HomeMy WebLinkAbout42-98 RESOLUTION9-
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RESOLUTION NO 4 2 - 9 8
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A RESOLUTION AWARDING A BID AND CONTRACT IN THE
AMOUNT OF $58,431.83, PLUS A CONTINGENCY AMOUNT
OF $15,000 TO CRAFTON, TULL AND ASSOCIATES, FOR
ENGINEERING SERVICES TO DESIGN IMPROVEMENTS TO
CLEVELAND STREET FROM GARLAND AVENUE TO GREGG
STREET.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS•
Section 1. That the City Council hereby awards a bid and contract in the amount of
$58,431.83, plus a contingency amount of $15,000 to Crafton, Tull and Associates, for engineering
services to design improvements to Cleveland Street from Garland Avenue to Gregg Street. A copy
of the contract is attached hereto marked Exhibit "A" and made a part hereof.
PASSED AND APPROVED this 7th day of Apnl , 1998.
ATTEST:
By:
Heather Woodruff, City Ierk
c 4 rir,
re
Fred Hanna, Mayor
0 • Cratton, Tull & Associates,.Inc,
Architects & Engineers
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'EXHIBIT A
CITY OF FAYETTEVILLE
AGREEMENT FOR ENGINEERING SERVICES
THIS AGREEMENT, made and entered into this 71-4 day of
ppt, / , 1998, by and between the CITY OF FAYETTEVILLE, ARKANSAS
acting by and through its Mayor, heremafter referred to as the "OWNER", and
NORTHWEST ENGINEERS, a division of Crafton, Tull & Associates, Inc, Consulting
Engineers, with offices in Fayetteville, Arkansas, hereinafter referred to as the
"Engineer".
WITNESSETH THAT:
WHEREAS, the "OWNER" is planning to reconstruct Cleveland Street from
Garland Avenue to Gregg Street, a distance of approxunately 2600 feet, 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 determmed that its current workload 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 1— 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 Sections to follow; and the "OWNER" agrees to pay and the
"ENGINEER" agrees to accept, as specified in the Sections to follow as full and final
compensation for work accomplished in the specified time.
SECTION II DESCRIPTION OF THE PROJECT
The reconstruction of Cleveland Street from Garland Avenue to Gregg Street will
consist of replacing and widening the existing street with basecourse and ACHM surfacing
and installing concrete curb and gutter along with storm drainage to provide for a street
section no less than 28 feet nor more than 36 feet measured back-to-back of curb. All
design criteria mcluding drainage improvements shall meet the "Owner's" present
pavement and drainage design criteria.
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SECTION III INFORMATION AND SERVI ES
The "OWNER" will furnish any specificat ons, standards and other information
which may relate to the project mcluding GPS s ey data. Aerial mappmg data will be
provided, free of charge, to the ENGINEER on • netic media.
SECTION IV •-• SERVICES TO BE FU • ISHED BY THE "ENGINEER"
DURING "DESIGN" PHASE
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The project will be designed and constru • ted to meet local street standards m
accordance with the "OWNER'S" pavement desi and dramage criteria. Construction
specifications shall be based on "Standard Spe ifications for Highway Construction
Edition 1996 of the AHTD" and latest special provisions of City of Fayetteville
Specifications. The design concept with regard to street alignment, pavement section,
geometrics, detours, right-of-way, and utility relocation shall be submitted by the
"ENGINEER" (in the form of a Preliminary Engineering Assessment) and approved by the
"OWNER" prior to beginning design work.
The "ENGINEER" shall provide all field survey data from field work for designing
the project and this shall be tied to the "OWNER'S" GPS control network.
The "ENGINEER" shall be responsible for obtaining, interpreting and evaluating
geotechnical data for pavement design and embankment stability.
The" ENGINEER" shall conduct preliminary design and prepare prehminary
construction limits, perform all needed stability analyses, design of detours where needed,
and preparation of maintenance of traffic plans detaflmg needed signing and striping during
construction, as well as for permanent application after the completion of street
construction.
The "ENGINEER" shall furnish plans to all utihty companies affected by the
project and shall conduct a coordination meeting among all affected utility companies to
enable them to develop utility agreements regarding any necessary utility relocations.
During the "Design" phase of the project, the "ENGINEER" shall conduct final
designs to prepare construction plans and specifications, including final construction
details and quantities, special provisions, cost estimates, make final field inspection with
"OWNER", make any needed plan changes as a rsult of the final field inspection and all
other work required to advertise and receive bids.
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
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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 to 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 -- PRELIMINARY SUBMISSION
The preliminary submission shall be at the 35% completion stage of the design and
preparation of the Plans and Specifications. The "ENGINEEER" shall submit three (3)
sets of preliminary plans for review.
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. The originals of all drawings, specifications and contract documents. All
design drawings on magnetic media shall be submitted on disk compatible with
AutoCAD Release 13 Software.
C. The estimated cost of construction and detailed estimate of time in calendar
days required for completion of the contract.
SECTION IX ENGINEER RESPONSIBILITY DURING "BIDDING" AND
"CONSTRUCTION" PHASES
During the "Bidding" phase of the project, the "ENGINEER" shall provide
engineering and administrative services needed to obtain bids for the construction project,
evaluate the bids, and consult with and advise the "OWNER" as to the acceptability of
the best bidder.
During the "Construction" Phase of work, the "ENGINEER" shall provide
administrative and engineering services, including resident construction observation
services to determine whether the Contractor has met the requirements of the design plans
and specifications. The "ENGINEER" shall review the Contractor's progress payment
requests based on the actual quantities of contract items completed and accepted, and shall
make recommendation to the "OWNER" regarding payment.
Prior to the start of construction, the "ENG ER" shall establish benchmarks for
elevation control and tie layout work to Fayetteville's GPS and provide centerline
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construction reference pomts/alignment to all PCs, PTs, and at POTs where necessary for
the proposed roadway.
SECTION X SUBCONTRACTING
Subcontracting by the "ENGINEER" of any of the services provided herein, other
than the subcontract with Geo -Tech, as attached to this Agreement, shall require prior
approval by the "OWNER".
SECTION XI TIME OF BEGINNING AND COMPLETION
The "ENGINEER" shall begin work under this Agreement within ten (10) days of
notice to proceed and shall complete the plans for the construction contract within one -
hundred, eighty (180) calendar clays.
The above completion time is predicated upon the fact that the "OWNER" will
cause to be processed approvals of interim work m an expeditious manner (5 working
days per submittal).
SECTION XII — FEES AND PAYMENTS
A. A. "Design" Phase Services - 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 cost of 147 84 of direct labor costs, (plus direct
reimbursable expenses associated with the project), plus a fixed fee, which are payable as
follows:
"Design" Phase Services - Costs not to exceed
Fixed fee for "Design" Services
Engineermg contract amount for "Design" Phase Services not
to exceed
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$35,438.64
$ 5,315.80
$40,754.44
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 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.
Appendix "B" covers the classification of personnel and the salary rate for all personnel
anticipated to be assigned to this project by the "ENGINEER".
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.
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B. "Bidding" Phase Services - For "bidding" phase services rendered by the
"ENGINEER", the "OWNER" shall pay the "ENGINEER" on the basis of salary
costs for work -time directly connected with the project, plus payroll additives and general
overhead costs of 147.84 of direct labor costs (plus direct reimbursable expenses
associated with the project), plus a fixed fee which are payable as follows:
"Bidding" Phase Services cost not to exceed
Fixed fee for "Bidding" Services
Engineering contract amount for "Bidding" Phase Services
not to exceed
$ 2,954.25
$ 443.14
$ 3,397.39
Final payment for "Bidding" phase services shall be made upon the "OWNER'S"
approval and acceptance with the satisfactory completion of the "Bidding" phase
of the project.
C. "Preparation of plats and legal descriptions" services - For services to prepare
plats and legal descriptions for additional rights-of-way required for the project, the
"Owner" shall pay the "Engineer" on the basis of $300 per parcel.
Estimated 10 parcels at $300 = $3,000.00
D. "Construction" Phase Services - For construction phase services rendered by the
"Engineer", the "Owner" shall pay the "Engineer" on the basis of salary costs for work -
time directly connected with the project, plus payroll additives and general overhead costs
of $147.84 of direct labor costs (plus direct reimbursable expenses associated with the
project), plus a fixed fee. These fees and payments will be negotiated to the mutual
satisfaction of the "Owner" and the "Engineer" prior to the issuance of a notice -to -proceed
to the construction contractor, and payment for these services shall be provided for by
amendment to this contract.
E "Geotechnical" Investigation Services - For geotechnical investigative services
associated with the design, the "OWNER' shall pay the "ENGINEER" a fee not to exceed
$4050. The basis of this upper limit and justification for the fee is contained in Appendix
`C", attached hereto, which is a geotechnical proposal from McClelland Engineers of
Fayetteville, Arkansas.
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 changes
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.
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Any claim by the "ENGINEER" for adjustment under this clause must be asserted
within 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.
SECTION XIV OWNERSHIP OF DOCUMENTS
All documents, includmg 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 retam 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 the
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 "ENGINEERS" services, the "ENGINEER" shall be paid on a proportional amount of
the total fee, less prior partial payments, based on the ratio of work done to the total
amount of work performed.
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 decision in the matter shall be final and
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conclusive. Disputes resulting from claims greater than $10,000 shall be subject to
mediation.
2. Responsibihty for Claims and Liability - The "ENGINEER" shall save harmless the
"OWNER" from all claims and liabihty due to its (the "ENGINEER'S") activities, or
those subcontractors, its agents, or its employees durmg 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. It shall be a professional engmeer,
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 part 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 hability on the part of any officer or
agent of any pubhc body which may be party hereto.
SECTION XVIII — COVENANT AGAINST CONTINGENT FEES
The "ENGINEER" warrants that it has not employed or retained by company or
person, other than a bona fide 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 bona fide 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 or breach or violation of this
warranty, the "OWNER" shall have the right to annul this contract without liability.
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
duly executed as of the date and year first herein written.
ATTEST:
eZrt. Ach4f
ATTEST:
CITY OF FAYETTEVILLE
NORTHWEST ENGINEERS
A Division of Crafton, Tull & Associates, Inc.
"thed44",
Dan Bro re71112.6144E.
Ro rt E (Gene) Reece, Secretary
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SCOPE OF SERVICES / MAN-HOUR ESTIMATE
IMPROVEMENTS TO CLEVELAND STREET
FAYETTEVILLE, ARKANSAS
MARCH, 1998
DESIGN PHASE SERVICES
ITEM
NO. ITEM DESCRIPTION
Man-hour Estimate
SURV. LAND CLRC.
CREW SURV. ASNT.
ENGR.
TECH.
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DSGN.
ENGR.
APPENDIX A
Page 1 of 2
PROJ. SUPR.
ENG. ENGR.
1 Topographic Survey - X -section exist.
roadway, locate all exist. utilities, and
right-of-way. Reduce data and
prepare base topo plan,
2 Set preliminary geometry and prepare
preliminary plan and profile layouts.
3 Design pavement section and prepare
preliminary typical sections.
4 Prepare preliminary drainage plan and
report.
5 Prepare a preliminary engineering
Assessment and submit it along with
preliminary plans to City for review.
6 Meet with utility companies and review/
coordinate utility relocation
requirements.
7 Set final roadway geometry and
prepare plan and profile sheets.
8 Finalize drainage design and include
on plan sheets.
9 Prepare final typical sections and
details for the project.
10 Prepare x -sections.
11 Prepare specifications and contract
documents for the project.
12 Submit final construction documents to
City for review.
13 Revise plans and specifications per
City review.
14 Submit revised/completed construction
documents to City.
15 Attend required City meetings -
Design Coordination, Council
meetings, public meetings, etc.
90.0
30.0
40.0
16.0
4.0 2.0
40.0 24.0 8.0 2.0
16.0 8.0 4.0 1.0
8.0 16.0 8.0 1.0
4.0 2.0 8.0 8.0 1.0
8.0 8.0
40.0 24.0 8.0 4.0
24.0 16.0 8.0 2.0
40.0 16.0 8.0 2.0
24.0 8.0 4.0 1.0
8.0 8.0 16.0 8.0 2.0
4.0 4.0 4.0
4.0 40.0 24.0 4.0 2.0
4.0 4.0 4.0
8.0 16.0 16.0
90.0 30.0 24.0 290.0 176.0 104.0 52.0
SCOPE OF SERVICES / MAN-HOUR ESTIMATE
IMPROVEMENTS TO CLEVELAND STREET
FAYETTEVILLE ARKANSAS
MARCH, 1998
BIDDING PHASE SERVICES
Man-hour Estimate
ITEM SURV. LAND CLRC. ENGR. DSGN.
NO. ITEM DESCRIPTION CREW SURV. ASNT. TECH. ENGR.
APPENDIX A
Page 2 of 2
PROJ.
ENG.
SUPR.
ENGR.
1 Prepare final bid packages, advertise 16.0
for bids, and assist with the bidding
process as necessary.
16.0
16.0
16.0
16.0
16.0
MAN-HOUR SUMMARY / FEE ESTIMATE. "
IMPROVEMENTS TO CLEVELAND STREET
FAYETTEVILLE ARKANSAS
MARCH, 1998
MAN-HOUR SUMMARY
DESIGN PHASE SERVICES
Survey Instrument Man
Survey Party Chief
Land Surveyor
Clerical Assistant
Engineering Technician
Design Engineer
Project Engineer
Supervising Engineer
Total Direct Labor
Overhead (147.84%)
Fixed Fee
Sub -Total (Design Phase)
RIGHT-OF-WAY AND EASEMENT PREPARATION
Prepare RAN and easments (legal descriptions and plats)
BIDDING PHASE SERVICES
APPENDIX B
Page 1 of 2
UNITS
90.0 Hours
90.0 Hours
30.0 Hours
24.0 Hours
290.0 Hours
176.0 Hours
104.0 Hours
52.0 Hours
UNITS
10.0 Plats
UNITS
RATE
TOTAL
$10.00
$12.00
$17.50
$10.80
$12.00
$19.50
$25.20
$38.50
RATE
$300.00
RATE
$900.00
$1,080.00
$525.00
$259.20
$3,480.00
$3,432.00
$2,620.80
$2,002.00
$14,299.00
$21,139.64
$5,315.80
$40,754.44
TOTAL
$3,000.00
TOTAL
Clerical Assistant
Project Engineer
Supervising Engineer
Total Direct Labor
Overhead (147.84%)
Fixed Fee
Sub -Total (Bidding Phase)
CONSTRUCTION PHASE SERVICES
16.0 Hours
16.0 Hours
16.0 Hours
$10.80
$25.20
$38.50
$172.80
$403.20
$616.00
$1,192.00
$1,762.25
$443.14
$3,397.39
Cost to be negotiated
REIMBURSABLE EXPENSES
UNITS
RATE
TOTAL
CADD Charges
GADD Plotter Charges
Printing and Reproduction
Geotechnical (Subconsultant)
Sub -Total (Bidding Phase)
TOTAL FEE
290.0 Hours
35.0 Sheets
800.0 Sheets
$20.00
$18.00
$1.00
$5,800.00
$630.00
$800.00
$4,050.00
$11,280.00
$58,431.83
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IMPROVEMENTS TO CLEVELAND STREET
FAYETTEVILLE, ARKANSAS
MARCH, 1998
CONSULTANT PERSONNEL LIST
NAME
TITLE
APENDIX B
Page 2 of 2
Dan Brown, P E
Kurtis Jones, P.E
Robert Reece, P.E.
Geoff Bates, E I
Mike English
Brett Watts
Al Harris, R.L.S.
Scott Schneider
Richard Fletcher
Kathi Davidson
Dean Young
Supervising Engineer
Project Engineer
Design Engineer
Design Engineer
Engineering Technician
Engineering Technician
Land Surveyor
Survey Party Chief
Survey Instrument Man
Clerical Assistant
Inspector
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• APPENDIX C
McCLELLAND
CONSULTING
1 DESIGNED TO SERVE 1 ENGINEERS, INC.
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PO. Box 1229
Fayeneville, Arkansas 72702-1229
501-587-1303
MATERIALS LABORATORY FAX 501-443-9241
GEOTECHNICAL INVESTIGATION SCOPE AND FEE SCHEDULE
CLEVELAND STREET IMPROVEMENTS
FAYETTEVILLE, ARKANSAS
for
NORTHWEST ENGINEERS, INC.
FAYETTEVILLE, ARKANSAS
January 19, 1998
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I item No. Iltem Description / ASTM Designation
1 Quantity 1
Units 1 Unit
Price I Extended I
1 Equipment Mobilization and Demobilization
Backhoe Rental (For CBR Samples)
Soils Technician (For CBR Samples)
Excavation Repair (For CBR Samples)
Two Flagmen (For CBR Samples)
2 Boring Setup Charges
Boring Layout
3 Soil Drilling and Sampling, ASTM 0-1586 & ASTM 0-1587
Soil Drilling in Roadway Area ( 5 Borings - 5 feet max.)
4 and Rock Laboratory Testing
ASTM 0-2216, Moisture Content Determination
ASTM 0-4318, Liquid and Plastic Limit of Soils
ASTM 0-422, Gradation Analysis of Soils (6 Sieves)
ASTM D-2166, Unconfined Compressive Strength of Soils
ASTM 0-21661 Dry Unit Weight of Soil Specimens
ASTM D-18831 Califomia Bearing Ratio
5 Geotechnical Engineering Report and Recommendations
Engineering Supervision (Project Manager)
Engineering Analysis & Recommendations (Project Engr.)
Senior Engineering Technican
Boring Plot Plan & Log Preparation (Draftsman)
Report Preparation (Clerical)
ESTIMATED GEOTECHNICAL INVESTIGATION AND ENGINEERING
SUBMITTED BY:
AYNE
roject Ma
1 LS
5 HR
6 HR
1 LS
5 HR
5 EA
0.5 HR
25 LF
10 EA
5 EA
5 EA
5 EA
8 EA
5 EA
1 HR
3 HR
3 HR
2 HR
2 HR
$75.00
$50.00
$30.00
$300.00
$50.00
Subtotal
$75.00
$250.00
$180.00
$300.0D
$250.00
$1,055.00
$20.00 $100.00
$60.00 $30.00
Subtotal $130.00
$8.00 $200.00
Subtotal
$8.00
$45.00
$50.00
$40.00
$8.00
$250.00
Subtotal
$200.00
$80.00
$225.00
$250.00
$200.00
$64.00
$1,250.00
$2,069.00
$95.00 $95.00
$65.00 $195.00
$55.00 $165.00
$40.00 $80.00
$30.00 $60.00
Subtotal $595.00
$4,049.00
QUOTE Not to exceed $4,050.00
AASHTO Accredited - Inspected by AMRL & CCRL
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RESOLUTION NO. 57-00
MICROFILMED
A RESOLUTION APPROVING AN AMENDMENT TO THE
ENGINEERING CONTRACT WITH CRAFTON-TULL &
ASSOCIATES IN THE AMOUNT OF $22,446 FOR THE
CHANGES TO THE CLEVELAND STREET PROJECT.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby approves an amendment to the engineering
contract with Crafton-Tull & Associates in the amount of $22,446 for the changes to the Cleveland
Street Project; and authorizing the Mayor and City Clerk to execute said amendment. A copy of the
contract amendment is attached hereto marked Exhibit "A" and made a part hereof.
PASSED AND APPROVED this 2nd day of May , 2000.
APPROVE
By:
ATTEST:
By:
Heather Woodruff, City Cl
STAFF REVIEW FORM
AGENDA REQUEST
X CONTRACT REVIEW (Amendment)
GRANT REVIEW
2t5 P-94?
Ffisfro•
tri s) #.02
MICROFILMED
For the Fayetteville City Council meeting of N. A. Mayor's approval
FROM:
Jim Beavers Engineering Public Works
Name Division Department
ACTION REQUIRED: Approval of contract amendment number 2 with Crafton-Tull
and Associates for the Cleveland Street Improvement Project in the not -to -
exceed amount of $4,818.20.
COST TO CITY:
S4,818.20
cost of this Request
4470-9470-5809.00
Account Number
98028-10
$43,432'7
Cleveland Street
Category/Project Budget (2000) Category/Project Name
S42,029 Street Improvements
Funds Used To Date (2000) Program Name
$1,403 Sales Tax
Project Number Remaining Balance (2000) Fund
* Prior to this request
BUDGET REVIEW:
Alefe;56-4:;
X Budgeted Item X Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
L'APi Icattata 064 Lr
c-CflitA" t f ,> 13 0
Accounting ana Date Internal A31itor Date
0\ lecily-190
ty Attorney
e\11.44 ^23-013
Date ADA Coordinator
Purchasing Officer
Date Grants Coordinator
STAFF RECOMMENDATION: Approval
Date
Cross Reference
New Item: No
Date
Date
Prey Ord/Res #
Orig Contract Date
Orig Contract number
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STAFF REVIEW FORM Page 2
Description Cleveland reconstruction Meeting Date N.A. Mayor's approval
Comments: Reference Comments:
Budget Manager
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
Grants Coordinator
FAYETTEV1tLE
THE CITY OF FAYETTEVILLE, ARK.ANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fred Hanna, Mayor
Thru: Charles Venable, Public Works Director
Contract Review
AFrom: Jim Beavers, City Engineer
Date: August 21, 2000
Re: Cleveland Street Project, proposed amendment number 2 with Crafton-Tull and Associates
Crafton-Tull and Associates is under contract to the City to design improvements of Cleveland Street
from Leverett Avenue west to Hall Avenue.
The original contract required design for reconstruction from east of Leverett to Garland. Contract
amendment number one added work including to design a curb and gutter and overlay for the section
from Garland to Hall.
Contract amendment number 2 with Crafton-Tull and Associates is requested to add time into the design
contract to amend the scope of the project between Garland and Hall from an overlay to lowering the
profile and reconstruction of Cleveland.
The proposed amendment totals $4,818.20 and approval is recommended by Engineering.
Enclosures:
1. One original contract amendment number 2 from Crafton-Tull and Associates.
2. Vicinity Map
•
Pruncipals
Danny L. Brown, RE.
Robert M. (Matt) Crafton RE.
Thomas E. Hopper, P.E.
Kurtis J. Jones, RE.
Cline L. Mansur, P.E., R.L.S.
R.E. (Gene) Reece, P.E.
David Swearingen, A.I.A.
James L. Tull, C.D.A.
Principal Emeritus
Lemuel H. Tull, P.E.
Bob H. Crafton, P.E.
•
Crafton, Tull & Associates, Inc.
Architects, Engineers & Surveyors
CONTRACT AMENDMENT #2
August 15, 2000
Mr. Jim Beavers, P.E.
City Engineer, City of Fayetteville
113 West Mountain Street
Fayetteville, AR 72701
RE: Cleveland Street Improvement Project
CTA Job No. 98073.01
Dear Mr. Beavers:
Associates
Everett L. Balk, RE.
James B. Geurin, P.E.
Al Harris, R.L.S.
James W. Kooistra, A.I.A.
Jerry J. Kelso, P.E.
Kenneth R. Kuras, P.L.S.
Torn Mansur, P.E.
Robert C. Reece, P.E.
Rick G. Rose, P.L.S.
George G. Strella, P.E., D.E.E.
James R Swearingen, A.I.A.
Richard Wright, R.L.S.
Harry G. Gray, RE.
(1941-1997)
Per our discussion on August 9, 2000 regarding the above referenced project and in accordance
with Section XIII of our Agreement of Engineering Services dated Apnl 7, 1998, we request your
consideration of an increase in the upper limit of compensation for our services due to a change in
the previously approved scope of work. This change is summarized below:
• Garland to Hall Full Depth Reconstruction:
The City of Fayetteville requires Crafton, Tull & Associates to design Cleveland Street for full
depth reconstruction from Garland Avenue to Hall Avenue. This reflects a change to the
contract amendment dated April 12, 2000 in which the City of Fayetteville directed the
consultant to design this section of the street with only an asphalt overlay.
The additional compensation for the work described above is detailed in the attached man-hour
estimate and fee proposal. This Contract Amendment shall not change the fees for Phases B, C,
D and E descnbed in the Agreement for Engineering Services, Section XII. The requested
compensation is summarized below:
Additional Design Phase Services — costs not to exceed
$4,189.74
Additional Fixed Fee for Design Services
$$416821884260
Total Additional Amount Requested
SUMMARY
Previous Total Contract Amount
Additional Requested Amount
New Total Contract Amount
$80,877.83
$ 4,818.20
$85,696.03
2345 N. Green Acres Rd. / Fayetteville, Arkansas 72703 / (501) 443-4535 / FAX (501) 442-6966
E-mail: cta@craftull.com Website: http://www.craftull.com
itc
•
•
Based on the information contained herein, we respectfully request your consideration to increase
the upper limit of our Agreement for Engineering Services. We trust that we have adequately
documented this request, and should you have any questions or require any additional informabon,
please contact us at your convenience
Very Truly Yours,
GRAFTON, TULL & ASSOCIATES
Robert M. Crafton, P.E.
Senior Vice President
Enclosure
IN WITNESS WHEREOF, the parties hereto have caused the original Agreement to be amended
and duly executed as of the date and year first herein wntten.
ATTEST:
7-,44S, A %al
ATTEST:
z )44h4t,‘
Alvin G. Hams, P.L.S.
Vice -President
CITY OF FAYETTEVILLE
GRAFTON, TULL & ASSOCIATES, Inc.
Robert M. Grafton, P.E.
Senior Vice President
•
S
-
4,
SCOPE OF SERVICES / MAN-HOUR ESTIMATE
REVISIONS TO CONSTRUCTION PLANS FOR THE
CLEVELAND STREET IMPROVEMENT PROJECT
FAYETTEVILLE, ARKANSAS
August 15, 2000
ENGINEERING. SERyl cES
This scope of services includes providing design for the full depth reconstruction of Cleveland Street
from Garland Avenue to Hall Avenue (approximately 500 linear feet). This proposal reflects a change
to the previously approved contract amendment in which the City of Fayetteville directed Crafton, Tull
& Associates to design this section of the street with only an asphalt overlay.
ITEM
NO.
ITEM DESCRIPTION
Man -Hour Estimate
ENGR. DSGN. SUPR.
TECH ENGR. ENGR.
GARLAND TO HALL RECONSTRUCTION
I
Design revised profile, entrance drives into
8.0
8.0
4.0
Leverett Elementary and typical sections
2
Make changes to plans and typical sections
8.0
4.0
3
Cut cross sections
12.0
4.0
4
Revise storm system design
8.0
8.0
2.0
5
Submit street and drainage design to City for
1.0
1.0
2.0
approval.
6
Meet with City to discuss plans
2.0
7
Revise plans per City review
8.0
2.0
45.0
27.0
10.0
Sub -Total Garland to Hall Reconstruction
MAN-HOUR SUMMARY & COMPUTATION OF DIRECT LABOR
Engineering Technician
45.0
Hours
$16.70
$751.50
Design Engineer
27.0
Hours
$21.00
$567.00
Supervising Engineer
10.0
Hours
$37.20
$372.00
Total
82.0
$1,690.50
FEE SUMMARY TOTAL
Total Direct Labor $1,690.50
Overhead (147.84%) $2,499.24
Fixed Fee $628.46
TOTAL FEE $4,818.99
2O
CTA Job No.: 98073.01 Page 1 of 1
• City of Faxettevillej Arkansas
Budget Adjustment Form
Budget Year
2000
Public Works Date Requested Adjustment #
Engineering 08/23/00
Sales Tax Capital Improvements
Project or Item Requested: Project or Item Deleted:
$4,819 is requested for the Cleveland Street Improvement Sixth Street Extension to East Huntsville Road.
Project.
Justification of this Increase:
To increase the design contract to lower the profile and
reconstruction of Cleveland Street from Garland to Hall.
Account Name
Street Improvements
Justification of this Decrease:
Sufficient funding remains to complete the project.
Increase Expense (Decrease Revenue)
Amount Account Number Project Number
4,819 4470 9470 5809 00 98028 10
Decrease Expense (Increase Revenue)
Account Name Amount Account Number Project Number
Street Improvements 4,819 4470 9470 5809 00 96044 10
Department Director Date
Admin. Se ices Dire for
Mayor
Approval Signatures
Budget Office Use Only
Type: A
Date of Approval
I Posted to General Ledger
Posted to Project Accounting
Date I Entered in Category Log
Blue Copy: Budget & Research / Yellow Copy: Requester
C D E
H:\BUDGET\PROJECTS\BU D_ADJ\BA_2000\98028STR. W K4
FAYETTEV?LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Jim Beavers, City Engineer
From: Heather Woodruff, City Clerk
Date: September 6, 2000
Attached is a copy of the completed staff review form, budget adjustment and signed contract
amendment no. 2 with Crafton Tull for the Cleveland Street Improvement project. The original
will be microfilmed and filed with the City Clerk.
cc: Nancy Smith, Internal Auditor
Steve Davis, Budget and Research
• MICROFILMED
STAFF REVIEW FORM - FINANCIAL OBLIGATION
AGENDA REQUEST
x CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of N/A (Only Mayor's Approval Required)
FROM:
Sid Norbash Engineering CP& E
Name Division Department
ACTION REQUIRED: Approval of the Amendment #4 (Final) to the Engineering Contract
with Crafton, Tull & Associates, Inc. in the amount of $3,551.35 for Cleveland Street
Improvements Project.
COST TO CITY:
BUDGET REVIEW:x Budgeted Item Budget Adjustment Attached
Budget Manager
Date
CONTRACT/GRANT/LEASE REVIEW:
Accounting Manager Date
City Date
Internal Auditor
Date
Purchasing Manager Date
STAFF RECOMMENDATION: Approval of Amendment #4
(ioV Received in Mayor's Office
roe on a ate ate
-,b il
Cross Reference
epartment erector Date -o
Prey Ord/Res #:
Orig. Contract Date.'10�1-5-2002
Orig. Contract No: 637
ft
New Item: Yes_ No X
STAFF REVIEW FORM
Description Cleveland Street Improvements — Eng. Contract Amendment #4
Meeting Date N/A
Comments:
Budget Manager
Accounting Manager
Internal Auditor
City Attorney
Purchasing Manager
Finance and Internal Services Director
Chief Administrative Officer
Reference Comments:
Page 2
Item Requiring Mayor's Approval
To: Mayor Dan Coody
Thru: Hugh Earnest, Chief Administrative Officer
Tim Conklin, C P & E Services Director
Gary Coover, City EngineQ/
From: Sid Norbash, Staff Engineer $ ,/
Date: November 4, 2004
Subject: Cleveland Street Improvements —
Engineering Amendment #4 and Final
With Crafton, Tull & Associates
RECOMMENDATION
Staff recommends approval of the Amendment #4 & Final to the engineering contract
with Crafton, Tull & Associates, in the amount of $3,551.35 for the extra work
necessitated during the construction, and requested by the City Staff.
BACKGROUND
The above referenced project is a CIP project which was substantially completed in late
2003, and totally completed by early 2004. Certain extra work had to be performed by the
engineer, Crafton, Tull & Associates due to various reasons as explained by the engineer
on the attached Amendment #4.
During the course of the construction certain issues came up, that required several
changes in the scope of this project, as recommended by the City Staff. The construction
contract time was also extended beyond the original estimate.
For detailed justifications please refer to the attached Amendment #4.
The attached Amendment #4 in the amount of $3,551.35 is the final payment, and the
contract with Crafton ,Tull & Associates will be closed after the approval of this
amendment.
Please note that the additional compensation, asked for by Crafton is only for actual
costs over and above the amended contract amount,
BUDGET IMPACT
The beginning construction budget for this project as approved by the Council, per
attached Resolution No. 155-02 was $1,090,270.00. A summary of costs is as follows:
Construction Contract $1,090,270.00
Change Order #1 increase $ 6,300.00
Change Order #2 increase $ 42,004.75
Change Order #3 increase $ 10,863.14
Total Cost of Contract $1,149,437.89
Approved Contingency $ 109,027.00
Amount spent to date for
C.O. #1, C.O. #2, C.O. #3 & Misc. $ 62,663.74
Balance of Contingency $ 46,363.26
Proposed Amendment #4
Balance of Contingency
After
SN/sn
Attachment: Amendment #4
Copy of Resolution #155-02
$ 3,551.07
$ 42,812.79
4
Crafton,-TuII & Associates, Inc.
901 N. 47th Street, Suite 200, Rogers, AR 72756 479.636.4838 Fax: 479.631.6224 www.craftull.com
CONTRACT AMENDMENT #4
April 6, 2004
Mr. Gary Coover, P.E.
City Engineer, City of Fayetteville
113 West Mountain Street
Fayetteville, AR 72701
rSE P 2 4 2004
RE: Letter revised per City Staff comments - August 31, 2004
Cleveland Street Improvement Project
CTA Job No. 98073.01
Dear Mr. Coover:
In accordance with Section XIII of our Agreement for Engineering Services dated
April 7, 1998, we request your consideration of an increase in the upper limit of
compensation for our services for additional work performed during construction.
The additional work is described as follows:
1) The contractor's time ran beyond the 300 -day contract our fee was
based upon as noted in Amendment #3 to the original agreement.
The notice -to -proceed shows a scheduled final completion date of
September 7, 2003. However, the contractor did not complete his
punch list until October 14, 2003 and pay application # 11 was not
approved until November 6, 2003.
2) Coordinated with contractor to solve drainage problems associated
with the new U of A parking lot that was constructed at Cleveland and
Hall after the original design of Cleveland Street was completed.
3) Redesigned storm sewer system to avoid conflict with new waterline
installed by other contractors on adjacent "Garland Avenue" project.
4) Estimated additional costs to extend Storer Avenue improvements
further to the north than originally planned and directed the contractor
to make said improvements.
5) Redesigned storm sewer system to reduce the two open -cut street
crossings on Leverett Avenue down to a single crossing.
Architects,Engineers & Surveyors
•
Cleveland Street Improvement Project
• Construction Phase Engineering Services
Page 2 of 3
Note: The additional compensation requested is only for actual costs over and
above the amended contract amount.
Previous Total Contract Amount (Amendment #3) $156,997.72
Additional Requested Amount $ 3,551.35
New Total Contract Amount $160,549.07
Based on the information contained herein, we respectfully request your
consideration to increase the upper limit of our Agreement for Engineering
Services. We trust that we have adequately documented this request, and
should you have any questions or require any additional information, please
contact us at your convenience.
Very Truly Yours,
Crafton, Tull & Associates, Inc.
Matt Crafton, P.E.
Chief Operating Officer
Enclosure
(Signature page follows)
Cleveland Street Improvement Project
Construction Phase Engineering Services
Page 3o13
IN
WITNESS WHEREOF, the parties
hereto have caused the original
Agreement
to
be amended
and
duly
executed
as
of
the
date
and
year
first
herein
written.
FAYETTEVILLE;
ATTEST:
ATTEST:
CITY OF FAYETTEVILLE
Grafton, Tull & Associates, Inc.
Matt Crafton, P.E.
Chief Operating Officer
•
• Taye evi- le
ARKANSAS
I DEPARTMENTAL CORRESPONDENCE
To: Sid Norbash
Engineeering Division
From: Clarice Buffalohead-Pearman eV
City Clerk Division
Date: November 29, 2004
Re: Crafton, Tull & Associates
Amendment No. 4
T
City Clerk Division
113 West Mountain
Fayetteville, AR 72701
Telephone: (479) 575-8323
Fax: (479) 718-7695
city_cJerk@ci.fayetteville.ar.us
Attached is Amendment No. 4 to the agreement with Crafton, Tull & Associates. The required
signatures have been acquired and I returning one of two originals.
The agreement will be recorded in the city clerk's office and microfilmed. If anything else is
needed please let the clerk's office know. Thanks.
/cbp
attachments
cc: Internal Auditor