HomeMy WebLinkAboutConsor Ada Lift Station and Gravity Line Task Order 10038.e C�
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MEMO TO CITY COUNCIL
Request to Include Topic on the City Council Agenda
From: Sandra Ramirez, Procurement Div. Meeting Date: July 9, 2024
Presenter: N/A Estimated Time: 0.00
Topic: Approval of Task Order 10038.e to Consor for Services during Construction to Can
Ada Lift Station and Gravity Line for the Not-to-Exceed amount of$385,842.00.
Recommended Council Action:
Approve Task Order 10038.e and authorize Procurement Manager to execute both Task Order and
Purchase Order (PO) for the Not-to-Exceed amount of$385,842.00.
Background:
No additional information.
Mayor Robert E. Simison
City Council Members:
E IDIA
N Luke Cavener, President
Liz Strader,Vice President
U A H V Brian Whitlock
Doug Taylor
John Overton
Anne Little Roberts
TO: Mayor Robert E. Simison
Members of the City Council
FROM: David Briggs, P.E., P.M.P.
DATE: July 1, 2024
SUBJECT: TASK ORDER#10038. FOR THE CAN ADA LIFT STATION &
GRAVITY LINE SERVICES DURING CONSTRUCTION WITH
CONSOR NORTH AMERICA,INC. FOR A NOT TO EXCEED AMOUNT
OF $385,842.00 PURSUANT TO THE MASTER SERVICE AGREEMENT
APPROVED BY THE CITY COUNCIL OCTOBER
REQUESTED COUNCIL DATE:
L RECOMMENDED ACTION
A. Move to:
1. Approve Task Order 10038. with Consor North America, Inc. for the Can
Ada Lift Station and Gravity Line Services During Construction, for a not-to-
exceed cost of$385,842.00
2. Authorize the Mayor to sign the agreement
II. DEPARTMENT CONTACT PERSONS
David Briggs, P.E, P.M.P, Staff Engineer II 208-489-0347
Clint Dolsby, P.E., Assistant City Engineer 208-489-0341
Warren Stewart, City Engineer 208-489-0350
Laurelei McVey, Director of Public Works 208-985-1259
III. DESCRIPTION
A. Backsuound
Page I of 3
The City of Meridian 2017 Collection System Master Plan(CSMP) identified the
Can Ada Lift Station(LS) as a future regional lift station required to serve the full
build out of the master plan study area. The LS will be located southeast of the
intersection of N. Can Ada Rd. and W. McMillian Rd. The City obtained a 1.6-
acre site for the LS in 2022. This LS and associated infrastructure are necessary to
service Growth in a four-square mile area (previously the Fields District),
including the proposed Cole Valley Christen School.
B. Proposed Project
CONSOR NORTH AMERICA, INC. will provide engineering services for the
construction support services of the project. This Task Order will allow Consor to
assist the City during construction of the Can Ada Lift Station and Gravity Line.
C. Consultant Selection
CONSOR NORTH AMERICA, INC. was selected for this project due to their
expertise in the design and analysis of sewer lift stations of similar size and scope.
IV. IMPACT
A. Strategic Impact:
This project meets our mission requirements to identify and prioritize work to
anticipate, plan and provide public services and facilities that support the needs of
our growing community, ensure modern, reliable facilities while maintaining
financial stewardship.
B. Service/Delivery Impact:
Providing a lift station at the intersection of Can Ada Rd and McDermott Rd is
keeping in line with the approved sewer master plan and allows for current demands
and future plans for this area.
C. Fiscal Impact:
Project Costs:
Fiscal Year 2022 Can Ada Lift Station $181,871.00
Concept Design
Fiscal Year 2023 Can Ada Lift Station& $837,379.00
Gravity Line—Final
Design
Fiscal Year 2024 Can Ada Lift Station and $385,842.00
Gravity Line Services
During Construction
Total Design Cost $1,405,092.00
Page 2 of 3
Construction scheduled to be advertised August 2024.
Project Funding
FY 2022 $500,000
FY 2023 $2,200,000
FY 2024 $12,600,000
FY 2025 $6,200,000
Total Available Funding $21,500,000.00
V. ALTERNATIVES
No alternatives to this project at this time.
VI. TIME CONSTRAINTS
Council's approval will allow this project to continue and allow for this LS to be
constructed which will serve future communities and the future Cole Valley Christian
School.
VII. LIST OF ATTACHMENTS
Approved for Council Agenda:
Page 3 of 3
CONTRACT CHECKLIST
I. PROJECT INFORMATION
Date: 5.24.24 REQUESTING DEPARTMENT Public Works
Project Name: Can Ada Lift Station and Gravity Line
Project Manager: David Briggs Contract Amount: $385,842
Contractor/Consultant/Design Engineer: ConSOr North America, Inc.
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 96144 FY Budget: 24 Task Order ❑
Project Number: 10038.e Enhancement: Yes ❑ No ❑ Professional Service ❑
Equipment ❑
Will the project cross fiscal years? Yes❑J 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)
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 2B
(Bid Results Attached) Yes ❑ No ❑ (Ratings Attached) Yes ❑No Date MSA Roster Approved: 10.1.2021
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 Expiration Date: Corporation Status Active-Existing
Insurance Certificates Received(Date): Expiration Date: Rating:
Payment and Performance Bonds Received(Date): Rating:
Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased?
(Only applicabale for projects above$1,000,000)
VII. TASK ORDER SELECTION (Project Manager to Complete)
Reason Consultant Selected ❑ 1 Performance on past projects
Check all that apply ❑ Quality of work ❑ On Budget
0 On Time Accuracy of Construction Est
❑ 2 Qualified Personnel
❑ 3 Availability of personnel
❑ 4 Local of personnel
Description of negotiation process and fee evaluation:
The scope of work has been compiled based on decisions that were made as a result of the Design efforts.The sope of work has been reviewed by Engieering and Operations
personnel and is in line with our expectations for costs.Mountain Waterworks has completed work previously on time,within budget and has qualified personnel with significant
experience with the City of Meridian.
Clint Dolsby 7/1/2024
Enter Supervisor Name Date Approve
Vill. AWARD INFORMATION
Date Submitted to Clerk for Agenda: June 24,2024 Approval Date 7_q_?n?4 By: City Council
Purchase Order No.: Date Issued: WH5 submitted
(Only for PW Construction Projects)
NTP Date:
Contract Request Checklist.5.24.2016.Final
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
96144 Lift Station construction 14,838,422.04 6,856.17 14,831,565.87
Total Capital Outlay 14,838,422.04 6,856.17 14,831,565.87
DEPT EXPENDITURES 14,838,422.04 6,856.17 14,831,565.87
TOTAL EXPENDITURES 14,838,422.04 6,856.17 14,831,565.87
Date: 6/24/24 09:38:27 AM Page: 1
TASK ORDER NO. 10038.e
Pursuant to the
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN
CITY OF MERIDIAN (OWNER) AND CONSOR NORTH AMERICA, INC. (ENGINEER)
This Task Order is made this 9th day of July, 2024 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 Consor North America, Inc., hereinafter
referred to as "Engineer" pursuant to the mutual promises, covenant and conditions
contained in the Master Agreement (category 2b) between the above-mentioned parties
dated October 1, 2021. The Project Name for this Task Order is as follows:
Can Ada Lift Station and Gravity Line
Services During Construction
PROJECT UNDERSTANDING-SUMMARY
The Engineer's scope of services, time of completion, and compensation shall be set
forth herein. This Task Order is for professional engineering to support construction of
the Can Ada Lift Station and Gravity Line Project.
SCOPE OF WORK
The CITY's 2017 Collection System Master Plan (CSMP) identified the Can Ada Lift
Station (LS) as a future regional lift station required to serve the full build out of the
master plan study area. The LS will be located southeast of the intersection of N Can
Ada Rd and W McMillan Rd. The City obtained an approximately 1.59-acre site for the
LS in 2022.
The project includes the construction of the following elements (these elements were
designed under a separate task order):
• 18 and 21-inch gravity lines to route flow to the Can Ada LS. The gravity line will
be located on McMillan Rd and flow from Star Rd, west to the LS.
• Dual 10 and 14-inch force mains (FM), from the LS, flowing east on McMillan Rd
from the LS to McDermott Rd, then south on McDermott Rd to a discharge at the
Oaks LS. Oaks LS is located approximately 700-feet south of the McMillan and
McDermott intersection.
Task Order 10038.e Can Ada Lift Station and Gravity Line SDC Page 1 of 6
Consor
• LS that includes a triplex wetwell with submersible pumps, discharge valve
vaults, exterior control/electrical panels with shelter, vapor phase odor control,
and emergency generator.
Task 1 — Project Management
Manage the project team, schedule, and ENGINEER'S budget for this task order. This
includes monthly invoicing (invoices will include progress in terms of project percent
complete), budget (percent spent and budget remaining) and schedule review, updates,
and general administrative tasks.
Monthly invoices will include updates on project schedule and budget.
Deliverables
• Monthly project updates (submitted with invoice) that summarize each month's
budget, schedule, and work accomplished.
Task 2 — Services During Bidding and Construction
2.1: Attend pre-bid meeting
2.2: Answer questions during the bid period. Assist the City in creating addenda during
the bid period.
2.3: Review bid results and provide City Engineer's recommendation for award.
2.4: Develop conformed documents to incorporate revisions to the construction
documents made via addenda during the bid period.
2.5: Attend the pre-construction meeting.
2.6: Respond to contractor questions during construction and assist the City in
developing construction contract modifications (examples included below) 264 labor
hours are budgeted
o Request for proposals (RFP)
o Work change directives (WCD)
o Field orders
o Change orders
o Change Proposal Requests (CPR)
2.7: ENGINEER will review up to 50 technical submittals and shop drawings.
2.8: Perform general construction site visits and observations during construction
(times to be decided during construction)
o Performance of 6 general construction site visits by Consor
o Performance of 1 observation by QRS (structural subconsultant)
Task Order 10038.e Can Ada Lift Station and Gravity Line SDC Page 2 of 6
Consor
o Performance of 3 observations by DC (electrical and I&C subconsultant)
2.9: Attend up to 52 biweekly (every other week) construction meetings in person at the
Meridian WRRF located at 3401 Ten Mile Rd or at the job site. Budget includes meeting
preparation, 1-2 hour meeting, developing and distributing meeting notes in coordination
with the City.
2.10: Prepare for and attend startup (1-day site visit).
2.11: Prepare for and conduct a final inspection of the project with representatives of
the City. Prepare a "punch list" of items of work remaining to achieve final completion of
the project and to prepare for the City's acceptance of the project. Recommend
procedures and timing of acceptance of the project. Advise the City and the contractor
of the dates for any warranty periods as established in the contract documents.
2.12: Collect as-built information from the contractor and the City inspector. Prepare
and produce complete sets of stamped Record Drawings per City Record Drawing
Requirements. Record drawings maybe be submitted to Idaho Department of
Environmental Quality (IDEA) per IDEQ requirements after City approval.
2.13: Compile all manufacturers' operation and maintenance (O&M) manuals on the
project facilities provided by the construction contractor. Consor will include text in the
operation and maintenance manual with instructions on operation of the facilities.
Manuals may be submitted to IDEQ for approval only as directed by the City.
2.14: Coordinate with all approving agencies and submit required paperwork for project
closeout. This includes ACHD, IDEQ, Pioneer Irrigation District (PID), Idaho
Transportation Department (ITD) Bureau of Reclamation (BOR), and Williams Gas.
Deliverables
• PDF of meeting notes. Meeting notes and attendee log will be kept and official
meeting minutes developed by Consor in collaboration with the City. Meeting
minutes will be prepared and submitted to the City.
• PDF of addenda.
• PDF of recommendation of award.
• PDF of meeting notes. Meeting notes and attendee log will be kept and official
meeting minutes developed by Consor in collaboration with the City. Meeting
notes to be distributed to the Contractor will be prepared in general accordance
as described in Assumptions 2.2.
• PDF of forms described above in task 2.6.
• PDFs of submittal review forms.
• PDF of site visit reports.
• PDF of meeting notes. Meeting notes and attendee log will be kept and official
meeting minutes developed by Consor in collaboration with the City. Meeting
Task Order 10038.e Can Ada Lift Station and Gravity Line SDC Page 3 of 6
Consor
notes to be distributed to the Contractor will be prepared in general accordance
as described in Assumptions 2.2.
• PDF of field report summarizing startup observation.
• PDF of punch list.
• PDF, 2 full size hard copies (for Maintenance and City Records), and 3 half size
hard copies (for Electrical, Operations, and City PM) of record drawings.
• PDF and 3 hard copies for City O&M staff.
• PDF of 18-month anniversary punch list.
• PDFs of forms required for agency closeout.
ASSUMPTIONS
While preparing our scope of services and fee schedule, we have made the following
assumptions:
• Task 1 assumes:
1. Project will go out to bid in August 2024
2. Bidding and construction contracting will take 3 months
3. 26 months for construction and project closeout (project completion in
August 2026)
• Task 2 assumes:
1. City will host and run pre-bid and pre-construction meetings. Engineer will
attend in-person each meeting held.
2. Engineer will prepare meeting notes for 52 progress meetings, pre-bid and
pre-construction meetings. Meeting minutes will be prepared and
submitted to the City for review and comment within two full (2) business
days of the meeting. The City will provide comments within two (2)
business days of receiving draft minutes and Consor will make edits and
distribute meeting minutes to the team within one (1) business day of
receiving City's comments. It is expected that ALL progress meeting
minutes will include the attendance log, three week look ahead provided
by the Contractor, RFI log, CPR log, submittal log, action item log, and an
attendance log, prepared by the Engineer.
3. Four (4) business days before each progress meeting, the City will edit the
previous meeting minutes and provide the DRAFT copy to the Engineer to
finalize. The Engineer is responsible to bring the finalized meeting
minutes, a copy of the RFI log, CPR log, submittal log and action log to
the progress meeting with a copy for each participant. The City will use
this document to conduct each progress meeting. The Contractor will be
responsible to bring a copy of the 3 week look ahead to the progress
meeting.
Task Order 10038.e Can Ada Lift Station and Gravity Line SDC Page 4 of 6
Consor
4. City will assemble the bid documents and distribute to potential bidders.
5. Assumed Bid and Construction period are listed in the Project
Management task.
6. City will produce the final Bid Package.
7. The City will distribute any required addenda during the bid period.
8. The City will review bids and determine the apparent low bidder.
9. Pay requests will be reviewed by the City.
10.The City will provide a Project Representative that will be responsible for
construction management and inspection of the project.
a. City will act as POC with the construction contractor. Engineer will
not have direct communication with the contractor unless previously
approved by City.
b. City will be responsible for any contract modifications (e.g. request
for proposals, work change directives, field orders, change orders)
to the construction contractor. Engineer will prepare RFP's, WCD,
and Field Orders at the request of the City. The City will not initiate
any of these documents but will review the document prepared by
the Engineer.
c. Engineer will issue submittal reviews to the construction contractor
after City approval.
11.QA/QC inspections and testing are not included in this SOW. QA testing
required by the Contractor is outlined in the construction documents. The
City will hire a consulting firm to perform any desired QC testing.
12.City will prepare change orders after Engineer has reviewed the change
order and provided their comments and recommendations.
TIME OF COMPLETION and COMPENSATION SCHEDULE
COMPENSATION AND COMPLETION SCHEDULE
Task Description Estimated Completion Date Compensation
1 Project Management ■ Ongoing Throughout Project $30,477
2 Service During Bidding and
Construction
2.1 Pre-bid meeting ■ 8/16/24 $4,867
2.2 Bidding questions and addenda ■ 8/27/24 $15,056
2.3 Review bid results ■ 8/30/24 $1,148
2.4 Develop conformed documents ■ 9/13/24 $6,833
2.5 Pre-construction meeting ■ TBD by Contractor Schedule $4,867
2.6 Contractor questions/work change ■ TBD by Contractor Schedule
directives/field orders/change orders $59,868
2.7 Submittals ■ TBD by Contractor Schedule $45,482
Task Order 10038.e Can Ada Lift Station and Gravity Line SDC Page 5 of 6
Consor
2.8 General construction site visits ■ TBD by Contractor Schedule $53,757
2.9 52 bi-weekly construction meetings ■ TBD by Contractor Schedule $110,308
2.10 Startup ■ TBD by Contractor Schedule $13,434
2.11 Final inspection and punchlist ■ TBD by Contractor Schedule $9,791
2.12 Record drawings ■ TBD by Contractor Schedule $19,746
2.13 1 O&M Manuals ■ TBD by Contractor Schedule $6,239
2.14 1 Agency closeout • TBD by Contractor Schedule $3,969
TASK ORDER TOTAL: $385,842.00
The Not-To-Exceed amount to complete all services listed above for this Task Order No.
10038.e is three hundred eighty-five thousand eight hundred forty-two dollars
($385,842.00). 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 CONSOR
8X L'IML1-mt N J.I,rL
Dennis M Gallnata
BY: BY:
KEITH WATTS, Procurement Manager DENNIS GALINATD, PE_ Principal Engineer
7-9-2024 Approved By City Council 5l20/24
Dated: Dated:
City Project Manager:
David Briggs
Task Order 10038.e Can Ada Lift Station and Gravity Line SDC Page 6 of 6
Consor