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HomeMy WebLinkAbout3-97 RESOLUTION I NO. 3-97 SCANNED RESOLUTION A RESOLUTION APPROVING TASK ORDER NO. 2 TO THE BASIC AGREEMENT WITH McCLELLAND CONSULTING ENGINEERS, INC. IN THE AMOUNT OF $29,597 FOR DESIGN WORK ON AN ABOVEGROUND FUEL STORAGE FACILITY; AND APPROVING A BUDGET ADJUSTMENT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves Task Order No. 2 to the basic agreement with McClelland Consulting Engineers, Inc. in the amount of$29,597 for design work on an aboveground fuel storage facility. A copy of the task order is attached hereto marked Exhibit A and made a part hereof. Section 2. The City Council hereby approves a budget adjustment in the amount of $29,597 increasing Professional Services, Acct. No. 5550 3960 5314 00 by decreasing Use of Fund Balance, Acct. No. 5550 0955 4999 99. A copy of the budget adjustment is attached hereto marked Exhibit B and made a part hereof. PASSED AND APPROVED this 7th day of January , 1997. �.. APPROVED: Oz./. i j ` red Hanna, Mayor 4• "I ATTEST: By: ida& 1 [ICJ Traci Paul, City Clerk I O 97050 S 37.978.00 Airport Project Number Remaining Balance Fund BUDGET REVIEW: Budgeted Item Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: Aec ting ana Date C rdina r City Attorney Date Int al Auditor Date Purchasing Officer Date STAFF RECOMMENDATION: Staff recommends approval of Change Orders #5 and #6 and Amendment #3.. on 1 -lead Date O i epart D ect r ��2r1—c1 1 1(e Ad ' s e ervices Director Date Ma or Date Cross Reference New Item: Yes No Prev. Ord/Res#: _3-97/91-98 Orig Cont. Date: 8-30-95/7-7-98 S O DEPARTMENTAL CORRESPONDENCE TO: FRED HANNA, MAYOR FROM: DALE FREDERICK, AIRPORT MANAGER DATE: APRIL 28,1999 SUBJECT: CHANGE ORDER #5 AND #6 TO JOHN P. MARINONI CONSTRUCTION CONTRACT AND AMENDMENT #3 TO TASK ORDER #2 FOR MCCLELLAND CONSULTING ENGINEERS. The Airport staff requests approval and Mayor's signature for: Change Order #5 and #6 to Contract #658 with John P. Marinoni Construction Co., and Amendment #3 to Task Order #2 to Contract #531 with McClelland Consulting Engineers. All three of these requests pertain to the Fuel Farm Replacement Project. Change Order #5 and #6 increase Marinoni's contract by $5,925.00 to cover the cost of construction which provides additional clearance in the refueller basin. Amendment #3 to McClelland Consulting Engineer's contract would decrease the City's payments made to their company by the amount of $5,925.00. Because of required design modifications, McClelland has agreed to reimburse the City for the cost of the change orders requested by Marinoni Construction Company by crediting future payment requests for their remaining earned revenues for engineering services on this project up to the $5,925.00. DF/bjm Attachments: Contract Review Form Three Originals of Change Order 5 Three Originals of Change Order 6 Three Originals of Amendment #3 to Task Order #2 0 I I Ic vUi iu a1.wI n III %-Ul lsu UULIUI I l.Ufllpany) is To De Palo Tor TneSe modifications by the City under Change Orders No. 5 and No. 6. The City is then to be reimbursed by McClelland Engineers through a credit of $5,925.00 being applied to future billings for engineering services for this project. CITY OF FAYETTEVILLE _ Date: 6 �l o` a M yor lei RECOMMENDED: ACCEPTED: APPROVED: 0 0 1 CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Price: Original Contract Times Substantial Completion (days):150 $ 517,130.00 Ready for final payment (days):180 Net Changes from previous Amendments or Changes: Net Changes from previous Amendments or Changes: Substantial Completion (days):0 28,540.00 Ready for Final Payment (days):0 Net Increase for this Change: Net Increase (Decrease) for this Change: Substantial Completion (days): 0 $ 1,513.00 Ready for final payment (days): 2 Revised Contract Price: Revise Contract Times: Substantial Completion (days): 150 $ 490,103.00 Ready for final payment (days): 182 Revised Completion Dates: Substantial Completion: 12/30/98 Ready for final payment: 1/31/99 By: 1 flhWJILGt t.Ncc... McClelland Consulting Engineers, Inc. Engineer Date: Z./2I r4t7 By: By.. �/ _________ � MART ONI CONSTRUCTIONCITY OF FAYETTEVILLE Contractor Date: 2�/- 5'q Date: c- E 0 .I f0 O CA C, ` v l. o Cu N N C - CD e9 -C-, B CD I CD CV CD • CT CD NEW RAMP BROOM FINISH EXISTING CURB EAST/WEST EDGES: 1" SAWCUT. BREAKOUT VERTICAL TO NECESSARY DEPTH. LEAVE ROUGH EDGE TO PROVIDE LOAD TRANSFER. PLAN SCALE 3/8" = 1' FY962146 DRAKE FIELD FUEL FARM CHANGE ORDER #6 _ _________ • r CHANGE ORDER NO. 6 PROJECT: DRAKE FIELD FUEL FARM I f PROJECT•NUMBER: FY962146 CONTRACT DATE, 7/7/98 DATE OF ISSUANCE: 4/1/99 EFFECTIVE ON DATE APPROVED BY OWNER 1 OWNER: CITY OF FAYETTEVILLE CONTRACTOR: MARINONI CONSTRUCTION Reason for Change: I To provide additional clearance in refueler basin. Change: 1. Modify ramp on south end of refueler basin as shown on the attached drawing. I \.• IL CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Price: Original Contract Times Substantial Completion (days):150 $ 517,130.00 Ready for final payment (days):180 Net Changes from previous Amendments or Changes: Net Changes from previous Amendments or Changes: -$ 27,027.00 Substantial Completion (days):0: Ready for Final Payment (days):2' Net Increase for this Change: Net Increase (Decrease) for this;Change: Substantial Completion (days): 0 $ 4,412.00 SReady for final payment (days): 4 Revised Contract Price: Revise Contract Times: $ 494,515.00 Substantial Completion (days): 150 Ready for final payment (days): 186 Revised Completion Dates: Substantial Completion: 12/30/95 Ready for final payment 2/4/99 RECOMMENDED: ACCEPTED: APPROVED: ® By: �By: uwLL gy: McClelland Consu5 g Engi oors. Inc. IMA INONI CONSTRUCTION lorry OF FAYETTEVILLE Engineer Contractor ner Date: N I "L Date: - % ' Cf Date: 6 I I NEW RAMP BROOM FINISH L_ EXISTING CURB EAST/WEST EDGES: 1" SAWCUT. BREAKOUT VERTICAL TO NECESSARY DEPTH. LEAVE ROUGH EDGE TO PROVIDE LOAD. TRANSFER. ,///I/ PLAN SCALE 3/8" = 1' FY9s2146 DRAKE FIELD FUEL CHANGE ORDER #6 _r m ., fl't.vc 4W STAFF REVIEW FORM AGENDA REQUEST XX CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of N/A FROM: Dale Frederick Airport General Gvntt. • ` Name Division Department ACTION REQUIRED: The Airport requests approval of and the Mayor's signature for Amendment #2 to Task Order #2 for contract 531 in an amount not to exceed $6,000.00 with McClelland Consulting Engineers, Inc. for the Fuel Fann Replacement. The original contract i t ` provides for 185 hours of construction observation services. However, added safety features and design changes have resulted in the need for I . • over 250+ hours of construction observation and additional engineering. The budget balance for the Fuel Fann Replacement is sufficient to fund this $6,000.00 amendment request. COST TO CITY: $ 6.000.00 $ 562.21200 Fixed Assets Cost of this Request Category/Project Budget Category/Project Name 5550-3960-5801.00 S_524,234.00 Capital Account Number Funds used to date Program Name 97050 5 37.978.00 Airport Project Number Remaining Balance Fund G ',VIEW: Budgeted Item _ Budget Adjustment Attached Budget Coordinator Administrative Services Director [CONTRACT/GRrj/NT/LEASE REVIEW: GRANTING AGENCY: countin Ma ger Dat s A C ordinato 49 r tsonley Datc I ( nal Auditor 53j Date 4-5-qc1 Purchasing Officer Date STAFF RECOMMENDATION: Staff recommends approval of this change order. O livision Head rt nt rector Ad aWve Sg'vices Director Date May Date ate Cross Reference New Item: No Prev. Ord/Rcs#: 3-97 Orig Cont. Date: 8 30-95 a O 1 O O; The Airport requests approval of and the Mayor's signature for Amendment #2 to Task Order #2 for contract 531 in an amount not to exceed $6,000.00 with McClelland Consulting Engineers, Inc. for the Fuel Farm Replacement. The original contract provides for 185 hours of construction observation services. However, added safety features and design changes have resulted in the need for over 250+ hours of construction observation and additional engineering. The budget balance for the Fuel Farm Replacement is sufficient to fund this $6,000.00 amendment request. DF/bjm Attachments: Contract Review Form 3 Originals of Amendment #2 to Task Order #2 Copy of Letter from McClelland requesting Amendment Copy of Memo from Don Green, former project mgr., recommending approval ® !'r/ FJ I A A/!) P0. Box 1229 MLer+o A � �' A lr+ Fa yellevi//e, Arkansas 72702-1229 1. ' tl J ' V /V� �/� 501-443-2377 DESIGNED TO SERVE ENG//VEERS, II 1... FAX 501-443-9241 January6, 1999 RECEIVED Mr. Dale Frederick JAN 0 8 1999 Airport Manager, Drake Field 4500 S. School, Suite F A T Fayetteviiie, AR 72701 RE: Request For Amendment #2 Fuel Farm Improvements Dear Mr. Frederick: Enclosed is an invoice which takes our total billing for this project to the maximum allowable under P.O.# 0050505, plus Amendment #1 (sum of $31,597). Please refer to our October 1996, engineering fee proposal (copy attached). You may remember that in "those days" we were told that approximately $220,000 had been budgeted for the entire project. Obviously, the magnitude of the project has grown since that time. That fee proposal was based upon a smaller project and providing only 185 hours of construction observation; but you can see, we have already spent 250+ hours of observation time. By the time the existing fuel farm has been decommissioned we will have spent several more hours in field review effort. We firmly believe that it is in the City's best interest for us to do so. t . I respectfully request that you entertain a proposal to initiate Amendment #2 to cover the anticipated extra expenses involved with field observation in excess of the 185 hours estimated and agreed to. Certainly, we are open to alternative suggestions. What we want you to know is that we intend to continue to do our job to the best of our ability untiVunless you direct us otherwise. I project that Amendment #2 should be in the amount of $6,000. I will be out of the office until Thursday, January 14. I'll contact you after that date to get your thoughts on this matter. ' E O Truly, McClella d CONSULTING ENGINEERS, INC. n C. Quinn, P.E. © President Enclosures: Proposed Engineering Fee cc: David Norman, McClelland Consulting Engineers, Inc. D:IDATA/%61461Ferdedck.Jan6.wpd:caj AMENDMENT #2 TO TASK ORDER NO. 2 AGREEMENT WITH McCLELLAND CONSULTING ENGINEERS. INC. This is an amendment to the Agreement for Engineering Services dated the 301h day of u us , 1995, between the City of Fayetteville, Arkansas, and McClelland Consulting Engineers, Inc.. Additional services required to provide construction observation services beyond the initial agreement of 185 hours, The charge for the additional services shall not exceed $6.000. If additional work is required (beyond Amendment #2) additional fees will be negotiated. CITY OF FAYETTEVILL.E Date: �/ y Mayo McCLELLAND CONSULTING ENGINEERS, INC. Company (9 Date: John C. Quinn, P.E. © President Title FOR OFFICE USE ONLY Existing P.O. # 9o�ovq,, Contract# 9'7050 cc. File Internal Auditor I O O _ AGENDA REQUEST XX CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of N/A FROM: MICROFILMED Dale Frederick Airport General Gvmt. Name Division Department ACTION REQUIRED: The Airport staff requests approval and Mayor's signature for: Change Order #5 and #6 to Contract #658 with John P. Marinoni Construction Co., and Amendment #3 to Task Order #2 to Contract #531 with McClelland Consulting Engineers, Inc. All three of these charges are for the Fuel Farm Replacement Project. Change Order #5 and #6 increase Marinoni's contract by $5,925.00 to cover the cost of construction which provides additional clearance in the refueller basin. Amendment #3 to McClelland Consulting Engineers' contract would decrease future city payments made to their company by the amount of $5,925.00. COST TO CITY: $ -0- $ 562.212.00 Fixed Assets Cost of this Request Category/Project Budget Category/Project Name 5550-3960-5801.00 $_524,234.00 Capital Account Number Funds used to date Program Name 97050 $ 37.978.00 Airport Project Number Remaining Balance Fund BUDGET REVIEW: _ Budgeted Item — Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: 5 Acc ling ana Date C rdina r City Attorney Date Int al Auditor Date Purchasing Officer Date STAFF RECOMMENDATION: Staff recommends approval of Change Orders #5 and #6 and Amendment #3.. O on Ilcad_ epart D ect r Date + ilc Cross Reference New Item: Yes No __ Prev. Ord/Rcs#: _3-97/91-98 Ad ' s a ' e ervices Director Date 7'/ Orig Cont. Date: _8-30-95/7-7-98 I Ma or Date (ca ��. ',icy n«.,... y �....�.,, .....,.,u,fl,..L. Purchasing Officer Reference Comments: 7. } ADA Coordinator Reference Comments: Internal Auditor Reference Comments: d provides additional clearance in the refueller basin. j• Amendment #3 to McClelland Consulting Engineer's contract would decrease the City's payments made to their company by the amount of $5,925.00. Because of required design modifications, McClelland has agreed to reimburse the City for the cost of the change orders requested by Marinoni Construction Company by crediting future payment requests for their remaining earned revenues for engineering services on this project up to the $5,925.00. lil€ DF/bjm O Attachments: Contract Review Form Three Originals of Change Order 5 Three Originals of Change Order 6 Three Originals of Amendment #3 to Task Order #2 a H 1. I O;' 3> 3 Hmtly JM .IN I iF3 1O IASK ORDER NO. 2 AGREEMENT WITH McCLELLAND CONSULTING ENGINEERS INC. This is an amendment to the Agreement for Engineering Services dated the 300' day of August, 1995, between the City of Fayetteville, Arkansas, and McClelland Consulting Engineers, Inc.. Additional costs have been incurred to modify the si fuel loading ramp to accommodate the Fixed Base Operator's fueling trucks. The Engineer has agreed to reimburse the Owner (City of Fayetteville) for these additional construction costs in the following amounts: • Modification No. 1 - $ 1,513.00 • Modification No. 2 - $ 4.412.00 Total for this Amendment = $ 5,925.00 The Contractor (Marinoni Construction Company) is to be paid for these modifications by the City under Change Orders No. 5 and No. 6. The City is then to be reimbursed by McClelland Engineers through a credit of $5,925.00 being applied to future billings for engineering services for this project. CITY OF FAYETTEVILLE Date: 6 ______ M yor C:\data\96\962146#3-T04-14:sr F__________________________ ____________________________________ j [ y� .. C:\data\96\962146#3-TO4-14:sr i CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Price: Original Contract Times Substantial Completion (days):150 $ 517,130.00 Ready for final payment (days):180 Net Changes from previous Amendments or Changes: Net Changes from previous Amendments or Changes: Substantial Completion (days):0 -$ 28,540.00 Ready for Final Payment (days):0 Net Increase for this Change: Net Increase (Decrease) for this Change: Substantial Completion (days): 0 $ 1,513.00 Ready for final payment (days): 2 Revised Contract Price: Revise Contract Times: Substantial Completion (days): 150 $ 490,103.00 Ready for final payment (days): 182 Revised Completion Dates: Substantial Completion: 12/30/98 Ready for final payment: 1/31/99 RECOMMENDED: ACCEPTED: APPROVED: By: By: L By: • McClelland Consulting Engineers, Inc. MART 0NI CONSTRUCTION CITY OF FAYETrEVILLE Engineer Contractor n Date: ZI2 I1 `d% Date: 5Date: j7// 0 E:.N NEW RAMP BROOM FINISH 0 0 N Cu O CU L CD CO CO 0 z U CD Cu Cn to C) EXISTING CURB EAST/WEST EDGES: 1" SAWCUT. BREAKOUT VERTICAL TO NECESSARY DEPTH. LEAVE ROUGH EDGE TO PROVIDE LOAD TRANSFER. PLAN SCALE 3/8" = 1 ' FY962146 DRAKE FIELD FUEL FARM CHANGE ORDER #6 O I I PROJECT'NUMBER: FY962146 CONTRACT DATE_ 7/7/98 DATE OF ISSUANCE: 4/1/99 EFFECTIVE ON DATE APPROVED BY OWNER OWNER: CITY OF FAYETTEVILLE CONTRACTOR: MARINONI CONSTRUCTION Reason for Change: I To provide additional clearance in refueler basin. Change: 1. Modify ramp on south end of refueler basin as shown on the attached drawing. CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Price: Original Contract Times Substantial Completion (days):150 $ 517,130.00 Ready for final payment (days):180 Net Changes from previous Amendments or Changes: Net Changes from previous Amendments or Changes: 27,027.00 , Substantial Completion (days):0; Ready for Final Payment (days):2 Net Increase for this Change: Net Increase (Decrease) for this;Change: Substantial Completion (days): 0 $ 4,412.00 Ready for final payment (days): 4 Revised Contract Price: Revise Contract Times: $ 494,515.00 Substantial Completion (days): 150 Ready for final payment (days): 186 Revised Completion Dates: Substantial Completion: 12/30/918 Ready for final payment: 2/4/99 RECOMMENDED: By: McClelland Consulting Engineers. Inc. Engineer Date: _l l O ACCEPTED: APPROVED: By: Ww By: IM INONI CONSTRUCTION ICIlY. OF FAYETTEVILLE Contractor Oner Date: Date: O C - CD 4C CD 0 CD CD U (D (V CD CD EXISTING CURB LEAST/WEST EDGES: 1" SAWCUT. BREAKOUT VERTICAL TO NECESSARY DEPTH. LEAVE ROUGH EDGE TO PROVIDE LOAD TRANSFER. PLAN SCALE 3/8" = 1' FY962146 DRAKE FIELD FUEL FARM CHANGE ORDER #6 • F - I i VILLE ]]77 DEPARTMENTAL CORRESPONDENCE To: Dale Frederick, Airport Manager From: Heather Woodruff, City Clerk Date: May 12, 1999 Attached is a copy of the staff review form, change order, and amendment for fuel farm project. !, I am also returning two originals of each for you to distribute. The originals will be microfilmed and filed with the city clerk. cc. Internal Auditor S. file , I { 0'i DEPARTMENTAL CORRESPONDENCE To: Dale Frederick, Airport Manager From: Heather Woodruff, City Clerk Date: May 12, 1999 Attached is a copy of the staff review form, change order, and amendment for fuel farm project. I am also returning two originals of each for you to distribute. The originals will be microfilmed and filed with the city clerk. cc. Internal Auditor file • • EXHIBIT A TASK ORDER NO. 2 TO BASIC AGREEMENT FOR ENGINEERING SERVICES DATED AUGUST 30, 1995 ARTICLE 1 The ENGINEER is hereby authorized to proceed with the design of the Municipal Airport's fuel farm facility to convert from underground to aboveground storage tanks. The work involved is as follows: • The ENGINEER will submit a Preliminary Engineering Report which will outline major required components of the system, alternatives for existing tank removal, cost estimates, and recommendations regarding a course of action. • Based on the Preliminary Engineering Report and field surveys, construction documents will be prepared and submitted for review. • Assistance will be provided to the OWNER in the solicitation, opening, and tabulation of bids. A recommendation will be made regarding the award of a construction contract. FY96146:T02:029:jm -1 • Construction Phase Services will include part-time construction observation, shop drawing review, payment request review, final inspection, and record drawings. The work specifically excludes: • Preparation of a Remediation Plan should tank removal reveal a need to dispose of contaminated material. • Preparation of a Large Scale Development Plan, to meet City ordinance. If desired, these services can be provided as "additional work", with additional compensation to be negotiated. ARTICLE 2: The compensation for the services to be provided are as follows, with Items 1 — 3 being lump sum, and item 4 being a "not to exceed" amount to be billed based on hourly rates. 1) Preliminary Engineering Report $ 3,465.00 2) Field Surveys &Detailed Design $10,497.00 3) Bidding $ 718.00 4) Construction Administration/Observation * $14,917.00 * Based upon an estimated total of 185 hours. Actual fee may vary, based upon actual hours spent in construction observation. FY96146:T02:o29:jm -2 ARTICLE 3 As per Basic Agreement ARTICLE 4 As per Basic Agreement ARTICLE 5 The ENGINEER agrees to pursue the execution of the scope of work as promptly as practical, subject to weather and availability of subconsultants, and will endeavor to submit the Preliminary Engineering Report within four (4) weeks of notice to proceed and construction documents six (6) weeks thereafter, contingent upon approval of the Preliminary Report. ,INTtWIT IE`SS WHEREOF, the parties hereto each herewith subscribe the same. o a. a ,..- ,4 , • it„ , FOR CITY OF FAYETTEVILLE, ARKANSAS .4 i ' . r By: F ed Hanna Mayor ATT T: JAC,c : 7c,e i City Clerk FOR McCLELLAND CONSULTING ENGINEERS re By: LN✓W✓\ Vice President ATTEST: ,/) Lt.:15.4 FY96146:T02:029:jm -3 City of Fayetteville,Arkansas Budget Adjustment Form . EXHIBIT Budget Year Department:General Government Date Requested Adjustment# 1997 Division:Airport 12/20/96 Program: Capital Project or Item Requested: Project or Item Deleted: Approval of a roll forward of project funds for Airport Above Ground Funding for this request is from unexpended project funds from 1996. Fuel Storage Project. Justification of this Increase: Justification of this Decrease: The roll forward budget adjustment is requested to fund the engineering Sufficient cash&investments exist to fund this request. contract. . Increase Account Name Amount Account Number Project Number Professional Services 29,597 5550 3960 5314 00 96060 Decrease Account Name Amount Account Number Project Number Use of Fund Balance 29,597 5550 0955 4999 99 Approval Signatures Budget Office Use Only Requested By Type: A B C D IE 1 F \ as-.. C2-)-o--1-z, Budget Coordinator Date of Approval �� C / — /3 — 57 De artmen irector Posted to General Ledger Admin. ices Direc or /; Entered in Category Log May r t r'" C:\APP\97BUD\97WORK\FUELSTOR.WK3 Budget Office Copy Z�3 3-9' CNNeto STAFF REVIEW FORM silo pmCNO �t�3 AGENDA REQUEST XX CONTRACT REVIEW GRANT REVIEW MICROFILMED For the Fayetteville City Council meeting of N/A FROM: Dale Frederick Airport General Gvmt. Name Division Department ACTION REQUIRED: The Airport staff requests approval and Mayor's signature for: Change Order#5 and #6 to Contract #658 with John P. Marinoni Construction Co., and Amendment #3 to Task Order #2 to Contract #531 with McClelland Consulting Engineers, Inc. All three of these charges are for the Fuel Farm Replacement Project. Change Order#5 and#6 increase Marinoni's contract by $5,925.00 to cover the cost of construction which provides additional clearance in the refueller basin. Amendment#3 to McClelland Consulting Engineers' contract would decrease future city payments made to their company by the amount of$5,925.00. COST TO CITY: S -0- $ 562.212.00 Fixed Assets Cost of this Request Category/Project Budget Category/Project Name 5550-3960-5801.00 $ 524.234.00 Capital Account Number Funds used to date Program Name 97050 $ 37.978.00 Airport Project Number Remaining Balance Fund BUDGET REVIEW: Budgeted Item Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY: 5— Acc ling ana r Date C rdina r D City Attorney ` 5 Date Int al Auditor Date Purchasing Officer Date STAFF RECOMMENDATION: Staff recommends approval of Change Orders#5 and #6 and Amendment#3.. -- *on I lead Date Cross Reference cparty D ect r aeA New Item: Yes No n�AY�� Prev. Ord/Res#:_3-97/91-98 Adn • s a e ervices Director Date Orig Cont. Date: 8-30-95/7-7-98 Ma or Date STAFF REVIEW FORM Page 2 Description: Meeting Date: N/A Change Order#5 and #6 for John P. Marinoni Construction Co. Inc. Amendment#3 to Task Order#2 for McClelland Engineers Comments: Budget Coordinator Reference Comments: Accounting Manager Reference Comments: City Attorney Reference Comments: Purchasing Officer Reference Comments: ADA Coordinator Reference Comments: Internal Auditor Reference Comments: . J FAYETTEVILLE THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: FRED HANNA, MAYOR PI FROM: DALE FREDERICK, AIRPORT MANAGER DATE: APRIL 28, 1999 SUBJECT: CHANGE ORDER #5 AND #6 TO JOHN P. MARINONI CONSTRUCTION CONTRACT AND AMENDMENT #3 TO TASK ORDER #2 FOR MCCLELLAND CONSULTING ENGINEERS. The Airport staff requests approval and Mayor's signature for: Change Order#5 and#6 to Contract#658 with John P. Marinoni Construction Co., and Amendment#3 to Task Order #2 to Contract #531 with McClelland Consulting Engineers. All three of these requests pertain to the Fuel Farm Replacement Project. Change Order #5 and #6 increase Marinoni's contract by $5,925.00 to cover the cost of construction which provides additional clearance in the refueller basin. Amendment #3 to McClelland Consulting Engineer's contract would decrease the City's payments made to their company by the amount of$5,925.00. Because of required design modifications, McClelland has agreed to reimburse the City for the cost of the change orders requested by Marinoni Construction Company by crediting future payment requests for their remaining earned revenues for engineering services on this project up to the $5,925.00. DF/bjm Attachments: Contract Review Form Three Originals of Change Order 5 Three Originals of Change Order 6 Three Originals of Amendment #3 to Task Order#2 SOUTH RAMP BASIN V 1'-7 3/4' f 1'-9 1/4' 1 3/16' (DIMENSI❑N SHOWN REMOVE CONCRETE FOR REFERENCE ONLY) GRIND SURFACE BASIN NORTH RAMP F--1'-2' 3 11/16' L.GRIND APPROXIMATELY 1/4' PER LIMITS SHOWN TO SMOOTH SURFACE. AMENDMENT #3 TO TASK ORDER NO. 2 AGREEMENT WITH McCLELLAND CONSULTING ENGINEERS. INC, This is an amendment to the Agreement for Engineering Services dated the 30'h day of August, 1995, between the City of Fayetteville, Arkansas, and McClelland Consulting Engineers, Inc.. Additional costs have been incurred to modify the fuel loading ramp to accommodate the Fixed Base Operator's fueling trucks. The Engineer has agreed to reimburse the Owner (City of Fayetteville) for these additional construction costs in the following amounts: • Modification No. 1 - $ 1 ,513.00 • Modification No. 2 - $ 4,412.00 Total for this Amendment = $ 5,925.00 The Contractor (Marinoni Construction Company) is to be paid for these modifications by the City under Change Orders No. 5 and No. 6. The City is then to be reimbursed by McClelland Engineers through a credit of $5,925.00 being applied to future billings for engineering services for this project. CITY OF FAYETTEVILLE (4/1/ Date:Mr C:\data\96\962146#3-T04-14:sr McCLELLAND CONSULTING ENGINEERS, INC. Company Date: T President FOR OFFICE USE ONLY Existing P.O. # Contract # C:\data\96\962146#3-T04-14:sr • • CHANGE,ORDER NO.' 5 • PROJECT: DRAKE FIELD FUEL FARM PROJECT NUMBER: FY962146 CONTRACT DATE, 7/7/98 DATE OF ISSUANCE:2/24/99 EFFECTIVE ON DATE APPROVED BY OWNER OWNER: CITY OF FAYETTEVILLE CONTRACTOR: MARINONI CONSTRUCTION Reason for Change: To provide additional clearance in refueler basin. Change: 1. Modify basin ramps as shown on attached sheet. CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Price: Original Contract Times Substantial Completion (days):150 $517,130.00 Ready for final payment(days):180 Net Changes from previous Amendments or Changes: Net Changes from previous Amendments or Changes: Substantial Completion (days):0 -$28,540.00 Ready for Final Payment(days):0 Net Increase for this Change: Net Increase (Decrease)for this Change: Substantial Completion (days): 0 $ 1,513.00 Ready for final payment(days): 2 Revised Contract Price: Revise Contract Times: Substantial Completion (days): 150 $490,103.00 Ready for final payment(days): 182 Revised Completion Dates: Substantial Completion: 12/30/98 Ready for final payment: 1/31/99 RECOMMENDED: ACCEPTED: APPROVED: By: J1-_IC By: By: A-4//t _ McClelland Consulting Engineers,Inc. MARI ONI CONSTRUCTION F FAYETTEVILLE Engineer Contractor At Date: L/2 LI/1Q Date: a—a ct1_ 1.1 Date: J`cM CHANGE ORDER NO. 6 I l • PROJECT: DRAKE FIELD FUEL FARM PROJECT NUMBER: FY962146 CONTRACT DATE;7/7/98 DATE OF ISSUANCE: 4/1/99 EFFECTIVE ON DATE APPROVED BY OWNER OWNER: CITY OF FAYETTEVILLE CONTRACTOR: MARINONI CONSTRUCTION Reason for Change: ' To provide additional clearance in refueler basin. Change: 1. Modify ramp on south end of refueler basin as shown on the attached drawing. CHANGE IN CONTRACT PRICE CHANGE IN CONTRACT TIMES Original Price: Original Contract Times Substantial Completion (days):150 $ 517,130.00 Ready for final payment(days):180 Net Changes from previous Amendments or Changes: Net Changes from previous Amendments or Changes: Substantial Completion (days):0. -$27,027.00 Ready for Final Payment(days):2 Net Increase for this Change: Net Increase (Decrease)for this;Change: Substantial Completion (days): 0 $4,412.00 • Ready for final payment(days): 4 Revised Contract Price: Revise Contract Times: Substantial Completion (days): 150 $494,515.00 Ready for final payment(days): 186 Revised Completion Dates: Substantial Completion: 12/30/96 Ready for final payment: 2/4/99 RECOMMENDED: ACCEPTED: APPROVED: By: CU.41;4444-4c4--"- `` By: Anv1� By: Xd/McClelland Consulting Engineers,Inc. (MA INONI CONSTRUCTIONF FAYETTEVILLE Engineer Contractor �J Date: 1/1 lq I Date: q- 6 -1 Q Date: z,n11 FAYETTEVILLE THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Dale Frederick, Airport Manager From: Heather Woodruff, City Clerk Date: May 12, 1999 Attached is a copy of the staff review form, change order, and amendment for fuel farm project. I am also returning two originals of each for you to distribute. The originals will be microfilmed and filed with the city clerk. cc. Internal Auditor file . es3-g7 mcetru,,900 A9 0. STAFF REVIEW FORM 4/S)961 AGENDA REQUEST MICROFILMED X.CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council meeting of N/A FROM: Dale Frederick Airport General Gvmt. Name Division Department ACTION REQUIRED: The Airport requests approval of and the Mayor's signature for Amendment#2 to Task Order#2 for contract 531 in an amount not to exceed$6,000.00 with McClelland Consulting Engineers,Inc.for the Fuel Farm Replacement.The original contract provides for 185 hours of construction observation services. However,added safety features and design changes have resulted in the need for over 250+hours of construction observation and additional engineering. The budget balance for the Fuel Farm Replacement is sufficient to fund this$6,000.00 amendment request. COST TO CITY: $6.000.00 $ 562.212.00 Fixed Assets Cost of this Request Category/Project Budget Category/Project Name 5550-3960-5801.00 $ 524.234.00 Capital Account Number Funds used to date Program Name 97050 $ 37.978.00 Airport Project Number Remaining Balance Fund G VIEW: X Budgeted Item Budget Adjustment Attached Budget Coordinator Administrative Services Director CONTRACT/GR NT/LEASE REVIEW: GRANTING AGENCY: , -4/ i countin Ma ger Date C 0rdinato D' 9� 44—.5—9If Xii-kb tto ey Date I al Auditor 53/ Date 4-.5-gel Purchasing Officer Date STAFF RECOMMENDATION: Staff recommends approval of this change order. Divisionp-Q- -„..--_,o- . ____ Head Date Cross Reference P I.. it ectorliv New Item: es No ' A (4 /L' 1., YPrev. Ord/Res#: 3-97 Ad if e ices Director Date Orig Cont. Date: 8-30-95 Mayer ate STAFF REVIEW FORM Page 2 Description: Meeting Date: N/A Amendment#2 to Task Order No. 2 Comments: Budget Coordinator Reference Comments: Accounting Manager Reference Comments: City Attorney Reference Comments: Purchasing Officer Reference Comments: ADA Coordinator Reference Comments: Internal Auditor Reference Comments: FAYETTEVILLE • THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: FRED HANNA,MAYOR FROM: DALE FREDERICK, AIRPORT MANAGER DATE: MARCH 29, 1999 SUBJECT: AMENDMENT#2 TO TASK ORDER#2 FOR MCCLELLAND CONSULTING ENGINEERS,INC. The Airport requests approval of and the Mayor's signature for Amendment#2 to Task Order#2 for contract 531 in an amount not to exceed$6,000.00 with McClelland Consulting Engineers, Inc. for the Fuel Farm Replacement. The original contract provides for 185 hours of construction observation services. However,added safety features and design changes have resulted in the need for over 250+hours of construction observation and additional engineering. The budget balance for the Fuel Farm Replacement is sufficient to fund this $6,000.00 amendment request. DF/bjm Attachments: Contract Review Form 3 Originals of Amendment#2 to Task Order#2 Copy of Letter from McClelland requesting Amendment Copy of Memo from Don Green, former project mgr., recommending approval FAYETTEVILLE THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Dale FROM: Don Green DATE: January 15, 1999 SUBJECT: McClelland 's Amendment #2 Request I believe McClelland has made every effort to deliver a quality fuel farm. David Norman has spent a lot of time on this project and has handled every matter we have presented him in a timely manner. We have requested several additional items, mainly safety related, which have been added after the design stage causing additional engineering work. I am not opposed to Amendment #2 in the amount of$6,000.00. s 1 McCLELLAND P.O. Box 1229 MEE CONSULTING Fayetteville,Arkansas 72702-1229 501-443-2377 / DESIGNED TO SERVE I ENGINEERS, INC. FAX 501-443-9241 January 6, 1999 RECEIVED Mr. Dale Frederick JAN 0 8 1999 Airport Manager, Drake Field 4500 S. School, Suite F AIRPORT Fayetteville, AR 72701 RE: Request For Amendment#2 Fuel Farm Improvements Dear Mr. Frederick: Enclosed is an invoice which takes our total billing for this project to the maximum allowable under P.O.# 0050505, plus Amendment#1 (sum of $31,597). Please refer to our October 1996, engineering fee proposal (copy attached). You may remember that in "those days" we were told that approximately $220,000 had been budgeted for the entire project. Obviously, the magnitude of the project has grown since that time. That fee proposal was based upon a smaller project and providing only 185 hours of construction observation; but you can see, we have already spent 250+ hours of observation time. By the time the existing fuel farm has been decommissioned we will have spent several more hours in field review effort. We firmly believe that it is in the City's best interest for us to do so. I respectfully request that you entertain a proposal to initiate Amendment#2 to cover the anticipated extra expenses involved with field observation in excess of the 185 hours estimated and agreed to. Certainly, we are open to alternative suggestions. What we want you to know is that we intend to continue to do our job to the best of our ability until/unless you direct us otherwise. I project that Amendment#2 should be in the amount of $6,000. I will be out of the office until Thursday, January 14. I'll contact you after that date to get your thoughts on this matter. Truly, McClella d CONSULTING ENGINEERS, INC. n C. Quinn, P.E. President Enclosures: Proposed Engineering Fee cc: David Norman, McClelland Consulting Engineers, Inc. D:\DATA\96\146\Ferderick.Jan6.wpd:caj AMENDMENT #2 TO TASK ORDER NO. 2 AGREEMENT WITH McCLELLAND CONSULTING ENGINEERS. INC. This is an amendment to the Agreement for Engineering Services dated the 30`h day of August, 1995, between the City of Fayetteville, Arkansas, and McClelland Consulting Engineers, Inc.. Additional services required to provide construction observation services beyond the initial agreement of 185 hours. The charge for the additional services shall not exceed $6,000. If additional work is required (beyond Amendment #2) additional fees will be negotiated. CITY OF FAYETTEVILLE pi4n44,— Date: WA Mayo McCLELLAND CONSULTING ENGINEERS, INC. Company (7N)ItAA G744:144 Date: 5410! ' 1 John C. Quinn, P.E. President Title FOR OFFICE USE ONLY Existing P.O. # 'AM/06 Contract# 9loso C:\data\96\962146#2-T03-10:sr FAYETTEVILLE t THE CITY OF FAYETTEVILLE,ARKANSAS DEPARTMENTAL CORRESPONDENCE To: Dale Frederick, Airport Director From: Heather Woodruff, City Clerk Date: April 26, 1999 Attached is a copy of the completed staff review form and amendment number two with McClelland for the Fuel Farm replacement for your records. I am also returning two originals for you to distribute. The original will be microfilmed and filed with the city clerk. cc. File Internal Auditor