HomeMy WebLinkAboutStantec Consulting Services, Inc. Tertiary Filtration services Task Order 11281. H C�
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MEMO TO CITY COUNCIL
Request to Include Topic on the City Council Agenda
From: Keith Watts Meeting Date: 9/24/2024
Presenter: N/A Estimated Time: N/A
Topic: Approval of Task Order 11281.H to Stantec Consulting Services, Inc. for the Tertiary
Filtration-Services During Construction project and for the Procurement Manager to
sign for the Not-to-Exceed amount of$2,498,040.00.
Recommended Council Action:
Background:
This Task Order is written against the current Master Agreement with Stantec. This takes the
consultant services through the end of construction.
TASK ORDER NO. 11281.H
Pursuant to the
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN
CITY OF MERIDIAN (OWNER) AND STANTEC CONSULTING SERVICE, INC. (ENGINEER)
This Task Order is made this 24t" day of September, 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 "Owner", and accepted by Stantec Consulting Services, Inc.,
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:
TERTIARY FILTRATION -
SERVICES DURING CONSTRUCTION
PROJECT UNDERSTANDING
The City of Meridian (City) Water Resource Recovery Facility (WRRF) is in year seven of a
ten-year NPDES compliance schedule to reduce phosphorus effluent loadings to Fivemile
Creek as required in the 2017 EPA administered NPDES permit. The City has previously
completed a Wastewater Resource Recovery Facility Plan (WRRFP) in December 2018 per
the facility planning process identified in the Idaho Administrative Procedures Act (IDAPA). As
part of that effort, a comprehensive Capital Improvement Plan was identified to address the
various treatment challenges and regulatory updates. In order to address more stringent total
phosphorus removal requirements, the need for additional tertiary filtration was identified as
part of that effort.
Stantec has identified several requirements for this project that will be used as a framework for
establishing the expectations for the work. These project requirements include schedule,
criteria, and facility design elements.
Preliminary schedule requirements:
• Contractor Notice to Proceed expected late October 2024
• Substantial completion expected early May 2026 (Permit requires July 31, 2026)
• Startup and commissioning complete by July 31, 2026
• IPDES compliance date of June 30, 2027 (expected to be administered by State of
Idaho)
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SCOPE OF WORK
This work is generally described as submittal reviews, response to Contractor questions,
clarifications, and change items. These services also could include field observations, final
inspections, record drawings, startup and commissioning and other work as requested by the
City.
The following describes assumptions and conventions that were used in developing this scope
of ESDC work. These services were developed based on the 90% design documents which
were distributed to the City and reviewed with review comments incorporated into this scope.
General Assumptions
• Project Staging and Sequencing - The staging and sequencing of the construction will
generally be left to the means and methods of the awarded Contractor except as
identified in the design documents and the special project constraints within.
• Pre-purchased equipment submittals will be reviewed under this agreement in addition
to those specified under the General Contractor scope.
TASK 1 - Engineering Services During Construction Scope
1 .1 Project Management and Coordination
The project management and coordination work for this Task Order 3 will include:
1.11 Project Management Plan Update
Stantec will revise the project management plan (PMP) developed during design to update the
status, delivery approach, staffing, responsibilities, schedule, risks and project deliverables.
The PMP will be reviewed and updated on an annual basis or if there are significant changes
as determined by Stantec.
1.1.2 Progress Tracking, Reporting and Invoicing
Stantec will prepare and maintain tracking tools for monthly reporting and invoicing to the City.
The invoicing will include monthly status updates on a task-by-task basis, physical percent
complete status and any changes or new risks identified in the billing period.
1.1.3 Internal, Contractor and City Coordination
Significant internal coordination between Stantec internal staff, contractor coordination, and
City project manager will be needed in this project. Stantec assumed eight hours per week of
coordination including informal phone calls and impromptu meetings, Teams discussions,
emails, log maintenance and other coordination demands to keep the construction
progressing, support the City's project manager and coordinate all the stakeholders as
appropriate.
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Project Management Assumptions:
• Document Management —All formal construction documentation (submittals,
RFIs, change orders, etc.) will be saved, managed, and maintained on ConDoc.
This online ConDoc platform will be made available to Stantec at no expense to
Stantec.
• Invoicing will be performed monthly unless otherwise coordinated with the City
due to inactivity.
• Engineer and City will maintain documents logs for real time access. It is
assumed an electric document management system, ConDoc, will be established
by the City and Contractor and will be accessed regularly by Engineer.
1 .2 Construction Meetings
The following meetings during construction are as follows.
1.2.1 Construction Coordination Meetings
Stantec will manage and coordinate the design team to provide engineering support during
construction. Coordination will be as administered by the City or the City's representative and
are anticipated to require periodic meetings and workshops. Meeting minutes will be sent to
the City for review and comment prior to sending to the Contractor. Stantec will coordinate,
prepare for and attend the following:
• Pre-construction conference — Stantec to coordinate with City, prepare agenda
and take/distribute notes and is assumed to include four Stantec staff onsite.
• Regular bi-weekly (every two weeks) construction progress meetings — Stantec
to attend, conduct, and review Contractor notes. It is assumed that three Stantec
staff will attend, two in-person and one virtually for 22 months of regular
meetings.
• Five special equipment and material conferences (e.g., membrane vendor,
building manufacturer, concrete conference)
• Integrator-led programming and functional design workshop
1.2.2 Additional Construction Meetings
This will include additional construction meeting coordination as requested by the City. It is
assumed that two Stantec staff will attend in person and one virtually with the level of effort
assumed to be two additional construction meetings per month for 10 months (for a total of 20
additional meetings) while construction activities are heavy. The special meetings will be billed
per meeting as requested by the City. Stantec will provide hourly break down for additional
meetings billed.
Construction Meetings Assumptions:
• Notes will be taken by Stantec, distributed to the City for review and distributed to the
Project team by Stantec and documentation of meeting decisions and topics. Notes will
be distributed within 5 business days of the progress meeting.
• The City may need up to two days review time of the draft notes.
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1 .3 Conformed Drawings
Stantec will incorporate addenda and design revision information identified during the bidding
services and revise the drawings and specifications into conformed drawings and
specifications to be distributed to the selected Contractor prior to notice-to-proceed. It is
assumed that 50 sheets will need to be revised at two hours per sheet and 20 hours of
specification updates. Note that the conformed drawings are to have City's building
review/approval stamp indicating approval to construct. Digital versions of specifications and
drawings will be provided. The conformed drawings and spec deliverables will include:
• 2 sets of full size drawings
• 6 sets of half-size (11 X17) drawings
• 2 sets of technical specifications
• 2 sets of partial specifications (electrical/I&M and civil)
• Digital (pdf) versions of both the specifications, appendices and drawings
1 .4 Submittal Reviews
Stantec shall assist City by reviewing submittals and shop drawings as they are required and
received from the Contractor via Condoc. The submittals will be reviewed for conformity with
the contract documents and general engineering and operations compliance and functionality
including cross discipline review. The submittal reviews do not relieve the Contractor's
responsibility to provide bid compliance materials, equipment and processes as required and
communicated in the contract documents. Submittals will be reviewed and returned to the
Contractor as approved, approved as noted, amend and resubmit or rejected. It is expected
that 400 original plus 200 resubmittals (600 total) submittals will be received. For budgeting
purposes, it is assumed that each submittal is averages 6 hours with resubmittals averaging 3
hours. Stantec will also prepare and maintain a submittal log. The log shall capture submittal
items by package for review and approval tracking. The final submittal count shall be
compared to the scoping assumptions.
Assumptions:
• Stantec will review submittals within two weeks of receipt.
• The City will receive submittals concurrently for their information and should the City
have review comments prior to Stantec's review finalization, Stantec will incorporate the
review comments accordingly.
• Stantec will not hold up submittal reviews for City's review response.
1 .5 Contract Documents Interpretation and Clarification (RFI,
RFP, CPR, WCD and CO Assistance)
1.5.1 RFIs
Stantec will interpret the technical content of drawings and specifications with respect to
requests for clarification and/or deviation from them. Review, document, recommend specific
action, and respond to all requests for information (RFI). For budgeting purposes, it is
expected that 250 RFIs will be processed at an average of six hours per RFI. This level of
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effort is assumed to include 60 revised sketches/CAD drawings throughout the duration of the
project.
1 .5.2 Review of City/Engineer Requested Change Orders (out of scope
work)
RFPs are City/Engineer initiated requests for the Contractor to prepare a proposal for new or
additional work as requested by the City. If approved, this proposed additional work would be
documented in a change order. For budgeting purposes it is expected that 20 RFPs will be
performed during this project averaging 16 hours each. This level of effort is assumed to
include 20 revised sketches/CAD drawings throughout the duration of the project.
1 .5.3 Change Proposal Requests (CPRs)
Stantec will assist the City with review of Contractor change proposal requests (CPRs)
including cost review, general review and negotiations of the CPR for completeness and
accuracy. For budgeting purposed it is assumed that 40 CPRs will be reviewed as part of this
project at 10 hours each.
1 .5.4 Work Change Directives (WCD)
Stantec will assist the City in preparation of work change directives per the City request as
deemed necessary for changed conditions and revised City preferences, additions to and
variances from the design intent and documents. For budgeting purposes, it is assumed up to
15 work change directives will be reviewed as coordinated by the City at 20 hours each. This
level of effort is assumed to include 20 revised sketches/CAD drawings throughout the
duration of the project.
1 .5.5 Change Order Assistance
The City will lead preparation of the change orders. However, Stantec will support the City with
the review and preparation of drawings/sketches, specifications, and cost estimates to assist
with contract change orders and in negotiations. For budgeting purposes, it is assumed that up
to 50 change orders will be needed as part of this project at an average of two hours of support
each.
1 .6 Factory Testing Support
Stantec will provide staff and services to support factory witness testing for the major pump
systems, membranes, and programmable logic controls per specification requirements.
Assumptions:
• The membrane filtration witness requires two staff (process-mechanical and
electrical/I&C) for a duration of two days.
• The filter feed pumps and motors shall require 2 staff (process-mechanical and
electrical/I&C) for a duration of 2 days.
• The PLC shall require one I&C staff for a duration of 2 days.
• The process controls instrument system (PCIS) factory testing witness requires two staff
(process-mechanical and electrical/I&C) for a duration of two days.
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• One additional 2-day factory test support trip as needed for two engineers to the
membrane factory testing site.
• All travel will be within the United States or Canada.
Deliverables:
• A brief memorandum summarizing observations and recommendations shall be issued
for each factory witness test.
1 .7 Construction Field Administration
1.7.1 Regular Site Visits
Stantec will provide in-field engineering support services from local staff. This support is in
addition to bi-weekly (every other week) site walks before or after progress meetings estimated
to include 78 weeks of support for an average of five hours per site visit. It is assumed that 39
of these site visits will be part of (pre or post) construction meetings and the other 39 are
independent of construction meetings as situations arise and site coverage is most needed.
This site work will include daily photos, notes, site walk, Contractor check-in and observations
of in progress work and recently completed work to identify observable areas of non-
compliance or conflict. Note these observations do not relieve the Contractor of constructing
per the contract documents. All information obtained in the field administration work will be
documented and available for City review and reference.
1.7.2 Additional As-requested Site Visits
Should the conditions warrant additional site observations and inspection work to
supplement the budgeted weekly site visits, these additional site visits will be only as
authorized by the City and as conditions warrant. It is assumed that up to 39 additional site
visits at 6 hours each are budgeted as part of this work.
1.7.3 Special Site Visits
Stantec will provide special discipline site visits for unique situations that arise requiring
specific disciplines or specialists to be on-site for meetings, observations, or to get an on-site
perspective of any issues or progress information that may be needed. It is assumed that 18
special site visits may be needed for the project including the six needed for structural
observations. Each site visit will accompany site visit notes, photos and other documentation
as is appropriate.
1 .8 Quality Review
Stantec will review nonconformance notices or reports, inadequate test results or any
notifications generated by the City or various Inspectors, respectively, when requested by the
City that are deemed inadequate or in need of Engineer review. The number of reviews shall
be assumed as 20 at two hours each.
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1 .9 Final Job Walks
Stantec will assist City staff in reviewing project completion. Stantec shall attend a substantial
completion walk through inspection of specialists/engineers (mechanical, electrical, structural,
I&C, civil, and architectural) for up to a full day. Stantec will assist the City in:
• Confirming Contractor's claim of substantial and final completion has been met
• Development of a punch list of items necessary to complete the project
Additionally, Stantec shall attend a final completion walk through inspection with the same
number of engineers/specialists as in the substantial completion site inspection. Stantec shall
assist the City in verification of completion of the punch list items.
1 .10 Final Record Drawings
Stantec will prepare final record drawings that incorporate the following:
• Addenda
• Contract Clarifications
• Field Changes
• Change orders
• Contractor supplied as-built drawings.
The Stantec will submit final record drawings and final project specifications. The submittal
shall consist of electronic PDF files of 22" x 34" drawings and hard copies as required in the
City Record Drawing Standards found on the City website. A minimum of two (2) full size
singled sided bound drawing sets and 3 half-size bound sets shall be prepared. For budgeting
purposes, it is assumed that this task will require one hour per drawing, for 305 drawings. It is
not anticipated that every contract drawing will require revision. Levels of effort beyond these
assumptions shall be authorized in writing as Supplemental Services. It is assumed that there
will only be one final version of record drawings produced at the end of the project based upon
Contractor redlines, RFls, City and Stantec field notes.
1 .11 Start-up Planning Support
Stantec will assist the City with reviewing Contractor start up plans, participate in start-up
planning and issues meetings, and participate in two-hour Coordination activities as requested
by City. Stantec will coordinate, prepare for, attend and take notes at eight monthly start up
planning and coordination meetings starting four months prior to Substantial Completion. It is
expected that four Stantec staff will virtually attend with one staff in person.
1 .12 Functional Testing and Start-up Support
It is expected that the Contractor will have primary responsibility for startup and testing of the
facilities. Stantec will be present on-site during startup of the system. Stantec will provide
process and other discipline engineering support along with operations and maintenance
support during startup for each major process system. Process and other discipline
engineering support will review equipment for proper installation, connections, and operation.
This assistance includes the following:
• Additional detailing and revisions to the startup plan developed to assist in finalization.
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• Provide engineering input and oversight during startup and commissioning of individual
unit processes:
• Witness performance tests as specified in the Contract Documents, review test reports
applicable to the equipment and systems, and make recommendations as to
acceptance.
• Analyze equipment and process performance for conformance with intended design
conditions.
• Assist the City during initial startup of the facilities by assisting assigned operating
personnel.
• Advise City staff during startup/testing.
• Verify that startup performance is as anticipated and troubleshoot any unexpected
outcomes.
• Participate in meetings, respond to email inquiries, and evaluate operational data and
procedures.
• Provide recommendations for operational, system, or control narrative changes to
improve system performance.
Assumptions:
• Startup services are budgeted at two project representatives full time (40-hours per
week each) for six weeks for planning and to observe and provide input during the
permanent system startup and commissioning period plus travel costs.
1 .13 Acceptance Testing Support
The Contractor will lead all acceptance testing related activities. Additional detailing and
revisions to the Acceptance Test Plan developed by the Contractor will be reviewed by Stantec
to assist in finalization.
The Contractor shall demonstrate, through Acceptance Testing, that the Project meets
Performance Standards established in the Contract Documents for plant hydraulics, chemical
feed, controls, water quality, and waste streams. Stantec will attend and witness field and
performance tests and review test reports applicable to the equipment and systems and make
recommendation to City as necessary.
Assumptions:
• One on-site project representative from Stantec is anticipated to directly observe
acceptance testing for four of the expected eight weeks required for acceptance testing.
A second on-site Stantec representative is anticipated to be on-site to observe
acceptance testing for up to 10 full days.
• Stantec assumes 320 hours for this effort:
• Stantec will provide support of 40 hours/week for four weeks onsite for one person.
• Stantec will provide secondary support of 40 hours/week for two weeks onsite for a
second person.
• During the other four weeks, Stantec will support acceptance testing; Stantec support is
assumed to be 20 hours/week during this time. Infrequent visits to the site may be
required during these other weeks.
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• The Contractor will provide on-site support for the entire acceptance testing period.
• Stantec is not including any water quality testing lab or testing costs, the City or the
Contractor will perform all necessary testing.
1 .14 Training Assistance
In addition to the training provided by the Contractor and equipment vendors, Stantec will
prepare and arrange for operator and maintenance training for major components of the work.
Training will consist of some classroom training with handouts and projected images, as well
as on-site training on the actual constructed systems. The training shall consist of
approximately three four-hour sessions in person.
Training will cover the design intent, process overview, major system components and
equipment operation, instrumentation and controls, operating strategies and monitoring.
Training deliverables will include training presentations and associated documents.
In addition, one Stantec engineer will be available sit in on each subject class up to a
maximum of four classes (assumed at 3-hour) to provide additional information or input during
the class.
1 .15 O&M Manual (O&M)
Stantec will develop an 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 except as noted in
the outline assumptions. The O&M manual will follow the general format of the February 2017
WRRF O&M Manual with the level of detail similar to the December 2023 WRRF Digester 6
O&M Manual. It is expected that the O&M Manual will generally contain the following major
items within for the membrane tertiary filtration system chapter:
• Tertiary Filtration Chapter Executive Summary
• System Overview
• Theory of Operation
• Equipment and Instrumentation
• Procedures
• Future Expansion
Assumptions and Deliverables:
• Stantec will also incorporate vendor submittals and vendor specific equipment O&M
manuals and submit to the City but this work will be provided as part of the submittal
review work (not part of this task).
• Submit DRAFT O&M documentation for City Review in MS Word.
• Incorporate City review comments and submit FINAL O&M documentation to City and
IDEA if requested in MS Word and pdf.
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NOTICES
Any and all notices required to be given by either of the parties hereto, unless otherwise stated in
this agreement, shall be in writing and be deemed communicated when mailed in the United States
mail, certified, return receipt requested, addressed as follows:
City of Meridian
Purchasing Manager
33 E. Broadway Avenue
Meridian, Idaho 83642
Telephone: (208) 489-0417
kwatts@meridiancity.orq
Stantec Consulting Services, Inc.
Attn: Michael Fuss
727 East Riverpark Lane, Ste. 150
Boise, ID 83706
Telephone: (208)345-5865
Email: Michael.fuss@stantec.com
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TIME OF COMPLETION and COMPENSATION SCHEDULE
COMPENSATION AND COMPLETION SCHEDULE
Task Description Due Date Compensation
1.1 Project Management& Coordination ■ Ongoing Throughout Project $239,384
1.2 Construction Meetings ■ 90 days from NTP
Regular and Planned Special Meetings ■ $110,764
As-needed Construction Meetings ■ $53,139
1.3 Conformed Drawings 0 $25,585
1.4 Submittal Reviews 0 $659,979
1.5 RFI, RFP, SPR, WCD & CO Support $616,666
1.6 Factory Testing Support 0 $52,180
1.7 Construction Field Administration ■
Regular and Planned Special Site Visits ■ $185,727
As-needed Site Visits ■ $54,852
1.8 Quality (Nonconformance) Review 0 $5,200
1.9 Final Job Walks 0 $67,635
1.10 Final Record Drawings 0 $79,733
1.11 Start-up Plan Support 0 $26,519
1.12 Function Testing Support 0 $121,029
1.13 Acceptance Testing Support 0 $69,370
1.14 Training & Assistance 0 $26,175
1.15 O&M Manual 0 $104,103
TASK ORDER TOTAL: $2,498,040.00
The Not-To-Exceed amount to complete all services listed above for this Task Order is two
million, four hundred ninety-eight thousand, forty dollars and 00/100 ($2,498,040.00). No
compensation will be paid over the Not-to-Exceed amount without prior written approval by the
Owner 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 STANTEC CONSULTING SERVICES,
INC.
BY: BY: "�Ulzl:zl
KEITH WATTS, Procurement Manager MICHAEL FUSS, P.E., Inland NW Practice
Lead
9-24-2024
Dated: Dated:9/17/24
City Project Manager:
David Briggs
Approved by Council: 9-24-2024
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Attachment A- Preliminary Schedule
ID Task Name 2625 202G
11. AugS Oct Nw 0-0 lan Feh Mar r M Jun A Au Se Oct Nw Oec lan Feb Mar r M JunI Jul
1 NTP1, 117
2 Mobilization 1 Submittals
5 TF Building
29 Chem Bldg 3(Non Critical Path) :1 —r r:11
37 Chem Bldg 1(Non Critial Path) � -
43 Misc Site Work(Non Critical Path)
48 Prepurchased Equipment and Delivery
49 Prepurch(Xformers)Expected Delivery I 4I7d
50 Dupont Skids Expected Delivery
51 VFDs �TI ��� ��� �� • � ��
55 VFD's Expected Delivery � I � E�� I �E1�1�E — 1
56 PPI-SectionolizingCabinets �.
60 Sectionalizing Cabinets Expected Delivery 7�I37
61 PP2-Balance of Electrical — T E 1-1
66 PLCs/Camm Panels 7 7— -7 7 7 7 � � H— 4 +— �I�
66 PLC's Expected Delivery Date
67 MCCs �HHHHHHHHHHHHI � � ��
71 MCCs Expected Delivery Date — • �116
72 Switchboards t t t—�—t t t—�—t—t —t �t t—I�
76 Switchboard Expected Delivery Dote 10131
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