HomeMy WebLinkAbout01/21/2003, C6 - WATER REUSE PROJECT-OFFICE ENGINEERING SERVICES council 1 /21 /03_
j ac En ba Repoat c
CITY OF SAN LUIS 0 B I S P 0
FROM: John Moss,Utilities Directo
Prepared By: David Pierce,Water Projects Manager
SUBJECT: WATER REUSE PROJECT—OFFICE ENGINEERING SERVICES
CAO RECOMMENDATION
1) Approve addendum no. 4 in the amount of $467,000 to the agreement with Brown and
Caldwell for design of the Water Reuse Project. 2) Authorize the transfer of$467,000 from the
Water Fund Unallocated Working Capital to the Water Reuse Project CIP Design account.
DISCUSSION
Brown and Caldwell was selected as the design engineer for the Water Reuse Project. The design .
has been completed and the project will be going out to bid. Tetra Tech, Inc. has been selected to
provide the Construction Management services including a resident engineer and construction
inspectors. During construction, there are several tasks that need to be performed by the design
engineer. These include: responding to the contractors requests for information or clarification as
to the intent of the plans and specifications, review of the 100 or more submittals of materials that
require approval before the contractor purchases the materials for the project, assistance with the
evaluation of change orders, assistance with testing and startup of the system, preparation of record
drawings based on marked up sheets provided by the contractor and the construction manager,
preparation of operations manuals defining how the system works based on the design and the
equipment that is installed, and training City staff to operate the upgraded systems. The exhibits to
the attached addendum describe each of the services to be provided and enumerate the costs
associated with each.
FISCAL IMPACT
Design costs for the Water Reuse Project
Agreement $781,957
Addendum No.1 $ 49,977
Addendum No.2 $136,073
Addendum No.3 44,303
Subtotal $1,012,310
Office Engineering $467,000
TOTAL $1,479,310
Water Reuse Project—Office Engineering Services
Page2
The Water Reuse Project CIP (FY 2001-2003 Financial Plan appendix B page 106) design account
currently has a balance of$8,777.88. Funds for this addendum will be transferred from the Water
Fund Unallocated Working Capital.
The following cost estimate for the Water Reuse Project as of January 21, 2003 includes the costs
of this addendum, an increase for Construction Management (approved when the City Council
awarded a contract to Tetra Tech on September 3, 2002) and the revised construction estimate.
(Approval of plans and specifications is also on this Council Agenda for January 21, 2003).
Project Costs(1121103)
Approved 1/21/03
Funding Additional Total
Appropriation
Environmental Review 215,000 215,000
Environmental Mitigation 1,070,000 1,070,000
User Site Modification 502,939 502,939
Design 1,012,310 467,000 1,479,310
Construction 9,849,090 3,777,700 13,626,790
Construction Management 768,410 768,410
,Contingency600,000 600,000
Total 14,017,749 4,244,700 18,262,449
Project Funding(1121103)
Approved '1/21103
Funding Additional Total
A o nation
State of California
Grant Funds 3,390,000 3,390,000
Low Interest Loan Funds 8,410,000 3,777,700 12,187,700
Water Fund 1 2,217,749 1 467,0001 2,684,749
Total 1 14,017,749 1 4,244,700 1 18,262,449
The water fund working capital was estimated at about $4.8 million at the conclusion of the
2002-03 fiscal year. The proposed action will reduce the water fund working capital balance by
$467,000 leaving a fund working capital balance well above the minimum level of 20% of
operating expenditures ($1,007,000).
Attachment:
1. Contract Addendum No.4
\\879_MORRO\SYS\GROUPS\UTIL\Council Agenda Reports\2003 Council Agenda ReportAWRP_B&C_ADD4_CAR.doc
&Q-a
Water Reuse Project Design Services
ATTACHMENT 1
ADDENDUM NOA
WHEREAS, The City of San Luis Obispo is constructing a Water Reuse Project that has been
designed by Brown and Caldwell; and
WHEREAS the engineering services of Brown and Caldwell will be required for reviewing
contractor submittals for approval of materials, responding to the contractor's requests for information
and clarifications, assisting in the review and evaluation of change orders, assisting with system testing
and startup,preparation of record drawings,preparation of operation manuals, and conducting operations
training for City staff; and
WHEREAS, the work associated with providing the above mentioned Office Engineering will
cost$467,000.00;and
WHEREAS, amendment No. l increased the total compensation sum not to be exceeded by
$49,977.00 to a total of$831,934.00; and
WHEREAS, addendum No. 2 increased the total compensation sum not to be exceeded by
$136,073.00 to a total of$968,007.00;and
WHEREAS, addendum No. 3 increased the total compensation sum not to be exceeded by
$44,303.00 to a total of$1,012,310.00.
NOW THEREFORE,THE AGREEMENT dated December 3, 1997 between the CITY OF SAN
LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and BROWN AND
CALDWELL,hereinafter referred to as consultant is amended as follows:
1. The total compensation sum not to be exceeded is increased from$1,012,310.00 to$1,479,310.00;
2. The sum of $467,000 is added to the Office Engineering Phase to pay for those services required
during construction that are described in Exhibit"A"dated December 30,2002 and the cost of which
is enumerated in Exhibit`B"dated December 30,2002.
Both City and Contractor do covenant that each individual executing this agreement on behalf of each
party is a person duly authorized and empowered to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed this
day of 2003.
CITY OF SAN LUIS OBISPO,
ATTEST: A Municipal Corporation
City Clerk By David F. Romero, Mayor
APPROVED AS TO FORM:
CONSULTANT
ity Attomey
C�'3
Exhibit "A"
Scope of Work Description
City of San Luis Obispo
Engineering Services During Construction for the
Water.Reuse Project
PROJECT DESCRIPTION
The City of San Luis Obispo plans to construct recycled water facilities that will enable it
deliver recycled water to various recycled water users throughout he City. The project
facilities will be constructed through two separate construction contracts—a contract for the
construction of water.reclamation facilities improvements (Specification No. 99124-90553-A)
and a contract for the construction of recycled water transmission/distribution pipeline
improvements (Specification No. 99124-90553-B).The water reclamation facilities
improvements include a 600,000 gallon reinforced concrete buried storage tank, two
reinforced concrete Chlorine Contact tanks, two chemical storage and feed stations and a 22
feet by 18 feet building to house the power and operating devices. The recycled water
transmission/distribution pipeline improvements include approximately 6.62 miles of pipeline
with diameters ranging from 10-inch to 20-inch. The alignments for these pipelines are located
in the streets of Los Osos Valley Road,Madonna Road,Calle Joaquin,Prado Road and Tank
Farm Road,within the City of San Luis Obispo.
SCOPE OF WORK
The scope of work for this project is to provide engineering services during the construction
of the water reclamation facilities improvements and recycled water transmission/distribution
pipeline improvements(Project). These services shall begin upon the date of start of
construction and shall be complete upon the date for plant startup. The construction
schedule for the project has an approximate 13 %--month duration (58 weeks). To provide
design services during construction of the Project, ENGINEER shall perform the following
tasks:
1.0 Project Management
ENGINEER shall provide overall project management for this agreement,which
includes supervision of ENGINEER'S in-house staff, planning and monitoring
contract budget and schedule, reviewing and submitting invoices, and coordination
with the CITY and CONSTRUCTION MANAGER.
2.0 Requests for Information (RFIs) and Clarifications
ENGINEER shall respond to RFIs from the CONSTRUCTION MANAGER.
Response shall include elementary sketches, if required, to clarify the design intent and
details or to make minor revisions. ENGINEER shall.also prepare clarifications
based on ENGINEER'S own review of the Contract Documents and submittals. The
Page 1 of 4 December 30,2002
1
op -'�
City Of San Luis Obispo Engineering Services During Construction
Exhibit A-Scope of Work Description Water Reuse Project
level-of-effort estimated for this task is for 125 total RFIs and clarifications [assumes
seventy-five (75) for the WRF Improvement Contract and fifty (50) for the Pipeline
Improvement Contracts.
3.0 Submittal Review
Review submittals for conformance with design concepts and general compliance with
the Project Contract Documents. Return submittals to the CONSTRUCTION
MANAGER within the prescribed time period for distribution to the
CONTRACTOR. The level of effort estimated for this task assumes that fifty (100)
submittals will be reviewed the first time, twenty-five (40) will be reviewed second
time, and fifteen (20) a third time. ENGINEER shall prepare a detailed submittal list
and shall track and provide biweekly reports to the construction manager regarding the
status of the submittals.
4.0 Site Visits and Attendance at Coordination Meetings
At the request of the CITY's representative, make visits to the construction site to
assist the.CONSTRUCTION MANAGER in monitoring the construction progress
and attend monthly construction coordination meetings at the site. Attendance at
thirty (30) meetings is anticipated and included in the budget for this task. The
CONSTRUCTION MANAGER shall be responsible for the preparation of meeting
minutes.
5.0 Change Order Preparation Assistance
At the direction of CITY'S representative, assist the CONSTRUCTION MANAGER
in preparing proposed contract modifications and change orders. The assumed level-
of-effort for the engineering, drafting and word processing time is for preparing a total
of ten (10) Proposed Contract Modifications/Change Orders. This may include
developing cost estimates for the changes as well as evaluating contractor supplied
costs for changes.
6.0 Assist with Testing and Startup
At the request of CITY'S representative, assist CONSTRUCTION MANAGER in
reviewing and processing product data submitted in conformance with Section 1300,
Section 1660 and Section 1662 of the Specifications for the Project. Coordinate the
development and review of start-up procedures for the modified treatment facilities.
The start-up procedures may include system flushing, inspections,testing and any
other additional manufacturer requirements needed to place the equipment and
systems in full operation.
The level-of effort estimated for this task includes forty (40) hours of a principal
engineer during the testing phase of the project facilities and forty (40) hours during
the startup phase. Attendance of pre-start-up meetings with CONTRACTOR,
CONSTRUCTION MANAGER and plant personnel to coordinate and oversee the
final testing and start-up are assumed to inclusive therein.
Page 2 of 4 December 30,2002
1
ExhJbif A
City Of San Luis Obispo Engineering Services During Construction
Exhibit A-Scope of Work Description Water Reuse Proiect
7.0 Record Drawing Preparation
ENGINEER shall prepare Record Drawings based on marked-up drawings received
from the CITY at the end of construction. The mark-ups will be in the form of a red
line set of contract drawings maintained during construction by the
CONSTRUCTION MANAGER and the CONSTRUCTION CONTRACTOR. The
mark-ups are expected to contain clarifications, change order work, and other
significant construction revisions. One set of the blue lilies will be prepared and
returned to the CITY for review. Review comments will be incorporated and available
CAD record drawings will be submitted to the CITY.
8.0 Miscellaneous Services
At the request of CITY's representative, carry out miscellaneous services such as:
8.1 Review major substitutions requests. The assumed level-of-effort is for twelve
(12) substitutions.
8.2 Attend the Transition Meeting and the Preconstruction Meeting.
8.3 Attend two additional meetings to discuss/resolve Electrical/Control and
Mechanical issues.
8.4 Provide assistance for the preparation of punch list. Assumes a site visit by an
Electrical/Instrumentation Engineer and a Mechanical Engineer.
8.5 Attend six meetings to perform structural observation in accordance with CM
requests and City Building Department requirements.
9.0 Prepare Operations and Maintenance Manual
Update the operation and maintenance (O&M) manual currently in use by the city's
plant personnel. Incorporate changes resulting from the additions to or modifications
of existing water reclamation facilities.
10.0 Conduct Operations Training
Coordinate the development and review of procedures for training of CITY personnel
on the operation of the modified treatment facilities. This will include the
development of training procedures, coordination with CONTRACTOR and
equipment suppliers for Contract-related training by equipment suppliers and
scheduling of personnel and resources. ENGINEER will coordinate and provide
oversight of start-up, operations, shutdown, maintenance and on-site field training.
The level-of effort estimated for this task includes three (3) days of a preparation and
coordination and two (2) days of on-site training of CITY personnel
SERVICES NOT BUDGETED
A. Evaluation of formal claims by CONTRACTOR.
B. Witnessing of factory certification testing and inspections at the factory..
C. Assistance to CITY during warranty period.
Page 3 of 4 December 30,2002
i' �r^'''IA- �n
CA W 1..�'
City Of San Luis Obispo Engineering Services During Construction
Exhibit A-Scope of Work Description Water Reuse Project
D. Geotechnical services, including but not limited to investigations, monitoring, testing,
and observation during construction.
E. Performance of quality control testing, including but not limited to concrete, welding,
and surveying.
1 Page 4 of 4 December 30,2002
1 '
04P
Exhibit "B"
Schedule and Fee Estimate
City of San Luis Obispo
Engineering Services During Construction for the
Water Reuse Project
SCHEDULE
The tasks listed in the attached scope of work description will be completed concurrent with
the construction of the subject project. The estimated time for completion of all tasks is 58
weeks from receipt of the Notice to Proceed.
BUDGET
Brown and Caldwell's budget estimate, as defined in the attached Table B-1, is based on the
tasks and level of effort described in the attached Exhibit A - Scope of Work. The work for
this project will be performed on a,time and materials basis with a not-to-exceed budget
estimate of$467,000. Invoicing for this project will be monthly and based on work
completed for the respective billing period. In addition to Brown and Caldwell's labor billing
rates, a $5.88 per direct labor hour Associated Project Cost charge will be added to each
invoice. This Associated Project Charge covers the cost of in-house reproduction services,
including reproduction of drawings, in-house photocopying, printing, and binding, in-house
communication costs,such as telephone, facsimile, telecopy and regular postage.
1 Page 1 of.2 December 30,2002
1
C(�-g
City Of San Luis Obispo Engineering Services During Construction
Exhibit B-Schedule and Fee Estimate Water Reuse Project
Table B-1
Not to Exceed Budget Estimate
Task/Description Total Cost
1.0 Project Management
Estimated 4 hrs/week for PM and 2 hr/week for clerical (58 weeks- 13.5 mos.) $47,491
Requests for Information(RFPs)and Clarifications
2.0 Estimated 75 RFIs for WRF Contract and 50 RFIs for Pipeline Contract(total of 125
RFls) $87,690
3.0 Submittal Review
Estimated 100 submittals,40 resubmittals,and 20 re-resubmittals $78,298
4.0 Site Visits and Monthly Coordination Meetings
Estimated 30 meetings $68,857
5.0 Prepare Change Orders
Estimated 10 change orders suggested by CM and/or Engineer $19,860
6.0 Assist with Testing and Startup
Estimated one week of testing and one week of assistance during startup $15,170
7.0 Record Drawing Preparation
Total of 170 drawings $63,353
8.0 Miscellaneous Services
8.1 Review major substitution requests (estimated 12 substitutions)_
- 26,699
8.2 Attend one transition and one preconstruction meeting
8.3 Attend two meetings to resolve Electrical/Mechanical issues
8.4 Provide punch list assistance
8.5 Provide construction observation for structural elements _
9.0 Prepare Operations and Maintenance Manual $45,122
10.0 Conduct Operations Training
Three days of preparation and two days of training $14,461
Total Fee Estimate $467,000
r
c Page 2 of 2 December 30,2002
C(,-4