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HomeMy WebLinkAboutAecom Technical Services-5/21/2012CITY OF WATERLOO DEPARTMENT OF ENGINEERING TRANSMITTAL 715 Mulberry Street Waterloo, IA 50703 DATE:6/1 42 TO: illaria Armstrong Transmitted herewith are: QUANTITY Contract No.790 PROJ ECT: N HSX-63-6(69)-3H-07 DESCRIPTION Agreement Change Order Contracts and Bonds Engineering Contract Maintenance Bond Plans and Specifications Punch List TV Reports One Original Supplemental Agreement No. 7 One Copy n n n n n "Notice -To -Proceed" e-mail For your Action For your Approval For your Information For your signature Other n n n Per Your Request Per our Conversation For your review For your Files COMMENTS: Cc: Michelle Weidner w/attachments, Pauline Closson w/attachments, File w/attachments City Engineering Department By. Jeff Ba Associate Engineer JEFF BALES From: JEFF BALES Sent: Thursday, May 24, 2012 5:49 PM To: 'Schindel, Doug'; Lentz, Bob Cc: 'Welper, Robert [DOT]' Subject: RE: NHS -63-6(69)3H-07 - Supplemental Agreement No. 7 Doug and Bob, Page 1 of 3 Please consider this e-mail your "Notice -To -Proceed" with work under this agreement - effective May 24th. A fully -signed original agreement will be mailed to you. Jeff Bales Associate Engineer City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 319-291-4312 From: Welper, Robert [DOT] [mailto:Robert.Welper@dot.iowa.gov] Sent: Thursday, May 24, 2012 4:29 PM To: JEFF BALES Cc: Dumdei, Victoria [DOT]; Little, David [DOT]; Callahan, Mark [DOT]; Rostad, Krista [DOT]; Mohorne, Willie [DOT]; 'Durbahn, Mark' Subject: RE: NHS -63-6(69)3H-07 - Supplemental Agreement No. 7 Jeff, 1 have signed SA#7 with a date of May 24, 2012. AECOM may begin work when directed by the City. Please contact them at your earliest convenience. I will wait for the originals and return the appropriate number. Thank you for your help. Bob From: JEFF BALES [mailto:JEFF.BALES@WATERLOO-IA.ORG] Sent: Thursday, May 24, 2012 4:23 PM To: Welper, Robert [DOT] Subject: RE: NHS -63-6(69)3H-07 - Supplemental Agreement No. 7 Bob, Attached is SA #7 which I just received from the Clerk's Office. I will forward you the originals. Jeff From: Welper, Robert [DOT][mailto:Robert.Welper@dot.iowa.gov] Sent: Tuesday, May 22, 2012 8:33 AM To: JEFF BALES Subject: RE: NHS -63-6(69)3H-07 - Supplemental Agreement No. 7 6/1/2012 Page 2 of 3 It might not ever be an issue, but I think we need to wait until I sign and date it. It may have a May 21 City signature, but mine will be after I receive it. Please email or fax the signed SA#7 when it is available. Bob From: JEFF BALES [mailto:JEFF.BALES@WATERLOO-IA.ORG] Sent: Tuesday, May 22, 2012 8:31 AM To: Welper, Robert [DOT] Subject: NHS -63-6(69)3H-07 Supplemental Agreement No. 7 Bob, Last night, the Council approved Supplemental Agreement No. 7 with AECOM. I will get the signed copies back later this week with a May 21st signature date. Does the DOT concur with the authorization so I can issue a notice -to -proceed today ? Jeff Bales Associate Engineer City of Waterloo 715 Mulberry Street Waterloo, Iowa 50703 319-291-4312 From: Welper, Robert [DOT][mailto:Robert.Welper@dot.iowa.gov] Sent: Tuesday, May 15, 2012 1:35 PM To: Doug Schnidel; JEFF BALES Cc: Dumdei, Victoria [DOT]; Little, David [DOT]; Callahan, Mark [DOT]; Humpal, Nickolas [DOT]; Rostad, Krista [DOT]; Mohorne, Willie [DOT] Subject: FW: AECOM, NHS -63-6(69)3H-07, Contract 09599, SA 7 All, The pre -audit for Supplemental Agreement #7 for services to split US 63 Segment #3 into two plan sets is complete. See comments below. No changes are necessary to the revised SA#7 forwarded on 5/9/12 and also attached to this email. With that revision, the total estimated fees were increased from $145,900 to $150,600. The increase added 8 staff hours for possible railroad coordination and 20 staff hours to prepare for and attend a single public information meeting. The Department will be reimbursing the City of Waterloo for 100% of the cost of SA#7. Federal aid is not involved and FHWA authorization is not necessary to proceed. The purpose of this supplemental agreement is prepare "alternate" plan sets if the entire project may not proceed to letting for construction in 2013. The target letting for the alternate plans is December 18, 2012. Per IM 3.005, preliminary and check plan milestones for a major project in the December letting are in June and August. Obviously, AECOM must be given maximum opportunity to complete the work and submit for this target letting. The City of Waterloo and AECOM are requested to approve and sign SA#7 as quickly as possible. A copy of the signed agreement should be emailed or faxed to the District Office for full execution. The originals may follow by mail. 6/1/2012 Page 3 of 3 It is understood an addendum to the City -State project agreement is required to formalize the responsibilities created with this SA#7. That addendum has been drafted and is being reviewed internally at this time. It includes provisions to make the Department responsible for the cost of SA#7 and for the "temporary" or "short term" project improvements that will be necessary if the alternate plans proceed to construction. The addendum may not be available before the City of Waterloo could approve SA#7. The City is requested to not delay acting on SA#7. Please call or reply if you have any questions. Thank you for your assistance with this matter. Robert A. Welper P.E. District 2 Local Systems Engineer 1420 Fourth Street SE Mason City, IA 50401 (641) 422-9467 From: Swanson, Matthew [DOT] Sent: Friday, May 11, 2012 9:46 AM To: Welper, Robert [DOT] Cc: Devine, Tom [DOT]; Miller, Trisha [DOT] Subject: AECOM, NHS -63-6(69)3H-07, Contract 09599, SA 7 Bob, As requested in your e-mail of May 2, 2012, we have looked at the draft agreement and the proposed estimate of AECOM and its subconsultants. We are providing this memo in lieu of issuing a pre -audit report. The scope of our review is as follows: Draft Agreement: The agreement appears acceptable as proposed. AECOM: Labor rates are reasonable for contract negotiation. Overhead rate reflects the most recent proposed rate, acceptable for contract negotiations. The fixed fee is proposed at 13% of direct labor and overhead costs which is acceptable for contract negotiation. Contingency was proposed at 10% of direct labor, overhead and direct expenses. Craig Ritland Landscape Architects and Robinson Engineering: Subconsultants are minor in nature and effectively will be reimbursed as specified. Rates proposed are loaded rates; resemble previously proposed rates, and are reasonable for contract negotiation. No contingency was proposed for subconsultants. Based on our evaluation, the estimates are acceptable for contract negotiation. We are providing this memo in lieu of issuing a pre -audit certificate for this project. Matt Swanson Iowa Department of Transportation External Audits e-mail: matthew.swanson@dot.iowa.gov Phone: (515) 239-1631 Fax: (515) 239-1874 PAM -12-05-294-09-2-1 6/1/2012 A COM AECOM 319 232 6531 tel 501 Sycamore Street 319 232 0271 fax Suite 222 Waterloo, Iowa 50703 www.aecom.com U.S. HIGHWAY 63 IMPROVEMENTS NEWELL STREET TO DONALD STREET FINAL DESIGN PHASE WATERLOO, IOWA SUPPLEMENTAL AGREEMENT NO. 7 WHEREAS, a Professional Services Agreement was entered into by the City of Waterloo, Iowa ("City"), and AECOM Technical Services, Inc., formerly Earth Tech, Inc. ("Consultant"), of Waterloo, Iowa, dated April 3, 2006, for the altemative evaluation, traffic analysis, environmental documentation, preliminary design, final design and construction review for improvements on U.S. Highway 63 between the U.S. 218 Interchange and Donald Street in Waterloo, Iowa; and WHEREAS, Preliminary Engineering (NHSX-63-6(69)-3H-07) was defined and authorized in said agreement dated April 3, 2006; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 1 dated July 27, 2007, for engineering services during the construction phase of the U.S. Highway 63 — Westfield Avenue Connection Project; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 2 dated December 14, 2007, to increase the Estimated Actual Costs for Task 15 — Management of Contaminated Subsurface Soil provided by Weston Solutions, Inc., due to delay in construction progress related to inclement weather conditions and management/disposal for excess spoil; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 3 dated August 19, 2010, to include the final design of a 4 -lane highway between Newell Street and Donald Street in Waterloo, Iowa, in accordance with the Preliminary Plans completed in November 2009; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 4 dated December 3, 2010, to remove the water main design from the Scope of Services; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 5 dated July 25, 2011, to include final design assistance to the Iowa DOT for U.S. 63 improvements between Franklin Street and Newell Street in Waterloo, Iowa; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 6 dated July 25, 2011, to amend the previous agreements to segregate the sanitary sewer design compensation from the Federal -Aid compensation in Supplemental Agreement No. 3 and to include additional design activities related to Supplemental Agreement No. 3. WHEREAS, the City and Consultant desire to amend the previous agreements to revise, repackage and split the project into two construction contracts. NOW THEREFORE, it is mutually agreed to amend the original Professional Services Agreement as follows: I. PROJECT DESCRIPTION The project consists of U.S. 63 improvements between Newell Street and Donald Street in Waterloo, Iowa. The final construction plans were completed as part of the "Final Design" services for the project. ACOM Page 2 II. SCOPE OF SERVICES The Scope of Services includes modifying the previously -completed construction plans to split the project into two construction contracts and to provide a gap at the Canadian National Railroad crossing suitable for longer-term traffic use. The following tasks are included: Tasks 1 — 22. Modify and Split Construction Plans. These tasks consist of modifying the previously -completed construction plans to split the project into two construction contracts and to modify the plans near the Canadian National Railroad crossing. The previous gap at the Canadian National Railroad crossing will be enlarged, if needed, to allow traffic to be routed across the existing railroad crossing after completion of the construction. Pavement markings and signing will be included at the railroad crossing as needed to accommodate longer-term traffic. The new sanitary sewer, storm sewer and traffic signal crossings under the railroad tracks will be included in the first construction contract. It is anticipated that the permits for the railroad utility crossings will be obtained by the City. Temporary connections to the existing storm sewer, sanitary sewer and water main systems will be designed and included in the first construction contract as needed. The plans and bid items will also be modified in accordance with the latest Iowa DOT Standard Road Plans and Specifications. The following sheets will be modified: Task 1 - Title and Legend Sheets (A -Series Sheets) Task 2 - Typical Sections and Details (B -Series Sheets) Task 3 - Bid Items and General Notes (C -Series Sheets) Task 4 - Tabulations and Quantities (C -Series Sheets) Task 5 - Plan and Profile Sheets (D- and E- Series Sheets) Task 6 - Pollution Prevention Plan (F -Series Sheets) Task 7 - Geometric Layout Sheets (G -Series Sheets) Task 8 - Right -of -Way Layout Sheets (H -Series Sheets) Task 9 - Staging and Traffic Control Details (J -Series Sheets) Task 10 - New Design of Temporary Tie -Inn at CNRR Task 11 - Removal Plans (K -Series Sheets) Task 12 - Intersection Details (L -Series Sheets) Task 13 - Drainage and Storm Sewer Details (M -Series Sheets). Robinson Engineering to assist in this task. Task 14 - Traffic Signal Details (N -Series Sheets). Task 15 - Roadway Lighting Details (N -Series Sheets) Task 16 - Signing and Pavement Markings Details (C -Series Sheets) Task 17 - Sanitary Sewer Details (P -Series Sheets) Task 18 - Water Main Details (P -Series Sheets) Task 19 - Sidewalk and Curb Ramp Details (S -Series Sheets) Task 20 - Soils and Earthwork Tabulation (T -Series Sheets) Task 21 - Enhancement and Landscaping Plans (U -Series Sheets). CRLA to assist in this task. Task 22 - Design Cross Sections (W- and X -Series Sheets) A:COM Page 3 Task 23 — Quality Control Review. This task includes an in-house quality control review of the revised project plans and subsequent revisions prior to submittal to the Iowa DOT. Task 24 — Printing BIAS Files and Submittals. This task includes preparation of the final submittals to the Iowa DOT prior to letting. Task 25 — Construction Cost Opinion. The engineer's opinion of construction cost will be updated and submitted to the Iowa DOT. Task 26 — Special Provisions. Previously -submitted special provisions will be modified as needed for the new construction contracts. Task 27 — Public Informational Meeting. Public informational meetings or hearings are not included in this scope but will be added by supplemental agreement, if required. Task 28 — Property Owner Meetings. It is not anticipated that any property owner meetings or neighborhood meetings will be required. These activities will be added by supplemental agreement, if necessary. Task 29 — Utility Company and Railroad Coordination. This task includes communications, coordination and submittal of revised plans to the utility companies and the railroad company. Task 30 — Presentation Materials. This task includes preparation of maps, graphics and materials for use by Iowa DOT or the City in their presentations. Task 31— Project Meetings. This task includes the additional project review meetings pertaining to the revised scope of services. It is anticipated that one (1) initial meeting and three (3) additional project review meetings will be held during the course of this work. Task 32 — Public Informational Meeting. This task includes participating in an open house public informational meeting prior to the letting. The Consultant will provide a strip map for use at the meeting, will provide a project map for the handout and will attend the meeting with two engineers. The meeting arrangements, handouts, minutes and follow-up will be completed by Iowa DOT and/or the City. Task 33 — Project Team Coordination. This task includes the additional coordination, communications and exchange of information with the subconsultants to perform the additional services in this scope. Task 34 - Protect Administration. This task includes in-house, project -related administrative activities throughout the duration of the project. Included are intemal project management, internal project team meetings, correspondence, filing, budget management, invoicing, monthly reports and other project -related administrative activities. III. TIME OF BEGINNING AND COMPLETION All work under this supplemental agreement and previous supplemental agreements shall be completed within the schedule defined in Supplemental Agreement No. 6 which is extended continuously from May 31, 2012, to March 31, 2013. Page 4 IV. 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 segregated from previous agreements. Estimated Actual Costs $125,100.00 Fixed Fee 14,600.00 Contingency 10,900.00 Maximum Amount Payable $150,600.00 V. In all other aspects, the obligations of the City and Consultant shall remain as specified in the Professional Services Agreement dated April 3, 2006, and subsequent amendments. IN WITNESS WHEREOF, the parties hereto have executed this Supplemental Agreement No. 7 as of the dates shown below: AECOM TECHNICAL SERVICES, INC. By d. f/1 Douglas W. • c, • eI, P.E. Sub -District Manager CITY OF WATE LOO, IOWA By Emest G. Clark Mayor IOWA DEPARTMENT OF TRANSPORTATION ACCEPTED FOR AUTHORIZATION Date May 17, 2012 Date By Date Robert Welper, P.E. Local Systems Engineer District 2 L:\work1ADM IN\AGREE\SUPPLE\SA7Hwy63.doc A=COM AECOM 501 Sycamore Street Suite 222 Waterloo, Iowa 50703 www.aecom.com U.S. HIGHWAY 63 IMPROVEMENTS NEWELL STREET TO DONALD STREET FINAL DESIGN PHASE WATERLOO, IOWA SUPPLEMENTAL AGREEMENT NO. 7 319 232 6531 tel 319 232 0271 fax Please return this copy to: City Clerk & Finance Department 715 Mulberry Street Waterloo, IA 50703 WHEREAS, a Professional Services Agreement was entered into by the City of Waterloo, Iowa ("City"), and AECOM Technical Services, Inc., formerly Earth Tech, Inc. ("Consultant"), of Waterloo, Iowa, dated April 3, 2006, for the alternative evaluation, traffic analysis, environmental documentation, preliminary design, final design and construction review for improvements on U.S. Highway 63 between the U.S. 218 Interchange and Donald Street in Waterloo, Iowa; and WHEREAS, Preliminary Engineering (NHSX-63-6(69)-3H-07) was defined and authorized in said agreement dated April 3, 2006; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 1 dated July 27, 2007, for engineering services during the construction phase of the U.S. Highway 63 — Westfield Avenue Connection Project; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 2 dated December 14, 2007, to increase the Estimated Actual Costs for Task 15 — Management of Contaminated Subsurface Soil provided by Weston Solutions, Inc., due to delay in construction progress related to inclement weather conditions and management/disposal for excess spoil; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 3 dated August 19, 2010, to include the final design of a 4 -lane highway between Newell Street and Donald Street in Waterloo, Iowa, in accordance with the Preliminary Plans completed in November 2009; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 4 dated December 3, 2010, to remove the water main design from the Scope of Services; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 5 dated July 25, 2011, to include final design assistance to the Iowa DOT for U.S. 63 improvements between Franklin Street and Newell Street in Waterloo, Iowa; and WHEREAS, the City and Consultant entered into Supplemental Agreement No. 6 dated July 25, 2011, to amend the previous agreements to segregate the sanitary sewer design compensation from the Federal -Aid compensation in Supplemental Agreement No. 3 and to include additional design activities related to Supplemental Agreement No. 3. WHEREAS, the City and Consultant desire to amend the previous agreements to revise, repackage and split the project into two construction contracts. NOW THEREFORE, it is mutually agreed to amend the original Professional Services Agreement as follows: I. PROJECT DESCRIPTION The project consists of U.S. 63 improvements between Newell Street and Donald Street in Waterloo, Iowa. The final construction plans were completed as part of the "Final Design" services for the project. A=COM Page 2 II. SCOPE OF SERVICES The Scope of Services includes modifying the previously -completed construction plans to split the project into two construction contracts and to provide a gap at the Canadian National Railroad crossing suitable for longer-term traffic use. The following tasks are included: Tasks 1 — 22. Modify and Split Construction Plans. These tasks consist of modifying the previously -completed construction plans to split the project into two construction contracts and to modify the plans near the Canadian National Railroad crossing. The previous gap at the Canadian National Railroad crossing will be enlarged, if needed, to allow traffic to be routed across the existing railroad crossing after completion of the construction. Pavement markings and signing will be included at the railroad crossing as needed to accommodate longer-term traffic. The new sanitary sewer, storm sewer and traffic signal crossings under the railroad tracks will be included in the first construction contract. It is anticipated that the permits for the railroad utility crossings will be obtained by the City. Temporary connections to the existing storm sewer, sanitary sewer and water main systems will be designed and included in the first construction contract as needed. The plans and bid items will also be modified in accordance with the latest Iowa DOT Standard Road Plans and Specifications. The following sheets will be modified: Task 1 - Title and Legend Sheets (A -Series Sheets) Task 2 - Typical Sections and Details (B -Series Sheets) Task 3 - Bid Items and General Notes (C -Series Sheets) Task 4 - Tabulations and Quantities (C -Series Sheets) Task 5 - Plan and Profile Sheets (D- and E- Series Sheets) Task 6 - Pollution Prevention Plan (F -Series Sheets) Task 7 - Geometric Layout Sheets (G -Series Sheets) Task 8 - Right -of -Way Layout Sheets (H -Series Sheets) Task 9 - Staging and Traffic Control Details (J -Series Sheets) Task 10 - New Design of Temporary Tie -Inn at CNRR Task 11 - Removal Plans (K -Series Sheets) Task 12 - Intersection Details (L -Series Sheets) Task 13 - Drainage and Storm Sewer Details (M -Series Sheets). Robinson Engineering to assist in this task. Task 14 - Traffic Signal Details (N -Series Sheets) Task 15 - Roadway Lighting Details (N -Series Sheets) Task 16 - Signing and Pavement Markings Details (C -Series Sheets) Task 17 - Sanitary Sewer Details (P -Series Sheets) Task 18 - Water Main Details (P -Series Sheets) Task 19 - Sidewalk and Curb Ramp Details (S -Series Sheets) Task 20 - Soils and Earthwork Tabulation (T -Series Sheets) Task 21 - Enhancement and Landscaping Plans (U -Series Sheets). CRLA to assist in this task. Task 22 - Design Cross Sections (W- and X -Series Sheets) A®COM Page 3 Task 23 — Quality Control Review. This task includes an in-house quality control review of the revised project plans and subsequent revisions prior to submittal to the Iowa DOT. Task 24 — Printing BIAS Files and Submittals. This task includes preparation of the final submittals to the Iowa DOT prior to letting. Task 25 — Construction Cost Opinion. The engineer's opinion of construction cost will be updated and submitted to the Iowa DOT. Task 26 — Special Provisions. Previously -submitted special provisions will be modified as needed for the new construction contracts. Task 27 — Public Informational Meeting. Public informational meetings or hearings are not included in this scope but will be added by supplemental agreement, if required. Task 28 — Property Owner Meetings. It is not anticipated that any property owner meetings or neighborhood meetings will be required. These activities will be added by supplemental agreement, if necessary. Task 29 — Utility Company and Railroad Coordination. This task includes communications, coordination and submittal of revised plans to the utility companies and the railroad company. Task 30 — Presentation Materials. This task includes preparation of maps, graphics and materials for use by Iowa DOT or the City in their presentations. Task 31 — Project Meetings. This task includes the additional project review meetings pertaining to the revised scope of services. It is anticipated that one (1) initial meeting and three (3) additional project review meetings will be held during the course of this work. Task 32 — Public Informational Meeting. This task includes participating in an open house public informational meeting prior to the letting. The Consultant will provide a strip map for use at the meeting, will provide a project map for the handout and will attend the meeting with two engineers. The meeting arrangements, handouts, minutes and follow-up will be completed by Iowa DOT and/or the City. Task 33 — Project Team Coordination. This task includes the additional coordination, communications and exchange of information with the subconsultants to perform the additional services in this scope. Task 34 - Project Administration. This task includes in-house, project -related administrative activities throughout the duration of the project. Included are internal project management, internal project team meetings, correspondence, filing, budget management, invoicing, monthly reports and other project -related administrative activities. III. TIME OF BEGINNING AND COMPLETION All work under this supplemental agreement and previous supplemental agreements shall be completed within the schedule defined in Supplemental Agreement No. 6 which is extended continuously from May 31, 2012, to March 31, 2013. Page 4 IV. 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 segregated from previous agreements. Estimated Actual Costs $125,100.00 Fixed Fee 14,600.00 Contingency 10,900.00 Maximum Amount Payable $150,600.00 V. In all other aspects, the obligations of the City and Consultant shall remain as specified in the Professional Services Agreement dated April 3, 2006, and subsequent amendments. IN WITNESS WHEREOF, the parties hereto have executed this Supplemental Agreement No. 7 as of the dates shown below: AECOM TECHNICAL SERVICES, INC. By Douglas W. el, P.E. Sub -District Manager CITY OF WATE LOO, IOWA By (1‘, Ernest G. Clark Mayor IOWA DEPARTMENT OF TRANSPORTATION ACCEPTED FOR AUTHORIZATION Date May 17, 2012 Date By 1 4 Date /44 Z4> Robert Welber, P. . Local Systems Engineer District 2 L:\work\ADM I N\AGREE\SUPPLE\SA7Hwy63.doc IOWA DEPARTMENT OF TRANSPORTATION DISTRICT 2 MAY 292012 MASON CITY, IA