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Home My WebLink About90-17 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 90-17 File Number: 2017-0172 CH2M HILL ENGINEERS, INC.: A RESOLUTION TO APPROVE AN OUT -OF -SCOPE AGREEMENT WITH CH2M HILL ENGINEERS, INC. IN THE AMOUNT OF $19,998.00 FOR DESIGN REVISIONS TO THE ACCESS ROAD AND BERMS AT THE LAKE SEQUOYAH SEDIMENT REMOVAL PROJECT 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 an out -of -scope agreement with CH2M Hill Engineers, Inc., a copy of which is attached to this Resolution, in the amount of $19,998.00 for design revisions to the access road and berms at the Lake Sequoyah Sediment Removal Project. PASSED and APPROVED on 4/18/2017 Page 1 Attest: Sondra E. Smith, City r I n I L l I L V I L LF r S'kA NSP on 4119117 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0172 Agenda Date: 4/18/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 8 CH2M HILL ENGINEERS, INC.: A RESOLUTION TO APPROVE AN OUT -OF -SCOPE AGREEMENT WITH CH2M HILL ENGINEERS, INC. IN THE AMOUNT OF $19,998.00 FOR DESIGN REVISIONS TO THE ACCESS ROAD AND BERMS AT THE LAKE SEQUOYAH SEDIMENT REMOVAL PROJECT 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 an out -of -scope agreement with CH2M Hill Engineers, Inc., a copy of which is attached to this Resolution, in the amount of $19,998.00 for design revisions to the access road and berms at the Lake Sequoyah Sediment Removal Project. City of Fayetteville, Arkansas Page 1 Printed on 411912017 City of Fayetteville Staff Review Form 2017-0172 Legistar File ID 4,1'217 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Tim Nyander 3/31/2017 Utilities Director/ Utilities Department Submitted By Submitted Date Division / Department Action Recommendation: A RESOLUTION APPROVING AN OUT -OF -SCOPE AGREEMENT AGREEMENT WITH CH2M HILL ENGINEERS, INC. IN THE AMOUNT OF $19,998.00 FOR DESIGN REVISIONS TO THE ACCESS ROAD AND BERMS AT THE LAKE SEQUOYAH SEDIMENT REMOVAL PROJECT 5400.720.5600-5808.00 Account Number 17004.1 Budget -Impact: Water/Sewer Fund Lake Sequoyah Sediment Removal/Dredging Project Project Number Project Title Budgeted Item? Yes Current Budget $ 5031-242.00 Funds Obligated $ - Current Balance Does item have a cost? Yes Item Cost $ 19,998.00 Budget Adjustment Attached? No Budget Adjustment $ - Remaining Budget V20140710 Previous Ordinance or Resolution # 41-17 Original Contract Number: Approval Date: Comments: CITY OF 17ayV� TO: Mayor and City Council THRU: Don Marr, Chief of Staff Tim Nyander, Utilities Director CITY COUNCIL AGENDA MEMO FROM: Jim Beavers, P.E. Utilities Engineer DATE: March 31, 2017 SUBJECT: Resolution approving an Out of Scope Letter Agreement with CH2M for the engineering services to provide plan changes for the Lake Sequoyah Basin 3 Site Development Plan (Sediment Removal Project) access road and berms. RECOMMENDATION: Staff recommends a Resolution approving an Out of Scope Letter Agreement for design revisions to the access road and berms -at the Lake Sequoyah Sediment Removal Project in the amount of $19,998.00. BACKGROUND: CH2M has designed the Lake Sequoyah Basin 3 Site Development Plan. The City has requested changes to the plans and specifications to permit the City to bid the project. The proposed changes include separating the access road and the berms and to utilize City of Fayetteville documents. DISCUSSION: Please see attached Out of Scope Letter Agreement, including Attachment A. BUDGET/STAFF IMPACT: Budgeted funds are available in the Lake Sequoyah Sediment -Removal Project. ATTACHMENTS: Staff Review Form Out of Scope Letter Agreement dated March 21, 2017 Attachment A Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 chzme, March 21, 2017 Tim Nyander City of Fayetteville 113 West Mountain Street Fayetteville, AR 72701 CH2M >i9.14 56i? Subject: Out of Scope Letter Agreement for Revisions to Lake Sequoyah Basin 3 Site Development Design Dear Tim: As previously discussed, the City of Fayetteville wishes for Operations Management International, Inc.'s (CH2M's) affiliate CH2M HILL Engineers, Inc. to provide professional engineering services related to Lake Sequoyah Basin 3 Site Development Design. CH2M and the City of Fayetteville mutually agree CH2M will provide the following out of scope services: Scope of services: Professional Engineering Services as fully described in Attachment A Period of performance: As detailed in Attachment A Price of services: The price of services is a Lump Sum of $19,998 and will be billed monthly on a percent complete basis Payment terms: Due upon receipt of CH2M HILL's invoice and payable within thirty (30) calendar days as per Section 5.2 of our Agreement. Additional Terms: The additional terms set forth below shall supplement the terms and conditions of the Agreement for Operations for this specific Out of Scope (OOS) Agreement only: CH2M shall indemnify the City of Fayetteville for damages, injury, or loss which may arise from CH2M's negligent acts under this OOS Agreement, to the proportion such t Page 2 Out of Scope Letter Agreement Revisions negligent act contributed to the damages, injury, or loss, whether such negligent act be by CH2M or by a subcontractor of CH2M. All other terms and conditions of the Agreement dated December 15, 2009, between CH2M HILL and The City of Fayetteville, including all amendments, will remain in full force and effect. CH2M appreciates the opportunity to provide additional services to the City of Fayetteville. Sincerely, Steven Carpenter Manager of Projects Both parties indicate their approval of the above-described services by their signature below. Authorized CH2M HILL: Author' d City of Fayetteville, Arkansas _ J Name: Steve Carpenter Senior Designated Manager Date: 3/21/2017 Jordan Title: Mayor Date: 4- (2) - � "i ATTACHMENT A CH2M Tulsa 0' S BoStn CAZMO Siata ..'C' 9i8 SF3.=L:;7 Jim Beavers, P.E. Utility Engineer City of Fayetteville Public Works Department 113 West Mountain Street Fayetteville, AR 72701 March 15, 2017 Subject: Revisions to Lake Sequoyah Basin 3 Site Development Design Dear Jim, CH2M HILL Engineers, Inc. (CH2M) is pleased to submit this proposal to provide professional engineering services for the above referenced project. This proposal defines CH2M's scope of services, schedule, and compensation for the project. As we previously discussed, the_work will be completed under our existing Agreement for Operations, Maintenance and Management Services between the City of Fayetteville, Arkansas and CH2M Hill Engineers, Inc. dated 15th December 2009. Project Description Lake Sequoyah was constructed in 1961 by the City of Fayetteville. The original primary purpose for the lake was as a supplemental municipal water source. For many years, however, Lake Sequoyah has largely been a source of recreational fishing, small boating, and lakeshore hiking for the surrounding community. A vast amount of sediment from the Main Fork and Middle Fork of the White River has accumulated within the lake, instead of being deposited in Beaver Lake several miles downstream. This is a significant benefit accrued by the community and local water environment. As a result of this large sediment accumulation, many of the long-term uses of the lake have been compromised or reduced, including the ability of the lake to accumulate additional sediment. This sediment accumulation also contains a large amount of sediment -bound phosphorus which has been effectively sequestered from entering Beaver Lake as well. With these conditions in mind, the City of Fayetteville intends to annually remove portions of the large volume of sediment via hydraulic dredging. CH2M previously designed the upland facility, including both a sediment dewater basin (Basin 3) and the access road that would allow the City of Fayetteville to hydraulically dredge Lake Sequoyah. The sediment removal operation consists of pumping the sediments to the basin for dewatering, dewatering the sediments, managing the carriage water, and moving the dewatered sediment offsite. Under this Scope of Work, CH2M will split this site development design in two parts, one for the access road construction and a second for the dewatering basin construction. The resulting two designs will use City of Fayetteville standard front end documents, and standard technical specifications. They will be supplemented with special provisions, if needed. The proposed scope consists of: 0 Task 1— Design Revisions • Task 2 — Procurement Assistance • Task 3 — Project Management These tasks are discussed in more detail below. Scope of Services The following section describes the extent of the efforts anticipated. CH2M assumes the City of Fayetteville (City) will authorize all tasks upon issuance of the notice to proceed. Task 1— Design Revisions Under this task, CH2M will perform the following revisions to the current design: • Update existing site conditions to reflect fall 2016 bridge construction. • Update erosion control features to reflect existing conditions. • Split the site development design in two parts: access road and dewatering basin. • Access road construction documents o Update design to use City of Fayetteville standard front end documents. o Update design to use City of Fayetteville standard technical specifications. o Supplement specifications with special provisions, if needed. • Dewatering basin construction documents o Update design to use City of Fayetteville standard front end documents. o Update design to use City of Fayetteville standard technical specifications. o Supplement specifications with special provisions, if needed. Assumptions • Changes to the design(s) will be limited to those listed above. Deliverables • Electronic (.pdf) copy of Lake Sequoyah Basin 3 Access Road Design Documents • -Electronic (.pdf) copy of Lake Sequoyah Basin 3 Design Documents Task 2 — Procurement Assistance CH2M will assist the City on an as needed basis during procurement of the construction contracts for the Basin 3 Site Development, providing responses to contractor's questions, should they be requested. Assumptions Fifty-six engineering hours have been allotted for each of the two designs, to be used as directed by the City. Deliverables • Responses to contractors questions, as requested. Task 3 — Project Management Project coordination and management will take place through a combination of status reporting and regular phone and e-mail communications with key project personnel. The project team will review project management protocols, discuss deliverables and the project schedule, and address project concerns throughout the project duration. CH2M will be responsible for submitting monthly invoices and accompanying status reports. One kick-off conference call (up to 2 hours in duration) will be conducted prior to the start of Task 1. This conference call will include key personnel from both the CH2M team and City staff and will review project scope and communication plans, and identify a tentative schedule of activities. The scope does not currently include additional progress meetings, workshops, or site visits. CH2M will develop a Project Management Plan appropriate for the size of this project, which will include: Project Instructions. The project instructions shall have defined client and CH2M project organization, communication, project cost control procedures, document control, health and safety considerations, change management and other project management requirements. Assumptions • One kick-off conference call (up to 2 hours in duration) will occur prior to the start of Task 1. Deliverables • Monthly progress report and invoice. Preliminary Schedule The revisions to the Basin 3 Access Road Design will be completed within 45 days of receiving Notice to Proceed (NTP). The Basin 3 Site Design will be completed within -90 days of receiving NTP, along with the Basis of Design Report. Procurement assistance is anticipated to occur with one year of NTP. Table 1. Schedule Task Deliverable (Format) Due Date Contract Development Task Order Award (Notice to Proceed) April 11t, 2017 Task 1- Design Revisions 1. Lake Sequoyah Basin 3 Access Road June 111, 2017 Design Documents (.pdf) 2. Lake Sequoyah Basin 3 Design July 1st, 2017 Documents (.pdf) Task 2- Procurement Assistance Responses to contractors questions, as Duration of Project/as needed needed (email) _.........._.._......._............. 111 of each month Task 3- Project Management Monthly Progress Report and invoice (email) Compensation Compensation for the Scope of Services herein shall be on a Lump Sum Basis. CH21VI will not exceed the amount of $19,998 without prior written approval from the City. Table 1 provides the cost associated with each individual task. Table 2. Cost Breakdown by Task Task Total Task 1 Design Revisions $10,568 Task 2 Procurement Assistance $ 5,426 Task 3 Project Management $ 4,004 Total $19,998 CH2M will invoice the City not more frequent than monthly for payment for services completed within the billing period. Accompanying each invoice shall be a brief progress report describing the work accomplished in the period and identification of challenges that may affect the agreed-upon schedule or cost of the project. Thank you for the opportunity to submit this proposal for engineering services. Please do not hesitate to call Miranda Cruttenden at (918) 921-6053 with questions, or to request additional information. Sincerely, CH21VI HILL Engineers, Inc. Miranda Cruttenden, Project Manager Lars Ostervold, P.E. Supervising Engineer c: Rachel Blue/CH2M Dan Plomb/CH2M 4