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Home My WebLink About46-21 RESOLUTIONF FPYpTT q RKA 14 PSPS 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 46-21 File Number: 2021-0024 NELSON BYRD WOLTZ, LLC CHANGE ORDER NO. 4: A RESOLUTION TO APPROVE CHANGE ORDER NO.4 TO THE CONTRACT WITH NELSON BYRD WOLTZ, LLC IN THE AMOUNT OF $65,000.00 FOR THE DEVELOPMENT OF AN OPERATIONS AND MAINTENANCE STRATEGY FOR THE OUTDOOR PUBLIC SPACE IN THE CULTURAL ARTS CORRIDOR PROJECT WHEREAS, on June 19, 2018, the City Council approved a contract with Nelson Byrd Woltz, LLC, to provide landscape architecture services for the design of the Cultural Arts Corridor; and WHEREAS, change orders were previously approved to allow the landscape architect to proceed with Phase 2: Design Development, Construction Drawings, and Bidding Services; Phase 3: Construction Documentation, Bidding, and Negotiation; and Phase 4: Construction Administration; and WHEREAS, Change Order No. 4 will allow for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor. NOW, THEREFORE, 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 Change Order No. 4 to the contract with Nelson Byrd Woltz, LLC in an amount not to exceed $65,000.00 for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor Project. PASSED and APPROVED on 2/2/2021 Page 1 Printed on 213121 Resolution: 46-21 File Number.' 2021-0024 Attest: RK�T��. G 0;kA Ite, . c!� Kara Paxton, City Clerk Treasured �AYF�EVj��e : X= Page 2 Printed on 213121 City of Fayetteville Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 r° Text File File Number: 2021-0024 Agenda Date: 2/2/2021 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A.9 NELSON BYRD WOLTZ, LLC CHANGE ORDER NO. 4: A RESOLUTION TO APPROVE CHANGE ORDER NO.4 TO THE CONTRACT WITH NELSON BYRD WOLTZ, LLC IN THE AMOUNT OF $65,000.00 FOR THE DEVELOPMENT OF AN OPERATIONS AND MAINTENANCE STRATEGY FOR THE OUTDOOR PUBLIC SPACE IN THE CULTURAL ARTS CORRIDOR PROJECT . WHEREAS, on June 19, 2018, the City Council approved a contract with Nelson Byrd Woltz, LLC, to provide landscape architecture services for the design of the Cultural Arts Corridor; and WHEREAS, change orders were previously approved to allow the landscape architect to proceed with Phase 2: Design Development, Construction Drawings, and Bidding Services; Phase 3: Construction Documentation, Bidding, and Negotiation; and Phase 4: Construction Administration; and WHEREAS, Change Order No. 4 will allow for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor. NOW, THEREFORE, 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 Change Order No. 4 to the contract with Nelson Byrd Woltz, LLC in an amount not to exceed $65,000.00 for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor Project. City of Fayetteville, Arkansas Page 1 Printed on 21312021 City of Fayetteville Staff Review Form 2021-0024 Legistar File ID 2/2/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Leif Olson 1/12/2021 SUSTAINABILITY/RESILIENCE (631) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of Change Order #4 in the amount of $65,000 to the contract with Nelson Byrd Woltz (NBW) Landscape Architects for the development of an operations and maintenance strategy for the outdoor publ spaces in the Cultural Arts Corridor. Budget Impact: 4470.140.8900.5315.00 Cultural Arts Corridor - 2021 CIP Account Number Fund 46080.7800 CAC Operations and Maintenance Plan Project Number Project Title Budgeted Item? Yes Current Budget $ 65,000.00 Funds Obligated $ - Current Balance I $ 65,000.00 Does item have a cost? Yes Item Cost $ 65,000.00 Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF Q FAYETTEVILLE ARKANSAS MEETING OF FEBRUARY 2, 2021 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff FROM: Peter Nierengarten, Environmental Director CITY COUNCIL MEMO DATE: January 12, 2021 SUBJECT: Change Order to contract with Nelson Byrd Woltz to develop an Operations and Maintenance Strategy for the outdoor public spaces in the Cultural Arts Corridor. RECOMMENDATION: Staff recommends approval of Change Order #4 in the amount of $65,000 to the contract with Nelson Byrd Woltz (NBW) Landscape Architects for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor. BACKGROUND: The Cultural Arts Corridor (CAC) is a new 50-acre outdoor public space that will help to revitalize Fayetteville's downtown area and create a destination for residents and visitors. Linking the City's key cultural institutions —including the Walton Arts Center, TheatreSquared, Nadine Baum Studios, Fayetteville Public Library, and the University of Arkansas' Art and Design District —the corridor will showcase and celebrate local arts culture. It will also enhance civic space and serve as a catalyst for additional development and density in the downtown area, increasing bike trails and connections, and improving streets and walkability. This project is part of a Bond package approved by Fayetteville voters in April 2019. There are five primary elements included in plans for the Cultural Arts Corridor: The West Avenue Civic Space, West Avenue streetscapes, The Fay Jones Woodland, The Razorback Greenway, and a new parking deck at the corner of West and Dickson streets. With support and assistance from the Walton Family Foundation Design Excellence Program, Landscape architects Nelson Byrd Woltz (NBW) were selected to design the corridor. Construction on the Fay Jones Woods, the Razorback Regional Greenway, and street improvements along West Ave, Gregg Ave and other adjacent streets began in September 2020. Schematic Design has been completed for the West Ave. Civic Space and street improvements to the adjacent West Ave. and Dickson St., with construction of these elements set to begin in 2022 after completion of the new parking deck. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 DISCUSSION: The Scope of work and fees proposed in this change order with NBW will provide the City with the completion of the following tasks and work products: • Review of Phase 1 (Fay Jones Woods and West Ave Streetscape) Construction Documents — Provide an Operations and Maintenance Analysis • Review of Phase 2 (West Ave Civic Space) Schematic Design documents — Provide an Operations and Maintenance Analysis • Develop Operations and Maintenance Cost Analysis — Identify Key Issues • Prepare an Operations and Maintenance Strategy BUDGET/STAFF IMPACT: The maximum not -to -exceed amount authorized for this work is $65,000. Funding for this work will come from the 2021 Capital Improvement Plan. Attachments: Appendix A — Scope of Work, Schedule and Fees — CAC Operations and Maintenance Strategy Nelson Byrd Woltz Landscape Architects Appendix A Scope of Work, Schedule, and Fees December .10, 2020 Proposal for Cultural Arts Corridor Fayetteville, Arkansas Professional Services: Operations and Maintenance Strategy 310 East Market Street, Charlottesville, VA 22902 • T 434.984.1358 / F 434.984.4158 • www.nbwla.com Operations and Maintenance Strategy NBW is pleased to propose the services of ETM associates to prepare an Operations and Maintenance analysis and strategy for the various components of the Cultural Arts Corridor. Tim Marshall at ETM is recognized as a leader in the field and has assisted many municipalities and institutions assess the needs and impacts of long-term maintenance in landscape spaces. By bringing their expertise to this project, the city can feel more confident about an approach that is financially sustainable and that maintains the integrity of the design and project. This work will assist the design team fine tune the Civic Space design approach accordingly. The attached document from ETM details their scope and approach to this project. We're excited to have them on board and to bring this proposal for your consideration. Operations and Maintenance Strategy 4-5 months Phase 1 + 2 • Review Phase 1 Construction Documents and provide O+M analysis • Review Phase 2 Schematic Design documents and provide O+M analysis • Develop O+M Costs and Identify Key Issues • Prepare O+M Maintenance Strategies to include: o Site -wide and site -specific maintenance needs o Recommendations for in-house versus out -sourced maintenance o Staffing needs - hours and skill sets, pros and cons of in-house versus out -sourced o Identify any facility or equipment needs to include storage needs, access and travel times o Recommended maintenance standards and levels of service o Maintenance of public art o Park -wide O+M budget and park -specific budgets, including any out -sourced work o Travel No travel is anticipated, especially given Covid-19 and social distancing guidelines. Should travel be required, it will be subject to approval by CoF and will be billed as an Additional Service. Reimbursable expenses are not included in the proposal and will be subject to approval by CoF and billed as an Additional Service. Fee Summary Compensation We propose a fixed fee of $65.000.00 to be billed in proportion to the work completed. $ 65,000.00 Maintenance and Operations Strategy (Project Phase 1 +2) (ETM) Nelson Byrd Woltz Landscape Architects page 2 of 3 The figure above represents amounts for the phases and scope as described. Fee disbursement will be according to percentage work complete as reported by NBW every month, and will include sub - consultant fees, mark-up, and reimbursable expenses. NBW fees include 5% mark-up on expenses and sub -consultant fees. Assumptions • The proposed design fee is based on the anticipated schedule and scope indicated in this proposal. Should the scope change, we will work with the CoF to adjust our schedule, staffing, and fee accordingly. Nelson Byrd Woltz Landscape Architects page 3 of 3 City of Fayetteville Staff Review Form 2021-0024 Legistar File ID 2/2/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Leif Olson 1/12/2021 SUSTAINABILITY/RESILIENCE (631) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of Change Order #4 in the amount of $65,000 to the contract with Nelson Byrd Woltz (NBW) Landscape Architects for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor. 4470.140.8900.5315.00 Account Number 46080.7800 Project Number Budget Impact: Cultural Arts Corridor - 2021 CIP Fund CAC Operations and Maintenance Plan Project Title Budgeted Item? Yes Current Budget $ 65,000.00 Funds Obligated $ - Current Balance $ 65,000.00 Does item have a cost? Yes Item Cost $ 65,000.00 Budget Adjustment Attached? No Budget Adjustment Remaining Budget I $ — - V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Comments: Approval Date: CITY OF Q FAYETTEVILLE ARKANSAS MEETING OF FEBRUARY 2, 2021 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff FROM: Peter Nierengarten, Environmental Director CITY COUNCIL MEMO DATE: January 12, 2021 SUBJECT: Change Order to contract with Nelson Byrd Woltz to develop an Operations and Maintenance Strategy for the outdoor public spaces in the Cultural Arts Corridor. RECOMMENDATION: Staff recommends approval of Change Order #4 in the amount of $65,000 to the contract with Nelson Byrd Woltz (NBW) Landscape Architects for the development of an operations and maintenance strategy for the outdoor public spaces in the Cultural Arts Corridor. BACKGROUND: The Cultural Arts Corridor (CAC) is a new 50-acre outdoor public space that will help to revitalize Fayetteville's downtown area and create a destination for residents and visitors. Linking the City's key cultural institutions —including the Walton Arts Center, TheatreSquared, Nadine Baum Studios, Fayetteville Public Library, and the University of Arkansas' Art and Design District —the corridor will showcase and celebrate local arts culture. It will also enhance civic space and serve as a catalyst for additional development and density in the downtown area, increasing bike trails and connections, and improving streets and walkability. This project is part of a Bond package approved by Fayetteville voters in April 2019. There are five primary elements included in plans for the Cultural Arts Corridor: The West Avenue Civic Space, West Avenue streetscapes, The Fay Jones Woodland, The Razorback Greenway, and a new parking deck at the corner of West and Dickson streets. With support and assistance from the Walton Family Foundation Design Excellence Program, Landscape architects Nelson Byrd Woltz (NBW) were selected to design the corridor. Construction on the Fay Jones Woods, the Razorback Regional Greenway, and street improvements along West Ave, Gregg Ave and other adjacent streets began in September 2020. Schematic Design has been completed for the West Ave. Civic Space and street improvements to the adjacent West Ave. and Dickson St., with construction .of these elements set to begin in 2022 after completion of the new parking deck. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 DISCUSSION: The Scope of work and fees proposed in this change order with NBW will provide the City with the completion of the following tasks and work products: • Review of Phase 1 (Fay Jones Woods and West Ave Streetscape) Construction Documents — Provide an Operations and Maintenance Analysis • Review of Phase 2 (West Ave Civic Space) Schematic Design documents — Provide an Operations and Maintenance Analysis • Develop Operations and Maintenance Cost Analysis — Identify Key Issues • Prepare an Operations and Maintenance Strategy BUDGET/STAFF IMPACT: The maximum not -to -exceed amount authorized for this work is $65,000. Funding for this work will come from the 2021 Capital Improvement Plan. Attachments: Appendix A — Scope of Work, Schedule and Fees — CAC Operations and Maintenance Strategy Nelson Byrd Woltz Landscape Architects Appendix A Scope of Work, Schedule, and Fees December 10, 2020 Proposal for Cultural Arts Corridor Fayetteville, Arkansas Professional Services: Operations and Maintenance Strategy 310 East Market Street, Charlottesville, VA 22902 • T 434.984.1358 / F 434.984.4158 • www.nbwla.com Operations and Maintenance Strategy NBW is pleased to propose the services of ETM associates to prepare an Operations and Maintenance analysis and strategy for the various components of the Cultural Arts Corridor. Tim Marshall at ETM is recognized as a leader in the field and has assisted many municipalities and institutions assess the needs and impacts of long-term maintenance in landscape spaces. By bringing their expertise to this project, the city can feel more confident about an approach that is financially sustainable and that maintains the integrity of the design and project. This work will assist the design team fine tune the Civic Space design approach accordingly. The attached document from ETM details their scope and approach to this project. We're excited to have them on board and to bring this proposal for your consideration. Operations and Maintenance Strategy 4-5 months Phase 1 + 2 • Review Phase 1 Construction Documents and provide O+M analysis • Review Phase 2 Schematic Design documents and provide O+M analysis • Develop O+M Costs and Identify Key Issues • Prepare O+M Maintenance Strategies to include: o Site -wide and site -specific maintenance needs o Recommendations for in-house versus out -sourced maintenance o Staffing needs - hours and skill sets, pros and cons of in-house versus out -sourced o Identify any facility or equipment needs to include storage needs, access and travel times o Recommended maintenance standards and levels of service o Maintenance of public art o Park -wide O+M budget and park -specific budgets, including any out -sourced work o Travel No travel is anticipated, especially given Covid-19 and social distancing guidelines. Should travel be required, it will be subject to approval by CoF and will be billed as an Additional Service. Reimbursable expenses are not included in the proposal and will be subject to approval by CoF and billed as an Additional Service. Fee Summary Compensation We propose a fixed fee of $65.000.00 to be billed in proportion to the work completed. $ 65,000.00 Maintenance and Operations Strategy (Project Phase 1 +2) (ETM) Nelson Byrd Woltz Landscape Architects page 2 of 3 The figure above represents amounts for the phases and scope as described. Fee disbursement will be according to percentage work complete as reported by NBW every month, and will include sub - consultant fees, mark-up, and reimbursable expenses. NBW fees include 5% mark-up on expenses and sub -consultant fees. Assumptions • The proposed design fee is based on the anticipated schedule and scope indicated in this proposal. Should the scope change, we will work with the CoF to adjust our schedule, staffing, and fee accordingly. Nelson Byrd Woltz Landscape Architects page 3 of 3