HomeMy WebLinkAbout97-06 RESOLUTION1
RESOLUTION NO. 97-06
A RESOLUTION APPROVING A THREE-YEAR CONTRACT WITH
McCLELLAND CONSULTING ENGINEERS, INC. FOR AIRPORT
ENGINEERING SERVICES.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby
approves a three-year contract with McClelland Consulting Engineers, Inc. for airport
engineering services. A copy of the contract, marked Exhibit "A" is attached hereto, and
made a part hereof.
PASSED and APPROVED this 6th day of June 2006.
APPROVED:
By:
DAN COODY, Mayor
ATTEST:
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By:
SONDRA SMITH, City Clerk
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CITY OF FAYETTEVILLE
AGREEMENT FOR ENGINEERING SERVICES
STATE OF ARKANSAS
COUNTY OF WASHINGTON
This Agreement entered into and executed this 6th day of June , 2006, by and
between the City of Fayetteville acting by and through its Mayor hereinafter called the CITY
OF FAYETTEVILLE and McClelland Consulting Engineers, Inc. with offices in Fayetteville,
Arkansas, hereinafter called MCE, is intended to endure for a minimum period of one year
from the time of its formal execution, extendable by contract amendment to not more than
three years.
WITNESSETH:
Whereas, the CITY OF FAYETTEVILLE is planning to effect improvements to Drake Field,
Fayetteville's municipal airport; and Whereas the CITY OF FAYETTEVILLE'S forces are
fully employed on other urgent work that prevents their early assignment to the
aforementioned work; and Whereas MCE'S staff is adequate and well qualified and it has
been determined that its current work load will permit completion of the plans for the
various projects on schedule;
Now therefore, it is considered to be in the best public interest for the CITY OF
FAYETTEVILLE to obtain assistance of MCE'S organization in connection with said
engineering services. In consideration of the faithful performance of each party of the
mutual covenants and agreements set forth hereinafter, it is mutually agreed as follows:
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SECTION I - EMPLOYMENT OF ENGINEER
The CITY OF FAYETTEVILLE agrees to employ MCE to perform, and MCE agrees to
perform, professional engineering services in connection with the projects set forth in the
Sections to follow; and the CITY OF FAYETTEVILLE agrees to pay and MCE agrees to
accept, as specified in the Sections to follow as full and final compensation for work
accomplished in the specified time.
SECTION II - DESCRIPTION OF THE PROJECTS
The services provided by MCE are anticipated to include but not necessarily be limited to
studies, investigations, reports, funding applications, design services, preparation of
construction drawings and specifications, bidding services, and engineering services during
construction related to:
• Additional T -Hangar Unit Expansion(s).
• 60x60 Small Corporate Hangars.
• East Side Corporate Apron.
• East Side Parallel Taxiway Extension.
• 1000 Ft. Runway 16 Overrun.
• 1000 Ft. Runway 34 Overrun.
• Individual Corporate Industrial Hangars.
• GA Parking Aprons Industrial Hangars.
• Large Corporate Hangar(s).
• Terminal Building Rehabilitation.
• Extension of Lancaster Drive
• Maintenance and Rehabilitation of Pavements.
• Airfield Marking.
These services, when requested by the CITY OF FAYETTEVILLE, will be described in
specific Task Orders to this AGREEMENT FOR ENGINEERING SERVICES.
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Additional services a may be included as determined by the CITY OF FAYETTEVILLE by
executing Amendments to this BASIC AGREEMENT or by specific Task Orders. Such
additional services may include: other projects identified by the Master Plan update,
completing air spacing forms; topographic surveys; developing city -required drainage
plans; formulating Large Scale Development Plans; performing utility searches, when
applicable; and other similar tasks which are outside the basic scope of services.
SECTION III — INFORMATION & SERVICES
The CITY OF FAYETTEVILLE will furnish any specifications, standards and other
information that may relate to the project including GPS survey data. Aerial mapping data
will be provided, free of charge to MCE on magnetic media.
SECTION IV - SERVICES TO BE FURNISHED BY THE ENGINEER
MCE will provide the preliminary study, design, construction administration, and
construction inspection services necessary to complete the following tasks under this
Contract.
A. Develop a schedule for each project upon the receipt of the notice to prepare a
Task Order for each project.
B. Attend preliminary conferences alone or with CITY OF FAYETTEVILLE
representative, local officials, State and Federal agencies, utility companies and
others regarding the proposed project, its general design, functions and impact.
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C. Provide surveying, mapping, and related services as required to prepare Right-
of-Way/Easement documents for the CITY OF FAYETTEVILLE'S" use in
acquisition activities.
D. Provide all field survey data from field work for designing the project and this
shall be tied to the "CITY OF FAYETTEVILLE S" GPS control network.
E Obtain, interpret and evaluate geotechnical data for pavement design and
embankment stability.
F. Conduct preliminary design and prepare preliminary construction limits, required
right of way, ownership map, perform all needed stability analyses, design of
detours where needed, and preparation of maintenance of traffic plans detailing
needed signing and striping during construction, as well as for permanent
application after the completion of street construction.
G. Conduct final designs to prepare construction plans and specifications including
final construction details and quantities, special provisions, cost estimates, make
final field inspection with CITY OF FAYETTEVILLE, make any needed plan
changes as a result of the final field inspection and all other work required to
advertise and receive bids.
H. Furnish plans to all utility companies affected by the project and shall conduct a
coordination meeting among all affected utility companies to enable them to
develop utility agreements regarding any necessary utility relocations.
I. Prepare Contract Documents (Plans, Specifications, and Estimates). These
documents shall be in accordance with sound engineering principles. MCE shall
coordinate closely with the FAA's Airports Development Office to provide copies
of the Plans and Specifications and cost estimates for review as required by the
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FAA. When projects are FAA -funded, detailed Specifications shall be developed
using FAA "Standards for Specifying Construction for Airports" AC 150/5370-10,
or other appropriate standards approved for use by the FAA. MCE will obtain a
specimen copy of the General Provisions and applicable prevailing wage rates
from the FAA and the Arkansas Department of Labor for incorporation into the
Specifications for the proposed project.
J. Assist the CITY OF FAYETTEVILLE in advertising, answering bid questions,
receiving of bids on the various phases of work, evaluating bids received,
recommending award of bids, and award of construction contracts.
K. Establish benchmarks for elevation control and locate horizontal work to
Fayetteville's GPS Control System and provide construction reference points for
alignment of the project components.
L. Provide construction administration during the construction process including
attending pre -construction conferences, visiting the site at least once per month,
reviewing Shop Drawings and samples, assisting with Change Orders, prepanng
monthly Contractor Pay Estimates, and preparing final "Record Drawings".
M. Provide construction inspection on either a full time or an as -needed basis
during construction as required by each Task Order.
The street and parking projects will be designed and constructed to meet local standards in
accordance with the CITY OF FAYETTEVILLEuS adopted criteria. These designs shall be
based on Standard Specifications for Highway Construction Edition 1996 of the AHTD and
latest special provisions and City of Fayetteville Specifications except that metric units will
not be used. The design concept with regard to street alignment, pavement section,
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geometrics, detours, right-of-way, and utility relocation shall be submitted by MCE and
approved by the CITY OF FAYETTEVILLE prior to beginning design work.
SECTION V - COORDINATION WITH OWNER
As each Task Order is developed and approved the scope of engineering services and
fees will be finalized. MCE shall hold conferences throughout the design of the project with
representatives of the CITY OF FAYETTEVILLE to the end that the design, as perfected,
shall have full benefit of the CITY OF FAYETTEVILLEDS knowledge and be consistent
with the current policies and construction practices of the CITY OF FAYETTEVILLE. The
CITY OF FAYETTEVILLE reserves the right to accept or reject any or all plans, but this
stipulation will not relieve MCE of responsibility for the design of the project.
SECTION VI - OFFICE LOCATION FOR REVIEW OF WORK
Review of the work as it progresses under this Agreement shall be made at the CITY OF
FAYETTEVILLE'S office.
SECTION VII - PRELIMINARY SUBMISSION
MCE shall submit three (3) sets of preliminary plans for each submittal at 35%, 65%, and
95%, and meet with the CITY OF FAYETTEVILLE'S staff following each submittal.
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SECTION VIII - FINAL SUBMISSION
The final submission for the construction contract shall consist of the following:
A. One (1) copy of all design calculations.
B. The originals of all drawings, specifications and contract documents. All design
drawings on magnetic media shall be submitted on disks compatible with
AutoCAD Release 2005 software.
C. The estimated cost of construction and a detailed estimate of time in calendar
days required for completion of the contract.
D. Three (3) copies of the final plans for CITY OF FAYETTEVILLE'S use.
SECTION IX - ENGINEER RESPONSIBILITY DURING "BIDDING" AND
"CONSTRUCTION" PHASES
During the "Bidding" phase of the project, MCE shall provide all engineering and
administrative services needed to obtain bids for the construction project, evaluate the
bids, and consult with and advise the CITY OF FAYETTEVILLE as to the acceptability of
the best bidder.
During the "Construction" phase of work, MCE shall provide administrative and engineering
services including resident construction inspection services to determine whether the
Contractor has met the requirements of the design plans and Specifications. MCE shall
review the Contractor's progress payment requests based on the actual quantities of
contract items completed and accepted, and shall make a recommendation to the CITY OF
FAYETTEVILLE regarding payment.
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SECTION X - SUBCONTRACTING
Prior to entering into fee negotiations, the CITY OF FAYETTEVILLE shall approve
selection of all sub -consultants to MCE The CITY OF FAYETTEVILLE reserves the right to
reject without prejudice at his discretion MCE'S selection of firms for any subcontracted
tasks.
SECTION XI - TIME OF BEGINNING AND COMPLETION
MCE shall begin work under each separate Task Order within ten (10) days of notice to
proceed and shall complete the plans for the construction contract within the time
stipulated in each respective Task Order.
The stipulated completion time in each Task Order shall be predicated upon the fact that
the CITY OF FAYETTEVILLE will promptly provide all pertinent requested information in its
possession, and will conduct reviews/approvals of interim work in an expeditious manner
(5 working days per submittal).
SECTION XII - FEES AND PAYMENTS
A. Engineering Planning and Design Services Preceding Construction:
MCE shall provide, as enumerated individually in each respective Task Order,
application for funding, engineering study, surveying, geotechnical investigation,
design, bidding, and easement preparation services for a specifically stated fee
amounts.
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Each Task Order shall also list fee amount for the individual tasks for the Design
Phase Services work scope Identified therein. The basis of this fee and
justification for the fee shall be contained in an Appendix attached to each Task
Order. Adjustment of the fee may be made should MCE establish and the CITY
OF FAYETTEVILLE agree that there has been, or is to be, a significant change
in scope, complexity or character of the services to be performed; or if the CITY
OF FAYETTEVILLE decides to shorten the duration of work from the time period
specified in the Agreement for completion of work and such modification
warrants such adjustment.
Additionally, each Task Order shall contain an Appendix, which covers the
classification and salary rate for all personnel anticipated to be assigned to this
project by MCE
Payment to MCE by the CITY OF FAYETTEVILLE for Design Phase Services
shall be made within 30 days after the date of billing. The amount due will be for
services rendered during the previous month. Final payment for Design Phase
Services shall be made upon the CITY OF FAYETTEVILLE S approval and
acceptance with the satisfactory completion of the "Design" phase of the project.
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B. Construction Phase Services:
MCE shall provide, as enumerated individually in each respective Task Order,
construction administration, construction staking, construction inspection, and
construction materials testing for a specifically stated fee amounts.
Each Task Order shall also list fee amount for the individual tasks for the
Construction Phase Services work scope identified therein. The basis of this fee
and justification for the fee shall be contained in an Appendix attached to each
Task Order. Adjustment of the fee may be made should MCE establish and the
CITY OF FAYETTEVILLE agree that there has been, or is to be, a significant
change in scope, complexity or character of the services to be performed; or if
the CITY OF FAYETTEVILLE decides to shorten the duration of work from the
time period specified in the Agreement for completion of work and such
modification warrants such adjustment.
Additionally, each Task Order shall contain an Appendix which covers the
classification and salary rate for all personnel anticipated to be assigned to this
project by "MCE".
Payment to MCE by the CITY OF FAYETTEVILLE for Construction Phase
Services shall be made within 30 days after the date of billing. The amount due
will be for services rendered during the previous month. Final payment for
Construction Phase Services shall be made upon the CITY OF
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FAYETTEVILLE S approval and acceptance with the satisfactory completion of
the "Construction" phase of the project.
SECTION XIII - 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 shall be made in the
upper limit contract amount, including fee or time of required performance, or both, and
the contract shall be modified in writing accordingly.
Any claim by MCE for adjustment under this clause must be asserted with thirty (30) days
from the date of receipt by MCE 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 asserted at any time prior to the date of final payment under this
contract. Failure to agree to any adjustment shall be cause for a dispute concerning a
question of fact within the meaning of the clause of this contract entitled SECTION XVI -
MISCELLANEOUS PROVISIONS, (1) Dispute Resolutions. However, nothing in this
clause shall excuse MCE from proceeding with the contract as changed.
SECTION XIV - OWNERSHIP OF DOCUMENTS
All documents, including original drawings, disks of CADD drawings and cross sections,
estimates, specifications, field notes, and data are and shall remain the property of the
CITY OF FAYETTEVILLE. MCE may retain reproduced copies of drawings and copies of
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other documents. The CITY OF FAYETTEVILLE shall not be restricted in the subsequent
use of the design, design documents or ideas incorporated in the work. However, MCE
shall bear no responsibility for such reuse of the design unless specifically agreed to it
writing.
SECTION XV - POSTPONEMENT OR CANCELLATION OF THE CONTRACT
It is understood that the CITY OF FAYETTEVILLE will have the right to suspend or cancel
the work at any time.
A. Postponement - Should the CITY OF FAYETTEVILLE, for any reason
whatsoever, decide to postpone the work at any time, the CITY OF
FAYETTEVILLE will notify MCE, 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 shall
be canceled as hereinafter provided.
B. Cancellation - Should the CITY OF FAYETTEVILLE, for any reason whatsoever,
decide to cancel or to terminate the use of MCE'S service, the CITY OF
FAYETTEVILLE will give written notice thereof to MCE, who will immediately
terminate the work. If the CITY OF FAYETTEVILLE so elects, MCE may be
instructed to bring a reasonable stage of completion to those items whose value
would otherwise be lost. MCE shall turn over all data, charts, survey notes,
figures, drawings and other records or information collected or produced
hereunder whether partial or complete. Upon such termination of MCE'S
services, MCE shall be paid a proportional amount of the total fee, less prior
partial payments, based on the ratio of work done to the total amount of work to
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be performed.
SECTION XVI - MISCELLANEOUS PROVISIONS
A. Dispute Resolution - Any dispute concerning a question of fact in connection
with the work and having a financial value of $10,000, or less, shall be referred
for determination to the Mayor of the City of Fayetteville whose decisions in the
matter shall be final and conclusive. Disputes resulting from claims greater than
$10,000 shall be subject to mediation.
B. Responsibility for Claims and Liability - MCE shall save harmless the CITY OF
FAYETTEVILLE from all claim and liability due to MCE's activities, or those of
MCE'S sub -consultants, agents, or employees during the time this contract is in
force.
C. General Compliance with Laws - MCE shall comply with all Federal, State and
local laws and ordinances applicable to the work. MCE shall be a Professional
Engineer, licensed in the State of Arkansas.
D Engineer's Endorsement - MCE shall endorse and recommend all plans,
Specifications, estimates and engineering data furnished by it. All design shall
be checked in accordance with accepted engineering practices. All plan
quantities shall be checked and verified.
E That, the Airport Director or his designated representative will direct and
coordinate MCE's efforts and will be the source of instructions to MCE and shall
have the authority to interpret the CITY OF FAYETTEVILLE's policy as
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necessary to maintain MCE's work schedule and to administer the BASIC
AGREEMENT
F. That, the CITY OF FAYETTEVILLE shall make available to MCE all technical
data in the CITY OF FAYETTEVILLE's possession, including maps, surveys,
borings, and other information required by MCE and relating to his work.
G. That, the estimates of cost for the Projects provided for herein are to be
prepared by MCE through exercise of his experience and judgment in applying
presently available cost data, but it is recognized that MCE has no control over
cost of labor and materials conditions, so he cannot warrant that the project
construction costs will not vary from his cost estimates.
H. That, MCE's direct expenses are defined as the costs incurred on or directly for
the Project, other than the Salary and General Overhead Costs. Such direct
expenses shall be computed on the basis of actual purchase price for items
obtained from commercial sources plus a 5% mark-up. Direct expenses shall
include, but not be limited to, necessary transportation costs, including mileage
at MCE s current rate per mile when MCE's own automobiles are used, meals
and lodging, laboratory tests, and reproduction charges.
That, in Geotechnical investigation work and in determining subsurface
conditions for the Project, the characteristics may vary greatly between
successive test point and sample intervals. MCE will perform this work in
accordance with generally accepted soils engineering practices and makes no
other warranties, expressed or implied, that conditions actually encountered in
the field may not vary from those found during the investigation work.
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J. That, the CITY OF FAYETTEVILLE, shall pay for all costs of publishing
advertisements for bids and for obtaining permits and licenses that may be
required by local, State, or Federal authorities and shall secure the necessary
land, easements and rights-of-way as described by MCE
K. That, in the event of any legal or other controversy requiring the services of MCE
in providing expert testimony in connection with the Project, except suits or
claims by third parties against the CITY OF FAYETTEVILLE arising out of errors
or omissions of MCE the CITY OF FAYETTEVILLE shall pay MCE for services
rendered in regard to such legal or other controversy, on a basis to be
negotiated.
L. That, visits to the construction site and observations made by MCE as part of his
services shall not relieve the construction Contractor(s) of his obligation to
conduct comprehensive inspections of the work sufficient to ensure
conformance with the intent of the Contract Documents, and shall not relieve the
construction contractor(s) of his full responsibility for all construction means,
methods, techniques, sequences, and procedures necessary for coordinating
and completing all portions of the work under the construction contract(s) and for
all safety precautions incidental thereto.
M. That, MCE, when called for in specific Task Orders, shall provide an on-site
Resident Inspector and will make reasonable efforts to guard the CITY OF
FAYETTEVILLE against defects and deficiencies in the work of the contractor(s)
and to help determine if the construction contract has been fulfilled. The
Resident Inspector's day-to-day observation will not, however, cause MCE to be
responsible for those duties and responsibilities which belong to the construction
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contractor(s) and which include, but are not limited to, full responsibility for the
techniques and sequences of construction and the safety precautions incidental
thereto, and for performing the construction work in accordance with the
Contract Documents. The Resident Inspector shall have the authority to reject
both unsatisfactory workmanship and materials. His primary duties are as
follows:
1. Check construction activities to determine compliance with the Plans and
Specifications. Inform the Contractor and CITY OF FAYETTEVILLE of
any work that is in noncompliance.
2. Check that all testing required by the Specifications is performed.
3. Visit the testing laboratory to determine if it has the equipment and
qualified personnel necessary to conduct the tests required by the
Specifications.
4. Review test reports and certificates for conformance with the
Specifications.
5. Maintain a file of test reports and certifications.
6. Inform the Contractor of deficiencies in order that corrections can be
made and retesting performed prior to covering any substandard work
with additional material.
7. Document quantities of materials used on the project by actual
measurements and computations in a field notebook or computer
printouts retained in a folder.
8. Maintain a diary, which should contain daily entries made and signed by
the Resident Observer. Each entry should include the following, plus any
additional pertinent data:
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(A) Date and weather conditions.
(B) Names of important visitors.
(C) Construction work in progress and location.
(D) Size of Contractor's work force and equipment in use.
(E) The substance of important conversations with the Contractor
concerning conduct, progress, changes, test results, interpretations of
Specifications or other details.
9. Submittal of FAA Form 5370-1, Construction Progress and Inspection
Report, or equivalent form to the appropriate FAA field office. The
frequency of submittal shall be established at the Pre -Construction
Conference.
N. It is further agreed that the CITY OF FAYETTEVILLE, the Federal Aviation
Administration, the Comptroller General of the United States, or any of their
duly authorized representatives, shall have access to any books, documents,
papers, and records of MCE which are directly pertinent to the work
hereunder, for the purpose of making audit, examination excerpts and/or
transcriptions. Records under this Section shall be maintained and made
available during performance on FAA grant work under this AGREEMENT
and until three years from date of final FAA grant payment for the project. In
addition, those records which relate to any "dispute" appear under an FAA
grant agreement, or litigation, or the settlement of claims arising out of such
performance, or costs or items to which an audit exception has been taken,
shall be maintained and made available until three years after the date of
resolution of such appeal, litigation, claim or exception.
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O. In accordance with Executive Order 11246, entitled "Equal Employment
Opportunity", as amended by Executive Order 11375, and as supplemented
in Department of Labor Regulations, MCE agrees that he will not
discriminate against any employee or applicant for employment because of
race, religion, age, color, sex, or national origin.
P. In executing this AGREEMENT MCE acknowledges that he has visited the
site of the work, that he is familiar with the conditions and characteristics of
the site, and that he fully understands the nature, extent and character of the
project and the time limitations placed thereupon. He further states that he
has discussed the proposed work with the representatives of the CITY OF
FAYETTEVILLE.
Q. MCE hereby assures that he has and will comply with the Title VI and DBE
requirements set forth in Appendix 1, hereinafter.
R. MCE hereby states that he has performed planning and design engineering
on previous through his laboratory facilities, he has previously performed
pertinent work on other airport projects, as well as other projects of a similar
nature, and that he has the staff and capabilities to perform the work
described herein, in a professional and timely manner.
S. Exhibit Al CERTIFICATION OF MCE, is attached to, and made a part of this
AGREEMENT FOR ENGINEERING SERVICES, per requirement of the FAA.
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T. MCE will provide the Federal Aviation Administration with three (3) copies of
the updated Airport Layout Drawing at the conclusion of each AIP project.
U. MCE will perform the duties of the "consultant" set forth in the CONSTRUCTION
MATERIALS QUALITY CONTROL PROGRAM, attached hereafter as Exhibit B.
SECTION XVII - SUCCESSORS AND ASSIGNS
The CITY OF FAYETTEVILLE and MCE each binds itself and its partners, successors,
executors, administrators, and assigns to the other party of this Agreement, except as
above, neither the CITY OF FAYETTEVILLE nor MCE shall assign, sublet or transfer its
interest in this Agreement without written consent of the other. Nothing herein shall be
construed as creating any possible personal liability on the part of any officer or agent of
any public body which may be party hereto.
SECTION XVIII - COVENANT AGAINST CONTINGENT FEES
MCE warrants that it has not employed or retained by company or person, other than a
bonafide employee working solely for MCE, 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 MCE 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 shall have the right
to annul this contract without liability.
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1
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be duly
executed as of the date and year first herein written.
FOR THE CITY OF FAYETTEVILLE
By:
Date:
ATTEST
FOR McCLELLAND CONSULTING ENGINEERS, INC.
By: ATTEST:
President
Date: S3 O
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APPENDIX A
Hourly Rates for Personnel
Drake Field, Fayetteville Municipal Airport
CATEGORY
BILLABLE HOURLY
RATE RANGE
Principal Engineer
$
140.00
Sr. Project Manager
$
130.00
Project Manager
$
120.00
Project Engineer II
$
100.00
Project Engineer I Design Engineer
$
80.00
Landscape Architect
$
82.00
Engineering Technician III
$
75.00
Engineering Technician II
$
60.00
Engineering Technician I
$
45.00
Construction Observer
III
$
75.00
Construction Observer
II
$
50.00
Construction Observer I
$
40.00
Chief Draftsman
$
65.00
Draftsman
II
$
50.00
Draftsman 1
$
45.00
Computer Technician
$
66.00
Survey Technician
$
70.00
Registered Land Surveyor
$
85.00
2 -Man or Robotic Survey
$
130.00
Party Chief
$
60.00
Soils Lab Supervisor
$
52.00
Soils Lab Technician
II
$
40:00
Soils Lab Technician 1
$
35.00
Water Lab Supervisor
$
50.00
Water Lab Technician
$
35.00
Clerk/Typist
Mileage
* Subject to Annual Adjustment Mid -Year.
$ 45.00
$ 0.40
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� In
EXHIBIT A TO BASIC AGREEMENT
BETWEEN OWNER AND ENGINEER
FOR PROFESSIONAL SERVICES
DATED June 6, 2006
CERTIFICATION OF ENGINEER
I hereby certify that I am President and a duly authorized representative of the firm of
McClelland Consulting Engineers, Inc. whose street address is 1810 North College
Avenue, Fayetteville, Arkansas, and that neither I nor the above firm hereby
represented has:
a. employed or retained for a commission, percentage, brokerage, contingent fee,
or other consideration, any firm or person (other than a bona fide employee
working solely for me or the above consultant) to solicit or secure this contract.
b. agreed, as an express or implied condition for obtaining this contract, to employ
or retain the service of any firm or person in connection with carrying out the
contract, or
c. paid or agreed to pay any firm, organization, or person (other than a bona fide
employee working solely for me or the above consultant) any fee, contribution,
donation, or consideration of any kind for, or in connection with, procuring or
carrying out the contract.
I acknowledge that this certificate is to be furnished to the Federal Aviation
Administration of the United States Department of Transportation, in connection with
this contract involving participation of Airport Improvement Program (AIP) funds and is
subject to applicable state and federal laws, both criminal and civil.
51a o(� ►,,1%
( ate) President
W:kDRAKE FIELD\CONTRACTS\2006-2008\EX-A-2006.DOC:jm
-
EXHIBIT B TO BASIC AGREEMENT
BETWEEN OWNER AND ENGINEER
FOR PROFESSIONAL SERVICES
DATED June 6 , 2006
CONSTRUCTION MATERIALS QUALITY CONTROL PROGRAM
The Consultant shall prepare a "Construction Materials Quality Control Plan" to be
submitted to the Federal Aviation Administration (FAA) for approval at the time of
final Plans and Specifications submittal. At a minimum, the Plan shall list all
materials to be tested during construction, the appropriate time for testing, the
ASTM test designation, name by which the test is commonly referred, the frequency
of testing required, the method of sampling, and the acceptance criteria or
tolerances permitted for each type of test. The Plan will be reviewed by the FAA
project manager and must be approved along with the final Plans and Specifications
for construction.
2. The Consultant shall prepare a "Construction Materials Quality Control Summary" to
be submitted monthly to the FAA. At a minimum., the Summary shall include a list of
all tests performed showing the date, location, pass or fail, results of retests, and
whether or not the test is eligible or ineligible under the A.I.P. program. The
Summary will include a certification that all testing was completed in accordance
with the "Construction Materials Quality Control Plan".
3. The Consultant shall prepare a summary of materials not passing and the penalty
called for by the Specifications. This summary shall be submitted to the FAA
monthly and will indicate when and to what extent penalties are imposed. The
penalties assessed will be itemized in the following pay request to the FAA.
W?DRAKE FIELDICONTRACTS2006-20081EX-B-2006.DOC:rn
APPENDIX 1 - CONTRACTOR CONTRACTUAL REQUIREMENTS
performance of this contract, the contractor, for
assignees and successors in interest (hereinafter
as the "contractor") agrees as follows:
Compliance with Regulations. The contractor shall
comply with the Regulations relative to
nondiscrimination in federally assisted programs of
the Department of Transportation (hereinafter,
"DOT") Title 49, Code of Federal Regulations, Part
21, as they may be amended from time to time,
(hereinafter referred to as the Regulations), which
are herein incorporated by reference and made a
oart of this contract.
Nondiscrimination. The contractor, with regard to
the work performed by it during the contract, shall
not discriminate on the grounds of race, color, or
national origin in the selection and retention of
subcontractors, including procurements of materials
and leases of equipment. The contractor shall not
participate either directly or indirectly in the
discrimination prohibited by section 21.5 of the
Regulations, including employment practices when
the contract covers a program set forth in Appendix
B of the Regulations.
Solicitations for Subcontracts, Including
Procurements of Materials and Equipment. In all
solicitations either by competitive bidding or
negotiation made by the contractor for work to be
performed under a subcontract, including
procurements of materials or leases of equipment,
each potential subcontractor or supplier shall be
notified by the contractor of the contractor's
obligations under this contract and the Regulations
relative to nondiscrimination on the grounds of
race, color, or national origin.
Information and Reports. The contractor shall
provide all information and reports required by the
Regulations or directives issued pursuant thereto
and shall permit access to its books, records,
accounts, other sources of information, and its
facilities as may be determined by the sponsor of
the Federal Aviation Administration (FAA) to be
pertinent to ascertain compliance with such
Regulations, orders, and instructions. Where any
information required of a contractor
is in
the
exclusive possession
of another who
fails
or
refuses to furnish this
information, the
contractor
shall so certify to the
sponsor or the FAA,
as
appropriate, and shall
set forth what
efforts
it
has made to obtain the
information.
5. Sanctions for Noncompliance. In the event of the
contractor's noncompliance with the
nondiscrimination provisions of this contract, the
sponsor shall impose such contract sanctions as it
or the FAA may determine to be appropriate,
including, but not limited to -
(a) withholding of payments to the contractor
under the contract until the contractor
complies, and/or
(b) cancellation, termination, or suspension of
the contract, in whole or in part.
Incorporation of Provisions. The contractor shall
include the provisions of paragraphs 1 through 5 in
every subcontract,- including procurements of
materials and leases of equipment, unless exempt by
the Regulations or directives issued pursuant
thereto. The contractor shall take such action
with respect to any subcontract or procurement as
the sponsor or the FAA may direct as a means of
enforcing such provisions including sanctions for
noncompliance. Provided, however, that in the
event a contractor becomes involved in, or is
threatened with, litigation with a subcontractor or
supplier as a result of such direction, the
contractor may request the sponsor to enter into
such litigation to protect the interests of the
sponsor and, in addition, the contractor may
request the United States to enter into such
litigation to protect the interest of the United
States.
DISADVANTAGED BUSINESS ENTERPRISE (DBE) ASSURANCES
1. Policy. It is the policy of the Department of
Transportation (DOT) that disadvantaged business
enterprises as defined in 49 CFR Part 23 shall have
the maximum opportunity to participate in the
performance of contracts financed in whole or in
part with Federal funds under this agreement.
Consequently, the DBE requirements of 49 CFR Part
23 apply to this agreement.
2. DBE Obligation. The contractor agrees to ensure
that disadvantaged business enterprises as defined
in 49 CFR Part 23 have the maximum opportunity to
participate in the performance of contracts and
subcontracts financed in whole or in part with
Federal funds provided under this agreement. In
this regard, all contractors shall take all
necessary and reasonable steps in accordance with
49 CFR Part 23 to ensure that disadvantaged
business enterprises have the maximum opportunity
to compete for and perform contracts. Contractors
shall not discriminate on the basis of race, color,
national origin, or sex in the award and
performance of DOT -assisted contracts.
CEmcaELLAND
CONSULTING
DESIGNED TO -SERVE ENGINEERS, INC.
May 10, 2006
Mr. Ray Boudreaux
Airport Manager,
Fayetteville Municipal Airport
4500 S. School Suite F
Fayetteville, AR 72701 : -
P.O. Box 1229
Fayetteville, Arkansas 72702-1229
• 479-443-2377
FAX 479-443-9247
RECEIVED
MAY 1 1 2006
AIRPORT
Re: Basic Agreement 2006
Fayetteville Municipal Airport
Dear Mr. Boudreaux:
TI In response to your request and our selection as the Airport Engineer for the next three
years, please find three (3) copies of our -Basic Agreement for 2006.
Please advise if you need further information -regarding this Amendment.
Sincerely,
i
c LA D C SUL ING ENGINEERS, INC.
l.Wayne e .E. ce Presi
Enclosure: Basic Agreement 2006 (3 copies)
J:\DRAKE-FIELD\CONTRACTS\2006-2008\boudreaux-0510- Engr Agr.wpd
City of Fayetteville
Staff Review Form
City Council Agenda Items
Contracts
4,20&
19 -May
City Council Meeting Date
Ray M. Boudreaux Aviation & Economic Development General Government
Submitted By Division Department
Action Required:
Approve a Contract for Engineering Consultant services with McClelland Consulting Engineers, Inc., PO Box 1229,
le, AR, 72702-1229, Wayne Jones P.E., Vice President, 479-443-2377 office, 479-443-9241 fax,
mcclelland-engrs.com.
$0.00
Cost of this request
5550.3940.5314.00
Account Number
NA
Project Number
Budgeted Item 2X
$ 76,235.00
Category/Project Budget
$ 32,400.00
Funds Used to Date
$ 43,835.00
Remaining Balance
Budget Adjustment Attached LJ
Sery / Chrgs
Program Category / Project Name
Airport Capital Exp
Program / Project Category Name
General Fund / Airport
Fund Name
Previous Ordinance or Resolution #
500
Da a Original Contract Date:
Original Contract Number:
City Attorney
Received in it Clerk' Office
Fi anc and Internal Service Director Date
Received in Mayor's Office
Mayor Date
City Council Meeting of: June 6, 2006
Agenda Item Number:
CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO
TO: Mayor and City Council
THRU: Staff/Contract Review
FROM: Ray M. Boudreaux, Director, Aviation and co omit Development
DATE: May 9, 2006
SUBJECT: Approve three year contract for Airport Engineering Services with McClelland
Consulting Engineers.
RECOMMENDATION: Approve and accept three year contract for Airport Engineering'
Services with McClelland Consulting Engineers. Signature of the Mayor.
BACKGROUND: The FAA requires that airports have an assigned engineering
consultant that has-been selected through the City selection process and that has experience
in design, planning, bidding, construction management and thorough knowledge of the
Federal Aviation Regulations that pertain to design criteria and grant programs
administered by the FAA. McClelland Consulting Engineers of Fayetteville has been the
consulting engineering company for Fayetteville Municipal Airport for more than 20 years
with only one period of three years where another company was the consultant. Engineers
with McClelland, mostly Mr. Wayne Jones, have designed most of the improvements made
to the airport since it was originally constructed. Their abundance of knowledge, vast
experience, and willingness to respond to the airport makes MCE the best choice. A City
committee formed through the Purchasing Department selected MCE to continue the
service with the airport. The Airport Board will consider the selection at their meeting May
10, 2006.
BUDGET IMPACT: This item has no money attached. Projects are assigned to the
engineer through Task Orders.
Attachments: Staff Contract Review Form
Engineering Contract
Aviation and Economic Development Department
Fayetteville Municipal Airport, Drake Field
4500 South School Avenue, Suite F
Fayetteville, Arkansas 72701
Ray M. Boudreaux, Director
RESOLUTION NO.
A RESOLUTION APPROVING A THREE-YEAR CONTRACT WITH
McCLELLAND CONSULTING ENGINEERS, INC. FOR AIRPORT
ENGINEERING SERVICES.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby
approves a three-year contract with McClelland Consulting Engineers, Inc. for airport
engineering services. A copy of the contract, marked Exhibit "A" is attached hereto, and
made a Hart hereof.
AT
By:
From: Clarice Pearman
To: Boudreaux, Ray
Subject: Res. 97-06
Ray,
Attached is a copy of the above resolution passed by City Council regarding a contract w/McClelland. I will
forward to you two of three originals via interoffice mail. Have a good day. .
Thanks.
Clarice
CC: Audit
Ray M. Boudreaux
Submitted By
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
NA
City Council Meeting Date
Aviation & Economic Development
Division
/rlc Cl�llo�n A�
�n��necrs Ta
General Government
Department
Action Required:
Action Required: Approve Task Order #2 with McClelland Consulting Engineers, Inc. Contact: Wayne Jones, P.E.,
PO Box 1229, Fayetteville AR 72702-1229, 479-443-2377, Fax 479-443-9241, in the amount of $10,950 for design
and oversight of re -paint Airfield markings. Approve a Budget Adjustment.
$ 10,950.00
Cost of this request
5550.3960.5314.00
Account Number
06021 1
Project Number
Budgeted Item EJ
9,650.00
Airfield Re -striping
Budget Program Category / Project Name
Avi/ED Imp
Funds Used to Date Program / Project Category Name
$ 9,650.00 Airport
Remaining Balance Fund Name
Budget Adjustment Attached
np Previous Ordinance or Resolution # 97-06, 100-07
66 Date Original Contract Date: 06/06/06
r Original Contract Number: 917
City Attorne ate
Received in City Cler s Office
a _.LL
Finance and Internal Service Director Date
4Received in Mayor's Office ENTERS
/� 2u
Mayor
with a
grant
e
Staff Review Memorandum
TO: Dan Coody, Mayor
THRU: Staff Review Committee
FROM: Ray M. Boudreaux, Director
DATE: August 17, 2007
SUBJECT: McClelland Consulting Engineers Task Order #2
Recommendation: Airport Staff recommends approval of Task Order #2 with
McClelland Consulting Engineers, Inc. for design and oversight of an Airfield Re -striping
project.
Background: In 2006, the airport's FAA Certification Inspector recommended that the
airfield's Taxiway and Runway markings should be re -painted at some time in the near
future. The 2006 recommendation did not constitute a compliance discrepancy of the
airport's Part 139 certificate. The airport administration anticipated receiving FAA
funding for the project from the unused or "fallout" funds from the FAA's 2006 funding
round. These funds did not become available and the project was postponed. The 2007
Certification Inspection deemed that the airfield markings in several locations on the
airfield are now no longer in compliance with FAA regulations and must be re -painted.
Discussion: The FAA Inspector's report lists the airfield markings as out of
compliance and stipulates a specific time frame to correct the deficiency. FAA
regulations are federal law and the City of Fayetteville could potentially risk legal
consequences for non-compliance, including fines. However, this is not likely since the
project to correct the deficiency will be underway with the approval of this Task Order.
Budget Considerations: The project currently has a budget of $9650. A Budget
Adjustment is attached which will move unused budget from another airport account for
the difference in the Task Order amount ($1300). The project will be funded by a
90/10% grant from the AR Dept of Aeronautics. The estimated total cost of the project
is $90,500, of which $9050 will be airport funds.
RB/jn
Attachments: Task Order #2 [2 originals]
Aviation and Economic Development Department
Fayetteville Municipal Airport, Drake Field
4500 South School Avenue, Suite F
Fayetteville, Arkansas 72701
Ray M. Boudreaux, Director
MCECONSULTINGMcCLELLAND 1810 N College
Bo 1229.
P.O. Box 1229
Fayetteville, Arkansas 72703/72702-1229
PHONE: 479-443-2377
fO ES IC NED ITO!S ERVE< ENGINEERS, INC. FAX: 479-443-9241
August 14, 2007
Mr. Ray Boudreaux
Airport Manager,
Fayetteville Municipal Airport
4500 S. School Suite F
Fayetteville, AR 72701
Re: Task Order No 2
Airfield Striping
Fayetteville Municipal Airport
Dear Mr. Boudreaux:
1
In response to your request, please find three (3) copies of Task
Airfield Pavement Re -Striping.
Please advise if you need further information regarding this Task Order.
Sincerely,
Mc �jLLAND 9'OtISULTING ENGINEERS, INC.
Way J s, P.E.
Vice Pr�iddrtt
Enclosure: Task Order No 2 (3 copies)
W:\DRAKE FIELD\CONTRACTS\2006-2006\BOUDREAUX-0614-TO 2.DOC:
.0..
5'150• +
950• +
4'850• +
10'950•
M
TASK ORDER NO. 2
AIRFIELD PAVEMENT RE -STRIPING PLAN
STATE OF ARKANSAS
COUNTY OF WASHINGTON
This Task Order is written pursuant to the basic agreement entitled CITY OF
FAYETTEVILLE, AGREEMENT FOR ENGINEERING SERVICES, executed on June 6,
2006, as amended. The referenced basic agreement pertains to proposed
improvements to Drake Field, Fayetteville's Municipal Airport. This Task Order entered
into and executed on the date indicated below the signature block, by and between the
City of Fayetteville and McClelland Consulting Engineers (MCE), sets forth the project
description, project schedule, and engineering fees related to the preparation of an
Airfield Pavement Re -Stripping at Drake Field.
SECTION I - PROJECT DESCRIPTION
The overall project is to consist of the re -striping of the Airfield Pavement including,
Aprons, Runway and Taxiways. The services to be performed include: Detailed Plans
and Specifications, Bidding Services and Construction Administration/Inspection
Services.
SECTION II - PROJECT SCHEDULE
From the time the City of Fayetteville issues the Notice To Proceed (NIP), McClelland
Consulting Engineers, Inc. will endeavor to execute the project within the following time
periods:
W:\DRAKE FIELD\CONTRACTS\2006-2008\Task Order 2.doc
Task Completion After NIP
A. Prepare Airfield Pavement Striping Plan
and Specifications 15 calendar days
SECTION III - SCOPE OF SERVICES
McClelland Consulting Engineers, Inc. shall, generally, provide those services listed in
the basic agreement which are applicable to this specific Task Order. Specifically, the
project is likely to include:
A. Prepare the Airfield Striping Plan, specifications, and Bid Documents.
B. Prepare Bidding Document and recommendations for award of construction
contract.
C. Construction Administration and Inspection.
D. Providing three sets of "Record Drawings".
SECTION IV - FEES AND PAYMENTS
The following fees are to be paid to McClelland Consulting Engineers, Inc. as
compensation for his services:
A. Detailed Airfield Striping Plans and
Specifications
B. Bidding Service
C. Construction, Administration & Inspection
lump sum of $ 5,150.00
lump sum of $ 950.00
hourly rates
estimated to be $4,850.00
Appendix A presents hourly rates for personnel anticipated to be assigned to this
project by McClelland Consulting Engineers, Inc.
W:\DRAKE FIELD\CONTRACTS\2006-2008\Task Order 2.doc 2
SECTON V - BASIC AGREEMENT IN EFFECT:
Except as amended specifically herein, the basic AGREEMENT FOR ENGINEERING
SERVICES shall remain in full force as originally approved and executed.
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be duly
executed as of the date and year first herein written.
FOR THE CITY OF FAYETTEVILLE:
;FAYETTEVILLE;
By:
Date
s •unuuu
Attest:
FOR McCLELLAND CONSULTING ENGINEERS, INC.:
By: _ Attest:
President
Date: l&^//' O7
W:\DRAKE FIELD\CONTRACTS\2006-2008\Task Order 2.doc
hL
APPENDIX A
Hourly Rates for Personnel
Drake Field, Fayetteville Municipal
Airport
CATEGORY
BILLABLE HOURLY
RATE RANGE
Principal Engineer
$
147.00
Sr. Project Manager
$
137.00
Project Manager
$
126.00
Project Engineer II
$
105.00
Project Engineer I Design Engineer
$
84.00
Landscape Architect
$
86.00
Engineering Technician III
$
79.00
Engineering Technician II
$
63.00
Engineering Technician I
$
48.00
Construction Observer III
$
79.00
Construction Observer II
$
58.00
Construction Observer I
$
42.00
Chief Draftsman
$
68.00
Draftsman II
$
53.00
Draftsman I
$
48.00
Computer Technician
$
74.00
Survey Technician
$
74.00
Registered Land Surveyor
$
90.00
2 -Man or Robotic Survey
$
137.00
Party Chief
$
63.00
Soils Lab Supervisor
$
55.00
Soils Lab Technician II
$
42.00
Soils Lab Technician I
$
37.00
Clerk/Typist
$
48.00
Mileage
$
0.42
Subject to Annual Adjustment Mid -Year.
W:\DRAKE FIELD\CONTRACTS\2006-2008\APPENDIX A TO 2.DOC
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: General Government Date Requested Adjustment Number
Division: Aviation & Economic Development
2007
Program: Airport Capital Expenditures 817/2007
Project or Item Added/Increased: Project or Item Deleted/Reduced:
$1300 in the Professional Services account $1300 from the AVGAS account
Justification of this Increase:
Will provide for design and project oversight of the
airfield re -striping project.
Justification of this Decrease:
Sufficient budget remains in the AVGAS account for 2007
anticipated expenses.
Increase Expense Budget (Decrease Revenue Budget)
Account Name Account Number Amount Project Number
Professional services 5550 3960 5314 00 1,300 06021 1
Decrease Expense Budget (Increase Revenue Budget)
Account Name Account Number Amount Project Number
AVGAS 5550 3940 5213 03 1,300
9/11107
��J Budget Office Use Only
U j Type: A B C D E
at
Date Posted to General Ledger
Initial Date
Date Posted to Project Accounting
d -2z _ 0 Initial Date
Financ Intem crvices hector Date Entered in Category Log
_ Initial Date
lam.
Mayor Date
From: Clarice Pearman
To: Boudreaux, Ray
Date: 8.22.07 4:45 PM
Subject: McClelland
Attachments: 08.22.07 McClelland Consulting Engineers TO2.pdf
CC: Audit; Fell, Barbara
Ray:
Attached is a copy of the McClelland Consulting Engineers task order #2. I am forwarding to two of the three task orders via
interoffice mail. I will also forward to Budget & Research the budget adjustment. Please let me know if there is anything else
needed for this item. Have a good evening.
Thanks.
Clarice
City of Fayetteville
Staff Review Form
City Council Agenda Items
or
Contracts
NA
City Council Meeting Date
Ray M. Boudreaux Aviation & Economic Development General Government
Submitted By Division Department
Action Required:
Action Required: Approve a proposal from McClelland Consulting Engineers; Inc. Contact: Wayne Jones, P.E., PO
Box 1229, Fayetteville AR 72702-1229, 479-443-2377, Fax 479-443-9241, in the amount of $5600 to develop plans
& specs, and oversee bidding and construction associated with an HVAC control system and modification plan.
Approve a Budget Adjustment. Signature of the Mayor.
$ 5,600.00
Cost of this request
5550.3960.5314.00
Account Number
-"1,,,,'
Project Number
Budgeted Item LJ
City Attorney
Terminal HVAC
Budget Program Category / Project Name
Airport Capital Exp
Funds Used to Date Program / Project Category Name
Remaining Balance
Budget Adjustment Attached
Date
(B31�g
Dte
�_ a.
Finance and Internal Service Director Date
Mayor
Airport
Fund Name
Previous Ordinance or Resolution # 97-06 100-07
136-08
Original Contract Date: 06/06/06
Original Contract Number:
Received in City Cler ' ffic
p 9-D
Received in Mayor's Office cei
04 �
grant funding.
City Council Meeting of: N/A
Agenda Item Number:
CITY COUNCIL AGENDA MEMO/STAFF CONTRACT REVIEW MEMO
TO: Mayor
THRU: Staff/Contract Review Committee
FROM: Ray M. Boudreaux, Director, Aviation an con mic Development
DATE: September 26, 2008
SUBJECT: Approval and signature of the Mayor for a proposal with McClelland
Consulting Engineers to design HVAC improvements and prepare
bidding documents at a NTE amount of $5,600.00.
RECOMMENDATION: Approve project to conduct a thorough evaluation of the Drake Field
Terminal HVAC system to include proposed repairs and to prepare documents to be used to bid
the project to effect the repair. Total not to exceed amount for the project is $5,600.00. The
Airport Board approved the project at their October 8th, 2008 meeting.
BACKGROUND: The Fayetteville Executive Airport, Drake Field Terminal Building was
designed for airline use with hundreds of people processing through the building to get tickets,
baggage, and load for and unload from many destinations. Over the years, since the airlines
relocated to XNA, numerous modifications have been made to the building in order to create
leasable space and generate revenue for the Airport. The effort has been successful and today
the terminal building generates $92,500 in revenue annually. Due to the reconfigured interior,
and a deteriorated operating system, the HVAC system no longer functions acceptably.
DISCUSSION: Currently, airport staff operates the boilers and chiller manually; we turn on
the system when we need heat or air and turn it off when there is no longer a need. Aside from
the inherent energy inefficiency, this operating technique does not meet our tenant's
expectations of reasonable comfort level for their personnel and particularly their customers.
The situation generates ongoing and increasingly insistent complaints from tenants and guests.
The problem was postponed for as long as possible because of budget concerns and other
revenue -generating development priorities. However, the Airport's further neglect of the
problem threatens to alienate our tenants and potentially put future rent revenues at risk.
This project will design the modifications needed and prepare bidding documents so that we can
get the project done. Airport administration will inquire about available grant funds for a
portion of the project.
BUDGET IMPACT: We estimate the total project to cost in the neighborhood of $81,000. A
portion of the project cost may be paid for with grant funds from the Arkansas Department of
Aeronautics.
Attachments: Staff Review Form
Contract with McClelland Consulting Engineers
Aviation and Economic Development Department
Fayetteville Municipal Airport, Drake Field
4500 South School Avenue, Suite F
Fayetteville, Arkansas 72701
Ray M. Boudreaux, Director
Engineering Elements, PLLC
2820E Millennium Dh ve, Suite 2 Faymevlle, M'wnsas 71703
Phme(479)695-1333 Fa:(479)251-07I4
Mr. Wayne Jones
McClelland Consulting Engineers, Inc.
1810 N. College Ave.
Fayetteville, AR 72702
September 23, 2008
r E.CEIVED
T,
SEP 2 5 2008
Re: Drake Field Terminal Building — HVAC Controls A{kvuRT
Fayetteville, Arkansas
Mr. Jones,
I am pleased to propose mechanical and electrical engineering services to you for the above
referenced project. This proposal is based on the preliminary information we received from your
office and from our preliminary conversation. It is my understanding that this project will consist
of a new HVAC automation system as well as load calculations, verification of existing system
performance, and mechanical drawings of the current and proposed systems.
Our services will include standard basic engineering services consisting of preliminary design
and design development, contract documents, bidding assistance, submittal review and
construction observation. This level of services will pertain to the following systems as our part
of the work.
HVAC systems upgrade for all parts of the building as follows:
a. Load calculations to verify that existing systems are properly sized.
b. Verification of existing system operation. Provide recommendations for
improvement of system operation.
c. Specify revised supply/return airflows to match load calculations and
existing conditions.
d. New building automation control system for all HVAC system components.
e. Ductwork modifications as required.
f. Modification of electrical and plumbing systems affected by recommended
HVAC work.
The fee for the described services is proposed as a Fixed Fee of Four Thousand Six Hundred
Dollars ($4,600) plus any reimbursable expenses attributed to the project. Additional services
that you may request will be provided on an hourly basis, utilizing the following hourly rates:
Project Engineer $90
Design Engineer $75
Administration $40
If this proposal is acceptable please sign in the space provided and return a copy for my files. If
you have any questions or need additional information, please contact me.
S
incer L,
L(g, e
Wayne Jones
Engineering Elem LLC McClelland Consulting Engineers, Inc
MCEMCCL EL LA ND
CONSULTING
1810 N. College Avenue
P.O. Box 1229
INC.Fayetteville, Arkansas 72703 / 72702-1229
ENGINEERS, CPHONE: 479-443-2377
m rsres[n pro .s cx vrrFAX: 479-443-9241
September 25, 2008
Mr. Ray Boudreaux
Airport Director
Fayetteville Executive Airport
4500 S. School, Suite F
Fayetteville, AR 72703
RE: HVAC System for Terminal Building
Fayetteville, Arkansas
Dear Mr. Boudreaux:
P FCC:",w.,eF"�T
ry4
It av Gii
SEP 2 5 2008
A PORT
We are pleased to present a Proposal for the Engineering Services for HVAC control system
and load calculations for the Terminal Building per your requirements per email from Mr.
James Mr. Nicholson. We will use a subconsultant, Engineering Elements, PLLC, for this
work. We have attached the Scope of Work defined in Engineering Element's proposal
Project Administration Fee
$
500.00
HVAC Engineering Fee
$
4,600.00
Reimbursement Cost (Estimated to be)
$
500.00
We appreciate the opportunity to provide this Proposal to you and look forward to working with
you on this project. We are ready to proceed with the work, upon your written notice of
acceptance.
If there are any questions regarding this proposal, please contact us.
Sincerely,
ENGINEERS, INC.
Enclosure: Engineering Elements, PLLC Proposal
McClella Consulting Engineers, Inc., is authorized to proceed in accordance with this Letter
of Prop a), consistEyr6u of one page.
if 7<(
W:\DRAKE FIELD\CCNTRACTS\2006-2008\Terminal HVAC Renovation .doc
Engineering Elements, PLLC
"4J 2820EMlksmi=DHYe,Suite 2 FayWm11e,Aii<aws72703
Fhaie(479)695-1333 F=(479)251-0714
September 23, 2008
Mr. Wayne Jones
McClelland Consulting Engineers, Inc.
1810 N. College Ave.
Fayetteville, AR 72702
Re: Drake Field Terminal Building — HVAC Controls
Fayetteville, Arkansas
Mr. Jones,
I am pleased to propose mechanical and electrical engineering services to you for the above
referenced project. This proposal is based on the preliminary information we received from your
office and from our preliminary conversation. It is my understanding that this project will consist
of a new HVAC automation system as well as load calculations, verification of existing system
performance, and mechanical drawings of the current and proposed systems.
Our services will include standard basic engineering services consisting of preliminary design
and design development, contract documents, bidding assistance, submittal review and
construction observation. This level of services will pertain to the following systems as our part
of the work.
HVAC systems upgrade for all parts of the building as follows:
a. Load calculations to verify that existing systems are properly sized.
b. Verification of existing system operation. Provide recommendations for
improvement of system operation.
c. Specify revised supply/return airflows to match load calculations and
existing conditions.
d. New building automation control system for all HVAC system components.
e. Ductwork modifications as required.
f. Modification of electrical and plumbing systems affected by recommended
HVAC work.
The fee for the described services is proposed as a Fixed Fee of Four Thousand Six Hundred
Dollars ($4,600) plus any reimbursable expenses attributed to the project. Additional services
that you may request will be provided on an hourly basis, utilizing the following hourly rates:
Project Engineer $90
Design Engineer $75
Administration $40
If this proposal is acceptable please sign in the space provided and return a copy for my files. If
you have any questions or need additional inform3tign, please contact me.
Sincer ,
Engineering Elempfits, PLLC McClella#Ct�lulting Engineers, Inc.
City of Fayetteville, Arkansas
Budget Adjustment Form
Budget Year Department: General Government Date Requested Adjustment Number
2008 Division: Aviation & Economic Development 9/26/2008
Program: Airport Capital Expenditures
Project or Item Added/Increased: Project or Item Deleted/Reduced:
$5600 in the Airport Capital Professional Services $5600 from the Airport Admin Contract Services account
account.
Justification of this Increase:
Will provide for evaluation and recommendations for
modification of the Terminal HVAC system, prepare
plans & specifications for bidding, and oversee
construction.
istification of this Decrease:
Budget for Air Traffic Control Tower expense was not
used.
Increase Expense Budget (Decrease Revenue Budget)
Account Name Account Number Amount Project Number
0So7
Professional services 5550 3960 5314 00 5,600
Decrease Expense Budget (Increase Revenue Budget)
Account Name Account Number Amount Project Number
Contract services 5550 3940 5315 00 5,600
Approval Signatures
Finance temal Services Director
May r
/6'Z1/cw
Date
/.# 8
Date
Date
tj— 1-08_
Date
yam
ate
Budget Office Use Only
Type: A B C D
Posted to General Ledger
Initial
Posted to Project Accounting
Entered in Category Log
Date
Initial Date
Initial Date
Page 1 of 1
Clarice Pearman - Various Agreements
From:
Clarice Pearman
To:
Boudreaux, Ray
Date:
11.6.08 4:58 PM
Subject:
Various Agreements
CC:
Audit; Fell, Barbara
Attachments:
Audit; Fell, Barbara
Ray:
Attached is a copy of the following agreements:
1. Blackmon Auctions, Inc.
2. McClelland Consulting Engineers
I will forward to Budget & Research the budget adjustment for McClelland item. If there is anything else needed for these items
please let me know.
Have a good evening.
Clarice
file://C:\Documents%20and%20Settings\cpearman.000\Local%20Settings\Temp\XPgrpwise\49132249FA... 11.6.08