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Home My WebLink AboutTask Order Eight (8) – Renegotiate Long Term Control Plan - Stantec Consulting Services, Inc.1316 COUNTY -CITY BUILDING 227 W.JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 h"IILN "L'Id �tla 1865 CITY OF • BEND JAMES MUELLER, MAYOR BOARD ;WORKS March 10, 2020 Mr. T. Joe Johnson Stantec Consulting Services, Inc. 350 N. Orleans St., Suite 1301 Chicago, IL 60654 RE: Task Order Eight (8) Dear Mr. Johnson: PHONE 574/235-9251 FAX 574/235-9171 The Board of Public Works, at its meeting held on March 10, 2020, approved the above referenced task order to renegotiate the long-term control plan in an amount, not to exceed $150,000. Enclosed please find a copy of the task order for your records. If you have any further questions regarding this matter, please call this office at (574) 235- 9251. Sincerely, h(c, Linda M. Martin, Clerk Enclosure GARY A. GILOT ELIZABETH A. MARADIK THERESE J. DORAU JORDAN V. GATHERS JOSEPH R. MOLNAR Attachment A TASK ORDER 08 2020 CSO LTCP NEGOTIATIONS SUPPORT This Task Order is made this k0 day of fir- , 2020 by and between the City of South Bend, Indiana, by and through its Board of Public Works ("CLIENT") and Stantec Consulting Services Inc. ("CONSULTANT") pursuant to the terms and conditions set forth in the Master Services Agreement executed between the parties on the 1 lth day of April, 2017, ("Agreement") and extended by change order on the 14th day of January 2020, which incorporated this Task Order by reference. to--O s6- 8 1. The CLIENT Contract Number for this Task Order is . The CLIENT Contract Number shall be referenced in each invoice submitted by CONSULTANT to CLIENT under this Task Order. CLIENT seeks consultant team support for ongoing analyses, communications, and meetings related to the pursuit of modifications to the City's current Combined Sewer Overflow (CSO) Long-term Control Plan (LTCP). 2. The Services performed by CONSULTANT under this Task Order will be performed on an "on - call" basis in response to direction from the CLIENT or regulatory request. CONSULTANT will review the requirements associated with requests for additional analysis or information and advise the CLIENT if a request is considered outside of the scope of this agreement, or if the effort required would exceed the budget established for services under this Task Order. The specific types of services that may be requested by CLIENT under this Task Order are described below: Task 8.1: Meetings with Regulatory Agencies — CONSULTANT will coordinate with CLIENT to plan, schedule, prepare for, participate in, and document meetings with regulatory agencies. It is assumed that meetings will be held in South Bend, Chicago or Indianapolis. Services under this task may include, but are not limited to: - Coordination of schedules, distribution of invitations for meetings, - Preparation/distribution of agendas for meetings - Coordination of meeting preparation calls between CONSULTANT team members, CLIENT legal team, and/or CLIENT staff - Preparation of presentation slides or other documents for use in meetings - Participation in meetings in person or via conference call - Preparation and distribution of written meeting notes. Task 8.2: Collection System Hydraulic Modeling and Analysis — In response to direction from CLIENT, CONSULTANT shall perform services related to the continued refinement, calibration, and/or application of the City's collection system model as required to respond to CLIENT or Regulatory Agency requests. Modeling services may include modification of the collection system model to reflect revised simulation conditions or improvement configuration, performance of model simulations, documentation of model results, and senior level quality reviews of model analyses. Results from model simulations will be documented in technical memoranda that include detailed references to the date and name of the model input files used as the basis for each analysis. Task 8.3: Water Quality Modeling and Analysis — In response to direction from CLIENT, CONSULTANT shall provide services related to the performance and documentation of additional water quality model simulations and analysis as required to respond to CLIENT or Regulatory Agency requests Modeling services may include modification of the St. Joseph River water quality model to reflect revised simulation conditions or CSO overflow conditions, performance of model simulations, documentation of model results, and senior level quality reviews of model analyses. Results from model simulations will be documented in technical memoranda that include detailed references to the date and name of the model input files used as the basis for each analysis. Task 8.4: Improvement Project Concept Design - CONSULTANT will perform conceptual design analyses as required to identify, characterize, and/or estimate probable construction costs for improvement projects to meet the City's objectives. Specific analyses will be performed based on discussions with CLIENT and/or Regulatory Agency requests. Analyses may be required to address issues such as those listed below: • Development of design details for modification of existing regulators and/or dry weather flow (throttle) pipes, revising the size and configuration of the regulators, preliminary design of weir lengths and elevations, gate locations, and installation of gate controls with level sensors to reduce CSO frequency, duration, or volume. • Development of conceptual design details including adjusted storage volumes, site and interceptor modification layouts, hydraulic profiles, and sewer configurations for the proposed storage facilities at the South Bend WWTP, Memorial Park, and near the intersection of Randolph and Sampson Streets. • Modification or enhancement of the existing CSONet Smart Sewers system to improve the control of flows within the local collection system and reduce CSO overflow volume. • Development of revised cost estimates or implementation schedules. Conceptual design analyses performed will be documented in technical design memoranda that include conceptual drawings, a summary of key design criteria/parameters, an opinion of probable construction cost (AACE Class 4), and a summary of major constructability or implementation challenges. Task 8.5: Financial Capability Assessment (FCA) Updates — If requested by CLIENT, CONSULTANT will provide services required to respond to regulatory agency comments pertaining to the City's Financial Capability Assessment. Task 8.6: LTCP Team Strategy Meetings - CONSULTANT team members will participate in periodic strategy calls or meetings with the CLIENT and the Legal team to assist in development of a negotiation strategy and identify discussion topics for regulatory meetings as discussed in Task 8.1. If directed by CLIENT, CONSULTANT will prepare written meeting notes to document discussions during these meetings. Task 8.7: Advisory Committee Meetings — If directed by the CLIENT, CONSULTANT will coordinate with CLIENT to plan, schedule, prepare for, participate in, and document a meeting with the CLIENT's CSO LTCP Advisory Committee. It is assumed that meetings with the Advisory Committee will be held in South Bend at a location arranged by the CLIENT. CONSULTANT will support CLIENT in efforts to coordinate Advisory Committee meetings, but all direct communication with the Advisory Committee will be through the CLIENT. Services under this task may include, but are not limited to: - Coordination of schedule - Preparation of agenda for meetings Appendix I (Compensation) TASK ORDER 8 COMPENSATION COMPENSATION 1.1 CLIENT shall pay the CONSULTANT on an hourly basis for services performed in response to direction from the CLIENT on an "on -call" basis. Compensation shall be in accordance with the fee schedules attached for CONSULTANT and SUBCONSULTANT staff. Reimbursable direct expenses (materials, travel, lodging, communications, etc.) will be billed and paid for at 100% of cost. An administrative charge of 10% will be billed and paid on SUBCONSULTANT costs. CONSULTANT's total compensation for services requested in this Task Order shall not exceed $150,000 without prior written approval from the CLIENT. 1.2 CONSULTANT shall monitor actual and projected expenditures under this Task Order and provide to the CLIENT an updated summary of services provided (itemized by CONSULTANT and SUBCONSULTANT), billings to date, and budget remaining with each monthly invoice. CONSULTANT shall not perform services that would result in billings above the not -to -exceed compensation amount of $150,000 without prior written approval from the CLIENT. 1.3 Electronic payment may be made to the following address: BANK NAME: Bank of America BANK ADDRESS: 100 North Tryon Street Charlotte, NC 28202 ACCOUNT #: 3752096026 ACCOUNT NAME: Stantec Consulting Services, Inc. ROUTING/TRANSFER # FOR ACH: 111000012 ROUTING/TRANSFER # FOR WIRES: 026009593 1.4 Mail / Lock Box Stantec Consulting Services Inc. 13890 Collections Center Drive Chicago, IL 60693 Attn: Accounts Payable STANTEC CONSULTING SERVICES, INC. CITY OF SOUTH BEND, INDIANA PUBLICL( IDS Signtt Gary �, G''lot, Presideq". Joe Johnson Vice, President Printed Name and Title : Date; ....... March 2020..................................... .... 350 N. Orleans _Street , Suite 1301 Street Address P.O. Box Chicago, Illinois _ 60654 City, State Zip 312.831,3000 312.831.3999 Telephone Fax Eliza eth Maradik, Member Therese Dorau, Member 4w'�� t Jorofi Gathers, Mem er 16seph Molnar, Member Engineer License or Firm's Certificate number: ATTEST: 062.045393 State of Illinois a. Consultant Designated Representative 74C ".b Name: Joe Johnson Address: 350 N. Orleans Street, Suite 1301 Linda M. Martin, Clerk Chicago, Illinois, 60654 Date: W / a a 0 "-)a City (Client) Designated Representative: Name: Kieran Fahey Title: Director, Long-term Control Plan - Coordination of meeting preparation calls between CONSULTANT team members, CLIENT legal team, and/or CLIENT staff - Preparation of presentation slides for use in meeting - Participation in meeting in person - Preparation and distribution of written meeting notes. Project Management: CONSULTANT will manage and monitor the delivery of services under this Task Order and communicate progress with the CLIENT on a regular basis. CONSULTANT will track project progress using earned value management tools and provide summaries of progress and expenditures by task to the CLIENT with each invoice. The Project Schedule is as follows: Services under this Task Order 08 will begin upon receipt of authorization to proceed from the CLIENT and will continue as needed to prepare for and respond to the Regulatory meetings and discussions through December 31, 2020. 4. The Compensation to be paid to CONSULTANT for the performance of the Services under this Task Order is set forth in Appendix I (Compensation), attached hereto and incorporated herein by reference. [Signature Page follows] BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date 3/3/2020 Department Name Kieran Fah as i� cei-lng,..... BPW Date 3/10/2020 Phone Extension 5993 Review and Approval I�egr�ed Prior to Submittal to Board Diversity Compliance El Officer Name and Inclusion Officer BPW Attorney Attorney Name Clara McDa aiels Dept. Attorney [ Attorney Name Purchasing 7M Check the Appropriate Item Type -- Professional Services Agreement ❑ Contract ❑ Open Market Contract Amendment/Addendum ❑ Bid Opening Bid Award n Quote Opening Quote Award Proposal Opening E] C/O & PCA No. Chg. Order, No. n Traffic Control a Other: Company or Vendor Name New Vendor MBE/WBE Contractor Project Name Project Number Funding Source Account No. Amount Terms of Contract Purpose/Description Information All Submissions Proposal H Special Purchase, QPA ❑ Req. to Advertise ❑ Reject Bids/Quotes ❑ PCA ❑ Resolution Ease./Encroach ❑ Title Shee Stantec Consulting Services .................. ❑ Yes If Yes, Approved by Purchasing ® No ❑ MBE Completed E-Verify Form Attached Yes ❑ WBE No LTCP Renegotiation �117-056.8 ��_._........�. �_............�__wwwww .,._.,�.��.�.�.��........� ___ __ .................. w www .......... __. ................... w... ........_ Wastewater Professional Services LTCP En ineerin ._......... ............................... w ., 641-0630-793-3201 0,000 .--.....�....................... m,,,,,,,,.....�..��................. Not to exceed the above amount µ For renegotiation of new LTCP. This is an additional Task Order toan ._ already existing (BPW approved) agreement. For Change Orders Only Amount of Increase $ ❑ Decrease ($ )... WWWWWWWW Previous Amount Current Percent of Change: New Amount Total Percent of Change: Time Extension Amount: Increase % Decrease Q' mm% Increase % Decrease