HomeMy WebLinkAbout08/01/2017 06G Planning and Engineering Agreement with RH2 Engineering, Inc; Amendment 1BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDASTATEMENT
Item No. 6.G.
For Meeting of: August 1, 2017
ITEM TITLE: Resolution authorizing amendment No. 1 to the existing agreement
with RH2 Engineering, Inc. for $271,633 to include engineering
and consulting services required for construction of Beech Street
Interceptor, Lift Station, and Force Main
SUBMITTED BY: Mike Price, Wastewater/StormwaterManager 509.249.6815
Scott Schafer, Director of Public Works
SUMMARY EXPLANATION:
The construction of City Project No. 2365 — Beech Street Interceptor, Lift Station, and Force
Main ("project") requires construction phase engineering professional services including
inspection, control system programming, final testing, training, and project acceptance.
The City already has an existing professional services agreement with RH2 Engineering
pertaining to the design of the project and RH2 is qualified to provide the additional required
construction phase services. The Wastewater Division is requesting approval to supplement the
existing agreement with RH2 in order to include compensation for the required construction
phase services. This approval would allow Wastewater staff to continue work with RH2 and the
Engineer of Record during the construction and commissioning of the project.
The terms of Amendment No. 1 ( Contract Supplemental Agreement) would be in an amount not
to exceed $271,633 (See attached Contract Supplemental Agreement with Exhibit A and B).
Exhibit A of the Agreement describes the Scope of Work in more detail. Exhibit B describes the
Schedule of Rates in more detail.
ITEM BUDGETED:
STRATEGIC PRIORITY:
Yes
APPROVED FOR„� ��
SUBMITTAL: City Manager
STAFF RECOMMENDATION:
Adopt resolution.
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date Type
RH2 amend 1 resol ution 7/26/2017 CD%r Memo
RI -2 Beech PSA Amendment No, 1 7/13/2017 Contract
RESOLUTION NO. R -2017-
A RESOLUTION authorizing execution of amendment 1 to the engineering and consulting
services agreement with RH2 Engineering, Inc. for $271,633 to provide
construction phase engineering services for City Project No. 2365 —
Beech Street Interceptor, Lift Station, and Force Main.
WHEREAS, the City of Yakima owns and operates wastewater collection and treatment
facilities in accord with applicable Federal, State and Local regulations; and
WHEREAS, professional wastewater engineering services are required for
environmental mandates, community growth, replacement needs, and operational efficiencies;
and
WHEREAS, the City is currently engaged through City Contract No. 2015-203 with RH2
Engineering for the design of the Beech Street Interceptor, Lift Station, and Force Main Project
in the Wastewater Collection System; and
WHEREAS, construction phase engineering services outside of the original scope for
the design project were identified as design phase work neared completion; and
WHEREAS, Section 11.4 of City Contract No. 2015-203 states that Supplemental
Agreements may be entered into upon mutual written agreement that would increase or
decrease the scope and associated costs and payment; and
WHEREAS, there is a need to increase the scope of the Contract to include additional
engineering services and work to be done on the Project; and
WHEREAS, RH2 Engineering can provide these additional engineering services and will
agree to do so for an additional cost not to exceed $271,633; and
WHEREAS, the City finds the amendment to the current contract with RH2 Engineering
necessary to successfully complete the project, which amendment is set forth as Amendment
No. 1 to the existing contract with RH2 Engineering, and which amendment is attached hereto
and incorporated herein by this reference; now therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute the attached Contract Supplemental
Agreement to the Professional Services Agreement with RH2 Engineering, Inc., attached
hereto and incorporated herein by this reference, not to exceed Two Hundred Seventy -One
Thousand Six Hundred Thirty-three Dollars ($271,633), to provide the professional services as
described in the amendment.
ADOPTED BY THE CITY COUNCIL this 1St day of August, 2017.
ATTEST:
Sonya Claar-Tee, City Clerk
Kathy Coffey, Mayor
ORIGINAL I PAGENO OF 12- PAGES
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Supplemental Agreement
Organization and Address -
Number: 1
RH2 Engineering, Inc.
114 Columbia Point Dr., Suite C
Richland, WA 99352
Original Contract Number,
Execution Date of Supplement:
2015-203
July 11, 2017
City Engineering Project Number: 2365
Completion Date of Supplement:
August 31, 2018
Project Title:
Maximum Amount Payable this Supplement:
Beech Street Interceptor, Lift Station, and
$401,633
Force Main
Maximum Total Amount Payable for the
$1,023,358
Agreement:
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The changes to the agreement are described as follows:
Section 11A - Scope of Services
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Date
CRIGINAL-1 PAGE NI F 12- PAGES
City of Yakima
Beech Street Lift Station and Force Main
PHASE 4 - Services During Construction
Amendment
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Task I
® Services During Construction — Schedule A
Objective: Provide professional engineering services for the City during construction of Schedule A - Beech
Street Interceptor.
Approach:
Su task 1.1: Provide Construction Contract Documents
IIIIII I M I
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ORIGINAL I PAGE NO_5_OF_14_PAGES
6
City of Yakima Exhibit A — Scope of Work
Beech Street Lift Station and Force Main, Phase 4 — SDC Amendment No. I
Subtask 13: Assist with Construction Contract Administration
1.11 Review the contractor schedule, subcontractor requirements, and required administrative
submittals provided by the contractor as requested by the City.
1.3.2 Prepare and distribute meeting minutes.
1.3.3 Manage RH2 ShareFile site for uploading and downloading of project documents.
Subtask 1.4: Review Technical Submittals
1.4.1 Review submittals, resubmittals, shop drawings, plans, and other substitutions for conformance
with project technical specifications up to the level provided in the Fee Estimate.
1.4.2 Coordinate submittal review with the City as required, and prepare a compiled set of review
comments for return to the contractor.
1.4.3 Coordinate with the City regarding requests for substitute and "or -equal" items proposed for use by
the contractor.
Su task 1.5: Accept and Respond to Requests for Information (RFIs)
1.5A Coordinate review and approval with the City and provide response(s) to the contractor,
1.5.2 Prepare RFI form and documentation for City.
Su task 1.6: Review and Respond to Change Order Proposal Requests (CPRs)
1.6.1 Coordinate review and approval with the City and provide response(s) to the contractor.
1.6.2 Prepare the CPR form and documentation for the City.
Su_ task 13: Coordinate Materials Testing
1.7.1 Perform materials testing and inspection — Baer Testing, Inc., (Baer Testing) will provide field and
laboratory testing SDC of Schedule A as a subconsultant to RH2.
1.71 Review materials testing data for consistency with the plans and specifications.
Su task 1.8: Review Pay Requests
1.8.1 Review, and recommend for payment, the contractor's Request for Progress Payment and Request
for Final Payment. This subtask assumes that there wiff be up to four (4) pay estimate reviews
throughout the construction period.
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ORIGINAL I PACED q _r 0F_J2,,_PACES
City of Yakima Exhibit A — Scope of Work
Beech Street Lift Station and Force Main, Phase 4 — SDC Amendment No. 1
Subtask 1.10: Respond to Technical Questions and Participate in the Startup and Testing
1.10,1 Review the contractor's testing and startup plan, and assist the City in testing and startup of the
interceptor. It is assumed that testing and startup will be conducted over a period of one (1) to
two (2) days.
1.102 Conduct final inspection with City staff and contractor and prepare punchlist.
1.10.3 Prepare a letter recommending project acceptance following completion of construction.
Su task 1.11: Compile Notes and Photos and Conform Record Drawings
1.11.1 Prepare daily notes for all on-site observation by RH2,
1.11.2 Compile construction photos taken by RH2 by date.
1.11.3 Utilize daily notes, construction photos, and contractor redline documents to prepare record
drawings.
Assumptions:
RH2 Deliverables:
• Conformed for construction drawings and specifications, in PDF and hardcopy format as previously
noted.
• Pre -construction meeting agenda and minutes in PDF.
• Construction progress reports and infographics in PDF.
® Submittal and shop drawings review and documentation in PDF,
0 Clarifications and change orders review and documentation, if required, in PDF.
3
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ORIGINAL I PAGE NO_5OF_U- PAGES
City of Yakima Exhibit A - Scope of Work
Beech Street Lift Station and Force Main, Phase 4 - SDC - — - -------- Amendment No. 1
• Construction observation and correspondence with City and the contractor, as requested, within the
budgeted hours authorized. Construction observation reports from site visits to be provided to the
City in PDF,
• Electronic copies of materials testing reports at the completion of construction,
• Review and recommendation of contractor requests for payment in PDF.
• Punchlist following final inspection in PDF and hard copy.
• Letter recommending substantial completion and project acceptance in PDF and hard copy.
• Record drawings in PDF.
Project Schedule
The pre -construction meeting occurred on june 19, 2017. The contractorfor Schedule A will receive a Notice
to Proceed from the City no later than June 23, 2017, with construction scheduled to be_qin on June 26.. 201 Z
T A
Task 2 — Services During Construction — Schedule IS
Objective: Provide professional engineering services to the City during construction of Schedule B - Beech
Street lift station and force main project.
Approach:
Subtask 2.1: Provide Construction Documents
2.1.1 Produce two (2) full-size and twelve (12) half-size >sets of construction drawings and twelve (12) sets
of specifications for use by the contractor, City, and RH2. This subtask assumes that the documents
will be distributed as follows: one (1) full-size plan, four (4) half-size plans, and four (4) specifications
for contractor use; (1)full-size plan, five (5) half-size plans, andfive r specifications for City use; and
three (3) half-size plans and three (3) specifications for RH2 use.
to task 2.2: Attend a Pre -construction Conference
2.11 Prepare for and attend the pre -construction conference.
2.2.2 Prepare and distribute meeting invitations and agenda.
2.2.3 Prepare and distribute meeting minutes.
Su task 2.3: Assist with Construction Contract Administration
2.3.1 Review the contractor schedule, subcontractor requirements, and required administrative submittals
provided by the contractor as requested by the City.
2.3.2 Prepare and distribute meeting minutes.
2.3.3 Manage RH2 ShareFile site for uploading and downloading of project documents.
Subtask 2.4: Review Technical Submittals
2.4.1 Review submittals, resubmittals, shop drawings, plans, and other substitutions for conformance with
project technical specifications up to the level provided in the Fee Estimate.
4
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City of Yakima Exhibit A – Scope of Work
Beech Street Lift Station and Force Main, Phase 4 – SDC Amendment No. 1
2.4.2 Coordinate submittal review with the City as required, and prepare a compiled set of review
comments for return to the contractor.
2.4.3 Coordinate with the City regarding requests for substitute and "or -equal" items proposed for use by
the contractor.
Su task 2.S: Accept and Respond to Requests for Information
2.5.1 Coordinate review and approval with the City and provide response(s) to the contractor.
2.5.2 Prepare RFI form and >documentation for the City.
Su task 2.6: Review and Respond to Change Order Proposal Requests
2.6.1 Coordinate review and approval with the City and provide response(s) to the contractor.
2.6.2 Prepare the CPR form and documentation for the City.
Su as 23: Coordinate Materials Testing
2.7.1 Perform materials testing and inspection -Baer Baer Testing will provide field and laboratory testing SDC
of Schedule A as a subconsultant to RH2.
2.7.2 Review materials testing data for consistency with the plans and specifications,
Ste as 2.8: Provide Geological Inspections of Structure Subgracle
2.8.1 Observe excavation and shoring conditions, and observe sub rade conditions for soil composition,
density, and moisture for comparison to geotechnical evaluation findings.
2.8.2 Prepare field observation reports with any recommendations for additional testing.
Subtask 2.9: Review Pay Requests
2.9.1 Review, and recommend for payment, the contractor's Request for Progress Payment and Request
for Final Payment. This subtask assumes that there will be up to ten (10) pay estimate reviews
throughout the construction period.
Subtask 2.10: Perform On-site Construction Observation and Attend Construction Meetings
2.10.1 Conduct site visits approximately two (2) times per week, or as required by construction progress or
requested by City, to observe construction progress and conformance with the construction
documents. The Fee Estimate reflects a total of sixteen (1 6) hours per week of on-site observations by
an RH2 engineer for the duration of the physical construction period (assumed to be forty (40) weeks).
2.101 Prepare construction observation reports, including relevant photographs.
2.10.3 Attend bi-weekly on-site construction meetings and respond to field questions. This subtask assumes
that RH2s on-site work will be scheduled to coincide with the construction meetings.
Subtask 2.11: Respond to Technical Questions and Participate in the Startup and Testing
2.11.1 Review the contractor's testing and startup plan, and assist the City in testing and startup of the lift
station and force main. It is assumed that testing and startup will be conducted aver a period of2 (two)
to 3 (three) days.
2,11.2 Conduct final inspection with City staff and contractor and prepare punchlist,
2113 Prepare a letter recommending project acceptance following completion of construction.
5
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City of Yakima Exhibit A — Scope of Work
Beech Street Lift Station and Force Main, Phase 4 — SOC Amendment No. 1
Su task 2.12: Compile Notes and Photos and Conform Record Drawings
2.12.1 Prepare daily notes for on-site observation by RH2.
2.12.2 Compile construction photos taken by R by date,
2.12.3 Utilize daily notes, construction photos, and contractor redline documents to prepare record
drawings.
Assumptions:
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• Conformed for construction drawings and specifications in PDF and hardcopy format as previously
noted.
• Pre -construction meeting agenda and minutes in PDF.
• Construction progress reports and infographics; in PDF.
• Submittal and shop drawings review and documentation in PDF.
• Clarifications and change orders review and documentation, if required, in PDF,
0 Construction observation and correspondence with the City and contractor, as requested, within the
budgeted hours authorized. Construction observation reports from site visits to be provided to the
City in PDF.
• Electronic copies of materials testing reports at the completion of construction,
• Review and recommendation of contractor requests for payment in PDF.
• Punchlist following final inspection in PDF and hard copy.
• Letter recommending substantial completion and project acceptance in PDF and hard copy.
® Record drawings in PDF.
M
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ORIGINAL 1 PAIGE NO 7 0F_J2_PACES_
11
City of Yakima Exhibit A —Scope of Work
Beech Street Lift Station and Force Main, Phase 4 — SDC Amendment No. -I
of the project within four hundred (400) calendar days.
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maintenance of the system. Provide training for City staff.
Approach:
Su task 3.1: Develop PLC Software
11.1 Coordinate a software development meeting with City staff. Review facility data point standards,
control standards, and 01 graphical object standards.
3.1.2 Based on the control panel design and City data point standards, develop the PLC data point names,
descriptions, and addresses for the control panel,
3.1.3 Develop software for the control panel using RSLogix 5000 for CompactLogix PLCs.
3.2.1 Coordinate with City staff to develop 01 screen designs and layouts based on selected 01 standard
City staff will have final approval of Of screen designs. I
• overall system process display that identifies major system information in one (1) overall
screen;
• System real time, and historical alarms and events displays. Historical displays will filter
alarms and events by specific time and date;
• System historical trending of analog data. This screen will be configurable to display
twenty-four (24) hours of data; and
• Summary of displays showing totals, averages, minimums, and maximums. This information
will be displayed for daily, monthly, and yearly periods of time.
Subtask 3.3: Perform Factory Testing
3.3.1 Perform a factory test at the contractor's panel shop that will include the following:
• Compare the final fabricated products against the original design criteria.
• Test the power systems.
• Test the PLC controller and 01.
• Test the discrete and analog inputs and outputs through simulation equipment.
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ORIGINAL 1 PAGE SIL'? SI 0F_j2- PAGES
12
City of Yakima Exhibit A — Scope of Work
Beech Street Lift Station and Force Main, Phase 4 — SDC Amendment No. 1
• Load the latest software in the PLC and 01 software.
• Test the PLC analog scaling code.
• Test the PLC system alarms code.
• Test the PLC totalizing and system summary code.
• Test the PLC control loops code,
• Test the 01 code during PLC code testing.
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15.1 Coordinate with the contractor to prepare O&M documentation identified in the prole
specifications. Supply control system documentation and software to the contractor for inclusion
final
is documents. I
the O&M manual as a training aid.
• Completed PLC information.
• Completed Of and HMI screen designs.
• Factory testing reports.
• Final startup and commissioning reports,
• One (1) electronic copy of PLC and 01 software.
P-3
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OPKINAL i PAGE NOF. I 2 --PAGES
City of Yakima Exhibit A — Scope of Work
Beech Street Lift Station and Force Main, Phase 4 — SDC Amendment No. I
One (1) electronic copy of the following items:
• Project spreadsheet file that includes information about the software configuration,
addressing, data point names, alarms, control loops, and operations documentation; and
o O&M material from the contractor as specified in the contract documents.
Task 4 — Lift Station SCADA Additions
Objective: Assist the City with implementing changes to the SCADA system for the Beech Street sewer system,
Approach:
Subtask 4.1: Develop SCADA Screens forte Beech Street Sewer System
Subtask 4.2: Configure Radio Communications
4.2.1 Modify the master telemetry radio and establish communications to Beech Street radio.
4.2.2 Modify master polling routine to add Beech Street remote terminal unit (RTU),
Su task 4.3: Perform Testing and Configuration
4.3.1 Provide testing procedures before final testing and commissioning to the City.
4.3.2 Assist the City with testing the data points and control capabilities between the facility controllers and
the SCADA computer system.
Subtask 4.4: Prepare O&M Documentation and Provide to City Staff for Review and.Approval.
4.4.1 Material(s) will consist of the following items:
• Data point spreadsheet list.
• HMI screens and screen layout.
in advance of such additional hours needed, and additional hours shall be mutually negotiated Conley
Engineering,, Inc. will provide all access needed to reprogram the SCADA and radio systems, City staff will
provide virtual private network (VPN) access for remote testing and programming of the SCADA during the
testing phase.
RH2 Dellverables:
• Completed SCADA system deployment design (to be included in O&M documentation).
• SCADA data point spreadsheet.
• HMI computer screen example designs for approval by the City.
• Configured HMI computer screens.
• Configured remote access components.
Testing and commissioning test procedures for City approval,
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ORIGINAL PAGE NO if F_j?- PAGES
EXHIBIT B
City of Yakima
Beech Street Lift Station and Force Main
Amendment 1
Phase 4 - SDC
fee Estimate
IJEF_Dllc S—B IM FM -SDC 2DIM12A. 6P2fP.1 -2 PM
ORIGINAL- PAGE NO 12- OF PAGES
- T5
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EXHIBIT B
RH2 ENGINEERING, INC.
2017 SCHEDULE OF RATES AND CHARGES
Professional I
Professional 11
Professional III
Professional IV
'Professional VI
'Professional VII
Professional VIII
X
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!Professional Ix
ITechnician I
Technician II
Technician III
Technician
Administrative I
Administrative 11
dmin'strative III
JAdministrative IV
'Administrative V
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CAD Plots - Half Size
jCAD PlotsSize
!CAD Plots - Large
,Copies (bw) 8.5" X 11"
Copies (bw) 8.5 X 14"
Copies (bw)
Copies (color) 8.51, X !V,
price per copy
jCopies (color) 8.51' X 14"
iCopies (color) 11" X 17"
,Technology Charge
Subconsultants
�Outslde Services
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Rates Ifsted are adjusted annually.