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Home My WebLink About03-02-20 City Commission Packet Materials - C3. Amend 1 to PSA with Clanton and Associates for Street LightsCommission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kellen Gamradt, Engineer II Shawn Kohtz, City Engineer SUBJECT: Approve the City Manager to sign Amendment No. 1 to the City Street Light Evaluation Professional Services Agreement with Clanton & Associates to facilitate improvements to our City street lights. AGENDA ITEM TYPE: Consent MEETING DATE: March 2, 2020 RECOMMENDATION: Approve and authorize the City Manager to sign Amendment No. 1 to the City Street Light Evaluation Professional Services Agreement with Clanton & Associates to facilitate improvements to our City street lights. BACKGROUND: Attached is a copy of the partially executed amendment with Clanton & Associates to the City Street Lights Evaluation Professional Services Agreement. This amendment includes design of shielding and dimming for existing LED street light installations on Baxter, Durston, Laurel Parkway, and South 11th Avenue. As presented to the city commission on January 27, 2020, this design contract follows up on recommendations from the recent street light study. 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 $9,030 from $48,020 to $57,050. Attachment: Amendment 1 28 1st Amendment to Professional Services Agreement for [Street Lighting Evaluation PSA] FY 2020 – FY 2021 Page 1 of 2 1st AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT THIS 1st AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT FOR City Street Lighting Evaluation dated September 16, 2019 (the “Agreement”) is made and entered into this _____ day of ____________, 2020, by and between the CITY OF BOZEMAN, MONTANA, a self governing municipal corporation organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street, Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter referred to as “City,” Clanton & Associates hereinafter referred to as “Contractor.” In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency whereof being hereby acknowledged, the parties hereto agree to amend the Agreement as follows: 1. Modification to existing scope of work. Phase 1, Street lighting Evaluation – The second City Commission Presentation has been removed from the original scope of work. A credit for this change is attached. 2. Phase 2, Develop shielding and dimming for existing lights – Fee estimate attached. 3. Agreement still valid. All remaining terms and provisions of the Agreement remain valid. **** END OF AGREEMENT EXCEPT FOR SIGNATURES **** 29 1st Amendment to Professional Services Agreement for [Street Lighting Evaluation PSA] FY 2020 – FY 2021 Page 2 of 2 IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and year first above written. CITY OF BOZEMAN, MONTANA [Clanton & Associates] By________________________________ By_____________________________ Dennis Taylor, City Manager Print Name: Title: APPROVED AS TO FORM By_______________________________ Greg Sullivan, Bozeman City Attorney Dane R. Sanders President 30 4699 Nautilus Court South, Suite 102 303-530-7229 Boulder, CO 80301 www.clantonassociates.com February 11, 2020 Kellen Gamradt City of Bozeman 121 Rouse Ave Bozeman, MT 59715 406-582-2283 | kgamradt@bozeman.net Re: Bozeman LED Street Lighting Evaluation Lighting Design Consulting Proposal Clanton and Associates proposes to undertake the lighting consulting for the Bozeman LED Street Lighting Evaluation – Phase 2 – Develop Shielding and Dimming for Existing Street Lights in Bozeman, MT. Phase 2: Estimated labor: $ 8,830 Phase 2: Estimated expenses: $ 200 Total Fee (labor and expenses): $ 9,030 The scope of work includes: 1. Phase 2: Develop and Test shielding and dimming for existing lights to control glare and light trespass at the following locations: a. Baxter from Ferguson to Harper Puckett b. Baxter from 19th to Davis c. Durston site (fix with shielding only if possible) d. Laurel Parkway (fix this with shielding) e. 11th & Graf Design services shall include the following: Phase 2: Luminaire Modifications for up to four (4) sites • Luminaire shielding analysis • Mock-ups and prototyping • Manufacturer coordination (up to 2 manufacturers) • Up to two (2) meetings with city by phone/web conference • Site visit with in-field mock-ups (1 person, 1 night) • Summary report and recommendations • Technical assistance and review of construction contract language City of Bozeman Responsibilities • Install temporary shield prototypes prior to Clanton’s site visit • Provide lift and staff on site during Clanton’s site visit to adjust shielding and dim settings • Provide traffic control as needed for lift and measurements This scope of work is based upon normal project progress and within the time schedule agreed upon, without major redesign or change order work. Additional fees will be required if project 31 Bozeman LED Street Lighting Evaluation February 11, 2020 City of Bozeman Page | 2 4699 Nautilus Court South, Suite 102 303-530-7229 Boulder, CO 80301 www.clantonassociates.com timing is extended or project is put on hold and restarted at later date. If the project timing exceeds one year, additional services rates may increase. Not included in this scope of work but is available for extra services: • Additional site visits, meetings, or conference calls • Lighting/electrical plan development • GIS mapping of existing street and public lighting facilities • Evaluation of electrical distribution system • Development of “smart pole” prototype • Renewable energy integration into poles • Electric vehicle charging • Ongoing support for City staff • Sky glow measurements • Drafting on non-digital backgrounds such as *.pdf or *.jpg files. Not included in this scope of work: • Any development, design, or detailing of custom luminaires • Equipment procurement • Commissioning • Structural engineering • Electrical engineering • Survey control map or Right-of-Way plans • Subsurface Utility Engineering Client will supply Clanton and Associates with review materials and backgrounds in AutoCAD or Micro Station format. Reimbursable expenses shall include printing costs, overnight delivery and travel expenses associated with the project and shall be charged in addition to the compensation for professional services. Payment for services is expected within 30 days of invoice unless other arrangements are made in writing. 32 Bozeman LED Street Lighting Evaluation February 11, 2020 City of Bozeman Page | 3 4699 Nautilus Court South, Suite 102 303-530-7229 Boulder, CO 80301 www.clantonassociates.com Services shall be charged at the following hourly rates: Title Hourly Rates Chief Executive Officer $290 President $270 Principal $200 Associate $185 Senior Engineer II $180 Senior Engineer I $140 Engineer II $130 Engineer I $115 Senior Designer II $160 Senior Designer I $140 Designer II $125 Designer I $110 Intern $90 Production Manager $160 Senior CADD Technician $110 CADD Technician $85 Office Manager $80 This agreement is valid for 60 days. 02/11/2020 _____________________________________ __________________ CLANTON & ASSOCIATES DATE _____________________________________ __________________ CITY OF BOZEMAN DATE 33