HomeMy WebLinkAboutRESOLUTION NO. 2015-78 RE SOLUTION NO. 2015-78
RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT FOR THE DESIGN AND CONSTRUCTION ENGINEERING
FOR THE SANITARY SEWER TRUNK LINE AND WATER MAIN
EXTENSIONS NORTH OF HIGHWAY 151 TO SERVICE THE PROPOSED
DEVELOPMENT LOCATED WITHIN THE "NORTH GROWTH AREA"
WHEREAS, the Fairfax City Council has decided to construct sanitary sewer trunk line
and water main extensions north of Highway 151 to service the proposed development located
with the "North Growth Area"; and
WHIJI AS, Hall and Hall Engineers, Inc. has submitted a Professional Services
Agreement to provide design and construction engineering for this sanitary sewer trunk line and
water main extensions north of Highway 151 to service the proposed development located within
the "North Growth Area".
NOW, THEREFORE,BE IT RESOLVED, by the City Council of the City of Fairfax,
Iowa, to enter into this Professional Services 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
the Agreement. i
Passed and approved this 29"' clay of September, 2015.
AYES: Beer, Frieden, and Wainwright
NAYS: None
ABSENT: Otto and Magers
Jasn Rabe, Mayor
ATTEST:
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Kathy Everett;Deputy City Cleric
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HALL & HALL ENGINEERS, INC. -- w- ..._.......
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE
CITY OF FAIRFAX AND HALL & HALL ENGINEERS, INC.
Sanitary Sewer Trunk lane and Water Main Extensions North of Highway 151
TO: Mayor Jason Rabe and City Council Members
City of Fairfax, Iowa
FROM,
Shane R, Wicks, P.E.
City Engineer
DATE: September 2 , 2015
SUBJECT: Civil Engineering and Land Surveying Professional Services for the design and
construction engineering for the sanitary sewer trunk line and water main extension$
north of Highway 151 to service the proposed development located within the"North
Growth Area".
1 OVERVIEW
The City of Fairfax, (CITE') would like to complete the following project: Extend a sanitary sewer
trunk line and a water main under Highway 151 and north along the existing Creek(sanitary sewer)
and 801h Street (water mann) to service the south portion of land proposed to be annexed in to the
City of Fairfax, and developed. The Project Limits are as follows:
Connect a 16" diameter water main at the dead-end of the existing 12" diameter water main
located at the southwest corner of Highway 151 and 80th Street. Extend this water main under
Highway 151 and approximately 12 mile (or 2,600 feet) to a location near the south side of
Winifred's First Addition to Linn County (Across from Beverly Road). This water main shall be
extended along the west side of 80th Street,
Extend an 8" diameter water main from the dead-end existing water main at the northeast corner of
the Casey's General Stare property, along the south side of Highway 151, and connect to the 112'
diameter water main in the area where the 12" water main will change into a 16" diameter water
main.
Connect the sanitary sewer trunk line to the end of the existing sanitary sewer trunk line, located
south of Lot 2, Arp's Meadows First Addition. Extend this sanitary sewer trunk line across the
City's Trail 1 Trail property, through a casing pipe bored underneath Highway 151, and up the
drainage basin along the edge of the existing creek. This sanitary sewer trunk line shall be
extended approximately 100 feet in to the property to be developed (the SE '/ of the SW 1/4 of
Section 4, T82N, R8W),
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Page 2
Extend a large tile or a small storm sewer in an existing drainage way located on Bill Boland"s
property. This tile shall be extended approximately 1,400 to 1,500 feet from the creek to the south
side of the proposed development property(the SW '/ of the SE I of Section 4, T82N, R8W). The
CONSULTANT shall assist the CITY with the Public Bidding process that is required for these
projects. The CONSULTANT will also provide construction surveying, observation, and
administration services during construction of the site improvements. This agreement between the
City of Fairfax and Hall & Hall Engineers, Inc. is effective as of September 1, 2015.
The developers would like to have serviceable lots ready by next fall (the fall of 2016). Therefore,
the timing for the extension of these facilities (sanitary sewer trunk line and water main) are critical
to service the proposed properties in this new development. To help with this schedule, the
sanitary sewer trunk line extension and the water main extension shall be prepared with separate
plans and separate project manuals, and each shall be bid and administered as separate projects.
Because these two utility extensions are not located near each other, constructing these each as
individual project will help to ensure that these projects will be installed simultaneously rather than
one after the other.
2 SCOPE OF SERVICES
A. Design Services
2.A.1 Site Topographic Survey & Surface: The CONSULTANT shall perform a
topographic survey and prepare base map with a surface of the existing site
conditions„ including locations of all existing Ipaving, utilities, and structures for all
portions of the site where work is proposed (for each extension).
2.A.2 Boundary Survey with Right-of-Way (R.O.W.) and Easement Exhibits: The
CONSULTANT shall perform a boundary survey and prepare R.O.W. and
easement exhibits necessary to complete this project.
2.A.3 Sub-Consultant Services: The CONSULTANT shall obtain and coordinate work.
with the inecessary sub-consultants to complete these projects. Terracon will
perform geotechnical/sub-surface exploration and prepare a geotechnical report
for the sanitary sewer trunk line extension. Rapids Reproductions will be used to
print and coordinate the bidding process for both of these projects. (THE
CONSULTANT SHALL PAY ALL SUB-CONSULTANT FEES AND PASS THESE
FEES DIRECTLY ONTO THE CITY FOR REIMBURSEMENT),
2.A.4 Plan of Improvements: The CONSULTANT shall prepare Plan of Improvements
for these proposed extensions. We anticipate completing this work with two
simultaneous projects. Therefore, we will prepare two separate plan of
improvements -- one for the sanitary sewer trunk line extension, and one for the
water mann extension. As part of these Plan of Improvements, the CONSULTANT
shall also prepare permanent and temporary construction easement exhibits and
agreements for these projects, as well as coordinate with the affected property
owners to aid in obtaining these easements for the CITY. The CONSULTANT
shall prepare and submit an NPDES Permit Application and gain NPDES Permit
Authorization from the IDNR for both of these projects. The SWPPP for each
project will also be completed by the CONSULTANT as part of the NPDES Permit
Authorization for the CITY. The CONSULTANT shall also obtain the Iowa DNR
Sewer and Water Main permits (one for each project), and the Iowa DOT Utility
Permit for each project. The Iowa DNR permits will be required for the sanitary
sewer and water main improvements, and an Iowa DOT work in the R.O.W. permit
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3. FEES
(SANITARY SEWER TRUNK LINE EXTENSION PROJECT)
The fees for SCOPE OF SERVICES provided shall be billed as follows-,
The Total Project Fee shall be billed as a Cost Plus to a Maximum of$129,600.00.
SCOPE OF SERVICE FEES
SEVICES
A Design Services $69,500..00
B Bidding Services $3,000.00
C Construction Services $46,700.00
Sub-Consultants&Expenses @ Approx.$9,100 with Design,
and$1,300 with Construction $10,400.00
(passed through with no Mark-up):
Total Project Fee: $129,600.00
(WATER MAIN EXTENSION PROJECT)
The fees for SCOPE OF SERVICES provided shall be billed as follows:
The Total Project Fee shall be billed as a Cost Plus to a Maximum of$75,400.00.
SCOPE OF SERVICE FEES
SEVICES
-... A ......,,, Dasign Services ' $40,200.00
B Bidding Services $2,300.00
C Construction Services $29,200.00
Sub-Consultants&Expenses @ Approx. $3,000 with Design„
and$700 with Construction $3,700.00
(passed through with no Mark-up):
Total Project Fee: $75,400.00
Total Fee for both Projects is $205,000.00.
4. ASSUMPTIONS
The professional services that Hail and Hall will provide under this Proposal include, and are limited
to, those described above. All other services are specifically excluded. Listed below are
assumptions related to this proposal.
4.1 CITY shall pay all permit fees and expenses necessary for the project.
4.2 The CITY shall be the Permittee for the NPDES Permit Authorization, with the construction
CONTRACTOR responsible for overseeing and maintaining the SWPPP. The CONSULTANT
is responsible for assisting the City with obtaining the permit authorization, if necessary, and
assisting the CITY with continuing or discontinuing the permit as needed.
4.3 The delineation or mitigation of Wetlands is NOT part of this project scope.
4,4 Expenses include sub-consulting fees, permit fees, printing costs, mileage and postage.
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will also be required for project. (THE CONSULTANT SHALL PAY ALL PERMIT
FEES AIND PASS THESE FEES DIRECTLY ON TO THE CITY FOR
REIMBURSEMENT).
2.A.5 Construction Bid Documents: The CONSULTANT shall prepare Contract
Documents (the Plans and Project Manual for each project) necessary to
competitiively bid these projects. We anticipate two simultaneous projects for this
work, so we will prepare two sets of plan of improvements and two sets of project
manuals (one for each phase). We will utilize Rapids Reproductions for printing
the plans and project manual for each of these projects, and to oversee the plan
holder's lists.
B. Bidding Services The CONSULTANT shall bid this work as two separate
projects (the Sanitary Sewer Trunk line Extension Project, and the Water Main
Extension Project).
2.B.1 Solicit Bids: The CONSULTANT shall submit construction documents to local
contractors and construction bidding services in an effort to generate several
competitive bidders (for each project).
2.B.2 Contractor Questions: The CONSULTANT shall correspond with contractors
regarding any questions or comments they may have with the construction
documents. (for each project).
2,8.3 Addendurns: The CONSULTANT shall issue addendums as necessary during
bidding process. (for each project).
2.B.4 Pre-Construction Meeting: The CONSULTANT shall oversee a pre-construction
meeting with the CITY and the Contractor (and the Contractor's subs) that is
selected to construct the project. (for each project).
C. Construction Services
2.C.1 Construction Surveys: The CONSULTANT shall provide construction staking as
necessary to complete both projects. Staking shall be provided one time at the
request of the CONTRACTOR. Re-staking shall be additional, and shall be the
responsibility of the CONTRACTOR..
2.C.2 Construction Observation: The CONSULTANT shall provide part time, on-site
construction observation as necessary to observe the improvements as they are
completed relative to the construction documents, and to monitor the progress of
construction during the construction phase of this project. (for each Project)
2.C.3 Construction Administration: The CONSULTANT shall provide construction
Administration, including processing pay applications and change orders during
the construction of this project. (for each Project)
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5. ACCEPTANCE AND AUTHORIZATION TO PROCEED
If this Proposal/Agreement satisfactorily sets forth Client's entire understanding of the agreement,
please sign this agreement lin the space provided, initial the attached terms and conditions form in
the space provided and return it to Hall and Hall Engineers„ Inc. as authorization to proceed with
the work.
Accepted this day oo,�L(. , 2016,
41
Jason Rab , Mayor .���._..��.a..�_.�._..
City of Fai ax, Iowa
ATTEST:
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Cyrythia Stimson, City Clerk
Ci of Fairfax, Iowa
Encl.: Standard Business Terms
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Terms and Conditions
Hall&Hall Engineers,Inc.shall perform the services outlined in this agreement for the stated fee arrangement.
Access to Site: Unless otherwise stated„(Hall&Hall Engineers,Inc.will have access to the site for activities,but has not included in
the fee the cost of restoration of any resulting damage.
Dispute Resolution: Any claims or disputes made during design, construction or post-construction between the Client and !Firm
shall be submitted to non-binding mediation. Client and Firm agree to include a similar mediation agreement with all contractors,
subcontractors, sub consultants, suppliers and fabricators, thereby providing for mediation as the primary method for dispute
resolution between all parties.
BilltnglPayments: Invoices for Hall & Hall Engineers, Inc.'s services shall be submutted at Hall & Hall Engineers, Int.'s option,
either upon completion of such services or on a monthly basis. Invoices shall be due and payable upon presentment. If the invoice
is not paid within the immediate 30-day period following presentment, Hall & Hall Engineers, Inc. may, without waiving any claim or
right against Client, and without liability whatsoever to the Client, terminate the performance of the service. Retainers shall be
credited on the final invoice.
Late Payments: Accounts unpaid 60 days after the invoice date may be subject to a monthly service charge of 1.5% (or the legal
rate)on the then unpaid balance. In the event any portion or all of an account remains unpaid 90 days after billing, the Client shall
pay all costs of collection, including reasonable attorney's fees and said accounts may be assigned to a credit agency, be the basis
for mechanics liens on any and all other debt collection remedies available.
Indemnification: The Client shall,to the fullest extent permitted by law,indemnify and hold harmless Hall&Hall Engineers, Inc.,Ihis
or her officers,directors, employees,agents and subconsultants from and against all damage,liability and cost,including reasonable
attorney's fees and defense costs,arising out of or in any way connected with the performance by any of the parties above named of
the services under this agreement, excepting only those damages, liabilities or costs attributable to the sole negligence or willful
misconduct of Hall&Hall Engineers, Inc..
Certifications: Guarantees and Warranties: Hall & Hall Engineers, Inc.. shall not be required to execute any document that would
result in its certifying, guaranteeing or warranting the existence of conditions whose existence Hall & Hall Engineers, Inc, cannot
ascertain.
Standard of Care: Services performed by Hail & Hall Engineers, Inc, under this Agreement will be conducted in a manner
consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing under slmlilar
conditions. No other representation expressed or implied,and no warranty or guarantee is included or intended in this Agreement„or
in any report,opinion document,or otherwise.
Limitation of Liability: In recognition of the relative risks, rewards and benefits of the project to both the Client and Hall &Han the
risks have been allocated such that the Client agrees that, to the fullest extent permiitted by law, Hall & Hall Engineers, Inc.'s total
nability to the Client for any and all injuries„claims, losses, expenses, damages, or claim expenses arising out of this agreement
from any cause or causes, shall not exceed$50,000 or the total fee for this contract„whichever is more. Such causes include, but
are not limited to, Hall&Hall Engineers,Inc-'s negligence,errors,omissions,strict liability,breach of contract or breach of warranty.
Termination of Services: This agreement may be terminated by the Client or Hall & Hall Engineers, Inc. should the other fail to
perform its obligations hereunder. In the event of termination,the client shall pay Hall&Hall Engineers, Inc.for all services rendered
to the date of termination„all-reimbursable expenses,and reimbursable termination services.
Ownership of Documents: All documents produced by Hall &Hall Engineers, Inc, under this agreement shall remain the property
of Hall & Hall Engineers, Inc. and may not be used by the Client for any other endeavor without the written consent of Hall &Hall
Engineers, Inc.
Reimbursables: All expenses will be bulled directly to the client and are in addition to the contract amount, unless indicated
differently on the front of this document, f®,�
Initial here (Hall&Hall) (Client)
X10 9
111 14
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