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HomeMy WebLinkAbout98-85 RESOLUTIONRESOLUTION NO. 98.85 SCANNED -- A RESOLUTION AUTHORIZING THE MAYOR AND CITY IT.FRK TO EXECUTE A CONTRACT WITH MCCFLLAND CONSULTING ENGINEERS, INC., AND CH2M HILL SOUTHEAST, INC., FOR SEWER REHABILITATION ENGINEERING SERVICES. BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE CITY OF FAYETTEVILLE, ARKANSAS: That the Mayor and City Clerk are hereby authorized and directed to execute a contract with McClelland Consulting Engineers, Inc., and CH2M Hill Southeast, Inc., for sewer rehabilitation engineering services. A copy of the contract authorized for execution hereby is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 3rd day of d I 4.1 • w! o 10fPTREST",.. •vti_ September , 1985. } • • AGREEMENT TO FURNISH WASTEWATER ENGINEERING SERVICES TO THE CITY OF FAYETTEVILLE, ARKANSAS This Agreement made this Zra day of G� , 19,i:between the firm of McClelland Consulting Engineers, Inc., hereinafter referred to as the ENGINEER, and the City of Fayetteville, Arkansas, hereinafter referred to as the OWNER, wherein the ENGINEER agrees to provide certain engineering services as defined in Article 1 and for the consideration defined in Article 2 herein. ARTICLE 1 The OWNER, having requested proposals from consulting engineering firms for providing wastewater engineering services, and after having reviewed the submitted proposals has selected the ENGINEER to provide the necessary engineering services to complete a sewer system rehabilitation project. The services to be provided shall be in accordance with the Workplan included in Appendix A to this Agreement and as generally outlined in the OWNER'S Request for Proposals for this project of August 2, 1985. ARTICLE 2 The compensation for the services to be provided will be as detailed in Appendix B to ' this Agreement and will be subject to all further considerations contained in the OWNER'S Request for Proposals for this project dated August 2, 1985. The ENGINEER agrees to complete the initial phase of the project, preparation of Plans and Specifications, to allow Advertisement for Bids no later than March 1, 1986. Should the ENGINEER fail to meet this deadline due to circumstances within the control of the ENGINEER, the ENGINEER agrees to pay as liquidated damages the sum of $100 per day until such time as the Advertisement for Bids is published. ARTICLE 3 Payment to the ENGINEER for services provided as described in Article 1 is to be made within 30 days after date of billing, the amount due will be for services rendered during the previous month. EXHIBIT A 1. ARTICLE 4 It is further mutually agreed by the parties hereto: 4.1 That the OWNER will designate a representative to direct and coordinate the ENGINEER's efforts who will be the only source of instructions to the ENGINEER and who shall have the authority to interpret the OWNER's policy as necessary to maintain the ENGINEER's work schedule, administer the Agreement, and certify the ENGINEER's payment request. 4.2 That the OWNER shall make available to the ENGINEER all technical data in the OWNER's possession, including maps, surveys, borings, and other information required by the ENGINEER and relating to his work. Furthermore, the OWNER shall hold the ENGINEER harmless for any errors in or omissions from plans and specifications that may have been previously prepared for this Project by others. 4.3 That any estimates of cost for the Project which may be required are to be prepared by the ENGINEER through exercise of his experience and judgement in applying presently available cost data, but it is recognized that the ENGINEER has no control over cost of labor and materials conditions, so that he cannot warrant that the project construction costs will not vary from his cost estimates. 4.4 That the ENGINEER's Salary Overheads are defined as 1.44 percent of wages or salaries of employee working and premiums measured by or applicable at the time of performance to such wages or salaries, such as, but not limited to, Worker's Compensation Insurance, Social Security, State and Federal unemployment insurance, medical -hospital insurance, pension plan costs, and pro rata allowances for vacation, sick pay, and holiday pay. Direct Salary plus Salary Overhead is defined as Payroll Cost. 4.5 That the ENGINEER's direct expenses are defined as the costs incurred on or directly for the Project, other than the Salary and General Overhead Costs (as defined hereinbefore). Such direct expenses shall be computed on the basis of actual purchase price for items obtained from commercial sources and on the basis of usual commercial charges for items provided by. the ENGINEER. Direct expenses shall include, but not be limited to, necessary transportation costs, including mileage at the rate of 250 per mile when the ENGINEER's own automobiles are used, meals, and lodging, laboratory test and analyses, computer services, word processing services, telephone, printing and binding charges. 4.6 That, in soils investigation work and in determining subsurface conditions for the Project, the characteristics may vary greatly between successive test points and sample intervals. The ENGINEER will perform this work in accordance with generally accepted soils 2 engineering practices and makes no other warranties, expressed or implied, as to the professional advice provided under the terms of this Agreement: 4.7 That the ENGINEER shall maintain a level ofcompetency presently maintained by other practicing professional engineers in the same type of work for the professional and technical soundness and accuracy of all designs, drawings, specifications, and other work and materials furnished under this Agreement. 4.8 Either party may terminate this Agreement at any time by a notice in writing to the other party. If the Agreement is terminated as provided herein, the ENGINEER will be paid for services actually performed; the amount of said payment shall bear the same ratio to the total compensation as the services actually performed bear to the total services of the ENGINEER, less payments of compensation previously made. 4.9 The OWNER may, from time to time, request changes in the scope of the services of the ENGINEER to be performed hereunder. Such changes, including any increase or decrease in the amount of the ENGINEER'S compensation, which are mutually agreed upon by and between the OWNER and the ENGINEER, shall be incorporated in written amendments to this Agreement. 4.10 That the OWNER shall pay for all costs of publishing advertisements for bids and for obtaining permits and licenses that may be required by local, State, or Federal authorities and shall secure the necessary land, easements and rights-of-way as described by the ENGINEER. 4.11 That all claims, counter -claims, disputes and other matters in question between the OWNER and the ENGINEER arising out of or relating to this Agreement or in the breach thereof will be decided by arbitration only if both parties hereto specifically agree to the use of arbitration in regard to the individual matter in dispute. 4.12 That, in the event of any legal or other controversy requiring the services of the ENGINEER in providing expert testimony in connection with the Project, except suits or claims by third parties against the OWNER arising out of errors or omissions of the ENGINEER, the OWNER shall pay the ENGINEER for services rendered in regard to such legal or other controversy, on a.basis to be negotiated. 4.13 That visits to the construction site and observations made by the ENGINEER as part of his services shall not relieve the construction contractor of his obligation - to conduct comprehensive inspections of the work sufficient to ensure conformance with the intent of the Contract Documents, and shall not relieve the construction contractor of his full responsibility for all construction means, methods, techniques, sequences, and procedures necessary for coordinating - 3 • and completing all portions of the work under the construction contract and for all safety precautions incidental thereto. 4.14 That the ENGINEER shall provide on-site inspection personnel and will make reasonable efforts to guard the OWNER against defects and deficiencies in the work of the contractor and to help determine if the construction contract has been fulfilled. Their day-to-day inspection will not, however, cause the ENGINEER to be responsible for those duties and responsibilities which belong to the construction contractor and which include, but are not limited to, full responsibility for the techniques and sequences of construction and the safety precautions incidental thereto, and for performing the construction work in accordance with the Contract Documents. 4.15 That the ENGINEER has the right to subcontract services, however the OWNER has the right to reject Subcontractors who perform work on the protect in excess of $50,000. 4.16 All documents including drawings, specifications, estimates, field notes and other data pertaining to the work or to the protect shall become the property of the OWNER. The OWNER shall not be restricted in the subsequent use of the design, design documents or ideas incorporated in the work. However, the ENGINEER shall bear no responsibility for such reuse of the design unless specifically agreed to in writing. 4.17 That this Agreement is to be binding on the heirs, successors, and assigns of the parties hereto and is not to be assigned by either party without first obtaining the written consent of the other. • • • ARTICLE 5 IN WITNESS WHEREOF, the parties hereto each herewith subscribe the same in triplicate. ATTEST: FOR CI F YLLE, ARKANSAS By game FOR McCLELLAND CONSULTG ENGINEERS,, INC. 171) (Title ame Dated this 2/ day of se-- , 19�� • • • APPENDIX A WORKPLAN INTRODUCTION The project will be completed in six phases. These phases will be: 1. Preparation of Detailed of Plans and Specifications 2. Assistance in Bidding Process, Bid Evaluation and Contract Award 3. Construction Management 4. Monitoring 5. Reporting 6. Easement Acquisition A discussion of each of these work tasks follows. PREPARATION OF DETAILED PLANS AND SPECIFICATIONS Based on information provided in the RFP and in evaluation of the plans that were prepared in 1980 and in 1982, the ENGINEER will complete the following activities in preparation of the Plans and Specifications necessary to accomplish the rehabilitation objectives that are now proposed. 1. Development of the project scope 2. Review of project scope with the City 3. Preparation of Plans and Specifications and Bid Documents These subtasks are discussed below. Development of Project Scope , As outlined in the RFP, the project as now proposed would consist of the following activities: . 1. Replacement of Line Segments - 50 Total Length of Replacements by Size: 6" - 3930 feet 8" - 4320 feet 10" - 890 feet 12" - 820 feet 15" - 330 feet 20" - 400 feet 24" - 530 feet 2. Realign and Re -Grout Casing to Cones 3. Manhole Rehabilitation (Waterproofing Manholes) 4. Repair of Line Connections Outside Manholes 5. Manhole Replacement 6. Raise Manholes ( 2 - 18") 1 50 64 4 1 130 These activities are based upon the SSES recommendations that were made in 1977 and 1978 and the Plans that were prepared in 1980 While it is possible that movement directly into construction by simply pulling these proposed activities from the Plans would meet the OWNER's objectives, it is believed that a thorough evaluation of the proposed activities should be completed before Plans and Specifications are prepared and construction is begun. This is believed to be in the OWNER's best interest, due to the fact that changes as related to the cost effectiveness of rehabilitation may have occurred in the time between the original design and the current period and also the availablealternatives for rehab may have changed in that same period. Therefore, the ENGINEER proposes to take the 1980 plans and those sections that relate to the areas now in question and to perform a detailed evaluation of proposed activities as relates to inflow repair. This evaluation will be completed by evaluating the current cost of each proposed repair as relates to cost effectiveness based upon the current cost of treatment of wastewater that is projected for the plant that is currently being constructed. In addition, in evaluating leaks that were identified in the 1980 design, the ENGINEER will re-evaluate the SSES for the areas in question using current costs in order to determine if other leaks may be cost effective to repair at this point in time. The final • output of this evaluation will be the development of a scope of work that will define the inflow sources that are to be corrected of those that were designed in 1980 and any new inflow sources that may appear to be in the interest of the OWNER to be looked at and suggestions as to alternative rehab approaches for the inflow leaks should alternative approaches appear to be viable. The information will be summarized in a report to be used to review with the OWNER to define the rehab scope prior to the preparation of the final Plans and Specifications. Review of Project Scope with the OWNER Using the report prepared under the previous work task, the ENGINEER will meet with the OWNER to discuss the scope of the rehab project as developed through the reevaluation of cost effectiveness as well as alternative rehab techniques that may be available. This report that will be utilized by the OWNER will include a description of the leaks to be repaired and associated costs and allow the OWNER to determine the scope of the project which is to be included in the detailed design. Preparation of Detailed Plans and Specifications Following the activities discussed above and the definition of the project scope to be completed, the ENGINEER will then prepare the final plans and specifications and bid documents that will allow the project to go to contract award and construction. In completing this activity, maximum utilization will be made of the existing design documents in order to minimize costs. However, appropriate changes that are in the best interest of the OWNER in order to assure the best opportunity for the OWNER to meet its objectives will be utilized. In particular, emphasis will be placed in the area of development of specifications and a bid proposal which will allow the type of flexibility and unit pricing in cost categories which is needed in order to accomplish the objectives in the field with the least amount of confusion and problems. The ENGINEER will assist the OWNER in defining the project scope to the Contractor that assures that the OWNER receives competitive prices and can be confident that the cost of the project can be controlled and the rehabilitation objectives met. Bidding Upon completion of the Plans and Specifications and approval by the OWNER and appropriate approval authorities, the ENGINEER will assist the OWNER in the bidding process. Initially, the ENGINEER will prepare the Notice for Advertisement and will assist the OWNER in opening bids at an appropriate time agreed upon by the OWNER. The ENGINEER will then evaluate the bids and develop a recommendation to the OWNER in regards to the award of 'a final construction contract It is pointed out that the ENGINEER believes that the Bid Proposal and the selection process for a project of this nature should allow some degree of flexibility to the OWNER -8 r. in selecting not purely on the basis of low cost if it is of obvious benefit to the OWNER to retain a Contractor who has significantly more rehabilitation experience than one or more Contractor's who may bid lower prices. Rehabilitation work is a particularly difficult type of work and it is work that is normally not completed to the same degree of proficiency by all Contractors. Therefore, in order to optimize the dollars spent, it is oftentimes advantageous for the OWNER to have the option of selecting a more experienced contractor. The ENGINEER intends to develop bid documents that will allow this flexibility for the OWNER to develop a bid evaluation process that will allow the OWNER to make such a decision with minimum confusion or problem on the the part of the prospective contractors. Construction Management The management of construction of a project of this nature is extremely important due to the fact that many times the activities that are proposed in terms of the repair of 'an existing system are difficult to locate with absolute certainty on a set of Plans and Specifications. Therefore, on occasion the Contractor will run into situations where excavations reveal that circumstances are different than that anticipated. At this point, it is necessary to be flexible and knowledgeable and to be able to make decisions quickly and allow construction to proceed without undue delays. In order to accomplish this, the ENGINEER proposes to work extremely close with the Contractor during the construction process to provide a resident inspector at all times during construction and to provide other inspection personnel on an on-call basis when multiple crews or when particularly difficult situations arise that necessitate additional manpower to deal with. The ENGINEER would propose to form a team of individuals to manage the construction effort, including the Contractor's Superintendent, the Project Engineer and the Resident Engineer. These individuals would work closely together to track the improvements as they proceed, to note changes that may have to be made in the field so that the appropriate as -built drawings can be prepared at the end of the project, and to anticipate problems that may occur in other areas of the project that might be similar. This team will, as indicated, • work closely together. Weekly meetings will be held to discuss the proposed activities for that week, types of repair efforts that are to be accomplished and where these repair efforts are to take place. This will allow weekly scheduling and anticipation of needs and problems and allow the rehab effort to result in maximum benefit as relates to flow production at the wastewater treatment plant. Flow Monitoring Flow monitoring will occur at two times in the project. Pre -construction flow monitoring will be completed in the spring of 1986 in order to determine the existing flows in the systems in which the rehabilitation work is to take place. Post -construction monitoring will be completed in i1 ii Spring, 1987. The ENGINEER proposes to complete this flow monitoring on a mini -system basis using the same mini -systems used in the SSES. The monitoring steps will be as listed below. Additional detail regarding each step is included in the ENGINEER'S proposal of August 21, 1985, which is hereby made a part of this Contract by reference. o Select flow monitoring equipment that is accurate, reliable, and cost effective. o Install flow monitoring equipment and measure flow during a dry and wet weather period. o Install rain gauges, if need, and periodically collect rainfall data. o Determine the magnitude and components of I/I from the flow monitoring data. The steps in this task include the following: o Develop rainfall histograms and distribute rainfall isohyetally in the drainage basins for each monitored rain event. o Select data that are representative of dry and wet weather conditions. o Calculate the amount of rainfall -dependent infiltration/inflow (RDI/I) for each rain event. This is accomplished by electronically subtracting dry weather flow from wet weather flow. o Plot the quantity of RDI/I versus the volume of rain that falls on a given basis. Perform this analysis for all rain events at all monitoring sites. Analyze water consumption data and compare it to dry flow during the rain season. The difference between sanitary flow and water consumption is representative of GWI. o Determine the effectiveness .of the rehabilitation efforts based on pre and post -construction monitoring. Reporting The ENGINEER will take the results of the pre -and post -construction monitoring and use this information to develop a report which will indicate - 10 - 1114 • r • flows in the system, the relative successfulness of rehabilitation efforts in removing inflow from the system, how these flows relate to the carrying capacity of the collection system and hydraulic capacity of the treatment plant. This information will be used to develop recommendations to the OWNER as to additional actions, if any, that may be required to supplement the rehabilitation activities that are completed. Easements Easements will be developed on an as -needed basis, as the project proceeds. After the project scope is defined and early in the detailed Plans and Specifications, the OWNER will be given information relating to the properties on which easements will be required. The ENGINEER will then work with the OWNER to write any necessary easements and to prepare plats that are necessary to obtain all easements. • August 26, 1985 FY852163 APPENDIX B Mr. Don Bunn City Engineer City of Fayetteville P.O. Drawer F Fayetteville, Arkansas 72702-F Re: Fee Proposal Sewer Rehabilitation Project Dear Mr. Bunn: Per your request, the following are our proposed fees for the referenced project: Detailed Plans and Specs $ 13,865_(L.S.) Bid Phase $ 2,500 (L.S.) Construction Management $ 61,594 (L.S.) Monitoring. $ 19,860 (L.S.) Final Report $ 7,500 (L.S.) Easements and Plats $ 25/hour The fees are based on the following assumptions: 1. The City of Fayetteville will provide a reproducible copy of the Plans and Specifications completed in 1980 for this project. - 12 - • Mr. Don Bunn August 26, 1985 City Engineer Page 2 2. The project will be bid as one contract. 3. The construction period will be no longer than 10 months. 4. Pre -and Post -construction monitoring and the final report will address inflow reduction effectiveness. 5. The purpose of the project is to address inflow leaks only. We look forward to the opportunity to be of service to you on this project. Very truly yours, Vernon D. Rowe, P.E. Vice President VDR/paa • ADDITION TO LETTER PROPOSAL - OCTOBER 1, 1985 The Construction Management fee provided in this letter is an estimate based on a 10 month construction period. The actual fee is to be negotiated upon completion of the Plans and Specifications when the actual construction period is more clearly defined. For the purposes of fee negotiations, the estimated cost for decreasing and increasing the construction period is $5,000 per month. The actual Construction Management fee will be determined by adding or subtracting this amount from the base fee of $61,594. ernon 1. •owe Vice President - 13 -