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Home My WebLink About175-08 RESOLUTIONRESOLUTION NO. 175-08 A RESOLUTION APPROVING CONTRACT AMENDMENT NO. 2 TO THE ENGINEERING CONTRACT WITH CARTER & BURGESS, INC. IN AN AMOUNT NOT TO EXCEED $28,800.00 FOR ADDITIONAL ENGINEERING SERVICES ASSOCIATED WITH THE LAKE WILSON SPILLWAY REHABILITATION PROJECT; AND APPROVING A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves Amendment No. 2 to the Engineering Contract with Carter & Burgess Inc. in an amount not to exceed $28,800.00 for additional engineering services associated with the Lake Wilson Spillway Rehabilitation Project. A copy of Amendment No. 2, marked Exhibit "A" is attached hereto and made a part hereof. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment in the amount of $28,800.00 recognizing cost reimbursement from FEMA. PASSED and APPROVED this 16th day of September, 2008. APPROVED: By: DAN COODY, Mayor ATTEST: By: L SONDRA E. SMITH, City Clerk/Treasurer I! h'a G\� Y OF SG,A'. V• '�- ;FAYETTEVILLE' 3 74,.'RiGTON G��`‘a iY1l �uuuuu,.. AMENDMENT TO AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES CITY OF FAYETTEVILLE FAYETTEVILLE, ARKANSAS CONTRACT AMENDMENT NO. 2 Wilson Lake Spillway Bridge Project This Contract Amendment No. 2, dated 1rrt}Zuh ((p , 2008 shall amend the original contract between the CITY OF FAYETTEVLLE, ARKANSAS (CITY) and CARTER & BURGESS, INC. (C&B) dated November 15, 2005 as amended by Contract Amendment No. 1 dated December 4, 2007 for professional engineering services in connection with the Wilson Lake Spillway Bridge Project (the "Project"). Certain pieces of information, specified in Amendment No. 1, to be delivered to C&B by the CITY were unavailable for distribution. They include: • Effective FEMA Hydraulic Model for the West Fork of the White River; • FEMA, or City -provided, hydrologic model for the West Fork of the White River, • Aerial topography at 2 -foot contour intervals The Hydraulic Model is necessary to determine the dam breach inundation limits. While desirable to have, the lack of the hydrologic model can be worked around by performing an unsteady flow analysis as described later. Contours for the Northwest Quarter of Section 2, Township 15 North, Range 30 West were not available; 5 -foot interval contours were provided by the CITY and merged into the CITY provided 2 -foot interval contours. By adoption of this Contract Amendment No. 2 by the City, the following additional work is to be performed by C&B: Develop a Hydraulic Model of the West Fork of the White River from its confluence with the Wilson Lake tributary to its confluence with the White River, as described herein. Wilson Lake Spillway —Amendment No. 2 Page 1 of 7 Except as described herein, the terms of the original Contract and preceding amendments shall remain in full force and effect. The contract is hereby modified as follows: SECTION 2 -BASIC SERVICES OF CARTER & BURGESS, INC The following Sections shall be inserted into the original contract. 2.1 General 2.1.1.1-C The Scope of Services to be furnished by C&B during the Development of a Hydraulic Model of the West Fork of the White River is included in Appendix A attached hereto and made part of this Agreement. SECTION 5 — PERIOD OF SERVICE 5.4 Schedule of Services Amendment No. 2 - The Engineer will begin work within 10 working days of receiving the Notice to Proceed from the City. Except for delays beyond the control of the Engineer, such as delays in receipt of requested information or delays in reviews, the hydraulic model shall be completed within 75 calendar days of beginning the work. SECTION 6 - PAYMENTS TO CARTER & BURGESS, INC. 6.1 Compensation 6.1.1-D Development of Hydraulic Model of the West Fork of the White River For the Development of the Hydraulic Model of the West Fork of the White River as described herein, CITY OF FAYETTEVILLE shall pay C&B for the time spent on the project at the rates shown in Appendix B for each classification of C&B's personnel. In addition, reimbursable expenses, including but not limited to printing, courier service, reproduction, and travel will be billed. The total amount paid to C&B under this agreement for this phase shall not exceed $28,800.00. The previous Contract amount was $71,056.83. This amendment increases the total not -to -exceed Contract amount to $99,856.83. For informational purposes, a breakdown of C&B's estimated costs is included in Appendix C. Wilson Lake Spillway —Amendment No. 2 Page 2 of 7 The rates as shown in Attachment B will be increased annually with the first increase effective on or about January I, 2009. IN TESTIMONY OF WHICH, this instrument has been executed on behalf of CARTER & BURGESS, INC. and has been executed on behalf of the CITY OF FAYETTEVILLE, in three (3) counterparts, each of equal force, on the day and year first above written. By: CI OF FAYETTEVILLE CART , R & L AA fires 41 Title: !� By: : U t GESS, INC. Kevin P. Nelson Title: Vice President ATTEST: i&dtd9 efNW-CCS ATTEST: E 4 G�°'•SY • SG'. V•• p: • E :FAY ETFEVILLE: t'• ee?;NGTON GpJ‘/ rrruuunu. Wilson Lake Spillway —Amendment No. 2 Page 3 of 7 APPENDIX A SCOPE OF SERVICES Amendment No. 2 Development of Hydraulic Model of the West Fork of the White River 2.2 Conceptual Layout and Report Phase 2.2.3 Development of Hydraulic Model of the West Fork of the White River Scope of Services The Basic Services are defined as follows: • Attend Startup Meeting with the City • Provide project Administration • Acquire Aerial Topo from City in AutoCAD format • Acquire Aerial photos from City in electronic format • Adjust Aerial Topo file for use with HEC -RAS • Develop cross-sections at approximately 1,000 -foot intervals • Using aerial photos determine "n" values for the cross-sections • Perform field investigations to verify "n" values acquired from aerial photos and to acquire necessary bridge data for up to four bridges. • Using the 100 -year peak flows from the May 16, 2008 Flood Insurance Study (FIS) of Washington County, Arkansas and the compiled data develop a HEC -RAS model for the West Fork of the White River from the confluence with the Wilson Lake confluence to the confluence with the White River (approximately 8.5 miles. • Run the HEC -RAS model to determine the 100 -year water surface elevations • Adding the peak flows given in the FIS and the flows previously acquired from development of the Wilson Lake Dam Breach model, perform an unsteady flow analysis to determine the limit of the effect of the dam breach (i.e. - until water surface elevations are within 2 -feet of the existing 100 -year Water Surface elevation or until limits of model is reached) • Perform Quality Administration and Quality Control reviews • Prepare exhibits • Meet with the City to discuss modeling results Wilson Lake Spillway —Amendment No. 2 Page 4 of 7 Design Criteria • Use the 100 -year flows from the May 16, 2008 Flood Insurance Study (FIS) of Washington County, Arkansas to develop HEC -RAS model • Since this model is not to be used for a LOMR submittal or as a regulatory model, calibration of the model to match the 100 -year water surface profile of the FIS is not necessary for the purposes of this comparison. • Adjustment of the aerial topo file will include adding vertical values to all necessary contours to aid to development of cross-sections • Since the reported flows for the West Fork of the White River from the FIS are peak flows (not hydrographs) and the flows from the Wilson Lake Dam Breach model are in hydrograph form the approximation of the modified downstream flows (due to routing forces) will be accomplished by utilizing the unsteady flow analysis feature of HEC -RAS ADDITIONAL SERVICES Additional services, in addition to those listed in the original Contract, shall consist of, but not be limited to, the following items: • Hydrologic or hydraulic modeling after completion of defined task The City of Fayetteville shall approve all changes to the contract and authorize all additional services. SUBMITTALS • One paper copy showing the extent of the modeled 100 -year Water Surface Elevations on the topo map; • One electronic copy of the hydraulic model. Wilson Lake Spillway —Amendment No. 2 Page 5 of 7 APPENDIX B RATE SCHEDULE Amendment No. 1 Assessment of the City's Responsibilities and Performance of Dam Breach Analysis Phase Description PCL Rate PROJECT DIRECTOR P420 $192.00 UNIT MANAGER U110 $155.00 PROJECT MANAGER S560 $142.00 SR. TRAFFIC ENGINEER S635 $135.00 SR. STRUCTURAL ENGINEER S600 $135.00 SR. PROJECT ENGINEER S555 $130.00 SR. ROADWAY ENGINEER S585 $130.00 SENIOR SURVEYOR S384 $125.00 PROJECT ENGINEER P450 $120.00 2 -PERSON SURVEY CREW S790 $115.00 SENIOR CIVIL ENGINEER S250 $111.00 SURVEY CREW 1 MAN GPS MAN S795 $105.00 ENV. MANAGER E425 $105.00 SR. PROJECT COORDINATOR S552 $100.00 ENV. SPECIALIST E410 $100.00 STRUCTURAL ENGINEER I S681 $97.50 PROJECT COORDINATOR P400 $95.00 ENV. SCIENTIST E390 $95.00 CIVIL ENGINEER C310 $90.00 SENIOR TECHNICIAN S630 $90.00 BIOLOGIST B120 $90.00 STRUCTURAL ENGINEER II 3682 $87.50 CIVIL - EI C322 $85.00 ENV INSPECTOR E380 $85.00 SENIOR CONSTR ENGINEER S290 $80.00 SURVEYOR 5852 $80.00 CIVIL DRAFTER C275 $75.00 SR. CADD/DESIGNER 5638 $75.00 TECHNICIAN I T160 $71.00 CONSTRUCTION INSPECTOR C510 $70.00 CONSTRUCTION OBSERVER C540 $60.00 ADMINISTRATIVE ASSISTANT A140 $50.00 SURVEY DRAFTER S820 $45.00 TECHNICIAN IT T170 $43.00 ADMINISTRATIVE SUPPORT A170 $42.00 Wilson Lake Spillway -Amendment No. 2 Page 6 of 7 APPENDIX C ESTIMATE OF COST PER TASK Amendment No. 2 Development of Hydraulic Model of the West Fork of the White River Development of Hydraulic Model of the West Fork of the White River - $28,234.00 Direct Cost - $566.00 TOTAL — AMENDMENT NO. 2 $28,800.00 Wilson Lake Spillway —Amendment No. 2 Page 7 of 7 City of Fayetteville, Arkansas Budget. Adjustment Form Budget Year 2008 Department: Division: Program: Date Requested 9/16/2008 Adjustment Number Project or Item Added/Increased: $28,800 recognized in the project to be reimbursed by FEMA in the future. Project or Item Deleted/Reduced: None. To recognize $28,800 in cost reimbursement revenue from FEMA. Justification of this Increase: Additional Engineering necessary to meet State regulations regarding dam safety. Justification of this Decrease: Increase Expense Budget (Decrease Revenue Budget) Account Name Account Number Amount Project Number Professional services 4270 9270 5314 00 Account Name 28,800 04030 1 Decrease Expense Budget (Increase Revenue Budget) Account Number Amount Federal grants -Capital 4270 0927 4309 00 Project Number 28,800 04030 1 pr ores Requested By t Manager Department Director D to Z&-' �d Date X-oe Finance & Inte Services Director /;I/ 4 �Date r /76 MayorDate Budget Office Use Only Type: A B C Posted to General Ledger Posted to Project Accounting Entered in Category Log E Initial Date Initial Date Initial Date Ron Petrie Submitted By City of Fayetteville Staff Review Form City Council Agenda Items or Contracts 9/16/2008 City Council Meeting Date Engineering Division Action Required: Operations Department A resolution approving Contract Amendment No. 2 with Carter & Burgess, Inc. in an amount not to exceed $28,800 for engineering services associated with the rehabilitation of the Wilson Lake spillway. $ 28,800.00 Cost of this request 4270.9270.5314.00 Account Number 04030 Project Number Budgeted Item X 72,048.00 Category / Project Budget 64, 738.17 Funds Used to Date $ 7,309.93 Remaining Balance Budget Adjustment Attached X Lake Wilson Spillway Repair Program Category / Project Name Flood Damage Repair Program / Project Category Name Replacement Fund Name Department rector 09, wok— 62 ' o Date City Attorney •?a o, . Finance and Internal Service Director Date Date -3.08 Mayor Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Received in City Clerk's Office Comments: a City Council Meeting of September 16, 2008 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Gary Dumas, Director of Operations From: Ron Petrie, City Engineer OP Date: August 29, 2008 Subject: A resolution approving Contract Amendment No. 2 with Carter & Burgess, Inc. in an amount not to exceed $28,800 for engineering services associated with the rehabilitation of the Wilson Lake spillway. RECOMMENDATION: Staff recommends approval of Contract Amendment No. 2 to the contract with Carter & Burgess, Inc. for professional engineering services associated with the Wilson Lake spillway rehabilitation. BACKGROUND: On December 4, 2007, City Council approved a resolution for Contract Amendment No. 1 with Carter and Burgess, Inc. to perform a dam classification and dam breach analysis in order to determine if Arkansas Natural Resources Commission's criteria can be met and if the spillway can be rebuilt in the original configuration. The memo for the December 4, 2007 City Council meeting is included in this packet. DISCUSSION: Certain pieces of information, specified in Amendment No. 1, were unavailable for distribution. They include: • Effective FEMA Hydraulic Model for the West Fork of the White River; • FEMA, or City -provided, hydrologic model for the West Fork of the White River; • Aerial topography at 2 -foot contour intervals The Hydraulic Model is necessary to determine the dam breach inundation limits. By adoption of Contract Amendment No. 2, Carter & Burgess, Inc will develop a Hydraulic Model of the West Fork of the White River from its confluence with the Wilson Lake tributary to its confluence with the White River. Therefore, at this time we are requesting an Amendment to the Carter & Burgess contract . to develop this hydraulic model. The contract amendment amount will not exceed 528;800. Payment will be made to Carter & Burgess based on their hourly rates for the hours spent on the project. 1 RESOLUTION NO. A RESOLUTION APPROVING CONTRACT AMENDMENT NO. 2 TO THE ENGINEERING CONTRACT WITH CARTER & BURGESS, INC. IN AN AMOUNT NOT TO EXCEED $28,800.00 FOR ADDITIONAL ENGINEERING SERVICES ASSOCIATED WITH THE LAKE WILSON SPILLWAY REHABILITATION PROJECT; AND APPROVING A BUDGET ADJUSTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves Amendment No. 2 to the Engineering Contract with Carter & Burgess Inc. in an amount not to exceed $28,800.00 for additional engineering services associated with the Lake Wilson Spillway Rehabilitation Project. A copy of Amendment No. 2, marked Exhibit "A" is attached hereto and made a part hereof. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a Budget Adjustment in the amount of $28,800.00 recognizing cost reimbursement from FEMA. PASSED and APPROVED this 16th day of September, 2008. APPROVED. ATTEST. By: By: DAN COODY, Mayor SONDRA E SMITH, City Clerk/Treasurer 1! City Council Meeting of December 4, 2007 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Gary Dumas, Director of Operations From: Ron Petrie, City Engineer Date: November 16, 2007 Subject: A resolution approving Contract Amendment No. 1 with Carter & Burgess, Inc. in an amount not to exceed $57,900 for engineering services associated with the rehabilitation of the Wilson Lake spillway. RECOMMENDATION: Staff recommends approval of Contract Amendment No. 1 to the contract with Carter & Burgess, Inc. for professional engineering services associated with the Wilson Lake spillway rehabilitation. BACKGROUND: In 2004, severe storms and flooding caused damage throughout the City. This resulted in the City hiring Terracon, Inc. to perform a preliminary analysis for Lake Fayetteville, Lake Sequoyah, and Lake Wilson and other areas within the City to determine the extent of this damage. The findings in this report state that only superficial damages were observed for both Lake Fayetteville and Lake Sequoyah. However, the partial collapse of a portion of the Lake Wilson spillway was identified which would require correction to prevent future damage. The City applied for and received disaster relief funds from FEMA in order to "bring the dam structure back to its original structural integrity and comply with the historical preservation requirements and to bring it back to its original aesthetic appearance." In order to proceed with this project, the City hired Carter & Burgess in 2005 to perform the preliminary engineering for the project which consisted of providing preliminary plans and cost estimates to perform the repair. DISCUSSION: During the preliminary engineering stage of the project, Carter & Burgess informed the City that the work to be performed on the spillway will be required to be permitted through the Arkansas Natural Resources Commission (formerly Arkansas Soil & Water) and that the work should conform to the "Rules Governing Design and Operation of Dams" as administered by the ANRC. These rules specify certain design criteria that is based on the size of the lake, height of the darn, and the hazard classification of the facility. There are three hazard 1 City Council Meeting of December 4, 2007 classifications: low, significant, and high. The classification is determined by the potential loss of human life and the potential economic loss in case of a dam failure. Depending on these factors, a requirement of the spillway size is given in the regulations that range from 0.25 to 0.75 of the Probable Maximum Flood (PMF) which equates to approximately a 500 year flood event. At this time, Lake Wilson is currently not permitted by the ANRC and this classification is unknown. If the spillway is required to be built at even a 0.25 PMF, the existing structure could not be replaced in the original configuration as required by FEMA. However, there is an allowance that states: The minimum hydrologic criteria may be reduced if properly prepared dam breach analyses show that dam,faihure during the SDF (spillway dam failure) would cause an increase in flood level of one foot or less at, and downstream of, the first habitable structure or financially significant development. Therefore, at this time we are requesting an Amendment to the Carter & Burgess contract to perform this classification and dam breach analysis in order to determine if this criteria can be met and if the spillway can be rebuilt in the original configuration. The contract amount will not exceed $57,900. Payment will be made to Carter & Burgess based on their hourly rates for the hours spent on the project. BUDGET IMPACT: According to the July 3, 2007 letter from the Arkansas Department of Emergency Management, the Dam Breach Analysis is an eligible expense for reimbursement. 2 MIKE BEEBE GOVERNOR STATE OF ARKANSAS DEPARTMENT OF EMERGENCY MANAGEMENT July 3, 2007 Mr. Ronald Petrie, P E City Engineer 113 W. Mountain Street Fayetteville, AR 72701 RE• . Project Worksheet (PW) 388 • FEMA 1516 -DR -AR PA ID # 143-23290-00 Dear Mr. Petrie: A. 8 trie,GB Burgess Inc. se0thASh€ ent No. 1 Pa of 16 DAVID MAXWELL DIRECTOR RECEIVED JUL 062007 ENGINEERING DIV. • \'1 dun: ai:1 .. 'I • This letter is in response to your request for an extension of time to complete the Lake Wilson Dam Repairs. As the grantee, the Arkansas Department of Emergency Management can approve an extension to a maximum of 30 months beyond the initial (18 months) time allowed. Your request for an extension has been approved through May 7, 2008. Any additional extension request beyond this date would need to be approved by this office and FEMA. The Dam Breach Analysis is an eligible expense if required to rebuild the dam to its pre -disaster condition. If for any reason, changes to the original scope of work or additional funding (Cost' Ovemm) are discovered, you must notify this office in writing and gain approval prior to any work being started. All cost overruns must be associated with an approved scope of work. We encourage you to complete this project as soon as possible. Please continue with the submittal of quarterly progress reports and send copies of all engineering studies and contracts. If you have any questions or need further assistance please contact the Scott Bass by emailing Scott.Bass@adem.state.ar.us or by calling 501-683-6700. RGG•sb Sincerely, Wdkre Richard G. Griffin State Coordinating Officer Arkansas' Homeland Security & Disaster Preparedness Agency Building #9501, Camp Joseph T: Robinson, North little Rock AR 72199-9600 5014834700 • FAX 501483-7890 • www.ademarkansas.gov AN EQUAL OPPORTUNITY EMPLOYER hr B (9.19.08) Clarice Pearman - Res. 175-08 Page 1 From: Clarice Pearman To: Petrie, Ron Date: 9.19.08 5:12 PM Subject: Res. 175-08 Attachments: 175-08 Carter & Burgess Inc. Amdmt 2.pdf CC: Audit; Fell, Barbara Ron: Attached is a copy of the signed resolution passed by City Council, September 16, 2008 regarding Carter & Burgess Inc. I am forwarding to you two of the three signed agreements via interoffice mail and forwarding to Budget & Research the budget adjustment. Please let me know if there is anything else need for this item. Have a good week. Thanks. Clarice •