HomeMy WebLinkAbout87-99 RESOLUTION•
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RESOLUTION NO. 8 7 - 9 9
A RESOLUTION AWARDING AN ENGINEERING CONTRACT
UNDER RFQ98-12, IN THE AMOUNT OF $498,879 TO THE RJN
GROUP, INC., PLUS A 10% CONTINGENCY AMOUNT OF
$49,888, FOR ENGINEERING DESIGN AND CONSTRUCTION
INSPECTION FOR SANITARY SEWER REHABILITATION,
ILLINOIS RIVER BASINS 6-9 AND 16, AND WHITE RIVER
MINISYSTEM 9.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1. That the City Council hereby awards an engineering contract under RFQ98-
12, in the amount of $498,879 to the RJN Group, Inc., plus a 10% contingency amount of $49,888,
for engineering design and construction inspection for sanitary sewer rehabilitation, Illinois River
Basins 6-9 and 16 and White River Minisystem 9; and authorizes the Mayor and City Clerk to
execute an engineering contract for said amounts. A copy of the contract is attached hereto marked
Exhibit "A" and made a part hereof.
PASSED AND APPROVED this day of July , 1999.
f a ; t;. •_ est APPROVED:
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ATTIEST:, �.
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Heather Woodruff, City Jerk
By.
Fred Hanna, Mayor
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XXX AGENDA REQUEST
XXX CONTRACT REVIEW
GRANT REVIEW
RECEIVED
JUN 21 1999
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE
For the City Council meeting of July 6J 999
FROM:
David Jurgens Water/Sewer Public Works
Name Division Department
ACTION REQUIRED: Approve an Engineering Agreement with The RJN Group, Inc., in the
amount of $498,879, and approve a 10% contingency of $49,888, for engineering design and
construction inspection for Sanitary Sewer Rehabilitation, Illinois River Basins 6-9 and 16, and White
River Minisystem 9.
COST TO CITY:
$ 548 767z,s iF34Z Sewer Rehabilitation
Category/Project Budget
Cost of this request
4470-9470-5815.00
Account Number
96012-8410
Protect Number
Funds used to date
Remaining Balance
Category/Project Name
Sewer Mains Construction
Program Name
?Ios Tax
Fund
BUDGET
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rdinator
W • X Budgeted Item
Bud
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strative Services Director
CONTRACT/GRANT/LEASE REVIEW
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GRANTING AGENCY:
Date ADA Coordinator Date
Date Internal Auditor Date
chas'�• Officer
Date
RECOMMENDATION Award contract and approve contingency as stated above.
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Cross Reference:
New Item: Yes No
Prev Ord/Res #: N/A
Orig Contract Date: N/A
Approvals: Mr woes office tat only)
Mayor: Department Director. Purchasing Manager.
Admin. Services Director. Budget Coordinator. Data Processing Mgr.
Special Instructions:
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STAFF REVIEW FORM Page 2
Description: Engineering Contract. RJN Group. Inc. Sewer Rehabilitation
Meeting Date: July 6 1999
Comments: Reference Comments:
Budget Coordinator:
Accounting Manager:
City Attorney:
Purchasing Officer:
ADA Coordinator:
Internal Auditor:
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FAYETTEVI LLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
To: Fayetteville Mayor and City Council
Thru: Charlie Venable, Public Works Director
Thru: Don Bunn, Assistant Publicyfgr
From: David Jurgens, Water/Sewerrf\�
Date: June 13, 1999
rector
Re: Agenda Request- July 6 City Council Meeting, Engineering Services Contract, Blinois
River Basins 6-9 and 16, and White River Minisystem 9 Sewer Rehabilitation, RJN
Group, Inc.
1. Background. The sewer system which flows to the Old Wire Road lift station (at the intersection
of Old Wire and Highway 265) requires significant rehabilitation in order to reduce inflow and
infiltration in the system and thus significantly reduce or eliminate the overflow at the Old Wire Road
lift station. Additionally, we have recently seen the excellent benefits rehabilitation has provided by
significantly reducing extraneous flows to the wastewater treatment plant. This project is designed
to reduce the extraneous I/1 and upgrade the system's capacity so that it can carry the required
volume of water. The areas in which rehabilitation construction will be conducted are the areas
generally located between Highway 265, Highway 45, and Old Wire Road (Illinois River basins 6-9),
the hill south of Root School (Illinois River basin 16) and the Hyland Park area (White River
minisystem 9), all shown on the attached map. We experience recurring rainfall -induced overflows
at five manholes in these areas.
2. Project Description. This is the second of three phases of the sewer rehabilitation work in these
areas. Phase 1, physical study, is complete. Phase 3, construction, will be contracted at a later date.
This engineering contract covers phase 2 (engineering design) and project inspection from phase 3.
A. Phase I. Preliminary Engineering (Sanitary Sewer Evaluation) Study. This involved a
thorough investigation of the sewer system to identify all sources of inflow and infiltration through
which rain and ground water enters the sewer system. It also identified major structural and capacity
defects, and took recurring maintenance problems into account. City personnel participated in and
provided input to this phase. The product was a recommended construction plan with cost-effective
repair analysis.
B. Phase 2. Final Engineering Design. This phase includes the design of the rehabilitation and
the bidding process. It includes design for replacement and/or repair of 15,127' of 6" through 12"
sewer mains, 10 point repairs, repairing approximately 2,500 manhole defects on more than 500
manholes, and other, similar repairs. This engineering contract also covers construction inspection
for phase 3.
C. Phase 3. Construction. This phase involves the actual manhole and sewer line construction
and rehabilitation, and inspecting and supervising the contractors who perform the work. This phase
will probably include two to four construction projects- one for manhole work, one for traditional
(dig and replace) main line repairs and replacement, and one to three for specialized, trenchless main
line repairs. Construction should be begun in late 1999, and will last from 18 to 24 months.
3. Selection Process. The Engineer Selection Committee selected firms for this project on April 6,
1998. RJN Group, Inc., was selected for this project.
4. Clarification of Scope and Negotiations. Meetings and consultation between City staff and Hugh
Kelso, RJN, resulted in the final proposed contract (enclosure 2).
5. Execution. As planned, phases 1 and 3 of this project are cooperative efforts between City forces
and RJN personnel. To reduce costs and expedite the project, City Water/Sewer Division crews
participated in several of the field tasks in the study, and will perform some of the construction.
6. Budgeting. The sewer rehabilitation project is in the 1999 Capital Improvements Plan (pages 125
and 182) and is funded by Water and Sewer and Sales Tax funds. Budget details are identified on
the attached agenda request.
7. Staff Recommendation. The Staff recommends award of the Engineering Contract to RJN Group,
Inc., in the amount of $498,879, and approve a 10% contingency of $49,888 for a total cost of
$548,767.
Attachments:
Agenda Request
Project Area Map
Proposed Contract (3 Originals)
DAREHAB-S W\BAS 16201. W PD
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AGREEMENT
CITY OF FAYETTEVILLE, ARKANSAS
AND
RJN GROUP, INC.
THIS AGREEMENT made this ("11^ day of i , 1999 by and between the
City of Fayetteville, hereinafter called OWNER and RJN GROUP, INC., Dallas, Texas
hereinafter called ENGINEER.
WHEREAS, the ENGINEER has conducted a Sewer System Evaluation Survey for the
White River and Illinois River Watersheds in Basins I6, I7, I8, I9, I16, and Mini System W9.
NOW, therefore, the OWNER hereby engages the ENGINEER to provide the
following professional services as set forth in this agreement. Services will be performed by
the ENGINEER with McClelland Consulting Engineers, Inc. of Fayetteville, Arkansas as a
subconsultant.
Section I - Basic Services of ENGINEER
The ENGINEER agrees to furnish and perform various professional engineering
services related to improvements to the Sewer System in the White River and Illinois River
Watersheds.
Services include engineering design and resident engineering for sewer improvements
to City sewers located in the White River and Illinois River Watersheds. The areas include
Mini System W9 in the White River Watershed and Basins I6, I7, I8, I9, and I16 in the
Illinois River Watershed. Extent of improvements are described in Exhibit A of this
Agreement.
The services for this Agreement are further described in Exhibit A attached and hereto
made part of this Agreement.
lune 7, 1999
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AGREEMENT (Cont.)
Section II - Future Services for ENGINEER
The ENGINEER is available to furnish and perform, under a separately negotiated
agreement, future engineering services as desired and authorized by OWNER for additional
planning work, design, construction, and testing with respect to extensions of this Project or
others.
Section III - OWNER's Responsibility
Mr. Dave Jurgens, P.E., or other designee of the City of Fayetteville shall be the
OWNER's Representative, and is authorized to act with authority on behalf of the OWNER
with respect to all work tasks of the Project for which services are to be rendered by the
ENGINEER.
As responsible agent and beneficiary of the Project, the OWNER's responsibilities shall
include the following:
June 7, 1999
1. Assist ENGINEER by placing at his disposal all available information pertinent
to the Project including maps, records, and any other data relative to the
ENGINEER's services.
2. Furnish to ENGINEER, as required for performance of ENGINEER's Basic
Services, except to the extent provided by the ENGINEER's Basic Services,
data prepared by or services of others, including without limitations any
previous plans for the sewer system, maps, and other special data or
consultations not covered in ENGINEER's Basic Services; all of which
ENGINEER may rely upon in performing his services.
3. Arrange for access to and make all provisions for ENGINEER to enter upon
public property, public easements, private property as possible, as required for
ENGINEER to perform his services.
4. Examine studies, reports, sketches, drawings, specifications, proposals and
other documents presented by ENGINEER, obtain advice of any attorney,
insurance counselor and other consultants as OWNER deems appropriate for
such examination and render in writing decisions pertaining thereto within a
reasonable time so as not to delay the services of ENGINEER.
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AGREEMENT (Cont.)
5. Provide such accounting, independent cost estimating, and insurance counseling
services as may be necessary for the Project, such legal services as OWNER may
require or ENGINEER may reasonably request with regard to legal issues
pertaining to the Project.
Give prompt written notice to ENGINEER whenever OWNER observes or
otherwise becomes aware of any development that affects the scope or timing of
ENGINEER's services.
Bear all costs of advertising the construction bid request.
Perform all negotiations related to obtaining easements, permits, and licensing
agreements for the project.
9. Provide copies of all available as -built records for sewer lines in project area.
10. Bear all costs incident to compliance with the requirements of this Section III.
,Section IV - Schedule of Service
The schedule of services is described in Exhibit B attached hereto.
The work described shall be carried out as expeditiously as weather and other physical
conditions permit. The ENGINEER shall not be liable to the OWNER, if delayed in, or prevented
from performing the work as specified herein through any cause or causes beyond the control of
the ENGINEER, and not caused by his own fault or negligence including acts of God, or the
public enemy, inclement weather conditions, acts, regulations, or decisions of the Government or
regulatory authorities after the effective date of this Agreement, fires, floods, epidemics, strikes,
jurisdictional disputes, lockouts, and freight embargoes.
him 7, 1999
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AGREEMENT (Cont.)
Section V - Fees and Payments
Compensation to the ENGINEER by the OWNER for work set forth in this Agreement
will not exceed $498,879.00 without prior written approval of the OWNER. Compensation to
the ENGINEER shall be as detailed in Exhibit C.
Payments to the ENGINEER shall be made monthly upon receipt of the combined
status report and invoice to be submitted to the OWNER by the ENGINEER. Invoices shall
be due and payable to the ENGINEER within thirty (30) days of each billing.
Section VI - General Considerations
Standards of Performance
The ENGINEER shall perform all services under this Agreement in accordance with
the standards of the engineering profession.
Estimate of Probable Cost
Since the ENGINEER has no control over the cost of labor, materials, or equipment,
or over the contractor's method of determining prices, or over competitive bidding or market
conditions, his opinions of preliminary or probable construction cost or total project cost
provided for herein are to be made on the basis of his experience and qualifications. These
opinions represent his best judgement as an experienced and qualified professional engineer.
However, the ENGINEER cannot and does not guarantee that actual project cost will not vary
from opinions of cost by him.
June 7, 1999
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AGREEMENT (Cont.)
Reuse of Documents
All data and documents including drawings, forms, computer programs, and
specifications furnished by the ENGINEER pursuant to this Agreement are instruments of
service with respect to the Project. They are not intended or represented to be suitable for
reuse by the OWNER or others on extensions of this Project or on any other project. Any
reuse without written verification or adaptation by the ENGINEER will be at the OWNER's
sole risk and without liability or legal exposure to the ENGINEER. Verification or adaptation
by the ENGINEER may entitle ENGINEER to further compensation at a rate agreed upon by
the OWNER and the ENGINEER.
Termination of Services
This Agreement may be terminated by either party in the event of substantial failure.
Termination may not be effected unless the other party is given not less than ten (10) days
written notice (delivered by certified mail, return receipt requested) or intent to terminate and
an opportunity for consultation with the terminating party.
Upon receipt of a termination action, the ENGINEER shall promptly discontinue all
services affected (unless the notice directs otherwise) and deliver or otherwise make available
to the OWNER (subject to "Reuse of Documents" provisions) all data, other information and
materials accumulated by the ENGINEER in performing this Agreement, whether completed
or in process. The OWNER shall compensate the ENGINEER for any termination settlement
costs the ENGINEER incurs related to commitments which had become firm prior to the
termination.
Controlling Law and Disputes
If any of the provisions of this Agreement are invalid under any applicable statute or
rule of law, they are, to that extent, deemed omitted. This Agreement shall be governed by
the laws of the State of Arkansas.
lune 7, 1999
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AGREEMENT (Cont.)
Successors and Assigns
The OWNER and the ENGINEER each binds itself and its partners, successors,
executors, administrators, assigns and legal representatives of such other party, in respect to
all covenants, agreements and obligations of this Agreement.
Neither the OWNER nor the ENGINEER shall assign, sublet or transfer any rights
under or interest in (including, but without limitation, moneys that may become due or moneys
that are due) this Agreement without the written consent of the other, and except to the extent
that the effect of this limitation may be restricted by law. Unless specifically stated to the
contrary in any written consent to an assignment, no assignment will release this Agreement.
Nothing contained in this paragraph shall prevent the ENGINEER from employing such
independent consultants, associates, and subcontractors as he may deem appropriate to assist
him in the performance of services hereunder. Nothing herein shall be construed to give any
rights or benefits hereunder to anyone other than the OWNER and the ENGINEER.
Insurance
ENGINEER shall procure and maintain insurance for protection from claims under
Workers' Compensation Acts, claims for damages because of bodily injury including personal
injury, sickness, or disease or death of any and all employees or of any person other than such
employees, and from claims or damage because of injury to or destruction of property
including loss of use resulting therefrom. ENGINEER shall procure and maintain professional
liability insurance for protection from claims arising out of performance of professional
services caused by any negligent error, omission or act for which the insured is legally liable;
and certification indicating that such insurance is in effect will be submitted to the OWNER
within three (3) days of agreement execution by both parties The amount of coverage for
general liability insurance and professional liability insurance shall be in the amount of
$1,000,000 each. Certificates shall provide for not less than 30 days prior notice to the
ENGINEER of any cancellations or in the amount of coverage in the policies for the
ENGINEER.
lure 7, 1999
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AGREEMENT (Cont.)
IN WITNESS THEREOF, the parties hereto have caused this Agreement to be
executed and their seals to be hereto affixed, this loth day oflAffr6 1999.
For the OWNER:
CITY O FAYETTEVILLE
Na e
7 fgy0/L
Title
ATTEST: /
(at
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Attachments:
lune 7. 1999
Exhibit A - Scope of Services
Exhibit B - Work Schedule
Exhibit C - Compensation Schedule
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For the ENGINEER:
RJN GROUP, INC.
Name (/
Regional Vice President
Title
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EXHIBIT A
SCOPE OF SERVICES
CITY OF FAYETTEVILLE
ILLINOIS RIVER AND WHITE RIVER WATERSHEDS
SEWER IMPROVEMENTS
meering Design. Bidding Assistance and Resident Engineering
Item I. Final Engineering Design/Bidding Assistance
A. Final Engineering Design
1. Project Administration and Management
a. Perform Project Initiation Activities.
Jure ]. 1999
b. Perform general administration and project management
including meetings with City staff as necessary.
c. Procure subcontractors for such work as legal surveying.
2. Manhole Rehabilitation Design
a. Review selective computer output reports from the Manhole
Inspection Program to determine I/I sources to be rehabilitated.
b. Evaluate site specific manhole repair alternatives including cover
type, grade adjustments, sealing techniques, manhole interior
repairs, and/or manhole replacement.
c. Using ENGINEER's basic specifications, prepare project
specifications which shall include but not be limited to:
(1) bidding documents, (2) contractual documents, (3) conditions
of the contract, (4) standard project forms, (5) technical
specifications, (6) Schedule of Manhole Rehabilitation,
(7) Location Map and (8) General Details.
d. Prepare ENGINEER's Opinion of Probable Construction Cost.
A-1
lure 7. 1999
EXHIBIT A (Cont.)
Submit two (2) copies of the draft contract documents to the City
for review.
f. Perform final changes to contract documents based on City review.
g.
Submit two (2) copies of the final contract documents to the City.
3. Sewer Line Rehabilitation
The extent of sewer rehabilitation design is summarized in Table II and
Table III attached at the end of Exhibit A.
a. Review selective computer output reports for infiltration and
inflow sources to be rehabilitated, sewer line maintenance items,
and sewer line replacement.
b. Perform sewer profile leveling and site inspections for sewer
replacement.
c. Investigate public utility locations.
d. Evaluate pipe repair alternative including pipe replacement and
lining options if necessary because of site conditions.
e. Provide the City with the technical information for location of the
easements, if any, required for construction of the project.
Information to include width and general location of the
easements, and distances from the property lines. Property line
information shall be obtained from existing maps provided by the
City to the ENGINEER.
f. Prepare contract design drawings for I/I rehabilitation, sewer
replacement and/or sewer lining. Drawings shall indicate
permanent and temporary easements for construction based on
information supplied by City. Drawings shall include but not be
limited to: (1) Title Sheet/Drawing Index, (2) Location Maps,
(3) Schedule of Manhole Rehabilitation, (4) Plan and Profile of
Replacement, (5) Plan of Repair Line Segments, (6) Special
Details, and (7) General Details.
A-2
Jure 7. 1999
g.
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EXHIBIT A (Cont.)
Using Engineer's basic specifications, prepare project
specifications which shall include but not be limited to: (1) bidding
documents, (2) contractual documents, (3) conditions of the
contract, (4) standard project forms, and (5) technical
specifications.
h. Prepare Engineer's Opinion of Probable Construction Cost by
major items.
i. Submit two (2) copies of the draft plans and specifications to the
City for review.
Perform final changes to contract documents.
k. Submit five (5) copies of the final project drawings and contract
specifications to the City for review.
1. Assist the City in obtaining permit approvals from regulatory
authorities.
Additional Services
1. Update City's existing computerized database to reflect changes during
design and construction of project.
2. Conduct horizontal and vertical control survey necessary for design of
the project.
3. Obtain typical soil boring data for replacement sewer locations, as
required. Two (2) locations are estimated.
4. After approval by the City, the ENGINEER will prepare, type, and issue
legal description of easements. The City will secure easements as
necessary. A maximum of ten (10) easements are included.
5. Assistance in obtaining permit from Highway, and any other state
permits, if necessary, for sewer construction.
A-3
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EXHIBIT A (Cont.)
C. Optional Design Services
Optional design services include the development of plan and profile sheets for
an additional 1,000 linear feet of sewer that may be identified during the course
of the project. These services would not be initiated without the approval of the
City.
D. Bidding Assistance
For the purpose of the cost proposal, it is anticipated that two (2) construction
contracts will be bid. The first contract bid shall include manhole rehabilitation
while the second contract bid shall include sewer line construction and repairs.
The following bidding assistance services are included for all three contracts.
1. Assist the City in advertising, obtaining, and evaluating Bid Proposals
for the construction contract and awarding thereof. Provide assistance to
the City in responding to bidder inquiries during advertisement of the
construction contract, and participate in project pre-bid conference.
Provide and distribute bidding documents and addendum. Non -refunded
bid deposits shall remain the property of the ENGINEER for
administrative, printing, and handling cost.
2. Assist the City in reviewing the bids for completeness and accuracy.
Develop bid tabulations and submit a written recommendation of
contract award to the City along with three (3) copies of the bid
tabulations.
3. Consult with and advise the City on the responsibility and responsiveness
of contractors, the acceptability of subcontractors, substitute materials,
and equipment proposed by the project bidders.
Item II. Resident Engineering
lune 7, 1999
For the purpose of the cost estimate, it is anticipated that the ENGINEER will provide
resident engineering services for two construction projects.
A-4
June 7. 1999
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EXHIBIT A (Cont.)
A. Resident Engineering
1. Provide the successful bidder(s) with three (3) sets of the contract
specifications for execution and the insertion of the required insurance
certificates. Provide the successful bidder(s) with five (5) sets of the
contract documents for construction purposes.
2. Assist the City in conducting a pre -construction conference with the
Contractors by notifying utilities, governmental agencies, and other
interested parties, and answer questions at the conference.
Review shop drawings, scheduling, test results, and other submittals
which the Contractor is required to submit.
4. Consult with City and act as the City's engineering representative in
dealings with the Contractor. Issue instructions of City to Contractor
and issue necessary interpretations and clarification of the contract
specifications.
5. Provide engineering survey(s) for construction to establish horizontal and
vertical reference points which are necessary for the Contractor to
construct the work. Coordinate the taking of preconstruction photos and
surface video taping with the Contractor as necessary.
6. Provide resident observation for rehabilitation and sewer replacement
construction for general conformance to the contract drawings and
contract specifications. Also provide resident observation of acceptance
testing and restoration work by the Contractor.
7. Review and respond to complaints received by City and report any
differences of opinion between the Contractor, ENGINEER and
complaining party.
8. Review applications for partial payment with the Contractor for
compliance with contract specifications and submit to the City a
recommendation for payment.
9. Issue field orders to Contractor after consultation with the City. Review
any change orders proposed by the Contractor and provide
recommendations to the City.
A-5
hme 7,1999
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EXHIBIT A (Cont.)
10. Conduct an on-site review to determine if the projects are substantially
complete and submit to the Contractor a list of observed items requiring
completion or correction.
11. Conduct a final on-site review, in the company of the City and Contractor,
to verify the projects are fully complete. Submit a recommendation for
final acceptance of the projects to the City.
12. Provide the City with three (3) sets of black line prints of the record
drawings.
13. Provide the City with a report that summarizes I/I sources that have been
removed and listing of line segments and their attributes that have been
added.
14. ENGINEER is not responsible for the means or sequences of the
construction work or the implementation program for safety of the
construction contractor and subcontractors and it will be stipulated as such
in the contract documents.
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