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HomeMy WebLinkAboutAmendment No 2 to PSA - Additional Engineering Srvs. South Well Field Imprvmts. – Donohue & Associates, Inc.  ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT JORDAN V. GATHERS MURRAY L. MILLER 1316 COUNTY-CITY BUILDING 227 W. JEFFERSON BOULEVARD SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS October 25, 2022 Mr. Steven P. Gress, P.E. Donohue & Associates, Inc. 209 N. Main St., Suite 206 South Bend, IN 46601 sgress@donohue-associates.com RE: Amendment No. 2 to Professional Service Agreement Dear Mr. Gress: At its October 25, 2022 meeting, the Board of Public Works approved the above referenced amendment for additional engineering services for the South Well Field Improvements, Project No. 117-059C in an amount not to exceed $181,995 (hourly rate). Enclosed please find a copy of the amendment for your records. If you have any further questions, please call this office at (574) 235-9251. Sincerely, /s/ Theresa Heffner Theresa Heffner, Clerk Enclosures TH/lh INTER-OFFICE MEMORANDUM DEPARTMENT OF PUBLIC WORKS DIVISION OF ENVIRONMENTAL SERVICES TO: Members of the Board of Public Works Michael Schmidt, Assistant City Attorney Public Works Theresa Heffner, Clerk FROM: Jacob M. Klosinski, P.E., Assistant City Engineer SUBJECT: 117-059 South Well Field Water Treatment Plant Improvements Agenda Request – Amendment No. 2 to Professional Services Agreement with Donohue & Associates (PROJ-00000082, PO-0000038) DATE: October 17, 2022 The Division of Engineering and Division of Utilities request the Board of Public Works approval of Amendment No. 2 to a Professional Services Agreement with Donohue & Associates for design and engineering services for Project No. 117-059 South Well Field Water Treatment Plant Improvements. Summary of Contract Original Contract $150,000.00 Net Change for previous Amendments $100,000.00 Amendment No. 2 $181,995.00 Total Cost with Amendments $431,885.00 The current scope adjustments for Amendment No. 2 are described in Task Order No. 6 and Task Order No. 7, attached. Task Order No. 6 provides bench testing and feasibility analysis to confirm chlorine breakpoint for a pretreatment chlorine contact tank to address raw water ammonia levels prior to treatment. Results from testing will drive the layout and arrangement for final design. This task order is further described in the attached Task Order No. 6 description of services. Task Order No. 7 includes easement descriptions, final design of the building facility improvements based on the results of Task Order No. 6 and City input, and consultant assistance through bidding services and project award. This task order is further described in the attached Task Order No. 7 description of services. Account amounts shall be adjusted in DFO to adjust to the value for this Professional Services Contract. Account: 430-10-102-121-431002 TIF Southside Development Area #1 (Design Services) For questions regarding the subject agenda request, contact Jacob M. Klosinski (Ext. 9496) at the Division of Engineering. Page 1 (Exhibit K – (Amendment to Owner-Engineer Agreement) – Attachment 1) EJCDC E-500 Agreement Between Owner and Engineer for Professional Services. Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. This is EXHIBIT K, consisting of 2 pages, referred to in and part of the Agreement between Owner and Engineer for Professional Services dated August 8, 2017. AMENDMENT TO OWNER-ENGINEER AGREEMENT Amendment No. 2 1.Background Data: a.Effective Date of Owner-Engineer Agreement:August 8, 2017 b.Owner:Board of Public Works, City of South Bend, Indiana c.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 #06 and Task Order #07 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 #06 and Task Order #07 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:$100,000.00 c. This amendment amount:$181,995.00 d. Adjusted Agreement amount:$431,995.00 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 09/13/2022. Page 2 (Exhibit K – (Amendment to Owner-Engineer Agreement) – Attachment 1) EJCDC E-500 Agreement Between Owner and Engineer for Professional Services. Copyright © 2008 National Society of Professional Engineers for EJCDC. All rights reserved. OWNER: ENGINEER: By: Steven P. Gress, PE Title: Vice President Date Signed:August 24, 2022 October 25, 2022 TASK ORDER #06 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 NAME/DESCRIPTION Task Order #06: Raw Water Bench Testing This Task Order #06 will include professional services associated with the bench testing of raw water from South Well Field in an effort to simulate the proposed breakpoint chlorination process to confirm its feasibility and general alignment with the EPA breakpoint chlorination model. The findings/results of this Task Order #06 will assist in confirming that the scope of Task Order #07 (final project design) is appropriate and complete. A. SCOPE OF SERVICES Deliverables ·Bench Testing Summary Memorandum Project Management ·Update previously developed Project work plan containing the project background, project goals and objectives, task-based project scope, project schedule including deliverables 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.Breakpoint Chlorination Bench Testing 1.1.Coordinate with Owner to collect samples from each well and check ammonia concentrations upon sample collection to obtain samples spanning 3-4 different ammonia concentrations. 1.2.Utilize the EPA Breakpoint Chlorination model to determine optimal chlorine doses and contact times to test. Page 2 of 3 1.3.Perform a series of benchtop tests, adding chlorine to each sample and allowing time for reaction, simulating pre-chlorine contact times. Testing matrix will span different chlorine-to- nitrogen ratios and contact times. 1.4.Measure pH, free chlorine, total chlorine, monochloramine, in each reacted sample and free and total ammonia in select reacted samples. 1.5.Prepare a memorandum summarizing the results and conclusions of the testing. Task Order Scope Conditions ·Samples will be collected by the Owner and transported to the Owner’s laboratory facilities. ·Owner will provide Donohue with access to the laboratory facilities and equipment required for the testing of the collected raw water samples. ·A Hach SL1000 portable analyzer will be temporarily provided by Hach for testing use, at no additional cost to the Owner or Donohue. ·At the time of preparation of this Task Order #06, the following tasks are assumed to not be required and thus, are not included in the Task Order #06 Scope of Services (these services may be provided as a part of other associated Task Orders): o Purchase/rental of sample collection and/or testing equipment o Topographic survey collection o Geotechnical investigation and/or analysis o Flow modeling o Design, bidding and/or construction phase engineering services B. PROJECT TIMING 1.Donohue shall be authorized to commence the Services set forth herein upon signed approval of this Task Order #06. Given execution of this Task Order #06 to commence all Scope of Services items, the bench testing is anticipated to commence the week of September 5, 2022, but is subject to change due to availability/delivery of supplies. The summary memo will be submitted three (3) weeks following the completion of bench testing. C. COMPENSATION 1.Task Order #06 shall be compensated on an Hourly, Not-to-Exceed basis for the total amount of $16,100. Page 3 of 3 APPROVED FOR OWNER APPROVED FOR DONOHUE By: By: Printed Name: Printed Name: Steven P. Gress, P.E. Title: Title: Vice President Date: Date: 08-24-2022 TASK ORDER #07 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 NAME/DESCRIPTION Task Order #07: Final WTP and Water Main Design This Task Order #07 includes engineering services for the final design and bidding of two associated, yet separate bidding packages relating to the improvements to the 2017 South Well Field, Water Treatment Plant and Pressure District Improvements project. The two bidding packages include: 1.Improvements to the South WTP (Contract A) 2.New 20-inch water main running along the abandoned railroad between the South Well Field/WTP and Ireland Road (Contract B) This Task Order #07 will expand upon, and be executed to supplement, the Task Order #04 scope, which was halted in early 2019 and $126,195 was invoiced for Task Order #04 services completed at that time. The completion of this Task Order #07 will also be dependent on the results of Task Order #06. If the results of the bench testing associated with Task Order #06 are not found to be acceptable, this Task Order #07 will be subject to modification. The major Project improvements associated with this Task Order include: 1.Modification/replacement of existing pumps and motors in Well No. 4A and Well No. 5 as needed to provide raw water to the modified treatment process stream 2.Addition of a new below-grade, concrete contact tank and associated High Service Pump (HSP) station located outside of the existing GAC structure. a.Contact tank will be added to the treatment process stream following the well pumps and pre-chlorination vaults, and prior to the existing GAC units. b.The associated HSP station design will include sizing and selection of new pumps, motors and VFDs to provide the pressures required for direct supply through the remaining South WTP process stream and into the South Pressure District. 3.Modifications to the Chlorine Room necessary to accommodate the following: a.Increased chlorine storage to three, 1-ton cylinders. Page 2 of 6 b.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). 4.Modifications to chlorine feed, mixing and control, including: a.New pre-chlorination vault for adding chlorine to the 16–in. raw water line for breakpoint chlorination upstream of the new contact tank and existing GAC unit. b.Ammonia analyzer for monitoring raw water ammonia concentrations and for chlorine feed control. c.Chlorine residual analyzer for breakpoint free chlorine residual monitoring and chlorine feed trimming control. d.New chlorine residual analyzer for finished water free chlorine residual monitoring and optional trimming control. e.New static mixer in 16-in. finished water line following the final chemical addition. 5.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. 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 ·Proposed water main easement description and exhibit. ·Prepare the following deliverables for both Contract A and Contract B bid packages: 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) 50 Division, 3-part format. ·Prepare drawings using Donohue CADD standards. ·Provide Bidding Documents in the form of .pdf electronic files. Drawings will be 11-in x 17-in size. Page 3 of 6 Project Management ·Update previously developed Project work plan containing the project background, project goals and objectives, task-based project scope, project schedule including deliverables 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.Water Main Easement Description and Exhibit 1.1.Donohue shall subcontract Abonmarche & Associates to provide a legal description and exhibit of the required water main utility easement within the abandoned railroad corridor between the South Well Field property and Ireland Road. 1.1.1.The description and exhibit will be for a single easement to be acquired from the sole Owner of the abandoned railroad corridor. 1.2.This Task Order #07 shall be modified, or a new Task Order shall be developed if additional legal descriptions and/or exhibits are deemed to be required in the future, due to the existence of multiple Owners, realignment of the proposed water main or any other unforeseen circumstances. 2.Final (90%) Design 2.1.Review previously developed plans and specifications for this project (last updated in 2019): 2.1.1.Contract A – Well Field and Water Treatment Plant Improvements 2.1.2.Contract B – Water Distribution Improvements 2.2.Based on review of previously developed plans and specifications, request and review additional and updated information from the Owner necessary for development of the design documents, including: 2.2.1.New and updated studies, reports, drawings, and information regarding the South WF and WTP. 2.2.2.Existing sanitary sewer (and other utilities) along Chippewa Avenue. 2.2.3.Easement availability information along the abandoned railroad corridor between South Well Field and Ireland Road. 2.3.Prepare final design drawings to the approximate 90% completion stage. Design drawings will be prepared on 11" x 17" half-sized sheets for both Contract A and Contract B bid packages. 2.4.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. 2.5.Update the opinion of the probable construction cost based on the 90% design completion documents. Page 4 of 6 2.6.Perform an internal quality review of the 90% completion design documents for both Contract A and Contract B bid packages. 2.7.Submit PDF copies of 90% completion design drawings (half-size), specifications, and opinion of the probable construction cost to the Owner for review and comment. 2.8.Conduct a 90% design completion review meeting with the Owner, and incorporate comments and any necessary changes into the design. 2.9.If required by IDEM, prepare and submit a construction permit application to IDEM. Owner shall reimburse Donohue for the application submittal fee. 3.Bidding Documents Finalization 3.1.Prepare Bidding Documents (100% Design) for City use in bidding the Project for both Contract A and Contract B bid packages. 3.2.Submit an electronic (.PDF) set of the Bidding Documents to the Owner for both Contract A and Contract B bid packages. 4.Bid Phase Services 4.1.Issue addenda as appropriate to interpret, clarify or expand the Bidding Documents. 4.2.Coordinate and attend Pre-bid meeting for both Contract A and Contract B bid packages. 4.3.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. 4.4.Consult with the Owner regarding the acceptability of substitute materials proposed by the Contractor when substitution prior to the award of contract is allowed by the Bidding Documents. 4.5.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. Task Order Scope Conditions ·At the time of preparation of this Task Order #07, the following tasks are assumed to not be required and thus, are not included in the Task Order #07 Scope of Services (these services may be provided as a part of other associated Task Orders): o Easement descriptions and/or exhibits in excess of the one (1) identified in Section 1 of this task Order #07’s Scope of Services o Topographic survey collection o Geotechnical investigation and/or analysis o Flow modeling Page 5 of 6 o Bid Document distribution o Construction phase engineering services B. PROJECT TIMING 1.Donohue shall be authorized to commence the Services set forth herein upon signed approval of this Task Order #07. Given execution of this Task Order #07 to commence all Scope of Services items, the anticipated project schedule will be as follows: ·Easement Documents September 16, 2022 ·Contract A o 90% Submittal October 28, 2022* o 90% Review Meeting November 4, 2022 (anticipated) o IDEM Application for Construction Permit Submittal November 18, 2022** o Bidding Documents Submittal March 3, 2023*** ·Contract B o 90% Submittal October 28, 2022^ o 90% Review Meeting November 4, 2022 (anticipated) o IDEM Notice of Intent (NOI) Submittal November 18, 2022^^ o Bidding Documents Submittal November 18, 2022^^^ Notes: * The date of the 90% Submittal is contingent upon the receipt of acceptable results from the bench testing performed as part of Task Order #06. Unacceptable results, or resulting design revisions, will result in modifications to this and all subsequent dates. ** IDEM’s review time is anticipated to be approximately three (3) months. *** Bidding Documents Submittal date for Contract A is contingent upon IDEM’s review and response to the Application for Construction Permit submittal. Final Bidding Documents will be available approximately two weeks following the receipt of all Owner comments, IDEM Review comments, and construction permit approval. ^ The date of the 90% Submittal is contingent upon the City’s acquisition of the proposed water main easement. Delays in the easement acquisition will result in modifications to this and all subsequent dates. ^^ IDEM requires that construction covered by the NOI cannot begin for at least 30 days following their receipt of the NOI. ^^^ Construction is not anticipated to begin until several months following the NOI submittal to IDEM, therefore final Bidding Documents will be available approximately two weeks following the receipt of all Owner comments. C. COMPENSATION 1.Based on previously submitted invoices the total compensation for Task Order #04 is reduced from $164,000 to $126,195. Page 6 of 6 2.Task Order #07 shall be compensated on a Lump Sum basis for the total amount of $171,500. APPROVED FOR OWNER APPROVED FOR DONOHUE By: By: Printed Name: Printed Name: Steven P. Gress, P.E. Title: Title: Vice President Date: Date: 08-24-2022 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 10-17-2022 Name: Jacob M. Klosinski Department of Public Works – Engineering Division BPW Date: 10-25-2022 Phone Extension:9496 Required Prior to Submittal to Board BPW Attorney X Attorney Name Michael Schmidt Dept. Attorney Attorney Name Michael Schmidt Purchasing Ron O'Connor / Michael Schmidt Check the Appropriate Item Type –Required for All Submissions Professional Services Agreement Contract Proposal Open Market Contract Amendment/Addendum Special Purchase, QPA Bid Opening Bid Award Req. to Advertise Title Sheet Quote Opening Quote Award Reject Bids/Quotes Proposal Opening C/O & PCA No. PCA Chg. Order, No. Traffic Control Resolution Other: Ease./Encroach Required Information Company or Vendor Name Donohue & Associates (V-00000476) New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name South Well Field Improvements Project Number 117-059C / PROJ# 00000082 Funding Source 430-10-102-121-431002 TIF – Southside Development Area #1 Account No. PO # 0000038 Amount $181,995.00 Terms of Contract Lump Sum (Hourly Rates, Not to Exceed) Special Contract Provisions Purpose/Description The Division of Engineering and Division of Utilities request the Board of Public Works approval of an Amendment to a Professional Services Agreement with Donohue & Associates for additional scope items including bench testing, easement descriptions, and final design through bidding. Refer to Memorandum and Amendment No. 2 Task Order 6 & 7 scope descriptions. For Change Orders Only Amount of Increase Decrease $ ($ ) Previous Amount $ Current Percent of Change: Increase Decrease % (%) New Amount $ Total Percent of Change: Increase Decrease % (%) Time Extension Amount: New Completion Date: