HomeMy WebLinkAboutA2. Amendment 1 PSA DHMAmendment #1 - Professional Services Agreement for Bozeman Pond Park Expansion TOP Bond Project
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Carolyn Poissant – Trails, Open Space, and Park Development Manger
Mitch Overton – Director of Parks and Recreation
SUBJECT: Amendment #1 - Professional Services Agreement for Bozeman Pond Park Expansion TOP Bond Project
MEETING DATE: July 27, 2015
AGENDA ITEM TYPE: Action
RECOMMENDATION: Authorize the City Manager to sign Amendment #1 of the Professional Services Agreement with DHM Design (with Allied Engineering Services, Inc. subcontractor),
hereinafter referred to as, “Consultant” for design, engineering, and construction administration
services for the Bozeman Pond Park Expansion TOP Bond Project (“Project”)
RECOMMENDED MOTION: Having considered public all input and reviewed materials
submitted by staff, I hereby authorize the City Manager to sign Amendment #1 of the Professional Services Agreement with DHM Design for design, engineering, and construction administration services for the Bozeman Pond Park Expansion TOP Bond Project, for an
additional amount of $14,335 ($97,575 total contract amount).
BACKGROUND: Resolution No. 4494 approved the allocation of Trails, Open Space and
Parks (TOP) bond funding in an amount not to exceed $1,045,000 for the acquisition of park land and development of the Bozeman Pond Park Expansion Project. The land purchase was
completed in 2014 for $607,100 leaving $437,900 for construction of park improvements. An
RFQ was advertised and proposals were received and evaluated in accordance with city and state
requirements late last fall. A selection committee comprised of representatives of Bozeman Parks,
GVLT, and Run Dog Run, who are partners in the project. The highest ranking team as rated by the selection committee was DHM Design, teamed with Allied Engineering. A Professional
Services Agreement was approved by Commission on Feb. 8, 2015 in the amount of $83,240.
The process for approving a park master plan and site plan produced by the city is not clearly
defined in the code. The Consultant’s original scope of work included refinement of the
conceptual master plan into a final site plan, which was to be submitted for review by DRC and Commission. In the course of reviewing the master plan and site plan (including 60% complete
construction drawings), which were submitted together as recommended by staff, it was
determined that a master plan first needed to be approved by Commission in order to address
Pond Row and Fowler Road infrastructure issues, followed by site plan review by the DRC. (The
original PSA Commission memo stated, “Construction of Pond Row street and utility
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Amendment #1 - Professional Services Agreement for Bozeman Pond Park Expansion TOP Bond Project
improvements is not scheduled to take place at this time as planning and design of the Haven
development is still in its early stages.”)
On June 8, 2015 Commission passed a motion to add $105,000 to the Project budget for Phase I
construction to include a paved “stub” entry and gravel parking lot. In order to meet as many code requirements as possible within current budget constraints, the site plan drawings and submittal package will need to be modified prior to DRC review. The cost of additional services is $14,335,
for a contract total of $97,575, which is 18% of the new total Project construction budget of
$542,900. A complete breakdown of added services is attached in Amendment No. 1 of the
Professional Services Agreement (Attachment A).
Bidding and contract award are scheduled to take place in September with site construction
occurring in October-November. Some final landscaping and work by partners on the fines trails
and playground may need to be completed next spring, depending on fall weather conditions.
City engineering, community development, and parks department staff will continue to hold
project status meetings to ensure that road and infrastructure design and construction in the rights-of-way surrounding the park, as well as improvements on adjacent properties being developed,
are well coordinated.
UNRESOLVED ISSUES: Negotiations are underway to determine the need for a boundary line
adjustment or easement with The Help Center, Inc. for the “Hearts and Homes” property adjacent
to the park. This issue does not affect the park design or construction.
ALTERNATIVES: Per Commission.
FISCAL EFFECTS: The Agreement will allow the project to proceed as previously approved.
Attachment: Amendment No. 1 to Professional Services Agreement for Bozeman Pond Park
Expansion Project
Report compiled on: July 17, 2015
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1
ATTACHMENT A Amendment No. 1 to Professional Services Agreement for
Bozeman Pond Park Expansion Trails, Open Space, and Parks Bond Project
THIS AGREEMENT is made as of this ____ day of __________________, 2015, between
THE CITY OF BOZEMAN, a Municipal Corporation, P.O. Box 1230 Bozeman, Montana,
59771-1230 (CITY) and DHM Design, whose address is 201 S. Wallace, Suite A-3, Bozeman,
Montana, 59715 (CONSULTANT).
WHEREAS, the parties have entered into a Professional Services Agreement dated
February 8, 2015, for design and engineering services for the Bozeman Pond Expansion Project;
and
WHEREAS, revisions to the scope of services are necessary to complete the Project in
accordance with the Master Plan approved by Commission; and
WHEREAS, the parties desire to 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 Amendment No. 1 to Scope of Services
for Bozeman Pond Expansion Project (“Exhibit A”) are hereby incorporated in and made part
of this agreement.
Section 4 – Payment:
Section 4 of the original agreement is modified to include $83,240 plus $14,335, for a
contract total of $97,575.
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.
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2
IN WITNESS WHEREOF, the parties hereto do make and execute this Agreement.
CITY OF BOZEMAN DHM DESIGN
BY: __________________________________BY:___________________________________
(City Manager) (Authorized Signatory)
DATE:________________________________DATE:_________________________________
ATTEST:
BY:____________________________________
(City Clerk)
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Exhibit A
Scope of Services
And
Cost Schedules
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Bozeman Pond Park Expansion Project
Amendment to Bozeman Pond Park Professional Services Agreement for Design and Engineering
Prepared by: DHM Design and Allied Engineering Services, Inc. 16 July 2015
PSA Amendment #1 Scope of Services:
DHM Design and Allied Engineering are requesting an amendment to the PSA agreement in order to to redesign
and resubmit the 60% Construction Document Submittal. The following represents the change in scope based
on the outcomes of the Master Planning approval process noted above:
Design Changes:
Re‐design and layout of the parking lot in order to reduce the parking lot to 18 spaces and regrade to
include curb and gutter.
Redesign the landscape plan to include all of the required parking lot landscaping and curb and gutter.
Redesign the stormwater system. Alter storm water conveyance infrastructure to accommodate the
new storm water pond location and parking lot changes.
Update plans and details to include a smaller restroom building.
Complete grading changes associated with parking lot, stormwater system and restroom building.
Redesign path layout to eliminate 1 of the picnic shelters.
Redesign dog park path layout with separate path around the perimeter.
Redesign the entry drive, reducing the cross section from 35’ to 31’ per Engineering Department’s
request.
Preliminary Site Plan Submittal:
DHM Design and Allied Engineering will revise the Preliminary Site Plan Submittal with the design changes as
noted above and re‐submit to the City for DRC review and approval. We recommend starting the re‐submittal
process with a team meeting including City Staff from Community Development, Engineering and Parks
departments. The goal for this meeting will be to review the scope of services memo provided on July 6th 2015
and identify any outstanding items that need to be addressed prior to commencing work. The DHM team will
provide meeting minutes following the meeting, documenting the outcome and direction given during the
meeting. Following the team meeting DHM and Allied Engineering will update the Preliminary Site Plans and re‐
submit to the City for approval. DHM assumes that all variances required as part of the Site Plan Submittal will
be handled by City Staff and no additional work will be required by DHM or Allied Engineering. DHM and Allied
Engineering will provide (1) additional opinion of probable cost as part of this additional services request. We
will provide the cost estimate prior to the team meeting to provide City Staff with an estimate of how the
proposed scope fits within the approved budget. If value engineering is necessary, we will discuss the options
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for reduced scope as part of the team meeting in order to gain consensus among City Staff prior to developing
any Site Plans for DRC Review.
Summary of Deliverables:
The following deliverables will be submitted to the City in completion of this scope of work:
Revised DRC submittal including:
o DRC application, checklist, checklist narrative and Site Plan Submittal Exhibits digital copy (.pdf)
and any necessary hard copies
o Drawing set digital copy (.pdf) and any necessary hard copies
Attendance at 2 DRC meetings
(2) team coordination meetings
Additional project management (assume 3 week duration for updated drawings to be completed)
Jurisdictional determination and coordination with Army Corp of Engineers (completed July 6, 2015)
Following the completion of the Preliminary Site Plan Submittal, DHM and Allied will proceed within the
previous scope of work to complete 90% and 100% Construction Documents based on the revised design.
Professional fees: Requested Budget Increase (PSA Amendment #1)
The budget to undertake the work scope as described is estimated at $13,635. This is based on an estimated
134 hours of professional and technical time plus $700 in expenses. Expenses are in addition to the
professional fees and include reproduction costs, postage, and mileage within Bozeman. The following is a
breakdown of fees per task and per consultant:
PSA Amendment #1 Scope of Services: _______________
DHM Design: $5,240
AESI: $8,395
Reimbursable Expenses
DHM Design: $300
AESI $400
Total Design: $13,635
Total Cost: $14,335
Refer to budget summary for an hour estimate.
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AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR DESIGN & ENGINEERING
TASK NO.TASK DESCRIPTION COST
1 PROJECT MANAGEMENT $1,230
2 PROJECT RE-DESIGN $1,320
2 REVISIONS TO SITE PLAN SUBMITTAL $2,690
3 REIMBURSABLE EXPENSES $300
TOTAL COST $5,540
Prepared July 16,2015
Bozeman Ponds Expansion Project - Landscape Architectural Services - DHM Design
SUMMARIZED COST (FROM ITEMIZED COST)
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TASK NO.Stephen EllspermanDirector of Ecological PlanningCharlie KeesAssociate Principal Matthew WhippleAssociate PrincipalShara KeesAssociateStaffDesignerStaffAdminTOTAL HOURSTOTAL FEESTOTAL COSTTravel Other
1.0 PROJECT MANAGEMENT
General
3 3 6 $630 $630
Meetings (Preparation and Attendance)0$0 $0
2 2 4 $420 $420
2 2 $180 $180
Subtotal Hours 050 70012
Subtotal Costs $1,230 $0 $0 $1,230
2.0 PROJECT RE-DESIGN
2 12 14 $1,320 $1,320
Subtotal Hours 020 120014
Subtotal Costs $1,320 $0 $0 $1,320
3.0 REVISIONS TO SITE PLAN SUBMITTAL
2 2 $240 $240
- Cover sheet - revisions to cover sheet 0.5 1 $40 $40
- Construction Management Plan - revisions to construction management
plan with new parking lot, stormwater system, path layout, dog park path
and entry drive revisions
0.5 1 $40 $40
- Landscape Plan - redesign to include parking lot landscapeing & curb & gutter 1 3 4 $390 $390
- Landscape Plan Enlargements revise with new parking lot, path layout 1 3 1 5 $470 $470
- Conceptual Irrigation Plan/Diagram revisions (Conceptual Irrigation
Design including source, general areas and methods. No detailed irrigation
head layout will be provided. Final irrigation to be design build).
2 2 $160 $160
- Planting Details 0.5 1 $40 $40
- Site Details (including signage, site furnishing, picnic shelters, restroom
etc.) - revisions to 4 site detail sheets 2 2 4 $340 $340
2 2 $180 $180
Itemized Preliminary Cost Estimate 2 2 $240 $240
Maintenance and management design review 1 1 0.5 3 $295 $295
Quality Control Review 1 1 2 $255 $255
Subtotal Hours 280 107027
Subtotal Costs $2,690 $0 $0 $2,690
4.0 REIMBURSABLE EXPENSES
0 $0 $300 $300
Subtotal Costs $0 $300 $300
TOTAL HOURS 53
TOTAL COSTS $5,240 $0 $300 $5,540
Prepared July 16,2015
General coordination and daily project management (assumes 3 week duration
for updated drawings to be completed) includes coordination with Stakeholders
$270
2
Revised Site Submittal Drawings
Revisions to Site Plan Submittal Checklist and Checklist Narrative
$0 $0 $0 $0$0
Bozeman Ponds Expansion Project - Landscape Architectural Services - DHM Design
HOURS AND FEES
TASK DESCRIPTION INDIRECT COSTSITEMIZED DESIGN COST ESTIMATE - AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR DESIGN & ENGINEERING
$0
$80
$0
$60$120 $90$120
$600 $630$0 $0
$1,800 $0 $2,610 $560 $0
15 0 29 7 0
$135
$0
Informal Team Meetings (Includes 2 team coordination meetings)
Attendance at (2) DRC meetings
Tabulation of points earned by Site plan per Landscape Performance Standards
Re-design project as outlined in the Amendment to Bozeman Pond Park
Professional Services Agreement for Design and Engineering
$0 $240 $0 $1,080 $0 $0
Printing expenses - includes printing required quantities of revised DRC submittal
appplication, shecklist, site plan submittal exhibits and drawing sets.
$270 $960 $0 $900 $560 $0
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AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR DESIGN & ENGINEERING
TASK NO.TASK DESCRIPTION COST
1 PROJECT MANAGEMENT $1,290
2 PROJECT RE-DESIGN $4,865
2 REVISIONS TO SITE PLAN SUBMITTAL $2,240
3 REIMBURSABLE EXPENSES $400
TOTAL COST $8,795
Prepared July 16,2015
Bozeman Ponds Expansion Project - Civil Engineering Services - Allied Engineering
SUMMARIZED COST (FROM ITEMIZED COST)
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TASK NO.Paul Sanford, PEEngineering Project ManagerDoug Chandler, PhD, PEEngineering Principal Geotechnical EngineerProject EngineerStaff EngineerEnvironmental SpecialistTOTAL HOURSTOTAL FEESTOTAL COSTTravel Other
1.0 PROJECT MANAGEMENT
General
4 4 $540 $540
Meetings (Preparation and Attendance)0$0 $0
2 2 4 $480 $480
2 2 $270 $270
Subtotal Hours 80020010
Subtotal Costs $1,290 $0 $0 $1,290
2.0 PROJECT RE-DESIGN
1 12 13 $1,155 $1,155
6 2 14 14 36 $3,710 $3,710
Subtotal Hours 70214141249
Subtotal Costs $4,865 $0 $0 $4,865
3.0 REVISIONS TO SITE PLAN SUBMITTAL
1 1 2 $220 $220
- Cover sheet - revisions to cover sheet 0$0 $0
- Construction Management Plan - revisions to construction management
plan with new parking lot, stormwater system, path layout, dog park path
and entry drive revisions
1 1 $85 $85
- Civil Design Plan 2 2 $170 $170
- Grading Plan 4 4 $420 $420
- Entry Drive (Pond Row Street)2 2 $170 $170
- Drainage Plan & Profile 3 3 $255 $255
- Civil Details 2 2 $170 $170
Itemized Preliminary Cost Estimate 2 2 4 $440 $440
Quality Control Review 1 1 2 $310 $310
Subtotal Hours 410413022
Subtotal Costs $2,240 $0 $0 $2,240
4.0 REIMBURSABLE EXPENSES
0 $0 $400 $400
Subtotal Costs $0 $400 $400
TOTAL HOURS 81
TOTAL COSTS $8,395 $0 $400 $8,795
Prepared July 16,2015
USACE Jurisdictional Determination
Printing and office expenses; 318 Permit Fee Reimbursement;
$540 $175 $0 $420 $1,105 $0
$0 $240 $1,470 $1,190 $1,020
$135
$0
Informal Team Meetings (Includes 2 team coordination meetings)
Attendance at (2) DRC meetings
Re-design project as outlined in the Amendment to Bozeman Pond Park
Professional Services Agreement for Design and Engineering
$945
27 121220
$175 $240 $2,100 $2,295 $1,020
$85$120 $105$175
$0 $210$0 $0
Bozeman Ponds Expansion Project - Civil Engineering Services - Allied Engineering
HOURS AND FEES
TASK DESCRIPTION INDIRECT COSTSITEMIZED DESIGN COST ESTIMATE - AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT FOR DESIGN & ENGINEERING
$0
$85
$1,080
$0 $0 $0 $0$0
General coordination and daily project management (assumes 3 week duration
for updated drawings to be completed) includes coordination with Stakeholders
$2,565
19
Revised Site Submittal Drawings
Revisions to Site Plan Submittal Checklist & Narrative
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