Southwest Arterial Supplemental Agreement No. 9Masterpiece 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
Final Engineering Design Phase - Scope of Work Modifications
Iowa DOT Project No. STP -U -2100 (634)- -70 -31
DATE: July 12, 2011
Dubuque
Ikerd
Al- Anerica Cfty
I
2007
City Engineer Gus Psihoyos recommends City Council approval of the execution of a
supplemental agreement with AECOM Technical Services, Inc. in the amount of
$126,700, which approves revisions to the original scope of services to the Consultant
Professional Services Contract to complete the final engineering design phase of the
Southwest Arterial Project.
On February 7, 2011, the City Council approved the recommendations of the Value
Engineering evaluation and authorized the proposed design modifications be
incorporated into the Final Design phase of the Southwest Arterial Project. The most
significant design modifications will be incorporated into the Southwest Arterial /U.S.
20 /Seippel Road interchange area. This change includes: use of roundabouts;
changes to the ramp layouts; changes to the access road layouts; elimination of a
cross -over bridge; reduction in mass earthwork quantities; and eliminating the purchase
of three properties along Cousins Road. The potential design modification savings are
in the magnitude of $6.2 million.
Although the proposed changes have identified potential decreases in construction cost
and have increased the overall value of the project, the approved design modifications
will require significant plan changes, which will require the design team to take a step
back in the design process and re- initiate the preliminary design phase.
The preliminary re- design efforts are quite extensive and will require the design team to:
design a new interchange layout; perform detailed traffic analysis; develop new
roundabout intersection details; investigate design variations for the bridges; coordinate
reviews with Iowa DOT staff; evaluate potential impacts to right -of -way acquisition;
evaluate potential impacts to wetlands; historic and cultural resource areas; review
watershed and stream crossing impacts, and environmental clearance compliance.
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
Robert Schiesl, Assistant City Engineer
Michael C. Van Milligen
2
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer
FROM: Robert Schiesl, Assistant City Engineer ROS
SUBJECT: Southwest Arterial Project
Consultant Professional Services - Supplemental Agreement
Final Engineering Design Phase - Scope of Work Modifications
Iowa DOT Project No. STP -U -2100 (634)- -70 -31
DATE: July 12, 2011
INTRODUCTION
BACKGROUND
DISCUSSION
Dubuque
had
AI- americacnr
11111 !
2007
The enclosed resolution authorizes the Mayor to execute a supplemental agreement
with AECOM Technical Services, Inc. (AECOM) which approves revisions to the original
scope of services to the Consultant Professional Services Contract to complete the final
engineering design phase of the Southwest Arterial Project.
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.
On February 7, 2011, the City Council approved the recommendations of the Value
Engineering evaluation and authorized the proposed design modifications be
incorporated into the Final Design phase of the Southwest Arterial project.
The most significant design modifications will be incorporated into the SW Arterial / U.S.
20 /Seippel Road interchange area. This change includes: use of roundabouts; changes
to the ramp layouts; changes to the access road layouts, elimination of a cross -over
bridge; reduction in mass earthwork quantities; and eliminating the purchase of three (3)
properties along Cousins Road. The potential design modification savings are in the
magnitude of $6.2 million.
Although the proposed changes have identified potential decreases in construction cost
and have increased the overall value of the project, the approved design modifications
will require significant plan changes, which will require the design team to take a step
back in the design process and re- initiate the preliminary design phase.
The preliminary re- design efforts are quite extensive and will require the design team to:
design a new interchange layout; perform detailed traffic analysis; develop new
roundabout intersection details; investigate design variations for the bridges; coordinate
reviews with Iowa DOT staff; evaluate potential impacts to right -of -way acquisition;
evaluate potential impacts to wetlands; historic and cultural resource areas; review
watershed and stream crossing impacts, and environmental clearance compliance.
As a result of the proposed design and plan modifications, the original scope of services
needs to be revised to reflect the following changes:
• Roundabout intersection design peer review by Ourston Roundabout
Engineering.
• U.S. 20 Interchange: New geometric layouts for two roundabouts, including one
five -leg roundabout.
• North Cascade /English Mill Road Interchange: Revisions to preliminary plans for
two roundabouts.
• U.S. 61/151 Interchange: Revisions to preliminary plans and initial construction
details for two roundabouts.
• Roundabout operational analysis.
• Roundabout signing for the revised intersection layouts.
• Right -of -way property acquisition eminent domain support activities.
Per the terms of the Consultant Professional Services contract and the conditional
requirements of the federal aid funding agreement, if the Consultant is of the opinion
that any work directed to perform is beyond the scope of said contract, and constitutes
"Extra Work ", the Consultant shall promptly notify the City in writing to that effect.
Unless written approval for "Extra Work" has been secured in advance of performing
said work from the City, the Iowa DOT and the FHWA, said work will be ineligible for
federal aid participation. The Consultant Professional Services - Supplemental
Agreement authorizes AECOM to provide the revised scope of services to continue to
advance the completion of the final engineering design phase in accordance with Iowa
DOT and FHWA procedures and requirements.
RECOMMENDATION
I recommend that the City Council authorize the Mayor to execute the Consultant
Professional Services - Supplemental Agreement with AECOM Technical Services, Inc.
for the final engineering design phase of the Southwest Arterial project, subject to the
concurrence of the Iowa Department of Transportation.
BUDGET IMPACT
The estimated professional services fee for the proposed design and plan modifications
to the original scope of services for the final design phase of the Southwest Arterial
project is as follows:
Description Amount
Supplemental Agreement No. 9 - Scope of Services Revisions $ 126,700
Total Project Cost $ 126,700
The project funding summary is as follows:
CIP Funding Source Amount
3001287 Federal SAFETEA -LU Funding (80 %) $ 101,360
3001287 Local Funding (20 %) 25,340
Total Project Funding $ 126,700
ACTION TO BE TAKEN
The City Council is requested to authorize the Mayor to execute the Consultant
Professional Services - Supplemental Agreement with AECOM Technical Services, Inc.
for the final engineering design phase of the Southwest Arterial, 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
F:\PROJECTS\SW ARTERIAL - IA HYW 32\AECOM FE CONTRACT\SW Arterial AECOM FE Consultant Agreement Suppl No. 9 -
Council Approval Memo.doc
RESOLUTION NO. 220 -11
RESOLUTION APPROVING THE CONSULTANT PROFESSIONAL SERVICES -
SUPPLEMENTAL AGREEMENT NO. 9 BETWEEN AECOM TECHNICAL SERVICES,
INC. AND THE CITY OF DUBUQUE FOR THE FINAL ENGINEERING DESIGN
PHASE OF THE SOUTHWEST ARTERIAL PROJECT
Whereas, the City of Dubuque is proceeding with the Southwest Arterial Project,
from U.S. Highway 20 to U.S. Highway 151/61, in Dubuque, Iowa; and
Whereas, as a result of ongoing design reviews, recent geotechnical findings and
recommendations outlined in the Value Engineering study, several modifications to the
previous preliminary plans were developed; and
Whereas, as a result of the proposed design and plan modifications, the
Consultant Professional Services - Supplemental Agreement authorizes AECOM to
provide the revised scope of services to continue to advance the completion of the final
engineering design phase.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
Section 1. That said Consultant Professional Services - Supplemental
Agreement No. 9 between AECOM Technical Services, Inc. and the City of Dubuque for
the final engineering design phase of the Southwest Arterial project is hereby approved,
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 with AECOM
Technical Services, Inc. for the final engineering design phase of the Southwest Arterial
project.
Attest:
Passed, approved and adopted this 18th day of Jul , 2011.
Kevi S. Firnstah , Acting City Clerk
/
Roy D. Buol, Mayor
AECOM
AECOM 319 232 6531 tel
501 Sycamore Street 319 232 0271 fax
Suite 222
Waterloo, Iowa 50703
www.aecom.com
SOUTHWEST ARTERIAL
FROM SEIPPEL ROAD TO OLDE DAVENPORT ROAD
DUBUQUE, IOWA
SUPPLEMENTAL AGREEMENT NO. 9
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 entered into Supplemental Agreement No. 4 dated August 24,
2010, to include engineering services during the construction phase of the North Cascade Road portion
of the project; and
WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 5 dated September
27, 2010, to include revisions in the previous Scope of Services based on recent changes in the design
concept as a result of ongoing review and value engineering activities; and
WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 6 dated October 19,
2010, to include construction staking for the North Cascade Road portion of the project; and
WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 7 dated March 4,
2011, to include revisions in the previous Scope of Services based on recent changes in the design
concept as a result of ongoing review, the public informational meeting and value engineering activities;
and
WHEREAS, the Owner and Consultant entered into Supplemental Agreement No. 8 dated February 28,
2011, to include engineering services during construction phase of the North Cascade Road Bridge
portion of the project; and
AECOM
I. SCOPE OF SERVICES
Roundabout Intersection Peer Review and Design Revisions
Page 2
WHEREAS, the Owner and Consultant desire to amend the previous agreements to include roundabout
intersection peer review and design revisions and the preparation of legal plats and descriptions for
temporary construction easements.
NOW THEREFORE, it is mutually agreed to amend the original Professional Services Agreement as
follows:
The services to be provided for the project under this Agreement will include additional activities
that have been requested by the City and Iowa DOT, and which are beyond the scope of the
existing agreements. A portion of this work will be completed by Ourston Roundabout
Engineering, Inc. (Ourston). The following tasks are included.
Task 1. Coordination and Exchange of Information. This task includes preparing and
exchanging CADD and design files with Ourston, incorporating the information from Ourston
into the project CADD system, and providing supplemental design information and answering
questions from Ourston representatives.
Task 2. Horizontal Geometry Design Revisions. This task consists of revising the design plans
for roundabout intersections which had previously been revised and approved based on the
earlier peer review comments. The plans will be revised in accordance with the results of the
new peer review. The majority of this work will be completed by Ourston. The following
roundabouts are included:
a. U.S. 20 Interchange: New geometric layouts for two roundabouts, including one five -
leg roundabout. Ourston will complete this entire task.
b. North Cascade Road Interchange: Revisions to preliminary plans for two roundabouts.
Ourston and AECOM will complete this task.
c. U.S. 61/151 Interchange: Revisions to preliminary plans and initial construction details
for two roundabouts. Ourston and AECOM will complete this task.
Task 3. Roundabout Documentation Package. This task will include the development and
documentation of roundabout operational analysis including, but not limited to, fastest path
determination, design vehicle movements and sight distance envelopes. This task will be
completed by Ourston.
Task 4. Roundabout Signing Design. This task includes the additional work to prepare the
roundabout signing for the revised intersection layouts. Included are the approach signing, exit
signs, route confirmation signs and others. This task will be completed by Ourston. The final
design of the plan sheets, sign supports, quantities and specifications are already included in
the original scope and are not included in this task.
Task 5. Meetings and Conference Calls. This task includes preparing for and participating in
additional project review meetings and conference calls pertaining to the added peer reviews for
the roundabouts. A total of two meetings in Dubuque and an estimated six conference calls are
included in this task. A portion of this task will be completed by Ourston.
AECOM
Task 6. Project Administration (Ourston Subcontract). This task includes the additional internal
coordination and administration associated with the additional tasks, including adding a new
subconsultant to the project team. Included are the administrative tasks for subconsultant
administration, contracting, processing payments, and additional project management activities.
A portion of this task will be completed by Ourston.
Eminent Domain Right -Of -Way Activities
Task 7. Temporary easement plats and descriptions. This task consists of preparing legal
plats and descriptions for temporary construction easements for those parcels which are
submitted for eminent domain acquisition. An estimated twenty plats and descriptions are
included in this task.
11. TIME OF BEGINNING AND COMPLETION
Page 3
The work under this agreement shall be initiated upon receipt of written Notice to Proceed and
will be completed by June 30, 2012.
III. 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 integrated
with those covered under the original agreement.
Base Value Eng.
Agreement Modification S.A. No. 1 S.A. No. 2
Estimated Actual Costs $391,700.00 $56,200.00 $7,978,200.00 $19,900.00
Fixed Fee 22,500.00 5200.00 427,000.00 0.00
Contingency 38,400.00 5,500.00 761,900.00 2,000.00
Maximum Amount Payable $452,600.00 $66,900.00 $9,167,100.00 $21,900.00
S.A. No. 3 S.A. No. 5 S.A. No. 7 S.A. No. 9
Estimated Actual Costs $175,200.00 $233,600.00 $334,600.00 $114,800.00
Fixed Fee 14,000.00 28,400.00 11,000.00 5,300.00
Contingency (2,400.00) 0.00 0.00 6,600.00
Maximum Amount Payable $186,800.00 $262,000.00 $345,600.00 $126,700.00
Total Amount
Estimated Actual Costs $9,304,200.00
Fixed Fee 513,400.00
Contingency 812,000.00
Maximum Amount Payable $10,629,600.00
IV. 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. 9 as of
the dates shown below:
AECOM TECHN RVICES, INC.
By
CITY OF DUBUQUE, IOWA.
By
Joe £ . Becker
Vice President
c0Le
Roy Buol
Mayor
IOWA DEPARTMENT OF TRANSPORTATION
ACCEPTED FOR FHWA AUTHORIZATION*
Date June 27, 2011
Page 4
Date July 1, 2011
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 \SA9DubuqueSWArt.doc
I. Direct Labor Cost ( AECOM)
II.
Category Hours Rate /Hour Amount
Senior Professional 76 582.00 $6,232.00
Project Professional 50 $54.80 $2,740.00
Staff Professional 54 $39.20 $2,116.80
CADD Operator II 72 $29.25 $2,106.00
CADD Operator I 88 520.25 $1,782.00
Project Support 36 526.30 $946.80 515,923.60
376
Payroll Burden and Overhead Provisional Costs 157.97% $25,154.51
III. Direct Project Expenses
Southwest Arterial
City of Dubuque, Iowa
Supplemental Agreement No. 9
COST ANALYSIS
Attachment A
Category Units Rate /Unit Amount
Mileage 400 0.510 5204.00
Per Diem 0 40.00 $0.00
Lodging 0 80.00 50.00
B/W Copies 0 0.06 $0.00
Color Copies 0 0.12 $0.00
Plan Copier 0 0.50 50.00
GPS Equipment 0 25.00 $0.00
Survey Equipment 0 12.50 50.00
Miscellaneous, Other 5100.00 5304.00
IV. AECOM Estimated Actual Costs 541,382.11
Rounded $41,400.00
V. Subcontract Expense
Ourston Roundabout Engineering 573,400.00
$73,400.00
VI. Estimated Actual Costs $114,800.00
VII. Fixed Fee 55,300.00
VIII. Contingency
AECOM $0.00
Ourston Roundabout Engineering 56,600.00
$6,600.00
IX. Maximum Amount Payable 5126,700.00
I. Direct Labor Cost (Ourston)
III. Direct Project Expenses
IV.
V.
Ourston Estimated Actual Costs
Subcontract Expense
Southwest Arterial
City of Dubuque, Iowa
Supplemental Agreement No. 9
COST ANALYSIS
Attachment A
Category Hours Rate /Hour Amount
Principal 51 $59.78 $3,048.78
Project Manager 160 $42.31 $6,769.60
Project Engineer 346 $37.37 $12,930.02
Design Engineer 108 $26.53 $2,865.24 $25,613.64
665
II. Payroll Burden and Overhead Provisional Costs 155.00% $39,701.14
Category Units Rate /Unit Amount
Mileage 400 0.510 $204.00
Miscellaneous, Other $100.00
Rounded
$304.00
$65,618.78
$65,600.00
$0.00
VI. Estimated Actual Costs $65,600.00
VII. Fixed Fee $7,800.00
VIII. Contingency $6,600.00
IX. Maximum Amount Payable $80,000.00
Description of Work
Principal
Project
Manager
Project
Engineer
Design
Engineer
CADD
Op. I
Project
Support
Total
1 Coordination & exchange of information
2 Horizontal geometry design revisions
3 Roundabout documentation package
17
112
6
346
16
60
8
80
4
32
56
92
0
0
................
56
62
110
._...._ .
1 Coordination & exchange of information
0
................._
491
66
.................
2 Horizontal geometry design revisions
— ............
3 Roundabout documentation package
4 Roundabout sigming design
4
8
50
24
72
88
36
5 Meetings & conference calls
28
24
8
60
6 Project administration (Ourston Subcontract)
2
10
12
7 Temporary easement plats & descriptions
0
TOTAL HOURS
51
160
346
108
0
0
665
Description of Work
Senior
Eng/Prof
Project
Eng/Prof
Staff
Eng/Prof
CADD
Op. 11
CADD
Op. I
Project
Support
Total
1 Coordination & exchange of information
2 Horizontal geometry design revisions
3 Roundabout documentation package
16
4
8
24
18
32
32
8
8
80
4
32
56
92
0
0
................
56
62
110
24
30
26
30
............_
4 Roundabout signing design
.........____ ..................___
5 Meetings & conference calls
........_____.
6 Project administration (Ourston Subcontract)
7 ..... Temporary earment plats & descriptions ......._____
TOTAL HOURS
76
50
54
72
88
36
376
Southwest Arterial
City of Dubuque, Iowa
Supplemental Agreement No. 9
Staff Hour Estimate - AECOM Technical Services, Inc. Portion
Staff Hour Estimate - Ourston Roundabout Engineering Portion
Attachment A