HomeMy WebLinkAbout207-26 RESOLUTIONDocusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 207-26
File Number: 2026-28t5
A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES
AGREEMENT WITH OLSSON, INC. IN AN AMOUNT NOT TO EXCEED $53,000.00 FOR ADDITIONAL
SERVICES RELATED TO THE INSTALLATION OF A FIRE SUPPRESSION SAFETY SYSTEM IN THE
WEST AVENUE PARKING DECK
WHEREAS, on May 13, 2026, the City and Olsson, Inc. entered into an Agreement for professional engineering
services to analyze the structure and evaluate the capacity of the West Avenue Parking Deck to accommodate special
events; and
WHEREAS, on June 9, 2026, the Agreement was amended to include a fire suppression system; and
WHEREAS, Amendment No. 2 includes additional services to assist with design, procurement, and construction
administration services for a complete fire suppression system.
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. 2 to the professional engineering services agreement with Olsson, Inc. in an amount not to exceed
$53,000.00 for design, procurement, and construction administration services related to the installation of a fire
suppression safety system in the West Avenue Parking Deck.
PASSED and APPROVED on September 15, 2026
Approved:
Mel� rawvu
Molly Rawn, Mayor
II I T R /1//
Attest: N�VY QF:9s���i
v: FAYETTEVILLE-�_
Kara Paxton, City Clerk Trea S•;Q{(gNSPN
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Page 1
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
Na) CITY OF
�. FAYETTEVILLE
ARKANSAS
MEETING OF SEPTEMBER 15, 2026
CITY COUNCIL MEMO
2026-2815
TO: Mayor Rawn and City Council
THROUGH: Chris Brown, Public Works Director
Jennifer Walker, Chief of Staff
FROM: Justin Clay, Parking Manager
SUBJECT: Amendment No. 2 to the West Ave Parking Deck Professional Services Agreement
for a Fire Suppression Safety System
RECOMMENDATION:
Staff recommends approval of Amendment No 2 to the West Ave Parking Deck Professional Services
Agreement with Olsson, per RFQ 26-01.
BACKGROUND:
The West Ave Parking Deck will need to have fire sprinkler protection to accommodate special events, crowds,
and future development. This will also bring the parking deck into conformance with the current fire codes for
parking decks.
On May 6, 2026, the City approved an agreement to authorize Olsson to analyze the structure and evaluate
the capacity of the parking deck to accommodate special events.
On June 9, 2026, the City approved Amendment No. 1 to include Fire Suppression Preliminary Engineering
Design to work within a design build scenario. This amendment provided for Olsson to perform the preliminary
design to establish parameters for the project and to review and inspect the design/build contract.
On July 2, 2026, a selection committee of city staff and 1 City Council member formally selected Olsson to
provide additional engineering services for this project.
DISCUSSION:
During the scope of work provided for in Amendment 1, it was determined that there were additional
complexities to the project that would require the fire sprinkler service line to be a wet system for the supply
line to go up the structure of the parking deck, with a dry system on each level. This will require a climate -
controlled chase to house the wet system to prevent freezing during the winter. With these additional design
needs that are beyond the scope of a single fire suppression company, the design/build scenario is not the
best approach.
This amendment will amend the scope of services with Olsson to assist with design, procurement, and
construction administration services for a complete fire suppression system with all the necessary design
elements of the fire suppression system and supporting infrastructure. Once Olsson has completed the design
and bid documents, the project will be bid out for construction. Olsson will assist in procurement during the
bidding phase and with construction administration during the construction phase.
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 EBEFD
BUDGET/STAFF IMPACT:
The cost of this work to be performed by Olsson is $53,000 and will be utilized from the Parking Deck
Improvement project budget.
ATTACHMENTS: 3. Staff Review Form, 4. Amendment 2 Olsson West Ave Deck
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Legislation Text
File #: 2026-2815
A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES
AGREEMENT WITH OLSSON, INC. IN AN AMOUNT NOT TO EXCEED $53,000.00 FOR
ADDITIONAL SERVICES RELATED TO THE INSTALLATION OF A FIRE SUPPRESSION
SAFETY SYSTEM IN THE WEST AVENUE PARKING DECK
WHEREAS, on May 13, 2026, the City and Olsson, Inc. entered into an Agreement for professional
engineering services to analyze the structure and evaluate the capacity of the West Avenue Parking
Deck to accommodate special events; and
WHEREAS, on June 9, 2026, the Agreement was amended to include a fire suppression system; and
WHEREAS, Amendment No. 2 includes additional services to assist with design, procurement, and
construction administration services for a complete fire suppression system.
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. 2 to the professional engineering services agreement with Olsson, Inc. in an
amount not to exceed $53,000.00 for design, procurement, and construction administration services
related to the installation of a fire suppression safety system in the West Avenue Parking Deck.
Page 1
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
Justin Clay
Submitted By
City of Fayetteville Staff Review Form
2026-2815
Item ID
9/15/2026
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
8/13/2026 PARKING MANAGEMENT (430)
Submitted Date Division / Department
Action Recommendation:
A resolution to approve Amendment No. 2 to the professional services agreement with Olsson, Inc. in an amount
not to exceed $53,000.00 for additional services related to the installation of a fire suppression safety system in the
West Avenue Parking Deck.
Budget Impact:
2130.430.9133-5314.00
Parking CIP
Account Number Fund
24001.4000 Parking Deck Improvements, West Avenue Deck
Project Number
Budgeted Item? Yes
Does item have a direct cost? Yes
Is a Budget Amendment attached? No
Total Amended Budget
Expenses (Actual+Encum)
Available Budget
Item Cost
Budget Amendment
Remaining Budget
Project Title
$ 78,300.00
$ 17,500.00
60,800.00
$ 53,000.00
7,800.00
Purchase Order Number: 2026-00000722 Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
AMENDMENT NO.2
To
CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES
WEST AVENUE PARKING DECK ADDITONAL SERVICES
Between
CITY OF FAYETTEVILLE, ARKANSAS
And
OLSSON, Inc.
WHEREAS, the City of Fayetteville, Arkansas (CITY OF FAYETTEVILLE) and Olsson, Inc. of
Fayetteville, Arkansas (ENGINEER) entered into an Agreement for professional engineering services on
May 13, 2026 in connection with the West Avenue Parking Deck Additional Services (the "Project'); and
WHEREAS, on June 9, 2026, the Agreement was amended to include Fire Suppression Preliminary
Engineering Design; and
WHEREAS, the CITY OF FAYETTEVILLE has requested further additional services to assist with
design, procurement, and construction administration services for a complete fire suppression system; and
the current Agreement must now be amended to provide the additional scope and amount of
compensation to the ENGINEER for the additional services;
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 Contract for
Professional Engineering Services is hereby amended in the following particulars:
Add the following to Appendix A regarding scope of work and compensation:
APPENDIX A — SCOPE OF SERVICES
AMD # 2: FIRE SUPPRESSION AND ALARM DESIGN AND CONSTRUCTION
ADMINISTRATION
1) Project Management, Bid Assistance, and Construction Contract Administration
ENGINEER shall assist the CITY with procurement of a general contractor who will
construct the fire suppression system for the vehicular areas of the parking deck, including
associated electrical, mechanical/HVAC, fire alarm, and structural improvements necessary
for a functional fire suppression system.
a) Project Management
i) Establishing and maintaining project schedule and budget.
ii) Coordinate with the Client, subconsultants, project team, agencies and/or other consultants that
are involved with this project or adjacent projects. This involves one-on-one meetings,
conference calls, etc.
iii) Kick -Off Meeting — Once a notice to proceed has been received, the PM will schedule and
attend a kickoff meeting with the full project team. The PM will draft an agenda, send out
invites, and record meeting notes with action items on which to follow up.
E20-0275 Amendment No.2 Page 1
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 EBEFD
iv) PM will schedule and attend progress meetings/design workshops with the project team and
will distribute an agenda 24 hours in advance of each meeting. The PM will draft an agenda,
send out invites, and record meeting notes with action items on which to follow up. It is
anticipated that a maximum of three (3) meetings (in addition to the kick-off meeting) will be
held for this project.
b) Bid Assistance and General Construction Contract Administration
i) Coordinate with city procurement department and prepare final bid documents, including
Plans and Specifications, as well as incorporation of procurement and contracting
requirements provided by the city. ENGINEER will modify city -provided documents as
appropriate to input project -specific information.
ii) Attend Pre -Bid Conference coordinated by the CITY.
iii) Receive and respond appropriately to questions from bidders through the CITY purchasing
department.
iv) Prepare addenda, including but not limited to answers to questions from bidders.
v) Attend Bid Opening conducted by CITY purchasing department.
vi) Review submitted bids for completeness and responsiveness.
vii) Review bid tabulation provided by CITY.
viii) Provide recommendation of award to CITY within three business days.
ix) Coordinate with CITY and selected contractor on contract execution.
x) Issue Notice to Proceed.
xi) Attend monthly progress meetings conducted by the contractor.
xii) Respond to Requests for Information (RFIs) from the contractor.
xiii) Review and process payment applications submitted by the contractor, and make
recommendations to the CITY regarding payment.
xiv) Perform site visits as detailed in Sections 2 and 3 below.
xv) Coordinate and attend final inspection and provide punch list.
xvi) Prepare and issue certificate of substantial completion.
2) Fire Alarm Engineering Design and Construction Administration
ENGINEER shall review the existing fire Alarm system and shop drawings and prepare a
delegated performance specification fire alarm system design for modification and addition
of existing Fire Alarm system. Services will include the following:
a) Fire Alarm delegated performance specification plans that include monitoring of the new
addition fire suppression system, include location and model of the existing fire alarm
panel and major equipment locations, locations of new supervisory, waterflow, and
tamper switch for conformance with NFPA 72 requirements. Fire alarm design is
delegated to the fire alarm contractor. The fire alarm contractor shall provide the final fire
alarm design including shop drawings with full device layout, wiring, battery and voltage
drop calculations, and product data.
b) Performance specifications for fire alarm systems.
E20-0275 Amendment No.2 Page 2
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 EBEFD
c) Prepare schematic one -line diagrams showing system zoning, device types, and wiring.
d) Coordination with other disciplines for proper integration of the fire alarm system.
e) Review and respond to Authority Having Jurisdiction (AHJ) building permit comments
as they pertain to the delegated performance specifications.
f) Construction Administration services are limited to one (1) site visit, one (1) submittal
review for fire alarm and two (2) hours of RFI responses.
g) Assumptions:
i) The scope of work is limited to the fire alarm system modification required to
interface with the new fire sprinkler system.
ii) The existing fire alarm system will be considered acceptable under the code editions
and is of sufficient size and capability to serve the new fire alarm devices without the
need to replace or upgrade any portion of the system.
h) Exclusion: Full building fire alarm system design.
3) Electrical, MEP/HVAC, and Associated Design and Construction Administration
ENGINEER shall provide design services to accommodate the fire suppression system
designed and installed by the fire suppression contractor, including the following:
a) Mechanical design required to add electric unit heaters to new riser rooms on each floor.
b) Electrical power circuit design to the fire alarm and heating equipment for renovation
utilizing existing distribution. The design assumption is that the existing system is
sufficient for new loads.
c) If required, ENGINEER will engage an architect as a subconsultant for additional
consultation with architectural elements.
d) Response to written Request for Information (RFIs) from the general contractor during
construction phases.
e) Review of contractor material submittals and shop drawings. Olsson will review each
submittal a maximum of two (2) times. Additional reviews can be performed as added
f) Two (2) Construction Site Observation Visits are included.
Exclusions:
a) Full-time construction observation
E20-0275 Amendment No.2 Page 3
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 E8EFD
AMD #2 COMPENSATION
Compensation shall be paid to Olsson for AMD #2 FIRE SUPPRESSION AND ALARM
DESIGN AND CONSTRUCTION ADMINISTRATION based on the actual time of personnel
performing such services in accordance with the Labor Billing Rate Schedule(s), and all actual
reimbursable expenses in accordance with the Reimbursable Expense Schedule attached to this
agreement. Olsson shall submit invoices on a monthly basis, 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
$53,000.
The not -to -exceed fee above includes an allowance of $5,000 for architectural support if
necessary.
PROJECT SCHEDULE
OLSSON shall begin work under this Agreement within two (2) working days of a
Notice to Proceed (NTP) and shall complete the work described above in accordance
with the schedule below.
Provide Bid Documents:
• Within thirty (60) Calendar days after NTP
All other provisions of the original Agreement remain in full force and effect.
E20-0275 Amendment No.2 Page 4
Docusign Envelope ID: 4119F2C6-911 F-8E7A-8147-A511541 EBEFD
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 15th day of
September , 2026.
CITY OF FAYETTEVILLE, ARKANSAS
B�
y: - G
Mayor, Molly Rawn �� v�' �(Y
ATTEST: �/ —v; FAYETTEVILLE:
By.0kAPG5: F
Kara Paxton, City Clerk Treasurer
OLSSON, INC.
By: j b aj
Brad Hammond, PE; Vice Presiden
END OF AMENDMENT NO.2 TO
CONTRACT FOR PROFESSIONAL ENGINEERING SERVICES
E20-0275 Amendment No.2 Page 5