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HomeMy WebLinkAbout2026-07-20 I01F_04 Professional Consulting Services Agreement_RRVT ResurfacingAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: July 20, 2026 AGENDA ITEM:Consideration of approval of a resolution approving Agreement for Professional Consulting Services with Snyder & Associates, Inc. [Raccoon River Valley Trail Resurfacing Project] FORMAT:Consent Agenda SYNOPSIS INCLUDING PRO & CON: This agreement for professional services is for Project Management, Topographic Survey, Right-of-Way Verification, Easement Plats, Trail Design, Bidding, Construction Administration, Construction Survey, Record Drawings. This project is scheduled within the Capital Improvements Plan. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $98,500 COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Raccoon River Valley Trail Resurfacing Professional Services Agreemen PREPARED BY:Matt Jermier REVIEWED BY: PUBLIC NOTICE INFORMATION – NAME OF PUBLICATION: DATE OF PUBLICATION: I1F4 THE CITY OF WAUKEE, IOWA RESOLUTION 2026 APPROVING AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH SNYDER & ASSOCIATES [RACCOON RIVER VALLEY TRAIL RESURFACING PROJECT] 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, the City desires to retain the consultant services of Snyder & Associates for the Raccoon River Valley Trail Resurfacing Project; AND, WHEREAS, the scope of services includes project management, topographic survey, right-of- way verification, easement plats, trail design, bidding, construction administration, construction survey, record drawings. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Agreement for Professional Consulting Services with Snyder & Associates [Raccoon River Valley Trail Resurfacing Project] is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved the 20th day of July, 2026. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Kala Anderson Chris Crone Rob Grove Lori Lyon Anna Bergman Pierce 1 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES Raccoon River Valley Trail Resurfacing City Project No. _______ This Agreement is made and entered into this ____ day of ____________, 2026, by and between City of Waukee, a municipal corporation, hereinafter referred to as "City," and Snyder & Associates, Inc, (Fed. ID #42-1379015), an Iowa corporation incorporated and licensed under the laws of the State of Iowa, party of the second part, hereinafter referred to as "Consultant" as follows: THE CITY HEREBY AGREES TO RETAIN THE CONSULTANT FOR THE PROJECT AS DESCRIBED IN THIS AGREEMENT AND CONSULTANT AGREES TO PERFORM THE PROFESSIONAL SERVICES AND FURNISH THE NECESSARY DOCUMENTATION FOR THE PROJECT AS GENERALLY DESCRIBED IN THIS AGREEMENT. 1.SCOPE OF SERVICES Services provided under this Agreement shall be as further described in Attachment 1, Scope of Services. 2.SCHEDULE The schedule of the professional services to be performed shall conform to the Schedule set forth in Attachment 2. Any deviations from the Schedule shall be approved by the authorized City representative. The City agrees that the Consultant is not responsible for delays arising from a change in the scope of services, a change in the scale of the Project or delays resulting from causes not directly or indirectly related to the actions of the Consultant. 3.COMPENSATION A.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. Basic Services of the Consultant A. Project Management $7,500 B. Topographic Survey $15,000 C. Right-of-Way Verification $5,000 D. Easement Plats (4 @ $1,000/ea) $4,000 E. Trail Design $37,000 SUBTOTAL $68,500 (Hourly Rate + Expenses) 20th July 2 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx Construction Phase Services of the Consultant A. Bidding $3,500 B. Construction Administration $15,000 C. Construction Survey $9,500 D. Record Drawings $2,000 SUBTOTAL $30,000 (Hourly Rate + Expenses) TOTAL $98,500 (Hourly Rate + Expenses) B.The Consultant shall invoice the City monthly for services, any reimbursable expenses and any approved amendments to this Agreement, based upon services actually completed at the time of the invoice. Final payment shall be due and payable within 30 days of the City's acceptance of Consultant's submission of final deliverables in accordance with the Scope of Services. C.In consideration of the compensation paid to the Consultant, the Consultant agrees to perform all professional services to the satisfaction of the City by performing the professional services in a manner consistent with that degree of care and skill ordinarily exercised by members of Consultant's profession currently practicing under similar circumstances. If the performance of this Agreement involves the services of others or the furnishing of equipment, supplies, or materials, the Consultant agrees to pay for the same in full. 4.INSURANCE A.Consultant understands and agrees that Consultant shall have no right of coverage under any and all existing or future City comprehensive, self or personal injury policies. Consultant shall provide insurance coverage for and on behalf of Consultant that will sufficiently protect Consultant or Consultant' representative(s) in connection with the professional services which are to be provided by Consultant pursuant to this Agreement, including protection from claims for bodily injury, death, property damage, and lost income. Consultant shall provide worker's compensation insurance coverage for Consultant and all Consultant's personnel. Consultant shall file applicable insurance certificates with the City, and shall also provide evidence of the following additional coverage. B.The Consultant shall provide evidence of comprehensive general liability coverage and contractual liability insurance by an insurance company licensed to do business in the State of Iowa in the limits of at least $1,000,000 each personal injury accident and/or death; $1,000,000 general aggregate personal injury and/or death; and $1,000,000 for each property damage accident. The evidence shall designate the City as an additional insured, and that it cannot be canceled or materially altered without giving the City at least thirty (30) days written notice by registered mail, return receipt requested. C.The Consultant shall also provide evidence of automobile liability coverage in the limits of at least $1,000,000 bodily injury and property damage combined. The evidence shall 3 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx designate the City as an additional insured, and that it cannot be cancelled or materially altered without giving the City at least thirty (30) days written notice by registered mail, return receipt requested. D.The Consultant shall provide evidence of professional liability insurance, by an insurance company licensed to do business in the State of Iowa, in the limit of $1,000,000 for claims arising out of the professional liability of the Consultant. Consultant shall provide City written notice within five (5) days by registered mail, return receipt requested of the cancellation or material alteration of the professional liability policy. E.Failure of Consultant to maintain any of the insurance coverages set forth above shall constitute a material breach of this Agreement. 5.NOTICE Any notice to the parties required under this agreement shall be in writing, delivered to the person designated below, by United States mail or in hand delivery, at the indicated address unless otherwise designated in writing. FOR THE CITY: FOR THE CONSULTANT: Name: City of Waukee Name: Snyder and Associates, Inc. Attn: Matt Jermier Attn: David N. Moeller, P.E. Title: Director of Parks & Recreation Title: President Address: 230 W. Hickman Road Address: 2727 SW Snyder Blvd. City, State: Waukee, IA 50263 City, State: Ankeny, IA 50023 6.GENERAL COMPLIANCE In the conduct of the professional services contemplated hereunder, the Consultant shall comply with applicable state, federal, and local law, rules, and regulations, technical standards, or specifications issued by the City. Consultant must qualify for and obtain any required licenses prior to commencement of work, including any professional licenses necessary to perform work within the State of Iowa. 7.STANDARD OF CARE Services provided by the Consultant under this Agreement shall be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing under similar circumstances. 8.INDEPENDENT CONTRACTOR Consultant understands and agrees that the Consultant and Consultant's employees and representatives are not City employees. Consultant shall be solely responsible for payment of salaries, wages, payroll taxes, unemployment benefits, or any other form of compensation or 4 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx benefit to Consultant or Consultant's employees, representatives or other personnel performing the professional services specified herein, whether it be of a direct or indirect nature. Further, it is expressly understood and agreed that for such purposes neither Consultant nor Consultant's employees, representatives or other personnel shall be entitled to any City payroll, insurance, unemployment, worker's compensation, retirement, or any other benefits whatsoever. 9.NON-DISCRIMINATION Consultant will not discriminate against any employee of applicant for employment because of race, color, sex, national origin, religion, age, handicap, or veteran status. Consultant will, where appropriate or required, take affirmative action to ensure that applicants are employed, and that employees are treated, during employment, without regard to their race, color, sex, or national origin, religion, age, handicap, or veteran status. Consultant will cooperate with the City in using Consultant's best efforts to ensure that Disadvantaged Business Enterprises are afforded the maximum opportunity to compete for subcontracts of work under this Agreement. 10.HOLD HARMLESS Consultant agrees to indemnify and hold harmless the City, its officers, agents, and employees from any and all claims, settlements and judgments, to include all reasonable investigative fees, attorney's fees, and court costs for any damage or loss which is due to or arises from a breach of this Agreement, or from negligent acts, errors or omissions in the performance of professional services under this Agreement and those of its sub consultants or anyone for whom Consultant is legally liable. 11.ASSIGNMENT Consultant shall not assign or otherwise transfer this Agreement or any right or obligations therein without first receiving prior written consent of the City. 12.APPROPRIATION OF FUNDS The funds appropriated for this Agreement are equal to or exceed the compensation to be paid to Consultant. The City's continuing obligations under this Agreement may be subject to appropriation of funding by the City Council. In the event that sufficient funding is not appropriated in whole or in part for continued performance of the City's obligations under this Agreement, or if appropriated funding is not expended due to City spending limitations, the City may terminate this Agreement without further compensation to the Consultant. To the greatest extent allowed by law, the City shall compensate Consultant as provided in Section 18(6) of this Agreement. 13.AUTHORIZED AMENDMENTS TO AGREEMENT A.The Consultant and the City acknowledge and agree that no amendment to this Agreement or other form, order or directive may be issued by the City which requires additional compensable work to be performed if such work causes the aggregate amount payable 5 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx under the amendment, order or directive to exceed the amount appropriated for this Agreement as listed in Section 3, above, unless the Consultant has been given a written assurance by the City that lawful appropriation to cover the costs of the additional work has been made. B.The Consultant and the City further acknowledge and agree that no amendment to this Agreement or other form, order or directive which requires additional compensable work to be performed under this Agreement shall be issued by the City unless funds are available to pay such additional costs, and the Consultant shall not be entitled to any additional compensation for any additional compensable work performed under this Agreement. The Consultant expressly waives any right to additional compensation, whether in law or equity, unless prior to commencing the additional work the Consultant was given a written amendment, order or directive describing the additional compensable work to be performed and setting forth the amount of compensation to be paid, such amendment, order or directive to be signed by the authorized City representative. It is the Consultant's sole responsibility to know, determine, and ascertain the authority of the City representative signing any amendment, directive or order. 14.OWNERSHIP OF CONSULTING DOCUMENTS All sketches, tracings, plans, specifications, reports, and other data prepared under this Agreement shall become the property of the City; a reproducible set shall be delivered to the City at no additional cost to the City upon completion of the plans or termination of the services of the Consultant. All drawings and data shall be transmitted in a durable material, with electronic files provided when feasible to do so. The Consultant's liability for use of the sketches, tracings, plans, specifications, reports, and other data prepared under this Agreement shall be limited to the Project. 15.INTERPRETATION No amendment or modification of this Agreement shall be valid unless expressed in writing and executed by the parties hereto in the same manner as the execution of the Agreement. This is a completely integrated Agreement and contains the entire agreement of the parties; any prior written or oral agreements shall be of no force or effect and shall not be binding upon either party. The laws of the State of Iowa shall govern and any judicial action under the terms of this Agreement shall be exclusively within the jurisdiction of the district court for Dallas County, Iowa. 16.COMPLIANCE WITH FEDERAL LAW To the extent any federal appropriation has or will be provided for the Project, or any federal requirement is imposed on the Project, Consultant agrees that Consultant will comply with all relevant laws, rules and regulations imposed on City and/or Consultant necessary for receipt of the federal appropriation. Consultant shall provide appropriate certification regarding Consultant's compliance. 6 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx 17.SOLICITATION AND PERFORMANCE A.The Consultant warrants that it has not employed or retained any company or person, other than a bona fide employee working for the Consultant, to solicit or secure this Agreement, and that the Consultant has not paid or agreed to pay any company or person other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or contingent fee. B.The Consultant shall not engage the services of any person or persons in the employ of the City at the time of commencing such services without the written consent of the City. 18.SUSPENSION AND TERMINATION OF AGREEMENT A.The right is reserved by the City to suspend this Agreement at any time. Such suspension may be effected by the City giving written notice to the Consultant, and shall be effective as of the date established in the suspension notice. Payment for Consultant's services shall be made by the City for services performed to the date established in the suspension notice. Should the City reinstate the work after notice of suspension, such reinstatement may be accomplished by thirty (30) days written notice within a period of six (6) months after such suspension, unless this period is extended by written consent of the Consultant. B.Upon ten (10) days written notice to the Consultant, the City may terminate the Agreement at any time if it is found that reasons beyond the control of either the City or Consultant make it impossible or against the City's interest to complete the Agreement. In such case, the Consultant shall have no claims against the City except for the value of the work performed up to the date the Agreement is terminated. C.The City may also terminate this Agreement at any time if it is found that the Consultant has violated any material term or condition of this Agreement or that Consultant has failed to maintain workers' compensation insurance or other insurance provided for in this Agreement. In the event of such default by the Consultant, the City may give ten (10) days written notice to the Consultant of the City's intent to terminate the Agreement. Consultant shall have ten (10) days from notification to remedy the conditions constituting the default. D.In the event that this Agreement is terminated in accordance with paragraph C of this section, the City may take possession of any work and may complete any work by whatever means the City may select. The cost of completing said work shall be deducted from the balance which would have been due to the Consultant had the Agreement not been terminated and work completed in accordance with contract documents. E.The Consultant may terminate this Agreement if it is found that the City has violated any material term or condition of this Agreement. In the event of such default by the City, the Consultant shall give ten (10) days written notice to the City of the Consultant's intent to terminate the Agreement. City shall have ten (10) days from notification to remedy the conditions constituting the default. 7 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx 19.TAXES The Consultant shall pay all sales and use taxes required to be paid to the State of Iowa on the work covered by this Agreement. The Consultant shall execute and deliver and shall cause any sub-consultant or subcontractor to execute and deliver to the City certificates as required to permit the City to make application for refunds of said sales and use taxes as applicable. The City is a municipal corporation and not subject to state and local tax, use tax, or federal excise taxes. 20.SEVERABILITY If any portion of this Agreement is held invalid or unenforceable by a court of competent jurisdiction, the remaining portions of this Agreement shall continue in full force and effect. 21.MISCELLANEOUS HEADINGS Title to articles, paragraphs, and subparagraphs are for information purposes only and shall not be considered a substantive part of this Agreement. 22.FURTHER ASSURANCES Each party hereby agrees to execute and deliver such additional instruments and documents and to take all such other action as the other party may reasonably request from time to time in order to effect the provisions and purposes of this Agreement. 23.COUNTERPARTS This Agreement may be executed in any number of counterparts, each of which shall constitute an original document, no other counterpart needing to be produced, and all of which when taken together shall constitute the same instrument. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized officers or agents on the day and year first above written. CONSULTANT CITY OF WAUKEE By: ________________________________ By: __________________________ Name: David N. Moeller, P.E. Courtney Clarke, Mayor Title: President Digitally signed by David N. Moeller, P.E. Date: 2026.07.14 12:20:30-05'00' 8 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx ATTACHMENT 1 SCOPE OF SERVICES The work to be performed by the Consultant under this agreement shall encompass and include miscellaneous general municipal engineering services as requested and directed by the City (Client). Specific services may include, but are not limited to: I.GENERAL The project includes preliminary and final design for resurfacing the existing Raccoon River Valley Trail pavement between NW 10th Street and Berkshire Parkway along the north side of US 6 (Hickman Road). II.BASIC SERVICES A.Project Management The Consultant shall perform the following management services during design of the Project: 1.Monthly progress reports to the City. 2.Monthly invoices. 3.Project coordination with the City, adjacent projects, and utility companies. 4.Project coordination with other consultants. 5.Project design review. 6.Monthly Project Management Team (PMT) meetings with City staff are anticipated. 7.Other Project Related Meetings: a. Other consultant coordination. b. Initial utility coordination meeting, subsequent individual utility coordination. c. City Council presentation, as necessary. B.Topographic Survey The Consultant shall perform field and office tasks to collect topographic survey within the project limits as may be necessary for completion of design. 1.Horizontal Datum will be provided using the State Plane Iowa South (1402) NAD83. 9 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx 2.Vertical Datum will be provided using the North American Vertical Datum of 1988 (NAVD88). 3.Set a minimum of one permanent benchmark on site with description and elevation to the nearest 0.01 foot. Larger sites will require benchmarks at intervals not to exceed 1000 feet horizontal or 25 feet vertical. 4.Spot elevations displayed to the nearest 0.01 feet to be included for shots and are to be shown on a separate cadd drawing level to view when applicable. An approximate 50 grid will be used to create topography map along with other grade breaks such as tops, toes, drainage ways, tops and bottoms of retaining walls, etc. 5.Contours shall be shown at 1-foot intervals. 6.Perform a field survey locating visible improvements such as structures, parking, signs, sidewalks and other visible features above grade will be shown. Below grade non-visible structures or improvements will be shown from information as provided by site owner and would be approximate. Below grade non-visible structures may require further investigation if potentially in conflict with proposed site improvements. Existing building structure shown are not intended for architectural design or civil site plan design. Specific information required for that purpose should be provided by a specific scope of services. However, this service can be provided upon request with additional fees. 7.Rim elevations for existing utility structures will be provided, if accessible. The surveyor will use their experience and judgment in obtaining the inverts, pipe diameter, pipe material and condition of structure obtained by using reasonable survey equipment and visual inspection of the structure. Due to the nature of underground utilities, the surveyor cannot guarantee the accuracy when physical measurements cannot be obtained. 8.Should it be determined that more investigation of the utility is necessary, the Client shall contact Consultant to authorize additional investigation of a specific utility. This may include but not limited to geophysical locating, opening manholes rims that have been paved over/locked down/unable to open, private utilities, entering a structure that is considered a confined space, etc. This service is not included with the base fee amount and will be considered extra services. 9.Location of trees 6 inches and greater not lying with wooded area will be noted as deciduous or coniferous. 10.The drip line or perimeter outline of wooded/brush areas will be shown. 10 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx 11. Consultant shall perform an Unmanned Aerial Services (UAS) survey to collect aerial imagery for the processing of a real-time/true-color/geo-referenced orthophoto to generate a digital terrain model of the exposed surface for general analysis of the existing project conditions. The utilization of an unmanned aerial vehicle, piloted by on-staff licensed remote pilots, will complement the traditional topographic survey methods. If site conditions allow quality control concerns (unsafe weather conditions, vegetative/snow cover, obstructions or uncontrollable site conditions), or unsafe conditions for staff, an agreeable solution will be discussed prior to commencing with the services. Open and exposed ground will produce more accurate ground surface elevations, while vegetative cover and areas with increased vertical differences may produce surface inaccuracies. The survey services provided will be in accordance with the current aerial mapping standards. FAA controlled airspace will be reviewed, and if required, an approved FAA authorization will be received prior to commencing with services. C.Right-of-Way Verification The Consultant shall field verify the existing right-of-way line(s) to facilitate design or concept needs and enable creation of said construction documents. This service includes: research the public records in the county courthouse to acquire the current recorded deed(s), subdivision plat(s), recorded survey(s), county engineer information, DOT information and section corner certificate(s); perform a field survey locating existing monuments and the best available evidence needed to re-establish the record right-of-way lines; Graphically show the right-of-way line on the construction documents for design purpose only. This work does not constitute a certified survey and missing monuments will not be set. D.Easement Plats 1.The Consultant will provide survey plat drawing(s) in accordance with the Iowa Code. This service includes a certified drawing at a suitable scale depicting the need(s) for the project. The description used in the survey plat drawing(s) can be provided in Word format, if requested. The signed survey plat drawing(s) will be provided to the City for the recording at the county recorder’s office. 2.The City is encouraged to seek the advice of an attorney in order to determine what, if any, additional documents may be needed and to establish the rights and responsibilities of said survey plat drawing(s). No right-of-way or easement acquisition services are anticipated with this project, it is assumed the City will procure any right-of-way or easement needed. 3.Estimated budget for this service is based on four (4) plats at unit price for each type of survey plat drawing(s) created for the project. 11 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx E.Trail Design 1.Preliminary Design: The Consultant shall provide the City with three (3) rehabilitation options including a cost estimate for consideration. Upon receipt of authorization from the City of the selected rehabilitation option, the Consultant will proceed with preparation of Preliminary Plans. Plans shall be prepared in Microstation and formatted to fit on 11”x17” size paper. Trail plans shall be at a scale of 1” = 20’. The preliminary plans shall at a minimum include trail plan and profile and typical cross section. 2.Final Design: The Consultant shall prepare construction documents for the Project. Construction specifications will be per Iowa SUDAS. The plan development will include: a.Title Sheets b.General project notes, estimated construction quantities, quantity tabulations, and estimate reference information. c.Typical section including construction materials, subgrade work, and general details. d.Plan and profile sheets with horizontal alignment and vertical profile, construction limits, ditch grading, and general trail culvert information, if applicable. e.Existing property lines will be shown using County GIS parcel line mapping. f.Survey staking and benchmark sheet showing survey control information and alignment data. g.Sidewalk or trail geometrics and staking plans for pedestrian ramps (“S” Sheets), if applicable. h.Traffic control and staging i.Location of utility adjustments, if applicable. j.Storm water pollution prevention plan (SWPPP) general notes and supplementary information, as required. k.Up to four (4) permanent or temporary construction easements acquisition areas are anticipated with this project. l.No Special provisions are anticipated with this project. 3.The Consultant will prepare the public notice required for obtaining the NPDES General Permit No. 2. The public notice will be submitted to the City for publication. It is understood the Contractor will be responsible for obtaining the NPDES permit and City COSESCO permit. 4.The Consultant will submit the final construction plans and specifications for the project to the City for review and concurrence or non-concurrence prior to proceeding with bidding. 12 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx 5.The Consultant shall prepare technical specifications to the established scope of the project to facilitate the bidding and construction of the project. The Consultant shall furnish copies of these documents to the City for review and approval. The comments and review recommendations will then be incorporated into the final plans and specifications. 6.Iowa DOT Perform Work Within Right of Way Permit: The Consultant shall coordinate with the Iowa DOT District on if an application to Perform Within State Highway Right-of-Way Permit is required for this project. If the Iowa DOT determines a permit is required, the Consultant shall assist the City in acquiring permit for the project. 7. Opinion of Probable Construction Costs: The Consultant shall prepare statements of the total probable construction costs for the project based upon the design developed using identified bid items and estimated quantities. Costs will be provided in 2026 dollars and are intended for budgetary purposes only. a.Estimated quantities are intended to be conservative for budgetary opinions of probable construction costs. Statements of probable construction costs prepared by the Consultant represent the best judgement as a design professional familiar with the construction industry. Opinions of probable construction costs will be based on history of similar projects and current Iowa DOT unit costs. b.It is recognized that the Consultant has no control over the costs of labor, materials or equipment, over the Contractor’s methods of determining bid prices, or over competitive bidding or market conditions. Accordingly, the Consultant does not guarantee that any actual cost will not vary from any cost estimate prepared by the Consultant. III.CONSTRUCTION PHASE SERVICES Upon receipt of authorization under the Final Design Phase as described herein, the Consultant shall perform the following services: A.Bidding 1.Construction Contract Documents: It is anticipated the Project will be let by the City and the Consultant shall coordinate the letting and supply the necessary documents for this process. 2.Advertising: The Consultant shall advertise the Project to potential contractors and respond to questions received during the bidding phase. 13 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx 3.Letting: The Consultant shall conduct a public bid letting at a location chosen by City and prepare the bid tabulation. The Consultant shall attend the City Council meeting and make recommendations to the City regarding the awarding of the construction contract to the lowest qualified bidder. A contract and bonds with bid information will be prepared by the Consultant for execution by the City and the contractor. B.Construction Administration Upon award of the initial construction contract, the Consultant shall perform the following administrative services during construction of the Project: 1.Preconstruction Conference: The Consultant shall arrange and conduct a preconstruction conference with the Contractor, City and utility companies to review the contract requirements, details of construction, utility conflicts and work schedules prior to construction. 2.Contractor Payment Requests: The Consultant shall review the requests of the contractor for progress payments and shall approve a request, based upon site observations provided by the City, which authorizes payments and is a declaration that the contractor’s work has progressed to the point indicated. 3.Notification of Nonconformance: It is understood the City will observe construction and shall determine if any observed work does no confirm to the construction contract. The Consultant shall make recommendations to the City for the correction of nonconforming work. It is understood the City will see that these recommendations are implemented by the contractor. 4.Shop Drawings: The Consultant shall review shop drawings and other submissions of the Contractor for general compliance with the construction contract. 5.Change Orders: The Consultant shall prepare change orders. 6.If the Contractor exceeds the estimated working and/or calendar days in completing construction of the Project, or if change orders or Project additions require additional working days, the Consultant will be compensated for administration, including any authorized reimbursable expenses, pursuant to the Schedule of Fees set forth in Attachment 3. 7.Final Walkthrough: The Consultant shall attend a final project walkthrough with the Contractor and City. The Consultant shall assist the City in development of a 14 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx punch-list of items to be completed by the Contractor prior to project acceptance and release of retainage. C.Construction Survey The Consultant will be responsible for providing construction survey for the Project. Construction survey will include qualified personnel, equipment and supplies required for the following items: 1.General: The Consultant will provide one (1) set of construction stakes for each construction phase during the project. The original stakes, as set by the Consultant, shall be preserved and if in the opinion of the Consultant, the original survey stakes or marks have been carelessly or willfully destroyed or disturbed by the Construction Contractor, the cost of replacing said stakes will be charged back to the Construction Contractor, on an hourly basis in accordance with the Consultant’s Standard Fee Schedule in effect at the time such services are provided. The Construction Contractor will be notified in advance of re-staking and the work will be authorized prior to execution. 2.Grading. Stakes requiring cut/fill will be set to a predetermined grade reference. 3.Paving. Stakes requiring cut/fill will be set to a predetermined grade reference. a.Edge of pavement at 4’ offset at 25’ intervals and grade breaks. b.Radius points and ends of radius. Midpoints or quarter points will be set for radius of more than 10’ if necessary to define grade. 4.Survey work documentation will be a combination of digital and hard copy format. 5.Tie-ins with existing pavements and utilities will be verified for correctness of alignment and elevation prior to construction staking. Discrepancies discovered during this verification process will be brought to the attention of the Construction Contractor for review and assistance with resolution prior to staking. 6.Scheduling Survey. Work will be commenced upon receipt of authorization to proceed, within 72 hours of first notification. After first notice, a 48-hour notice is sufficient for scheduling construction survey. 7.Based on the anticipated construction sequence, it is anticipated that eight (8) survey crew visits will be needed. Construction documents will contain notes indicating the scope of construction staking to be provided. 15 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx D.Record Drawings The Consultant shall furnish electronic reproducible record documents for Project according to City requirements. Electronic files are anticipated to be in Portable Document Format (PDF). Such record drawings may contain a waiver of liability phrase in regard to unknown changes made by the Contractor without City/Consultant approval. IV.ADDITIONAL SERVICES Because of the nature of the project, certain services may or may not be needed by the City, until specific phases are completed. These services are referred to as Additional Services. A.The City may request Additional Services from the Consultant not included in the Scope of Services as outlined herein. Additional Services may include, but are not limited to: 1.Expanding the scope of the project and work to be completed. 2.Threatened and Endangered (T&E) species habitat survey. 3.Phase I Environmental Site Assessment. 4.Cultural Resources services such as archaeological or architectural surveys. 5.Individual wetland permitting or permittee-responsible mitigation. 6.Right-of-way or easement acquisition assistance or property owner negotiations. 7.Public informational meetings or individual property owner meetings. 8.In-depth geotechnical investigations, outside of the scope included herein. 9.Extending the time to complete the project through no fault of the Consultant. 10.Redesign of the project in the event the estimated costs or bids received exceed the funds available by the amount mutually agreed upon by the City and the Consultant 11.Requesting additional work items that increase the Design Services, Construction Services, or Other Services and corresponding costs. B.Prior to the initiation of Additional Services, the Consultant will submit, in writing to the City, a supplement to this contract along with the estimated fees. Such fees will be based on the hourly rates and reimbursable expenses, as outlined in the Consultant’s Standard Fee Schedule, in effect at the time such services are performed. 16 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx ATTACHMENT 2 PROJECT SCHEDULE The time of completion of the scope of services under this Agreement shall be as follows: Notice to Proceed June 23, 2026 Topographic/Boundary Survey June-July 2026 Preliminary Design July 2026 Right-of-Way Plats August 2026 Final Design August-September 2026 Bid Letting September 2026 Construction Period October 2026 – June 2027. 17 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx ATTACHMENT 3 SCHEDULE OF FEES Professional | Engineer, Landscape Architect, Land Surveyor, GIS, Environmental Scientist, Historian, Project Manager, Planner, Archaeologist, Right-of-Way Agent, Graphic Designer BILLING CLASSIFICATION/LEVEL BILLING RATE Principal II $285.00/hour Principal I $265.00/hour Senior $236.00/hour VIII $216.00/hour VII $204.00/hour VI $195.00/hour V $182.00/hour IV $167.00/hour III $155.00/hour II $140.00/hour I $126.00/hour Technical | CAD, Survey, Construction Observation BILLING CLASSIFICATION/LEVEL BILLING RATE Lead $164.00/hour Senior $158.00/hour VIII $146.00/hour VII $136.00/hour VI $122.00/hour V $110.00/hour IV $100.00/hour III $89.00/hour II $82.00/hour I $72.00/hour Administrative BILLING CLASSIFICATION/LEVEL BILLING RATE II $84.00/hour I $69.00/hour 18 V:\Agreements\CityWaukeeIA\2026_RRVTResurfacingProject\PSA_FY27_RRVT_Resurfacing.docx REIMBURSABLE EXPENSES 1.All materials and supplies used in the performance of work on this project will be billed at cost. 2.Auto mileage will be reimbursed per the standard mileage reimbursement established by the Internal Revenue Service. 3.Charges for outside services such as traffic count processing will be billed as per direct invoice from vendor. 4.All other direct expenses will be invoiced at cost.