HomeMy WebLinkAbout104-90 RESOLUTIONRESOLUTION NO. 104-9n
A RESOLUTION' APPROVING 7THE AMENDMENTS FOR
ENGINEERING CONTRACTS WITH ETC ENGINEERS, INC.
AND APPROVAL OF A BUDGET ADJUSTMENT.
'
1 _
BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
y; t i i
Section 1:'4 That the Mayor 'and City Clerk are hereby
authorized and directed to execute the amendments to engineering
contracts with ETC Engineers, Inc. for the lift station telemetry
project and the manhole rehab/sewer flow monitoring/water works
telemetry project in the amount of $34,048.00. A copy of the
contract amendments authorized for execution hereby is attached
hereto marked Exhibit "A" and made a part hereof.
Section 2. The Board of Directors hereby approve a budget
adjustment in the amount of $11,639.00. A copy of the budget
adjustment for approval is hereby attached hereto marked Exhibit
"B" and made a part hereof.
PASSED AND APPROVED this 3rd
" \V
C `•
ATTEST:
; City .C1 rk
^
47-7
i 1
X`.
day of July
APPROVED:
B y : li�.d
Mayor
, 1990.
FRAM ETC ENGS-POLYSTRCTRS
6. 5.1990 t6:10 P. 2
AMENDMENT NO. 1
AGREEMENT FOR ENGINEERING SERVICES
FOR
LIET:STAT ION ,TELEMETRY
'
CITY OF FAYETTEVILLE, ARKANSAS
This Amendment No. 1 to the original contract dated August 4, 1990, between the
city of Fayetteville, Arkansas and ETC Engineers, Inc , Little Rock, Arkansas, is for
the purpose of expanding the scope of work of the original contract and
compensating the Engineer for the additional services. The following sections of the
original contract document is hereby amended as follows:
SECTION 2.2 RESIDENT SERVICES DURING CONSTRUCTION.
The Engineer is hereby requested to provide the resident inspection services
described in section 2.2. Such services are deemed necessary to make certain that
the project is constructed as per specifications and the city receives a completed
project that meets the performance specification per contract documents.
The resident services will be limited to the duties and responsibilities and authority
as described below:
1. Schedule: Review the progress schedule, schedule of Shop drawing
submission, schedule of valves and other schedules prepared by
CONTRACTOR, and consult with the OWNER concerning their
acceptability.
2. Conferences: Attend preconstruction conferences. Arrange a
scheduleof progress meetings and other job conferences as required in
consultation with the OWNER.
3. Liaison:
a. Serve as OWNERS liaison with CONTRACTOR, working principally
through CONTRACTOR's superintendent and assist him in
understanding the intent of the Contract Documents.
b. Obtain from OWNER additional details or information when
required at the job site for proper execution of the Work.
4. Shop Drawings and Supplies:
a. Receive and record date of receipt of Shop Drawings and
samples and obtain approval.
b. Receive samples which are furnished at the site by CONTRACTOR
for ENGINEER's approval, and notify OWNER of their availability
for examination.
Advise CONTRACTOR or his superintendent immediately of the
FROM ETC ENGS-PGLYSTRCTRS
6. 5.1990 16:11 P. 3
commencement of any Work requiring a Shop Drawing or sample
submission if the submission has not been approved by A the
ENGINEER,
5. Review of Work, Rejection of Defective Work, Inspection
and Tests.
a. Conduct on-site observations of the Work in progress to determine
that the Project is proceeding in accordance with the Contract
Documents and that completed Work will conform to the Contract
Documents.
b. Report to OWNER whenever he believes that any Work is unsat-
isfactory, fault or defective or does not conform to the Contract
Documents, or has been damaged, or does not meet the requirements
of any inspections, tests or approvals required to be mdde, and advise
OWNER when he believes Work should be corrected or rejected or
should be uncovered for observation, or requires special testing or
inspection.
c. Verify that tests, equipment and systems startups and operating
and maintenance instructions are conducted as required by the
Contract Documents and in presence of the required personnel, and
that CONTRACTOR maintains adequate records thereof; observe,
record and report to ENGINEER appropriate details relative to the
test procedures and startups.
d. Accompany OWNER and visiting inspectors representing public or
other agencies having jurisdiction over the Project, record the
outcome of these inspections.
6. Records
a. Daily inspection reports.
1. Date, project number, contractor, inspection time.
2. Weather conditions.
3. Work performed by contractor.
4. Deficiencies and corrective measures.
5. Significant delays and causes.
6. Material and equipment deliveries to the site.
7. Disputes.
8. Instructions received or given.
9. Description of accidents.
10. Details of extra work done by contractor outside the scope
of the contract.
11. Visitors.
FROM ETC ENGS-POLYSTRCTRS
6. 5.1990 16 11 P. 4
12. Record of men and equipment.
13. Tests.
Shop submittals and shop log ( submittals by contractor of detailed
data for equipment and/or material to be used in the project.
c. Change order files.
d. Records of construction deficiencies and resolutions
e. Log of deviations (list of all deviations from design
specifications and plans granted LO the contractor).
f. Test results files with clear indications of need for retesting.
SECTION 5: PAYMENT TO ENGINEERS
This is a cost reimbursement type contract. The original budget is increased due to
the expansion of scope as described above. The budget is increased as follows:
1. Lift Station Telemetry $12,938.24
Total Budget Increase: $12,938.24
Total Maximum Revised
Not to exceed fee: $76,656,24
All other stipulations of the original contract remain unchanged. This Amendment
Number 1 agreed to June 5, 1990.
Attest:
ityACler
Attest:
Lem Tull, Sec./treasurer
CITY OF FAYETTEVILLE, AR SAS
li !Sent/
William V. Mart
MizatrdZ;jiiman, l'resi
FROM ETC ENGS-POLYSTRCTRS
6. 5.1990 16:12 P. 5
AMENDMENT NO. 1
AGREEMENT FOR ENGINEERING SERVICES
FOR
1. MANHOLE REHAB SYSTEM417 2. SEWER FLOW MONITORING
CITY OF FAYETTEVILLE, ARKANSAS
3. WATERWORKS
TELEMETRY
This Amendment Nu. 1 to the original contract dated April 11, 1989, between the
city of Fayetteville, Arkansas and ETC Engineers, Inc., Little Rock, Arkansas, is for
the purpose of expanding the scope of work of the original contract and
compensating the Engineer for the additional services. The following sections of the
original contract document is hereby amended as follows:
SECTION 2.2 RESIDENT SERVICES DURING CONSTRUCTION.
The Engineer is hereby requested to provide the resident inspection services
described in section 2.2. Such services are deemed necessary to make certain that
the project is constructed as per specifications and the city receives a completed
project that meets the performance specification per contract documents.
The resident services will be limited to the duties and responsibilities and authority
as described below:
1. Schedule: Review the progress schedule, schedule of Shop drawing
submission, schedule of valves and other schedules prepared by
CONTRACTOR, and consult with the OWNER concerning their
acceptability.
Conferences: Attend preconstruction conferences. Arrange a
scheduleof progress meetings and other job conferences us required in
consultation with the OWNER.
3. Liaison:
a. Serve as OWNERS liaison with CONTRACTOR, working principally
through CONTRACTOR'S superintendent and assist him in
understanding the intent of the Contract Documents.
b. Obtain from OWNER additional details or information, when
required at the job site fur proper execution of the Work.
4. Shop Drawings and Supplies:
a. Receive and re ord date of receipt of Shop Drawings and
samples and obtain approval.
Receive samples which are furnished at the site by CONTRACTOR
for ENGINEER's approval, and notify OWNER of their availability
for examination.
c. Advise CONTRACTOR or his superintendent immediately of the
FROM ETC ERGS-POLYSTRCTRS
6. 5.1990 16:12 P. 6
commencement of any Work requiring a Shop Drawing or sample
submission if the submission has not been appiovcd by ; the
ENGINEER.
5. Review of Work, Rejection of Defective Work, Inspection
and Tests.
a. Conduct on-site observations of the Work in progress to determine
that the Project is proceeding in accordance with the Contract
Documents and that completed Work will conform to the Contract
Documents.
b. Report to OWNER whenever he believes that any Work is unsat-
isfactory, fault or defective or does not conform to the Contract
Documents, or has been damaged, or does not meet the requirements
of any inspections, tests or approvals required to be made; and advise
OWNER when he believes Work should be corrected or rejected or
should be uncovered for observation, or requires special testing or
inspection.
c. Verify that tests, equipment and systems startups and operating
and maintenance instructions are conducted as required by the
Contract Documents and in presence of the required personnel, and
that CONTRACTOR maintains adequate records thereof; observe,
record and report to ENGINEER appropriate details relative to the
test procedures and startups.
d. Accompany OWNER and visiting inspectors representing public or
other agencies having jurisdiction over the Project, record the
outcome of these inspections.
6. Records
a. Daily inspection reports.
1. Date, project number, contractor, inspection time.
2. Weather conditions.
3. Work performed by contractor.
4. Deficiencies and corrective measures.
5. Significant delays and causes.
6. Material and equipment deliveries to the site.
7. Disputes.
8. Instruction; received or given.
9. Description of accidents.
10. Details of extra work done by contractor outside the scope
of the contract.
11. Visitors.
FROM ETC ENGS-POLYSTRCTRS
6. 5.1990 16:13 P. 7
12. Record of men and equipment.
13. Tests.
b. Shop submittals and shop log ( submittals by contractor of detailed
data for equipment and/or material to be used in the project.
Change order files.
Records of construction deficiencies and resolutions
e. Log of deviations (list of dll deviations from design
specifications and plans grunted to the contractor).
f. Test results files with clear indications of need for retesting.
SECTION 5; PAYMENT TO ENGINEERS
This is a cost reimbursement type contract. The original budget is increased due to
the expansion of scope as described above. The budget is increased as follows:
1. Manhole Rehab System 17 $6,128.64
2. Sewer Flow Monitoring $12,596.79
3. Waterworks Telemetry $2,383.36
Total Budget Increase:
Total Maximum Revised
Not to exceed fee:
$21,108.76
$123,376.76
All other stipulations of the original contract remain unchanged. This Amendment
Number 1 agreed to June 5, 1990.
Attest:
.Ily Caer
Attest:
Lem Tull, Sec./Treasurer
CITY OF FAYEEVILLE, A}KANSAS
‘Zard/`/�//�
'Wi'l'liam V. Marti
;NGINEERS,
- Consulting Engineers
and Scientists
1510 SOUTH BROADWAY, LITTLE ROCK, ARKANSAS 72202, 501-375-1786
March -27 1990
Mr. -Sid Norbash
Engineering and Maintenance
City of Fayetteville - -
113 West Mountain Drive
Fayetteville, Arkansas 72701
DeateSid:-
As per Our telephone discussion, I have prepared thissynopsisin support of my
_ request for additional funds for theprojectsthat we are currently contracted: to
perform Attachment 1 shows the current status of our contract. As you can -see,
after we submit a bill for the current period the total_funds :left inthe contract will
be in the amount of $14,757.00 The obvious:questronthat you will ask is why do we
have only this amount left while we still have to perform the construction -inspection
= -=services =Let me try to explain the reasonsior theeoverruns _.
1. The_project required a;lot niore field work than we perceived. As you -
knew outfield crew spentalot of time in the field to:documentexact field
conditions Our philosophy -has always been to give as much detail as possible ---
to the contractor. Usually this has a direct correlations with the contractor's
perceived risk. And of Course -this.directly°impacts-the contractor to his bid.
_,In this_case our expandedeffort in field data collection paid off in the way of
reduced bids that we received -in all`of the`the projects. .
2. We decided during the project concept stage to go though the two step
bidding process rather than the traditional - one-stepbiddmg process. Again
our intent was to save the city some money by bringing more competition: Of
course this took more engineering; effort and caused us to spend more project-
- _ - -_- ---
-budget byway of printing etc. However, this was also:instrumental �n
reducing -construction cost. --
3.CWe-originally were going to use the city's existing Motorola trunk lines for
dbwnloadingdata from remote monitoring points: During actual design we
decided that this would cause problems for the city, especially during
emergencies. Therefore the project team decided;
�
q
ENVIRONMENTAL 71 INDUSTRIAL J 1 MUNICIPAL P./.1 WATER RESOURCES
-' - STRUCTURAL j�- NON CUSTOMARY MATERIALS UTILITY
_4 ..,1 SOLID. WASTE 71 RESOURCE RECOVERY ri HAZARDOUS WASTE
- � 71 RESEARCH & DEVELOPMENT f FLUID MECHANICS I AERODYNAMICS
t _ e
after getting concurrence from the city, to install an independent
telecommunication system based on radio telemetry. This required us to
perform radio path survey and obtain an FCC license. As you know this is a
monstrous task. But, without the radio path survey we would have probably
not gotten the bids like we did. A copy of the radio path survey is included
for your file This was also given to all of the contractors. We are in the
process of filling up the FCC license forms and will bring it to the city as soon
as we complete the forms.
I hope the above reasons are enough ground for this request for additional funds. I
have tried to develop a projected cost for the construction period. We are assuming
that all three contracts will proceed simultaneously. This may not happen. We will
also try to contain all costs in any ways that we can. Based on two full time
construction inspectors for three months construction period, our estimated budget
is $48,805 (see attachment 2). Therefore the amount of additional funds needed is
$34,048.00.
Please review these materials and call me if you have any questions We have had a
wonderful time working for you and the rest of the folks at the City of Fayetteville. I
hope you have enjoyed working with us as well. I am planning to come and visit Bob
and you in the next couple of weeks to determine our course of action on
Huntington subdivision
Thanks again.
Sincerely,
V\1\4
Mi
cc• Mr. Bob Kelly
Enclosures
'RH/lb
rR
ATTACHMENT 1
CURRENT STATUS OF THE CONTRACTS:
TITLE OF CONTRACT
I TOTAL I AMOUNT I AMOUNT I BALANCE 1
:CONTRACT I BILLED I EARNED I IN :
: AMOUNT 1 TO DATE :NOT BILLED: CONTRACT
RFP 89-1
JOB NO. 892204
LIFT STATIONS TELEMETRY
PUMP STATIONS MONITORING
SYSTEM.
$63,718 1 $48,720
$8,602 1 $6,396
RFP 89-1
JOB NO. 892203
WATERWORKS TELEMETRY
REMOTE MONITORING OF -
PUMP STATIONS AND TANKS
$11,639 : $9,423
$1,141 1 51,075
RFP 89-1
JOB NO. 892202
MANHOLE REHABILITATION
MINI SYSTEM 17
$29,975 : $24,216
$2,902 1 $2,857
RFP 89-1
JOB NO. 892201
FLOW MONITORING AT
MANHOLES THROUGH REMOTE
TELEMETRY
$60,652 : $51,122
$5,101 1 $4,429
TOTAL TO DATE I $165,984 I $133,481
$17,746 I $14,757
ATTACHMENT 2
ESTIMATE OF ADDITIONAL FUNDS NECCESSARY TO COMPLETE THE
RESIDENT INSPECTION PHASE OF THE PROJECTS:
ASSUMPTION: RESIDENT INSPECTION TIME = 13 WEEKS
THIS ASSUMTION IS BASED ON THE TIME ALLOWED FOR
CONSTRUCTION COMPLETION IN EACH OF THE THREE CONTRACTS AND
ANTICIPATED STARTUP OF ALL THREE CONTRACTS SIMULTANEOUSLY
TOTAL MANHOUR FOR EACH RESIDENT INSPECTER = 520.00 HRS.
NO OF INSPECTERS NEEDED = 2 - ONE FOR MAN HOLE
REHAV. AND ONE FOR
THE OTHER CONTRACTS.
CATAGORY HRS. RATE AMOUNT
PROJECT MANAGER 80 $21.63
ENGINEER 520 $15.38
INSPECTOR 520 $12.00
CLERICAL 40 $6.05
SUBTOTAL - LABOR
GENERAL AND ADMINISTRATIVE OVERHEAD @ 130.00%
MISCELLANIOUS EXPENSES:
PER DIEM FOR 130 DAYS @
MILAGE ONE TRIP PER WEEK
$1,730
$7,998
$6,240
$242
$16,210
$21,073
$45.00 $5,850
$1,235
SUBTOTAL - ALL $44,368
PROFIT FOR FEE 10.00% $4,437
TOTAL ESTIMATED BUDGET
FUNDS AVAILABLE IN CURRENT CONTRACT
$48,805-
$14,757
ADDITIONAL FUNDS NEEDED $34,048
DATE : 28 -Mar -90
CITY OF FAYETTEVILLE,
N
03
ACCOUNT INFORMATION
REQUIRING BOARD APPROVAL
INCREASE
DATE REQUESTED
O
0'.
1
DEPARTMENT
ACCOUNT TITLE
Cap.Water Mains
Contract Services
ACCOUNT NUMBER
540-560-5-315.00
0
41-1
414J
3
co >1
O N
0
U ?�
rI
G0)
•.•I .-1
+1 N
1J
bd N
W
0 co
4-I
N O
1.1 ro
N
11 Oa)
o, C 3
w
a U 0
Z Ww
H 0
o Q
F
O N (1)
ta -1 Cm
O 7 O
1:4 ILI 44-1
F
Z
0
$11,639.00
0
U
W
ACCOUNT TITLE
Contract
31
N
Sa ' 0
m U
W a) I +1
u 3 IF •
CP .I O
•d�0.0 3O
v 3
n) 0
+�ow
, w
rl U04 4. N
lTro N 0.) CO
C 31 O N I O 441
UOQ 0}•i N
CU
U CL) 4443 dN1 3w.
(U n -P
31.0 Oa)ro NN
0 4 31 .O 31 O 0
Lk a o
O
•ri r1 a) O rl
0 G 0 4-1
(I) 0 rci 0
C.) U 31
m 3 N 3 al
3U.0A
>41 140 4J in
+1-d nO) CH
0:1 ICC
4a
r -1N •r1
a) E•r4 0 3
N
v >, N 014:4+� 1n 2i .0 210
3+U.1 E
< AS
a)< a)ri a)'
4 U (1)
+1 1n tr -P E W
•
ACCOUNT NUMBER
NM co
i
4-I 04
(Ci
r:4
540-560-5-315.00 -
N
0
2
($11,639.00)
ro lJ
N
N 0
-p U .
o
a)N
E•ra
U 4
.ro )4
04 W
a o
U
CO
3-1 O
W
3w
44 ,H
U O
N
y O.a)
W O
x u r1
W U ri
10
a)3
5-00
H 11 •�
owcc)
0
Z 4.3 O
v
y A
N f ro
1 F3
BUDGET OFFICE USE ONLY
yF
0
0
w
H
0
Ph
1-4