HomeMy WebLinkAboutCarollo Engineers 2014-07-04; Amendment 6 2019-05-03 COU NO 1314-231-A6
CITY OF UKIAH
AMENDMENT NO.6
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 bffect except as modified by this third amendment.
AtIll"QRIZATTION
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. 6.
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 5-f=ield Investigation Services and Hydraulics
A copy of said work is included In this Sixth 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$379,634 for a revised total contract amount of$4,939,338
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DATE
Agenda Item No.: 12e
MEETING DATE/TIME: 11/7/2018
PEAK ITEM NO: COU-513-2017
City of Ukiah AGENDA SUMMARY REPORT
SUBJECT:Approval of Contract Amendments for Preliminary Design and Environmental Compliance for
Phase 4 of the Recycled Water System and Corresponding Budget Amendment.
DEPARTMENT: Water Resources PREPARED BY: Jarod Thiele
ATTACHMENTS:
Attachment 1- TSO
Attachment 2- Phase 4 Scope Doc 2018-11-01
Attachment 3-SMB Environmental Addendum 3- Scope of Work
Summary: Council will Consider Approval of Contract Amendments for Preliminary Design and Environmental
Compliance for Phase 4 of the Recycled Water System and Corresponding Budget Amendment.
Background: Since 2016, the City has been working with Larry Walker and Associates (LWA) for renewal of
the NPDES Permit (Operation of the Wastewater Treatment Plant) and Enrollment in the State Water
Resources Control Board (Operation of the Recycled Water System).
The City has recently completed both of the permitting tasks. Previously, the City's Wastewater Treatment
Plant (WWTP) was operating under a Cease and Desist Order (CDO). Under its new NPDES Permit the City
is no longer operating under a CDO but instead a Time Schedule Order (TSO). In order to comply with the new
permit, the TSO (Attachment 1) establishes a number of milestones for plant operations that must be met by
specific dates.
RECOMMENDED ACTION: Approval of Contract Amendments for Preliminary Design and Environmental
Compliance for Phase 4 of the Recycled Water System and Corresponding Budget Amendment.
BUDGET AMENDMENT REQUIRED:Yes
CURRENT BUDGET AMOUNT: $0-83027330.80230
PROPOSED BUDGET AMOUNT: $2,642,484.75-83027330.80230 PC 15062
FINANCING SOURCE: Water Fund-82000000.30007
PREVIOUS CONTRACT/PURCHASE ORDER NO.: Carollo- 1314231;SMB- 1718183
COORDINATED WITH: Sean White, Director of Water Resources
Approved, 1
S e Sa gi rno, City Manager
Discussion:The TSO requires the City to construct and operate a Recycled Water System. The City has
already complied with Task A on page 11 of the TSO by constructing Phases one through three. Task C of the
TSO is a requirement to obtain funding for Phase Four of the Recycled Water System by March 1, 2021. The
State's funding cycle for 2019 has already lapsed, and the funding cycle for 2020 closes December 31, 2018.
Staff would like to prepare and submit funding applications by the end of the year. In order to have a complete
and competitive application, the submittal will need to include preliminary design and final environmental
compliance.
Carollo Engineers has prepared a Scope of Work to prepare funding applications, the necessary preliminary
design, final plans, specifications and Engineer's Estimate. (Attachment 2). SMB Environmental has prepared a
Scope of Work(Attachment 3) to amend the existing environmental documentation to include new
infrastructure not anticipated in the original CEQA document such as ponds at the golf course.
The majority of these funds will only be spent if the City is awarded funding from the State.
2
Attachment 2
EXHIBIT A
CITY OF UKIAH
RECYCLED WATER PROJECT—PHASE 4 DESIGN, ESDC, and CM
SCOPE OF WORK
November 1, 2018
BACKGROUND
The City of Ukiah (OWNER) has requested Carollo Engineers (ENGINEER) develop a design,
ESDC, and CM scope and budget for Phase 4 of the Recycled Water Pipeline Project(Project)
as defined in the Feasibility Study dated December 2012.
The project will include approximately 19,000 linear feet of 8 to 16-inch recycled water pipeline
(including crossings of US 101, the railroad, Gibson Creek, and Orr Creek), a recycled water
storage tank (approximate size of 1 MG), and a recycled water pump station with capacity up to
4 MG/day. The scope will also include all field work, funding, permitting, and right-of-way
acquisition work to support the design and construction of the project.
In addition to the recycled water distribution facilities, the Project will include improvements at
the plant to support operation of the recycled water system. These improvements will include
the following:
• Refurbish 4 existing package clarifier/filter AWT units:
{ Replace 4 existing analog pressure sensors used to initiate settled sludge
blowdown cycle with 4 digital pressure switches
Replace 8 existing analog pressure sensors used to initiate filter backwash cycle
with 4 digital differential pressure switches
Replace existing PLCs and program to incorporate new digital pressure and
digital differential pressure switches
• Replace existing chlorine residual analyzer 3 (at the backwash pumping station) and
chlorine residual analyzer 4 (at the dechlorination structure)with probe-type analyzers
• Replace one primary coagulant (ferric chloride)feed pump with smaller capacity pump to
provide sufficient turndown for low-demand periods
• Install motor-operated valve and valve vault on existing 24-inch FW/RW diversion line
west of the dechlorination structure.
• Add digester feed alkalinity storage and feed system to handle increased settled
sludge/waste filter backwash ferric hydroxide sludge production
Carollo will lead the engineering effort as a continuation of the Phase 1-3 Design and
Construction services provided. SMB Environmental will continue to support the project, being
contracted directly with the City. NHC will conduct the surge analysis, JDH will provide corrosion
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 invokes. 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 1A—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
TASK 2 -SRF FUNDING DOCUMENTATION ASSISTANCE &APPLICATION
2.1 - SRF Documentation & Support
Carollo will support the City with funding applications for the CA SRF grant/loan program and
the US Bureau of Reclamation (Reclamation). It is assumed that Carollo will be developing the
SRF loan packages for General, Technical, and Financial (mainly City) and be delivering a
complete package by December 31, 2018 in order for the City to be on the States fundable list
for 2020. The environmental package will be developed by others. This task includes uploading
the all four packages and reference documents to the State's electronic FAAST system. The
Reclamation grants have an approximately 75 page application limit and are estimated to take
approximately 140 hours to complete as they have to be developed from a 'project selling'
angle.
Task 2 Assumptions:
• OWNER will provide required financial statements.
• OWNER will provide required resolutions.
• Carollo will develop documentation for the following packages: General, Technical, and
assist with Financial.
Task 2 Deliverables:
• Grant Application Documentation (75 page limit).
• General, Technical, Environmental, and Financial SRF Application packages.
TASK 3-PRELIMINARY DESIGN
3.1 —Confirm Phase 4 System Customers & Demands
Review the recommended alternative from the Feasibility Study as well as the demand profile
generated during Phase 1-3 design to identify the preferred system configuration for the
Phase 4 system while maintaining uninterrupted recycled water delivery to Phase 1-3
customers. Confirm water delivery schedule (summer/winter/day/night)to determine minimum
and maximum pump flows. The design hydraulic loading will be included in the updated model
as part of tasks 2.3-2.5.
3.2—Evaluate and Optimize Chemical Usage at the AWT.
Evaluate current chemical usage and optimize. The goal of the AWT chemical addition
evaluation is to minimize the quantity of primary coagulant addition in order to minimize the
quantity of chemical sludge production, as the chemical sludge in the clarifier blowdown and
waste filter backwash ends up in the anaerobic digester feed where it can affect digester
alkalinity and performance. Consultant will review existing chemical feed operations procedures
and recommend a routine jar test procedure to determine optimum primary coagulant and
polymer addition based on secondary effluent water quality. Consultant will evaluate the clarifier
component internals and recommend physical modifications to improve clarifier efficiency and
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 1 MG 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
submitted to the City and City review comments will be discussed during the Draft PDR review
meeting. The review comments on the Draft PDR will be incorporated and submitted as the
Final PDR. All review comments and response to comments will be documented in a comment
log.
Task 3 Assumptions:
• A maximum of two (2) model runs will be conducted to confirm the final alignments, pipe
sizing, and pump sizing/configuration.
Task 3 Deliverables:
• Draft/Final Preliminary Design Report, including 30% plans, technical specification
outline and cost estimate. (2 hard copies, and 1 pdf)
• Comment log
TASK 4-PERMITTING &EASEMENTS
Task 4.1 -Regulatory Agency Coordination
This task includes meetings with permit agencies as needed to obtain permits. Coordination is
anticipated with the US Army Corps of Engineers, North Coast Regional Water Quality Control
Board, California Department of Fish and Wildlife, Mendocino County Air Quality Management
District, Caltrans, North Coast Rail Authority (NCRA), and County of Mendocino Department of
Transportation (DOT).
Task 4.2—Prepare Permit Applications
This task includes completing the permit applications and preparing supporting documentation
packages as necessary for submission to appropriate ageneses. Caltrans, NCRA, and DOT
encroachment permits are covered in Task 5. Anticipated permits include Caltrans, NCRA,
County DOT, Section 1600, SWPPP NOI, 401 Certification, Section 404 or Nationwide Permit
412, and MCAQMD Authority to Construct.
Task 4.3 — Prepare Easement Documents
Prepare and submit legal descriptions and plat maps for permanent and temporary easements
from private property owners (if required). Prepare preliminary and final Deed forms conforming
to City standards for easements on private property.
Task 4.4— Easement Staking
Where necessary, coordinate with Private Acquisition Appraiser, obtain permission from
landowners to stake the proposed acquisition, stake the centerline of proposed private
permanent easement areas to be acquired: and stake the centerline of encroachment permit
areas.
Task 4 Assumptions:
Permit fees will be paid for by the CITY.
• 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 stationlreservoir 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
iogs, results of laboratory analysis, results of the quantitative slope stability analysis,
recommendations to support design of cut and fill slopes; trench construction, backfill, and
compaction; corrosion protection; trenchless construction; and geotechnical related synthetic
liner design considerations.
5.3—Existing Utility Research
Contact all agencies having existing utilities within the project area to obtain mapping of their
facilities. Where appropriate, contact USA, prior to field survey, so that utility location markings
can be surveyed and shown on the plans. Identify all utilities within the project corridor and walk
the site to verify preliminary locations and identify potential conflicts. A utility contact fog will be
maintained. Based on this task and the topographic survey, develop a potholing plan, as
necessary to identify potential conflicts. Coordinate with the City for potholing services.
The City will perform potholing with City forces or City specified contractor.
5.4—Conduct Surge Analysis
Analyze pressure transients created by the operation of the pump station (e.g. pump power
failure, pump startup) and their effect on the system pipeline (Phase 4). Winter, summer,
daytime, and nighttime scenarios will be evaluated to identify the worst-case pressure surges in
the system. Opening and closing of flow control valves at each customer location can also
create adverse pressure surges in the pipelines. An analysis of safe opening and closing times
will be developed to help define the system operating parameters and time of use strategy.
Task 5 Assumptions:
• Property line mapping will be consistent with deeds and maps of record. No Record of
Survey Map will be prepared.
• Mapping of wetland delineations or other resources is not included.
• A maximum of 23 geologic borings will be performed.
• An environmental assessment or any exploration for the presence or absence of any
hazardous or toxic materials is not included.
• Current property owner, or their representative, will be responsible for clearance from
private utilities not covered by USA.
• Geotechnical investigation does not include a site specific quantitative liquefaction
analysis.
• The City will secure site access for survey and geotechnical investigation.
• The City will provide traffic control and asphalt repair along the trench alignment for
potholing and geotechnical borings.
Task 5 Deliverables:
• Topographic Map.
• Utility contact log.
• Draft/Final Geotechnical Report . (2 hard copies and 1 pdf)
• Surge Analysis Report (2 hard copies and 1 pdf)
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.
• Landscaping and architectural design are not required, and are not included.
• Traffic control plans are not included.
• City will provide front-end documents.
• The project is assumed to consist of approximately 100 sheets.
Task 6 Deliverables:
Electrical service application.
• 90% Plans, Specifications, and Cost Estimate (2 hard copies, 1 electronic copy).
• Final Plans, Specifications, and Cost Estimate (10 hard copies, 1 reproducible electronic
copy).
TASK 7-BID PHASE SERVICES &SUPPORT
Task 7.1 —Attend Pre-Bid Meeting
Attend the pre-bid conference. The meeting will be conducted by the City, but we will be
available to answer questions or discuss the intent of the plans and specifications as requested
by the City. Prepare minutes from the meeting. Meeting minutes will be distributed to attendees
by the City.
Task 7.2 —Answer Questions/Provide Addenda
Provide assistance, as required, to the City during the bidding of the Project. This will include
answering contractor questions and preparing up to two addenda during the advertisement
period. The Engineer will be the primary contact for technical questions during the bid period.
Addenda will be distributed by the City.
Task 7.3 -Conformed Documentation
At the conclusion of the Bid phase, provide a Conformed set of documents from which the
Project shall proceed into construction.
Task 7 Assumptions:
• The City will sell and distribute contract documents to contractors.
• City will distribute addenda and minutes from the pre bid meeting.
• A maximum of two addenda will be prepared.
Task 7 Deliverables:
• Written responses to contractors' questions.
• Addenda, as necessary
• Meeting minutes.
• Conformed Documents
TASK 8-ENGINEERING SERVICES DURING CONSTRUCTION
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.
Task 8.8 -Training and Commissioning
Under the lead of the Construction Manager, assist in the review of the Contractor's training
plan and instruction materials for compliance with the Contract Documents. If requested by the
City, provide instruction to City personnel on the project objectives, design intent and system
operating procedures.
Task 8.9 -Operations and Maintenance Manuals
Review Operations and Maintenance (O&M) documentation provided by equipment vendors
and Contractor to ensure they provide adequate information for ongoing maintenance and
eventual replacement of the component.
Task 8 Deliverables:
• Electronic Responses to all Submittals. (120 submittals and 25 resubmittals budgeted)
• Electronic Responses to all RFIs. (40 RFls budgeted)
• Formal Design Clarifications (8 DCs budgeted)
• Conformed Documents
TASK 9-CONSTRUCTION MANAGEMENT
Task 9.1 --Preconstruction Services
Task 9.1 a - Bid Escrow document review-We will perform an escrow review of bid documents
provided by the accepted bidder to determine completeness and conformance of the received
bid package. Secure bid package for duration of construction contract to assist in negotiation
and resolution of change orders and potential claims
Task 9.1 b Construction Contract Compliance -We will review the contractor's contract
execution for compliance with contract document requirements, state revolving loan fund
requirements, including prevailing wage and apprenticeship program requirements, as well as
compliance with all environmental documents.
Task 9.1c-Pre-Construction Conference -We will schedule, coordinate, and conduct one
preconstruction conference. An agenda will be prepared in advance to notify attendees of key
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 RFls 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 9.2g - 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
process approved change orders and incorporate them into the contract. We will prepare a log
for tracking all: potential change orders and agreed upon change orders.
Task 9.21 - Resolve Conflicts -We will work with all parties involved to resolve potential conflicts
before they become an issue.
Task 9.2k - Review Labor Compliance-We will monitor project records and review labor
compliance of the contractor. We will work with the contractor to correct any deficiencies found
and report status to the City.
Task 9.21 - Review installation and maintenance of BMPs and Implementation of the SWPPP.
Our staff is educated in California's evolving stormwater policies We will monitor the stormwater
protection installed by the contractor and work with him to maintain it and report its effectiveness
in accordance with the current state regulations.
Task 9.2m - Conduct Final Inspection and Issue Punchlists -We will schedule and conduct a
final inspection of the completed facilities and issue punch lists of uncompleted items where
necessary.We will also assist the City in negotiation of unsettled changes or disputes
associated with these inspections. When the final punch list items have been completed or
resolved, we will recommend acceptance by the City.
Task 9.2n - Documentation of Existinq Site Conditions -We will prepare video and photographic
records of initial site conditions before the contractor begins construction. Video documentation
will be accompanied by a verbal description of existing conditions. A copy of the video and
photographic documentation will be provided to the City.
Task 9.2o - Construction Inspection -We will provide a qualified inspector to monitor the
contractor's compliance with the specifications requirements
Task UP - Electrical Testing -We will work with the designer, contractor and vendors to
determine all the required testing, then witness and document all site acceptance tests on
electrical equipment. This includes witnessing all point-to-point checks and run tests for
electrical equipment. We will confirm that circuit breaker settings conform to the values shown in
the short circuit study and that all harmonic filters are correct and in place. All electrical testing
results will be documented and filed in the project records.
Task 9.2g - Monitor Contractor's Compliance with Contract Documents -We will review and
monitor the contractor's work against the contract documents to ensure compliance. We will
report any non-conformances and deficiencies to the City and contractor and will work with the
contractor to correct these deficiencies in a timely manner to the satisfaction of the City.
Task 9.2r- Review Certified Payroll -We will review the contractor and subcontractor certified
payroll for compliance with State and Federal prevailing wage requirements. Any discrepancies
will be identified and returned to the contractor for immediate correction. Violations will be
addressed in accordance with the State Labor Code and Davis Bacon wage requirements. We
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.
EXHIBIT A
CITY OF UKIAH
RECYCLED WATER PROJECT—PHASE 4 DESIGN, ESDC, and CM
SCOPE OF WORK
November 1, 2018
BACKGROUND
The City of Ukiah (OWNER) has requested Carollo Engineers (ENGINEER) develop a design,
ESDC, and CM scope and budget for Phase 4 of the Recycled Water Pipeline Project (Project)
as defined in the Feasibility Study dated December 2012.
The project will include approximately 19,000 linear feet of 8 to 16-inch recycled water pipeline
(including crossings of US 101, the railroad, Gibson Creek, and Orr Creek), a recycled water
storage tank (approximate size of 1 MG), and a recycled water pump station with capacity up to
4 MG/day. The scope will also include all field work, funding, permitting, and right-of-way
acquisition work to support the design and construction of the project.
In addition to the recycled water distribution facilities, the Project will include improvements at
the plant to support operation of the recycled water system. These improvements will include
the following:
• Refurbish 4 existing package clarifier/filter AWT units:
Replace 4 existing analog pressure sensors used to initiate settled sludge
blowdown cycle with 4 digital pressure switches
Replace 8 existing analog pressure sensors used to initiate filter backwash cycle
with 4 digital differential pressure switches
Replace existing PLCs and program to incorporate new digital pressure and
digital differential pressure switches
• Replace existing chlorine residual analyzer 3 (at the backwash pumping station) and
chlorine residual analyzer 4 (at the dechlorination structure)with probe-type analyzers
• Replace one primary coagulant(ferric chloride)feed pump with smaller capacity pump to
provide sufficient turndown for low-demand periods
• Install motor-operated valve and valve vault on existing 24-inch FW/RW diversion line
west of the dechlorination structure.
• Add digester feed alkalinity storage and feed system to handle increased settled
sludge/waste filter backwash ferric hydroxide sludge production
Carollo will lead the engineering effort as a continuation of the Phase 1-3 Design and
Construction services provided. SMB Environmental will continue to support the project, being
contracted directly with the City. NHC will conduct the surge analysis, JDH will provide corrosion
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 Farm
Bureau, Flood Control District, Ukiah Unified School District, Ukiah Valley Golf Course, and the
Ukiah Valley Sanitation 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 9 Deliverables:
• Monthly invoices
• Monthly status reports
• Meeting agendas and minutes
TASK 2 -SRF FUNDING APPLICATIONS AND COORDINATION
Carollo will support the City with funding applications for the CA SRF grant/loan program and
the US Bureau of Reclamation (Reclamation). It is assumed that Carollo will be developing the
SRF loan packages for General, Technical, and Financial (mainly City) and be delivering a
complete package by December 31, 2018 in order for the City to be on the States fundable list
for 2020. The environmental package will be developed by others. This task includes uploading
the all four packages and reference documents to the State's electronic FAAST system. The
Reclamation grants have an approximately 75 page application limit and are estimated to take
approximately 140 hours to complete as they have to be developed from a 'project selling'
angle.
Task 2 Assumptions:
• OWNER will provide required financial statements.
• OWNER will provide required resolutions.
• Carollo will develop documentation for the following packages: General, Technical, and
assist with Financial.
Task 2 Deliverables:
• Grant Application Documentation (75 page limit).
• General, Technical, Environmental, and Financial SRF Application packages.
TASK 3-PRELIMINARY DESIGN
3.1 ---Confirm Phase 4 System Customers & Demands
Review the recommended alternative from the Feasibility Study as well as the demand profile
generated during Phase 1-3 design to identify the preferred system configuration for the
Phase 4 system while maintaining uninterrupted recycled water delivery to Phase 1-3
customers. Confirm water delivery schedule (summer/winter/day/night)to determine minimum
and maximum pump flows. The design hydraulic loading will be included in the updated model
as part of tasks 2.3-2.5.
3.2— Evaluate and Optimize Chemical Usage at the AWT.
Evaluate current chemical usage and optimize. The goal of the AWT chemical addition
evaluation is to minimize the quantity of primary coagulant addition in order to minimize the
quantity of chemical sludge production, as the chemical sludge in the clarifier blowdown and
waste filter backwash ends up in the anaerobic digester feed where it can affect digester
alkalinity and performance. Consultant will review existing chemical feed operations procedures
and recommend a routine jar test procedure to determine optimum primary coagulant and
polymer addition based on secondary effluent water quality. Consultant will evaluate the clarifier
component internals and recommend physical modifications to improve clarifier efficiency and
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 1 MG 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
submitted to the City and City review comments will be discussed during the Draft PDR review
meeting. The review comments on the Draft PDR will be incorporated and submitted as the
Final PDR. All review comments and response to comments will be documented in a comment
log.
Task 3_Assumptions:
• A maximum of two (2) model runs will be conducted to confirm the final alignments, pipe
sizing, and pump sizing/configuration.
Task 3 Deliverables:
• Draft/Final Preliminary Design Report, including 30% plans, technical specification
outline and cost estimate. (2 hard copies, and 1 pdf)
• Comment log
TASK 4-PERMITTING &EASEMENTS
Task 4.1 - Regulatory Agency Coordination
This task includes meetings with permit agencies as needed to obtain permits. Coordination is
anticipated with the US Army Corps of Engineers, North Coast Regional Water Quality Control
Board, California Department of Fish and Wildlife, Mendocino County Air Quality Management
District, Caltrans, North Coast Rail Authority (NCRA), and County of Mendocino Department of
Transportation (DOT).
Task 4.2—Prepare Permit Applications
This task includes completing the permit applications and preparing supporting documentation
packages as necessary for submission to appropriate agencies. Caltrans, NCRA, and DOT
encroachment permits are covered in Task 5. Anticipated permits include Caltrans, NCRA,
County DOT, Section 1600, SWPPP NOI, 401 Certification, Section 404 or Nationwide Permit
#12, and MCAQMD Authority to Construct.
Task 4.3—Prepare Easement Documents
Prepare and submit legal descriptions and plat maps for permanent and temporary easements
from private property owners (if required). Prepare preliminary and final Deed forms conforming
to City standards for easements on private property.
Task 4.4—Easement Staking
Where necessary, coordinate with Private Acquisition Appraiser, obtain permission from
landowners to stake the proposed acquisition, stake the centerline of proposed private
permanent easement areas to be acquired, and stake the centerline of encroachment permit
areas.
Task 4 Assumptions:
• Permit fees will be paid for by the CITY.
• 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
compaction; corrosion protection; trenchless construction; and geotechnical related synthetic
liner design considerations.
5.3—Existing Utility Research
Contact all agencies having existing utilities within the project area to obtain mapping of their
facilities. Where appropriate, contact USA, prior to field survey, so that utility location markings
can be surveyed and shown on the plans. Identify all utilities within the project corridor and walk
the site to verify preliminary locations and identify potential conflicts. A utility contact log will be
maintained. Based on this task and the topographic survey, develop a potholing plan, as
necessary to identify potential conflicts. Coordinate with the City for potholing services.
The City will perform potholing with City forces or City specified contractor.
5.4—Conduct Surge Analysis
Analyze pressure transients created by the operation of the pump station (e.g. pump power
failure, pump startup) and their effect on the system pipeline (Phase 4). Winter, summer,
daytime, and nighttime scenarios will be evaluated to identify the worst-case pressure surges in
the system. Opening and closing of flow control valves at each customer location can also
create adverse pressure surges in the pipelines. An analysis of safe opening and closing times
will be developed to help define the system operating parameters and time of use strategy.
Task 5 Assumptions:
• Property line mapping will be consistent with deeds and maps of record. No Record of
Survey Map will be prepared.
• Mapping of wetland delineations or other resources is not included.
• A maximum of 23 geologic borings will be performed.
• An environmental assessment or any exploration for the presence or absence of any
hazardous or toxic materials is not included.
• Current property owner, or their representative, will be responsible for clearance from
private utilities not covered by USA.
• Geotechnical investigation does not include a site specific quantitative liquefaction
analysis.
• The City will secure site access for survey and geotechnical investigation.
• The City will provide traffic control and asphalt repair along the trench alignment for
potholing and geotechnical borings.
Task 5 Deliverables:
• Topographic Map.
• Utility contact log.
• Draft/Final Geotechnical Report . (2 hard copies and 1 pdf)
• Surge Analysis Report (2 hard copies and 1 pdf)
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.
• Landscaping and architectural design are not required, and are not included.
• Traffic control plans are not included.
• City will provide front-end documents.
• The project is assumed to consist of approximately 100 sheets.
Task 6 Deliverables:
• Electrical service application.
• 90% Pians, Specifications, and Cost Estimate (2 hard copies, 1 electronic copy).
• Final Plans, Specifications, and Cost Estimate (10 hard copies, 1 reproducible electronic
copy).
TASK 7-BID PHASE SERVICES &SUPPORT
Task 7.1 --Attend Pre-Bid Meeting
Attend the pre-bid conference. The meeting will be conducted by the City, but we will be
available to answer questions or discuss the intent of the plans and specifications as requested
by the City. Prepare minutes from the meeting. Meeting minutes will be distributed to attendees
by the City.
Task 7.2—Answer Questions/Provide Addenda
Provide assistance, as required, to the City during the bidding of the Project. This will include
answering contractor questions and preparing up to two addenda during the advertisement
period. The Engineer will be the primary contact for technical questions during the bid period.
Addenda will be distributed by the City.
Task 7.3 -Conformed Documentation
At the conclusion of the Bid phase, provide a Conformed set of documents from which the
Project shall proceed into construction.
Task 7 Assumptions:
• The City will sell and distribute contract documents to contractors.
• City will distribute addenda and minutes from the pre bid meeting.
• A maximum of two addenda will be prepared.
Task 7 Deliverables:
• Written responses to contractors' questions.
• Addenda, as necessary
• Meeting minutes.
• Conformed Documents
TASK 8-ENGINEERING SERVICES DURING CONSTRUCTION
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 8.8 - 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.
Task 8.8 -Training and Commissioning
Under the lead of the Construction Manager, assist in the review of the Contractor's training
plan and instruction materials for compliance with the Contract Documents. If requested by the
City, provide instruction to City personnel on the project objectives, design intent and system
operating procedures.
Task 8.9 -Operations and Maintenance Manuals
Review Operations and Maintenance (O&M) documentation provided by equipment vendors
and Contractor to ensure they provide adequate information for ongoing maintenance and
eventual replacement of the component.
Task 8 Deliverables:
• Electronic Responses to all Submittals. (120 submittals and 25 resubmittals budgeted)
• Electronic Responses to all RFIs. (40 RFIs budgeted)
• Formal Design Clarifications (8 DCs budgeted)
• Conformed Documents
TASK 9—CONSTRUCTION MANAGEMENT
Task 9.1 —Preconstruction Services
Task 9.1 a - Bid Escrow document review-We will perform an escrow review of bid documents
provided by the accepted bidder to determine completeness and conformance of the received
bid package. Secure bid package for duration of construction contract to assist in negotiation
and resolution of change orders and potential claims
Task 9.1b Construction Contract Compliance -We will review the contractor's contract
execution for compliance with contract document requirements, state revolving loan fund
requirements, including prevailing wage and apprenticeship program requirements, as well as
compliance with all environmental documents.
Task 9.1 c- Pre-Construction Conference -We will schedule, coordinate, and conduct one
preconstruction conference. An agenda will be prepared in advance to notify attendees of key
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 9.2 - 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
process approved change orders and incorporate them into the contract. We will prepare a log
for tracking all potential change orders and agreed upon change orders.
Task 9.21 - Resolve Conflicts -We will work with all parties involved to resolve potential conflicts
before they become an issue.
Task 9.2k - Review Labor Compliance-We will monitor project records and review labor
compliance of the contractor. We will work with the contractor to correct any deficiencies found
and report status to the City.
Task 9.21 - Review installation and maintenance of BMPs and Im lementation of the SWPPP.
Our staff is educated in California's evolving stormwater policies We will monitor the stormwater
protection installed by the contractor and work with him to maintain it and report its effectiveness
in accordance with the current state regulations.
Task 9.2m - Conduct Final-Inspection and Issue Punchlists -We will schedule and conduct a
final inspection of the completed facilities and issue punch lists of uncompleted items where
necessary.We will also assist the City in negotiation of unsettled changes or disputes
associated with these inspections. When the final punch list items have been completed or
resolved, we will recommend acceptance by the City.
Task 9.2n - Documentation of Existinq Site Conditions -We will prepare video and photographic
records of initial site conditions before the contractor begins construction. Video documentation
will be accompanied by a verbal description of existing conditions. A copy of the video and
photographic documentation will be provided to the City.
Task 9.2o - Construction Inspection -We will provide a qualified inspector to monitor the
contractor's compliance with the specifications requirements
Task 9.2 - Electrical Testing -We will work with the designer, contractor and vendors to
determine all the required testing, then witness and document all site acceptance tests on
electrical equipment. This includes witnessing all point-to-point checks and run tests for
electrical equipment. We will confirm that circuit breaker settings conform to the values shown in
the short circuit study and that all harmonic filters are correct and in place. All electrical testing
results will be documented and filed in the project records.
Task 9.2g - Monitor Contractor's Compliance with Contract Documents -We will review and
monitor the contractor's work against the contract documents to ensure compliance. We will
report any non-conformances and deficiencies to the City and contractor and will work with the
contractor to correct these deficiencies in a timely manner to the satisfaction of the City.
Task 9.2r- Review Certified Payroll -We will review the contractor and subcontractor certified
payroll for compliance with State and Federal prevailing wage requirements. Any discrepancies
will be identified and returned to the contractor for immediate correction. Violations will be
addressed in accordance with the State Labor Code and Davis Bacon wage requirements.We
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.
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