HomeMy WebLinkAbout01-09-17 CC Mtg - C7. Amendment 1 with Sanderson Stewart for Capital Improvements ProjectCommission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Kellen Gamradt, Engineer II
Rick Hixson, City Engineer
SUBJECT: Capital Improvement Projects Field Survey
Amendment No. 1
AGENDA ITEM TYPE: Consent
MEETING DATE: January 9, 2017
RECOMMENDATION: Approve and authorize the City Manager to sign Amendment No.
1 to the Professional Services Agreement.
BACKGROUND: Attached is a copy of the partially executed amendment with Sanderson-
Stewart for the Capital Improvement Projects Field Survey.
This amendment is to survey South Black Avenue and South Bozeman Avenue from East Olive
Street to East Babcock street for the addition of storm drainage improvements to the 2017 Street
Reconstruction Project. In addition, this amendment will include survey of the existing trunk
sewer line from Bogert Park to the connection to the sewer main on South Rouse Avenue which
will also be replaced during the 2017 Street Reconstruction Project. This amendment will add
work to our existing survey contract. Engineering staff have reviewed the amendment and found
it to be commensurate with the work involved.
UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the commission
FISCAL EFFECTS: If approved, this amendment will increase the fee by $9,300 from
$38,833.87 to $48,133.87.
Attachment: Amendment 1
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Amendment No. 1 to Professional Services Agreement
for 2016 Capital Improvements Survey
THIS AGREEMENT is made as of this ________ day of ____________________, 2017,
between THE CITY OF BOZEMAN, a Municipal Corporation, Bozeman, Montana, herein referred to
as OWNER and Sanderson Stewart, an Engineering Consulting Firm of Bozeman, Montana, herein
referred to as ENGINEER.
WHEREAS, the parties have entered into a Professional Services Agreement dated May 9,
2016, herein referred to as Original Agreement for professional engineering services; and
WHEREAS, the parties desire to further amend the provisions of this Agreement.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS
CONTAINED HEREIN, the parties agree as follows:
The conditions and provisions set forth in the attached EXHIBIT A (Scope of Services and Fee
Proposal) are hereby incorporated in and made part of this Agreement.
ARTICLE 1 - ENGINEERING SERVICES
1.1. The detailed description of the specific project components is described as follows:
This project is a topographic survey and CADD drafting services for storm drain and sewer
replacement projects in Downtown Bozeman.
1.2. The scope of services under this contract is set forth in this agreement and the attached
EXHIBITS.
4.2 PRELIMINARY DESIGN PHASE
After receipt of written authorization to proceed with the Preliminary Design Phase, ENGINEER shall:
4.2.1. In consultation with OWNER determine general scope, extent and character of the
Project.
4.2.2. Design Survey: The ENGINEER shall conduct a design field survey of the project
areas, as necessary, for locating existing utilities (such as gas, power, telephone, TV cables,
water and sewer lines, irrigation facilities, fences, and approach driveways), existing
right-of-way and easements, and making measured drawings of or investigating conditions of
existing facilities. The ENGINEER shall provide suitable horizontal and vertical reference
control points for the construction phase.
4.2.3. ENGINEER shall prepare and furnish complete electronic copies of preliminary base
drawings as requested to OWNER and at the same time furnish copies as directed by OWNER
to agencies and/or parties having regulatory responsibilities or direct financial participation in
any part of the Project; provide any technical criteria, written descriptions and design data
necessary for securing permits or approval from authorities having jurisdiction to review and
approve the design, and assist owner in securing such approvals; and review documents in
person with OWNER and review authorities, and, if necessary, conduct a plan-in-hand site
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review. All changes agreed to between ENGINEER and OWNER will be noted in a
memorandum from the ENGINEER to the OWNER and incorporated into the final plans and
specifications.
The Preliminary Design Phase will be completed and submitted within 21 calendar days following
written authorization from OWNER to ENGINEER to proceed with that phase of services.
4.3 FINAL DESIGN PHASE
After written authorization to proceed with the Final Design Phase, ENGINEER shall:
4.3.1. Furnish OWNER an electronic copy of the base drawings in Autocad format.
The Final Phase will be complete and submitted within 5 calendar days following written authorization
from OWNER to ENGINEER to proceed with that phase of services.
ARTICLE 6 - COMPENSATION FOR ENGINEERING SERVICE
6.1 LUMP SUM AGREEMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER
6.1.1 Payment. The OWNER shall for design phase services performed as Basic Engineering
Services under sections 4.1 through 4.3 of this agreement pay a total sum in the amount of
$9,300 for such services.
6.1.2 Payment Schedule. Total cumulative payments for the design phase engineering services
(sections 4.1 through 4.3) shall not exceed the following ceilings:
$6,510 (70% of design fee) until the Preliminary base drawings have been submitted to the
OWNER and review authorities.
$8,370 (90% of design fee) until the Final base drawings have been submitted to the OWNER
and review authorities.
6.1.3 General. Engineer shall submit monthly statements for services rendered. The
statements shall be based upon Engineer's estimate of the proportion of the total services
actually completed at the time of billing, subject to any limitations on Payments based on
completion of tasks or specific retainage requirements pursuant to the payment provisions of
the Agreement.
6.1.4 Reimbursable Expenses. Only those expenses specifically identified for payment under
section 6.2 of this Agreement are reimbursable. All other design related expenses are included
in the Lump Sum Payment for the Basic services (4.1 through 4.3) and are not separately
reimbursable. Additional Services specifically identified under the scope of design services
for payment under 6.1 are not separately reimbursable.
7.3 DIRECT LABOR COSTS
Direct Labor Costs used as a basis for payment mean the actual salaries and wages paid to all
ENGINEER's personnel engaged directly on the Project, including, but not limited to,
engineers, architects, surveyors, designers, drafters, specification writers, estimators, other
technical and business personnel; but does not include indirect payroll related costs or fringe
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benefits. For the purposes of this Agreement the principals and employees of the ENGINEER
maximum billable Direct Labor Costs are:
Principal $53.50/hour
Project Manager $49.77/hour
Senior Engineer $49.77/hour
Project Engineer $33.46/hour
Staff Engineer $27.22/hour
CADD Designer $27.83/hour
Senior Professional Land Surveyor $39.38/hour
Staff Surveyor $26.41/hour
Clerical $19.52/hour
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Except as specifically amended herein, the original agreement shall remain in full force and
effect and the Parties shall be bound by all terms and conditions therein.
IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement on the day
and year first above written.
CITY OF BOZEMAN
By: ______________________________________
ATTEST:
________________________________________
Robin Crough
City Clerk
APPROVED AS TO FORM
By:____________________________________
City Attorney
ENGINEER
By:_______________________________________
Its:______________________________________
ATTEST:
By:___________________________________
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Attachment A: Scope of Work
The scope of work covered by this agreement is described hereafter:
The project consists of the preparation of a topographic survey of South Church Avenue from
Olive Street to Babcock Street including the rebuilt southeast and southwest corners of the Church
Avenue and Olive Street intersection. The survey will be used by the City for a future capital
improvements project. The topographic survey will include measuring the horizontal and vertical
location of visible and One-Call marked above ground features such as curb, gutters, drive
approaches, trees, signs, and utility poles within the corridor up to the adjacent property boundaries
that can be easily obtained. Generally, the limits of survey will be from back of walk to back of walk
noted on attached exhibit A, about one acre. Additionally, existing sanitary sewer manholes, storm
drain manholes and inlets, and water main valve boxes will be measured.
The new survey will be combined with survey work previously completed by Morrison-Maierle in
2014. Sanderson Stewart will look for, and tie into, existing control set by Morrison-Maierle. The
survey completed by Sanderson Stewart will then be added to the files already created by Morrison-
Maierle.
Phase 100. Project Initiation
Task 101. Prepare project scope of work and contracts.
Task 102. Establish a project plan to effectively execute the scoped work.
Phase 200. Data Collection
Task 201. Project management and coordination, and send weekly project
updates.
Task 202. Private utility maps will be requested from the gas, phone, fiber, cable
TV, and power companies. The maps will be reviewed to identify
existing utilities in each corridor.
Task 203. Review existing City sanitary sewer, storm drain, and water as-built
drawings provided to Sanderson Stewart by the City.
Phase 300. Field Survey
Task 301. Project management, and coordination, and send weekly project
updates.
Task 302. Locate existing benchmarks from the Morrison-Maierle survey and
calibrate the vertical component of the survey to a central point once
the benchmarks have been verified.
Task 303. Set a survey control point at each location the total station and/or laser
scanner will be set up at. While setting control several easily
identifiable features will be surveyed for Quality Control.
Task 304. Use total station and/or laser scanner to survey ground points on
South Church Avenue. Ground points will include water valves,
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manholes, fire hydrants, drive approaches, trees, and significant
landscaping. Existing tree diameters will be measured and labeled as
deciduous or coniferous, but will not be identified by species.
Task 305. Obtain and survey field location of existing visible utilities as marked
by One-Call services.
Task 306. Complete measure downs on existing sanitary sewer manholes, storm
drain manholes and inlets, and water main valve boxes. Photographs
will be taken of each manhole within the project corridor.
Task 307. The completed topographic survey will undergo a quality process
review to check for consistency and completeness.
Phase 400. Data Processing
Task 401. Project management, and coordination, and send weekly project
updates.
Task 402. 2D linework and labeling will be drafted from the surveyed
information. Aerial photography will be inserted into the CADD
drawings on its own layer to be used as visual references.
Task 403. Sanderson Stewart’s survey will be added to the previously completed
Morrison-Maierle survey to create one CAD file.
Task 404. Walk South Church Avenue with the plans to complete a field review
of each corridor to locate any missing information on the plans.
Task 405. Review the surveyed locates with respect to the utility maps provided
by the private utility companies to ensure the utilities were located and
surveyed.
Task 406. The photographs taken of each manhole will be cataloged and
georeferenced for easy identification and location. The photographs
will be organized in one binder and on one CD.
Task 407. Meet with the City to review the 90 percent plans prior to final
submittal.
Task 408. Incorporate the City’s comments into the plans.
Task 409. Coordinate electronic and hardcopy file delivery with the City. The file
delivery will contain a 24”x36” hard copy of the site map, copies of all
field notes, PDF copies of the site map, and all AutoCAD project files
and points files. The AutoCAD files will be compatible with AutoCAD
Civil3D 2016.
Phase 500. Fixed Costs
Task 501. Leica C10 laser scanner rental
Task 502. Cyclone Register, Cyclone Survey, and CloudWorx software rental
Task 503. Survey Mileage and Materials
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feet
meters
600
100
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EXHIBIT B - FEE PROPOSAL
Mac Danielle Doug/Mike Keith/Matt/Nick Sam Brett
PRINCIPAL
SENIOR ENGINEER
SENIOR PROF. LAND SURVEYOR
STAFF SURVEYOR
STAFF ENGINEER
CADD TECHNICIAN
TOTAL LABOR HOURS
TOTAL FEE
TASK DESCRIPTION\ BILL RATE $53.50 $49.77 $39.38 $25.00 $27.22 $25.40
100 PROJECT INITIATION
101 Project Scoping 1 1 2 4 $157.71
102 Project Planning 2 2 $54.44
1 1 4 6
Sub Total Direct Labor Cost $53.50 $49.77 $108.88 $212.15
Sub Total Direct Expense and Subconsultant
Sub Total Direct Cost by Phase $212.15
Fee with 3.0 Multiplier
Multiplier= 3.00
200 DATA COLLECTION
201 Project Management and Coordination 2 1 3 $126.76
202 Private Utility Research 1 1 $27.22
203 Public Utility Review 2 2 $54.44
2 4 6
Sub Total Direct Labor Cost $99.54 $108.88 $208.42
Sub Total Direct Expense and Subconsultant
Sub Total Direct Cost by Phase $208.42
Fee with 3.0 Multiplier
Multiplier= 3.00 Given fee of:
300 FIELD SURVEY
301 Project Management and Coordination 4 1 5 $238.46
302 Locate and Set Existing Benchmarks 2 4 6 $178.76
303 Survey Control 4 4 $100.00
304 Topographic Survey 4 4 $100.00
305 Locate Survey 4 4 $100.00
306 Measuredowns and Photos 4 4 $100.00
307 Quality Control Review 1 4 2 7 $265.46
1 4 7 20 2 34
Sub Total Direct Labor Cost $53.50 $199.08 $275.66 $500.00 $54.44 $1,082.68
Sub Total Direct Expense and Subconsultant
Sub Total Direct Cost by Phase $1,082.68
Fee with 3.0 Multiplier
Multiplier= 3.00 Given fee of:
400 DATA PROCESSING
401 Project Management 4 $199.08
402 Draft Base Map
Create Surface 3 $81.66
Draft Curb 1 $25.40
Detail Drive Approaches 1 $25.40
Draft Sidewalk 1 $25.40
Draft Stormdrain, Sanitary Sewer, & Water Mains 2 $50.80
Label Existing Features 1 $25.40
403 Create 1 File Containing MMI Survey 2 $54.44
404 Field QC with Plans 2 2 $54.44
405 Review Surveyed Locates wrt Utility Maps 2 2 $54.44
406 Catalog & Georeference Photos & Measuredown Data 1 1 $27.22
407 90% Review Meeting with City 1 1 $49.77
408 Incorporate City's 90% Review Comments 1 1 $27.22
409 Coordinate File Delivery 2 2 $99.54
Mac Danielle Doug/Mike Keith/Matt/Nick Sam Brett
PRINCIPAL
SENIOR ENGINEER
SENIOR PROF. LAND SURVEYOR
STAFF SURVEYOR
STAFF ENGINEER
CADD TECHNICIAN
TOTAL LABOR HOURS
TOTAL FEE
Project Manager: Danielle Scharf
Project Name: Church Avenue Survey
Date: 11/11/2016
Client Name: City of Bozeman
Sub Total Direct Cost by Phase
Fee with 3.0 Multiplier
Multiplier= #DIV/0! Given fee of:
Total Hours 2 14 7 20 21 6 70
Total Direct Labor Cost $107.00 $696.78 $275.66 $500.00 $571.62 $152.40 $2,303.46
Total Direct Expense and Subconsultant
Total Project Direct Cost $2,303.46
Min. Fee with 3.0 Multiplier =
Overhead at 175 % =
Profit w/3.0 Multiplier = $575.87
Total Proposed Fee with 3.0 Multiplier
$1,385.00
$7,697.00
8.33%
$4,031.06
$6,910.38
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December 22, 2016
Mr. Kellen Gamradt, PE
City of Bozeman
20 E. Olive Street
Bozeman, MT 59715
Via email: kgamradt@bozeman.net
Reference: Proposal for Surveying Services
Dear Kellen:
The following is a proposal for Sanderson Stewart to provide surveying and drafting services in
connection with your project generally described as follows:
Topographic Survey for storm drain and sewer replacement projects in the downtown area
of Bozeman, Montana.
If this proposal is acceptable to you, please execute this agreement where noted. This agreement,
along with the attached Terms and Conditions sets forth the terms of the contract between The City
of Bozeman (hereinafter “Client”) and Sanderson Stewart. The attached Terms and Conditions are
expressly incorporated into and made part of the contract between Client and Sanderson Stewart.
Overview
The purpose of the survey is for a design project consisting of storm drain and sewer pipe
replacement in downtown Bozeman. It consists of topographic survey in the following locations
(also shown on the attached exhibit drawing):
1. One block of S Black Ave from Olive St to Babcock
2. One block of S Bozeman Ave from Olive St to Babcock St
3. One block of S Rouse Ave from Olive St to Babcock St
4. East/west alley from Rouse Ave to approximately 250 feet to the east
5. North/south alley from east/west alley to manhole located in Bogert Park parking lot
(approximately 600 feet)
The survey will include utility locates and measure downs, ground elevation shots, existing features
between curbs and along alleys. The survey will not include any features located outside of the back
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Mr. Kellen Gamradt, PE
December 22, 2016
Page 2
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Initial
of curb. Drafting services will consist of importing topographic survey points, drafting existing
features and creating a surface. Deliverables will consist of cadd files, point files and field notes.
Services not set forth above as basic services are specifically excluded from the scope of Sanderson
Stewart’s services. Sanderson Stewart assumes no responsibility to perform any services not
specifically listed as basic services.
Additional services are not included in the basic services. If the Client and Sanderson Stewart agree
in writing via an amendment to this agreement, Sanderson Stewart will provide additional services as
requested by the Client.
Notwithstanding the foregoing, Sanderson Stewart shall have the right, but not the obligation, to
provide, without advance authorization from the Client, other services made necessary by the default
of the contractor or Client, or by deficiencies, delays, or defects in the work provided by the
contractor. Sanderson Stewart shall provide written notice of the provision of such services as soon
as reasonably possible.
Project Staff
The following Sanderson Stewart staff will be assigned to the project:
Project Manager: Danielle Scharf, PE, Branch Manager
Survey: Doug Pezoldt, Survey Manager, PLS
Nick McMichael, Survey Party Chief
Keith Springer, Staff Surveyor
Drafting/Design: Curtis Kramer, Designer
Sanderson Stewart may, in its discretion, utilize other or different personnel on the project.
Project Schedule
We can begin work on this project within 3 working days of client’s authorization to proceed. We
anticipate have preliminary drawings for review within 3 weeks of notice to proceed, assuming a
relatively decent window in the weather can be found for the survey within that timeframe.
This schedule shall include reasonable allowances for review and approval times required by the
Client, performance of services by the Client’s consultants, and review and approval times required
by public authorities having jurisdiction over the project. This schedule shall be equitably adjusted as
the project progresses, allowing for changes in scope, character, or size of the project requested by
the Client, or for delays or other causes beyond Sanderson Stewart’s reasonable control.
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Mr. Kellen Gamradt, PE
December 22, 2016
Page 3
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Initial
The Client and Sanderson Stewart are aware that many factors outside Sanderson Stewart’s control
may affect Sanderson Stewart’s ability to complete the services to be provided under this agreement.
Sanderson Stewart will perform these services with reasonable diligence and expediency consistent
with sound professional practices.
Fee and Billing Arrangements
Invoice and Billing: Sanderson Stewart will bill for its services on a lump sum billing basis as
described below.
Task Fee
Topographic Survey $ 7,200.00
Drafting/Base Drawings/QC Review $ 2,100.00
Total $ 9,300.00
Sanderson Stewart shall submit invoices to the Client for work accomplished during each calendar
month. For services provided on a lump sum basis, the amount of each monthly invoice shall be
determined on the “percentage of completion method” whereby Sanderson Stewart will estimate the
percentage of the total work (provided on a lump sum basis) accomplished during the invoicing
period. Monthly invoices shall include, separately listed, any charges for services for which time
charges and/or unit costs shall apply. Such invoices shall also include, separately listed, any charges
for consultants retained by Sanderson Stewart, and reimbursable costs. Such invoices shall be
submitted by Sanderson Stewart as soon as possible after the end of the month in which the work
was accomplished and shall be due and payable by the Client upon receipt. The Client agrees that
the monthly invoice from Sanderson Stewart is correct, conclusive, and binding on the Client unless
the Client, within 20 working days from the date of receipt of such invoice, notifies Sanderson
Stewart in writing of alleged inaccuracies, discrepancies, errors in the invoice, or the need for
additional backup.
Entire Agreement: This agreement, including the attached Terms and Conditions incorporated
into and made part of this contract, constitutes the entire agreement between Sanderson Stewart and
Client. It supersedes all prior communications, understandings and agreements, whether oral or
written. It shall become effective after being signed and dated by both parties; and, upon each page
being initialed by Sanderson Stewart. Any amendment or modification to this contract must be
written and executed by both Sanderson Stewart and Client.
Conclusion
We look forward to working with you on this project. Feel free to call me at 406/922-4325 if you
have any questions regarding this proposal. Otherwise, if it meets your approval, simply mail or
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Mr. Kellen Gamradt, PE
December 22, 2016
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Initial
email this signed and dated agreement to our office address at 106 E. Babcock, Bozeman, MT 59715
or dscharf@sandersonstewart.com. Thank you.
Sincerely,
Danielle R. Scharf, PE, PTOE, LEED AP
Associate Principal/Bozeman Regional Director
I hereby authorize SANDERSON STEWART to proceed as described above and, by my signature,
acknowledge and agree to the Terms and Conditions attached to and made part of this contract.
Moreover, an electronic or faxed copy of my signature shall be as effective as any original:
By
Client Title Date
By
Sanderson Stewart Title Date
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7 11 6 9
Sub Total Direct Labor Cost $348.39 $299.42 $152.40 $601.13
Sub Total Direct Expense and Subconsultant
Sub Total Direct Cost by Phase $601.13
Fee with 3.0 Multiplier
Multiplier= 3.00 Given fee of:
500 FIXED COSTS
501 Leica C10 Laser Scanner Rental
502 Software Rental (Cyclone Survey, Register, and CloudWorx)
503 Survey Mileage & Materials
Sub Total Direct Labor Cost
Sub Total Direct Expense and Subconsultant
Sub-total Labor Hours
Sub-total Labor Hours
Given fee of:
$625.00
Sub-total Labor Hours
Sub-total Labor Hours
$636.00
PROJECT SCOPING WORKSHEET - COST BASED
Project Manager: Danielle Scharf
Project Name: Church Avenue Survey
Date: 11/11/2016
$636.45
$625.26
$1,803.00
$3,248.04
$3,248.00
$1,803.39
Client Name: City of Bozeman
Sub-total Labor Hours
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