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HomeMy WebLinkAbout205-21 RESOLUTIONOF FAYErrf J � i 4 4RKANSPS 113 West Mountain Street Fayetteville. AR 72701 (479) 575-8323 Resolution: 205-21 File Number: 2021-0583 GARVER, LLC AMENDMENT NO. 1 - 2019 DRAINAGE IMPROVEMENTS BOND PROJECT: A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH GARVER. LLC IN THE AMOUNT OF $71.300.00 FOR DESIGN AND CONSTRUCTION PHASE SERVICES ASSOCIATED WITH THE MISSOURI CREEK DRAINAGE BASIN PROJECT. AND TO APPROVE A BUDGET ADJUSTMENT - 2019 DRAINAGE IMPROVEMENTS BOND 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 authorizes Mayor Jordan to sign Amendment No. 1 to the professional engineering services agreement with Garver, LLC in the amount of S71,300.00 for design and construction phase services associated with the Missouri Creek Drainage Basin 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 8/17/2021 Page 1 Printed on 8118121 Resolution. 205-21 File Number: 2021-0583 Approved;Attest: ' F • Lioneld Jor 6an ayor Kara Paxton, City Clerk Treasur—ar G �UNr Q 0 V O% Page 2 Printed on 8118121 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-0583 Agenda Date: 8/17/2021 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.3 GARVER, LLC AMENDMENT NO. 1- 2019 DRAINAGE IMPROVEMENTS BOND PROJECT: A RESOLUTION TO APPROVE AMENDMENT NO. 1 TO THE PROFESSIONAL ENGINEERING SERVICES AGREEMENT WITH GARVER, LLC IN THE AMOUNT OF $71,300.00 FOR DESIGN AND CONSTRUCTION PHASE SERVICES ASSOCIATED WITH THE MISSOURI CREEK DRAINAGE BASIN PROJECT, AND TO APPROVE A BUDGET ADJUSTMENT - 2019 DRAINAGE IMPROVEMENTS BOND 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 authorizes Mayor Jordan to sign Amendment No. 1 to the professional engineering services agreement with Garver, LLC in the amount of $71,300.00 for design and construction phase services associated with the Missouri Creek Drainage Basin 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 811812021 City of Fayetteville Staff Review Form 2021-0583 Legistar File ID 8/17/2021 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Chris Brown 7/28/2021 ENGINEERING (621) Submitted By Submitted Date Division / Department Action Recommendation: Approval of a contract amendment in the amount of $71,300 (total contract amount of $418,000) with Garver, LLC. for design and construction engineering services associated with the Missouri Creek Drainage Basin. Approval of a Budget Adjustment. 4604.860.7410-5860.02 Account Number 46040.7410.1000 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? Yes Purchase Order Number: Change Order Number: Original Contract Number: Comments: Budget Impact: 4604-Drainage Projects 2019 Bonds Fund Drainage Projects (2019 Bonds), Missouri Creek/Rolling Hills Drainage Phase 1 Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget Project Title $ 3,527,034.00 $ 153,717.33 $ 3,373,316.67 $ 71,300.00 $ 71,300.00 S 3,373,316.67 V20210527 2019-660 Previous Ordinance or Resolution # 212-19 1 2019-37 Approval Date: CITY OF FAYETTEVILLE %PF ARKANSAS MEETING OF AUGUST 17, 2021 TO: Mayor and City Council THRU: Susan Norton, Chief of Staff Chris Brown, Public Works Director CITY COUNCIL MEMO FROM: Alan Pugh, Staff Engineer DATE: July 26, 2021 SUBJECT: Approval of a contract amendment in the amount of $71,300 (total contract amount of $418,000) with Garver, LLC. for design and construction engineering services associated with the Missouri Creek Drainage Basin. Approval of a Budget Adjustment RECOMMENDATION: Staff recommends City Council approval of a contract amendment in the amount of $71,300 (total contract amount of $418,000) with Garver, LLC. for design and construction engineering services associated with the Missouri Creek Drainage Basin. Approval of a Budget Adjustment. BACKGROUND: Due to historic flooding and flooding of multiple homes in the area of Rolling Hills along Stanton Ave, this project was identified as a priority in the 2019 Drainage Bond program. This project consists of planned drainage improvements throughout the upper portion of the Missouri Creek watershed. The design included a complete drainage analysis and improvements associated with helping to alleviate flooding within the Missouri Creek Drainage Basin including hydrologic and hydraulic studies, design, preparation of property acquisition document and bidding services for improvements along Stanton Avenue between N Elizabeth Avenue and Rolling Hills Drive, along Loxley Avenue between Cortland Street and Harold Street and capacity improvements to Missouri Creek between Rolling Hills Drive and Stubblefield Road. DISCUSSION: The project was designed and bids were received on June 16, 2021. Unfortunately, the bids were significantly higher than the estimated construction costs and exceeded the available funds for the project. Staff feels that this could be partially attributed to the current bidding environment and the uncertainty in the supply chain for certain products. However, in order to move forward with the improvements, staff has worked with Garver to revise the scope of work in certain areas of the project while maintaining the overall goal to reduce flooding of the impacted homes and properties. In order to complete the design of what are currently conceptual level revisions and provide the construction services for the project, Garver, LLC has provided a proposed scope and fee for the amendment in the amount of $71,300 (total contract amount of $418,000) for the design of this project. This will include the redesign of certain sanitary sewer relocations as well as the Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 main stormwater structures to keep the project within budget. Staff continues to feel the improvements will address the main flooding issues even after the proposed redesign. The contract will be paid based on hourly rates for work completed, up to the total contract amount. BUDGET/STAFF IMPACT: The design and construction services for this project will be paid for with the funds from the 2019 Drainage Bond Project. Attachments: Engineering Agreement CARVER AMENDMENT TO AGREEMENT FOR PROFESSIONAL SERVICES City of Fayetteville Fayetteville, AR Project No. 19T21080 CONTRACT AMENDMENT NO. 1 This Contract Amendment No. 1, effective on the date last written below, shall amend the original contract between the City of Fayetteville (Owner) and GARVER, LLC (GARVER), dated September 17, 2019 referred to in the following paragraphs as the original contract. This Contract Amendment No. 1 adds professional services for the: Missouri Creek Drainage Improvements project. Generally, Amendment No. 1 will add scope of services to the project including plan changes necessary to meet the allowable project budget, the re- bid of the project, and the addition of Construction Phase Services. The original contract is hereby modified as follows: APPENDIX A — SCOPE OF SERVICES The following items will be added to Section 2. Surveys of the original contract SCOPE OF SERVICES: 2.1 Design Surveys Garver will provide additional field survey data for the design of drainage improvements for the E. Briarcliff Street cul-de-sac. 2.2 Property Surveys Garver will locate existing monumentation representing right of way and/or easements based on record data for the design of drainage improvements for the E. Briarcliff Street cul-de-sac. The following items will be added to Section 9. Final Design of the original contract SCOPE OF SERVICES: Garver will review the original bid tabulation and make recommendations to the City for cost saving alternatives to meet the allowable project budget. Based on those recommendations, Garver will revise the storm drainage, water, and sanitary sewer in the Plans. Additionally, Garver will design drainage improvements for the E. Briarcliff Street cul-de-sac consisting of a roadway grate inlet, drainage pipe, and reconstruction of an existing curb inlet and concrete ditch paving. Contract Amendment No. 1 1 of 4 Missouri Creek Drainage Improvements Garver Project No. 19T21080 CARVER The following items will be added to Section 11. Bidding Services of the original contract SCOPE OF SERVICES: The project will be bid a second time after the project plans have been revised. During the rebid of the project, Garver will: A. Prepare and submit Advertisement for Bids to newspaper(s) for publication as directed by the Owner. Owner will pay advertising costs outside of this contract. B. Dispense construction contract documents to prospective bidders (at the approximate cost of reproduction and handling). C. Support the contract documents by preparing addenda as appropriate. D. Participate in a pre -bid meeting if necessary. E. Attend the bid opening. F. Prepare bid tabulation. G. Evaluate bids and recommend award. H. Prepare construction contracts. The following items will be added to Section 12. Construction Phase Services of the original contract SCOPE OF SERVICES: During the construction phase of work, Garver will accomplish the following: A. Issue a Notice to Proceed letter to the Contractor and attend preconstruction meeting. B. 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. C. Issue instructions to the Contractor on behalf of the Owner and issue necessary clarifications (respond to RFIs) regarding the construction contract documents. D. Review the progress payment request received from the Contractor 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. E. When requested by the Contactor or City, meet on site to discuss construction progress / issues. Onsite meetings/observation will be capped at a total of 46 hours. F. When authorized by the 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 Owner will pay Garver an additional fee to be agreed upon by the Owner and Garver. Contract Amendment No. 1 2 of 4 Missouri Creek Drainage Improvements Garver Project No. 19T21080 CARVER G. Participate in final project inspection, prepare punch list, review final project closing documents, and review the final pay request. APPENDIX B — GARVER FEE SPREADSHEETS The Maximum Not to Exceed Amount will be increased $71,300 from $346,700 to $418,000 as shown on the attached Appendix B Fee Summary Sheet — Amendment No. 1. Contract Amendment No. 1 3 of 4 Missouri Creek Drainage Improvements Garver Project No. 19T21080 GARV F-R This Agreement may be executed in two (2) or more counterparts each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. IN WITNESS WHEREOF, Owner and GARVER have executed this Amendment effective as of the date last written below. Name: - ( ` U I&IP Printed Name Title. AT 11 1 . Date: Attest: jt►►►►tt��� i 't.•' G1TY •.9 �. • FAYETTEVIt_L :;a: E• -'iy, i�ON�ijil GARVER, LLC By: signature Name: Ronald S. Petrie Printed Name Title: Senior Project Manager Date: 7/27/2021 Attest: �eh Contract Amendment No. 1 4 of 4 Missouri Creek Drainage Improvements Garver Project No. 19T21080 Appendix B CITY OF FAYETTEVILLE MISSOURI CREEK IMPROVEMENTS - AMENDMENT NO. 1 Garver Hourly Rate Schedule: July 2021 - June 2022 Classification Rates Engineers / Architects E-1............................................................................... $ 114.00 E-2............................................................................... $ 132.00 E-3............................................................................... $ 160.00 E-4............................................................................... $ 187.00 E-5............................................................................... $ 228.00 E-6............................................................................... $ 280.00 E-7............................................................................... $ 373.00 Planners / Environmental Specialist P-1............................................................................... $ 137.00 P-2............................................................................... $ 172.00 P-3............................................................................... $ 209.00 P-4............................................................................... $ 239.00 P-5............................................................................... $ 273.00 P-6............................................................................... $ 316.00 P-7............................................................................... $ 390.00 Designers D-1............................................................................... $ 106.00 D-2............................................................................... $ 124.00 D-3............................................................................... $ 148.00 D-4............................................................................... $ 172.00 Technicians T-1............................................................................... $ 83.00 T-2............................................................................... $ 105.00 T-3............................................................................... $ 128.00 Surveyors S-1............................................................................... $ 51.00 S-2............................................................................... $ 68.00 S-3............................................................................... $ 91.00 S-4............................................................................... $ 130.00 S-5............................................................................... $ 172.00 S-6............................................................................... $ 196.00 2-Man Crew (Survey)....................................................... $ 208.00 3-Man Crew (Survey)....................................................... $ 259.00 2-Man Crew (GPS Survey) ................................................ $ 228.00 3-Man Crew (GPS Survey) ................................................ $ 279.00 Construction Observation C-1............................................................................... $ 100.00 C-2............................................................................... $ 129.00 C-3............................................................................... $ 158.00 C-4............................................................................... $ 194.00 C-5............................................................................... $ 232.00 Management/Administration M-1.............................................................................. $ 381.00 X-1............................................................................... $ 65.00 X-2............................................................................... $ 89.00 X-3............................................................................... $ 123.00 X-4............................................................................... $ 157.00 X-5............................................................................... $ 193.00 X-6............................................................................... $ 238.00 X-7............................................................................... $ 287.00 X-8............................................................................... $ 359.00 X-9............................................................................... $ 433.00 Agreement for Professional Services Missouri Creek Improvements - Amendment No. 1 Garver Project No. 19T21080 Appendix B CITY OF FAYETTEVILLE MISSOURI CREEK DRAINAGE IMPROVEMENTS FEE SUMMARY - AMENDMENT NO. 1 Title I Services Original Agreement Amendment No. 1 Total Estimated Fees Estimated Fees Estimated Fees Geotechnical Services (Terracon) $6,100.00 $0.00 $6,100.00 Record Research $0.00 $0.00 $0.00 Utility Marking $1,000.00 $30.00 $1,030.00 Environmental Handling/Documentation $15,200.00 $0.00 $15,200.00 Surveys $86,750.00 $6,580.00 $93,330.00 H & H Studies $61,600.00 $0.00 $61,600.00 Water & Sewer Relocations $28,800.00 $0.00 $28,800.00 Conceptual Design $41,400.00 $0.00 $41,400.00 Preliminary Design $35,800.00 $0.00 $35,800.00 Final Design $36,200.00 $35,000.00 $71,200.00 Property Acquisition Documents $28,000.00 $0.00 $28,000.00 Bidding Services $5,850.00 $4,890.00 $10,740.00 Subtotal for Title I Service $346,700.00 $46,500.00 $393,200.00 Title II Services Construction Materials Testing $0.00 $0.00 $0.00 Construction Phase Services $0.00 $24,800.00 $24,800.00 Subtotal for Title II Service $0.00 $24,800.00 $24,800.00 FEE TOTAL $346,700.00 $71,300.00 $418,000.00 C:\Users\rspetrie\AppData\Local\Microsoft\Windows\INetCache\Content.Outlook\M3QM5KA1\Appendix B - Garver Fee Spreadsheet -Missouri Creek Amendment No. 1.x1sm Appendix B CITY OF FAYETTEVILLE MISSOURI CREEK IMPROVEMENTS - AMENDMENT NO. 1 SURVEYS WORK TASK DESCRIPTION E-4 S-5 S-4 2-Man Crew (Survey) 2-Man Crew (GPS Survey) T-2 X-1 $187.00 $172.00 $130.00 $208.00 $228.00 $105.00 $65.00 hr hr hr hr hr hr hr 1. Topographic Survey Coordination and Administration 2 Establish Horizontal and Vertical Control 1 2 Topographic Surveys 2 10 Locate Utilities 2 Data Processing/DTM Preparation 6 Subtotal - Topographic Survey 2 3 6 0 1 14 0 0 2. Property Survey Coordination and Administration Record and Field Research 2 Property Surveys 4 Data Processing/Property-Easement Delineation 4 Subtotal - Property Survey 0 0 6 0 4 0 0 Hours Costs SUBTOTAL - SALARIES: DIRECT NON -LABOR EXPENSES Document Printing/Reproduction/Assembly Postage/Freight/Courier Survey Supplies Travel Costs 2 3 12 0 18 $374.00 $516.00 $1,560.00 $0.00 $4,104.00 $6,554.00 $4.00 $0.00 $0.00 $22.00 SUBTOTAL - DIRECT NON -LABOR EXPENSES: $26.00 SUBTOTAL: $6,580.00 SUBCONSULTANTS FEE: $0.00 TOTAL FEE: $6,580.00 0 0 $0.00 $0.00 Appendix B CITY OF FAYETTEVILLE MISSOURI CREEK IMPROVEMENTS - AMENDMENT NO. 1 FINAL DESIGN WORK TASK DESCRIPTION E-6 E-5 E-4 E-3 E-2 E-1 T-1 $280.00 $228.00 $187.00 $160.00 $132.00 $114.00 $83.00 hr hr hr hr hr hr hr 1. Project Management Administration and Coordination 4 8 Quality Control Review 2 4 Submittals to Client 2 Subtotal - Project Management 6 0 14 0 0 0 0 2. Civil Engineering Cost Saving Alternative Evaluation 4 16 32 Plan Revisions to incorporate Cost Saving Alternatives for Rebid Typical Sections 1 1 2 Plan & Profile Sheets 4 16 30 Maintenance of Traffic Plan 1 1 2 Driveways 2 2 4 Drainage Improvements 2 10 30 4 Sidewalks 2 2 4 Typical Details 1 2 2 Erosion Control Plans 1 2 2 Water and Sanitary Sewer Plans 8 2 Water and Sanitary Sewer Details 1 1 Final Review/Walkthrough with City 2 4 Coordination with Utility Companies 2 Coordination and Meetings with Owner 2 4 Coordination with Health Department 3 Specifications/Contract Documents 1 4 Quantities 2 4 Opinion of Probable Construction Cost 1 2 Subtotal - Civil Engineering 12 0 56 12 0 92 53 Hours Salary Costs SUBTOTAL - SALARIES: DIRECT NON -LABOR EXPENSES Document Printing/Reproduction/Assembly Postage/Freight/Courier Travel Costs SUBTOTAL - DIRECT NON -LABOR EXPENSES: SUBTOTAL: SUBCONSULTANTSFEE: 18 0 70 12 $5,040.00 $0.00 $13,090.00 $1,920.00 $34,937.00 $33.00 $30.00 $0.00 $63.00 $35,000.00 $0.00 TOTAL FEE: $35,000.00 0 92 53 $0.00 $10,488.00 $4,399.00 Appendix B CITY OF FAYETTEVILLE MISSOURI CREEK IMPROVEMENTS - AMENDMENT NO. 1 BIDDING SERVICES WORK TASK DESCRIPTION E-6 E-5 E-4 E-3 E-2 E-1 T-1 $280.00 $228.00 $187.00 $160.00 $132.00 $114.00 $83.00 hr hr hr hr hr hr hr 1. Project Management - (Rebid) Administration and Coordination 2 Subtotal - Project Management - (Rebid) 2 0 0 0 0 0 0 2. Civil Engineering - (Rebid) Dispense plans and specs to prospective bidders 2 Addendums/Inquiries 6 Pre -Bid Meeting 1 2 Bid Opening 1 2 Prepare bid tabulation 1 Evaluate bids and recommend award 2 Prepare construction contracts 4 Notice to Proceed 1 Subtotal - Civil Engineering - (Rebid) 2 0 20 0 0 0 0 Hours 4 0 20 0 0 0 0 Salary Costs $1,120.00 $0.00 $3,740.00 $0.00 $0.00 $0.00 $0.00 SUBTOTAL - SALARIES: DIRECT NON -LABOR EXPENSES Document Printing/Reproduction/Assembly $30.00 Postage/Freight/Courier $0.00 Travel Costs $0.00 $4,860.00 SUBTOTAL - DIRECT NON -LABOR EXPENSES: $30.00 SUBTOTAL: SUBCONSULTANTSFEE: $4,890.00 $0.00 TOTAL FEE: $4,890.00 Appendix B CITY OF FAYETTEVILLE MISSOURI CREEK IMPROVEMENTS - AMENDMENT NO. 1 CONSTRUCTION PHASE SERVICES WORK TASK DESCRIPTION E-6 E-5 E-4 E-3 E-2 E-1 $280.00 $228.00 $187.00 $160.00 $132.00 $114.00 hr hr hr hr hr hr 1. Project Management Administration and Coordination 6 8 Subtotal - Project Management 6 0 8 0 0 0 2. Civil Engineering Preconstruction Meeting 2 4 Review Contractor's Monthly Pay Requests (10 pay requests) 15 Response to Inquiries (RFIs) 8 Shop Drawings/Material Submittals 20 On -Site Meetings with Contractor/City 6 40 Prepare Change Orders 8 Final Project Inspection and Punchlist 2 4 Subtotal - Civil Engineering 10 0 99 0 0 0 Hours 16 0 107 0 0 0 Salary Costs $4,480.00 $0.00 $20,009.00 $0.00 $0.00 $0.00 SUBTOTAL - SALARIES: DIRECT NON -LABOR EXPENSES Document Printing/Reproduction/Assembly $155.00 Postage/Freight/Courier $0.00 Travel Costs $156.00 $24,489.00 SUBTOTAL - DIRECT NON -LABOR EXPENSES: $311.00 SUBTOTAL: SUBCONSULTANTS FEE: $24,800.00 $0.00 TOTAL FEE: $24,800.00 City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 ENGINEERING (621) 2021 Requestor: Chris Brown BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approval of a contract amendment in the amount of $71,300 (total contract amount of $418,000) with Garver, LLC. for design and construction engineering services associated with the Missouri Creek Drainage Basin. Approval of a Budget Adjustment. COUNCIL DATE: LEGISTAR FILE ID#: 8/17/2021 2021-0583 Matthew Maddo-w 7/27/2021 9:51 AM Budget Director TYPE: JOURNAL #: Date D - (City Council) I GLDATE: 8/17/2021 RESOLUTION/ORDINANCE CHKD/POSTED: TOTAL - _ v.20210601 Increase / (Decrease) Proiect.Sub# Account Number Expense Revenue Project Sub.Detl AT Account Name 4604.860.7410-5860.02 71,300 - 46040 7410.1000 EX Capital Prof Svcs - Engineering/Architects 4604.860.7999-5899.00 (71,300) - 46040 7999 EX Unallocated - Budget H:\Budget Adjustments\2021_Budget\City Council\08-17-2021\2021-0583 BA Missouri Creek Contract Amendment.xlsm 1 of 1