AGENDA FINANCE AND PERSONNEL COMMITTEE MONONA PUBLIC LIBRARY, MUNICIPAL ROOM 1000 NICHOLS ROAD MONDAY, DECEMBER 3, :30 P.M.

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1 AGENDA FINANCE AND PERSONNEL COMMITTEE MONONA PUBLIC LIBRARY, MUNICIPAL ROOM 1000 NICHOLS ROAD MONDAY, DECEMBER 3, :30 P.M. 1. Call to Order. 2. Roll Call. 3. Approval of Minutes. (None) 4. Appearances. 5. Unfinished Business. (None) 6. New Business. A. Consideration of Resolution Approving a Contract Amendment for Riverfront Park Engineering and Construction Administration. B. Consideration of Resolution Amending the 2019 Capital Budget for Riverfront Park Engineering and Construction Administration. 7. Acceptance of General Fund Accounts Payable Checks Dated November 16 29, (Documentation of invoices paid is available in the City Clerk s office.) 8. Adjournment. NOTE: Upon reasonable notice, the City of Monona will accommodate the needs of disabled individuals through auxiliary aids or services. For additional information or to request this service, contact Joan Andrusz at (608) (not a TDD telephone number), FAX: (608) , or through the City Police Department TDD telephone number The public is notified that any final action taken at a previous meeting may be reconsidered pursuant to the City of Monona ordinances. A suspension of the rules may allow for final action to be taken on an item of New Business. It is possible that members of and a possible quorum of members of other governmental bodies of the municipality may be in attendance at the above stated meeting to gather information or speak about a subject, over which they have decision-making responsibility. No action will be taken by any governmental body at the above stated meeting other than the governmental body specifically referred to above in this notice. S:\FINANCE\FINANCE & PERSONNEL COMMITTEE\AGENDAS\AGENDA Finance doc

2 Resolution No Monona Common Council APPROVING A CONTRACT AMENDMENT FOR RIVERFRONT PARK ENGINEERING AND CONSTRUCTION ADMINISTRATION WHEREAS, the Riverfront Park Plaza Ad-Hoc Steering Committee, Parks and Recreation Board, and City Council have approved design plans for the new park at the Riverfront development; and, WHEREAS, Strand Associates, Inc. designed engineering plans for the park and has requested an amendment to the contract for additional design and construction administration services beyond the original scope of the contract; and, WHEREAS, city staff has reviewed the amendment and recommends approving the additional fees based on a change in scope along with fees for necessary construction administration. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Monona, Dane County, Wisconsin, hereby approves Amendment No. 1 to Task Order with Strand Associates, Inc. for additional design and construction administration services for the final design of the Riverfront park. Adopted this day of, BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Mary K. O Connor Mayor ATTEST: Joan Andrusz City Clerk Requested By: Jake Anderson, Director of Parks & Recreation Council Action: Date Introduced: Date Approved: Date Disapproved:

3 City of Monona POLICY AND FISCAL NOTE X Original Update Substitute No. Resolution No & Ordinance Amendment No. Title: APPROVING A CONTRACT AMENDMENT FOR RIVERFRONT PARK ENGINEERING AND CONSTRUCTION ADMINISTRATION Policy Analysis Statement: Brief Description Of Proposal: Contract amendment for additional scope of work for design at Riverfront Park and construction administration for observation during construction of the park. The initial budget included an estimated $25,000 for construction administration, It s currently estimated closer to $30,000 due to multiple disciplines observing the construction process. The additional scope changes are: Ice sheet equipment development of drawings and specifications for inclusion in City contract Bidding assistance questions during bidding related to ice equipment, irrigation system, and floating dock Assistance with curved bench design and fabrication this will need to be detailed and shared with fabricators or, at a minimum, communicated with fabricators if we can find one to design the proposed bench Shop drawing review and approval for structural components and lighting Louvered fence Floating dock and gangway Synthetic decking and structure Specialized lighting features within park area Total increase to the contract is $40,300. Current Policy Or Practice: Impact Of Adopting Proposal: Included in the 2019 budget Fiscal Estimate: Fiscal Effect (check/circle all that apply) No fiscal effect Creates new expenditure account Creates new revenue account Increases expenditures Increases revenues Increases/decreases fund balance Fund Budget Effect: Expenditure authorized in budget No change to budget required _X_ Expenditure not authorized in budget Budget amendment required Vote Required: Majority _X_ Two-Thirds Narrative/assumptions About Long Range Fiscal Effect: Expenditure/Revenue Changes: Budget Amendment No. Account Number Fund CC Account Object No Budget Amendment Required Budget Account Name Prior to Change Debit Credit Amended Budget 2019 Capital Budget 385,000 40, ,300 Prepared By: Department: Finance Department Prepared By: Marc Houtakker Reviewed By: Date November 1, 2018 Date:

4 Amendment No. 1 Task Order No City of Monona, Wisconsin (CITY) and Strand Associates, Inc. (CONTRACTOR) Pursuant to INDEPENDENT CONTRACT AGREEMENT for Municipal Engineering Services dated April 13, 2012 This is Amendment No. 1 to the referenced Task Order. Services Name: Riverfront Park Final Design Under Scope of Services, ADD the heading Design Services to items No. 1 through No. 9, and ADD the following: 10. Prepare drawings and technical specifications for ice transmission conduit and utility vault. 11. Assist CITY with preparation of custom curved bench details and communicate with fabricators regarding production and installation of benches. 12. Assist CITY with development of one alternative for gas fire pit, synthetic decking system, and ice rink lighting improvements identified within current riverfront public improvements contract documents. Construction-Related Services 1. Provide contract administration services including attendance at preconstruction conference, review of construction contractor s shop drawing submittals, and review of construction contractor s periodic pay requests. 2. Provide one iteration of construction staking for proposed public space infrastructure improvements. 3. Provide resident project representative for up to 100 hours of part-time observation of construction. In furnishing observation services, CONTRACTOR s efforts will be directed toward determining for CITY that the completed project will, in general, conform to the Contract Documents; but CONTRACTOR will not supervise, direct, or have control over the construction contractor s construction means, methods, techniques, sequences, procedures, or health and safety precautions or programs, or for the construction contractor s failure to perform the construction work in accordance with the Contract Documents. 4. Provide record drawings in electronic format from information compiled from construction contractor s records. CONTRACTOR is providing drafting Services only for record drawings based on the records presented to CONTRACTOR by construction contractor and CITY. CONTRACTOR will not be liable for the accuracy of the record drawing information provided by construction contractor and CITY. Under Compensation, CHANGE $70,700 to $111,000. Under Schedule, CHANGE October 1, 2018, to July 1, TASK ORDER AMENDMENT AUTHORIZATION AND ACCEPTANCE: CONTRACTOR: CITY: STRAND ASSOCIATES, INC. CITY OF MONONA Matthew S. Richards Corporate Secretary Date Mark Houtaker Interim City Administrator Date ZRS:gjc:mro\R:\MAD\Documents\Agreements\M\Monona, City of (WI)\Monona General Services.2012\TO\2018\Amd\ docx

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7 Resolution No Monona Common Council AMENDING THE 2019 CAPITAL BUDGET FOR RIVERFRONT PARK ENGINEERING AND CONSTRUCTION ADMINISTRATION WHEREAS, the Riverfront Park Plaza Ad-Hoc Steering Committee, Parks and Recreation Board, and City Council have approved design plans for the new park at the Riverfront development; and, WHEREAS, the 2019 Capital Budget includes $385,000 for construction costs for the Riverfront park; and, WHEREAS, Strand Associates, Inc. has requested an amendment to the contract for additional design and construction administration services beyond the original scope of the contract, including tasks involving ice sheet equipment, bidding, fencing, dock and decking, and lighting; and, WHEREAS, city staff has reviewed the amendment and recommends approving the fees. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Monona, Dane County, Wisconsin, hereby approves amending the 2019 Capital Budget to add $40,300 for engineering and construction administration for the Riverfront Park. Adopted this day of, BY ORDER OF THE CITY COUNCIL CITY OF MONONA, WISCONSIN Mary K. O Connor Mayor ATTEST: Joan Andrusz City Clerk Requested By: Jake Anderson, Director of Parks & Recreation Council Action: Date Introduced: Date Approved: Date Disapproved:

8 City of Monona POLICY AND FISCAL NOTE X Original Update Substitute No. Resolution No & Ordinance Amendment No. Title: APPROVING A CONTRACT AMENDMENT FOR RIVERFRONT PARK ENGINEERING AND CONSTRUCTION ADMINISTRATION Policy Analysis Statement: Brief Description Of Proposal: Contract amendment for additional scope of work for design at Riverfront Park and construction administration for observation during construction of the park. The initial budget included an estimated $25,000 for construction administration, It s currently estimated closer to $30,000 due to multiple disciplines observing the construction process. The additional scope changes are: Ice sheet equipment development of drawings and specifications for inclusion in City contract Bidding assistance questions during bidding related to ice equipment, irrigation system, and floating dock Assistance with curved bench design and fabrication this will need to be detailed and shared with fabricators or, at a minimum, communicated with fabricators if we can find one to design the proposed bench Shop drawing review and approval for structural components and lighting Louvered fence Floating dock and gangway Synthetic decking and structure Specialized lighting features within park area Total increase to the contract is $40,300. Current Policy Or Practice: Impact Of Adopting Proposal: Included in the 2019 budget Fiscal Estimate: Fiscal Effect (check/circle all that apply) No fiscal effect Creates new expenditure account Creates new revenue account Increases expenditures Increases revenues Increases/decreases fund balance Fund Budget Effect: Expenditure authorized in budget No change to budget required _X_ Expenditure not authorized in budget Budget amendment required Vote Required: Majority _X_ Two-Thirds Narrative/assumptions About Long Range Fiscal Effect: Expenditure/Revenue Changes: Budget Amendment No. Account Number Fund CC Account Object No Budget Amendment Required Budget Account Name Prior to Change Debit Credit Amended Budget 2019 Capital Budget 385,000 40, ,300 Prepared By: Department: Finance Department Prepared By: Marc Houtakker Reviewed By: Date November 1, 2018 Date: