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HomeMy WebLinkAboutTask Order No. 10413 with JUB Engineers, Inc. for Sewer Line Replacements Sites 14 and 15TASK ORDER NO. 10413 Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND J -U -B ENGINEERS, Inc. (ENGINEER) This Task Order is made this & day of January, 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 "City", and accepted by (JUB ENGINEERS, INC), hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (Category 2c) between the above mentioned parties dated April 13, 2010. The Project Name for this Task Order 10413 is as follows: CITY OF MERIDIAN SEWER LINE REPLACEMENTS - SITES 14 & 15 PROJECT UNDERSTANDING The project objective is to investigate approximately 1,026 linear feet of the 8" collection sewer for trenchless rehabilitation. These sewers are located at following two locations: 1) Site 14 — Collection sewer between Franklin Road and Taylor Street west of Meridian Road, more specifically from MH N12-432 to N12-184, and comprising approximately 443' of 8" sewer. This reach contains several manholes and direct service connections. 2) Site 15 — Collection sewer south of Fairview Avenue, west of Hickory Avenue, more specifically from MH N16-168 to N16-91, and comprising approximately 583' of 8" sewer. This reach contains cleanouts with one manhole and direct service connections. Existing CCTV inspections show serious deterioration of the existing concrete sewer with some root intrusion and grade defects. At this time, the CITY's preference is to rehabilitate the sewer with in situ techniques such as slip -lining (pipe insertion) or pipe bursting methods to provide a structurally independent pipe. However, open trenching may be contemplated if the existing conditions warrant. Manholes along the sewer (if present) will also be examined for condition and recommended for rehabilitation, replacement or installation if needed. The approach will include the following tasks: • Evaluation and Preliminary Design of Rehabilitation Alternatives • Final Design and Preparation of Bidding Documents • Easement Evaluation and Procurement (if required) and Landowner Coordination • Bidding Phase • Construction Administration Assistance At this time, service lateral rehabilitation is not intended. However, service lateral rehabilitation may be considered as an additional service to the design and construction project if the field evaluation indicates excessive infiltration is present or expected. Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 1 of 9 JUB ENGINEERS, INC SCOPE OF WORK SECTION 1— ITEMS TO BE PROVIDED BY THE CITY TO J -U -B • Provide pipe CCTV tapes, record drawings, locations of all service connections, and maintenance information about the subject sewers. CCTV tape quality shall be of sufficient quality to accurately evaluate the condition of the pipe, service line locations and establish pipe joint deflection or offsets. CCTV inspection during low flows or while by-pass pumping is encouraged. • Perform dye testing and/or additional CCTV inspection that may be required to identify service laterals which are active or inactive. • Assist J -U -B in field locating and exposing each manhole prior to J -U -B field survey and manhole condition survey. • Secure and pay for final permits, easements, agency approvals, and agreements required for the project. J -U -B shall provide assistance to the OWNER as outlined in subsequent tasks. • CITY to prepare standard bidding and construction contract documents, i.e. "front-end" documents. • Easements and Property Acquisitions: o CITY procedural policy or direction of the acquisition process. o Authorization to acquire easements or real property. o The CITY will pay for all costs associated with the acquisition of easements or real property. o CITY liaison person to assist with acquisition and resolution of disputes. o The CITY will provide legal counsel to CITY Staff as required for consultation and legal opinions of easement issues on an as needed basis. o Boilerplate sale and purchase agreement, and other pertinent documents used for easement acquisition. o Review easement offer packages. • During the construction of the project, the CITY shall provide: construction engineering, administration and observation services as necessary (unless the CITY directs J -U -B to provide these additional services). • Public involvement and notices for residents, businesses or customers affected by construction. SECTION 2 — SERVICES TO BE PERFORMED BY J -U -B J -U -B's scope of services is specifically limited to the following: Task 1— Project Management and Meetings 1.1 Kickoff Meeting: J -U -B will prepare and conduct a kick-off meeting with CITY staff for the purpose of discussing the project approach and obtaining information that may be available from the CITY, reviewing project schedule, introducing J -U -B project staff, etc. 1.2 Progress Meetings: Attend progress meetings with the CITY staff as needed to discuss project status, provide task order status summaries, present deliverables, and receive direction from the CITY. It is anticipated that two (2) progress meetings may be required primarily in the design phase of the project. 1.3 Project Management, Administration and Tracking: Prepare monthly project updates, project management, and coordination with the project team and Public Works staff. Monitor team progress, action item lists, task deadlines, items needed from CITY. Provide documentation, permitting milestones, and critical path items as needed. Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 2 of 9 JUB ENGINEERS, INC J -U -B will submit written communication through the City's project management software (e -Builder). This includes but is not limited to the following: • Reports • Drawings (except final construction plans) • Requests for information • Request for action by City • General Project Documentation & Communication • Pay Invoices ENGINEER will be responsible for purchasing and maintaining an e -Builder license from e -Builder. Task 2 — Topographic Survey and Rehabilitation Evaluation 2.1 Review Existing Information: J -U -B will review information provided by the CITY in regard to the existing sewer system including: • Record drawings, • Review of CCTV inspection video and logs to generally determine pipe and pipe joint condition, service lateral locations and connections, significant grade breaks, and offset joints that are visible from the CCTV. • Interview collections staff when completing field work under Subtask 2.3. 2.2 Field Survey, Research and Base Map: J -U -B will perform the following: Research and Utility Request: Research available land monuments, plats, records of survey (ROS), and right-of-ways (ROWS) on the project sites. Contact utility companies prior to survey via Dig -line to request field locations of utilities and available utility mapping. Utilities will be shown to the extent they are visible in the field or located by the utility or CITY. Title Reports: Order title reports on parcels where the existing sewers are routed. Approximately four (4) reports will be ordered at a budgeted cost of $200/each. Title reports will be reviewed for existence of sewer easements. Survey Control: Establish survey control along the alignment using: horizontal coordinate system, NAD 1983 translated to the Ada County G.I.S. system, and vertical control based on NAVD 1988. ROW's and property lines will be established from land records, plats, ROS. Property lines and ROWS not in the immediate project area will be established using Ada County G.I.S. data. Land monuments will be located and shown where found from visual observations during the field survey. Easements of record will be depicted based on research, ROS or plat information and found monumentation in the immediate work limits. Field Survey: Complete a topographic survey along the alignment. Along the undeveloped areas, the survey will extend approximately 50 feet in width approximately centered along the existing sewer. Existing utilities shall be located to the extent that they are visibly marked by the utility companies and CITY. A Dig -line utility location ticket will be requested for utility mark -outs (as marked by others) for field location prior to mobilizing the field survey. Base Mapping: Prepare topographic mapping in Civil 3D 2013 at a 1" = 40' scale, 22"x34" plan sheets. Topographic features will be depicted using standard symbols and will include but not be limited to fences, utility poles (including line routing), surfacing, utilities to the extent that they are found or field located by the utility companies, building outlines, edge of pavement, face of curb, sidewalks, striped roadway centerline, guard rails, signal poles, signs, mail boxes, face of retaining walls, telephone risers, top of bank and waterway flowlines, large trees, and include monuments of record and physical survey of monuments and property pins that are Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 3 of 9 JUB ENGINEERS, INC found. Provide locations (X & Y coordinates) and elevation of local temporary benchmarks to be used on Project. Cross-sections will be developed along the sewer at an approximately 50 -foot width grid (or to the limits of the construction easement) and topographical grade breaks. 2.3 Manhole Condition Assessment: During the field survey, J -U -B will field locate with assistance from the CITY, each manhole along the proposed rehabilitation alignments, field survey rim and invert elevations, catalog manhole type, pipe inlet/outlet types, orientations, photographs, and visually assess the general condition of the manhole using the City's rating system as available. The CITY and J -U -B will jointly determine if the manholes require rehabilitation and preferred methods for construction. Note that manholes of marginal structural condition may require full replacement. 2.4 Sewer Rehabilitation Evaluation and Analysis: Based on information collected and reviewed, J -U -B shall evaluate the following options for the rehabilitation of the subject mains: • Option 1 — Slip -lining (pipe insertion) with HDPE, fusible PVC (Slip -Lining) • Option 2 —Pipe Bursting with HDPE. • Option 3 - Open Trench J -U -B shall review each alternative for rehabilitating the sewer mainlines for applicability and prepare preliminary calculations to estimate material thickness, relative advantages and disadvantages, and develop preliminary opinions of cost for applicable rehabilitation methods. This evaluation will be done in close coordination with CITY staff. J -U -B shall prepare a draft summary memorandum which will include the following elements: a) Summary of existing conditions based on CCTV review of the sewer and manhole field conditions; b) Base drawing showing topographic survey with existing easements and ROW of record; c) Recommendations for point/spot repairs prior to rehabilitation; d) Alternative descriptions and relative advantages and disadvantages of applicable rehabilitation options including cost comparisons; An internal quality control (QC) review will be performed by a senior engineer of the draft summary memorandum. Four (4) copies of the draft evaluation summary table will be submitted to the CITY for review. J -U -B shall meet with the CITY to review CITY comments and identify the CITY's preferred alternative. Deliverables: 1. Four (4) hard copies of the Evaluation Summary Table and Base Drawings 2. Four (4) hard copies of the Final Evaluation Summary Table and Base Drawing Task 3 Design and Construction Documents 3.1 50% Design Package: Based on approval of the preferred rehabilitation alternative in Task 2, preliminary design, and the concept base drawings, J -U -B shall design and prepare draft plans of the sewer rehabilitation and related work elements. Design will be based on the CITY's adopted version of the ISPWC as modified by CITY of Meridian (COM) Standard Supplemental Specifications and will include the following: a) Plans and profiles for the sewer rehabilitation showing conceptual access pits, lay -down areas, and known utilities around manholes, plans and profiles. Plans will be 22"x34" with a 1"=40' or similar horizontal scale, provided that the CITY's GIS ortho-photo resolution is adequate. b) Spot repairs, if needed, will be designed for the preferred alternative. Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 4 of 9 JUB ENGINEERS, INC c) Surface reconstruction details (it is assumed that no drainage modifications will be required for roadways or private property as a result of the project) will be referenced using ISPWC/COM standard details. d) Service line or lateral reestablishment details will reference ISPWC details. e) Supplemental Technical Specifications for items that are not covered or are in addition/clarification to the 2012 ISPWC and COM Supplemental Specifications. Technical Specifications will conform to the formatting of the ISPWC. f) An Erosion and Sediment Control Plan (ESC) will be developed per the City of Meridian CSWMP Standard Requirements and IDEQ and ACHD requirements and included in the specifications. g) A traffic control plan will be developed and included in the plans and specifications and will be submitted to ACHD for comments. h) Opinion of probable construction cost using a preliminary bid schedule. i) A senior engineer will perform a QC of the plans and technical specifications. J -U -B will submit five (5) copies of the 75% review package to the CITY for review and comment. One (1) set of plans will be submitted to the utility companies for informational purposes. J -U -B will complete a walk-through with CITY inspection and Public Works staff to review site conditions, submittal package and receive comments and direction on the project. Deliverables: 1. Five (5) copies of 22"x34" 75% complete Plans, three (3) copies of the Technical Specifications, and Opinion of Probable Construction Cost. 3.2 95% Complete Design, Plans and Tech. Specs (Agency Review Set): a) Revise the 50% plan set and Technical Specifications to address CITY review comments as applicable and additional final design issues. b) Prepare final design and detailing of the rehabilitation with considerations for constructability, surface disturbance, sanitary separations, utility conflicts, excavation depths, easement Grantor conditions and other pertinent design issues. c) Design spot repairs for the preferred rehabilitation method. d) Service line or lateral reestablishment details will reference ISPWC details. e) Opinion of probable construction cost and preliminary bid schedule. f) A senior engineer will perform a QC of the plans and technical specifications. J -U -B will submit four copies of the 95% review package to the CITY for review and comment. The CITY will provide a full review and comments from the Community Development Division. One (1) set of plans will be submitted to the utility companies for informational purposes. J -U -B will meet with the CITY to review submittal package and receive comments and direction from Public Works staff on the project. Deliverables: 1. Three (3) copies of 22"x22" 95% complete Plans, Technical Specifications, and updated Opinion of Probable Construction Cost. 3.3 100% Plans and Technical Specifications (OLPE Review, Bid Ready): J -U -B will incorporate the CITY's review comments (as applicable) and perform the following: a) Incorporate applicable CITY and Agency review comments into the plan set and technical specifications. b) Complete final design and detailing of the selected rehabilitation method including, connection details, and manhole rehabilitation. c) Prepare 100% complete plan and profile sheets and details, Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 5 of 9 JUB ENGINEERS, INC d) Prepare Project Manual in accordance with CITY'S requirements (technical specifications, as well as plans, and details for items that are not covered or are in addition (clarification) to the ISPWC and COM's Standard Construction Specifications. e) Complete an internal QC review with a senior J -U -B engineer. f) Opinion of probable construction cost and final bid schedule. J -U -B will submit two (2) copies of the 100% (Bid Ready) submittal package for CITY QLPE review and approval. If revisions are necessary, J -U -B will incorporate and resubmit submittal the package. The 100% submittal package will incorporate plan approval stamps and signatures from ACHD, City of Meridian QLPE, Development Services and Flood Plain Administrator on the appropriate sheets. Deliverables: 1. Two (2) copies of the 100% (Bid Ready) Plans and Technical Specifications updated opinion of probable construction cost and bid schedule. Task 4 — Landowner Coordination and Easement Preparation This Task provides services to assist the CITY in coordination with the landowners for both temporary construction easements and to negotiate permanent easement acquisition, if required. In addition, this task provides easement legal descriptions for new easements or amendments to existing sanitary sewer easements. A budgetary estimate for this Task is shown on Attachment A-1. The level of effort to secure easements can vary depending on the number of landowners contacted, landowner concerns, and level of negotiations necessary. The budget will be reviewed with the CITY as work progresses for possible adjustment to the budget for this Task 4.1 Landowner Coordination: a) Prepare, with assistance from the CITY, an informational flyer/letter from the CITY to affected landowners for the purpose of informing them of the impending project and providing contact information. Mailings are expected for approximately eleven (11) landowners and will be provided by J -U -B. b) Arrange and attend initial meetings with the affected landowners who responded to the informational letter. Approximately eleven (11) landowners may be contacted. Meetings will discuss the project, expected disruption of sewer services, access provisions during field work and construction, anticipated schedule, and other specific issues or concerns. For the purpose of estimating the level of effort for this Task Order, one (1) initial contact meeting is assumed per landowner. Interview notes will be prepared and provided to the CITY. 4.2 Easement Coordination a) Follow up Landowner Meetings: J -U -B will conduct additional meetings with affected landowners to negotiate easement siting, physical constraints and any temporary construction or access provisions. For the purpose of estimating the level of effort for this Task Order, it is assumed that two (2) landowners will be contacted, each requiring two (2) meetings. b) J -U -B will provide progress updates to the CITY summarizing the status of easements and meet with CITY staff on an as needed basis. Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 6 of 9 JUB ENGINEERS, INC 4.3 Legal Descriptions and Easement Documents a) J -U -B shall prepare legal descriptions for permanent sewer and temporary construction easements for the subject sewer mains. For the purpose of estimating the level of effort for this Task Order, the preparation of two (2) permanent legal descriptions and two (2) construction easement legal descriptions is assumed. b) Using CITY easement forms, J -U -B will prepare easement documents incorporating the legal descriptions for draft submittal to the affected land owners. If acceptable to the land owner, J -U -B will provide a Notary to finalize the easement documents. Deliverables: 1. Landowner meeting status reports 2. Copies of title reports (from subtask 2.2) 3. Legal descriptions, easement provisions and easement documents using CITY easement templates. Two (2) notarized copies of easements upon landowner approval. Assumptions 1. Approximately eleven (11) initial landowner meetings are anticipated. 2. CITY will record executed easements. 3. CITY will value the easements and provide legal consultation on an as needed basis for easement negotiations and acquisition. Task 5 — Bidding and Construction Support Services J -U -B will furnish the following services as requested by the CITY: 5.1 Bidding Services: J -U -B will assist the CITY during the bidding phase as described below or specifically requested by the CITY: a) J -U -B will provide twenty (20) sets of the Plans and Technical Specifications. Provide a copy of the final Bid Schedule in Word electronically to the Project Manager. b) J -U -B will assist the CITY in the preparation for the pre-bid meeting and one (1) representative from J -U -B will attend the pre-bid meeting. c) Respond to Bidders' technical questions that the CITY is unable to answer and prepare and/or advise the CITY in the issuing clarification for addenda. d) J -U -B will assist with the bid review and issue a summary of bids and recommendation for award, if requested by the CITY. Deliverables: 1. Twenty (20) copies of the Plans and Technical Specifications 2. Updated opinion of probable construction cost 3. Bid schedule in Word format. 5.2 Construction Services: J -U -B's project manager/engineer will be available during construction to assist the CITY as described below or specifically requested by the CITY: a) Preconstruction Conference: One (1) representative from J -U -B will attend the pre - construction conference with the contractor, CITY and agencies. Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 7 of 9 JUB ENGINEERS, INC b) Construction Control Staking: J -U -B shall provide one (1) set of control staking for the Contractor to perform construction staking. The Contractor shall be responsible for protection of the staking and performing independent QA/QC of the control as the work progresses, and if disturbance has occurred. Re-establishment of the control will be performed on an additional time and materials basis and will be paid for by the Contractor directly to J -U -B. Staking will include: 1) For new manholes two (2) offset stakes with horizontal and vertical control for each manhole will be staked; 2) For open cut sewer installation, control will be staked halfway between each manhole along the sewer alignment; 3) Limits of permanent and temporary construction easements at each angle point(s) and 200' intervals. c) Shop Drawing and Product Data Reviews: J -U -B will review shop drawing and product data submittals for compliance with the design and contract documents as requested by the CITY. d) Construction Administration: As requested by the CITY, J -U -B will assist the CITY in review of claims, change order and work directive preparation, address questions or RFI's, and other construction administration activities. Attend construction meetings as requested by the CITY. e) Close-out Procedures: J -U -B, if requested by the CITY, will conduct a walk through with the CITY and Contractor and prepare a tentative punchlist to supplement the CITY's RPR punchlist. f) Record Survey: Upon completion of the work, J -U -B will complete a survey of the work to include the rim elevations of all the manholes installed and will dip each manhole to determine the elevation of the flowline inverts. g) Record Drawings: J -U -B will prepare record drawings from drawings received from the Contractor, CITY's Inspector and the record survey per the City of Meridian Record Drawing Requirements (available on the website). Deliverables: 1. One (1) paper set of the proposed record drawings to be reviewed by the CITY prior to submitting the final as shown below. 2. Three (3) sets of 24"06" record drawings in hard copy, one (1) complete set of drawings in PDF and in AutoCAD format for CITY use and one (1) complete set of drawings in PDF for submittal to DEQ. Task Order 10413 SEWER LINE REPLACEMENTS - SITES 14 & 15 Page 8 of 9 JUB ENGINEERS, INC TIME OF COMPLETION AND COMPENSATION SCHEDULE The following schedule is based on a Notice to Proceed (NTP) from the City by January 2013 and resulting in Final Design being completed by the end of AUGUST 2013. A NTP issued on a different date will change the schedule accordingly Task Task Name Schedule/Milestone Compensation Number Task 1 Project Management and Meetings ■ On-going throughout other tasks $1,497 Task 2 Rehabilitation Evaluation and • Completed within 30-45 calendar days of Preliminary Design Notice to Proceed $6,083 Task 3 Final Design and Construction • Completed within 45 calendar days of Documents CITY's approval of Task 2. $10,969 Task 4 Landowner Coordination and Easement ■ Completed in a timely manner $6,761 Preparation Task 5 Bidding and Construction Support • Completed as required by CITY's bidding Services and contract award schedules. $4,525 TASK ORDER TOTAL $29,835 The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10413 is twenty-nine thousand eight hundred thirty-five dollars ($29,835.00). 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 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: �l TAMMY EERD, MAYOR Dated: Attest: BY: Purchasi urchasing Manager City Project Manager: John Boyd Task Order 10413 SEWER LINE REPLACEMENTS- SITES 14 & 15 JUB ENGINEERS, INC JUB ENGINEERS, INC BY: 4-"wil d - ��i PNER"nZ013701M, . I L4fM Department Approval C/1 --i 00VI, CLINT DOLSBY, Assist nt City Engineer Dated: I/`/) Page 9of9