Action Item # 6120/23 Docket Date: January 11, 2023 REQUEST FOR CITY COUNCIL ACTION Mayor Xay R. Khamsyvoravong & Yfembors of the City Councit Joseph J. Nicholson, J. Esqn, City fanager December 30, 2022 Cliff Walk Repair Professional Services, Supplemental Agreement Staff Presentation: William R. Riccio, Jr., PE, Director of Public Services RECOMMENDATION: ‘The Department of Public Services recommends approval ofa supplemental agreement with GZA Geoenvironmental, Inc., of Providence, Rhode Island, to provide additional professional enginecring services for the design of Cliff Walk repairs in anot to exceed amount of $64,500.00 in accordance with the Contract ‘Term of Agreement in Section X, Supplemental Agreements, BACKGROUND AND FINDINGS: ‘The Department of Public Services requires additional professional services for advancing the design of the Cliff Walk repairs. ‘These services will allow the project to progress from a concept of repair to the development of a pr design and environmental permit submission. ‘The seope of services will aso be extended from the previous arca of collapse (March 202) to the area between Narragansett Avenue and Webster Street At its April 13, 2022, meeting, the City Council awarded the Cliff Walk Repair Professional Services contract to GZA Geoenvironmental, Inc via Resolution 2022-34. This supplemental agreement increases the existing contract work in the amount of $59,500.00 and $5,000.00 of contingency to be held in reserve by the City. The total authorized contract amount will thus increase from $154,315.00 to $218,815.00. The Term of Agreement in Section Ill of the contract will be extended {0 June 30, 2024, as the contract billing will continue to be in accordance withthe fee schedule outlined in RI DOA Master Price Agreement #584, OE Engineering Services. VI Resolution 2022-34 FISCAL IMPACT X_ Currently Budgeted (Account: Transfer from Fund 35 - Property Acquisition Fund to Fund 13 - Capital Project Fund) __ Requires additional appropriation __ No Fiscal Impact SUPPORTING DOCUMENTS Resolution ‘Supplemental Agreement #1 GZA Supplemental Services Proposal Finance Dept. Review: Date By: ‘ifapplicable)THE CITY OF NEWPORT RESOLUTION OF THE COUNCIL No. RESOLVED: that the City of Newport amend the existing contract that provides Cliff Walk Repair Professional Services (approved via Resolution 2022-34) by and between the City of Newport and GZA Geoenvironmental, Inc., of Providence, RI, in on amount of $64,500.00 including $5,000.00 contingency to be held in reserve by the City for a not to exceed total contract cost of $218,815.00. and the Mayor is authorized to sign said Supplemental Agreement on behalf of the City, subject to favorable review by the City Solicitor. IN COUNCIL, READ AND PASSED Laura C. Swistak City ClerkSUPPLEMENTAL AGREEMENT #1 By and between CITY OF NEWPORT and GZA Geoenvironmental, Inc. ‘This supplemental agreement is made and entered into by the associated parties in accordance with Section X, SUPPLEMENTAL AGREEMENTS, of said contraet for Cliff Walk Repair Professional Services in otder to provide additional engineering services per all the existing contract language as contained within said Contract and the GZA proposal dated December 29, 2022. The associated dollar amount of the nal work shall not execed $64,500.00 which includes $5,000.00 contingency to be held in reserve by the City fora new not to exceed total contract value of $218,815.00. This Agreement shall terminate une 30, 2024, in accordance with the Term of Agreement Section III IN WITNESS HEREOF, the said parties hereto have caused this instrument to be signed by their duly constituted officers, attested, and sealed pursuant to proper resolutions. By: Party of the First Part (Signature) Xay R. Khamsyvorayong, Mayor City of Newport Witness (Diaeeseeseaeeeeeceeeeaeeceaee Date By: Party of the Second Part (S Wines (Printed Name and Titley Date Date Approved as to Form By: Christopher J. Behan, Esq, tor DateDecember 29, 2022 Job No. 03.0033884.01 Mr. William Boardman, PE City of Newport 43 Broadway Newport, Rhode Island 02840, Re: Additional Concept Design and Construction Phase Services Newport Cliff Walk Repair Newport, Rhode Island Dear Mr. Boardman: In response to your request, GZA GeoEnvironmental Inc. (GZA) is pleased to present this Change Notice pertaining to our proposal dated Apri 1, 2022 for Engineering Design Services related to the recent Newport Cif Walk collapse events between Webster Street and Narragansett Avenue. The City of Newport authorized the original scope of work presented in the above referenced proposal utilizing the State of Rhode Island Master Price Agreement for Professional Services (MPA #584) on April 22, 2022 SECTION 1; INTRODUCTION (On November 2, 2022, the City of Newport requested GZA to expand the limits of the provided conceptual repair options from the localized area of cliff walk collapse to the entire cliff walk section between Webster Street and Narragansett Avenue during a conceptual design discussion meeting, (On December 23, 2022 an additional the portion of the dlif walk collapsed during @ significant storm event approximately 200-feet north of the previous collapse. The material retained by a crescent shaped granite block seawall just south of Narragansett Avenue and Forty Steps was displaced causing the armored slope to fail This Change Notice serves to update the original budget to account for a requested change in the. scope of work and to investigate and provide concept repair designs for the recent seawall collapse. The following existing tasks have been updated to reflect scope modifications and additional work requested of GZA "Task 1: Project Management and Engineering Support During Construction (Budget Adjustment) Task 3: Engineering Design of Concepts, Preparation of Plans, and Summary Memorandum * Task: Advancement of Preliminary Design, Development of Permit Level Drawings, and Permitting SECTION 2: PROJECT ORGANIZATIONDecember 29, 2022 GIN File No. 03,0033884,01 f City of Newport Page {2 Russel J. Morgan, P.E. will be the Principal-in-Charge for the project, maintaining ultimate responsibility for work staffing ‘and completion. Timothy W. Smith, PE will serve as the Project Manager with day-to-day responsibility for managing GZA’s work. Matthew J. Page, P.E. will serve as the Project Consultant / Reviewer. SECTION 3: SCOPE OF SERVICES ‘The following describes the work covered by this Change Notice. The estimated budget adjustments associated with the tasks described below are summarized in the fee estimate below. Task 1. Project Coordination, Meetings, and Review of Existing Information (Budget Adjustment) GZAwill continue to coordinate with the City of Newport to communicate any changes or project concems and provide updates on the status of work. As part of this task, GZA will perform up to two (2) site visits to evaluate the cliff face at both collapse sections between Webster Street and Narragansett Avenue, the cif face, and any existing eath retaining structures adjacent to these collapse areas. Subsequent to the completion of the work, GZA will schedule a meeting to review the updated conceptual design documents generated and discuss any changes that may be needed moving forward In budgeting for this task, GZA has assumed that one additional (1) in-person meeting willbe attended with the City of ‘Newport and that one (1) additional in-person meeting will be required between G2A, the City of Newport, and the permitting agencies Task2. Pre-Design Investigations (PO!) for Seawall At this time, there is no additional work required under this work task. However, following a site visit it may be identified that follow-up topographic survey of the recent seawall collapse may be necessary for the purpose of developing drawings and accurately illustrating existing conditions to both the permitting agencies and contractors. For the purpose of budgeting, a $6,000.00 contingency has been added for topographic survey. Task3. Engineering Design of Concepts, Preparation of Plans, and Summary Memorandum Utilizing previously captured survey information and geotechnical information, and previously identified loading conditions, GZA will expand the evaluation area from the isolated cliff walk collapse area to the entire cliff face between Webster Street and Narragansett Avenue. GZA will perform detailed preliminary analysis at the recently collapsed seawall section south of Narragansett Avenue to identify potential repair options. Itis anticipated that the granite block wall will need to be repaired and that stone rip-rap revetment will be required to buttress the wall following repairs. GZA will develop conceptual design drawings using the previously performed topographic survey and construction documents to illustrate developed repair options. Analysis will also be performed to identify potentially unstable clff locations within the area and conceptual design ‘options will be developed to stabilize the clff face. It is currently anticipated that identified unstable clif locations will be stabilized ina similar manner to the March 2022 collapse section with either rock anchors or stone rip-rap revetment options. In addition to developing stabilization options for the remaining portions of the cliff walk within the identified area, GZA will evaluate an alternative options for relocating the cliff walk path. To supplement the path relocation options,& December 29, 2022 (e7A\ File No. 03.0033884.01 f City of Newport Page [3 itis anticipated that stone rip-rap revetment may stil be placed along the toe of the diff face to reduce scour and Upon completion of this preliminary design analysis, GZA will develop additional conceptual design drawings for these options. The drawings are anticipated to consist of existing conditions sections and proposed conceptual design plans and sections depicting the identified wall repair options. These drawings will be able to be utilized for presentation to the City of Newport and applicable permitting agencies (CRMC, RIDEM, USACE}. GZA will generate updated Engineers’ opinion of construction cost estimates for each potential design option for inclusion within an updated memorandum. GZA will identify any new constructability concerns with the newly developed concept repair options. Task4. Advancement of Preliminary Design, Development of Permit Level Drawings, and Permitting Additional environmental permit level drawings and application text will be developed for the identified seawall repair concepts and cliff face stabilization options. It is anticipated that regulatory permitting for the repair activities will include submitting applications to CRMC, USACE, RIDEM, and The City of Newport. Application documents will be prepared by GZA for submission by the City to the various agencies, GZA will maintain contact with the agencies, responding to any questions or requests for additional information, to expedite the review and approval of the required permits. GZA will monitor the progress of the permit review process until all approvals are obtained. GZA will attend any required meetings and prepare presentation materials and submittals as needed. BASIS OF CHARGES GZA\S billings will be based upon actual accrued time and expenses in accordance with the attached Schedule af Fees, FEE ESTIMATE ‘The fee estimate presented below represents costs for additional engincering services. This cost is estimated to be $59,500.00 for additional concept design and permitting services, Task Project Initiation, Management, and Meetings $ 5,000.00 Task Pre-Design Investigations for Seawall $ 6,000.00 Task Engineering Design of Concepts, Preparation of Plans, and Summary |S 30,000.00 ‘Memorandum Taskiv ‘Advancement of Preliminary Design, Development of Permit Level Drawings, | 18,000.00 and Permitting Miscellaneous Travel, Reproduction, Equipment, etc. aus 300.00 Estimated Total [$59,500.00 CONDITIONS OF ENGAGEMENT AND PROPOSAL ACCEPTANCE= December 29,2022 GIN File No. 03.0033884.01 y City of Newport Page | 4 GZA’s services will be provided in accordance with State of Rhode Island Master Price Agreement (MPA) 584, dated July, 1, 2021, This proposal may be accepted by signing in the appropriate spaces below and returning one complete copy to us withthe Terms and Conitions attached, This proposals vali for @ period of 30 days rom the dat of sue. Thank you forthe opportunity to submit this proposal. you have any questions, please donot estate to callus. Very truly yours, GG2A GEOENVIRONMENTAL INC. Matthew J Page. PE. Project Manager Consultant / Reviewer lrmel/ M005 — Russell J. Morgan, PE. Senior Principal Attachments: Schedule of FeesQ December 29, 2022 (e7A\ File No, 03.0033884.01 4 Gityof Newport Page | 5 ‘This Proposal for Services and Terms and Conditions of Engagement are hereby accepted and executed by a duly authorized signatory, who, by execution hereof, warrants that he/she has full authority to act for, in the name of, and on behalf of the City of Newpor CITY OF NEWPORT By Title Typed Name. Date Billing address if different from above): _\GEO\22884 OL TWS\PC\PROFOSAL (CHANGE NONE 1229)33884 01 FRAL_ CHANGE NOTE (REV 1,000Schedule of Fees — Calendar Year 2022 Page| of Client: City of Newport Job No: 03.0033884.01, Date: December 29, 2022 Senior Principals ; $250 per hour Principals $240 per hour Associate Principals $230 per hour Senior Technical Consultant $230 per hour Senior Project Manager $ 200 per hour Project Manager $175 per hour Assistant Project Manager $155 per hour Engineer/Geologist | $125 per hour Engineer/Geologist Ih $ 120 per hour CAD Designer Grade $140 per hour CAD Designer Grade tl $123 per hour CCAD Designer Grade I $115 per hour Senior Administrative Assistant $ 112 per hour ‘Administrative Assistant $95 per hour Project Support 3. 80 per hour Outside Services and Out-of- Pocket Expenses Cost Plus 15% The above cates for Technical and Support Personnel will be charged for actual time worked on the project. In addition there will be charges fr: ‘Time requited for travel from Company office to job or meeting site and return, or from/to home if mileage is ess. For work requiring out-of-town overnight stay, the minimum charge for work on the project will be eight (8) hours per day. Laboratory service charges based on standard unit prices ‘Communication fee charged at 3.0% of labor invoiced for total cost of local, long distance, and cellular phone equipment and connectivity; electronic data communication and transmission; facsimile and document scanning; and USPS postage, + Afifty percent (50%) premium willbe added tothe above rates for expert witness and other special services of Senior Principals, Principals, ond Associate Principal Labor rates may be adjusted on an annuo! basis commensurate to salory increases. (ne \sTNO\Ee5\ G28 SOF Semele of Fes Calendar Yen 2022 (Sched). docx‘THE CITY OF NEWPORT. RESOLUTION OF THE COUNCIL No. 2022-34 WHEREAS: The State of Rhode Island’s Master Price Agreement #584, OE Engineering Services, presents GZA Geoenvironmental Inc. (GZA), of Providence, RI, as a qualified vendor able to provide the required services for use by the City of Newport for services associated with the March 3, 2022 collapse of a section of the Cliff Walk. NOW THEREFORE, BE IT RESOLVED: ‘That the City of Newport hire GZA, of Providence, RI via RI MPA #584, for a not to exceed cost of $154,315.00, and the Mayor is authorized to sign said contract on behalf of the City, subject to favorable review by the City Solicitor and approves the transfer of funds from Fund 35 (Property Acquisition Fund) to Fund 13 (Capital Project Fund in connection therewith. IN COUNCIL RBAD AND PASSED APRIL 13, 2022