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HomeMy WebLinkAboutTask Order No. 10312-D with Keller Associates for Well 16b and 16c Pumping Facility DesignMemo To: Jaycee L. Holman, City Clerk, From: Keith Watts, Purchasing Manager CC: Jacy Jones, Brent Blake Date: 10/25/13 Re: November 6 City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the November 6 City Council Consent Agenda for Council's consideration. Approval of Task Order 10312-D for "Well 16b and 16c Pumping Facilities Design and Construction Management Support" to Keller Associates. Inc. in the Not-To- Exceed amount of $63,515.00. This Task Order is written against the current Master Agreement between the parties. Recommended Council Action: Approval of Task Order 10312-D to Keller Associates, Inc. for the Not-To-Exceed amount of $63,515.00. Thank you for your consideration. • Page 1 FROM: Brent Blal<e DATE: 9/25/2013 SUBJECT: Well 16B and Well 16C Pumping Facilities Design I. DEPARTMENT CONTACT PERSONS Brent Blake, Project Manager 489-0343 Warren Stewart, PW Engineering Manager 489-0350 Tom Barry, Director of Public Works 489-0372 II. DESCRIPTION A. Back round Well 16 has reached the end of its service life and has been abandoned and a test well has recently been constructed at the site. Also, new production wells have been designed to replace the original well and are currently being developed. B. Proposed Project This project consists of design and construction management support for the removal, installation, and modification of piping, mechanical, and electrical equipment. The following items are anticipated: • Two new submersible well pumps. One pump will be smaller with a tentative maximum production capacity of approximately 400 gpm. The second pump will be larger with a tentative maximum production capacity of approximately 800 gpm. • Pitless adaptors and piping from the proposed well locations to the pump house. • Mechanical piping within the well house to allow for mixing of the two wells, plus a third future well source. • Instrumentation to monitor flows and pressures from the various sources (but not test well), and a new peristaltic chlorine pump with flow pacing capabilities. Page 1 of 2 ® Upgrade the well controls and associated programming (to be completed by DC Engineering). • New air conditioning unit and HVAC controls. ® Upgrades to the ventilation system, including exterior push button control. ® Electrical and controls, including variable frequency drives and upgrades the PLC and radio telemetry. III. IMPACT A. Strate ig c Impact: This project is aligned with the Public Worlcs objective of being opportunistic in planning for growth and infrastructure needs. B. Service/Delivery Im act: The Water Division of Public Works, in a continuing effort to provide high quality potable water and fire protection to the citizens of Meridian, has identified the need to replace Well 16. C. Fiscal Im act: Project Costs Contract $63,515.00 Project Funding Well 16 (3490-96116) $325,000 Approved for Council Agenda: Date Page 2 of 2 CITY PROJECT NO. 10312 Commitment Number KEL10312-D Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND KELLER ASSOCIATES (ENGINEER) ~~-~ Nove.mF~es~ This Task Order is made this ~' day of 4eteber, 2013 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 Keller Associates, Inc., hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 1A) between the above mentioned parties dated December 6, 2011. The Project Name for this task order is as follows: CITY OF MERIDIAN Well 16b and 16c Pumping Facilities Design and Construction Management Support SECTION 1 -PROJECT UNDERSTANDING The Owner intends to remove mechanical items within the existing facility and install two new well pumps with associated variable frequency drive controls and mixing provisions that would allow for blending of the two new wells. Provisions for a future third well pump will also need to be considered. It is anticipated that the following elements will need to be designed: • Two new submersible well pumps. One pump will be smaller with a tentative maximum production capacity of approximately 400 gpm. The second pump will be larger with a tentative maximum production capacity of approximately 800 gpm. • Pitless adaptors and piping from the proposed well locations to the pump house. • Mechanical piping within the well house to allow for mixing of the two wells, plus a third future well source. • Instrumentation to monitor flows and pressures from the various sources (but not test well), and a new peristaltic chlorine pump with flow pacing capabilities. • Upgrade the well controls and associated programming (to be completed by DC Engineering). • New air conditioning unit and HVAC controls. • Upgrades to the ventilation system, including exterior push button control. • Electrical and controls, including variable frequency drives and upgrades the PLC and radio telemetry. KA# 210098-004 Changes to the existing flushing provisions, building structure, generator and automatic transfer switch, chlorine source, or changes to the site are not anticipated. No fire sprinkler system is anticipated. Should these be determined necessary as the design progresses, a separate addendum to this task order will be developed. SECTION 2 -OWNER PROVIDED INFORMATION AND RESPONSIBILITIES The following data and/or services are to be provided by the Owner without cost to the Engineer. 2.1 Provide ongoing review of the work at a time acceptable to both the Owner and the Engineer. 2.2 Schedule a Conceptual Design Review meeting with Owner review offices such as Planning and Building Services and coordinate any reviews required by those offices. 2.3 Provide access to relevant record drawings and other relevant information of record. 2.4 Provide water system information (static and drawdown water levels in the well, system pressure at the well site, target flow demands, well capacity, etc) necessary to design the well pumps. 2.5 Provide and pay for legal notices for Advertisement of Bid(s). 2.6 Provide and prepare all front-end documents required by the Owner's Purchasing Department. The Engineer will provide the bid schedule to the Owner for inclusion in the front-end documents. 2.7 It is understood that the Engineer will not provide a Resident Project Representative (RPR), but that such services will be provided by the Owner. SECTION 3 -SERVICES TO BE PERFORMED Y ENGINEER 3.1 -PROJECT ADMINISTRATION AND MEETINGS The Engineer will furnish final design services specifically limited to the following: A. Project Administration The Engineer will provide general project administration services, including monthly progress reports, invoicing, and coordination with Owner's personnel. Consultant will utilize one of the City's licenses of E-Builder to manage submittals, change orders, and other key activities. B. Project Meetings Kickoff Meeting: The Engineer has attended akick-off meeting with the Owner for the purposes of obtaining project information and to receive any general direction that the 2 KA# 210098-004 Owner may have with respect to proceeding with the project. The Owner will provide the Engineer with the information pertaining to any design related requirements. The Engineer will attend the Conceptual Design Review meeting to determine Owner review expectations and needs. Project Review Meetings: The Engineer will attend progress meetings with Owner 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) review meetings will be required. 3.2 -FINAL DESIGN The Engineer will furnish final design services specifically limited to the following: A. Design 1. Preliminary Design: A preliminary design outlining the recommended improvements will be provided to the Owner. This will include conceptual drawings and a Table of Contents of anticipated specifications. A Preliminary Engineering Report will be completed and submitted to Idaho Department of Environmental Quality (DEQ) that follows the outline set forth in Idaho Code. 2. Final Design: Final design of the will be completed by the Engineer. Once a set of plans has been approved by the Owner, the Engineer will submit this set of plans for DEQ for review. The Engineer will respond to comments by DEQ and prepare a final set of plans and specifications to be used for bidding. Design Drafting. The Engineer will perform design drafting in AutoCAD for the construction plans. Drafting will be completed on 22"x34" sheets, ANSI standard size "B" sheets. Electrical and Controls. The Engineer's Sub-Consultant (DC Engineering) will complete electrical design and specifications, complete service load and standby power calculations (no new generator is anticipated as part of this design), design power distribution modifications, develop P&ID, develop a design package to replace the existing control panel and reconnect existing and new instrumentation to the new control panel, develop control panel drawings suitable for UL construction, and assist in obtaining approval from reviewing agencies. Plan Review and Revisions ® Upon 50% completion of the plans and specifications, the Engineer will submit review sets of plans to the Owner for review. ® Upon 90% completion of the plans and specifications, the Engineer will submit review sets of plans to the Owner for review. ® The Engineer will incorporate appropriate revisions made by the Owner and other permitting agencies into the final set of plans and specifications KA# 210098-004 Opinion of Probable Construction Cost. The Engineer will develop and issue to Owner an opinion of probable construction cost for the construction project and any bid alternatives. 3. Final Deliverables: Final deliverables will include stamped technical specifications and design drawings in PDF format. SECTION 4 -ADDITIONAL SERVICES 4.1 EID AND AWARD SERVICES The Engineer will furnish services specifically limited to the following: A. Bidding, Publishing, and Administration The Engineer will provide 4 hard copies and one electronic copy (PDF format) of the Plans, Special Provisions, and bid schedule for the Owner's incorporation into its standard bidding documents for bidding purposes. It is assumed that the Owner will prepare all "front-end" documents except the bid schedule and that bidding documents will be distributed through the Owner's Purchasing office. The Engineer will provide bid administration services to coordinate the Bid process with the Owner, 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 Owner. B. Bid Opening and Award The Engineer will review the bid abstract prepared by the Owner, review bidder qualifications, if necessary, and provide a recommendation for contract award to Owner. 4.2 CONSTRUCTION SERVICES The Owner will oversee the construction inspection and administration efforts for the project. It is understood that the Engineer will not provide well control integration services, and that a resident project representative will be provided by the Owner. The Engineer will furnish support services specifically limited to the following. A. Preconstruction Conference The Engineer will attend a pre-construction conference for the project with the Contractor, Owner, and other parties. The Owner will chair the meeting. The Engineer will provide a draft agenda for the Owner's review and prepare meeting minutes. B. Submittal Reviews The Engineer will review technical submittals. C. Requests for Information 4 KA# 210098-004 The Engineer will be available during construction on an as-needed basis as requested by the Owner to answer questions or provide clarifications of the plans and technical specifications. D. Construction Meetings and Observation The Engineer will be available to attend construction meetings and assist the Owner in making construction observations during construction. For budget purposes two meetings and two site visits are assumed. E. Programming and Startup Assistance The Engineer's sub-consultant (DC Engineering) will program the PLC and HMI to meet current city standards, check I/O point connectivity, test the control system, configure communications to the Well 16 site, add additional displays to the Wonderware application, add alarms to existing alarm software, and test remote control and alarm notifications. The Engineer will attend the startup and will assist in preparing a punchlist of outstanding contract items to be completed. The Owner will be responsible for issuing substantial and final completion. F. Record Drawings and Operations and Maintenance Materials The Engineer will prepare record drawings from drawings and data received from the Contractor and Owner's staff. Operation and maintenance materials will also be reviewed by the Engineer. The Owner will be responsible for incorporating operation and materials into an updated manual for the well. A The following schedule is based on a Notice to Proceed (NTP) from the City by October 31, 2013 and resulting in Final Design being completed by March 31, 2013. An NTP issued on a different date will change the schedule accordingly. COMPENSATION AND COMPLETION SCHEDULE Task' Description Due Date Compensation 3.1.A Project Administration March 31, 2014 $1,510 '' 3'.1.B Project Meetings March 31, 2014 $3,610 3.2.A.1 Preliminary Design & PER January 31, 2014 $5,840 3.2,A2 Final Design Control Design March 31, 2014 $16,790 $6,880 4.1 Bidding, Publishing & Admin. Anticipated April 2014 $4,160 4.2.A '; Preconstruction Conference Anticipated May 2014 $1,035 5 KA# 210098-004 4.2.8. Submittal Reviews Anticipated June 2014 $3,935 4.2.C Requests for Information Anticipated September $2,270 30, 2014 4.2.D Construction Meetings & Anticipated September $2,590 '' Observations 30, 2014 4.2.E Startup Assistance & Anticipated September $11,050 Programming 30, 2014 4.2.F Record Drawing and O&M Anticipated October 31, $3,845 2014 TASK ORDER TOTAL $63,515 The Not-To-Exceed amount to complete all services listed above for this Task Order No. KEL10312-D is Sixty three thousand, five hundred fifteen dollars ($63,515.00). 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. The hourly rates for services and direct expenses are per the Master Agreement (by this reference made a part hereof) and the current approved Rate Schedule on file with the City, and will be the basis for any additions and/or deletions in services rendered. Travel and meals are excluded from this Task Order unless explicitly listed in the Scope of Services AND Payment Schedule. CITY OF MERIDIAN BY: ~ ~~1~~~~~~ ~~ TAMMY d ERD, MAYOR Dated: //- (o - /3 KELLER ASSOCIATES, INC. ROD LINJA, PRESIDE T Dated: / ~ ~/ ~ ~T.a / 3 Approved by Council:,/pjy~piyy~,~ /! fly ao~3 HOLMAN, CITY ~~~ Ii~7~/ I itv of L gDANO Purchasing Approval z,, ~~ BY: ~~ KEIT . ATTS, Purchasing Manager City Project Mpanager vJ -C ~~ ent Approval RREN STEWART, Engineering Manager Dated: ~ ~~Z s~/ 3 wacz~.~r~ s~w~ 6 KA# 210098-004