HomeMy WebLinkAbout08/06/1991, C-6 - WASTEWATER MANAGEMENT PLAN IMPLEMENTATION, FOLLOW-ON ENGINEERING SERVICES APPROVAL. MEEnN
�I����WI�I�I�I�uI�=II�UIII City of San Luis OBISPO Angus DATE:
Au ust 6, 1991
COUNCIL AGENDA REPORT NUMB
FROM: William T. Hetland Prepared By: John E. Moss
Utilities Director Wastewater Division Manager
SUBJECT:
Wastewater Management Plan Implementation, Follow-on
Engineering Services approval.
RECOMMENDATION:
Eby Mayor
By motion, authorize execution of Follow-on Engineering
Services by Brown and Caldwell Engineers for implementation
of the Wastewater Management Plan, cost not to exceed
$319, 500.
DISCUSSION:
Background:
On February 23, 1988 Council adopted resolution number 6399
approving an agreement with Brown and Caldwell Engineers
(consultant) for implementation of the Wastewater Management
Plan. At that time, Council authorized the consultant to
proceed with the first increment of work under the agreement
with costs not to exceed $175, 000.
On June 6, 1988, Council authorized the consultant to
proceed with the remainder of the work identified in the
agreement (costs not to exceed $1, 009, 035) , with the
exception of the Follow-on Engineering Services, item
II.B.2. of the February 1988 agreement. These services were
not authorized at that time as they are related primarily to
the construction and plant start-up activities and the
actual scope of the required services could not be
adequately identified prior to design of the project. At
the time of execution of the original agreement an allowance
of $319, 500 was identified for these services.
Proposed Services:
The proposed Follow-on Engineering Services include the
following major items of work as identified in section
II.B.2. of the February 1988 agreement:
a. Review of contractor's submittals.
b. Consultation during construction to include:
interpretation of contract documents; response to
Requests for Information (RFI 's) from the contractor;
review of substitution requests.
C �-1
IIIu�i�i�iVlllilllllll1Q ��pl city of san . ,s OBISPO
COUNCIL AGENDA REPORT
Wastewater Management Plan Implementation
Follow-on Engineering Services
Meeting of August 6, 1991
C. Construction site visits.
I
d. Change order preparation and review.
e. Witness testing of major equipment.
f. Preparation of anX Operations and Maintenance Manual.
I
g. Preparation of start-up procedures for the modified
treatment facilities.
h. Start-up assistance services. i
i. Operator training services.
I
The above identified services are essential to the
satisfactory completion and start-up of the Unit 3
improvements project. With construction already underway,
it is important the consultant receive authorization to
proceed with this portion of the agreement as soon as
possible.
i
A copy of section II.B. 2. of the February 1988 agreement for
engineering services which identifies the work to be
completed with this authorization is included as attachment
1 to this report.
I
FISCAL IMPACT:
Total cost for the Follow-on Engineering Services is as
estimated in the February 1988 agreement, $319,500. Prior
expenditures under this agreement to date include:
Expenditures under original agreement . . . . . . . $1, 184, 035. 00
(planning, pre-design and design services)
Amendment #1, January 17, 1989 . . . . . . . . . . . . . . $ 137,810. 00
(management plan supplement, additional
design services)
Amendment 3#2, March 21, 1989 . . . . . . . . . . . . . . . . $ 386, 000. 00
(design, construction and operation of
wastewater pilot study)
Amendment ;#3 , November 21, 1989 . . . . . . . . . . . . . $ 40, 000. 00
(project report preparation)
TOTAL PRIOR EXPENDITURES $10747,845. 00
Ilei;�i�i►ilil►IIIIIIIII�1° II�III city Of San LUIS OBISPO
110,11,111111111 COUNCIL AGENDA REPORT
Wastewater Management Plan Implementation
Follow-on Engineering Services
Meeting of August 6, 1991
Follow-on Engineering Services . . . . . . . . . . . . . $ 319,500. 00
I
Funding for these services will be from the Sewer Fund.
Council approved funding for implementation of the
wastewater management plan in the 1989-91 Financial Plan and
approved 1989-90 Budget, page E-7 (Wastewater Treatment
Plant Improvements) . The City has applied and received
approval for State low interest loan funds for the
wastewater improvements projects. The interest rate for
these funds is approximately 3.5%. Under the State loan
program, an allowance is provided to cover expenditures for
planning, design and engineering services. The allowance
received from the State will be sufficient to cover the
total expenditures under this agreement.
ALTERNATIVES:
There are no legitimate alternatives to the recommended
action. City staff is not capable of performing the
required services. Failure to authorize the required
services may result in project delays, an excessive burden
on City staff, and an unsatisfactory project completion.
RECOMMENDATION:
By motion, authorize execution of Follow-on Engineering
Services by Brown and Caldwell Engineers for implementation
of the Wastewater Management Plan, cost not to exceed
$319,500.
i
3
C-� -3
Wastewater Management Plan Implementation
Follow-on Engineering Services
Meeting of August 6, 1991
ATTACHMENT 1
4
C-��
BBrowneConsultants
and Caldw
0=7%2
?50 Soum:Proyi.Parkway r
20 Boa 7103
Pasaa^�a �
California 9??09.7203
FAY. 795b015
July 22, 1991
Mr. William T. Hetland
Utilities Director
City of San Luis Obispo
Post Office Box 8100
San Luis Obispo, California 93404-8100 12-5658-01/1
Subject: Agreement for Engineering Services
Between City of San Luis Obispo
and Brown and Caldwell for
Implementation of Wastewater Management Plan
Dear Mr. Hetland:
This is to confirm that our estimate to provide follow-on
engineering services for the construction of Unit 3 improvements to
the wastewater treatment plant is $319, 500. This estimate was
based on starting the follow-on engineering services 465 days after
receipt of the authorization to proceed for the planned. engineering
services for Unit 3 improvements. The cost ceiling for providing
the follow-on engineering services is $284 , 664 . The fixed
professional fee for this work is $34 , 836 . The follow-on
engineering work will be done under the same terms and conditions
of the Agreement dated February 2.3 , 1988 .
WN AND CALDWELL
A e 1
Project Manager
AM: fa
cc: Mr-: John Moss, City of San Luis Obispo
5658-001..Ltr/fa
designated as the Project Manager for the City. He shall
supervise the progress and execution of this agreement.
B. Engineer
Engineer shall assign a Project Director and a Project
Manager for this project. Mr. Pervaiz Anwar is hereby
designated as the Project Director and Mr. Azee Malik is
hereby designated as the Project Manager for engineer.
Should circumstances or conditions subsequent to the
execution of this agreement require a substitute Project
Director or Project Manager for any reason, the Project
Director or Project Manager designee shall be subject to
the prior written acceptance and approval of the City' s
Project Manager.
II . DUTIES OF ENGINEER
A. Description of Project
The Project is described in Exhibit A entitled ,
"Description of Project" . Any changes in the Project as
described will be incorporated by written Amendment
executed by the City' s Project Manager and Engineer.
B. Scope of Engineering Services
Engineer agrees to perform those services which are
described in detail hereafter. Unless modified in writing
by the 'parties hereto, duties of Engineer shall not be
construed to exceed those services specifically set forth
herein.
1. Planned Engineering Services Engineer agrees to
perform those planned tasks described in Exhibit B
entitled , •Scope of Planned Engineering Services, " .
Compensation for Planned Engineering Services shall be
as provided in Exhibit C.
2. Follow-on Engineering Services Owner and Engineer
agree that certain of the work to be performed by
Engineer cannot be defined adequately prior to the
completion of the predesign or design services, and
that additional engineering work related to the
execution of the project and not covered in Exhibit B
will be needed during performance of this agreement.
It is intended that such categories of work be
Page 2 of 14
C-b - 9
classified as Follow-on Engineering Services .
Follow-on . Engineering Services will be negotiated
following pre-design or design services when the
actual facilities to be constructed are more
accurately defined . Follow-on Engineering Services
will include •the following tasks.
a. Review of submittals. Review contractor's
submittal to assure compliance with the contract
documents.
b. Consultation during construction. Provide
interpretation o contract documents.
Respond to requests for information from the
contractor.
Review requests for substitution from the
contractor.
c. Site visits. Make visits to the construction site
to assist the construction manager in' monitoring
of the construction program. It is assumed that
twelve trips to the site will be made during the
construction of the proposed project.
d. Change order preparation and review. Provide
assistance to the City in the preparation and
review of change orders. This will include
developing cost estimates for the changes as well
as evaluating contractor supplied costs for the
proposed changes.
e. Witness testing. Witness the testing of major
equipment. It is assumed that the testing of the
installed equipment would be witnessed at the
site.
f. Prepare operations and maintenance manual . Update
operation and maintenance (ODM) manual currently
in use by the City's plant personnel. Incorporate
changes resulting from additions to or
modifications of existing treatment facilities .
g. Prepare start-up procedures. Prepare start-up
procedures for the modified treatment
facilities. Start-up procedures to include system
Page 3 of 14
C �- 7
flushing, inspections , testing and any other
additional manufacturer requirement necessary to
Place the equipment and systems in full operation.
h. Start-up assistance. Provide start-up assistance
to the City. Conduct up to three pre-start-up
meetings with contractor, construction manager and
plant personnel . Coordinate and oversee the final
testing.
i . Provide operator training. Prepare training
procedures. Coordinate contractor and equipment
suppliers for contract-related training by the
equipment suppliers. Conduct start-up,
operations, shutdown, maintenance and on-site
field training.
3.. Special Engineering Services.
Owner and Engineer agree that certain of the work
contemplated to be performed by Engineer cannot be
defined sufficiently at the time of execution of this
Agreement, and that incidental engineering work
related to the Project and not covered in Planned or
Follow-on Engineering Services may be needed during
performance of this Agreement. Such categories of
work shall be classified as Special Engineering
Services. Special Engineering Services shall be
authorized by the Project Manager for the City.
Special Engineering Services may include, but are not
limited to, the following:
a. Pre are As-built Construction Plans. Prepare
as built construction plans based on drawing
mark-ups developed by the contractor during the
construction phase. As-built information will be
transferred to original drawings (mylars) and a
complete set will be submitted to the City.
b. Prepare a Separate Construction Packaift.for
Advance WastewaterTreatIII ent. If grant/loan funds
are to be pursued, a separate package will be
prepared for the construction of advance
wastewater treatment facilities. This package
will be formatted into a document which meets the
requirements of Clean Water Grant Program and
State Revolving Fund Loan Program.
Page 4 of 14