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HomeMy WebLinkAboutAmendment to PSA - Greeley and Hansen - Digester Gas Utilization Project1316 CUUNrY-01'Y BUILDING 227 W. JEFFHRSON BOULEVARD Sou rn BEND_ INDIANA 46601-1 S30 CITY OF SOUTH BEND PETE BUT'rIGIEG, MAYOR BOARD OF PUBLIC WORKS December 22, 2016 Paul Vogel Greeley and Hansen 7820 Innovation Boulevard, Suite 150 Indianapolis, IN 46278 RE: Amendment to Professional Services Agreement Dear Mr. Vogel: PHONE 574/235-9251 FAX 574/ 235-9171 The Board of Public Works, at its meeting held on December 22, 2016, approved the above referenced no cost amendment for the adjustment of the scope of work for rebidding the Digester Gas Utilization Project and a reduction in administration services Enclosed please find a copy of the agreement for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, Linda M. Martin, Clerk Enclosure c: Jacob Klosinski, Environmental Services Al Greek, Environmental Services Carol Kurzhal, Environmental Services GARY A. GILOT SUZANNA M. FRrrZBERC, ELIZABETH A, MARADIK JAMEs A. MUELLER THERESE J. DORAU 7820 Innovation Boulevard, Suite 150 Indianapolis, Indiana 46278 p 317 924 3380 f 317 228 9368 www.greeley-hansen.com November 17, 2016 Mr. Jacob Klosinski, P.E. Assistant City Engineer Environmental Services 3113 Riverside Drive South Bend, IN 46628 Subject: Digester Gas Utilization Design and Construction Services Agreement Amendment No. 2 Dear Jacob: Enclosed are two signed original copies of Amendment No. 2 for the subject project. If the Amendment is acceptable to the Board, please send us one executed copy of the Amendment for our files. We appreciate the opportunity to continue to serve the City of South Bend. Yours very truly, Greeley and Hansen Joseph Teusch,P.E. Office Director, Associate AMENDMENT TO OWNER -ENGINEER AGREEMENT Amendment No. 2 The Effective Date of this Amendment is: Background Data Effective Date of Owner -Engineer Agreement: February 9, 2016 Owner: CITY OF SOUTH BEND, INDIANA Engineer: GREELEY AND HANSEN LLC Project: DIGESTER GAS UTILIZATION DESIGN, BID ASSISTANCE, AND CONSTRUCTION OFFICE SERVICES Nature of Amendment: [Check those that are applicable and delete those that are inapplicable.] Additional Services to be performed by Engineer X Modifications to services of Engineer Modifications to responsibilities of Owner Modifications of payment to Engineer Modifications to time(s) for rendering services Modifications to other terms and conditions of the Agreement Description of Modifications: This Amendment is made to modify the Scope of Work to account for rebidding the project. The original bid exceeded the City's budget. The project re -bid efforts including reduction in construction services scope are summarized in the attached Amended Exhibit A -Scope Modifications attached herein. Agreement Summary: Original agreement amount: $174,000 Net change for prior amendments: $(S,S00) This amendment amount: $0 Adjusted Agreement amount: $168,500 Change in time for services (days or date, as applicable): 0 The foregoing Agreement Summary is for reference only and does not alter the terms of the Agreement, except as noted in the Amended Exhibit A. E1CDC® E-500, Agreement Between Owner and Engineer for Professional Services. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 1 Owner and Engineer hereby agree to modify the above -referenced Agreement as set forth in this Amendment. All provisions of the Agreement not modified by this or previous Amendments remain in effect. OWNER: ENGINEER: By: MYRO$ By: Print Board of Pullic Works Print name: name Title:��Ii',... l�_A. Paul J. Vogel, PE r, YY Executive Vice President, Western Operations Date Signed: Date Signed: t ° /V, % 16, EJCDC® E-500, Agreement Between Owner and Engineer for Professional Services. Copyright © 2014 National Society of Professional Engineers, American Council of Engineering Companies, and American Society of Civil Engineers. All rights reserved. Page 2 Agreement for Professional Engineering Services between City of South Bend, Indiana and Greeley and Hansen January 2016 -Revised November 2016 (Contract Amendment No. 2) �i �Q�Yfitr awn Assistance, and Construction Office Services PROJECT DESCRIPTION The purpose of this project is to maximize the use of digester gas, renewable energy, at the South Bend WWTP. Based upon discussions with City staff, the scope of the project includes: • Connect clean digester gas to existing Waukesha and Caterpillar engines • Connect clean digester gas to existing compressed natural gas vehicle fueling station SCOPE OF SERVICES 1. PROJECT MANAGEMENT 1.1 Data Collection and Review: Collect and review relevant data and information regarding key facilities including: Record Drawings, 0&M Manuals, and Shop Drawings. Deliverables: There are no deliverables associated with this task. 1.2 Kick-off Meeting: Conduct a kick-off meeting with the City. Kick-off meeting will be attended by the Project Manager, Project Engineer, Electrical Engineer and Instrumentation & Control Engineer. Kick-off meeting includes a site visit to compare available records against the field conditions. Deliverables: Deliverables for this task include a meeting agenda provided one day in advance of the meeting to the City Project Manager and meeting notes provided 10 working days after the meeting to the City Project Manager. 1.3 Schedule: Prepare a schedule/Gantt chart for the project. Update the schedule for the 50% and 90% design meetings. Deliverables: Deliverables for this task include the project schedule to be delivered two weeks after the execution of the contract and a revised project schedule submitted at the 50% and 90% project milestones. A-1 pY GREELEY A.. HAIVSEM Agreement for Professional Engineering Services between City of South Bend, Indiana and Greeley and Hansen January 2016 - Revised November 2016 (Contract Amendment No, 2) 1.4 Invoices: Prepare monthly invoices, including status reports and hours spent on the project. Deliverables: Deliverables for this task include the monthly invoices which include the project status reports and the hours incurred for the project by each team member. 2. FINAL DESIGN 2.1 Prepare Contract Documents: Prepare up to 20 construction drawings and 75 specifications for use in taking competitive bids for the following improvements. The bidding and contract documents will be based on South Bend's front end documents and the 2004 MasterFormat. A. Mechanical Improvements 1) Mechanical improvements to be provided are described above in the project description. Deliverables: Deliverables for this task include one (1) electronic PDF set each of 50% and 90% general and piping and equipment drawings, 50% and 90% piping and equipment specifications, and 50% and 90% cost opinions (incorporating cost opinions for all disciplines). 50% drawings to include site plan, demolition plans, new work plans. 90% to include demolition sections, new work sections and details. B. Electrical Improvements 1) Prepare electrical design for power to instruments. Deliverables: Deliverables for this task include one (1) electronic PDF set each of 50% and 90% electrical drawings, 50% and 90% electrical specifications, 50% and 90% electrical cost opinion (incorporated in overall cost opinion). 50% drawings to include one -line diagram. 90% drawings to include wiring diagrams, conduit and cable schedules and details. C. Instrumentation and Control Improvements 1) Provide monitoring of gas flow and pressure in system to calculate the total digester gas utilization. 2) Replace the Digester No. 2 PLC processor to allow for firmware upgrades. Deliverables: Deliverables for this task include one (1) electronic PDF set each of 50% and 90% instrumentation and control drawings, 50% and 90% instrumentation and control specifications, and 50% and 90% instrumentation and A-2 Y GREELEYAw- HANSEN Agreement for Professional Engineering Services between City of South Bend, Indiana and Greeley and Hansen January 2016 - Revised November 2016 (Contract Amendment No. 2) control cost opinion (incorporated in overall cost opinion). 50% drawings to include SCADA network diagram, digester gas P&ID. 90% drawings to include remaining SCADA, instrument and network details. D. Constraints: Develop construction constraints to maintain digester gas facilities in service during the duration of the project. Deliverables: Deliverables for this task include constraints to be included in the Summary of Work specification to be submitted one week before the 50% and 90% design meetings. E. Cost Opinions: Prepare updated construction cost opinions at 50% and 90% design completion stages based upon the respective drawings and specifications. Deliverables: Deliverables for this task include an opinion of probable construction cost to be provided one week one week before the 50% and 90% design meetings. F. Review Meetings: Conduct design review meetings at the 50% and 90% design completion stages as described below. The Project Manager and Project Engineer will attend the review meetings. Deliverables: Deliverables for this task include meeting agendas provided one day in advance of the meeting to the City Project Manager and meeting notes provided 10 working days after each meeting to the City Project Manager. G. Final Documents Coordination: Following the incorporation of comments identified during the 90% design review, provide Final Design Drawings and Project Manual. Coordinate with a firm hired by the City for contract document printing and distribution to prospective bidders. H. Re -Bid Documents Coordination: Incorporate Addendum No. 1 from the original bid. Itemize Bid Form to account for Asphalt Restoration, Lead Based Paint Abatement and System Integration. Coordinate with a firm hired by the City for contract document printing and distribution to prospective bidders. Deliverables: Deliverables for this task include one electronic PDF set of Final Design Drawings and Project Manuals, five (5) sets of 1 1x1 7 Final Design Drawings, one (1) set of 2436 Final Design Drawings, and five (5) sets of Project Manuals. A-3 N GREELEYAN-HANSEN Agreement for Professional Engineering Services between City of South Bend, Indiana and Greeley and Hansen January 2016 - Revised November 2016 (Contract Amendment No. 2) I. Quality Control: Perform a quality control review of the design at the 50% and 90% design levels, addressing conformance with applicable regulations, standards and codes, constructability, and biddability. Quality control review comments will be addressed in the design drawings. Deliverables: There are no deliverables associated with this task. 3. BID ASSISTANCE 3.1 Bidder Inquires and Addenda: Respond to bidders' inquiries during the bidding period. Prepare addenda to clarify the Contract Documents as necessary. Deliverables: Deliverables with this task include addenda addressing contract document updates, as needed. 3.2 Pre -Bid Meeting: Project Manager and Project Engineer will attend and conduct one (1) pre -bid meeting and prepare meeting notes. Deliverables: Deliverables with this task include a meeting agenda provided one day in advance of the meeting to the City Project Manager and meeting notes to be provided to the City Project Manager within 10 working days of the pre - bid meeting. 3.3 Re -Bid Pre -Bid Meeting: Project Manager will attend and conduct one (1) pre -bid meeting and prepare meeting notes. Deliverables: Deliverables with this task include a meeting agenda provided one day in advance of the meeting to the City Project Manager and meeting notes to be provided to the City Project Manager within 10 working days of the pre -bid meeting. 3.4 Re -Bid Bidder Inquires and Addenda: Respond to bidders' inquiries during the bidding period. Prepare addenda to clarify the Contract Documents as necessary. Deliverables: Deliverables with this task include addenda addressing contract document updates, as needed. A-4 .^"P�+- GREELEVAmo HANSEN Agreement for Professional Engineering Services between City of South Bend, Indiana and Greeley and Hansen January 2016 - Revised November 2016 (Contract Amendment No, 2) 4. CONSTRUCTION OFFICE SERVICES 4A Submittal Review: Review up to 30 shop drawings and/or product submittals for compliance with the design concept as expressed in the Contract Documents. Invoice the costs associated with review of third and subsequent submittals separately from the other tasks. Costs associated with review of third or subsequent submittals are not included in the compensation set forth in this Agreement for Professional Engineering Services and are to be compensated for as additional services. Deliverables: Deliverables with this task include a letter of transmittal, with review remarks, to the Contractor for each submittal with a copy issued to the City. 4.2 Progress Meetings: Attend monthly progress meetings (up to 8) during the duration of the project. Project Manager and PF9jeot Eginee to attend progress meetings. Deliverables: Dpliverables for this task inolude meeting agendas PFOVided one day on adVaRGe of the meeting to the City Project Manager—m Meeting agendas and meeting notes will be provided by the Contractor. 4.3 General Administration: Respond to inquiries from the Contractor and the City relative to interpretation of the drawings and specifications, and other matters concerning construction. Project scope is based upon providing responses for up to twenty (20) Contractor requests for information (RFIs). Deliverables: Deliverables with this task include responses to RFIs. 4.4 Supplementary Drawings and Claim Review: Review up to five (5) proposed contractor claims and provide recommendations for disposition. Prepare up to three (3) supplementary drawings and specifications as needed for clarification of the Contract Documents. Design changes are excluded from the scope of this task and will be provided under separate authorization by the City. Deliverables: Deliverables with this task include up to three (3) supplementary drawings and/or specifications and up to three (3) requests for proposals to be submitted to the Contractor to obtain cost for changes and/or work change directives to describe changes to the Contractor. Deliverables also include final change order documentation. A-5 r,� GREELEYAW.HANSEN Agreement for Professional Engineering Services between City of South Bend, Indiana and Greeley and Hansen January 2016 - Revised November 2016 (Contract Amendment No, 2) 4.5 Punch List Development: Perform a site visit to identify punch list items. Project Manager, Project Engineer and Instrumentation and Controls Engineer to perform the site visit. Deliverables: Deliverables with this task include a punch list. 4.6 Record Drawings: Revise original construction drawings to reference changes reported to the Resident Project Representative during construction. Incorporate changes shown on the Contractor's and the Resident Project Representative's record sets of drawings, supplementary drawings, and other records of field changes. Submit to the City. Deliverables: Deliverables with this task include two (2) paper copies (2406) of the record drawings, a PDF of the record drawings and the electronic AutoCAD files within three (3) months of final completion of the project. A-6 ".4 GREELEY... HAIUSEN I30ARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date December 20, 2016 Name Jacob M. Klosinski Department Div. of Env. Services BPW Date December 22, 2016 Phone Extension (574) 235-9496 Required Prior to Submittal to Board Legal ® Attorney Name Michael Schmidt Controller ® Controller review is required for all Contracts $5,000.00 or more and greater than one year in length per the City Purchasing Policy Purchasing ® Carol Kurzhal ❑ Agreement LJ Contract LJ Proposal LJ Addendum ® Professional Services ❑ Resolution ❑ Bid Opening ❑ Bid Award ❑ Req. to Advertise ❑ Title Sheet ❑ Quote Opening ❑ Quote Award ❑ Change Order No. ❑ C/O & PCA No. ❑ PCA ❑ Ease/Encroach. ❑ Traffic Control ® Other: Amendment 2 to PSA Required Information Company or Vendor Name Greeley and Hansen, LLC New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Amount of J Yes X No ❑ If Yes, Approved by Purchasing I MBE ❑ WBE W WTP - Digester Gas Utilization 116-050 Utilities, Wastewater Capital 641-0630-793-36-05 The Division of Utilities requests the Board of Public Works approval of Amendment No. 2 for the subject project for adjustments in the scope of work for re -bidding the subject project and reduction in Construction Administration Services. Adjusted scope results in no cost increase. ❑ Required Contractor's Certification Form Attached (Non - Increase Decrease Previous Amount Current Percent of Change: New Amount Total Percent of Change: .... ............ Copy Original ® ❑ Al Greek ® ❑ Jacob M. Klosinski ® ❑ Carol Kurzhal INTER -OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENVIRONMENTAL SERVICES TO: Members of the Board of Public Works Eric Horvath, Director of Public Works Michael Schmidt, Board of Public Works Attorney FROM: Al Greek, Director of Utilities Jacob M. Klosinski, Assistant City Engineer SUBJECT: Agenda Request Form — Professional Services Agreement Amendment No. 2 Project No. 116-05OR Wastewater Treatment Plant — Digester Gas Utilization DATE: December 20, 2016 The Division of Utilities is requesting the Board of Public Works approval of the Professional Services Agreement Amendment No. 2 with Greeley and Hansen for Project No. 116-050 / 116-05OR Wastewater Treatment Plant Digester Gas Utilization. Design Engineer, Greeley and Hansen, LLC, assisted the City of South Bend in re- bidding the subject project. As a result, the City of South Bend worked with Greeley and Hansen to negotiate an adjusted scope of work for the Construction Administration portion of the contract (reduced scope). The result of re -bidding the work (additional services) and reduction of construction administration scope of work results in no additional costs for the subject contract. This agreement is provided to the Board of Public Works to memorialize the agreements made between the City of South Bend Division of Utilities. The funding source for the project is Wastewater, Engineering (641-0630-793-36-05). If there are any questions regarding the subject project, please contact Al Greek (Ext. 4210) or Jacob M. Klosinski (Ext. 9496) at the Division of Utilities.