HomeMy WebLinkAboutResolution - 2008-R0189 - Amendment To Agreement - Parkhill, Smith & Cooper Inc. - 05/22/2008Resolution No. 2008—RO189
May 22, 2008
Item No. 5.21
RESOLUTION
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
d to execute for and on behalf of the City of Lubbock a First Amendment to
sional Services Agreement by and between the City of Lubbock and Parkhill,
& Cooper, Inc., amending that certain Professional Services Agreement dated on or
March 27, 2008, Resolution 2008-R0101, and all related documents. Said
nent is attached hereto and incorporated in this Resolution as if fully set forth
and shall be included in the minutes of the Council.
by the City Council this 22nd day of May 2008.
TTEST:
Garza,
ROVED AS TO CONTENT:
Deputy City Manager/Water Utilities Director
PPROVED AS TO FORM:
/� �- � 2�
Richard K. Casner, First Assistant City Attorney
A ..
TOM MARTIN, MAYOR
101.051608
Resolution No. 2008—RO189
FIRST AMENDMENT
TO
PROFESSIONAL SERVICES AGREEMENT
This First Amendment to Professional Services Agreement (the "Amendment") is entered into
this 22nd day of May , 2008, by and between the City of Lubbock (the "City" or
"Owner' ), a Texas home rule municipal corporation, and Parkhill, Smith & Cooper, Inc. (the
"Engineer"), a Texas corporation.
WITNESSETH
WHEREAS, City and Engineer entered into that certain Professional Services Agreement
(the "Original Agreement"), dated on or about March 27, 2008, Resolution No. 2008-80101,
providing for certain activities regarding the design of water transmission and pumping facilities
and water treatment facilities related to water derived from Lake Alan Henry;
WHEREAS, it has come to the attention of the City that the design of the water
transmission and pumping facilities and water treatment facilities should be expanded from that
provided in the Original Agreement;
WHEREAS, Engineer is amenable to performing such expanded design;
WHEREAS, the City and Engineer now desire to amend the Original Agreement to
provided for such expanded services.
NOW, THEREFORE, for good and valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the City and Engineer hereby agree to amend the Original
Agreement as follows:
1. Exhibit "A" of the Original Agreement shall be deleted in its entirety and replaced
with Exhibit "A", "Scope of Services", attached hereto and made a part of the Original
Agreement for all intents and purposes.
2. Exhibit "B", "Payments to Engineer", is hereby deleted in its entirety and replaced
with Exhibit "B", "Payments to Engineer", attached hereto and made a part of the
Original Agreement for all intents and purposes.
3. Except as otherwise amended hereby, the terms and provisions of the Original
Agreement shall remain valid and subsisting as originally provided.
Page 1 of 25
Parkhill, Smith & Cooper, Inc.
By:(:),4/_'�A
N e: John S. Kelley, .E.
Title: Firm Principal/Project Manager
CITY OF LUBBOCK
TQM MARTIN, MAYOR
ATTEST:
Rebe ca Garza, City Secretary "L
APPROV S TO CONTENT;
Th as Adams, D uty City Manager
Aubrey Sp I
Ass stant Water Utility Director
APPROVED ASTO ORM:
/ "�
Richard K. Casner, First Assistant City Attorney
Richard[Professiona]ServicesAgreement-PSC Inc -LAE. I stAmend to RO101
Page 2 of 25
Resolution No. 2008-RO189
EXHIBIT "A"
SCOPE OF SERVICES
PHASE 1000. PROJECT DESCRIPTION AND ADMINISTRATION
Project Description — The Lake Alan Henry Water Supply project will ultimately include:
• Lake Alan Henry raw water pump station
• Post booster pump station
• Raw water transmission main
• Terminal storage reservoir
• Water treatment plant
• High service pump station
• Finished water transmission main
The design of the facilities associated with the terminal storage reservoir, water treatment
plant and high service pump station, as detailed below, are included under this Exhibit A.
Notwithstanding anything herein to the contrary, all water treatment plant and terminal
storage facilities shall be designed to meet the capacity requirement of 15 million gallons
per day. The design of the other project elements and construction administration may be
incorporated in future contract amendments.
a. References — The basis of the scope of work presented herein are the recommendations
included in the report entitled "City of Lubbock, Lake Alan Henry Water Transmission
Line, Pump Stations, Water Treatment Facility and Related Projects, Engineering
Report" dated November 2007 prepared by Parkhill, Smith & Cooper, Inc., Black &
Veatch Corporation, and Freese & Nichols, Inc (the "Preliminary Engineering Report").
b. Project Elements — Project facilities included under this scope of services are:
- 225 million gallon terminal storage reservoir.
- Plant influent pipeline from the terminal storage reservoir to the flow distribution
structure.
- Flow distribution structure.
- Two pretreatment trains.
- MF/UF membrane filtration with an initial capacity of 15 mgd including backwash,
clean -in-place equipment.
- Reclaimed water basin and return pump station.
- Sludge thickening basin.
- Clean -in-place chemical neutralization tank.
- Gravity dewatering beds.
- One million gallon cast -in-place clearwell.
- Backwash and plant water pumping station.
Page 3 of 25
- High service pumping station, including provisions for pumping into existing
storage tanks as well as into the distribution system.
Chemical feed facilities.
Building for chemical feed/wet laboratory/ basic operator control room/ break
room.
- On-site sanitary waste treatment system.
- Evaluation of communication facilities between the new water treatment plant and
the existing water treatment plant and between the new water treatment plant and
the Lake Alan Henry pump station, Post booster pump station, and the future
Southland booster pump station. Scope includes design of radio communication
system as recommended in the Preliminary Engineering Report. Should an
alternative communication system be selected as a result of the feasibility study, an
amendment to this agreement will be required.
- Plant instrumentation and control.
- Electrical.
- Emergency generator.
- Up to 1.5 -miles of road improvements to connect the plant site with the nearest
paved roadway.
Schedule M Project milestone deliverables are:
1) Complete membrane piloting and evaluation by March 31, 2009.
2) Finalize membrane procurement documents by April 30, 2009.
3) Receive membrane system bids by May 30, 2009.
4) Award membrane procurement by June 15, 2009
5) Complete water treatment plant detailed design by November 30, 2009.
b) Receive bids by January 30, 2010.
The above dates are based upon the assumption that a notice to proceed is issued by
May 1, 2008 and that pretreatment and membrane pilot units can be selected, reserved,
and set up for operation within four months of the Engineer's notice to proceed. As the
Texas Commission on Environmental Quality (TCEQ) indicates their review of pilot
plant protocols can take up to 100 days, operation of the pilot plant would need to begin
prior to formal approval by TCEQ.
2. Scope of Services Description — The engineering services include project administration,
membrane pilot testing, preliminary investigations and reports, preparation of detailed
design and construction documents and bid and pre -award services. Construction phase
services, resident services during construction, operation and maintenance manuals, start-
up services, commissioning, and personnel training may be incorporated in subsequent
amendments.
Project Administration — Provide administration and management of project. Review
ongoing activities. Monitor schedule and budget. Review progress with Owner on a
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regular basis. Discuss issues with the Owner as they are noted.
a. Preliminary and General Work
1) Project Initiation — Conduct a project initiation meeting to clarify Owner's
requirements for the project, review pertinent available data, review project staffing
and organization, present initial work plan, and present initial work schedule.
2) Consultation — Consult with the TCEQ concerning their requirements for
membrane system pilot testing and associated waste disposal. One meeting is
included in the Scope of Services. Submit a letter report of findings to Owner.
b. Progress Review — Participate in informal meetings with the Owner and Peer Reviewer
to review progress and exchange ideas and information. One meeting per month is
included in the Scope of Services. Prepare and distribute minutes for project meetings.
c. Status Review — Conduct a monthly status review meeting to present the monthly status
report which includes:
• Status of work done on each task.
• Discussion of project issues.
• Project trend register update. A trend is any change to Engineer's or to the project's
scope that affects cost or schedule.
• Project budget update.
+ Project schedule update.
d. Project Web Site — Establish and maintain a project team web site for storage of and
access to information pertinent to the status, activities and work products of the project,
including:
• Project schedule
• Agenda and minutes of monthly status review meetings and project workshops
• Copies of reports, memos and deliverables, as appropriate
4. Project Procedures Manual — Prepare a project procedures manual for use by Owner, Peer
Reviewer, and Engineer. An initial draft of the manual will be prepared for discussion at
the project initiation meeting. The manual will include:
• Project description and scope of work
• Project organization
• Project contacts and lines of communication
• Code requirements
• Special client requirements
• Filing system
• Project workflow model for major task and schedule identification
• Project quality assurance and quality control plan
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• Project budget
• Project schedule
• Writing and drafting standards
Phase 2000 — Membrane Pilot Testing and Evaluation
Pilot Westing Program
Conduct a pilot testing program for the membrane treatment system being considered for
the proposed Water Treatment Plant. The purpose of the program will be to determine the
effectiveness of membrane treatment, to establish design and bidding parameters, to
establish operating costs and parameters, and to project the long term performance of the
treatment system.
Services for the pilot testing program shall include the following:
a. Prepare a pilot testing protocol and submit to the Owner's staff, Peer Reviewer
and the Texas Commission on Environmental Quality for review.
b. Prepare for Owner's use an equipment prequalification document for
microfiltration (MF) or ultrafiltration (UF) membrane treatment systems. The
prequalification document will identify information to be submitted by the equipment
suppliers and will identify the criteria that will be used as the basis for selecting the
three MF/UF membrane treatment systems to be pilot tested. Assist Owner in the
review and evaluation of the information submitted by each equipment supplier and
prepare a recommendation for the three units which should be pilot tested.
C. Conduct a workshop with Owner's staff to review the process train selections for
pilot testing, the pilot testing protocol, and the equipment prequalification document.
d. Participate in a workshop with Owner's staff to coordinate the work and discuss
the schedule and logistics of delivering, installing, and operating the pretreatment and
membrane pilot units. The Engineer will prepare schematic and P&ID drawings
indicating how the pilot plant should be setup. The documents will not be prepared in a
format for competitive bidding.
e. Coordinate the delivery and installation of the pilot testing equipment with the
Owner's staff and the equipment suppliers. The Owner's staff will install the
equipment with supervision from the equipment supplier representatives and the
Engineer. The Engineer's services during setup included in the Scope of Services is up
to 10 trips and 80 hours. The Owner will pay for all costs associated with
purchase/rental of all equipment and for all shipping.
f. Conduct bench scale testing of the Lake Alan Henry raw water at the Engineer's
laboratory. The Engineer will perform bench -scale coagulant testing prior to the pilot
Page 6 of 25
study. Up to five coagulants will be tested. The optimal coagulant selection will be
based on turbidity removal, filterability, and total organic carbon (TOC) reduction
primarily using UV254 as a surrogate. In addition, disinfection byproduct testing will
be conducted on membrane filtered water to determine DBP formation (THMs and
HAA5s) based on representative disinfectant concentrations and contact time. Primary
disinfection with free chlorine followed by chloramination is anticipated. If excessive
DBP's are formed, testing with chlorine dioxide would be considered..
g. Conduct the pilot testing program. Engineer will start up and operate the pilot
units. The Owner's staff will assist Engineer in collection of data and daily monitoring
of the pilot units. A six month pilot testing program for the MF/UF units is anticipated.
The Engineer's services included in the Scope of Services are:
Initial pilot plant startup — 10 continuous days and 160 hours
Weekly operations/maintenance — 2 days per week
Clean -in-place (CIP) maintenance — 18 CIP events at 2 days on-site per event
Pilot plant disassembly and shipping — 10 working days and 80 hours.
Water quality tests will be performed as outlined in the pilot protocol by the Engineer
or a commercial laboratory. Basic water chemistry field tests will be performed by the
Engineer. Analytical tests required to be performed in a laboratory will be paid for by
the Engineer.
The results will be presented to the Owner's staff every month to ensure appropriate
communications and timely input. The results of the pilot testing will be included in an
appendix to the Process Evaluation and Selection Report.
h. The results of the bench scale and pilot testing, together with the life cycle costs,
operation and maintenance considerations, representative technology site visits (see
below), and other pertinent factors, will be evaluated to determine the best processes
and loading rates for the full-scale. A Process Evaluation and Selection Report will
document the findings and recommendations.
Services for the process evaluation shall include the following:
1) Utilizing the results of the pilot testing program, prepare a present value cost for the
alternative treatment processes.
2) Compile information and staff observations obtained from the representative on-site
evaluations and include in an appendix to the report.
3) Determine advantages and disadvantages, including operation and maintenance and
other considerations, for the alternative treatment processes.
4) Conduct a workshop with the Owner's staff to evaluate the alternative treatment
processes.
Page 7 of 25
5) Prepare and submit a draft Process Evaluation and Selection Report in accordance
with TCEQ's pilot study guidance document to the Owner and Peer Reviewer.
6) Within 2 weeks of receipt of documents, the Owner will consolidate their submittal
review comments and provide a written memorandum to Engineer. A written
response to the comments will be provided in return. Attend one meeting with
Owner to receive and discuss Owner's review comments. Revise the report as
required and provide final copies to the Owner.
i. Two site visits to existing membrane water treatment plants will be arranged to
familiarize the Owner's staff with the technologies under consideration. A list of
potential sites, along with anticipated costs, will be presented to the Owner's staff for
consideration. Two representatives from Parkhill, Smith & Cooper, Inc. and three
representatives from Black & Veatch Corporation will attend. The fee includes an
allowance of $36,000 for these personnel to attend the site visits. The not to exceed
fee will be adjusted based on actual costs, but shall not exceed the sum $36,000.
Phase 2204 — Design and Construction Contract Documents
1. Owner -Furnished Front -End Documents — Obtain and review Owner -furnished front-end
documents, general conditions, and special conditions. Meet with Owner to resolve
review comments, and revise Owner's standard documents accordingly.
2. Permitting — Meet with Owner's personnel and representatives of utilities, government
agencies, and highway departments to obtain requirements for public protection to be
included in contract documents.
Regulatory Review — Assist Owner in providing necessary documentation to the Texas
Commission on Environmental Quality for using Lake Alan Henry as a new water supply
resource. It is anticipated that the data that the Owner has been collecting will be adequate
to meet TCEQ's requirements. The Engineer will compile the data into a format suitable
for submittal to TCEQ. All costs for additional testing required by TCEQ will be borne by
the Owner. Engineer's services included in the Scope of Services are 40 hours and one
trip to Austin.
4. Public Information Program — Assist Owner with the public information program,
including the preparation of exhibits and associated descriptive material. A total of four
meetings in Lubbock are included in the Scope of Services. Additional trips and time, if
required, will be provided as Additional Services as provided for in Exhibit A, Part 3.
Geotechnical Services
a. Provide, through a subcontract, geotechnical engineering services including exploratory
work and laboratory and field testing based on preliminary drawings and designs, and
Page 8 of 25
including professional interpretations of exploratory and test data. The services will
include:
1) Initial geotechnical exploratory work, such as soil borings, penetration tests,
soundings, subsurface explorations, laboratory tests of soils and rock samples that
are required to provide information for design, and other field and laboratory tests
and analyses that are required to provide design information.
2) An initial geotechnical report by a qualified geologist or geotechnical firm
interpreting the data collected from the exploratory work and testing and making
assessments of the site conditions that can be anticipated from this initial
exploratory work. Submit three (3) hard copies of the report to the Owner.
b. After final design has proceeded to the point where it can be accomplished, the initial
geotechnical report will be expanded and further refined based on the actual design,
including sizes, locations, and loadings of structures; types, and extent of excavations;
and shall consider both design parameters and constructability. If, in the opinion of the
Engineer, additional geotechnical data are required for the preparation of the final
report, these data may be provided under an amendment to the Agreement and the
subcontract. The final report shall indicate the anticipated performance of the
subsurface material to be encountered on the project both during and after construction,
under the loading conditions, use, and types of excavations anticipated. Submit three
(3) hard copies to the Owner.
6. Preliminary Plan of Operation
a. Meet with Owner to discuss the necessary staffing and operational requirements for the
new treatment facilities. This task will establish a baseline understanding of SCADA
needs, as well as establish the physical space requirements for operations staff.
b. Draft preliminary plan of operation.
c. Submit draft for Owner and Peer review.
d. Based on Owner comments, revise the draft, and resubmit it to Owner.
7. Preliminary Design — Schematic Phase
a. Produce these deliverables
• Final process loads and flows.
• Process design parameters list.
• Major process equipment control table.
• Equipment tagging conventions.
• Geotechnical investigation plan.
• Preliminary process schematics.
Page 9 of 25
• Preliminary control systems block diagrams.
• Preliminary major process P&IDs.
• Internal quality control review and refinement before submittal to Owner.
• Quality assurance and quality control plan and log update.
• Project trend register update.
b. SCADA Communication Feasibility Study --- SCADA communication feasibility study
will evaluate the use of unlicensed spread spectrum frequency and fiber optic
communication for communication between: (a) The Lake Alan Henry WTP and the
City's existing Water Treatment Plant; (b) Lake Alan Henry WTP and the Lake Alan
Henry Pump Station; (c) Lake Alan Henry WTP and the Post Booster Pump Station; (d)
Lake Alan Henry WTP and the future Southland Booster Pump Station; (e) Lake Alan
Henry WTP and Pump Station 10 and; (f) Lake Alan Henry WTP and the Southwest
Pump Station. The feasibility study will include the following:
• Prepare computer generated radio coverage plots from each of the six sites showing
calculated spread spectrum radio signal strength.
• Work with City to locate up to three radio repeater locations, as required by the
radio coverage plot analyses.
• Prepare computer generated radio path profiles to show geographic elevation and
potential interference along radio paths.
• Evaluate cost and use of fiber optic cable run parallel to new water pipe.
• Document results of computer analysis and fiber analysis and present to City.
Pending the result of the feasibility study and subsequent decision by the City, design of
the radio communication system will consist of the following:
• Based on computer generated design parameters, conduct physical radio signal
strength study to verify results of the computer analysis. Physical radio study will
be conducted by a sub -consultant and assumes testing with antenna heights less
than 60 feet.
• Prepare a report summarizing the results of the physical radio signal strength study.
The report will provide recommendations on the design parameters for the
communication facilities along with Engineer's estimates of probable construction
costs.
Results of physical radio signal strength testing will be included in the construction
contract documents as an appendix to the spread spectrum radio communication
specification.
c. Submit six (G) hard copies and an electronic copy of the deliverables for Owner and
Peer review.
d. Meet with Owner to obtain Owner's comments on the submittal. Resolve any
questions and revise documents, if necessary.
Page 10 of?5
e. Submit six (6) hard copies and an electronic copy of the documents when revisions are
accepted by Owner.
8. Preliminary Design - Spatial design phase
a. Spatial design shall proceed only after Owner has accepted schematic phase
conclusions. Produce these deliverables.
• Equipment list.
• Site utility analysis.
• Architectural program.
• Preliminary Items
o Initial geotechnical information.
o Process equipment information and data.
a Site layout.
o Process structure layouts including main piping and valves.
o Civil/site and process/civil sections of basis of design memorandum.
o Sketch sections through major process facilities.
o Facility and building layouts.
• Internal quality control review and refinement before submittal to Owner.
• Quality assurance and quality control plan update.
• Project trend register update.
b. Conduct a workshop with Owner's staff, Peer Review team, and Engineer's lead
designers to discuss layouts, review alternatives, and make layout decisions.
c. Revise documents if necessary and submit six (6) hard copies and one electronic copy
to Owner as record of decisions taken at the spatial design phase.
9. Preliminary Design — Basis of Design
a. Commence this phase only after the Owner has accepted spatial design criteria.
Complete design criteria deliverables.
• Basis of Design Memorandum.
• Code Classification Table.
• Layouts of process piping and major equipment.
• Hydraulic profile for both 15 mgd and ultimate 50 mgd plant capacity and including
potential future UV facility.
• Site plan including conceptual layout for ultimate 50 mgd facility.
• Power distribution functional diagram.
• Process facility sections.
• SCADA communication system block diagram
o Communication between existing WTP, new WTP, Post Pump Station, and
Lake Alan Henry Pump Station.
Page 11 of 25
o Inclusion of up to three spread spectrum radio repeater sites. New radio
repeater tower heights and pump station radio tower heights will be evaluated
from 0-60 feet above ground level. Antenna heights at the WTP's will conform
to any local height restrictions.
Conceptual building layouts to include space for future equipment such as chemical
feed.
• Architectural elevations.
• Constructability review.
• Internal quality control review and refinement before submitting to Owner.
• Opinion of probable construction cost.
• Quality assurance and quality control plan update.
• Project schedule update.
• Project trend register update.
The basis of design memorandum is the most important deliverable from this phase. It
is the means to communicate scope, objectives, and details of the project to the Owner,
regulatory agencies, and the design team. Information in the basis of design
memorandum includes:
• General project scope and background references.
• Design criteria, including:
o Flow rates — Initial and future.
o Raw water quality - physical, chemical and biological.
a Design objective, treated water quality.
o Sludge quantities and types (lime, alum, etc.).
• Applicable codes and standards, including fire and safety codes including code
review and approval process.
• Local building, planning, and zoning department requirements including code
review and approval process.
• Site considerations, including subsurface conditions, flood elevations and drainage
requirements.
• P&ID and Process Flow Diagrams.
• Preliminary site plan, building layouts, and architecture.
• Preliminary hydraulic profile of treatment facilities.
• Process and hydraulic systems.
• Sludge processing systems and handling.
• Chemical feed and storage.
+ Operational monitoring and control systems.
• HVAC systems.
• Electrical systems.
• Structural design criteria.
• Miscellaneous support systems.
• Security systems.
• Utility requirements.
Page 12 of 25
b. Submit six (6) hard copies and one electronic copy of the preliminary drawings and
final Basis of Design Memorandum for Owner and Peer review.
c. Within 2 weeks of receipt of documents, the Owner will consolidate their submittal
review comments and provide a written memorandum to Engineer. A written response
to the comments will be provided in return.
d. Attend one meeting with Owner to discuss Owner's review comments and Engineer's
responses and resolve outstanding issues.
e. Submit six (6) hard copies and one electronic copy of revised Basis of Design
Memorandum to Owner as a record of decisions made at the completion of preliminary
design phase.
10. Detailed design — Construction contract documents Level 1
a. Detailed design is to commence only after Owner has accepted design criteria and the
Basis of Design Memorandum. The construction contract documents shall be prepared
for selection of private construction contractors on a competitive bid basis.
Construction documents will be prepared for independent bidding of the raw water
terminal storage reservoir and the water treatment plant. A separate procurement
document will be prepared for the water treatment plant membranes. The Level 1
deliverables are as follows:
• Contract front-end documents.
• Secondary systems P&ID drawings.
• Equipment control descriptions.
• Chemical feed system P&ID drawings.
• Site plan.
• Grading plan.
• General site arrangements and yard piping drawings.
• Exterior wall appearance, materials, and construction recommendations.
• Instrumentation input and output lists.
• Instrumentation device schedules.
• Final geotechnical investigation report.
• Major facility plans and sections showing equipment and piping.
• Preliminary structural design.
• Architectural wall sections.
• Process equipment specifications and data sheets.
• Reflected ceiling plans.
• Valve list.
• Opinion of probable construction cost update.
• Constructability review.
• Internal quality control review and refinement before submittal to Owner.
• Update quality assurance and quality control plan and log.
Pae 13 of 25
• Project schedule update.
• Project trend register update.
b. Provide six (6) hard copy sets and one electronic copy of drawings and specifications
for Owner and Peer review.
c. Within 2 weeks of receipt of documents, the Owner will consolidate their submittal
review comments and provide a written memorandum to Engineer. A written response
to the comments will be provided in return.
d. Attend one meeting with Owner to discuss Owner's review comments and Engineer's
responses and resolve outstanding issues. Meeting minutes will be issued to document
resolution of issues.
11. Detailed design - Construction documents Level 2
a. Level 2 design shall commence only after Owner has accepted level 1 deliverables.
Level 2 progress review meeting deliverables are as follows:
• Architectural roof plans.
• Sections and details showing major process and sub process equipment.
• Structural framing plans and sections.
• Landscaping and site irrigation plans.
• Plumbing and fire protection system layouts and plans.
• Power and lighting plans.
• Electrical fixture schedules.
• Commodity specifications.
• HVAC system layouts and equipment schedules.
• Architectural schedules.
• Duct bank and roadway lighting arrangements.
• Plumbing schedules.
• Underground utility drawings.
• Traffic control plan.
• Erosion control plan.
• Constructability review.
• Opinion of probable construction cost update.
• Internal quality control review and refinement before delivery to Owner.
• Quality assurance and quality control plan and log update.
• Project schedule update.
• Project trend register update.
b. Provide six (6) hard copy sets and one electronic set of drawings and specifications for
Owner and Peer review.
Page 14 of 25
Within 2 weeks of receipt of documents, the Owner will consolidate their submittal
review comments and provide a written memorandum to Engineer. A written response
to the comments will be provided in return.
d. Attend one meeting with Owner to discuss Owner's review comments and Engineer's
responses and resolve outstanding issues. Meeting minutes will be issued to document
resolution of issues.
12. Detailed design - Construction documents Level 3
a. Level 3 design shall commence only after Owner has accepted level 2 delivcrables.
Level 3 progress review meeting deliverables are as follows:
• Final review set of CAD drawings.
• Final review set of specifications and construction contract documents.
• Opinion of probable construction cost update.
• Constructability review.
• Internal quality control review and refinement before delivery to Owner.
• Quality assurance and quality control plan and log update.
• Project schedule update.
• Project trend register update.
b. Provide six (6) hard copy sets and one electronic copy of documents for Owner and
Peer review.
c. Within 2 weeks of receipt of documents, the Owner will consolidate their submittal
review comments and provide a written memorandum to Engineer. A written response
to the comments will be provided in return.
d. Attend one meeting with Owner to discuss Owner's review comments and Engineer's
responses and resolve outstanding issues. Meeting minutes will be issued to document
resolution of issues
e. Refine documents according to mutual agreement.
13. Regulatory Agency Submittal
a. Submit final documents to TCEQ for approval. As TCEQ's review process is taking
several months to complete, the City may desire to begin bidding and construction prior
to approval of the documents in order to maintain the overall project schedule.
b. Submit final documents to the Texas Department of Licensing and Regulation for
approval.
14. Permits Acquisition
Page 15 of 25
a. Provide in the specifications a list of the permits that must be obtained by the
construction contractor(s). It is understood that the construction Contractors must
obtain the following permits for this project:
• Street cuts
• Street closings
• Building permits
• Erosion control
• Fire protection
• Public safety support
• Utility services
• Zoning
b. Provide assistance to Owner in obtaining necessary permits from governmental
agencies and from utility and pipeline companies, including:
• Lubbock County
c. Assistance for the above permits will include:
• Preparation of applications, exhibits, drawings, and specifications as necessary for
Owner's execution and submittal.
• Furnishing additional information about the project design as may be requested by
the agency/company in support of the application(s).
PHASE 3100 - BID AND PREAWARD SERVICES
I. After acceptance by Owner of the Bidding Documents and the most recent opinion of
probable Construction Cost as determined in the Final Design Phase, and upon written
authorization by Owner to proceed, Engineer shall:
a. Furnish and distribute the number of copies of the Plans and Specifications as required
by prospective bidders and furnishers of material and equipment.
b. Assist Owner in advertising for and obtaining bids or negotiating proposals for the
Work and, where applicable, maintain a record of prospective bidders to whom Bidding
Documents have been issued, attend pre -Bid conferences, if any, and receive and
process Contractor deposits or charges for the Bidding Documents.
c. Issue Addenda as appropriate to clarify, correct, or change the Bidding Documents.
d. Consult with Owner as to the acceptability of subcontractors, suppliers, and other
individuals and entities proposed by Contractor for those portions of the Work as to
which such acceptability is required by the Bidding Documents.
Page 16 of 25
e. Attend the Bid opening, prepare Bid tabulation sheets, and assist Owner in evaluating
Bids or proposals and in assembling and awarding contracts for the Work.
2. The Bidding or Negotiating Phase will be considered complete upon commencement of the
Construction Phase or upon cessation of negotiations with prospective Contractors.
EXHIBIT A, PART 2 — CITY'S RESPONSIIBILITIES
General
CITY shall have the responsibilities set forth herein.
2. Provide ENGINEER with all criteria and full information as to CITY's requirements for the
Project, including, design objectives and constraints, space, capacity and performance requirements,
flexibility, and expandability, and any, budgetary limitations; and furnish copies of all design and
construction standards which CITY has in its possession and will require to be included in the Drawings
and Specifications; and furnish copies of CITY's standard forms, conditions, and related documents for
ENGINEER to include in the Bidding Documents, when applicable.
3. Furnish to ENGINEER any other available information pertinent to the Project including reports
and data relative to previous designs, or investigation at or adjacent to the Site.
4. Following ENGINEER's assessment of initially -available Project information and data and upon
ENGINEER's request, furnish or otherwise make available such additional Project related information
and data in its possession as is reasonably required to enable ENGINEER to complete its Basic and
Additional Services. Such additional information or data would generally include the following:
a. Data or consultations as required for the Project but not otherwise identified in the Agreement
or the Exhibits thereto.
5. Give prompt written notice to ENGINEER whenever CITY observes or otherwise becomes aware
of a Hazardous Environmental Condition or of any other development that affects the scope or time of
performance of ENGINEER's services, or any defect or nonconformance in ENGINEER's services or in
the work of any Contractor.
6. Authorize ENGINEER to provide Additional Services as required and mutually agreed upon.
7. Arrange for safe access to and make all provisions for ENGINEER to enter upon public and
private property, as required for ENGINEER to perform services under the Agreement.
8. Examine all alternate solutions, studies, reports, sketches, Drawings, Specifications, proposals
and other documents presented by ENGINEER (including obtaining advice of an attorney, insurance
counselor, and other advisors or consultants as CITY deems appropriate with respect to such
examination) and render in writing timely, decisions pertaining thereto.
9. Obtain reviews, approvals, and permits from all governmental authorities having jurisdiction to
approve all phases of the Project designed or specified by ENGINEER and such reviews, approvals, and
consents from others as may, be necessary for completion of each phase of the Project, including those
Page 17 of 25
identified in Exhibit A, Phase 2200, Paragraph 14, Permits Acquisition. City shall pay all fees for permit
applications, and pay all mitigation cost associated with permits.
10. Provide, as required for the Project;
a. Accounting, bond and financial advisory, independent cost estimating, and insurance
counseling services.
b. Legal services with regard to issues pertaining to the Project as CITY requires
or ENGINEER reasonably requests.
c. Such auditing services as CITY requires.
d. Placement and payment for advertisement for Bids in appropriate publications.
11. Advise ENGINEER of the identity and scope of services of any independent consultants
employed by CITY to perform or furnish services in regard to the Project, including, but not limited to,
cost estimating, project peer review, value engineering, and constructability review.
12. If CITY designates a construction manager or an individual or entity other than, or in addition to,
ENGINEER to represent CITY at the Site, define the duties, responsibilities, and limitations of
authority of such other party and the relation thereof to the duties, responsibilities, and authority of
ENGINEER.
13. Attend the pre-bid conference and bid opening,
14. Provide the services of an independent testing laboratory to perform all inspections, tests, and
approvals of samples, materials, and equipment required by the Contract Documents, or to evaluate
the performance of materials, equipment, and facilities of CITY, prior to their incorporation into the
Work with appropriate professional interpretation thereof unless included within and authorized under
Exhibit A, Phase 2200, Paragraph 5, Geotechnical Services
15. Perform and pay for all costs associated with procurement, daily operating expenses, and
construction of the pilot plant. The CITY shall also be responsible for providing raw water to and space
for housing of the pilot plant.
16. Provide personnel for general daily monitoring of the pilot plant operations.
Richard/LAH PSC Engineering Agreement EXhA pt2 031808
Page 18 of 25
EXHIBIT A, PART 3, ADDITIONAL SERVICES
Additional services are not in the scope of work for this contract. These services will be performed
at City's request with compensation adjustments. Supplemental services that City might choose to
add to the scope of services include, but are not limited to, the following items.
1. General
a. Value Engineering reviews and services.
b. Prequalification of general construction contractors.
c. Additional meetings with local, State, or Federal agencies to discuss the project other than
those identified in Exhibit A, including without limitation, Phase 1000 and Phase 2200.
d. Additional appearances at public hearings or before special boards, other than those
identified in Exhibit A, including without limitation, Phase 2200.
e. Supplemental engineering work required to meet the requirements of regulatory or funding
agencies that become effective subsequent to the date of this agreement.
f. Special consultants or independent professional associates requested or authorized by City.
g. Assistance with bid protests and re -bidding.
h. Preparation for litigation, arbitration, or other legal or administrative proceedings; and.
appearances in court or at arbitration sessions in connection with bid protests, change orders,
or construction incidents.
i. Revisions to documents caused by the City's reconsideration of previously agreed upon
design concepts.
J. Revision of designs, drawings, and specifications to incorporate changes arising from Value
Engineering review.
2. Rights of way, property acquisition, and land surveys
a. Land and property surveys
b. Aerial photography
c. Photographs or videotapes of the construction site topographic and infrastructure features
along pipelines or access roads.
d. Setting horizontal and vertical controls and locating street, road, highway, and utility rights-
of-way and critical property corners and to provide additional records on rights-of-way and
property information.
e. Prepare title reports on each parcel of property for purchase or arranging for easements or
rights-of-way
f. Prepare legal descriptions for the City's use in acquiring property or rights-of-way and
easements.
g. Services of a qualified appraiser to appraise the property or rights-of-way and easements to
be acquired, and to meet and negotiate with the property owners
h. Engineering assistance to City in negotiation meetings and condemnation proceedings.
i. Surveying to re-establish streets to preconstruction grade, referencing and re-establishing
land surveying monuments, and marking the easement or right-of-way limits.
3. Environmental Assessment
Page 19 of 25
a. Environmental assessment reports and/or environmental impact statements.
b. Cultural resources and/or archaeological study and reports.
c. Archaeological consultations regarding artifacts that may be uncovered during construction.
4. Testing
a. Laboratory and field testing and any reports or studies on materials and equipment requested
by City in excess of that listed in Exhibit A.
b. Observing factory tests and/or field retesting of equipment that fails to pass the initial test.
5. Hazardous Environmental Conditions
a. Remedial investigation/feasibility study or Phase 1 environmental site assessment to
determine the quantity and location of contamination.
b. Conduct asbestos or lead based paint abatement or other hazardous material abatement on
existing facilities
6. Support services for time and trips in connection with public information activity, in addition to
those provided in Exhibit A, including without limitation, Phase 2200, Paragraph 4, Public
Information Program.
7. Assisting City in complying with the requirements of 40 CFR Part 35, Paragraphs 35.2218(c)
through 35.2218(e) as published in the Federal Register, Vol. 49, No. 34 - Friday, February 17,
1984 and pertaining to Project Performance requirements associated with funding requirements
of the Texas Water Development Board, as applicable.
8. Site visits, including time and travel expenses, to representative existing water treatment
plants in addition to those provided for in Exhibit A, including without limitation, Phase
2000, Paragraph I.L.
9. Changes in the general scope, extent, or character of the project, including, but not limited to:
a. Changes in size or complexity.
b. City's schedule, design, or character of construction.
c. Method of financing.
d. Revision of previously accepted studies, reports, design documents, or construction
contract documents when such revisions are required by changes in laws, rules,
regulations, ordinances, codes, or orders enacted subsequent to the preparation of such
studies, reports, documents, or designs for the City under this Agreement.
Richard/LAH PSC Engineering Agreement ExhA pt3 031808
Page 20 of 25
Resolution No. 2008—RO189
EXHIBIT B
PAYMENTS TO ENGINEER
Article II of the Agreement is supplemented to include the following agreement of the parties:
PAYMENTS TO THE ENGINEER
Water Treatment Plant and Terminal Storage Reservoir — Lump Sum Method of Payment
A. OWNER shall pay ENGINEER for Services set forth in Exhibit A, Scope of Services, Phases
1000, 2200, and 3100 as follows:
1. A Lump Sum amount of $ 3,557 500 based on the following distribution of
compensation:
a. Water Treatment Plant $ 2,737,500
Deliverable Amount Delivery Date
Basis of Design Memorandum $ 565,400 August 2008
Level I Design
$ 416,000
December 2008
Level 2 Design
$ 941,600
May 2009
Level 3 Design
$ 759,700
November 2009
Bid and Pre -Award Services
$ 54,800
January 2010
b. Terminal Storage Reservoir
$ 820,000
Deliverable
Amount
Delivery Date
Basis of Design Memorandum $ 164,000 August 2008
Level 1 Design
$ 123,000
December 2008
Level 2 Design
$ 246,000
May 2009
Level 3 Design
$ 246,000
November 2009
Bid and Pre -Award Services
$ 41,000
January 2010
2. The Lump Sum includes compensation for ENGINEER's services and services of
ENGINEER's Consultants, if any. Appropriate amounts have been incorporated in the Lump Sum to
account for labor, overhead, profit, and Direct Expenses.
3. The portion of the Lump Sum amount billed for ENGINEER's services will be based upon
ENGINEER's estimate of the proportion of the total services actually completed during the billing
period to the Lump Sum.
4. The Lump Sum is conditioned on authorization to proceed issued by May 1, 2008 and receipt
of bids by January 30, 2010. Should the Contract Time to complete the Work be extended beyond this
period through no fault of the ENGINEER, the total compensation to ENGINEER shall be
appropriately adjusted. Any adjustments to the fee will require a contract amendment. No additional
services will be rendered until such amendment has been approved by the City Council.
Page 21 of 25
Membrane Pilot Testing and Evaluation — Hourly Rate Not to Exceed Method of Payment
A. OWNER shall pay ENGINEER for Services set forth in Exhibit A, Scope of Services, Phase
2000 — Membrane Pilot Testing and Evaluation, as follows:
1. A Not -to -Exceed amount of $ 286,000 billed on an hourly rate basis per the attached
schedule, as applicable for personnel of Engineer and Engineer's consultant's.
2. A Not -to Exceed amount of3$ 6.000 for labor and expenses, billed on an hourly rate basis
per the attached schedules, as applicable for personnel of Engineer and Engineer's
consultants and associated with Engineer participation (5 personnel) in 2 site visits to
existing membrane treatment plants, as authorized by the City.
3. Sub -consultant will be billed on the basis of cost times a factor of 1.0.
4. For reimbursable expenses, on the basis of cost times a factor of 1.10.
For Authorized Additional Services --Standard Hourly Rates Method of Payment.
A. OWNER shall pay ENGINEER for authorized Additional Services as follows:
1. For labor on an hourly rate basis per the attached schedules, as applicable for personnel of
Engineer and Engineer's consultants.
2. For sub -consultant expenses, on the basis of cost times a factor of 1.0.
3. For reimbursable expenses, on the basis of cost times a factor of 1.10.
B. The hourly rate schedule will be adjusted each January 1st to reflect cost of living adjustments,
limited to a maximum increase of 5% per annum.
Richard/LAH PSC Engineering Agreement ExhB 031808
Page 22 of 25
Client: City of Lubbock
Project: Lake Alan Henry Water Supply Project
Agreement Date:
January 1, 2008
Classification Hourly Rate
PROFESSIONAL LEVEL VII
Engineer VII
Architect VII
Landscape Architect VII
Interior Designer VII
PROFESSIONAL LEVEL VI
Engineer VI
Architect VI
Landscape Architect VI
Interior Designer VI
PROFESSIONAL LEVEL V
Engineer V
Architect V
Landscape Architect V
Interior Designer V
155.00
132.00
117.00
PROFESSIONAL LEVEL IV 101.00
Engineer IV
Architect IV, Intern (Architect) IV
Landscape Architect IV
Interior Designer IV
Technologist IV
Resident Project Representative IV
PROFESSIONAL LEVEL III 85.00
Engineer 1111, 111
Architect III, Intern (Architect) III
Landscape Architect III
Intern (Landscape Architect) III
Interior Designer III
Technologist III
Resident Project Representative III
Parkhill, Smith & Cooper, Inc.
Hourly Rate Schedule
Current through December 31, 2008
Classification Hourly Rate
PROFESSIONAL LEVEL II 76.00
Intern (Architect) II
Interior Designer 11, Intern (Interiors) II
Technologist 11
Resident Project Representative II
Landscape Architect II
PROFESSIONAL LEVEL I
Intern (Architect) I
Intern (Interiors)
Technologist I
Resident Project Representative
SUPPORT STAFF III
Engineering Technician III
CADD III
Administrative Secretary III
Project Assistant 1111
SUPPORT STAFF II
Accounting Clerk
CADD
Clerical
Engineering Technician II
Administrative Secretary II
SUPPORT STAFF I
Architectural Student
Engineering Student
Interiors Student
Landscape Architecture Student
Accounting Clerk Trainee
CADD Trainee
Clerical Trainee
Page 23 of 25
34.00
Expenses
Reimbursement for expenses, as listed below, incurred in connection with the services provided, and only provided in Phase 2000 and
authorized Additional Services, will be at cost plus ten percent for items such as:
I. Maps, photographs, postage, tall telephone, reproductions, printing, equipment rental, and special supplies related to the services.
2. Consultants, soils engineers, surveyors, contractors, and other outside services.
3. Rented vehicles, local public transportation and taxis, travel, and subsistence.
4. Special or job specific fees, insurance, permits, and licenses applicable to the work services.
5. Outside computer processing, computation, and proprietary programs purchased for the services.
Direct Expenses, or any other expenses, shall not be charged or payable for any Services other than Phase 2000 and
authorized Additional Services
Rate for professional staff for legal proceedings or as expert witnesses will be a rate one and one-half times the Hourly
Rates specified above.
Excise and gross receipts taxes, if any, will be added as an expense.
The foregoing Schedule of Charges is incorporated into the agreement for the services provided, effective January 1, 2008
through December 31, 2008. After December 31, 2008, invoices will reflect the Schedule of Charges currently in effect.
Page 24 of 25
EnLyineer's Consultant
Black & Veatch Corporation
Hourly Rate Schedule
Lake Alan Henry Water Supply Project
Current through December 31, 2008
1. Compensation for personnel used in the performance of engineering services by
Black & Veatch Corporation will generally be in accordance with the following
hourly rates:
Approximate
HourlyRate
Personnel Classification
Project Manager
$210
Engineering Manager
$200
Senior Membrane Process Engineer
$200
Senior Process Engineer
$170
Process Engineer
$130
Staff Civil Engineer
$110
Senior Engineering Technician
$150
Technician/Designer
$80
Senior Electrical Engineer
$180
Electrical Engineer
$110
Senior I&C Engineer
$180
I&C Technician
$120
Quality Control/Assurance
$180
Clerical
$75
For those services billed on an hourly rate not -to -exceed basis, applicable to
Phase 2000 and authorized Additional Services only, all other Phases of the
Services being on a lump sum basis, billings shall be based upon the actual raw
salary cost times a multiplier of 3.15. Reimbursement for direct expenses such as
copies, phones, postage, computer use, and other miscellaneous type expenses are
incorporated within the salary multiplier and shall not be otherwise payable by the
City. Travel and subsistence costs shall be billed at cost.
Richard/ProfessionalServicesAgreement PSC-Water.031908
Page 25 of 25