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Home My WebLink AboutRESOLUTION NO. 2012-81 RESOLUTION NO. 2012-81 • RESOLUTION AUTHORIZING A SUPPLEMENTAL AGREEMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR THE FAIRFAX TRAIL PROJECT ALONG HIGHWAY 151 FROM PRAIRIE AVENUE TO EAST CEMETERY ROAD WHEREAS,the Fairfax City Council has previously entered into a Professional Services Agreement with Hall and Hall Engineers, Inc. (Resolution No. 2009-51) to provide design and construction engineering services for the. Fairfax Trail Project along the Highway 151 from Prairie Avenue to East Cemetery Road; and WHEREAS, the trail alignment along Highway 151 became unavailable after completing the preliminary design of this trail; and WHEREAS, the Fairfax City Council has decided to construct this 10 foot wide pedestrian trail along a new alignment, which is east of the unnamed tributary to Prairie Creek, instead of the original proposed trail alignment along Highway 151; and WHEREAS, Hall and Hall Engineers, Inc. has submitted a Supplemental Agreement to the Professional Services Agreement to provide design engineering services in connection with the preparation of the plan of improvements, specifications, and estimates for the 10 foot wide • trail along the new alignment; and WHEREAS, this Supplemental Agreement to the Professional Services Agreement does not include construction engineering services. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Iowa, to enter into this Supplemental Agreement with Hall and Hall Engineers, Inc. BE IT FURTHER RESOLVED, by the City Council of the City of Fairfax, Iowa, that the Mayor and City Clerk are hereby authorized and directed to execute both this Resolution and Supplemental Agreement. Passed and approved this 13th day of November, 2012. AYES: Beer, Otto, Magers, and Wainwright NAYS: None Abstain: Frieden 7 Jas n Rabe, Mayor ATTEST: 1 Cynt,is Stimson, City Clerk/Treasurer PO Box 337 319-846-2204 Fairfax, IA 52228-0337 fairfax@southslope.net November 14, 2012 Jennifer D. Kolacia Office of Systems Planning Iowa Department of Transportation 800 Lincoln Way Ames, IA 50010 SUBJECT: Action by the City of Fairfax City Council The City of Fairfax City Council met last night, November 13, and took action concerning the trail project. First, they reviewed the pre-audit information and then made, and passed, a motion to not request federal dollars for construction engineering costs and to not request Hall and Hall to lower their costs. The City Council does understand that the federal eligible amount will be $72,395.53 with the remaining $9,604.47 being considered non-participating and is not federal eligible for reimbursement. The City Council then,passed Re oluti'orif2 %lf2'JJ'8%`f%A!R'esolut ohtAuthorizing& %Supplemental Agreement to the Professional Services A eement,for,the Fairfax Trail P,ro�ect%AlongHirghway4r1511 , omP,raine!A'ueniebto'rEast em'ete Road': A si ed co 1„9,,,,,, 1S' pY of this resolution will be mailed today, along with the signed agreement books. Please return two sets after the IDOT has signed. Please start the federal authorization process as soon as possible. Thank you for all of your help with this process. Sincerely, Cynthia Stimson City Clerk/Treasurer LAIowa Department of Transportation 800 Lincoln Way, Ames, IA 50010 515-239-1788 Fax: 515-233-7857 December 13, 2012 The Honorable Jason Rabe Mayor of Fairfax 525 Vanderbilt Street Fairfax, IA 52228 Re: Fairfax Trail along east side of unnamed tributary to Prairie Creek City of Fairfax, Project No. STP-E-2462(601)--8V-57 Agreement No. 09-STPE-139 Dear Mayor Rabe: Enclosed are two copies of an executed Consultant Agreement Amendment between the city of Fairfax, Hall and Hall Engineers, Inc., and the Iowa Department of Transportation for the above referenced project. This agreement completes the consultant selection process. In addition, the city of Fairfax must comply with the provisions set forth in this agreement to ensure that eligible project costs may receive federal aid reimbursement. Thank you for your assistance. If you have questions, I can be reached by telephone at 515-239-1788 or by e-mail at Jennifer.Kolacia@dot.iowa.gov. Sincerely, Jennifer facia Office of Systems Planning JDK:pIr Enclosures cc: Shane Wicks, P.E., Hall and Hall Engineers, Inc. Mary Rump, East Central Iowa Council of Governments Kevin Galloway, Office of Finance (with copy of enclosure) Tom Devine, Office of External Audits (with copy of enclosure) Supplemental Agreement No. 1 Iowa DOT Project No. STP-E-2462(601)-8V-57 Linn County City of Fairfax HHE Project No. 6950-12-5 Supplementary Professional Services Agreement No. 1 for Preliminary Engineering Services (PE)for the Fairfax Trail Along the East Side of an Unnamed Tributary to Prairie Creek Between East Cemetery Road and South Front Street This is a SUPPLEMENTAL AGREEMENT, made as of the 13th day of November in the year 2012; by and BETWEEN the City of Fairfax, identified as the Owner; City of Fairfax Jason Rabe, Mayor 525 Vanderbilt Street Fairfax, Iowa 52228 and Hall and Hall Engineers, Inc., identified as the Consultant; Hall and Hall Engineers, Inc. Shane R. Wicks, P.E. 1860 Boyson Road Hiawatha, Iowa 52233 The Owner and the Consultant entered into an agreement on October 15, 2009 in which the Consultant has agreed to provide professional services in connection with the preparation of final design, plans, specifications and estimates for preliminary engineering services of a 10 foot wide Portland Cement Concrete pedestrian trail along the easterly side of Highway 151 from Prairie Avenue to East Cemetery Road in Fairfax, Linn County, Iowa in accordance with the current Statewide Transportation Improvement Program. Said agreement hereinafter shall be referred to as the AGREEMENT. I. DEFINITIONS There is no change to the definitions in this SUPPLEMENTAL AGREEMENT. Il. GENERAL CONDITIONS There is no change to the general conditions in this SUPPLEMENTAL AGREEMENT, III. ARTICLE 1 –INITIAL INFORMATION This Supplemental Agreement is based on the following information and assumptions. 1.1 Project Parameters The objective or use is: To plan and design a 10' wide paved pedestrian trail along the east side of an unnamed tributary to Prairie Creek between East Cemetery Road and S. Front Street. The trail will be approximately 1,600 feet long, which includes one pedestrian bridge crossing Prairie Creek with a total estimated length of approximately 240 feet. This is a change from the original agreement in that: • The original trail alignment has been relocated from the east side of US Highway 151 where there were two pedestrian bridges proposed, and possible improvements to Highway 151 forced the relocation of this trail; • The Construction Engineering (CE) Services have been removed from this agreement. Page 1 of 7 IV. ATTACHMENT A-SCOPE OF SERVICES The scope of services to be performed by the CONSULTANT shall be completed in accordance with generally accepted standards of practice and shall include the services and supplies to complete the following tasks: I. PRELIMINARY DESIGN SERVICES A. Project Administration. This task includes all inter-office administration, coordination and documentation required to complete the project. B. Meetings and Property Owner Coordination. This task includes meetings with design personal, City officials, IDOT, adjacent property owners and any other necessary key personal or entities. C. Topographic and Boundary Surveys. This task consists of completing a topographic survey, boundary survey, and related property research necessary to complete the boundary, prepare the easement acquisition exhibits and agreements, and prepare the temporary construction easements. This task also includes setting survey control at the project site. All survey data shall be based upon the local City coordinate system and datum. D. Create Overall Base Map. This task consists of creating a digital base map containing the topographic survey, boundary lines, existing utilities, existing structures, existing surface types and all other pertinent information necessary to complete the design. E. Hydraulic Analysis/ Design. This task consists of completing a hydraulic analysis/flood study of Prairie Creek, establishing trail bridge situation plans, and coordinating with the IDOT and the Army Corp of Engineers. F. Site Reconnaissance. This task includes all visits to the site deemed necessary to complete the design process. G. Preliminary Design. This consists of the following tasks: ➢ Develop Alignment. This includes investigating feasible alterative alignments and determining the most effective suitable alignment to complete the project. ➢ Typical Cross Sections. This consists of the preliminary determination of the trail cross-section, including pavement types and widths, shoulders, and slopes. ➢ Preliminary Construction Details. This includes all necessary details required to complete the project that are not part of the standard IDOT details. ➢ Plan and Profiles. This consists of the development of a preliminary plan set containing all necessary information needed for a check set of plan of improvement drawings. The plan set will contain plan and profiles, grading and erosion control, cross sections, details, estimated quantities and any other necessary information to construct the project. The anticipated scale for the plan sheets is 1"=40'. ➢ Drainage Way Bridges. This consists of the preliminary design and locations of one bridge crossing Prairie Creek. H. Storm Water Management Design. This task consists of analyzing the storm water runoff from this project and its impact to the surrounding properties. This includes developing a storm water management plan that will minimize erosion and runoff velocities. I. Construction Permits. This task consists of preparing applications, providing necessary hydraulic data and obtaining all construction permits need to complete the project, including NPDES and Flood Plain Construction permits. J. Prepare Preliminary Temporary Construction Easement Exhibits. This task consists of preparing the preliminary temporary construction easements exhibits for the purpose of the construction of the proposed facilities. K. Prepare Preliminary Right Of Way and Easement Acquisition Plats. This task consists of preparing the preliminary R.O.W. and permanent easement exhibits need to complete this project. L. Preliminary Quantities. This task consists of determining the preliminary bid item quantities. M. Preliminary Construction Cost Opinion. This task consists of determining a preliminary construction cost opinion base off of the preliminary quantities. Page 3 of 7 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their proper officials thereunto duly authorized as of the dates below indicated. Hall an Hall Engineers Inc. .M. Date: L). /* ,. Shane R. Wicks, P.E. Project Manager The City of Fairfax Date: / 201 Ja "+ Rabe Mayor Iowa Department of Transportation Accepted for FHWA Authorization* By: Date: 2 w +Crai arkl Dir r of dffice of Systems Planning low DOT Office of Systems Planning *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. Page 5 of 7 ATTACHMENT C (referenced from 3.1) Fees and Payments- Lump Sum 3.1.1 FEES AND PAYMENTS 3.1.1.1 Fees. For full and complete compensation for all work, materials, and services furnished under the terms of this Agreement, the Consultant shall be paid fees on a lump sum basis and payment of this amount shall be considered as full and complete compensation for all work, materials and services furnished under the terms of this SUPPLEMENTAL AGREEMENT. The lump sum amount shall be $82,000.00. The estimated staff hours and fees are shown in this attachment. The lump sum amount will not be changed unless there is a substantial change in the magnitude, scope, character, or complexity of the services from those covered in this Agreement. Any change in the lump sum amount will be by Supplemental Agreement. Page 6 of 7 FairFax�lrail;Pro ect;Alon ;the East S►de of,theUnnamed4'ibuta ,toy°Prairie CreeKf.om Front,Streetto;East,Ceme er /Road Su �lernental°l �ee "J " Iowa QfJT;Pro ec4;No. STP-E-2462 601 7 Estimated Costs for Work on he; Estimated>Labor hours forWork on t:a Rev►sed"Tra►I°L ion h, ocat Revrised a ocat on H E o ect No..6 1 z . 1 J r r, r MHS r 3.0 /# , r / / , ,ro ect LS Pro ec Admmi ra ,,. / r r r r / o , r 7a k D Co ato, oc T s escrt tion.. I abo C st otat Co , A Hourl Rates 115 100 85 100 100 85 70 Phase I-Preliminary Desidn Services A. Project Administration 7 1 4 6 17 $1,565 $1,565 B. Meetings and Property Owner Coordination 14 14 $1,610 $1,610 C. To o ra hic and Boundary Surveys 10 32 42 $4,200 $4,200 D. Create Overall Base Map 16 16 $1,360 $1,360 E. Hydraulic Analysis/Design 70 20 90 $9,750 $9,750 F. Site Reconnaissance 6 3 g $945 $945 G. Preliminary Design 30 110 140 $12,8001 $12,800 H. Storm Water Management Design 5 5 $5751 $575 I, Construction Permits 5 5 $575 $575 J. Prepare Preliminary Temporary Construction Easement Exhibits 4 14 18 $1 590 $1,590 K. Prepare Preliminary Right Of Way and Easement Acquisition Plats 4 14 18 $1,590 $1,590 L. Preliminary Quantities 5 5 10 $1,000 $1,000 M. Preliminary Construction Cost Opinion 6 6 $690 $690 N. Project Management and Coordination 30 30 $3,450 $3,450 Ex enses-AQRrox. Milea e/Testin /Permit Fees I Etc. $1,000', $1,000 / r J / / .,r / ,. ,, /....ri / / r. r r ,ri, r , / r i ,/.. r ,.,.. /r.Jr„ /, :! r /r, �.,, .„ ,.r, / ,.. / r ,,..� ,,. ,.,r r r rr, / ✓ r /.,, r / � r rr � / r /,, r r / r r / / r / 1 r, / r r l i rr r r / r r. �i i ii..,�!/. .r�,. /..✓ oil, ..., ,r ",, rri ,.,.. ../, / ,. rr r,r, /%/ ✓, / 11/221A-11/012 r r, r ELI2 , r �i �/l/l��/r/i////ii ,: Phase 11-Final Design Services A. Final Desi2n 50 60 10 2 2 124 $12,160 $12,160 B. Prepare Final Temporary Construction Easement Exhibits 2 6 8 $710 $710 C. Prepare Final Ri ht Of Way and Easement Acquisition Plats 2 6 8 $710 $710 D. Final Quantities 4 8 12 $1,140 $1,140 E. Final Construction Cost O inion 4 4 $460 $460 F. Prepare Project Manual 15 2 17 $1,895 $1 895 G. Project Mana ement and Coordination 22 22 $2,530 $2,530'. Ex enses-AgQrox. Milea e/Testin /Permit Fees/ . r Etrr c.//✓///%ri2,/r///rr////�,//r///ir//r/r/mo/ii/rr„il/r.„//r rr/,ir�/r/a/iri//Ir/lrriii,///r //. rrr /ur2�r ',1r l i $� 1 a�,..«00r,zr0 / / �// /r ./, r // ✓. / ,/, r . ////i „" / r// r / /e rr ,/r r// /r /////./ ,r Lag/ cr..:.r/QG i f„ .c.... Hall and Hall Engineers, Inc. Preliminary Engineering Services $63,305 Phase 111- Subconsultant Services A. Braun Intertec-Geotechnical Engineering Services $5,881 $5,881 B. Wolter Conservation Services-Wetland Determination Services $1,100 $1,100 C. Douglas D. Riis,A.S.T.-Structural Drafting Services $5,950 $5,950 D. JCG Land Services-Land Acquisition Services $5,750 $5,750 r// i,/ / / // r ,i //r ,./� r , / r r/r..,r , l i r/ ro rrr . ,f /rGi /l/ r/ri ,,/�r/ . �/../ //r /�//r/ r� .,rI10/11/160 /r//G �r1�/r li/�%r/ / it�/rG/ Total PreliminaryEngineering Services $81,986 Total Fee for Preliminary Engineering Services (Rounded): $82,000.00 ATTACHMENT C (Fees and Payments Breakdown-Lump Sum) ATTACHMENT H (Subconsultant Fee Estimates—See Attached) Page 7 of 7 BRAUN March, 2012 INTERTEC Project Number: 6950-10-02 Pedestrian Bridge Over Prairie Creek- Fairfax, Iowa PROJECT FEE ESTIMATE I. Direct Labor Costs: Direct Labor @188.24% Overhead Rate CATEGORY HOURS RATE/HR. TOTAL Technician 1 12 13.50 162 Technician 11 15.68 Technician III 19.33 Tech IV 22.05 CAD Drafter 24.83 Project Assistant 16.84 Field Engineer 20.78 Project Engineer 8 28.04 224 Senior Project Manager 33.54 Principal Engineer 1 42.07 42 .428 Direct Labor @347.82%Overhead Rate CATEGORY HOURS RATE/HR. TOTAL Driller (2-man crew) 1 36 1 22.00 J 792 792 II. Payroll Burden &Overhead Costs @ 188.24%(Rounded) $806 @347.82%(Rounded) $2,755 Total Burden & Overhead Costs $3,561 Ilia. Direct Project Expense CATEGORY UNITS UNIT RATE TOTAL 0 IIIb. Direct Third-Party Expense Crop Damage/Ground Repair Meals/Lodging (per diem) 110.00 Consumable & Misc. Supplies --- --- IV. Estimated Costs(1+I1+llla+IIIb, Rounded) $4,781 V. Fixed Fee (13%of I+Il+lila, Rounded) $622 VI. Total Cost(IV+V, Rounded) $5,403 VII. Contingency(10%of IV, Rounded) $478 VIII. Subconsultant Expenses Unit Price 0 IX. Total Cost(with Contingency, Rounded) $5,881 Wolter Conservation Service 1610 Douglas Court Marion, IA 52302 March 5, 2012 Brian Vogel Hall & Hall Engineers 1850 Boyson Rd. Hiawatha, IA 52233 Brian: Thank you for this opportunity to make a price quote for the proposed wetland delineation along the proposed trail south of East Cemetery Road in Fairfax, IA. The soil map shows this land to be mostly"made land,"which means the soil has been disturbed and it is no longer in its natural state. This makes it somewhat more complex to determine whether any hydric soil features are present. In order to accurately determine the plant life that is present in the proposed area of 50 ft. by 1600 ft., it will be important to wait until most of the plants up and growing, which may be as late as early May. This will depend on the weather from now until then. My fee for completing the determination and preparing the report is $1100. The work will be conducted in accordance with the U.S. Corps of Engineer's Wetlands Delineation Manual. If wetland is found and it is decided to mitigate, I can assist with finding possible mitigation sites or the owner can buy into a mitigation bank. At this point, it is not possible to estimate costs until the amount of wetland to be mitigated is determined. Sincerely yours, Gene Wolter R � Cil W 11 � ii , y ) d 4 � C O O � L( D 7 r V i 7 O � ti N w W U. W M r° r R N W r O H LO O' O I r ' N c�6 rill � r i f dl) AIL EXHIBIT"A" JCG LAND SERVICES ACQUISITION SERVICES ESTIMATE Project Cost Summary Based on 1 Parcels ProjectDevelopment .....---......r......................,.......................,.,..,.....,....................$420.00 Public Hearing representation,Plan review LandOwnership Information......................................................................................$300.00 One(1)Record of Ownership and Liens Reports Compensation Valuation ... ......... ........ ......... ......... ......... ............$3,000.00 One(1)Appraisal(s)s and One(1)Review Appraisal(s) AcquisitionProcess....................................................................................................$1,280.00 Title determination,Purchase Agreement,Easement and required transfer document preparation,Acquisition Negotiations Closing.......-- .....................----.............. ......... ...................... ........... .................$70.00 Payment breakdown summary,W-9's,Allocation of Proceeds,completed file certification ProjectManagement.....................................................................................................$125.00 Project manager,status reports,meetings,Easement and transfer document coordination Expenses(estimated)....................................................................................................$ 555.00 To be invoiced for actual expenses Right of Way Services Estimate Total...................................................................$5,750.00 Condemnation Representation ......................................................................................$N/A Acquisition Witness @$_/day Scope of Work: - JCG will obtain Record of Ownership and Liens Report for each parcel - JCG will obtain eminent domain appraisal and review appraisal reports for each parcel - Easement for Recreational Trail and Easement for Drainage Purposes assumed to be completed concurrently for cost efficiencies. - If easements are to be acquired separately or at different times,many tasks will have to be duplicated and costs would increase accordingly