HomeMy WebLinkAboutAment Design-4/21/2014CITY OF WATERLOO
Council Communication
City Council Meeting: April 21, 2014
Prepared: April 15, 2014
Dept. Head Signature: °dle (
# of Attachments:
SUBJECT: Surveying & Engineering Agreement With Ament Inc. for 3 intersections:
San Marnan Dr. @ LaPorte Rd.
Ansborough Ave. @ Downing Ave.
Fletcher Ave @ University Ave.
Submitted by: Sandie Greco, Traffic Operations Superintendent
Recommended City Council Action: Resolution Approving the Agreement.
Summary Statement: Most of the design and all of the Construction Review Service work will
be done in-house.
This Agreement is not part of any grants, but the construction costs are 100% covered by
A DOT traffic safety grant.
Expenditure Required: $15,000
Source of Funds: GO Bonds
Policy Issue none
Alternative
Background Information:
Traffic Safety Improvements at 3 high hazard locations, experiencing injury crashes and
fatalities.
DESIGN
Architecture • Engineering •Sur
AGREEMENT
for
Surveying and Engineering Services for
Traffic Safety Improvements at Three (3) Intersections
San Marnan Street at LaPorte Road, Ansborough Avenue at Downing Street, and Fletcher
Avenue at University Avenue
in Waterloo, Iowa
Traffic Operations Project Number: TOF-236
GENERAL
This Agreement for surveying, engineering design, design supervision, and drafting services is
based on Ament Design's (hereinafter referred to as CONSULTANT) understanding of the
Project needs of the City of Waterloo, Iowa Traffic Operations Department (hereinafter referred
to as CLIENT).
PROJECT DESCRIPTION
The City of Waterloo, Iowa intends to implement systemic traffic safety improvements at the
following three (3) intersections: San Marnan Street at LaPorte Road, Ansborough Avenue at
Downing Street, and Fletcher Avenue at University Avenue, each located within the City limits.
These improvements will utilize an Iowa Department of Transportation (DOT) Traffic Safety
Funds grant and other funding for Project construction materials and City funding for surveying,
engineering design, design supervision, and drafting services. City specifications will be used
for the Project improvements. The proposed construction Contract Documents will be used for
a local bid letting.
The safety improvements that are envisioned include the following:
• traffic signal and other traffic control modifications, such as:
o modification of existing traffic signal head indications;
o installation of new or additional mast arm -mounted traffic signal heads;
o addition of near -side traffic signal heads;
o installation of new lane control signs and/or other signage;
o placement of high -durability, high -visibility stop lines and other pavement
markings; and
The Contract Administrator for the CLIENT is the City's Traffic Engineer.
SCOPE OF SERVICES
The CONSULTANT will provide surveying (if needed), engineering design, design supervision,
and drafting services for the Project, which is a City -let Project and which uses City plan format
and City specifications. The Project services will entail all or part of the services mentioned
under this section titled SCOPE OF SERVICES. The scope of services to be performed by the
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1 AMENT DESIGN
CONSULTANT shall be completed in accordance with generally accepted standards of practice.
Tasks may include, but are not limited to, the following general tasks:
I. Project Management
This task includes the development and tracking of the Project plan. Coordination with
members of the Project team, including the CLIENT and others such as the Iowa
Department of Transportation (DOT), is an essential part of this task. The scheduling,
notifying, and facilitating of team meetings is also included in this task.
1. Project Team Kick -Off Meetings — This meeting shall include select members of the
Project team (CLIENT and CONSULTANT). The purpose of the meetings is to review
the detailed Project plan including tasks, responsible individuals, and timing to
complete the tasks; obtain Project information from the CLIENT; and clarify design
issues and requirements.
2. Track Project Schedules — This task involves tracking the Project design schedule
throughout the length of the design services contract. This will be done to determine
if the performance of the design services is in conformance with the Project schedule.
If the Project is not on schedule, CONSULTANT will present an approach for bringing
the Project back on schedule.
3. Monitor Project Scopes — This task involves monitoring the Project scope throughout
the length of the design services contract. This will be done to identify needed
services that are not included in the scope of the design services contract.
CONSULTANT will make the CLIENT representative aware of potential change orders
to the design contract before the additional services are performed.
4. Project Review Meetings — This task involves attendance at Project review meetings
with representatives of the CLIENT. The CONSULTANT will keep, prepare, and
distribute minutes of meetings to attendees in a timely manner.
II. Research and Data Collection
1. Horizontal Control Surveys (Contingency Task) — If needed, this item includes the
establishment of temporary horizontal control points (typically, 30" -long, 1/2" -diameter
metal rebar) within the Project corridor(s) prior to construction. GPS methods utilizing
The Iowa Real Time Network (NAD 83 datum, Iowa North Zone State Plane
Coordinates) will be used to establish the Project coordinate system. This task also
includes the acquisition and documentation of reference ties for these horizontal
control points.
2. Vertical Control Survey (Contingency Task) — If needed, this item includes the
establishment of temporary benchmarks within the Project corridor on NAVD 88
datum, based on existing published CITY benchmarks or other reliable vertical control
points in the Project vicinity. This may include determining elevations of the
temporary horizontal control points mentioned above.
3. Topographic Surveys (Contingency Task) — If needed, this item includes the field and
office tasks to perform the research and field measurements to provide the necessary
topographic information for the Project to supplement the survey data or mapping
information already collected by the CITY or others within the Project corridor in
2 AMENT DESIGN
recent years. The information to be collected includes topography, visible permanent
improvements and features, and utility markings placed as the result of the Iowa One
CaII.
4. Boundary Surveys (Contingency Task) — If needed, this item includes the field and
office tasks needed to perform the research and field measurements to determine the
approximate roadway right-of-way and intersecting property line locations along the
Project corridor(s). The preparation of property acquisition plats and / or temporary
construction easement exhibits is NOT anticipated for this Project.
5. Collection of Base Information (Contingency Task) — If necessary, this task includes
the development of Project base mapping for use in development of the Project
plans. The base mapping will be prepared in MicroStation electronic file format to a
scale of not smaller than 1" = 50' (for 11" x 17" half-size sheets) using Iowa DOT
standards for line types and symbols. Scales larger than this will be used as
appropriate for the work involved.
III. Preliminary Design Plans
Design Services — This task includes some Project design and direct supervision of the
Project design development performed by the CLIENT and performance of the drafting
tasks necessary to develop preliminary and check/final plans for the proposed
improvements. Each intersection will be a separate division on the plans. The project plans
will have 3 divisions and quantities will be tabulated separately for each division.
1. Verify Recommended Concept — This task includes a review of the conceptual
design layout prepared by the CLIENT for the proposed traffic safety projects.
2. Photographic / Video Review of Project Corridor — This task includes the preparation
of photographs and/or videotape of the Project locations obtained while walking
and/or driving through the area. The purpose of this task is to provide for the
efficient review of the locations during the design process. It may include times of
peak hour traffic, if applicable, and drainage during rainfall events, if applicable.
3. Preparation of Base Information - This task includes the collection of the information
of the research and data collection phase and the reduction of topographic and
boundary survey data for the purpose of preparing Project drawings. This task may
also include the preparation of a triangulated irregular network for the use in
development of the Project design. The plan drawings will be prepared to a suitable
scale (typically 1" = 50') (for 11" x 17" half-size sheets) using CITY standards for line
types and symbols. Scales smaller or larger than this will be used as appropriate for
the work involved. Certain base sheets may be prepared utilizing aerial photography
obtained from the CITY as a background, in lieu of topographic survey base
mapping.
4. Review Design Standards — This task includes the review of the design standards
applicable to the development of the Project.
5. Design, Design Supervision, and Plan Preparation — This task includes the direct
supervision of the design performed by the CLIENT for the proposed improvements
and the preparation of detailed plans that document the proposed design. This task
3 AMENT DESIGN
may include some limited design effort for the proposed traffic signal and other traffic
control improvements.
6. Quality Review of Draft Contract Documents — This task includes a review by the
CONSULTANT regarding the quality of the design and the prepared Contract
Documents, such as standard drawings, specifications, and bidding documents. The
accuracy and completeness of the documents shall be scrutinized in order to
minimize the need for modifications to the design. Any necessary modifications shall
be discussed with and agreed to by the CLIENT before being included in the
documents following the quality review by the designer and prior to continuing to the
next step.
7. Preliminary Plan Submittal — This item includes the submittal of the appropriate
number of copies of the Preliminary Plans to the CLIENT and to the Iowa DOT.
IV. Check Plans / Final Plans
A. Check / Final Plans — This item includes the addition of information to the Preliminary
Plans and the incorporation of the Preliminary Plan review comments to more fully
develop the contract documents.
1. Draft Special Details — This item includes the drafting of special Project details
designed by the CLIENT, if needed.
2. Addition of Text / Information to Drawings — This task includes the addition of
information and text to the drawings in order to provide for the needed detailed
location and dimension information. Information related to quality of workmanship
and quality of materials shall be included in the Special Provisions, if needed.
3. Quality Review of Updated Contract Documents — This task includes a review by the
CONSULTANT of the updated Contract Documents, such as standard drawings,
specifications, and bidding documents, updated by the CLIENT to reflect review
comments received from the Iowa DOT.
4. Budget Review — This task includes the review of the quantities calculated by the
CLIENT for the significant traffic safety bid items proposed for the Project locations
and the cost opinion developed by the CLIENT using historical bid unit prices for
comparable items.
5. Check / Final Plan Submittal — This item includes the submittal of the appropriate
number of copies of the Check / Final Plans and Specifications and Special
Provisions, if required, and Bidding Documents to the CLIENT and the Iowa DOT.
DELIVERABLES
A. CONSULTANT Deliverables
Deliverables may include, but are not limited to, the following general items:
1. One (1) set of: preliminary plans prepared by the CONSULTANT; draft Specifications
and/or Special Provisions prepared by the CLIENT with review comments by the
4 AMENT DESIGN
CONSULTANT; one (1) copy of the draft Project cost opinion prepared by the CLIENT
with review comments by the CONSULTANT; and draft bidding documents prepared
by the CLIENT with review comments by the CONSULTANT; along with an
accompanying transmittal letter, to the CLIENT, and to the Iowa DOT, if requested by
the CLIENT. All submittals will be in PDF or Microsoft Word® or Microsoft Excel® file
format via e-mail or CONSULTANT's ShareFile® software.
2. One (1) set of: reproducible final plans without original signatures prepared by the
CONSULTANT; one (1) signed and sealed copy of the final plan set Title Sheet with
original signatures prepared by the CONSULTANT; along with an accompanying
transmittal letter, to the CLIENT and to the Iowa DOT, if requested by the CLIENT.
[The CLIENT will finalize the electronic copy of each Specifications and/or Special
Provisions document, if any; the electronic copy of the final Contract Documents; and
the final Project cost opinion.] All submittals will be in PDF file format via e-mail or
CONSULTANT's ShareFile® software. Review comments on the Specifications and
Special Provisions documents may be submitted in Microsoft Word® file format.
Review comments on the Project cost opinion may be submitted in Microsoft Excel®
file format.
SCHEDULE
The CONSULTANT will begin its negotiated services after the receipt of each fully -executed and
mutually agreed-upon Agreement, which will serve as the Notice to Proceed.
The CONSULTANT will perform its services in accordance with the following general schedule
and in accordance with the specific schedule negotiated unless modified by mutual agreement
or by factors beyond the control of the CONSULTANT:
Contract approval by CLIENT is expected by May 6, 2014.
Project Kick-off Meeting is expected to be conducted by May 9, 2014.
Final Design is expected by August 17, 2014. Agreement is considered to be complete when
final design is submitted to Iowa DOT and accepted by them. The Consultant shall submit a
time table for completing the Project once the agreement is signed.
COMPENSATION
Payment will be based on a Standard Hourly Rate plus reimbursable expenses basis, using the
rates as shown on Attachment A, but shall not exceed the Agreement amount.
The Agreement amount is $15,000. This is the not -to exceed amount. If at any time during the
work the CONSULTANT determines that its actual costs will exceed the anticipated Agreement
amount, it will promptly so notify the Contract Administrator in writing and describe what costs
are causing the overrun and the reason. Overruns and additional expenses must receive
Waterloo City Council approval to be valid.
The CLIENT has 30 days from the submittal date of the final draft of this Agreement to enter into
this Agreement in order for the terms of this Agreement to remain valid.
All requests for payments shall have Traffic Operation Project number TOF-236 noted on them.
5 AMENT DESIGN
EXTENSION OF TIME AND SERVICES
The time for completion of each Assignment of this Agreement will be mutually agreed upon and
set and shall not be extended because of any delay attributed to the CONSULTANT, but may
be extended by the Contract Administrator in the event of a delay attributed to the CLIENT or
the Contract Administrator, or because of unavoidable delays beyond the reasonable control of
the CONSULTANT. Services may be extended to cover assignments of similar work if mutually
agreed upon by both the Consultant and Project Administrator. Any Consultant cost incurred
beyond and above the amount approved in this Agreement must receive City of Waterloo
Council approval to be valid.
CLIENT RESPONSIBILITIES
It will be Client's responsibility to collect and provide the data and information needed for the
individual Assignments, except for those requested of the CONSULTANT by Contract
Administrator and agreed to by the CONSULTANT.
ADDITIONAL SERVICES
None.
Terms and Conditions of the Agreement
The attached Terms and Conditions are considered part of this Agreement and part of each
individual Assignment.
AGREEMENT
CLIEN : City of Waterloo. Iowa AMENT DESIGN
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6 AMENT DESIGN
TERMS AND CONDITIONS
AMENT DESIGN
Progress payments shall be made in proportion to services as provided and as indicated within this agreement, and shall be due and
owing within 30 days of the CONSULTANT'S submittal of his monthly statement. Past due amounts owed shall accrue interest at
the lesser rate of 1.5% per month, or the maximum rate allowed by law. If the CLIENT fails to make monthly payments due the
CONSULTANT, the CONSULTANT may after giving seven (7) days written notice to the CLIENT, suspend services under this
agreement.
This agreement may be terminated by either party by seven (7) days written notice in the event of substantial failure to perform in
accordance with the terms of this agreement by the other party through no fault of the terminating party.
This agreement represents the entire and integrated agreement between the CLIENT and the CONSULTANT and supersedes all
prior written or oral negotiations, representations, or agreements. This agreement may be amended only by written instrument
signed by both the CLIENT and the CONSULTANT.
1. In the event that any on-site observation of Contractors' work shall be included as a part of the work under the
agreement, the CONSULTANT shall endeavor to guard the CLIENT against apparent defects and deficiencies in the
permanent work constructed by the Contractor but does not guarantee or warrant the performance of the Contractor. The
CONSULTANT is not responsible for the construction means, methods, techniques, sequence or procedures, time of
performance, programs, or for any safety precautions in connection with the construction work. The CONSULTANT is not
responsible for the Contractor's failure to execute the work in accordance with the construction contract.
2. The CONSULTANT shall not be responsible for defects or omissions in the work of the Contractor or any Subcontractors
or any of the Contractor's or Subcontractor's employees, or that of any person or entities responsible for performing work
which results in a construction contract on the basis of the services to be performed by the CONSULTANT.
3. If the PROJECT is delayed or if the CONSULTANT'S services for the PROJECT are delayed or suspended for more than
three (3) months for reasons beyond the CONSULTANT'S control, the CONSULTANT may, after giving seven (7) days
written notice to the CLIENT, terminate this agreement and the CONSULTANT shall be paid for services performed to the
termination notice date, including reimbursable expenses due, plus termination expenses. Termination expenses are
defined as reimbursable expenses directly attributable to the termination.
4. Neither the CLIENT nor the CONSULTANT shall delegate, assign, or otherwise transfer his duties under this agreement
without the written consent of the other.
5. All drawings, specifications and other work product of the CONSULTANT for this PROJECT are instruments of service for
this PROJECT only and the intellectual rights to it shall remain the property of the CONSULTANT whether the PROJECT
is completed or not. Reuse of any of the instruments of service of the CONSULTANT by the CLIENT on extensions of
this PROJECT or on any other PROJECT without the written permission of the CONSULTANT shall be at the CLIENT'S
risk and the CLIENT agrees to defend and indemnify and hold harmless the CONSULTANT from all claims, damages,
and expenses including attorney's fees arising out of such unauthorized reuse of the CONSULTANT'S instruments of
service by the CLIENT or by others acting through the CLIENT. Any reuse or adaptation of the CONSULTANT'S instru-
ments of service occurring after the written agreement of the CONSULTANT shall entitle the CONSULTANT to further
compensation in amounts to be agreed upon by the CLIENT and the CONSULTANT.
6. Copies of documents that may be relied upon by Client are limited to the printed copies (also known as hard copies) that
are signed or sealed by Consultant, Files in electronic media format or text, data, graphic or other types that are fumished
by Consultant to Client are only for convenience of Client. Any conclusion or information obtained or derived from such
electronic files will be at the user's sole risk. When transferring documents in electronic media format, Consultant makes
no representations as to long-term compatibility, usability, or readability of documents resulting from the use of software
application packages, operating systems or computer hardware differing from those in use by Consultant at the beginning
of this assignment.
7. This agreement shall be govemed by the laws of the State of Iowa.
8. The CLIENT and the CONSULTANT agree that all disputes between them arising out of or relating to this Agreement
shall be submitted to non-binding mediation unless the parties mutually agree otherwise. The CLIENT and the
CONSULTANT further agree to include a similar mediation provision in all agreements with independent contractors and
consultants retained for the project and to require all independent contractors and consultants to likewise include a similar
mediation provision in all agreements with subcontractors, subconsultants, suppliers or fabricators so retained, thereby
providing for mediation as the primary method for dispute resolution between parties to those agreements. Any costs
incurred for a mediator, plus his or her expenses, shall be shared equally between the parties involved in the mediation.
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7 AMENT DESIGN
9. Neither party shall hold the other responsible for damages or delay in performance caused by acts of God, strikes,
walkouts, accidents, government acts, or other events beyond the control of the other or the other's employees and
agents.
10. In the event any provisions of this agreement shall be held to be invalid and unenforceable, the remaining provisions shall
be valid and binding upon the parties. One or more waivers by either party of any provision, term, condition or covenant
shall not be construed by the other party as a waiver of a subsequent breach of the same by the other party.
11. The CONSULTANT intends to render his services under this agreement in accordance with the generally accepted
professional practices for the intended use of the PROJECT, and makes no warranty, either expressed or implied.
12. Any Opinion of the Construction Cost prepared by the CONSULTANT represents his judgment as a design professional
and is supplied for the general guidance of the CLIENT. Since the CONSULTANT has no control over the cost of labor
and material or over competitive bidding or market conditions, the CONSULTANT does not guarantee the accuracy of
such opinions as compared to contractor bids or actual cost to the CLIENT.
13. The CLIENT shall provide for right of entry for employees of the CONSULTANT and all of the equipment, which is
necessary for the CONSULTANT to perform the work. While the CONSULTANT will take responsible precautions to
minimize any damage to the property it is understood by the CLIENT that in the normal course of work, some damages
may occur, the correction of which is not part of this agreement.
14. In the prosecution of the work, the CONSULTANT will take responsible precautions to avoid damage or injury to
subterranean structures or utilities. The CLIENT agrees to hold the CONSULTANT harmless for any damage to
subterranean structures, which are not called to the CONSULTANT'S attention and correctly shown on any plans
fumished.
15. The CONSULTANT will notify the CLIENT of changes in scope of services and of adjustment in compensation by
amendment to this Agreement.
16. Nothing in this agreement shall impose liability on the CONSULTANT for claims, lawsuits, expenses, or damages arising
from, or in any manner related to:
A. The dispersal, discharge, escape, release or saturation of smoke, vapors soot, fumes, acids, alkalis, toxic
chemicals, liquids, gases or any other materials, irritant, contaminant or pollutant in or into the atmosphere, or
on, onto, upon, in or into surface or subsurface of (a) soil; (b) water or water courses; (c) objects; and (d) any
tangible or intangible matter whether sudden or not.
B. The exposure to, or the handling, manufacture or disposal of asbestos or asbestos products in any of its various
forms.
17. The CLIENT shall have ten (10) days after issue of invoice to dispute the amount owed. After ten (10) days, the invoice
becomes due and payable.
18. CONSULTANT shall maintain a professional indemnity insurance policy covering professional liability of work done by
CONSULTANT under this Agreement and the coverage of such policy shall remain in effect for the duration of statute of
limitations under Iowa laws for the applicable items. The policy shall cover risks associated with damage due to the
CONSULTANTS negligent act, error or omission for a minimum of $1,000,000 each claim, $1,000,000 in the aggregate.
CONSULTANT may write the construction contract documents in a manner to require the construction contractor to
extend the indemnity given to CLIENT to also cover CONSULTANT. CONSULTANT shall pay at CONSULTANT's own
expense for correction of construction work when such correction is deemed necessary and is deemed to be solely the
result of the CONSULTANTs negligent acts, errors, or omissions.
8 AMENT DESIGN
Engineer 1
Engineer 2
Engineer 3
Engineer 4
Engineer 5
Engineer 6
Engineer 7
ST D HOURLY RATES
EFFECTIVE 01/01/2014
$ 90.00
95.00
105.00
115.00
140.00
150.00
180.00
Architect 1 $75.00
Architect 2 105.00
Architect 3 120.00
Senior Architect 160.00
Interior Designer 1
Interior Designer 2
Interior Designer 3
$65.00
80.00
100.00
ARLINGTON HEIGHTS
Engineer 3 $130.00
Engineer 6 175.00
DIRECT COSTS
Administrative 1
Administrative 2
Administrative 3
Administrative 4
Clerical 1
Clerical 2
Clerical 3
Clerical 4
Technician 1
Technician 2
Technician 3
Technician 4
Technician 5
Land Surveyor 1
Land Surveyor 2
Land Surveyor 3
Land Surveyor Mgr.
$ 85.00
100.00
115.00
120.00
$ 50.00
55.00
70.00
80.00
$ 60.00
70.00
80.00
90.00
95.00
$105.00
115.00
135.00
160.00
GPS Equipment $50/hr
Ground Based Lidar $1,000/day
Mileage $0.56/mi
Bond Copies (per square foot) $0.40/ea
Copies (per copy) $0.30/ea
Postage $0.49/oz
ER DIRECT REIMBURSABLE CO , WILL BE BILLED AT COST PLUS 15%
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