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Home My WebLink About17. 19-241 APRIL 23, 2019 19-241 RESOLUTION (CARRIED 6-0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR UPDATING THE DESIGN AND BIDDING DOCUMENTS, PROVIDING BIDDING ASSISTANCE, AND CONSTRUCTION MONITORING AND DOCUMENTATION SERVICES FOR CONTRACT NO. 18-02 LIBBEY / NICOLET WATERSHED / NORTH MAIN STREET AREA DETENTION BASIN /AECOM TECHNICAL SERVICES, INC. ($56,591.25) INITIATED BY: DEPARTMENT OF PUBLIC WORKS WHEREAS, the City and AECOM Technical Services, Inc. previously entered into a professional services agreement for design and bidding documents, providing bidding assistance, and construction monitoring and documentation services for contract 18-02 Libbey/Nicolet Watershed /North Main Street Area Detention Basin; and WHEREAS, the scope of work was increased to account for new development in the area and increased project limits to include Jackson Street, North Main Street, Comet Street and Geneva Street, the construction schedule was extended and AECOM was requested to provide additional services. NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of Oshkosh that the proper City officials are authorized and directed pursuant to Section 12-16 of the Municipal Code to enter into an amended agreement with AECOM Technical Services, Inc. and said City officials are authorized and directed to take those steps necessary to implement the terms and conditions of the final agreement. BE IT FURTHER RESOLVED that money for this purpose is hereby appropriated from: Acct. No. 0321-0410-64074-04802 Contract Control Fund - Storm Sewer r,A City of Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: Justin Gierach, Engineering Division Manager / City Engineer J6� DATE: April 17, 2019 RE: Approve Amendment to Professional Services Agreement for Updating the Design and Bidding Documents, Providing Bidding Assistance, and Construction Monitoring and Documentation Services for Contract 18-02 Libbey/Nicolet Watershed / North Main Street Area Detention Basin / AECOM Technical Services, Inc. (AECOM) ($56,591.25) BACKGROUND A professional services agreement with AECOM for updating the bidding documents, providing bidding assistance, construction monitoring and documentation, and project management for the Libbey/Nicolet Watershed / North Main Street Area Detention Basin was approved by the Common Council on January 23, 2018. During the course of the project, the scope of work was increased to account for new redevelopment in the area and the increase in the project limits to include Jackson Street, North Main Street, Comet Street, and Geneva Street. Also, in 2018, the project was delayed, which resulted in the construction schedule being extended. The Substantial Completion date for the project was revised to become August 1, 2019. ANALYSIS The change in scope and the extended project limits resulted in AECOM providing additional design services. The additional time added to the construction schedule resulted in AECOM providing an additional week of inspection in 2018 and will be required to provide an additional nine (9) weeks of inspection in 2019. L\ Engineering\ 2018 CONTRACTS\18-02 Libbey-N Main Det Page 1 of 2 Basin \ Project_ Information \ Correspondence \ Memo \ 18-02 AECOM Des, Bid, & CRS Sery CA #1 Memo 417-19.docx FISCAL IMPACT Staff has reviewed the amendment and the proposed costs and has found the costs consistent with the level of effort that has been expended and will be expended in order to complete this project. The amount of this contract amendment is $56,591.25. This will raise the total agreement amount to $346,836.25 (not to exceed). Funds for this project are included in the Storm Water section of the 2018 Capital Improvement Program. RECOMMENDATIONS Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized nature, including engineering services, may be procured without the use of formal, sealed quotes. I have reviewed the amendment and in accordance with Section 12-16 of the Code, I am hereby recommending the Common Council approve this amendment. Approved, Mark A. Rohloff City Manager JG/tlt 1: \Engineering\ 2018 CONTRACTS\18-02 Libbey-N Main Det Page 2 of 2 Basin\ Project -Information \Correspondence\Memo\18-02 AECOM Des, Bid, & CRS Sery CA #1 Memo 9-17-19.docx AECOM 1 L_- CEtVEE3 APR 12 Z019 ORKS pLpT OF tLl;3L1C W OSHK051{, �UISCONSIN Mr. James Rabe, PE, CPESC Director of Public Works City of Oshkosh 215 Church Avenue Oshkosh, WI 54901 AECOM 558 North Main Street Oshkosh, VA, 54901 aecom.com April 15, 2019 AECOM Project No. 60565413 City Contract No. 18-02 City Purchase Order No. 180340-00 Amendment Request No. 1 for Design and Bidding Documents, Provide Bidding Assistance, and Construction Monitoring and Documentation Services Related to City Contract 18-02, Libbey/Nicolet Watershed/North Main Street Area Detention Basin, Oshkosh, Wisconsin. Dear Mr. Rabe, AECOM Technical Services, Inc. (AECOM) is proposing an amendment to the agreement dated January 17, 2018, OPP-640353, to add additional design and field documentation services related to the above -referenced project. The scope of work for the project design was increased to account for new redevelopment in the area and the increase in the project limits to include Jackson Street, North Main Street, Comet Street, and Geneva Street. The scope of work related to the field documentation is estimated to be increased an additional 7 weeks. In 2018, the project was delayed, which resulted in the construction schedule being extended due to issues beyond the Contractor's control. The project delays included: delay of contract award, extended communications efforts with owners associated with preconditions survey for property access, delay in receiving a notice to proceed to work in the easement area between Jackson Street and the wet basin, and inclement weather conditions experienced in 2018. The revised contract documents required the project to be substantially completed by August 1, 2019. AECOM has been assisting the City of Oshkosh (City) with this project throughout the watershed modeling, concept planning, design, bidding, and construction phases. AECOM previously designed and provided assistance with bidding for this detention basin in conjunction with the Fernau Avenue Watershed — North Main Street Detention Basin in early 2016. The bidding (Contract 16-01) results exceeded the available funds to construct both projects. As a result, the project was rebid for construction of just the Fernau Avenue Watershed Detention Basin (Contract 16-01 Rebid). In January of 2018, AECOM was retained to update the design and bidding documents for the Libbey/Nicolet Watershed/North Main Street Area Detention Basin that had been previously prepared. The bidding documents required updating to reflect the current site conditions, changes in design, and current City of Oshkosh Standard Specification requirements. The proposal also included 22 weeks of project documentation services. The construction project was awarded to RC Excavating Inc. in the spring of 2018. Construction on the project started on July 2, 2018 and was shut down because of winter conditions on December 4, 2018. The Contractor worked 23 weeks in 2018 and we anticipate an additional 9 weeks will be required to complete the project in 2019. This amendment is proposed to provide a budget increase to cover additional design and field documentation costs that were incurred in 2018 and anticipated in 2019. K:\Projects\60565413_Libbey-Nicolet DB\1 00-Contract\1 10 Client Contract\60565413_Contract Amendment No. 1.docx 1/5 AECOM Additional Design Services During the preparation of project bidding documents, the scope of work was increased to account for changes in development that had occurred since the original bidding documents had been prepared. In addition, the project limits were increased to meet City Engineering goals for improvements for the area. Additional Design services included: • Preparation and submittal of a City Plumbing Permit. • Water main re -designs on North Main and Jackson Streets. • Engineering assistance related to the septic system discovered in the easement area extending from Jackson Street to the wet detention basin. • Development of options related to storm sewer piping and structures to avoid substantial sanitary sewer relocation costs. • Addition of Storm Sewer Laterals within cul-de-sacs on Geneva and Comet Streets. • Addition of Sanitary Sewer Laterals for cul-de-sacs on Delaware and Comet Streets. • Completing property assessment quantities for both 4" and 6" concrete sidewalk replacement. • Summarizing pavement replacement limits based on updated subsurface utility changes on North Main and Jackson Streets. • Development of storm sewer piping diameter changes and subsequent model verification. • Addition of North Main Street grading of the west and east terrace to prepare for future sidewalks. • Re -grading of area between wet and dry basins to include drainage swale. • Re -orientation of storm sewer piping on Comet Street. • Redesign of storm sewer lateral connections on North Main Street to eliminate the use of storm sewer structures. • Addition of driveway reconstruction and addition of sidewalks at Mike's Place Restaurant. • Right-of-way mapping adjustments. • Updating property lot lines on project documents. • Re -design of storm sewer.alignment and addition of Storm Sewer Structure (M-100) on Jackson Street to avoid unknown WPS high pressure gas line. • Addition of Jackson Street apartment as -built drawings from PDF overlay. • Addition of North Main Street apartment design drawings from PDF overlay. • Utility redesign for actual installation vs as -built information related to North Main and Jackson Street apartments. • Reviewing documents and providing Engineering assistance, including making additions to project documents, when unknown sanitary sewers were encountered on North Main Street. Field Documentation AECOM completed an additional week of full-time field documentation in 2018 than was anticipated. Approximately 50 additional hours of senior field technician time and equipment rental was incurred in 2018. We anticipate an additional 9 weeks of part-time documentation in 2019 to complete the project. We estimate approximately 300 hours of senior field technician time plus equipment charges will be incurred in 2019. The project is currently scheduled to start around June 1 and be substantially completed by August 1, 2019. The start time is based on spring weather conditions. Current contract documents required the project to be substantially completed by August 1, 2019. AECOM will provide staff on an as needed full-time or part time basis based on project work. This approach should allow the proposed budget to be enough to cover the estimated 9 weeks to complete the project. The City of Oshkosh Engineering project manager will be consulted weekly on proposed and anticipated field documentation efforts. Field documentation work to be completed in 2019 includes the following: • Jackson Street Side - Abandonment of existing storm sewer beneath west side of Jackson Street. - Sidewalk along west embankment of dry basin. - Sidewalk from Jackson Square Apartments property to Bacon Avenue. - Remove existing bulkhead at MH 12-737. - Final grading and restoration of easement area. Sidewalk / Final Restoration. Comet / Geneva cul-de-sacs - Installation of remaining storm sewer piping and outfalls/rip rap. - Sidewalk / Final Restoration. K:\Projects\60565413_Libbey-Nicolet DB\100-Contract\110 Client Contract\60565413_Contract Amendment No. 1.docx 2/5 * lI North Main Street / Libbey & Packer Avenues — Topsoil Placement/ Final restoration. Wet Basin — Repair of slopes that failed during winter conditions. — Topsoil and final restoration. — Install safety shelf fence. — Landscaping Plantings / Final Restoration. Dry Basin — General excavation. — Installation of remaining underdrain piping and manholes. — Installation of Geosynthetic Drainage Layer and clay. — Abandon existing 60" pipe on south side. — Remove berm and temporary rip -rap. — Installation of topsoil, seeding, and a -mat. — Erosion Control. Preparation of Construction Documentation Report — Project Close Out. AECOM has incurred approximately $17,091.25, or 130 hours, of additional unbudgeted design services. We have incurred 1 week or 50 hours of additional field documentation time and equipment charges in 2018,and will be incurring 9 weeks of part-time or 270 hours of field documentation time between June 1 and August 1, 2019. We estimate the additional field documentation cost to be $39,500, including equipment rental. AECOM is not requesting any additional funds related to Project Management or submittal review. The average weekly cost is based on the anticipated level of effort and equipment rental that was developed during the 2018 portion of the project. As with all our agreements, AECOM will only bill for actual time incurred. We reserve the right to request changes in budgets if the scope of work varies from our project assumptions. This includes increases as well as decreases in our budget. Please note the AECOM Fee Schedule will not be increased for 2019. The fees will remain the same as the 2018 Approved Fee Schedule. The services provided will be performed in accordance with the approved Fee Schedule and conditions of the General Conditions of Service — City of Oshkosh, April 2009, which are expressly incorporated into, and are an integral part of, our agreement for professional services. If you have any questions or need to clarify a point, please call any of the undersigned at 920-236-6718. Yours sincerely, COM Tech3nical:ervices, Inc. Gv� Paul F. Timm Account Manager encl: Amendment to Agreement Amendment Authorization k,JP\- Kevin L. Brehm, P.E. Associate Vice President K:\Projects\60565413_Libbey-Nicolet DEMO-Contract\110 Client Contrac;\60565413_Contract Amendment No. 1.docx 3/5 Amendment to Agreement Amendment No. 1 City Contract 18-02 City of Oshkosh Purchase Order No. 180340-00 AECOM Project No. 60565413 RETURN TO: AECOM 558 North Main Street Oshkosh, WI 54901 Attention: Paul Timm Summary Original Contract Value Total Previous Amendments Amount this Amendment Date: April 11, 2019 $290,245.00 $0.00 $56,591.25 Revised Contract Amount $346,836.25 Task # Description 2 Update Bidding Documents 3 Additional Field Work (7 Weeks — Includes Equipment) TOTAL Amount $17,091.25 $39,500.00 $56,591.25 558 N Main Street Oshkosh, WI 54901 920.236.6710 K:\Projects\60565413_Libbey-Nicolet DB\100-Contract\110 Client Contract\60565413_Contract Amendment No. 1.docx 4/5 A=COM Authorization April 11, 2019 558 N Main Street Oshkosh, WI 54901 920.236.6710 I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this contract. I hereby authorize AECOM to proceed with the scope of work outlined in Amendment 1 to the agreement dated January 17, 2018, OPP-640353 related to the Proposal to Update the Design and Bidding Documents, Provide Bidding Assistance, and Construction Monitoring and Documentation Related to City Contract 18-02 Libbey/Nicolet Watershed/North Main Street Area Detention Basin, Oshkosh, Wisconsin with a revised total budget authorization of $346,836.25 under the general terms and conditions specified in the proposal. Signature Mark A Rohloff Print Name City Manager Title/Organization Signature Pamela R. Ubrig; Print Name City Clerk Title/Organization Signature Lynn A. Lorenson; Print Name City Attorney Title/Organization Signature Trena Larson Print Name Director of Finance Title/Organization Date Date Date Date K:\Projects\60565413_Libbey-Nicolet DB\100-Contract\110 Client Contract\60565413_Contract Amendment No. 1.docx 5/5