Loading...
HomeMy WebLinkAboutAmendment No 1 to PSA - Long Tern Control Plan Proj No 124-039 - Stantec ELIZABETH A. MARADIK JOSEPH R. MOLNAR GARY A. GILOT MURRAY L. MILLER BREANA N. MICOU CITY HALL 215 S. MARTIN LUTHER KING JR. BLVD., SUITE 400 SOUTH BEND, INDIANA 46601-1830 PHONE 574/ 235-9251 FAX 574/ 235-9171 CITY OF SOUTH BEND JAMES MUELLER, MAYOR BOARD OF PUBLIC WORKS December 16, 2025 Mr. T. Joe Johnson Stantec Consulting Services, Inc. 350 N. Orleans Street, Suite 8000N Chicago, IL 60654 Joe.johnson@stantec.com RE: Amendment No. 1 to Professional Services Agreement Dear Mr. Johnson: At its December 16, 2025 meeting, the Board of Public Works approved the above referenced amendment for the Complete Preliminary Design and Start Final Design Phases for the Federally Mandated Long-term Control Plan for the Randolph- Sampson Treatment Basin, Project No. 124-039 in the amount of $1,747,259. Please find enclosed the agreement. Kindly sign and return it to hhorvath@southbendin.gov and retain a copy for your records. If you have any further questions, please call this office at (574) 235-9251. Sincerely, /s/ Hillary Horvath Hillary Horvath, Clerk Enclosures HH 1 AMENDMENT NO. 1 TO AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES BETWEEN THE BOARD OF PUBLIC WORKS, CITY OF SOUTH BEND, INDIANA AND STANTEC CONSULTING SERVICES, INC. RANDOLPH-SAMPSON RETENTION TREATMENT BASIN This Amendment No. 1 to the Agreement Between Board of Public Works, City of South Bend, Indiana and Stantec Consulting Services, Inc. dated November 12, 2024 (“Agreement”) is made and entered into this 16th day of December, 2025. Whereas, Stantec Consulting Services, Inc. (“Engineer”) and the Board of Public Works, City of South Bend, Indiana (“Owner”) did enter into a written Agreement on November 12, 2024 whereby Engineer agreed to perform engineering services; and Whereas, it is the desire of the parties to enter into this Amendment No. 1 to the Agreement under which the Consultant agrees to perform additional study/preliminary engineering, preliminary design, and 60% design services for the Randolph-Sampson Retention Treatment Basin. Now therefore, for and in consideration of the covenants and agreements herein set forth, it is agreed by and between the parties hereto, that the said Agreement is hereby amended in the following particulars: 1. The original Exhibit A – Engineering Services for Randolph-Sampson Retention Treatment Basin is amended to include the Additional Engineering Services for Randolph-Sampson Retention Treatment Basin included with this Amendment as Exhibit A1. 2. The original Compensation Packet BC-1: Basic Services – Lump Sum is modified as shown below to include the basis of compensation for the new scope of services authorized under this Amendment No. 1. The Total, Lump Sum compensation is hereby increased to $3,069,259 as indicated below: Original Agreement Amendment 1 Total a. Study/PER Phase $1,322,000.00 $0.00 $1,322,000.00 b. Preliminary Design Phase $TBD $1,521,656.00 $1,521,656.00 c. Final Design Phase $TBD $225,603.00 $225,603.00 d. Bidding and Negotiating Phase $TBD $TBD $TBD e. Construction Phase $TBD $TBD $TBD f. Post-Construction Phase $TBD $TBD $TBD 3. The Period of Service defined in the original Compensation Packet BC-1 is amended to a total duration of 20 months, ending in June 30, 2026. 2 Except as amended by the provisions hereof and prior authorized amendments, the Agreement between the parties hereof dated November 12, 2024 shall be and remains in full force and effect. In witness whereof, the parties hereto have executed this Amendment to Agreement on the day and year first above written, with the expressed intent of the parties that said Amendment No. 1 to Agreement, including Exhibit A1 is hereby incorporated into and made a part of said original Agreement and shall be effective pursuant thereto. IN WITNESS WHEREOF, the undersigned have executed this Amendment to Agreement acknowledging that there are no other oral agreements that have not been reduced to writing in this statement. Owner: City of South Bend, Indiana Engineer: Stantec Consulting Services, Inc. Board of Public Works ___________________________________ ___________________________________ Elizabeth A. Maradik, President ___________________________________ Joseph R. Molnar, Vice President ___________________________________ Gary A. Gilot, Member December 16, 2025 Exhibit A1 Additional Engineering Services for Randolph-Sampson Retention Treatment Basin Introduction This document defines the scope of additional engineering services for the Randolph- Sampson Retention Treatment Basin (RTB) project to be provided under this Amendment No. 1. It details tasks involving Preliminary Design Phase and Final Design Phase. The amendment covers activities through Preliminary Design Phase and 60% design completion and project delivery planning of the process mechanical and site/civil disciplines. Scope of Services Task 1 - Preliminary Design Phase Subtask 1.1 – Site Investigation Preliminary Design site investigations aim to further define conditions impacting design and permitting based on findings from the previously authorized activities. This includes site alternatives analysis, additional topographic, utility, property surveys, a Phase IA archaeological reconnaissance to support funding e.orts, a Letter of Map Revision (LOMR) application, a Phase II Environmental Site Assessment (ESA), a detailed design geotechnical investigation, and field visits to Cincinnati and Detroit RTB facilities. The archaeological survey involves shovel test units (STUs) at 15-meter intervals due to anticipated low surface visibility, with a report expected to find no archaeological sites. A LOMR application is planned due to the site's location in a FEMA Zone A flood hazard area. The Phase II ESA will test soil, groundwater, and soil gas for contamination using eleven boreholes with specific analyses for volatile organic compounds, metals, and other contaminants. Sampling and laboratory analysis will follow USEPA methods, with a report summarizing field data, lab results, and comparisons to Indiana standards. A detailed design geotechnical investigation will include seven test borings up to 75 feet deep, soil sampling, installation of groundwater monitoring wells and various laboratory tests to inform foundation and excavation design. Geotechnical reports will provide baseline conditions and design bases including soil parameters, groundwater control, and construction considerations. Field visits to Cincinnati and Detroit RTB facilities are also planned to gather insights for the project. Deliverables that will be included for this subtask will include (All deliverables will be submitted via email in PDF format unless otherwise noted): ·Survey basemap in AutoCAD Civil 3D 2025 version. ·Electronic copies of the reports and shapefiles for the Phase IA Archaeological Reconnaissance. ·LOMR application. ·Phase II Environmental Site Assessment. ·Detailed Design Geotechnical Investigation Data Report ·Summary of Cincinnati and Detroit RTB Facilities Visit Findings Subtask 1.2 – Preliminary 30% Design This phase includes process, site/civil, architectural, structural, mechanical, electrical, and instrumentation/control design: ·Process Design: Preparation of a Basis of Design Report (BODR) covering project description, regulatory requirements, service area, design flows, treatment process, solids management, and sta.ing. The RTB system integrates diversion, mechanical screening, a 4.7-million-gallon storage tank, flushing systems, chlorine disinfection, dechlorination, dewatering pumps, and odor control systems. ·Hydraulic Modeling and Design: Hydraulic profiling will evaluate system flows under various conditions including dry weather, wet weather, stormwater peaks, and emergency discharges. The project will use Flow-3D Hydro software to develop four 3D CFD models focusing on the diversion structure, flow to screens, storage and chlorine contact tanks, and discharge junction structure. These models will optimize hydraulic performance, assess turbulence, prevent dead zones, and recommend design improvements. Results will be summarized for the Basis of Design Report. ·Site/Civil Design: Review of field data, site visit, zoning ordinance review, preliminary layouts for roads, grading, storm sewer piping, stormwater management, and preparation of technical specifications. Submission of a 30% concept site plan for permitting is included. ·Architectural Design: Building code review, preliminary floor plans and elevations for screening, electrical, and chemical storage buildings, design narratives, and technical specifications prepared using Revit 2024. ·Structural Design: Review of documentation and geotechnical reports, preliminary foundation design for tanks and buildings, development of structural requirements for precast tanks (to be designed by manufacturer), and preparation of technical specifications. ·Mechanical/HVAC/Plumbing Design: Preliminary system level drawings, natural gas, water, drainage for process operations, ventilation and NFPA 820 compliance, heating/cooling calculations, fire protection coordination, and emergency fixtures design. ·Electrical Design: Load analysis, single-line diagrams, coordination with electric company, site plans, motor control center layouts, backup power considerations, lighting, communications, and fire/security systems. ·Instrumentation and Control Design: Preliminary control and SCADA diagrams, PLC system description, interface with existing plant controls, operator interface, P&ID development assistance, and technical specifications. Deliverables that will be included on this subtask: ·30% design plans (estimated 59 sheets). ·List of anticipated specifications. ·Basis of Design Report. Subtask 1.3 – Permitting/Project Implementation STANTEC will evaluate project implementation factors including: ·Land and Easement Requirements: Revisions to land acquisition and easements documentation based on 30% Design as needed. ·Permitting: Coordination with permitting agencies for required permits including railroad crossing, NPDES updates, floodplain revisions, erosion control, construction stormwater, building and infrastructure permits, wildlife and historic preservation reviews. ·Project Financing: Support for State Revolving Fund loan application to address comments from the Indiana Finance Authority (IFA). Deliverables that will be included on this subtask: ·Permitting information will be included in the BODR and evaluations from these activities will be incorporated into the PER. Task 2 – Final Design Phase Subtask 2.1 – 60% Design Design documents will be advanced to 60% design for process mechanical and site/civil design, incorporating Owner and IDEM comments. The use of Revit 2025 for 3D modeling of tanks and buildings is planned. Updated design calculations and coordination with vendors for equipment and instrumentation will occur. ·Process Mechanical: Progress on the preliminary detailed design documents, work includes building, access road, and utility layouts in coordination with other disciplines; hydraulic profiles; process flow diagrams; and updated vendor proposals based on design refinements. Prepare layouts, plans, sections, and details for major process structures and equipment, including diversion structure, screens, washer-compactors, storage tanks, disinfection and flushing systems, electrical/control building, chemical storage building, and junction chambers. Define chemical building layout, chemical selection, delivery options, and storage requirements. Provide plans and sections for plant piping, valves, and appurtenances, update the Basis of Design Report (60%), and develop technical specifications. ·Site/Civil Design: Prepare site layout grading and yard piping plans depicting influent, e.luent, air, gas, water, power, and control conduits; storm sewer and stormwater management plans; typical roadway sections and general details; temporary and permanent erosion control plans; and a Stormwater Pollution Prevention Plan. Technical specifications will be included for all civil components. Deliverables that will be included on this subtask: ·Wastewater process design with layouts, hydraulic profiles, process flow diagrams, updated vendor proposals, and technical specifications. ·Site/civil design with site grading, yard piping, storm sewer design, erosion control, and Stormwater Pollution Prevention Plan. ·Updates from the Hydraulic design and CFD to be implemented in the process mechanical design. ·Deliverable 60% process mechanical design and site/civil design drawings, and selected specifications. A total of 91 60% design drawings is anticipated for this amendment. The above 60% scope covers the full 60% design for process mechanical and site/civil disciplines. The remaining disciplines design scope for 60% design submittal (a total of 180 drawings anticipated) and beyond will be included in Amendment No. 2 once the Owner approves the process mechanical and site/civil design. Project Management Project Administration/Management: Included in each of the above phases is project management. Project management will be conducted under Engineer’s internal framework, including updates to the Project Execution Plan, ongoing schedule and budget monitoring, and ongoing monthly reporting to the Owner. Scope or schedule changes will be documented and require Owner approval before additional services proceed. Meetings: Meetings include bi-weekly progress meetings with the Owner, bi-weekly internal progress meetings, weekly inter-discipline coordination meetings, and as-needed Teams meetings to discuss items that need immediate attention by the Owner and the project team. Quality Management, Risk Management, and Schedule Management: Quality management involves rigorous review of deliverables with Owner feedback incorporated. Risk management includes maintaining a risk register reviewed regularly during progress meetings. Schedule management involves maintaining and updating the schedule through the course of the project. Deliverables (All deliverables will be submitted via email in PDF format unless otherwise noted): ·Meeting agenda distributed two (2) business days before the meeting. ·Meeting presentation and/or other documents shared during the meeting. ·Meeting notes submitted within five (5) business days after the meeting. ·Risk register and updates. BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Date: 12/10/2025 Name: Kieran Fahey Department of Public Works – Engineering Division BPW Date: December 16th 2025 Phone Extension: 5993 Required Prior to Submittal to Board BPW Attorney X Attorney Name Dept. Attorney Attorney Name Michael Schmidt Purchasing 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 Stantec Consulting Services New Vendor Yes If Yes, Approved by Purchasing No MBE/WBE Contractor MBE WBE Completed E-Verify Form Attached Yes No Project Name LTCP Sewage storage tank Project Number 124-039 Funding Source LTCP Engineering Account No. 642-06-605-514-431002-- Amount $1,747,259 Terms of Contract Study phase, previously approved, has been completed, now this is to complete Preliminary design and start Final design phases. Special Contract Provisions Purpose/Description Building out the Federally mandated Long-term control Plan 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: