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HomeMy WebLinkAbout143-02 RESOLUTIONRESOLUTION NO. 143-02 A RESOLUTION TO APPROVE AN ENGINEERING SERVICES CONTRACT WITH GARVER ENGINEERS, LLC IN THE AMOUNT OF $135,950.00, PLUS A PROJECT CONTINGENCY OF $20,000.00 FOR WATER LINE RELOCATION AND IMPROVEMENT, AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $155,950.00 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 an engineering services contract with Garver Engineers LLC, in the amount of $135,950.00, (plus a project contingency of $20,000.00) for relocation and improvements to water lines and appurtenances along Gregg Avenue. The contract is attached as Exhibit A. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves the budget adjustment of $155,950.00 attached as Exhibit B. PASSED and APPROVED this 17th day of September, 2002. APPROVED: By NAME OF FILE: CROSS REFERENCE: Item # Date Resolution No. 143-02 Document 1 09/17/02 Resolution 143-02 2 09/17/02 Agreement between the City of Fayetteville and Garver Engineers LLC. 3 09/19/02 Budget adjustments form 4 08/28/02 Letter to Dan Coody, Mayor from Jim Beavers, City Engineer 5 09/04/02 Staff review form 6 09/20/02 Memo to Jim Beavers, Engineering Division from Heather Woodruff NOTES: u ,.t,.a,.. 11.1 51I6b3 -G04t1QC Ln STANDARD AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES CITY OF FAYETTEVILLE FAYETTEVILLE, ARKANSAS Project No. This is an agreement made as of i/�jm,�,t/� ! / , 20&Z between the City of Fayetteville and Garver Engineers LLC.// The City of Fayetteville intends to make improvements to water lines and appurtenances along Gregg Avenue in Fayetteville, Arkansas between Futrall Street and the beginning of 4 -lane street near Mud Creek (Phase 1), between Sycamore Street and Futrall Street (Phase 2), and in a residential subdivision north of I-540 on the east side of Gregg Avenue. Garver Engineers will provide professional engineering and surveying services to allow for these improvements. The City of Fayetteville and Garver Engineers in consideration of the mutual covenants in this contract agree in respect of the performance of professional engineering and surveying services by Garver Engineers and the payment for those services by the City of Fayetteville as set forth below. SECTION 1 - EMPLOYMENT OF GARVER ENGINEERS The City of Fayetteville agrees to employ Garver Engineers, and Garver Engineers agrees to perform professional engineering and surveying services in connection with the proposed improvements as stated in the sections to follow. For having rendered such services, the City of Fayetteville agrees to pay Garver Engineers compensation as stated in the sections to follow. All of the engineering and surveying services will be supplied by Garver Engineers's personnel or personnel under subcontract to Garver Engineers, as approved by the City of Fayetteville. SECTION 2 - SCOPE OF SERVICES 2.1 General Generally, the scope of services includes surveys, design, bidding services and construction support services for relocating water lines and appurtenances along Gregg Avenue to allow for planned street widening projects and for relocating a water line in a residential subdivision north of I-540 and east of Gregg Avenue. Completed designs will include connections to existing service lines, fu -e hydrants, and other applicable appurtenances. Garver Engineers will provide opinions of probable construction costs with the preliminary and final designs. Phase 1. Phase 1 will include a new 12 -inch water line from an existing 36 -inch concrete water line near Wren Circle north to an existing 12 -inch line near where the 4 -lane pavement on Gregg Avenue starts near Mud Creek, and a new 18 -inch line south from the existing 36 -inch concrete water line to the area of Futrall Drive & 1-540. This water line will be constructed in a 25 -ft easement between the railroad and Gregg Avenue. Johnson Road Subdivision This portion of the project includes relocating approximately 700 feet of 6 -inch water line, running between residential properties parallel to Gregg Avenue, serving Johnson Road Subdivision on the east side of Gregg Avenue north of 1-540. The relocation may include a parallel line offset from its current Gregg St Water Line Relocation 1 of 8 0296-3600 1 ess. /Kg -,o4, location or four connections (stubs) across Gregg Avenue from the new line provided in Phase 1. Phase 2. Phase 2 will include a new 18 -inch water line from an existing 24 -inch line at Sycamore Street to the existing (newly constructed under Phase 1) 18 -inch line at Futrall Drive. The route of this water line will be evaluated and determined during preliminary design, with priority given to the 25 -ft easement between the railroad and Gregg Avenue, where practical. 2.2 Surveys Garver Engineers will provide field survey data from field work for designing the project, and this survey will be tied to the City of Fayetteville's control network. These surveys will be utilized as a supplement to the City's aerial mapping. Property and right-of-way surveys are not included. Garver Engineers will conduct field surveys consisting of cross sections at intervals and for distances each side of the existing water line as appropriate for modeling the existing ground, including locations of any pertinent features or improvements between sections, along the designated route. Buildings and other structures, streets, drainage features trees over eight inches in diameter, visible utilities as well as those underground utilities marked by their owners and/or representatives, and any other pertinent topographic features that may be present on the route, will be located. Control points will be established for use during construction. 23 Geotechnical Services Geotechnical Services are not included. 2.4 Coordination Garver Engineers will provide the following coordination: • Meetings and coordination with City Engineering Staff and Fayetteville Water and Sewer Department Staff for design direction, easement information, mapping, as -built information, knowledge of existing conditions, etc. All meetings with the City will be coordinated through the City Engineer. • Coordination with AHTD to obtain Gregg Avenue Widening Plans and right-of-way and/or easement information. • Coordination with utility companies for determining utility conflicts and estimated associated costs for relocation or avoidance of these utilities. 2.5 Preliminary Design The Preliminary Design will include Preliminary Plans consisting of plan and profile sheets showing the proposed vertical and horizontal alignments of each water line (and indicating conflicts or other work incidental to the water line work), typical sections, and typical details. Early in the preliminary plan development process, Garver Engineers will meet with the City of Fayetteville to allow the City to review and approve the concept of the design. The preliminary design will be accomplished in accordance with the City of Fayetteville's Water and other related Standards. An opinion of probable construction cost will be provided with submittal of the Preliminary Design phase. Garver Engineers will not proceed with Final Design until the Preliminary Design is approved in writing by the City of Fayetteville. 2.6 Final Design During the final design phase of the project, Garver Engineers will conduct final designs to prepare construction plans and specifications including final construction details and quantities, special provisions, opinion of probable construction cost, make final field inspection with City of Fayetteville, Gregg St Water Line Relocation 2 of 8 0296-3600 A9E5, l'F3 make any needed plan changes as a result of the final field inspection and/or special easement acquisition considerations, and all other work required to advertise for bids. Unless the City of Fayetteville prefers and provides a specific construction contract, Garver Engineers will furnish an industry standard construction contract form for review by the City Attorney. The City of Fayetteville will furnish standard technical specifications for water line construction for incorporation into the construction contract documents. 2.7 Property Acquisition Documents Property Acquisition Documentation is not included. 2.8 Bidding Services Bidding Services will only be provided for Phase 1 and the Johnson Road Subdivision for one set of construction contract documents. During the bidding phase of the project, Garver Engineers will dispense construction contract documents to prospective bidders (at the approximate cost of reproduction and handling), support the contract documents by preparing addenda as appropriate, participate in a pre-bid meeting if necessary, attend the bid opening, prepare bid tabulation, evaluate bids, recommend award, prepare construction contracts, and issue a Notice to Proceed letter to the Contractor. 2.9 Construction Support Services Construction Support Services will only be provided for Phase 1 and the Johnson Road Subdivision for both projects under construction at the same time. During the construction phase of work, Garver Engineers will accomplish the following: 1. Review the Contractor's progress payment requests based on the actual quantities of contract items completed and accepted, and will make a recommendation to the Owner regarding payment. 2. Attend progress/coordination meetings with the City of Fayetteville/Contractor. 3. Attend preconstruction meeting. 4. Prepare for and attend utilities coordination meeting. 5. Evaluate and respond to construction material submittals and shop drawings. 6. Maintain a set of working drawings and prepare and famish record drawings. 7. Provide part-time resident construction observation services for the 75 -calendar -day construction contract performance time for Phase 1 and the 45 -day construction contract performance time for Johnson Road Subdivision. The proposed fee is based on approximately 4 hours per day, 5 days per week, during the construction contract performance time, with time being shared between both projects under construction at the same time. If the construction time extends beyond the time established in this agreement or if the City of Fayetteville wishes to increase the time or frequency of the observation, the City of Fayetteville will pay Garver Engineers an additional fee agreed to in writing by the City of Fayetteville and Garver Engineers. 8. When authorized by the City of Fayetteville, prepare change orders for changes in the work from that originally provided for in the construction contract documents. If redesign or substantial engineering or surveying is required in the preparation of these change order documents, the City of Fayetteville will pay Garver Engineers an additional fee to be agreed to in writing by the City of Fayetteville and Garver Engineers. Construction observation services will be provided by Garver Engineer's Resident Project Representative, who will provide or accomplish the following: Gregg St Water Line Relocation 3 of 8 0296-3600 &5. /4-3-o2, • Consult with and advise the City of Fayetteville during the construction period. • Coordinate with the firm providing construction materials quality assurance testing under separate contract with the City of Fayetteville. • Maintain a file of quantities incorporated into the work, test reports, certifications, shop drawings and submittals, and other appropriate information. • Maintain a project diary which will contain information pertinent to each site visit including date and weather conditions, names of important visitors, construction work in progress and location, size of Contractor's work force and equipment in use, number of hours worked by Contractor's forces, and substance of important conversations with the Contractor. In performing construction observation services, Garver Engineers will endeavor to protect the City of Fayetteville against defects and deficiencies in the work of the Contractor(s): but Garver Engineers cannot guarantee the performance of the Contractor(s), nor be responsible for the actual supervision of construction operations or for the safety measures that the Contractor(s) takes or should take. However, if at any time during construction Garver Engineers observes that the Contractor's work does not comply with the construction contract documents, Garver Engineers will immediately notify the Contractor of such non-compliance and instruct him to correct the deficiency and/or stop work, as appropriate for the situation. Garver Engineers will also record the observance, the discussion, and the actions taken. If the Contractor continues without satisfactory corrective action, Garver Engineers will notify the City of Fayetteville immediately, so that appropriate action under the City's contract with the Contractor can be taken. 2.10 Extra Work The following items are not included under this agreement but will be considered as extra work: 1. Design of any utilities or other improvements other than water lines and appurtenances as described herein. 2. Wetlands identification or mitigation plans or other work related to environmentally or historically signifcant items. 2.11 Deliverables The following items will be delivered to the City, or others as stated, under this agreement: 1. Five sets of Preliminary Plans with Opinion of Probable Construction Cost. 2. Five sets of Final Plans, Specifications, and Contract Documents with Opinion of Probable Construction Cost. 3. One set of Preliminary and Final Plans to each potentially affected utility company. 4. Copies of correspondence, calculations, etc. as requested by the City of Fayetteville. 5. Electronic copies of surveys and drawings as requested by the City of Fayetteville. 6. Three sets of Plans, Specifications, and Contract Documents for the Contractor. 7. Record drawings for Phase 1 and Johnson Road Subdivision. 2.12 Schedule Garver Engineers will begin work under this Agreement within ten (10) days of a Notice to Proceed and will complete the work within the following schedule. Preliminary Plans Final Plans (Phase 1/Johnson Road Subdivision) Final Plans (Phase 2) Gregg St Water Line Relocation 60 days from NTP 30 days from approval of Preliminary Plans 90 days from approval of Preliminary Plans 4 of 8 0296-3600 • PE's. /*3 -oz SECTION 3 - PAYMENT For the work described under SECTION 2 - SCOPE OF SERVICES (except as may be modified for additional services required), the City of Fayetteville will pay Garver Engineers the lump sum amount of $135,950. Payment will be made on a monthly basis, based upon statements submitted by Garver Engineers to the Owner indicating the estimated proportion of the amount of work accomplished. A detailed breakdown of the fee is included in attached Appendix A. Garver Engineers may submit an amendment, to be considered by the City of Fayetteville Mayor and/or the City Council, for an increase in any unused portion of the fee if the work is delayed by factors beyond the Engineer's control. If accepted, the unused portion of the fee will be increased 6% annually with the first increase effective September 1, 2003. However, the total compensation stated herein (above) shall not be exceeded without prior written authorization from the City of Fayetteville Mayor and/or the City Council. SECTION 4 - CITY OF FAYETTEVILLE'S RESPONSIBILITIES In connection with the project, the City of Fayetteville's responsibilities will include, but not be limited to, the following: 1. Giving thorough consideration to all documents presented by Garver Engineers and informing Garver Engineers of all decisions within a reasonable time so as not to delay the work of Garver Engineers. 2. Making provision for the employees of Garver Engineers to enter public and private lands as required for Garver Engineers to perform necessary preliminary investigations. 3. Furnishing Garver Engineers with available as -built plans, aerial mapping, right-of-way and easement documents, etc. SECTION 5 — MISCELLANEOUS 5.1 Instruments of Service Garver Engineers's instruments of service provided by this agreement consist of the printed hard copy reports, drawings, and specifications issued for the Assignment or Project; whereas electronic media, including CADD files, are tools for their preparation. As a convenience to the City of Fayetteville, Garver Engineers will furnish to the City of Fayetteville both printed hard copies and electronic media. In the event of a conflict in their content, however, the printed hard copies will take precedence over the electronic media. Garver Engineers's electronic media are furnished without guarantee of compatibility with the City of Fayetteville's software or hardware, and Garver Engineers's sole responsibility for the electronic media is to furnish a replacement for defective disks within thirty (30) days after delivery to the City of Fayetteville. The City of Fayetteville is granted ownership of the printed hard copy drawings and specifications and the electronic media but agrees they will only be used in the operation and maintenance of the Project or Assignment for which they were provided. Use of these materials for modification, Gregg St Water Line Relocation 5 of 8 0296-3600 Res, 13-0-t extension, or expansion of this Project or on any other project, unless under the direction of Garver Engineers, will be without liability to Garver Engineers and Garver Engineers's consultants. Because data stored in electronic media form can be altered, either intentionally or unintentionally, by transcription, machine error, environmental factors, or by operators, it is agreed that the City of Fayetteville will indemnify, defend, save harmless Garver Engineers, Garver Engineers's consultants, and the officers and employees of any of them from and against any and all claims, liabilities, damages, losses, and costs, including but not limited to costs of defense, arising out of changes or modifications to the data in electronic media form in the City of Fayetteville's possession or released to others by the City of Fayetteville and for any use of the electronic media and printed hard copy drawings and specifications outside the license granted by this provision. 5.2 Opinions of Cost Since Garver Engineers has no control over the cost of labor, materials, equipment, or services furnished by others, or over the Contractor(s)' methods of determining prices, or over competitive bidding or market conditions, Garver Engineers's Estimates of Project Costs and Construction Costs provided for herein are to be made on the basis of Garver Engineers's experience and qualifications and represent Garver Engineers's best judgment as an experienced and qualified professional engineer, familiar with the construction industry; but Garver Engineers cannot and does not guarantee that proposals, bids or actual Total Project or Construction Costs will not vary from estimates prepared by Garver Engineers. The City of Fayetteville understands that the construction cost estimates developed by Garver Engineers 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 of Fayetteville, Garver Engineers will not be required to re -design the project without additional compensation. 53 Covenant Against Contingent Fees Garver Engineers warrants that it has not employed or retained by company or person, other than a bonafide employee working solely for Garver Engineers to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than a bonafide employee working solely for Garver Engineers, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, the City of Fayetteville will have the right to annul this contract without liability. 5.4 Claims and Liability Garver Engineers will save harmless the City of Fayetteville from all claim and liability due to its (Garver Engineers's) activities, or those subcontractors, its agents, or its employees during the time this contract is in force 5.4 Compliance with Laws Garver Engineers will comply with all federal, state and local laws and ordinances applicable to the work. Garver Engineers will be a professional engineer, licensed in the State of Arkansas. 5.5 Engineer's Endorsement Garver Engineers will endorse and recommend all plans, specifications, estimates, and engineering data provided under this agreement. All design will be checked in accordance with accepted engineering practices. All plan quantities will be checked and verified. Gregg St Water Line Relocation 6 of 8 0296-3600 Res. /'f3-ok, 5.6 Changes The City of Fayetteville 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 change causes an increase or decrease in the cost of, or the time required for, performance of this contract, an equitable increase or decrease will be made in the upper limit contract amount, including fee or time of required performance, or both, and the contract will be modified in writing accordingly. Changes, modifications or amendments in scope, price, or fees to this contract will not be allowed without a prior formal contract amendment approved by the Mayor and/or the City Council in advance of the change in scope, price, or fees. Any claim by Garver Engineers for adjustment under this clause must be asserted within thirty (30) days from the date of receipt by Garver Engineers of the notification of change, provided, however, that the City of Fayetteville, if it decides that the facts justify such action, may receive and act upon any such claim assessed at any time prior to the date of final payment under this contract. 5.7 Arkansas Freedom of Information Act Garver Engineers agrees that it will provide to the City of Fayetteville, at a cost to be agreed upon, all documents in its possession that are, under this Agreement, the property of the City of Fayetteville and which the City of Fayetteville believes to be subject to an Arkansas Freedom of Information Act request made to it, or, in anticipation of such a request, which it believes necessary for it to possess. Garver Engineers further agrees that it will request of all subconsultants, retained by Garver Engineers to perform services under this Agreement, to provide to the City of Fayetteville, at a cost to be agreed upon, all documents in the possession of such subconsultants that are, under this Agreement, the property of the City of Fayetteville and which the City of Fayetteville believes to be subject to an Arkansas Freedom of Information Act request made to the City of Fayetteville, or, in anticipation of such a request, which it believes necessary for the City of Fayetteville to possess. Garver Engineers will produce all documents or material in the format that are kept by Garver Engineers, or at the option of Garver Engineers, in some other format. If a specialized format is requested by the City of Fayetteville, the cost of conversion, if that additional responsibility is accepted by Garver Engineers, will be borne by the City of Fayetteville at the then prevailing rates for the parties actually performing the conversion. Such increase in contract price shall require a formal amendment approved by the City of Fayetteville Mayor and/or the City Council. Garver Engineers agrees to use due diligence to comply with all the requirements of the Freedom of Information Act. SECTION 6 - CONTROL OF SERVICES This is an Arkansas Contract and in the event of a dispute conceming a question of fact in connection with the provisions of this contract which cannot be disposed of by mutual agreement between the City of Fayetteville and Engineer, the matter will be resolved in accordance with the Laws of the State of Arkansas. Should the City of Fayetteville, for any reason whatsoever, decide to postpone the work at any time, the City of Fayetteville will notify Garver Engineers, who will immediately suspend work. Should the City of Fayetteville decide during such suspension not to resume the work, or should such suspension not be tenninated within a year, the work will be cancelled as hereinafter provided. Gregg St Water Line Relocation 7 of 8 0296-3600 • ICES. /%3-ot This Agreement may be terminated by either party by seven (7) days written notice in the event of substantial failure to perform in accordance with the terms hereof by the one (1) party through no fault to the other party or for the convenience of the City of Fayetteville. If this Agreement is so terminated, Garver Engineers will be paid for the time and materials expended to accomplish the services performed to date, as provided in SECTION III - PAYMENT; however, Garver Engineers may be required to furnish an accounting of all costs. Should the City of Fayetteville, for any reason whatsoever, decide to cancel or to terminate the use of Garver Engineers s service, the City of Fayetteville will give written notice thereof to Garver Engineers who will immediately terminate the work. If the City of Fayetteville so elects, Garver Engineers may be instructed to bring a reasonable stage of completion to those items, whose value would otherwise be lost. Garver Engineers will tum over all data, charts, survey notes, figures, drawings and other records or information collected or produced hereunder whether partial or complete. SECTION 7 - SUCCESSORS AND ASSIGNS The City of Fayetteville and Garver Engineers each bind himself and his successors, executors, administrators, and assigns of such other party, in respect to all covenants of this Agreement; except as above, neither the City of Fayetteville nor Garver Engineers will assign, sublet, or transfer their interest in this agreement without the written consent of the other. Nothing herein will be construed as creating any personal liability on the part of any officer or agent of any public body which may be a party hereto. IN TESTIMONY OF WHICH, this instrument has been executed on behalf of the above named Engineer, and has been executed on behalf of the City of Fayetteville, in four (4) counterparts, each of equal force, on the day and year first above written. CITY OF FAYETTEVILLE GARVER ENGINEERS LLC By rock Hos n P.E. Vice President Gregg St Water Line Relocation ATTEST: ATTEST: 8 of 8 0296-3600 • APPENDIX A CITY OF FAYETTEVILLE GREGG AVENUE WATER LINE RELOCATION PHASE 1 - FUTRALL TO MUD CREEK Preliminary Design (including surveys) Final Design Bidding Services Construction Support Services JOHNSON ROAD SUBDIVISION Preliminary Design (including surveys) Final Design Bidding Services Construction Support Services PHASE 2 - SYCAMORE TO FUTRALL Preliminary Design (including surveys) Final Design Bidding Services Construction Support Services • Res .143-02.. $17,100 $13,700 $3,700 $17,550 $52,050 $9,170 $6,280 $1,620 $7,430 $24,500 $36,020 $23,380 not included not included $59,400 TOTAL LUMP SUM FEE $135,950 APPENDIX A 0 lOY lilill Lei ZO ZZ /\) 000 Preliminary Design • !| 8 . . . . !!|| . . . , !|. . . ea 11111 ma . . . { !. ! � .. . . . . | ;. 0 . . 0 \| |. .. ...,. . . , , /| |. , , , . i!|; 0 . . . § |. , , . 0 lif. .. I 24 ._ . : 0 . / |. .. _ . . . lb. ... , , , 0 V. |� . me . . . ld;. .. e 4 , . . . \ )2 - , • . . . \f). 0 . . . WORK TASK DESCRIPTION | f ! NddZo,S and Vertical Canna Strews 11 !!!HiH | {SI' / 11| g ! z i! )!|S !|.|1|I 11 11 •ij 1 .8|80 00 $9240O 11.451.00 12,31000 SO..00 8 8 an co 0 re 22 TOTAL NOT TO EXCEED COST: APPENDIX A 0 re re Lo re 2 Ls Le 0 > 4 + §la-)} } • !| |, . . 2 . !!|� !||. . . . . !!|| 2 . . , f 8 ! � 0 0 1 ° . 1 |. . . . . . ||. . . . . |!. . . . . ! | , . 0 , / ;. . . . . !||. , . , . 0 0 dal. ...r . 0 0 0 | |. a. .. , . . . !/;. . 2 w T .. !|). . ., . . . . !!}, WORK TASK DESCRIPTION ! 3 Isi .|` |.I /I ' Ben & Reale sheen- IT6in* Men !W all \/f}- /|r Js ! 8 u| | 1 -i a| ! Subtotal MecNnkel Engineering 1J § | 1 : 0 8 8 § § 8 a 8 SUBTOTAL- HOURLY COSTS • ! |!§§| LU ) 8 TOTAL NOT TO EXCEED COST: APPENDIX A z O 1- u 0 J W WCC 2 w W z0 J • 2 -1 w a 111 z LL LL LLO 0 yWaJ • W O 0a. Bidding Services • 3I 2 i e e 0 e g t 5 Y 3g 0 1 o 0 11 o e e e HI 5 2 0 o e e 3 8 tt 2 A n e e e 0 a3 t c - _ 0 0 0 SEaa Y 0 0 0 0 Z 8 6} A o 0 0 0 5[ 8 o e e e 8 L 0 0 e e °°> 8 S0 2 0 0 o e 2 g 8 2 iill n n e e e 8A 2 2 0 0 o e 8 fd 2 e 0 0 0 IIS 2 n e e__ rv._ It o 1 0 0 8 L ,, -- - n e e o 8 a p t o 0 0 0 WORN TASK DESCRIPTION 1 1 i g • €f1-16 d O a w t 1 d i Subtotal- CMI ErginarIng 12. Structural Engiwrbq .II 3 1 1 ! 111 ! 1 W 1 Subtotal - Electrical ErgFwKq 8 0 s 8 8 8 8 0 8 0 0 0 2 3 8 8 8 8 8 n 8 8 s SUBTOTAL -HOURLY CO re 88888 ssss14 s� 3; e12 kraz a L wadgoi awa el a 0s ace 8 8 8 0 8 8 TOTAL NOT TO EXCEED COST: !| |. . . . . !|� , . . . !| . . . . !||. 2 1 ..,.! e I 4 { 8 0 . 0 . } ;. . 0 . 0 | ;. . )a |. . . . . )|2 . a° . j r 0 . . 0 !i!. 11a . . 0 0 IU;. . . , . Project Enpnen u1 on M1 !!!|. ... la .e . e 1 1S . . , ctl r. \|}. � o . 0 0 WORK TASK DESCRIPTION f | ) Ili || |f I| 1 _ Monthly Pay Requests _ I ii i!!i| lit ! d| i| fl || 1 Bubto( - Structural E+gInerN6 13. Mechanical EngFxr*ig _ _____ _ __ I | !I || ! 1 | APPENDIX A CITY OF FAYETTEVILLE SUBDIVISION WATER LINE RELOCATION Preliminary Design Gi g L o 0 0 0 Ili 3 L a 0 0 II g2•0 a a a f91; ry a a 0 i8 L -- - 0 1.:1 a 1$ q 2 a 0 0 0 I:2 L S$s e o a o `i 8 L Di9 o o a o ii8 t act 0 0 11 8 L new -- a 0 0 ■ ry 2 -. a - a e a III;a nnn I T 1 0 0 0 1 8 L . . 0 0 0 III8 t n ry n 3 I a n n el a a 0 to s d - L _ ew a 0 0 0 8 Mit 6 0 a 0 0 WORK TASK DESCRIPTION 1 W 0. § I @ ➢ i 1 Svjl TvpCeglt&&Snn ga 6 8 I 5� iga Ii F A 1 1 @ c f■ 5 u 11 F' us 1 3$ i g ; is d . I F f e W 1 SUDCONSULTANTS TOTAL NOT TO EXCEED COST: APPENDIX A CITY OF FAYETTEVILLE SUBDIVISION WATER LINE RELOCATION en To Ii |. 0 0 0 . ! |. . . . . !i|. 0 . 0 . q1|. . . . . | ( 0 , . 0 I ;. . . . . . . ;. -._,.. , . . 0 . |. 0 . . 0 |||;. . . . 0 li |2 . . 0 0 li;. 0 . , , 11 |. -. , 13 . . . IZ!. - to . . . . Project Enpuw SSICO t !b ;. .� e .. 2 , . 0 0 !f ). - -. . . . . !a . 0 0 . WORK TASK DESCRIPTION f8If._ . !``�|! |1i '1�.. I l.,,! | 1 SPAfieNwn nM Comps/ / Document 1 . , 1 SubtKal-CIUEn011wrIng !--!! 1i| . 113 |-|.| . 111 4 8 0 8 8 8 0 • 8 0 8 8 0 | I SUBCONSUL TANTS TOTAL NOT TO EXCEED COST: APPENDIX A CITY OF FAYETTEVILLE SUBDIVISION WATER LINE RELOCATION Bidding Services 8, )} 0 0 . . !!!|= , 0 0 0 . !i|. 0 0 0 0 !|� 0 0 0 0 { ;, 0 0 0 . ; ,. ea. 0 0 . §/ |. . . . . / |, 0 0 . . , ..;, . . . . !! ! . . 0 . !{§ , . 0 0 !| |. . CI. 0 0 A4.; n . 0 . t ;, 0 0 0 0 !!|� -. .. I 2 I t I 0 0 0 2P.0 . . . 0 0 0 A21ab 0 0 0 . WORK TASK DESCRIPTION !| { ; � 04 1- Pre -&0 Meeting |et ; 1 Evaluate bide and recommend award 1 Prepare consbuction contract ! ) ! \/ )0 _ t4 1 Subtotal. Structural Engineering ,! } re ei ! , 2 1 IA Electrical Engineering 1 Subtotal - Electrical Engineering 8 vs 0 8 4.4 eV 40 SUBTOTAL- HOURLY COSTS ao a ad am 444 IN 40 ) ) CI TOTAL NOT TO EXCEED COST: APPENDIX A CITY OF FAYETTEVILLE SUBDIVISION WATER LINE RELOCATION Construction Support Services • !| it . . . a !!||? 0 0 0 0 !||, 0 0 0 0 10 I, �_0,:,_ 0 0 0 !. 17 §. . , . 0 ! | k . . . . \) ;. . . . . . . •8 |. . . . . !! . . 0 . 5 | 0 0 0 0 \ , 0 . . , a8 0 0 , . !!| !, 0 0 . . |. et 0 0 0 ll;. 2 x ——. 0 0 0 !f ). . _ . 0 . !!|] 0 0 0 0 E g| | It CIA Dgh..rloSurv.fAs || f 43a0PrUNO3 LOVAsBa»w sums. |!!|}; it ! flWPnd/Ono I•MI 3 1 I- Subtotal Civil Enghwrbq !z!! !|�|i! 1|1 r I 11 | ! 1 8 r. 0 8 • 1 an ] cc • 88888 SUBCONSULTANTS \ TOTAL NOT TO EXCEED COST: 0 8 } . . . . 11 |� ° ° 0 0 !||. , . . . !!. |` , . 0 . f!. ! r . 60 . 0 , . | | . . . . \- a - ., ,.,,. , . . 0 | 8 . . 0 . 5 . !l E. . . . . q |2 . . . . / 8 . , . , . _ is. . . |og . .. 0e , _ 0 , a 1 It;. , ... , 0 . . 2 |. . , , . . . 2|;. - ... 02-,. 3 0 , . !|| k !. . . . . _ . . . !!|§h . . . . WORK TASK OESORIPTION § ! 1I ! \ ! SYR Tepogapl cal Suwya LSurvey Oita Recessing/DM Preparation _ 1 ! MeetnpiCoorcrnaton With City ||;,! ||!!00 li „§i\ ! ) !| !! I. f i| |! | 1 11 !§ |! i ! 1 | H . . ■ Si | ; !!||� . . . , ,! U . . . , ,! . 0 0 .§ i§. . . . , ,; ! C , . . . .§ !) ;. _.,,.. ! . . . !( j|. . .fl ; |||!. . . . . 0 ! |� ; !; .! !! •| It;. ! }|!| .. . , . .§■ a ■ !!||. ......,. : 0 . . _ § 88888 !!(. . ,. _ 0 , . ,! !m \f). . . . . .; 0 §2 ! /\\ \ �! Iiii j \ #2! _ |,||!(\ City of Fayetteville, aas • Budget Adjustment Ark Form F • Las. /A -Qz Budget Year t: Public Works Date Requested Adjustment # 2002 vision: Water & Sewer Maintenance 08/28/2002 Program: Capital Water Mains Project or Item Requested: $155,950 is requested in Water & Sewer Fund to fund an engineering contract for the Gregg Avenue waterline replacement/ improvement project. Justification of this Increase: The item is requested is to provide engineering services for the needed water/sewer line replacement/upgrade for Gregg Avenue. Project or Item Deleted: Funding proposed for this adjustment is from the Mt. Sequoyah Water/Sewer improvements Project. C 2 A Justification of this Decrease: The Mt. Sequoyah project will have approximately $1.5 million remaining after this adjustment. Increase Expense (Decrease Revenue) Account Name Amount Account Number Project Number Waterline Improvements 155,950 5400 5600 5808 00 02129 1 Decrease Expense (Increase Revenue) Account Name Amount Accou Waterline Improvements 155,950 5400 5600 . u .. p. I Wit. +► r. Admin. Servic rector Date .7/, , Mayor Date Project Number 01023 1 Budget Office Use Only Type: A B C Date of Approval Posted to Project Accounting ()E Entered in Category Log _ . .. v.l DrfM_C77OD/1 rD/`7CIDIln InfRI )nn7V:DF:Rl: Wt. WXd FAYETTEVILLE THE CITY OF FAYETTEVILLE, ARKANSAS 113 W. Mountain St. Fayetteville, AR 72701 Engineering Division To: Dan Coody, Mayor City Council Thru: Greg Boettcher, Public Works Director Staff Review From: Jim Beavers, City Engineer77 .&i4' Date: August 28, 2002 Re: City Council Meeting September 17, 2002 Gregg Avenue water main relocations and improvements. Proposed engineering services contract with Garver, Inc. Please find enclosed the proposed engineering contract with Garver Engineers LLC for the Gregg Avenue water main relocations and improvements. Gregg Avenue north of Futrall Drive to Mud Creek is an existing City Street scheduled for widening by the Arkansas Highway and Transportation Department as a joint City and Federal - aid project for FY 2003. Based upon the AHTD schedule and current staff assignments, it is necessary to out -source the engineering for this water main project. Gregg Avenue south of Futrall Drive to Township Street is State Highway 180 and is scheduled for future widening by the Arkansas Highway and Transportation Department. As a result of these two widening projects it will be necessary to relocate segments of the existing 8 inch water main located adjacent to, and in, Gregg Avenue. The 6 inch segment located in the Johnson Road Subdivision near Van Asche (Wren, Nightingale, Redwing, Swallow) and parallel to Gregg Avenue will be replaced. Based upon the 1996 Master Water Planning Study a larger water main is needed on Gregg Avenue to reinforce the system from the existing 36 inch water main near Van Asche south to the existing 24 inch water main at Sycamore. Therefore, this project will also increase the water main on Gregg Avenue from 8 inches diameter to 18 inches diameter south of the existing 36 inch water main. The water main relocation and improvements for Gregg Avenue north of Futrall Drive to Van Asche/Mud Creek is funded in the 2003 CIP. Please refer to CIP page 127, the preliminary 1 estimated costs are $745,000.00. The cost estimate will be refined as a component of the design contract. The water main relocations for Gregg Avenue south of Futrall to Sycamore are included in the unfunded section of the CIP. Please refer to CIP pages 163 and 164, the rough preliminary estimated costs are $2,538,000.00. The cost estimate will be refined as a component of the design contract. The water main project and engineering contract include three sections segmented into two phases (north Gregg Avenue and south Gregg Avenue). Phase one includes the design, bidding and construction management of: a. Gregg Avenue north. A new 12 inch water main north of the existing 36 inch water main to the existing 12 inch water main near Mud Creek. A new 18 inch water main south of the existing 36 inch water main to an area near I-540 and Futrall or Appleby. b. Johnson Road Subdivison. Relocation and replacement of approximately 700 feet of 6 inch water main located between residential properties and running east of and parallel to Gregg Avenue south of Van Asche Drive. Phase two, Gregg Avenue south of Futrall/I-540, includes the design only of a new 18 inch water main continuing south of the new (phase 1 above) 18 inch water main at Futrall to the existing 24 inch water main located at Sycamore Street. Bidding and construction management will be negotiated at a later date as the AIITD schedule is developed. The proposed engineering contract is for the lump sum amount of $135,950.00. The requested source of funding is to borrow from the 2002 CIP project, Mount Sequoyah Water/sewer relocations and refund from the 2003 Gregg Avenue water main relocations in 2003. Enc: 1. Vicinity map. 2. Original contract. 2 . ___ V TJ1!Jf (1I/f\. Vicinity Map North4—•.--.-f____ — ; JOHNSON J°=2000' I. � I i`� r• I ' 1 wn s7n 'ha.I bS k2S—j I ,Ix I ; I yy Y i j 3611 main ` (i 71 o I Johnson Road Subdivision �1. b Phase J J a 611 main n ; I�JL7 T 1_ Gregg Avenue B0 = id 811 main { 1 4 Y2 lIIIL[I ! I IF / �� y 641 I - 7 Phase2' Iii — $ I. I � , 7-17-H u9�. 1 T- !M _ I o 1 ii M `w y I a 1 � M!1 1 y+ I ' X Q .. Cn90 2411 main / //. i 716 w7a i ��� u.sa Krtsrrs I �` ro0r n ® c, 6 STAFF REVIEW FORM x AGENDA REQUEST x CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of September 17, 2002 FROM: Jim Beavers Engineering Public Works Name Division Department ACTION REQUIRED: 1. Approval of a resolution awarding the engineering services contract for the Gregg Avenue water line relocation and improvements to Garver Engineers, Inc in the lump sum amount of $135,950.00. 2. Approval of a project budget contingency in the amount of $20,000.00. 3. Approval of a budget adjustment. COST TO CITY: $ 155,950 $0 Water Mains Cost 'this Request Category/Project Budget2002 Category/Project 5400-5600-5808.00 $0 Water /Sewer Ism r Account Number Funs Used To Date MG Program Name 02129 - 10 $0 Water/Sewer Fund Project Number RemainingBalance 2002 Fund BUDGET REVIEW: Budgeted Item x Budget Adjustment Attached B dget anger Administrative Services Director C��)1xTRACT/� EASE REVIEW: Accounting Manager Date City Attorney Date GRANTING AGENCY: 8Z. 01 Internal ditor Date ADA Coordinator Date \) ems 9 -3-oa- Purchasing Officer Date STAFF RECOMMENDATION: Approval Adminis tive Services Director Date Mayor Date Grant Coordinator Date Cross Reference New Item: Yes x No Prev Ord/Res H: Orig Contract Date: Orig Contract No: STAFF REVIEW FORM Page 2 Description Gregg Avenue water main relocations and improvements Meeting Date September 17.2002 Comments: Budget Manager Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor Grant Coordinator Reference Comments: FAYETTEVIPLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Jim Beavers, Engineering Division From: Heather Woodruff, City Clerk Date: September 20, 2002 Please find attached a copy of Resolution No. 143-02 approving an engineering services contract with Garver Engineers, LLC for water line relocation and improvement. The original will be microfilmed and filed with the City Clerk. I am forwarding the Budget Adjustment Form to the Budget and Research Division. cc: Nancy Smith, Internal Audit Stephen Davis, Budget & Research Note: I am returning three (3) contracts to you. 015 04 city o Fayetteville 9/26/2002 intenance/Inquiry 11:32:55 Document Item Action Reference Date Ref. Taken Brief Description RES 9/17/2002 143 GARVER ENG/CONTR/WATER LINE RELOCAT - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Keywords. . . . . . . . . . . . . . : RES. 143-02 09/17/02 GARVER ENGINEERS LLC CONTRACT ENGINEERING SERVICES WATER LINE RELOCATION AND IMPROVEMENT WATER RELOCATION File Reference #......: MICROFILM Security class........: Retention Type: Expiration Date.......: **** Active **** Date for Cont/Referred: Name Referred to......: Press Cmd 6 to update Cmdl-Return Cmd2-check Out Cmd8-Retention Cmd3-End Press 'ENTER' to Continue Cmd5-Abstract Yes No (c) 1986-1992 Munimetrix systems Corp. i • STAFF REVIEW FORM - FINANCIAL OBLIGATION AGENDA REQUEST x CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of N/A FROM: Sid Norbash Engineering CP& E Name Division Department ACTION REQUIRED: Approval of Engineering Contract Amendment #2 with Garver Engineers for the Gregg Ave. Waterline Relocation Project, in the amount of $21,520. COST TO CITY: Budget Adjustment Attached B11.r(iE�REYIEW: x Budgeted Item Budget Manager Date CONTRACT/GRANT/LEASE REVIEW: 1/7/04' Accountinggg Mana�er�� ate City Attttirney Date STAFF RECOMMENDATION: Approval of the Amendment #2. Z— (8-0) Received in Mayor's Office Da� Date 4/ Cross Reference: ate , . Q of Prev Ord/Res #: 143-02 Date te7 Orig. Contract Date: 9-17-2002 Orig. Contract No:869 y atye I New Item: Yes_ No X 11 s STAFF REVIEW FORM Page 2 Description Gregg Ave Waterline Relocation Project Amendment #2 to Eng. Contract Meeting Date N/A Comments: Reference Comments: Budget Manager Accounting Manager Internal Auditor City Attorney Purchasing Manager Finance and Internal Services Director Chief Administrative Officer • 0 Item Requiring Mayor's Approval To: Mayor Dan Coody Thru: Hugh Earnest, Chief Administrative Officer From: Tim Conklin, Community Planning and Engineering Services Director Date: December 19, 2003 Subject: Gregg Ave. Waterline Relocation, Phase I Engineering Contract Amendment #2 Staff recommends approval of the Amendment #2 to the Engineering Contract with Garver Engineers, in the lump sum amount of $21,520.00 for the extra work necessitated during the construction, and requested by the City Staff. BACKGROUND The above referenced project is a CIP project which began construction in November 2003. The purpose of this project is to relocate and upgrade existing waterlines along Gregg Ave., in order to accommodate the proposed improvements to Gregg Ave. by AHTD. An additional 12" waterline crossing under William Fulbright Expressway was added to this project through Contract Amendment #1 with Garver Engineers, to provide a loop that will serve Washington Regional Medical Facility as well as highly developed commercial area on Millsap Rd. and the surrounding areas. DISCUSSION The construction phase of the origional contract with Garver was based on an average of 4 hours of inspection per day. The fees for the construction phase of this contract is a lump sum not to exceed amount of $24,980. The addition of the 12" waterline to the construction contract has added to the length of the construction. Also per Staff recommendation the average daily inspection is to increase from 4 to 5 hours per day. Per Garver's calculations and projections these • 0 changes will add an additional $21,520. This is a not to exceed lump sum fee in order to perform the necessary construction management tasks for this project. Approving the Amendment #2 to this contract will increase the present construction management fees from $24,980 to $46,500. Please note that $46,500 figure reflects $2,124 Garvers salary increases per City Council approved contract. BUDGET IMPACT A summary of the Engineering Contract costs is as follows: Origional Eng. Contract Res. 143-02 $135,950 Amendment #1 increase $ 12,500 ------------- Total to date $148,450 Proposed Amndt. #2 increase 21,520 New Contract Price $169,970 Approved Contingency Res.143-02 $ 20,000 Used to date Amndt. #1 $ 12,500 Balance of Contingency Res. 143-02 $ 7,500 Approved Contingency Res. 144-03 $ 80,000 Balance of Contingency available $ 87,500 Proposed Amndt. #2 $ 21,520 Contingency Bal. after Amndt. #2 $ 65,980 TC/sn Attachment: Amendment #2 Copies of Resolutions #143-02 & #144-03 2 RESOLUTION NO. 143-02 A RESOLUTION TO APPROVE AN ENGINEERING SERVICES CONTRACT WITH GARVER ENGINEERS, LLC IN THE AMOUNT OF $135,950.00, PLUS A PROJECT CONTINGENCY OF $20,000.00 FOR WATER LINE RELOCATION AND IMPROVEMENT, AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $155,950.00 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 an engineering services contract with Garver Engineers LLC, in the amount of $135,950.00, (plus a project contingency of $20,000.00) for relocation and improvements to water lines and appurtenances along Gregg Avenue. The contract is attached as Exhibit A. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves the budget adjustment of $155,950.00 attached as Exhibit B. PASSED and APPROVED this 171h day of September, 2002. APPROVED: tpvETT1i',: By: RESOLUTION NO. 144-03 A RESOLUTION AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF SIX HUNDRED NINETY-THREE THOUSAND SIX HUNDRED SIXTY-TWO DOLLARS ($693,662.00) TO CROSSLAND HEAVY CONTRACTORS, INC. FOR GREGG AVENUE WATERLINE IMPROVEMENTS - PHASE I; APPROVING A PROJECT CONTINGENCY IN THE AMOUNT OF EIGHTY THOUSAND DOLLARS ($80,000.00); AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF FIFTY-THREE THOUSAND THREE HUNDRED NINETY-FOUR DOLLARS ($53,394.00) FOR SAME. 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 awards a construction contract in the amount of Six Hundred Ninety - Three Thousand Six Hundred Sixty -Two Dollars ($693,662.00) to Crossland Heavy Contractors, Inc. for Gregg Avenue Waterline Improvements - Phase 1. A copy of the contract, marked Exhibit "A" is attached hereto and made a part hereof. Section 2. That the City Council of the City. of Fayetteville, Arkansas, hereby approves a Project Contingency in the amount of Eighty Thousand Dollars ($80,000.00) for same. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a budget adjustment in the amount of Fifty -Three Thousand Three Hundred Ninety -Four Dollars ($53,394.00) for same. PASSED and APPROVED this 7w day of October, 2003. YETj E Dr APPROVED: By: SONDRA SMITH, City Clerk By: Garver Engineers, LLC 1 D DEC 182003 3810 Front Street, Suite 10 Fayetteville, Arkansas 72703 479-527-9100 FAX 479-527-9101 w .garverengineers.com GARVERENGINEERS December 17, 2003 Mr. Sid Norbash City of Fayetteville Engineering Department 113 W. Mountain Fayetteville, AR 72703 Re: Gregg Street Waterline Relocation — Phase I Contract Amendment No. 2 - Revised Garver Project No. 0296-3600 Dear Paul: Our original contract, signed September 17, 2002, allows for part-time construction support services for Phase I of the Gregg Avenue Water System Improvements based on a total construction contract performance time of 75 calendar days. Near the end of the design phase, the City added work to the project, including a bore under Fulbright Expressway and Shiloh Drive and 457 linear feet of 12 -inch line. The City also directed us to use a construction contract performance time of 90 calendar days for Substantial Completion and 120 calendar days for Final Completion. Consistent with the terms of our agreement, please consider this letter as our revised proposed Amendment No. 2 to our engineering services contract for Gregg Avenue Water System Improvements. Your approval of this amendment will allow the lump sum amount for Construction Support Services for Phase I (which includes the Johnson Road Subdivision) to increase to a total amount of $46,500 (a $21,520 increase) based on the increase in construction contract performance time, extent of observation desired by the City (based on an average of 5 hours per day 5 days per week), and changes in Garver's staff assignments and salaries. A breakdown of the total revised amount for Phase 1 Construction Support Services is shown in the attached spreadsheet. We are available to meet with you to discuss this proposed amendment at your convenience. Please call me if you have any questions. Thank you. Respectfully, G VER ENGIN ERS Approved by: Title: Rrock Hoskins, P.E. Date: Vice President / Project Manager cc: Greg Boettcher Gary Coover Tim Conklin Fayetteville, AR • Huntsville. AL • Jackson, MS • Little Rock, AR • Nashville, TN • Topeka, KS • Tulsa, OK FAYETTE&LE S THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Sid Norbash Engineering Division From: Clarice Buffalohead-Pearman City Clerk Division Date: January 20, 2004 Re: Garver Engineers Attached are two originals of the above agreement, Amendment No. 2, for the waterline relocation project for Gregg Avenue. This agreement will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachment(s) cc: Nancy Smith, Internal Auditor STAFF REVIEW FORM - FINANCIAL OBLIGATION AGENDA REQUEST X CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: For Mayor's Signature Only 311 Paul Libertin' / Engineering Comm. Planning & Engineering Svcs. Name Division Department ACTION REQUIRED: Mayor's signature approving Contract Amendment No. 1 with Garver Engineers for the lump sum amount of $12,500.00. 1t,_ o&'#fl b"` 4L;, ,.a N. t s fp.at iL L,L1 co.sior ( 'Pptwtd COST TO CITY: $12,500.00 Cost of this request 5400-5600-5808.00 Account Number 02129-10 $ ((arAw0'&,937,450.00 Category/Pro�ect Budget 176,997.00 Funds Used to Date Gregg Ave. Waterline Relocation Program Category / Project Name Water/Sewer Improvements Program / Project Category Name $ 760,453.00 Water/Sewer Project Number Remaining Balance BUDGET REVIEW: X Budgeted Item Budget Manager Date REVIEW: 1'M' Accounting Manager Date Sl3e3 City At rney Date Fund Name Budget Adjustment Attached s/« o3 In nal Au for Date 1e "►(1/� tU,)L" s I n3 Purchasing Manager Date ST ii REc ATION: Approve Contract Amendment No. 1 'Ad' Received in Mayor's Office Ds'o Hea y Date .: L s-/1-ct3 Cross Reference: Department Director Date Previous Ord/Res#: 143-02 Finance & Internal Services Dir. CC Date Orig. Contract Date: 17 -Sep -02 Orig. Contract Number: 969 Date New Item: Yes t ©o date r• /xA) Date it., • Staff Review Form - Page 2 • Description Gregg Ave. Waterline Relocation Meeting Date: For Mayor's Signature Only Comments: Budget Manager Accounting Manager City Attorney Purchasing Manager ADA Coordinator Internal Auditor Grants Coordinator Reference Comments: FAYETTEV4LLE THE CITY OF FAYETTEVILLE, ARKANSAS Date: May 12, 2003 To: Mayor Dan Coody Thru: Tim Conklin, Director, Community Planning & Engineering Services TG - Gary Coover, City Engineer From: Paul Libertini, Staff Engine - Re: Gregg Ave. Waterline Relocation, Phase I Amendment #1 to the Engineering Contract with Garver Engineers, LLC. Background: On September 17, 2002, City Council approved a phased design contract with Garver Engineers to relocate and upgrade existing waterlines along Gregg Avenue. The Phase I design is 95% complete and is scheduled to go to construction this year, prior to AHTD letting the road widening project which is tentatively scheduled for Mid -November. As a product of the project design, it has been determined that the existing waterline under the William Fulbright Expressway overpass must be removed prior to installing the new 18" line because of the lack of physical room between the bridge piers and railroad tracks. While this section of the existing water line is out of service, the customers on each side of the expressway will be able to receive water from indirect routing through various sizes and ages of existing water lines in the area. However, it is the consensus of staff, that with the new Washington Regional Medical Facility in place, it would be proactive and much wiser to provide an additional permanent waterline connection which would serve both as a backup water main during construction, and in long term, as a valuable water loop in this area of highly developed medical and commercial facilities. Therefore, this design contract amendment proposes to bore a new 8" or 12" waterline under the William Fulbright Expressway in the general area of Target and Olive Garden across to the Millsap Road area which is currently deficient in water main looping. 113 WEST MOUNTAIN 72701 501 521-7700 FAX 501 575-8257 Mayor Coody, April 12, 2003 Page 2 Change of Scope: Garver Engineers will research the best area to cross the William Fulbright Expressway considering existing underground utilities, topography, easements/right-of-way, etc., and shall prepare construction plans, specifications & a cost estimate to be incorporated into the Phase I plans. Recommendation: Staff recommends approval of Amendment #1 to the existing contract with Garver Engineers in the amount not to exceed $12,500. Funding: Funding is already available as City Council approved a project contingency in the amount of $20,000 per Resolution # 143-02. PDUpol Attachments: Copy of Resolution 143-02 Amendment #1 (Four originals for signature) Garver Engineers. LLC 3810 Front Street. Suite 10 Fayetteville, AR 72703 479-527-9100 FAX 479-527-9101 www garverengineers corn March 25, 2003 Mr. Paul Libertine, P.E. City of Fayetteville Engineering Department 113 W. Mountain Fayetteville, AR 72703 Re: Gregg Avenue Water System Improvements — Phase I Contract Amendment No. I (Garver Project No. 0296-3600) Dear Paul: GARVERENGINEERS In accordance with your request, we are pleased to submit Amendment No. 1 to our original professional engineering services contract dated September 17, 2002 for the improvements to be made to the City of Fayetteville's water system along Gregg Avenue. Specifically, we understand you want us to accomplish the following items in addition to our original scope of work in relation to a proposed bored water line encasement pipe and water main to be installed under the William Fulbright Expressway between Gregg Avenue and College Avenue: I. Obtain easement documentation to verify the location of existing water & sewer easements in the area. 2. Meet with City of Fayetteville Engineering & Water & Sewer Departments on -site to determine the best alignment for the proposed water main. 3. Perform a topographic survey of the corridor selected for the waterline route. 4. Design the encasement and waterline to be installed under the William Fulbright Expressway. 5. Compile technical specifications and quantities for the additional items to be added to the Plans. 6. Revise plans and specifications previously submitted to include these additional items. 7. Prepare utility easement documents for a maximum of four tracts. 8. Coordinate with the Arkansas Highway & Transportation Department to obtain the necessary permits to perform the work under the existing roadway. We propose to accomplish the additional work represented by items I through 8 for a lump sum fee increase of $12,500. A breakdown of the Engineer's estimated costs is included in Appendix B. We are available to meet with you to discuss this proposed amendment at your convenience. Please call me if you have any questions. Thank you. n Respectfully, GARVER ENGINEERS Approved by: Title: __ krockHosns, P.E. Date: Vice President / Project Manager Brentwood. TN • Fayetteville, AR • Huntsville, AL • little Rock. AR • Madison, MS • Topeka, KS • Tulsa, OK i . • APPENDIX B CITY OF FAYETTEVILLE GREGG AVENUE WATERLINES - AMENDMENT NO. 1 FEE SUMMARY Surveys $2,706.00 Design $8,617.00 Property Acquisition Documents $1,177.00 Lump Sum Fee $12,500.00 L, Iii ( §k k !| | . . !!|! . . 4 | , . . !!|! , 0 ! ! §. .. . } |. . . . . !!|| • . . . . 9 |. . . / ;. . . . . | f . . . 18 ! ,. . . . , f ) . . |§ . ° | R ;} ,||.| o o o o o o 01 o 01 o o o -§ 'I \|!§§|| . ; tJJc ! to \i,l,! ! b ; z Ui Ui Uw kui o 0 | | 00 0 il !||. . . - !!|!� . . . 1311≥ , . . . (, . . . . I I . , . , !|;. . . . , !|/!. . . . . g |. . . . . !. . . . !I|. ,.. ... . . . . . ! • , .......... . . . . ! !#i | . . . . . . . . }� !). . . . . ! ` | § $ Ii �f.\i i �|!|� iii !| /| �. }| |`{|!{ .|/!! i lillliihll H H H u • \° . ,..�. -i\//) § , . . S . z z w z Ui z k (0 o ( !§ ) 00 | . . !!|! , ! |. . !| . U ] ° I |� . § | . . !!|| • . !| | a j | . S | . . * ow 0, . ' ! N|. . , | |,{ � o 01 o o o o gg t4 a .; \3 g;! IL Is )! § `|!/!|. `,-!•!! a /}\f!! § . STANDARD AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES CITY OF FAYETTEVILLE FAYETTEVILLE,.ARKANSAS Project No. This is an agreement made as of , 20f, between the City of Fayetteville antf atyer}ngineers LLC. The City of Fayetteville intends to make improvements to water lines and appurtenances along" Avenue'.ih Fayetteville, Arkansas between Futrall Street and the beginning of 4 -lane street near Mud Creek (Phase 1), between Sycamore Street and Futrall Street (Phase 2), and in a residential subdivision north of I-540 on the (ea�side of Gregg Avenue. Garver Engineers will provide professional engineering and surveying services to allow for these improvements. The City of Fayetteville and Garver Engineers in consideration of the mutual covenants in this contract agree in respect of the performance of professional engineering and surveying services by Garver Engineers and the payment for those services by the City of Fayetteville as set forth below. SECTION 1- EMPLOYMENT OF GARVER ENGINEERS The City of Fayetteville agrees to employ Garver Engineers, and Garver Engineers agrees to perform professional engineering and surveying services in connection with the proposed improvements as stated in the sections to follow. For having rendered such services, the City of Fayetteville agrees to pay Garver Engineers compensation as stated in the sections to follow. All of the engineering and surveying services will be supplied by Garver Engineers's personnel or personnel under subcontract to Garver Engineers, as approved by the City of Fayetteville. SECTION 2- SCOPE OF SERVICES 2.1 General Generally, the scope of services includes surveys, design, bidding services and construction support services for relocating water lines and appurtenances along Gregg Avenue to allow for planned street widening nroiects and for relocating a water line in a residential subdivision north of I-540 and east of Gregg Avenue. Completed designs will include connections to existing service lines, fire hydrants, and other applicable appurtenances. Garver Engineers will provide opinions of probable construction costs with the preliminary and final designs. hase 1. Phase I will include nei-ji)water line from an existing 36 -inch concrete water line near Wren Circle north to an existin 12 -inch line near where the 4 -lane pavement on Gregg Avenue starts near Mud Creek,®a a -inc line south from the existing 36 -inch concrete water line to the area of Futrall Drive & I-54 is water line will be constructed in a 25 -ft easement between the railroad and Gre2l' Avenue ohnson Road Subdivision This p6Fii�ic6T1Eemj6f includes relocating approximately 700 feet of 6 -inch water line, running between residential properties parallel to Gregg Avenue, serving Johnson Road Subdivision on the east side of Gregg Avenue north of I-540. The relocation may include a parallel line offset from its current Gregg St Water Line Relocation I of 8 0296-3600, I. location9 four connections (stubs) across Gregg Avenue from the new line provided in Phase 1. Phase 2. base 2 will include a 8-i water line from an existing 24 -inch line at Sycamore Street to the existing (newly constructs under Phase 1)18 -inch line at Futrall Drive. ThecIb of this water line i alSMnd determined during preliminary design, wi Orion iven to the 25 -ft easement between t e railroad and Gregg Avenue, where practical. 2.2 Sury . Garver ngineers will provide field survey data from field work for designing the project, and this survey will be tied to the City of Fayetteville's control network. These surve s will be utilized as a supplement to the City's aerial mapping. Progerty and right-of-way surveys ara tincluded. Garver Engineers will conduct field surveys consisting of cross sections at intervals and for distances each side of the existing water line as appropriate for modeling the existing ground, jgjjajing locations of any pertinent features or improvements between sections, along the designated route. Burgs and other structures, streets, draine features, trees over eight inches in diameter, visible utilities as well as those and rere mound utilities marked by their owners and/or representatives, and any other pertinent topographic features that may be present on the route, will be located. Control points will be established for use during construction. 2.3 Geotechnical Services Geotechnical Services are not included. 2.4 Coordination Garver Engineers will provide the following coordination: Meetings and coordination with City Engineering Staff and Fayetteville Water and Sewer Department Staff for design direction, easement information, mapping, as -built information, knowledge of existing conditions. etc. All meetings with the City will be coordinated through the City Engineer. • Coordination with AHTD to obtain Gregg Avenue Widening Plans and right-of-way and/or easement information. ♦ Coordination with utility companies for determining utility conflicts and estimated associated costs for relocation or avoidance of these utilities. 2.5 Preliminary Design The Preliminary Design will include Preliminary Plans consisting of plan and profile sheets showing the proposed vertical and horizontal alignments of each water line (and indicating conflicts or other work incidental to the water line work), typical sections, and typical details. Early in the preliminary plan development process, Garver Engineers will meet with the City of Fayetteville to allow the City i review and approve the concept of the design. The preliminary design will be accomplished in accordance with the City of Fayetteville's Water and other related Standards. An opinion of probable construction cost will be provided with submittal of the Preliminary Design phase. Garver Engineers will not proceed with Final Design until the Preliminary Design is approved in writing by the City of Fayetteville. 2.6 Final Design During the final design phase of the project, Garver Engineers will conduct final designs to prepare construction plans and specifications including final construction details and quantities, special provisions, opinion of probable construction cost, make final field inspection with City of Fayetteville, Gregg St Water Line Relocation 2 of 8 0296-3600 make any needed plan changes as a result of the final field inspection and/or special easement acquisition considerations, and all other work required to advertise for bids. Unless the City of Fayetteville prefers and provides a specific construction contract, Garver Engineers will furnish an industry standard construction contract form for review by the City Attorney. The City of Fayetteville will furnish standard technical specifications for water line construction for incorporation into the construction contract documents. 2.7 Property Acquisition Documents Property Acquisition Documentation is of include 2.8 Bidding Services Bidding Services wi onl be provided fo( Phase an the ohnson Road Subdivisio r ne se of construction contract documents. During the bidding phase of the project, Garver Engineers will dispense construction contract documents to prospective bidders (at the approximate cost of reproduction and handling), support the contract documents by preparing addenda as appropriate, participate in a pre -bid meeting if necessary, attend the bid opening, prepare bid tabulation, evaluate bids, recommend award, prepare construction contracts, and issue a Notice to Proceed letter to the Contractor. 2.9 Construction Support Services Construction Support Services will(j)be provided fo Phase 1 nd t e Johnson oad Subdivision for both projects under construction at the same tim During the construction phase of work, Garver Engineers will accomplish the following: I. Review the Contractor's progress payment requests based on the actual quantities of contract items completed and accepted, and will make a recommendation to the Owner regarding payment. 2. Attend progress/coordination meetings with the City of Fayetteville/Contractor. 3. Attend preconstruction meeting. 4. Prepare for and attend utilities coordination meeting. 5. Evaluate and respond to construction material submittals and shop drawings. 6. Maintain a set of working drawings and prepare and furnish record drawings. 7. Provide part-time resident construction observation services for the 75 -calendar -day construction contract performance time for Phase 1 and the 45 -day construction contract performance time for Johnson Road Subdivision. The proposed fee is based on approximately 4 hours ey. 5 days per week, during the construction contract performance time, with time being tared etween both r jects under construction at the same time. If the construction time extends beyond the time established in this agreement or if e City of Fayetteville wishes to increase the time or frequency of the observation, the City of Fayetteville will pay Garver Engineers an additional fee agreed to in writing by the City of Fayetteville and Garver Engineers. 8. When authorized by the City of Fayetteville, prepare change orders for changes in the work from that originally provided for in the construction contract documents. If redesign or substantial engineering or surveying is required in the preparation of these change order documents, the City of Fayetteville will pay Garver Engineers an additional fee to be agreed to in writing by the City of Fayetteville and Garver Engineers. Construction observation services will _ be provided by Garver Engineer's Resident Project Representative, who will provide or accomplish the following: Gregg St Water Line Relocation 3 of 8 0296-3600 • Consult with and advise the City of Fayetteville during the construction period. • coordinate with the firm providing construction materials quality assurance testing under separate contract with the City of Fayetteville. • Maintain a file of q au ntities incorporated —into the work, test reports, certifications, sh p drawings and subrwittals, and other appropriate information. • Maintain a project diary which will contain information pertinent to each site visit including date and weather conditions, names of important visitors, construction work in progress and location, size of Contractor's work force and equipment in use, number of hours worked by Contractor's forces, and substance of important conversations with the Contractor. In performing construction observation services, Garver Engineers will endeavor to protect the City of Fayetteville against defects and deficiencies in the work of the Contractor(s); but Garver Engineers cannot guarantee the performance of the Contractor(s), nor be responsible for the actual supervision of construction operations or for the safety measures that the Contractor(s) takes or should take. However, if at any time during construction Garver Engineers observes that the Contractor's work does not comply with the construction contract documents, Garver Engineers will immediately notify the Contractor of such non-compliance and instruct him to correct the deficiency and/or stop work, as appropriate for the situation. Garver Engineers will also record the observance, the discussion, and the actions taken. If the Contractor continues without satisfactory corrective action, Garver Engineers will notify the City of Fayetteville immediately, so that appropriate action under the City's contract with the Contractor can be taken. 2.10 Extra Work The following items are of inc u under this agreement but will be considered as extra work: 1. Design of any utilities or other improvements other than water lines and appurtenances as described herein. 2. Wetlands identification or mitigation plans or other work related to environmentally or historically signifcant items. 2.11 Deliverables The following items will be delivered to the City, or others as stated, under this agreement: 1. Five sets of Preliminary Plans with Opinion of Probable Construction Cost. 2. Five sets of Final Plans, Specifications, and Contract Documents with Opinion of Probable Construction Cost. 3. One set of Preliminary and Final Plans to each potentially affected t lit ompany. 4. Copies of correspondence, calculations, etc. as requested by the City of Fayetteville. 5. Electronic copies of surveys and drawings as requested by the City of Fayetteville. 6. Three sets of Plans, Specifications, and Contract Documents for the Contractor. 7. Record drawings for Phase 1 and Johnson Road Subdivision. 2.12 Schedule Garver Engineers will begin work under this Agreement within ten (10) days of a Notice to Proceed and will complete the work within the following schedule. ,t'rt—ri'ovo,Py 9/3 Preliminary Plans Sys from NTP Final Plans (Phase 1/Johnson Road Subdivision) mays from a approval of Preliminary Plans Final Plans (Phase 2) 9 flays from approval of Preliminary Plans Gregg St Water Line Relocation 4 of 8 0296-3600 SECTION 3- PAYMENT For the work described under SECTION 2 - SCOPE OF SERVICES (except as may be modified for additional services required), the City of Fayetteville will pay Garver Engineers the lump sumamount of $135,950. Payment will be made on a monthly basis, based upon statements submitted by Garver Engineers to the Owner indicating the estimated proportion of the amount of work accomplished. A detailed breakdown of the fee is included in attached Appendix A. Garver Engineers may submit an amendment, to be considered by the City of Fayetteville Mayor and/or the City Council, for an increase in any unused portion of the fee if the work is delayed by factors beyond the Engineer's control. If accepted, the unused portion of the fee will be increased 6% annually with the first increase effective September 1, 2003. However, the total compensation stated herein (above) shall not be exceeded without prior written authorization from the City of Fayetteville Mayor and/or the City Council. SECTION 4- CITY OF FAYETTEVILLE'S RESPONSIBILITIES In connection with the project, the City of Fayetteville's responsibilities will include, but not be limited to, the following: Giving thorough consideration to all documents presented by Garver Engineers and informing Garver Engineers of all decisions within a reasonable time so as not to delay the work of Garver Engineers. 2. Making provision for the employees of Garver Engineers to enter public and private lands as required for Garver Engineers to perform necessary preliminary investigations. 3. Furnishing Garver Engineers with available as -built plans, aerial mapping, right-of-way and easement documents, etc. SECTION 5 -MISCELLANEOUS 5.1 Instruments of Service Garver Engineers's instruments of service provided by this agreement consist of the printed hard copy reports' drawings, and specifications issued for the Assignment or Project; whereas electronic media, including CADD files, are tools for their preparation. As a convenience to the City of Fayetteville, Garver Engineers will furnish to the City of Fayettevill bot rinted hard copie�electronic media. In the event of a conflict in their content, however, the printed hard copies will take precedence over the electronic media. Garver Engineers's electronic media are furnished without guarantee of compatibility with the City of Fayetteville's software or hardware, and Garver Engineers's sole responsibility for the electronic media is to furnish a replacement for defective disks within thirty (30) days after delivery to the City of Fayetteville. The City of Fayetteville is granted ownership of the printed hard copy drawings and specifications and the electronic media but agrees they will only be used in the operation and maintenance of the Project or Assignment for which they were provided. Use of these materials for modification, Gregg St Water Line Relocation 5 of 8 0296-3600 extension, or expansion of this Project or on any other project, unless under the direction of Garver Engineers, will be without liability to Garver Engineers and Garver Engineers's consultants. Because data stored in electronic media form can be altered, either intentionally or unintentionally, by transcription, machine error, environmental factors, or by operators, it is agreed that the City of Fayetteville wtll-indemnify, defend, save harmless Garver Engineers, Garver Engineers's consultants, and the officers and employees of any of them from and against any and all claims, liabilities, damages, losses, and costs, including but not limited to costs of defense, arising out of changes or modifications to the data in electronic media form in the City of Fayetteville's possession or released to others by the City of Fayetteville and for any use of the electronic media and printed hard copy drawings and specifications outside the license granted by this provision. 5.2 Opinions of Cost Since Garver Engineers has no control over the cost of labor, materials, equipment, or services furnished by others, or over the Contractor(s)' methods of determining prices, or over competitive bidding or market conditions, Garver Engineers's Estimates of Project Costs and Construction Costs provided for herein are to be made on the basis of Garver Engineers's experience and qualifications and represent Garver Engineers's best judgment as an experienced and qualified professional engineer, familiar with the construction industry; but Garver Engineers cannot and does not guarantee that proposals, bids or actual Total Project or Construction Costs will not vary from estimates prepared by Garver Engineers. The City of Fayetteville understands that the construction cost estimates developed by Garver Engineers 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 of Fayetteville, Garver Engineers will not be required to re -design the project without additional compensation. 5.3 Covenant Against Contingent Fees Garver Engineers warrants that it has not employed or retained by company or person, other than a bonafide employee working solely for Garver Engineers to solicit or secure this contract, and that it has not paid or agreed to pay any company or person, other than a bonafide employee working solely for Garver Engineers, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent upon or resulting from the award or making of this contract. For breach or violation of this warranty, the City of Fayetteville will have the right to annul this contract without liability. 5.4 Claims and Liability Garver Engineers will save harmless the City of Fayetteville from all claim and liability due to its (Garver Engineers's) activities, or those subcontractors, its agents, or its employees during the time this contract is in force. 5.4 Compliance with Laws Garver Engineers will comply with all federal, state and local laws and ordinances applicable to the work. Garver Engineers will be a professional engineer, licensed in the State of Arkansas. 5.5 Engineer's Endorsement Garver Engineers will endorse and recommend all plans, specifications, estimates, and engineering data provided under this agreement. All design will be checked in accordance with accepted engineering practices. All plan quantities will be checked and verified. Gregg St Water Line Relocation 6 of 8 0296-3600 5.6 Changes The City of Fayetteville 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 change causes an increase or decrease in the cost of, or the time required for, performance of this contract, an equitable increase or decrease will be made in the upper limit contract amount, including fee or time of required performance, or both, and the contract will be modified in writing accordingly. Changes, modifications or amendments in scope, price, or fees to this contract will not be allowed without a prior formal contract amendment approved by the Mayor and/or the City Council in advance of the change in scope, price, or fees. Any claim by Garver Engineers for adjustment under this clause must be asserted within thirty (30) days from the date of receipt by Garver Engineers of the notification of change, provided, however, that the City of Fayetteville, if it decides that the facts justify such action, may receive and act upon any such claim assessed at any time prior to the date of final payment under this contract. 5.7 Arkansas Freedom of Information Act Garver Engineers agrees that it will provide to the City of Fayetteville, at a cost to be agreed upon, all documents in its possession that are, under this Agreement, the property of the City of Fayetteville and which the City of Fayetteville believes to be subject to an Arkansas Freedom of Information Act request made to it, or, in anticipation of such a request, which it believes necessary for it to possess. Garver Engineers further agrees that it will request of all subconsultants, retained by Garver Engineers to perform services under this Agreement, to provide to the City of Fayetteville, at a cost to be agreed upon, all documents in the possession of such subconsultants that are, under this Agreement, the property of the City of Fayetteville and which the City of Fayetteville believes to be subject to an Arkansas Freedom of Information Act request made to, the City of Fayetteville, or, in anticipation of such a request, which it believes necessary for the City of Fayetteville to possess. Garver Engineers will produce all documents or material in the format that are kept by Garver Engineers, or at the option of Garver Engineers, in some other format. If a specialized format is requested by the City of Fayetteville, the cost of conversion, if that additional responsibility is accepted by Garver Engineers, will be borne by the City of Fayetteville at the then prevailing rates for the parties actually performing the conversion. Such increase in contract price shall require a formal amendment approved by the City of Fayetteville Mayor and/or the City Council. Garver Engineers agrees to use due diligence to comply with all the requirements of the Freedom of Information Act. SECTION 6- CONTROL OF SERVICES This is an Arkansas Contract and in the event of a dispute concerning a question of fact in connection with the provisions of this contract which cannot be disposed of by mutual agreement between the City of Fayetteville and Engineer, the matter will be resolved in accordance with the Laws of the State of Arkansas. Should the City of Fayetteville, for any reason whatsoever, decide to postpone the work at any time, the City of Fayetteville will notify Garver Engineers, who will immediately suspend work. Should the City of Fayetteville decide during such suspension not to resume the work, or should such suspension not be terminated within a year, the work will be cancelled as hereinafter provided. Gregg St Water Line Relocation 7 of 8 0296-3600 This Agreement may be terminated by either party by seven (7) days written notice in the event of substantial failure to perform in accordance with the terms hereof by the one (1) party through no fault to the other party or for the convenience of the City of Fayetteville. If this Agreement is so terminated, Garver Engineers will be paid for the time and materials expended to accomplish the services performed to date, as provided in SECTION III - PAYMENT; however, Garver Engineers -- may be required to furnish an accounting of all costs. Should the City of Fayetteville, for any reason whatsoever, decide to cancel or to terminate the use of Garver Engineers's service, the City of Fayetteville will give written notice thereof to Garver Engineers who will immediately terminate the work. If the City of Fayetteville so elects, Garver Engineers may be instructed to bring a reasonable stage of completion to those items, whose value would otherwise be lost. Garver Engineers will turn over all data, charts, survey notes, figures, drawings and other records or information collected or produced hereunder whether partial or complete. SECTION 7- SUCCESSORS AND ASSIGNS The City of Fayetteville and Garver Engineers each bind himself and his successors, executors, administrators, and assigns of such other party, in respect to all covenants of this Agreement; except as above, neither the City of Fayetteville nor Garver Engineers will assign, sublet, or transfer their interest in this agreement without the written consent of the other. Nothing herein will be construed as creating any personal liability on the part of any officer or agent of any public body which may be a party hereto. IN TESTIMONY OF WHICH, this instrument has been executed on behalf of the above named Engineer, and has been executed on behalf of the City of Fayetteville, in four (4) counterparts, each of equal force, on the day and year first above written. CITY OF FAYETTEVILLE By: Tith GARVER ENGINEERS LLC By: rock Hoskins, P.E. Vice President ATTEST: ATTEST: a«✓ P �.. Gregg St Water Line Relocation 0296-3600 • • RES./c3-o& APPENDIX A CITY OF FAYETTEVILLE GREGG AVENUE WATER LINE RELOCATION PHASE I - FUTRALL TO MUD CREEK Preliminary Design (including surveys) Final Design Bidding Services Construction Support Services JOHNSON ROAD SUBDIVISION Preliminary Design (including surveys) Final Design Bidding Services Construction Support Services PHASE 2 - SYCAMORE TO FUTRALL. Preliminary Design (including surveys) Final Design Bidding Services Construction Support Services $17,100 $13,700 $3,700 $17,550 $52,050 $9,170 $6,280 $1,620 $7,430 $24,500 $36,020 $23,380 not included not included $59,400 TOTAL LUMP SUM FEE $135,950 / 3. S/ . . . .; oil . ° o | .; !!|� . . , . : .) | ) .§ ;. . . . . ; ! |. .. ._._. . . . . f V .; H . 0 . .! !|!. .._ .- , . . . ,§ !| |� x ` ;. . , . . .wow | •§ .\ -/!� . . . . 0 0 F. . ;. . . . _§ 8.,.g H). . , . . . . .| a . .o .; ox 2] ) ! Iii §\k | ililifififi {|! I Ir L Z 0 U ox J W tow CK W U Z Q J � a Z 4 J J wa W Q 0>0 F rc0 H Q Z J W ~ LL Q O C Q U f(Ja u qOU2 u 0 0 0 0 tY y R Gb 0 0 o m .y Si L J �F6 a e o e gi 2 m 2I. 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'o as a a a e e . w p2 a e a e a a 0 ra 2 vA ' S a e a j 8 n x 8 n 2 a x e a n e x O e O � e ry ^ o e 0 • u d e S ry 2 4 O O a e n x N N a » r In[s[ r pN a W o o e e 113334 r ^ ^ g 8 8 8 8 a 2 n N n b g s a e e o 0 8 dQ N w 2 O Q O OJ W Q H�- J p ¢ 8 O J Q om 11 pi j yy r4 S e N x li O S a V O J V W Q qq¢ • e H g Yl ul O O r x = p c dz o w � ci N c � tl) 6 � � � 1'V � � • � O � � v tg � O � C — • » 3 p C q � 2 w 0 a 8 6 i a 0 � Q U VI p li ti •�¢ f H V >g FAYETTE'?ILLE THE CITY OF FAYETIEVRLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Paul Libertini Engineering FROM: Sondra Smith City Clerk DATE: 05/16/03 SUBJECT: Garver Engineers Contract Amendment # 1 Attached are three copies of Contract Amendment # 1 with Garver Engineers in the amount of $12,500.00. The one original contact will be microfilmed and filed with the City Clerk. cc: Nancy Smith, Internal Auditor Sent By:HP LaserJet 3100; 40 4795758241; 23-Sr2 11:16AM; Page 1/1 RESOLUTION NO. 143-02 Guf vcr &I qe d 135`1 w'� N° Pon Crm� A RESOLUTION TO APPROVE AN ENGINEERING SERVICES THE AMOUNT J CONTRACT WITH GARVER ENGINEERS, LLC OF $135,950.00, PLUS A PROJECT CONTINGENCY OF $20,000.00 FOR WATER LINE RELOCATION AND IMPROVEMENT, AND TO APPROVE A BUDGET ADJUSTIvMENT IN THE AMOUNT OF $$155,950.00 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 an engineering services contract with Garver Engineers LLC, in the amount of $135,950.00, (plus a project contingency of $20,000.00) for relocation and improvements to water lines and appurtenances along Gregg Avenue- The contract is attached as Exhibit A. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves the budget adjustment of $155,950.00 attached as Exhibit B. PASSED and APPROVED this 17th day of September, 2002. APPROVED: t oEtTfy, AGcou n FAY TTEVLE THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Paul Libertini Engineering �pyp�p From: Clarice Buffalohead-Pearman v� City Clerk's Division Date: 5/27/2003 Re: Garver Engineers Attached hereto is an executed copy of the letter agreement with Garver Engineers in the amount of $12,500.00. This item will be recorded in the clerk's office. If anything else is needed please let the city clerk's office know. /cbp Attachment(s) cc: Nancy Smith, Internal Auditor &'-r bj&/NEk STAFF REVIEW FORM - FINANCIAL OBLIGATION AGENDA REQUEST x CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of N/A (Mayor's Approval Only) FROM: / Sid Norbash i4'-' Engineering CP& E Name Division Department . /93-°� ACTION REQUIRED: Approval of Engineering Contract Amendment #3 with Garver Engineers for the Gregg Ave. Waterline Relocation Project, in the amount of $26,900. COST TO CITY: Budget Adjustment Attached Budp�eted Item Budge ag r Date CO RACT/G$ NT/LEASE REVIEW: ccou r Mel, D to iii stcq City Attorney Date Purchasing Manager Date STAFF RECOMMENDATION: Approval of the Amendment #3. Received in Mayor's Office v— 7 Cross Reference: Date' 7.. (2 _0 Prev Ord/Res Date Orig. Contract Date: 9-17-2002 Orig. Contract No:869 New Item: Yes_ No X lit '7//41/8% STAFF REVIEW FORM Description Gregg Ave. Waterline Relocation Project Amendment #3 to Eng. Contract Meeting Date N/A Comments: Accounting Manager Internal Auditor City Attorney Purchasing Manager Finance and Internal Services Director Chief Administrative Officer Reference Comments: Item Requiring Mayor's Approval To: Mayor Dan Coody Thru: Hugh Earnest, Chief Administrative Officer Tim Conklin, Community Planning and Engineering Services Director Gary Coover, City Engineer From: Sid Norbash, Staff Engineer Date: May 19, 2004 Subject: Gregg Ave. Waterline Relocation, Phase I Engineering Contract Amendment #3 Staff recommends approval of the Amendment #3 to the Engineering Contract with Garver Engineers, in the amount of $26,900 for the extra work necessitated during the construction, and requested by the City Staff. BACKGROUND The above referenced project is a CIP project which began construction November 2003. The purpose of this project is to relocate and upgrade existing waterlines along Gregg Ave., in order to accommodate the proposed improvements to Gregg Avenue by the Highway Department. The design of an additional 12" waterline crossing under William Fulbright Expressway was added to this project through Contract Amendment #1 with Garver Engineers, to provide a loop. This additional waterline will better serve Washington Regional Medical Center, as well as highly developed commercial area on Milsap Rd. and the surrounding areas. To this date the following changes have been made to the Engineering Contract: Amendment #1 ($12,500): Was added for the design of the 12" waterline to cross Fulbright Expressway and provide a loop for Washington Regional, and was approved by the Mayor on 6/4/2003. Amendment #2 ($21,520): Was added to the contract to cover the cost of the construction observation for the 12" loop mentioned above, as well as additional daily hours of construction observation requested by the City Staff, and approved by the Mayor on 1/14/2004. Proposed Amendment #3: Is being requested to cover the cost of the additional construction observation by Garver Engineers. There have been various delays of work during the construction of this project. Some of these delays have been beyond the control of the contractor, and therefore the contractor has requested, and been granted the extra days. Some examples of these delays are unusual amounts of rain, lost or delayed water samples by the Health Department. The actual location of other utilities when exposed, and some conflicts with other utilities also delayed the construction work.. The new 18" waterline along Gregg Ave. had to be constructed within 2 to 3 feet of the existing old and leaky 8" waterline. Due to the fact that Washington Regional Medical Center, was on a single feed, an additional waterline was added to this project to cross Fulbright Expressway in order to achieve a water loop for this system. Because of the concern about service disruptions, the contractor was not allowed by the City to start the Gregg Ave. Waterline until the completion of the loop. This also added contract days. Garver has projected the completion date of this project and it is expected that some liquidated damages will be assessed to Crossland Heavy Construction Co., to cover a portion of the extra Engineering costs. The liquidated damages up to this point will cover approximately 75% of the extra engineering. BUDGET IMPACT A summary of the Engineering Contract costs is as follows: Original Eng. Contract Res. 143-02 Amendment #1 increase Amendment #2 increase Total to Date Approved Contingency Res. 143-02 Approved Contingency Res. 144-03 Total Approved Contingency Total Used to Date Balance to Date Proposed Amendment #3 increase New Contingency after Amndt. #3 New contract amount with Garver Engineers will be $196,870, $135,950 $ 12,500 $ 21,520 $169,970 $ 20,000 $ 80,000 $ 100,000 $ 34.020 $ 65,980 $ 26,900* $ 39,080 * Approximately 75% of this cost will be defrayed by the liquidated damages. SN/sn Attachment: Amendment #3 Copy of Resolutions #144-03 and #143-02 RESOLUTION NO. 143-02 A RESOLUTION TO APPROVE AN ENGINEERING SERVICES CONTRACT WITH GARVER ENGINEERS, LLC IN THE AMOUNT OF $135,950.00, PLUS A PROJECT CONTINGENCY OF $20,000.00 FOR WATER LINE RELOCATION AND IMPROVEMENT, AND TO APPROVE A BUDGET ADJUSTMENT IN THE AMOUNT OF $155,950.00 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 an engineering services contract with Garver Engineers LLC, in the amount of $135,950.00, (plus a project contingency of $20,000.00) for relocation and improvements to water lines and appurtenances along Gregg Avenue. The contract is attached as Exhibit A. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves the budget adjustment of $155,950.00 attached as Exhibit B. PASSED and APPROVED this 170, day of September, 2002. APPROVED: prEl�r=�. ! s�: y, • ez'tNoodruff, City cf�k By: COODY, RESOLUTION NO. 144-03 A RESOLUTION AWARDING A CONSTRUCTION CONTRACT IN THE AMOUNT OF SIX HUNDRED NINETY-THREE THOUSAND SIX HUNDRED SIXTY-TWO DOLLARS ($693,662.00) TO CROSSLAND HEAVY CONTRACTORS, INC. FOR GREGG AVENUE WATERLINE IMPROVEMENTS - PHASE I; APPROVING A PROJECT CONTINGENCY IN THE AMOUNT OF EIGHTY THOUSAND DOLLARS ($80,000.00); AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF FIFTY-THREE THOUSAND THREE HUNDRED NINETY-FOUR DOLLARS ($53,394.00) FOR SAME. 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 awards a construction contract in the amount of Six Hundred Ninety - Three Thousand Six Hundred Sixty -Two Dollars ($693,662.00) to Crossland Heavy Contractors, Inc. for Gregg Avenue Waterline Improvements - Phase I. A copy of the contract, marked Exhibit "A" is attached hereto and made a part hereof. Section 2. That the City Council of the City• of Fayetteville, Arkansas, hereby approves a Project Contingency in the amount of Eighty Thousand Dollars ($80,000.00) for same. Section 2. That the City Council of the City of Fayetteville, Arkansas, hereby approves a budget adjustment in the amount of Fifty -Three Thousand Three Hundred Ninety -Four Dollars ($53,394.00) for same. PASSED and APPROVED this 7w day of October, 2003. By: SONDRA SMITH, City Clerk APPROVED: By: Garver Engineers, LLC 3810 Front Street, Suite 10 Fayeneville, AR 72703 479-527-9100 FAX 479-527-9101 www.garvereng ineer scorn April 29, 2004 Mr. Sid Norbash City of Fayetteville Engineering Department 113 W. Mountain Fayetteville, AR 72703 Re: Gregg Street Waterline Relocation — Phase I - Contract Amendment No. 3 (Revised) Garver Project No. 0296-3600 Dear Sid: Based on our records, the 120 -calendar day construction contract performance time for Phase 1 of the Gregg Street Waterline Relocation project expired on March 1, 2004. As you know, the contract requires substantial completion within 90 calendar days of beginning work and final completion within 120 calendar days. The contract also contains provisions for assessing liquidated damages to the Contractor in the amount of $500 per day. These liquidated damages, in part, allow for payment to the Engineer for extended construction support services. Our original contract, signed September 17, 2002, was amended January 14, 2004 (Amendment No. 2) to allow for part-time construction support services for this project based on a total construction contract performance time of 120 calendar days. At your direction, we are proposing to continue our services on an hourly basis beginning March 2, 2004. Since we do not know when the Contractor will be finished, at your direction, we are adding a NTE fee to allow for 90 additional calendar days of construction support services (based on 5 hours per day, 5 days per week). Please consider this letter as our proposed Amendment No. 3 to our engineering services contract for Gregg Street Waterline Relocation. Your approval of this amendment will add a NTE fee of $26,900 for Construction Support Services for Phase 1 (which includes the Johnson Road Subdivision). The City will pay Garver, for time spent on the project, at the unburdened hourly payroll rate of each of Garver's personnel during the performance of these services multiplied by a 3.00 markup. In addition, reimbursable expenses, including, but not limited to, printing, reproduction, and travel will be billed. For informational purposes, a breakdown of the Engineer's estimated costs is included in Appendix B with approximate current hourly rates for each employee classification. We are available to meet with you to discuss this proposed amendment at your convenience. Please call me if you have any questions. Thank you. Respectfully, GARNER E G ERS Brock Hoskins, P.E. Vice President / Project Manager Approved by: 4ot Title: Mai o r Date: __________ �( Brentwood. TN • Fayetteville, AR • Huntsville. AL • Little Rock. AR • Madison, MS • Topeka. KS • Tulsa. OK ; | ] Ii I''°W k |0 , § U . . . . . ,§|!| S. §.. \ 8888888 ., . . . . .|\| ,... SS ° ; .. . . . fln .. . , . ,ii .. . . . ,! |.. . . . ,| § .. 0 0 0 . .. . . . .|/! .0 . . . , ,| ;.0 . . . ,§ ! .. , . . ,!|| .. . . . ,||! ` •00 |||| 0. . . , .|I a- FAYETT!VILLE • THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 DEPARTMENTAL CORRESPONDENCE To: Sid Norbash Engineering Division From: Clarice Buffalohead-Pearman City Clerk Division Date: July 16, 2004 Re: Amendment No. 3 Attached are two of three original contracts for Amendment #3 for the Gregg Avenue Waterline Relocation Project. . This contract amendment 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: Nancy Smith, Internal Auditor Sid Norbash 'iL✓ Submitted By City of Fayetteville Staff Review Form City Council Agenda Items Contracts •For Mayor's Approval City Council Meeting Date Engineering Division Action Required: Amendment #5 with Garver Engineers, Improvements Project, in the amount of $7,900. $7,900.00 Cost of this request 5400-5600-5808-00 Account Number 02129-10 Project Number Budgeted Item �X Project Contingency $116,933 Category/Project Budget $-0- Funds Used to Date $116,933 Remaining Balance Budget Adjustment Attached 61a 5//4' /Ds Diu 1)TO5 ifir� ?51°G�ast/ Operations Department GreggAve. Waterline Relocation Project Phase II Program Category/ Project Name ater System Improvements Program / Project Category Name Water & Sewer Fund Fund Name Previous Ordinance or Resolution 143-02 Original Contract Date: 9/17/2002 Original Contract Number: 869 City Attorne ' S • • r' Garver Engineers, LLC • 1088 Eat Millap Road FayetteMk, Adams 72703 • (479)527-9100 • FAX (479) 527-9101 www.garvtuerpinems.cem GARVEF ENGINEERS March 8, 2005 Mr. Ron Petrie, PE City Engineer City of Fayetteville 113 W. Mountain Fayetteville, AR 72703 Re: Gregg Street Waterline Relocation — Contract Amendment No. 5 Garver Project No. 0296-3600 Dear Ron: In accordance with our recent discussion, please consider this proposed Amendment No. 5 to our original professional services contract for Gregg Avenue Waterline Relocation, dated September 17, 2002. This amendment will apply to the portion of Phase 2 of the project from Township to Futrall and will cover additional design services which were not part of our last contract amendment which modified the original agreement for Phase 2 services. Based on earlier instructions, this amendment does not include any revisions or final completion of bid documents for the portion of the project from Sycamore to Township; any redesign and final completion of this section will be negotiated in the future after this section is included on the City's CEP list. The additional services included in this amendment include: • Study and design the relocation of -the existing sanitary sewer along the northwest end of the project. • Study and design additional waterlines at the north end of the Appleby Apartments to result in a loop in the, existing water system. • Acquire additional field data to supplement information previously acquired by AHTD and to supplement existing City sewer atlas. • Attend additional meetings and accomplish additional coordination with the City and AHTD. Your approval of this amendment will add a lump sum fee amount of $7,900.00 for Design Services as described herein for Phase 2. For informational purposes, a breakdown of the Engineer's estimated costs is included in Appendix B with approximate current hourly rates for each employee classification. We are available to meet with you to discuss this proposed amendment at your convenience. Please call me if you -have any questions. Thank you. Z _ ----Respectfully, GARVER ENGINEERS Approved by: jjj_,J frj_,s(j__ Title: rock Hoskins P.E. Date: ...,...>.- _. JV': �. 'z...4::.:.J. _S.::A.� .r... _:.:.:......_ -.... . .J. ........... L... _.. Vice PresidentlSenior Project Manager Brentwood, TN • Fayetteville; AR • Huntsville, AL • Little Rock, AR • Jackson, MS • Norman, OK • Topeka, KS • Tulsa, OK � § B � � �:..E � [ : (§ C §0k § . | H| ..j !I |, . . , .| u| , . . . . . 0 § . | •y , . . . . . 1| 0 0 0 0 . I;' |.,.. . } . / 2, \ . 00 H . | d k! . -0l . . . . | |! . H. |. !\j, ., ...j . . . § �f |... . ■ || §� - S. • ii . !h �� ! | f !;siiii iIi o. f ! •� / 00al t| •! §| 0 � 1 ! | ■ |s * ■ ! | ;. S. | Item Requiring Mayor's Approval To: Mayor Dan Coody Thru: Gary Dumas, Director of Operations Bob Davis, Director of Water & Wastewater Ron Petrie, City Engineer 't$ From: Sid Norbash, Staff Engineer Date: May 12, 2005 Subject: Gregg Ave. Waterline Relocation, Phase H Engineering Contract Amendment #5 Staff recommends approval of Amendment #5 to the Engineering Contract with Garver Engineers, in the amount of $7,900 for the extra work requested by the City Staff during the design work for Phase II of Gregg Ave. Waterline Relocations. BACKGROUND Gregg Ave. is scheduled for improvements and widening by Arkansas Highway & Transportation Department, from Futrall Drive to Township Rd. Per City Council approval, Garver Engineers, LLC has been performing the engineering services for this project. These services include two phases of this project. Phase I from Fulbright Expressway to Mud Creek, which has been completed. Also Phase II from Fulbright Expressway to Sycamore Street. Plans and Specifications were completed in March, and the project was advertised for construction, and City Council has approved the Construction Contract. The original Engineering Contract with Garver was approved in 2002, as a phased contract which has been amended at each phase. Phase I required amendments #1, #2, and #3. Phase II required amendment #4. The detail for these amendments are as follows: Original Eng. Contract Res. 143-02 $135,950 Phase I Amendment #1 increase $12,500 Amendment #2 increase $21,520 Amendment #3 increase $26,900 Total $60,920 Phase H Amendment #4 increase $121,500 Total contract amount approved to date $318,370 DISCUSSION In the process of designing phase II, City Staff requested some additional work as follows: -Additional sewer relocation on the northwest end of project. -Additional water relocation on the north end. -Additional field data. -Additional meetings. This extra work is detailed out on the attached Contract Amendment form. The additional work resulted in the change of scope, and therefore, necessitated an amendment in the amount of $7,900.00. BUDGET IMPACT Project Contingency approved by City Council .......$116,933 Usedto date .....................................................-0- Balance...................................................... $116,933 SN/sn Attachment: Amendment #5 Copy of Resolution #93-05 RESOLUTION NO. 93-05 A RESOLUTION APPROVING A CONSTRUCTION CONTRACT WITH C-2 PROJECTS LLC IN THE AMOUNT OF $1,169,336.25 FOR THE GREGG AVENUE WATER SYSTEM IMPROVEMENTS; APPROVING A 10% PROJECT CONTINGENCY IN TIM AMOUNT OF $116,933:00;AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $544,391.00 FOR SAME. • BE 1T RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of Fayetteville, Arkansas, hereby approves a construction contract with C-2 Projects LLC in the amount of $1,169,336.25 for the Gregg Avenue Water System Improvements. A copy of the contract marked Exhibit "A" is attached hereto and made a part hereof. Section 2. That the City . Council of 'Fayetteville, Arkansas, hereby approves a 10% project contingency in the amount of $116,933.00. Section 3. That the City Council of Fayetteville, Arkansas, hereby approves a budget adjustment in the amount of $544,391.00 for same. PASSED. and APPROVED this 3rd day of May, 2005. By: ATTEST: COODY, Mayor From: Clarice Pearman To: Norbash, Sid Date: 5/19/05 9:36AM Subject: Garver Engineers Sid, Attached is a copy of the Amendment No. 5 to the contract with Garver Engineers. I am returning to you the second orginal via interoffice mail. Thanks. Clarice City of Fayetteville Staff Review Form City Council Agenda Items Contracts For Mayor's Approval City Council Meeting Date Sid Norbash Submitted By provements Project, in the amount of $22,900. $22,900.00 Cost of this request 5400-5600-5808-00 Account Number 02129-10 Project Number Engineering Division Action Required: #6 with Garver Engineers, LLC, for Project Contingency $116,933 Category/Project Budget $7,900 Funds Used to Date $109,033 Remaining Balance Operations Department GreggAve. Waterline Relocation Project Phase II Program Category / Project Name Water System Improvements Program / Project Category Name Water & Sewer Fund Fund Name Budgeted Item rX Budget Adjustment Attached Gfi - D ` Previous Ordinance or Resolution 1 143-02 rtmennt i-rec or Date Original Contract Date: 9/17/2002 Original Contract Number: 869 City Attorney Received in City Finance and -Internal Service Director Date Received in Mayor's Office ENTER G i Mayor Date Item Requiring Mayor's Approval To: Mayor Dan Coody Thru: Gary Dumas, Director of Operations David Jurgens, Director of Water & Wastewater Ron Petrie, City Engineer " From: Sid Norbash, Staff Engineer j,1/ Date: February 9, 2005 Subject: Gregg Ave. Waterline Relocation, Phase II Engineering Contract Amendment #6 Staff recommends approval of Amendment #6 to the Engineering Contract with Garver Engineers, in the amount of $22,900 for the extra work requested by the City Staff for construction inspection of Phase II - Gregg Ave. Waterline Relocations. Gregg Ave. is scheduled for improvements and widening by Arkansas Highway & Transportation Department, from Futrall Drive to Township Rd. Per City Council approval, Garver Engineers, LLC has been performing the engineering services for this project. These services include two phases of this project. Phase I from Fulbright Expressway to Mud Creek, which has been completed. Also Phase II from Fulbright Expressway to Sycamore Street. Plans and Specifications were completed in March, and the project was advertised for construction, and City Council has approved the Construction Contract. The original Engineering Contract with Garver was approved in 2002, as a phased contract which has been amended at each phase. Phase I required amendments #1, #2, and #3. Phase II required amendment #4, and #5. The detail for these amendments are as follows: Original Eng. C Phase I Amendment #1 Amendment #2 Amendment #3 ontractRes.143-02 $135,950 increase $12,500 increase 21 520 increase 26 900 Total $60,920 Phase II Amendment #4 increase $121,500 Amendment #5 increase $ 7,900 Total contract amount approved to date $326,270 Two creek crossings required extra depth for the water line, and a construction contract Change Order #1 for the amount of $30,000 was necessitated. Much more solid rock was encountered than originally estimated by the contractor and the engineer. The contractor has not claimed any additional money, however, the contractor has asked for an additional 30 day extension on the contract time. As the result of this time extension, Garver Engineers will have to do more inspection for this project, and the attached contract amendment #6 has been prepared for approval. This extra work is detailed out on the attached Contract Amendment form. The additional work resulted in the change of scope by adding 30 extra days of construction management, and therefore, necessitated an amendment in the amount of $22,900.00. BUDGET IMPACT Project Contingency approved by City Council .......$116,933 Used to date for Amendment #5 ........................ 7.900 Balance ......................................................$109,033 SN/sn Attachment: Amendment #6 Copy of Resolution #93-05 RESOLUTION NO. 9 3-05 A RESOLUTION APPROVING A. CONSTRUCTION CONTRACT WITH C-2 PROJECTS LLC IN THE AMOUNT OF $1,169,336.25 FOR THE GREGG AVENUE WATER SYSTEM IMPROVEMENTS; APPROVING A 10% PROJECT CONTINGENCY IN THE AMOUNT OF $116,933.00; AND APPROVING A BUDGET ADJUSTMENT IN THE AMOUNT OF $544,391.00 FOR SAME. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of Fayetteville, Arkansas, hereby approves a construction contract with C-2 Projects LLC in the amount of $1,169,336.25 for the Gregg Avenue Water System Improvements. A copy of the contract marked Exhibit "A" is attached hereto and made a part hereof. Section 2. That the City Council of Fayetteville, Arkansas, hereby approves a 10% project contingency in the amount of $116,933.00. Section 3. That the City Council of Fayetteville, Arkansas, hereby approves a budget adjustment in the amount of $544,391.00 for same. PASSED and APPROVED this 3Td day of May, 2005. _ ;FAYETTEVILLE: ATTEST: By: u SON RA SMITH, City Clerk By: Garvr Enpins•rs, LLC IO00 Ent Milkap Road Fayefevik, Arkann 72703 (479) 527-9100 FAX (479) 527-9101 www.psry englna•rs.com February 6, 2006 Mr. Ron Petrie, PE City Engineer City of Fayetteville 113 W. Mountain Fayetteville, AR 72703 Re: Gregg Street Waterline Relocation — Contract Amendment No. 6 Garver Project No. 0296-3600 Dear Ron: In accordance with our discussions with Sid Norbash, please consider this proposed Amendment No. 6 to our original professional services contract for Gregg Avenue Waterline Relocation, dated September 17, 2002. This amendment will apply to construction services for the portion of Phase 2 of the project, Township to Futrall. This amendment will cover the additional professional services required by the 30 calendar day time extension granted to the Contractor by the City plus redesign requested by the City for the City's convenience. The extra work includes additional design, additional meetings with the City and the Contractor, preparation of pay requests, construction observation and support services, and final change order. Your approval of this amendment will add a lump sum fee amount of $22,900.00 for Construction Support Services as described herein for Phase 2. For informational purposes, a breakdown of the Engineer's estimated costs is included in Appendix B with approximate current hourly rates for each employee classification. We are available to meet with you to discuss this proposed amendment at your convenience. Please call me if you have any questions. Thank you. n Respectfully, GARVER ENGINEERS Approved by: g-i/ ?L-YL: Title: rock Hoskins, P.E. Date: Vice President/Senior Project Manager Brentwood, TN • Fayetteville, AR • Huntsville, AL • Little Rock, AR • Jackson, MS • Norman, OK • Topeka. KS • Tulsa, OK 2|$a? .«,.� ■ ° ° ° [ {!a ° a |� 0 @ ! . a k$ J 'U | ° f\ \� , {\ k� 0 . 0 0 0 } fi \� C ;�, r . � � 2 ki| } , 0 . 0 0 m m i |, , } 2 " # \ ; ' ; E a.\fi)� ;�_ VI, ■ k " g00000a@aa t. k? ° ° , ° , § ■&aa;a;;a[ x i|| ° § a. wo ; 0 f �z % ! 6 % §I_ k| °■ I kzk I\ e ■ }'!0 | `� `| �..! w § # k ||$!}) Ui 4!` 7! - j �)\k��k��■ �S-`| m ` |\a«%!!�§9 , k a. § k a k�i2f$ a|II ■� 3 ; | § 22(\\2212/ 2 \ Clarice Pearman - Garver Engineers Pa e 1 From: Clarice Pearman To: Norbash, Sid Date: 2/23/06 11:31AM Subject: Garver Engineers Sid, Attached is a copy of your item for Garver Engineers. I will forward to you two of the three original amendments via interoffice mail. Thanks. Clarice CC: Bell, Peggy; Deaton, Vicki