HomeMy WebLinkAbout2006-136 CONT AMND #4 - Brown & Caldwell
ENGINEERING SERVICES CONTRACT
AMENDMENT NO.4
Engineering services contract made on the date specified below in Recital A
between the City and Engineer as follows:
Recitals:
A. The followin information ap
CITY: CITY OF ASHLAND
City Hall
20 E. Main St.
Ashland, Oregon 97520
541/488-5347
FAX: 541/488-6066
lies to this contract:
Consultant Brown and Caldwell
Robert F. Willis, P.E.
9620 SW Barbur Blvd.
Suite 200
Portland Oregon 97219
Telephone: 503/977-6632
FAX: 503/244-9095
Date of this Agreement: ~ B: RFP date: November 25, 2003
Janua 16, 2004 Proposal date:
~2.2. Contractin officer: Pieter N. Smeenk, P.E.
~2.4. Pro'ect: Main Feeder and Raw Water Line U
~6. Consultant's representative: BOB WILLIS
~8.3 Maximum contract amount: $279,000.00
B. AMENDMENT NO.4
1. Modification to Section 5. Consulting Services
Item No.
Item A
Descri tion
Additional construction services required by Main
Feeder Pipeline Construction contracting period
exceedin 7 months duration.
Tempora Brid e Desi n
Relocation and Desi n of Ener Dissi atin Structure
Utility Vault and Conduit Design for Raw Water Pipeline
Desi n
FERC Interface for Pipeline Design and Permit
Application. 64 hours beyond 48 hour allowance in
C.O. 2, Item 2.
This item complies with the original scope of services
referred to within the advertised Request for Proposals.
Increase scope of work to include construction
engineering services in accordance with the attached
Consultant's Construction Engineering Services.
Item B
Item C
Item D
Item E
Item F
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2003\03-15 Contract Amendment BC 4 5 25 06.doc
Amou nt
$29,000
$6,000
$5,000
$2,000
$7,680
$218,386
2. Modification of Section 8 Payment
8.3 Total payment under this contact shall not exceed the adjusted total
contract amount of $749,430.
A.
B.
C.
D.
E.
Original Contract
Amendment No. 1
Amendment NO.2
Amendment NO.3
Amendment NO.4
Adjusted total contract amount
CONTRACTOR
By: ~ <ff V~
Robert F. Willis, P.E.
Vice President
By:
Leg
$279,000
16,900
45,000
116,530
268.066
$725,496
CITY OF ASHLAND
By:
~ ~ -,./t3Io"
Lee Tuneberg
Finance Director
REVIEWED AS TO CONTENT:
By:
Date: 7.J"UJ'
Coding:
(For City use only)
f t1 tJ f'~ ?6
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2003\03-15 Contract Amendment BC 4 525 06.doc
CITY OF ASHLAND
RAW WATERLINE
CONSTRUCTION PERIOD
SCOPE OF SERVICES
Services during construction are based on the Consultant providing staff and assistance for two separate construction
contracts performed sequentially; one for the Main Feeder Pipeline followed by one for the Raw Water Pipeline. The
level of effort provided in this amendment is for the Raw Water Pipeline based on 6 months total construction time.
PHASE I.
PROJECT MANAGEMENT SERVICES
Task 1-1
Management, Coordination and Communication
The project management services subtasks, as defmed in the original agreement for the design period, are amended to
continue and extend into the construction period. Consultant efforts will be as follows:
Subtask 1-1.1 Work Plan- Amend the engineering services agreement and the project management plan (pMP),
including a detailed schedule and task budgets. Identify tasks to be performed by Client staff. The schedule will
incorporate meeting dates and milestones when key actions are due. The PMP will be used to facilitate coordinated
work by the project team.
Subtask 1-1.3 Status Reporting and Communication- Continue activity as defmed in original agreement.
Subtask 1-1.4 Subconsultants Services-- Prepare and administer agreements with subconsultants, monitor
performance of subconsultants' work, and administer consultant invoices in a timely fashion.
Subtask 1-1.6 Project Team Coordination- Assign work tasks to project team members and coordinate project
activities. Monitor progress of work, facilitate timely completion of quality work products, and guide the project
team to successful completion of their assigned tasks.
PHASE IV. CONSTRUCTION PERIOD SERVICES
Task IV-I. Bidding and Award Assistance
Consultant services to assist the Client in obtaining bids will be as follows:
Subtask IV-l.l Bidder Questions-Receive and respond to bidder's technical questions during the bid period.
Keep notes of interaction with prospective bidders, including name of bidder, question(s) asked and response(s)
given, and date and time of contact.
Subtask IV-l.2 Addenda-Provide professional and technical services to prepare draft addenda. Client will
prepare fmal version of addenda and make copies for distribution. Client will distribute addenda to all plan
holders.
Subtask IV-l.3 Prebid Conference-Hold a prebid conference in Ashland with the Client and prospective
bidders. Lead the meeting, conduct a field tour of the project site, answer questions, keep notes, and address issues
raised.
Subtask lV-l.4 Bid Opening, Assessment and Recommendations-Attend the bid opening and review the bid
tabulation prepared by the Client. Assess the bids to determine the low bidder to whom the project should be
awarded. Prepare a memorandum that defines which alternative bid items should be awarded. Client will review
bid documents for completeness and correctness.
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Task IV -2.
Construction Management
The Consultant will perform all Construction Management subtasks as follows:
Subtask IV -2.1 Post Bid Setup- Update the project manual with copies of the Addenda issued during the bid
phase and executed contract documents; print and distribute copies of the modified manual to the Cl~ent (3. ea,ch),
Contractor (3 each plus I full size set of reproducible drawings and I full size set of blue line drawings), alid " -
. ., ..c;,?nsu.~t.ant (4 each). '. . . '" ".
. ."
Subtask IV-2.2 Project Record Keeping- Set up and administer the project record keeping system; develop a
document format for clarification requests, submittal review, progress payments, and change orders during the
construction period. Provide administrative staff to maintain project files, word processing, and other clerical
tasks.
Subtask IV-2.3 Construction Manager- Provide the services of a Construction Manager as the project needs
dictate. Duties will include all contract administration such as resolution of Contractor questions, response to
requests for changes, preparation of change orders, administration of the submittal review process, review and
recommendation of monthly payments to the Contractor, and review of the project schedule. Upon substantial
completion of construction, prepare punch lists of remaining work to be completed. Prepare and submit a
certificate of completion. Review the fmal payment request.
Subtask IV-2.4 Project Meetings- Hold meetings to facilitate communication among the construction team
members during the construction period. Members of the design team will periodically attend these meetings to
review construction compliance for the various disciplines.
TaskIV-3.
Office Engineering During Construction
Consultant will provide office engineering services to assist Client's performance of contract administration and to
determine the Contractor is providing the specified construction materials and equipment and performing the
construction in accordance with the intent of the plans and specifications. Consultant duties will include:
Subtask IV -3.1 Submittals- Prepare a detailed list of required and potential anticipated submittals for use in
planning and anticipating submittals. Review technical submittals or resubmittals required from the Contractor to
demonstrate conformance with design concepts and compliance with the requirements of the contract documents.
Subtask IV-3.2 Job Site Visits- Make periodic visits to the site to observe that the work conforms with design
requirements.
Subtask IV-3.3 Request for Information- Provide professional service to interpret the contract documents and
provide clarifications concerning the intent of the design documents when requested by the Construction Manager.
Subtask IV-3.4 "Change Order Assistance- Provide professional and technical services to prepare technical
information for inclusion in change orders approved by the Construction Manager.
Subtask IV-3.5 Record Drawings and Documentation- Revise the reproducible drawings for record purposes
to show major changes made during construction using addendum drawings, change order drawings and marked-
up record drawings provided by the Contractor. Furnish the Client with one set of reproducible record drawings, as
well as a set in electronic format suitable for use in the Client's mapping system.
Subtask IV-3.6 FERC Requirements- Provide an experienced professional engineer to coordinate the provision
of construction related data and reports required by the FERC, assist the Client in negotiations with the FERC
regarding construction and project material requirements, monitor the work of the independent testing and analyses
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECNOO3\03-16 Construction Period BW Scope of Services 5 26 06.doc
required by FERC, and prepare progress and completion reports required of the Client by FERC. This task also
includes the funds allotted for the sub-consultants necessary to provide special services anticipated to be required
by the FERC.
Task IV-4.
Field Engineering and Construction Observation and Monitoring
Provide a qualified and experienced resident inspector on-site, as necessary during construction activities. Duties will
include observing construction, assessing subsurface conditions and adjusting design to maximize ~alue for tlte Client,
docum~nting and maintaining records of construction activiti~s, facilitating.demonstrations that construction meets
contract requirements, and preparing monthly reports of construction progress. Call for surveying, geotechnical,
environmental, materials testing and engineering expertise periodically when conditions warrant: Hold regular site
meetings with the Contractor's representative and appropriate members of Client's construction team during the
construction period. The purpose of these meetings is to facilitate communication related to construction schedule,
construction progress, compliance with the plans and specifications, changes in the work, and similar details. Members
of the design team may periodically attend these meetings during their review of construction for compliance with
design requirements.
The construction documents require the Contractor to obtain the services of an independent testing company to
perform soil, concrete, asphalt and other materials tests and provide the results to prove compliance with the contract
documents. The resident inspector will defme the location and timing of these tests, coordinate with the Contractor's
testing company, and review the results to determine Contract compliance. It is anticipated that additional or
confirming tests will be necessary beyond those required by the FERC. Since it is not possible to predict the amount
of these services that will be required, the budget for this task is on an allowance basis.
G:\pub-wrks\eng\dept-admin\ENGINEER\PR0JEC1\2003\03-16 Construction Period BW Scope of Services 5 26 06.doc
CITY OF
ASHLA.ND
Council Communication
RAW WATERLINE REPLACEMENT CONTRACT & BROWN & CALDWELL
ENGINEERING SERVICES CONTRACT AMENDMENT APPROVAL
Meeting Date: June 6, 2006
Department: Public Works
Contributing Departments:
Approval: Martha Bennett
Primary Staff Contact: Pieter Smeenk, PE SE
E-mail: smeenkp@ashland.or.us
Secondary Staff Contact: James Olson, IPWD
E-mail: olsonj@ashland.or.us
Estimated Time: 15 Minutes
Statement:
On May 11, 2006, the Engineering Department received bids for the construction of the raw waterline and
penstock which runs from Hosler Dam to the Water Treatment Plant. Two bids were received from R&G
Excavating Inc. and James W. Fowler Co. The lowest apparent bidder was R&G Excavating out of Seio, Oregon
with a low bid of $2,732,490, which offered potential contract alternatives. The contract alternatives were
negotiated by staff and the contract engineer, Brown & Caldwell and agreed to by R&G Excavating.
The low bid amount exceeded the Brown & Caldwell engineer's estimate of $2,365,000. Attached is a summary of
bid totals. Some non-essential elements were negotiated and the necessary alternatives were included resulting
in the recommended contract amount of $2,774,790.00. The primary reasons for the 18% difference between the
engineer's estimate and the low bid were: 1) rapid escalation of ductile iron pipe prices; 2) uncertainty regarding
constructability issues associated with this project; and 3) rapid escalation of construction prices experienced
recently on public works projects in Oregon.
The amended bid amount of $2,774,790 exceeds the budgeted amount of $2,250,000. With the addition of the
engineering services, the shortfall is $774,000. This can be rectified by shifting funds from two sources: 1) carry
forward $200,000 from savings for field engineering of the recently completed main feeder line, and 2) appropriate
$524,000 from the supplemental appropriation. There exists sufficient budgetary appropriation this year to pay all
anticipated project expenses.
Staff now needs Council approval to enter into contract with R&G Excavating for the construction of the raw
waterline as well as to amend the Brown & Caldwell engineering services contract to include construction phase
engineering services. Inspection services from the engineering firm include engineering services conducted
during the construction to modify the pipeline as it is being constructed. It is anticipated that, as with the previous
waterline project, required field engineering be included in order to initiate savings during construction. The
presence of unknown onsite conditions requires that decisions be made in a timely manner and with proper
engineering expertise. This may again be necessary to initiate cost savings to the City, and Brown & Caldwell has
budgeted accordingly to perform these services. During the course of construction, actively pursing any savings
opportunities could again issue savings on this project.
Background:
As part of the Capital Improvement Plan, replacement of the raw waterline was deemed a high priority to ensure
water supply and quality. The line from Reeder Reservoir to the Water Treatment Plant was built in the early
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2003\03-16 RG Contract Apvl Council Communication 6 06.doc
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1900s and, given its age, replacement is inevitable. Lee Engineering submitted an' analysis of the main feeder
and raw waterline in January 2002 recommending replacement of the waterline. The project replaces the
approximately one-mile of existing 24-inch waterline and supporting structures with 3D-inch ductile iron pipeline,
as well as improving drainage related to the support structures. The evaluation of the system was completed in
2002, which recommended relocating the line to the roadway.
The process for selecting a project engineer began in the fall of 2003. The City contracted with Brown & Caldwell
in December of 2003 to engineer, design and manage construction of the waterline. The original proposal
!nGlude(j the .option for the City to amend the contract to include the construction phase services. The attached '.. .
ame.ndment includes the cost estimate for the services by Brown & Caldwell. .
On July 21, 2004, a'public'meeting brought together several key cOntributors; Brown & Caldwell, Fishman
Environmental Services, Terrasurvey, Small Woodland Associates and Golder Associates; to present engineering
plans delineating the preferred routing of the waterline, ecological impacts, project staging and potential conflicts
with scheduling. The meeting provided the first public introduction to the need for waterline replacement.
Staff and Brown & Caldwell used the input from the meeting to continue fine-tuning the engineering plans. The
City and contractor now need to seek potential easements from the US Forest Service and apply for permits from
Jackson County and the City of Ashland Planning Department. Staff has already applied for permits to work
within the creek and interface from the USFS Division of State Lands, the Oregon Department of Forestry, US
Army Corps of Engineers. Upon receipt of permit approvals, staff and Brown & Caldwell compiled the
specifications for construction bids and the project first advertised on April 4, 2006.
Brown & Caldwell coordinated with the Federal Energy Regulatory Commission (FERC) on the engineering
portions relating to the penstock. FERC is the governmental agency that oversees the hydroelectric portion of the
dam and water treatment plant. Extraordinary requirements spurred additional work for the engineers and City.
These unanticipated requirements increased the scope of work for Brown & Caldwell and increased the amount of
inspection needed for the construction of the pipeline.
If awarded the contract, R&G Excavating plans to begin work on this project as soon as possible to take
advantage of seasonal weather. The proximity of Ashland Creek makes this project sensitive and specific
measures will be implemented in accordance with permitting from the Department of Environmental Quality. The
contractor will be filing specific permits to conform to the DEQ standards for erosion and sediment control to
assure quality control throughout the project. The contractor will implement erosion control measures which will
appear on the City website and in the City Source.
Several measures to ensure public safety will need to be put in place. R&G Excavating crews will be accessing
the Water Treatment Road via Granite Street, thereby increasing the amount of truck and equipment traffic and
causing possible congestion along Granite Street and through the upper end of Lithia Park. Since Granite Street
at the top of Lithia Park is only 20 feet wide, and cars often park along the roadside to access the swimming hole
and hiking paths, making it difficult for construction equipment to pass. This potential conflict between trucks,
vehicles and pedestrians is of concern. To address the issue, the contractor has been instructed to install the
following signage:
"Construction Zone, Off Limits" at the access gate to the water treatment plant.
"Pedestrian Detour" near upper Granite Street indicating the path to cross over Ashland Creek and then access
up to Glenview Drive to avoid the construction area.
"Alternate Parking" located at the concrete pit on Glenview Drive.
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The parking prohibitions will be in effect from the beginning of the project and remain in effect until construction is
completed. The changes will remain in effect until the end of the project at the estimated at the end of December.
Mailings will also be sent to residents along Granite Street as to the project progress as they will see the increase
in traffic. Granite Street residents will also be alerted to the expected frequency of equipment and contact
information for project management. Regular updates on the City website and articles in the City Source.
Related City Policies:
This is a Capital Improvements Project adopted by the Budget Committee and by the City CounciL ... . ..../ ..
Public Works construction within the City of Ashland is in accordance with the American Public Works
Association/Oregon Department of Transportation - Oregon Standard Specifications For Construction 2002. City
staff and contract engineer will provide project management to ensure that these standards are met.
Council Options:
Staff needs approval to continue with the execution of the contract with R&G Excavation as proposed or as
amended to continue with the construction project. Council may accept the contract and funding sources or offer
alternative funding options to meet the proposed contract amount. The Council may approve the amendment to
accept the scope of work and estimate for the construction phase engineering services from Brown & Caldwell.
Staff Recommendation:
Staff recommends Council approve the amended contract amount to ensure a timely cost efficient project.
Extension or rebidding of this project would increase the contract cost with Brown & Caldwell for the engineering
portion and would most likely increase the price for the piping and other materials. The timing for pieces of this
project is limited to the in-water work period set by the Division of State Lands and must be completed prior to
September 15th. To meet this deadline, the contractor must have all in-water work construction complete before
this date to meet the contract schedule. Consideration must also be given to the onset of the fire restriction
season. Delay of executing the contract may produce time extensions that could potentially increase the contract
amount.
Potential Motions:
Council motions to approve the contract with R&G Excavating for the construction of the Raw Waterline
Replacement Project as amended for a total cost of $2,774,790; and approve the contract amendment with Brown
& Caldwell Engineering increasing the scope of the contract to include construction phase engineering services
for approximately $250,000.
Council motions to not approve the contract with R&G Excavating for the construction and the contract
amendment with Brown & Caldwell Engineering for the Raw Waterline Replacement Project
Attachments:
Vicinity Map
Bid summary
Scope of Work from Brown & Caldwell
G:\pub-wrks\eng\dept-admin\ENGINEER\PROJECT\2003\03-16 RG Contract Apvl Council Communication 6 06.doc
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~::CORDER'S COpy
I
Page 1 / 2
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
r
04826 1
VENDOR: 008217
BROWN & CALDWELL
PO BOX 45208
SAN FRANCISCO, CA 94145-0208
FOB Point:
Terms: Net
Req. Del. Date: 1/5/2004
Speciallnst:
SHIP TO: Ashland Public Works
(541) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
Req. No.:
Depl: PUBLIC WORKS
Contact: Paula Brown
Confirming? No
BILL TO:
THIS IS A REVISED PURCHASE ORDER
BLANKET PURCHASE ORDER
EnQineerinQ desiQn for the Raw Water
and Main Feeder Line from Reeder
Reservoir to the Water Treatment Plant
279.000.00
RFP
Date of aQreement: January 16, 2004
Completion date: September 2004
Insurance reQuired/On file
Revised purchase order 09-14-2004
Service costs for permit application,
Task 5-7 on attached letter 08/13/2004
Revised purchase order 12-13-2004
ChanQe Order NO.2
Items A - Z, AA
Revised purchase order 06/30/2005
ChanQe Order No.3
Phase I, IV, V
Revised purchase order 06/30/2005
In addition to ChanQe Order NO.3
Internal increase to purchase order
Processed ChanQe Order 08/24/2006
ChanQe Order No.4, Per attached
reQuisition
16,900.00
45,000.00
116,530.00
4,185.00
268,066.00
SUBTOTAL
TAX
FREIGHT
TOTAL
E 670.08.15.00.70420
E 670.08.15.00.70420
E 670.08.15.00.70420
E 670.08.36.00.70420
E 670.08.36.00.70420
E 670.08.36.00.70420
200315.120
90 536.25
410299.50
46 425.00
15 475.00
136,766.50
30178.75
200315.100
200315.100
200315.120
P#Jt /uJO
Authorized Signature
VENDOR COPY
rA'
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
{541} 488-5300
r
7/1/2006
VENDOR: 008217
BROWN & CALDWELL
PO BOX 45208
SAN FRANCISCO. CA 94145-0208
SHIP TO: Ashland Public Works
(541) 488-5587
51 WINBURN WAY
ASHLAND, OR 97520
FOB Point:
Terms: Net
Req. Del. Date: 1/5/2004
Speclallnst:
Req. No.:
Depl: PUBLIC WORKS
Contact: Paula Brown
Confirming? No
Page 2 / 2
I r
04826
*** This is a chanQe order. ***
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
'"
SUBTOTAL
TAX
FREIGHT
TOTAL
VENDOR COPY
CITY OF
ASHLAND
A request for a Purchase Order
REQUISTION FORM
Date of ReqUest_
THIS IS A REQUEST FOR A:
[Xl Change Order (existing PO# 4826 )
Required Date of Delivery/Service:_
Contract Amendment Approved by Council at June 6, 2006 Council Meeting
Vendor Name:
Address:
City, State, Zip
Phone:
Project Title:
Project Number:
BROWN & CALDWELL
PO BOX 45208
SAN FRANCISCO CA 94145-0208
541/686-9915
MAIN FEEDER RAW WATER LINE UPGRADE
03-15
Services Only
Description
Total Cost
On inal Contract Cost for Raw Water Line U
Account Number 670.08.15.00.704200 = 75% ($201,049.50)
"'Please attach /he 0riginsI signBd contract and Insurance Cettiticates.
Account Number
Employee Signature: Supervisorl Depl Head Signature:
NOTE: By signing this l8C/uis/iion fonn, I certify tha the above l8C/uest meets with Ctiy of Ashland SoIicitiation Process require
G:PubwrkslEng\03-15 Brown & Caldwell CO No 4.x1s
Updated on: 7/15/fJ2
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