HomeMy WebLinkAbout256-17 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 256-17
File Number: 2017-0653
MCCLELLAND CONSULTING ENGINEERS, INC.:
A RESOLUTION TO APPROVE A CONTRACT WITH MCCLELLAND CONSULTING ENGINEERS,
INC. IN THE AMOUNT OF $15,200.00 FOR TESTING AND SURVEYING SERVICES
ASSOCIATED WITH THE CONSTRUCTION OF THE LAKE SEQUOYAH BASIN 3 ACCESS ROAD
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 authorizes Mayor Jordan
to sign a contract with McClelland Consulting Engineers, Inc. in the amount of $15,200.00 for testing
and surveying services associated with the construction of the Lake Sequoyah Basin 3 Access Road project.
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.
PASSED and APPROVED on 12/5/2017
Attest:
"4
Sondra E. Smith, City Clerk Treas.Wq>j 1 fill,,/
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Page 1 Printed on 1216117
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2017-0653
Agenda Date: 12/5/2017 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 11
MCCLELLAND CONSULTING ENGINEERS, INC.:
A RESOLUTION TO APPROVE A CONTRACT WITH MCCLELLAND CONSULTING
ENGINEERS, INC. IN THE AMOUNT OF $15,200.00 FOR TESTING AND SURVEYING SERVICES
ASSOCIATED WITH THE CONSTRUCTION OF THE LAKE SEQUOYAH BASIN 3 ACCESS ROAD
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 authorizes Mayor Jordan to sign a
contract with McClelland Consulting Engineers, Inc. in the amount of $15,200.00 for testing and surveying
services associated with the construction of the Lake Sequoyah Basin 3 Access Road project.
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.
City of Fayetteville, Arkansas Page 1 Printed on 1216/2017
City of Fayetteville Staff Review Form
2017-0653
Legistar File ID
12/5/2017
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Tim Nyander 11/8/2017
Submitted By Submitted Date
Action Recommendation:
Utilities Director /
Utilities Department
Division / Department
Staff recommends approval of a testing and surveying services contract with McClelland Consulting Engineers
(MCE) in the amount of $15,200.00 for specified Owner furnished materials testing and surveys required for the
construction of Bid 17-56 Construction, Lake Sequoyah Basin 3 Access Road, and approval of a budget adjustment.
5400.720.5600-5314.00
Account Number
17004.1
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Previous Ordinance or Resolution #
Original Contract Number:
Comments:
Budget Impact:
Water & Sewer
Fund
Lake Sequoyah Sediment Removal/Dredging
Project Title
Current Budget $ 503,242.00
Funds Obligated $ 499,620.70
Current Balance $ 3,621.30
Item Cost $ 15,200.00
Budget Adjustment $ 11,579.00
Remaining Budget $ 0.30
Approval Date:
V20140710
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF DECEMBER 5, 2017
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Water & Sewer Committee
FROM: Tim Nyander, Utilities Director
DATE: November 7, 2017
CITY COUNCIL MEMO
SUBJECT: Testing and surveying services contract with McClelland Consulting
Engineers (MCE) in the amount of $15,200.00 and approval of a budget
adjustment
RECOMMENDATION:
Staff recommends approval of a testing and surveying services contract with McClelland
Consulting Engineers (MCE) in the amount of $15,200.00 for specified Owner furnished
materials testing and surveys required for the construction of Bid 17-56 Construction, Lake
Sequoyah Basin 3 Access Road, and approval of a budget adjustment.
BACKGROUND:
The Lake Sequoyah Basin 3 Access Road will provide the access road connecting State
Highway 16E near Van Hoose Lane across two previously installed access bridges on City
Property to the site of the proposed year 2018 dredging berms and geopools.
DISCUSSION:
This request is for the specified Owner furnished materials testing and surveys required for the
construction of the Lake Sequoyah dredging project. The construction contract for Bid 17-56
Construction, Lake Sequoyah Basin 3 Access Road, is a separate Agenda request also
scheduled for the December 5, 2017 City Council meeting.
BUDGET/STAFF IMPACT:
Funds will be moved from Wastewater Treatment, Water Quality Improvements to the Lake
Sequoyah Sediment Removal/Dredging project.
Attachments:
Agreement
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
McCLELLAN
CONSULTING
NEE�D
ENGINEERS, INC.
October 23, 2017
City of Fayetteville
Engineering Division
125 W. Mountain Street
Fayetteville, Arkansas 72701
ATTN: Mr. Jim Beavers, P.E.
City of Fayetteville Utilities Engineer
1810 N. College Avenue
P.O. Box 1229
Fayetteville, AR 73703/72702-1229
479-443-2377/Fax 479-443-9241
RE; Proposal for Services During Construction
Construction Materials Testing and Construction Layout/Survey
Lake Sequoyah Basin 3 Access Road
Fayetteville, Arkansas
Dear Mr. Beavers,
www.mce.us.com
We are pleased to present our proposal combined services during construction to include
construction materials and construction layout/survey relevant to the planned Lake Sequoyah
Basin 3 Access Road project in Fayetteville, Arkansas. Description of construction materials
testing services are provided on pages 1 and 2 of this document, while construction
layout/survey services are detailed on pages 3 and 4.
The following information is presented for your consideration and is aimed at assisting in the
formation of your project budget with regards to construction materials testing.
Proof- Rol l/Subgrade Observation: Subtotal = $1,500.00
Soil and Base Density Testing: Subtotal = $4,800.00
y Estimated Engineering Consulting Hours: Subtotal = $1,500.00
Based on the assumptions detailed in the forgoing proposal, we can provide construction
materials testing on this project for a Not -to -Exceed Without Approval fee of $7,800.00.
The information on the following pages provides further detail regarding the anticipated testing
scope on the project which includes number of trips for each service, time spent onsite for each
service, and other assumptions which were integral in arriving at the estimated fee amount.
Based on the provided current construction plans and our general understanding of the project,
the project scope is to consist of new construction of a gravel access road with an approximate
length of 1,500 linear feet. The road subgrade section is understood to consist of B -Stone,
select fill, and Class 7 base course material.
Based on our understanding of the project and the provided information, testing is anticipated to
consist of proof -roll observations/subgrade recommendations and soil and base density testing.
Mr. Jim Beavers, P.E.
City of Fayetteville Engineering Division
October 23, 2017
Page 2
To better your understanding of our associated fees, we presented an estimated per -trip price
for the services we anticipate providing on this project. The provided per -trip prices assume the
following factors:
❖ A geotechnical engineer or engineering technician spending one (1) hour onsite for
proof -roll observation and subgrade recommendations for the relevant road length
A certified technician spending one (1) hour onsite for each soil and/or base density
testing trip.
o Three (3) density tests being conducted each trip
❖ A Geotechnical Engineer / Laboratory Supervisor spending ten (10) hours reviewing
plans and submittals and providing consulting services during the project
We have also assumed that the project duration will be approximately three (3) months for the
access road construction. From the assumptions and project details referenced above, we
estimated the following per -trip prices and subtotals for each service anticipated being required:
Proof -Roll Observation:
❖ Access Road — 6 trips
■ Subtotal: $1,500.00
Soil and Base Density Testing:
•:• Access Road Select Fill Material — 12 trips
❖ Access Road Base Course Material — 12 trips
• Subtotal: $4,800.00
Estimated Engineering Consulting Hours:
❖ Geotechnical Engineer / CMT Supervisor — 15 hours
• Subtotal: $1,500.00
$250.00 per trip
$200.00 per trip
Our estimated number of trips for each testing service is based on our review of the provided
project documents and from experience on projects in the area with similar scope and size. Our
fees are directly related to the amount of trips made for each service and time spent onsite. If
the project scope varies after submittal of this document and prior to construction, please allow
for the review/revision of this document.
Mr. Jim Beavers, P.E.
City of Fayetteville Engineering Division
October 23, 2017
Page 3
As requested, we are also presenting herewith a proposed engineering services contract
between McClelland Consulting Engineers, Inc., hereinafter referred to as the ENGINEER, and
the City of Fayetteville, hereinafter referred to as the OWNER, which is associated with the
provision of professional services as defined in Article 1, and for the consideration defined in
Article 2 hereinafter.
The OWNER would like for the ENGINEER to conduct construction layout and survey services
for the proposed Lake Sequoyah Basin 3 Access Road in Fayetteville, Arkansas.
The ENGINEER will complete the tasks as outlined in Article 1.
ARTICLE 1
Task 1 -Construction layout and surveying services.
ENGINEER will:
• Establish survey control for the project.
• Layout graded centerline points for the proposed road centerline.
• Conduct as built survey of constructed road.
• Conduct survey services for quantity verification.
ARTICLE 2
Task 1 — Construction layout and surveylnq services.
• Payment for the above referenced construction layout and surveying services on
this project will a Not -to -Exceed Without Approval fee of $7,400.00. Payments shall
be made in monthly installments as construction project progresses.
ARTICLE 3
It is understood that time is of essence and that the ENGINEER shall endeavor to plan and
provide his services in a timely manner.
ARTICLE 4
It is further mutually agreed by the parties hereto:
• That the OWNER shall make available to the ENGINEER all technical data in the
OWNER's possession including maps and other information required by the ENGINEER and
relating to his work.
• That, the ENGINEER shall maintain a level of competency presently maintained by other
practicing professional surveyors in the same type of work for the professional and technical
soundness and accuracy of all drawings, and other work and materials furnished under this
Agreement.
Mr. Jim Beavers, P.E.
City of Fayetteville Engineering Division
October 23, 2017
Page 4
• All documents including drawings, specifications, estimates, field notes and other data
pertaining to the work or to the project shall become the property of the OWNER.
• That the OWNER may, from time to time, request changes in the scope of the services
of the ENGINEER to be performed hereunder. Such changes, including any increase or
decrease in the amount of the ENGINEER'S compensation, which are mutually agreed upon by
and between the OWNER and the ENGINEER, shall be incorporated in written amendments to
this Agreement.
• Payment for professional services provided by the ENGINEER are due within 30 days of
invoice receipt.
• All documents including drawings, specifications, estimates, field notes, and other data
pertaining to the work or to the Project shall become the property of the OWNER. The OWNER
shall not be restricted in the subsequent use of the design, design documents, or ideas
incorporated in the work. However, the ENGINEER shall bear no responsibility for such reuse of
the design unless specifically agreed to in writing.
We appreciate the opportunity to submit this proposal for construction materials testing relevant
to the Lake Sequoyah Basin 3 Access Road Project in Fayetteville, Arkansas. Please contact
us with any questions or concerns that you might have regarding the information contained in
this proposal.
By signing below, an executed agreement will be enacted to engage construction materials
testing and construction layout/survey services on the project for a total Not -to -Exceed Without
Approval Amount of $15,200.00.
IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor,
and ENGINEER, by its authorized officer have made and executed this Agreement as of the day
and year first above written.
ATTEST:
I _
McClelland Consulting rngineers, Inc.
By:
City Clerk
Title:_ .�" A,4,e.-,z,(e,
I RE A,9
.• �;' �'{ CSF '•°'�'�.
e
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 WATER SEWER (720)
2017
Requestor: Cheryl Partain
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
A BA is needed within the Lake Sequoyah Sediment Removal/Dredging project for the construction materials testing
and surveying services associated with the Bid 17-56 Construction, Lake Sequoyah Basin 3 Access Road. The
construction project includes building a road to access the dredging site at Lake Sequoyah.
RESOLUTION/ORDINANCE
COUNCIL DATE:
LEGISTAR FILE ID#:
12/5/2017
2017-0653
3 cwbcwcv FeU/
11/9/2017 11:48 AM
Budget Director
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
Date
TOTAL
Account Number
_
Increase / (Decrease)
Expense Revenue
Pr6ect.Subil
Project Sub
AT
v.20170707
Account Name
5400.720.5600-5314.00
15,200
17004
1
EX
Professional Services - :
5400.720.5600-5808.00
(3,029)
17004
1
EX
Water Line Improvements - Water Line Irr
5400.720.5600-5301.00
(592)
17004
1
EX
Public Notification - :
5400.730.5800-5818.00
(11,579)
13018
1
EX
Wastewater Treatment Plant - Improvemi
C:\Users\losmith\AppData\Roaming\L5\Temp\f9bbaf48-9ee1-4a5f-8287-619cee482eIf 1 of 1
Tim Nyander
McClelland Consulting Engineers, Inc.
Agreement No. 1
City of Fayetteville Staff Review Form
MiJUffiI-f � 7
Legistar File ID
N/A
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
9/21/2018
WATER SEWER (720)
Submitted By Submitted Date Division / Department
Action Recommendation:
Staff recommends the approval of Supplemental Agreement No. 1 to the contract with McClelland Consulting
Engineers, Inc. to increase the not -to -exceed contract amount by $3,876.51, from $15,200.00 to 19,076.51, for
additional surveying services performed on the Lake Sequoyah Access Road Construction project.
5400.720.5600-5314.00
Account Number
17004.1
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Purchase Order Number:
Change Order Number:
Original Contract Number:
Comments:
Budget Impact:
2017-00000774
H
Water and Sewer
Lake Sequoyah Sediment Removal/Dredging
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 1,001,713.00
$ 5891695.39
$ 412,017.61
$ 3,876.51
$ 408,141.14
Previous Ordinance or Resolution # 256-17
Approval Date:
V20180321
J
CITY OF
FAYETTEVILLE
ARKANSAS
TO: Mayor Lioneld Jordan
THRU: Don Marr, Chief of Staff
FROM: Tim Nyander, Utilities Director
DATE: September 19, 2018
STAFF MEMO
SUBJECT: Approval of Supplemental Agreement 1 with McClelland Consulting
Engineers for the Lake Sequoyah Basin # 3 access Road construction
surveying and testing services
RECOMMENDATION:
Staff recommends the approval of Supplemental Agreement No. 1 to increase the existing
contract with McClelland Consulting Engineers (MCE) from $15,200.00 to $19,076.51.
BACKGROUND: _
The City of Fayetteville entered into an Agreement for Professional Engineering Services
including construction surveying and material testing with McClelland Consulting Engineers by
Resolution 256-17 dated December 5, 2017.
DISCUSSION:
The contract with MCE supported the City's construction of the access road and containment
berms for the Lake Sequoyah Dredging Project.
Additional surveying costs due to increasing the scope of construction (containment berms).
BUDGET/STAFF IMPACT:
Funds are available in Lake Sequoyah Sediment RemovaltDredging project.
Attachments:
Proposed Supplemental Agreement No. 1
Request for Change Order No. 1 and Associated Invoice
Resolution 256-17
Mailing Address:
113 W. Mountain Street www.fayetteville-argov
Fayetteville, AR 72701
Supplemental Agreement No. 1
Date: 9-19-2018
Whereas, the City of Fayetteville, Arkansas (Owner) and McClelland Consultine.Enaineers, Inc.
(Engineer) entered into an Agreement for Professional Engineering Services (Agreement) per
Resolution 257-17on.December 5, 2017 and,
Whereas, the City of Fayetteville has requested that the Engineer perform additional services
outside the scope of the Agreement.
Now therefore, the following modifications will be made to the Agreement to include the
additional services requested:
Modifications:
1. The maximum not -to -exceed amount is increased from $15200.00 to 19 076.51.
2. The request for Change Order #1 and associated invoice for the relevant services are
provided as an enclosure to this document.
In witness whereof, the parties execute this Supplemental Agreement No. 1, to be effective on
the date executed by the Mayor, City of Fayetteville and as noted above.
(Engineer) City of Fayet4le, Arkansas
Steven J. Head, P.E.
Mayor Lioneid)z0an
1
#
DESIGNED TO SERVE
August 30, 2018
City of Fayetteville
Engineering Division
113 W. Mountain St.
Fayetteville, Arkansas 72701
ATTN: Mr. Jim Beavers
1810 N. College Avenue
P.O. Box 1229
Fayeffeville, AR 7370X72702-1229
479-443-23771Fax 479443-9241
RE: Construction Materials Testing and Survey
Request for Change Order #1
Lake Sequoyah Basin 3 Access Road - Fayetteville, Arkansas
Dear Mr. Beavers,
;'J5WA ,ur rzA 3[.r IIf
We are herewith providing formal request for Change Order #1 to our original agreement dated
October 23, 2017 for Construction Materials Testing and Survey Services for the Lake
Sequoyah Basin 3 Access Road project in Fayetteville, Arkansas.
To date McClelland Consulting Engineer has invoiced $15,195.26 of the $15,200.00 from the
original contract amount. The remaining balance of $4.74 will be included in the final project
invoice.
At this time, we wish to submit Invoice 173348-005 as provided with this document. The
processing of this invoice will result in a Change Order #1 to our current contract in the amount
of $3,876.51.
We appreciate the opportunity to submit this Change Order #1 request relevant to the Lake
Sequoyah Basin 3 Access Road Project in Fayetteville, Arkansas. Please contact us with any
questions or concerns that you might have regarding the information contained in this proposal.
Sincerely,
-IM.ri/.fj�'_�11
Head,Sfeven J.
Geotechnical
Enclosures: Invoice 173348-005 dated August 301h, 2018
McClelland Consulting Engineers, Inc. is hereby authorized to proceed in accordance with the
precedinclkhame Order #1 request.
Name // Titltf / I Date
XEEMCCLELLAND PO Box 34087
M �•�+ Little Rock, Arkansas 72203-4087
CONSULTING 479-443-2377
ENGINEERS, INC. wvrw.c cow,
INVOICE
August 30, 2018
Jim Beavers, P.E.
Attn: City of Fayetteville - Engineering Divi
113 W. Mountain Street
Fayetteville, AR 72701
jbeavers@f ayettev i I I e-ar.gov
PROJECT: LAKE SEQUOYAH BASIN 3 ACCESS ROAD
Services Rendered
Survey Crew -2 Man
Survey Technician II
Registered Land Surveyor IV
Test Numbers
Approved By<�
Steven J. Head, PE
Geotechnical Engineer
Job No. 173348
Invoice No. 173348-005
Please Remit to:
McClelland Consulting Engineers, Inc.
P.O. Box 34087
Little Rock, Arkansas 72203
FINAL INVOICE
{INCLUDING CHANGE ORDER #1}
Services Thru: 7/1/2018 to 7/31/2018
Quantity Unit Price Amount
16.00 Hours $160.00 Per Hour $ 2,580.00
3.25 Hours $70.00 Per Hour $ 227.50
8.75 Hours $125.00 Per Hour $ 1,093.75
Current Charges $ 3,881.25
1
McClelland Consulting Engineers, Inc. - "Best Engineering Firm"
Arkansas Business 2016 and 2017 Award Recipient
LAAdminl1nvoices12017 Invoice Billing1FY173348 Lake Sequoyah Basin 3 Access Road1FY173348
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 256-17
File Number: 2017-0653
MCCLELLAND CONSULTING ENGINEERS, INC.:
A RESOLUTION TO APPROVE A CONTRACT WITH MCCLELLAND CONSULTING ENGINEERS,
INC. IN THE AMOUNT OF $15,200.00 FOR TESTING AND SURVEYING SERVICES
ASSOCIATED WITH THE CONSTRUCTION OF THE LAKE SEQUOYAH BASIN 3 ACCESS ROAD
PROJECT, AND TO APPROVE A BUDGET ADJUSTMENT
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVZLLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan
to sign a contract with McClelland Consulting Engineers, Inc. in the amount of $15,200.00 for testing
and surveying services associated with the construction of the Lake Sequoyah Basin 3 Access Road project.
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.
PASSED and APPROVED on 12!5/2017
Attest:
Sondra E. Smith, City Clerk
E 01:AYETT[V4Ll i:;'�3
r • •�
Fags ! PrInted on 12AW7
City of Fayetteville, Arkansas 113 West Mountainstmet
Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2017-0653
Agenda Lute: 1 2/5120 1 7 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Humber: A. 11
MCCLELLAND CONSULTING ENGINEERS, INC.:
A RESOLUTION TO APPROVE A CONTRACT WITH MCCLELLAND CONSULTING
ENGINEERS, INC. IN THE AMOUNT OF $15,200.00 FOR TESTING AND SURVEYING SERVICES
ASSOCIATED WITH THE CONSTRUCTION OF THE LAKE SEQUOYAH BASIN 3 ACCESS ROAD
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 authorizes Mayor Jordan to sign a
contract with McClelland Consulting Engineers, Inc. in the amount of $15,200.00 for testing and surveying
services associated with the,eonstruction of the Lake Sequoyah Basin 3 Access Road project.
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.
Clry of Fayeft)Wlle, Aj*ansaa page 7 Primed on 12WO17
City of Fayetteville Staff Review Form
2017-0653
Legistar Fite ID
12/5/2017
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Tim Nyander 11/8/2017
Submitted By Submitted Date
Action Recommendation:
I
Utilities Director /
Utilities Department
Department
Staff recommends approval of a testing and surveying services contract with McClelland Consulting Engineers
(MCE) in the amount of $15,200.00 for specified Owner furnished materials testing and surveys required for the
construction of Bid 17-S6'Construction, Lake Sequoyah Basin 3 Access Road, and approval of a budget adjustment.
5400.720,5600-S314.00
Account Number
EKIIS
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Budget Impact:
Water & Sewer
Fund
Lake Sequoyah Sediment Removal/Dredging
Project Title
Current Budget $ 503,242.00
Funds Obligated $ 499,620.70
Current Balance [ $ 3,621.30
Item Cost $ 15,200.00
Budget Adjustment
Remaining Budget
$ 11,579.00
$ 0.30
V20140710
Previous Ordinance or Resolution #
Original Contract Number;
Comments:
Approval Date:
Ii
CITY OF
FAYETTEVIL.LE
ARKANSAS
MEETING OF DECEMBER 5, 2017
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
Water & Sewer Committee
FROM: Tim Nyander, Utilities Director
DATE: November 7, 2017
CITY COUNCIL MEMO
SUBJECT: Testing and surveying services contract with McClelland Consulting
Engineers'(MCE) in the amount of $15,200.00 and approval of a budget
adjustment
RECOMMENDATION:
Staff recommends approval of a testing and surveying services contract with McClelland
Consulting Engineers (MCE) in the amount of $15,200.00 for specified Owner furnished
materials testing and surreys required for the construction of Bid 17-56 Construction, Lake
Sequoyah Basin 3 Access Road, and approval of a budget adjustment.
BACKGROUND:
The Lake Sequoyah Basin 3 Access Road will provide the access road connecting State
Highway 16E near Van Hoose Lane across two previously installed access bridges on City
Property to the site of the proposed year 2018 dredging berms and geopools.
DISCUSSION:
This request is for the specified Owner furnished materials testing and surveys required for the
construction of the Lake Sequoyah dredging project. The construction contract for Bid 17-56
Construction, Lake Sequoyah Basin 3 Access Road, is a separate Agenda request also
scheduled for the December 5, 2017 City Council meeting.
BUDGETISTAFF IMPACT:
Funds will be moved from Wastewater Treatment, Water Quality Improvements to the Lake
Sequoyah Sediment Removal/Dredging project.
Attachments:
Agreement
Mailing Address:
113 W. Mountain Street
Fayetteville, AR 72701
www.fayetteville-ar.gov
McCLELLAND
lslrfm�
CONSULTING
ENGINEERS, INC.
October 23, 2017
City of Fayetteville
Engineering Division
125 W. Mountain Street
Fayetteville, Arkansas 72701
ATTN: Mr. Jim Beavers, P.E.
City of Fayetteville Utilities Engineer
1810 N. College Avenue
P.O. Box 1229
Fayetteville, AR 73703172702-1229
479-443-23771Fax 479-443-9241
RE:. Proposal for Services During Construction
Construction Materials Testing and Construction Layout/Survey
Lake Sequoyah Basin 3 Access Road
Fayetteville, Arkansas
Dear Mr. Beavers,
www.mce.us.com
We are pleased to present our proposal combined services during construction to include
construction materials and construction layouttsurvey relevant to the planned Lake Sequoyah
Basin 3 Access Road project in Fayetteville, Arkansas. Description of construction materials
testing services are provided on pages 1 and 2 of this document, while construction
layout/survey services are detailed on pages 3 and 4.
The following information is presented for your consideration and is aimed at assisting in the
formation of your project budget with regards to construction materials testing.
➢ Proof-Roll/Subgrade Observation: Subtotal = $1,500.00
A Soil and Base Density Testing: Subtotal = $4,800.00
➢ Estimated Engineering Consulting Hours: Subtotal = $1,500.00
Based on the assumptions detailed in the forgoing proposal, we can provide construction
materials testing on this project for a Not -to -Exceed Without Approval fee of $7,800.00.
The information on the following pages provides further detail regarding the anticipated testing
scope on the project which includes number of trips for each service, time spent onsite for each
service, and other assumptions which were integral in arriving at the estimated fee amount.
Based on the provided current construction plans and our general understanding of the project,
the project scope is to consist of new construction of a gravel access road with an approximate
length of 1,500 linear feet. The road Subgrade section is understood to consist of B -Stone,
select fill, and Class 7 base course material.
Based on our understanding of the project and the provided information, testing is anticipated to
consist of proof -roll observations/subgrade recommendations and soil and base density testing.
Mr. Jim Beavers, P.E.
City of Fayetteville Engineering Division
October 23, 2017
Page 2
To better your understanding of our associated fees, we presented an estimated per -trip price
for the services we anticipate providing on this project. The provided per -trip prices assume the
following factors:
❖ A geotechnical engineer or engineering technician spending one (1) hour onsite for
proof -roll observation and subgrade recommendations for the relevant road length
A certified technician spending one (i) hour onsite for each soil and/or base density
testing trip.
o Three (3) density tests being conducted each trip
•3 A Geotechnical Engineer/ Laboratory Supervisor spending ten (10) hours reviewing
plans and submittals and providing consulting services during the project
We have also assumed that the project duration will be approximately three (3) months for the
access road construction. From the assumptions and project details referenced above, we
estimated the following per -trip prices and subtotals for each service anticipated being required:
Proof -Roll Observation:
❖ Access Road — 6 trips
Subtotal: $1,500.00
Soil and Base Density Testing:
s• Access Road Select Fill Material — 12 trips
Access Road Base Course Material — 12 trips
• Subtotal: $4,800.00
Estimated Enaineering Consdt in Hours:
❖ Geotechnical Engineer/ CMT Supervisor— 15 hours
• Subtotal: $1,500.00
$250.00 per trip
$200.00 per trip
Our estimated number of trips for each testing service is based on our review of the provided
project documents and from experience on projects in the area with similar scope and size. Our
fees are directly related to the amount of trips made for each service and time spent onsite. If
the project scope varies after submittal of this document and prior to construction, please allow
for the review/revision of this document.
Mr. Jim Beavers, P.E.
City of Fayetteville Engineering Division
October 23, 2017
Page 3
As requested, we are also presenting herewith a proposed engineering services contract
between McClelland Consulting Engineers, Inc., hereinafter referred to as the ENGINEER, and
the City of Fayetteville, hereinafter referred to as the OWNER, which is associated with the
provision of professional services as defined in Article 1, and for the consideration defined in
Article 2 hereinafter.
The OWNER would like for the ENGINEER to conduct construction layout and survey services
for the proposed take Sequoyah Basin 3 Access Road in Fayetteville, Arkansas.
The ENGINEER will complete the tasks as outlined in Article 1.
ARTICLE 1
Task 1 -Construction lavaut and surveying services.
ENGINEER will:
• Establish survey control for the project.
• Layout graded centerline points for the proposed road centerline.
• Conduct as built survey of constructed road.
• Conduct survey services for quantity verification.
ARTICLE 2
Task 1 — Construction layout and surveying services.
• Payment for the above referenced construction layout and surveying services on
this project will a Not -to -Exceed Without Approval fee of $7,400.00. Payments shall
be made in monthly installments as construction project progresses.
ARTICLE 3
It is understood that time is of essence and that the ENGINEER shall endeavor to plan and
provide his services in a timely manner.
ARTICLE 4
It is further mutually agreed by the parties hereto:
• That the OWNER shall make available to the ENGINEER all technical data in the
OWNER's possession including maps and other information required by the ENGINEER and
relating to his work.
• That, the ENGINEER shall maintain a level of competency presently maintained by other
practicing professional surveyors in the same type of work for the professional and technical
soundness and accuracy of all drawings, and other work and materials furnished under this
Agreement.
Mr. Jim Beavers, P.E.
City of Fayetteville Engineering Division
October 23, 2017
Page 4
• All documents including drawings, specifications, estimates, field notes and other data
pertaining to the work or to the project shall become the property. of the OWNER.
• That the OWNER may, from time to time, request changes in the scope of the services
of the ENGINEER to be performed hereunder. Such changes, including any increase or
decrease in the amount of the ENGINEER'S compensation, which are mutually agreed upon by
and between the OWNER and the ENGINEER, shall be incorporated in written amendments to
this Agreement.
• Payment for professional services provided by the ENGINEER are due within 30 days of
invoice receipt.
• All documents including drawings, specifications, estimates, field notes, and other data
pertaining to the work or to the Project shall become the property of the OWNER. The OWNER
shall not be restricted in the subsequent use of the design, design documents, or ideas
incorporated in the work. However, the ENGINEER shall bear no responsibility for such reuse of
the design unless specifically agreed to in writing.
We appreciate the opportunity to submit this proposal for construction materials testing relevant
to the Lake Sequoyah Basin 3 Access Road Project in Fayetteville, Arkansas. Please contact
us with any questions or concerns that you might have regarding the information contained in
this proposal.
By signing below, an executed agreement will be enacted to engage construction materials
testing and construction layout/survey services on the project for a total Not -to -Exceed Without
Approval Amount of $15,200.00.
IN WITNESS WHEREOF, CITY OF FAYETTEVILLE, ARKANSAS by and through its Mayor,
and ENGINEER, by its authorized officer have made and executed this Agreement as of the day
and year first above written.
McClelland Consulting Enciineers. Inc.
ATTEST:
City Clerk
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division
,Drg7 WATER SEWER (720)
2017
Adjustment Number
Requestor: Cheryl Partain
BUDGET ADJUSTMENT DESCRIPTION /JUSTIFICATION:
A BA is needed within the Lake Sequoyah Sediment Removal/Dredging project for the construction materials testing
and surveying services associated with the Bid 17-56 Construction, Lake Sequoyah Basin 3 Access Road. The
construction project includes building a road to access the dredging site at Lake Sequoyah.
I COUNCIL DATE: 12/5%2017
LEGISTAR FILE ID#:
2017-0653
t3cwtrcww Fe 1
11/9/2017 11:48 AM
Budget Director Dote
TYPE:
DESCRIPTION:
GLOATE:
RESOLUTION/ORDINANCE
POSTED:
1
TOTAL
- _
v.20170707
Increase f (Decrease)
Proiect.Sub#
Account Number
Expense Revenue
Project
Sub
AT
Account Name
5400.720.5600-5314.00
15,200 -
170_04
1
EX
Professional Services -
5400.720.S600-5808.00
(3,029) -
17004
1
EX
Water Line Improvements - Water Line Irr
5400`720.5600-5301.00
(592) -
17004
1
EX
Public Notification
5400.730.5800-5818.00
(12,579) -
13018
1
EX
Wastewater Treatment Plant - Improvem,
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