HomeMy WebLinkAbout200-06 RESOLUTIONRESOLUTION NO. 200-06
A RESOLUTION APPROVING A CONTRACT FOR
PROFESSIONAL ENGINEERING SERVICES WITH ROBINSON,
STAFFORD AND RUDE, INC. (RSR) IN THE AMOUNT OF
$39,844.00 (TO BE WHOLLY REIMBURSED BY THE CITY OF
FARMINGTON) TO PROVIDE VALUE ENGINEERING SERVICES
FOR THE FARMINGTON AND WEST FAYETTEVILLE AREA
WASTEWATER SYSTEM IMPROVEMENT PROJECT
ENGINEERING DESIGN.
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 a contract for Professional Engineering Services with Robinson,
Stafford and Rude, Inc. (RSR) in the amount of $39,844.00 (to be wholly
reimbursed by the City of Farmington) to provide value engineering services for
the Farmington and West Fayetteville Area Wastewater System Improvement
Project (WSIP) engineering design. A copy of the contract, marked Exhibit "A,"
is attached hereto and made a part hereof
0011 flvlrry,ry° ..
PASSED and APPROVED this 28th day of November, 2006. .`�JR:¢•f ff'ffl!f',
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By: e-, mutt)
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DAN COODY, Mayo SONDRA SMITH, City Clerk
APPROVED:
By:
ATTEST:
•
•
PROJECT:
ADDRESS:
RSR PROFESSIONAL SERVICES AGREEMENT
Wastewater System Improvements RSR PROJ. NO: 09701M
CONSULTANT CLIENT
Robinson, Stafford & Rude, Inc.
(hereinafter RSR)
City of Fayetteville, Arkansas
(hereinafter City of Fayetteville)
9206 W. 90`h Street 113 West Mountain Street
Overland Park, KS 66212 Fayetteville, AR 72701
TELEPHONE: 913-381-0603
FACSIMILE: 913-642-7883
FED ID/BUS. NO.: 91-1809438
CONTACT NAME• James L. Mohan
479-575-8330
479-575-8257
71-6018462
David Jurgen
PROJECT DESCRIPTION: Value Engineering Services for Wastewater System Improvement Project, Farmington and West
Fayetteville Area, Subprojects WL -10, WL -11, and WL -12.
COMPENSATION:
The total compensation under this Agreement shall not exceed the dollar amount indicated in this agreement, or the amount authorized
by amendments and/or notices to proceed, whichever is lesser. The form of payment shall be as indicated below:
X LUMP SUM. Compensation for these services shall be a Lump Sum of $ 39,844 .00. er
TIME tes MATERIALS. Co...p..asat:ea fel th_ro ocrvi.,ee will ..et e;ca.,.,d $
.;.Le..t •
In the event services beyond those specified in the Scope of Services, and not included in the compensation above, are required, RSR
will submit a fee estimate for such services and a contract modification will be negotiated and approved by the City of Fayetteville
prior to any effort being expended on such services.
RSR IS AUTHORIZED TO BEGIN SERVICES BASED ON: X execution of agreement or _ written notice to
proceed
TERMS OF CONTRACT
I. EXECUTION AND INITIATION. This Agreement becomes effective upon signatures by authorized representatives of City of
Fayetteville and RSR and upon receipt of a fully executed original by both City of Fayetteville and RSR. RSR shall provide and
complete these services in accordance with the terms of this Agreement and any Scope of Work herein and will initiate services as
noted above.
2. COMPLETION. RSR will complete the services within the time specified in the Scope of work, unless delayed by actions beyond
the control of RSR. Should such delays occur, the schedule shall be extended by the amount of the delay.
3. TERMINATION. This agreement shall remain in force until completion of the services and receipt of full payment by RSR, unless
terminated by mutual agreement. Either party upon 10 days written notice may terminate this agreement for cause. In the event of
such termination, City of Fayetteville will pay RSR the portion of the Compensation defined above which has been earned through the
date of termination, including any RSR expenses associated with the termination.
4. STANDARD OF CARE Services provided by RSR under this agreement will be performed in a manner consistent with that
degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances.
RSR makes no warranty or guaranty, either express or implied.
5. OWNERSHIP OF DOCUMENTS. All documents, including documents on electronic media, prepared under this agreement are
instruments of service and are, and shall remain the property of RSR. RSR retains all common law, statutory, and other reserved
rights, including the copyright thereto. These documents shall not be used for any purpose other than those authorized under this
Agreement without the prior written authorization of and appropriate compensation to RSR.
Page 1 of3
6. MUTUAL UNDERSTANDING OF SERVICES. City of Fayetteville and RSR agree that the purpose of value analysis and value
engineering is the identification and presentation of recommendations for improvement of project or process value, for consideration
by City of Fayetteville and their other professional advisors. Both parties understand that as a part of these services, RSR does no
design work and makes no project decisions. City of Fayetteville and RSR agree that RSR will be liable to the City of Fayetteville
only for damages arising from RSR's negligence in the performance of the Value Analysis or Value Engineering work itself, and only
to the extent that such negligence damages the City of Fayetteville.
7. SCHEDULE OF PAYMENTS If compensation for the services under this agreement is Lump Sum, RSR will invoice City of
Fayetteville for 1005 of RSR subconsultant costs plus 80% of the RSR fee upon completion of the workshop and delivery to the City
of Fayetteville of the preliminary report and the remaining 20% of the compensation upon delivery of the final report, as defined in the
Scope of Work. If compensation is in another form, RSR will invoice the City of Fayetteville once for the services completed through
completion of the workshop and delivery of the preliminary report, and again upon project completion and delivery of the final report.
City of Fayetteville will pay said invoices within 30 days of the invoice date. City of Fayetteville agrees to pay RSR interest in the
amount of 1.5 percent per month for all amounts remaining unpaid 30 days after the invoice date.
8. COLLECTION COSTS. In the event legal action is necessary to enforce the payment provisions of this Agreement, City of
Fayetteville will pay RSR for any judgment or settlement sums due, reasonable attorneys' fees, court costs and expenses incurred by
RSR in connection therewith, and in addition, the reasonable value of RSR's staff time and expenses spent in connection with such
collection action computed at RSR's prevailing rate schedule and expense policies.
9. AUDIT AND ACCESS TO RECORDS. RSR cost records pertaining to this Agreement will be kept for inspection by
representatives of the City of Fayetteville; and Governmental Agencies for a period of three (3) years after final payment. City of
Fayetteville will be given reasonable access to review said records for the purpose of confirming the reasonableness of RSR fees with
prior notice at the offices of RSR.
10. EQUAL OPPORTUNITY EMPLOYMENT. RSR shall comply with federal, state and local regulations pertaining to Equal
Opportunity Employment and minority hiring, and fair employment practices.
11. INDEPENDENT CONSULTANT. RSR and its staff are and shall be at all times during the term of this Agreement independent
consultants and not employees or agents of the City of Fayetteville.
12. COMPLIANCE WITH LAWS. RSR shall comply with Federal, State, and local laws and ordinances applicable to the services to
be provided under this Agreement.
13. INSURANCE. RSR shall maintain Workers Compensation (and Employer's Liability Insurance) as required by applicable state
statute, and Commercial General Liability Insurance.
14. DISPUTES. The laws of the State of Arkansas shall govern any action for claims arising out of or relating to this Agreement.
15. ASSIGNMENT. Neither RSR nor the City of Fayetteville shall assign, transfer, or encumber any rights, duties or interests
accruing from this Agreement without the express written consent of the other.
16. CHANGES, MODIFICATIONS, OR AMENDMENTS Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of
the change in scope, cost or fees.
17. FREEDOM OF INFORMATION ACT. City contracts and documents prepared while performing City contractual work are
subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville,
RSR will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of
Information Act (A.C.A Section 25-19-101 et. Seq.). Only legally authorized photocopying costs pursuant to the FOIA may be
assessed for this compliance.
Execution of this document by duly authorized representatives of the City of Fayetteville and RSR, including any attachments
represents the entire agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either
written or oral. This agreement may be amended or modified only by written instrument, valid only upon signature by both parties.
Page 2 of 3
ROBINSON, STAFFORD & RUDE, INC.
BY: James L. Mohart
CITY OF FAYETTEVILLE
BY:
SIGNATURE: ni— SIGNATURE:
TITLE. Sr V
resident
DATE: November 29, 2006
Attached: X Scope of Services X Budget Worksheet
TITLE:
DATE:
1
X42 ate v
1
Special Provisions
Distribution: City of Fayetteville, RSR Project Manager, RSR Financial Officer
•
Page 3 of 3
12/98
SCOPE OF SERVICES
Client:
Consultant:
Services:
Project:
Project Location:
Project Designer:
City of Fayetteville
(hereinafter referred to as City of Fayetteville)
Robinson, Stafford, & Rude, Inc.
(hereinafter referred to as RSR)
Value Engineering Study
Wastewater System Improvement Project — In particular the Westside
Collection System Improvements
(hereinafter referred to as Project)
City of Fayetteville
RJN Group, Inc.
(hereinafter referred to as RJA)
VALUE ENGINEERING JOB PLAN
Value engineenng (VE) is a process consisting of the systematic application of analytical,
creative and evaluation techniques in a multi -disciplinary team setting where the focus is on
achieving the required functions, performance and quality while maximizing value.
RSR will use a VE Job Plan that is consistent with the SAVE Intemational Value Methodology
Standard. Following this Job Plan for the VE study will satisfy State and Federal requirements
for VE on this project.
WORK TO BE PERFORMED
RSR will provide the following services in accordance with this scope of services and the terms
of the Agreement.
Pre -workshop Activities
RSR will perform pre -workshop activities to include those tasks which must be accomplished in
order for the VE team to be able to efficiently and effectively perform in the workshop.
These activities will consist of:
• scheduling study tasks
• scheduling and coordination with RSR provided VE team members
• assisting City of Fayetteville with scheduling study participants
1
SCOPE OF SERVICES
• coordination of the necessary documentation on the project for distribution to the VE
team members
• compiling project data into a cost model(s)
• document review
Scheduling Study Participants
The VE team members will come from a combination of City of Fayetteville and RSR. RSR will
assist City of Fayetteville in identifying candidate team members for the workshop. RSR will
work cooperatively with City of Fayetteville to make final selection of individuals to fulfill the
desired discipline roles. RSR will be responsible for all contractual and payment issues with
RSR provided team members.
RSR will communicate directly with all team members relative to scheduling, pre -workshop,
workshop and post workshop activities.
Cost Models
If the cost estimate and other appropriate information are provided prior to the workshop, RSR
will develop a cost model(s) which will convey to the team members which project elements or
features or functions are driving the cost of the project. These models will be used during the VE
workshop to help focus the team on those aspects of the project consuming the greatest shares of
the total project cost.
Document Review
City of Fayetteville will distribute the project documents to be studied to the VE team members.
These documents should be distributed a minimum of one week prior to the workshop start The
team members will be instructed by RSR to spend up to four (4) hours reviewing these
documents in advance of the workshop. The VE team cost estimator will be instructed by RSR
to spend up to eight (8) hours reviewing and validating project costs in advance of the workshop.
Workshop
RSR will conduct the value engineering workshop using a job plan that is consistent with the
practices and procedures recognized by SAVE International. This job plan will include a 24-
hour workshop. The workshop will include an Information Phase, a Function Analysis Phase, a
Creative Phase, an Evaluation Phase, a Development Phase, and a Presentation Phase.
The workshop will be initiated by presentations from City of Fayetteville who will describe the
objectives of these projects and any constraints that will be placed on the VE study. The project
design team will explain specifically how the design accomplishes the City of Fayetteville's
objectives and the details of that design. The workshop will include a complete function analysis
of the major project elements. The team will generate a list of ideas for project improvement
followed by an evaluation of those ideas. This evaluation will include input from key City of
Fayetteville decision makers before proceeding with development of recommendations. On the
2
SCOPE OF SERVICES
last day of the workshop, a presentation of the recommendations will be provided to. City of
Fayetteville decision makers.
The workshop will be held in Fayetteville, AR.
Presentations
To make sure the VE team has complete information about the project criteria, City of
Fayetteville will provide at a minimum, the City of Fayetteville Project Manager and appropriate
members of the design team for the first day and last day presentations as well as the mid -point
review meeting.
Site Visit
A site visit will be conducted on the afternoon of the first day of the workshop. This site visit
will be attended by the VE team, City of Fayetteville representatives, and representatives of the
design team.
Post Workshop
RSR will provide the deliverables described herein.
Workshop Logistics
RSR will provide:
• the workshop room
• refreshments for team members and other participants
• easy access to a telephone, copy machine, and a facsimile machine
City of Fayetteville will provide at no cost to RSR:
• an overhead projector for the first and last days of the workshop
• an easel with a pad of paper
VE STUDY TEAM
"fhe VE Study Team for this workshop will include up to eight team members. RSR is
responsible for providing the VE Team Leader. RSR will also provide team members for the
disciplines specified below. City of Fayetteville will provide additional team members for the
disciplines specified below.
VE Team Leader
The VE Team Leader will be both a certified value specialist (CVS) and a registered professional
engineer (PE).
3
SCOPE OF SERVICES
RSR will also provide a VE Team Assistant during the workshop to assist with administrative
activities and to begin preparation of the study report. This will improve the VE Team's
effectiveness and expedite the report delivery.
VE Team Members
RSR will provide team members for the following disciplines:
• Granville White, Estimator/Constructability
• Jeff Kaiser, Pumping/Hydraulics
• Tim Nebergall, Pipelines/General Civil
City of Fayetteville will provide team members for the following disciplines at no cost to RSR:
• Lynn Hyke, WSIP Construction Manager
• One Farmington Representative
• One OMI Representative for Lift Station and SCADA Issues
The specific individuals provided will be identified and selected jointly by the RSR VE Team
Leader and the City of Fayetteville Project Manager. In general, these will be individuals not
previously associated with the project development.
DELIVERABLES
This VE study effort will include four deliverables, all of which are related to the results of the
workshop. These deliverables are:
• VE Team Presentation Handout
• Preliminary VE Study Report
• Draft VE Study Report
• Final VE Study Report
VE Team Presentation Hand-out
At the beginning of the presentation of the VE results on the last day of the workshop, RSR will
provide to each person attending this presentation a hand out which contains:
• Cover
• Agenda
• List of VE recommendations including capital and the present worth of O&M savings
• List of design suggestions
4
SCOPE OF SERVICES
Preliminary VE Study Report
The Preliminary VE Study Report will be a compilation of the handwritten products developed in
the workshop. This report will include all of the VE recommendations and design suggestions
developed by the VE team during the workshop.
Draft VE Study Report
The purpose of this draft report is to give the City of Fayetteville Project Manager and other
appropriate reviewers the opportunity to provide input to the final report. This document will be,
in the opinion of RSR, equivalent to the Final VE Study Report. City of Fayetteville will provide
written comments in compliance with the attached schedule. If comments are not received by the
specified due date, RSR will proceed with preparation of the final report.
Final VE Study Report
This report is the final documentation of the VE study. The report is a finalized version of the
Draft VE Study Report including the incorporation of City of Fayetteville's comments. The
cover of the report will clearly indicate the project title, that it is the Final VE Study Report, and
the date of the report.
The submittal of this report concludes the VE study effort.
Number of Reports
RSR will provide City of Fayetteville with the following number of copies of each report:
Preliminary VE Study Report 15
Draft VE Study Report 2
Final VE Study Report 15
SCHEDULE
This value engineering study will be conducted in accordance with the following schedule.
Notice to Proceed At City of Fayetteville's Convenience
Organization Phone Calls At City of Fayetteville's Convenience
City of Fayetteville to Distribute Documents One week prior to VE Workshop
VE Workshop December 4-6, 2006
Submit Preliminary VE Study Report Week of December 11, 2006
Written Responses to RSR At City of Fayetteville's Convenience
Submit Draft VE Study Report Ten working days following written
responses to Preliminary VE Report
5
SCOPE OF SERVICES
Comments on Draft VE Study Report
Submit Final VE Study Report
Ten working days following receipt of Draft
VE Study Report
Ten working days following receipt of
comments to Draft VE Study Report
•
6
As'
David Jurgens_
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
21 -Nov -06
City Council Meeting Date
WW System Improvement Project Water/Wastewater
Division
Action Required:
Department
Fayetteville City Administration recommends approval of an Engineering contract with Robinson, Stafford and Rude, Inc., (RSR)
in the amount of $39,844.00, for value engineering (VE) services with respect to the Farmington and western Fayetteville area
WSIP engineering design. Funds are available in Fiscal Year 2006 WSIP budget. Although Fayetteville is executing contract
management and oversight, Farmington is bearing the full cost of this study and will reimburse Fayetteville when the expenses
are incurred, leaving no net cost to the City of Fayetteville..
$0.00
Cost of this request
4480.9480.5315.00
Account Number
02133-0401
114, 765, 766
Category / Project Budget
Wastewater System Imp Project
Program Category / Project Name
•
109,705,364 Water and Wastewater
Funds Used to Date
5,060,402
Project Number. Remaining Balance
Budgeted Item
XX
Budget Adjustment Attached
Program / Project Category Name
Water/Sewer
Fund Name
Depa
ent D ector
City Attorney
3/0o0 0j;
Date
Finance and Internal Service Director
Mayor
Date
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in ! ity Cler"s Office
ENTERED
Comments:
clo /�/5/v 6 alyakmed
City Council Meeting of November 21, 2006
CITY COUNCIL AGENDA MEMO
To: Fayetteville City Council
Thru: Mayor Dan Coody
From: Fayetteville Sewer Committee
David Jurgens, Water & Wastewater Director
Date: November 3, 2006
Subject: Approval of an Engineering contract with RobiiSson, Stafford and Rude, Inc., (RSR) in the
amount of $39,844.00, for value engineering (VE) services with respect to the Farmington and
Western Fayetteville area WSIP engineering design.
RECOMMENDATION
Fayetteville City Administration recommends approval of an Engineering contract with Robinson,
Stafford and Rude, Inc., (RSR) in the amount of $39,844.00, for value engineering (VE) services
with respect to the Farmington and western Fayetteville area WSIP engineering design. Although
Fayetteville is executing contract management and oversight, Farmington is bearing the full cost of
this study and will reimburse Fayetteville when the expenses are incurred.
BACKGROUND
Farmington intends to apply for Arkansas Natural Resources Commission Revolving Loan Fund
support. In order to meet RLF requirements, a formal Value Engineering study must be performed
on the design. RSR performed the VE studies for all other aspects of the WSIP, and the City was
very pleased with their work. In order to ensure the same level of quality service as was applied to
the entire WSIP, Farmington requested we use the same VE consultant. The VE is scheduled for
mid-December, and must be completed at that time in order to not delay the overall project.
DISCUSSION
Design work for the Farmington and southwest portion of Fayetteville portions of the WSIP was
deferred pending the results of the Farmington -Fayetteville sewer negotiations. The negotiations are
complete, and identified the desired layout of the sewer system in this area. The contract between
the two cities shall identify the mechanisms for cost reimbursement.
The VE study brings a highly experienced team of experts who havohad no involvement with the
project together to evaluate the project with a completely independent, detached viewpoint. The VE
team will evaluate every aspect of the project to include routing, hardware, functional designs,
construction methods, etc., in a focused effort to increase the net value of the project. The VE teams
for the rest of the WSIP identified several improvements through their work.
BUDGET IMPACT
Farmington has agreed to reimburse Fayetteville for these VE services in the sewer services contract
between Fayetteville and Farmington.
WL -10-11-12 RSR VE CCMemo Nov06.doc
RESOLUTION NO.
A RESOLUTION APPROVING A CONTRACT FOR
PROFESSIONAL ENGINEERING SERVICES WITH ROBINSON,
STAFFORD AND RUDE, INC. (RSR) IN THE AMOUNT OF
$39,844.00 (TO BE WHOLLY REIMBURSED BY THE CITY OF
FARMINGTON) TO PROVIDE VALUE ENGINEERING SERVICES
FOR THE FARMINGTON AND WEST FAYETTEVILLE AREA
WASTEWATER SYSTEM IMPROVEMENT PROJECT
ENGINEERING DESIGN.
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 a contract for Professional Engineering Services with Robinson,
Stafford and Rude, Inc. (RSR) in the amount of $39,844.00 (to be wholly
reimbursed by the City of Farrrungton) to provide value engineering services for
the Farmington and West Fayetteville Area Wastewater System Improvement
Project (WSIP) engineering design. A copy of the contract, marked Exhibit "A,"
is attached hereto and made a part hereof.
PASSED and APPROVED this 21St day of Noveem
APPROVED:
OODY, Mayor
By
SONDI A SMl;City Clerk
PROJECT:
ADDRESS:
TELEPHONE:
FACSIMILE:
FED ID/BUS. NO.:
CONTACT NAME:
RSR PROFESSIONAL SERVICES AGREEMENT
CONSULTANT
Robinson, Stafford & Rude, Inc.
(hereinafter RSR)
9206 W. 90th Street
Overland Park, KS 66212
913-381-0603
913-642-7883
91-1809438
James L. Mohart
RSR PROJ. NO: 09701M
CLIENT
City of Fayetteville, Arkansas
(hereinafter City of Fayetteville)
113 West Mountain Street
. Fayetteville, AR 72701
479-575-8330
479-575-8257
71-6018462
Davidlurgens
PROJECT DESCRIPTION: Value Engineering Services for Wastewater System Improvement Project, Farmington and West
Fayetteville Area, Subprojects WL -10, WL -11, and WL -12.
COMPENSATION:
The total compensation under this Agreement shall not exceed the dollar amount indicated in this agreement, or the amount authorized
by amendments and/or notices to proceed, whichever is lesser. The form of payment shall be as indicated below:
X LUMP SUM. Compensation for these ser (ices shall be a Lump Sum of $ 39 844 .00. Of
TIME F. MATERIALS. Co...p ...as ies fewthee..
9 ee .et ertee.,d E
In the event services beyond those specified in the Scope of Services, and not included in the compensation above, are required, RSR
will submit a fee estimate for such services and a contract modification will be negotiated and approved by the City of Fayetteville
prior to any effort being expended on such services.
RSR IS AUTHORIZED TO BEGIN SERVICES BASED ON: X execution of agreement or written notice to
proceed
TERMS OF CONTRACT •
1. EXECUTION AND INITIATION. This Agreement becomes effective upon signatures by authorized representatives of City of
Fayetteville.and RSR and upon receipt of a fully executed original by both City of Fayetteville and RSR. RSR shall provide and'
complete these services in accordance with the terms of this Agreement and any Scope of Work herein and will initiate services as
noted above., •
2. COMPLETION. RSR will complete the services within the time specified in the Scope of work, unless delayed byactionsbeyond
the control of RSR. Should such delays occur, the schedule shall be extended by the amount of the delay.
3. TERMINATION. This agreement shall remain in force until completion of the services and receipt of full payment by RSR, unless
terminated by mutual agreement. Either party upon 10 days written notice may terminate this.agreenient for cause. In the event of
such termination, City of Fayetteville will pay RSR the portion of the Compensation defined above which has been earned through the
date of termination, including any RSR expenses associated with the termination.
4. STANDARD OF CARE Services provided by RSR under this agreement will be performed in a manner consistent with that
degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances.
RSR makes no warranty or guaranty, either express or implied. ,
5. OWNERSHIP OF DOCUMENTS. All documents, including documents on electronic media, prepared under this agreement are
instruments of service and are, and shall remain the property of RSR. RSR retains all common law, statutory, and other reserved
rights, including the copyright thereto. These documents shall not be used for any purpose other than those authorized under this
Agreement without the prior written authorization of and appropriate compensation to RSR.
Page 1 of 3
6. MUTUAL UNDERSTANDING OF SERVICES. City.of Fayetteville and RSR agree that the purpose.of value analysis and value
engineering is the identification and presentation of recommendations for improvement of project or process value, for consideration
by City of Fayetteville and their other professional advisors. Both parties understand that as a part of these services, RSR does no
design work and makes no project decisions. .City of Fayetteville and RSR agree that RSR will be liable to the City of Fayetteville
only for damages arising from RSR's negligence in the performance of the Value Analysis or Value Engineering work itself, and only
to the extent that such negligence damages the"City' of Fayetteville.
7. SCHEDULE OF PAYMENTS If compensation for the services under this agreement is Lump Sum; RSR will invoice City of
Fayetteville for 10051of RSR subconsultant costs plus 80% of the RSR fee upon completion of the workshop and delivery to the City
of Fayetteville of the preliminary report and the remaining 20% of the compensation upon delivery of the final report, as defined in the
Scope of Work. If compensation is in another form, RSR will invoice the City of Fayetteville once for the services completed through
completion of the workshop and delivery of the preliminary report, and again upon project completiofr•and'delivery of the final report.
• City of Fayetteville will pay said invoices within 30 days of the invoice date. City of Fayetteville agrees to pay RSR interest in the
amount of 1.5 percent per month for all amounts remaining unpaid 30 days after the invoice date:. :
•
8. COLLECTION COSTS. In the event -legal action is necessary to enforce the payment provisions of this Agreement, City of
Fayetteville will pay RSR for any judgment or settlement sums due, reasonable attorneys' fees, court costs and expenses incurred by
RSR in connection therewith, and in addition; the reasonable value' of RSR's staff time and expenses spent in connection with such
collection action computed at RSR's prevailing rate schedule and expense policies.
9. AUDIT AND ACCESS TO RECORDS. RSR cost records pertaining to this Agreement will be kept for inspection by
representatives of the City of Fayetteville, and Governmental Agencies for a period of three (3) years after final payment.. City of
Fayetteville will be given reasonable access t� review said records for the purpose of confirming the reasonableness of RSR fees with -
prior notice at the offices of RSR. .
10. EQUAL OPPORTUNITY EMPLOYMENT. RSR shall comply with federal, state and local regulations pertaining to Equal
Opportunity Employment and minority hiring, andfairemploymentpractices. ..
1 I. INDEPENDENT CONSULTANT. RSR and its staff are and shall beat all times during the -term' of this Agreement independent
consultants and not employees or agents of the City of Fayetteville.
12. COMPLIANCE WITH LAWS. RSR shall comply with Federal, State, and local laws and ordinances applicable to the services to
be provided under this Agreement. _.
13. INSURANCE. RSR shall'niaintainWorkefs Compensation (andEmployer's Liability Insurance) as required br applicable state
statute, and Commercial General Liability Insurance.
14. DISPUTES. The laws of the State of Arkansas shall govern any action for claims arising out of or relating to this Agreement.
15. ASSIGNMENT. Neither RSR nor the City of Fayetteville shall assign, transfer, or -encumber any rights, duties or interests •
accruing from this Agreement without the express written consent of the other.
16. CHANGES, MODIFICATIONS, OR AMENDMENTS. Changes, modifications, or amendments in'scope, price or fees to this-
contract
hincontract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of
the change in scope, cost or fees. •
17. FREEDOM OF INFORMATIONACT.- City •contracts and documents prepared while performing City eontractual,werk are
subject to the Arkansas Freedom of Information Act. If a Freedom -of-Mtn/non Act request is presented to'the City of Fayetteville,
RSR will do everything possible to provide the documents in a:prompt aiid timely manner as prescribed in the Arkansas Freedom of
Information Act.(A.C.A Section 25-19-101 et. Seq.). Only legally authorized photocopying costs pursuant to the FOIA may be
assessed for this compliance.
Execution of this document by duly authorized representatives of the City'of Fayetteville and RSR,iacluding•any attachments
represents the entire agreement between the.parties hereto and -supersedes all prior negotiations, representations, or agreements, either
written or oral. This agreement may be amended Sr modified only by written instrument, valid only upon signature by both parties.
Page 2 of 3
•
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ROBINSON, STAFFORD & RUDE, INC. CITY OF FAYETTEVILLE
BY: BY:
SIGNATURE- SIGNATURE.
TITLE: TITLE:
DATE: DATE:
Attached: X Scope of Services X Budget Worksheet _ Special Provisions
Distribution: City of Fayetteville, RSR Project Manager, RSR Financial Officer 12/98
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Page 3 of 3
SCOPE OF SERVICES
Client: City of Fayetteville
(hereinafter referred to as City of Fayetteville)
Consultant: Robinson, Stafford, & Rude, Inc.
(hereinafter referred to as RSR)
Services: Value Engineering Study
•
Project:. Wastewater System Improvement Project — In particular the Westside
Collection System Improvements
(hereinafter referred to as Project)
Project Location: City of Fayetteville
Project Designer. RJN Group, Inc.
(hereinafter referred to as RJN)
VALUE ENGINEERING JOB PLAN
Value engineering (VE) is a process consisting of the systematic application of analytical,
creative and evaluation techniques in a multi -disciplinary team setting where the focus is on
achieving the required functions, performance and quality while maximizing value.
RSR will use a VE Job Plan -that is consistent with the SAVE International Value Methodology
Standard. Following this Job Plan for the VE study will satisfy -State and Federal requirements
for VE on this project..
WORK TO BE PERFORMED
RSR will provide the following services in accordance with this scope of services and the terms
of the Agreement.
•
Pre -workshop Activities
RSR will perforrdpre-workshop activities to include those tasks which must be accomplished in
order for the VE team to be able to efficiently and effectively perform in the workshop.
These activities will consist of:
• scheduling study tasks
• scheduling and coordination with RSR provided VE team members
• assisting City of Fayetteville with scheduling study participants
SCOPE OF SERVICES
• coordination of the necessary documentation on the project for distribution to the VE
team members
• compiling project data into a cost model(s)
• document review
Scheduling Study Participants
The VE team members will come from a combination of City of Fayetteville and RSR. RSR will
assist City of Fayetteville in identifying candidate team members for the workshop. RSR will
work cooperatively with City -of Fayetteville to make final selection of individuals to fulfill the
desired discipline roles. RSR will be responsible for all contractual 'and payment issues with
RSR provided team members.
RSR will communicate directly with all team members relative to scheduling, pre -workshop,
workshop and post workshop activities.
Cost Models
If the cost estimate and other appropriate information are provided prior to the workshop, RSR
will develop a cost model(s) which will convey to the team members.which project elements or
features or functions are driving the cost of the project. These inodels will be used during the VE
workshop to help focus the team on those aspects of.the project consuming the greatest shares of
the total project cost:
Document Review
City of Fayetteville will distribute the project documents to be Studied to the VE team members.
These documents should be distributed a minimum of one week prior to the workshop start. The
team members will be instructed by RSR to spend up to four (4) hours reviewing these
documents in advance of the workshop. The VE team cost estimator will be instructed by RSR
to spend up to eight(8) hours reviewing and validating project costs in advance of the workshop.
Workshop
RSR will conduct the value engineering workshop using ajob.plan that is consistent with the
practices and procedures recognized by SAVE International. This job planwiltincludeta 24-
hour workshop. The workshop will include an Information Phase, a Function Analysis Phase; a
Creative Phase, an Evaluation Phase, a Development Phase, and a Presentation Phase.
The workshop will be initiated by presentations from City of Fayetteville who will describe the .
objectives of these projects and any constraints that will be placed on the VE study. The project
• design team will explain specifically how the design accomplishes the City of Fayetteville's
objectives and the details of that design. The workshop will include a complete function analysis
of the major project elements. The team will generate a list of ideas for project improvement
followed by an evaluation of those ideas. This evaluation will include input from key City of
Fayetteville decision makers before proceeding with development of recommendations. On the
2
SCOPE OF SERVICES
last day of the workshop, a presentation of the recommendations will be provided to City of
Fayetteville decision makers.
The workshop will be held in Fayetteville, AR.
Presentations
To make sure the VE team has complete information about the project criteria; City of
Fayetteville will provide at a minimum, the City.of Fayetteville Project Manager and appropriate
members of the design team for the first day and last day presentations as well as the mid -point
review meeting.
Site Visit
A site visit will be conducted on the afternoon of the firstday of the workshop. This site visit
will be attended by the VE team, City of Fayetteville representatives, and representatives of the
design team.
Post Workshop
RSR will provide the deliverables described herein.
Workshop Logistics
RSR will provide:
• the workshop room
• . refreshments for team members and other participants
• easy access to a telephone, copy machine, and a facsimile machine
City of Fayetteville will -provide at no. cost to RSR:
• an overhead projector for the first and last days of the workshop
• an easel with a pad of paper
VE STUDY TEAM
The VE Study Team for this workshop will include up to eight team members. RSR is
responsible for providing the VE Team Leader. RSR will also provide: team members for the
disciplines specified below. City of Fayetteville will provide additional team members for the
disciplines specified below.
VE Team Leader
The VE Team Leader will be both a certified value specialist (CVS) and a registered professional
engineer (PE).
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SCOPE OF SERVICES
•
RSR will also provide. a VE Team Assistant during the workshop to assist with administrative .
activities and to begin preparation of the study report. This will improve the VE Team's
effectiveness and expedite the report delivery.
VE Team Members
RSR will provide team members for the following disciplines:
• Granville White, Estimator/Constructability
• Jeff Kaiser, Pumping/Hydraulics
• Tim Nebergall, Pipelines/General Civil
City. of Fayetteville will provide team members for the following.disciplines at nocost to RSR:
• Lynn Hyke, WSIP Construction Manager
• One Farmington Representative
• One OMI Representative for Lift Station and SCADA Issues
The specific individuals provided will be identified and selected jointly by the RSR VE Team
Leader and. the City of Fayetteville Project Manager. In general, these will be individtials not
previously associated with the project development.
DELIVERABLES
This VE study effort will include four deliverables, all of which are related to the results of the
workshop. These deliverables are:
• VE Team Presentation Handout
• Preliminary VE Study Report
• Draft VE Study Report
• Final VE Study Report
VE Team Presentation Hand-out
At the beginning of the presentation of the VE results on the last day of the workshop, RSR will
provide to each person attending this presentation a hand out which contains:
• Cover
• Agenda
• List of VE recommendations including capital and the present worth of O&M savings
• List of design suggestions
SCOPE OF SERVICES.
Preliminary VE Study.Report
The Preliminary VE Study Report will be a compilation of the handwritten products developed in
the workshop. This report will include all of the VE recommendations and design suggestions
developed by the VE team during the workshop.
Draft VE Study Report
The purpose of this draft report is to give the City of Fayetteville Project Manager and other
appropriate reviewers the opportunity to provide input to the final report. This document will be,
in the opinion of RSR, equivalent to the Final VE Study Report. City of Fayetteville will provide
written comments in compliance with the attached schedule. if comments are not received by the
specified due date, RSR will proceed with preparation of the final report.
Final VE Study Report.
This report is the final documentation of the VE study. The report is a finalized version of the
Draft VE Study Report including the incorporation of City of Fayetteville's comments. The
cover of the report will dearly indicate the project title, that it is the Final VE Study Report, and
the date of the report.
The submittal of this report concludes the VE study effort.
Number of Reports
RSR will?provide City of Fayetteville with the following number of copies of each report:
Preliminary VE Study Report 15
Draft VE Study Report 2
Final VE Study Report 15
SCHEDULE
This value engineering study will be conducted in accordance with the following schedule.
Notice to Proceed At City ofFayetteville's Convenience
Organization Phone Calls At City of Fayetteville's Convenience
City of Fayetteville to Distribute Documents One week prior to VE Workshop
VE Workshop December 4-6, 2006
Submit Preliminary VE Study Report Week of December 11, 2006
Written Responses to RSR At City of Fayetteville's Convenience
Submit Draft VE Study Report Ten working days following written
responses to Preliminary VE Report
5
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SCOPE OF SERVICES
Comments on Draft VE Study Report
Submit Final VE Study .Report
Ten working days following receipt of Draft
VE Study Report
Ten working days following receipt of
comments to Draft VE Study Report
6
VE Study Cost:Summaty
09701M
Westside WW Collection System.
Robinson, Stafford & Rude Total
Labor $17,898
Expenses $5,495
Subconsultant Administration 10.0% $1,496
Subtotal RSR $24,889
Subconsultants
% of . MBE/
Total Total WBE
OLSSON ASSOC.. $4,162 10.4%
BLACK & VEATCH $5,817 14.6%
KWAME BLDG GROUP $4,976 12.5%
Subtotal Subconsultants
$14,955 37.5%
TOTAL COST $39,844
Total Percentage for MBEs $0 0.0%
Total Percentage for WBEs $0 0.0%
Robinson, Stafford & Rude, Inc.
Budget Worksheet
Westside WW Collection System
RSR Project No.: - 09701M
Workshop Location: Fayetteville, AR;
Workshop Dale: Dec 4-6, 2006 -
Team Member
Discipline
c -
E
0 a
ra o
L
c
c N
@ Y
i `o
>1
E'
0
N a
Hours
a
0
0
1-
16
0 O
CL
Total
Hours
Rate Total Cost
Jim Mohart
VE Team Leader
7
12.5
24
26
69.5
$ 175.00
$ 12,163
-$ 120
Assistant VE Team Leader
_
Supplies & Miscellaneous
0
$ - -
0
$ 175.00
$ .-
-
AVS-
-
$ -
-$ -
0
$ 125.00
$
QA
0
$ -
$
4
4
$ 175.00 '
$ 700
Technical Writer
$ 75.00
$
Airport Parking .
8
8
$ 90.00
$ - 720
0
Graphics
$ -
Personal Mileage
4
4
$ 75.00
$ 300
$ 0.445
Admin Assistant
7
8
32 .
26
73
$. 55.00
$ 4,015
Total Labor
Expenses
Item
Quanti
Total
Quanti
$ 17,898
Rate Total Cost :
Airfare
$ - 70
-
$ 100
$ 320
0
$
$ -
Airfare
-$ 120
. $. 100
$ 365.
Supplies & Miscellaneous
0
$ - -
$ -
Airfare
$ 285
-
0
$ -
-$ -
Airfare
0
$ -
$
Rental Car
0
$ 75.00
$
Airport Parking .
0
$ 18.00
$ -
Personal Mileage
600
600
$ 0.445
$ 267
Airport Transportation
0
$ 50.00
$ -
Local Transportation
0
$ 5.00
$ -
Local Parking
0
$ 10:00
$ -
Lodging -
6
6
$ 100.00
$ 600
Meals
'6
6
$ 35.00
$ 210
Copying
100
1000
0
500
1600
$ 0.10
$ 160
Copy Machine Rental
0
$ 400.00
$ -
Conference Room
3
3
$ 75.00
$ 225
Team Refreshments
3
3
$ 116.00
$ 348
Postage & Shipping
$ - 70
$ 125
$ 100
$ 320
$ 615
Telephone (incl. on-site mobi
$ 70
$ 75
-$ 120
. $. 100
$ 365.
Supplies & Miscellaneous
$ 10
$ 100
$ 75
$ 100
$ 285
•
Reports
Total
Prelim Draft Final Quantity Rate
1 15 i 2 1 15 1 32 i$ 60.00 1$ 1,920 1.
Subtotal Expenses
Mark-up on Expenses
$ 4,995
10% $ 500
Total Expenses $ 5,495
Total Cost - $ 23,393
11/212006
1:16 PM
OLSSON ASSOC'
Budget Workeheet-
Westside WW Collection System
RSR Project No.: 09701M
Workshop Location: Fayetteville, AR
Workshop Date: Dec 4-6, 2006
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Study Managomant
Team Member
Pro.Workshop
Post Workshop
Total
Hours Hours- Rate
Tim Negerball
, Piping/Hydraulics -
No Airfare
4
24
28
'
$ 116:00
TotalCost
$ `10
-
-
.
' 0
.
$
$ , 3,248.
-
$ -
-
$
-
0
-
-
$ -
$
.
0
$. -
-
$
0
.$.
$
-
$
-
$ -
-
$
0
$
.
-
.$ -
Total'Labor
Expenses
Tim Wegerball
•
Total Expenses
Total Cost
$ 3,248
Total
--
- - `{"emit' Quantity Rate Total Cost:
No Airfare
Lincoln, NE
_ $
Telephone
$ `10
-
-
$ 5
$ 10
0
$ -
-
$
-
.
0
$. -
-
$
0 .
$ -
-
$
-
0
$ -
$
Rental Car
-
-
0
$ 75
-
$
Airport Parking
-
-
-0. .'
'$. 18.00
-
$
Personal'Mileagel
-
-
-.
900
' .. 900 .
:$ 0.445
-
$ 401
Airport Transportation
-
Local Transportation
- 0.$„
5.00
$ -
Lobal Parking
_
0,.
-$ 10.00
$ -
Lodging _
-
3
3 -
$. 100.00
$ 300
Meals
_
3
3
$ 35.00
$ 105
Copying
.
-
-
.
0 ..
'$ '0.10
$ -
--
Postage 8 Shipping
-
_ $
Telephone
$ `10
-
$ 10$
Supplies & Miscellaneous -
$ 5
$ 10
,
15
Subtotal Expenses
Mark-up on Expenses
$ 831
10% $ 83
$ 914
$ 4,162
11/2/2006
BLACK:&• VEATCH
Budget. Worksheet
Westside WW. Collection. System
•
RSR Project No.: 09701M
'Workshop Location: Fayetteville, AR
Workshop Date: Dec 4-6, 2006
Pre -Workshop
Hours
0.
0
0
0
Post Workshop
Total
Hours
Rate Total Cost
Jeff Kaiser : - Hydraulics/Pumps
SL Louis, MO
4
24
28
$ 178.60
$. 5,001
$
. -
.... $ 10
Supplies & Miscellaneous
0 .
$ -
$ -
$ ' -
$ -
.
0-'
$ -
$
0
$ -
$
0
$ -
$ -
0
$ -
$
0
$ -
$ -
Total Labor
Expenses
Jeff Kaiser
Total Expenses
Total Cost
nti
Total
Quanti
Rate
$ 5,001
Total Cost
No Airfare. •
SL Louis, MO
-
$ -
0 -
$ -
$
. -
.... $ 10
Supplies & Miscellaneous
$.. 5
- 0
$ ' -
$ -
0
$ -
$
.
0
$ -
$
0
$ -
$
Rental Car
- 0 -,.,
.$ 75
$ -
AirportParkinq
0 •.:
$ 18.00
$
Personal•Mileagel
700
700
'$ 0.445
$ 312
Airport Transportation
0
$ • 50.00
$ -
Local Transportation .
-
0
:'$ - 5.00
$ -
Local Parking - - . _
r 0 . .
•$ 10.00
$ -
Lodging -
-
3
3
$ .100.00
$ 300
Meals
3
3
$ 35.00
$ 105
Copying -
..
0 ' ..
$' 0.10.
$ -
Postage & Shipping . -
$ -
Telephone - - ..
$ 10
- .
.... $ 10
Supplies & Miscellaneous
$.. 5
$ 10
$ 15
Subtotal Expenses
Mark-up on Expenses
10%
$ 742
74
816
$. .5,817
11/2/2006
RSR Project No.:
Workshop Location:
Workshop Date:
Team Member
09701 M
Fayetteville, AR
Dec 4-6, 2006
Di
KWAME BLDG GROUP
Budget Worksheet
Westside WW Collection System
c
0
E
0
co
m
C
2N
-o
rn
0
Y
O
Total
Hours trate l otal Cost
Granville White Estimator/Construclability
8
24
32
$ 130.00
$ 4,160
$ -
$ -
$ 10
Supplies & Miscellaneous
0
$ -
$
0
$ -
$ -
0
$ -
$ -
0
$ -
$ -
0
$ -
$ -
0
$ -
$ -
0
$ -
$ -
0
$ -
Total Labor
Expenses
Granville White
Total Expenses
Total Cost
$ 4,160
Total
Subtotal Expenses
Mark-up on Expenses
$ 742
10% $ 74
$ 816
$ 4,976
11/2/2006
J Y 7 MOW 1 Utdl bUSI
No Airfare
St. Louis, MO
$
Telephone
0
$ -
$ -
$ 10
Supplies & Miscellaneous
$ 5
$ 10
0
$ -
$ -
0
$ -
$ -
0
$ -
$ -
0
$ -
$ -
Rental Car
0
$ 75
$
Airport Parking
-
0
$ 18.00
$
Personal Mileage!
700
700
$ 0.445
$ 312
Airport Transportation
0
$ 50.00
$ -
Local Transportation
0
$ 5.00 -
$ -
Local Parking
-
0
$ 10.00
$ -
Lodging
3
3
$ 100.00
$ 300
Meals
3
3
$ 35.00
$ 105
Copying
0
$ 0.10
$ -
Subtotal Expenses
Mark-up on Expenses
$ 742
10% $ 74
$ 816
$ 4,976
11/2/2006
Postage & Shipping
$
Telephone
$ 10
$ 10
Supplies & Miscellaneous
$ 5
$ 10
$ 15
Subtotal Expenses
Mark-up on Expenses
$ 742
10% $ 74
$ 816
$ 4,976
11/2/2006
From: Clarice Pearman
To: Jurgens, David
Date: 11.29.06 10:06 AM
Subject: Sp. City Council Mtg Items
David,
The Council passed your items for FUN Group and Robinson, Stafford & Rude. However I do not have original signed
agreements for these items. I do have the agreements for Farmington. Please get the signed agreements to me to
complete the processing.
Thanks.
Clarice
•
(11.29.06) Clarice Pearman - Sp. City Council Mtg Items
Page 11
From: Clarice Pearman
To: Jurgens, David
Date: 11.29.06 10:06 AM
Subject: Sp. City Council Mtg Items
David,
The Council passed your items for FUN Group and Robinson, Stafford & Rude. However I do not have original signed
agreements for these items. I do have the agreements for Farmington. Please get the signed agreements to me to
complete the processing.
Thanks.
Clarice
•
LOU L/9 pasinay
l (12.8.06) Clarice Pearman - Res. 200-06 Page 1
From: .Clarice Pearman
To: Jurgens, David
Date: 12.8.06 11:09 AM
Subject: Res. 200-06
Attachments: 200-06 Robinson Stafford & Rude Inc.pdf
CC: Audit; Vice, Peggy
David:
Attached is a copy of the above resolution passed by City Council November 21, 2006 regarding Robinson, Stafford & Rude
Inc. The mayor had been out of town and I've finally got signatures and processed ordinances and resolutions to return. I
will forward to you two of three agreements and pass along the purchase requisition to Purchasing. Thank you for your
patience and sorry for the inconvenience. Have a good day.
Thanks.
Clarice
Clarice Buffalohead-Pearman, CMC
City Clerk(rreasurer Division
113 West Mountain
Fayetteville, AR 72701
479-575-8309
cpearman@ci.fayetteville.ar.us