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.