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Home My WebLink About1998-127 CONT AMND #4 - Carollo Engineers MEMORANDUM CITY OF ASHLAND Department of Public Works Public Works Administration DATE: October 15, 1998 TO: ,"&bara Christensen, City Recorder Paula C. Brown, Public Works Director I City Engineer fY CAROLLO CONTRACT AMENDMENT #4 WWTP FROM: RE: Original Amendment #4 for your files. Cc: Greg Scoles, Assistant City Administrator Jill Turner, Director of Finance CITY OF ASHLAND CITY HALL ASHLAND. OREGON 97520 October 15, 1998 Robert B. Eimstad, Principal Carollo Engineers 5100 Southwest Macadam Avenue, Suite 440 Portland, OR 97201 Re: AMENDMENT #4 TO ENGINEERING SERVICES CONTRACT FOR THE WWTP UPGRADE PROJECT Dear Bob, I apologize for the confusion I have had with the total project cost as a result of executing this amendment. As discussed, it all stemmed from my misunderstanding of the discussion regarding the pre- design of the off-site work shown in Amendment #2, item 2.2, and the final Amendment #3 tasks. As you pointed out, clearly only the pre-design items were included in the Amendment #2, task 2.2. The pre-design portion was not a part of Amendment #3 which focused solely on the final design of the off-site effluent irrigation and biosolids handling plans. To avoid any further confusion, the total project cost to date through Amendment #4 is $3,865,934.00. Thanks again. Sincerely, !ZL- / Paula C. Brown, PE Director of Public Works / City Engineer Cc: Greg Scoles, Assistant City Administrator Jill Turner, Director of Finance AMENDMENT NO.4 TO ENGINEERING SERVICES CONTRACT FOR THE WWTP UPGRADE PROJECT The Engineering Services Contract (Agreement) between the City of Ashland (City) and Carollo Engineers (Engineer), dated November 5, 1996 for Phase I of the Wastewater Treatment Plant Upgrade Project is hereby amended as set forth herein. Introduction This Amendment is limited to construction management and engineering support services for Project A (Wastewater Treatment Plant Improvements) and Project B (Biosolids and Effluent Reuse Facilities). The services to be provided by Engineer during construction of these Projects are listed and described below. Construction Management Services Task 1.0 Bid Period Services 1.1 Provide assistance to City staff during the bid periods for both projects. Review the pre- qualification statements of interested bidders and provide guidance to the City regarding acceptance or rejection of the contractor's prequalification. 1.2 For both projects, conduct a pre-bid conference with interested bidders. Provide an overview of the project, discuss bid submittal requirements and answer questions from potential bidders in attendance. 1.3 Provide responses to questions or clarifications regarding the bid documents as these are received from potential bidders. Prepare addenda that may be required to authenticate additions, deletions, or modifications to the bid documents as a result of the questions and clarifications. 1 .4 Review the bids to determine the lowest responsible responsive bidder and recommend award or rejection of the bids. 1.5 Plan and conduct the preconstruction conferences for both projects. Discuss procedures for clarifications, change orders, shop drawings, progress payments, field testing and inspection. Identify items required for conformance with SRF requirements. Prepare and distribute meeting notes. Task 2.0 Construction Management Provide construction management services for both projects, acting in a project oversight capacity to maintain coordination between the two projects, assist on-site personnel with the resolution of project issues, act as point of contact for the City and manage the interface points between jurisdictional agencies, the Contractor and the City. 1 H.\GOHIASHlANOICONTRACTlAMENll4.WPO Construction management services will involve a combination of on-site time and office support time. Based upon preliminary schedules for the projects, it is anticipated that total construction time to complete both projects will be approximately 30 months. Construction management involvement during this 30 month time period will require an average of two days per week for 15 months and one-half day per week for 15 months. Budgeted hours are based on these averages. 2.1 Progress Meetings. Construction management personnel shall attend monthly on-site progress meetings to review construction progress, address and resolve construction issues, coordinate interface points with jurisdictional agencies and review progress payment requests. Management personnel will maintain close communication with on- site personnel to remain up-to-date on construction issues. Management personnel will communicate key issues to City staff who will be involved in the project so that staff personnel remain involved and are able to provide City's viewpoint and provide effective direction to Engineer regarding construction issues. Engineer shall prepare and circulate copies of meeting minutes. 2.2 Claims Mitigation and Resolution. Attempt to identify potential construction claims before they arise. Gather field information required to mitigate potential claims. Analyze and evaluate merit of contractor's claims. Interpret the intent of the Contract requirements and prepare written responses and recommendations for resolution of submitted claims. Submit written responses in draft form to City for review and comment, incorporate City's comments, and transmit finalized response to Contractor. 2.3 Progress Reports. Prepare a monthly Construction Progress Report for City's use in monitoring progress of each project. Summarize activities completed, activities underway, anticipated activities, key issues, payment summary, change order status, potential claims, outstanding or pending changes and other areas of significance. 2.4 Acceptances. Prepare recommendations for substantial completion and final acceptance of the project. Maintain records for warranty purposes of early completion dates and equipment usage. Collect required warranties, certificates, releases, and bonds required by the Contract Documents and submit these to City. Task 3.0 On-site Resident Engineering I Inspection 3.1 Inspection. Provide full time, on-site construction engineering and inspection to determine compliance with the intent of the Contract Documents. Based upon the anticipated schedule for completion of both projects, it is anticipated that the duration of the construction period will be 30 months. During the construction period, one engineer shall be on-site for 30 months on a full time basis and shall be responsible for resident engineering for both Project A and Project B. In addition, one inspector shall be assigned to Project A for 24 months on a full time basis and for 6 months on a part time (50%) basis. One inspector shall be assigned to Project B on a full time basis for 15 months. Hours have been budgeted based on this anticipated effort, however, Engineer shall manage the assignment of on-site personnel to reduce this effort if the project does not demand this level of on-site involvement. 2 H .\GOH\ASHlAND\CONTRACT\AMEN04.WPD Field engineering and inspection responsibilities shall consist of daily inspection and visual observation of contractor's work for conformance with the intent of the Contract Documents, monitoring the consistency and quality of the contractor's work and approving work performed by contractor. Activities shall be documented through the use of daily reports, video tapes, telephone logs, field correspondence, testing record and photographs. Field personnel shall interpret and enforce the intent of the Contract requirements and shall provide additional information to Contractor when required to clarify the intent of the Contract Documents. 3.2 Specialty Inspections. Provide periodic special inspection of structural, mechanical, electrical and instrumentation work as required to confirm compliance with the intent of the Contract Documents. Structural and mechanical inspectors will make up to a total of six, 1-day compliance inspections and electrical and instrumentation inspectors will make up to a total of twenty, 2-day compliance inspections. In addition, electrical/instrumentation inspector will spend up to 15 days at the site during start-up and testing of the SCADA system. 3.3 Subconsultant Inspections. Perform field inspections by Engineer's subconsultants to confirm compliance with the intent of the Contract Documents. A. Subconsultant Mark Garvey shall provide architectural services on an as-needed basis during construction of the Operations Building. Services shall include submittal review, providing clarifications and interpretations relative to architectural aspects of the building design and make periodic site visits to inspect the Contractor's work at the Operations Building (Project A). Inspection services not relating to architectural aspects of the building will be performed by on-site inspection personnel. Two site visits and 5 submittal reviews are budgeted. B. Subconsultant AKI Landscaping, Inc. shall provide review and inspection of the landscape and irrigation system designs. Review and inspection shall be coordinated with City's Parks Department. Two site visits and 2 submittal reviews are budgeted for Project A and one site visit and 2 submittal reviews are budgeted for Project B. C. Subconsultant Marquess and Associates, Inc. shall provide geotechnical engineering services for both projects. Services shall include on-site consultation regarding contractor's shoring, mass excavation and backfill operations, subgrade preparation, differential settlement and groundwater monitoring. The geotechnical engineer shall provide information, submit recommendations, review and comment on up to 5 earthwork submittals, attend meetings necessary to resolve geotechnical issues and assist Engineer in the inspection of earthwork activities undertaken by the Contractor. Budget for these services is based on the following averages: 1. Project A: 4 hours per week for 5 weeks and 1 hour per week for 12 weeks. 2. Project B: 24 hours per week for 12 weeks and 2 hours per week for 8 weeks. 3 H.\GDH\ASHlANOICONTRACTlAMENll4.WPO D. Subconsultant L.J. Friar and Associates shall provide surveying for both projects to spot check Contractor's layout, location and elevations of structures as necessary to confirm compliance with the Drawings. Surveying for layout of facilities will be conducted by the Contractor as part of the Contract Document requirements. Therefore, confirmation surveying will be performed only when requested by the Engineer. The Contractor will have all responsibility for correctness of layouts for structures regardless if verified through spot checking or not. E. Subconsultant Beighley and Associates shall provide inspection and start-up services associated with the spray irrigation system constructed under project B. Services shall include two site visits during construction and review of 5 submittals. Start-up services shall include verification of system performance, determination of on/off irrigation cycle times to maximize water use and training of operating personnel. 3.3 Document Tracking. Establish computer-based document tracking files. Document tracking records shall include date, time, and comment logging for construction documents including: shop drawing submittals, RFls, change orders, correspondence, daily reports, RFQs, manufacturer's O&M Manuals, test results, and meeting notes. 3.4 Design Clarifications. Review and respond to contractor's requests for information (RFI). Issue, as necessary, interpretations and clarifications of the Contract Documents, sketches and other information to clarify Contract Documents and prepare Requests for Quotes (RFQs) from the contractor for construction of design changes. 3.5 Change Orders. Evaluate change order requests for merit, negotiate scope and cost to implement changes, and prepare change order documents for approval by City. Preparation of change order documents includes providing engineering, including calculations and sketches, as required to implement recommended change. 3.6 Troubleshooting and Start-up. Verify contractor's testing of equipment and facilities satisfies requirements of the Contract Documents. Assist Contractor and plant staff in troubleshooting operational problems and determining adjustments to systems so that the treatment process operates as intended. Task 4.0 Submittals Engineer shall review submittals received from the Contractor to determine whether the submitted item meets the intent of the design. Submittal review is not intended as acceptance of the work if submittals contain errors, omissions, or inconsistencies, nor is the review intended to relieve the Construction Contractor of his full responsibility for performance as required by the Contract Documents, nor is the review intended to ensure or guarantee lack of errors, omissions, or inconsistencies between the submittals and Contract Document requirements. It is anticipated that routine submittals will be reviewed in the field by on-site personnel and hours for this effort are included in Task 3.1. Complex mechanical submittals, electrical / instrumentation submittals and structural submittals will require office support in order to be properly reviewed. Budgeted labor hours for these submittals are based on review in the office of 75 submittals on Project A, 25 submittals on Project B and a total of 40 resubmittals for both projects. 4 H:\GDtMSHlANmCONTRACT\AMEN04. WPD Task 5.0 Materials Testing It will be the Contractor's responsibility to confirm compliance with the Contract Documents through materials testing in the laboratory and in the field. Engineer shall be responsible for periodic testing of materials to confirm the Contractor's test results and to monitor workmanship such as compaction effort. An allowance of $5,000 is provided to cover laboratory testing fees. Task 6.0 Contract Record Drawings For each project, monitor construction and design changes throughout the job for inclusion in record drawings. Following completion of construction, revise original design drawings by incorporating changes during construction so that record drawings are prepared based upon the marked-up contract drawings provided by the contractor. Provide revised electronic CAD files and one full-sized set of reproducible record drawings to the City. Task 7.0 Coordination with SRF Program 7.1 Administration. Assist City in the administration of the SRF program requirements. Assistance shall include assembling and submitting the necessary construction documentation, communicating with SRF Program officers, compilation of required MBE/WBE utilization data and preparation of construction reports. 7.2 Performance Evaluation Standards. Prepare a plan for evaluating the completed project to demonstrate whether its performs as intended. Include test schedule, testing documentation, methods and personnel. Submit draft prior to 50% completion of construction, final prior to 90% complete. 7.3 Performance Evaluation Report. Prepare report evaluating the project's performance based on the results of testing and monitoring performed during the initial 1 0.5 months of operation. Prepare Performance Certification Statement and Corrective Action Plan, if such a plan is necessary. 7.4 Plan of Operation. Prepare a plan of Operation addressing schedule for completion of SRF and NPDES permit requirements, performance certification milestones, staffing plan, staff training program and O&M budget. Task 8.0 Operations and Maintenance 8.1 O&M Manual. Prepare one Operations and Maintenance Manual which shall address O&M for both the new facilities at the wastewater treatment plant and the off-site facilities. Address design parameters, operation and control of unit processes, mechanical systems, electrical and instrumentation systems, safety, utilities, emergency operations, sample collection, sludge handling, effluent reuse, permit requirements and other topics required for a complete manual. 8.2 Classroom Training. Plant staff will receive training from manufacturers representatives during start-up and testing of equipment and systems. Engineer shall provide operational training in a classroom format that will supplement the training provided by individual equipment vendors. An overview of the entire facilities and how these facilities work 5 H.\GOHlASHlANOICONTRACTlAMENll4. WPD together, process control training, plant efficiency training, etc. shall be presented. Schedule The duration of the construction period influences the budgeted labor hours. The anticipated schedule for Project A is: Begin Bid Period Bid Opening Notice to Proceed UV Equipment Operational Phase I Operational Phase II Operational Project A Complete June 1,1998 July 2, 1998 August 31, 1998 February 23, 1999 (6 months) May 1,2000 (20 months) November 30, 2000 (27 months) March 1, 2001 (30 months) The anticipated schedule for Project B is: Begin Bid Period Bid Opening Notice to Proceed Project B Complete February 1, 1999 March 1, 1999 May 3, 1999 December 31,2000 (20 months) Engineer's services shall extend beyond completion of both construction Projects to cover services associated with City's administration of the SRF Program requirements including operational certification. Compensation This Amendment No.4 increases the authorized contract amount from $2,055,934 to $3,865,934. Compensation for the tasks included in this Amendment is based upon the estimate of labor hours and the estimate of the cost of services as shown in the attached exhibit. Compensation for Engineer's services as identified within this Amendment shall be based on the hourly rates presented on the attached "Standard Fee Schedule" which is attached to this Amendment NO.4 and the project expenses. The upper limit of Engineer's compensation shall not exceed $1,810,000 without written approval from the City of Ashland. Because of the duration of the project, the hourly rates shall be subject to yearly escalation. 6 H:\GDH\ASHlANO\CONTRACl\AMEN04.WPD This Amendment NO.4 to the Engineeyi~ Services Contract between the parties listed below is accepted as of the /~!l. day of /e/ , 1998. I CAROLLO ENGINEERS CITY OF ASHLAND By ~ 5J( BY~~ By ~r---- , REVIEWED AS TO CONTENT BY~ / Content review bY...J on Legal review by fI on ~ ~ 7 H.IGllH\ASHlANOICONTRACTlAMENll4.WPO CONSTRUCTION SERVICES FEE ESTIMATE - PROJECT A AND PROJECT B CAROLLO ENGINEERS CITY OF ASHLAND, OREGON SERVICES FOR THE WASTEWA TER TREA TMENT PLANT UPGRADES ESTIMATE OF LEVEL OF EFFORT FOR CONSTRUCTION SERVICES TASKS Ueslgn t:lectncal :structural Construction TOTAL TASK TASK DESCRIPTION PIC CM RE Engineers Engineer Engineer CAD WP Inspectors HOURS COST 1.0 Bid Period Services The following hours cover the bid periods for both Project A and Project B 1.1 Prequalifications 4 24 8 36 $3,632 1.2 Pre-bid Conference 20 24 8 52 $5,712 1.3 Respond to Questions/Prepare Addenda 3 22 40 110 40 32 40 32 319 $29,322 1.4 Bid Review 1 4 10 1 16 $1,859 1.5 Preconstruct ion Conference 12 20 20 52 $5,245 2.0 Construction Management 24 750 (1) 774 $101,220 3.0 On-Site Engineering & Inspection 3.1 Inpection Services 5800 (2) 8100 (3 13,900 $1,231,375 3.2 Specialty Inspections(4) 550 60 610 $60,085 3.3 Document Tracking included in Task 3.1 3.4 Design Clarifications 120 80 40 240 $22,710 3.5 Change Orders(5) 12 180 180 90 180 642 $57,525 3.6 Troubleshooting and Start-up 8 80 (6) 16 24 128 $15.456 4.0 Submittal Review 2 40 150 275 60 40 40 607 $56,890 5.0 Mat'ls Testing and Surveying included in Tasks 2.0 and 3.0 0 6.0 Contract Record Drawings 2 4 20 20 400 (7) 446 $33,370 Page Totals 52 936 5938 576 1169 282 660 89 8120 17822 $1,624,400 g.\wo\4411 B 1 O\contrecl\amend4r1 xis 6111/98 CONSTRUCTION SERVICES FEE ESTIMATE. PROJECT A AND PROJECT B CITY OF ASHLAND, OREGON SERVICES FOR THE WASTEWA TER TREA TMENT PLANT UPGRADES ESTlMA TE OF LEVEL OF EFFORT FOR CONSTRUCTION SERVICES TASKS ueslgn t.lectrlCal structural l,;onstructlon TASK TASK DESCRIPTION PIC eM RE Engineers Engineer Engineer CAD WP Inspectors TOTAL COST 7.0 SRF Program Coordination 7.1 Administration 2 40 (8) 30 72 $6,965 .2/7. Perform. Evaluation Stds & Report 8 16 60 12 24 120 $10,314 7.4 Plan of Operation 2 36 16 80 40 40 214 $18,836 8.0 Operations and Maintenance 8.1 Prepare O&M Manual 4 20 40 160 88 60 80 452 $39,073 8.2 Classroom Training(9) 4 40 8 40 24 18 8 142 $14,384 Page 2 Totals 12 144 80 340 112 0 130 182 0 1000 $89,572 Page 1 Totals 52 936 5938 576 1169 282 660 89 8120 17822 $1,624,400 Total Estimated CM Hours 64 1080 6018 916 1281 282 790 271 8120 18822 $1,713,972 Fee Schedule Rate ($/hr) 155.00 130.00 113,50 90.75 98.50 98,50 70.75 48.50 70.75 Subtotal. Estimated Fee ($) $9,920 $140,400 $683,043 $83,127 $126,179 $27,777 $55,893 $13,144 $574,490 $1,713,972 Subconsultant Costs AKI Landscape Architects (Landscape and Irrigation Systems) Marquess and Associates (Geotechnical Inspections) L.J. Friar and Associates (Surveying) Mark Garvey Architect (Operations Bldg architect) Beighley and Associates (Irrigation System) Materials Testing Allowance $2,500 $25,000 $2,500 $8,000 $5,000 $5,000 other Direct Costs Mileage and Travel Expenses Mobilization for Construction Mail/FedExlTelephone Printing Allowance (Contract Record Documents) $15,000 $20,000 $5,000 $8,000 TOTAL ESTIMATED FEE $1,809,972 g:\wo\4411 B 1 O'v:onlracl\amend4r1xls 2 6/11/98 CONSTRUCTION SERVICES FEE ESTIMATE. PROJECT A AND PROJECT B Footnotes: 1 Construction Management tasks will be performed by a construction manager who is anticipated to be at the construction site an average of 1 day (8 hours) per week for 15 months and an average of one-half day (4 hours) per week for 15 months. 2 Resident Engineer will have responsibility for all field engineering duties for both Project A and Project B and will be on site for up to 30 months at full time. Estimate is based on nine hour days. 3 Insector for Project A will be on-site for 24 months at full time (4600 hrs) and 6 months at half time (600 hrs). Inspector for Project B will be on-site for 15 months at full time (2900 hrs). Calculated hours assume 9-hour working days. 4 Structural inspector will make up to six, 1-day compliance inspections and electrical inspector will make up to twenty, 2-day compliance inspections. In addition, electrical! instrumentation inspector will spend up to 15 days at the site during start-up and testing of the SCADA system. 5 Hours shown are for office support for change order development. These hours are based on 6 hours per month for design engineers, electrical engineers and CAD support and 3 hours per month for structural engineer. Hours required for Construction Manager, Resident Engineer and Inspector are included in Task 3.1 and 2.0. 6 Troubleshooting and start-up will involve Operations Specialists whose hourly rate is equivalent to that of the Construction Manager. 7 Based on 3 hours per drawing for Project A and 1.5 hours per drawing for Project B. Number of drawings based number of mechanical, civil, structural, electrical and instrumentation drawings. 8 Based on 2 hours per month. 9 Supplements vendor training on specific equipment and Carrousel Ditch training which will be provided by EIMCO per license agreement. g'\wo\4411810\contracl\amend4r1,xls 3 6111198