Loading...
HomeMy WebLinkAboutResolution - 5475 - Supplement Agreement #2 To Contract - HDR Engineering Inc - WTRL - 04_24_1997RESOLUTION NO.5475 Item #34 April 24, 1997 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock BE and is hereby authorized and directed to execute for and on behalf of the City of Lubbock Supplement Agreement No. 2 to the Contract by and between the City of Lubbock and HDR Engineering, Inc., dated October 8, 1992, for professional engineering services as related to the West Texas Region Landfill for Construction Plans and Specifications, Bid Administration and Construction Related Services, which supplement agreement is attached hereto, which shall be spread upon the minutes of the Council and as spread upon the minutes of this Council shall constitute and be a part of this Resolution as if fully copied herein in detail. Passed by the City Council this 24th day of April 1997. Y SlItM, MAYOR ATTEST: Katle Darnell, City Secretary APPROVED AS TO CONTENT: Mildred Cox, Managing Director of Transportation APPROVED AS TO FORM: ff flaksell, Assistant City Attorney dp\ccdocsUr-supp.res April 1,4 1997 RESOLUTION NO. 5475 Item #34 April 24, 1997 SUPPLEMENTAL AGREEMENT NO. 2 TO THE AGREEMENT DATED OCTOBER 8,1992 AND SUPPLEMENTAL AGREEMENT NO. 1 DATED DECEMBER 9, 1993 BETWEEN CITY OF LUBBOCK, TEXAS OWNER AND HDR ENGINEERING, INC. ENGINEER FOR PROFESSIONAL ENGINEERING SERVICES FOR THE WEST TEXAS REGION LANDFILL CONSTRUCTION PLANS AND SPECIFICATIONS BID ADMINISTRATION AND CONSTRUCTION RELATED SERVICES PROJECT April 14, 1997 1 SUPPLEMENTAL AGREEMENT NO.2 TO THE AGREEMENT DATED OCTOBER 8, 1992 AND SUPPLEMENTAL AGREEMENT NO. 1 DATED DECEMBER 9, 1993 BETWEEN CITY OF LUBBOCK, TEXAS OWNER AND HDR ENGINEERING, INC. ENGINEER FOR PROFESSIONAL ENGINEERING SERVICES FOR THE WEST TEXAS REGION LANDFILL CONSTRUCTION PLANS AND SPECIFICATIONS BID ADMINISTRATION AND CONSTRUCTION RELATED SERVICES PROJECT THIS SUPPLEMENTAL AGREEMENT NO. 2, made as of , 1997 between the City of Lubbock, Texas and HDR Engineering, Inc. for modifications to the AGREEMENT BETWEEN CITY OF LUBBOCK, TEXAS AND HDR ENGINEERING, INC. FOR PROFESSIONAL ENGINEERING SERVICES dated October 8, 1992. OWNER and ENGINEER, in consideration of the mutual covenants contained herein, agree to modifications to the agreement as follows: 1. Amend Attachment A - Phase II - A. SITE PERMITTING - Part V Construction Documents to reflect the attached Scope of Services 2. Replace the Agreement Section Attachment C - Paragraph E with the following: Hourly fees listed herein for Engineer's personal services will apply. Classification Hourly Billing Rate Fee Project Principal $150 - 195 Senior Consultant $115 - 155 Project Manager $ 85 - 110 Project Engineer/Project Architect/Project Geologist $ 90 - 115 Resident Project Representative/Staff Engineer $ 55 - 75 CADD Technician/ Drafter $ 55 - 75 Steno/Admin. $ 45 - 55 E PART V - CONSTRUCTION DOCUMENTS AND SERVICES OBJECTIVE OF THE PROJECT The following Scope of Services represents a contract amendment to the City of Lubbock for engineering and related services associated with the design and construction of the West Texas Region Disposal Facility. Our purpose is to provide those services required to advance the approved permit -level design through the point of opening the facility for waste disposal operations in accordance with the Project schedule. We propose to implement this project by providing the following professional services. PHASE ONE - CONCEPTUAL DESIGN OBJECTIVE The Conceptual Design will be developed to document the landfill facilities, their types, and their locations which will form the basis of the detailed design for construction. A plan for the transition of operations will also be developed to provide a framework for the logical relocation of the landfill operation. An estimate of the probable costs to implement the conceptual design will be developed. Task One - Conceptual Landfill Infrastructure Design Activities The HDR Team will arrange for the tour of five representative landfill operations to allow City representatives to observe several operational approaches to access, gate house operation, maintenance operations, citizens drop-off areas and cell operations. Based on feedback received from 'City representatives, the HDR- Team will develop draft conceptual designs for the following facilities based on the permit application and in consultation with the City. • Access Road from public road, including general alignment, deceleration and turning lane, pavement type, drainage pattems, and width. • Interior Road, compatible with those proposed in the permit application, including general alignment, surface type, drainage patterns, and width. • ,Gate House Facility including location, scales, access, parking, utility requirements, conceptual floor plan, and construction type. • Maintenance Facility including location, access, parking, utility requirements, conceptual floor plan, and construction type. • Wash rack, refueling station, citizen drop-off facilities, or other facilities as may be requested by the City, including size, general characteristics, and locations. • Water and Sewer Utilities including general alignment and development. • Environmental controls including the initial groundwater monitoring wells and gas probes. • Initial cell excavation (Cell 1 A and 1 B) based on the permit application, including configuration and approximate excavation volume. 3 • Conceptual soil management plan for Cell 1 A and 1 B. Deliverables A trip report will be provided describing major facility structures and concepts that were identified at each of the five sites. This report will reflect the guidance received from the City regarding their preferences and will describe the facilities reviewed, highlighting acceptable attributes observed, for use in the conceptual design. The HDR Team will submit five copies of the draft conceptual design plans for review by the City. Upon review and acceptance by the City, five copies of the plan will be submitted in final form. The following drawings will be included in the conceptual design plans: • General Arrangement Plan - approximate location of roads, utility crossings, structures (reflecting size, type, and orientation), utilities serving landfill facilities, screening and general drainage patterns. • General Facility Layout - Gate house and maintenance building floor plan, citizens connivance station layout. • General configuration of initial cell, including access and leachate collection arrangement. Task Two - Landfill Transition Plan Activities The HDR Team will develop a plan for the logical transition of landfill operations from the current landfill to the new landfill facility. This plan will allow for the maximum use of the available airspace at the current facility while complying with the approved closure requirements. The transition of landfill personnel, equipment and customers to the new facility will be included in the plan. Deliverables A draft transition plan for review and comment by the City will be provided. Five draft copies will be delivered to the City. Upon review and comment by the City five copies of the plan will be delivered in a final form. Task Three - Preliminary Cost Estimate Activities The HDR Team will prepare a preliminary estimate of probable cost for the conceptual facilities (gate house, scale, maintenance facility, roads, citizens collection station) and Cell 1A development. This estimate of probable cost will also include sub -consultant fees to support the required laboratory testing, surveying and drilling that will be required during development of the facility. Deliverables An estimate of probable cost based on the conceptual facility design will be delivered to the City with the final conceptual design. 4 KEY UNDERSTANDING The technically complete permit application will serve as the basis for developing the conceptual design. Geotechnical and topographic information provided in the permit documentation will be used in the conceptual design. The approved closure plan for the existing facility will provide the basis for the transition plan. Cost estimates will be based on recent construction of similar facilities, where available. General cost estimating methods, localized for Lubbock conditions will be the basis for all other costs estimates. MEETINGSITRAVEL A tour of five landfill sites will be conducted to evaluate site entrance, maintenance and general site layout options. The HDR Team will assist the City in selecting the sites and one HDR Team member will accompany City representatives during the tour. All facilities will be located in the Dallas -Ft. Worth metropolitan area. Local transportation will be provided by the HDR Team. One meeting will be held in Lubbock to review the draft conceptual plan and the transition plan, and to receive the City's comments. INFORMATION AND SERVICES PROVIDED BY OTHERS The City will provide guidance regarding the types and intended functions of all required facilities. The City will be responsible for their own travel expenses to and from Dallas. PHASE TWO - DETAILED DESIGN (PLANS AND SPECIFICATIONS) OBJECTIVE To develop plans and specifications for each of and disposal cells) identified in the conceptual Natural Resources Conservation Commissio n Task One - Detailed Design Of Roads and Utilities Activities The HDR Team will prepare drawings showing the design details for construction of an access road, replacement water well and utility crossings. Access roads will include improvements to access roads off -site (to include the deceleration and turning lane from the State highway) and interior roads from the public roadway to the first cell in the landfill development sequence. The HDR Team will also include in the detailed design, access to scale facilities, gate house, office, maintenance facilities, wash rack, refueling station, groundwater monitoring wells, gas probes and any other ancillary facilities identified in the conceptual design. 5 Task Two - Detailed Design of Structures Activities The HDR Team will prepare detailed construction drawings to support bidding and construction of a gate house, scales, maintenance building, and other structures defined in the conceptual design. Task Three -Detailed Design of Earthwork Activities The HDR Team will prepare design drawings depicting the mass grading of the initial cell, drainage channels, detention ponds, and the soil stockpile and screening berms. This grading plan will reflect the cell sequencing and will be designed in conformance with the landfill permit, approved by the (TNRCC). The landfill screening berm will be designed to reflect conceptual landscape plans proposed to adjacent landowners. An irrigation system will be designed to support the landscaping, for possible implementation. Task Four - Detailed Initial Cell Liner and Leachate Collection System Design Activities . The HDR Team will prepare construction system for Cell 1 A and 1 B to include: • Cover Sheet • Erosion Sedimentation Control Plan plans for the liner and leachate collection • Excavation Grades • Top of Liner Grades • Liner Details (termination berms and tie-ins) and miscellaneous details • Leachate collection piping and sump plan/profiles Task Five - Construction Specifications Activities The HDR Team will prepare construction technical specifications ( including Special Conditions) for construction of the access roads (including the deceleration and turning lane), landfill facilities (including the gate house, scales, maintenance buildings and citizens collection station) and the initial landfill, Cells 1 A and 1 B. Construction technical specifications will reflect excavation and material handling to be performed by the contractor, installation and testing of the liner system (in conformance with the Soil and Liner Quality Control Plan as approved by TNRCC), leachate collection and removal system, protective cover, access road and drainage controls, groundwater monitoring wells, gas probes and proposed facility construction materials and appurtenances. N. Task Six - Regulatory Submittals Activities • The HDR Team will prepare documentation in support of the highway deceleration lane necessary for Texas Department of Transportation approval, coordinate the review and approval process. • The HDR Team will prepare the Stormwater Pollution Prevention Plan and Notice of Intent to construct for submission to the TNRCC and coordinate the contractor and the agency through the review and approval process. • The HDR Team will prepare the necessary submittals for compliance with the Americans with Disabilities Act for transmittal to the Texas Department of Licensing and Regulation, and coordinating the review and approval process. • The HDR Team will coordinate the development of the landfill construction plans and specifications with the TNRCC. Task Seven - Compliance Management Tools Activities The HDR Team will develop a compliance management document for use by the City in identifying routine compliance issues and defining operational responsibility for each of these issues. This tool will be based on the TNRCC approved permit application and reference the specific sections of the application that apply to the compliance issue addressed. DELIVERABLES Five sets of draft construction plans, developed in Tasks One, Two, Three and Four, and five draft sets of construction specifications developed in Task Five will be delivered to the City for their initial review. Draft copies of the Agency submittals, prepared in Task Six will be provided to the City for review. After receipt of the draft review comments five final sets of the plans and specifications will be delivered to the City for their records. One set of reproducible drawings will also be provided. Final copies of the Agency submittals will be delivered for processing. Five copies of the compliance management tool will be prepared for review and comment by the City. After receipt of comments on the compliance management tool, five final copies will be provided to the City. KEY UNDERSTANDINGS Detailed design will not be initiated until the draft conceptual design is accepted by the City and finalized. The City will provide written comments on the draft plans and specifications to the HDR Team at least one week before the review meeting. The construction specifications will be developed following the Construction Specification Institute, Inc. (CSI) format and incorporated into City of Lubbock procurement documents. 7 MEETINGS Members of the HDR Team will schedule a one day meeting, in Lubbock with City representatives to review draft plans and specifications prior to finalizing them for bid. This meeting will also provide an opportunity to receive comments on the Agency submittals. PHASE THREE - BID ADMINISTRATION OBJECTIVE To support the City in identifying and contracting with a qualified landfill construction contractor. Task One - Construction Cost Estimate Activities The HDR Team will prepare an engineer's estimate of the probable cost of construction based on the construction plans and specifications developed above. Deliverables The construction cost estimate, within two weeks of the City's acceptance of the construction plans and specifications. Understanding The Construction Specification Institute, Inc. format will be used and will include a breakdown of material quantities, unit costs, and totals. Unit costs will be based on recent bids received on similar projects that have been made available, as well as any similar projects in the area. Task Two - Pre -qualification of Bidders Activities The HDR Team will develop a list of construction contractors with known Subtitle D landfill liner construction experience. Deliverable The construction contractors list will be provided to the City in conjunction with the construction cost estimate. Understanding This list will be designed to identify experienced landfill cell construction contractors who have a demonstrated ability to complete similar projects within this project's estimated construction period. The list will include contractors who have successfully constructed landfill cells designed by the HDR Team. This is not intended to be a comprehensive list of all qualified bidders, but rather a list of contractors with successful experience on similar projects, for the City's use. 0 Task Three - Bid Services Activities The HDR Team will assist the City during the bid process for Cell No. 1A by performing the following tasks. • Prepare a notice to bidders for advertisement. • Issue for bid the drawings, specifications, and contract documents and addenda. • Respond to questions from bidders for a 30-day period (up to 60 man-hours) regarding the plans and specification. Assist the City in one pre -bid conference in Lubbock, attended by the Project Engineer or Project Manager, to respond to technical questions. • Consult with and advise the City as to the acceptability of substitute materials and equipment proposed by the contractor(s). • Consult with and advise the City as to the acceptability of subcontractors proposed by the prime contractor. • Assist the City in evaluating bids and in assembling and awarding the contract. Plans and specifications will be provided to all interested contractors. Technical memoranda will be prepared evaluating the acceptability of each contractor bid. The HDR Team will prepare bid tabulation sheets for each contractor bid and make a recommendation to the City regarding the qualified low bidder. Understanding The City will be responsible for final contractor and subcontractor selection. A non-refundable fee will be charged each contractor to cover reproduction and handling costs for each set of bidding documents. For cost estimating purposes, it is assumed that up to five bids will be evaluated. Meetings The HDR Team will assist the City during three meetings including the pre -bid conference, bid opening, and award of contract. Each of these meetings will be attended by at least one HDR Team representative. PHASE FOUR - CONSTRUCTION SERVICES OBJECTIVES To provide the City with an environmentally secure landfill disposal cell (Cell 1 A), built in accordance with the construction plans, and the facilities to support the landfill operation. 0 Task One - Construction Resident Project Representative Activities The HDR Team will provide the services of a Resident Project Representative (RPR) during construction. The RPR will be onsite in either a part-time or full-time role depending upon the ongoing work effort over an eight month period. The RPR's role will include monitoring contractor's work for general compliance with design plans, pay estimate preparation, change order review and recommendations, and contractor's performance on the project (as defined further in Tasks Three, Four and Five) relative to the contract. During critical phases of liner installation, the RPR will be onsite on a full-time basis. Task Two - Shop Drawing Review Activities The HDR Team will review Contractor Shop Drawing submittals in accordance with the Construction Contract documents. The HDR Team will recommend approval/denial of submittals. Task Three - Roads and Utilities Construction Observation Activities The HDR Team will perform periodic observation by the responsible engineer during construction of the access road, interior roads, and utilities. Material testing, required for this Task, will be coordinated by the RPR, provided by Task 1 Task Four - Structures Construction Observation Activities The HDR Team will perform periodic observation by the responsible engineer during construction of the gate house, maintenance facility, and other landfill -related structures. Material testing, required for this Task, will be coordinated by the RPR, provided by Task 1. Task Five - Cell Construction Quality Assurance Activities The HDR Team will perform construction quality assurance during construction of the liner and leachate collection system for the initial cell. This monitoring effort will be undertaken in conformance with the Soil and Liner Quality Control Plan approved by TNRCC. The RPR, provided by Task 1, will coordinate the testing undertaken in this task. The HDR Team will also observe and document general compliance with the design plans and specifications to facilitate the smooth progress of the work. The Professional of Record (as defined in the SLIER) will also make periodic visits to the site as required by the TNRCC. 10 Task Six - Reporting Activities • The RPR will provide a weekly report of construction activities to the City. This report will consist of copies of the RPR's daily field notes, a weekly summary of construction accomplishments and the anticipated construction activities planned for the next week. • The HDR Team will prepare a Soil Liner Evaluation Report (SLER) for submittal to the TNRCC. • The HDR Team will prepare a Flexible Membrane Liner Evaluation Report (FMLER) for submittal to the TNRCC. • The HDR Team will prepare the groundwater monitoring well installation certification and the gas probe installation certification for submittal to the TNRCC. Five draft copies of the TNRCC submittals will be provided to the City for their review and comment. Upon receipt of the City's comments the reports will be finalized for submission to the TNRCC Task Seven - Construction As -Recorded Drawings Activities The HDR Team will prepare five copies of construction as -recorded drawings reflecting the constructed conditions of the landfill facilities. These drawings will be delivered to the City within two weeks of the SLER/FMLER submittal. The as -recorded drawings will be provided to the City in a hard copy, reproducible format and a Microstation compatible electronic file on CD-ROM. Task Eight - Environmental Monitoring Installations Activities The HDR Team will coordinate the installation of the environmental monitoring systems including the groundwater monitoring wells and the gas probes required for the initial operation. KEY UNDERSTANDINGS The construction period is expected to last no more than eight months. PSC will provide the Resident Project Representative. Construction monitoring by PSC, is budgeted based on an average eight hours a day, five days per week during a projected eight month construction period. Should the amount of construction time exceed the budgeted amount, then additional hours may be expended (at the approval of the City), and the time reimbursed by the City at the approved hourly rates, plus expenses. Surveying and testing services will be provided on a cost reimbursable basis, with the sub -consultant fees for these services representing a direct pass through to the City. City will review and forward the SLER and FMLER to the TNRCC. 11 MEETINGS Members of the HDR Team will conduct a pre -construction meeting with the selected contractor, within one week of notice to proceed and follow this meeting with weekly project progress meetings at the construction site. HDR is budgeted for eight, one day project visits for one team member during the anticipated eight month construction period. In addition, members of the HDR Team will participate in one meeting in Lubbock to receive comments from the City regarding the SLER, FMLER and environmental monitoring certification submittals. KEY PROJECT PROFESSIONALS Project Principal Project Manager Senior Consultant Project Engineer (Geotechnical) Project Engineer (Civil) Project. Engineer (Traffic) Project Engineer (Structural) Project Architect Project Architect (Landscape) Project Geologist CADD Technician Resident Project Representatives PROJECT SCHEDULE Notice to Proceed PHASE 1 - CONCEPTUAL PLAN Facility tours Trip report Draft conceptual and transition plan delivery Draft plan meeting Final plan and preliminary cost estimate delivery PHASE TWO - CONSTRUCTION P&S Draft P&S, regulatory submittals, compliance tools Draft review meeting Final P&S, regulatory submittals, compliance tools Regulatory submittals to agencies PHASE THREE - BID SERVICES Construction cost estimate Pre -qualification of bidders Bid Services PHASE FOUR - CONSTRUCTION SERVICES Facility and cell construction Reporting drafts William R. Hindman, P.E. Charles W. Fiedler, P.E. Michael E. Carleton Michael K. Stacey, P.E. Holly Holder, P.E.(PSC) Gary Dawson, P.E.(PSC) Ze'ev Saggi, P.E. Gary Paquette, A.I.A.(PSC) Matt Scharfenberger, R.L.A. Brad McCardell George Molinar (PSC) Mike Oliver (PSC) and/or Max White (PSC) May 1, 1997 Within 2 weeks of NTP Within 2 weeks of tour Within 2 weeks of report Within 2 weeks of plan Within 2 weeks of meeting Within 8 weeks of Phase I Within 1 week of City comments Within 2 weeks of meeting Within 1 week of Final P&S Within 2 weeks of final P&S Within 2 weeks of final P&S As Required after final P&S Based on construction schedule Within 2 weeks of task finish 12 As -recorded drawings Environmental monitoring installations PROFESSIONAL SERVICE FEES Within 2 weeks of SLER/FMLER Within 4 weeks of NTP We propose to be compensated for the scope of services outlined above on a per diem compensation basis. The Phase One, Conceptual Plan can be completed for an estimated fee of Thirty -Seven Thousand Six Hundred and Seventy -Seven Dollars ($37,677). Phase Two developing the Construction Plans and Specifications can be completed for an estimated fee of One Hundred Sixty -Four Thousand Five Hundred and Thirty -Nine Dollars ($164,539). Phase Three, the Bid Services can be accomplished for an estimated fee of Twenty Thousand Three Hundred and Fifty -Four Dollars ($20,354). Phase Four, covering the Construction Services, can be completed for an estimated fee of One Hundred Ninety -Seven Thousand Seven Hundred Sixty - Five Dollars ($197,765). The total, estimated, not -to -exceed project budget is Four Hundred Twenty Thousand Three Hundred Thirty -Five Dollars ($420,335) without City authorization. Invoices will be submitted monthly and will include a project progress report, anticipated effort for the next month and a comparison of the project per cent complete versus the per cent of fee invoiced. The labor charges for this project will be calculated based the salaries of individuals and the time they actually work on the project, multiplied by a factor for overhead and profit (the Hourly Billing Rate Fee updated by this Supplemental Agreement), Expenses will be invoiced as outlined in the original contract with fees for sub -contractors representing a direct pass through expense. 13 Except as modified herein, all other provisions of the Agreement remain unchanged. IN WITNESS WHEREOF, the parties have executed this supplemental Agreement as of the day and year first written above. Approved As To Content: By: 61A Name:Mildred Cox Title: Director of Transportation Approved As To Form: By: Na Xe:e4ffH6a irt Pse I l Title: Assistant City Attorney "OWNER" CITY OF LUBBOCK, TEXAS l , {, , Title: Mayor Address: 1625 13th Street Lubbock, Texas 79457 Attest: By: /"] j Name: Kaythie Darnell Title: City Secretary "ENGINEER" HDR ENGINEERING, INC. Approved: �- Name: William R. Hindman, P.E. Title: Senior Vice President Address: 12700 Hillcrest Road Suite 125 Dallas, Texas 75230-2096 14