Loading...
HomeMy WebLinkAboutR-1999-067 CONTRACT FOR PRE-DESIGN OF A NEW WATER TREATMENT PLANT INTAKE.RESOLUTION NO. R- 99- 67 A RESOLUTION authorizing execution of a contract with Carollo Engineers, P.C. for Pre -design of a new water treatment plant intake WHEREAS, the City of Yakima has need for consulting services related to the design of a new water treatment plant intake; and WHEREAS, the City does not possess adequate in-house staff to perform the necessary work involved in the design of these modifications; and WHEREAS, the City of Yakima has complied with the provisions of RCW 39.80 which concerns the procurement of engineering and architectural services by a city; and WHEREAS, the City Council deems it to be in the best interest of the City to enter into a contract with Carollo Engineers, P.C., for the pre -design of a new water treatment plant intake including plans and specifications; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager, City Clerk and the Assistant City Manager are hereby authorized and directed to execute the attached and incorporated "Consulting Agreement" together with its attachments. ADOPTED BY THE CITY COUNCIL this IS day of May 1999. ATTEST: cvnc_ Karen Roberts, City Clerk John Puccinelli, Mayor ENGINEERING SERVICES AGREEMENT THIS ENGINEERING SERVICES AGREEMENT (hereinafter "Agreement") is made and entered into by and between the City of Yakima, a Washington municipal corporation (hereinafter the "City"), and Carollo Engineers, A Professional Corporation (hereinafter "Engineer"). WHEREAS, the City requires engineering services regarding predesign of a new raw water intake for the Naches River Water Treatment Plant, Yakima, Washington. WHEREAS, the Engineer represents that it has the expertise necessary and is willing to perform the engineering services required by the City in accordance with the terms and conditions of this Agreement. NOW, THEREFORE, in consideration of the mutual covenants, promises, and agreements set forth herein, it is agreed by and between the City and Engineer as follows: 1. Scope of Services. The Engineer shall provide said engineering services to the City through a series of mutually agreed task orders that shall become a part of this Agreement. Specifically, prior to commencement of any services, the City and the Engineer shall mutually agree upon and execute a task order for the specified engineering services. Each task order shall describe the following items; the services to be provided; the time of performance for the services; the fee for the services; and any provisions additional to this Agreement. The engineering services may include, but are not limited to, the services listed on general project description and draft task orders attached hereto as Exhibit A. However, execution of this Agreement does not obligate either party to provide or accept any services listed in Exhibit A until the parties have mutually agreed upon and executed a specific task order for the services. 2. Time Period for Performance of Services. The Engineer shall provide such services as are described on executed task orders in accordance with the time schedule set forth on attached and incorporated Exhibit "B". The Engineer shall proceed with such services in a timely and diligent manner, but shall not be responsible for ' delays caused by beyond the Engineer's control or which could not have been reasonably foreseen by the parties at the time the respective task order was executed. 3. Compensation. a. Fees for Services. For each specified task order executed by the parties, the Engineer shall be paid for such services on a time spent basis in accordance with the fee schedule attached hereto as Exhibit "C" and incorporated herein by this reference. Said fee schedule is subject to revision by the Engineer not sooner than one (1) year after execution of this Agreement, and no more once each year thereafter. -1- b. Maximum Fee for Services. Each executed task order shall describe the maximum fee to which the Engineer shall be entitled to under that task order. The maximum fee shall represent the best estimate of the parties of the maximum cost of the Engineer's services specified in that task order. c. Renegotiation of Maximum Fee. The Engineer reserves the right to renegotiate the maximum fee specified in a particular task order if the scope of services in the task order is changed by the City, or if conditions beyond the control of the parties shall cause the Engineer to incur additional costs and expenses in providing the services required under the task order. In either event, the Engineer shall promptly notify the City in writing of the anticipated additional fees of reduction of fees. Thereafter, and unless otherwise agreed by the parties, the Engineer shall not proceed with the modified/changed services until the parties agree in writing to a renegotiated maximum fee for that task order. d. Payment of Compensation. Engineer shall submit monthly invoices to the City. Said invoices shall itemize all services rendered during the preceding monthly period. The City shall make payment to the Engineer within thirty (30) calendar days of receipt of the invoice. All payments are expressly conditioned upon the Engineer providing services hereunder that are satisfactory to the City. e. Payment in the Event of Termination. In the event that either party terminates this Agreement under Section 22, Engineer shall be compensated in accordance with the above terms for all satisfactory services provided to the City up to the effective termination date. f. Maintenance of Financial Records/Documents. The Engineer shall make the cost records, accounts and related financial documents pertaining to this Agreement available for inspection by representatives of the City during the term of this Agreement and for a period of three (3) years following the final payment to the Engineer by the City. In the event that any audit or inspection identifies any discrepancy in such financial records, the Engineer shall provide the City with appropriate clarification and/or financial adjustments within thirty (30) calendar days of notification of the discrepancy. Permit and Advertising Cost. The City shall pay all fees for costs of necessary permits, advertising and similar items normally associated with public works projects. g. -2- 4. Standard of Performance. The Engineer shall perform all work and services required under this Agreement in accordance with generally accepted engineering and consulting standards, and shall be responsible for the technical soundness and accuracy of all work and services furnished pursuant to this Agreement. 5. Cost Estimates. The City is herewith advised that the Engineer has no control over the cost of labor, material, equipment; subcontractors' and suppliers' methods of producing and delivering such goods and services; or over the methods and styles of competitive bidding or market conditions. Accordingly, the Engineer's cost estimates are made and furnished on the basis of the Engineer's experience and qualifications and represent only best judgment as an engineering firm familiar with the construction industry. As such, the Engineer cannot and does not warrant or guarantee the accuracy of its cost estimates, or that cost estimates will not vary significantly from the actual project or construction costs realized by the City. 6. Ownership of Documents. All reports, designs, drawings, and specifications prepared by the Engineer pursuant to this Agreement shall be the property of the City upon payment being made by the City to the Engineer in accordance with Sections 3 of this Agreement. The Engineer shall provide the City with originals and/or reproducible copies of such documents in accordance with the respective task order, or when requested by City representatives. The Engineer does not intend or represent that such documents are suitable for reuse by the City or others on extensions of this project or with regard to any other project. Any such reuse without the written permission of the Engineer shall be at the City's risk. 7. Design Intent. The Engineer shall prepare the design documents, drawings, and specifications with the understanding that a representative of the Engineer may be observing the quality and progress of the resulting construction for compliance with the design intent. Additionally, the parties agree that compensation for such monitoring shall be addressed in an appropriate task order. 8. Information to be provided by the City. The City shall provide the Engineer with access to all information at its disposal that is pertinent to the site of project area, including but not limited to previous reports, drawings, plats, surveys, utility records, and other similar data. Absent specific written direction to the contrary, the Engineer shall be entitled to rely upon the completion and accuracy of such documentation. 9. Status of Engineer. Engineer and the City understand and expressly agree that Engineer is an independent contractor in the performance of each and every part of this Agreement. The Engineer shall have the sole judgment of the means, mode or manner of the actual performance of work/services required under this Agreement. The Engineer, as an independent contractor, assumes the entire responsibility for carrying out and accomplishing the work/services required under this Agreement. Additionally, and as an independent contractor, the Engineer and its employees shall -3- make no claim of City employment nor shall claim against the City any related employment benefits, social security, and/or retirement. 10. Taxes and Assessments. Engineer shall be solely responsible for compensating its employees and for paying all related taxes, deductions, and assessments, including but not limited to, federal income tax, FICA, social security tax, assessments for unemployment and industrial injury, and other deductions from income which may be required by law or assessed against either party as a result of this Agreement. In the event the City is assessed a tax or assessment as a result of this Agreement, Engineer shall pay the same before it becomes due. 11. Nondiscrimination Provision. During the performance of this Agreement, Engineer shall not discriminate on the basis of race, age, color, sex, religion, national origin, creed, marital status, political affiliation, or the presence of any sensory, mental or physical handicap. This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of services under this Agreement. 12. Compliance With Law. Engineer agrees to perform all work/services under and pursuant to this Agreement in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise. 13. No Insurance. It is understood the City does not maintain liability insurance for Engineer or its employees and subcontractors. 14. Indemnification and Hold Harmless. a. Engineer agrees to protect, defend, indemnify, and hold harmless the City, its elected officials, officers, employees and agents from any and all claims, demands, losses, liens, liabilities, penalties, fines, lawsuits, and other proceedings and all judgments, awards, costs and expenses (including attorneys' fees and disbursements) caused by or occurring by reason of any negligent act and/or omission of the Engineer, its officers, employees, agents, and/or subcontractors, arising out of or in connection with the performance of this Agreement. b. In the event that both Engineer and the City are negligent, the Engineer's liability for indemnification of the City shall be limited to the contributory negligence for any resulting suits, actions, claims, liability, damages, judgments, costs and expenses (including reasonable attorney's fees) that can be apportioned to the Engineer, its officers, employees, agents, and/or subcontractors. -4- c. Nothing contained in this Section or this Agreement shall be construed to create a liability or a right of indemnification in any third party. 15. Insurance provided by Engineer. a. Commercial Liability Insurance. On or before date the this Agreement is fully executed by the parties, the Engineer shall provide the City with a certificate of insurance as proof of commercial liability insurance with a minimum liability limit of One Million Dollars ($1,000,000.00) combined single limit bodily injury and property damage. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect (any statement in the certificate to the effect of "this certificate is issued as a matter of information only and confers no right upon the certificate holder" shall be deleted). Said policy shall be in effect for the duration of this Agreement. The policy shall name the City, its elected officials, officers, agents, and employees as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City thirty (30) calendar days prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). The insurance shall be with an insurance company or companies rated A-Vll or higher in Best's Guide and admitted in the State of Washington. b. Commercial Automobile Liability Insurance. On or before date this Agreement is fully executed by the parties, the Engineer shall provide the City with a certificate of insurance as proof of commercial automobile liability insurance with minimum liability limit of One Million Dollars ($1,000,000.00) combined single limit bodily injury and property damage. The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect (any statement in the certificate to the effect of "this certificate is issued as a matter of information only and confers no right upon the certificate holder" shall be deleted). Said policy shall be in effect for the duration of this Agreement. The policy shall name the City, its elected officials, officers, agents, and employees as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City thirty (30) calendar days prior written notice (any language in the clause to the effect of "but failure to mail such notice shall impose no obligation or liability of any kind upon the company" shall be crossed out and initialed by the insurance agent). The insurance shall be with an insurance company or companies rated A -VII or higher in Best's Guide and admitted in the State of Washington. -5- c. Professional Liability Insurance. On or before the date this Agreement is fully executed by the parties, the Engineer shall provide the City with a certificate of insurance as evidence of Professional Errors and Omissions Liability Insurance with coverage of at least One Million Dollars ($1,000,000.00) per occurrence and an annual aggregate limit of at least One Million Dollars ($1,000,000.00). The certificate shall clearly state who the provider is, the amount of coverage, the policy number, and when the policy and provisions provided are in effect. The insurance shall be with an insurance company rated A -VII or higher in Best's Guide. If the policy is on a claims made basis, the retroactive date of the insurance policy shall be on or before January 1, 1998, or shall provide full prior acts. The insurance coverage shall remain in effect during the term of this Agreement and for a minimum of three (3) years following the termination of this Agreement. d. Insurance provided by Subcontractors. The Engineer shall ensure that all subcontractors it utilizes for work/services required under this Agreement shall comply with all of the above insurance requirements. 16. Delegation of Professional Services. The services provided for herein shall be performed by Engineer, and no person other than regular associates or employees of Engineer shall be engaged upon such work or services except upon written approval of the City. 17. Assignment. This Agreement, or any interest herein, or claim hereunder, shall not be assigned or transferred in whole or in part by Engineer to any other person or entity without the prior written consent of the City. In the event that such prior written consent to an assignment is granted, then the assignee shall assume all duties, obligations, and liabilities of Engineer stated herein. 18. No Conflict of Interest. Engineer represents that it or its employees do not have any interest and shall not hereafter acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of this Agreement. Engineer further covenants that it will not hire anyone or any entity having such a conflict of interest during the performance of this Agreement. 19. Severability. If any portion of this Agreement is changed per mutual agreement or any portion is held invalid, the remainder of the Agreement shall remain in full force and effect. 20. Integration. This written document constitutes the entire agreement between the City and Engineer. There are no other oral or written Agreements between the parties as to the subjects covered herein. No changes or additions to this Agreement shall be valid or binding upon either party unless such change or addition be in writing and executed by both parties. -6- 21. Termination. The City or Engineer may terminate this Agreement, with or without cause, by giving the other party thirty (30) calendar days written notice of termination. 22. Notices. Unless stated otherwise herein, all notices and demands shall be in writing and sent or hand delivered to the parties to their addresses as follows: TO CITY: TO ENGINEER: City Engineer City Hall 129 North 2nd Street Yakima, WA 98901 Carollo Engineers, A Professional Corporation 12426 W. Explorer Drive, Suite 200 Boise, ID 83713 or to such other addresses as the parties may hereafter designate in writing. Notices and/or demands shall be sent by registered or certified mail, postage prepaid, or hand delivered. Such notices shall be deemed effective when mailed or hand delivered at the addresses specified above. 23. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. 24. Venue. The venue for any action to enforce or interpret this Agreement shall lie in the Superior Court of Washington for Yakima County, Washington. 25. Year 2000 Information Technology Compliance. ENGINEER has taken reasonable actions to examine statements made by product and system manufacturers with respect to Year 2000 information technology compliance and has not knowingly specified a product or system identified by the manufacturer as non-compliant. ENGINEER has not and will not knowingly specify non-compliant components or systems identified by the OWNER or OWNER's consultant as required to be Year 2000 compliant. For the purposes of this identification, Year 2000 compliant means that the information technology accurately processes date/time data (including, but not limited, to, calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries, and the years 1999 and 2000 and leap year calculations, to the extent that other information technology, used in combination with the information technology being acquired, properly exchanges date/time data with it. -7- CITY OF YAKIMA CAROLLO ENGINEERS, P.C. By: By: By: DATE: 5-71-4)/(/ DATE: ATTEST: „y p,o12,4&`W SE � H' City Clerk City Contract No. 99-68 Resolution No. R-99-67 /24 /qq -8- EXHIBIT A TASK ORDER(S) & ESTIMATED FEES The cost estimate for Task Order Nos. 1 and 2 of the services required in this Agreement are shown in the table immediately following. Expenses include direct out-of-pocket expenses and direct charges for computer equipment. Out-of-pocket expenses include such things as travel, communications, postage, and reproduction costs. Task Order No. Labor Hours Labor Costs ($) Expenses ($) Total ($) 1 392 36,888 5,112 42,000 2 388 34,600 2,400 37,000 Subtotal 780 71,488 7,512 79,000 Cost not to exceed $79,000.00 Total of the Services required by this Agreement $79,000.00 -9- EXHIBIT B PROPOSED SCHEDULE & PHASING SCOPE OF WORK The following tasks for providing engineering services have been developed to complete the predesign phase of WTP intake modifications at the Naches River WTP. A predesign report consisting of predesign drawings, design criteria and budgetary price estimates will be prepared. Refer to Task Order No. 1 for the tasks necessary to complete Task Order No. 1. • Project Management • Data Collection • Conceptual Layout • Criteria Development • Site Visit • Draft Intake Predesign • Agency Consultation • Final Intake Predesign TIME OF PERFORMANCE ENGINEER shall commence work in May, 1999, and shall complete the draft predesign within 6 months of NTP. -10- EXHIBIT C FEE SCHEDULE Fees for services estimated in the proceeding tasks, are based on the rate schedule set forth below. Rates shown include salary costs, overhead costs, profit. All rates shown are on a per hour basis. Principal $163.50 Project Manager $126.25 Project Staff $102.50 Clerical $41.50 In addition to the above hourly rates, direct out-of-pocket expenses specifically related to services provided under the terms of this agreement will be billed at cost. Computer costs are also recovered through a special billing rate and would be applied to the hours billed under the various tasks. Fee Schedule is attached to Task Order No. 1. -11- TASK ORDER NO. 1 CITY OF YAKIMA, WASHINGTON (OWNER) AND CAROLLO ENGINEERS, A Professional Corporation (ENGINEER) This Task Order is issued by the OWNER and accepted by the ENGINEER pursuant to the mutual promises, covenants, and conditions contained in the Agreement between the above named parties dated the day of , 1999, in connection with: CITY OF YAKIMA, WASHINGTON WTP INTAKE PROJECT PURPOSE The purpose of this Task Order is to provide predesign related services as detailed below for modifying and improving the City of Yakima's WTP intake on the Naches River. ENGINEER'S SERVICES The following tasks will be performed in order to develop the conceptual intake design, as identified at the April 12, 1999 site visit, into a proposed action that meets the necessary design criteria and to familiarize the jurisdictional Agencies with the proposed action. The conceptual intake design includes the following major elements: • New intake screens behind the existing intake headwell. • A new inflatable -type dam just downstream of the new intake. • Removing the existing intake channel wall between the new intake and the power plant discharge. • A new headwall just above the power plant discharge. • Abandoning the existing intake structure. • Extending the existing raw water inlet pipeline from the existing intake structure to the new intake facility. Task 1.0 - Project Management and Communications Provide project management, coordination, and support necessary to complete project. Manage work efforts of predesign team including subconsultants, assign man power, review work progress, coordinate quality control and review procedures, prepare invoices, and -1- communicate schedules and progress to the City. In addition, coordination and attendance for the following meetings will be included as part of this task: • Meeting with City and Pacific Power and Light (PP&L) to discuss the conceptual layout. • Site visit and workshop with Technical Advisory Committee (TAC) members • Site visit and meeting with Agency personnel Task 2.0 - Data Collection/Site Description Collect and compile pertinent data. Information will be collected on screen operations, WTP intake requirements, intake hydraulics, ice formation, debris accumulation, power plant operations, river flow regimes, upstream and downstream fish migration, and water quality. These data are necessary to fully describe "baseline" conditions. Prepare a comprehensive site description that documents the existing site conditions and identifies any project constraints. Maps will be prepared from existing as -built drawings to show baseline conditions. A brief narrative describing the site will be prepared. This information will be compiled and documented in a technical memorandum that will be forwarded to TAC members, Washington Department of Fish and Wildlife (WDFW), PP&L and the City. Task 3.0 - Conceptual Layout Prepare a preliminary site plan and description of the proposed action as identified at the April 12, 1999 site visit. This will include a scaled site plan showing existing facilities and site features overlayed with the conceptual intake layout. A brief narrative describing the proposed layout will be also be prepared. The layout and description will be forwarded to TAC members, and a copy will be provided to the City for discussions with PP&L. Task 4.0 - Criteria Development Develop engineering, operating, and environmental criteria to use in evaluating the proposed action and guiding its layout and predesign. Fish screening and passage requirements will be identified as part of this task. The criteria will be documented in a technical memorandum that will be forwarded to TAC members, City personnel, and WDFW for review. Task 5.0 - Site Visit/Workshop A site visit will be planned upon completion of Tasks 2.0 through 4.0. Carollo team members and TAC members will tour the site and then hold a workshop with the City to develop the conceptual layout into a draft predesign. An invitation to attend the workshop will be extended to PP&L. Task 6.0 - Draft Intake Predesign Prepare a draft predesign report that documents existing "baseline" conditions, lists design criteria, provides drawings and a description of the proposed intake, and lists impacts/improvements that the intake will have on the "baseline" conditions. A copy of the draft report will be forwarded to City and Agency personnel for review. -2- Task 7.0 - Agency Consultation Consultation with the WDFW will be an important element throughout all project tasks. Consultation with other jurisdictional agencies will be important during criteria development and after the draft predesign report has been prepared. The goal of this task will be to familiarize agencies with the proposed action and to obtain their input prior to preparation and submission of the permit applications. One site visit with Agency personnel is planned after completion of Task 6.0. Additional agency consultation will occur by phone, fax, or email. Task 8.0 - Final Intake Predesign Prepare a final predesign report after receiving City and Agency review comments on the draft predesign report. The final report will include a vicinity map and plan/section views of the proposed action on 11" x 17" sheets. The final report will be formatted so that materials from the report can be used in preparing permit applications. Budget level construction and design cost estimates will be prepared as part of this task. ASSUMPTIONS The predesign will be limited to developing the intake concept identified during the April 12, 1999 site visit by Carollo, WDFW, and City personnel • Modifications to achieve fish passage requirements around the PP&L discharge will be undertaken by PP&L. This project will include the predesign of a new wing wall upstream of PP&L's discharge to connect into the existing concrete channel wall. • The City will negotiate and obtain the necessary easements from the WDOT to construct the intake modifications. Assistance in permitting/negotiations with WDOT could be provided under a separate task order. • The intake concept will achieve operations, fish passage/screening, and environmental design criteria without requiring new project elements beyond those identified above. • Agency coordination and review will occur primarily by phone, fax, and/or email. One site visit with Agency personnel will also be planned. • The proposed action, as described in the draft intake predesign report, will satisfy Agency requirements without requiring new project elements beyond those identified above or the analysis of additional alternatives. • The preparation of permit applications and additional Agency coordination would be handled under a separate task order. The City will provide as -built drawings of the site or a new survey if necessary to provide an adequate base map for preparing intake predesign drawings. -3- CLIENT FURNISHED SERVICES It is assumed the City will provide: • All geotechnical and surveying information as necessary. • Available information on the intake including operational data, record drawings, site maps, river levels, plats, survey data, etc. (as available). ADDITIONAL SERVICES Carollo will provide the following additional services as requested by the City: quantitative analysis of frazil ice formations, preparation of intake design plans and specifications, bidding assistance, and support services during construction. These tasks and compensation would be added to this agreement by subsequent Task Orders. TIME OF PERFORMANCE Time to complete the draft predesign report shall be six months, not including regulatory agency reviews, from Notice to Proceed. PAYMENT OWNER shall pay ENGINEER on an hourly basis in accordance with the attached fee schedule included as Exhibit A. Engineer's total compensation for the Scope of Services identified in this Task Order, including engineer's subconsultants, shall not exceed the amount of $42,000 unless authorized by OWNER. Exhibit B presents a breakdown of estimated engineering costs for Tasks 1.0 through 7.0. ENGINEER shall submit monthly invoices that will be based on ENGINEER'S estimate of the proportion of the total services actually completed at the time of billing. OWNER agrees to pay invoices within 30 days of their date. EFFECTIVE DATE This Task Order No. 1 is effective as of the day of , 1999. IN WITNESS WHEREOF, duly authorized representatives of the OWNER and of the ENGINEER have executed this Task Order No. 1 evidencing its issuance by OWNER and acceptance by ENGINEER. CAROLLO ENGINEERS, CITY OF YAKIMA A Professional Corporation By: Accepted this _ day of , 19_ By: -4- (Officer) EXHIBIT A CAROLLO ENGINEERS, P.C. FEE SCHEDULE As of March 1, 1999 Boise, Idaho Hourly Rate Engineers/Scientists (E/S) E/S I $62.00 E/S II 71.00 E/S III 85.00 E/S IV 102.50 E/S V 120.50 EIS VI 126.25 E/S VII 138.50 E/S VIII 158.50 Principal 163.50 Engineering Aides (EA) EAI EA II EA III EA IV EA V EA VI EA VII Engineering Technicians (ET) ETI ET II ET III ET IV ET V ET VI ET VII 30.75 56.50 69.00 70.25 75.00 81.75 106.00 42.75 44.00 49.75 55.50 61.75 73.75 86.25 Support Staff Office Aides 30.00 Clerical 41.50 Word Processor 68.00 Computer Computer Equipment (PC) 12.00 Word Processor (Processing Time) 12.00 CAD/Graphics (Processing Time) 18.00 Travel and Subsistence at cost Mileage .35/mile Subconsultant Cost + 10% Other Direct Costs Cost + 10% This Fee Schedule is subject to annual revisions due to labor adjustments. G:\FORMS\WP\CONTRACT\FEE198FEE.WPD 1 EXHIBIT B CITY OF YAKIMA ESTIMATE OF ENGINEERING COSTS WTP INTAKE PROJECT TASK LABOR MANHOURS DIRECT COSTS TOTAL ESTIMATED COSTS 1.0 - Project Management 24 $ - $ 2,180 2.0 - Data Collection/Site Description 40 $ - $ 3,400 3.0 - Conceptual Layout 46 $ - $ 3,521 4.0 - Criteria Development 50 $ - $ 5,333 5.0 - Site Visit/Workshop 48 $ 3,512 $ 10,292 6.0 - Draft Predesign 98 $ 500 $ 9,287 7.0 - Agency Consultation 32 $ 600 $ 3,390 8.0 - Final Predesign 54 $ 500 $ 4,597 TOTALS 392 $ 5,112 $ 42,000 TASK ORDER NO. 2 CITY OF YAKIMA, WASHINGTON (OWNER) AND CAROLLO ENGINEERS, A Professional Corporation (ENGINEER) This Task Order is issued by the OWNER and accepted by the ENGINEER pursuant to the mutual promises, covenants, and conditions contained in the Agreement between the above named parties dated the day of , 1999, in connection with: CITY OF YAKIMA, WASHINGTON WTP INTAKE PROJECT PURPOSE The purpose of this Task Order is to provide permitting assistance as detailed below for modifying and improving the City of Yakima's raw water intake on the Naches River. ENGINEER'S SERVICES Task 1.0 - Project Management and Communications Manage work efforts, assign man power, review work progress, coordinate quality control and review procedures, prepare invoices, track budget, and communicate progress with the City. Task 2.0 - Predesign Agency Consultation Agency consultation will be an important element during the predesign to ensure that criteria are established in accordance with Agency requirements, to solicit Agency input on predesign alternatives, and to familiarize Agency reviewers with the proposed action prior to submitting the permit. This task will provide for consultation and coordination with County, State, and Federal Agencies including Yakima County, Washington Department of Fish and Wildlife (WDFW), Washington Department of Ecology (WDOE), Washington Department ofNatural Resources (WDNR), Corps of Engineers (COE), Washington Department of Transportation (WDOT), and the National Marine Fisheries Service (NMFS). It is assumed that the majority of consultation will be by phone, fax, and/or email. One visit specifically for meeting with Agency personnel will be budgeted. Task 3.0 - Prepare SEPA Checklist Prepare and submit the State Environmental Policy Act (SEPA) checklist and supplemental materials as necessary. It is assumed that the standard form checklist (WAC 197-11-960) will be submitted. A supplemental document containing a baseline description, criteria, and alternatives analysis from the predesign will also be submitted as an environmental document. -1- Task 4.0 - Prepare JARPA The Joint Aquatic Resources Permit Application Form (JARPA) will be prepared and submitted concurrently with the SEPA Checklist. It is assumed that the standard form will be submitted with a vicinity map, plan view, and sectional view of the proposed action. Task 5.0 - Permitting Consultation and Coordination Additional Agency consultation will be provided after the permits have been submitted to "shepherd" them through the process and to respond to Agency comments and approval conditions. It is assumed that all consultation for this process will be by phone, fax, and/or email. ASSUMPTIONS The following assumptions were made in developing the Engineer's Services: 1. Carollo will serve as the City's agent throughout the permitting process. 2. The SEPA lead agency will issue a DNS or mitigated DNS for the threshold determination. 3. A wetland delineation report will not be required to satisfy COE requirements. 4. Quantitative biological assessment of intake alternative impacts will not be required. 5. The majority of agency consultation and coordination will be by phone, fax, and/or email. One trip specifically for agency meetings was budgeted. 6. The predesign documents will provide sufficient detail to prepare the SEPA and JARPA documents. CLIENT FURNISHED SERVICES It is understood that the City will provide assistance and information as needed to prepare the applications and to respond to Agency comments and conditions. TIME OF PERFORMANCE The SEPA and JARPA applications will be submitted within one month of the draft predesign submittal. PAYMENT OWNER shall pay ENGINEER on an hourly basis in accordance with the attached fee schedule included as Exhibit A. Engineer's total compensation for the Scope of Services identified in this Task Order, including engineer's subconsultants, shall not exceed the amount of $36,612 unless authorized by OWNER. Exhibit B presents a breakdown of estimated engineering costs for Tasks 1.0 through 5.0. -2- ENGINEER shall submit monthly invoices that will be based on ENGINEER'S estimate of the proportion of the total services actually completed at the time of billing. OWNER agrees to pay invoices within 30 days of their date. EFFECTIVE DATE This Task Order No. 1 is effective as of the day of , 1999. IN WITNESS WHEREOF, duly authorized representatives of the OWNER and of the ENGINEER have executed this Task Order No. 1 evidencing its issuance by OWNER and acceptance by ENGINEER. CAROLLO ENGINEERS, CITY OF YAKIMA A Professional Corporation -3- Accepted this _ day of , 19_ By: (officer) EXHIBIT A CAROLLO ENGINEERS, P.C. FEE SCHEDULE As of March 1, 1999 Boise, Idaho Hourly Rate Engineers/Scientists (E/S) E/S I $62.00 E/S II 71.00 E/S III 85.00 E/S IV 102.50 E/S V 120.50 E/S VI 126.25 E/S VII 138.50 E/S VIII 158.50 Principal 163.50 Engineering Aides (EA) EA I EA II EA III EA IV EA V EA VI EA VII Engineering Technicians (ET) ET I ET II ET III ET IV ET V ET VI ET VII 30.75 56.50 69.00 70.25 75.00 81.75 106.00 42.75 44.00 49.75 55.50 61.75 73.75 86.25 Support Staff Office Aides 30.00 Clerical 41.50 Word Processor 68.00 Computer Computer Equipment (PC) 12.00 Word Processor (Processing Time) 12.00 CAD/Graphics (Processing Time) 18.00 Travel and Subsistence at cost Mileage .35/mile Subconsultant Cost + 10% Other Direct Costs Cost + 10% This Fee Schedule is subject to annual revisions due to labor adjustments. G:\FORMS\SNP\CONTRACT\FEE\99fee.wpd 1 EXHIBIT B CITY OF YAKIMA ESTIMATE OF ENGINEERING COSTS WTP INTAKE PROJECT PERMITTING ASSISTANCE TASK LABOR MANHOURS DIRECT COSTS TOTAL ESTIMATED COSTS 1.0 - Project Management 32 $ 1,400 $ 4,540 2.0 - Predesign Consultation 76 $ - $ 7,034 3.0 - Prepare SEPA Documents 102 $ 500 $ 9,123 4.0 - Prepare JARPA 110 $ 500 $ 9,617 5.0 - Permit Consultation 68 $ - $ 6,298 TOTALS 388 $ 2,400 $ 36,612 TASK ORDER NO. 3 CITY OF YAKIMA, WASHINGTON (OWNER) AND CAROLLO ENGINEERS, A Professional Corporation (ENGINEER) This Task Order is issued by the OWNER and accepted by the ENGINEER pursuant to the mutual promises, covenants, and conditions contained in the Agreement between the above named parties dated the day of , 1999, in connection with: CITY OF YAKIMA, WASHINGTON WTP INTAKE PROJECT PURPOSE The purpose of this Task Order is to provide design related services for modifying and improving the City of Yakima's raw water intake on the Naches River. ENGINEER'S SERVICES Tasks for providing engineering services to complete the design phase of the City's raw water intake will be developed after completion of Task Order Nos. 1 and 2. Construction documents consisting of contract requirements, drawings, and technical specifications will be prepared as part of this Task Order. Design components will be identified at a later date. A preliminary listing of tasks for completing the design phase of this project are presented below. Task 1.0 - Project Management and Communications Task 2.0 - Prepare Plans and Specifications CLIENT FURNISHED SERVICES Client furnished services will be identified at a later date. ADDITIONAL SERVICES Carollo can provide the following additional services as requested by the City: printing of plans and specifications; construction management services including bidding assistance, support services during construction, and field engineering services. These tasks and compensation will be added to this agreement by amendment in another Task Order. TIME OF PERFORMANCE Time of completion for services defined in this Task Order will be determined at a later date. PAYMENT Engineer's total compensation for Task Order No. 3 will be determined at a later date. -1- BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 13 For Meeting Of 5/18/99 ITEM TITLE: Pre -design of New Water Treatment Plant Intake SUBMITTED BY: Dueane Calvin, Water/Irrigation Manager Dave Brown, Water/Irrigation Engineer Glenn Rice, Assistant City Manager CONTACT PERSON/TELEPHONE: Dueane Calvin / 576-6480 SUMMARY EXPLANATION: Staff respectfully requests City Council to approve the attached resolution authorizing the City Manager to execute the accompanying contract with Carollo Engineers, P.C. of Boise, Idaho for the pre -design of a new water treatment plant intake. This contract requires Carollo Engineers, P.C. to develop a pre - design of a new intake structure at the water treatment plant. Final design and contact documents will be completed as Task 3 of this contract. The final design will be based on the findings from the pre - design. A study completed in 1993 by CH2MHill recommended that several improvements be made to the intake structure. Due to the Endangered Species Act (ESA) listing of several fish species the Washington Fish and Wildlife Department has requested several changes be made to the fish barrier system. The pre -design will insure compliance with all ESA requirements and obtain approval from all state and federal agencies before the actual design. Financial support for this contract will be from appropriations approved by Council in the 477 Fund. Not to Exceed Engineering Cost $79,000.00 Costs for Task 3 will be determined after completion of the pre -design. Estimated Construction Cost $650,000.00 Resolution X Ordinance _Contract X Other (Specify) Contract Funding Source 477 Fund — Capital Improvements APPROVED FOR SUBMITTAL:����,�. �,� - City Manager STAFF RECOMMENDATION: Approve resolution authorizing the City Manager to execute the accompanying contract for the pre - design of a new water treatment plant intake by Carollo Engineers, P.C. of Boise, Idaho. BOARD/COMMISSION RECOMMENDATION: COUNCIL ACTION: