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Southwest Arterial Supplemental Agreement_Consultant Professional ServicesMasterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Southwest Arterial Project Consultant Professional Services - Supplemental Agreement Construction Engineering Services DATE: August 9, 2010 Dubuque hikiii AN- Am�lca CIty 1 2007 City Engineer Gus Psihoyos recommends City Council authorization of a supplemental agreement with AECOM Technical Services, Inc. to provide construction engineering services for the North Cascade Road Reconstruction Project (Phase 1 of the Southwest Arterial Project) subject to the concurrence of the Iowa Department of Transportation. I concur with the recommendation and respectfully request Mayor and City Council approval. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Gus Psihoyos, City Engineer Mi ael C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Gus Psihoyos, City Engineer SUBJECT: Southwest Arterial Project Consultant Professional Services - Supplemental Agreement Construction Engineering Services DATE: August 9, 2010 INTRODUCTION The enclosed resolution authorizes the Mayor to execute an agreement with AECOM Technical Services, Inc. (AECOM) to provide construction engineering services for the North Cascade Road Reconstruction Project (Phase I of the Southwest Arterial Project). BACKGROUND On March 2, 2009 the City Council approved (Res. 87 -09) the selection of AECOM (Waterloo, Iowa) to provide the final engineering design for the Southwest Arterial Project. The initial agreement included: the final engineering design; preparation of construction documents; geotechnical investigation; architectural and landscape enhancements; archaeological and cultural resources mitigation; public involvement; agency coordination and construction engineering services. DISCUSSION Dubuque kzetzi AI-America My 1111 r 2007 The North Cascade Road Reconstruction Project is the first phase of the Southwest Arterial Project. The project will provide for the reconstruction (grading & paving) and realignment of North Cascade Road from about 0.6 miles south of the Storybook Hill Children's Zoo to 0.1 miles north of the Zoo. It is anticipated that the work will begin late August, with completion in spring, 2011. The Consultant Professional Services - Supplemental Agreement provides for AECOM to provide the following services in accordance with Iowa DOT procedures and requirements for this project phase: construction review; materials testing; construction staking; plan modification and contract administration. RECOMMENDATION I recommend that the City Council authorize the Mayor to execute the Consultant Professional Services - Supplemental Agreement with AECOM Technical Services, Inc. to provide construction engineering services for the North Cascade Road Reconstruction Project (Phase I of the Southwest Arterial Project), subject to the concurrence of the Iowa Department of Transportation. BUDGET IMPACT The professional services fee for construction engineering services for the North Cascade Road Reconstruction Project is as follows: The project funding summary is as follows: CIP Funding Source Amount 3001287 Federal SAFETEA -LU Funding (80 %) $282,080 3001287 City - Local Funding (10 %) 35,260 County - Local Funding (10 %) 35,260 Total Project Funding $ 352,600 ACTION TO BE TAKEN Description Amount Contract Administration / Construction Engineering 352,600 Total Project Cost $ 352,600 The City Council is requested to authorize the Mayor to execute the Consultant Professional Services - Supplemental Agreement with AECOM Technical Services, Inc. to provide construction engineering services for the North Cascade Road Reconstruction Project (Phase I of the Southwest Arterial Project), subject to the concurrence of the Iowa Department of Transportation, through adoption of the enclosed resolution. Prepared by Robert Schiesl, Assistant City Engineer cc: Jenny Larson, Budget Director Kent Ellis, Iowa DOT Bob Lentz, AECOM K: \PROJECTS \SW ARTERIAL - IA HYW 32 \North Cascade Road (655) - Grading & Paving \Contracts \SW Arterial - N. Cascade Road Reconstruction (655) - AECOM Supp. Agmt. 4 Memo.doc RESOLUTION NO. 306 -10 RESOLUTION APPROVING THE CONSULTANT PROFESSIONAL SERVICES - SUPPLEMENTAL AGREEMENT BETWEEN AECOM TECHNICAL SERVICES, INC. AND THE CITY OF DUBUQUE FOR CONSTRUCTION ENGINEERING SERVICES FOR THE NORTH CASCADE ROAD RECONSTRUCTION PROJECT (PHASE 1 OF THE SOUTHWEST ARTERIAL PROJECT) Whereas, the City of Dubuque is proceeding with the North Cascade Road Reconstruction Project (Phase I of the Southwest Arterial Project); and Whereas, AECOM Technical Services, Inc. will provide construction engineering services for Phase I of the Southwest Arterial Project. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF DUBUQUE, IOWA: Section 1. That said Consultant Professional Services - Supplemental Agreement - Southwest Arterial, from Seippel Road to Olde Davenport Road between AECOM Technical Services, Inc. and the City of Dubuque is hereby approved for the North Cascade Road Reconstruction Project (Phase I of the Southwest Arterial), subject to the concurrence of the Iowa Department of Transportation. Section 2. That the Mayor be authorized and directed to execute three copies of said Consultant Professional Services - Supplemental Agreement - Southwest Arterial, from Seippel Road to Olde Davenport Road, subject to the concurrence of the Iowa Department of Transportation, for the North Cascade Road Reconstruction Project (Phase I of the Southwest Arterial). Passed, approved and adopted this 16th day of August , 2010. Attest: eanne F. Schneider, CMC, City Clerk Roy D. Buol, Mayor AECOM WHEREAS, a Professional Services Agreement was entered into by the City of Dubuque, Iowa (Owner), and AECOM Technical Services, Inc. (Consultant), of Waterloo, Iowa, dated May 8, 2009, for the preparation of final design, plans, specifications and estimates, as well as right -of -way property acquisition, final soils investigation, archaeological and cultural resources Phase III mitigation, public involvement, agency coordination and construction -phase services for the Dubuque Southwest Arterial which includes a new 4 -lane freeway between Seippel Road and Olde Davenport Road in Dubuque, Iowa, in accordance with the preliminary plans completed in March 2008; and WHEREAS, the Owner and Consultant modified the original Scope of Services to include a Value Engineering Workshop as part of Task No. 3 (Initial Value Engineering Review) in the original agreement on July 27, 2009, said document included as Attachment C; and WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 1 dated August 27, 2009, for the preparation of final design, plan, specifications and estimates, right -of -way property acquisition, final soils investigation, archaeological and cultural resources Phase III mitigation, public involvement and agency coordination for the portion of the project not included in the previous agreement; and WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 2 dated October 21, 2009, for supplemental Phase 1 archaeological investigation of the Oberbroeckling property in Dubuque County, Iowa; and WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 3 dated March 10, 2010, to include revisions in the previous Scope of Services based on recent changes in the design concept as a result of a Value Engineering Study of the project and the Owner's desire to extend the recreational trail beyond the previous limits; and WHEREAS, the Owner and Consultant desire to amend the previous agreements to include engineering services during the construction phase of the North Cascade Road portion of the project. NOW THEREFORE, it is mutually agreed to amend the original Professional Services Agreement as follows: I. PROJECT DESCRIPTION The project includes the grading, drainage and paving of relocated North Cascade Road from approximately 2,000 feet south to approximately 1,500' north of the Southwest Arterial and includes grading of approximately 2,300' of the Southwest Arterial mainline. Grading, drainage and paving of two side roads, identified as "NCR -SR1" and "NCR -SR2" are included in the project. II. SCOPE OF SERVICES SOUTHWEST ARTERIAL FROM SEIPPEL ROAD TO OLDE DAVENPORT ROAD DUBUQUE, IOWA SUPPLEMENTAL AGREEMENT NO. 4 AECOM 319 232 6531 tel 501 Sycamore Street 319 232 0271 fax Suite 222 Waterloo, Iowa 50703 www.aecom.com The services to be provided for the project under this supplemental agreement include the construction review, materials testing, construction staking, plan modification and contract administration in accordance with Iowa DOT procedures and requirements. AECOM The Scope of Services is further defined by the following tasks: b. Set hubs and lath at the corners of the new right -of -way and easements. Page 2 Task 1. Preconstruction Conference. Assist the Owner with conducting the preconstruction conference attended by representatives of the Contractor, Owner, Consultant and affected utilities. This task includes conducting the meeting, preparing and distributing the minutes. Task 2. Construction Staking. Provide construction staking, which is the responsibility of the Owner, as outlined in the Iowa DOT specifications for construction staking. This task includes the following items: a. Establish horizontal control points, vertical control benchmarks and design centerline control points. c. Set property pin with cap and marker post with ROW sign at the new right -of -way points. Task 3. Interpret Plans and Specifications. Interpret the intent of the plans and specifications for general compliance with the construction contract. Answer design interpretation questions from the Owner, Contractor, review staff and appropriate agencies. The Consultant will not, however, guarantee the performance of any contractor. Task 4. Shop Drawing Review. Review shop drawings, samples and other submittals as required of the Contractor by the contract documents for general conformance with the design concept of the project and for general compliance with the information given in the contract documents. No shop drawings are expected on the project. Task 5. Site Visits. Perform construction site visits by design personnel at appropriate stages of construction to review the quality of the work and to determine whether the work conforms to the general compliance of the contract documents. Task 6. Progress and Quality of Construction. Maintain direct contact with the Owner's Representative or his authorized representative to the extent necessary to inform the Owner's Representative of the progress and quality of construction work performed. Provide the necessary qualified staff at the job site to act under the authority of the Owner's Representative and observe and review the work in progress and determine whether the work is in general conformity with the Contract Plans and Specifications. It is understood that responsibility for the correctness of every detail of construction is beyond the scope of this Agreement. The Consultant shall not assume management or direction of the contractor's operations or any utility company's operations. For estimating purposes, construction activity in the field is anticipated at 30 weeks with average level of service 50 hours per week. Nothing in this Agreement shall be construed as giving the Consultant the responsibility or authority to direct or supervise construction methods, means, techniques, procedures or safety methods used by the contractors, subcontractors, or utility companies performing the actual construction work. Neither observations by the Consultant nor inspections, tests or approvals shall relieve the contractor, subcontractors, or utility companies from their obligation to perform the work in accordance with the requirements of the Contract Documents. The contractor has ultimate responsibility to monitor all his work to ensure proper quality, safety and completion within the Contract time, as do the utility companies involved in this project. AECOM Page 3 Task 7. Testing. Complete necessary earthwork, density and P.C.C. verification testing for the project, as required by Iowa DOT's Materials Department Instruction Memorandums and Iowa DOT's Construction Manual. The Contractor shall be responsible for certified plant inspection in accordance with the Standard Specifications. Special topsoil testing related to sustainable design evaluations is not included in this scope but will be provided separately by the City, if required. Task 8. Reports. Prepare and submit daily, weekly and monthly reports as required by Iowa DOT's Materials Department Instruction Memorandums and Iowa DOT's Construction Manual. Also includes preparation and submittal of change and extra work orders, subcontract requests and other forms as are normally utilized by the Iowa DOT on construction projects. Reports are to be submitted per Iowa DOT Standards for reporting and copies of reports are to be submitted to the Owner. Task 9. Estimates. Make monthly or bi- monthly reports to the Owner's Representative, or his authorized representative, of the estimated amount of materials furnished and delivered and the work performed. Review and approve estimates for progress and final payment. Task 10. Pav Quantities. Measure and document construction pay quantities and perform functions necessary to assist with funding reimbursement for the project. Task 11. Claims. Consider and evaluate Contractor's suggestions for modifications and report them with recommendation to the Owner. Prepare and assist the Owner and Contractor in processing contract change orders. Task 12. Project Files. Maintain files for correspondence, reports of the job conferences, shop drawings and sample submissions, reproduction of original contract documents including addenda, change orders, field modifications, additional drawings issued subsequent to the execution of the contract, engineer clarifications and interpretations of the contract documents, progress reports and other project - related documents. Task 13. Punch List. Participate in a review of the project with the Owner and review staff near completion and prepare a list of items to be completed or corrected. Task 14. Final Construction Review. Conduct the final construction review with representatives of the Iowa DOT and Owner at completion of the project. The Consultant shall state his opinion as to whether the project was completed in substantial conformance with the Plans and Specifications and recommend acceptance thereof. Task 15. Record Drawings. Prepare revised drawings of the construction plans (record drawings) for the project based on the construction observation records of the field review staff and the Contractor showing those changes made during construction considered significant. Task 16. Protect Close -Out. Complete quantities and materials audit in compliance with Iowa DOT standards. Prepare final acceptance documents, as required by Iowa DOT. Task 17. Project Meetings and Administration. Attend construction meetings and conduct intraoffice administration and coordination of the project. Task 18. Geotechnical Observation. This task includes field reviews and consultation of soil and bedrock conditions during construction of the defined project. Due to the unknown nature of this task, the level of effort is defined by the estimate provided. This task will be provided by Terracon Consultants, Inc. AECOM III. TIME OF BEGINNING AND COMPLETION Page 4 Task 19. Plan Modifications. It is anticipated that the project plans will be modified during the construction phase to extend the project approximately 540' to the south when right -of -way Parcel No. 147 (Tigges) is acquired. This task includes the plan modifications necessary to accompany a construction change order to add the new segment to the project. The Consultant will not begin work under this Supplemental Agreement No. 4 until so directed in writing to proceed by the Owner and authorization to proceed by the Iowa Department of Transportation. The Consultant will, upon receipt of said written notification, begin work thereon. Work under Supplemental Agreement No. 4 will be completed within sixty (60) days after receipt of Contractor(s) submittals as required for project closing or completion of required project audits or until submittal of final billing by Contractor(s) for agreement work, whichever is later, providing no unforeseen delays are experienced beyond the control of the Consultant. IV. COMPENSATION The Consultant shall be reimbursed for the actual costs incurred in accordance with Article 3 of the original Agreement. The Estimated Actual Costs, Fixed Fee, Contingency and Maximum Amount Payable for this supplemental agreement as stated below and as shown in Attachment A, are to be segregated from those covered under the original agreement and subsequent amendments. S.A. No. 4 Estimated Actual Costs $290,600.00 Fixed Fee 34,000.00 Contingency 28,000.00 Maximum Amount Payable $352,600.00 V. In all other aspects, the obligations of the Owner and Consultant shall remain as specified in the Professional Services Agreement dated May 8, 2009, and subsequent amendments. AECOM IN WITNESS WHEREOF, the parties hereto have executed this Supplemental Agreement No. 4 as of the dates shown below: AECOM TECHNICAL SERVICES, INC. By g Joe A. Becker Vice President CITY OF DUBUO. JE, IOWA By Date e),/, Roy Bubl Mayor IOWA DEPARTMENT OF TRANSPORTATION ACCEPTED FOR FHWA AUTHORIZATION* By Date Kent L. Ellis, P.E. Local Systems Engineer District 6 *The Iowa DOT is not a party to this agreement. However, by signing this agreement, the Iowa DOT is indicating the work proposed under this agreement is acceptable for FHWA authorization of federal funds. L: \work\ADMINWGREE \SUPPLE \SA4DubuqueSWArt.doc Date July 20, 2010 Page 5 I. Direct Labor Cost (AECOM) III. Direct Project Expenses IV. AECOM Estimated Actual Costs V. Subcontract Expense Terracon (See Attachment) VI. Estimated Actual Costs VII. Fixed Fee IX. Maximum Amount Payable Dubuque Southwest Arterial City of Dubuque, Iowa North Cascade Road Construction Related Services Cost Analysis Category Hours Rate /Hour Amount Senior Professional 104 $80.00 $8,320.00 Project Professional 198 $53.50 $10,593.00 Staff Professional 68 $37.50 $2,550.00 CADD Operator II 88 $28.50 $2,508.00 Senior Technician 2,078 $30.60 $63,586.80 Technician 272 $22.70 $6,174.40 Project Support 182 $25.60 $4,659.20 2990 II. Payroll Burden and Overhead Provisional Costs 165.00% $162,345.81 Category Units Rate /Unit Amount Mileage 4300 0.50 2,150.00 Per Diem 160 30.00 4,800.00 Lodging 130 70.00 9,100.00 Copier 2000 0.06 120.00 Blueprinting 100 0.50 50.00 GPS 10 25.00 250.00 Geodimeter 20 12.50 250.00 Testing 1,000.00 Miscellaneous, Other 350.00 Rounded $11,800.00 VIII. Contingency AECOM $27,000.00 Terracon $1,000.00 Attachment A $98,391.40 $18,070.00 $278,807.21 $278,800.00 $11,800.00 $290,600.00 $34,000.00 $28,000.00 $352,600.00 Dubuque Southwest Arteri City of Dubuque, Iowa North Cascade Road Construction Related Services Staff Hour Estimate Attachment A Description of Work Senior Prof. 1 Preconstruction Conference 6 2 Construction Staking a. Establish Contro Points b. Set Preliminary Right-of-Way c. Set Final Right-of-Way 3 Interpret Plans and Specifications 4 Shop Drawin9 Review 5 Site Visits OPmgress and Quality of Construction 7 Testing 8 Reports 9 Estimates 6 32 10 Pay Quantities 11 Claims 20 12 Project Files 13 Punch List 6 14 Final Construction Review 6 15 Record Drawings 16 Project Closeout 17 Project Meetings & Administration 18 Gootechninm| Observation (Te,vonon 20 19 Plan Modifications 8 Total Hours 104 Project Prof. 6 16 32 16 40 12 12 10 10 20 24 198 Staff Prof. 12 24 32 68 CADD Oper. 11 8 40 40 88 Senior Tech 6 24 24 1,500 120 80 80 40 60 12 12 20 60 40 2,078 Tech 24 24 24 200 272 Project Support 6 60 60 6 6 20 20 4 182 Total 24 60 48 48 30 64 1,500 200 180 96 80 100 120 36 36 70 90 100 108 I. Direct Labor Cost 111. Direct Project Expenses Dubuque Southwest Arterial City of Dubuque, Iowa North Cascade Road Geotechnical Observation Staff Hour & Cost Estimate Terracon Consultants, Inc. Attachment A Category Hours Rate /Hour Amount Technician I 0 $11.92 $0.00 Technician II 0 $15.01 $0.00 Technician IV 0 $22.99 $0.00 Driller 0 $20.21 $0.00 CAD Drafter 0 $16.55 $0.00 Administration /Secretary 0 $16.63 $0.00 Field Engineer 0 $21.67 $0.00 Project Engineer /Geologist 50 $25.97 $1,298.50 Senior Project Manager 30 $34.84 $1,045.20 Principal Engineer 15 $45.09 $676.35 $3,020.05 95 II. Payroll Burden and Overhead Provisional Costs 198.20% $5,985.74 Category Units Rate /Unit Amount Drill Rig (Days) 0 374.620 $0.00 GPS Unit (Days) 0 150.00 $0.00 Mileage 2800 0.50 $1,400.00 Subtotal $1,400.00 Crop Damage 0 0.00 $0.00 Meals & Accommodations 0 64.00 $0.00 Consumable & Misc. $0.00 Third -Party Expenses $0.00 Subtotal $0.00 IV. Estimated Actual Costs $10,405.79 Rounded $10,400.00 V. Fixed Fee (I + II + Illa) $1,400.00 VI. Contingency $1,000.00 VII. Maximum Amount Payable $12,800.00