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HomeMy WebLinkAboutCarollo Engineers 2014-07-04; Amendment 5 2018-11-28COU NO 1314-231-A5 CITY OF UKIAH AMENDMENT NO. 5 TO AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES DATED NOVEMBER 28, 2018 TERMS AND CONDITIONS All terms and conditions of the Agreement for Professional Consulting Services dated July 4, 2014 shall remain in force and effect except as modified by this third amendment. AUTHORIZATION Upon execution of this amendment, service provider is authorized to provide the service described under the Scope of Additional Work identified in this Amendment No. 5. SCOPE OF ADDITIONAL WORK Work authorized by this amendment shall include that work described in the following Subject Letter dated November 1, 2018: 1) Task 1- Project Management 2) Task 2- SRF Funding Documentation Assistance & Application 3) Task 3- Preliminary Design A copy of said work is included in this Fifth Amendment and referred to as Attachment 1. COMPENSATION Compensation for the performance of the additional work shall be made on a time and expense basis at Consultant's customary fees as listed in Attachment 2. Expenses shall not exceed a maximum total cost of $395,559.00 for a revised total contract amount of $4,559,704.00 CAROLLO ENGINEERS BY:J / /11)00 /i55de: d ieyG'arf�Ho' PRINT NAME ///7 D TE Bey CITY OF UKIAH 4/ SAGE SANGIACOMO CITY MANAGER 04/17 DATE design services, and local consultants will provide surveying and geotechnical services totaling approximately 12% of the overall contract amount. Local sub consultants will provide the following services: • Crawford & Associates — Geotechnical Investigation, Corrosion Analysis. • Rau & Associates — Surveying, Existing Utility Investigation, Easement Acquisition Assistance. SCOPE OF WORK TASK 1 — PROJECT MANAGEMENT Task 1.1 - Project Administration Administer the project and subconsultants to maintain project schedule and budget. The project progress and budget status will be included in monthly progress reports that will be attached to billing invoices. Additionally, the monthly progress report will include a list of work completed for the time period and what is expected in the coming period. Task 1.2 Meetings Coordinate the project tasks between the City, subconsultants, stakeholders (including Ag Bureau, Flood Control District, and the San District), and other agencies as required through project meetings. Prepare an agenda and meeting minutes for each of these meetings. Anticipated project meetings are identified below: • Project Kick-off Meeting (City offices) • Monthly Project Status Meetings (Conference call) (Assume 12 total) • Stakeholder Meeting (City offices) • PDR Review Meeting (City offices) • 90% Review Meeting (City offices) Task 1.3 — Quality Control Quality control will be monitored throughout the entirety of the Project. We will review deliverables provided by subconsultants prior to forwarding to the City. Any document developed by Carollo will be peer reviewed internally prior to delivering to the City. Task 1.4 — Coordination with Golf Course Improvements Coordinate with the designer of the golf course facilities to confirm recycled water delivery needs, elevations, etc that will impact the recycled water system design. Task 1 Deliverables: • Monthly invoices • Monthly status reports • Meeting agendas and minutes minimize primary coagulant and polymer demand. Results of this task will be used to inform the design of the ferric chloride feed pump replacement and digester feed alkalinity storage. 3.3 — Develop Design Criteria Review pipeline design criteria used in Phase 1-3 Design and confirm suitability for Phase 4 delivery to the uphill receivers. Develop design criteria for the system storage, pump station, and electrical equipment based on the results of Task 3.1. Develop criteria to be used in the design of the AWT improvements. 3.4 — Storage and Pump Station Siting Analysis Review the area within and around the Water Treatment Plant (WTP) to identify sites with sufficient area for a pump station and 1MG reservoir (-75 ft diameter). Evaluate the alternatives with respect to environmental, accessibility (for connection to Phase 3 and Phase 4 pipeline facilities), geotechnical conditions, and property acquisition needs. Based on the analysis and discussions with the City, recommend a preferred site. 3.5 - Update Model, Confirm Preliminary Routing & Sizing Using the demand profile confirmed in Task 3.1 and the criteria defined in Task 3.2, confirm the preliminary system configuration, including pipe sizing, pump station configuration and capacity, and storage volume. 3.6 — Develop 30% Design Develop 30% plans, a list of technical specifications, and a 30% estimate of probable construction cost. 30 percent plans will include: • Preliminary pipeline plan and profile drawings showing the horizontal and vertical alignments, critical utilities, and easement requirements. • Process flow diagrams, • Preliminary pump station site plan, initial structural and mechanical layout, electrical single lines, communication block diagram, and P&IDs • Preliminary tank site plan, initial structural and mechanical layout, communication block diagram, and P&IDs • Preliminary site plan for AWT improvements, including initial structural, mechanical, and electrical layouts, and P&IDs 3.7 — Develop Draft/Final Preliminary Design Report (PDR) Prepare a draft PDR that defines the basis of final design for the project components. A project description will be prepared describing the proposed improvements, reasons for selecting specific improvements, hydraulic basis including system and preliminary pump selection/curves, design concepts, description of alternatives analysis (where appropriate), a summary of the chemical usage analysis, recommended construction methods, a final customer list with demands, required permits, required property acquisition (if any), and design criteria. The cost estimate developed in Task 3.6 will be included. The 30% plans and an outline of technical specification sections will be included as an appendix to the PDR. The Draft PDR will be • 2 creek crossings, which will be constructed using a trenchless method (either below flow line or outside riparian zone). • 1 Caltrans crossing • 1 Railroad crossing • Title reports, if needed, will be provided by the City • A maximum of 5 legal descriptions and plat maps will be needed. • Easement areas will only be staked once. • No eminent domain will be required for easement acquisition. • City will lead easement negotiations with property owners. Task 4 Deliverables: • Permit application packages. • Meeting agendas and minutes. • Draft/Final legal descriptions and plat maps. • Staked centerline of private property easements and permits. TASK 5 - FIELD INVESTIGATIVE WORK 5.1 - Topographical Survey Establish project survey control. Set approximately 25 control points for project mapping in accordance with City of Ukiah control requirements. The horizontal datum will be based on the North American Datum 83 (NAD 83). The vertical datum will be based on the North American Vertical Datum of 1988 (NAVD 88). Aerial photography will be used to provide a 100 ft strip map along the pipeline routes. Ground surveys will be used to supplement the aerial survey and will included utility location and identification of right-of-way lines. Detailed ground survey will be conducted for the pump station and tank sites and will include the FEMA 100 year flood elevation (if appropriate). Detailed ground survey will also be provided at the Orrs Creek and Gibson Creek crossings. 5.2 - Geotechnical & Corrosion Investigation Review existing geologic maps, soils reports, and geologic reports for the project area. Review the project area and mark the boring locations for Underground Service Alert (USA). Perform a total of up to 23 borings ranging from 15 to 50 feet below ground surface. Trenchless borings (-3-4) will be 30-40 feet deep, 2 will be at the pump station/reservoir site and will be 25 to 50 ft deep for liquefaction analysis. The remainder of the borings are anticipated to be 15-20 ft deep. A laboratory testing program will be conducted to characterize the soil properties. A Geotechnical Report documenting the results of the geotechnical exploration will include soil logs, results of laboratory analysis, results of the quantitative slope stability analysis, recommendations to support design of cut and fill slopes; trench construction, backfill, and TASK 6 — FINAL DESIGN Assist the City with information required to obtain a new electrical service for the pump station from the City's Electric Utility Division including preparing an application for service, if needed. Task 6.1 — Develop 90% Plans, Specifications, and Cost Estimate Develop plans using Carollo CAD standards. Prepare technical specifications in conjunction with City standard front-end specifications. All specification documents will be prepared using Microsoft Word. Technical specification will be in CSI format. An estimate of probable construction will be prepared to reflect the level of design. An electronic PDF of the cost estimate will be provided. The 90% package will be provided to the City for review and comment. A review meeting (identified in Task 1.2) will be held to discuss the City's comments. All review comments and response to comments will be documented in a comment log. Task 6.2 — Develop Final Plans, Specifications, and Cost Estimate Comments received from the City will be incorporated into the plans and specifications to develop a set of final bid ready documents. The cost estimate will be updated to reflect the final design. Ten (10) hard copies (if requested) and a reproducible set of the final bid ready contract documents will be provided to the City for distribution to interested contractors. Task 6 Assumptions: • Pump station design will be for the Phase 4 Pump Station, to be located adjacent to the proposed Phase 4 recycled water storage tank, near the end of the Phase 1-3 pipeline. The proposed pump station will be the single pump station servicing Phase 4, no additional booster station is included in the scope. • Pump station is assumed to consist of dry mounted horizontal split case pumps, with an inlet manifold connected to the storage tank. • New electrical service will be required for the pump station, unless electrical can be pulled from the water treatment plant. • New electrical equipment will be located in a new electrical room within the pump station building. The pump station is assumed to be CMU construction with an on -grade concrete mat foundation. Rooms within the pump station will be air conditioned as required for protection of the proposed equipment and operator comfort. • Fire suppression systems for the electrical building are not included. • Variable frequency drives will be provided for the pumps. • Provisions for a portable generator will be included, but design of a generator is not included. • Pump station will be controlled by a new PLC located in the electrical room and will be tied into the OWNER's SCADA system. • Building permit reviews are not required. Task 8.1 — Pre -Construction Conference Attend the pre -construction conference to answer questions and provide clarification. The meeting will be conducted by the Construction Manager. Meeting agendas and minutes will be prepared by the Construction Manager. Task 8.2 — Engineer's Site Observation Assuming a construction contract of 12 months, conduct construction observation site visits at least once per month, with these visit increasing to twice monthly at the initial startup and where specific milestones dictate. Where possible the site visits will be scheduled to coincide with progress meetings. Task 8.3 - Submittal Review Review shop drawings and data submittals as requested by the Construction Manager. It is assumed that the Construction Manager will receive all submittals and re -submittals and will forward those submittals and re -submittals that require design review. Provide written responses within 14 calendar days of receipt of a submittal. Exceptions to this response target may include large submittals (up to 30 calendar days for review) or when the Contractor requests an expedited review. An allowance for 120 submittals and 25 resubmittals has been made in the budget. Task 8.4 - Response to Contractor Requests for Information (RFIs) Provide written responses to RFIs. A total of 40 RFIs are included in this scope. Task 8.5 - Design Clarifications Prepare and/or review proposed changes in the project scope or project time, when requested by the City or Construction Manager. A total of eight DCs are included in this scope. It is assumed that the Construction Manager will prepare and manage Change Order's resulting from the Design Clarifications. Task 8.6 - Record Drawings Review, after substantial completion, the final version of the Contractor's redline drawings that have been accepted by the Construction Manager. Based on this final set of marked up drawings, prepare record drawings in an electronic format (AutoCAD and PDF versions) for delivery to the City. Task 8.7 - Substantial & Final Completion At the request of the City or Construction Manager, assist in determining if the project or portions thereof are substantially complete and in accordance with the Contract Document. Assist in preparing the Certificate of Substantial Completion and a list of deficient items ("punch list"). If requested by the Construction Manager, assist in determining whether punch list items have been successfully completed to the standard of work required of the project documentation. The Construction Manager will be responsible for final determination of substantial completion. items for discussion. Meeting notes will be prepared and distributed to attendees within 10 days of the conference. Task 9.2 — Services During Construction Task 9.2a - Documentation System Set-up - We will use Procore. The construction manager (CM) will pay for and maintain a Procore license for the duration of the project for use by all project personnel. Task 9.2b - Communication and Construction Management Plan - A project specific Construction Management Plan will be created for the project to establish project protocols, communications, and procedures. Task 9.2c - Manage Field Inspection Personnel - We will provide resident inspection and our CM and/or resident engineer will manage the activities of the field inspection personnel, including the materials testing subcontractor. Our inspectors will prepare daily inspection reports, and summary weekly and monthly inspection reports to the City. Task .9.2d - Track Submittals - We will coordinate and manage the shop drawing and submittal review process between the design engineer and the contractor. All submittals will be handled using the Procore documentation system. We will screen all submittals and determine their completeness before reviewing them or forwarding them to the design engineer for review. Task 9.2e - Prepare Field Memos and Clarifications - We will coordinate and manage preparation of field memos and clarifications of drawings and specifications between the design engineer and the contractor. Memos will be handled in Procore to allow easy tracking of their status and outcome. Task 9.2f - Track Requests for Information - We will coordinate and manage the RFI process between the design engineer and the contractor. All RFIs will be handled using the Procore documentation system. We will screen all RFIs and determine their validity before responding to them or forwarding them to the design engineer for response. Task 9.2q - Review Monthly Progress Payment Requests - We will evaluate the contractor's monthly progress payment requests from the contractor and recommend payment by the City if requirements are met. We will compare requested quantities to the actual quantities completed and negotiate the appropriate progress payment request with the contractor. Task 9.2h - Review Construction Schedule - We will review and approve the contractor's construction schedule, including updates and revisions, in accordance with the contract documents. Our review will focus on key elements such as logic, duration of activities, duration of startup and testing, and construction sequencing constraints and milestones. Task 9.2i - Review Change Order Requests - We will review change order requests in conjunction with the design engineer to determine changes in scope and conditions. We will prepare independent cost estimates and negotiate with the contractor. We will prepare and will also conduct interviews with select contractor field personnel to confirm payroll conditions. Our certified payroll findings will be included in the monthly project progress report. Task 9.2s- Monitor Contractor's Compliance with CEQA Requirements - We will maintain a copy of the CEQA requirements and monitor the contractor's compliance against these requirements. We will periodically inform the City and contractor of compliance status and recommend a course of action to the City and contractor if these requirements are not being met. Task 9.2t- Monitor and Review Record Drawings - We will monitor and coordinate the contractor's recording and maintenance of field changes to plans and specifications during construction on a monthly basis, or more frequently as required. At the 50-, 75-, and 90 -percent project completion levels, we will perform a review of the contractor's working record drawings for general completeness and advise him of status. We will approve progress payments beyond 90- percent completion contingent upon the acceptability of the working record drawings Task 9.3 — Material Testing Materials testing will be provided by others to take quality assurance samples during construction and report to Carollo. We will coordinate callouts of the materials testing services firm with the contractor to efficiently use the testing firm. Testing results will be monitored for compliance with the contract documents. Discrepancies will be noted and the contractor will be directed to make necessary corrections. Task 9.4 — Startup and Testing Task 9.4a - Oversee Startup and Testing - We will oversee facilities acceptance testing and startup in cooperation with the contractor, design engineer, and City and plant staff. Startup and testing services will include assistance with comprehensive testing of functional equipment, sub- systems, and entire treatment processes. Task 9.4b - Field Testing Reports and O&M Manuals - We will witness all field tests of equipment as described in the specifications and the vendor documentation. We will use test report forms as supplied by the vendors and the designer. Where no report forms are available, we will use our own in-house test forms with input from the designer and vendors. All test reports will be field with the equipment O&M manuals. All vendor O&M manuals will be reviewed for completeness, including all recommended maintenance procedures, calibration requirements, and spare parts lists.