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Home My WebLink About2024-11-04 I01G_03 Professional Consulting Services Agr Amend 2_Prairie Rose TrailAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: November 4, 2024 AGENDA ITEM:Consideration of approval of a resolution approving Amendment No. 2 to the Agreement for Professional Consulting Services with Snyder & Associates, Inc. [Prairie Rose Trail Project] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: Amendment No. 2 covers those services provided by Snyder staff outside of the original contract which has evolved to include work items that were not anticipated during initial development. The Consultant attempted to offset the increased cost by efficiencies in other design tasks to maintain the current budget and was not able to fully offset the increased scope. Additional work included trail profile and grading redesign, additional construction progress meetings and paperwork, and additional staking for redesigned grading tie-in locations and subgrade elevations. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: City agrees to pay the Consultant an additional NOT-TO-EXCEED fee in the amount of $9,000 bringing the total contract amount to $338,400. COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the Resolution. ATTACHMENTS: I. Resolution II. Supplemental Agreement No. 02 to Agreement for Professional Consulting Services PREPARED BY:Lisa Bauman REVIEWED BY: Sara Kappos SKK I1G3 THE CITY OF WAUKEE, IOWA RESOLUTION 2024-___ APPROVING AMENDMENT NO. 2 TO THE AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH SNYDER & ASSOCIATES, INC. [PRAIRIE ROSE TRAIL] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, on July 24, 2023, the City retained the services of Snyder & Associates, Inc. for the Prairie Rose Trail Project, (RES 2023-317); AND, WHEREAS, on June 3, 2024, the City approved Amendment No. 1 to the Professional Consulting Services Agreement with Snyder & Associates, Inc. for the Prairie Rose Trail Project, (RES 2024-226); AND, WHEREAS, the scope of services is amended to include additional services to complete the trail profile and grading redesign to reduce grading impacts at 525, 535, and 545 Rosemont Drive, while also not impacting the adjacent delineated stream, thus increasing the total contract fee by $9,000.00 resulting in a total contract amount of $338,400.00; AND, NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that Amendment No. 2 to the Agreement for Professional Consulting Services between Snyder & Associates, Inc. and the City of Waukee, Iowa [Prairie Rose Trail] is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved the 4th day of November, 2024. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN R. Charles Bottenberg Chris Crone Rob Grove Anna Bergman Pierce Ben Sinclair Rev 04-16-19 Page 1 of 1 V:\Projects\2023\123.0957.01\Administration\SuppAgr02_2024-10-15_PrairieRoseTrail_SuppAgreement02.docm SUPPLEMENTAL AGREEMENT FOR ADDITIONAL SERVICES # 02 To: Snyder & Associates, Inc. 2727 SW Snyder Blvd. Ankeny, IA 50023 Attn: Rob Haaland Phone: 515-964-2020 Fax: 515-964-7938 This is authorization for Snyder & Associates, Inc. to proceed with the following described additional services. Client: City of Waukee, 805 University Avenue, Waukee, IA 50263 Project Name: Prairie Rose Trail S&A Project Number: 123.0957.01 Original Agreement Date: July 24, 2023 DESCRIPTION OF ADDITIONAL SERVICES: Additional Design Services – Refer to Attachment 1B Lump Sum in the amount of: $ Hourly plus expenses per original agreement or attached fee schedule, not to exceed budget: $9,000.00 Document attached: Attachment 1B The undersigned, on behalf of the Client, understands and agrees that the services described in this Supplemental are additional services, scope of which is not contained within the original scope of services defined in the original agreement. The Additional Services in this Supplemental are subject to the general conditions contained in the original Professional Services Agreement. (Client) SNYDER & ASSOCIATES, INC. (Professional) (Type or Print Name above line) By: By: (Authorized Agent) (Authorized Agent) Mark A. Land, P.E., CFM (Printed or typed signature) (Printed or typed signature) Date: Date: October 15, 2024 Route executed to: RJH -1- V:\Projects\2023\123.0957.01\Administration\Agmt_2024-10-15_SA02Scope.docx ATTACHMENT 1B PRAIRIE ROSE TRAIL PROJECT WAUKEE, IOWA CLIENT: CITY OF WAUKEE 230 W. HICKMAN ROAD WAUKEE, IOWA, 50263 C/O RUDY KOESTER Hereinafter referred to as the “City” ENGINEER: SNYDER & ASSOCIATES, INC. 2727 SW SNYDER BLVD ANKENY, IOWA 50023 Hereinafter referred to as the “Consultant” PROJECT: PRAIRIE ROSE TRAIL PROJECT DATE: OCTOBER 15, 2024 SCOPE OF SERVICES: I. GENERAL Throughout the course of construction, the project has evolved to include scope of work that was not anticipated during initial contract development. The Consultant attempted to offset the increased cost by efficiencies in other design tasks to maintain current budget. The Consultant was not able to fully offset the increased scope and therefore respectfully requests a supplemental agreement. II. FINAL DESIGN The Consultant performed the following additional scope related to trail design efforts. A. Trail profile and grading redesign. The Consultant coordinated with the City and homebuilder and redesigned the trial profile to reduce grading impacts into the back yards of 525, 535, and 545 Rosemont Drive. The trail profile will be raised to reduce the impacts to the backyards while also not impacting the adjacent delineated stream. III. CONSTRUCTION ADMINISTRATION The Consultant will performed or will perform the following tasks related to construction administration. A. At the request of the City, the Consultant attended bi-weekly meetings which are in excess of the budgeted once per month meetings. B. Winter shutdown paperwork including punchlist walkthrough, partial acceptance of the project and partial pay application with partial release of retainage. -2- V:\Projects\2023\123.0957.01\Administration\Agmt_2024-10-15_SA02Scope.docx C. A spring construction kickoff meeting and punchlist checkoff prior to final acceptance and final pay application. IV. CONSTRUCTION STAKING The Consultant performed the following tasks related to staking the redesigned trail and grading in the back yards of 525, 535, and 545 Rosemont Drive. A. Additional Staking for the trail location, redesigned grading tie-in locations, and redesigned trail subgrade elevations. V. COMPENSATION In consideration of the professional services provided herein, the City agrees to pay the Consultant the following sum, NOT-TO-EXCEED, including any authorized reimbursable expenses, pursuant to the Schedule of Fees set forth in Attachment 3 of the original agreement. The compensation schedule as set forth in Article 3 of the original agreement is amended as follows: Basic Services of the Consultant Approved Agreement Supplemental Agreement No. 02 Total A. Project Management $14,000 $14,000 B. Preliminary Survey $20,800 $20,800 C. Wetland and Stream Delineation $6,500 $6,500 D. Hickman Pedestrian Crossing Feasibility Study $104,000 $104,000 E. Preliminary Trail Design $70,000 $70,000 F. Wetland and Stream Permitting $2,000 $2,000 G. Final Trail Design and Construction Documents $63,700 $4,000 $67,700 SUBTOTAL (Hourly Rate + Expenses) $281,000 $4,000 $285,000 Construction Phase Services of the Consultant Approved Agreement Supplemental Agreement No. 02 Total A. Bidding $4,900 $4,900 B. Construction Administration $20,000 $3,000 $23,000 C. Traffic Signal Construction Phase Services $18,000 $2,000 $20,000 D. Record Drawings $5,500 $5,500 SUBTOTAL (Hourly Rate + Expenses) $48,400 $5,000 $53,400 TOTAL (Hourly Rate + Expenses) $329,400 $9,000 $338,400