HomeMy WebLinkAboutBrown and Caldwell WRRF Biosolids Task Order 5020.0200 Mayor Robert E. Simison
w IDIAN
City Council Members:
���� Luke Cavener, President
C� Liz Strader,Vice President
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: October 21, 2024
SUBJECT: TASK ORDER#5020.0200 FOR THE WRRF BIOSOLIDS DRYING
PROJECT—SERVICES DURING CONSTRUCTION FOR A NOT-TO-
EXCEED AMOUNT OF $613,200.00 PURSUANT TO THE MASTER
AGREEMENT APPROVED BY CITY COUNCIL OCTOBER 1, 2017
REQUESTED COUNCIL DATE:
I. RECOMMENDED ACTION
A. Move to:
1. Approve Task Order 5040.0200. with BROWN & CALDWELL for the
Wastewater Resource Recovery Facility—Biosolids Drying project Services
During Construction, for a not-to-exceed cost of$613,200.00.
2. Authorize the Mayor to sign the agreement
II. DEPARTMENT CONTACT PERSONS
David Briggs, PE, PMP -PM 208-489-0347
Clint Dolsby, PE, Assistant Engineer 208-489-0341
Warren Stewart, City Engineer 208-489-0350
Laurelei McVey, Director of Public Works 208-985-1259
III. DESCRIPTION
A. Backgroun
Page I of 3
The City is bidding out the construction of a new biosolids dryer that could
potentially significantly reduce the volume of biosolids requiring disposal. By
removing additional moisture from dewatered solids, the City will reduce land
fill hauling and disposal costs. The biosolids dryer will be a thermally enhanced
solar greenhouse dryer, taking advantage of solar energy through the greenhouse,
as well as heat transfer through stainless steel floor plates.
B. Proposed Project
BROWN&CALDWELL will provide services during construction for the project.
This Task Order will allow Brown & Caldwell the ability to assist the City during
Construction by responding to submittals, RFI's, Change Orders, attending
meetings, prepare meeting minutes, providing recommendations during
construction, interpreting construction drawings, review contractor schedules,
assist during commissioning of the facility, prepare O&M materials, and prepare
record drawings.
C. Consultant Selection
BROWN & CALDWELL was selected for this project due to their involvement
with the design of this project and their expertise in providing engineering services
during construction for projects of similar size and scope.
IV. IMPACT
A. Strategic Impact:
This project meets the City's 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 and maintaining the ability to meet the changing permit limit
requirements.
B. Service/Delivery Impact:
Implementing WRRF Biosolids Dryer project at the WRRF will support
departmental objectives.
C. Fiscal Impact:
Project Costs:
Page 2 of'3
Project Costs:
Fiscal Year 2024
Supplemental Surveying $4,738.00
WRRF Biosolids Design $298,047.00
WRRF Biosolids Final $692,992.00
Design
Total Project Cost $995,777.00
Project Funding
ARPA Funding $S,000,000.00
Total Funding $5,000,000.00
V. ALTERNATIVES
No alternatives to this project at this time.
VI. TIME CONSTRAINTS
Council's approval will allo this project to continue towards construction.
Approved for Council Agend
Page 3 of 3
C� f1E RIDIA4,
MEMO TO CITY COUNCIL
Request to Include Topic on the City Council Agenda
From: Sandra Ramirez, Procurement Div. Meeting Date: November 19, 2024
Presenter: N/A Estimated Time: 0.00
Topic: Approval of Task Order 5040.0200.d to Brown and Caldwell for Services during
Construction for the WRRF Biosolids Dryer project.
Recommended Council Action:
Approve Task Order 5040.0200.d to Brown and Caldwell for the Not-to-Exceed amount of
$613,200.00 for the WRRF Biosolids Dryer project and authorize Procurement Manager to execute
the Task Order and issue the Purchase Order for the Not-to-Exceed amount of$613,200.00.
Background:
This is in conjunction with the construction project for the WRRF Biosolids Dryer-ARPA Funded
project.
Signature from Mayor is not required.
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CONTRACT CHECKLIST
I. PROJECT INFORMATION
Date: 11/12/2024 REQUESTING DEPARTMENT Public Works
Project Name: WRRF Biosolids Dryer-Services During Construction
Project Manager: David Briggs Contract Amount: $613,200
Contractor/Consultant/Design Engineer: Brown&Caldwell
Is this a change order? Yes ❑ No ❑ Change Order No.
II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type
Fund: 61 Budget Available(Purchasing attach report):
Department 3590 Yes ❑� No ❑ Construction ❑
GL Account 96153 FY Budget: 2025 Task Order 0
Project Number: 5040.0200.d Enhancement: Yes ❑ 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)
ARPA
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 0 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: Corporation Status Active-Goodstanding
Insurance Certificates Received(Date): 5.28.2024 Expiration Date: 5.31.2025 Rating: A+
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
❑On Time ❑ Accuracy of Construction Est
❑ 2 Qualified Personnel
❑ 3 Availability of personnel
❑ 4 Local of personnel
Description of negotiation process and fee evaluation:
B&C is the same firm that designed the project(construction)so department will continue with firm to oversee services during construction
Clint Dolsby 11/12/2024
Enter Supervisor Name Date Approve
Vill. AWARD INFORMATION
Date Submitted to Clerk for Agenda: November 12,2024 Approval Date 11-19-2024 By: Meridian CitV 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. 5040.0200.d
Pursuant to the
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN
CITY OF MERIDIAN (OWNER) AND BROWN AND CALDWELL (ENGINEER)
This Task Order is made this l 9th day of November 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 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 1, 2023. The Project Name for this Task Order is as
follows:
WRRF BIOSOLIDS DRYER — SERVICES DURING CONSTRUCTION
ARPAFUNDED
SCOPE OF WORK
The project will involve improvements related to the following WRRF processes:
• New Biosolids Dryer facility.
• New diverter gates and conveyors within the existing Dewatering Building.
• Piping and instrumentation and selective demolition upgrades in the existing
North Digester Control Building.
• Piping, electrical, instrumentation, and selective demolition upgrades in the
existing Dewatering Building.
• New yard piping conveyance, electrical/control conduits, and site improvements
throughout the Biosolids Dryer expansion 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 Biosolids Dryer
improvements.
1.1 Conformed Construction Documents
• Incorporate Addendum changes into the bidding plans and specifications and
republish a single updated stamped 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.
Task Order 5040.0200.d WRRF Dryer SDCs Page 1 of 9
Brown and Caldwell
Deliverables
• 5 sets of Conformed Construction Documents (drawings only - 24"x36" full size
drawings) will be submitted to the City.
• 12 sets of Conformed Construction Documents (drawings only — 11"x17" half size
drawings) will be submitted to the City.
• 6 sets of Conformed Construction Documents (Specifications only).
• An electronic format (*.pdf) of the complete set of plans and specifications will be
submitted to the City.
1.2 Submittal 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 4 hours per submittal to review,
document comments, and return submittal.
o Consultant has estimated there could be up to 224 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.
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 4 hours per RFI for review and
response preparation.
Task Order 5040.0200.d WRRF Dryer SDCs Page 2 of 9
Brown and Caldwell
o Consultant has estimated there could be up to 50 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 8 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 or
Field Order (for changes with no impact to time or cost)) will be issued for
all City directed changes.
o Consultant has estimated an average of 20 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. Change requests that are
outside of the required notification period or lack all support information as
defined by the project general conditions may be rejected until in
compliance with the General Conditions,
o Consultant has estimated there could be up to 4 Change response events
(1 — City directed changes and 3 — 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.
1.4 Site 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 8 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
Task Order 5040.0200.d WRRF Dryer SDCs Page 3 of 9
Brown and Caldwell
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 up to 4 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 34 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
• Observe work performed by others, including testing, inspection, survey, and
programming services for general compliance with the project requirements.
• 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).
o Consultant has included an average of 12 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 3 Structural Observation
events, 1 for the concrete foundation, 1 for the concrete slab-on-grade
floor base, and 1 for the vertical components of the dryer greenhouse
structure. To the extent possible, Structural Observations will be
coordinated with bi-weekly construction meetings and concurrent
Structural Observations at multiple facilities.
• Process Mechanical Observations to review construction progress (e.g., tiling
machine installation, thermal floor plate installation, etc.) at different phases of
progress completion. Consultant has estimated there could be up to 2 Process
Task Order 5040.0200.d WRRF Dryer SDCs Page 4 of 9
Brown and Caldwell
Field Observations. To the extent possible, Process Field Observations will be
coordinated with bi-weekly construction meetings.
o Consultant has included an average of 12 hours per Process Observation
event.
• Architectural site visits to review construction progress (e.g., plumbing, insulation,
finishes, greenhouse structure, punch-list items etc.) at different phases of
progress completion. Consultant has estimated there could be up to 2
Architectural Field Observations. To the extent possible, Architectural 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 6 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
• Update to Plant Master Electrical Single-Line Diagram
1.6 Record 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)
• 2 sets of full size single sided bound stamped drawings
• 3 sets of half size stamped (11x17) drawings
1.7 O&M Manual
• 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:
Task Order 5040.0200.d WRRF Dryer SDCs Page 5 of 9
Brown and Caldwell
o Meet with City operations and maintenance staff to develop a
comprehensive understanding or current O&M practices on existing
digester and gas handling systems.
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)
1.8 Start-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 2 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.
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.
Task Order 5040.0200.d WRRF Dryer SDCs Page 6 of 9
Brown and Caldwell
Deliverables
• Agendas and minutes for Start-Up Planning meetings.
• Field notes identifying corrective actions for problems or deficiencies note during
testing and commissioning.
1.9 Operator Training
• Develop training content for the new Biosolids Dryer operation collaboratively
with City staff to broaden the understanding of process features generally
covering the following topics:
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 one-day training
workshop up to 8 hours 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, 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.
o Procure, supervise, and coordinate the activities of subconsultants
providing specialized or supplemental engineering services.
Deliverables
• Monthly progress status reports and invoices
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ASSUMPTIONS
While preparing our scope of services and fee schedule, Consultant has 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 may 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.
• Submittal reviews of contractor means and methods (i.e., shoring) will receive a
limited review to confirm the contractor is in general conformance with the project
requirements and the submittals include any required engineer's seals or other
certifications identified by the specifications. Sole responsibility for contractor
designs and related health and safety requirements remains with the contractor.
• Observation of the contractor's work is solely for confirming the work is generally
proceeding in conformance with the intent of the project specifications and
contract documents. Brown and Caldwell makes no warranty or guarantee with
respect to the performance of any contractor, who retains sole responsibility for
their quality.
• Brown and Caldwell has no authority to exercise control over any construction contractor
in connection with their work or health or safety programs and precautions. Except to
protect Consultant's own personnel and except as may be expressly required elsewhere
in the scope of services, Consultant has no duty to inspect, observe, correct, or report on
health or safety deficiencies of the construction contractor.
CITY RESPONSIBILITIES
City's Responsibilities Include:
• The Construction Manager will be provided by the City for the duration of the
construction schedule.
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Brown and Caldwell
• 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 (provided by the City).
• Attend all project coordination meetings to provide timely input on action items.
• 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 ■ 15 Months after Notice to
Proceed $561,202.00
2 Project Management ■ 15 Months after Notice to
Proceed $51,998.00
TASK ORDER TOTAL: $613,200.00
The Not-To-Exceed amount to complete all services listed above for this Task Order No.
5040.0200.d is six hundred thirteen thousand nine hundred ninety-eight dollars
($613,998.00). 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 AND CALDWELL
BY: BY.
KEITH WATTS, Procurement Manager DAVE BERGDOLT
11-19-2024
Dated: Dated: November 5, 2024
City Project Manager: Council Approval:
David Briggs
Date: 11-19-2024
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Brown and Caldwell