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HomeMy WebLinkAbout2018-02-05-K10 SCMGC Irrigation_Eng Agr Amendment 1AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: February 5, 2018 AGENDA ITEM:Consideration of approval of a resolution approving Amendment No. 1 to the Agreement for Professional Consulting Services with Bolton & Menk [Sugar Creek Municipal Golf Course Irrigation Well] FORMAT: Resolution SYNOPSIS INCLUDING PRO & CON: This amendment No. 1 agreement with Bolten & Menk is to develop preliminary design drawings, collect additional stream data, develop hydrolic model and water balance model in order to determine stream impacts. Bolton & Menk will also be coordinating with Iowa Department of Natural Resources and US Army Corp of Engineers to determine the necessary project permitting requirements. Once construction drawings are development and submitted we will have a better idea which permitting process we will have to go through. The costs associated with this amendment are figured based on worst case scenario. Once we receive direction from IDNR and USACE, Bolton & Menk will prepare final design, facilitate project bidding and construction administration. The City Attorney has reviewed this amendment No. 1 agreement with Bolton & Menk. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:Not-to-exceed $68,600 COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Amendment No. 1 to Professional Services Agreement III. Bolton & Menk Memorandum IV. Map PREPARED BY: Matt Jermier REVIEWED BY: K10 THE CITY OF WAUKEE, IOWA RESOLUTION 18- APPROVING AMENDMENT NO. 1 TO THE AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES WITH BOLTON & MENK, INC. [SUGAR CREEK MUNICIPAL GOLF COURSE IRRIGATION WELL] 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 September 18, 2017, the Waukee City Council approved an Agreement for Professional Consulting Services with Bolton & Menk, Inc., related to the Sugar Creek Municipal Golf Course Irrigation Well (Resolution #17-452); AND, WHEREAS, Bolton & Menk, Inc. has provided the City with an Amendment No. 1 to the Agreement for Professional Consulting Services [Sugar Creek Municipal Golf Course Irrigation Well]AND, WHEREAS, the City Attorney has reviewed the Supplemental Agreement and finds it satisfactory; NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Amendment No. 1 to the Agreement for Professional Consulting Services with Bolton & Menk [Sugar Creek Municipal Golf Course Irrigation Well] is hereby approved. Passed by the City Council of the City of Waukee, Iowa, and approved the 5th day of February, 2018. ____________________________ William F. Peard, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman R. Charles Bottenberg Courtney Clarke Shelly Hughes Larry R. Lyon Page 1 of 3 AMENDMENT No. 1 TO THE AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES Sugar Creek Golf Course Irrigation Well This AMENDMENT made and entered into this 15th day of January , 2018, by and between the CITY OF W AUKEE, a municipal corporation, hereinafter referred to as “City”, and Bolton & Menk, Inc., (Fed. I.D. #41- 0832249), a professional corporation incorporated and licensed under the laws of the State of Iowa, party of the second part, hereinafter referred to as “Consultant” as follows, hereby amends the original Agreement dated September 18, 2017: 1. SCOPE OF SERVICES Services as described in the Agreement, Attachment 1, Scope of Services are amended as follows: I. Add Task 2 – PROJECT DESIGN: Subtask 2.1: Project Management Description: Provide the following project management activities: • Provide support for and attend Public Meeting and City Council Meetings • Provide the support services during the bidding phase • Prepare and submit all required permit applications to governing agencies • Permitting activities with the state and federal agencies • Coordination with the City as meeting as required Subtask 2.2: Design and Analysis Description: Perform analysis for the golf course to use the existing stream flow and stormwater runoff as irrigation water. This will also include design of a supplemental water source from the City’s water distribution system. Task elements include: • Site water balance calculations • Additional data collection • Pond capacity and dredging calculations • Water distribution connection and outflow connection • Coordination with state and federal permitting agencies Subtask 2.3: Construction Documents Description: Complete construction plans and specifications. Plans will be provided to the City for review at the 50% and be considered preliminary design plans. Plans and specifications will be provided at the 90% design phase and be considered the Final design submittal. Task elements include: • Horizontal and vertical alignments of all project surface improvements • Cross-sections at 50-foot intervals and critical design locations • Pond dredging • Site Grading • Water distribution piping • Construction Limits • Project staging • Communications with applicable franchise utilities to discuss replacement and/or relocation • Hydraulic Design • Prepare project manual that includes: o General Information for Bidders o General Conditions and Supplementary Conditions o Agreement, Performance, Payment and Maintenance Bond Forms o General Conditions o Technical Specifications, SUDAS • Opinion of Probable Cost (OPC) of construction Page 2 of 3 Final design plans will conform to the requirements of the City of Waukee and SUDAS Specification requirements. Deliverables: • Draft final plans at 50% and 90% complete stages for review • Draft project manual at 90% complete stage for review • Statement of estimated quantities and estimated construction cost at 90% complete stage • Final contract documents and estimated construction cost • Permit set for agency submittal II. Add Task 3 – CONSTRUCTION ADMINISTRATIVE SERVICES: Subtask 3.1: Construction Administration Description: Perform construction administration services throughout the construction phase. Services to be provided include: • Convene and preside over a preconstruction conference. Preconstruction conference attendees will include: o City staff o Representatives from the contractor, subcontractors and suppliers o Representatives from affected utility companies o Bolton & Menk staff • Provide supervision and support to resident project representative and perform regular on- site reviews • Convene and preside over weekly construction progress meetings and prepare minutes • Prepare change orders and written directives as needed • Review and approve shop drawings, materials lists, suppliers lists, and other required submittals by contractor • Assist the resident project representative with the preparation, review and approval of partial pay requests • Meet with affected property owners as required to answer specific questions or to address construction or design related concerns • Obtain additional information from City staff, when required for proper execution of the work • Support construction close-out with following tasks: o Conduct an on-site review of the project with City staff, contractor’s representatives, and other stakeholders as appropriate o Develop an itemiz ed list of construction issues to be corrected or resolved o Monitor completion of the punch list items by the contractor o Conduct a final project walk through with the City and the contractor to verify that all punch list items have been completed to the satisfaction of the City o Prepare final pay estimate and submit to contractor for review and approval. Resolve any issues regarding pay item quantities with the contractor. o Secure all other documentation required from contractor for final payment, including lien releases, affidavits of withholding, acknowledgement by surety of final payment, etc. Subtask 3.2: Resident Project Representative Description: Provide a Resident Project Representative (RPR) to support construction activities. For budgeting purposes, it is assumed that at this time the construction period will be 6 weeks with an average of 20 hours per week of construction observation budgeted. RPR will be responsible for the following (more particularly described in Exhibit I-1): • Attend preconstruction conference • Attend weekly construction progress meetings and prepare minutes • Schedule and coordinate materials testing and maintain reports and documentation of testing performed and associated results • Assist with the preparation, review and approval of partial pay requests Page 3 of 3 • Meet with affected property owners, as required, to answer specific questions or to address construction or design related concerns. RPR will be the primary contact person for property owners for addressing construction related concerns and issues. • Serve as liaison with contractor, working principally through contractor’s superintendent and assist in understanding the intent of the Contract Documents • Report when clarifications, interpretations, or modifications of the Contract Documents are needed and transmit to contractor clarifications and interpretations as issued by Engineer • Maintain Construction Records, including construction correspondence; construction diary; record and documentation of quantities; record of measurements, ties, sketches or other documentation of buried construction items and underground utilities; photographic and video record during construction; materials testing reports and documentation. • Develop as-built drawings of the project 2. SCHEDULE The schedule as described in the Agreement, Attachment 2 Project Schedule are amended as follows: Final Design – January to September 2018 Construction – September to December 2018 3. COMPENSATION In consideration of the additional professional services provided, the City agrees to pay the Consultant the additional fee to increase the original fee NOT-TO-EXCEED, including any authorized reimbursable expenses, pursuant to the Schedule of Fees set forth in The Agreement, Attachment 3. Task No. Task Description Original Fee Additional Fee Total Fee 1 Project Development $ 7,500.00 - $ 7,500.00 2 Project Design - $ 37,050.00 $ 37,050.00 3 Construction Administrative Services - $ 24,050.00 $ 24,050.00 Total $ 7,500.00 $ 61,100.00 $ 68,600.00 This AMENDMENT is subject to all provisions of the original agreement. This AMENDMENT together with the Agreement represents the entire and integrated AGREEMENT between the City and Consultant, as executed on the date written above. CONSULTANT CITY OF WAUKEE BY: BY: Chadd Kahlsdorf P.E., PMP William F. Peard Project Manager Mayor H:\WAUKEE_CI_IA\A13114815_Sugar Creek GC Irrigation Well\2_Preliminary\Sugar Creek GC Irrigation Well-Concept Summary_01.31.2018.docx Page 1 of 1 MEMORANDUM Date: January 31, 2018 To: Matt Jermier Parks and Recreation Director City of Waukee From: Chadd Kahlsdorf P.E., PMP Subject: Sugar Creek Golf Course – Irrigation Pond – Design Process Project No.: A13.114815 The next steps for the design are as follows: 1. Develop preliminary design drawings. 2. Collect additional stream data 3. Develop hydraulic model and water balance model and determine stream impacts 4. Begin coordination with Iowa Department of Natural Resources (IDNR) and US Army Corp of Engineers (USACE) for determination of project permitting requirements. a. This coordination will determine the minimum requirement for project approval which may include: i. Flood plain permitting ii. Stream mitigation (project vs in-lieu of fee) coordination iii. Stream restoration (if required) iv. Riparian Buffer work We will not be able to determine which of the requirements this project will have to meet. As such we have included in our fee the cost to coordinate the permits and design the solutions. 5. Prepare final design/construction drawings. 6. Submit construction drawings to IDNR and USACE for permitting approval 7. Support project bidding activities 8. Support construction activities (design and construction observation) 9. Project closeout Our fees for this project are based on meeting the more stringent requirement of IDNR and USACE, in permitting and design requirements. The minimum required permit will be the flood plain permit. We will only charge the City for the work performed and reduce our fee in the minimum permit is required.