City of Grand Forks Staff Report Service/Safety Committee December 15, 2015 City Council December 21, 2015 Agenda Item: Amendment No. 1 to Engineering Services Agreement with CPS for City Project No. 7143, Reconstruction of S Columbia Road from 40 th Ave S to 47 th Ave S Submitted by: Engineering Department, Mark S. Walker, PE (Assistant City Engineer) Mike Yavarow, PE (Principal Engineer) Staff Recommended Action: Approve Amendment No. 1 with CPS for Design Services in the amount of $383,544 for City Project No. 7143, Reconstruction of S Columbia Road from 40 th Ave S to 47 th Ave S Committee Recommended Action: Council Action: BACKGROUND: Approval of the Documented CATEX (Categorical Exclusion) for this project is on the same agenda as this Amendment. Assuming Council approves the Documented CATEX and agrees to proceed with a project to reconstruct S Columba Road from 40 th Avenue S to 47 th Avenue S as a four lane roadway and the North Dakota Department of Transportation (NDDOT) and Federal Highway Administration approve funding for this project, the next step in project development is to begin the design phase and prepare the plans, specifications, and other bidding documents. As presently scheduled, the project is proposed to be constructed in the 2017 construction season. A November 2016 bid opening is proposed and final plan submission is August 2016. Columbia Road from 40 th to 47 th Avenue S currently exists as a two lane rural asphalt roadway. It was paved in 1998 and is in fair condition but the two lane roadway lacks the capacity to handle traffic growth as the area continues to develop. The proposed project is to include reconstructing the roadway into a 4 lane concrete curb and gutter street with turn lanes, street lighting, roadway striping, signing, storm sewer, and other miscellaneous work. A traffic signal KK:\Staff Reports\2015\7143 Eng Design Amend.doc
is being considered at 47 th Avenue; however, a minimum volume of traffic and other requirements are necessary before the NDDOT will permit it to be included as part of the project. Evaluation of the need for the signal is continuing and will be determined before the project design is completed. Also, sidewalks or bikeway/pedestrian trails will not be constructed during the construction of this project. Rather they will be installed as adjacent development occurs or when a trail on 47 th Avenue is extended to Columbia Road. The cost of the sidewalks and trails would then be paid for by the adjacent property owners, similar to how the sidewalk and trails were installed on Columbia Road between 36 th and 40 th Avenue S. This project is eligible for federal funding. Previously, $3.0m of federal funds had been allocated to the project; however, based upon the latest Draft Statewide Transportation Improvement Program (STIP), the NDDOT is now showing the federal funding to be increased to $3.92m. Also, the project was previously scheduled for 2018 construction; however, the Draft STIP now proposes construction in 2017. This project has been considered at a number of previous Council/Committee/Public meetings, some of which are as follows: This project has been programmed for several years and has been included on the NDDOT s listing for projects eligible for Federal Highway Urban Funding August 4, 2014 - Council approved an Agreement with CPS for Preliminary Engineering Services in the amount of $227,009.55 August 25, 2015 A project update was provided to the Service/Safety Committee August 27, 2015 - A public input meeting for this project was held at Choice Health and Fitness Center where the public was invited to provide input into the project design November 24, 2015 A project update was provided to the Service Safety Committee ANALYSIS AND FINDINGS OF FACT: The original Engineering Services Agreement was intended to include only Preliminary Engineering Services and the Documented CATEX and was not intended to include design engineering services. The additional funds requested by this amendment are intended to pay for final design engineering services, including preparation of plans and specifications and other miscellaneous engineering services through the bidding process. The amount of the original contract agreement was $227,009.55 The proposed amendment amount is $383,544.00 bringing the new contract amount to $610,553.55. Funding for this project will be from a combination of approximately 58% federal funds and 42% local funds. Although the federal funding participation rate is 80.83/19.07 for eligible items there are ineligible items such as the preliminary and design engineering expenses that must be paid for entirely as a local cost and all costs exceeding the federal cap will need to be paid for as a local expense. The hourly rates of this Agreement are comparable to those charged by other local firms. It is expected that this project will again be placed on upcoming Service/Safety agendas, some of which are as follows: August 2016 Cost Participation and Maintenance Agreement approval November 2016 Award of bids November 2016 Construction Engineering Agreement approval The project is scheduled to be bid on November 18, 2016 at the NDDOT bid letting. KK:\Staff Reports\2015\7143 Eng Design Amend.doc
The current estimated total project costs for Alternate B are as follows: $3.92m Federal Share $2.8m Local Share $6.72m Total Cost Funding for the local share will be from the Street/Infrastructure Fund 4815 where a total of $850,000 has been budgeted in 2016 for this project. Additional funding is included in future years as indicated in the 6 Year CIP. If this project is pursued, construction is anticipated to take place during the 2017 construction season and be completed by the end of the 2017 construction season with minor work and cleanup extending into 2018. Due to the minimal width of the existing roadway, it will not be possible to maintain traffic through the project during construction; therefore, the roadway will need to be closed during construction and traffic will need to be detoured. SUPPORT MATERIALS: Pertinent pages of Proposed Amendment No. 1 (3 pages) Consultant Rate Sheet (1 page) Project Location Map (1 page) Page from the 2016 City Budget indicating Local funding for this project (1 page) Page from the 2016 City Budget showing this project in the Six Year CIP (1 page) KK:\Staff Reports\2015\7143 Eng Design Amend.doc
AMENDMENT NO. 1 TO STANDARD FORM OF AGREEMENT BETWEEN OWNER AND ENGINEER For Professional Services for Grand Forks City Project No. 7143 Reconstruction of South Columbia Road from 40 th Avenue South to 47 th Avenue South DATED August 4, 2014 This Amendment No. 1 is effective as of December 21, 2015 ( Effective Date ) between The City of Grand Forks, North Dakota ( OWNER ); and CPS, Ltd., 308 2 nd Avenue North, Grand Forks, North Dakota ( ENGINEER ). This Amendment No. 1 is made to the Standard Form of Agreement between Owner and Engineer for Professional Services regarding City Project No. 7143 Reconstruction of South Columbia Road from 40 th Avenue South to 47 th Avenue South for the City of Grand Forks, North Dakota. Engineer's services under this Amendment No. 1 are generally identified as follows: Preliminary Design, Final Design, and Bidding and Negotiation Phases related to the Reconstruction of South Columbia Road from 40 th Avenue South to 47 th Avenue South. Owner and Engineer further agree as follows: A. Exhibit K, Amendment No. 1 to Owner Engineer Agreement Attachment 1, consisting of 10 pages. B. Appendix 1 to Exhibit K, consisting of 4 pages. C. Appendix 2 to Exhibit K, consisting of 1 page. D. Appendix 3 to Exhibit K, consisting of 2 pages. Page 1 of _1_ Page(s) Amendment No. 1
Appendix 3 to Exhibit K Amendment No. 1 Services Estimate (Design Services) Project: Reconstruction of Columbia Road from 40th to 47th Avenue South Grand Forks, ND Grand Forks City Project #7143 NDDOT Project No. NHU 6 986(116)120 CPS Project No.: 14081 Prepared By: D. Wawrzyniak December 8, 2015 Task Engineer 6 Engineer 5 Engineer 2 Engineer 1 Hours By Employee Classification Engineering Land Technician 3 Surveyor 4 (Hourly Rates) $ 154.00 $ 144.00 $ 110.00 $ 98.00 $ 99.00 $ 129.00 103.00 Land Surveyor Surveyor 2 Asst. 2 Admin Asst 2 $ $ 66.00 $ 64.00 Total A1.01 Task 400 Traffic Operations $ 1,152 403 Supplemental Meetings and Coordination 8 $ 1,152 A1.01 Task 600 Documented Categorical Exclusion (CATEX) $ 3,680 609 Documented Categorical Exclusion (CATEX) Updates 12 4 8 $ 2,952 610 Print and Distribute Documented CatEx Updates 2 4 $ 728 A.1.02 Preliminary Design Phase $ 263,776 1001 Supplemental Survey Information 4 2 12 2 16 16 $ 4,934 1002 Alignment and Geometrics 8 40 8 60 $ 13,752 1003 Utility Coordination & Sketches 6 12 20 $ 4,144 1004 Utility Agreements 12 2 2 $ 2,122 1005 Title Sheet (Section 1) 1 2 $ 342 1006 Table of Contents (Section 2) 1 2 4 $ 760 1007 Scope of Work (Section 4) 8 4 2 $ 1,790 1008 Plan Notes (Section 6) 60 4 $ 9,080 1009 Quantities (Section 8) 10 60 20 $ 10,000 1010 Basis of Estimate (Section 10) 1 8 2 $ 1,220 1011 Data Table Summary (Section 11) 1 8 8 $ 1,808 1012 General Details (Section 20) 2 8 24 40 $ 8,060 1013 Typical Sections (Section 30) 2 4 8 12 $ 2,700 1014 Removals (Section 40) 8 24 16 $ 5,360 1015 Inlet and Manhole Summary (Section 50) 2 24 4 $ 3,320 1016 Storm Sewer (Section 55) 16 6 40 120 20 $ 21,468 1017 Plan and Profile (Section 60) 40 120 100 40 $ 32,720 1018 Temporary Sediment & Erosion Control (Section 76) 2 12 2 $ 1,804 1019 Permanent Sediment & Erosion Control (Section 77) 2 12 2 $ 1,804 1020 Survey (Section 82) 2 2 2 $ 622 1021 Paving Layouts (Section 90) 20 60 60 20 $ 17,340 1022 Work Zone Traffic Control (Section 100) 20 60 60 $ 15,360 1023 Signing (Section 110) 10 60 40 $ 11,960 1024 Marking (Section 120) 4 40 $ 4,976 1025 Lighting (Section 140) 4 40 20 $ 6,936 1026 Traffic Signals (Section 150) 6 2 $ 1,084 1027 ITS (Section 160) 4 $ 576 1028 Soil Boring Logs (Section 175) 2 $ 196 1029 Cross Sections (Section 200) 30 60 $ 9,180 1030 Print and Distribute Preliminary Plans 2 8 $ 1,168 1031 Prepare PDF & Distribute Preliminary Plans 2 4 $ 728 Conduct & Participate Preliminary Plan Review 8 8 1032 Meeting $ 2,032 Prepare and Distribute Preliminary Plan Review 4 1033 Meeting Minutes $ 440 1034 Print and Distribute PS&E Plans 2 8 2 $ 1,364 1035 Prepare PDF and Distribute PS&E Plans 2 6 $ 948 R:\Contracts\GFcity\2014\Columbia_40to47AS\Design\Appendix_3 to Exhibit K_Columbia_4047_DesignFees.xlsx Page 1 of 2
Appendix 3 to Exhibit K Amendment No. 1 Services Estimate (Design Services) Project: Reconstruction of Columbia Road from 40th to 47th Avenue South Grand Forks, ND Grand Forks City Project #7143 NDDOT Project No. NHU 6 986(116)120 CPS Project No.: 14081 Prepared By: D. Wawrzyniak December 8, 2015 Hours By Employee Classification Task Engineer 6 Engineer 5 Engineer 2 Engineer 1 Engineering Technician 3 Land Surveyor 4 Land Surveyor 2 Surveyor Asst. 2 Admin Asst 2 (Hourly Rates) $ 154.00 $ 144.00 $ 110.00 $ 98.00 $ 99.00 $ 129.00 $ 103.00 $ 66.00 $ 64.00 Total Opinion of Probable Construction Costs 8 4 16 1036 Preliminary $ 3,160 1037 Conduct & Participate PS&E Meeting 8 6 6 $ 2,400 1038 Prepare & Distribute PS&E Meeting Minutes 4 8 16 $ 3,024 1039 Coordination Plan Development 160 20 $ 25,240 1040 Coordination Project Planning 60 $ 8,640 1041 Project Status Reports 32 $ 4,608 1042 QC/QA 24 40 20 20 10 $ 14,606 B1.01 Final Design Phase $ 43,810 1101 Final Plan Revisions 60 100 100 20 $ 31,420 1102 Opinion of Probable Construction Costs Final 4 4 16 $ 2,584 1103 Certifications 6 2 $ 1,062 Prepare PDF & Distribute Final Plan Submittal 20 12 4 1104 Documents $ 4,592 1105 NDDOT Office Plan Review, Revisions & Submittal 20 8 4 $ 4,152 B1.01 Bidding and Negotiation Phase $ 7,094 1201 Contractor/Vendor Questions 2 16 8 $ 3,492 1202 Addenda 12 8 2 $ 2,806 1203 Contract Documents 4 2 $ 796 Subtotal Hours 52 774 908 812 176 0 2 0 18 0 16 0 2,758 Subtotal Labor $ 8,008 $ 111,456 $ 99,880 $ 79,576 $ 17,424 $ $ 258 $ $ 1,854 $ $ 1,056 $ $ 319,512 Direct Expenses GPS Equipment 12 hours @ $ 50.00 per hour = $ 600 Printing / Plotting $ 750 cost @ 1.00 multiplier = $ 750 Subconsultants SRF Consulting (Traffic Signal and ITS) $ 49,882 cost X 1.00 multiplier = $ 49,882 Obermiller Nelson Engineering (Roadway Lighting) $ 12,800 cost X 1.00 multiplier = $ 12,800 Subtotal Direct Expenses $ 64,032 Total Project Estimated Fee (Labor + Direct Expenses) $ 383,544 R:\Contracts\GFcity\2014\Columbia_40to47AS\Design\Appendix_3 to Exhibit K_Columbia_4047_DesignFees.xlsx Page 2 of 2
This is Appendix 2 to EXHIBIT K, consisting of 1 pages, referred to in and part of Amendment No. 1 to the Agreement between Owner and Engineer for Professional Services dated December 21, 2015. Append the following paragraph to Appendix 2 to Exhibit C of the Agreement: Standard Hourly Rates Schedule D. Schedule (2016): CPS, Ltd. 2016 hourly rates for services performed are: (Effective January 1, 2016) Employee Classification Engineers Graduate Engineer Intern Engineer 1 Engineer 2 Engineer 3 Engineer 4 Engineer 5 Engineer 6 Surveyors Surveyor Assistant 1 Surveyor Assistant 2 Land Surveyor 1 Land Surveyor 2 Land Surveyor 3 Land Surveyor 4 Technicians Field Assistant Engineering Technician 1 Engineering Technician 2 Engineering Technician 3 Engineering Technician 4 Engineering Technician 5 Engineering Technician 6 Scientists Environmental Scientist 1 Environmental Scientist 2 Administrative Administrative Assistant 1 Administrative Assistant 2 Accountant Rates are adjusted each year on January 1. 2016 Rate $65.00 Per Hour $98.00 Per Hour $110.00 Per Hour $119.00 Per Hour $129.00 Per Hour $144.00 Per Hour $154.00 Per Hour $60.00 Per Hour $66.00 Per Hour $99.00 Per Hour $109.00 Per Hour $119.00 Per Hour $129.00 Per Hour $60.00 Per Hour $66.00 Per Hour $83.00 Per Hour $99.00 Per Hour $109.00 Per Hour $119.00 Per Hour $125.00 Per Hour $117.00 Per Hour $142.00 Per Hour $54.00 Per Hour $64.00 Per Hour $96.00 Per Hour Page 1 Exhibit K (Amendment No. 1 to Owner Engineer Agreement): Appendix 2: Standard Hourly Rates Schedule) EJCDC E 500 Agreement Between Owner and Engineer for Professional Services. Copyright 2008 National Society of Professional Engineers for EJCDC. All rights reserved.
Project Location & Project Scope Project Scope Roadway Widening Street Lighting Storm Sewer Connections Urban Transition to Rural Section CPS, Ltd. 1
2013 Amended Account Number Description Budget Fund 4815 Street/Infrastructure Fund 2013 Actual Amount City Of Grand Forks Fund 4815: Street/Infrastructure Fund 2014 Amended Budget 2014 Actual Amount 2015 Adopted Budget 2016 Adopted Budget Mayor's Budget Minor Intersection Improvement 1.00 25000 $25,000.00 Mayor's Budget N 36th St (20th Ave to 24th S)(SIG Econ Dev) 1.00 729000 $729,000.00 Mayor's Budget Pavement Management 1.00 40000 $40,000.00 Mayor's Budget 17th Ave S/Columbia turn lanes 1.00 100000 $100,000.00 Mayor's Budget Traffic Signals- 42nd & Gardenview 1.00 50000 $50,000.00 Mayor's Budget N 42nd Street Reconstruct (University to Gateway Drive) 1.00 100000 $100,000.00 Mayor's Budget 47th Ave S (Columbia Rd to S 34th St)(3 Lane) 1.00 50000 $50,000.00 Mayor's Budget Columbia Road (40th to 47th Ave S) 1.00 850000 $850,000.00 Mayor's Budget Demers Ave Maintenance (I-29 to Fire Station) 1.00 400000 $400,000.00 Mayor's Budget Kennedy Bridge 1.00 50000 $50,000.00 Mayor's Budget 47th Ave S Interchange (48th to Columbia) 1.00 50000 $50,000.00 Mayor's Budget 42nd St. Underpass 1.00 200000 $200,000.00 Mayor's Budget 24th Ave. S Street Lights (Columbia Rd to 20th St) 1.00 138000 $138,000.00 Mayor's Budget 47th Ave S (S End Drainway to 20th) 1.00 1090000 $1,090,000.00 Mayor's Budget S 42nd St (34th-40th Ave S - Rural Section) 1.00 740000 $740,000.00 Mayor's Budget University Ave (55th to 58th) 1.00 922000 $922,000.00 Mayor's Budget Quiet Zone Redundancy 1.00 50000 $50,000.00 Mayor's Budget Sorlie Bridge (Use of Bridge Reserve Funds) 1.00 50000 $50,000.00 Mayor's Budget Columbia Road (11th - 14th Ave S) 1.00 2117000 $2,117,000.00 Mayor's Budget Diamond Grade Reflectivity of Signs 1.00 40000 $40,000.00 Mayor's Budget Replace Downtown Lights w/ LED Lamps 1.00 60000 $60,000.00 Mayor's Budget Intelligent Transportation System 1.00 50000 $50,000.00 Mayor's Budget S. Washington (47th Ave S to S End Drainway) 1.00 50000 $50,000.00 Mayor's Budget Columbia Road (36th to 40th Ave S) 1.00 100000 $100,000.00 Mayor's Budget LED Street Light Replacement Program Total Mayor's Budget 1.00 50000 $50,000.00 $9,298,845.00 700.0050 Gen Equipment N.O.C. $0.00 $0.00 $0.00 $0.00 $56,000.00 $56,000.00 Budget Transactions: Transaction Number of Units Cost Per Unit Total Amount Mayor's Budget Level UPS Replacement Batteries 1.00 6000 $6,000.00 Mayor's Budget Traffic Signal Interconnect 1.00 50000 $50,000.00 Total Mayor's Budget Total: Capital Outlay $0.00 $0.00 $0.00 $0.00 $16,049,559.00 $9,354,845.00 Department Total: Expenditures $0.00 $0.00 $0.00 $0.00 $19,834,913.00 $13,138,045.00 Revenue Totals: $0.00 $0.00 $0.00 $0.00 $25,506,291.00 $21,442,760.00 Expense Totals $0.00 $0.00 $0.00 $0.00 $19,834,913.00 $13,138,045.00 Fund Total: Street/Infrastructure Fund $0.00 $0.00 $0.00 $0.00 $5,671,378.00 $8,304,715.00 $56,000.00