AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: March 7, 2016 AGENDA ITEM: Consideration of approval of a resolution approving Engineering Services Amendment No. 1 with Foth Infrastructure and Environment, LLC [NE Projectt from NE Alice s Road west] FORMAT: Resolution SYNOPSIS INCLUDING PRO & CON: The City Council has previously approved an engineering servicess agreement with Foth related to the proposed Douglas Parkway Improvements Project. As the project has been finalized, additional work has hadd to be completed on items that were not included in the original contract including wetland mitigation and work with the Corp of Engineers, design of a temporary traffic signal at the intersection of Alice s Road and Douglas Parkway and design related to the intersection and shared improvements with the City of Clive. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: $65,000.00. A majority of the additional work relates to the intersection improvements at Alice s Road and Douglas Parkway which will be shared with the City of Clive. COMMISSION/BOARD/COMMITTEE COMMENT T: STAFF REVIEW AND COMMENT: Staff has reviewed the amendment and agrees with the additional design work that had too be completed to finish the project. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. II. Proposed Resolution Amendment No. 1 to Engineering Services Agreement PREPARED BY: Brad Deets REVIEWED BY:
THE CITY OF WAUKEE, IOWA RESOLUTION 16- APPROVING AMENDMENT NO. 1 TO AN AGREEMENT FOR ENGINEERING SERVICES WITH FOTH INFRASTRUCTURE AND ENVIRONMENT, LLC [NE DOUGLAS PARKWAY EXTENSION PROJECT FROM NE ALICE S ROAD WEST] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, on June 15, 2015, the Waukee City Council approved an Agreement for Engineering Services with Foth Infrastructure and Environment, LLC, related to the NE Douglas Parkway Extension Project from NE Alice s Road west (Resolution #15-200); AND, WHEREAS, the City proposes an Amendment to the Engineering Services Agreement for wetland mitigation, temporary traffic signal design, design related to the intersection of NE Douglas Parkway and NE Alice s Road as well as additional project coordination; AND, WHEREAS, the engineering services amendment, attached hereto as Exhibit A, has been reviewed and approved by the Waukee City Attorney. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee that the Amendment No. 1 to an Agreement for Engineering Services with Foth Infrastructure and Environment, LLC [NE Project from NE Alice s Road west] is hereby approved. Passed by the City Council of the City of, and approved the 7 th day of March, 2016. Attest: Rebecca D. Schuett, City Clerk William F. Peard, Mayor ROLL CALL VOTE AYE NAY ABSENT ABSTAIN Shane Blanchard Brian Harrison Shelly Hughes Larry R. Lyon Rick Peterson
ENGINEERING SERVICES AMENDMENT NO. 1 PROJECT NO. THIS AMENDMENT, made and entered into this day of 2016 by and between, the CITY OF WAUKEE, IOWA, hereinafter referred to as the City, and FOTH INFRASTRUCTURE AND ENVIRONMENT, LLC., hereinafter referred to as the "Engineer", for professional services in connection with the conceptual design, preliminary survey and mapping, fuctional design, project coordination, preliminary design, final plans and specifications, for the proposed construction of NE Douglas Parkway from NE Alices Road west 1,320-ft, hereby amends the original Agreement dated June, 2015 as follows: The City and Engineer agree to amend the original Agreement to include additional services associated with: NE Douglas Parkway Mitigation Plan and 404 Permit Temporary Traffic Signal Design Design of the NE Alices Road Widening and Intersection Improvements at NE Douglas Parkway Additional Project Coordination with City of Clive Additional Project Coordination with Adjacent Landowner s Engineering Consultant TASK A NE Douglas Parkway Mitigation Plan and Section 404 Permit: Wetland delineation surveys were completed in 2015 along on the corridor. The Engineer will prepare and submit a Section 404 Permit Application containing the applicable data, wetland jurisdictional rationale, and proposed project information to the USACE, Iowa Department of Natural Resources (IDNR) Flood Plain Section, and IDNR Sovereign Lands Section necessary to receive environmental approval. The City shall understand that the Engineer cannot guarantee that the USACE or other relevant governmental agencies will ultimately approve the prepared application, since such authorization is beyond their control. Task A.1 Coordination with other Regulatory Agencies The Engineer will prepare and submit a Section 404 Permit Application containing the applicable data, wetland jurisdictional rationale, and proposed project information to the USACE, Iowa Department of Natural Resources (IDNR) Flood Plain Section, and IDNR Sovereign Lands Section. We will also prepare a Mitigation Plan for the project to meet Section 404 permitting requirements. The Engineer will contact the IDNR regarding potential threatened and endangered species that may be affected by the project. The Mitigation Plan will summarize each wetland and WUS area that will be impacted by the project based on the findings in our Wetland Delineation Report dated July 15, 2015 and the proposed site layout plan for the project. Task A.2 Coordination with Voas Mitigation Bank The Engineer will coordinate with the Voas Wetland Mitigation Bank regarding the purchase of credits for emergent and wet meadow wetland impacts. Please note that the Voas Wetland Mitigation Bank does not offer credits for forested or shrub/scrub wetland impacts or for stream mitigation. The USACE may require onsite mitigation of forested wetlands, trees plantings, and/or stream mitigation measures to offset potential impacts from the proposed project. Task A.3 Mitigation Plan During the preparation of the Mitigation Plan, the Engineer will coordinate with the USACE to assess what mitigation measures will be required based on the proposed impacts. The Mitigation Plan will include a discussion of the proposed impacts and a summary of the credits that will be purchased from the Voas Wetland Mitigation Bank Page 1
Fees assume that the City of Waukee will investigate and provide the required financial assurances that may be required by the USACE for the project, including construction bonds and escrow accounts. Because the City of Waukee is a public entity, the USACE may accept a Letter of Commitment in lieu traditional financial assurances. The City should understand that a mitigation plan is a conceptual design to outline the details of mitigation activities proposed for the site for regulatory approval. It should not be relied upon for construction. If WUS mitigation or tree/shrub planting is required by the USACE, we recommend that detailed engineering plans and specifications be developed upon USACE approval of the mitigation plan and prior to construction. City shall understand that the Engineer cannot guarantee that the USACE or other relevant governmental agencies will ultimately approve the prepared application, since such authorization is beyond their control. The Engineer will also prepare an approximate engineering cost estimate for the construction of the mitigation area. Task A.4 Additional Services beyond base Services Fees assume that wetland mitigation will occur at the Voas Wetland Mitigation Bank and that stream mitigation will not be a requirement of the USACE; additional fees may be incurred if mitigation occurs at an alternate location. Banking fees are not included in the scope of this proposal. Fees do not include Alternative Analysis, WUS Mitigation Plan or hydrologic modeling that may be needed for the design of WUS mitigation. Fees also do not include Cultural Resource or Threatened and Endangered Species surveys. Fees for addressing USACE or other agencies comments during the permitting process will be invoiced on a time and material basis based on the Engineer s current fee schedule. Additional fees for construction observation, annual monitoring, or deed restriction preparation may be incurred if tree/shrub planting or WUS mitigation is required. This proposal does not include fees for Wetland Delineation, Phase I Cultural Resource Survey and topographic survey services that may be required if an off-site mitigation area is selected. Fees for those surveys have not been included in this proposal, but will be provided when the mitigation site is identified. This proposal does not include property negotiations or legal fees necessary for the purchase or easement of the land selected for offsite mitigation. Task A Subtotal - $5,000.00 TASK B Temporary Traffic Signalization at NE Douglas Parkway and NE Alices Road The Engineer will complete a Traffic Signal Warrant Analysis at the intersection of NE Douglas Parkway and NE Alices Road to determine traffic signal requirements then develop temporary traffic signal plans at the intersection of NE Douglas Parkway and NE Alices Road using available design standards of the City and the Manual on Uniform Traffic Control Devices (MUTCD). Signal Layout, signal timing, coordination plans will be developed. Task B Subtotal - $8,000.00 TASK C Design of the NE Alices Road Widening and Intersection Improvements at NE Douglas Parkway The current NE Douglas Parkway and NE Alices Road is a 3-leg intersection that does not accommodate any dedicated turning movements from NE Alices Road onto NE Douglas Parkway. The proposed design calls for construction of the fourth leg and providing dedicated left turn movements in all directions and dedicated right turn lanes in the northbound, southbound, and eastbound directions. To accommodate these movement, NE Alices Road will be widen along the west pavement edge from approximately 500-ft south of NE Douglas Parkway to 650-ft north of NE Douglas Parkway. Tasks to be completed include: Page 2
Task C.1 Additional Topographic Survey The Engineer shall perform additional topographic survey required for the development of the NE Alices Rd widening. Horizontal and vertical accuracies shall be adequate to produce a map that is compatible with the topographic data for incorporation into the existing mapping. Task includes roadway cross-sectioning at appropriate intervals indicating the location and elevation of key section breaks, including approximate roadway centerline, edge of pavement and/or gutter & top-of-curb, sidewalks and driveways. This information will be used to develop the existing roadway DTM for the Project site. Task C.2 Final Plans The Engineer will perform final design services in the preparation of design plans and specifications depicting the proposed grading, drainage, paving, signing, utility relocation, and other features of the project. The preliminary plans will include but not be limited to the following tasks: Task C Subtotal - $40,000.00 Task C.2.1 Final Plan and Profiles (E Sheets) This task consists of the development of preliminary plan and profile sheets that will show the existing topography along with the proposed improvements based on the survey or the office relocation centerline. Proposed Right-of-Way and Construction Easement limits based on the catch point lines will be shown. Included will be the necessary CADD work to show the preliminary design features for the proposed improvements. The scale of these sheets will be 1 =30. Task C.2.2 Final Traffic Control and Staging (J Sheets) This task consists of developing a suitable plan for construction scheduling and staging of the Project and for traffic control measures to be implemented during construction. Task C.2.3 Final Markings and Traffic Signing (J Sheets) This task consists of the development of pavement marking and traffic signing plans to be placed into service following construction. The traffic control devices, procedures, and layouts shall be as per the Manual on Uniform Traffic Control Devices (MUTCD). Task C.2.4 Final Intersection Geometrics (L Sheets) This task consists of developing and refining the geometric layouts and provides additional horizontal and vertical survey information needed to construct the intersections. The scale of these plan sheets will be 1"=20. Task C.2.5 Final Special Construction Details (U Sheets) This task consists of preliminary design and drafting associated with special project details. Special construction details include: Special Grading at the northwest corner of NE Douglas Parkway and NE Alices Road. Task C.2.6 Detailed Cross Sections (X Sheets) This task consists of the design and drafting associated with the assembly of detailed cross sections (50 increments) along NE Alices Road to illustrate typical conditions, drainage designs, and non-typical conditions as needed for guidance during design, review, and quantity estimating purposes. TASK D Project Coordination with the City of Clive The Engineer will complete the following project coordination as part of the project. Task D.1 Periodic Meetings with City Staff Informational update presentations will be provided to the City Staff on an as needed basis during the Final Design process and Construction. The presentations will provide an introduction/overview of the project and project goals and objectives. It will also provide an update on design development Page 3
concepts and schedule. For estimating purposes, it is assumed that the Consultant will attend one (1) meeting every other month for 8 months. Task D.2 Exhibit Preparation Exhibits for the project meetings will consist of aerial mosaics for the project with the major project features indicated on the aerial photograph. Include coloring, lettering, and other techniques to delineate the proposed design concepts and right of-way needs, including typical sections of the roadway. The figure will indicate possible wetlands, wetland mitigation site, right-of-way needs, property lines, property ownership, access control lines, grading limits, and new roadway improvements. Task D Subtotal - $4,000.00 TASK E Project Coordination with Adjacent Landowner s Engineering Consultant The Engineer will conduct meetings to address specific conflicts and concerns. It is anticipated that there will be two (2) meeting(s) with representatives of the adjacent Landowner. The first will be to advise of the nature and extent of the improvements and any potential conflicts with existing or proposed utility systems, and the second will be preliminary/final design review and coordination meetings. Task E Subtotal - $8,000.00 In consideration for these services, the City agrees to adjust the Contract Schedule for services performed by the Engineer under this Contract Amendment of the original project. I. Basic Services of the Engineer G. Project Letting March 2016 H. Construction Administration March 2016 September 2016 In consideration for these services, the City agrees to adjust the compensation for services performed by the Engineer. These fees are based on the standard hourly rates of the Engineer s personnel actually engaged in the performance of the services, plus direct out-of-pocket costs for expenses incurred by personnel who are actually engaged in the work and other direct costs. The total Hourly Not-to-Exceed fees for the professional engineering services as described in this amendment are as follows: I. Basic Services of the Engineer Task A $ 5,000.00 Task B $ 8,000.00 Task C $ 40,000.00 Task D $ 4,000.00 Task E $ 8,000.00 Total $ 65,000.00 THIS AMENDMENT is subject to all provisions of the original Agreement. THIS AMENDMENT, together with the original Agreement represents the entire and integrated AGREEMENT between the City and Engineer. THIS AMENDMENT executed the day and year written above. FOTH INFRASTRUCTURE AND ENVIRONMENT, LLC. CITY OF WAUKEE, IOWA By: By: Patrick P. Kueter, Client Director Page 4
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