HomeMy WebLinkAbout59-15 RESOLUTIONRESOLUTION NO. 59-15
A RESOLUTION TO APPROVE AMENDMENT NO. 2 TO THE
AGREEMENT WITH LOSE AND ASSOCIATES, INC. IN AN AMOUNT NOT
TO EXCEED $322,137.00 FOR CONSTRUCTION ADMINISTRATION
SERVICES FOR PHASE ONE OF THE REGIONAL PARK PROJECT, AND
TO APPROVE 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 agreement with Lose and Associates, Inc. in an amount not to exceed
$322,137.00 for construction administration services for Phase One of the Regional Park project
and authorizes Mayor Jordan to sign Amendment No. 2.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a
budget adjustment, a copy of which is attached to this Resolution and is made a part hereof.
PASSED and APPROVED this 3rd day of March, 2015.
ATTEST:
_ By: j&hi' ' &
SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville, Arkansas 113 West Mountain Street
/ Fayetteville, AR 72701
m 479-575-8323
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.r
Text File
File Number: 2015-0092
Agenda Date: 3/3/2015 Version: 1 Status: Passed
In Control: City Council File Type: Resolution
Agenda Number: A. 15
LOSE AND ASSOCIATES, INC (REGIONAL PARK)
A RESOLUTION TO APPROVE AMENDMENT NO.2 TO THE AGREEMENT WITH LOSE AND
ASSOCIATES, INC. IN AN AMOUNT NOT TO EXCEED $322,137.00 FOR CONSTRUCTION
ADMINISTRATION SERVICES FOR PHASE ONE OF THE REGIONAL PARK PROJECT, AND
TO APPROVE 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 agreement with Lose and Associates, Inc. in an amount not to exceed $322,137.00 for
construction administration services for Phase One of the Regional Park project and authorizes Mayor
Jordan to sign Amendment No. 2.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution and is made a part hereof.
City of Fayetteville, Arkansas Page 1 Printed on 31612015
City of Fayetteville Staff Review Form
2015-0092
Legistar File ID
3/3/2015
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Alison Jumper 2/13/2015
Parks & Recreation /
Parks & Recreation Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends a resolution approving Contract Amendment #2 to the contract with Lose and Associates for
construction administration Services for Phase One of the Regional Park in the amount not to exceed $322,137.00
and to approve a Budget Adjustment.
Budget Impact:
2250.9255.5806.00
Account Number
02002.9000
Project Number
Parks Development
Fund
Regional Park
Project Title
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Previous Ordinance or Resolution # 223-13, 98-14
Item Cost
Budget Adjustment
Remaining Budget
$ 7,693,006.00
$ 179,181.59
I $ 7,513,824.41
$ 322,137.00
$ 105,137.00
($ 7,296,824.41
V20140710
Original Contract Number: 2304 Approval Date: J� c ��
Comments: See Legistar Items 2015-0088 and 2015-0093 for related Budget Adjustment information.
CITY OF
•
a e eel e
ARKANSAS
MEETING OF MARCH 3, 2015
TO: Mayor and City Council
CITY COUNCIL AGENDA MEMO
THRU: Don Marr, Chief of Staff
Connie Edmonston, Parks and Recreation Director
FROM: Alison Jumper, Park Planning Superintendent
DATE: February 19, 2015
SUBJECT: Resolution to approve Contract Amendment #2 to the contract for architectural
services with Lose and Associates, Inc.
RECOMMENDATION:
Staff recommends a resolution approving Contract Amendment #2 to the contract with Lose and
Associates, Inc. for Construction Administration Services for Phase One of the Regional Park in
the amount not to exceed $322,137 and to approve a Budget Adjustment.
BACKGROUND:
A Request for Statements of Qualification (RFQ) 13-13 for design services for the Regional Park
Master Plan was advertised August 23, 2013. Lose and Associates, Inc. was selected to complete
the Master Plan design which is now complete. Contract Amendment #1 with Lose and
Associates, Inc. was approved on May 6, 2014. This amendment allowed Lose and Associates,
Inc. to create bid and construction documents for Phase One which will consist of site grading,
utility and roadway development necessary to develop six soccer fields, three baseball fields,
supporting restroom/concession and site amenities. Support parking facilities, a playground and
a large group pavilion with restrooms were also provided in the design phase but are not being
constructed with Phase One of the project.
DISCUSSION:
Lose and Associates, Inc. has completed the design and construction documents for Phase One
of the Regional Park. Bids were opened on February 6, 2015. Lose and Associates, Inc. has
provided the attached Contract Amendment #2 to include the construction administration services
for phase one construction of the park. Services that will be provided include construction site
visits during critical items, evaluation of construction material submittals and shop drawings,
confirming quanities for payment applications, coordination with the construction testing firm,
reviewing and approving change orders and payment applications and maintaining a set of record
drawings. The proposal includes utilizing subconsultant Garver Engineers, a local engineering
company, for required onsite construction observation of roadway and other earthwork activities.
The size of the project and scope of work required for adequate construction administration is
beyond what city staff can accommodate given current work loads. If approved, Lose and
Associates, Inc. will provide construction administration services from March 2015 through
September 2016.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF .IMPACT
This project is funded with Parks Development, Park Land Dedication and HMR bond funds. The
cost of $322,137 is accounted for in project number 02002.1 — Regional Park.
Attachments:
Staff Review Form
Resolution No. 223-13
Resolution No. 98-14
Amendment #2 Signed by Lose and Associates, Inc.
RESOLUTION NO. 223-13
A RESOLUTION AWARDING RFQ #13-13 AND AUTHORIZING A
CONTRACT WITH LOSE & ASSOCIATES, INC. IN AN AMOUNT NOT TO
EXCEED $86,735.00 FOR LANDSCAPE ARCHITECTURAL,
ARCHITECTURAL AND ENGINEERING SERVICES FOR THE DESIGN OF
A REGIONAL PARK MASTER PLAN AND A PRELIMINARY GRADING
AND DRAINAGE PLAN, AND APPROVING A TEN PERCENT (10%)
PROJECT CONTINGENCY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards RFQ
#13-13 and authorizes a contract with Lose & Associates, Inc. in an amount not to exceed
$86,735.00 for landscape architectural, architectural and engineering services for the design of a
regional park master plan and a preliminary grading and drainage plan, and further approves a
ten percent (10%) project contingency.
PASSED and APPROVED this 5th day of November, 2013.
APPROVED:
ATTEST:
e
By:
SONDRA E. SMITH, City Clerk trer
Y sL'��
O
° FAYETTEVILLEa
RESOLUTION NO. 98-14
A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE
AGREEMENT FOR PROFESSIONAL LANDSCAPE, ARCHITECTURAL
AND ENGINEERING SERVICES WITH LOSE AND ASSOCIATES, INC. IN
THE AMOUNT NOT TO EXCEED $726,022.00 FOR DESIGN AND
CONSTRUCTION DOCUMENTATION OF THE REGIONAL PARK
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. I to the agreement for professional landscape, architectural and engineering
services with Lose and Associates, Inc. in the amount not to exceed $726,022.00 for design and
construction documentation of the Regional Park and authorizes Mayor Jordan to sign
Amendment No. 1.
PASSED and APPROVED this 6"' day of May, 2014.
APPROVED: A TTCQT.
I
RA E. SMITH, City Clerk/Treasurer
°G\l Y 6, SGT
FAYETTEVILLE:
rho aati
%ys • �kANSP J`a'i
AMENDMENT TO AGREEMENT FOR
PROFESSIONAL LANDSCAPE ARCHITECTURAL, ARCHITECTURAL AND ENGINEERING SERVICES
CITY OF FAYETTEVILLE
Fayetteville, AR
CONTRACT AMENDMENT NO.2
Fayetteville Regional Park
This Contract Amendment No.2 dated V 1 A )'n ) , 2015 shall amend the
original contract between the CITY OF FAYETTEVILLE, ARKANSAS and LOSE AND ASSOCIATES dated
November 5'h, 2013 for professional landscape architectural, architectural and engineering services in
connection with the Regional Park Master Plan (the "Project"). This Contract Amendment No.2 adds
construction administration services, as described herein.
The contract is hereby modified as follows:
SECTION 2- BASIC SERVICES OF ENGINEER
The following Sections add to corresponding Sections in the original contract.
2.1 Perform professional services in connect with the Project as herein stated.
2.1.1 The additional Scope of Services to be furnished by LOSE AND ASSOCIATES during the
Project is included as Appendix A attached hereto and made a part of this Agreement.
SECTION 5- PAYMENTS TO LOSE AND ASSOCIATES
5.1 Compensation
CITY OF FAYETTEVILLE shall pay LOSE AND ASSOCIATES an additional amount not to exceed
$322,137 for Phase One Construction Administration services in accordance with the provisions described in
the following paragraphs. CITY OF FAYETTEVILLE shall pay LOSE AND ASSOCIATES for Phase One
Construction Administration services rendered on the project at the rates shown in the attached Appendix B.
Under -runs in any phase may be used to offset overruns in another phase as long as the overall contract
amount is not exceeded.
Contract Amendment No. 2
Fayetteville Regional Park Page 1 of 8
IN TESTIMONY OF WHICH, this instrument has been executed on behalf of LOSE AND ASSOCIATES, 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.
CITY OF FA EV LLE LOSE ND ASSOCIA S
By: By,_C
Mayo ion Jordan Chris Camp, ASLA
Attest:. ,)4I42 Cam.
ooi�ciarrrr,,,
/ TRF�s
FAYETTEVILLE;
Contract Amendment No. 2
Fayetteville Regional Park
Title: 1 �i" r . *\, er,,
Page 2 of 8
AMENDMENT NO. 2 APPENDIX A —SCOPE OF SERVICES
The following Scope of Services for the Construction Phase Services shall be added to the previously
approved Scope of Services contained in Amendment No. 1.
2.14 Construction Phase Services
Item 1. General Park Development and Architectural Construction Administration (Lose &
Associates, Parson Engineering and Matthew Cramer, Architect)
During the construction phase of work, Lose & Associates, Inc. will accomplish the following for
the specific items designed by Lose & Associates, Inc. and consulting team members outside of
the roadway project including the sports field construction, restroom concessions buildings,
playgrounds, parking lots, sidewalks, landscaping and irrigation throughout the entire project:
1. Issue a Notice to Proceed letter to the Contractor.
2. Prepare for and attend a preconstruction meeting with the contractor and city officials.
3. Attend monthly progress/coordination meetings with the Client/Owner/Contractor. A
monthly site visit memo will be prepared to document observations. Appropriate staff and
consulting team members will attend these meetings.
4. Evaluate and respond to construction material submittals and shop drawings. Corrections or
comments made by Lose & Associates and consulting team members on the shop drawings
during this review will not relieve Contractor from compliance with requirements of the
drawings and specifications. The check will only be for review of general conformance with the
design concept of the project and general compliance with the information given in the contract
documents. The Contractor will be responsible for confirming and correlating all quantities and
dimensions, selecting fabrication processes and techniques of construction, coordinating his
work with that of all other trades, and performing his work in a safe and satisfactory manner.
Lose & Associates, Inc. and consulting team members review shall not constitute approval of
safety precautions or constitute approval of construction means, methods, techniques,
sequences, procedures, or assembly of various components. When certification of performance
characteristics of materials, systems or equipment is required by the Contract Documents,
either directly or implied for a complete and workable system, Lose & Associates, Inc. and
consulting team members shall be entitled to rely upon such submittal or implied certification to
establish that the materials, systems or equipment will meet the performance criteria required
by the Contract Documents.
5. Issue instructions to the Contractor on behalf of the Client/Owner and issue necessary
clarifications (respond to RFIs) regarding the construction contract documents.
6. Provide coordination with the construction materials testing firm.
7. Review the Contractor's progress payment requests based on the actual quantities of contract
items completed and accepted, and make a recommendation to the Owner regarding payment.
Lose & Associate's recommendation for payment shall not be a representation that Lose &
Associates, Inc. or consulting team has made exhaustive or continuous inspections to (1) check
the quality or exact quantities of the Work; (2) to review billings from Subcontractors and
Contract Amendment No. 2
Fayetteville Regional Park Page 3 of 8
material suppliers to substantiate the Contractor's right to payment; or (3) to ascertain how the
Contractor has used money previously paid to the Contractor.
8. Maintain a set of working drawings and prepare and furnish record drawings.
9. When authorized by the Client/Owner, prepare change orders for changes in the work from
that originally provided for in the construction contract documents. If redesign or substantial
design changes are required in the preparation of these change order documents, the Client will
pay Lose & Associates Inc, and consulting team members an additional fee to be agreed upon by
the Client and Lose & Associates.
10. Participate in final project inspection, prepare punch list, review final project closing
documents, and submit final pay request.
Item 2 General Park and Roadway Construction Administration Services (Sub -Consultant
Garver Engineering)
2.15 Construction Phase Services During the construction phase of work, Garver will accomplish the
following for the specific items designed by Garver including the public portions of the Street, Drainage,
Water and Sewer Infrastructure improvements:
1. Issue a Notice to Proceed letter to the Contractor and attend preconstruction meeting.
2. Prepare for and attend a franchise utilities coordination meeting.
3. Attend monthly progress/coordination meetings with the Client/Owner/Contractor.
4. Evaluate and respond to construction material submittals and shop drawings. Corrections or
comments made by Garver on the shop drawings during this review will not relieve Contractor from
compliance with requirements of the drawings and specifications. The check will only be for review of
general conformance with the design concept of the project and general compliance with the
information given in the contract documents. The Contractor will be responsible for confirming and
correlating all quantities and dimensions, selecting fabrication processes and techniques of construction,
coordinating his work with that of all other trades, and performing his work in a safe and satisfactory
manner. Garver's review shall not constitute approval of safety precautions or constitute approval of
construction means, methods, techniques, sequences, procedures, or assembly of various components.
When certification of performance characteristics of materials, systems or equipment is required by the
Contract Documents, either directly or implied for a complete and workable system, Garver shall be
entitled to rely upon such submittal or implied certification to establish that the materials, systems or
equipment will meet the performance criteria required by the Contract Documents.
5. Issue instructions to the Contractor on behalf of the Client/Owner and issue necessary clarifications
(respond to RFIs) regarding the construction contract documents.
6. Provide coordination with the construction materials testing firm.
7. Review the Contractor's progress payment requests based on the actual quantities of streets and
drainage items completed and accepted, and make a recommendation to the Owner regarding
payment. Garver's recommendation for payment shall not be a representation that Garver has made
exhaustive or continuous inspections to (1) check the quality or exact quantities of the Work; (2) to
review billings from Subcontractors and material suppliers to substantiate the Contractor's right to
payment; or (3) to ascertain how the Contractor has used money previously paid to the Contractor.
8. Prepare and furnishrecord drawings of the public portions of the Street and Drainage System.
9. Provide part-time resident construction observation services for 210 of the 512 -calendar -day
construction contract performance time. The proposed fee is based on approximately 4 hours per day, 5
days per week, during 210 of the 512 -calendar -day construction contract performance time. If the
construction time extends beyond the time established in this agreement or if the Client wishes to
Contract Amendment No. 2
Fayetteville Regional Park Page 4 of 8
increase the time or frequency of the observation, the Client will pay Garver an additional fee agreed to
by the Client and Garver.
10. When authorized by the Client/Owner, prepare change orders for changes in the work from that
originally provided for in the construction contract documents. If redesign or substantial engineering or
surveying is required in the preparation of these change order documents, the Client will pay Garver an
additional fee to be agreed upon by the Client and Garver.
11. Participate in final project inspection, prepare punch list, review final project closing documents, and
submit final pay request.
Construction observation services will be provided by Garver's Resident Project Representative, who will
provide or accomplish the following:
• Consult with and advise the Client/Owner during the construction period.
• Coordinate with the firm providing construction materials quality assurance testing under separate
contract with the Owner.
• Maintain a file of quantities incorporated into the work, test reports, certifications, shop drawings and
submittals, and other appropriate information.
• Maintain a project diary which will contain information pertinent to each site visit. In performing
construction observation services,
Summary of Services:
The Lose team will endeavor to protect the Client and Owner against defects and deficiencies in the
work of the Contractor(s); but the Lose team cannot guarantee the performance of the Contractor(s),
nor be responsible for the actual supervision of construction operations or for the safety measures that
the Contractor(s) takes or should take. However, if at any time during construction the Lose team
observes that the Contractor's work does not comply with the construction contract documents, the
Lose team will notify the Contractor of such non-compliance and instruct him to correct the deficiency
and/or stop work, as appropriate for the situation. The Lose team will also record the observance, the
discussion, and the actions taken. If the Contractor continues without satisfactory corrective action, Lose
team representatives will notify the Client and Owner immediately, so that appropriate action under the
Owner's contract with the Contractor can be taken. 2.15 Project
Deliverables:
The following additional items will be submitted to the Client/Owner, or others as indicated, by Lose &
Associates:
1. Two copies of approved shop drawings/submittals from the Contractor.
2. One hard copy set of Record Drawings.
3. Electronic files as requested.
Contract Amendment No. 2
Fayetteville Regional Park Page 5 of 8
APPENDIX B CITY OF FAYETTEVILLE, FAYETTEVILLE REGIONAL PARK Phase 1- AMENDMENT 2
CONSTRUCTION PHASE SERVICES WORK TASK FEES SPREADSHEET
See attached spreadsheet for project hour for construction administration activities.
Contract Amendment No. 2
Fayetteville Regional Park Page 6 of 8
APPENDIX B — Hourly Rates
LOSE & ASSOCIATES, INC.
HOURLY RATE SCHEDULE (for use with all hourly agreements and for Additional
Services)
Professional Services Hourly Rate
Principal LA/President $185.00
Principal I/Vice President/E5 $198.00
Principal II/Vice President/E4 $163.00
Sr. Environmental Biologist/E3 $140.00
E2 $116.00
El $100.00
T-1 $ 81.00
C-2 $ 124.00
Consultant Architect $125.00
Electrical Engineer PM ..................... ............................
$150.00
Principal Civil, Division Director, President Emeritus/P2...........................................
$137.00
Senior Landscape Architect, Architect, and Engineer/P1.........................................
$108.00
Certified Park & Recreation Specialist......................................................................
$100.00
Engineer Specialist/ Project Coordinator, Electrical Designer ....................................
$ 90.00
Landscape Architect I, Architect I, Engineer I, Project Manager I ..............................
$ 90.00
T-2............................................................................................................................
$ 86.00
Landscape Architect II, Architect II, Engineer II, Project Manager II ..........................$
$ 80.00
Land Planner I, Intern Architect I, Engineer in Training I
GIS Specialist I, Assistant Graphic Designer I T-1 ................................................
$ 76.00
Land Planner II, Intern Architect II, Engineer in Training II
GIS Specialist II, Assistant Graphic Designer II .....................................................$
$ 70.00
Technician................................................................................................................
$ 65.00
CorporateController................................................................................................. $ 65.00
MarketingDirector......................................................................................... ....... $ 60.00
Assistant Accounts Manager, Administrative Assistant I ........................................... $ 45.00
Administrative Assistant II......................................................................................... $ 35.00
Contract Amendment No. 2
Fayetteville Regional Park Page 7 of 8
Reimbursable Expenses
Prints
Postage and Shipping
Copies
cost + 15%
cost + 15%
cost + 15%
NOTE: All the above -stated fees and expenses are to be billed monthly, and the invoices
are due and payable upon receipt.
Contract Amendment No. 2
Fayetteville Regional Park
Page 8 of 8
Fayetteville Regional Park Phase 1 Construction Administration
Fee Schedule
1. General Park
Fee
Administrative Cost
City. of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division: Parks & Recreation
201 5 Dept.: Parks & Recreation
Requestor: Alison Jumper
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Staff requests a change order #3 to the contract with Lose & Associates for construction administration related to the
Regional Park in the amount of $322,137.00 Contract 2304. PO 13-0491.
Adjustment Number
Total expense budget increase to Project 02002 is $105,137 with an increase in Greenspace revenue of $83,029.
COUNCIL DATE: 3/3/2015
LEGISTAR FILE ID#: 2015-0092
KeA/ wSpri er
2/20/2015 10:44 AM
Budget Director
TYPE:
DESCRIPTION:
GLDATE:
Date
RESOLUTION/ORDINANCE
I
POSTED:
/
v.20150102
TOTAL
64,296
64,296
Increase / (Decrease)
Project.Sub#
Account Number
Expense
Revenue
Project
Sub
AT
Account Name
2250.9255.5806.00
105,137
-
02002
.........
7000
---
. EX
Park Improvements
2250.0925.4419.02
-
83,029
02002
9600
RE
Greenspace Fees - SW
2250 9256 5314.00
(18,733)
13001
1
EX
Professional Services
---- - _- ---.. __
2250.0925.4419.02
-
(18,733)
13001
1
RE
Greenspace Fees - SW
2250.9255 5314.00
(10,812)
-
02013
1
EX
Professional Services
....__-
2250.9255.5314.00
(2,217)
-
02014
1
EX
Professional Services
2250.9255.5314.00
(9,079)
-
13001
1
EX
Professional Services
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