HomeMy WebLinkAbout45-01 RESOLUTIONRESOLUTION NO.45-01
A RESOLUTION APPROVING A CONTRACT AMENDMENT IN THE
AMOUNT OF TWENTY-SIX THOUSAND SEVEN HUNDRED AND FIFTY
DOLLARS ($26,750.00) WITH GARVER ENGINEERS IN CONNECTION
WITH THE DESIGN OF THE PARKING DECK ON THE E J BALL LOT.
WHEREAS, the original contract did not allow for the funding of a Programming Phase
for the project; and
WHEREAS, the City has now requested that Garver Engineers present altemative deck
layouts, and participate in presentations to City Staff and the public; and
WHEREAS, the E. J. Ball lot is approximately one-third larger than that originally
proposed; and
WHEREAS, the Off Street Parking Authority has agreed to reimburse the City for Fifty
Percent (50%) of the increased expense up to Twelve Thousand Five Hundred Dollars
($12,500.00).
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council hereby Approves a contract amendment in the amount
of Twenty -Six Thousand Seven Hundred and Fifty Dollars ($26,750.00) with Garver
Engineers in connection with the design of the parking deck on the E. J. Ball lot.
Section 2. That the City Council authorizes the Mayor to sign such an amendment to the
contract with Garver Engineers.
Section 3. That upon payment to Garver Engineers, the City will bill the Off Street
Parking Authority for 50% of its payment, not to exceed $12.500.
S: st‘FPA SED AND APPROVED this3rd day of April, 2001.
t
APPROVED:
By:
DA COODY, May
2E5 «5 le/.
ATTEST:
By:
•
eather Woodruff, City Clerk
-.r
NAME OF FILE: Resolution No. 45-01
CROSS REFERENCE:
04/03/01
Resolution No. 45-01
04/04/01
Professional Engineering Services Contract Amendment No. 1 in regards
to the Fayetteville Municipal Parking Deck
03/14/01
Memo to Fayetteville City Council thru Mayor Dan Coody from Don
Bunn regarding Engineering Contract Amendment/Fayetteville
Municipal Parking Deck/Garver Engineers
04/03/01
Agenda Request Form
04/09/01
Departmental Memo from City Clerk
NOTES:
1
• •
Garver, Inc.
Encineers
3810 Front Street. Suite 10
Faetteville, AR 72703
501-527-9100
FAX 501-527-9101
www_garverinc.uorr
Mr. Don Bunn, P.E.
Assistant Public Works Director
City of Fayetteville
113 West Mountain
Fayetteville, AR 72701
March 12, 2001
GARVER
ENGINEERS
Re: Fayetteville Municipal Parking Deck - Professional Engineering Services Contract Amendment No. 1
Dear Mr. Bunn:
Please consider this our revised proposed Amendment No. I to our original contract for the Municipal
Parking Deck Project dated November 21, 2000. During our original contract negotiations with Charlie
Venable, we anticipated and proposed a contract that allowed for a significant amount of consideration and
presentation of different deck alternatives and participation in several public meetings. We assumed a lot
of public input would be required before the City could decide on what parking deck we would actually
design and therefore proposed a Programming (or Study) Phase in our contract However, Mr. Venable
insisted that the City's intent was for this to be a simple process with limited discussion of alternatives
between Garver and the City Staff. Therefore, we modified our proposal to eliminate the Programming
Phase in the contract which was executed.
We now understand the City wants us to consider several deck alternatives for the E.J. Ball parking lot
north of the originally considered lot. Since our design contract is based on a percentage of construction, if
the characteristics of the new lot were similar to the original lot, the change in location for the deck would
not require a modification of our agreement. But the fact that the new lot requires more design options to
be evaluated due to its larger size and major change in elevation, coupled with the City's desire to consider
several different alternatives and possibly allow for significant public input, we believe it is appropriate to
propose an amendment to our contract. We propose to add a Programming Phase to our contract that will
allow the following services.
Programming Phase I - Study Alternative Layouts
I. Consider and present a maximum of three deck layout and configuration alternatives, including
traffic circulation options, for review by City Staff'. Coordinate with Perry Franklin.
2. Attend one meeting with City Staff to present and discuss the deck alternatives
3. Participate in a public meeting to gain input on the deck altematives.
4. The City will approve one alternative for further development.
Programming Phase II - Develop Sketches and Refine Selected Alternative
1. Prepare preliminary site plan, exterior sketches, and a section of the approved deck altemative.
2. Participate in a meeting with City staff to present and discuss items outlined in I above.
3. Based on City instructions, revise the program of requirements and deck layout as required.
4. Provide a "planning quality" (order of magnitude) opinion of probable construction cost.
Brentwood, TN • Fayetteville, AR • Huntsville, AL • Madison, MS • Little Rock, AR • Tulsa, OK
•
Mr. Don Bunn PE
March 12, 2001
Page 2
After completion of Programming Phase II and with approval of the City of the program and deck layout,
including architectural design features, Garver will begin Schematic Design under our Basic Services
agreement. The City understands that the opinions of probable construction costs developed by the
Engineer during the Programming Phase and the Basic Services Phase do not establish a limit for the
construction contract amount. If the actual amount of the low construction bid exceeds the construction
budget established by the City, the Engineer will not be required to re -design the project without additional
compensation, unless the Engineer has not designed the project in accordance with written direction from
the City.
The Engineer will bill the Owner on the basis of actual salary costs for work time directly connected with
work chargeable to this phase of the project, plus payroll additives and general overhead costs of 160% of
direct labor costs, plus direct reimbursable expenses associated with this phase of the project, plus a
percentage of a fixed fee, with a total "not to exceed" fee of $25,000 for the Programming Phase. A
spreadsheet is attached that identifies the details of this proposed fee.
Also, since the E J. Ball lot is approximately one-third larger than the originally proposed lot, we are
requesting an increase in our lump sum surveying fee from $10,000 to $11,750, an increase of $1,750. We
are also requesting a written Notice to Proceed for surveying and geotechnical work for the E J Ball Lot.
Allowing us to begin these services will aid in the development of the Programming Phase and will
expedite the design process.
If this proposal is acceptable to you, please sign the three copies and return one copy to me. As always, we
appreciate the opportunity to provide professional services to the City of Fayetteville and look forward to
successful completion of this project. Please call me with any questions or comments. Thank you.
Respectfully,
GARVER i ENGINEERS
bleed
Approved by:
Brock Hoskins, P.E.
Vice President / Project Manager Date:
cc: John Maguire
Attachment
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•
AMENDMENT 1 • PROGRAMMING PHASE
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Garver, Inc.
Eng,neers
3810 Front Street. Suite 10
Fayetteville. AR 72-03
501-527-9100
FAX 501-527-9101
wmv garvennc corr
Mr. Don Bunn, P.E.
Assistant Public Works Director
City of Fayetteville
113 West Mountain
Fayetteville, AR 72701
March 12, 2001
GARVER
ENGINEERS
Re: Fayetteville Municipal Parking Deck - Professional Engineering Services Contract Amendment No. 1
Dear Mr. Bunn:
Please consider this our revised proposed Amendment No. 1 to our original contract for the Municipal
Parking Deck Project dated November 21, 2000. During our original contract negotiations with Charlie
Venable, we anticipated and proposed a contract that allowed for a significant amount of consideration and
presentation of different deck alternatives and participation in several public meetings. We assumed a lot
of public input would be required before the City could decide on what parking deck we would actually
design and therefore proposed a Programming (or Study) Phase in our contract However, Mr. Venable
insisted that the City's intent was for this to be a simple process with limited discussion of alternatives
between Garver and the City Staff. Therefore, we modified our proposal to eliminate the Programming
Phase in the contract which was executed.
We now understand the City wants us to consider several deck alternatives for the E J Ball parking lot
north of the originally considered lot. Since our design contract is based on a percentage of construction, if
the characteristics of the new lot were similar to the original lot, the change in location for the deck would
not require a modification of our agreement. But the fact that the new lot requiresmore design options to
be evaluated due to its larger size and major change in elevation, coupled with the City's desire to consider
several different alternatives and possibly allow for significant public input, we believe it is appropriate to
propose an amendment to our contract. We propose to add a Programming Phase to our contract that will
allow the following services.
Programming Phase I - Study Alternative Layouts
1. Consider and present a maximum of three deck layout and configuration alternatives, including
traffic circulation options, for review by City Staff Coordinate with Perry Franklin.
2. Attend one meeting with City Staff to present and discuss the deck alternatives.
3. Participate in a public meeting to gain input on the deck altematives.
4. The City will approve one alternative for further development.
Programming Phase II - Develop Sketches and Refine Selected Alternative
1. Prepare preliminary site plan, exterior sketches, and a section of the approved deck alternative.
2. Participate in a meeting with City staff to present and discuss items outlined in I above.
3. Based on City instructions, revise the program of requirements and deck layout as required.
4. Provide a "planning quality" (order of magnitude) opinion of probable construction cost.
Brentwood, TN • Fayetteville. AR • Huntsville, AL • Madison. MS • Little Rock, AR • Tulsa. OK
Mr. Don Bunn, P.E.
March 12, 2001
Page 2
After completion of Programming Phase II and with approval of the City of the program and deck layout,
including architectural design features, Garver will begin Schematic Design under our Basic Services
agreement. The City understands that the opinions of probable construction costs developed by the
Engineer during the Programming Phase and the Basic Services Phase do not establish a limit for the
construction contract amount. If the actual amount of the low construction bid exceeds the construction
budget established by the City, the Engineer will not be required to re -design the project without additional
compensation, unless the Engineer has not designed the project in accordance with written direction from
the City.
The Engineer will bill the Owner on the basis of actual salary costs for work time directly connected with
work chargeable to this phase of the project, plus payroll additives and general overhead costs of 160% of
direct labor costs, plus direct reimbursable expenses associated with this phase of the project, plus a
percentage of a fixed fee, with a total "not to exceed" fee of $25,000 for the Programming Phase. A
spreadsheet is attached that identifies the details of this proposed fee.
Also, since the E J Ball lot is approximately one-third larger than the originally proposed lot, we are
requesting an increase in our lump sum surveying fee from $10,000 to $11,750, an increase of $1,750. We
are also requesting a written Notice to Proceed for surveying and geotechnical work for the E.J. Ball Lot.
Allowing us to begin these services will aid in the development of the Programming Phase and will
expedite the design process.
If this proposal is acceptable to you, please sign the three copies and return one copy to me. As always, we
appreciate the opportunity to provide professional services to the City of Fayetteville and look forward to
successful completion of this project. Please call me with any questions or comments. Thank you.
Respectfully,
GARVER 1 ENGINEERS
Approved by:
Brock Hoskins, P E
Vice President / Project Manager Date:
cc: John Maguire
Attachment
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4
City of Fayetteville V
To: Fayetteville City Council
From: Don Bunn, Assistant Public Works Director
Thru• Mayor Dan Coody
Subject: Engineering Contract Amendment
Fayetteville Municipal Parking Deck
Garver Engineers
Date: March 14, 2001
MEMORANDUM
Attached for your review and approval is a contract amendment relating to engineering services for
the planning and construction of a municipal parking deck. The purpose of the amendment is
intended to add Programming Phases I and II to the Parking Deck Contract dated 21 November,
2000. Those Phases involve the presentation of 3 parking deck layouts on the E." Ball parking lot
site and a presentation of the layouts to city staff and the public. Also included is a final presentation
to city staff of the selected alternative. The cost of this work is a not -to -exceed amount of $25,000.00.
Also included in the Amendment is an increase in the lump sum surveying fee of $1,750.00, from
$10,000.00 to $11,750.00. This is because the E.J. Ball lot is some 1/3 larger than the originally
proposed lot.
This Amendment will add a total of $26,750.00 to the original contract. It is the recommendation of
the Staffthat the Council approve the amendment.
AGENDA REQUEST FORM
Council Meeting of April 3, 2001
FROM Don Bunn
Name
Mayor's Approval
Public Works Admin
Division
Public Works
Department
ACTION REQUIRED: Approval of Contract Amendment No. 1 with Garver Engineers
in connection with the design of the Parking Deck on the E.J. Ball lot.
Amendment amount: $26,750.00.
COST TO CITY
$ 26,750.00
Cost of this Request
4470 9470 5314 02
Account Number
00064-1
Project Number
BUDGET/CONTRACT REVIEW
j!_cto
Budget,7anager
lettifu
Acc t ng Ma.:ger
Atto-
Purchasing Officer
$ 280,609
Category/Project Budget
244,008
Funds Used to Date
$ 36,601
Funds Remaining
X Budgeted Item
3-22-200)
Date
triefiaL
3/Z3/61
Date
31.9,661
Date
Multi -Level Prk Deck
Category/Project Name
Other Improvements
Program Name
Sales Tax, Capital
Fund Category
Budget Ad]. Attached
Admin Services Director Date
ADA Coordinator
&At
Date
SYIAL 3172.1n
Date
Internalfjtuditor
STAFF RECOMMENDATION: Staff recommends approval of Contract Amendment No. 1
with Garver Engineers in the amount $26,750.00.
ss Public Works Director
Date
15/2 -6(1i -V
Date
Cross Reference
New Item: Yes No
Prev Ord/Res # 158 00
Orig. Contract # 786
Orig. Contract Date 21 Nov, 00
COMMENT SHEET
Project: Parking Deck Engineenng Contract Amendment
Engineer/Contractor: Garver Engineers
Notes to Reviewers: This item is to go to the Council at the Council Agenda Meeting of
March 27 and to the Council Meeting on April 3, 2001.
•
•
AGENDA REQUEST FORM
Council Meeting of April 3, 2001 Mayor's Approval
FROM Don Bunn Public Works Admin Public Works
Name
Division Department
ACTION REQUIRED: Approval of Contract Amendment No. 1 with Garver Engineers
in connection with the design of the Parking Deck on the E.J. Ball lot.
Amendment amount: $26,750.00.
COST TO CITY
$ 26,750.00
Cost of this Request
4470 9470 5314 02
Account Number
00064-1
Project Number
BUDGET/CONTRACT REVIEW
Budget Manager
Accounting Manager
City Attorney
Purchasing Officer
$ 280,609
Category/Project Budget
244,008
Funds Used to Date
$ 36,601
Funds Remaining
X Budgeted Item
Date
Multi -Level Prk Deck
Category/Project Name
Other Improvements
Program Name
Sales Tax, Capital
Fund Category
Budget Ad]. Attached
Admin Services Director Date
Date ADA Coordinator
Date Internal Auditor
Date
Date
Date
STAFF RECOMMENDATION: Staff recommends approval of Contract Amendment No. 1
with Garver Engineers in the amount $26,750.00.
dfor
ss Public Works Director
Department Director
Admin Services Director
Mayor
4 Mar, 2000
Date
Date
Date
Date
Cross Reference
New Item: Yes No
Prev Ord/Res # 158 00
Orig.
Contract # 786
Orig. Contract Date 21 Nov, 00
•
i
COMMENT SHEET
Pro'ect• Parking Deck Engineering Contract Amendment
Engineer/Contractor: Garver Engineers
Notes to Reviewers: This item is to go to the Council at the Council Agenda Meeting of
March 27 and to the Council Meeting on April 3, 2001.
FAYETTEVII1LE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To: Don Bunn, Public Works
From: Heather Woodruff, City Clerk
Date: April 9, 2001
Attached is a copy of the resolution approving the amendment to the contract with Garver
Engineers for the proposed parking deck down town. I am also returning one original to you.
The original will be microfilmed and filed with the City Clerk.
cc: Nancy Smith, Internal Audit