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HomeMy WebLinkAboutBrown and Caldwell WRRF Aeration Basins Task Order (� E N MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Sandra Ramirez, Procurement Division Meeting Date: November 16, 2023 Presenter: Consent/ Troy Thrall Estimated Time: N/A Topic: Approval of Task Order 11230 with Brown and Caldwell for Services During Construction to WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades for the Not-to- Exceed amount of$1,958,470 (3 fiscal years). FY24 total $789,229.00. Recommended Council Action: Approval of Task Order and authorize the Procurement Manager to execute Task Order and issue PO for$789,229.00 for fiscal year 2024 services. Background: This Task Order will be split between three (3) fiscal years; year one 2024 (Oct. 1, 2023-Sept. 30, 2024) $789,229,year two 2025 (Oct. 1, 2024-Sept.30, 2025) estimated $875,722,year three 2026 (Oct. 1, 2025-Sept.30, 2026) estimated $293,519. �R CITY OF MERIDIAN Purchase Requisition E IDI� If�N, Purchasing Department DATE OF 33 E BROADWAY AVE,STE 106 CITY OF MERIDIAN REQUEST 10/17/2023 MERIDIAN,ID 83642 Public Works PURCHASE ORDER NUMBER MUST APPEAR ON ALL INVOICES,PACKING TEL:(208)489-0417 SLIPS,CARTONSANDCORRESPONDENCE RELATE'TO THIS ORDER FAX:(208)887-4813 AVAILABLE BUDGET AMOUNT $7,522,449.28 IS BUDGET AMENDMENT REQUIRED? ED VENDOR Brown and Caldwell No 950 West Bannock Street Boise, ID 83702 CASE MANAGEMENT TICKET NO. tbd PROJECT MANAGER PAYMENTTERMS FREIGHTTERMS F.O,B. REQUESTOR Troy Thrall NET 30 PREPAID DESTINATION Troy Thrall PROJECT NAME: WRRF AB 1-4 Retrofit&9-10 Upgrades Services During Construction(SDC) Description of Purchase Quantity and Pricing • •• COMMITMENTPART NUMBER/DESCRIPTION I •- -• OTY UNIT UNIT PRICE i FUND TASK ORDER I CONTRACT/PROJECT DESCRIPTION r CODE GLACCOUNT# COMMITMENT# WRRF AB 1-4 Retrofit&9-10 Upgrades SDC7724 1 1 $ 789,229.00 60 3590 96151 11230.1 $ 789,229.00 $ $ $ NOTES: Council Approval Date: $789,229.00 AUTHORIZED COUNCIL SIGNATURE(if r gWred) Ay D E AT E City Of Meridian Statement of Revenues and Expenditures - Rev and Exp Report - Sandra 60 - Enterprise Fund 3590 - WW Construction Projects From 10/1/2023 Through 9/30/2024 Budget with Current Year Budget Amendments Actual Remaining Capital Outlay 96101 Aeration Basin Construction 14,946,959.04 10,050,000.00 4,896,959.04 Total Capital Outlay 14,946,959.04 10,050,000.00 4,896,959.04 DEPT EXPENDITURES 14,946,959.04 10,050,000.00 4,896,959.04 TOTAL EXPENDITURES 14,946,959.04 10,050,000.00 4,896,959.04 Date: 11/9/23 11:48:46 AM Page: 1 CONTRACT CHECKLIST I. PROJECT INFORMATION Date: 8/6/2021 REQUESTING DEPARTMENT Public Works Dept Project Name: WRRF AB 1-4 Retrofit&9-10 upgrades Services During Construction Project Manager: Troy Thrall Contract Amount: $1,958,470 Contractor/Consultant/Design Engineer: Dave Bergdolt/B&C Is this a change order? Yes ❑ No ❑� Change Order No. II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type Fund: 60 Budget Available(Purchasing attach report): Department 3590 Yes ❑✓ No ❑ Construction ❑ GL Account 96151 FY Budget: $2,024 Task Order 0 Project Number: 11230.1 Enhancement: Yes 0 No ❑ Professional Service ❑ Equipment ❑ Will the project cross fiscal years? Yes❑� No ❑ Grant ❑ IV. GRANT INFORMATION-to be completed only on Grant funded projects Grant#: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status(Federal Funded) N/A N/A N/A N/A Print and Attach the determination Print,attach and amend bid by addendum(if changed) www.sam.gov Print and attach V. BASIS OF AWARD BID RFP/RFQ TASK ORDER Award based on Low Bid Highest Ranked Vendor Selected Master Agreement Category 2A (Bid Results Attached) Yes ❑ No ❑ (Ratings Attached) Yes ❑No Date MSA Roster Approved: 10/1/2023 Typical Award Yes ❑ No ❑ If no please state circumstances and conclusion: Date Award Posted: 7 day protest period ends: VI. CONTRACTOR/CONSULTANT REQUIRED INFORMATION PW License N/A Expiration Date: N/A Corporation Status Active Good Standing Insurance Certificates Received(Date): 5.30.2023 Expiration Date: 5.31.2024 Rating: A+ Payment and Performance Bonds Received(Date): N/A Rating: Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased? (Only applicabale for projects above$1,000,000) VI1. TASK ORDER SELECTION (Project Manager to Complete) Reason Consultant Selected ❑ 1 Performance on past projects Check all that apply ❑� Quality of work ❑✓ On Budget ❑� On Time ❑ Accuracy of Construction Est 0 2 Qualified Personnel ❑ 3 Availability of personnel 0 4 Local of personnel Description of negotiation process and fee evaluation: The scope of the work was examined by engineering and operations personnel.The costs were reasonable when compared with the costs on similar projects such as the WRRF Liquid Stream Expansion and the WRRF Headworks Capacity Expansion. Clint Dolsby 8/6/2021 Enter Supervisor Name Date Approve Vill. AWARD INFORMATION Date Submitted to Clerk for Agenda: November 16,2023 Approval Date 12-5-2023 By: City Council Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: Contract Request Checklist.5.24.2016.Final TASK ORDER NO. 11230J Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND BROWN AND CALDWELL (ENGINEER) This Task Order is made this 9tn day of November 2023 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by BROWN AND CALDWELL, hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (category 2A) between the above- mentioned parties dated October 2, 2023. The Project Name for this Task Order is as follows: WRRF AERATION BASINS 1-4 RETROFIT & 9-10 UPGRADES - SERVICES DURING CONSTRUCTION FUNDING Funding for this project will be split between three fiscal years; 2024 (Oct. 1, 2023— Sept. 30, 2024) $789,229, 2025 (Oct. 1. 2024 — Sept. 30, 2025) estimated at $875,722, and 2026 (Oct. 1, 2025 — Sept. 30, 2026) estimated at $293,519. The amounts estimated beyond the 2024 fiscal year have not yet been appropriated by the City. Engineer may NOT expend more than the amount specified and approved for a specific fiscal year. Any and all additional expenditures beyond the current fiscal year MUST be approved by the City and memorialized by a written amendment or change order to this Agreement. SCOPE OF WORK The Project will involve improvements related to the following WRRF processes: • ABs 1-4 retrofit treatment capacity and associated hydraulic profile modifications including the Secondary Pump Station. • New blower building no. 1 and blowers to service ABs 1-4 and the RAS/WAS Station 2 classifying selector zone. • ABs 9-10 new treatment capacity expansion to existing ABs 5-8. • Elutriation water redundant supply from the Post-Aeration basin. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 1 of 9 Brown and Caldwell • Secondary Pump Station and Primary Clarifier 3/4 Splitter Box re-coating. • Yard piping/utility, electrical, instrumentation, and site improvement upgrades in the existing ABs 5-8 area. • New yard piping/utility, electrical/control conduits, and site improvements throughout the ABs 1-4 area. Task 1 — Services During Construction • During this phase, Consultant will provide office and on-site engineering services in support of the City and General Contractor construction of the Aeration Basin 1-4 retrofit and 9-10 Upgrade improvements. 1.1 Conformed Construction Documents • Incorporate Addendum changes into the bidding plans and specifications and republish a single updated version of the Contract Documents for construction use. The construction parties (City, Consultant, and General Contractor) will refer to the conformed set for all construction activity for the duration of the project for consistency purposes. Deliverables • 10 sets of Conformed Construction Documents (specifications and 24"x36" full size drawings) will be submitted to the City. • 10 sets of Conformed Construction Documents (drawings only— 11"x17" half size drawings) will be submitted to the City. • An electronic format (*.pdf) of the complete set of plans and specifications will be submitted to the City 1.2Submittal Review • Submittals will be reviewed for general conformance with the project design concept and general compliance with the information or design requirements given in the Contract Documents. Consultant will perform these services within the duration allotted by the construction contract. Should any submittal be found to be substantially deficient, Consultant may reject the submittal without markups, while giving written examples of major deficiencies as cause for rejection. • Submittals shall be turned around within the time frame specified in the project specifications. Submittals shall be processed through CONDOC, the City's construction document management tool. • Submittal Review task is based on the following: o Consultant has allocated an average of 8 hours per submittal to review, document comments, and return submittal. o Consultant has estimated there could be up to 525 submittal review events (this includes a 1.5 resubmittal rate per submittal). o Number of submittals and hours are an estimate and may not reflect the actual number of submittals or time required for submittal review. Submittal metrics will be reviewed monthly and included in the monthly progress report. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 2 of 9 Brown and Caldwell Deliverables • 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 electronic submittal documents where required for clarity. 1.3 RFI/Changes • RFIs will be reviewed for general conformance with the project design concept and general compliance with the information or design requirements given in the Contract Documents. Consultant will perform these services within the duration allotted by the construction contract. Should any RFIs generate project changes, Consultant will coordinate with the City to develop the appropriate project change documentation for the Contractor. o Consultant has allocated an average of 6 hours per RFI for review and response preparation. o Consultant has estimated there could be up to 200 RFI response events. o Number of RFIs and hours are an estimate and may not reflect the actual number of RFIs or time required for RFI review. RFI metrics will be reviewed monthly and included in the monthly progress report. • Project Changes are anticipated to include both City directed changes and Contractor proposed changes. Consultant will review changes for general conformance with the project design concept. o Consultant has allocated an average of 40 hours per City directed change to include issuance of drawing, detail, and/or specification updates associated with the proposed change. A formal Work Change Directive (for change costs estimated greater than $10,000) or Field Order (for change costs estimated less than $10,000) will be issued for all City directed changes. o Consultant has estimated an average of 16 hours per Contractor requested change for review and response preparation. Consultant will coordinate responses with the City prior to formally responding to the Contractor on all Contractor requested changes. o Consultant has estimated there could be up to 50 Change response events (10 — City directed changes and 40 — Contractor requested changes). o Number of Changes and hours are an estimate and may not reflect the actual number of Changes and time required for Change response. Change metrics will be reviewed monthly and included in the monthly progress report. Deliverables • Written responses for all City directed changes will be transmitted to the City via a Work Change Directive or Field Order transmittal form and supplemented by drawing, detail, and/or specification updates required for clarity. • Written responses for all Contractor requested changes will be transmitted to the City via e-mail correspondence. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 3 of 9 Brown and Caldwell 1.4Site Coordination/Progress Meetings • Participate in pre-construction conference and bi-weekly construction progress meetings for the duration of site construction. When necessary, additional Consultant staff participation in bi-weekly construction meetings will be via Microsoft Teams virtual attendance o Consultant has allocated an average of 4 hours per attendee for participation at the pre-construction conference for up to 5 Consultant staff members (including agenda preparation, project technical details presentation, and meeting minutes preparation). o Consultant has allocated an average of 6 hours per attendee for participation in bi-weekly construction meetings for up to 2 Consultant staff members (including agenda preparation, pre-meeting status updates with the City, meeting with the City and Contractor, post meeting coordination item follow-up, construction site coordination visits, and meeting minute preparation). o Consultant has allocated an average of 4 hours for 1 additional Consultant staff member to participate in bi-weekly construction meetings at 1 meeting per month (including pre-meeting status updates with the City, meeting with the City and Contractor, post meeting coordination item follow-up, and construction site coordination visits). o Consultant has estimated there could be up to 52 Site Coordination/Progress Meeting events. o Number of Site Coordination/Progress Meetings and hours are an estimate and may not reflect the actual number of Site Coordination/Progress Meetings required. Site Coordination/Progress Meeting metrics will be reviewed monthly and included in the monthly progress report. Deliverables • Pre-Construction conference meeting agenda, project technical details presentation, and meeting minutes. • Bi-weekly construction progress meeting agenda, meeting minutes, and action items list. 1.5 Field Observations • Review work performed by others, including testing, inspection, survey, and programming services. • Perform site visits to observe construction work, performance, and witness testing as requested by the City. • Develop comprehensive punch list in conjunction with the City after Substantial Completion for Contractor close-out activities. • Structural Observations required per the International Building Code. Structural Observations performed by the Structural Engineer are different from "Special Inspections" (not included in this scope but provided by the City contracted materials testing firm). Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 4 of 9 Brown and Caldwell o Consultant has included an average of 8 hours per Structural Observation event (including pre-observation coordination with the Contract, site visit observation, and summary Structural Observation Report). o Consultant has estimated there could be up to 12 Structural Observation events, 4 each for the ABs 1-4 retrofit and ABs 9-10 upgrades (foundations prior to concrete placement; bearing wall prior to cover-up with non-structural elements; concrete masonry construction prior to grouting; and lateral force resisting element construction) and 4 for the Blower Building No. 1. To the extent possible, Structural Observations will be coordinated with bi-weekly construction meetings and concurrent Structural Observations at multiple facilities. • Architectural/Building Mechanical site visits to review construction progress (e.g., plumbing, insulation, finishes, flashing, siding, roofing, HVAC, punch-list items etc.) at different phases of progress completion. Consultant has estimated there could be up to 8 Architectural/Building Mechanical Field Observations. To the extent possible, Architectural/Building Mechanical Field Observations will be coordinated with bi-weekly construction meetings. • Electrical site visits to review construction progress (e.g., power supply coordination, transformers, conduit placement, wiring, panels arc-flash study, punch-list items etc.) at different phases of progress completion. Consultant has estimated there could be up to 12 Electrical Field Observations. To the extent possible, Electrical Field Observations will be coordinated with bi-weekly construction meetings. Deliverables • Structural Observation Reports • Field Observation action items will be included in the bi-weekly construction progress meeting action items list • Arc-Flash study and field equipment labels • Punch-List 1.6Record Drawings • Produce final CAD drawings of project facilities constructed from mark-ups and drawings submitted to the City from the Contractor in conformance with the provisions of Specification 01 78 39. • Working from Contractor submittals (red-line drawings or potentially pdf files or CAD mark-up drawings) and City supplemented survey date where available, Consultant will interpret drawing inconsistencies or discrepancies. Consultant may perform field investigation where needed to develop a correct representation of work constructed. Deliverables • Record Drawings in electronic format (pdf) 1.70&M Manual Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 5 of 9 Brown and Caldwell • Develop an operations and maintenance (O&M) manual for the City in accordance with IDAPA 58.01.16. The manual will only be for the new or updated facilities included in this project. • Incorporate vendor submittals and operations and maintenance guidance into the new O&M manual using the following steps: o Meet with City operations and maintenance staff to develop a comprehensive understanding or current O&M practices on existing flow splits based on operations of ABs 5-10 and ABs 1-4. o Conduct a field investigation to verify existing and new facility information including photo documentation of project improvements. o Collect vendor submittal data and information. o Submit DRAFT O&M documentation for City Review. o Incorporate City review comments. o Submit FINAL O&M documentation to City and IDEA. Deliverables • DRAFT and FINAL versions of the O&M Manual in electronic format (MS Work and pdf). 1.8Start-Up Support Services • Assist the City and Contractor with planning and implementation of start-up, testing, and commissioning activities. This Task is divided into two areas: start-up planning and start-up/commissioning. • Start-Up Planning o Lead start-up planning activities by helping develop the start-up strategy document with support by the City and Contractor. o Review the Contractor's written start-up plan submitted under Section 01 7500. o Perform technical analyses of treatment plant issues that may be impacted by start-up activities. o Coordinate schedule and start-up event timing with the City and Contractor. o Consultant has allocated an average of 8 hours per attendee for participation at start-up planning meetings for up to 2 Consultant staff members (including agenda and meeting minutes preparation). o Consultant has estimated there could be up to 4 start-up planning meeting events. • Start-Up/Commissioning o The City and Contractor shall conduct all testing and commissioning and shall provide testing and commissioning data to the Consultant in electronic format. o Consultant shall review data, meet with City staff or witness testing activities, and provide written feed-back on the completeness of testing and commissioning. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 6 of 9 Brown and Caldwell o Consultant facility leads will be present in the field for set periods of time during testing and commissioning of their respective areas of design as requested by the City. o Commissioning will be completed during a nominal 1-month period and require multiple Consultant staff and discipline involvement. Deliverables • Agendas and minutes for Start-Up Planning meetings. • Field notes identifying corrective actions for problems or deficiencies note during testing and commissioning. 1.9Operator Training • Develop training content for the new aeration basins collaboratively with City staff to broaden the understanding of process features generally covering the following topics: o Flexibility for the new aeration basin improvements in different process configurations mode with differing flow splits. o Operation of new equipment associated with the project. o System configurations to handle various process issues. • Consultant has estimated developing a training outline for a two-day training workshop up to 4 hours each day in length. Training will be conducted by up to 2 Consultant staff members. Deliverables • DRAFT and FINAL version of the training material content in hard copy and electronic formats. Task 2 — Project Management • During this phase, Consultant will provide management support to the City common to all Task 1 activities. 2.1 Project Management • Provide management, direction, coordination, and control of all work associated with Project schedule, budget, subconsultants, technical quality, and monthly progress reports and invoices for the Project. • This task includes the following activities: o Develop a Project Management Plan and Quality Plan for internal use. o Develop a Health and Safety plan for internal use. o Staff technical activities to align with the Contractor critical-path schedule. o Prepare monthly project progress status reports. Monthly progress status reports will identify budget status, progress status, and activities of the previous month. o Supervise Consultant project staff and design disciplines. o Manage in-house budget and schedule. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 7 of 9 Brown and Caldwell o Procure, supervise, and coordinate the activities of subconsultants providing specialized or supplemental engineering services. Deliverables • Monthly progress status reports and invoices ASSUMPTIONS While preparing our scope of services and fee schedule, we have made the following assumptions: • All construction correspondence (RFIs, submittals, etc.) will be processed through the City's electronic construction management service (CONDOC). • The Construction Manager role is not included in this scope of work but is covered by the City. • To maximize the use of the City's budget, Consultant my return incomplete or unclear submittals without review or comment. • The Consultant is responsible solely for Consultant's employees' activities on the project site. Consultant's participation on the project shall not be construed to relieve the City or any construction Contractors from their responsibilities too maintaining a safe jobsite. Neither the professional activities of the Consultant, nor the presence of the Consultant's employees and sub-consultants, shall be construed to imply the Consultant has any responsibility for means and methods of work performance, superintendence, sequencing of construction, or safety in, on, or about the jobsite. • Contactor record drawing mark-ups are complete and accurate and Consultant's work under this task is only to convert the Contractor-supplied record drawing materials into final record drawings, and not to independently validate or correct record drawings. CITY RESPONSIBILITIES City's Responsibilities Include: • The Construction Manager will be provided by the City for the duration of the construction schedule. • Oversee and inspect day-to-day construction activities and will provide all administration of the construction contract, including reviewing pay requests. • Provide all special inspections (under a separate roster contract task order) required by the International Building Code (IBC), as well as all materials testing. • Provide site surveying, benchmark control, and elevation verification (under a separate roster contract task order). • Provide programming services (under a separate roster contract task order). • Attend all project coordination meetings to provide timely input on action items. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 8 of 9 Brown and Caldwell • Review and provide comments on all deliverables listed in this Task Order. • Provide input on content to include in the training workshop. TIME OF COMPLETION and COMPENSATION SCHEDULE COMPENSATION AND COMPLETION SCHEDULE Task Description Estimated Completion Date Compensation 1 Services During Construction ■ 26 Months after Notice to Proceed $1,849,137 2 Project Management ■ 26 Months after Notice to Proceed $109,333 TASK ORDER TOTAL: $1,958,470.00 The Not-To-Exceed amount to complete all services listed above for this Task Order No. 11230.i is One million nine hundred fifty-eight thousand four hundred seventy dollars ($1,958,470.00). 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. No travel or expenses will be reimbursed through this agreement. All costs must be incorporated in the individual tasks within the Compensation and Completion Schedule above. CITY OF MERIDIAN BROWN ANDCALDWELL BY: BY: `) KEITH WATTS, Procurement Manager DAVE BERGDOLT 12-5-2023 November 15, 2023 Dated: Dated: City Project Manager: Troy Thrall, P.E. Task Order 11230.i WRRF Aeration Basins 1-4 Retrofit&9-10 Upgrades SDC Page 9 of 9 Brown and Caldwell