University Ave Ext Supp Agree - H. Green
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MEMORANDUM
November 29, 2005
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: University Avenue Extension Project - Howard R. Green Co.
(Project No. STP-U-21 00(623) -70-31)
City Engineer Gus Psihoyos recommends City Council approval of Supplemental
Agreement NO.4 between the City of Dubuque and Howard R. Green Company to
provide additional engineering services for the second phase (construction inspection)
of the University Avenue Extension Project.
The Iowa Department of Transportation has indicated that the necessary funds to cover
Supplemental Agreement NO.4 are available through DMATS.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
fl1~J ~ f~
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psi hoyos, City Engineer
Dii~~E
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MEMORANDUM
November 29, 2005
FROM:
Michael C. Van Milligen, City Manager
Gus Psihoyos, City Engineer )(j .0.
TO:
SUBJECT:
University Avenue Extension Project - Howard R. Green Co.
(Project No. STP-U-21 00(623) - 70-31)
INTRODUCTION
This memorandum is to recommend approval of Supplemental Agreement No.
Four to the 2002 Agreement between the City of Dubuque (City) and Howard R.
Green Company (Howard R. Green) for additional engineering services for the
second phase (construction inspection) of the University Avenue Extension
Project.
DISCUSSION
This proposed Supplemental Agreement No. Four amends the Scope of Services
of the original March 11, 2002 Agreement between the City and Howard R.
Green to provide detail work, services, meetings, materials, equipment, and
supplies necessary to administer the second phase (construction inspection) of
the University Avenue Extension Project which includes paving construction in
Dubuque County.
RECOMMENDATION
I recommend that the City Council approve Supplemental Agreement No. Four.
BUDGET IMPACT
In terms of the overall design cost for the project, a summary is as follows:
Proposed Current Contract
$390,381.41
56,532.89
63,151.03
190,170.00
112.220.00
$812,455.33
Original Agreement
Supplemental Agreement One
Supplemental Agreement Two
Supplemental Agreement Three
Supplemental Agreement Four
The Iowa Department of Transportation has indicated that the necessary funds to
cover Supplemental Agreement No. Four are available through DMATS.
ACTION TO BE TAKEN
The City Council is requested to approve Supplemental Agreement No. Four to
the Agreement between the City of Dubuque and Howard R. Green for the
second phase (construction inspection) of the University Avenue Extension
Project.
cc: Roger R. Walton, PE - Iowa Department of Transportation
Bob Schiesl, PE - Assistant City Engineer
David Ness, PE
Howard R. Green Company
Project No. 176290-J02
University Avenue Extension
Supplemental Agreement No. Four
Dubuq-ue, Iowa
SUPPLEMENTAL AGREEMENT NO. FOUR
UNIVERSITY AVENUE EXTENSION PROJECT - DUBUQUE. IOWA
PROJECT NO: STP-U-21 00(635)--70-31
This Supplemental Agreement No. Four made and entered into this day of , 2005, by and
between the City of Dubuque, hereinafter referred to as the "Owner," and the firm of Howard R. Green
Company, hereinafter referred to as the "Consultant."
The parties hereto entered into an agreement dated March 11, 2002 for engineering services for the
improvement to extend University Avenue to intersect with US Highway 20 in Dubuque, Iowa.
The Owner desires to have the Consultant perform work related to the improvement of University Avenue
involving the additional engineering services in conjunction with the original contract.
The Consultant is willing to provide said services.
The scope of services to be performed by the Consultant under this Supplemental Agreement No. Four shall
encompass and include detail work, services, meetings, materials, equipment, and supplies necessary to
administer the construction for the second phase of the University Avenue Extension Project which includes
paving construction in Dubuque County as outlined in Attachment One, Scope of Services for Construction
Period Services.
The Standard Practices and Requirements for services herein required and provided shall be in conformity with
the Iowa Department of Transportation Standards, Design Guides and Specifications, and Title 23 U.S. Code of
Federal Regulations, Part 625. In addition, applicable sections of the U.S. Department of Transportation,
Federal Aid Policy Guide (FAPG) shall be used as a guide in preparation of plans, specifications, and estimates.
Attachment One provides detailed descriptions of the additional scope of services. Attachment Two provides
a summary of itemized estimated costs and fixed fee.
The estimated cost of engineering services shall be increased as shown below.
Total Labor Expenses Fixed Fee Contingency SubConsultants Total
Original Agreement $261,404.00 $13,709.00 $31,368.00 $27,511.00 $56,389.41 $390,381.41
Supp. Agreement No. One $19,319.00 $3,057.00 $2,318.00 $2,238.00 $29,600.89 $56.532.89
Supp. Agreement No. Two $48,195.80 $3,956.50 $5,783.50 $5,215.23 $0.00 $63,151.03
Supp. Agreement No. Three $136,858.00 $14,876.00 $16,423.00 $16,813.00 $5,200.00 $190,170.00
Supp. Agreement No. Four $80,890.00 $8,698.00 $9,707.00 $9,925.00 $3,000.00 $112,220.00
Total Current Contract $546,666.80 $44,296.50 $65,599.50 $61,706.23 $94,190.30 $812,455.33
Except as specifically amended by this Supplemental Agreement, all the terms and conditions of the original
Agreement dated March 11, 2002 shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have caused this Supplemental Agreement to be executed by their
proper offiCials thereunto duly authorized as of the dates below Indicated.
Consultant a:J Owner w:2' ~ Io.wa Depa~n:e?t of Transportation
... f7\ n HIghway DIVIsIOn
SIgned ~ SIgned,: Accepted for Authorization
By -L.. ~. 9r~ .
~I Systems Engmeer, DlstIlct 6
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Howard R. Green Company
Project No. 176290-J02
University Avenue Extension
Supplemental Agreement No. Four
Dubuque, Iowa
ATTACHMENT ONE
SCOPE OF SERVICES FOR CONSTRUCTION PERIOD SERVICES
This Supplemental Agreement amends the Scope of Services of the original Agreement for Professional
Services - University Avenue Extension Project. The changes shall encompass and include detail work,
services, meetings, materials, equipment, and supplies necessary to administer the construction for the second
phase of the University Avenue Extension Project which includes paving construction in Dubuque County. The
Supplemental Agreement shall include the services to complete the following tasks:
Task A - Administration (Fee = $8,500)
1.0 Project Administration
1.01 Development of Project Instructions, Schedule, and Detailed Work Plan
Prepare written instruction for project staff, providing background, names of contacts,
communications procedures, responsibilities, schedule and budget information and other
important elements for the project. Prepare a detailed work plan with specific staff assignments,
by task, corresponding to the schedule.
1.02 Coordination with the CITY
Maintain communications with CITY staff and Contractor. Meet with CITY staff and Contractor to
review progress or to discuss specific elements of the project (assume eight (8) meetings).
Prepare minutes of meetings and keep documentation of other communications.
1.03 Project Monitoring
Maintain the system for monitoring progress and expenditures to allow monthly tracking by task.
Prepare monthly progress reports outlining the following:
. Activities during the reporting period,
. Activities planned for the following month,
. Problems encountered and recommended solutions, and
. Overall status.
1.04 Subconsultant Management
Prepare subcontracts and work orders for Subconsultants. Monitor Subconsultant activities.
Review Subconsultant invoices and submit to the State for payment. Coordinate Subconsultant
activities with one (1) firm: Terracon Consultants.
Task B - Construction Administration (Fee = $22,3801
1.0 Preconstruction Meeting
The Consultant shall conduct a preconstruction meeting after a~ard of the construction contract for the
project.
2.0 Shop Drawings
The Consultant shall review acceptability of the Contractor's submittals, such as shop drawings, product
data, samples and other data, which the Contractor is required to submit, but only for the limited purpose of
checking for conformance with the design concept and the information shown in the Construction
Documents. This review shall not include review of the accuracy or completeness of details, such as
quantities, dimensions, weights or gauges, fabrication processes, construction means or methods,
coordination of the work with other trades or construction safety precautions, all of which are the sole
responsibility of the Contractor. The Consultant's review shall be conducted with reasonable promptness
while allowing sufficient time in the Consultant's judgment to permit adequate review. The Consultant shall
not be responsible for any deviations from the Construction Documents not brought to the attention of the
Consultant in writing by the Contractor. The Consultant shall not be required to review partial submissions or
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Howard R. Green Company
Project No. 176290~J02
University Avenue Extension
Supplemental Agreement No. Four
Dubuque, Iowa
those for which submissions of correlated items have nDt been received. The Consultant shall have
authority to require special inspection or testing of the wDrk, and shall receive and review all certificates Df
inspections, testings, and approvals required by law, rules, regulations, Drdinances, codes, orders or the
Plans.
3.0 Site Visits
In connection with observations of the Contractor's work while it is in progress:
3.01 The Consultant shall make visits to the site at intervals apprDpriate to the various stages of
construction, as the CDnsultant deems necessary, in order to Dbserve as an experienced and
qualified design professional the progress and quality of the various aspects of the Contractor's
work. Based on information obtained during such visits and on such observations, the
Consultant shall endeavor to determine, in general, if such work is proceeding in accordance
with the Plans, and the Consultant shall keep the Owner informed of the progress of the work.
It has been estimated that four (4) site visits by two (2) staff will be required.
3.02 The purpDse Df the Consultant's visits tD the site will be to enable the Consultant to better carry
out his duties and responsibilities during the construction phase, and, in addition, by exercise of
the Consultant's efforts as an experienced and qualified design professional, to provide for the
Owner a greater degree Df confidence that the cDmpleted work Df the Contractor will conform
generally to the Plans and that the integrity of the design concept as reflected in the Plans has
been implemented and preserved by the Contractor.
The CDnsultant shall not during such visits supervise, direct or have cDntrol Dver the
CDntractor's work nor shall the Consultant have authority over or responsibility for the means,
methods, techniques, sequences or procedures of construction selected by the CDntractor, for
safety precautiDns and programs incident to the work or for any failure Df the CDntractor to
comply with laws, rules, regulations, ordinances, codes or orders applicable to the Contractor
furnishing and performing his work.
3.03 During such visits the Consultant may disapprove of or reject the Contractor's work while it is in
progress if the Consultant believes that such work will nDt produce a completed Project that
conforms generally tD the Plans Dr that it will prejudice the integrity of the design concept of the
Project as reflected in the Plans.
3.04 Visits to the site and observations made by the Consultant as part of services during
construction under this Agreement shall not make the Consultant responsible for, nor relieve the
construction contractor(s) of the obligation to conduct comprehensive monitoring of the work
sufficient to ensure conformance with the intent of the Contract Documents, and shall not make
the Consultant responsible for, nor relieve the construction contractor(s) of the full responsibility
for all construction means, methods, techniques, sequences, and procedures necessary for
coordinating and completing all portions of the work under the cDnstruction contract(s), and for
all safety precautions incidental theretD. Such visits by the Consultant are not to be construed
as part of the observation duties of the on-site observation personnel defined in Task C -
Resident Engineering.
4.0 Partial Pay Estimates
The Consultant shall determine the amounts owing to the Contractor and submit pay vouchers to the Owner
in such amounts. Such recommendatiDns of payment will constitute a representatiDn to the Owner, based
on such observations and review that the work has progressed to the point indicated, and that, to the best of
the Consultant's knowledge, information, and belief, quality of such work is generally in accordance with the
Plans. In the case of unit price work, the Consultant's recommendatiDn of payment will include
determination of quantities and classification of such work.
5.0 Plan Interpretation/Extra Work Orders
The CDnsultant shall issue necessary interpretatiDns and c1arificatiDns Df the Plans, and in connectiDn
therewith, prepare extra work Drders as required.
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8/18fOS
Howard R. Green Company
Project No. 176290-J02
University Avenue Extension
Supplemental Agreement No. Four
Dubuque, Iowa
6.0 Project Construction Report
This task consists of maintaining proper documentation of quantities of work completed, materials installed,
and progress of project in accordance with Iowa DOT standard policies and procedures. It also includes
preparation of weekly report of working days and daily diary.
7.0 Final Field Review and Project Close-Out
The Consultant shall conduct an field review in the company of the City and the Iowa DOT to determine if
the work is substantially. Consultant may recommend, in writing, final payment to the Contractor and may
give written notice to Owner and the Contractor that the work is acceptable. This task will also include
assembling final project documentation, certifications, and attendance at the project audits.
8.0 Record Drawings
This task consists of preparation of construction record drawings defining the actual location of
improvements and fixtures. The consultant shall prepare record drawings showing those changes made
during construction, based on the marked-up drawings and other data furnished by the Contractor and the
Resident Construction Observer. The Consultant shall provide Owner with one (1) hard copy in 11" x 17"
format and one (1) electronic copy of the record drawings in PDF or similar format.
9.0 Public Relations/Business Coordination
This task consists of the development and implementation of a public relations campaign prior to and during
construction. In conjunction with City, and Iowa DOT officials, the Consultant will assist in developing a plan
to address business disruptions, publicize project information, and promote positive aspects of the project to
help minimize negative impacts of the construction on businesses, travelers, and residents.
Work includes participation in related meetings.
Task C - Resident EnQineerinQ (Fee = $55,100)
The work to be performed by the Consultant under Scope of Services Task C, Resident Engineering, shall
include on-site observation of the construction work in addition to that included in Task S, Construction
Administration. This phase consists of observing construction methods, providing field-testing of materials
incorporated into the project and preparing written reports that document compliance or non-compliance of the
construction methods and materials in accordance with the Iowa DOT Instructional Memorandum and
Construction Manual.
This scope of services assumes a "full-time" Resident Engineering representing one full-time staff with 40-50
hours of individual staff time per week the contractor is on site. The Consultant estimated a total of 50 working
days in addition to 10 rain or partial days for the project. The Iowa Department of Transportation has estimated
gO working days for the project. For budget purposes, the estimate of 50 working days is utilized and that
estimated construction duration is four calendar months. A supplemental agreement may be required to
account for additional Resident Engineering services resulting from the Contractor working time in excess of the
assumptions listed herein. An adjustment in Resident Engineering Services may result from a difference in
anticipated work duration, modification to the construction contract time specified by change order, or delays in
the construction caused by the Contractors delay in completing the work.
Labor estimates for Resident Engineering services include an allowance for weather days and Saturday work
days.
When the Consultant provides on-site observation personnel as part of services during construction under this
Agreement, the on-site observation personnel will make reasonable efforts to guard the City against defects and
deficiencies in the work of the contractor(s), and to help determine if the provisions of the Contract Documents
are being fulfilled. Their day-to-day observations will not, however cause the Consultant to be responsible for
those duties and responsibilities which belong to the construction contractor(s), including but not limited to, full
responsibility for the means, methods, techniques, sequences, and progress of construction, and the safety
precautions incidental thereto, and for performing the construction work in accordance with the Contract
Documents.
4
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8f18f05
Howard R. Green Company
Project No. 176290-J02
University Avenue Extension
Supplemental Agreement No. Four
Dubuque, Iowa
Task D - SamplinQ and TestinQ (Fee = $2,460)
This task shall include sampling, measuring and testing for construction project quality. The objectives of this
task will be to:
1.0 Determine whether the construction operations controlled by sampling and testing and materials used
in the construction work are in reasonably close conformity with the approved plans and specifications.
2.0 Provide checks on reliability of acceptance sampling and testing through independent assurance
sampling and testing by personnel not normally responsible for process control or acceptance.
3.0 Provide opportunity for timely remedial action when results of sampling and testing indicate materials
used or proposed for use and the construction work accomplished or in progress are not in reasonably
close conformity with the approved plans and specifications.
Task E - Construction Survev (Fee = $23,780)
The work tasks to be performed by the Consultant under Task E, Construction Survey, shall include qualified
personnel, equipment, and supplies required for the following:
1.0 Grading:
1.01 Slope Stakes, Cut/Fill Stakes, Finish Grade Stakes
1.02 Grade Checks for Subgrade Treatments
2.0 Storm Sewer:
2.01 Centerline of structure and offset line and grade to flow lines and rim
3.0 Paving:
3.01 Street Pavement
3.02 Driveways, Parking Lots & Sidewalk
4.0 Miscellaneous Staking:
4.01 Removals
4.02 Striping
4.03 Retaining Wall
5.0 Miscellaneous Provisions:
5.01 Staking work for control, granular surfacing, silt fence, field fence, and other miscellaneous
items are not included. This Scope of Service assumes the Construction Contractor will
determine the layout/location of these items based on centerline and other staking described in
Tasks 1.01 - 1.06 above.
5.02 The above tasks consist of providing one-time construction staking to establish the line and
grade of the proposed improvements.
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