HomeMy WebLinkAbout24-97 RESOLUTION RESO UTION NO. 2 4-9 7SCANNED
A RESOLUTION PPROVING AN ENGINEERING
CONTRACT IN AN MOUNT NOT TO EXCEED $45,342
WITH GARVER & G RVER, P.A. TO PROVIDE DESIGN
SERVICES FOR THE P OPOSED WIDENING OF SYCAMORE
STREET FROM LEVE TT TO GARLAND (AHTD HIGHWAY
112) AND AUTHORIZ NG THE MAYOR AND CITY CLERK
TO EXECUTE SAID C NTRACT.
BE IT RESOLVED BY THE C TY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Co ncil hereby approves a engineering contract in an amount
not to exceed $45,342 with Garver & G rver, P.A., to provide design services for the proposed
widening of Sycamore Street from Leve ett to Garland (AHTD Highway 112), and authorizes the
Mayor and City Clerk to execute said c tract.. A copy of the contract is attached hereto marked
Exhibit "A" and made a part hereof.
PASSED AND APPROVED this 18th day of March . 1997.
• v APPROVED:
y / f t;colik�►+ ,,,• 1 By: A ,2Y .�-
�w (L`' /«` Fred Hanna, Mayor
I , • --:1,' ♦ ,/�
ATTEST' v`,..1.
' .
By: LJ 7QJ/
Traci Paul, City Clerk
EXHIBIT A
CITY OF FAYETTEVILLE
AGREEMENT FOR ENGINEERING SERVICES
STATE OF ARKANSAS
COUNTY OF WASHINGTON
This Agreement entered into and executed this /g/i day of M 4 rcA
1997,by and between the City of Fayetteville acting by and through its Mayor hereinafter called
the "OWNER" and Garver+Garver, P.A. with offices in Fayetteville, Arkansas, hereinafter
called the "ENGINEER".
WITNESSETH
WHEREAS, the OWNER is planning to reconstruct Sycamore Street from Leverett to Garland
(AHTD Highway 112) and the intersection of Garland/Dean (hereinafter called"Project"); and,
WHEREAS, the OWNER'S forces are fully employed on other urgent work that prevents their
early assignment to the aforementioned work; and,
WHEREAS, the ENGINEER'S staff is adequate and well qualified and it has been determined
that its current work load will permit completion of the plans for the project on schedule;
NOW THEREFORE, it is considered to be in the best public interest for the OWNER to obtain
assistance of the ENGINEER'S organization in connection with said engineering services. In
consideration of the faithful performance of each party of the mutual covenants and agreements
set forth hereinafter, it is mutually agreed as follows:
SECTION I-EMPLOYMENT OF ENGINEER
The OWNER agrees to employ the ENGINEER to perform, and the ENGINEER agrees to
perform professional engineering services in connection with the project set forth in the Sections
to follow; and the OWNER agrees to pay and the ENGINEER agrees to accept, as specified in
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the Sections to follow as full and final compensation for work accomplished in the specified
time.
SECTION II-DESCRIPTION OF THE PROJECT
The Project consists of widening Sycamore Street form Garland to Leverett to a four(4) lane
paved section with curb and gutter, sidewalk and drainage section improvements meeting
Owners' present pavement and drainage design criteria. The Project also includes improvement
of the intersection of Garland and Dean. Utility relocation(s) and pipeline crossings are included
in the Project scope. The Project also includes miscellaneous items such as traffic control,
striping, temporary fence, etc.
SECTION III- INFORMATION AND SERVICES
The OWNER will furnish any specifications, standards and other information which may relate
to the project including GPS survey data. Aerial mapping data will be provided, free of charge,
to the ENGINEER on magnetic media.
SECTION IV- SERVICES TO BE FURNISHED BY THE ENGINEER
The project will be designed and constructed to meet local street standards in accordance with the
OWNER'S pavement design and drainage criteria. Construction specifications shall be based on
"Standard Specifications for Highway Construction Edition 1996 of the AHTD" and latest
special provisions and City of Fayetteville Specifications. Services to be provided include the
following:
1. ROW AND DESIGN SURVEYS & CONCEPT PLANS
• Create project centerline and perform radial survey of existing topographical features
within proposed right-of-way. Survey data shall be tied to the Owner's GPS central
network.
• Research property data, locate property corners, develop existing ROW drawings.
• Coordinate with utility companies, locate marked utilities.
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• Import survey data and create base map. Develop cross sections, drainage data, utility
information.
• Prepare 15%review horizontal layout. Submit existing ROW and horizontal layout
to City for review.
2. PRELIMANARY DESIGN PHASE
• Make traffic projections, study turning movements at the Garland/Sycamore,
Garland/Deane and Leverett/Sycamore intersections.
• The OWNER and the ENGINEER shall select a mutually acceptable geotechnical
firm for the PROJECT. The ENGINEER shall direct the geotechnical firm in the
making of sufficient soil borings and tests required for the proper design of the
proposed improvements. Actual cost of such tests will be paid by the OWNER direct
to the geotechnical firm. The ENGINEER shall review and approve the invoices for
soil borings and tests and submit them to the OWNER for payment.
• Design preliminary pavement section. Develop typical sections. Design horizontal
and vertical layouts.
• Coordinate with utility companies.. Develop preliminary drainage design for cross
drains and parallel channel.
• Develop preliminary plans including plan and profile sheets, drainage layout, utility
relocations, design of detours where needed, and preparation of maintenance of traffic
plans detailing needed signing and striping during construction, as well as for
permanent application after the completion of street construction.
• Conduct a coordination meeting among all affected utility companies to enable them
to develop utility agreements regarding any necessary utility relocations. This
coordination meeting shall be at the City Engineer's office, Fayetteville, Arkansas.
• Submit preliminary plans to City, AHTD and effected utility companies. Review
preliminary plans with City and address comments.
3. FINAL DESIGN PHASE
• Refine typical section(s) and horizontal layout develops from preliminary design.
Design profile for centerline and intersecting streets. Complete plan and profile
3
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sheets. Complete design of cross and parallel drainage systems. Prepare drainage
and miscellaneous details.
• Prepare legal descriptions for required ROW, utility easements and temporary
construction easements. Coordinate with utility companies for required relocations.
• Complete pre-final plans in accordance with City of Fayetteville standards. Submit to
City and AHTD for review.
• Incorporate comments from pre-final plans. Prepare final quantities, specifications
and bid documents. Prepare final construction cost estimate.
• Submit final construction plans to City for bidding.
• Prior to the start of construction, the ENGINEER shall establish benchmarks for
elevation control and tie layout work to Fayetteville's GPS and provide centerline
construction reference points/alignment at all (PC's, PT's, and POT's as required) for
the proposed roadway and box culverts.
SECTION V- COORDINATION WITH OWNER
The ENGINEER shall hold conferences throughout the design of the project with representatives
of the OWNER to the end that the design, as perfected, shall have full benefit of the OWNER'S
knowledge and be consistent with the current policies and construction practices of the
OWNER. The OWNER reserves the right to accept or reject any or all plans,but this stipulation
will not relieve the ENGINEER of responsibility for the design of the project.
SECTION VI- OFFICE LOCATION FOR REVIEW OF WORK
Review of the work as it progresses under this Agreement shall be made at the OWNER'S City
Engineer's office.
SECTION VII - CONCEPT AND PRELIMINARY SUBMISSION
The ENGINEER shall submit two (2) sets of concept plans, two (2) sets of preliminary plans and
three(3) sets of the final plans for field inspections.
4
SECTION VIII- FINAL SUBMISSION
The final submission for the construction contract shall consist of the following:
A. One (1) copy of all design calculations
B. Three sets of final plans, contract documents and specifications.
C. The originals of all drawings, specifications and contract documents. All design
drawings on magnetic media shall be submitted on disks compatible with
AutoCAD Release 12 software.
D. The estimated cost of construction and a detailed estimate of time in calendar days
required for completion of the contract.
SECTION IX-ADDITIONAL SERVICES
The OWNER may decide at the completion of the Design Phase,to extend this Agreement for
Engineering Services to subsequent phases of the Project, specifically engineering assistance
during the Bidding Phase and/or Construction Phase. In that instance, the OWNER and the
ENGINEER agree to negotiate the scope of services, fee, and time of performance prior to the
beginning of the additional services.
SECTION X- SUBCONTRACTING
Subcontracting by the ENGINEER of any of the services provided herein shall require prior
approval by the OWNER.
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SECTION XI-TIME OF BEGINNING AND TIME OF COMPLETION
The ENGINEER shall begin work under this Agreement within ten(10) days of notice to
proceed and shall endeavor to complete the plans for the construction contract within 150
calendar days.
The above completion time is predicated upon the fact that the OWNER will cause to be
processed approvals of interim work in an expeditious manner.
SECTION XII- FEES AND PAYMENTS
For, and in consideration of, the services to be rendered by the ENGINEER, the OWNER shall
pay the ENGINEER on the basis of actual salary costs for work-time directly connected with
work chargeable to the project,plus payroll additives and general overhead costs of 163.31% of
direct labor costs,plus direct reimbursable expenses associated with the project, plus a fixed fee
which are payable as follows:
1) "Design phase services, "surveying services", and preparation of the Ownership
Map/Right-of-Way Plan Costs not to exceed: $ 40,484
2) Fixed fee for "Design" services: $ 4,858
3) Engineering contract amount for"Design" phase services not to exceed: $ 45,342
The basis of this upper limit and justification for the fee is contained in Appendix "A"
attached hereto. Adjustment of the upper limit may be made subject to to City Council or
Mayor's approval should the ENGINEER establish and the OWNER agree that there has
been or is to be a significant change in scope, complexity or character of the services to
be performed; or if the OWNER decides to shorten the duration of work from the time
period specified in the Agreement for completion of work and such modification warrants
such adjustment.
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Appendix "B" attached hereto covers the classification of personnel and the salary rate for
all personnel anticipated to be assigned to this project by the ENGINEER.
Progress invoices may be submitted for payment monthly. Invoices shall itemize
personnel classifications and the hours spent by each in the performance of the services.
Final payment for Design services shall be made upon the OWNER'S approval and
acceptance with the satisfactory completion of the "Design" phase for the project.
SECTION XIII- CHANGES
The OWNER may at any time, by written order, make changes within the general scope of the
contract in the work and services to be performed. If any such change causes an increase or
decrease in the cost of, or the time required for,performance of this contract, an equitable
increase or decrease shall be made in the upper limit contract amount, including fee or time of
required performance, or both, and the contract shall be modified in writing accordingly.
Changes, modifications or amendments in scope, price or fee to this contract shall not be allowed
without a formal contract amendment approved by the Mayor in advance of the change in scope,
price or fee.
Any claim by the ENGINEER for adjustment under this clause must be asserted with thirty(30)
days from the date of receipt by the ENGINEER of the notification of change; provided,
however, that the OWNER, if it decides that the facts justify such action, may receive and act
upon any such claim asserted at any time prior to the date of final payment under this contract.
Failure to agree to any adjustment shall be cause for a dispute concerning a question of fact
within the meaning of the clause of this contract entitled SECTION XVII -MISCELLANEOUS
PROVISIONS, (1) Dispute Resolutions. However, nothing in this clause shall excuse the
ENGINEER from proceeding with the contract as changed.
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SECTION XIV- OWNERSHIP OF DOCUMENTS
All documents, including original drawings, disks of CADD drawings and cross sections,
estimates, specification field notes, and data are and remain the property of the OWNER. The
ENGINEER may retain reproduced copies of drawings and copies of other documents.
SECTION XV- POSTPONEMENT OR CANCELLATION OF THE CONTRACT
It is understood that the OWNER will have the right to suspend or cancel work at any time.
A. Postponement - Should the OWNER, for any reason whatsoever, decide to
postpone the work at any time, the OWNER will notify the ENGINEER, who will
immediately suspend work. Should the OWNER decide during such suspension
not to resume the work, or should such suspension not be terminated within a
year, the work shall be canceled as hereinafter provided.
B. Cancellation- Should the OWNER, for any reason whatsoever, decide to cancel
or to terminate the use of the ENGINEER'S service, the OWNER will give
written notice thereof to the ENGINEER, who will immediately terminate the
work. If the OWNER so elects,the ENGINEER may be instructed to bring a
reasonable stage of completion to those items whose value would otherwise be
lost. The ENGINEER shall turn over all data, charts, survey notes, figures,
drawings and other records or information collected or produced hereunder
whether partial or complete. Upon such termination of the ENGINEER'S
services, the ENGINEER shall be paid on an proportional amount of the total fee,
less prior partial payments, based on the ratio of work done to the total amount of
work to be performed.
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SECTION XVI - MISCELLANEOUS PROVISIONS
1. Dispute resolution-Any dispute concerning a question of fact in
connection with the work and having a financial value of$10,000, or less,
shall be referred for determination to the Mayor of the City of Fayetteville
whose decisions in the matter shall be final and conclusive. Disputes
resulting from claims greater than $10,000 shall be subject to mediation.
2. Responsibility for Claims and Liability- The ENGINEER shall save
harmless the OWNER from all claim and liability due to its (the
ENGINEER'S) activities, or those subcontractors, its agents, or its
employees during the time this contract is in force.
3. General Compliance with Laws - The ENGINEER shall comply with all
federal, state and local laws and ordinances applicable to the work. The
Engineer shall be a professional engineer, licensed in the State of
Arkansas.
4. Engineer's Endorsement - The ENGINEER shall endorse and recommend
all plans, specifications, estimates and engineering data finished by it. All
design shall be checked in accordance with accepted engineering practices.
All plan quantities shall be checked and verified.
SECTION XVII- SUCCESSORS AND ASSIGNS
The OWNER and the ENGINEER each binds itself and its partners, successors, executors,
administrators, and assigns to the other party of this Agreement, except as above, neither the
OWNER nor the ENGINEER shall assign, sublet or transfer its interest in this Agreement
without written consent of the other. Nothing herein shall be construed as creating any possible
personal liability on the part of any officer or agent of any public body which may be party
hereto.
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SECTION XVIII- COVENANT AGAINST CONTINGENT FEES
The ENGINEER warrants that it has not employed or retained by company or person, other than
a bonafide employee working solely for the ENGINEER, to solicit or secure this contract, and
that it has not paid or agreed to pay any company or person, other than a bonafide employee
working solely for the ENGINEER, any fee, commission,percentage, brokerage fee, gifts, or
any other consideration, contingent upon or resulting from the award or making of this contract.
For breach or violation of this warranty,the OWNER shall have the right to annul this contract
without liability.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly executed as
of_the date arld year first herein written.
s
c; 's �'.:3-k t` CITY OF FAYETTEVILLE
Y 6' ", r1rt
!7J.4 By: //W' `/
441444V
ATTEST!, y iti
City Clerk
GARVER& GARVF , P.A.
By: f
T. B. Hannah, President
AT T:
10
APPENDIX A: Engineering Estimate for City of Fayettevilie Garver+Garver
Sycamore Widening and Garland improvements
ROW& DESIGN SURVEYS AND CONCEPT PLANS
1. Create project centerline and perform radial survey of existing topographical features within proposed right-of-way.
2. Research property data,locate property corners,develop existing ROW drawings.
3. Coordinate with utility companies,locate marked utilities.
4. Import survey data and create base map. Develop cross sections,drainage data,utility information.
5. Prepare 15%review horizontal layout. Submit existing ROW and horizontal layout to City for review.
1 2 3 4 5 Total Hours
Project Manager 1 1 1 1 5 9
Sr.Design Engineer 0 0 0 0 0 0
Design Engineer 4 16 8 16 8 52
Drafter/Technician 0 20 0 16 8 44
Clerical 0 2 1 0 1 4
Survey Crew 20 20 6 0 0 46
Unmarked Total
Personnel Hours Rate Labor Overhead Total
Project Manager 9 $31.73 $286 $464 $749
Sr.Design Engineer 0 $23.21 $0 $0 $0
Design Engineer 52 $17.72 $921 $1,497 $2,418
Drafter/Technician 44 $12.35 $543 $883 $1,426
Clerical 4 $11.00 $44 $71 $115
Survey Crew 46 $31.00 $1,426 $2,317 $3,743
Subtotal for Labor $8,451
EXPENSES: •
Description Total
Printing $75
Equipment Rental/Survey Supplies $60
Mileage/Travel 40 x $0.30 $12
Subtotal for Expenses $147
Subtotal Labor and Expenses $8,598
Fixed Fee(12%) $1,032
Total Amount Estimated this Item $9,630
Hour-est 2/17/97 9:04 AM PAGE 1 of 3
APPENDIX A: Engineering Estimate for City of Fayetteville Garver+Garver
Sycamore Widening and Garland Improvements
PRELIMINARY DESIGN PHASE
1. Make traffic projections,study turning movements at the Garland/Sycamore,Garland/Deane and Leverett/Sycamore intersections.
2. Design preliminary pavement section. Develop typical sections. Design horizontal and vertical layouts.
3. Coordinate with utility companies. Develop preliminary drainage design for cross drains and parallel channel.
4. Develop preliminary plans including plan and profile sheets,drainage layout,and utility relocations.
5. Submit preliminary plans to City,AHTD and effected utility companies. Review preliminary plans with City and address comments.
1 2 3 4 5 Total Hours
Project Manager 2 4 2 6 6 20
Sr.Design Engineer 24 30 24 8 4 90
Design Engineer 0 30 20 40 12 102
Drafter/Technician 0 12 24 48 16 100
Clerical 0 2 2 2 4 10
Survey Crew 0 0 0 0 0 0
Unmarked Total
Personnel Hours Rate Labor Overhead Total
Project Manager 20 $31.73 $635 $1,031 $1,666
Sr.Design Engineer 90 $23.21 $2,089 $3,393 $5,482
Design Engineer 102 $17.72 $1,807 $2,936 $4,744
Drafter/Technician 100 $12.35 $1,235 $2,006 $3,241
Clerical 10 $11.00 $110 $179 $289
Survey Crew 0 $31.00 $0 $0 $0
Subtotal for Labor $15,422
EXPENSES:
Description Total _
Printing $163
Geotechnical(Billed Directly to Client) $0
Equipment Rental/Survey Supplies
Mileage/Travel 80 x $0.30 $24
Subtotal for Expenses $187
Subtotal Labor and Expenses $15,609
Fixed Fee(12%) $1,873
Total Amount Estimated this Item $17,482
Hour-est 2/17/97 9:04 AM PAGE 2 of 3
APPENDIX A: Engineering Estimate for City of Fayetteville •
AGarver+Garver
•
Sycamore Widening and Garland improvements
FINAL DESIGN PHASE
1. Refine typical section(s)and horizontal layout developed from preliminary design. Design profile for centerline and intersecting streets.Complete plan
and profile sheets. Complete design of cross and parallel drainage systems. Prepare drainage and miscellaneous details.
2. Prepare legal descriptions for required ROW,utility easements and temporary construction easements. Coordinate with utility companies for required
relocations.
3. Complete pre-final plans in accordance with City of Fayetteville standards. Submit to City and AHTD for review.
4. Incorporate comments from pre-final plans. Prepare final quantities,specifications and bid documents. Prepare final construction cost estimate.
5. Submit final construction plans to City for bidding.
1 2 3 4 5 Total Hours
Project Manager 4 4 6 12 2 28
Sr.Design Engineer 24 0 8 4 0 36
Design Engineer 52 24 40 20 4 140
Drafter/Technician 8 48 48 40 0 144
Clerical 0 4 0 6 2 12
Survey Crew 0 0 0 0 0 0
Unmarked Total
Personnel Hours Rate Labor Overhead Total
Project Manager 28 $31.73 $888 $1,443 $2,332
Sr.Design Engineer 36 $23.21 $836 $1,357 $2,193
Design Engineer 140 $17.72 $2,481 $4,030 $6,511
Drafter/Technician 144 $12.35 $1,778 $2,889 $4,667
Clerical 12 $11.00 $132 $214 $346
Survey Crew 0 $31.00 $0 $0 $0
Subtotal for Labor $16,049
EXPENSES:
Description Total
Printing $192
Equipment Rental /Survey Supplies
Mileage/Travel 120 x $0.30 $36
Subtotal for Expenses $228
Subtotal Labor and Expenses $16,277
Fixed Fee(12%) $1,953
Total Amount Estimated this Item $18,230
SUMMARY OF PHASES:
ROW& DESIGN SURVEYS AND CONCEPT PLANS $9,630
PRELIMINARY DESIGN PHASE $17,482
FINAL DESIGN PHASE $18,230
TOTAL ALL PHASES $45,342
Hour-est 2/17/97 9:04 AM PAGE 3 of 3
Page#1
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February 5,1997
APPENDIX B:
Garver+Garver
Hourly Rate Schedule
Classification Regular
Senior Project Manager 35.20
Project Manager 31.73
Senior Project Engineer 27.40
Project Engineer 25.40
Senior Design Engineer 23.2 1,
Construction Engineer 15.50
• Design Engineer/Designer 17.72
Senior Designer 17.80
Environmental Scientist 18.20
Geologist 16.50
CADD Administrator 17.60
Senior CADD Technician 16.50
CADD Technician 12.35
Senior Construction Observer 16.80
Construction Observer 13.00
Survey Coordinator 12.00
'^ Party Chief 12.50
Instrument Man 8.20
Rodman 6.30
2-Man Crew(Survey) 23.10
3-Man Crew(Survey) 31.00
Clerical 11.00
LAProjC OthaslPrajinfD B RATE96.DOC
STAFF. REVIEW 'FORM '
AGENDA REQUEST
x CGRANT O REVACT REWIEW (Contract Amendment) MICROFILMED
For the Fayetteville City Council meeting of N.A.
FROM:
Jim Beavers Engineering Public Works
Name Division Department
ACTION REQUESTED: Mayor' s approval of contract amendment number one with
Garver and Garver Engineering for a drainage study of the basin south of
Sycamore Street including Oakland Street . The study will analyze potential
new routes for the runoff prior to reaching Sycamore Street . The proposed
amendment amount is not-to-exceed $7, 553 . 00 .
COST TO CITY:
$7, 553 $200, 000 * Street Improvem
Cost of this Request Category/Project Budget Category/Project Name
4470-9470-5809-00 $45 , 342 Street
Account Number Funds Used To Date Program Name
97030 - 0010 $154, 658 Sales Tax Constr.
Project Number Remaining Balance Fund
*Engineering design and right-of-way in 1997 . Construction in 1998 .
BUDGET REVIEW: x Budgeted Item Budget Adjustment Attached....A/€ LL,
Budg t Coordinator Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY:
ii__Accounti�ig M ger / Date A A Clo�jordin/a Date /7)iice,' 4.--- /1)--,)-(?rIL
Ci y Attorney Date ernal Auditor 59/ Date
Vv , . 10-1-9/7
Purchasing Officer Date
STAFF RECOMMENDATION: Approval of the contract amendment .
_____AC21 ,e,.., /O-6-
Division Head Date Cross Reference
( —L- __Aa.) 1-4..c. C ,e,-7-47 New Item: Yes No
Department Director Date 7S-N\ 10/7/(77 Prey Ord/Res # : 24 97
Admini trative e ices Director Date
/
/1A
Orig Contract Date: 18 March 9
May Pr Date
•
FAYETTEVILLE
THE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna, Mayor
Thru: Kevin Crosson, Public Works Di ector
Don Bunn, City Engineer
and Agenda Review Committee (see cover sheet)
From: Jim Beavers, Engineering
Date: 6 October 97
Re: Proposed contract amendment number one with Garver and Garver
Engineering for the Sycamore Street Widening Project .
The Sycamore Street Widening Project from Garland to Leverett is scheduled
for design in 1997 and construction in 1998 .
An engineering contract was approved by the City Council on March 18, 1997
(Resolution 24-97) with Garver and Garver Engineers for the design of the
Sycamore Street Improvements . The engineering contract included the design
of the drainage facilities along Sycamore (after the runoff has reached
Sycamore) .
The area of Oakland Street, Sycamore and Leverett south of North Street has
drainage problems/concerns . A "CIP" project was proposed around 1987 for the
drainage along Oakland Street but was not pursued due to costs .
The total drainage flowing down Oakland, reaching Sycamore, then traveling
east to Scull Creek is approximate 377 cfs for the 10 year storm. It will be
very expensive to design adequate drainage along Sycamore to transport this
water. Therefore a contract amendment is proposed with Garver and Garver to
analyze the drainage and consider a more direct route for the drainage to
Scull Creek. The amount of the proposed amendment is not-to-exceed
$7, 553 . 00 .
Please refer to the attached proposal for specific details .
If the Mayor agrees with the proposed amendment, please return two of the
three originals to our office .
Please call me at ext 418 if you have any questions .
Thank you.
encls :
1 . Three original contract amendment proposals .
• Garver&RECEIVED ' Engineers Garver,PA.
240 North Block
O C T — 21997 Box 590
Fayetteville,Arkansas 72702
October 2, 1997 FAx O1-443-0533
Mr. Jim Beavers, P.E. Garver+Garver
Staff Engineer
City of Fayetteville A GarverPlus Company
113 West Mountain
Fayetteville, AR 72701
Re: Sycamore Street Widening Project
Modification to Scope of Work
Contract Amendment I
Dear Jim:
The purpose of this correspondence is to request a modification to our design contract for the
above referenced project. As you may recall from our conversation last Thursday, August 21,
1997, the magnitude of storm water run off that eventually makes its way to the intersection of
Leverett and Sycamore Streets is quite significant.
I truly believe that if we can find a route for a drainage easement from the south end of Oakland
Street due east to Skull Creek, it will be cost effective in the long run. This would greatly reduce
the potential for flooding at the intersection of Leverett and Sycamore Streets. The existing 7.5'
wide X 2.25' tall box culvert at this intersection is capable of passing approximately 200 cfs
without surcharging. Preliminary drainage calculations indicate that a 10 year, 24-hour storm
event will produce an estimated run off of 380 cfs.
Therefore, regardless of the size drainage structure installed during the widening of Sycamore
Street, a bottleneck is going to exist at this intersection. It appears that at least two options are
available to eliminate this bottleneck. They are: 1) upgrade the size of the existing storm sewer
system between the intersection of Leverett and Sycamore Streets and Skull Creek; or 2)
reduce the volume of storm water run off which accumulates at this intersection.
I would propose the second option, primarily because I believe it would be somewhat of a trade
off. The City can either spend the money to build adequate drainage from Oakland Street to
Leverett (along Sycamore) at which point a bottleneck occurs, or choose to divert approximately
50% to 75% of the total run off prior to it reaching Sycamore Street.
It is this option that we would like to explore for the City, because we believe it to be the most
cost-effective approach to actually solving the problem versus simply relocating it.
The following is a brief scope of work that outlines our proposed approach to evaluating this
option:
• Determine the amount of storm water run off generated within the drainage basin in
question for various storm events (5, 10, 25, 50 and 100 year storm events).
• Determine the best location to intercept the storm water run off along Oakland Street.
• Quantify the amount of storm water that would be diverted to Skull Creek at this point.
GarverPlus Engineers•1010 Battery Street,P.O.Box 50,Little Rock,Arkansas 72203-0050•800-264-3633•FAX 501-372-8042•e-mail garver@aristotle.net
Garver+Garver,Little Rock,Arkansas,Fayetteville,Arkansas•Elliott+Garver,Jackson,Mississippi, Oxford,Mississippi
HUB+Garver. Tulsa,Oklahoma•Lee+Garver, Louisville,Kentucky•WTW+Garver,Huntsville,Alabama,Brentwood, Tennessee•Urba+Garver,Mexico City
•
. Page 2
Mr.Jim Beavers
October 2, 1997
• Calculate the size and type of conduit that would best be suited to transport the storm
water to Skull Creek.
• With the size and type of conduit known, select a couple of alternative routes for a
drainage easement to Skull Creek.
• Provide the City with a quantitative volume of storm water that would be introduced to
Skull Creek and the proposed location for that outfall.
• Preliminarily size a splitter/diversionary structure at the location along Oakland Street
where the storm water flow would be intercepted, in order to limit the flow to Skull Creek
if necessary.
We will compile and furnish a report including the information along with the available
alternatives and our recommendations.
We would propose to amend our existing contract to include the above referenced scope of
work. This work would be performed on an hourly basis in accordance with the hourly rate
schedule (Appendix B) of our original contract. We suggest an amount of$7,553.00 be
budgeted for this report. We will not exceed this amount without written authorization.
If this letter of proposal is acceptable to you, please sign below, return a signed original for our
files, and we will begin immediately. We can not proceed much further with the Sycamore
project until this issue of drainage is resolved.
Thank you in advance for your attention to this matter.
Cordially yours,
Garver+Garver, P.A.
X./(4m i 1 It"
Bob Bryant/P.E.
Vice President
BB:II
Garver+ arver, P A. is hereby authorized to proceed in accordance with this letter of proposal.
le/
/ula Title
/0-7 - 97
ignature eTitle Date
976070
Contract Amendment•I: Sycamore Street Widening Project Garver+Garver
Study possibility of storm water run off rerouting.
1. Determine the amount of storm water run off generated within the drainage basin in question for
various storm events(5, 10,25,50 and 100 year storm events).
2. Determine the best location to intercept the storm water run off along Oakland Street.
3. Quantify the amount of storm water that would be diverted to Skull Creek at this point.
4. Calculate the size and type of conduit that would best be suited to transport the storm water to
Skull Creek.
5. With the size and type of conduit known,select a couple of alternative routes for a drainage
easement to Skull Creek.
6. Provide the City with a quantitative volume of storm water that would be introduced to Skull
Creek and the proposed location for that outfall.
7. Preliminarily size a splitter/diversionary structure at the location along Oakland Street where the
storm water flow would be intercepted,in order to limit the flow to Skull Creek if necessary.
1 2 3 4 5 Total Hours
Project Manager 1 0 4 5 10
Sr. Design Engineer 5 8 3 4 20
Design Engineer 20 20 20 10 70
Drafter/Technician 5 5 10 10 30
Clerical 0 0 5 10 15
Survey Crew 0 0 0 0 0
Unmarked Total
Personnel Hours Rate Labor Overhead Total
Project Manager 10 $ 31.73 $317 $514 $831
Sr. Design Engineer 20 $ 23.21 $464 $752 $1,216
Design Engineer 70 $ 17.72 $1,240 $2,009 $3,250
Drafter/Technician 30 $ 12.35 $371 $600 $971
Clerical 15 $ 11.00 $165 $267 $432
Survey Crew 0 $ 31.00 $ - $0 $0
Subtotal for Labor $6,700
EXPENSES:
Description
Printing $28
Geotechnical (Billed Directly to Client) $0
Equipment Rental/Survey Supplies $0
Mileage/Travel 50 x 0.3 $15
Subtotal for Expenses $43
Subtotal for Labor and Expenses $6,743
Fixed Fee(12%) $809
Total Amount Estimated This Item $7,553
MT C'1� OPT ETA 06):,.„;
STAFF REVIEW FORM k ill e,, ,• '
AGENDA REQUEST ., 1 On
X CONTRACT REVIEW
GRANT REVIEW n `¢- •t
For the Fayetteville City Council meeting of Mayor' s Approval Only
FROM:
Sid Norbash 4/1 4../ Engineering Public Works
Name Division Department
ACTION REQUIRED: Approval of Amendment #1 to the Engineering Contract with
Garver Engineers, Inc . For Sycamore Street Widening Project (Construction
Observation Phase) , in the amount of $13 , 093 .
COST TO CITY:
$13 , 093 $642 , 552 Street Impvts .
Cost of this Request Category/Project Budget Category/Project Name
4470-9470-5809-00 $262 , 871 Streets
Account Number Funds Used To Date Program Name
97030-0010 $70 , 225 Sales Tax Construction
Project Number Remaining Balance Fund
BUDGET REVIEW: X Budgeted Item Budget Adjustment Attached
-Y716
t Coordinator Administrative Services Director
CONTRACT/G /LEASE R.EV3EW: GRANTING AGENCY:
(:,11"Yz-a altz,„,.,„ 9/e/a
Acc intir}g Tnager Date ADA Coordinator Date
t/ , i'. 7 (',1, (f)ait,tui . 6.1\t (t.tfr. 9ig/sv
City Attorney/ Date Internal Abditor Date
..VIve.Q, Q--1- 0O
Purchasing Officer Date
STAFF RECOMMENDATION: Approval of the amendment #1
4. r"° 1Z�veZ _)(if-44a,ionad / D at Cross Reference
4' et Go New Item: Yes NO
rtmen irector sW.vt
Prey Ord/Res # : 24-97
Ad inist ati Services Director Date
� Orig Contract Date: 3-18-97
.440,6404,14.,-
440',6/ / Orig Contract # 729
Mayo Date
• • 0
Staff Review Form
Description/--Sycamore Eng. Con. Amndmt . #1 Meeting Date N/A
Project Name
Comments : Reference Comments :
Budget Director
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
FAYETTE V! LE •
THE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna, Mayor
Thru: Charles Venable, Public Works Director 6411
Jim Beavers, City Engineer L
From: Sid Norbash, Staff Engineer ,e
Date: September 5, 2000
Re: Sycamore Street Widening
Amendment#1 to the Engineering Contract (Construction Phase)
The above referenced project is under construction and an Amendment to the contract has been
necessitated to due certain field conditions and changes. Garver Engineers, Inc., the Project
Engineer has prepared the attached Amendment along with justifications for these changes.
The total increase in the contract amount is $13,093,which will be funded from the approved
project contingency(Resolution No. 115-99).
We request your approval of the enclosed Amendment#1 .
SN/sn
. O • r
'75-0
RESOLUTION NO. 115-99
A RESOLUTION AWARDING BID NO 99-68 TO SWEETSER
CONSTRUCTION IN THE AMOUNT OF $522,695.30 FOR A
CONSTRUCTION CONTRACT FOR SYCAMORE/LEVERETT
INTERSECTION AND DRAINAGE IMPROVEMENTS;
APPROVING A PROJECT CONTINGENCY AMOUNT OF
$88,270; AND APPROVAL OF A BUDGET ADJUSTMENT IN
THE AMOUNT OF $136,825.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby awards Bid No. 99-68 to Sweetser Construction
in the amount of$522,695.30 for a construction contract for Sycamore/Leverett intersection and
drainage improvements; approves a project contingency amount of$88,270; and authorizing the
Mayor and City Clerk to execute said agreement. A copy of the agreement is attached hereto
marked Exhibit "A" and made a part hereof.
Section 2. The City Council hereby approves a budget adjustment in the amount of
$136,825 increasing Street Improvements,Acct.No. 4470 9470 5809 00, Project No. 97030 20 by
decreasing Street Improvements,Acct.No. 4470 9470 5809 00, Project No. 96044 20. A copy of
the budget adjustment is attached hereto marked Exhibit "B" and made a part hereof.
PASSED AND APPROVED this Z day of September , 1999.
APPROVED)
Z4 /7 /Z,
By: Free
ATTEST:
ATTEST:
By:- 1G4 G�
Heather Woodruff, City Clerk k Qy;
5
4�g�9r'1
f ' , • •
Garver,Inc.
Engineers
3810 Front Street,Suite 10
Fayetteville,AR 72703
501-527-9100
FAX 501-527-9101
www.garverinc.com GARVER ENGINEERS
June 5, 2000
Mr. Jim Beavers, P.E.
City Engineer
City of Fayetteville
113 West Mountain
Fayetteville, AR 72701
Re: Sycamore & Leverett Intersection Improvements
Engineering Contract Amendment No. 1
Dear Jim:
As we have discussed, the scope of work for our Construction Phase Services on the
Sycamore and Leverett Intersection Improvements project has increased. For your
convenience, I have summarized the items that have increased our original scope of services.
Work before Official Contract Start Date. The date of completion for utility relocation
surpassed the date given to us at the utility relocation meeting on 8-11-99. The City allowed
the Contractor to begin work on Monday, February 21, one week prior to the official Notice
to Proceed date.
Redesign of Wingwall Footing at Skull Creek. Plans were submitted to all utility
companies at the utility relocation meeting. Despite these efforts, the utilities near Skull
Creek, were not relocated outside the project corridor. In this area the relocated utilities
would not allow for the wingwall footing to be constructed as shown in the plans. Sid
Norbash directed us to make the necessary changes to the plans in order to allow for
construction to continue.
Relocation of 8-inch Waterline. During the design phase of this project we measured down
at the valve boxes in order to estimate the depth of all water lines located underneath the
asphalt streets. During construction the 6-inch waterline running north and south under
Leverett Street was exposed. This cast iron pipe had a collar at an elevation which would
have prevented the Contractor from maintaining the planned flow-line elevation for the box
culvert. Because of other underground utilities and the street grade, adjustment of the box
culvert grade was not feasible. After much discussion, the City determined that this waterline
needed to be relocated. We estimate this relocation increased the construction contract
performance time by 28 calendar days. This will increase the total construction contract
performance time to 178 calendar days.
In accordance with our contract and your direction,please consider this letter as a proposed
amendment to our current contract with the City for Bidding Services and Construction Phase
Brentwood,TN•Fayetteville,AR•Huntsville,AL•Madison,MS•Little Rock,AR•Louisville,KY•Tulsa,OK
• •
Mr. Jim Beavers, P.E.
June 5, 2000
Page 2
attached. Services to cover our increased scope of work. A revised Appendix A (fee
spreadsheet) is We propose to revise our "not to exceed" fee from $50,275 to $63,368 for
Construction Phase Services.
If you have any questions,please call me. Thank you.
Sincerely yours,
G VER ENGINES S
Brock E. Hoskins, P.E.
Vice President/Project Manager
97-6070
APPROVAL
Approval of the above Sycamore & Leverett Intersection Improvements Engineering Contract
Amendment No. 1 is hereby acknowledged by the City of Fayetteville
this the 7' day of i„'`'^11/1 , 2000
By: adill/41441
Title: M ay d r
Appendix A-Page 1 of 2 • 05-Jun-00
City of Fayetteville
Sycamore and Leverett Intersection Improvements
Bidding Services and Construction Support Services
BIDDING SERVICES
Coordinate advertisement and bid dates with the City. Dispense plans and specifications to prospective bidders and
support plans through bidding process. Prepare bid tabulation,recommendation of award,execution of contracts,and
notice to proceed. Prepare for and conduct utility coordination meeting and preconstruction conference.
1 Total
Project Manager 20 20
Project Engineer 10 10
Design Engineer 24 24
Technician/Draftsman 0 0
Clerical 12 12
Survey Crew 0 0
Construction Observer 0 0
Construction Engineer 0 0
CONSTRUCTION SUPPORT SERVICES(WITH AMENDMENT NO.1)
1 Review and correct/approve Contractor's construction materials submittals for conformance with the contract
documents. Prepare and submit Contractor's monthly pay requests to City for approval. Prepare project closeout
paperwork and submit to the City.
2 Provide part time construction observation for the 178-day construction contract performance time(estimate 4 to 6
hours per day for 5 day work weeks)plus one week of construction prior to the official Notice to Proceed. Provide
clerical and engineering support for the construction observer. Prepare record drawings.
1 2 Total
Project Manager 17 74 91
Project Engineer 0 24 24
Design Engineer 28 151 179
Technician/Draftsman 4 35 39
Clerical 14 12 26
Survey Crew 0 0 0
Construction Observer 0 0 0
Construction Engineer 0 689 689
• •
•
•
Appendix A- Page 2 of 2 05-Jun-00
City of Fayetteville
Sycamore and Leverett Intersection Improvements
Bidding Services and Construction Support Services
Construction
Bidding Services Support Services
DIRECT SALARY COST MAN MAN
HOURS COST HOURS COST
Project Manager 20 $600.00 91 $2,730.00
Project Engineer 10 $260.00 24 $624.00
Design Engineer 24 $528.00 179 $3,938.00
Technician/Draftsman 0 $0.00 39 $614.25
Clerical 12 $120.00 26 $260.00
Survey Crew 0 $0.00 0 $0.00
Construction Observer 0 $0.00 0
$0.00
Construction Engineer 0 $0.00 689 $13,263.25
Subtotal-Salaries $1,508.00 $21,429.50
LABOR AND GENERAL
ADMINISTRATIVE OVERHEAD(163.31%) $2,462.71 $34,996.52
DIRECT NON-PAYROLL COSTS
Reproduction $293.00 $0.00
Survey Supplies $0.00 $0.00
Aerial Photography $0.00 $0.00
Computer Rental $0.00 $0.00
Travel Costs $0.00 $153.00
Subtotal-Direct Non-Payroll Costs $293.00 $153.00
Subtotal $4,263.71
$56,579.02
PROFESSIONAL FEE(profit) $511.65 $6,789.48
TOTAL: $4,775.00
$63,368.00
TOTAL ESTIMATED COST: $68,143.00
Prepared by IWjo.sit.:_.____
Garver Engin s
. , • •
FAYETTEVñILE
THE CITY OF FAYETTEVILLE,ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Sid Norbash, Engineering
From: Heather Woodruff, City Clerk
Date: September 12, 2000
Attached is a copy of the completed staff review form and signed amendment no. 1 to the
engineering contract with Garver Engineers for Sycamore Street Widening project. I am also
returning 50k original The original will be microfilmed and filed with the City Clerk.
cc: Nancy Smith, Internal Auditor