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HomeMy WebLinkAbout02/19/2013 05B HDR Engineering, Inc. Intake Alternatives for Naches-Cowiche Dam Diversion Consolidation • \ ' 1:11 i c y y BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 5 For Meeting of: February 19, 2013 ITEM TITLE: Resolution authorizing a contract with HDR Engineering, Inc. to provide screening level assessment of intake alternatives to the City for their consideration so we might assess potential options for the Naches - Cowiche Dam Diversion Consolidation Project in order to determine a preferred option. SUBMITTED BY: Debbie Cook, Director of Utilities and Engineering David Brown, Water /Irrigation Manager CONTACT David Brown, Water /Irrigation Manager 509 - 575 -6204 PERSON /TELEPHONE: • SUMMARY EXPLANATION: The City and HDR Engineering desire to enter into a contract to assess potential alternative fish screen options for the Naches - Cowiche Dam Diversion Consolidation Project in order to determine a preferred option for the design of a fish screen associated with the irrigation diversions at Nelson Dam to meet the water demands of the City of Yakima, Naches- Cowiche, Fruitvale, and Old Union irrigation canals. This process is intended to work with the proposed agreement between the City, North Yakima Conservation District, Washington Department of Fish and Wildlife, Yakima County and the Bureau of Reclamation to design a new fish screen. The objectives of this design are to: •Provide sufficient water to meet the demands of all four irrigation canals. •Improve the fish bypass system for the dam. Provide a means to keep gravel from depositing upstream of the Nelson Diversion Dam and thereby hindering the ability of the diversion to receive sufficient water. Provide other infrastructure related to proper function of the fish screen and diversion Resolution X Ordinance Other (specify) Contract: X Mail to: HDR FISHERIES DESIGN CENTER, 4717 97th Street NW, Gig Harbor, WA 98332 • Expiration Date: Untill Contract Term: Amount: $19,500 Complete Insurance Required? Yes Funding Source: 479 Irrigation Improvement Fund Phone: 253-858-5262 APPROVED FOR SUBMITTAL: City Manager anager STAFF RECOMMENDATION: Approve resolution authorizing the City Manager to execute the subject contract BOARD/COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download Resolution Contract RESOLUTION NO. R -2013- A RESOLUTION authorizing and directing the City Manager of the City of Yakima to execute a contract with HDR Engineering, Inc. to provide screening level assessment of intake alternatives to the City for their consideration so we might assess potential options for the Naches- Cowiche Dam Diversion Consolidation Project in order to determine a preferred option. WHEREAS, the City of Yakima is participating in the Naches - Cowiche Dam Diversion Consolidation Project in partnership with other state and federal agencies as well as other stakeholders; WHEREAS, the City and the other partners need to assess all potential options in consultation with the stakeholders in order to determine a preferred option; WHEREAS, HDR Engineering, Inc. has the expertise to provide these professional services and is prepared and qualified to offer them in accordance with the terms of the professional services contract with the City; 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 "City of Yakima — HDR Engineering, Inc. Professional Services Agreement" for professional services to provide screening level assessment of intake alternatives to the City for their consideration so we might assess potential options for the Naches - Cowiche Dam Diversion Consolidation Project in order to determine a preferred option. ADOPTED BY THE CITY COUNCIL this 19 day of February, 2013. Micah Cawley, Mayor ATTEST: City Clerk SHORT FORM AGREEMENT BETWEEN OWNER AND HDR ENGINEERING, INC. FOR PROFESSIONAL SERVICES THIS AGREEMENT is made as of this day of 201 , between City of Yakima ( "OWNER ") a Municipal corporation, with principal offices at 129 North Second Street, Yakima, WA 98901, and HDR ENGINEERING, INC., ( "ENGINEER ") a Nebraska corporation, with principal offices at 8404 Indian Hills Drive, Omaha, Nebraska, 68114 for services in connection with the project known as (Intake Alternatives ( "Project "); WHEREAS, OWNER desires to engage ENGINEER to provide professional engineering, consulting and related services ( "Services ") in connection with the Project; and WHEREAS, ENGINEER desires to render these Services as described in SECTION I, Scope of Services. NOW, THEREFORE, OWNER and ENGINEER in consideration of the mutual covenants contained herein, agree as follows: SECTION I. SCOPE OF SERVICES ENGINEER will provide Services for the Project, which consist of the Scope of Services as outlined on the attached Exhibit A. SECTION II. TERMS AND CONDITIONS OF ENGINEERING SERVICES The "HDR Engineering, Inc. Terms and Conditions for Professional Services," which are attached hereto in Exhibit B, are incorporated into this Agreement by this reference as if fully set forth herein. SECTION III. RESPONSIBILITIES OF OWNER The OWNER shall provide the information set forth in paragraph 6 of the attached "HDR Engineering, Inc. Terms and Conditions for Professional Services." SECTION IV. COMPENSATION Compensation for ENGINEER'S services shall be on a time and materials basis with a not -to- exceed limit of $19,050. Invoices shall be prepared on a monthly basis. SECTION V. PERIOD OF SERVICE Upon receipt of written authorization to proceed, ENGINEER shall perform the services described in Exhibit A within the time period(s) described in Exhibit A. Agreement for Professional Services 1 7 -2010 Unless otherwise stated in this Agreement, the rates of compensation for ENGINEER'S services have been agreed to in anticipation of the orderly and continuous progress of the project through completion. If any specified dates for the completion of ENGINEER'S services are exceeded through no fault of the ENGINEER, the time for performance of those services shall be automatically extended for a period which may be reasonably required for their completion and all rates, measures and amounts of ENGINEER'S compensation shall be equitably adjusted. SECTION VI. SPECIAL PROVISIONS IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first written above. CITY OF YAKIMA "OWNER" BY: NAME: TITLE: ADDRESS: 129 North Second Street Yakima, WA 98901 HDR ENGINEERING, INC. "ENGINEER" BY: NAME: William Blaylock TITLE: Sr Vice President ADDRESS: 4717 97 St NW Gig Harbor, WA 98332 Agreement for Professional Services 2 7 -2010 EXHIBIT A SCOPE OF SERVICES The intent of this scope of services is to provide a screening level assessment of intake alternatives to the City for their consideration. These alternatives are to be reviewed by the City for selection of preferred alternative(s) which can be evaluated further as part of the next phase of work. It is anticipated that alternative development will be performed in the field with City staff as well as through option development by our design team. Alternatives will be evaluated on a qualitative basis using a matrix assessment. The matrix table will compare each of the alternatives relative to several evaluation factors such as relative capital cost, level of O &M effort, compliance with WDFW/NOAA guidelines, reliability, and permitting requirements. Upon completion of the matrix assessment, a draft letter report will be developed that will summarize the methods and results of the initial screening assessment. The draft letter report will be sent to the City for review. After receipt of any comments the City may have, HDR will finalize the letter report and make recommendations for further evaluation. HDR anticipates that alternative development and selection of a preferred alternative will require stakeholder coordination and input from the Yakima County Flood Control Zone District, Yakama Nation, North Yakima Conservation District, WDFW, and WSDOT. To facilitate the transfer of information with these entities HDR has included two separate meetings to be held in the City of Yakima. The meetings are to be coordinated by the City of Yakima at a time and place that is appropriate to maintain workflow of the project. HDR will: 1. Work with the City to obtain readily available information pertinent to establishing existing conditions, future proposed projects, and alternative development; 2. Attend a site visit with the City site to identify the apparent alternatives and to establish the comparative assessment evaluation factors; 3. Provide documentation of the meeting to the City that includes the list of potential alternatives and evaluation factors generated during the site visit; 4. Develop a draft letter report that summarizes the methods and results of the initial screening assessment for up to five alternatives. Submit the letter report to the City for review and comment; 5. Incorporate comments received by the City and finalize the letter report. 6. Attend two meetings near the City of Yakima to coordinate with project stakeholders. Exhibit A Page 1 of 2 January 9, 2013 Deliverables: • Electronic copy of meeting notes documenting the results of the site visit with the City, • Electronic copy of Draft Letter Report and evaluation matrix; and • Electronic copy of Final Letter Report and evaluation matrix. Assumptions: • The site visit and stakeholder coordination meetings will be attended by HDR's lead engineers and will include travel costs and expenses. • Meeting time and attendance will be coordinated by the City of Yakima. • The City will respond to comments in a single consolidated format for incorporation by HDR. • Upon direction from the City, HDR will develop an additional scope of services and fee to initiate further evaluation and development of preferred alternatives as needed. Schedule: HDR anticipates that deliverables will be provided as follows: Deliverable /Activity Weeks after NTP Site Visit and Project Initiation 2 Meeting notes documenting the results of the site visit with the City 3 Electronic copy of Draft Letter Report and evaluation matrix 7 First Stakeholder Meeting 9 Electronic copy of Final Letter Report and evaluation matrix 12 Second Stakeholder Meeting 14 Exhibit A Page 2 of 2 January 9, 2013 EXHIBIT B TERMS AND CONDITIONS Exhibit B January 9, 2013 HDR Engineering, Inc. Terms and Conditions for Professional Services 1. STANDARD OF PERFORMANCE The standard of care for all professional engineering, consulting and OWNER will furnish the services of soils /geotechnical engineers or other related services performed or furnished by ENGINEER and its employees consultants that include reports and appropriate professional under this Agreement will be the care and skill ordinarily used by recommendations when such services are deemed necessary by members of ENGINEER's profession practicing under the same or similar ENGINEER. The OWNER agrees to bear full responsibility for the circumstances at the same time and in the same locality. ENGINEER technical accuracy and content of OWNER- furnished documents and makes no warranties, express or implied, under this Agreement or services. otherwise, in connection with ENGINEER's services. In performing professional engineering and related services hereunder, it is 2. INSURANCEIINDEMNITY understood by OWNER that ENGINEER is not engaged in rendering any ENGINEER agrees to procure and maintain, at its expense, Workers' type of legal, insurance or accounting services, opinions or advice. Further, Compensation insurance as required by statute; Employer's Liability of it is the OWNER's sole responsibility to obtain the advice of an attorney, $250,000; Automobile Liability insurance of $1,000,000 combined single insurance counselor or accountant to protect the OWNER's legal and limit for bodily injury and property damage covering all vehicles, including financial interests. To that end, the OWNER agrees that OWNER or the hired vehicles, owned and non -owned vehicles; Commercial General OWNER's representative will examine all studies, reports, sketches, Liability insurance of $1,000,000 combined single limit for personal injury drawings, specifications, proposals and other documents, opinions or and property damage; and Professional Liability insurance of $1,000,000 advice prepared or provided by ENGINEER, and will obtain the advice of an per claim for protection against claims arising out of the performance of attorney, insurance counselor or other consultant as the OWNER deems services under this Agreement caused by negligent acts, errors, or necessary to protect the OWNER's interests before OWNER takes action omissions for which ENGINEER is legally liable. OWNER shall be made or forebears to take action based upon or relying upon the services an additional insured on Commercial General and Automobile Liability provided by ENGINEER. insurance policies and certificates of insurance will be furnished to the 7. SUCCESSORS AND ASSIGNS OWNER. ENGINEER agrees to indemnify OWNER for claims to the OWNER and ENGINEER, respectively, bind themselves, their partners, extent caused by ENGINEER's negligent acts, errors or omissions. successors, assigns, and legal representatives to the covenants of this this neither Party to this Agreement shall be liable to the other Party Agreement. Neither OWNER nor ENGINEER will assign, sublet, or for any special, incidental, indirect, or consequential damages arising out transfer any interest in this Agreement or claims arising therefrom without of, resulting from, or in any way related to the Project or the Agreement the written consent of the other. from any cause or causes, including but not limited to any such damages caused by the negligence, errors or omissions, strict liability or breach of 8. RE -USE OF DOCUMENTS contract. All documents, including all reports, drawings, specifications, computer 3. OPINIONS OF PROBABLE COST (COST ESTIMATES) software or other items prepared or furnished by ENGINEER pursuant to Any opinions of probable project cost or probable construction cost this Agreement, are instruments of service with respect to the project. provided by ENGINEER are made on the basis of information available to ENGINEER retains ownership of all such documents. OWNER may retain ENGINEER and on the basis of ENGINEER's experience and copies of the documents for its information and reference in connection with qualifications, and represents its judgment as an experienced and qualified the project; however, none of the documents are intended or represented to professional engineer. However, since ENGINEER has no control over the be suitable for reuse by OWNER or others on extensions of the project or on any other project. Any reuse without written verification of labor, materials, equipment or services furnished by others, or over fication or adaptation by the contractor(s') methods of determining prices, or over competitive ENGINEER for the specific purpose intended will be at OWNER's sole risk bidding or market conditions, ENGINEER does not guarantee that and without liability or legal exposure to ENGINEER, and OWNER will proposals, bids or actual project or construction cost will not vary from defend, indemnify and hold harmless ENGINEER from all claims, opinions of probable cost ENGINEER prepares. damages, losses and expenses, including attorneys fees, arising or resulting therefrom. Any such verification or adaptation will entitle 4. CONSTRUCTION PROCEDURES ENGINEER to further compensation at rates to be agreed upon by ENGINEER's observation or monitoring portions of the work performed OWNER and ENGINEER. under construction contracts shall not relieve the contractor from its 9. TERMINATION OF AGREEMENT responsibility for performing work in accordance with applicable contract OWNER or ENGINEER may terminate the Agreement, in whole or in part, documents. ENGINEER shall not control or have charge of, and shall not by giving seven (7) days written notice, if the other party substantially fails be responsible for, construction means, methods, techniques, sequences, to fulfill its obligations under the Agreement through no fault of the procedures of construction, health or safety programs or precautions terminating party. Where the method of payment is "lump sum," or cost connected with the work and shall not manage, supervise, control or have reimbursement, the final invoice will include all services and expenses charge of construction. ENGINEER shall not be responsible for the acts or associated with the project up to the effective date of termination. An omissions of the contractor or other parties on the project. ENGINEER shall equitable adjustment shall also be made to provide for termination be entitled to review all construction contract documents and to require that settlement costs ENGINEER incurs as a result of commitments that had no provisions extend the duties or liabilities of ENGINEER beyond those set become firm before termination, and for a reasonable profit for services forth in this Agreement. OWNER agrees to include ENGINEER as an performed. indemnified party in OWNER's construction contracts for the work, which shall protect ENGINEER to the same degree as OWNER. Further, 10. SEVERABILITY OWNER agrees that ENGINEER shall be listed as an additional insured If any provision of this agreement is held invalid or unenforceable, the under the construction contractor's liability insurance policies. remaining provisions shall be valid and binding upon the parties. One or 5. CONTROLLING LAW more waivers by either party of any provision, term or condition shall not This Agreement is to be governed by the law of the state where be construed by the other party as a waiver of any subsequent breach of ENGINEER's services are performed. the same provision, term or condition. 6. SERVICES AND INFORMATION 11. INVOICES OWNER will provide all criteria and information pertaining to OWNER's ENGINEER will submit monthly invoices for services rendered and requirements for the project, including design objectives and constraints, OWNER will make prompt payments in response to ENGINEER's space, capacity and performance requirements, flexibility and expandability, invoices. and any budgetary limitations. OWNER will also provide copies of any ENGINEER will retain receipts for reimbursable expenses in general OWNER- furnished Standard Details, Standard Specifications, or Standard accordance with Internal Revenue Service rules pertaining to the support Bidding Documents which are to be incorporated into the project. 1 (8/2012) of expenditures for income tax purposes. Receipts will be available for remediate, or remove the hazardous materials; and (ii) warrants that the inspection by OWNER's auditors upon request. project site is in full compliance with all applicable laws and regulations. OWNER acknowledges that ENGINEER is performing professional If OWNER disputes any items in ENGINEER's invoice for any reason, services for OWNER and that ENGINEER is not and shall not be including the lack of supporting documentation, OWNER may temporarily required to become an "arranger," "operator," "generator," or delete the disputed item and pay the remaining amount of the invoice. "transporter" of hazardous materials, as defined in the Comprehensive OWNER will promptly notify ENGINEER of the dispute and request Environmental Response, Compensation, and Liability Act of 1990 clarification and /or correction. After any dispute has been settled, (CERCLA), which are or may be encountered at or near the project site ENGINEER will include the disputed item on a subsequent, regularly in connection with ENGINEER's services under this Agreement. If scheduled invoice, or on a special invoice for the disputed item only. ENGINEER's services hereunder cannot be performed because of the OWNER recognizes that late payment of invoices results in extra existence of hazardous materials, ENGINEER shall be entitled to expenses for ENGINEER. ENGINEER retains the right to assess terminate this Agreement for cause on 30 days written notice. To the OWNER interest at the rate of one percent (1 %) per month, but not to fullest extent permitted by law, OWNER shall indemnify and hold exceed the maximum rate allowed by law, on invoices which are not paid harmless ENGINEER, its officers, directors, partners, employees, and within thirty (30) days from the date of the invoice. In the event undisputed sub luding tants from and against all costs, losses, and damages portions of ENGINEER's invoices are not paid when due, ENGINEER also (including but not limited to all fees and charges of engineers, reserves the right, after seven (7) days prior written notice, to suspend the architects, attorneys, and other professionals, and all court or arbitration performance of its services under this Agreement until all past due or other dispute resolution costs) caused by, arising out of or resulting amounts have been paid in full. from hazardous materials, provided that (i) any such cost, loss, or damage is attributable to bodily injury, sickness, disease, or death, or 12. CHANGES injury to or destruction of tangible property (other than completed Work), The parties agree that no change or modification to this Agreement, or any including the loss of use resulting therefrom, and (ii) nothing in this attachments hereto, shall have any force or effect unless the change is paragraph shall obligate OWNER to indemnify any individual or entity reduced to writing, dated, and made part of this Agreement. The from and against the consequences of that individual's or entity's sole execution of the change shall be authorized and signed in the same negligence or willful misconduct. manner as this Agreement. Adjustments in the period of services and in 16. EXECUTION compensation shall be in accordance with applicable paragraphs and This Agreement, including the exhibits and schedules made part hereof, sections of this Agreement. Any proposed fees by ENGINEER are constitute the entire Agreement between ENGINEER and OWNER, estimates to perform the services required to complete the project as supersedes and controls over all prior written or oral understandings. This ENGINEER understands it to be defined. For those projects involving Agreement may be amended, supplemented or modified only by a written conceptual or process development services, activities often are not fully instrument duly executed by the parties. definable in the initial planning. In any event, as the project progresses, the facts developed may dictate a change in the services to be performed, 17. ALLOCATION OF RISK which may alter the scope. ENGINEER will inform OWNER of such OWNER AND ENGINEER HAVE EVALUATED THE RISKS AND situations so that changes in scope and adjustments to the time of REWARDS ASSOCIATED WITH THIS PROJECT, INCLUDING performance and compensation can be made as required. If such change, ENGINEER'S FEE RELATIVE TO THE RISKS ASSUMED, AND AGREE additional services, or suspension of services results in an increase or TO ALLOCATE CERTAIN OF THE RISKS, SO, TO THE FULLEST decrease in the cost of or time required for performance of the services, an EXTENT PERMITTED BY LAW, THE TOTAL AGGREGATE LIABILITY equitable adjustment shall be made, and the Agreement modified OF ENGINEER (AND ITS RELATED CORPORATIONS, accordingly. SUBCONSULTANTS AND EMPLOYEES) TO OWNER AND THIRD 13. CONTROLLING AGREEMENT PARTIES GRANTED RELIANCE IS LIMITED TO THE GREATER OF These Terms and Conditions shall take precedence over any inconsistent $100,000 OR ITS FEE, FOR ANY AND ALL INJURIES, DAMAGES, or contradictory provisions contained in any proposal, contract, purchase CLAIMS, LOSSES, OR EXPENSES (INCLUDING ATTORNEY AND order, requisition, notice -to- proceed, or like document. EXPERT FEES) ARISING OUT OF ENGINEER'S SERVICES OR THIS AGREEMENT REGARDLESS OF CAUSE(S) OR THE THEORY OF 14. EQUAL EMPLOYMENT AND NONDISCRIMINATION LIABILITY, INCLUDING NEGLIGENCE, INDEMNITY, OR OTHER In connection with the services under this Agreement, ENGINEER agrees RECOVERY. THIS LIMITATION SHALL NOT APPLY TO THE EXTENT to comply with the applicable provisions of federal and state Equal THE DAMAGE IS PAID UNDER ENGINEER'S COMMERCIAL Employment Opportunity for individuals based on color, religion, sex, or GENERAL LIABILITY INSURANCE POLICY. national origin, or disabled veteran, recently separated veteran, other protected veteran and armed forces service medal veteran status, 18. LITIGATION SUPPORT disabilities under provisions of executive order 11246, and other In the event ENGINEER is required to respond to a subpoena, employment, statutes and regulations, as stated in Title 41 Part 60 of the government inquiry or other legal process related to the services in Code of Federal Regulations § 60 -1.4 (a -f), § 60 -300.5 (a -e), § 60 -741 (a- connection with a legal or dispute resolution proceeding to which e). ENGINEER is not a party, OWNER shall reimburse ENGINEER for reasonable costs in responding and compensate ENGINEER at its then 15. HAZARDOUS MATERIALS standard rates for reasonable time incurred in gathering information and OWNER represents to ENGINEER that, to the best of its knowledge, no documents and attending depositions, hearings, and trial. hazardous materials are present at the project site. However, in the event hazardous materials are known to be present, OWNER 19. UTILITY LOCATION represents that to the best of its knowledge it has disclosed to If underground sampling /testing is to be performed, a local utility locating ENGINEER the existence of all such hazardous materials, including but service shall be contacted to make arrangements for all utilities to not limited to asbestos, PCB's, petroleum, hazardous waste, or determine the location of underground utilities. In addition, OWNER shall radioactive material located at or near the project site, including type, notify ENGINEER of the presence and location of any underground utilities quantity and location of such hazardous materials. It is acknowledged located on the OWNER's property which are not the responsibility of by both parties that ENGINEER's scope of services do not include private /public utilities. ENGINEER shall take reasonable precautions to services related in any way to hazardous materials. In the event avoid damaging underground utilities that are properly marked. The ENGINEER or any other party encounters undisclosed hazardous OWNER agrees to waive any claim against ENGINEER and will indemnify materials, ENGINEER shall have the obligation to notify OWNER and, and hold ENGINEER harmless from any claim of liability, injury or loss to the extent required by law or regulation, the appropriate governmental caused by or allegedly caused by ENGINEER's damaging of underground officials, and ENGINEER may, at its option and without liability for utilities that are not properly marked or are not called to ENGINEER's delay, consequential or any other damages to OWNER, suspend attention prior to beginning the underground sampling /testing. performance of services on that portion of the project affected by hazardous materials until OWNER: (i) retains appropriate specialist consultant(s) or contractor(s) to identify and, as appropriate, abate, Terms & Conditions for Professional Services 2 (8/2012)