HomeMy Public PortalAboutORD16141BILL NO. 2021-016
SPONSORED BY Councilmember Fitzwater
ORDINANCE NO. I(P141
AN ORDINANCE OF THE CITY OF JEFFERSON, MISSOURI, AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT WITH COOK, FLATT, &
STROBEL ENGINEERS, P.A., IN THE AMOUNT OF $50,000.00 FOR THE TRANSIT
FACILITIES FEASIBILITY STUDY.
WHEREAS, Cook, Flatt, & Strobel Engineers has been selected as the firm best qualified
to provide professional services related to the transit facilities feasibility
study.
NOW, THEREFORE, BE IT ENACTED BY THE COUNCIL OF THE CITY OF
JEFFERSON, MISSOURI, AS FOLLOWS:
Section 1. Cook, Flatt, & Strobel Engineers is hereby approved as the best
qualified firm to provide professional services and its proposal is hereby accepted.
Section 2. The Mayor and City Clerk are hereby authorized to execute an
agreement with Cook, Flatt, & Strobel Engineers for the transit facilities feasibility study.
Section 3. The agreement shall be substantially the same in form and content as
that agreement attached hereto as Exhibit A.
Section 4. This Ordinance shall be in full force and effect from and after the date
of its passage and approval.
Passed: '�tw )-/) '2�
Approved- 11
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Presiding Officer Mayor Carrie Tergin ' 0
ATTEST:
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APPROVED AS TO FORM:
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Transit Facilities Feasibility Study
CITY OF JEFFERSON, MISSOURI
TASK 1 1 Project Objectives / Site Discovery
The goal of this task is to establish a basis of background information for space needs programming and
concept design. Task would include Design Team reviewing initial helpful information provided by City, to
prepare for Programming:
1.1 Documentation of Current Use and Operation. For Transit and Maintenance Divisions, City to provide
general background info including organizational chart, staffing levels, vehicle inventories, outline summary of
Division Operation practices (including washing, fueling and storage operation). City to provide planned grown
for 5-10 year and 30+ year time frames. This does not have to be an exhaustive report, just an outline to drive
a dialogue --and it would be good to note how existing facilities are hampering operations.
1.2 Documentation of Sites. City to provide surveys of sites to be explored. Surveys should include all available
utility information at the sites including sanitary, storm, water and power. In addition, information on location and
size of existing underground storage tanks, including age of tanks and year installed would be beneficial.
TASK 2 1 Programming / Interaction
The goal of this task is to establish interaction between the Design Team and Division leadership/staff to understand
existing operational conditions and identify project needs.
2.1 Programming Summaries. Over the course of a full day, Design Team to tour current Transit and Central
Maintenance facilities. Design team to ask questions, take notes, and photograph major spaces, with a goal of
understanding operational flow and how current conditions hamper operations. After tours, Design Team to
interview Division leadership and staff in more depth to go over observations and better understand
programmatic needs, space standards, general FFE requirements, growth potential, work culture, vehicular
circulation requirements and adjacencies. Using info from these visits, Design Team will compile Departmental
Programming Summaries for Transit and Central Maintenance Divisions. Summaries to include:
Divisional Operational Narratives
Divisional Space Needs Programs, including current and growth needs
Divisional Adjacency Diagrams
Space standards for offices, conference rooms and similar repetitive spaces
Basic space standards for vehicular storage, maintenance bays, storage areas, etc.
Brief parking needs narrative
Brief traffic narrative including accessibility needs of the various vehicles accessing/using the sites
Brief Security / IT / Communications needs narrative
List of 8-12 Project Imperatives --overarching goals for the facilities related to function, durability, site context, public
interface and other issues that define success
2.2. Existing Facility Condition Narratives. Design Team will compile brief summaries of existing facilities,
with regard to condition, capacity, and ability to support Divisional Operations for Transit and Central
Maintenance. Summaries will include notes and photos.
TASK 3 1 Test Fits
The goal of this task is to understand how the projected building programs could fit on the sites, including
analysis of vehicle circulation.
3.1 E. Miller Site Analysis. Design Team would study various ways that a Transit Facility could work at the E.
Miller site, with the Central Maintenance Facility moving to the Hyde Park location. The goal would be to iterate
multiple layouts, for City input. Some layouts would consider renovations or additions to existing buildings and
some would consider new construction. Layouts would consider ideal locations for bus wash and fueling
operations. Test fits would include initial site layout ideas and fleet circulation diagrams, as needed.
3.2 Hyde Park Site Analysis. Design Team would study various ways that a Central Maintenance Facility
could work at the Hyde Park site. The goal would be to iterate multiple layouts, for City input. Test fits would
include initial site layout ideas and fleet circulation diagrams as needed. Test fit would include vehicle wash
bay, as a best practice. Wash bay could be integral or stand-alone based on your needs.
3.3 Campus Adjacency Diagrams. With feedback from the two Site Analyses in mind, Design Team would record
separate Campus Adjacency Diagrams, showing interconnectivity between functions, departments, parking, public
access, etc. Design Team would present the Site Analyses and Campus Adjacency Diagrams to the City for comment.
3.4 West Side Site Analysis. Design Team would help the City visualize a simple Transfer Facility on the site
between Walmart and Menards, potentially including a small waiting area and a restroom for bus drivers. Potential
scope on this site to include initial research into utility connections (power, water, sanitary) and analysis on feasibility
/ rough cost of a restroom. If the vision proves feasible, additional study will need to be done to evaluate space and
traffic routing so that stops at Walmart could be maintained.
3.5 Public Interaction. If desired, the Design Team would attend a public interaction session focused on high
level information about potential plans for the two sites. The Design Team assumes the City will organize and
lead the session, and the Design Team would present the Test Fits / Campus Adjacency Diagrams, and
answer questions. Note that an Open House format is often effective for this type of presentation. Note that this
interaction meeting could also happen at the end of the following phase —we believe there only needs to be a
single public interaction meeting —but are open to two if you feel that both are needed.
TASK 4 1 Conceptual Design
The goal of this task is to build on initial test fits and to develop a realistic project scope that meets the defined
project goals, including those related to operation, site flow and public interface.
4.1 Transit Department Facility Conceptual Design. Design Team would develop the best ideas created
during the Test Fit task and create 2-3 design concepts. Some concepts might be all new construction, some
might include partial or full renovations of existing structures. Studies on existing conditions of facilities, and
program needs will inform these design concepts. Conceptual Designs to include:
Floor plan studies and diagrams
Site layout plans with new/revised utility connections
Fleet circulation diagrams
Digital model studies including a rendering to help the City visualize the project
Design narratives
Cost estimates, based on likely ROM cost per square foot ranges of similar facilities
4.2 Central Maintenance Facility Conceptual Design. Design Team would develop the best ideas created
during the Test Fit task and create 2-3 design concepts. Conceptual Designs to include:
Floor plan studies and diagrams
Site layout plans with new/revised utility connections and a fleet circulation diagram
Digital model studies including a rendering to help the City visualize the project
Design narratives
Cost estimates, based on likely ROM cost per square foot ranges of similar facilities, plus preliminary cost
estimates for site revisions, i.e. pavement, curb, sidewalk, and utility connections
4.3 West Side Transfer Facility Conceptual Design. Design Team would create a simple diagram showing
how a small facility potentially including a waiting room and restroom for bus drivers could be located at the site
between Walmart and Menards.
4.3 Public Interaction. See 3.5 above, Public Interaction could happen at this time, or earlier.
TASK 5 1 Final Report
The goal of this task is to summarize all of the information gathered in prior Tasks, into a single concise
document, and to reach some conclusions to help the City move forward into planning and funding.
5.1 Final Report Deliverable Design Team would include an Executive Summary with recommendations and
the backup information to support the findings, including Programming Summaries, Campus Adjacency
Diagrams, Conceptual Designs, including site layouts and fleet circulation diagrams, and Cost Estimates.
5.2 Final Presentations Design Team would present the final report to City Leadership for final input
Lump sum fee for described services: $50,000.
May 24, 2021
=301-11r0
CITY OF JEFFERSON
CONTRACT FOR PROFESSIONAL SERVICES
THIS CONTRACT, made and entered into the date last executed by a party as indicated below, by and
between the City of Jefferson, a municipal corporation of the State of Missouri, hereinafter referred to as
"City", and Cook, Flatt & Strobel Engineers, P.A., (CFS Engineers), hereinafter referred to as "Contractor".
WITNESSETH:
THAT WHEREAS, the City desires to engage the Contractor to render certain services for a
feasibility study for the City's Transit facilities, hereinafter described in Exhibit A.
WHEREAS, Contractor has made certain representations and statements to the City with respect
to the provision of such services and the City has accepted said proposal to enter into a contract with the
Contractor for the performance of services by the Contractor.
NOW THEREFORE, for the considerations herein expressed, it is agreed by and between the City
and the Contractor as follows:
1. Scope of Services.
Contractor agrees to provide all supervision, labor, tools, equipment, materials and supplies for a feasibility
study for the City's Transit facilities, as set forth in Exhibit A. In the event of a conflict between this
agreement and any attached exhibits, the provisions of this agreement shall govern and prevail.
2. Payment.
The City hereby agrees to pay Contractor for the work done pursuant to this contract according to the
payment schedule set forth in the contract documents upon acceptance of said work by an Agent of the City
of Jefferson's Public Works Department, and in accordance with the rates and/or amounts stated in the bid
of Contractor dated May 24 2021, which are by reference made a part hereof. No partial payment to
Contractor shall operate as approval or acceptance of work done or materials furnished hereunder. No
change in compensation shall be made unless there is a substantial and significant difference between the
work originally contemplated by this agreement and the work actually required. The total amount for
services rendered under this contract shall not exceed Fifty Thousand Dollars and Zero Cents ($50,000.00).
3. Term.
This contract shall commence on the date last executed by a party as indicated below. The Contractor shall
perform a feasibility study for the City's Transit facilities, as set forth in Exhibit A, within four (4) months
of the date last executed by a party below.
4. Additional Services.
The City may add to Contractor services or delete therefrom activities of a similar nature to those set forth
in Exhibit A, provided that the total cost of such work does not exceed the total cost allowance as specified
in paragraph 2 hereof. The Contractor shall undertake such changed activities only upon the direction of
the City. All such directives and changes shall be in written form and approved by the City and shall be
accepted and countersigned by the Contractor or its agreed representatives.
5. Personnel to be Provided.
The Contractor represents that Contractor has or will secure at its expense all personnel required to perform
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the services called for under this contract by the Contractor. Such personnel shall not be employees of or
have any contractual relationship with the City except as employees of the Contractor. All of the services
required hereunder will be performed by the Contractor or under the Contractor's direct supervision and all
personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to
perform such services. None of the work or services covered by this contract shall be subcontracted except
as provided in Exhibit A without the written approval of the City.
6. Contractor's Responsibility for Subcontractors.
It is further agreed that Contractor shall be as fully responsible to the City for the acts and omissions of its
subcontractors, and of persons either directly or indirectly employed by them, as Contractor is for the acts
and omissions of persons it directly employs. Contractor shall cause appropriate provisions to be inserted
in all subcontracts relating to this work, to bind all subcontractors to Contractor by all the terms herein set
forth, insofar as applicable to the work of subcontractors and to give Contractor the same power regarding
termination of any subcontract as the City may exercise over Contractor under any provisions of this
contract. Nothing contained in this contract shall create any contractual relations between any
subcontractor and the City or between any subcontractors.
7. Independent Contractor.
The Contractor is an independent contractor and nothing herein shall constitute or designate the Contractor
or any of its employees as agents or employees of the City.
8. Benefits not Available.
The Contractor shall not be entitled to any of the benefits established for the employees of the City and
shall not be covered by the Workmen's Compensation Program of the City.
9. Nondiscrimination.
The Contractor agrees in the performance of the contract not to discriminate on the grounds or because of
race, creed, color, national origin or ancestry, sex, religion, handicap, age or political affiliation, against
any employee of Contractor or applicant for employment and shall include a similar provision in all
subcontracts let or awarded hereunder.
10. Illegal Immigration.
Prior to commencement of the work:
a. Contractor shall, by sworn affidavit and provision of documentation, affirm its enrollment
and participation in a federal work authorization program with respect to the employees
working in connection with the contracted services.
b. Contractor shall sign an affidavit affirming that it does not knowingly employ any person
who is an unauthorized alien in connection with the contracted services.
C. If Contractor is a sole proprietorship, partnership, or limited partnership, Contractor shall
provide proof of citizenship or lawful presence of the owner.
11. Notice to Proceed.
The services of the Contractor shall commence upon execution of this Agreement, and shall be undertaken
and completed in accordance with the schedule contained in Exhibit A.
12. Termination.
If, through any cause, the Contractor shall fail to fulfill in timely and proper manner its obligations under
this contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this
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contract, the City shall thereupon have the right to terminate this contract by giving written notice to the
Contractor of such termination and specifying the effective date thereof, at least five (5) days before the
effective day of such termination. The City reserves the right to terminate this contract for convenience
by giving at least fourteen (14) days prior written notice to Contractor, without prejudice to any other rights
or remedies of the City, provide Contractor shall be entitled to payment for all work completed by
Contractor through the date of termination. The Contractor may without cause terminate this contract upon
30 days prior written notice. In either such event all finished or unfinished documents, data, studies,
surveys, drawings, maps, models, photographs, and reports or other materials prepared by the Contractor
under this contract shall, at the option of the City, become its property, and the compensation for any
satisfactory work completed on such documents and other materials shall be determined. Notwithstanding
the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City by
virtue of any such breach of contract by the Contractor.
13. Waiver of Breach.
Failure to insist upon strict compliance with any of the terms covenants or conditions herein shall not be
deemed a waiver of any such terms, covenants or conditions, nor shall any failure at one or more times be
deemed a waiver or relinquishment at any other time or times by any right under the terms, covenants or
conditions herein.
14. Authorship and Enforcement.
Parties agree that the production of this document was the joint effort of both parties and that the contract
should not be construed as having been drafted by either party. hi the event that the City successfully
enforces the terms of this contract through litigation, the City shall be entitled to receive, in addition to any
other relief, its reasonable attorney's fees, expenses and costs.
15. Severability.
If any section, subsection, sentence, or clause of this contract shall be adjudged illegal, invalid, or
unenforceable, such illegality, invalidity, or unenforceability shall not affect the legality, validity, or
enforceability of the contract as a whole, or of any section, subsection, sentence, clause, or attachment not
so adjudged.
16. Assignment.
The Contractor shall not assign any interest in this contract, and shall not transfer any interest in the same
(whether by assignment or novation), without prior written consent of the City thereto. Any such
assignment is expressly subject to all rights and remedies of the City under this agreement, including the
right to change or delete activities from the contract or to terminate the same as provided herein, and no
such assignment shall require the City to give any notice to any such assignee of any actions which the City
may take under this agreement, though City will attempt to so notify any such assignee.
17. Existing Data.
All information, data and reports as are existing, available and necessary for the carrying out of the work,
shall be furnished to the Contractor without charge by the City, and the City shall cooperate with the
Contractor in every reasonable way in carrying out the scope of services. The Contractor shall not be liable
for the accuracy of the information furnished by the City.
18. Confidentiality.
Any reports, data or similar information given to or prepared or assembled by the Contractor under this
contract which the City requests to be kept as confidential shall not be made available to any individual or
organization by the Contractor without prior written approval of the City.
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19. Indemnity.
To the fullest extent permitted by law, the Contractor will defend, indemnify and hold harmless the City,
its elected and appointed officials, employees, and agents from and against any and all claims, damages,
losses, and expenses including attorneys' fees arising out of or resulting from the performance of the work,
provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease,
or death, or to injury to or destruction of tangible property (other than the work itself) including the loss of
use resulting therefrom and (2) is caused in whole or in part by any negligent act or omission of contractor,
any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of
them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder.
Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right or obligation
of indemnity which would otherwise exist as to any party or person described in this paragraph.
20. Insurance.
Contractor shall provide, at its sole expense, and maintain during the term of this agreement commercial
general liability insurance with a reputable, qualified, and financially sound company licensed to do
business in the State of Missouri, and unless otherwise approved by the City, with a rating by Best of not
less than "A," that shall protect the Contractor, the City, and the City's officials, officers, and employees
from claims which may arise from operations under this agreement, whether such operations are by the
Contractor, its officers, directors, employees and agents, or any subcontractors of Contractor. This liability
insurance shall include, but shall not be limited to, protection against claims arising from bodily and
personal injury and damage to property, resulting from all Contractor operations, products, services or use
of automobiles, or construction equipment at a limit of $500,000 Each Occurrence, $3,000,000 Annual
Aggregate; provided that nothing herein shall be deemed a waiver of the City's sovereign immunity. An
endorsement shall be provided which states that the City is named as an additional insured and stating that
the policy shall not be cancelled or materially modified so as to be out of compliance with the requirements
of this section, or not renewed without 30 days advance written notice of such event being given to the City.
21. Documents.
Reproducible copies of tracings and maps prepared or obtained under the terms of this contract shall be
delivered upon request to and become the property of the City upon termination or completion of work.
Copies of basic survey notes and sketches, charts, computations and other data prepared or obtained under
this contract shall be made available, upon request, to the City without restrictions or limitations on their
use. When such copies are requested, the City agrees to pay the Contractor its costs of copying and
delivering same.
22. Books and Records.
The Contractor and all subcontractors shall maintain all books, documents, papers, accounting records and
other evidence pertaining to costs incurred in connection with this contract, and shall make such materials
available at their respective offices at all reasonable times during the contract and for a period of three (3)
years following completion of the contract.
23. Nonsolicitation.
The Contractor warrants that they have not employed or retained any company or person, other than a bona
fide employee working solely for the Contractor, to solicit or secure this contract, and that they have not
paid or agreed to pay any company or person, other than a bona fide employee working solely for the
Contractor, any fee, commission, percentage, brokerage fee, gifts, or any other consideration, contingent
upon or resulting from the award or making of this contract. For breach or violation of this warranty, the
City shall have the right to annul this contract without liability, or, in its discretion, to deduct from the
CITY OF JEFFERSON, MISSOURI
com
Carrie Tergin, Mayor
Date:(#-2,2-2(
ATTEST:
APPROVED AS TO FORM:
Cityr-Aey
CFS ENGINEERS
ATTEST:
Title:
DEPARTMENT OF PUBLIC WORKS
ENGINEERING DIVISION
320 EAST McCARTY STREET
JEFFERSON CITY, MISSOURI 65101
ACCOUNT NO.
Change Order No. One (1) Project No. 63037 Ord. No. 16141 Date: 3/10/2021
Job & Location: TRANSIT FACILITIES FESIBILITY STUDY
Contractor: Cook, Flatt & Strobel Engineers
----------------------------------------------------------------------------- -----------------------------------------------------------
It is hereby mutually agreed that when this change order has been signed by the contracting parties, the following described
changes in the work required by the contract shall be executed by the contractor without changing the terms of the contract except
as herein stipulated and agreed.
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DESCRIPTION OF CHANGES: The City directed the consultant to focus their attention on City owned sites. Upon review of that
information it was determined that the existing City sites did not provide for the future needs of the transit division. It was at that
time the City requested the consultant to work with other sites to determine their feasibility as possible locations. This change in
focus required additional time for data collection and evaluation.
Note: Item numbers prefixed with "EW" (Extra Work) are new line items to the contract.
Quantity in Revised Amount of
Item Quantity in Change Contract Overrun or
No. Description Unit Contract Order Quantity Unit Price Underrun
EW 1.1 Contract time extention Month 4 5 9 $0.00 $0.00
CONTRACTORS PROPOSAL FOR THE ABOVE DESCRIBED CHANGES:
I/We hereby agree to the modifications of the contract as described above and agree to furnish all materials and labor and perform
all work in connection therewith in accordance with the requirements for similar work in existing contract except as otherwise
stipulated herein, for the following considerations:
Contract Amount - This is a no cost Change Order
Contract Time - Add 5 calendar months to the Contract
STATEMENT OF CONTRACT AMOUNT:
ORIGINAL CONTRACT
PREVIOUS APPROVED CHANGE ORDERS
TOTAL THIS CHANGE ORDER
TOTAL OF ALL CHANGE ORDERS
CONTRACT AMOUNT TO DATE
Amount % Change Time
$50,000.00 4
.00 0.0% 0
.00 0.0% 5
$0.00 0.0% 5
000.00 9
Cook, Flatt &Strobel Engineers
Contractor Date
l
Recommended by. 3" o
City gin Date
Verification of Encumbrance:
Finance Director
Accepted by:
owner - City Administrator /
Date
Approved as to Form: do2o2
City ttom,ey Date