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HomeMy WebLinkAboutTask Order 10601.G to Brown and CaldwellTASK ORDER NO. .I0601.G Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN crTY oF MERTOIAN (OWNER) AND BROWN AND CALDWELL (ENG|NEER) This Task Order is made this 3'd day of January 2016 and enlered into by and between the City of Meridian, a municipal corporation organized under the laws of the State ol Idaho, hereinafter referred to as "City", and accepted by Brown and Caldwell. hereinafter referred to as "Engineer" pursuant to lhe mulual promises, covenant and conditions contained in the Master Agreement (category 2a) between the above mentioned parties dated October 1, 2014. The Project Name for this Task Order is as lollows: WRRF CAPACITY EXPANSION - SERVICES DURING CONSTRUCTION PROJECT UNDERSTANDING The Task Order total includes engineering services through lhe estimated construction duration (30 months - January 2017 through April 2019). FUND!NG Funding for this project will be split between three fiscal years, 2017 (Oct. 2016 - Sept. 2017) $491 ,259.00, 2018 (Oct. 2017 - Sept. 2018) estimated at 9587,569.00 and 2019 (Oct.2018 - Sept. 2019) eslimated at $384,407.00. The amounts estimated beyond the 2017 fiscal year have not yet been appropriated by the City. Contractor may NOT expend more than the amount specified and approved for a specific fiscal year. Any and all addilional expenditures beyond the current fiscal year MUST be approved by Tad( Order 1 0@l .G WWRF Capally Erpanslm Sefiicss Dlni E Coostruct'pn &own and CaktYrell Page 1 of 9 This scope of work describes Brown and Caldwell (Engineer) and City of Meridian (City) activities that will occur during the construction phase of the Wastewater Resource Recovery Facility (WRRF) Liquid Stream Capacity Expansion Project (Project). This scope of work is included the following phase: Phase B - Services During Construction (SDCs): This phase will include services after the award oi the construction bid. Submittals will be processed through the City's electronic submittal service (coNDoc). City Council and memorialized by a written amendment or change order to this Agreement. SCOPE OF WORK The Project will involve improvements related to the lollowing WRRF processes: New primary clariliers 5 and 6 New primary sludge/scum pump station New aeration basin distribution channel New aeration basins 5 through 8 New aeralion basin collection channel New aeration and channel blowers building New secondary clarilier splitter box New secondary clariliers 6 and 7 New return aclivated sludge (RAS) pump station New RAS/wasle activated sludge (WAS) channel and pump slalion jacility New chemical addition building (methanol/acetic acid) New yard piping conveyance and site improvements throughout the expansion area Expansion of the facility control system to incorporate new process areas Overall assumptions for perlormance oI the Phase B scope of work are summarized below: Scope Basis. This scope of work is based on components ol the WRRF Liquid Stream Capacity Expansion Contract Documents (Augusl 2016), and corresponding Addendum 1 through 6 published during the advertisement and General Contractor bidding period. Project Schedule. The Phase B work on this proiect is projected to last 30 months from authorization to proceed and is targeted to be complete by April 2018. However, many factors lhat could impact schedule are not in control ol the Engineer. Project and estimated conslruction schedules will be developed in Microsoft Project by the General Contractor. City Responsibilities. - The Construction Manager role is not included in this scope ol work, but is covered by the City. - The City will oversee and inspecl day-to-day construction acttvities, and will provide all administration ol the construction contracts, including approving pay applications (Engineer will review pay applications prior to City approval). - The City will provide for all special inspections (under a separale contract with MTI) required by the lnternational Building Code (lBC), as well as all materials testing. Task Order l0601.G WWRF Capacjty Erpansion SeMcgs Ouring Conslruction Erown and CsHwell Page 2 ol 9 - The City will provide srte surveying, benchmark control and elevation verification (under a separate conlract with Civil Survey). - The City will provide programming services (under a separate contract with cH2M). - To maximize the use of the City's budget, incomplete or unclear submittals or RFI's may be returned without review or comment. All submittal communication will take place on the City's electronic CONDOC service. Engineer Activities On-Site. The Engineer is responsible solely for Engineer's employees' activities on the project site. Engineer's participation on the project shall not be conslrued to relieve the City or any construction contractors from their responsibilities for maintaining a sa{e iobsite. Neither lhe professional activities ol the Engineer, nor the presence of the Engineer's employees and sub-Engineers. shall be construed to imply the Engineer has any responsibility tor means and methods of work performance, superintendence, sequencing oI construclion, or sarety in, on, or about the iobsite. Task Descriptions Specific tasks to be perlormed by Engineer and City to implement the Phase B scope ot work are summarized in the work breakdown below and described in further detail on the following pages. ao 99_'E.9 o?gE -o 410 420 430 440 450 460 470 480 Submttals Ch8ng6/RRs SiE Coordinadon/Progross Moedn8s Fidd lnspec{ions necod Drawings 0&M Manu.l Update Sbn-Up Suppod Sewices Poiect Managemem 400 Series Tasks: Services During Construction The 400 Series tasks will locus on services during construction. Task 410 - Submlttals Obiective: To review all submittals. Aclivities/Approach: Submittals will be reviewed for general conlormance with the proiect design concept and general compliance with the intormation or design requiremenls given in the Contracl Documenls. The Engineer will perform these services within the duration allotted by the construction contract. Should any submittal be found to be substantially deficient, Engineer may reiect the submittal without markups, while giving written examples of major deliciencies as cause lor rejection. Written responses, in the form of written comments and/or marked-up submittals, will be transmitted to the City via a submittal transmittal/comment form and supplemented by mark-ups of hard copy submittal documents where required for clarity. Task Order^106O1.G WWRF CaEacity Expansion Sorvicos Du ng Conslruction page 3 ot 9 Erown and Caldrvell Wort Breakdorrn Strucfu re Submitlals shall be turned around within th6 time lrame specilied in the project speci{icalions. Submittals shall be processed through CONDOC, the City's document management tool. Task Order Total is based on the following: Engineer has allocated an average of 7.0 hours per submission lo review, document comments, and return submittals. This hour per submission estimate is based on the City {acilitating verbal discussions with the reviewing engineer as appropriate to minimize re-submittals- It is assumed there could be up to 610 submittal review evenls (this includes a 1.5 resubmittal rate per submittal). Number of submittals and hours is an estimate and may not reflect actual number of submittals or time required for submittal review. Submitlal metrics will be reviewed monthly and included in the monthly progress report Task 420 - Changes/RFls (Work Change Directives) Objective: To review RFI's as requested by the City. Activities/Approach: RFI's submitted by the Contractor shall not include calculations and other submittal items (i.e. pipe support calculations, which are considered a shop drawing submittal) or design changes. Task Order Total is based on the following: Engineer has allocated an average o{ 6 hours per RFI lor otlice staff 10 prepare responses. This hour per RFI estimate is based on the City facilitating verbal discussions with the reviewing engineer as appropriate to minimize the el{ort spent on RFI preparation. It is assumed lhere will be 120 RFI's based on number of sheets. Number of RFI's and hours is an estimate and may nol rellect aclual number o1 RFI's or time required for RFI review. RFI metrics will be reviewed monthly and included in the monthly progress report Task 430 - Slte Coordlnatlon/Progress lleetlngs Obiective: Facilitate and participate in pre-construction conferences and bi-weekly construction meetings. When possible, additional key Engineer or sub-Engineer participation in construction meetings will be via telephone. Activities/Approach: Engineering Project Manager to lead meetings and selected Design Team members will parlicipate in pre-construction conferences and periodic construction meetings. Attendance at pre-construction conlerence with up to 4 Engineer stafl (Engineer - 2 staff; CTA sub-Engineer - 1 stafl; DC Engineering sub-Engineer - 1 stafl). Participation in bi-weekly construclion meetings: For budgeting purposes, it is assumed that the following meetings will be attended: - Engineer Proiect Manager and Discipline Coordination Lead at each bi-weekly meeting. Task frer 10601.G WWBF Capacity Epansion Servic€s OurirE Conshrclion Bro n and CaldYrell Page 4 ol I - One additional key Engineer stafl at 1 meeting per month - One additional sub-Engineer statf (CTA or DCE) at 1 meeting per month A tolal ol 8 hours is assumed lor each meeting per attendee (including agenda preparation and input, pre-meeting status updates with the City, meeting with the City and Contractor, post-meeting with the City, conslruction site coordination visits, and meeting minute preparation). Number of Site Coordination/Progress Meetings and hours is an eslimate and may no1 reflect actual number of meetings or time required lor this Task. Site Coordination/Progress Meeting metrics will be reviewed monthly and included in the monthly progress report. Task 440 - Field lnspections Obiective: To provide support to the City in reviewing tesl results and providing tield inspection services. ActivitieyApproach: Review work performed by others, including testing, inspection, and survey services. Perform site visits to observe construction work, performance, and witness testing as requested by the City. Structural Observations per the IBC are included in this scope. Structural Observation as perlormed by the Structural Engineer is ditferent from 'Special lnspection", which is not included in this scope. Task Order Total is based on the lollowing: Fees have been included for Engineer structural observation effort. This effort includes up to 48 observations inspect foundations prior to concrete placement; bearing walls prior to cover-up with non-structural elements; concrete masonry conslruction prior to grouting; and lateral force resisting element construction. To the exlent possible. all site visits will be coordinated with constructaon meelings and with concurrenl slruclural observation at multiple tacililies to minimize budget impacts. Fees have been included lor CTA (architectural/building mechanical) effort. This eflort includes up to 24 site visits to inspect the new buildings at ditferent phases ol construction (e.9., insulation, finishes, llashing, siding, rooling, HVAC, plumbing, lire protection, punch-list items, etc.). To the extenl possible, all site visits will be coordinated with construction meetings to minimize budget impacts. Fees have been included for DC Engineering (electrical) effort. This effort includes up to 24 site visils to inspect the new buildings and process equipment at diflerenl phases of construction (e.9., power supply coordination, transrormers, wiring, panels, punch-list items, etc.). To the extent possible, all site visits will be coordinated with construction meetings to minimize budget impacts. Work Products: Review comments on test results and notes from site and off-site visits. Task 450 - Record Drawlngs Objective: Produce linal CAD drawings of project lacilities as constructed from mark-ups and drawings submitted to the City trom the Contractor in conformance with the provisions of Specilication 01 78 39. Aclivities/Approach: Working lrom Contractor submittals (redJine drawings or potentially pdl files or CAD mark-up drawings), and City direction where available, produce final Task o'dsr 10601.G WWRF Capacity Expansion SeNices DurirE Construction page S of 9 Brown and CaldrYell proiect drawings of the as-constructed work. Engineer engineers will work with the City to interpret drawing inconsistencies or discrepancies, perform field investigation where needed, and then will direct CAD stafi on corecl representalion of work. Final Record Drawings will be produced in AutoCAD Release 2014 or later and will be provided to the City in electronic lormat tor reproduction. Assumptions: Conlraclor mark-ups are complete and accurate and Engineer's work under this subtask is only to convert the Contractorsupplied record drawing materials into final drawings, and not to independently validate or correct record drawings. Work Products: Final drawings liles from AutoCAD Release 2014 or later, and provided in electronic format ('.dwg and '.pdf ), submitted to the City. Task 480 - O&M lilanual Update Objective: Update the existing operations and maintenance (O&M) manual tor the City of Meridian WRRF in accordance with IDAPA 58.01.16. The manual will only be lor the new or updated lacilities included in this project. The major facilities include: New primary clariliers 5 and 6 New primary sludge/scum pump station New aeration basin distribution channel New aeration basins 5 through 8 New aeration basin colleclion channel New aeration and channel blower building New secondary clarifier splitter box New secondary clariliers 6 and 7 New RAS pump station New BASMAS channel and pump station lacility New chemical addition building (methanol/acetic acid) New yard piping conveyance and site improvements throughout the expansion area Expansion of the lacility control system lo incorporate new process areas Activities/Approach: lncorporate vendor submittals and operations and maintenance manuals into the existing electronic operations and maintenance manual using the following steps: Meet with Operations and Maintenance Staff. Conduct field investigation to verify on-site facilities. Collect data and information. Modily the lable ot conlents. Write text for upgrades to Treatment Plant. Prepare graphics lor updated manual. Produce photographs lor updated Jull manual. Submit text, graphics, and photographs. Produce final dralt manual for City and then ldaho Departmenl of Environmental Quality (IDEQ) review. Produce final manual. Task Order 10601.G WWRF Capacity beansion Servic6 DurirE Conslruclion Brown 6nd CaHwell Page 6 ol I Work Products Outline of the O&M Manual for City review. lncorporating City comments. Preliminary drafl manual for City review. Preliminary dra{t manual, incorporating City comments Draft O&M manual lor City and IDEO review. Final O&M manual. O&M manual products lisled above will be presented in electronic format as '.pdf files. Task 470 - Slart-Up Support Services Objeclive: To assist the City with planning and implementation ol start-up, testing, and commissioning activities. This Task is divided into areas: start-up planning and startup. Slart-Up Planning Activities/Approach: Participate in start-up planning activities by helping develop the Start-up strategy with the City and the Contractor. Participate as a member of the start- up team, to be led by the City and the Contraclor's Start-Up Manager (Quality Assurance Manager). Participate in the review of the Contractor's written start-up plan submitted under Section 01 75 00. Perlorm technical analyses of treatment plant issues as requested by the City in planning and coordinating start-up activities. Coordinate schedule and start-up event timing with City. Assumptions: Four starl-up planning meetings with the City are anticipated prior to startup. Meetings include 8 hours lor each meeting, preparation and follow-up. Two Engineer team members will attend each meeting. ArrangemenUconducting of meetings and meeting noles are provided by Engineer in collaboration with City and Contractor. Additional time is included lor internal start-up discussions, technical review of Contractor submitted startup plan, and preparation for Cityioontractor meetings identif ied above. Work Products: Provide review comments on draft and final text for start-up plan document. Start-Up Activities/Approach: The Engineer will provide engineering services during the start-up phase. Assumptions: This task addresses participation of office staff in start-up and commissioning activities. The City and the Gontractor shall conducl all testing and commissioning and shall provide test and commissioning data to the Engineer in electronic tormat. Engineer shall review the data, meel with City staff or witness testing activities, and provide writlen {eed-back in the lorm of a technical memorandum where appropriate. Engineer lacility leads will be present in lield for set periods ol time during testing and commissioning ol their respective areas ol design as requested by the City. Commissioning will be completed during a nominal 1-month period and require multiple stat{ and discipline involvement. Task Order 1O60l.G WWRF Capacity Expansion Servic6 During Construction Page 7 of 9 Bro,vn and Caldsll Work Products: Field notes and memoranda identitying coneclive actions lor problems or deficiencies noted during testing and commissioning Task 48O - Prolecl Management Obiective: To provide management, direction, coordination, and control of all work associated with Project schedule, budget, subEngineers, technical quality, and monthly progress reports and invoices for the Proiect. Aclivities/Approach: This task includes the following activities: Develop a Health and Salety plan lor inlernal use. Prepare monthly project status reports. Progress reports will identify budget status, progress stalus, activilies of the previous month, and up-coming activities. Supervise project stafl. Manage in-house budgel and schedule. Procure, supervise, and coordinate the activities of sub-Engineers providing specialized or supplemental engineering services. Work Products: Monthly progress reports and invoices Sub-Engineer contracts TIME OF COMPLETION and COMPENSATION SCHEDULE This Task Order is based on a time and materials basis and based on the Scope of Work above. lt is anticipated that a Notice to Proceed (NTP) will be issued by the City in January 20 17 with construction lasting through April of 20'19. The NolTo-Exceed amount to complete all services listed above for this Task Order is one million, lour hundred sixty three thousand, two hundred thirty five dollars ($1,463,235.00). No compensation will be paid over the Not-to-Exceed amount without prior written approval by the City in the form of a Change Order, and executed by both parties. Any travel or reimbursable expenses requesled will be paid per corresponding COMPENSATION AND COMPLETION SCHEDULE Descrlption Compensalion $567,455 Changes,/FlFls $1 64,1 04 430 Site Coordinatiory'Progress Meqtings s240,104 4rlo Field lnspections $134,200 450 Record Drawings $71 ,1 68 460 $89,900 470 Start-Up Support Services $93,040 48{)Proiect Managemenl $103,264 TASKORDER TOTAL: $1,463,235.00 Task Order 10601.G WWRF Gapacity Expansion Seryices DurirE Construclion Brown and Caldwell PageSdg Task 410 Submittals 420 O&M Manual Update City policy, at cost as part of the Not -To -Exceed amount above, and only if pre - approved by the Project Manager. CITY OF MERIDIAN OW AND CALDWELL BY: _ BY: TAMMY e D, MAYOR DAVE BERGDOL Dated: ��� owl -� Dated:I � A v'P Approved by Council: 03/ _ _/7 �GOapORATEpgG c Attest: G��A -.r y CJ COLI -ES, CITIY CLERK m w m2' St Purchasing Approval fh e TREgSI BY: �,ICZ'44 /" 1'�a� KEITH S, Purchasing Manager City Project Manager Emily Skoro a &nt Appr I BY: WARREN STEMARt, Engineering Manager Dated: /a A 4 //� Task Order 10601.G WWRF Capacity Expansion Services During Construction Page 9 of 9 Brown and Caldwell Page 1 Memo To: C.J Coles, City Clerk, From: Keith Watts, Purchasing Manager CC: Emily Skoro Date: 12/29/2016 Re: January 3rd City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the January 3 rd City Council Agenda under a Public Works Department Report. Approval of Task Order 10601.G to Brown and Caldwell for the “WRRF CAPACITY EXPANSION SERVICES DURING CONSTRUCTION” project for a Not-To-Exceed amount of $1,463,235.00. Recommended Council Action: Award of Task Order 10601.G to Brown and Caldwell for the Not-To-Exceed amount of $1,463,235.00 and authority to expend $491,259.00 in fiscal year 2017. Thank you for your consideration. City of Meridian Purchasing Dept.