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HomeMy WebLinkAbout158-02 RESOLUTION! • RESOLUTION NO. 158-02 A RESOLUTION TO APPROVE CONTRACT AMENDMENT #2 WITH GARVER ENGINEERS, INC. TO INCREASE THEIR FEES BY $13,698.00 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 contract amendment #2 with Garver Engineers, Inc. to increase their scope of work and corresponding fees by $13,698.00. PASSED and APPROVED this the 15th day of October, 2002. ' .' t 1/ ' c ATTEST: By:/4:‘,flC eather Woodruff, City APPROVED: By NAME OF FILE: CROSS REFERENCE. Item # Date • Resolution No. 158-02 Document • 1 10/15/02 Resolution # 158-02 2 10/15/02 Staff Review Form 3 10/23/02 Memo from Heather Woodruff, City Clerk to Jim Beavers, City Engineer NOTES: • • STAFF REVIEW FORM x AGENDA REQUEST x CONTRACT REVIEW (amendment) GRANT REVIEW For the Fayetteville City Council meeting of October 15, 2002 FROM: Jim Beavers Name Engineering Division Public Works Department ACTION REQUIRED: Approval of engineering contract amendment number two with Garver Engineers, Inc in the amount of $13,698.00 to the existing engineering, services contract for design and construction management for the Old Missouri Road project. COST TO CITY: $13,698 Cost of this Request 4470-9470-5809.00 Account Number 00050-0010 Project Number $1,957,369 ategoryProject Budget 2002 $196,860 Funds Used To Date 2002 $1,760 509 Remaining -Balance 2002 Old Missouri Rd Category/Project Name Street Improvements Program Name Sales Tax Fund BUDG T RE EW Budget ana x Budgeted Item Budget Adjustment Attached Administrative Services Director Accounting Mana444_, gger//+/-�/ , � "ROL,44_, City Atto ey Wks Date O Purchasing Officer Date GRANTING AGENCY: en all rclisth 96‘1" --- Internal Addditor Date ADA Coordinator Date Grant Coordinator Date STAFF RECOMMENDATION: Approval Sato o?-idl oZ Di4ision Head Departrt ent Director Administrative Services Director Date %-2 i o Date Date Cross Reference New Item: Yes No x Prev Ord/Res #: 19-01 and 109-01 Orig Contract Date: February 20, 2001 Orig Contract No: 792 • • 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 Engineer L3FAit/7..111 Date: September 23, 2002 Re: City Council Meeting October 15, 2002. Old Missouri Road, Rolling Hills Drive to Sweetbriar. Proposed amendment number 2 to the engineering services contract with Garver Engineers. Please find enclosed the proposed engineering services contract amendment number two with Garver Engineers in the amount of $13,698.00 for additional design services and increased rates applicable to bidding and construction engineering services. Additional design services for scope changes : $7,450.00. Generally due to scope changes with relocation and connecting the Wilson's Drive. Additional costs for bidding and construction engineering services: $6,248.00. Generally due to the one year project delay which was due in part to the City's consideration of additional options and the delay in right-of-way acquisition. Please refer to the attached letter amendment from Garver Engineers for specific details. Contract summary to date: The City Council approved the original engineering services contract with Garver Engineers on February 20, 2001 in the amount of $256,420.00 for design, bidding and construction engineering services. (Design $132,395.00; easement preparation $15,591.00; bidding $5,667.00; construction management/inspection $98,467.00.) Amendment number one was approved by the City Council August 21, 2001 in the amount of $24,947.00 for additional design options and cost estimates requested by the City's Street Committee. 1 Project Status: The design is significantly complete. The requested additional work will complete the design and allow the City to advertisement the project for bids subsequent to final right-of-way acquisition. Enclosure: Four originals, proposed contract amendment number two. 2 Garver, Inc. Engineers 3810 Front Street, Suite 10 Fayetteville, AR 72703 479-527-9100 FAX 479-527-9101 www.garverinc.com September 23, 2002 Mr. Jim Beavers, P.E. City Engineer City of Fayetteville 113 West Mountain Fayetteville, AR 72701 • 3© V1itl Al SEP 2 4 2002 ORIGIN ti GARVERENGINEERS Re: Old Missouri Road Improvements Professional Engineering Services Contract Amendment No. 2 Dear Jim: In accordance with direction from you in our recent meetings, please consider this letter as our proposed Amendment No. 2 to our original engineering services contract for Old Missouri Road Improvements dated February 20, 2001. As you know, we have been directed by the City to accomplish some work on our Old Missouri Road Improvements project, under Design Phase Services, that is beyond our current scope of services. Our understanding of the additional work requested is as follows: 1. Prepare and submit three additional conceptual options for the Wilson's driveway with cost estimates for each and continued coordination with the Wilsons and the City. 2. Design preferred option for Wilson's driveway and incorporate into the construction plans and specifications. This will involve additional drainage evaluation (including revising the hydraulic model) and some structural design for a drainage structure, in addition to the general civil design and specification revisions. 3. Coordination with the Corps of Engineers and the City for 404 permit requirements beyond that required in our original contract. 4. Add provisions in plans and specifications for off-site water line extension along Farr Lane and south from Butterfield Meadows Subdivision. This will also include site investigations, design, and an on-site meeting with City staff. Additionally, we are requesting an adjustment in the original "not to exceed" (NTE) fees for bidding and construction support services due to unanticipated delays to the project which are beyond our control. These delays have been caused by previous expansion of our scope of work, particularly during the Conceptual Phase, extended time period required for property acquisition, and other issues. When negotiating the original contract, we anticipated accomplishing bidding and construction support services beginning in the fall of 2001. We now anticipate those services will be accomplished approximately one year later under increased hourly rates, and therefore request a six percent increase in our bidding and construction support services fees to cover our additional costs. Brentwood, TN • Fayetteville, AR • Huntsville. AL • Little Rock, AR • Madison, MS • Topeka, KS • Tulsa, OK Mr. Jim Beavers September 23, 2002 Page 2 • • In summary, we are requesting the following fee increases: Current NTE Amount Proposed Increase in NTE Amount Design Phase Services $157,342 $7,450 Bidding Phase Services $5,667 $340 Construction Phase Services $98,467 $5,908 Please indicate your approval and authorization to proceed by signing in the space provided below. As always, we appreciate the opportunity to provide professional services to the City of Fayetteville and look forward to successful completion of this project. Please call me with any questions or comments. Thank you. Sincerely, GARVER ENGINEERS Brock Hosk ns, P.E. Vice President/Project Manager Approved: Title: Date: FAYET'I'EVIeI.E THE CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Jim Beavers, City Engineer From: Heather Woodruff, City Clerk Date: October 23, 2002 Attached is a copy of the resolution approving amendment no. 2 with Garver Engineers. I am returning three originals to you. One original will be microfilmed and filed with the City Clerk. Cc: Nancy Smith, Internal Auditor