HomeMy WebLinkAboutA001 - Council Action Form dated January 14, 2025ITEM #:14
DATE:01-14-25
DEPT:P&R
SUBJECT:ENGINEERING AND DESIGN SERVICES FOR ADA HAYDEN HERITAGE
PARK PATH RECONSTRUCTION PROJECT
COUNCIL ACTION FORM
BACKGROUND:
Included in the FY 2024/25 Capital Improvements Plan (CIP) is the replacement of the hard surface
path around the south lake at Ada Hayden Heritage Park. The proposed FY 2025/26 CIP includes funds
to replace the path around the north lake. The plan is to have both paths completed in succession under
a single construction contract. Path reconstruction includes increasing the width of the path from ten
feet to twelve feet, converting from asphalt to concrete to increase longevity, recycling the asphalt for
subbase material, and adding markings to assist with bicycle and pedestrian traffic.
A Request for Proposals (RFP) for engineering services was posted on November 6, 2024, on
AmesBids. On December 10, 2024, seven proposals were received.
Proposals were evaluated based on experience, qualifications of personnel working directly on the
project, capability of providing the requested services, and pricing. Staff from Parks and Recreation
and Public Works reviewed the proposals. The ranking of firms based on their proposals and price are
outlined in the table below.
FIRM PRICE EVALUATION RANK
WHKS & Co.
Ames, IA $88,600 1
I&S Group Inc.
Des Moines, IA $105,420 2
Snyder & Associates
Ankeny, IA $101,500 3
Bolton & Menk
Ames, IA $143,483 4
Olsson
Des Moines, IA $294,098 5
Short Elliott Hendrickson, Inc.
Johnston, IA $81,200 Non-Responsive
FoleyShald Engineering
Omaha, NE $230,000 Non-Responsive
After evaluating the proposals, staff determined that the proposal from WHKS & Co., Inc., of
Ames, IA, is most acceptable. The experience and qualifications of the personnel, along with number
of similar projects completed by the firm, best fit the needs of the City.
FUNDING:
There is $1,400,000 available for this project which includes Engineering and Design, as well as
construction costs.
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ALTERNATIVES:
1. Award a contract to WHKS & Co., of Ames, Iowa, for Engineering and Design Services for Ada
Hayden Heritage Park Path Reconstruction, in an amount not to exceed $88,600.
2. Award the Engineering and Design Services to one of the other companies that submitted a
proposal.
3. Reject all proposals.
4. Refer this item back to staff for further information.
CITY MANAGER'S RECOMMENDED ACTION:
The hard surface paths around Ada Hayden Heritage Park are one of the many popular
amenities within the park. Over the last few years, the condition of the paths has deteriorated
and are becoming a safety concern. In an effort to continue to provide excellent amenities for the
public, replacing and widening the hard surface paths at the park are a priority. Therefore, it is
the recommendation of the City Manager that the City Council adopt Alternative No.1 as stated above.
ATTACHMENT(S):
AdaHaydenTrail.PSA.pdf
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT, by and between City of Ames hereinafter referred to as the "Client" and WHKS
& Co., hereinafter referred to as "WHKS", is made as follows:
WHEREAS, the Client has a need for certain professional services relating to the project described as
Ada Hayden Heritage Park Path Replacement.
WHEREAS, WHKS proposes to furnish the professional services required by the Client for said project,
NOW THEREFORE, the Client hereby agrees to retain and compensate WHKS to perform the
professional services in accordance with the terms and conditions of this Agreement and the attached
Standard Terms and Conditions.
Scope of Services
WHKS shall perform the following described services for the Client:
Design, bid, and construction phase engineering services as described on the attached Scope
of Services included in Exhibit A.
Basis of Compensation
For the services described above, the Client shall remunerate WHKS as follows:
Billed Hourly with a Not-to-Exceed Fee of $88,600 including Expenses.
Executed this day of January, 2025
City of Ames WHKS & CO.
By: By:
Printed Name: Printed Name: Derek J Thomas, PE
Title: Title: Vice President
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Exhibit A to Professional Services Agreement
A. Project Description:
The project involves design, bid, and part-time construction phase engineering services for the
removal of the ten-foot-wide hot mix asphalt (HMA) trail at Ada Hayden Heritage Park and
replacing it with a twelve-foot-wide Portland cement concrete (PCC) trail. Total path length that
will be replaced is approximately 3.1 miles, as indicated in white in the figure below. Staging of
the path replacement will be coordinated with the City during design in order to maintain an open
loop for path use.
B. Scope of Services Provided Under This Agreement:
1. Project Management and Meetings
• Perform general project administrative duties including supervision and coordination
of the project team, review of project costs and billings, prepare invoices using
Consultant's standard forms, preparation of status reports, and general
administrative activities.
• Hold kick-off meeting with Client to discuss the project and review the scope.
• Advise the Client of the necessity of obtaining Special Engineering Services as
described in Paragraph C., and act as the Client’s representative in connection with
any such services not actually performed by WHKS.
• Attend three (3) additional meetings for the project (initial site visit walk through,
preliminary plan review, and check plan review).
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2. Topographic Survey and Research of Existing Conditions
• Perform site topographical surveys to support new facilities, exclusive of boundary
surveys for land and easement acquisition.
• Develop project control and base map for the project.
• Locate the existing underground utilities as located by the Iowa One Call locate
system.
• Collect, obtain and review relevant information from the Client.
3. Preliminary and Final Design
• Prepare preliminary and final plans and specifications to show the character and
scope of work to be performed by contractors on the Project. Plans will follow SUDAS
standards.
• Prepare opinion of probable construction cost on completed plans and specifications.
• Furnish signed copies of the plans, specifications, and other contract documents as
required to the Client.
• Answer contractor’s questions during the bidding phase.
• Prepare addendums to the contract documents prior to bid letting, if necessary.
• Assist in evaluating Contractors' proposals.
• The Storm Water Pollution Prevention Plan (SWPPP) and NPDES Permit will be part
of the contract documents for the contractor to prepare and submit.
4. Construction Administration
• Provide construction administration assistance during construction. Contract
administration assistance activities conducted during project construction include
clarification of design details, periodic visits to the construction site to observe the
progress of work, review of shop drawings, review periodic payment estimates for
completed construction work and recommend payments for processing, prepare
change orders when required, and prepare the final summary of construction costs.
• Conduct a preconstruction meeting with Client, Contractor and Utility Owners.
• Prepare record drawings from Contractor provided “mark-ups” at the completion of
the construction.
• Provide construction updates to the Client.
5. Construction Observation
• Provide resident project observation services during the construction of the Project.
Resident observation is a part time function during construction. Duties are to provide
on-site evaluations of the Project progress in accordance with the plans and
specifications and report said progress to the Engineer. Additionally, the observer
maintains a log book recording conditions at the job site, weather, record of visitors,
summary of daily activities, actions taken, observations in general and assists in
recording data for eventual preparation of Record Drawings. The observer duties do
not include construction means, methods, procedures, and job-site safety. Fee
based on 140 hours of observation and travel time.
• The testing of materials will be included in the bid package as a bid allowance to be
paid by the Contractor or performed by another entity contracted with the Client.
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C. Special Engineering Services:
Special Engineering Services are those services not listed above, but which may be required or
advisable to accomplish the Project. Special Engineering Services shall be performed when
authorized by the Client for additional fees, to be determined at the time authorized.
Special Engineering Services include:
1. Land surveying and platting
2. Easement research, plats or descriptions
3. Negotiation for easements or land acquisition
4. Special assessment assistance
5. Quality control testing and construction materials testing
6. Permits other than those identified above
7. Funding assistance, including grant and/or loan applications
8. Wetland Delineations or mitigation plans
9. Floodplain and hydraulic/hydrologic modeling
10. Geotechnical design/recommendations
11. Cultural resource survey or other studies or documentation that may be required by
regulatory agencies that are not specifically listed in the scope of services
12. National Environmental Policy Act (NEPA) compliance, including historical and
archeological investigations
13. Structural evaluation and/or design
14. Attendance at additional meetings (other than those listed above)
15. Construction staking
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