HomeMy WebLinkAboutAmendment to PSA - Donohue & Associates - South Well Field Improvements (2)1316 COUNTY-Crry Buil,A)INO
227 WAFTFERSON BOULEVARD
SOUTH BEND. INDIANA46601-1930
CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR
BOARD OF PUBLIC WORKS
September 25, 2018
James Hurst
Donohue & Associates, Inc.
100 North Michigan Street, Suite 510
South Bend, IN 46601
R.E. Amendment to Professional Services Agreement
Dear Mr. Hurst:
NIONT: 574/235-9251
FAX 574/ 235-9171
The Board of Public Works, at its meeting held on September 25, 2018, approved the above
referenced amendment regarding additional work for the South Well Field improvements in
the amount of $ 100,000, for a new total of $250,000.
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
GM�y A. Ga,o'r SUZANNA M. FRITZBEiw, E1.,1ZAB1-,T11 A. MARADIK JAMFS A, MUELLER Ti IERF'SEJ. DORAU
This is EXHIBIT K, consisting of 2 pages, referred to in
and part of the Agreement between Owner and Engineer
for Professional Services dated Au ug st 8, 2017,
AMENDMENT TO OWNER -ENGINEER AGREEMENT
Amendment No. 1
1. Background Data:
a. Effective Date of Owner -Engineer Agreement: August 8, 2017
b. Owner: Board of Public Works, City of South Bend, Indiana
Engineer: Donohue & Associates, Inc.
d. Project: 2017 South Well Field Water Treatment Plant & Pressure District
Improvements
2. Description of Modifications:
a. Engineer shall perform or furnish the following Additional Services:
1) The Scope of Services as identified in Task Order #04 to the Continuing
Professional Services Agreement dated August 8, 2017 for the 2017 South Well
Field, Water Treatment Plant & Pressure District Improvements project.
b. The schedule for rendering services is modified as identified in Task Order #04 to the
Continuing Professional Services Agreement dated August 8, 2017 for the 2017 South
Well Field, Water Treatment Plant & Pressure District Improvements project.:
3. Agreement Summary (Reference only)
a. Original Agreement amount: $ 150,000.00
b. Net change for prior amendments: $ 0.00
c. This amendment amount: $100,000.00
d. Adjusted Agreement amount: $250,000.00
The foregoing Agreement Summary is for reference only and does not alter the terms of the Agreement,
including those set forth in Exhibit C.
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. The Effective Date of this Amendment is 09/25/2018 .
Page 1
(Exhibit K—(Amendment to owner -Engineer Agreement)-- Attachment 1)
EJCDC E-500 Agreement Betiveen owner and Engineer for Professional services.
Copyright 0 2008 National Society of Professional Engineers for EJCDC. All rights reserved.
OMNER:
110ard
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Title:
IM
MINIMUM
3y:
ritle: Vice resident
)ate Signed: September 24, 2018
Page 2
(Exhibit K— (Amendment to Owner -Engineer Agreement) —Attachment 1)
EJCDC E-500 Agreement Between Owner and Engineer for Professional Services.
Copyright C MOB National society or Professionals Engineers for EJCDC All rights reserved,
TASK ORDER #04 TO
CONTINUING PROFESSIONAL SERVICES AGREEMENT
Between Board of Public Works, City of South Bend, Indiana (Owner)
and
Donohue & Associates, Inc. (Donohue)
Date of Original Executed Agreement: August 8, 2017
Task Order #04: South Wellfield, WTP and Distribution System Improvements Design
This Task Order includes engineering services for the design, bidding, easement acquisition and
construction assistance of the proposed improvements to the South wellfield, water treatment plant and
distribution system, as described in the Needs Assessment Report produced through Task Order #01 and
#02. The major Project improvements include:
1. Removal of existing pumps and motors in Well No. 4A and Well No. 5, and replacement with new
pumps, motors and VFDs sized to provide the pressures required for direct supply into the South
Pressure District, The design of the upgrades will include pump sizing and selection,
2. Modifications to the Chlorine Room necessary to accommodate the following:
a. Increased chlorine storage to three, 1-ton cylinders.
L Installation of a supplemental chlorine feed system — consisting of vacuum regulator,
automatic chlorine gas feeder panel, ejector, and booster pump —to increase the total
instantaneous chlorine, dosing capacity.
c. 'Upgrades to the exhaust ventilation capacity to provide 60 air changes per hour
(approximately 5,000 cfm).
3. Modifications to chlorine feed, mixing and control, including:
a. New 1pre-chlorination vault for adding chlorine to the 16—in. raw water line for breakpoint
chlorination upstream of the CAC contactors,
b. New static mixer and vault on the 16-1n. raw water line within at the point of initial chlorine
addition.
c. Ammonia analyzer for monitoring raw water ammonia concentrations and for chlorine feed
control.
d. Chlorine residual analyzer for breakpoint free chlorine residual monitoring and chlorine,
feed trimming control.
e. New chlorine residual analyzer for finished water free chlorine residual monitoring and
optional trimming control,
f, New static mixer in 16-1n, finished water line following the final chemical addition.
4. Upgraded control programming to execute a breakpoint chlorination and disinfection control
strategy using on-line ammonia analysis coupled with an effluent flow signal and a feedback signal
from a chlorine residual analyzer.
5. New backwash discharge piping from the WTP and connection to the 36-inch RCP sewer to the
west of the WTP property.
6. New 20-inch finished water main routed west to the abandoned railroad bed, west of the South
Well Field, and then south to the 12-in. water line along Ireland Road - serving as a direct
distribution line from the WTP and the South Pressure District. Note: Another route may be
considered pending the results of the ownership search of the abandoned railroad corridor.
A. SCOPE OF SERVICES
Design & Bidding Services
Deliverables
• Prepare the following deliverables:
o Preliminary (50%) Design
o Final (90%) Design
o Bidding Documents (100%) suitable for public bidding
• Coordinate with the Owner to incorporate Owner's standard front-end specification documents
and format.
• Prepare specifications using the Construction Specifications Institute (CSI) 16 Division, 3-part
format.
• Prepare drawings using Donohue CADD standards.
• Provide Bidding Documents in the form of .pdf electronic files, as well as three (3) hard copies of
the Final Bidding Documents. Drawings will be 11-in x 17-in size.
Project Management
Prepare a Project work plan containing the project background, project goals and objectives, task -
based project scope, project schedule including del[verables schedule, staffing plan with staff`
responsibility assignments, and other information which may be appropriate.
• Provide monthly progress reports to Owner as part of the monthly invoicing process to document
services performed and schedule status.
1. Preliminary, (50%) Design
LL Donohue Project Manager will meet with the Owner's staff in a Project Kick-off Meeting with
other Donohue project staff attending remotely by conference call to review Project goals,
Project responsibilities, review proposed Project improvements, and review the prepared
schedule for the Project. Similar design review meetings will be conducted by Donohue for the
Intermediate and Final Design reviews.
Page 2 of 6
1.2. Request additional information from the Owner necessary for development of the design
documents. Review available studies, reports, drawings, and information regarding the South
WF and WTP.
1.3. Prepare front-end specifications to the approximate 50% completion stage using Owner's
standard front-end sections, and include an outline of anticipated technical specifications.
1.4. Incorporate the survey information collected as part of Task Order 403 into the design
documents.
1.5. Retain the services of a geotechnical firm to perform geotechnical borings at intervals along
the routes of the finished water main and the backwash waste sewer to determine
underground conditions and bedding requirements for underground lines.
1.5. Perform detailed hydraulic calculations of system curves for new well pump selections,
incorporating information from previous hydraulic modeling completed as part of Task Order
#2.
1.7. Prepare flowsheets and preliminary process and instrumentation diagrams (P&iDs) for the
proposed improvements.
1.8. Perform preliminary equipment selections based on preferences of Owner's staff and Donohue
recommendations.
1.9. Perform hydraulic calculations for process piping, and determine sizing requirements for new
process lines, structures and equipment.
1.10. Identify major utilities and their approximate locations within the Project site limits.
1.11. Utilizing available drawings, field visit observations and discussion with Owner, prepare
preliminary layout drawings for Project facilities.
1.12. Prepare a Preliminary Functional Description of the upgraded chlorine feed system and
controls.
1.13. Prepare a preliminary design submittal consisting of written descriptions of the Project
indicating the proposed facilities along with the basis for selection, the final design criteria, a
summary of hydraulic design calculations, a listing of any potential conflicts including
environmental or utility impacts and proposed resolutions, any special construction
requirements/procedures that may be known at the preliminary design stage, a listing of
permits required for construction approval, preliminary design drawings that are at the
approximate 50% design completion point, and opinion of the probable construction cost
based on the preliminary design documents.
1.14. Perform an internal quality review of the preliminary design deliverables, and submit up to five
(5) copies of the preliminary design submittal (50%) to the owner for review and comment.
1.15. Conduct a Preliminary Design meeting with the Indiana Department of Environmental
Management (IDEM) for in preparation of their review of this project.
1.16. Conduct a 50% Design Review Meeting with the Owner, and incorporate comments and any
necessary changes into the design.
Page 3 of 6
2. Flnal 90% Design
2.1. Prepare final design drawings to the approximate 90% completion stage. Design drawings will
be prepared on 11" x 17" half -sized sheets.
2.2. Update specifications to the approximate 90% completion stage, In addition to Owner -
required front-end sections, other standard front-end bidding and contract documents will be
prepared using applicable Engineers Joint Contract Documents Committee (EJCDC) documents
for Division 0.
2.3. Update the opinion of the probable construction cost based on the 90% design completion
documents.
2.4. Perform an internal quality review of the 90% completion design documents.
2.5. Submit Permitting Documents stamped and signed by a professional engineer licensed in the
State of Indiana to the Indiana Department of Environmental Management (IDEM) for permit
review, and assist Owner in responding to IDEM questions in obtaining the permit. Donohue
will pay the associated permit fees.
2.6. Submit up to five (5) sets of 90% design completion drawings (half-size), specifications, and
opinion of the probable construction cost to the Owner for review and comment. PDF versions
of the documents (drawings and specifications) will be provided as well.
2.7. Conduct a 90% design completion review meeting with the Owner, and incorporate comments
and any necessary changes into the design.
3. Biddinx Documents Phase
3.1. Prepare Bidding Documents (100% Design) for City use in bidding the Project.
3.2. Submit up to three (3) sets of the Bidding Documents to the Owner.
3.3. Provide Owner with updated Final Bidding Documents incorporating any revisions as required
by IDEM following their review.
4. Biddins
4.1. Submit Final PDF version of Bidding Documents to Owner for their distribution and
advertisement of the project.
4.2, Conduct Pre -Bid Meeting for prospective bidders, and Issue minutes from Pre -Bid Meeting.
4.3. Issue addenda as appropriate to interpret, clarify or expand the Bidding Documents.
4.4. Consult with and advise the Owner as to the acceptability of prime contractors, and
subcontractors, suppliers and other persons and organizations proposed by the prime
contractors (herein referred to as the "Contractor") for those portions of the work, as to which
such acceptability is required by the Bidding Documents.
4.5. Consult with the Owner regarding the acceptability of substitute materials and equipment
proposed by the Contractor when substitution prior to the award of contract is allowed by the
Bidding Documents.
Page 4 of 6
C. COMPENSATION
1. Task Order #04 shall be compensated for the total, not -to -exceed amount of $240,000 in
accordance with the following breakdown:
Task
1. Design Services
Fee Type Amount
Lump Sum $140,000
2. Bidding Services Lump Sum $9,500
3. Easement Acquisition Services Hourly, NTE $14,500
Total Amount $164,000
APPROVED FOR OWNER
By:
Printe
Title,
Date:
Printed Name- James 1. Hurst, P.E.
Title: Vice President
Date: 0 � 942?
Page 6 of 6
4.6. Attend the Bid Opening, prepare bid tabulation sheets, and assist the Owner In evaluating the
bids or proposals and in assembling and awarding contracts for construction, materials,
equipment and services.
5. Easement Acquisition Services
5.1. Retain the services of a sub -consultant to prepare and develop easement documents for the
Owner's use in acquiring the utility easements associated with the construction of the new
water main.
5.2. Services will include coordination with the current property owners, as needed to secure the
easements for the Owner's use.
5.3. Up to six (6) sets of easement documents and associated coordination/communication with
the existing Owners is anticipated.
B. PROJECT TIMING
1. Donohue shall be authorized to commence the Services set forth herein upon signed approval of
this Task Order 404. Given execution of this Task Order #04 to commence all Scope of Services
items, the anticipated project schedule will be as follows:
Description
Date
Assumptions/Notes
50% Review Submittal to Owner
10/29/18
Notice -to -Proceed received by 09/20/18
50% Coordination w/ IDEM
11/05/18
90% Review Submittal to Owner
01/07/19
50% Comments Received by 11/09/18
IDEM Submittal
01/07/19
50% Comments Received by 11/09/18
Bid Documents Submittal
02/11/19
90% Comments Received by 01/18/19
Bid Advertisement No. 1
02/22/19
Assuming 2-month IDEM Review
Bid Advertisement No. 2
03/01/19
Bid Opening
03/12/19
Bid Award
03/26/19
Construction
April 2019 --
December 2019
Page 5 of 6
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Task Order Log
Project Name:. City of South Bend - South Wellfield, Plant & Pressure Vane Improvements
Project No.: 13298
Project Status: Active
Date: September 23, 2018
Project Budget Authorizations:
08/08/1i7 Professional Services Agreement $ 150,000.00
09,Q5118 AmendrrientNo 1 tOfR:,000.0G7
Total Project Budget $ 250,000.00
Task
Authorized
Total
Order
Approval
Active !
Completion
Task Order
Invoiced to
Available Task
No.
Phase Name
Date
Complete
Date
Budget
Date
Order Budget
rrNOR„ %
/ r
'.'i r/J/
�r/��///�/�,/i.
0
Distribution I-Ine, Survey and Railroad
0511$718
Active
1 gY1 0l f
$ 29,800,009,$00,00
Corridor Ownership Research
crrttr aRieid„ f�n and Distribution
04
Systerrrr finprovornents L)os° gn
TE13
$ 164, 010, 00
$ 164, 0001, 0
on
Construction
05
06
....... .._
Total
$ 260,000.00
$ 56,199.64
$ 193,800.36
UntleaigoatodProjpot;Ood
et
$
M. N 9 q
0 B
09/24/18 2018-09-23_SB-5outhWellPieldWTP_13298 - TaskOrderLog.xlsx
BOARD OF PUBLIC WORKS
AGENDA ITEM REVIEW REQUEST FORM
Date 9/24/2018 Department Public Works
Name Sue Ellen Doudrick Division/Bureau Engineering
BPW Date, 9/25/2018 Phone Extension 5922
R aired Prior to Submittal to hoard
Legal Z Attorney Name: Clara McDaniels
Controller z 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 Z Michael Schmidt
Z Agreement Amendment
El Contract Ll Proposal Ll Addendum
F Professional Services
F Resolution
F Bid Opening
EJ
Bid Award Req. to Advertise E] Title Sheet
EJ
Quote Opening
El
Quote Award
E]
Change Order No.
F-1 C/O & PCA No. F1 PCA
F-1 Ease/Encroach.
❑ Traffic Control:
F—
Other:
Company or Vendor Name
New Vendor
MBEA(VBE Contractor
MBEANBE Contractor Requested
Project Name
Project Number
Funding Source
Account No.
Amount
Donohue & Associates
F1 Yes E No If Yes, Approved by
Purchasing,
E] MBE 0 WB,E
F No E] Yes Name of Company
South Well Field Improvements
117-059
SSDATIF
Amendment Total $100,000 (New Total + Original PSA = $250,0001)
Of the new totai, $14,500 is HNTE, The remaining amount is Lump Sum.
Terms of Contract
Purpose/Description South Well Field Improvements — Design & Bidding Services
(Lumps Sum) and Easement Acquisition Services (HNT ;) _
F-1 Required Contractor's Certification Forms Attached (Non -
Collusion, Non -Discrimination, Non -Debarment, E-Verify, Iran, etc.)
Required For Change,Orders On!y
Amount of ❑ increase $
Decrease $
Previous Amount $
Current Percent of Change: %
New Amount $
Total Percent of Change: %
I Dispersal After Approval
Copy Original
F1 Ed Herman
F-1 Ron O'Connor
❑
1-1