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HomeMy WebLinkAboutProfessional Services Agreement - Arcadis US Inc - Utility Asset Management GIS -Engineering Assistance1316 COUNTY -CITY BUILDING 227 W.JEFFERSON BOULEVARD SOUTH BEND. INDIANA 46601-1930 CITY OF SOUTH BEND PETE BUTTIGIEG, MAYOR BOARDU LIC WORKS May 14, 2019 Amy Smitley Arcadis U.S., Inc. 150 West Market Street, Suite 728 Indianapolis, IN 46204 RE: Professional Services Agreement Dear Ms. Smitley: PHONE 574/235-9251 FAx 574/235-9171 The Board of Public Works, at its meeting held on May 14, 2019, approved the above referenced agreement regarding utility asset management GIS/engineering assistance with additional on -call services as needed for three (3) to four (4) months in the amount of $105,900. 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, *""�Ntat� Linda M. Martin, Cle Enclosure GARY A. GILOT GENEVIEVE E. MILLER ELIZABETH A. MARADIK LAMA L. O'SULLIVAN THERESE J. DORAU 1­_­.­]d _. Mir X-M ENGINEERS JOINT CONTRACT DOCUMENTS COMMITTEE AGREEMENT BETWEEN OWNER AND ENGINEER FOR PROFESSIONAL SERVICES THIS IS AN AGREEMENT effective as of ("Effective Date") between Boar of'Public Works, City cal"South Fend Indiana ("Owner") and Arcadis U.S., Inc. ("Engineer"). Owner's Project, of which Engineer's services under this Agreement are a part, is generally identified as follows: I1til�sset Management GIST?nginecring Assistan ("Project"). Engineer's Services under this Agreement are generally identified as follows: GIS indexing of utilit as -built drawings,, GIS utility data a date as -built maintenance SOP h dram l u l ina pro r„ ara application valve e el. J -ip —p gram a w lication h�mmnt flow testing r�rca a � application, and on -cal I services Owner and Engineer further agree as follows: 1.01 Basic Agreement and Period of Service A. Engineer shall provide, or cause to be provided, the services set forth in this Agreement. If authorized by Owner, or if required because of changes in the Project, Engineer shall furnish services in addition to those set forth above. Owner shall pay Engineer for its services as set forth in Paragraphs 7.01 and 7.02. B. Engineer shall complete its services within a reasonable time, or within the following specific time period: Three to four -month schedule is anticipated plus on -going schedule for on -call services. 2.01 Payment Procedures A. Invoices: Engineer shall prepare invoices in accordance with its standard invoicing practices and submit the invoices to Owner on a monthly basis. Invoices are due and payable within 30 35 days of receipt.-4f-0wr ngi+ " laio�d exp s wIvII da�- In addition, Engineer may, after giving seven days written notice to Owner, suspend services under this Agreement until Engineer has been paid in full all amounts due for services, expenses, and other related charges. Owner waives any and all non -disputed claims against Engineer for any such suspension. Payments-w" sfvdi Page 1 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright C 2008 National Society rofessional E g ed. ofP Engineers For EJCDC. All ri hts resery 3.01 Termination A. The obligation to continue performance under this Agreement may be terminated 1. For cause, a. By either party upon 30 days written notice in the event of substantial failure by the other party to perform in accordance with the Agreement's terms through no fault of the terminating party. Failure to pay Engineer for its services is a substantial failure to perform and a basis for termination. b. By Engineer: 1) upon seven days written notice if Owner demands that Engineer furnish or perform services contrary to Engineer's responsibilities as a licensed professional; or 2) upon seven days written notice if the Engineer's services for the Project are delayed for more than 90 days for reasons beyond Engineer's control. Engineer shall have no liability to Owner on account of a termination by Engineer under Paragraph 3.0I I.A. Lb. c. Notwithstanding the foregoing, this Agreement will not terminate as a result of a substantial failure under Paragraph 3.01.A.I.a if the party receiving such notice begins, within seven days of receipt of such notice, to correct its substantial failure to perform and proceeds diligently to cure such failure within no more than 30 days of receipt of notice; provided, however, that if and to the extent such substantial failure cannot be reasonably cured within such 30 day period, and if such party has diligently attempted to cure the same and thereafter continues diligently to cure the same, then the cure period provided for herein shall extend up to, but in no case more than, 60 days after the date of receipt of the notice. 2. For convenience, by Owner effective upon Engineer's receipt of written notice from Owner. B. The terminating party under Paragraph 3.0l .A may set the effective date of termination at a time up to 30 days later than otherwise provided to allow Engineer to complete tasks whose value would otherwise be lost, to prepare notes as to the status of completed and uncompleted tasks, and to assemble Project materials in orderly files. C. In the event of any termination under Paragraph 3.01, Engineer will be entitled to invoice Owner and to receive full payment for all non -disputed services performed or furnished in accordance with this Agreement and all reimbursable expenses incurred through the effective date of termination. 4.01 Successors, Assigns, and Beneficiaries A. Owner and Engineer are hereby bound and the successors, executors, administrators, and legal representatives of Owner and Engineer (and to the extent permitted by Paragraph 4.01.13 the assigns of Owner and Engineer) are hereby bound to the other party to this Agreement and to the successors, executors, administrators, and legal representatives (and said assigns) of such other party, in respect of all covenants, agreements, and obligations of this Agreement. Page 2 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services 4P rigy ht © 20 National Society of Professional Engineers for EJCDC. All n�,hts reserved B. Neither Owner nor Engineer may assign, sublet, or transfer any rights under or interest (including, but without limitation, moneys that are due or may become due) in this Agreement without the written consent of the other, except to the extent that any assignment, subletting, or transfer is mandated or restricted by law. Unless specifically stated to the contrary in any written consent to an assignment, no assignment will release or discharge the assignor from any duty or responsibility under this Agreement. C. Unless expressly provided otherwise, nothing in this Agreement shall be construed to create, impose, or give rise to any duty owed by Owner or Engineer to any contractor, subcontractor, supplier, other individual or entity, or to any surety for or employee of any of them. All duties and responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of Owner and Engineer and not for the benefit of any other party. 5.01 General Considerations A. The standard of care for all professional engineering and related services performed or furnished by Engineer under this Agreement will be the care and skill ordinarily used by members of the subject profession practicing under similar circumstances at the same time and in the same locality. Engineer makes no warranties, express or implied, under this Agreement or otherwise, in connection with Engineer's services. Subject to the foregoing standard of care, Engineer and its consultants may use or rely upon design elements and information ordinarily or customarily furnished by others, including, but not limited to, specialty contractors, manufacturers, suppliers, and the publishers of technical standards. B. Engineer shall not at any time supervise, direct, control, or have authority over any contractor's work, nor shall Engineer have authority over or be responsible for the means, methods, techniques, sequences, or procedures of construction selected or used by any contractor, or the safety precautions and programs incident thereto, for security or safety at the Project site, nor for any failure of a contractor to comply with laws and regulations applicable to such contractor's furnishing and performing of its work. C. This Agreement is to be governed by the law of the state or jurisdiction in which the Project is located. D. Engineer neither guarantees the performance of any contractor nor assumes responsibility for any contractor's failure to furnish and perform its work in accordance with the contract between Owner and such contractor. Engineer is not responsible for variations between actual construction bids or costs and Engineer's opinions or estimates regarding construction costs. E. Engineer shall not be responsible for the acts or omissions of any contractor, subcontractor, or supplier, or of any of their agents or employees or of any other persons (except Engineer's own employees) at the Project site or otherwise furnishing or performing any construction work; or for any decision made regarding the construction contract requirements, or any application, interpretation, or clarification of the construction contract other than those made by Engineer. F. The general conditions for any construction contract documents prepared hereunder are to be the "Standard General Conditions of the Construction Contract" as prepared by the Engineers Joint Contract Documents Committee (EJCDC C-700, 2007 Edition) unless the parties agree otherwise. Page 3 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services . �mmmmmmm mmmmmm -m ears for EJCDC. All rights reserved. Copyri ht 2008 National Society of Professional Engineers G. The Owner acknowledges the Engineer's construction documents, including all electronic files, as instruments of professional services. Owner shall have a limited license to use the documents on the Project, extensions of the Project, and for related uses of the Owner, subject to the following limitations: (1) Owner acknowledges that such documents are not intended or represented to be suitable for use on the Project unless completed by Engineer, or for use or reuse by Owner or others on extensions of the Project, on any other project, or for any other use or purpose, without written verification or adaptation by Engineer; (2) any such use or reuse, or any modification of the documents, without written verification, completion, or adaptation by Engineer, as appropriate for the specific purpose intended, will be at Owner's sole risk and without liability or legal exposure to Engineer or to its officers, directors, members, partners, agents, employees, and consultants; (3) Owner shall indemnify and hold harmless Engineer and its officers, directors, members, partners, agents, employees, and consultants from all claims, damages, 'losses, and expenses, including attorneys' fees, arising out of or resulting from any use, reuse, or modification of the documents without written verification, completion, or adaptation by Engineer; and (4) such limited license to Owner shall not create any rights in third parties. Nevertheless, the final construction documents, including all electronic files, prepared under this agreement shall become the property of the Owner upon completion of services and payment in full of all monies due to the Engineer. H. To the fullest extent permitted by law, Owner and Engineer (1) waive against each other, and the other's employees, officers, directors, agents, insurers, partners, and consultants, any and all claims for or entitlement to special, incidental, indirect, or consequential damages arising out of, resulting from, or in any way related to the Project, and (2) agree that Engineer's total liability to Owner under this Agreement shall be limited to 0 001C. or the total amount of compensation received by Engineer, whichever is greater. 1. The parties acknowledge that Engineer's scope of services does not include any services related to a Hazardous Environmental Condition (the presence of asbestos, PCBs, petroleum, hazardous substances or waste as defined by the Comprehensive Environmental Response, Compensation and Liability Act, 42 U.S.C. §§9601 et seq., or radioactive materials). If Engineer or any other party encounters a Hazardous Environmental Condition, Engineer may, at its option and without liability for consequential or any other damages, suspend performance of services on the portion of the Project affected thereby until Owner: (1) retains appropriate specialist consultants or contractors to identify and, as appropriate, abate, remediate, or remove the Hazardous Environmental Condition; and (2) warrants that the Site is in full compliance with applicable Laws and Regulations. J. Owner and Engineer agree to negotiate each dispute between them in good faith during the 30 days after notice of dispute. If negotiations are unsuccessful in resolving the dispute, then the dispute shall be mediated. If mediation is unsuccessful, then the parties may exercise their rights at law. 6.01 Total Agreement A. This Agreement (including any expressly incorporated attachments), constitutes the entire agreement between Owner and Engineer and supersedes all prior written or oral understandings. This Agreement may only be amended, supplemented, modified, or canceled by a duly executed written instrument. 7.01 Basis ofPayment—Hourly Rates Plus Reimbursable Expenses A. Using the procedures set forth in Paragraph 2.01, Owner shall pay Engineer as follows: Page 4 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services py g Society p veers for EJCDC. All ri hg is reserved. �, m...�.... Copyright ht 2008 National Soc�e �of Professional En i m�m�� w� ....._ IN WITNESS WHEREOF, the parties hereto have executed this Agreement, the Effective Date of which is indicated on page 1. Owner: City of South Bend, Indiana Board of Public Works By: /X Title: Gary A. Gilot, President By: Title: Cicnevieve l-,", Miller, ernber By: Title: Elizabeth A. Maradik, Member By: Title: Thgrese J. Dorau, N1 By: Title: 1_,&� ,t Sliiltivan, Engineer: Arcadis U.S.. Inc. By: Title: 1 stil'tiley" Vice' �Iresidcnt 71 Attest: I Title: inda arljn,C er Date: Date: M 72019 Engineer License or Firm's Certificate No. State of Address for giving notices: Address for giving notices: 227 West Jefferson Boulevard 150 West Market Street, Suite 728 South Bend, Indiana 46601 Indiana olis, fN 46204. Designated Representative (Paragraph 8.03.A): Designated Representative (Paragraph 8.03.A): Kara M. Boyles, Ph.D., P.E. Amy E. Smitley, PE Title: Cj!X Engineer Title: Vice President Phone Number: (574) 235-5933 Phone Number: (317) 236-2844 Facsimile Number: (574) 235-9171 Facsimile Number: (317) 231-6514 E-Mail Address: kbo Mftnbiav E-Mail Address: Ain y,.Smith y(e4),arcadis.coilI Page 6 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services . .................. .. ........ National Society of Professional Engineers for EJCDC. All rights reserved. 1. An amount equal to the cumulative hours charged to the Project by each class of Engineer's employees times standard hourly rates for each applicable billing class for all services performed on the Project, plus reimbursable expenses and Engineer's consultants' charges, if any. 2. Engineer's Standard Hourly Rates are attached as Appendix 1. 3. The total compensation for services and reimbursable expenses is estimated to be $105,900. 7.02 Additional Services: For additional services of Engineer's employees engaged directly on the Project, Owner shall pay Engineer an amount equal to the cumulative hours charged to the Project by each class of Engineer's employees times standard hourly rates for each applicable billing class; plus reimbursable expenses and Engineer's consultants' charges, if any. Engineer's standard hourly rates are attached as Appendix 1. Attachments: Appendix 1, Engineer's Standard Hourly Rates ri ...... ._..... ... .. wwww. Page 5 EJCDC E-500 Agreement Between Owner and Engineer for Professional Services Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. mom ENGINEERS JOINT CONTRACT DOCUMENTS COMMITTEE This is Appendix 1, Engineer's Standard Hourly Rates, referred to in and part of the Short Form of Agreement between Owner and Engineer for Professional Services dated , Engineer's Standard Hourly Rates A. Standard Hourly Rates.- 1. Standard Hourly Rates are set forth in this Appendix 1 and include salaries and wages paid to personnel in each billing class plus the cost of customary and statutory benefits, general and administrative overhead, non -project operating costs, and operating margin or profit. 2. The Standard Hourly Rates apply only as specified in Paragraphs 7.01 and 7.02, and are subject to annual review and adjustment. B. Schedule of Hourly Rates: Hourly rates for services performed on or after the Effective Date are: Design Tech II/Field Technician 11 71 Drafter I/Field Technician III and IV 84 Drafter II/Field Technician V 96 Document Tech 120 Project Assistant I and II 134 CADD Designer /Field Supervisor 184 Engineer/Scientist 125 Staff Engineer/Scientist/Architect 140 Project Engineer/ Scientist/Architect 150 Senior Engineer/ Scientist/Architect I 162 Senior Engineer/Scientist/Architect II 185 Principal Engineer/Scientist/Architect 1 232 Principal Engineer/Scientist/Architect II 265 Engineer/Scientist Director 281 Appendix 1, Standard Hourly Rates Schedule EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright ©2009 National Society of Professional Engineers for EJCDC. All rights reserved. Page I All rates presented apply to services rendered after January 1, 2019 and will be adjusted annually thereafter. Appendix 1, Standard Hourly Rates Schedule EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright ©2009 National Society of Professional Engineers for EJCDC. All rights reserved. This is Exhibit A, Scope of Basic Engineering Services, referred to in and part of the Short Form of Agreement between Owner and Engineer for Professional Services dated , Scope of Basic Engineering Services The City of South Bend desires to move further into digital processes for their utility operation and maintenance needs. This project addresses the needs of the City to index utility as -built drawings, update and digitize related utility infrastructure, establish procedures for maintaining this data moving forward, and develop a GIS-based application for the City's hydrant flushing and valve exercising programs. It also includes as needed on -call support focused on training the City Engineering staff on the use of several GIS applications and software. The following tasks will be completed. Task 1 - Project Management The project management effort includes project staffing, budget and schedule management over the duration of this project. Arcadis will keep the City informed of the current status of the project and coordinate all invoicing related to the project. Arcadis will facilitate a kickoff meeting to review the project intent, scope of services, project schedule, project contacts and communications, site access and invoicing procedures. Task 2 — GIS Indexing of Utility As -Built Drawings The City has 3,040 project as -built drawings stored as PDF files. The PDF files represent separate pages within defined construction projects with unique identification numbers. As the PDFs are processed, Arcadis will merge into single files associated with their respective project numbers. 713 of these PDF files have already been indexed by creating a polygon boundary related to the spatial extent of each drawing. Arcadis will merge all PDFs and create the index polygons for the remaining 2,327 drawings based on the process defined by current City SOPs. The defined process enters title block information including but not limited to the project name, date and page number. A link to each PDF will be added to the polygon data. Deliverable: w Updated GIS and consolidated PDF files Task 3 — GIS Utility Data Update After completion of the indexing process in Task 2, Arcadis will review all as-builts and identify those that have not been updated in GIS. The as-builts identified will be used to correct the GIS. Attributes including diameter, material, inverts and installation year will be entered where clearly defined by the as -built drawings. Location of manholes and pipes will be updated if obviously different from the as -built drawings. If necessary, the location will be adjusted based on visual reference against aerial photography with the expectation of being within about 5 feet of actual Exhibit A, Scope of Basic Engineering Services EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright 02009 National Society or Professional Engineers for EJCDC. All rights reserved. Page I position. Up to 200 as-builts will be updated for this task. Any additional updates that may be required can be performed by Arcadis as additional services. Deliverable: • Updated GIS features Task 4 — As -Built Maintenance SOP As part of this task, a standard operating procedure (SOP) will be created to define the process of maintaining and updating the as -built polygon features in GIS. The SOP will define the triggers such as permitting or Cityworks work orders or other notifications that will initiate collection and digitizing of new as -built drawings. The SOP will also address notification of appropriate staff to then update the GIS data. Deliverable: • SOP document Task 5 —Hydrant Flushing Program Application Arcadis will assist the City with developing a hydrant flushing program application that takes the City's current "paper" practice and makes it digital. Hydrant flushing programs, often employed for location -based water quality improvements based on parameters such as system dead -ends or customer complaints, will require hydrant locational based information to be captured along with flush time, flow rates, and resulting flush volume. Arcadis will work with the City to identify the hydrants that are part of the City's current program and additional hydrants that may be desired to be added based on system dead -ends, the City's 311 water quality complaints, and number of services associated with a hydrant. Once the City's water model is developed and calibrated by others, the model could be used in the future for additional parameters such as water age and can be added as additional services to the hydrant flushing application. Arcadis will identify requirements, provide analysis, develop, test, provide SOP, develop Quality Assurance and Control (QA\QC) plan, and train staff on a data collection application to support the City's Hydrant Flushing Program. The requirements identification will include up to 4 hours meeting with the City to identify specific data points that need to be captured. This will also include a "brainstorming" session to identify any additional information that could be used for other programs or by other City departments, and to build upon the City's current parameters used based on Arcadis' experience with other utilities. The application will be developed and implemented on the City's ArcGIS Portal environment. The City will have the ability to add and remove hydrants from the program, as well as update the frequency of flushing. Iterative testing will be performed, and updates will be made as required by the requirements previously documented. An SOP document will be developed to outline worked performed and steps required to physically perform the hydrant flushing. A QA\QC plan will be developed that will provide the City with a tool to ensure expectations are met and to help evaluate the performance of the flushing crew(s). Finally, training and documentation on the application will be provided to staff and crews. Exhibit A, Scope of Basic Engineering Services EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright ©2009 National Society of Professional Engineers for EJCDC. All rights reserved. Page 2 Deliverables: • Requirements Matrix and Data Dictionary • Identification of Hydrants to Flush • GIS Based Data Collection Application • SOP • QA\QC Plan • Training Documentation • Training for Crews and Required Staff Task 6 — Valve Exercising Program Application Arcadis will assist the City with developing a valve exercising program application that takes the City's current "paper" practice and makes it digital. Valve exercising programs, often employed for maintenance and testing of isolation valves in the distribution system, will require valve locational based information to be captured along with valve turn direction and number of turns to close. Arcadis will work with the City to identify the valves that are part of the City's current program and additional valves that may be desired to be added based on valve size, number of critical customers, and number of serves associated with the valve. Once the City's water model is developed and calibrated by others, the model could be used in the future to identify additional critical valves and can be added as additional services to the valve exercising application. Arcadis will identify requirements, provide analysis, develop, test, provide SOP, develop Quality Assurance and Control (QA\QC) plan, and train staff on a data collection application to support the City's Valve Exercising Program. The requirements identification will include up to 4 hours meeting with the City to identify specific data points that need to be captured. This will also include a "brainstorming" session to identify additional information that could be used for other programs or by other City departments and to build upon the City's current parameters used based on Arcadis' experience with other utilities. The application will be developed and implemented on the City's ArcGIS Portal environment. The City will have the ability to add or remove valves from the program, as well as the frequency of exercising. Iterative testing will be performed, and updates will be made as required by the requirements previously documented. An SOP document will be developed to outline worked performed and steps required to physically perform the valve exercising. A QA\QC plan will be developed that will provide the City with a tool to ensure expectations are met and to help evaluate the performance of the valve exercising crew(s). Finally, training and documentation on the application will be provided to staff and crews. Deliverables: • Requirements Matrix and Data Dictionary • Identification of Valves to Exercise • GIS Based Data Collection Application • SOP • QA\QC Plan • Training Documentation • Training for Crews and Required Staff Exhibit A, Scope of Basic Engineering Services EJCDC E-520 Short Form of Agreement Between (Tuner and Engineer for Professional Services. Copyright ©2009 National Society of Professional Engineers for EJCDC. All rights reserved. Pa2c 3 Task 7 — Hydrant Flow Testing Program Application Arcadis will assist the City with developing a hydrant flow testing program that takes the City's current "paper" practice and makes it digital. Hydrant flow testing will typically be conducted by a City contractor, though this application will allow for both City and contractors to capture and update flow testing information. Arcadis will work with the City and contractor to identify approximately 20% of their hydrants (approximately 800 hydrants) for flow testing for the first year of this program. This program could then be used each subsequent year and could be managed and tracked by the City's Engineering department to ultimately capture all of the City's hydrants. Arcadis will identify requirements, provide analysis, develop, test, provide SOP, develop Quality Assurance and Control (QA\QC) plan, and train staff and contractors on a data collection application to support the City's Hydrant Flow Testing Program. The requirements identification will include up to 4 hours meeting with the City and contractor to identify specific data points that need to be captured. This will also include a "brainstorming" session to identify additional information that could be used for other programs or by other City departments and to build upon the City's current parameters used based on Arcadis' experience with other utilities. The application will be developed and implemented on the City's ArcGIS Portal environment. The City will have the ability to add or remove hydrants from the program as needed, but the initial approximately 800 hydrants will be identified and updated in the GIS prior to the contractor beginning testing. Iterative testing will be performed, and updates will be made as required by the requirements previously documented. An SOP document will be developed to outline worked performed and steps required to physically perform the flow testing. A QA\QC plan will be developed that will provide the City with a tool to ensure expectations are met and to help evaluate the performance of the contractor or City crews. Finally, training and documentation on the application will be provided to staff and crews. Deliverables: • Requirements Matrix and Data Dictionary • Identification of Hydrants to Flow Test • GIS Based Data Collection Application • SOP • QA\QC Plan • Training Documentation • Training for Crews and Required Staff Task 8 — As Needed On -Call Support This task provides on -call professional services related to GIS/engineering support. Individual work orders will be prepared for specific work assignments. Work will proceed only upon issuance of a written Notice to Proceed from the City on a specific work order. Anticipated assistance includes but is not limited to: • Database Migration • Portal Training • CIP Training • ArcGIS Pro publishing Exhibit A, Scope of Basic Engineering Services EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright C2009 National Society of Professional Engineers for EJCDC. All rights reserved. P ame 4 For budgeting purposes, approximately 135 hours of on -call support is included. Anticipated Deliverables: • City Central Database Data Migration • Creation and automation of data replica tools • Training for IT staff on data migration procedures • Engineering Staff Training on ArcGIS Portal (2 Sessions) • Engineering Staff Training on ArcGIS Pro and data stewardship Assumptions The following assumptions are made in the creation of this scope of services and the estimated services fee for this project. Assumptions include: City of South Bend will provide Arcadis with all pertinent available electronic data and documents needed to complete the project. City of South Bend will provide meeting facilities for Arcadis to facilitate required working sessions and meetings with City staff. Mobile Devices are available to crews performing Tasks 5 and 6. Schedule Arcadis is prepared to begin work immediately upon written authorization to proceed and anticipate a three to four -month schedule for this project plus on -going schedule for the on -call support. Exhibit A, Scope of Basic Engineering Services EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright 02009 National Society of Professional Engineers for EJCDC. All rights reserved. Page 5 Budget The project will be completed on a time and material basis for the total fee indicated below. Task Description Budget 1 Project Management $6,100 ....... 2 GIS Indexing of As -Built Drawings $21,500 3 GIS Utility Data Update $21,500 4 As -Built Maintenance SOP $5,700 5Hydrant Flushing Program Application $9,300 6 Valve Exercising Program Application $9,300 7 Hydrant Testing Program Application $7,500 8 As Needed On -Call Support $25,000 Total) $105,900 Exhibit A, Scope of Basic Engineering Services EJCDC E-520 Short Form of Agreement Between Owner and Engineer for Professional Services. Copyright ©2009 National Society of Professional Engineers for EJCDC. All rights reserved. Page 6 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date Name May 10, 2019........................m._.._....... Kara Bovles Department Engineer BPW Date rua mimmiMa 14 2019 Phone Extension 5933 urcmrmmrema wrnmu�mwiwmo�miomoiomuuwiuiuiumwuuuuuwimmmmmmuuuwimmmuiuiuiuiuuuiuuiuiuiu!�iuww su ..�.� ................................�.�. w. ...,�... �. ......_...,,..,._�,,........................... ReuaITtcd Pnor to Submittal to Board -..... mIT BPW Attorney ® Attorney Name Clara McDaniels Dept. Attorney [-1 Attorney Name Purchasing �.�..............................________�w Check the A Item Type — Requiredfiv All Submissions ® Professional Services Agreement Ef Contract El Open Market Contract Amendment/Addendum Bid Opening ❑ Bid Award E] Quote Opening E] Quote Award ❑ Proposal Opening C/O & PCA No. Chg. Order, No. 0 Traffic Control Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description uired Information [ J Proposal [] Special Purchase, QPA [] Req. to Advertise Reject Bids/Quotes PCA Resolution Ease./Encroach ❑ Title Sheei Arcadis [ jYesEj If Yes, Approved by Purchasing ® No MBE Completed E-Verify Form Attached ❑ Yes [ WBE ❑ No i Assistance Utility Asset Management GIS/En a e�r� A 119-051 SSDA TIF 430-1050-460.31-02 ?00 �,�..4 months with ..... 3- th additional on -call services as needed w For haOrders Qq l_n._. Amount of El Increase $ .................. ElDecrease ($ ) Previous Amount __ .......... $ �............. .................... _............................................ Increase /o Current Percent of Change: Decrease ( %) New Amount $ ., Increase % Total Percent of Change: Decrease ( 0 Time Extension Amount: New Completion Date: