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HomeMy WebLinkAbout122-02 RESOLUTIONil RESOLUTION NO. 122-02 A RESOLUTION TO APPROVE AMENDMENT NUMBER 1 TO THE ENGINEERING AGREEMENT FOR THE FAYETTEVILLE BUSINESS/ TECHNOLOGY PARK WITH MCCLELLAND CONSULTING ENGINEERING, INC. TO INCREASE THE SCOPE OF THE SERVICES AND AUTHORIZE AN ADDITIONAL $16,927.47 FOR THE INCREASED SERVICES 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 approves Amendment Number 1 with McClelland Consulting Engineers, Inc. (attached as Exhibit A) which increases the scope of services for additional preparation and presentation at public meetings, increases funding for such services by $16,927.47 and amends the project schedule. PASSED and APPROVED this 61h day of August, 2002. APPROVED: By: 4V�4� DAN COODY, Ma r •. fs a\tel_ t M L J 5 C NAME OF FILE: Resolution No. 122-02 CROSS REFERENCE: 11 08/06/02 Resolution No. 122-02 08/07/02 Amendment No. 1 to the Engineering Agreement / Fayetteville Business Technology Park Project 08/02/02 Memo to Fayetteville City Council from McClelland Consulting Engineers, Inc. regarding Wilson Spring Business Technology Park Project 07/22/02 Memo to Mayor Coody and City Council from Gary Dumas regarding McClelland Contract Timeframe Changes and Additional Expenses for Wilson Spring Business Park 08/06/02 Staff Review Form 08/08/02 Memo to Gary Dumas, General Services Director, from Heather Woodruff, City Clerk NOTES: AMENDMENT NO. 1 TO ENGINEERING AGREEMENT FAYETTEVILLE BUSINESS TECHNOLOGY PARK PROJECT STATE OF ARKANSAS COUNTY OF WASHINGTON The basic agreement entitled CITY OF FAYETTEVILLE BUSINESS TECHNOLOGY PARK PROJECT, ENGINEERING AGREEMENT, is hereby amended. The referenced basic agreement pertains to the engineering services associated with the Phase 1 development of a 289 -acre (approximately) parcel of City -owned land into a Business Technology Park. This Amendment entered into and executed on the date indicated beneath the signature blocks, by and between the City of Fayetteville (OWNER) and McClelland Consulting Engineers (ENGINEER) extends the Project Schedule, Scope of Services and Fees due to the change in scope of the Preparation for and Presentations at Public Meetings portion of the basic Engineering Agreement. This action is taken to allow the Engineer to undertake design and construction administration services beyond the contract expiration date of October 2002. This change in scope was brought about by the City Council's direction to involve the local environmental activists in the planning stage of the park project. JA200=2210RAmendl WENG-AGR.doc 0. 0 • The following sections are hereby amended as follows: SECTION II - PROJECT SCHEDULE: The basic engineering agreement required the opening of construction bids for Phase 1 development to take place in October 2002. Additionally, the Engineer requested authorization to commence detailed design not later than June 1, 2002 in order to meet the October 2002 bid opening date. As a result of the above-mentioned change in the scope of services, the amended contract bid opening date shall be eighteen weeks v . from the time the ENGINEER is authorized by the OWNER and the City Council to proceed with the preliminary engineering required for the Preliminary Plat. . SECTION III - SCOPE OF SERVICES: The amendment to the basic agreement extends the Scope of Services to include the additional time required for Preparation for and Presentations at Public Meetings as requested by the City Council. SECTION IV - FEES: Item No. 2 has increased from $4,461 to $21,388. This results in an increase of the overall contract amount from $128,158 to $145,085. Except as amended specifically herein, the basic ENGINEERING AGREEMENT shall remain in full force as originally approved and executed. J:U002\022108Wmend 1 WENG-AGR.doc I 0 IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be duly executed as of the date and year first herein written. FOR THE CITY OF FAYETTEVILLE: By: & Attest: Mayor Date: p O�eg, • f� ,6 FOR McCLELLAND CONSULTING ENGINEERS, INC.: By:g 9 Vice President Date: Sy/° y J:\2002\022108\AmendltoENG-AGR.doc Attest: Pro�ec ngineer Res. '122-02 AMENDMENT N0..1 . TO COPD ' ENGINEERING AGREEMENT FAYETTEVILLE BUSINESS TECHNOLOGY PARK PROJECT STATE OF ARKANSAS COUNTY OF WASHINGTON The basic agreement entitled CITY OF FAYETTEVILLE BUSINESS TECHNOLOGY PARK PROJECT, ENGINEERING AGREEMENT, is hereby amended. The referenced basic agreement pertains to the engineering services associated with the Phase 1 development of a 289 -acre (approximately) parcel of City -owned land into a Business Technology Park. This Amendment entered into and executed on the date indicated beneath the signature blocks, by and between the City of Fayetteville (OWNER) and McClelland Consulting Engineers (ENGINEER) extends the Project Schedule, Scope of Services and Fees due to the change in scope of the Preparation for and Presentations at Public Meetings portion of the basic Engineering Agreement. This action is taken to allow the Engineer to undertake design and construction administration services beyond the contract expiration date of October 2002. This change in scope was brought about by the City Council's direction to involve the local environmental activists in the planning stage of the park project. CADocuments and Settings\gdumas\Local Settings\Temp\AmendltoENG-AGR.doc �f ft f Res .122-02 The following sections are hereby amended as follows: SECTION II 0 PROJECT SCHEDULE: The basic engineering agreement required the opening of construction bids for Phase 1 development to take place in October 2002. Additionally, the Engineer requested authorization to commence detailed design not later than June 1, 2002 in order to meet the October 2002 bid opening date. As a result of the above-mentioned change in the scope of services, the amended contract bid opening date shall be eighteen weeks from the time the ENGINEER is authorized by the OWNER*and the City Council to proceed with the preliminary engineering required for the Preliminary Plat. SECTION III 0 SCOPE OF SERVICES: The amendment to the basic agreement extends the Scope of Services to include the additional time required for Preparation for and Presentations at Public Meetings as requested by the City Council. SECTION IV 0 FEES: Item No. 2 has increased from $4,461 to $36,850. This results in an increase of the overall contract amount from $128,158 to $160,547. Except as amended specifically herein, the basic ENGINEERING AGREEMENT shall remain in full force as originally approved and executed. C:\Documents and Settings\gdumas\Local Settings\Temp\AmendltoENG-AGR.doc Res. '122-02 IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be duly executed as of the date and year first herein written. FOR THE CITY OF FAYETTEVILLE: By: Attest Mayor Date: FOR McCLELLAND CONSULTING ENGINEERS, INC.: By: Date: Vice President Attest: Project Engineer Cmocuments and Settings\gdumas\Local Settings\Temp\AmendltoENG-AGR.doc To: Fayetteville City Council From: McClelland Consulting Engineers, Inc. (MCE) Date: August 2, 2002 Re: Wilson Spring Business Technology Park Project L7 When MCE was asked to give a Proposal for this project, it was our understanding that our role in the Public Participation portion of the project was to be minimal and that EGIS would have the "lead" role. Considerable time was spent by MCE on the preparation for the first two Public Meetings at the Town Center. This included the preparation of colored drawings and maps (both which required substantial AUTOCAD technician time), as well as, the preparation of PowerPoint slides and images. Also included was attendance by the Principal and Project Engineers at team meetings that were required to prepare for the Public Meetings. Additionally, each Public Meeting lasted approximately three hours and attendance by the engineers was required at each of the meetings. In response to the direction given to us by the City Council at the March 19, 2002, City Council Meeting, we attended meetings with the environmental activists and prepared three development options with cost estimates. More specifically, our work included the following: • Attendance at five additional Team Meetings (with Gary Dumas and/or EGIS); • Attendance at three additional meetings with environmental activists (two at MCE's office and one on the project site); Attendees at the first meeting in MCE's office were Mayor Dan Coody, Director Gary Dumas, Alderman Cyrus Young, Fran Alexander, Jeff Erf and Tom McKinney. The meeting lasted approximately two hours, and the Principal and Project Engineers attended the meeting. Attendees at the second meeting in MCE's office were Director Gary Dumas, Don Bunch (Planning Commission), Andrea Radwell and Tom McKinney. The meeting lasted approximately two hours, and the Principal and Project Engineers attended the meeting. Preparation of drawings, maps and other items, as required, for additional meetings; Preparation of multiple development options leading to the selection of three final options; and Preparation of cost estimates for the three final options. It should be noted that preliminary designs and layouts were required in order to accurately prepare the cost estimates for the three final options. These layouts and estimates required an excess of fifty hours each for the Principal and Project Engineers. More detailed information will be provided at Tuesday's City Council Meeting. C:\Documents and Settings\gdumas\Local Settings\Temp\ExtraCo1.doc a 0 ESTIMATION OF HOURS TASK DESCRIPTION HOURS RATE TOTAL Preparation for first two Public Meetings: and cost estimates: Principal Engineer 11.25 $96.00/hr Principal Engineer 2.00 33.50 $96.00/hr $1,943.00 $192.00 0.250 Project Engineer 62.0 $58.00/hr 24.50 $3,596.00 $735.00 Computer Technician 7.50 $30.00/hr $53.00/hr Attendance at three additional meetings: $397.50 CADD Technician II 0.50 0.75 $47.00/hr $78.00 $23.50 4.50 CADD Technician 1 21.0 $30.00/hr 8.00 $630.00 $464.00 Attendance at first two Public Meetings: Subtotal $49767.47 Project Director 1.00 $104.00/hr $104.00 Principal Engineer 6.00 $96.00/hr $576.00 Project Engineer 6.00 $58.00/hr $348.00 Subtotal $5,867.00 Preparation for three additional meetings: and cost estimates: Principal Engineer 11.25 $96.00/hr $1,080.00 'Project Engineer 33.50 $58.00/hr $1,943.00 Computer Technician 0.250 $53.00/hr $13.25 CADD Technician 1 24.50 $30.00/hr $735.00 Miscellaneous Expenses 28.50 $30.00/hr $22.22 Attendance at three additional meetings: Project Director 0.75 $104.00/hr $78.00 Principal Engineer 4.50 $96.00/hr $432.00 Project Engineer 8.00 $58.00/hr $464.00 Subtotal $49767.47 Preparation of three final options and cost estimates: Project Director 0.75 $104.00/hr $78.00 Principal Engineer 64.50 $96.00/hr $6,192.00 Project Engineer 58.00 $58.00/hr $3,364.00 Computer Technician 5.00 $53.00/hr $265.00 CADD Technician 1 28.50 $30.00/hr $855.00 Subtotal $10,754.00 Total $21,388.47 Less Contract Amount .$4,461.00 Total Request for Work Already Performed $16,927.47 C:\Documents and Settings\gdumas\Local Settings\Temp\ExtraCo1.d0c 0 FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE 0 To: Mayor and City Council From: Gary Dumas Date: July 2, 2002 Subject: McClelland Contract Timeframe Changes and Additional Expenses for Wilson Spring Business Park Background The Council approved the contract with McClelland Engineering on February 5, 2002 for specific work tasks related to the Wilson Spring Business Park and then on March 19, 2002 authorized McClelland to continue with all work tasks within the contract. The Council also requested the establishment of an additional inclusive public process and requested an action item before the Council prior to proceeding with development of the preliminary plat and large scale development. Since the inception of work, the project has been involved with considerable public debate and at the Council's request several meetings have been held, some publicly advertised, others with smaller groups, both in the office and in the field. This public discourse in an attempt to reach consensus has required McClelland to expend more resources than was budgeted in that work task within the contract. The staff and McClelland have attempted to maintain a tight reign on the budget for this contract service. Currently there is no problem with the overall budget, but the project is still in its concept development stage. With the project status and continuing discussion, there are numerous public meetings to come. The initial budget authorized $4,461 for preparation and presentation at these public meetings and established a timefiame for preparation of the preliminary plat and construction bid opening. Also included within the budget are the required meetings before the Planning Commission regarding the lot split, preliminary plat, master street plan amendment, and any presentations before the City Council. These meetings before the Commission and Council have not yet occurred and that work task budget is intact. The total contract fee is $128,158. As of June 7, $25,937 has been billed. $21,388.47 a 0 has been billed for the work task, Preparation for and Presentation at Public Meetings, the budget for this work task is $4,461. As of June 7, $16,927.47 in additional work has been performed within the work task, Preparation for and Presentation at Public Meetings. During the course of this extra work and additional anticipated public participation, the time lines in the contract have been exceeded and will continue toward an unknown completion date. The contract should be amended to insert a performance date from the date of official Council authorization. Request: In order to maintain adequate funding for the remaining work tasks in the contract, a change order adding $16,927.47 for work already performed at the request of the City Council and an additional $15,461 for work anticipated to be performed within the work task, Preparation for and Presentation at Public Meetings is requested. This will cover anticipated costs for remaining necessary meetings and for additional work involving other public participation activities. Also the contractual time frames will be adjusted from a specific date, to a date established by the City Council when appropriate approvals are obtained. Recommendation Approve change order number 1, to the Engineering Agreement with McClelland Engineering for the Wilson Spring Business Park; modifying the performance dates and adding $32,388.47 to fund public involvement activities requested by the City Council. XX Agenda Request ` 40 For the Fayetteville City Council meeting of: August 6, 2002 FROM: Gary Dumas General Services Name Division Department ACTION REQUIRED: Approve resolution authorizing change order number 1, to the engineering services agreement with McClelland Engineering allowing for additional public participation activities for the Wilson Springs Business. Park extending timeframes established in the contract and adding the amount of $32088.47. COST TO CITY: $32.388.47 Cost of this Request 1010-6600-5314-00 4470-9470-5809-00 Account Number 95075-10 Project Number $1,969,547 Category/Project Budget $202,998 Funds Used to Date $1.766.549 Remaining Balance BUDGET REVIEW: _Budgeted Item 22QQ Budget Adjustment Attached Business and Technology Park Category/Project Name Program Name General Fund/Sales Tax Fund Administrative Services Director COTRAC' RANT/LEAS�E REVIEW: , GRANTING AGENCY: Accounting Manager Date ADA Coordinator I TA City Attorney at Internal ditor Tl/J A, 7 18IO2�- Purchasing Officer Date STAFF RECOMMENDATION: Approve Resolution Division Head Director `Iirmi$istrative Services Diregior mayor r ' 3enww lVs / Date Date 7/ b� l to Date Date Dat�l(iJ Date Cross Reference New Item: Yes Prev Ord/Res #• _ Orig Contract Date: FAYETTEV1P6LE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Gary Dumas, General Services Director From: Heather Woodruff, City Clerk Date: August 8, 2002 Please find attached a copy of Resolution No. 122-02 approving Amendment No. 1 to the Engineering Agreement for the Fayetteville Business / Technology Park Project with McClelland Consulting Engineering, Inc. The original will be microfilmed and filed with the City Clerk. I am returning the only original Amendment No. 1 signed by Mayor Coody. Please have McClelland Consulting Engineers, Inc. sign this amendment and return this original to the City Clerk's office. cc: Nancy Smith, Internal Audit FAYETTEVIALE THE CITY OF FAYETTEVIEEE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Gary Dumas, General Services Director From: Heather Woodruff, City Clerk Date: August 15, 2002 Please find attached a copy of Resolution No. 122-02 and a copy of the corrected Amendment No. 1 to the Engineering Agreement. The original will be microfilmed and filed with the City Clerk I am returning two (2) original amendments to you. cc: Nancy Smith, Internal Audit • To: Fayetteville City Council From: McClelland Consulting Engineers, Inc. (MCE) Date: August 2, 2002 Re: Wilson Spring Business Technology Park Project �1 /2� U)/ 1A -7�0 A When MCE was asked to give a Proposal for this project, it was our understanding that our role in the Public Participation portion of the project was to be minimal and that EGIS would have the "lead" role. Considerable time was spent by MCE on the preparation for the first two Public Meetings at the Town Center. This included the preparation of colored drawings and maps (both which required substantial AUTOCAD technician time), as well as, the preparation of PowerPoint slides and images. Also included was attendance by the Principal and Project Engineers at team meetings that were required to prepare for the Public Meetings. Additionally, each Public Meeting lasted approximately three hours and attendance by the engineers was required at each of the meetings. In response to the direction given to us by the City Council at the March 19, 2002, City Council Meeting, we attended meetings with the environmental activists and prepared three development options with cost estimates. More specifically, our work included the following: • Attendance at five additional Team Meetings (with Gary Dumas and/or EGIS); • Attendance at three additional meetings with environmental activists (two at MCE's office and one on the project site); Attendees at the first meeting in MCE's office were Mayor Dan Coody, Director Gary Dumas, Alderman Cyrus Young, Fran Alexander, Jeff Erf and Tom McKinney. The meeting lasted approximately two hours, and the Principal and Project Engineers attended the meeting. Attendees at the second meeting in MCE's office were Director Gary Dumas, Don Bunch (Planning Commission), Andrea Radwell and Tom McKinney. The meeting lasted approximately two hours, and the Principal and Project Engineers attended the meeting. Preparation of drawings, maps and other items, as required, for additional meetings; Preparation of multiple development options leading to the selection of three final options; and Preparation of cost estimates for the three final options. It should be noted that preliminary designs and layouts were required in order to accurately prepare the cost estimates for the three final options. These layouts and estimates required an excess of fifty hours each for the Principal and Project Engineers. More detailed information will be provided at Tuesday's City Council Meeting. CADocuments and Settings\gdumas\Local Settings\Temp\ExtraCostSummary.doc 010 03 CityFayetteville 8/12/2002 Update dex Maintenance to 10:30:53 Document Item Action Reference Date Ref. Taken Brief Description RES 8062002 122 AMENDMENT #1 FAY BUSI/ TECHNOLGY PK Enter Keywords........ RES, 122-02 AMENDMENT NUMBER 1 ENGINEERING AGREEMENT FAYETTEVILLE BUSINESS TECHNOLOGY PARK MCCLELLAND CONSULTING ENGINEER INCREASE SCOPE OF SERVICES File Reference #......: MICROFILM Security Class........: Retention Type: _ Expiration Date.......: **** Actives* Date for Cont/Referred: Name Referred to......: Cmdl-Return Cmd8-Retention Cmd4-Delete Cmd3-End Press 'ENTER' to Continue Cmd5-Abstract Yes NO (c) 1986-1992 Munimetrix systems Corp.