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HomeMy WebLinkAboutR-1999-111 Engineering Services AgreementRESOLUTION NO. R-99- 111 A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute an amendment to an "Engineering Services Agreement" with Conley Engineering, Inc., regarding engineering services pertaining to electrical power requirements and the level of standby power generation necessary to meet electrical needs of certain critical systems located at the City of Yakima Public Works Complex, 2301 Fruitvale Boulevard, Yakima, Washington. WHEREAS, the City requires engineering services to determine electrical power requirements and the level of standby power generation necessary to meet electrical needs of certain critical systems located at the City of Yakima Public Works Complex, 2301 Fruitvale Boulevard, Yakima, Washington; and WHEREAS, on April 20, 1999, the City Council authorized execution of an engineering services contract with Conley Engineering, Inc. for said engineering services; and . WHEREAS, it is now evident that additional engineering services beyond those specified in the original engineering services agreement are necessary; and WHEREAS, Conley Engineering, Inc. is willing to perform these additional engineering services required by the City in accordance with the terms and conditions of the attached amendment to the original engineering services agreement; and WHEREAS, the City Council deems it to be in the best interest of the City of Yakima to authorize execution of the attached amendment to the engineering services agreement with Conley Engineering, Inc., now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized and directed to execute the attached and incorporated amendment to the "Engineering Services Agreement" with Conley Engineering, Inc., to provide engineering services to determine electrical power requirements and the level of standby power generation necessary to meet electrical needs of certain critical systems located at the City of Yakima Public Works Complex, 2301 Fruitvale Boulevard, Yakima, Washington. ADOPTED BY THE CITY COUNCIL this 17th day of August, 1999. ATTEST: G City Clerk (1k)res/conley engineering amend/pm John Puccinelli, Mayor Conley Engineering, Inc. Consulting Electrical Engineers MEMORANDUM July 24, 1999 To: Chris Waarvick City of Yakima From: Ron Carlson Re: Generator for Radio System and Fuel Dispensing System City of Yakima — Public Works Complex Standby Power System — CY 9901 The purpose of this memo is to recap our recent discussions with you and John Haddix regarding the generator for Radio System and Fuel Dispensing System. John called Thursday morning and asked whether I could meet with him. He indicated that City personnel associated with ordering the generator wanted additional information about any additional accessories required for proper operation of the generator. We located a fax in our office from Cummins Northwest which described the accessories that are included in the 60 KW portable generator package available on the State Contract. I then met with you and John in John's office and gave him a copy of the faxed information. We discussed that based on the earlier study we performed for the City, the 60 KW generator is probably oversized for the anticipated loads. We also discussed that it is important to get a generator on order due tothe extended lead time required for delivery. If the design work were performed prior to ordering the generator, there is a risk that the generator would not be delivered to the City until,next year. While it is possible that the 40 KW generator might be sufficient for the Radio and Fuel Dispensing loads, it is not possible to know whether the smaller generator would work in place of the 60 KW generator without having performed the engineering design required to be certain of the load requirements. However, the cost differential between the 60 KW generator and the next smaller 40 KW generator is small (6.6% = $1,606) relative to the headroom that the addition 20 KW provides. Another benefit to purchasing the larger generator is that once the design work is complete, the City will know how much power the Radio and Fuel Dispensing loads require and the City may have an option to support additional loads. F: JOBStCy199o11Memo - rac - Generator for Radio and Fuel Systems.doc P.O. Box 8326, Yakima, WA 98908 • 205 North 40th Avenue, Suite 201, Yakima, WA 98908 Voice: 509-965-9872 • Fax: 509-965-9873 • Data: 509-965-9271 GENERATOR FOR RADIO SYSTEM AND FUEL DISPENSING We also discussed that themain goal of reviewing the list of accessories included with the generator package was to assure that the major items were included. We discussed that there is a risk that purchasing some additional items may be required, since the engineering work has, not yet been performed. However, the City is willing to accept that risk so that the order can be placed in a timely fashion. During the meeting, John described scope of work adjustments (to our earlier proposals for engineering services for this project) that the City would like us to provide, including: • Bid Review and Awarding • Contract Oversight • Contract Closure We will revise our proposal to reflect those items. Please let us know if there are any questions or comments. CC: Job File / Chron File Conley Engineering, Inc. Page 2 Conley Engineering, Inc. Consulting Electrical Engineers MEMORANDUM July 26, 1999 To: Chris Waarvick City of Yakima From: Ron Carlson Re: Professional Services Proposal - Amendment #1 City of Yakima — Public Works Complex Standby Power System — CY 9901 Based on our conversations with you and John Haddix, we are revising our proposal for Amendment #1 to our engineering services contract to provide professional engineering services for two applications of standby power to be used at the City of Yakima Public Works Complex. The revised proposal is as follows: It is our understanding, based on our discussions with you, that the two applications are for: • a single generator and standby power distribution system to support the existing City radio systems and the fuel dispensing system located at the Public Works Complex. • a battery backup or uninterruptible power supply (UPS) to support the existing telephone system switching equipment located at the Public Works Complex Administration Building. Radio and Fuel Systems Standby Power Preliminary Design Services We will determine the electrical loads associated with each of the systems, the nature of the power requirements of each load, and the available load/generator options including relationship (size) of load versus generator capacity and proposed location for the generator. The deliverables for this portion of the work will be a written letter report with supporting information, 8 '/2" x 11" drawings, panel schedules and cost projections outlining options available to the City for the system. Final Design Services Following the preliminary design, we will meet with City personnel to discuss the options presented in the report and obtain direction regarding the City's desired option. We will then design the electrical modifications to the existing electrical power distribution infrastructure to accommodate the new generator. F: VOBSICy199011Professional Services Proposal Amendment 1- 99-07- 26.doc P.O. Box 8326, Yakima, WA 98908 • 205 North 40th Avenue, Suite 201, Yakima, WA 98908 Voice: 509-965-9872 • Fax: 509-965-9873 • Data: 509-965-9271 PROFESSIONAL SERVICES PROPOSAL The deliverables for this portion of the work will be plans, specifications and technical information for the City to use in obtaining bids/quotes from contractors on their Small Works Roster. The City will provide Bid and Contract documents and administer the bidding process. Bidding Services Following the final design, we will answer bidder questions and prepare addenda as needed. The deliverables for this portion of the work will be written memos and notes of our communications with suppliers and contractors during the bidding and Contract awarding period as well as any addenda required. Construction Observation Services During the installation of the generator, we will visit the site three times and observe the status and progress of the work. The deliverables for this portion of the work will be written notes from our visits. Contract Closure Services Upon completion of the generator and wiring installation, we will check the installation and make record drawings of our findings. The deliverables for this portion of the work will be record drawings reflecting the equipment and wiring as constructed. Telephone System Standby Power We will determine the electrical loads represented by the existing telephone system switching equipment, the nature of the power requirements, the available capacity of any existing standby power, and the available options for supplying standby power to the loads using the existing standby power system, a new battery backup system or new UPS. The deliverables for this portion of the work will be a written letter report showing cost versus standby power duration for the options availableto allow the City to select and purchase a battery backup system or UPS. We will then meet with City personnel to discuss the options presented in the report. The City will be able to purchase the selected UPS or battery backup system and install it using City electricians. We do not anticipate, further design services being necessary. Potential Need for Power Demand Metering It may become necessary to install temporary demand metering on a portion of the power system to determine actual electrical loads for the radio, fuel or telephone systems. We have three meters that are currently being used. on projects. As soon as one becomes available we would be happy to use it on this study, if it is needed, for a fixed cost of $500 per meter per month. However, if a meter is needed before one of ours is available, the City may desire to rent/purchase a meter for this project. Please note that a City electrician would be required to install and remove the meter. Conley Engineering, Inc. Page 2 ' PROFESSIONAL SERVICES PROPOSAL Amendment #1 - Fees Radio and Fuel Systems Standby Power Preliminary Design Services $3,800 Final Design Services 9,200 Bid Related Services 1,440 Construction Observation Services 1,500 Contract Closure Services 2,100 Telephone System Standby Power Design Services $ 850 Total $18,590 The above services are proposed be performed on a fixed fee basis. We understand that the City will authorize us in writing to proceed on an item by item basis. Amendment #1 Owner Engineer •71\2't P Date .f/9 for City of Y ima Date Conley Engineering ATTEST: Karen S R eci is , City o f �zk cc: John 'a dix, CityaKlma Job File / Chron File City Contract No. 99-94 City Resolution No. R-99-111 Conley Engineering, Inc. Page 3 Conley Engineering, Inc. Consulting Electrical Engineers MEMORANDUM July 26, 1999 To: Chris Waarvick City of Yakima From: Ron Carlson Re: Professional Services Proposal - Amendment #1 City of Yakima — Public Works Complex Standby Power System — CY 9901 Based on our conversations with you and John Haddix, we are revising our proposal for Amendment #1 to our engineering services contract to provide professional engineering services for two applications of standby power to be used at the City of Yakima Public Works Complex. The revised proposal is as follows: It is our understanding, based on our discussions with you, that the two applications are for: • a single generator and standby power distribution system to support the existing City radio systems and the fuel dispensing system located at the Public Works Complex. • a battery backup or uninterruptible power supply (UPS) to support the existing telephone system switching equipment located at the Public Works Complex Administration Building. Radio and Fuel Systems Standby Power Preliminary Design Services We will determine the electrical loads associated with each of the systems, the nature of the power requirements of each load, and the available load/generator options including relationship (size) of load versus generator capacity and proposed location for the generator. The deliverables for this portion of the work will be a written letter report with supporting information, 8 1/2" x 11" drawings, panel schedules and cost projections outlining options available to the City for the system. Final Design Services Following the preliminary design, we will meet with City personnel to discuss the options presented in the report and obtain direction regarding the City's desired option. We will then design the electrical modifications to the existing electrical power distribution infrastructure to accommodate the new generator. FIJOBSICy199011Professional Services Proposal Amendment 1 - 99-07- 26.doc P 0 Box 8326, Yakima, WA 98908 • 205 North 40th Avenue, Suite 201, Yakima, WA 98908 Voice: 509-965-9872 • Fax: 509-965-9873 • Data: 509-965-9271 PROFESSIONAL SERVICES PROPOSAL The deliverables for this portion of the work will be plans, specifications and technical information for the City to use in obtaining bids/quotes from contractors on their Small Works Roster. The City will provide Bid and Contract documents and administer the bidding process. Bidding Services Following the final design, we will answer bidder questions and prepare addenda as needed. The deliverables for this portion of the work will be written memos and notes of our communications with suppliers and contractors during the bidding and Contract awarding period as well as any addenda required. Construction Observation Services During the installation of the generator, we will visit the site three times and observe the status and progress of the work. The deliverables for this portion of the work will be written notes from our visits. Contract Closure Services Upon completion of the generator and wiring installation, we will check the installation and make record drawings of our findings. The deliverables for this portion of the work will be record drawings reflecting the equipment and wiring as constructed. Telephone System Standby Power We will determine the electrical loads represented by the existing telephone system switching equipment, the nature of the power requirements, the available capacity of any existing standby power, and the available options for supplying standby power to the loads using the existing standby power system, a new battery backup system or new UPS. The deliverables for this portion of the work will be a written letter report showing cost versus standby power duration for the options available to allow the City to select and purchase a battery backup system or UPS. We will then meet with City personnel to discuss the options presented in the report. The City will be able to purchase the selected UPS or battery backup system and install it using City electricians. We do not anticipate further design services being necessary. Potential Need for Power Demand Metering It may become necessary to install temporary demand metering on a portion of the power system to determine actual electrical loads for the radio, fuel or telephone systems. We have three meters that are currently being used on projects. As soon as one becomes available we would be happy to use it on this study, if it is needed, for a fixed cost of $500 per meter per month. However, if a meter is needed before one of ours is available, the City may desire to rent/purchase a meter for this project. Please note that a City electrician would be required to install and remove the meter. Conley Engineering, Inc. Page 2 PROFESSIONAL SERVICES PROPOSAL Amendment #1 - Fees Radio and Fuel Systems Standby Power Preliminary Design Services $3,800 Final Design Services 9,200 Bid Related Services 1,440 Construction Observation Services 1,500 Contract Closure Services 2,100 Telephone System Standby Power Design Services $ 850 Total $18,590 The above services are proposed be performed on a fixed fee basis. We understand that the City will authorize us in writing to proceed on an item by item basis. Amendment #1 Owner for City of Yakima City Contract No. 99-94 Resolution No. R-99-111 Engineer Date Conley Engineering Date cc: John Haddix, City of Yakima Job File / Chron File ATTEST: �j,c2�¢ „— Karen S. Roberts S1 -157--(7i City Clerk Conley Engineering, Inc. Page 3 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. / 3 For Meeting of 8/17/99 ITEM TITLE: Consideration of a resolution authorizing the City Manager to execute Amendment #1 of the engineering services agreement with Conley Engineering Inc SUBMITTED BY: Chris Waarvick, Director of Public Works CONTACT PERSON/TELEPHONE: John A. Haddix, Senior Project Planner 575-6005 SUMMARY EXPLANATION: The Public Works Department seeks to amend the Conley Engineering Inc. professional services contract (Res. R -99 -57 -Contract 99-58) approved by Council April 20, 1999 to cover additional professional services for providing back-up electrical power generation as recommended July 12, 1999 by members of the Council Public Safety Committee. No appropriation is necessary to cover the costs of the proposed amendment. However, the scope of services is changed to reflect the additional professional services for completing design, specifications, bid services, and construction oversight. The estimated "not to exceed" amount of $18,590 reflects the total cost of the proposed work. (See attached). Resolution X Ordinance Contract Other (Specify) Revised Scope and Cost of Services. Funding Source Public Works Facilities Budget APPROVED FOR SUBMITTAL: City -Manager STAFF RECOMMENDATION: Amend Professional Services Contract BOARD/COMMISSION/COMMITTEE RECOMMENDATION: NA COUNCIL ACTION: