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HomeMy WebLinkAboutResolution - 2010-R0087 - Carollo Engineers, P.C. For Southeast Water Reclamation Plant Digester 8 & 9 - 02/25/2010Resolution No. 2010-R0087 February 25, 2010 Item No. 5.7 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, a Professional Services Agreement between the City of Lubbock and Carollo Engineers, P. C., an Arizona professional corporation to obtain professional engineering services for the Southeast Water Reclamation Plant Digester 8 and 9 Improvements Project, and related documents. Said Agreement is attached hereto and incorporated in this Resolution as if fully set forth herein and shall be included in the minutes of the Council. Passed by the City Council on _ _ February 25th _, 2010. d TOM MARTIN, MAYOR ATTEST: e e a Garza, City Secretary APPROVED AS TO CONTENT: od rankl' P.E., Chie APPROVED AS TO FORM: gs Agreement -Professional Servs-Carollo Engineer res 10 10 Resolution No. 2010-R0087 PROFESSIONAL SERVICES CONTRACT STATE OF TEXAS § COUNTY OF LUBBOCK § This contract, (the "Contract' or "Agreement'), effective as of the 25th day of February , 2010, (the "Effective Date"), is by and between the City of Lubbock, (the "City"), a Texas home rule municipal corporation, and Carollo Engineers, P.C., ("ENGINEER") an Arizona professional corporation authorized to conduct business in Texas. WITNESSETH WHEREAS, the City desires to obtain professional engineering services related to the design and bidding services for the Southeast Water Reclamation Plant Digester 8 and 9 Improvements Project (the "Activities"); and WHEREAS, ENGINEER has a professional staff experienced and is qualified to provide professional engineering services related to Activities, and will provide the services, as defined below, for the price provided herein, said price stipulated by City and Engineer to be a fair and reasonable price; and WHEREAS, the City desires to contract with ENGINEER to provide professional engineering services related to the Activities and Engineer desires to provide the Services related to same. NOW THEREFORE, for and in consideration of the terms, covenants and conditions set forth in this Contract, the City and ENGINEER hereby agree as follows: ARTICLE I. TERM The term of this Contract commences on the Effective Date and continues without interruption for a term of one (1) year, as set forth in Exhibit "A", "Task Order No 1", attached to and made a part of this Agreement for all purposes. The term may be extended by subsequent amendments of this Agreement, with the written and authorized consent of both parties. ARTICLE II. SERVICES AND COMPENSATION A. Engineer shall conduct all activities and within such timeframes as set forth on Exhibit "A", "Task Order No. 1", attached hereto (the "Services"). B. ENGINEER shall receive as consideration to be paid for the performance of the Services set forth in Tasks 1 through 6 based on hourly, not to exceed $888,000, per Attachment "A". ENGINEER shall receive consideration to be paid on a time and materials basis for Task 7, as set forth in Attachment "A" and Exhibit "B" attached hereto, subconsultant fees and other direct costs not to exceed, in any circumstance, the sum of $60,000. Payment shall be made in monthly installments as the Services are performed commencing with the Effective Date of this Agreement. Carollo Professional Agreement Page 1 of 23 ARTICLE 111. TERMINATION A. General. City may terminate this Contract, for any reason or convenience, upon thirty (30) days written notice to ENGINEER. In the event this Agreement is so terminated, the City shall only pay Engineer for services actually performed by Engineer up to the date Engineer is deemed to have received notice of termination as provided herein. B. Termination and Remedies. In the event ENGINEER breaches any term and/or provision of this Contract the City shall be entitled to exercise any right or remedy available to it by this Contract, at law or equity, including without limitation, termination of this Contract and assertion of action for damages and/or injunctive relief. The exercise of any right or remedy shall not preclude the concurrent or subsequent exercise of any other right or remedy and all other rights and remedies shall be cumulative. ARTICLE IV. REPRESENTATIONS AND WARRANTIES A. Existence. ENGINEER is a corporation duly organized, validly existing, and in good standing under the laws of the State of Texas and is qualified to carry on its business in the State of Texas. B. Corporate Power. ENGINEER has the corporate power to enter into and perform this Contract and all other activities contemplated hereby. C. Authorization. Execution, delivery, and performance of this Contract and the activities contemplated hereby have been duly and validly authorized by all the requisite corporate action on the part of ENGINEER. This Contract constitutes legal, valid, and binding obligations of the ENGINEER and is enforceable in accordance with the terms thereof. D. Engineer. ENGINEER maintains a professional staff and employs, as needed, other qualified specialists experienced in providing the Services, and are familiar with all laws, rules, and regulations, both state and federal, including, without limitation the applicable laws, regarding the activities contemplated hereby. E. Performance. ENGINEER will and shall conduct all activities contemplated by this Contract in accordance with the standard of care, skill and diligence normally provided by a professional person in performance of similar professional engineering services, and comply with all applicable laws, rules, and regulations, both state and federal, relating to professional engineering services, as contemplated hereby. F. Use of Copyrighted Material. ENGINEER warrants that any materials provided by ENGINEER for use by City pursuant to this Contract shall not contain any proprietary material owned by any other party that is protected under the Copyright Act or any other law, statute, rule, order, regulation or ordinance relating to the use or reproduction of materials. ENGINEER shall be solely responsible for ensuring that any materials provided by ENGINEER pursuant to this Contract satisfy this requirement and ENGINEER agrees to indemnify and hold City harmless from all liability or loss caused to City or by to which City is exposed on account of ENGINEER's failure to perform this duty. Carollo Professional Agreement Page 2 of 23 ARTICLE V. SCOPE OF WORK ENGINEER shall accomplish the following: Professional Engineering Services related professional engineering services related to the design and bidding services for the Southeast Water Reclamation Plant Digester 8 and 9 Improvements Project, as defined in Exhibit "A," "Scope of Work". ARTICLE VI. INDEPENDENT CONTRACTOR STATUS ENGINEER and City agree that ENGINEER shall perform the duties under this Contract as an independent contractor and shall be considered as independent contractor under this Agreement and/or in its activities hereunder for all purposes. ENGINEER has the sole discretion to determine the manner in which the services are to be performed. During the performance of the Services under this Agreement, Engineer and Engineer's employees and/or subconsultants, will not be considered, for any purpose, employees or agents of the City within the meaning or the application of any federal, state or local law or regulation, including without limitation, laws, rules or regulations regarding or related to unemployment insurance, old age benefits, workers compensation, labor, personal injury or taxes of any kind. ARTICLE VII. INSURANCE Engineer shall procure and carry, at its sole cost and expense through the life of this Agreement, insurance protection as hereinafter specified, in form and substance satisfactory to City, carried with an insurance company authorized to transact business in the state of Texas, covering all aspects and risks of loss of all operations in connection with this Agreement, including without limitation, the indemnity obligations set forth herein. Engineer shall obtain and maintain in full force and effect during the term of this Agreement, and shall cause each approved subcontractor or subconsultant of Engineer to obtain and maintain in full force and effect during the term of this Agreement, commercial general liability, professional liability and automobile liability coverage for non -owned and hired vehicles with insurance carriers admitted to do business in the state of Texas. The insurance companies must carry a Best's Rating of A -VII or better. Except for Professional Liability, the policies will be written on an occurrence basis, subject to the following minimum limits of liability: Commercial General Liability: Combined Single Limit: $ 1,000,000 Professional Liability: Combined Single Limit: $ 1,000,000 Automobile Liability: Combined Single Limit for any auto: $ 500,000 Per Occurrence Engineer shall further cause any approved subcontractor or subconsultant to procure and carry, during the term of this Agreement, Professional Liability coverage, as specified Carollo Professional Agreement Page 3 of 23 above for Engineer, protecting City against direct losses caused by the professional negligence of the approved subcontractor or subconsultant. The City shall be listed as a primary additional insured with respect to the Automobile Liability and Commercial General Liability and shall be granted a waiver of subrogation under those policies. Engineer shall provide a Certificate of Insurance to the City as evidence of coverage. The Certificate shall provide 30 days notice of cancellation. A copy of the additional insured endorsement and waiver of subrogation attached to the policy will be included in the Certificate. Engineer shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code. Further, Engineer shall maintain said coverage throughout the term of this Agreement and shall comply with all provisions of Title 5 of the Texas Labor Code to ensure that the Engineer maintains said coverage. The Engineer may maintain Occupational Accident and Disability Insurance in lieu of Worker's Compensation. In either event, the policy must be endorsed to include a waiver of subrogation in favor of the City of Lubbock. If at any time during the life of the Agreement or any extension hereof, Engineer fails to maintain the required insurance in full force and effect, Engineer shall be in breach hereof and all work under the Agreement shall be discontinued immediately. ARTICLE Vlll. EMPLOYMENT OF AGENTS/RETAINING OF CONSULTANTS ENGINEER may employ or retain consultants, contractors, or third parties (any of which are referred to herein as "Subconsultant"), to perform certain duties of ENGINEER as set forth on Exhibit "A", Task 5.0 and 7.1 attached hereto, under this Contract provided that City approves the retaining of Subconsultants. ENGINEER is at all times responsible to City to perform the Services as provided in this Agreement and ENGINEER is in no event relieved of any obligation under this Contract upon retainage of any approved Subconsultant. Any agent and/or Subconsultant retained and/or employed by ENGINEER shall be required to carry, for the protection and benefit of the City and ENGINEER and naming said third parties as additional insureds, insurance as described above in this Contract. ARTICLE IX. CONFIDENTIALITY ENGINEER shall retain all information received from or concerning the City and the City's business in strictest confidence and shall not reveal such information to third parties without prior written consent of the City, unless otherwise required by law. ARTICLE X. INDEMNITY ENGINEER SHALL INDEMNIFY AND SAVE HARMLESS THE CITY OF LUBBOCK AND ITS ELECTED OFFICIALS, OFFICERS, AGENTS, AND EMPLOYEES FROM ALL SUITS, ACTIONS, LOSSES, DAMAGES, CLAIMS, OR LIABILITY OF ANY KIND, CHARACTER, TYPE, OR DESCRIPTION, INCLUDING WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, ALL EXPENSES OF LITIGATION, COURT COSTS, AND ATTORNEY'S FEES FOR INJURY OR DEATH TO ANY PERSON, OR INJURY TO ANY PROPERTY, RECEIVED OR SUSTAINED BY ANY PERSON OR PERSONS OR Carollo Professional Agreement Page 4 of 23 PROPERTY, TO THE EXTENT ARISING OUT OF, RELATED TO OR OCCASIONED BY, THE NEGLIGENT ACTS OF ENGINEER, ITS AGENTS, EMPLOYEES, AND/OR SUBCONSULTANTS, RELATED TO THE PERFORMANCE, OPERATIONS OR OMISSIONS UNDER THIS CONTRACT AND/OR THE USE OF OCCUPATION OF CITY OWNED PROPERTY. THE INDEMNITY OBLIGATION PROVIDED HEREIN SHALL SURVIVE THE EXPIRATION OF TERMINATION OF THIS AGREEMENT. ARTICLE XI. COMPLIANCE WITH APPLICABLE LAWS ENGINEER shall comply with all applicable federal, state and local laws, statutes, ordinances, rules and regulations relating, in any way, manner or form, to the activities under this Contract, and any amendments thereto. ARTICLE X11. NOTICE A. General. Whenever notice from ENGINEER to City or City to ENGINEER is required or permitted by this Contract and no other method of notice is provided, such notice shall be given by (1) actual delivery of the written notice to the other party by hand (in which case such notice shall be effective upon delivery); (2) facsimile (in which case such notice shall be effective upon delivery); or (3) by depositing the written notice in the United States mail, properly addressed to the other party at the address provided in this article, registered or certified mail, return receipt requested, in which case such notice shall be effective on the third business day after such notice is so deposited. B. ENGINEER 's Address. ENGINEER 's address and numbers for the purposes of notice are: Carollo Engineers, P.C. Attn: Mary Clyburn 14785 Preston Road, Ste 950 Dallas, TX 75254 Telephone: (972) 239-9949 Facsimile: (972) 239-9117 C. City's Address. The City's address and numbers for the purposes of notice are: City of Lubbock Attn: Wood Franklin, P.E. P. 0. Box 2000 1625 13th Street Lubbock, Texas 79457 Telephone: (806) 775 - 2343 Facsimile: (806) 775 - 3344 D. Change of Address. Either party may change its address or numbers for purposes of notice by giving written notice to the other party as provided herein, referring specifically to this Contract, and setting forth such new address or numbers. The address or numbers shall become effective on the 15th day after such notice is effective. Carollo Professional Agreement Page 5 of 23 ARTICLE X111. CITY -PROVIDED DATA City shall furnish ENGINEER non -confidential studies, reports and other available data in the possession of the City pertinent to ENGINEER's Services, so long as City is entitled to rely on such studies, reports and other data for the performance of ENGINEER's Services under this Contract (the "Provided Data"). ENGINEER shall be entitled to use and rely, so long as such reliance is reasonable, upon all such Provided Data. ARTICLE XIV. MISCELLANEOUS A. Captions. The captions for the articles and sections in this Contract are inserted in this Contract strictly for the parties' convenience in identifying the provisions to this Contract and shall not be given any effect in construing this Contract. B. Audit. ENGINEER shall provide access to its corporate books and records to the City. The City may audit, at its expense and during normal business hours, ENGINEER 's books and records with respect to this Contract between ENGINEER and City. C. Records. ENGINEER shall maintain records that are necessary to substantiate the services provided by ENGINEER. D. Assignability. ENGINEER may not assign this Contract without the prior written approval of the City. E. Successor and Assigns. This Contract binds and inures to the benefit of the City and ENGINEER, and in the case of City, its respective successors, legal representatives, and assigns, and in the case of ENGINEER, its permitted successors and assigns. F. Construction and Venue. THIS CONTRACT SHALL BE GOVERNED BY AND CONSTRUED IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. THIS CONTRACT IS PERFORMABLE IN LUBBOCK COUNTY, TEXAS. THE PARTIES HERETO HEREBY IRREVOCABLY CONSENT TO THE EXCLUSIVE JURISDICTION AND VENUE OF THE COURTS OF COMPETENT JURISDICTION OF THE STATE OF TEXAS, COUNTY OF LUBBOCK, FOR THE PURPOSES OF ALL LEGAL PROCEEDINGS ARISING OUT OF OR RELATING TO THIS CONTRACT OR THE ACTIONS THAT ARE CONTEMPLATED HEREBY. G. Severability. If any provision of this Contract is ever held to be invalid or ineffective by any court of competent jurisdiction with respect to any person or circumstances, the remainder of this Contract and the application of such provision to persons and/or circumstances other than those with respect to which it is held invalid or ineffective shall not be affected thereby. H. Amendment. No amendment, modification, or alteration of the terms of this Contract shall be binding unless such amendment, modification, or alteration is in writing, dated subsequent to this Contract, and duly authorized and executed by ENGINEER and City. I. Entire Agreement. This Contract, including Exhibits "A," attached hereto, contains the entire Contract between the City and ENGINEER, and there are no other written or oral Carollo Professional Agreement Page 6 of 23 promises, conditions, warranties, or representations relating to or affecting the matters contemplated herein. J. No Joint Enterprise. Nothing contained herein shall be construed to imply a joint venture, joint enterprise, partnership or principal — agent relationship between ENGINEER and the City. K. Documents Owned by City. Any and all documents, drawings and specifications prepared by ENGINEER as part of the Services hereunder, shall become the property of the City when ENGINEER has been compensated as set forth in Article II, above. The ENGINEER shall make copies of any and all work products for its files. L. Notice of Waiver. A waiver by either City or ENGINEER of a breach of this Agreement must be in writing to be effective. In the event either party shall execute and deliver such waiver, such waiver shall not affect the waiving party's rights with respect to any other or subsequent breach. M. Third Parry Activities. Nothing in this Agreement shall be construed to provide any rights or benefits whatsoever to any party other than City and ENGINEER. EXECUTED as of the Effective Date hereof. ATTEST: CITY OF LUBBOCK Toni Martin, Mayor Rebebea Garza, City Secretary APPROVED AS TO CONTENT: ma,wz a- L2 Marsha Reed, P.E.,qChief Operating Officer nklin,,P.E., Chief Water Gtilities Carollo Professional Agreement Page 7 of 23 APPROVED AS TO FORM: z��j 7 my F6, As ty Attorney CAROLLO ENGINEERS, P.C. By: — Name , P.E. Title+-,Part�dr By: _ 4;E� Name: Title: Partner Carollo Professional Agreement Page 8 of 23 Resolution No. 2010-R0087 EXHIBIT A TASK ORDER No. 1 DESIGN AND BIDDING SERVICES FOR SOUTHEAST WATER RECLAMATION PLANT DIGESTER 8 AND 9 IMPROVEMENTS PROJECT BACKGROUND The Southeast Water Reclamation Plant (SEWRP) operates two primary anaerobic digesters (Digesters 8 and 9). These digesters currently have compressed gas mixing systems that are in need of replacement. Carollo Engineers, P.C. (ENGINEER) has prepared the Solids Stream Studies (STUDIES), which was completed in September 2009. The Studies have concluded that Digesters 8 and 9 are part of the future Solids Processing Facilities at the SEWRP. The Digester System Evaluation Report dated August 2008, identified replacing the digester mixing system with a pump mix system as the highest priority replacement. The City of Lubbock (CITY) has elected to move forward with the Digester 8 and 9 Improvements Project to improve operating efficiency and address potential safety concerns. PURPOSE The purpose of Task Order No. 1 is to establish the Scope of Work, the Time of Performance, and the Engineering Services Budget for design services to prepare contract documents necessary to obtain bids from qualified contractors to perform the work associated with the Digester 8 and 9 Improvements Project. GENERAL DESCRIPTION The work associated with implementing the Digester 8 and 9 Improvements Project is generally described as follows: 1. Demolition a. Cleaning of Digesters 8 and 9 and disposal of digester contents. b. Demolition of the existing mixing compressors, gas collection, and distribution piping associated with the mixing system. c. Demolition of digester domes. d. Demolition of digester gas system including piping and fittings (as needed to complete the modifications to pump mix system). e. Demolition of the digester heating system including piping and fittings. f. Demolition of existing gas flares. Carollo Professional Agreement Page 9 of 23 g. Miscellaneous demolition in the basement, main floor, and roof of the Digester 8 and 9 Control and Heating Building and the Gas Compressor Building. 2. Structural a. Structural investigation of existing concrete walls and slab to establish serviceable life and rehabilitation options. b. Structural modifications required to implement a pumped mixing system. This is envisioned to include a new below -grade structure constructed on the west side of the existing Digester 8 and 9 Control and Heating Building. A sunshade will be provided. c. Structural modifications required to replace the existing domes with new fixed steel domes. d. Repair of structural cracks in digester walls. e. Sealing of interior surfaces. f. Miscellaneous structural repairs to be identified during site inspections. 3. Mechanical a. New primary sludge (PS) and thickened Waste Activated Sludge (WAS) meter and control valves to allow separate feed of PS and WAS. New PS pumps at Plants 3 and 4 are being installed by others. New WAS pump will be installed on a future project. b. Installation of mixing pumps, suction, and discharge piping for Digesters 8 and 9. c. Modifications to the gas system to accommodate a pump mix system instead of the existing gas mixing system. d. Installation of new Digester dome gas appurtenances. e. Modifications to the Digester hot water system. The plan is to install new boilers in the existing gas compressor building. f. Modifications to the Digester sludge recirculation and heat exchanger systems. g. Chemical Feed facilities for HZS control. The existing Ferric chloride feed facility at Plant 4 will be used. New pumps and controls will be included in this project. h. New gas flares. 4. Electrical and Controls a. Electrical modifications required to support the mechanical improvements including new flow meters, HZS, and combustible gas detection. b. Modifications required to comply with NFPA 820 and NEC codes. c. New lighting inside building. d. New external lighting on top of digesters. e. New automatic transfer switch close to effluent pump station No. 2 to replace existing damaged switch. Carollo Professional Agreement Page 10 of 23 SCOPE OF WORK The following Scope of Work presents the tasks that will be performed by the ENGINEER to complete the Design and Bidding Services. TASK 1.0 SITE INSPECTION ENGINEER will make a site visit with discipline team to identify structural, mechanical, and electrical issues to be addressed in the Project. TASK 2.0 DESIGN DOCUMENTATION Using the information from the Digester System Evaluation Report, the Studies, and the Site Inspection, ENGINEER will document the design criteria and equipment selection for the Mixing System Improvements in a Basis of Design Report. The ENGINEER will submit a Summary Transmittal Letter of the Basis of Design Report to TCEQ for review. ENGINEER will obtain TCEQ comments and make appropriate modifications to the Basis of Design Report as necessary. The following information will be presented in the Report: 1. PS and thickened Waste Activated Sludge (WAS) Feed and Control. 2. Digester 8 and 9 Mixing System Design Criteria. 3. Digester 8 and 9 Heating Requirements. 4. Boiler Sizing. 5. Chemical addition criteria to reduce hydrogen sulfide in the digester gas to a level suitable for operation of the new boilers. 6. Structural repairs identified in site visit. 7. Other improvements for compliance with TCEQ 217. 8. Electrical and DCS Improvements to Digesters 8 and 9, including improvements required for NFPA and NEC codes. 9. Preliminary Opinion of Construction Cost. 10. Design documentation will be submitted to CITY for review and approval. CITY comments will be incorporated into the project design as appropriate. Carollo Professional Agreement Page 11 of 23 TASK 3.0 PREPARATION OF CONTRACT DOCUMENTS Plans and specifications will be prepared in accordance with the standard of care for public works construction. ENGINEER and CITY mutually agree that standard of care, as applied to design professionals, shall be defined as the ordinary and reasonable care required and established by expert testimony of what a reasonable and prudent professional would have done under the same or similar circumstances. The facilities will be designed in accordance with the latest editions of the pertinent codes and regulations, as adopted by CITY, or as agreed to by CITY and ENGINEER at the beginning of the Project. Changes in codes and regulations, which occur after the notice to proceed, may be considered a change in scope. 3.1 Drawings Full sized Engineering Drawings will be prepared on 22 -inch by 34 -inch format. Electronic files of the plan sheets will be provided to CITY as PDF Files on completion of design. Half size drawings will be 11 -inch by 17 -inch format. 3.2 Specifications Technical Specifications will be prepared in 1995 CSI format. ENGINEER will prepare the technical specifications to support the necessary improvements detailed in the project elements. 3.3 Submittal of Plans and Specifications ENGINEER will prepare submittals to obtain review comments from CITY Staff. The ENGINEER will respond to all written comments and incorporate comments where appropriate. The planned submittals are: 1. Thirty (30) Percent Design Submittal - The ENGINEER shall prepare and submit plans and specifications at the 30 percent level of completion. The 30 Percent Design Submittal shall include the various discipline plans, technical specifications, and typical details as appropriate to the level of design at the time of the submittal. 2. Ninety (90) Percent Design Submittal - The ENGINEER shall prepare and submit plans and specifications at the 90 percent level of completion. The 90 Percent Design Submittal shall include the various discipline plans, technical specifications, and typical details as appropriate to the level of design at the time of the submittal, and shall essentially represent the Contract Documents ready to bid. A copy of the 30 Percent Design Submittal comments shall be provided with the 90 Percent Design Submittal. 3. Final Design Submittal - The ENGINEER shall prepare and submit plans and specifications at the 100 percent level of completion. The Final Design Submittal shall Carollo Professional Agreement Page 12 of 23 represent the Contract Documents ready to bid. A copy of the 90 Percent Design Submittal comments shall be provided with the Final Design Submittal. 3.4 Opinion of Probable Construction Cost The ENGINEER will prepare an opinion of construction cost that will be updated at the 30 percent, and 90 percent submittals. ENGINEER has no control over the cost of labor, materials, equipment, or services furnished by others, or over Contractor's methods of determining prices, or other competitive bidding or market conditions, practices, or bidding strategies. Cost estimates are based on experience and judgment. ENGINEER cannot and does not guarantee that proposals, bids, or actual project construction costs will not vary from cost estimates prepared by the ENGINEER. TASK 4.0 BID PHASE SERVICES Bid phase services cover the bid period of the Digester 8 and 9 Mixing System Improvements Project. Bid phase budget assumes a level of effort from CITY and the General Contractor based on the ENGINEER's experience. 4.1 Bid Period Questions ENGINEER will answer questions and provide support to the CITY during the Bid Period. All questions will be documented and answered in writing on a standard Project Information Request Form. These forms will be forwarded to the CITY for review and all parties on the Plan Holders List. 4.2 Addenda ENGINEER will prepare Addenda required for technical clarification, and will issue Addenda to all parties on the Plan Holders List. 4.3 Prebid Conference ENGINEER will prepare an agenda and conduct a Prebid Conference. The notice for the Prebid Conference will be included in the Contract Documents. ENGINEER's design and construction staff will attend the Prebid Conference and will prepare minutes of the meeting. The meeting minutes will be forwarded to the CITY for review and will be distributed to all parties on the Plan Holders List. 4.4 Evaluation of Bids and Recommendation of Bid Award ENGINEER will review bid responses and will prepare a written evaluation and recommendation for award. As a minimum, the review shall examine previous project history (client references provided with bid) and proposed staff. Carollo Professional Agreement Page 13 of 23 4.5 Meet with On-site Construction Contractor ENGINEER will meet with On-site Contractor to discuss feasibility of constructing Improvements Project through a change order to ongoing CITY contract. TASK 5.0 SURVEYING ENGINEER will retain the services of a subconsultant, Hugo Reed and Associates to provide site surveying. Services will include a standard site and topographic survey of the areas surrounding Digesters 8 and 9. TASK 6.0 PROJECT AND QUALITY MANAGEMENT SERVICES ENGINEER will manage professional services to complete the project. These services will include preparation of invoices, progress reports, and directing staff and internal resources in a manner so that project milestones and deliverables are met as scheduled. The tasks associated with managing the project are as follows: 6.1 Project Plan ENGINEER will prepare a Project Plan that identifies the project goals, contact information, and project standard procedures to maintain the project team focused on delivering a high quality project. 6.2 Project Meetings ENGINEER will conduct project meetings to obtain key decisions and input from the CITY Staff. ENGINEER will be responsible for developing agendas, preparing the material (as needed to achieve the workshop objectives), and preparing meeting minutes within one week after the meeting date. Minutes will include a list of action items and a decision log that will be distributed to the project team after the meeting. The project will consist of meetings as follows: 1. Meeting No 1 - Project Kickoff and Design Development. 2. Meeting No 2 - Review Basis of Design Report. 3. Meeting No 3 - Review 30 Percent Design Submittal. 4. Meeting No. 4 - Review 90 Percent Design Submittal. 5. Meeting No. 5 - Pre -Bid Conference. 6. Meeting No. 6 - Pre-bid meeting. Carollo Professional Agreement Page 14 of 23 6.3 Project Progress Monitoring and Status Reports ENGINEER will monitor project progress. ENGINEER will prepare project invoices, together with a progress report and will submit these on a monthly basis to the CITY. 6.4 Quality Management ENGINEER will manage the quality of the project deliverables throughout the development of the project. Specific activities that ENGINEER may employ, with approval of CITY to ensure the quality of the project, include the following: 1. Peer review planning concepts by members of ENGINEER senior staff. 2. Quality check performed by a team of qualified senior staff not associated with the project delivery. 6.5 Project Deliverables Deliverables for this project include the following. All reproduction costs will be billed to CITY in accordance with ENGINEER's Fee Schedule. 1. Project Plan; six (6) copies will be provided. 2. Monthly Project Progress Reports and Invoices; one (1) copy of the invoice to be provided to the CITY'S Project Manager. Progress report to be provided to CITY Staff. 3. Meeting agendas, meeting minutes, and formal review comments; six (6) hard copies will be submitted along with PDF files by e-mail. 4. Basis of Design Report; ten (10) hard copies and one (1) Electronic copy in Adobe PDF format. 5. 30 Percent Design Submittal; ten (10) sets of half size Drawings, and ten (10) sets of Specifications, one (1) CD with PDF of Drawings and Specifications, and ten (10) copies of the updated Opinion of Probable Construction Costs for CITY review. 6. 90 Percent Design Submittal; ten (10) sets of half size Drawings, and ten (10) sets of Specifications, one (1) CD with PDF of Drawings and Specifications, and ten (10) copies of the updated Opinion of Probable Construction Costs for CITY review. 7. Final Design Submittal; one (1) set of full size Drawings, ten (10) sets of half size Drawings, and ten (10) sets of Specifications, and one (1) CD with PDF of Drawings and Specifications. 8. Contractor's Questions; six (6) hard copies will be submitted along with PDF files by e-mail. 9. Addenda; six (6) hard copies will be submitted along with PDF files by e-mail. Carollo Professional Agreement Page 15 of 23 10. Submit Construction Documents for TCEQ approval. 11. Bid Evaluation and Recommendation of Award; six (6) hard copies will be submitted along with PDF files by e-mail. TASK 7.0 SPECIAL SERVICES 7.1 Structural Investigation of Digester Tank Walls ENGINEER will retain the services of a subconsultant, WDP and Associates to perform non-destructive testing of the above -grade portion of Digester 8 and 9 walls. 7.2 Distribution of Contract Documents CITY will place a notice inviting bids in accordance with City procedures. ENGINEER will make Plans and Specifications available to prospective bidders and will act as administrator in selling Contract Documents to prospective bidders, if necessary. 7.3 Site Visits ENGINEER will identify other similar facilities and arrange one site visit for up to 4 City staff. Travel costs for Carollo technical lead are included in the budget and will be billed on a time and material basis. ITEMS NOT INCLUDED 1. All material testing and geotechnical information (if deemed necessary during design) will be contracted by and coordinated by CITY. 2. Cost of permit applications/plan review by permitting agency. 3. Cost of reissuing or redesigning project elements due to project cost. 4. Third -Party Services: These services will be directly contracted and coordinated by CITY on an as -needed basis. 5. ENGINEER under a separate Task Order No. will prepare Construction Phase Services. It is anticipated that the award of this Task Order by the CITY to ENGINEER will be at the same time of award of the Construction Contract. TIME OF PERFORMANCE ENGINEER shall commence work immediately following authorization to proceed. ENGINEER has reviewed the project with the CITY and agrees that the schedule presented below is a reasonable timeframe within which to accomplish the work. Carollo Professional Agreement Page 16 of 23 PROJECT SCHEDULE Weeks Following Cumulative Milestone Deliverable Weeks Kick -Off Meeting/Design Development 0 0 Basis of Design Report 10 10 30% Submittal 6 16 90% Submittal 10 26 Final Submittal 4 30 Bid Sets 2 32 ENGINEER -CITY mutually agree that they will work toward meeting the above schedules. Should the Scope of Work be changed and/or should problems arise during the course of the work effort that could affect the above schedule, it is understood that both CITY and ENGINEER will develop a revised schedule and budget limit, if required, to address scope changes, delays by CITY, or other problems. It is understood that the ENGINEER must proceed with the work while the CITY reviews each submittal. CITY agrees to submit all review comments for the submittal within fourteen (14) days following the ENGINEER's submittal. Impacts from CITY's comments, which require extensive rework, may impact the schedule and budget and in -turn, may be considered a change in scope. BUDGET CITY and ENGINEER have established a not -to -exceed budget of $948,000 to complete all services under this Task Order. This amount will not be exceeded without a contract amendment. CITY will pay the ENGINEER hourly, not to exceed $888,000 for services identified in Tasks 1 through 6, unless noted otherwise in the Scope of Work. Task 7 has been identified as the Special Services Task. Task 7 will be completed in accordance with ENGINEER's fee schedule presented as Attachment A. All subconsultant costs will be billed at cost to ENGINEER with a 5 percent handling fee. All travel, per diem, and reproduction costs will be billed at cost and are included in that cost. Task 7 shall not exceed the amount of $60,000. ENGINEER agrees to complete these services for this amount unless the Budget is amended by CITY and ENGINEER as a result of a change to the Scope of Work or Time of Performance. The budget assumes that all work will be completed within 365 calendar days from the Notice to Proceed. 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U W � Q W WR? w U W O J Z O w i U m a a z a 0 > z w m w O m 0 LL O X x a z u� z w o ¢Z _> v Z Z w 0 O -j a a 0 ZO m� (9 C9 a a i a a o w p rn CL a m U (9 V Q F W y O a U F F z z F F F F F uwi Q m U j t 0 N Z Z z a _� J U Q Q' z p Q Z Z _ W Z w W W W W y� U U U U L U W W W W C W m J �.... m U= � U > c� U m a a W 00 J m >> n J L) � Q w C m w z w m z O m 5 O a w a w W 9 9 a a> m W X >> 0 0 0 0¢ 0 w w a w� w F Q w� F' W a F m H F G U p U 0 to U U m m Q a W a i U U a s a a a a U m p m F GI .- N f7 C .- N f? Q to fp .- .-- N C7 Q N7 N c'? Z Y C7 m m m Q Q Q R R R N w w w w w P� n n w F .- N C7 V to N n Resolution No. 2010-R0087 EXHIBIT "B" CAROLLO ENGINEERS, PC FEE SCHEDULE City of Lubbock Solids Stream Studies Other Direct Expenses Travel and Subsistence at cost Mileage .50/mile Subconsultant cost + 5% Other Direct Cost cost + 10% rc:Camilo. ProfessionalAgreement.111808 Carollo Professional Agreement Page 20 of 23 Hourly Rate Engineers/Scientists Engineer -in -Training (EIT) $115.00 Assistant Professional $134.00 Professional 167.00 Project Professional 198.00 Lead Project Professional 214.00 Senior Professional 235.00 Partner -in -Charge 235.00 Technicians Technicians 104.00 Senior Technicians 146.00 Support Staff Document Processing / Clerical 90.00 Other Direct Expenses Travel and Subsistence at cost Mileage .50/mile Subconsultant cost + 5% Other Direct Cost cost + 10% rc:Camilo. ProfessionalAgreement.111808 Carollo Professional Agreement Page 20 of 23 ATTACHMENT 11 PRELIMINARY SHEET LIST SOUTHEAST WATER RECLAMATION PLANT DIGESTERS AND 9 MIXING SYSTEM IMPROVEMENTS Sheet Number Discipline: Description Design Hours Subtotal Total Hours 1 G 01 PROJECT COVER SHEET 16 2 1 G 02 IDIGESTER8 AND 9 SITE AREA PLAN AND DRAWING INDEX 20 3 G 03 ABBREVIATIONS, LEGEND AND LIN WORK 20 4 D 1 DEMOLITION DIGESTERS 89, CONTROL AND HEATER BUILDING FDN PLAN 40 6 D 2 DEMOLITION DIGESTERS 89 CONTROL AND HEATER BUILDING INTERMEDIATE PLAN 40 6 D 3 DEMOLITION DIGES R —8&9, CONTROL AND HEATER BUILDING ROOF PLAN 40 7 D4 GAS COMPRESSOR BUILDING DEMOLITION 40 8 D 6 GAS FLARE DEMOLITION 40 9 D'6- UUMOLITION SECTIONS 40 10 D 7 DEMOLITION DETAILS 40 11 C 1 DIGESTERS AND AREA GENERAL PAVING AND GRADING IMPROVEMENTS 60 12 C 2 YARD PIPING 60 13 C 3 PIPING PROFILES 60 14 3 1 GENERAL STRUCTURAL NOTES 20 16 S2 DIGESTERS 89 CONTROL AND HEATER BUILDING FDN PLAN 76 16 S3 DIGESTERS 89 CONTROL AND HEATER BUILDING INTERMEDIATE PLAN 76 17 S4 DIGESTERS 89, CONTROL AND HEATER BUILDING ROOF PLAN 76 18 S6 DIGESTERS STRUCTURAL MODIFICATIONS SECTIONS! DETAILS 76 19 S6 DIGESTER9 STRUCTURAL MODIFICATIONS SECTIONS! DETAILS 76 20 ST DIGESTER DOME SECTIONS AND DETAILS 76 21 so DIGESTER 9 DOME SECTIONS AND DETAILS 76 22 S9 PUMP MIX SYSTEM VAULT PLANS 76 23 S 10 PUMP MIX SYSTEM VAULT SECTIONS 76 24 S11 PUMP MIX SYSTEM VAULT DETAILS 76 26 S12 GAS FLARE STRUCTURAL DETAILS 76 26 S13 CHEMICAL FEED SYSTEM FOUNDATION PLAN 76 27 S14 CHEMICAL FEED SYSTEM ROOF PLAN 76 28 816 CHEMICAL FEED SYSTEM SECTION AND DETAILS 76 29 S16 MISC STRUCTURAL SECTIONS 76 30 S17 MISC STRUCTURAL DETAILS 76 31 M 1 GENERAL MECHANICAL NOTES 20 32 M2 DIGESTER 8 INTERIOR PLAN 76 33 M 3 DIGESTER 8 ROOF LAN 76 34 M 4 DIGESTER INTERIOR PLAN 76 36 M 6 DIGESTER9 ROOF PLAN 76 36 M 6 CONTROL AND HEATER BUILDING BASEMENT PLAN 76 37 M 7 CONTROL AND HEATER BUILDING MAIN FLOOR PLAN 76 38 M7— ONT OL AND HEATER BUILDING ROOF PLAN 76 39 M 9 GAS COMPRESSOR BUILDING PLAN 76 40 M 10 DIGESTER8 SECTIONS 76 41 Mill DIGESTER SECTIONS 76 42 M 12 GAS COMPRESSOR BUILDING SECTION 76 43 M 13 DIGOM 8 & 9 DETAILS 76 44 M 14 GAS COMPRESSOR BUILDING DETAILS 76 Carollo Professional Agreement Page 21 of 23 ATTACHMENT II PRELIMINARY SHEET LIST SOUTHEAST WATER RECLAMATION PLANT DIGESTER 8 AND 9 MIXING SYSTEM IMPROVEMENTS Sheet Number Discipline: Description Design Hours Subtotal Total Hours 46 M16 CHEMICAL FEED SYSTEM PLAN 76 46 M 16 CHEMICAL FEED SYSTEM SECTIONS 76 47 1 M 17 ICHEMICAL FEED SYSTEM DETAILS 76 48 GE 1 GENERAL ELECTRICAL 7 49 GE 2 GENERAL ELECTRICAL 7 60 GE 3 ELECTRICAL STANDARD DETAILS 1 13 61 GE 4 ELECTRICAL STANDARD DETAILS II 13 62 GE 6 ELECTRICAL STANDARD DETAILS 13 63 GE 6 ELECTRICAL STANDARD DETAILS 1 13 64 GE 7 ELECTRICAL STANDARD DETAILS 11 13 66 GE 8 ELECTRICAL STANDARD DETAILS 111 13 66 GE -SE 1 ELECTRICAL SCHEDULES 26 67 E 1 SITE ELECTRICAL PLAN 26 68 E 2 SITE ELECTRICAL AREA CLASSIFICATION 26 69 E 3 SITE ELECTRICAL DUCT BANK SECTIONS 26 60 E 4 POWER DISTRIBUTION 26 61 E 6 MCC ELEVATION 26 62 E 6 MCC ONE -LINE DIAGRAM 26 63 E 7 MCC ONE -LINE DIAGRAM 26 64 E 8 MCC ONE -LINE DIAGRAM 26 66 1 E 9 IMCC PANEL SCHEDULES 26 66 E 10 DIGESTER CONTROL1BOIL5R BLDG 480V POWER & CONTROL PLAN 26 67 Ell DIGESTER CONTROLIBOILER BLDG LIGHTING 3 RECEPTACLE PLAN 26 68 E 12 DIGESTER CONTROLIBOILER BLDG HVAC POWER & CONTROL PLAN 26 69 E 13 DIGESTER CONTROLIBOILER BLDG ELEVATIONS AND SECTIONS 26 70 E 14 GAS COMPRESSOR BLDG ELECTRICAL PLAN 26 71 E 16 DIG STER8 ANDS IILECTRICALPLAN 26 72 E116 DIGESTERS AND 9 PUMP MIX SYSTEM VAULT ELECTRICAL PLAN 26 73 E 17 CHEMICAL SYSTEM ELECTRICAL PLAN 26 74 G11 SYMBOLS AND ABBREVIATIONS 1 7 76 G12 SYMBOLS AND ABBREVIATIONS II 7 76 G13 SYMBOLS AND ABBREVIATIONS III 7 T7 G14 SYMBOLS AND ABBREVIATIONS IV 7 78 G16 SYM19OLS AND ABBREVIATIONS V 7 79 G16 CONTROL SYSTEM BLOCK DIAGRAM 22 80 G17 1N TRUMEN ATIONTYPICALD TAILS 11 81 G18 INSTRUMENTATION TYPICAL DETAILS 11 82 G19 INSTRUMENTATION TYPICAL DETAILS 11 83 IS 1 CONTROL SCHEMATICS -1 PROCESS 22 84 182 CONTROL SCHEMATICS -11 PROCESS 22 86 IS 3 CONTROL SCHEMATICS -111 PROCESS 22 86 PIT— R—IDDIGESTER 8 PUMP MIX SYSTEM 22 87 P12 P81D DIGESTER 9 PUMP MIX SYSTEM 16 Be P13 P&IOGA COLLECTION SYSTEM 22 89 P14 P81D BOILER SYSTEM 22 90 1 P16 P&ID RECIRCULATION SYSTEM 22 Carollo Professional Agreement Page 22 of 23 ATTACHMENT II PRELIMINARY SHEET LIST SOUTHEAST WATER RECLAMATION PLANT DIGESTER 8 AND 9 MIXING SYSTEM IMPROVEMENTS Sheet Number Discipline: Description Design Hours Subtotal Total Hours 91 PI 6 P81D RECIRCULATION SYSTEM 16 92 PI 7 P81D SLUDGE TRANSFER SYSTEM 22 93 1 PI 8 lP&ID CHEMICAL FEED SYSTEM 22 94 PI 9 PSID CHEMICAL FEED SYSTEM 22 96 PI 10 PSID FLARE 22 96 PI 11 P&D MISC 22 97 T 1 TYPICAL DETAILS 98 T 2 TYPICAL DETAILS 10 99 T 3 TYPICAL DETAILS 10 100 T 4 TYPICAL DETAILS 10 101 T 6 TYPICAL DETAILS 10 102 T 6 TYPICAL DETAILS 10 103 T 7 TYPICAL DETAILS 10 104 T 8 TYPICAL DETAILS 10 106 T9 TYPICAL DETAILS 10 106 TIO TYPICAL DETAILS 10 10T 711 TYPICAL DETAILS 10 108 T 12 TYPICAL DETAILS 10 109 T 13 TYPICAL DETAILS 10 Total Hoursi 4019 Carollo Professional Agreement Page 23 of 23