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HomeMy WebLinkAboutTask Order No. 10172 with JUB Engineers for Carlton and State Water Line Replacement Project~~~ E IDIAN~--- _,. „ ~ ~- _ ~.~ ~= PURCHASING AGENT 33 E. Broadway Ave, Meridian, ID 83642 Phone: (208) 888-4433 x 417 Fax: (208) 887-4813 TASK ORDER NO. 10172 Between CITY OF MERIDIAN AND J-U-B ENGINEERS, Inc. This Task Order is issued by City and accepted by the Engineer pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above mentioned parties dated approved by City Council on April 13, 2010. WATER LINE REPLACEMENT - CARLTON/STATE AVENUES PROJECT SCOPE OF SERVICES SECTION 1 -PROJECT UNDERSTANDING The City intends to replace several sections of existing 4" water main with new 8" water main at downtown locations as listed below. The City's preferred method of replacement is pipe bursting and/or splitting. Pipeline replacement utilizing open trench cut-and-cover may be more advantageous in one or more of the replacements, depending on the results of field survey, known utility locations, preliminary design, or consultation with other agencies. All work is anticipated to be in public rights-of-ways. The work will include reconnection of service lines. The sections of water main to be replaced are: A. E. Carlton Ave., N. Main St. to N. East 2"d St. -approximately 400 lineal feet. B. E. Carlton Ave., N. East 5th St. to an existing blow-off to the east -approximately 200 lineal feet. C. E. State Ave., from N. East 2"d St. to N. East 4`h St., approximately 768 lineal feet. Due to the age of the existing water mains, the location where the 4" water mains terminate is not precisely known. Exploratory excavations will be required to determine the beginning and end points of the water main replacements. The project will include field topographic survey, preliminary and final design, preparation of technical special provisions, permitting and agency coordination. The following additional services will be provided at the discretion of the City: property owner coordination, bidding and construction phase assistance, construction staking, erosion and sediment control plan preparation, and record drawing preparation. SECTION 2 -CITY PROVIDED INFORMATION AND RESPONSIBILITIES 2. City Information and Responsibilities: The following data and/or services are to be provided by the City without cost to J-U-B. 2.1 Provide ongoing review of the J-U-B's work and timely consideration of policy issues at a time acceptable to both the City and J-U-B. 2.2 Provide access to relevant record drawings, master plans, and other relevant information of record. 2.3 Provide waterline sizing, valuing, connection locations, water system isolation plan for construction, and fire hydrant placements. 2.4 Provide identification of service lines to be replaced and the extent of those replacements (i.e. up to meter pit or include meter setter). 2.5 Assist in identifying buildings or properties requiring service connections. 2.6 Pay for all permits, fees, or other payments required to secure permitting for construction of the proposed improvements. 2.7 Provide all informational mailings, flyers, and public meeting notices as required for public information. 2.8 Provide a liaison for coordination with affected businesses/landowners/developers in the project area. 2.9 Provide review and approval of all informational materials prepared by J-U-B/Langdon Group for distribution to affected property owners. 2.10 Provide and pay for legal notices for Advertisement of Bid(s). 2.11 Provide and prepare all front-end documents required by the City Purchasing Department. J-U- B will provide the bid schedule to the City for inclusion in the front-end documents. 2.12 It is understood that J-U-B will not provide construction contract management, administration, licensed professional engineer (PE) or a Resident Project Representative (RPR), but that such services will be provided by the City. SECTION 3 -SERVICES TO BE PERFORMED BY J-U-B 3.1 -PROJECT ADMINIISTRATION AND MEETINGS Services to be Performed by J-U-B: J-U-B will furnish final design services specifically limited to the following on a time and material basis as shown Attachment B: 2 A. Proiect Meetings Kickoff Meeting: J-U-B will attend akick-off meeting with the City for the purposes of obtaining project information and to receive any general direction that the City may have with respect to proceeding with the project. At this time, the City will provide the J-U-B with the information pertaining to any design related requirements. Project Review Meetings: J-U-B will attend progress meetings with City as needed during the project to resolve issues and discuss project schedule as they develop over the duration of project design. It is anticipated that two (2) meetings will be required. Miscellaneous Project Coordination Meetings: Attend meetings as required to coordinate the project with utility companies and businesses. 3.2 -SURVEY AND FINAL DESIGN Services to be Performed by J-U-B: J-U-B will furnish final design services specifically limited to the following on a lump sum basis as shown Attachment B: A. Topographic Survey and Temporary Construction Benchmarks J-U-B will research the Ada County Surveyor's records for survey monuments to aid in establishing horizontal control and include research for land monuments, plats, records of survey, and easements of record in the project area. J-U-B will utilize the Ada County G.I.S. mapping to approximately place property lines and adjoining public rights-of-ways. Research will be performed to generally identify ACHD rights-of-ways. Vertical control will be based on 1988 NAVD datum elevation. Land monuments disturbed by construction will be shown on the Construction Plans to the extent that they are visible in the field or have adequate evidence of existing. J-U-B will complete topographic surveys to the following limits: 1. E. Carlton Avenue corridor, from 50 feet west of the west ROW of N. Main Street to 50 feet east of the east ROW line of N. East 2"d Street, from the south ROW of E. Carlton Avenue, full width of right-of-way. 2. E. Carlton Avenue corridor, from 50 feet west of the west ROW of N. East 5th Street to 20 feet east of the east ROW terminus of E. Carlton Avenue, from the south ROW of E. Carlton Avenue, full width of right-of-way. 3. E. State Avenue corridor, from 50 feet west of the west ROW of N. East 2"d Street to 50 feet east of the east ROW line of N. East 4th Street, from the south ROW of E. State Avenue, full width of right-of-way. J-U-B will schedule apre-locate meeting with Dig-Line notified utilities and attend a site meeting with affected utility companies for the purpose of requesting field locates and maps of subject utilities such as gas, power, telephone, storm drainage, cable T.V., street lighting, traffic signals, irrigation, and other utilities that respond to the request for utility locate. Utilities depicted on the Plans as a result of this task will not be verified and must be field verified, located, and protected by the Contractor during construction. Topographic features will be shown on the Construction Plans to the extent that are identified in the field survey or located by the utility companies such as fences utility poles, surfacing, culverts, storm drains, drainage structures, significant vegetation, drain flowlines and top of banks, sidewalks, curbs, gutters, driveways, utilities, and edge of pavement. 3 B. Design 1. Preliminary Design: J-U-B will complete preliminary design of water main alignments, and submit preliminary layout exhibits to the City for review. Preliminary design will include evaluation of water main replacement methods for each of the three locations with a recommendation for replacement method. One meeting with City staff to review replacement methods will be held. 2. Final Design: Final design of the water main replacements and water service lines to the existing meter pits will be completed by J-U-B with considerations made for sanitary separation per State Public Drinking Water Regulations, ACHD surface repair requirements, surface disturbance, water service impacts, constructability, traffic issues, utility conflicts, and other pertinent design issues. C. Topography and Design Drafting J-U-B will perform design drafting in AutoCAD 2009 for the construction plans which will include the City's standard notes, vicinity maps, sheet indexes, north arrows, topography, pipe size, type, fitting, surface repair, crossing requirements, property lines, easements, found monuments and property corners, land ownerships from Ada County GIS, survey control, pay limits, and special details necessary for a biddable product. Drafting will be completed on 24"x36" sheets, ANSI standard size "B" sheets. To the extent practicable, the 2008 City of Meridian Standard Specifications and Drawings for Construction will be utilized in the design. D. Special Provisions Special provisions will be in accordance with the 2010 Edition of the Idaho Standard Public Works Construction (ISPWC) format and with reference to the 2008 City of Meridian Supplemental Specifications and Drawings. J-U-B will be responsible for preparing Special Provisions necessary for the project. E. Plan Review and Revisions 1. Upon 50% completion of the plans and specifications, J-U-B will submit review sets of plans to the City for review. 2. Upon 90% completion of the plans and specifications, J-U-B will submit review sets of plans to the City for review. 3. A senior J-U-B staff engineer will conduct an in-house quality control and constructability review of the construction plans and contract documents. 4. J-U-B will incorporate appropriate revisions made by the City and other permitting agencies into the final set of plans and specifications F. Opinion of Probable Construction Cost J-U-B will develop and issue to City an opinion of probable construction cost for the construction project and any bid alternatives. SECTION 4 -ADDITIONAL SERVICES 4.1 EXPLORATORY EXCAVATIONS Services to be Performed by J-U-B: 4 J-U-B will furnish services specifically limited to the following on a time and materials basis at an assumed level of effort depicted on Attachment B and described herein: A. Exploratory Excavation Coordination tt Documentation In coordination with the City, J-U-B will identify key areas for exploratory excavations to determine existing water main depth, materials and size and/or determine other utility locations. J-U-B will employ the services of a subcontractor to perform exploratory excavation. For the purposes of estimating fees, it is assumed six (6) exploratory excavations will be performed. 4.2 PROPERTY OWNER COORDINATION Services to be Performed by J-U-B: J-U-B will furnish services specifically limited to the following on a time and materials basis at an assumed level of effort listed on Attachment B and described herein: A. Property Owner Communication -Design Phase During final design, J-U-B (through its subsidiary The Langdon Group [TLG] will prepare a project information sheet (or "mailer") for delivery to property owners/residents that will be temporarily affected by the project through interruption of water service or access to their property. The information sheet will provide: • Reason for project (i.e. benefits) • Project construction schedule • Estimated length of impact (either water service or access) and anticipated mitigation efforts • Expected construction impacts (see "impacts" described below) • Contact information of J-U-B (TLG) for questions, comments and concerns through the life of the project. J-U-B/TLG will hand deliver project information sheet to those property owners immediately fronting the project limits. "Impacts" include road closures/detours, noise and vibrations, and other construction impacts that may be determined as the design process progresses. In the course of these visits, TLG staff can address citizen concerns and answer questions about the project. Deliverables: • Design Phase project information sheet • Summary of resident issues/concerns from door-to-door visits Assumptions: • An estimated total of up to 25 project information sheets will be hand delivered. • J-U-B/TLG to draft text and coordinate edits, revisions with City • TLG to provide design/layout; prepare for production • Printing will be performed in-house by J-U-B/TLG (up to 200 copies) • PDF versions of information materials provided to City staff for posting on City web site • Mailing, bulk mail processing, postal and mailing list fees will be paid for by the City • City to manage and oversee all aspects of distribution of mailer and identify those to whom it mails. B. Property Owner Communication -Construction Phase After the City awards the construction contract to the successful bidder, J-U-B/TLG will, in coordination with the contractor and City staff, prepare an updated project informational flyer for 5 distribution to affected and potentially affected property owners, residents and businesses. For properties immediately fronting the water main replacement areas, the flyers will be hand- delivered. The flyer will be mailed to other properties within 300 feet of the project areas. The informational flyer will provide: • Reason for project • Projected dates for work in each area • Description of work, material staging area(s), work set-up areas, etc. • Process by which Contractor will notify property owners of interruption of water service • Expected duration and time of day of water service interruption and City or Contractor mitigation efforts, if any (e.g. temporary sanitary facilities, temporary water connections) • General traffic control plans and restrictions • Contact information for Contractor and key City staff Deliverables: • Construction Phase project information sheet/mailer Assumptions: • For efficiency, construction information sheet text and layout to be based upon format (text and layout) used during the Design Phase • J-U-B/TLG to provide updated text and coordinate edits, revisions with City • J-U-B/TLG to provide design/layout; prepare for production • J-U-B/TLG will develop customized mailing list; to include stakeholders from Design Phase • Printing, mailing, bulk mail processing, postal and mailing list fees will be paid for by the City • City to manage and oversee all aspects of printing and distribution process of mailer • PDF versions of information materials provided to City staff for posting on City web site • An estimated total of up to 200 information flyers will be mailed. C. Stakeholder Database J-U-B/TLG will build a database of all stakeholder contacts and project participants. The database is an information resource that can be used for mailing, emailing and phoning contacts. TLG will continually update database throughout the project. Deliverable: • Stakeholder Database (reports provided in Microsoft Excel format; ongoing stakeholder interactions to be tracked and documented via Access database) • Documentation of Stakeholder comments and interactions into Database 4.3 AGENCY PERMITTING & COORDINATION Services to be Performed by J-U-B: J-U-B will furnish services specifically limited to the following on a time and materials basis at an assumed level of effort depicted on Attachment B and described herein: A. ACHD Coordination J-U-B will coordinate and schedule a meeting with ACHD to project design and construction phase constraints in the public ROW. Coordination with ACHD is anticipated to include: 1) determining if any road improvements are anticipated in the foreseeable planning period, 2) obtaining pertinent 6 design requirements and material specifications for surface repair, and 3) identifying major traffic control requirements for inclusion in the project manual special provisions. J-U-B will submit 90% review plans to ACHD for approval. B. DEQ Approvals If directed by the City, J-U-B will coordinate with DEQ and submit the 90% review plans, special provisions and DEQ Checklists to the Idaho Department of Environmental Quality. C. Sediment and Erosion Control Plan J-U-B will prepare a sediment and erosion control plan in accordance with City of Meridian requirements and standards, and submit the plan to ACHD for approval. 4.4 BID AND AWARD SERVICES Services to be Performed by J-U-B: J-U-B will furnish services specifically limited to the following on a time and materials basis at an assumed level of effort depicted on Attachment B and described herein: A. Bidding, Publishing, and Administration J-U-B will provide 20 sets of the Plans, Special Provisions, and bid schedule for the City's incorporation into its standard bidding documents for bidding purposes. It is assumed that the City will prepare all "front-end" documents except the bid schedule and that bidding documents will be distributed through the City's Purchasing office. J-U-B will provide bid administration services to coordinate the Bid process with the City, prepare addenda when necessary during the Bid process to clarify bidding requirements, and attend apre-bid meeting to assist in answering bidders' questions. Legal notice for advertisement of Bid will be prepared by and paid for by the City. B. Bid Opening and Award J-U-B will attend the bid opening, review the bid abstract prepared by the City, review bidder qualifications, if necessary and provide a recommendation for contract award to City. 4.5 CONSTRUCTION SERVICES Services to be Performed by J-U-B: J-U-B will furnish services specifically limited to the following on a time and materials basis at an assumed level of effort depicted on Attachment B and described herein. It is assumed that the City will provide construction services as listed in Section 2. A. Preconstruction Conference J-U-B will attend apre-construction conference for the project with the contractor, City, ACRD, and other parties. B. Construction Assistance J-U-B's project manager will be available during construction on an as-needed basis as requested by the City to answer questions or provide clarifications of the Plans, Special Provisions or Technical Specifications. 7 C. Record Drawings J-U-B will prepare record drawings from drawings and data received from the Contractor and City's staff. TIME OF PERFORMANCE Task 3 -Project Admin, Meetings, Survey and Final Design -Completed within 60 calendar days of Notice to Proceed. Tasks 4.1 through 4.3 -Exploratory Excavation, Property Owner Coordination, Agency Permitting & Coordination -Completed within 60 calendar days of notice to Proceed, with the exception of 4.2.6 which will be completed during the construction contract period. Task 4.4 -Bid and Award Services -completed as required by City's bidding and contract award schedules. Task 4.5 -Construction Services -Completed during construction contract period, with the exception of Task 4.5.A, which will be completed within 30 days of receipt of marked-up drawings from the Contractor and the City. COMPENSATION The CITY will pay ENGINEER for its services and reimbursable expenses as follows: Refer to Attachment °B" CITY OF MERID AN J- -B ENGIN ERS, Inc. BY: • TAMMY de WE ,MAYOR BY: Dated: ~~ d ' ~ (] „~ ~ ~ ~ ~ ~ ~ ~,,, Aated: J \~.~`~y Of M~00~~~0'% Approved by City Council: 1~ '` /,~ ~., .` `~O OFD ~ B~ Attest: JA EEL LMAN, CITY C RK ~ ~o`h c '~ ~~ -.,'gyp t'st . ~ ~~. ~9 P , Approv®d s to onten ,~~''~i, ~t/~ . ~gp~rtment Appr val ~~~~~~m,n ~~~~~~~~~~~ BY: BY: KEIT S, RASING AGENT ~ TITLE: ~%r-aeti~.~c~ ICG~1%~iw.~.~ Dated: / ' ~ 3 - J ~ Dated: ~-r~~' ~ -~ 5 ~.O ~ ~ W a H z J Z W W g a W W Z W Q 3 Z ~. 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