shall amend the original contract between the City of Fayetteville (Owner) and I & S Group, Inc. (ISG), dated August 5, 2025 referred to in the following paragraphs as the original contract. This Contract Amendment No. 1 adds professional design services for the : Improvements to South School Avenue from MLK Jr. Boulevard to 15th Street. In general, Amendment No. 1 scope of services include survey, environmental review, street design, traffic signal design, water utility design, storm sewer culvert design, real estate acquisition documents, and bidding support. APPENDIX A – SCOPE OF SERVICES All items contained in the attached Amendment No. 1 Appendix A shall be added to the original project Scope of Services. APPENDIX B – PROJECT FEE SPREADSHEETS The attached hourly rates, summary sheet and fee spreadsheets shall be added to APPENDIX B as included in the original agreement. The Amendment No. 1 shall increase the agreement amount a sum of $443,000.00 from $287,000.00 to $730,000.00. Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 2 This Agreement may be executed in two (2) or more counterparts each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. IN WITNESS WHEREOF, Owner and ISG have executed this Amendment effective as of the date last written below. CITY OF FAYETTEVILLE I & S Group, Inc. By:_________________________________ By:_________________________________ Name:______________________________ Name:__William Kratt_________________ Title:_______________________________ Title:__Business Unit Leader____________ Date:_______________________________ Date:_March 20, 2026_________________ Attest:______________________________ Molly Rawn Mayor 05/05/2026 Kara Paxton, City Clerk Treasurer Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 3 APPENDIX A SCOPE OF SERVICES Project The scope of services generally includes survey, environmental review, street design, traffic signal design, water utility design, storm sewer culvert design, real estate acquisition documents, and bidding support. The project limits are School Avenue from W 15th St to W Martin Luther King Jr Boulevard, including the functional areas of the intersections. The project is being funded through a Safe Streets and Roads for All (SS4A) grant from the United States Department of Transportation (USDOT) and local funding. The reconstruction will include enhancements to pedestrian infrastructure, landscaping, hardscaping, streets, intersections, drainage systems, water systems, sanitary sewer systems, and access control. PRELIMINARY DESIGN PHASE Once the City approves the conceptual plans, ISG will begin the preliminary design phase and incorporate remaining comments from the conceptual design phase. The preliminary design phase will document design decisions and will be used to complete the NEPA documentation, and continue coordinating with agencies, utilities, and other stakeholders. A preliminary scope of services is provided below that may be included in the Preliminary Design Phase, however, this is subject to modification and revisions based on the findings during the Conceptual Design Phase and the preferred selected alternative. Surveys Right-of-Way and Easement Exhibit Preparation ISG will prepare the right-of-way and easement descriptions along with associated exhibits as necessary, to assist with any anticipated land acquisition adjacent to existing City of Fayetteville right-of-way or easements. These exhibits will be based upon the final negotiated property acquisition agreements between the landowners and the City of Fayetteville and will be utilized for recordation. Utility Coordination Once preliminary plans and right-of-way and easement documents are prepared, ISG will provide these documents to utilities in order for them to confirm any conflicts their facilities have with the reconstruction. Utilities will be asked to provide a work plan for any removals, relocations, or additions to their facilities. The work plan will include drawings and a proposed schedule for any work on their facilities. ISG will coordinate with utilities to encourage the relocation of any conflicts prior to the reconstruction of School Avenue. Any conflicts that must be resolved during reconstruction of School Avenue will be coordinated and information will be provided in the contract documents for the City’s contractor to continue coordination through the reconstruction of School Avenue. Environmental Agency Coordination ISG will provide preliminary and final plans to the following agencies for regulatory approvals, if required: • Arkansas Division of Environmental Quality (ADEQ) • Arkansas Department of Health Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 4 • Division of Arkansas Heritage • United States Army Corp of Engineers (USACE) • United States Fish and Wildlife Service (USFWS) Environmental Document ISG will finalize the environmental document, as required by the National Environmental Policy Act (NEPA), to Federal Highway Administration (FHWA) standards. The subject project is assumed to require a Tier 3 Categorical Exclusion (CE). Once complete, ISG will furnish the City and the FHWA original copies for review. ISG will incorporate comments into a revised document. ISG assumes up to two rounds of comments. ISG will submit the final document to FHWA for its approval. Public Engagement ISG will provide the City with written content, graphics, and project documentation for the City’s use on the City’s website, social media, and other communication methods. In addition, the following meetings are anticipated: • Up to Two (2) public involvement meetings, one prior to preliminary design, and one during final design and prior to bidding • Up to One (1) Transportation Committee meetings • Up to One (1) Active Transportation Committee meetings • Meetings with residents, businesses, property owners, and other stakeholders, as necessary ISG will coordinate the public meetings, with assistance from the City. ISG will keep a public engagement log of comments and interactions with public stakeholders and will provide the log to the City. Culvert Design ISG will complete a comprehensive Hydrologic and Hydraulic (H&H) study to evaluate the existing culvert at the Tanglewood Branch crossing. This study will include an analysis of current conditions, modeling of proposed improvements, and recommendations for appropriate culvert replacement sizing. ISG will also document the anticipated upstream and downstream impacts associated with the proposed improvements. Incorporating the culvert replacement into the project scope may necessitate additional environmental investigations, including but not limited to an endangered species bat assessment. Permitting through agencies such as the Arkansas Department of Environmental Quality (ADEQ) and the Federal Emergency Management Agency (FEMA) will also be required. ISG will coordinate directly with each permitting agency to obtain all necessary approvals for the project. It is anticipated that the culvert will be a precast reinforced concrete box. Should the preferred alternative be of a different structure type requiring structural analysis and design, ISG can provide a subsequent proposal with those additional service. Preliminary Plans ISG will prepare a Preliminary Plan set that will take the preferred alternative to approximately 60% of completed construction documents. An updated opinion of probable cost will be provided. ISG will coordinate a preliminary plan review meeting with the City. The preliminary plan set will include: • Title Sheet • Typical Sections • Construction Details Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 5 • Removal Plans • Utility Plans and Profiles • Intersection Details • Street Plans and Profiles • Pavement Marking and Signing Plans • Maintenance of Traffic Conceptual Plans • Cross Sections • Box Culvert Plan and Profile Landscape Architecture ISG will design streetscape amenities. These amenities could include plantings, planters, benches, bus shelters, refuse receptacles, placemaking features, gateway features, and other amenities. Streetscape amenities will be coordinated with green infrastructure, lighting, and street reconstruction designs. Electrical Design ISG will design street lighting. Lighting spacing will be according to City standards. If none exist, spacing will match typical installations. A photometric analysis will be provided, if requested. FINAL DESIGN Once the City approves the preliminary plans, ISG will begin the final design phase and incorporate remaining comments from the preliminary design phase. The final design phase will provide construction plans, specifications, and estimates for the purpose of bidding and construction. Plans and specifications will be used to continue coordinating with agencies, utilities, and other stakeholders. ISG will coordinate a final plan review meeting with the City. After comments from the final plan review meeting are received and incorporated, a plan-in-hand walkthrough will be conducted with the City, and final changes will be incorporated into the final construction documents prior to bidding. An updated opinion of probable cost will be provided. The final plan set will include: • Title Sheet • Project notes • Typical Sections • Construction Details • Removal Plans • Erosion Control Plans • Utility Plans and Profiles • Intersection Details • Street Plans and Profiles • Pavement Marking and Signing Plans Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 6 • Maintenance of Traffic Plans • Cross Sections • Box Culvert Plan and Profile Utility Coordination ISG will provide utilities with final plans and right-of-way and easement exhibits and will continue to coordinate with utilities prior to reconstruction of School Avenue as needed. Environmental Permitting Storm Water Pollution Prevention Plan (SWPPP) ISG will prepare a Storm Water Pollution Prevention Plan for the scope of this proposed construction work. A stormwater pollution prevention plan will be prepared that incorporates Best Management Practices (BMPs). This plan will include the necessary erosion control measures to meet local and state requirements. Bidding Assistance ISG will assist in the preparation of an advertisement for bids to assist with solicitation of competitive general contractor bids. We are prepared to respond to contractor questions and issue clarifications via addendum if necessary. We will also provide assistance with bid evaluation, issuance of a recommendation of award, and preparation of the Notice to Proceed and Agreement between the City and Contractor. Survey Monumentation Based on the boundary survey and the recorded right-of-way and easement documents, ISG will install iron monuments at the new property corners. It is anticipated that temporary monumentation will be set prior to construction and that after construction is completed final monumentation will be installed. This will include subsurface installation of ½-inch diameter, 20- inch-long solid iron rods, or other permanent monuments where applicable, at each of the new property corners. The locations will also be identified on the surface by wooden lath. EXCLUSIONS The following items are excluded from the scope of services in this proposal: • Geotechnical Services • Public Hearings • Cultural Resources Surveys beyond Phase I • Wetland Delineation • Hazardous Material Surveys beyond Phase I • Section 4(f) Evaluations • Visual Impact Memo • Noise Screening Analysis Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 7 • A NEPA Environmental Assessment, Finding of No Significant Impact, or Environmental Impact Statement • LOMR • Structural Engineering • Construction Phase Services SCHEDULE ISG proposes the following schedule if the contract amendment is approved by May 1, 2015. This schedule is dependent upon the City receiving the approval of the NEPA document by July 1, 2026. The subsequent tasks are expected to be adjusted if that approval is delayed. Phase Date Receive Final Environmental Clearance July 1, 2026 Preliminary Plans (60%) August 14, 2026 Right-of-way and Easement Documents September 18 2026 Final Plans and Specifications for City Review (90%) April 1, 2027 Final Construction Documents June 1, 2027 Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 8 APPENDIX B COMPENSATION ISG proposes to provide the scope of work described within this proposal for compensation in accordance with the following schedule. Anticipated reimbursable expenses such as travel time, mileage expenses, and printing costs are included. Preliminary Design Phase Compensation Surveys $40,000.00 Environmental $24,000.00 Franchise Utility Coordination $10,000.00 Preliminary Plans (including box culvert addition) $139,000.00 Public Engagement $15,000.00 Total $228,000.00 Preliminary Design Phase – Water Utility Compensation Preliminary Plans $50,000.00 Total $50,000.00 Final Design Phase Compensation Survey $15,000.00 Franchise Utility Coordination $5,000.00 Final Plans $90,000.00 Total $110,000.00 Final Design Phase – Water Utility Compensation Final Plans $45,000.00 Total $45,000.00 Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Contract Amendment No. 1 South School Ave. – MLK Jr. Blvd to 15th St. I & S Group, Inc. | 3100 Market Street + Suite 106 + Rogers, AR 72758 + 479.974.1601 9 Bidding Assistance Compensation Bidding Assistance $10,000.00 Total $10,000.00 Total Compensation for Contract Amendment 1 $443,000.00 Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Fee Summary City of Fayetteville, AR S. School Ave. (MLK to 15th) ISG Project #32858 FAYETTEVILLE, AR (SS4) S. SCHOOL AVE PROJECT Senior Civil Engineer Civil Engineer IV Civil Engineer II Civil Engineer I Civil Designer IV Civil Designer III Civil Designer II Landscape Architect IV Landscape Architect II Senior Environmental Scientist Environmental Scientist/Engineer III Senior Land Surveyor Geospatial Specialist III Geospatial Specialist II Total 250.00$ 215.00$ 170.00$ 160.00$ 170.00$ 150.00$ 140.00$ 205.00$ 160.00$ 225.00$ 170.00$ 210.00$ 140.00$ 130.00$ SURVEY Prelim Phase Right-of-way and Easement Exhibits 22 132 58 39,990.00$ Final Phase Temporary Monumentation 1 29 24 7,395.00$ Final Monumentation 1 9 9 11 4,795.00$ Expenses 2,815.00$ TASK TOTAL 54,995.00$ ENVIRONMENTAL Prelim Phase Project Management 1 6 1,600.00$ Agency Coordination 1 2 13 2,875.00$ Archaeology and History 1 2 4 1,345.00$ Hazardous Materials 8 1,360.00$ Environmental Document 1 3 14 3,305.00$ Permitting 2 9 1,980.00$ Wetland Delineation 1 5 60 11,575.00$ TASK TOTAL 24,040.00$ FRANCHISE UTILITY COORDINATION Prelim Phase Preliminary Plan Packages 1 5 5 1,900.00$ Review of Utility Work Plans 2 15 15 5,450.00$ Work Plan Revisions 1 8 8 2,890.00$ Final Phase Final Plan Packages 2 8 8 3,140.00$ Continued Coordination 1 4 4 1,570.00$ TASK TOTAL 14,950.00$ Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Fee Summary PRELIMINARY PLANS Project Management 14 4 4,360.00$ Civil Design 40 128 27,280.00$ Landscape Architecture 24 110 22,520.00$ Plan Production 96 14,400.00$ Cost Opinion 4 12 2,600.00$ Electrical 2 16 24 40 30 18,920.00$ TASK TOTAL 90,080.00$ FINAL PLANS Project Management 14 4 4,360.00$ Civil Design 40 136 28,560.00$ Landscape Architecture 22 109 21,950.00$ Plan Production 92 13,800.00$ Cost Opinion 4 10 2,280.00$ Electrical 2 17 26 40 28 19,175.00$ Bidding -$ TASK TOTAL 90,125.00$ BOX CULVERT Field Survey 8 4 2,240.00$ Process Survey 4 8 1,960.00$ Survey/Design Report 2 16 2 3 12 6,450.00$ Hydrology and Hydraulics 4 16 26 8,600.00$ Structure Design 6 32 12 8 11,660.00$ Permitting 9 40 24 14,690.00$ Drafting Structure Plan 24 3,360.00$ TASK TOTAL 48,960.00$ PUBLIC ENGAGEMENT Prelim Phase Project Management 10 10 4,650.00$ Prepare Materials 10 10 4 5,290.00$ Coordinate Public Meetings 10 10 4,650.00$ Public Engagement Log 2 430.00$ Expenses 3,000.00$ TASK TOTAL 15,020.00$ Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370 Fee Summary PUBLIC UTILITIES Prelim Phase Preliminary Design 13 24 124 166 51,490.00$ Final Phase Final Desgin 20 24 100 100 40,160.00$ Permitting 8 8 3,720.00$ TASK TOTAL 95,370.00$ Bidding Bidding 10 18 23 10,050.00$ TASK TOTAL 10,050.00$ GRAND TOTAL 443,590.00$ Docusign Envelope ID: 53AFC179-D95E-8C7C-816A-763379733370