Historic Millwork District Streetscape and Utilities Amendment 2_V&KMasterpiece on the Mississippi
Dubuque
hittg
AUmedca City
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Historic Millwork District Streetscape & Utilities
Veenstra & Kimm (V &K) Amendment No. 2 to Professional Engineering
Services Agreement
DATE: February 1, 2011
City Engineer Gus Psihoyos recommends City Council approval of Amendment No. 2 to
the Historic Millwork District Streetscape & Utilities Professional Engineering Services
Agreement between the City of Dubuque and Veenstra & Kimm, Inc. (V &K). This
amendment covers assistance during the construction phase of the project, over a time
period of 24 months. The total additional cost is $88,500, with the option to add
additional services described in tasks #8 and #9.
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
Michael C. Van Milligen
Masterpiece on the Mississippi
MEMORANDUM
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer
DATE: January 31, 2011
SUBJECT: Historic Millwork District Streetscape & Utilities
Veenstra & Kimm (V &K) Amendment No. 2 to Professional Engineering
Services Agreement
INTRODUCTION
This memorandum is to request your review and execution of Amendment No.2 to the
Historic Millwork District Streetscape & Utilities Professional Engineering Services
Agreement between the City of Dubuque & Veenstra & Kimm, Inc. (V &K). Direction is
also requested on the funding source /s for this agreement.
BACKGROUND
Amendment No. 1, approved by City Council on April 5, 2010, authorized additional
professional design services with V &K for an expanded project scope. Amendment No.
2 covers assistance during the construction phase of the project, over a time period of
24 months.
Amendment No. 2 tasks and associated expenses as noted in the attached are defined
as:
1. Veenstra & Kimm attendance at 24 regularly scheduled construction update
meetings and via telephone for every other property owner meeting.
2. Review for input/approval of shop drawings, material samples and mock -ups.
3. Develop, assist in preparation, and review of drawings and specifications for up
to 10 change orders.
4. Review and comment on 24 partial pay estimates during project construction.
5. Final walk- through attendance, input, generate punchlist for contractor.
6. Respond and issue up to 18 request for information by City or contractor.
7. Prepare plans and specifications incorporating Addendum No.1 & No.2 for
complete plan set in format for City reproduction for staff and contractor.
8. (OPTIONAL) Construction observer on a hourly rate of $65 /hour. This fee not
included in total.
9. (OPTIONAL) Provide CAD assistance during record drawings /as- builts at end of
construction at an hourly rate of $78 per hour. This fee not included in total.
The associated costs for tasks #1- #7 of this Amendment No. 2 is $88,500. This does
not include optional tasks #8 or #9. The Existing Agreement plus Amendment No.1 was
$448,220 and by adding this Amendment No.2 ( #1- #7) the "Total" costs would be
$536,720.
The professional services of Amendment No. 2 are being requested to assist City staff
during the construction phase of the project in the areas of administration, updating
construction plans with approved base bid and bid alternates #1, #2 and #3, as
submitted to council for approval on February 7, 2011, and input on project construction,
change orders and completion approvals. Option #8 and #9 tasks would assist with
inspections during the project and with as -built drawings at the end of the project. It is
requested that the tasks #1- #7 be approved in the amount of $88,500 and the options
of #8 and #9 be considered at a future date if staff finds that the additional professional
services would be beneficial to the successful completion of the project.
BUDGET IMPACT
The funding summary for the V &K agreement is as follows:
Since the $5.6 million TIGER grant could not be used for design services, City Council
approved funding from the CIP's for sanitary sewer, storm, water and the downtown
Housing Incentive Program TIF bond for the V &K Existing Agreement and Amendment
No. 1 in the amount of $448,220.
The addition of Amendment No. 2 in the amount of $88,500 would bring the total
Veenstra & Kimm Inc. expenses to $536,720.
FY10 CIP FY10 CIP Name Funding
7102129 Warehouse — Sanitary Sewer $ 89,931
7402131 Warehouse — Storm 114,854
7402145 Warehouse — Water 215,500
Downtown Housing Incentive Program TIF Bond 27,935
Existing Agreement & Amendment #1 $ 448,220
FY 11 CIP FY 11 CIP Name
7102129 Warehouse — Sanitary Sewer $ 18,937
7402131 Warehouse — Storm 24,185
7402145 Warehouse — Water 45,378
Amendment 2 88.500
Total V & K Agreement $ 536,720
ACTION TO BE TAKEN
The execution of Amendment No.2 to the Historic Millwork District Streetscape &
Utilities Professional Engineering Services Agreement between the City of Dubuque &
Veenstra & Kimm, Inc. (V &K).
cc: Jenny Larson, Budget Director
Bob Green, Water Department Manager
Deron Muehring, Civil Engineer II
Jon Dienst, PE
Attach.
AMENDMENT NO. 2
To
HISTORIC MILLWORK DISTRICT STREETSCAPE & UTILITIES
PROFESSIONAL ENGINEERING SERVICES
Between the
CITY OF DUBUQUE, IOWA and
VEENSTRA & KIMM, INC.
This Contract amendment is made by and between the City of DUBUQUE, Iowa, a
municipal corporation, and Veenstra & Kimm, Inc., an Iowa Corporation this th day
of , 2011.
Whereas, it is the mutual desire of the parties hereto to amend the CITY'S
PROFESSIONAL ENGINEERING SERVICES AGREEMENT entered into in July of
2009, hereinafter called the Existing Agreement.
The City desires assistance during the construction phase of the project, over a time
period of 24 months. The described services are listed below. Some of these services are
optional and not specifically defined at this time and listed at an hourly rate. These
services are not included in the fees below. These services are based on hourly rates up to
a not -to- exceed fee.
Therefore, it is hereby agreed that the Existing Agreement and scope of project with
associated fees be amended as follows:
1. Veenstra & Kimm, Inc will attend 24 regularly scheduled construction update
meetings for the project. Veenstra & Kimm, Inc will also attend every other property
owner meeting via phone.
2. Review shop drawings, materials samples and mock up panels for input/approval.
3. Develop drawings and specifications for, assist in the preparation of and review up
to 10 change orders. Assumed to include one drawing per change order.
4. Provide review and comments on 24 partial pay estimates throughout construction
of the project
5. Attend and provide input during a final walk - through and punchlist generation for
distribution to the contractor
6. Respond and issue up to 18 requests for information, either generated by the
contractor or the City
7. Prepare a set of plans and specifications that will incorporate Addendum No 1 and
No 2 requirements and changes into a complete plan set reflecting full pre -
construction intent and requirements. This plan set and specification will be put into
PDF format for City reproduction for staff and contractors use. Two sets of plans
will be saved (1 reduced 11x17 and 1 full size 22 x 34).
8. (OPTIONAL) Provide a construction observer to assist City staff/personnel during
the construction activities. This person will be billed on an hourly rate of $65 per
hour. This service is not included in the fees below. This rate is inclusive of normal
expenses
9. (OPTIONAL) Provide CAD assistance during the creation of the record
drawings /as -built documents at the end of the construction. This erson would be
billed at an hourly rate of $78 per hour. This service is not included in the fees
below
The Change in "Total" cost associated with this Amendment No. 2 is to increase the
authorized fee by a total of $88,500 to a total of $536,720. The Total cost is the same amount
set forth in the Existing Agreement plus Amendments 1 and 2.
This amendment will be deemed a part of, and subject to, all terms and conditions of the
existing Agreement. Except as modified above, the Existing Agreement will remain in full
force and effect.
VEENSTRA & KIMM, INC.
By
President
CITY OF DUBUQUE, IOWA
By
H. R. Veenstra Jr. Mike Van Milligen
City Manager