HomeMy WebLinkAboutA001 - Council Action Form dated October 22, 2024ITEM #:14
DATE:10-22-24
DEPT:PW
SUBJECT:2024/25 AIRPORT ENTRYWAY IMPROVEMENTS
(AIRPORT ENTRYWAY RECONSTRUCTION)
COUNCIL ACTION FORM
BACKGROUND:
The Capital Improvements Plan's 2024/25 Airport Entryway Improvements project is for
reconstructing the main entrance road. The work includes the removal and replacement of the
existing road with a concrete pavement section, reworking the subgrade, and installing subdrains. These
improvements support the Airport Master Plan’s goals for enhanced accessibility and operational
efficiency.
In August 2023, City staff conducted a qualifications-based selection following federal
requirements for a Master Agreement to develop plans and specifications for this and other
upcoming airport projects. One submittal was received from Bolton & Menk of Ames, Iowa, and
was determined to be qualified and approved by the Federal Aviation Administration (FAA).
Each project is designed and administered under a separate work order approved by the City
Council. Therefore, the 2024/25 Airport Entryway Improvements (Airport Entryway
Reconstruction) is the next project ready for design, as detailed in the attached draft agreement.
Below is a summary of the project's budget:
Revenues Expenses
G.O. Bonds
(FY 2024/25)$680,000 Design $ 72,700
Construction/Project
Admin $607,300
Total $680,000 Total $680,000
ALTERNATIVES:
1. Approve the professional services agreement (Work Order #6) with Bolton & Menk in the
amount not to exceed $72,700 for design of the 2024/25 Airport Entryway Improvements.
2. Reject the agreement, and direct staff to solicit other proposals.
CITY MANAGER'S RECOMMENDED ACTION:
By moving forward with the contract for the 2024/25 Airport Entryway Improvements, the Airport will
enhance access and traffic flow, thereby improving safety and operational efficiency for all users.
Therefore, it is the recommendation of the City Manager that the City Council approve Alternate No. 1,
as shown above.
ATTACHMENT(S):
Ames-Entrance Road-Iowa-WO 6 - Updated after Client Comments 10-16-2024.pdf
1
\\ames4\h\AMES\24X136286000\0_Airport Entrance
Road\A_Project Management\2_Contracts\Contract\Ames-Entrance
Road-Iowa-WO 6 - Updated after Client Comments 10-16-
2024.docx Page 1
WORK ORDER #6
TO
PROFESSIONAL SERVICES CONTRACT
(DESIGN, BIDDING AND CONSTRUCTION ADMINISTRATION SERVICES)
2025 ENTRANCE ROAD IMPROVEMENTS
AMES MUNICIPAL AIRPORT
Ames, IOWA
BETWEEN: The City of Ames
An Iowa municipal corporation (CLIENT/SPONSOR)
AND: Bolton & Menk, Inc. (CONSULTANT)
EFFECTIVE DATE: October _________, 2024
RECITALS
1. The City of Ames owns and operates the Ames Municipal Airport located near Ames, Iowa.
2. This is Work Order #6 to the Professional Services Contract, between City of Ames and Bolton &
Menk, Inc. The Professional Services Contract effective September 6, 2023, is referred to herein
as the “Master Agreement”.
EXCLUSIONS
Since this project is a non-federal funded project, exclusions are required to amend the terms and
conditions of the MASTER AGREEMENT for this work order only. The following sections of the MASTER
AGREEMENT will not apply to this Work Order #6.
1. Exclude Section V – SECTION 508 OF THE REHABILITATION ACT in its entirety.
2. Exclude Section W – FEDERAL CONTRACT PROVISIONS in its entirety.
3. Exclude Section X – AUDIT REVIEW in its entirety.
4. Exclude Exhibit I – Federal Contract Provisions for A/E Agreements in its entirety.
All other provisions shall remain in effect as originally purposed.
2
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 2
AGREEMENT
DESCRIPTION
The CONSULTANT agrees to provide Design and Bidding for the 2025 Entrance Road Improvements at
the Ames Municipal Airport (herein referred to as the Project) that consist of the following scope of
work:
1. The project will include removal and replacement of the existing entrance road, as local
funding allows, with a PCC pavement section that will contain a curb.
a. Pavement section will include re-working subgrade
b. Installing new subbase
c. Installing subdrains where allowed by grade or depth provided by storm sewer
system.
2. It is not anticipated that that the in-situ subgrade will be chemically treated or stabilized in
any manner as part of the project.
3. As the entrance road will be replaced as funding allows, it is anticipated that there will be
minimal changes made to the existing grades or drainage patterns. Also, the centerline
alignment is anticipated to remain unchanged. As part of the design, turning movements of a
WB-67 or similar sized vehicle representing the vehicle utilized to deliver aircraft fuel will be
used to confirm the geometry of the future pavement.
4. City of Ames UM crews will televise storm sewer to confirm replacement is warranted prior to
the start of design. If existing storm sewer intakes within the section of the entrance road
indicate needing replacement, they will be replaced along with the associated piping under
the proposed entrance road. Any replacement of storm sewer piping outside of the
anticipated construction limits of the proposed entrance road is not included within the scope
of the project. Storm sewer replacement will include:
a. Storm Sewer piping will be the same size as existing
b. No modeling will be provided for storm sewer or drainage of the area. Intakes
will be replaced in kind or of a similar kind.
c. Special consideration may be given to the replacement of existing storm sewer
pipes or intakes that end in an intake upstream that are generally within the
limits of the reconstructed area. This will be validated by City of Ames UM crews
via televising. Available funding will be a consideration and discussion with
Client will occur as to whether to add additional storm sewer or not.
5. No other utilities are expected to be replaced under the pavement section, outside of the
pavement section or improved in the general vicinity of the entrance road as part of the
project.
6. Any driveways to hangar buildings or sidewalk that connect perpendicular will be replaced to
approximately 10’± from the back of curb or further if needed due to grade adjustment of the
replaced entrance road. The driveways and /or connections removed and replaced shall be:
3
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 3
a. Replaced with PCC material
b. Of a similar geometry, unless otherwise indicated by the City of Ames
c. The minimum necessary for reconnection after replacing the adjacent section of
roadway. Any improvements to driveways or sidewalks outside of the minimum
necessary for reconnection after reconstruction shall be either done by the City
of Ames or the affected hangar tenant.
7. All coordination with affected hangar tenants and coordinating access routes or parking areas
for affected hangar tenants shall be the responsibility of the City of Ames.
8. Mailboxes within the affected area of the reconstruction will be moved to a single temporary
location during construction to allow for mail service during construction. After completion of
improvements, mailboxes will be reinstalled in a similar location at the original location. The
City of Ames shall be responsible for coordination with affected hangar tenants.
9. Landscaping improvements or way finding signage are not anticipated to be provided or
impacted as part of the project.
10. Lighting improvements along the reconstructed portion of the entrance road are not
anticipated to be a part of the project.
11. It is anticipated that the project will be segmented by a phasing plan into fundable segments
for bidding, to maximize local funding available. It is anticipated that the phasing plan will
utilize existing infrastructure where available to provide as much accessibility to the existing
parking lot as feasible. It is not anticipated that the phasing plan will require additional design
of temporary access routes for the project. If additional design is required to accommodate
temporary access routes as part of the phasing plan, it shall be considered additional services.
12. Provide a conceptual level parking lot layout of the interior area available for future parking
lot, between the existing entrance road segments. This will include preparation of the concept
and preparation of a PDF exhibit as well as CAD files. . An exhibit will be provided to the City of
Ames for review and comment. After receipt of any comments, we will make revisions to the
provided conceptual layout in a single effort. The conceptual parking lot layouts will be
provided after completion and processing of the topographic survey data.
I.A. BASIC SERVICES
For purposes of this Work Order, the Basic Services to be provided by the CONSULTANT are as follows:
1. DESIGN AND BIDDING SERVICES
Task 1: Project Initiation
Subtask 1.1: Kickoff meeting
Description: The Bolton & Menk project team will facilitate a kick-off meeting with the City of
Ames and Airport staff to accomplish the following:
• Review and confirm the scope and nature of proposed improvements
• If requested, review special conditions regarding project staging during construction
4
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 4
• If requested, conduct a field review of project area by project team members and City
staff
Task 2: Data Collection
Subtask 2.1: Field Data Collection
Description: Collect detailed field survey information within project limits and adjacent areas as
well as the areas on airport property where improvements will be implemented as required for
final design and preparation of construction documents. The field survey will be supplemented
by other available information such as aerial photos and mapping, utility maps, as-built drawings,
reports, and studies, etc.
Subtask 2.2: Geotechnical Investigations
Description: Collect and review geotechnical data to gather information on existing soil
conditions, and existing pavement depths. Coordination will be done with the geotechnical
subconsultant to schedule work and establish any work constraint parameters.
Field work will be performed by a qualified geotechnical subconsultant. The geotechnical
investigation will include up to three (3) soil borings to a depth of 5 feet. A geotechnical report
will be prepared to discuss the findings of the soil borings and discuss soil classifications, site
conditions, groundwater observations, grading concerns, paving design and subbase design.
Subconsultant services will be provided by Construction Materials Testing.
After receiving the testing report from the geotechnical firm, the Consultant will analyze the data
and any existing geotechnical data received from Sponsor, consisting of the following tasks:
o Review geotechnical recommendations
o Review the geotechnical pavement recommendations from the geotechnical report
o Incorporate pavement design recommendation from geotechnical report on plan
sheets
Task 3: Plan and specification preparation
Final design and plans will conform to requirements of the City of Ames, or SUDAS Specification
requirements. Plans will be reviewed with the City of Ames and/or Airport staff throughout the
project. The Project Manual will be reviewed at the 95% complete stage.
Subtask 3.1: 2025 Entrance Road Improvements Plans
Description: Complete preliminary and final plans. Major design components to include the
following:
• Horizontal alignment and profile view of entrance road reconstruction improvements
• Pavement sections of proposed pavements
• Removal plans
• Applicable Storm Sewer Plan and Profile plans
• Applicable Grading Improvements
• General layout plan of the proposed improvements
• Preparation of traffic control sheet
5
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 5
• Miscellaneous plan sheets, including, but not limited to: Title sheet, tabulations, typical
sections, details, and other required information
Subtask 3.2: Project Manual
Description: Prepare project manual for the project, including:
• General information for bidders: Advertisement for bids, instructions to bidders, special
bidding requirements/provisions
• General conditions and supplementary conditions
• Information to be submitted with bid: Proposal, bid bond, information requested from
bidder, etc.
• Agreement, performance, payment and maintenance bond forms
• General conditions
• Supplemental Technical specifications, where a Iowa SUDAS Specification is not available
Deliverables:
• Preliminary plans and final plans
• Preliminary and final project manual
• Statement of estimated quantities and construction cost at preliminary and final plans
Task 4: Bidding Services
Subtask 4.1: Bidding Phase Services
Description: Provide the following services during the bidding phase:
• Provide copies of the contract/bidding documents
• Address questions from prospective bidders, subcontractors, and suppliers, and prepare
and issue addenda as required
Subtask 4.2: Bid Letting and Post-Bid Services
Description: Provide the following services during the bid and post -bidding phase:
• Attend bid letting
• Review and evaluate bids submitted
• Prepare a bid tabulation
• Prepare a recommendation of award and/or alternate action by the Sponsor
Deliverables:
• Bid Tabulation
• Recommendation for award to Sponsor
6
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 6
2. CONCEPTUAL PARKING LOT LAYOUT
Subtask 5.1: Parking Lot Concept
Description: Prepare conceptual layout for the future parking lot shown on the Airport Layout
Plan for the project, including:
• Provide a conceptual layout of the interior area available for future parking lot, between
the existing entrance road segments.
• Validate existing entrance road route is compatible with future parking needs.
• Provide concept to City of Ames for review in comment.
• Incorporate any comments received on conceptual layout in a single effort.
Deliverables:
• PDF of parking lot concept plan
3. CONSTRUCTION PHASE SERVICES
Construction related services are not desired at this time for the project. If the City of Ames desires Bolton
and Menk provide any construction related services such as attendance at the pre-construction meeting,
construction observation, contract administration, construction administration or construction testing
those services could be included in a mutually agreed upon future work order addendum.
I.B. ADDITIONAL SERVICES
Consulting services performed other than those authorized under Section 1 (Design and Bidding Services)
Section 2 (Conceptual Parking Lot Layouts), or Section 3 (Construction Phase Services) above shall be
considered not part of the I.A Basic Services and may be authorized by the CLIENT as Additional Services.
Additional Services consist of those services that are not generally considered to be Basic Services or
Construction Phase Services; or exceed the requirements of the Basic Services or Construction Phase
Services; or are not definable prior to the bidding of the project; or vary depending on the technique,
procedures, or schedule of the project contractor.
Additional services, available upon request, may include:
• CONSTRUCTION STAKING. Perform construction staking and furnish necessary equipment and
supplies to establish grade and line for the contractor's guidance in construction of the project
and in accordance with the contract documents. As part of the plans and specifications for the
project, it is assumed that the contractor will be providing layout and construction staking for the
project.
• CONSTRUCTION TESTING. Perform any construction testing needed in the construction of the
proposed improvements and in accordance with the contract documents. As part of the plans and
specifications for the project, it is assumed that the contractor will be providing all quality control
testing and quality acceptance testing for the project.
7
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 7
• PRECONSTRUCTION CONFERENCE. Preparation, organization or attendance at a preconstruction
meeting.
• CONSTRUCTION ADMINISTRATION. Perform preparation of construction pay request, preparation
of changes orders, review test results, review shop drawings, perform visits to the construction
site by the project engineer, conduct final inspections, preparation of punch list and preparation
of recommendation of acceptance to the sponsor.
• CONSTRUCTION OBSERVATION. Perform any construction observation related to the project.
Services typically associated with construction observation include but are not limited to
monitoring construction progress, monitoring construction schedule, monitoring general
conformance with the plans and specifications, maintaining records of construction progress,
evaluating change orders or substitute materials, calculating as-built quantities, preparing as-built
plan, attending construction progress meetings and/or performing other services reasonably
required by the client and as outlined in the contract documents.
• All other services not specifically identified in this work order.
I.C. ITEMS PROVIDED BY CLIENT
The following items are to be provided by CLIENT:
1. Existing mapping, reports, and other pertinent information
2. Relevant as-built information.
I.D. CONSIDERATION
The services described above in I.A BASIC SERVICES shall be provided as follows:
TASK 1 – DESIGN AND BIDDING SERVICES $ 67,300.00 (lump sum)
TASK 2 – CONCEPTUAL PARKING LOT LAYOUT $ 5,400.00 (lump sum)
TASK 3 – CONSTRUCTION PHASE SERVICES Not Provided*
TOTAL AUTHORIZED FEE $ 72,700.00
* Services available upon completion of a future addendum to work order.
Any changes to the scope of work that are not specifically included in this proposal will be considered
additional work and a negotiated addendum to the agreement will be completed.
Progress payments shall be made in accordance with Section 3 of the MASTER AGREEMENT.
8
Ames Municipal Airport Work Order #6
BMI Project No. 24X.136286.000
\\ames4\h\AMES\24X136286000\0_Airport Entrance Road\A_Project
Management\2_Contracts\Contract\Ames-Entrance Road-Iowa-WO 6 - Updated
after Client Comments 10-16-2024.docx Page 8
I.E. AUTHORIZATION
City of Ames Bolton & Menk, Inc.
By: By:
Date
Ronald A. Roetzel, P.E. Date
Aviation Services Manager
Attest:
Attachments:
Exhibit I – Ames Airport Utilities
10/16/2024
9