W 32nd St Det Basin MSA Amend Contract
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MEMORANDUM
December 21,2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: W. 32nd Street Detention Basin Design and Upstream Ditch
Improvements
{
A Fiscal Year 2005 appropriation established funding to design the improvements to the
W. 32nd Street Detention Basin, conceptually presented in the Drainage Basin Master
Plan. The Fiscal Year 2006 Capital Improvements Program budget includes
$1,573,000 for construction of the improvements.
In December 2004, the City Council approved an RFP for the improvements. Project
objectives include a detention basin that incorporates features to minimize or ease
maintenance activities required to keep the facility operating at an optimum level. The
detention basin also must include an area to collect sediment and debris for easy
removal.
In February 2005, the City Council approved the selection of MSA Professional
Services, I nc. to provide engineering and design services for the W. 32nd Street
Detention Basin project and authorized the City Manager to enter into an agreement
with MSA Professional Services for the project for the estimated fee of $105,582.
If improvements are made to the 1.5 miles of creek between Carter Road and the
W. 32nd Street Detention Basin, the sediment load to the detention basin will lower the
detention basin maintenance costs.
City Engineer Gus Psihoyos recommends City Council approval of an amendment to
the contract with MSA Professional Services in an estimated amount of $15,500 to
include the design of ditch improvements upstream of the W. 32nd Street Detention
Basin to reduce the sediment load on the W. 32nd Street Detention Basin.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
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MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
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MEMORANDUM
December 14, 2005
TO:
Michael C. Van Milligan
Xiv
FROM:
Gus Psi hoyos, City Engineer
SUBJECT: W. 32nd Street Detention Basin Design and Upstream Ditch Improvements
INTRODUCTION
The purpose of this memorandum is to seek authorization to expand the scope of work
associated with the design of the W. 32nd Street Detention Basin to include ditch
improvements upstream of the W. 32nd Street detention basin.
BACKGROUND
A Fiscal Year 2005 appropriation established funding to design the improvements to the
W. 32nd Street Detention Basin conceptually presented in the Drainage Basin Master
Plan. The Fiscal Year 2006 Capital Improvements Program budget includes $1,573,000
for construction of the improvements.
In December, 2004, the City Council approved an RFP for the improments. Project
objectives include a detention basin that incorporates features to minimize or ease
maintenance activities required to keep the facility operating at an optimum level. The
detention basin also must include an area to collect sediment and debris for easy
removal.
In February, 2005, the City Council approved the selection of MSA Professional
Services, Inc. to provide engineering and design services for the W. 32nd Street
Detention Basin project and authorized the City Manager to enter into an agreement
with MSA Professional Services for the project for the estimated fee of $105,582.
In October 2005, the City Council approved the use of two wet ponds as part of the
design of the W. 32nd Street Detention Basin project. The purpose of the wet ponds is to
help meet the design requirement outlined in the RFP for a detention basin that
incorporates features to minimize maintenance activities required to keep the facility
operating at an optimum level.
DISCUSSION
Approximately 2,700 cubic yards of sediment is delivered to the W. 32nd Street
Detention Basin each year. The wet pond to be constructed within the detention basin
will prevent the sediment entering the basin from dispersing throughout the entire basin,
thereby reducing maintenance costs associated with sediment removal. Reducing the
sediment load to the detention basin will lower detention basin maintenance costs.
Figures 1 and 2 are photos that shoJ the highly erosive nature of the creek that flows
between the Carter Road and W. 32nd 'Street Detention Basins.
I
ESTIMATED
FEE
$6,000
$0
$3,500
$6,000
$0
TOTAL
$15,500
RECOMMENDATION
I recommend that an amendment to. the contract with MSA Professional Services to
include the design of ditch improvements upstream of the W. 32nd Street Detention
Basin be submitted to the City Council for consideration and approval.
BUDGET IMPACT
The estimated fees for the expanded scope are $15,500, which would be funded from
the FY2005 Stormwater Ditch Remediation appropriation (CIP-7201004) in the amount
of $266,500. Once designed, a creek improvement project would follow, funded from
the same appropriation.
ACTION REQUESTED
I
I respectfully request that an amendment to the contract with MSA Professional
Services to include the design of ditch improvements upstream of the W. 32nd Street
Detention Basin be submitted to the City Council for consideration and approval.
attachments
Prepared by Deron Muehring
Cc: Dawn Lang, Budget Director
Don Vogt, Public Works Director
Deron Muehring, Civil Engineer II
MSA
Amendment
No. 2
.:.I.....I:I....."I'...I..r.....S B R" ICE S I
TRANSPORJ'AnOH. MUNICIPAL
DEVELOPMEHr' ENVIRONMENTAL
To: City of Dubuque
Mr. Gus Psihoyos, PE
50 West 13th Street
Dubuque, Iowa 52001
Date of Issuance: August 18,2005
MSA Project No.: 4920501A
This is an amendment to the Professional Services Agreement dated April 25. 2005 and does
acknowledge that MSA Professional Services, Inc. (MSA) is authorized to begin work on the
following project:
Project Name: West 32nd Street Detention Basin
Channel Erosion Protection - Survey and Design
The scope of the work authorized is:
See Attachment A.
The schedule to perform the work is:
approximate start:
approximate completion:
October 15, 2005
November 30, 2005
The estimated fee for the work is: $15,500.00
This authorization for the work described above shall serve as the Agreement between MSA
and OWNER. Any attachments or exhibits referenced in this Agreement are made part of this
Agreement. Payment for these services will be on a time and materials basis.
Approval: MSA shall commence work on this project in accordance with your written
authorization. This authorization is acknowledged by signature of the authorized
representatives of the parties to this Agreement. A copy of this Agreement signed by the
authorized representatives shall be returned for our files. If a signed copy of this Authorization
is not received by MSA within seven days from the date of issuance, MSA may stop work on the
project.
Date:
MSA PROFESSIONAL SERVICES, INC.
-17~?g~ ;C.
Patrick R. Ready, Jr., PE
T earn Leal;ler
Date: II) / ZoO'
I I
1605 Associates Drive, Suite 102
Dubuque, Iowa 52002
Phone: (563) 582-3973
Fax: (563) 582-4020
CITY OF DUBUQUE
Gus Psihoyos, PE
City Engineer
50 West 13th Street
Dubuque, Iowa 52001
Phone: (563) 589-4210
Fax: (563) 589-0890
Page 1 of 1
G:\Projects\490s\492\4920501 \Contract\Contract Amendment #2.doc
Attachment A
Scope of Work
Task 1 - Conduct Survey:
MSA will conduct a topographic survey of the channel beginning at West 32nd
Street, at the approximate upstream end of the proposed West 32nd Street
Detention Basin, extending approximately 7,700 feet upstream. MSA will obtain
topographic data for channel cross-sections at 100-ft intervals approximately 50
feet wide 25-feet in either direction from channel centerline and 10 feet deep.
The survey crew will take a color photograph of each cross-section surveyed with
the view facing downstream. The crew will also complete a Manning-n estimate
worksheet for each cross-section.
The topographic survey will identify underground and overhead utilities, property
boundaries, easements, rights-of-way, and buildings within 75 feet of the
centerline of the channel. Where easily identifiable, the survey will identify the
limits of manicured lawns.
MSA will also survey four bridges located along this alignment. Bridge surveys
will include dimensions of height and width of opening dimensions, length,
upstream and downstream inverts, material type, and any additional dimensions
required to define the capacity of the structure. A color photograph showing the
inlet and outlet of each structure will also be collected. Additionally, a cross-
section running through the saddle-point where flood-flows would overtop the
roadway, bridge deck, or similar, will be collected similar to that collected for the
channel cross-sections.
Estimated Cost: $6,000
Note - The survey encompassing the entire length of channel will be done after
leaf drop.
Task 2 - Conduct Hydraulic Analysis
MSA will construct an HEC-RAS model of the channel system including all
surveyed cross-sections. The model will be used to determine 25-yr and 100-yr
flood elevations and channel velocities. The 25-yr event is the standard erosion
control event. The 1 OO-yr event will be evaluated because the increase in the
depth of flow between the two events is likely not great; providing 1 OO-yr erosion
protection may not require a significant additional cost.
Flows for the HEC-RAS model will be determined using the existing HEC-HMS
model prepared by HDR during the 2001 Drainage Basin Master Plan. Rainfall
events simulated using the HEC-HMS model will be SCS Type II distributions.
MSA will complete channel stabilization designs according to the design
guidelines identifies in the following publications, "Loose Riprap Protection,
USDA" and "Streambank and Shoreline Protection Engineering Field Handbook,
USDA & NRCS."
MSA will develop an improved conditions HEC-RAS model to verify that changes
to channel geometry and roughness will not adversely affect flood elevations
along the project corridor and that proposed stabilization practices are adequate
for erosion prevention.
Estimated Cost: $3,500
Task 3 - Prepare Plans and Specifications:
MSA will prepare construction plan sheets including alignment and cross-section
drawings. MSA estimates 5 plan sheets for alignment drawings, 10 plan sheets
for cross-section drawings, and 2 plan sheets for details. In addition to
identifying the locations of cross-sections, alignment drawings will identify
underground and overhead utilities, property boundaries, easements, rights-of-
way, and buildings within 75 feet of the centerline of the channel, and the limits of
manicured lawns. Cross-section drawings will identify the existing channel
geometry and will show the proposed geometry of the channel with rip-rap
stabilization. Detail drawings will include typical sections for rip-rap installation.
Estimated Cost: $6,000
. .
DU~~E
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MEMORANDUM
August4,2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: P!'!!;!~ Ortlers to Public Improvement Contracts
A change order for a public improvement contract is technically an amendment to the
contract, which would require City Council approval. Corporation Counsel Barry Lindahl
is recommending that the City Council adopt a formal written policy for i.)~j;l~g~ d.tdets.
City Engineer Gus Psihoyos is recommending that qh!i!fj!rl~ OrtlElrs be approved by the
City Manager, as is current practice. He further recommends that when q~hg~ 6rtlers
exceed 10% of the amount budgeted for the project, or $100,000, whichever is greater,
that a report be submitted to the City Council.
For any material change in the contract, however, City Council approval of the change
order would be required.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
/11J Lr,;, j)zJL
Michael C. Van Milligen
MCVM/jh
Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Gus Psi hoyos, City Engineer
5UB~E
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MEMORANDUM
August 5, 2005
FROM:
Michael C. Van Milligen, City Ma~r>
Gus Psihoyos, City Engineer ~./
TO:
SUBJECT: Change Orders to Public Improvement Contracts
INTRODUCTION
The City of Dubuque does not have a formal written policy regarding approval of
change orders for public improvement contracts. The attached resolution
delegates the authority to approve change orders to the City Manager.
DISCUSSION
A change order for a public improvement contract is technically an amendment to
the contract, which would require City Council approval. Corporation Counsel
Barry Lindahl is recommending that the City Council adopt a formal written
change order policy.
The proposed policy provides that change orders will be monitored by the City
Manager or his designee on a project. When change orders exceed 10% of the
budgeted amount as approved by City Council, or $100,000, whichever amount
is greater, the City Manager must provide an informational memorandum to the
City Council concerning the details of the change order or change orders. The
explanation of the change order will include the status of the project and all
change orders. The policy also include unit price bid items when they exceed the
above limits
This process will not require the contractor to discontinue work until the
informational memorandum has been presented to the City Council.
When a material change in the project occurs or the type of work changes
substantially from what was originally approved by the City Council, approval of
the change order by the City Council rather than by the City Manager.
The policy also requires that when the project is completed, all quantities and
costs must be presented by the City Manager for final City Council acceptance.
,
The final payment schedule will show how the final quantities changed from the
original enginee(s quantities.
ACTION TO BE TAKEN
The attached resolution authorizing the City Manager to approve change orders
to public improvement contracts and providing the procedure for such change
orders should be submitted to the City Council for consideration.
Preparer: Barrv A. Lindahl. ESQ. Address: Suite 330 Harbor View Place 300 Main Street
Dubuque. IA 52001 Telephone: (563) 583-4113
RESOLUTION NO. 389-05
AUTHORIZING THE CITY MANAGER TO APPROVE CHANGE ORDERS TO PUBLIC
IMPROVEMENT CONTRACTS AND PROVIDING A PROCEDURE FOR SUCH
CHANGE ORDERS
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF DUBUQUE, IOWA:
1. After award of a public improvement contract by the City Council, the
City Manager or the City Manager's designee may approve change orders subject
to the following procedure. All change orders shall be monitored by the City
Manager to note the point in time when the change orders equal 10 percent of the
budgeted amount approved by the City Council for the project or whenever the
total for all change orders exceeds $100,000, whichever amount is greater. Once
change orders totaling such amount have been issued, for any subsequent
change order the City Manager shall provide an informational memorandum to
the City Council containing an explanation of the change order and the status of
the project and change orders issued to date at the next City Council meeting.
The City Council may modify the $10,000 limit in the resolution approving a public
improvement contract. Work on the project shall be allowed to continue during
the time the City Manager is preparing the informational memorandum.
2. The foregoing procedure shall apply to unit priced contracts when it
becomes apparent that there will be a change in the number of units that will have
the effect of increasing the contract by the amounts specified above.
3. Notwithstanding the foregoing provisions, a change order shall be
submitted to the City Council for approval when it involves a material change in
the quantity or type of work to be done under the contract.
4. Once a project has been completed, the total quantities and costs shall
be presented by the City Manager to the City Council for acceptance and
payment. Such quantities shall include the quantities from change orders as well
as the final, as-built measured quantities.
Passed, approved and adopted this 15th day of
August
ayor
.2005.
Attest:
Jeanne F. Schneider, City Clerk
F:\USERS\lslBCklelLindahllRellolutions\AulhorizlngCItyMa~rApproveChangeO_.Jl111.doc