HomeMy WebLinkAboutR-2003-026 Carollo Engineers, P.C. Contract (re: Naches River water treatment plant )RESOLUTION NO. R- 2003- 26
A RESOLUTION authorizing execution of a contract with Carollo Engineers,
P.C. for preliminary design, design, bidding, and construction of improvements to the
chemical feed system and filter pipe gallery at the Naches River Water Treatment Plant
WHEREAS, the City of Yakima has need for consulting services related to the
preliminary design, design, bidding, and construction of improvements to the chemical
feed system and filter pipe gallery at the Naches River Water Treatment Plant; and
WHEREAS, the City does not possess adequate in-house staff to perform the
necessary work involved in the preliminary design, design, bidding, and construction of
improvements to the chemical feed system and filter pipe gallery at the Naches River
Water Treatment Plant; 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 preliminary design, design,
bidding, and construction of improvements to the chemical feed system and filter pipe
gallery at the Naches River Water Treatment Plant 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 18th day of February 2003.
ATTEST:
Karen Roberts, City Clerk
Place, Mayor
SERVICE AGREEMENT
THIS CONSULTING 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 the "Consultant").
WHEREAS, the City requires consulting services related to the preliminary design, design,
bidding, and construction of improvements to the chemical system and filter pipe gallery at the existing
Naches River Water Treatment Plant.
WHEREAS, the Consultant represents that it has the expertise necessary and is willing to
perform the Consulting 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 Consultant as follows:
1. Scope of Services. The Consultant shall provide the City with professional services
associated with and in support of preliminary design, design, bidding, and construction of improvements
to the chemical system and filter pipe gallery at the existing Naches River Water Treatment Plant.
These services shall include, but not be limited to the following tasks:
Task Order No. 1 (attached hereto as Exhibit A.1)
Task Order No. 2 (attached hereto as Exhibit A.2)
Task Order No. 3 (attached hereto as Exhibit A.3)
2. Time Period for Performance of Services. The term of this Agreement shall commence
upon execution hereof and shall terminate at the time of completion of all services/tasks required
hereunder, or unless the Agreement is earlier terminated by either party under Section 22 of this
Agreement. The Consultant shall provide such services as are described on executed task orders in
accordance with the time schedule set forth on attached and incorporated on Exhibits B.1, B.2, and B.3.
The Consultant shall proceed with such services in a timely and diligent manner, but shall not be
responsible for delays beyond the Consultant's control or which the parties could not have reasonably
foreseen 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 Consultant
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 Consultant not sooner than one (1) year after execution of this Agreement, and no more once
each year thereafter.
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b. Maximum Fee for Services. Each executed task order shall describe the maximum fee to
which the Consultant 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 Consultant's services specified in that task order.
c. Renegotiation of Maximum Fee. The Consultant 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 Consultant to incur additional
costs and expenses in providing the services required under the task order. In either event, the
Consultant shall promptly notify the City in writing of the anticipated additional fees or reduction of fees.
Thereafter, and unless otherwise agreed by the parties, the Consultant 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. Consultant shall submit monthly invoices to the City. Said
invoices shall itemize all services rendered during the preceding monthly period. Payment shall be due
and payable upon receipt of Consultant's invoice by City. All payments are expressly conditioned upon
the Consultant providing services hereunder which are satisfactory to the City. In the event City disputes
any invoice item, City shall give Consultant written notice of such disputed item within ten (10) days after
receipt of such invoice and shall pay to Consultant the undisputed portion of the invoice according to the
provisions hereof.
e. Payment in the Event of Termination. In the event that either party terminates this
Agreement under Section 22, Consultant 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 Consultant 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 Consultant by the City. In the event that any audit or inspection
identifies any discrepancy in such financial records, the Consultant shall provide the City with appropriate
clarification and/or financial adjustments within thirty (30) calendar days of notification of the discrepancy.
g. Permit and Advertising Cost. The City shall pay the cost of all necessary permits,
advertising and similar items that are normally associated with public works projects.
4. Standard of Performance. The Consultant shall perform all work and services required
under this Agreement in accordance with generally accepted Consulting and consulting standards, and
shall be responsible for the technical soundness and accuracy of all work and services furnished
pursuant to this Agreement. No other Warranty, express or implied, is included in this agreement or in
any drawing, specification, report or opinion produced pursuant to this agreement.
5. Cost Estimates. The City is herewith advised that the Consultant 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 Consultant's cost estimates are made and furnished on the basis of the Consultant's
experience and qualifications and represent only best judgment as an Consulting firm familiar with the
construction industry. As such, the Consultant 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. Not Used
7. Ownership of Documents. All reports, designs, drawings, and specifications prepared by
the Consultant pursuant to this Agreement shall be the property of the City upon payment being made by
the City to the Consultant in accordance with Sections 3 of this Agreement. The Consultant shall provide
the City with originals and/or reproducible copies of such documents in accordance with the respective
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task order, or when requested by City representatives. Consultant shall retain its rights in its standard
drawing details, designs, specifications, databases, computer software and any other proprietary
property. Rights to intellectual property developed, utilized, or modified in the performance of the
services shall remain the property of the Consultant. The Consultant 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 Consultant shall be at the City's
risk.
8. Design Intent. The Consultant shall prepare the design documents, drawings, and
specifications with the understanding that a representative of the Consultant 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.
9. Information to be provided by the City. The City shall provide the Consultant 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 Consultant shall be entitled to rely upon the completion and
accuracy of such documentation.
10. Status of Consultant. Consultant and the City understand and expressly agree that
Consultant is an independent contractor in the performance of each and every part of this Agreement.
The Consultant shall have the sole judgment of the means, mode or manner of the actual performance of
work/services required under this Agreement. The Consultant, 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 Consultant and its employees shall make
no claim of City employment nor shall claim against the City any related employment benefits, social
security, and/or retirement.
11. Taxes and Assessments. Consultant 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;
Consultant shall pay the same before it becomes due.
12. Nondiscrimination Provision. During the performance of this Agreement, Consultant
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.
13. Compliance With Law. Consultant 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. If a change in any law or regulation increases the cost of Consultant's work or services, then
Consultant will be entitled to an equitable adjustment to the Agreement.
14. No Insurance. It is understood the City does not maintain liability insurance for
Consultant or its employees and subcontractors.
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15. Indemnification and Hold Harmless.
a. Consultant 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 reasonable attorneys' fees and disbursements) resulting from death or bodily injury to any
person or damage or destruction to third -party to the extent caused by any negligent act and/or omission
of the Consultant, its officers, employees, agents, and/or subcontractors, arising out of the performance
of this Agreement.
b. In the event that both Consultant and the City are negligent, the Consultant'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 Consultant, its officers, employees, agents, and/or subcontractors.
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.
16. Insurance provided by Consultant.
a. Commercial Liability Insurance. On or before date the this Agreement is fully executed by
the parties, the Consultant 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 insured, 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 a company rated A -VII 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 Consultant 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 insured, 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 a company rated A -VII or higher in Best's
Guide and admitted in the State of Washington.
c. Professional Liability Insurance. On or before the date this Agreement is fully executed by
the parties, the Consultant 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
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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 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 Consultant shall ensure that all
subcontractors it utilizes for work/services required under this Agreement shall comply with all of the
above insurance requirements.
17. Delegation of Professional Services. The services provided for herein shall be
performed by Consultant, and no person other than regular associates or employees of Consultant shall
be engaged upon such work or services except upon written approval of the City.
18. Assignment. This Agreement, or any interest herein, or claim hereunder, shall not be
assigned or transferred in whole or in part by Consultant to any other person or entity without the prior
written consent of the City, except that it may be assigned without such consent to a related entity, an
affiliate or wholly-owned subsidiary of either party. In the event that such prior written consent to an
assignment is granted, then the assignee shall assume all duties, obligations, and liabilities of Consultant
stated herein.
19. No Conflict of Interest. Consultant 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. Consultant further covenants that it will not hire
anyone or any entity having such a conflict of interest during the performance of this Agreement.
20. Severabilitv. 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.
21. Integration. This written document constitutes the entire agreement between the City and
Consultant. 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.
22. Termination. The City or Consultant may terminate this Agreement, with or without
cause, by giving the other party thirty (30) calendar days written notice of termination.
23. 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 CONSULTANT:
Water/Irrigation Manager
2301 Fruitvale Blvd
Yakima, WA 98902
Carollo Engineers
12592 West 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.
24. Governing Law. This Agreement shall be governed by and construed in accordance with
the laws of the State of Washington.
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25. Venue. The venue for any action to enforce or interpret this Agreement shall lie in the
Superior Court of Washington for Yakima County, Washington.
26. Drafting of Agreement. Both the Consultant and the City have participated in the drafting
of this Agreement. As such, it is agreed by the parties that the general contract rule of law that
ambiguities in the contract language shall be construed against the drafter of a contract shall have no
application to any legal proceeding, arbitration and/or action in which this Agreement and its terms and
conditions are being interpreted and/or enforced.
27. Non -Waiver. The waiver by either the City or the Consultant of the breach of any
provision of this Agreement by the other party shall not operate and/or be construed as a waiver of any
subsequent breach by either party or prevent either party thereafter enforcing such provision.
CITY OF YAKIMA CAROLLO ENGINEERS,
A Pro - - - Corporation
By:
R. A. Zais, 1F:1,
City Manager
DATE: rmmy 2>,�a003
ATTEST:
DATE:
City Clerk
City Contract No. 0?003 -.Z/
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EXHIBIT A.1
TASK ORDER NO. 1
CITY OF YAKIMA, WA (CITY)
AND
CAROLLO ENGINEERS, A PROFESSIONAL CORPORATION (ENGINEER)
This Task Order is issued by the CITY and accepted by the ENGINEER pursuant to the
mutual promises, covenansaand conditions in the Agreement between the above named
parties dated the 64evie,Y, 2.6k53 , in connection with:
City of Yakima, WA
Naches River WTP Chemical and Filter Pipe Gallery Upgrade Project (Project).
PURPOSE
The ENGINEER's scope of services, time of completion and compensation shall be as set
forth herein. Services shall generally be described as engineering services for preliminary
design of chemical and filter pipe gallery upgrades at the Naches River WTP. It is
anticipated the ENGINEER's services may be expanded in other task orders to include
design and services during construction.
ENGINEER'S SERVICES
Services shall be generally described as those necessary for the preliminary design of
chemical and filter pipe gallery upgrades at the Naches River WTP.
TASK 1 — Preliminary Engineering
The ENGINEER will perform preliminary design services related to the following new or
upgraded facilities at the Naches River WTP:
• New Coagulation Facilities
• New Chemical Storage and Feed Facilities
• New On-site Hypochlorite Generation Facilities
• Replacement of the Existing Piping in the Filter Pipe Gallery
In addition, the ENGINEER will prepare a discussion that prioritizes future needed
improvements at the water plant. The 1998 plant evaluation report prepared by the
ENGINEER will serve as the basis of this discussion.
Estimated fee: $26,017
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TASK 2 — Site Survey
The ENGINEER will perform a vertical and horizontal site survey of the Naches River WTP
sites, and use the survey information to develop site plans to be used in completion of the
project design drawings.
Estimated fee: $10,247
TASK 3 — Geotechnical Study
The ENGINEER will also perform a geotechnical study, including review of existing soils
information, field investigation, two soil borings, sampling and testing, and completion of a
written geotechnical report. The report will include discussion of site geology, groundwater
conditions, boring log and test information, conclusions regarding soil properties, and
recommendations for foundation systems and pressures. Recommendations will be
provided for structure and pipeline designs, construction methods, and backfill materials. It
is not anticipated that hazardous materials will be present in areas to be excavated during
construction. If hazardous materials are encountered during the field investigations,
additional scope and compensation will be required to evaluate the conditions and make
recommendations. The project Geotechnical Engineer will also review the 90% complete
plans and specifications.
Estimated fee: $10,247
PAYMENT
CITY shall pay ENGINEER on an hourly basis in accordance with the attached engineering
cost estimate (Exhibit D.1) and fee schedule (Exhibit C). Subconsultants shall be invoiced at
ENGINEER's cost plus ten (10) percent. All other direct costs shall be invoiced at the actual
cost. ENGINEER's total compensation for the Scope of Services identified in this Task order
shall not exceed the amount of forty-six thousand five hundred eleven dollars ($46,511),
without additional authorization from CITY.
The ENGINEER shall submit monthly statements to the CITY based on the ENGINEER's
labor and expenses accrued at the time of billing. CITY shall make monthly payments in
response to ENGINEER's statement.
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EFFECTIVE DATE
This Task Order No. 1 is effective as of the 10—day of MOW- OW- c L
2003.
IN WITNESS WHEREOF, duly authorized representatives of the ENGINEER and of the
CITY have executed this Task Order No. 1 evidencing its issuance by CITY and
acceptance by ENGINEER.
CAROLLO ENGINEERS,
A Prof conal •rporation
Partner
Bv:
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EXHIBIT A.2
TASK ORDER NO. 2
CITY OF YAKIMA, WA (CITY)
AND
CAROLLO ENGINEERS, A PROFESSIONAL CORPORATION (ENGINEER)
This Task Order is issued by the CITY and accepted by the ENGINEER pursuant to the
mutual promises, covenants and copditions in the Agreement between the above named
parties dated the rjtt- fA-c , in connection with:
City of Yakima, WA
Naches River WTP Chemical and Filter Pipe Gallery Upgrade Project (Project).
PURPOSE
The ENGINEER's scope of services, time of completion and compensation shall be as set
forth herein. Services shall generally be described as engineering services for design of
chemical and filter pipe gallery upgrades at the Naches River WTP. It is anticipated the
ENGINEER's services may be expanded in other task orders to include services during
construction. A scope of work and fee estimate for these additional services can be
prepared upon request.
ENGINEER'S SERVICES
Services shall be generally described as those necessary for the design of chemical and
filter pipe gallery upgrades at the Naches River WTP. It is understood the contract
documents prepared by the ENGINEER in April 2000 for the Filter Pipe Gallery
Modifications will be used as is, with the exception of changes to drawing borders and minor
comments to the Invitation to Bid and Unit Price Bid Schedule.
TASK 1 — Detailed Design and Cost Estimates
ENGINEER will prepare necessary 22 -inch by 34 -inch drawings and technical specifications
for the general, civil, mechanical, structural, electrical, and instrumentation requirements for
the Project. Drawing preparation will use ENGINEER'S standards, including drawings in
AutoCad format and specifications in Microsoft Word format. Front-end specifications will
include City front-end documents and the latest edition of Washington State Standard
Specifications for Road, Bridge, and Municipal Construction. The design scope of work
assumes that no design improvements will be required to the existing building and
site to update them in order to obtain any permits, such as Building Permit, or
comply with any codes, such as ADA.
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The drawings and specifications will be developed for competitive bidding by
contractors.The ENGINEER will submit half-size drawings for review by CITY at the 30- and
90 -percent complete levels. CITY'S review comments will be incorporated into the design. A
preliminary list of drawings is shown as Exhibit E.
Cost estimates will be completed by ENGINEER at the 30-, and 90 -percent complete
submittals. CITY will provide printing and distribution of the final drawings. CITY will provide
advertising. Additionally, it is assumed CITY will be responsible for obtaining the necessary
building and other permits for the project.
Upon completion of the design, ENGINEER will deliver electronic copies of the plans and
specifications to CITY in .pdf format.
Estimated fee: $283,588
TASK 2 —Washington DOH
ENGINEER submit drawings and specifications to Washington DOH for review. Comments
from DOH will be incorporated into the drawings and specifications.
Estimated fee: Included with Task 1.
The ENGINEER will perform its services in a manner that will permit the CITY to meet this
schedule unless delayed due to a cause beyond the ENGINEER's control at which time the
ENGINEER's compensation may be subject to an increase.
PAYMENT
CITY shall pay ENGINEER on an hourly basis in accordance with the attached engineering
cost estimate (Exhibit D.2) and fee schedule (Exhibit C). Subconsultants shall be invoiced at
ENGINEER's cost plus ten (10) percent. All other direct costs shall be invoiced at the actual
cost. ENGINEER's total compensation for the Scope of Services identified in this Task order
shall not exceed the amount of Two -hundred eighty-three thousand five hundred eighty-
eight dollars ($283,588), without additional authorization from CITY. The ENGINEER shall
submit monthly statements to the CITY based on the ENGINEER's labor and expenses
accrued at the time of billing. CITY shall make monthly payments in response to
ENGINEER's statement.
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EFFECTIVE DATE
This Task Order No. 2 is effective as of the `O. day of 1146
2003.
IN WITNESS WHEREOF, duly authorized representatives of the ENGINEER and of the
CITY have executed this Task Order No. 2 evidencing its issuance by CITY and
acceptance by ENGINEER.
CAROLLO ENGINEERS, CITY
A Profes ' e - : orporation
Partner
By:
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By:
EXHIBIT A.3
TASK ORDER NO. 3
CITY OF YAKIMA, WA (CITY)
AND
CAROLLO ENGINEERS, A PROFESSIONAL CORPORATION (ENGINEER)
This Task Order is issued by the City and accepted by the Consultant pursuant to the mutual
promises, covenants and conditions contained in the Service Agreement between the above
named parties dated the 'CA day of , 2003, in connection
with:
City of Yakima, WA
Naches River WTP Chemical and Filter Pipe Gallery Upgrade Project (Project).
PURPOSE
The purpose of this Task Order is to provide engineering services during bidding and
construction of upgrades to the chemical system and filter pipe gallery at the Naches River
WTP. These tasks will follow services completed under Task Order Nos. 1 and 2.
ENGINEER'S SERVICES
The following tasks will be completed under this Task Order No. 3:
Task 1 — Bidding Services
Engineering services during bidding will consist of distribution of plans and specifications,
maintaining a planholder's list, responding to bidder inquiries, attending and conducting a pre-
bid conference, preparing addenda as necessary, and conducting the bid opening.
Estimated fee: $24,481
Deliverables: Planholder's list, addenda as needed, recommendation of award, printing and
distributing plans and specifications
Task 2 — Services During Construction
Engineering services during construction will consist of:
• Attend, conduct, and prepare minutes for a Preconstruction Conference
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• Provide construction observation
• Review Contractor submittals and shop drawings for conformance to Contract Documents
• Respond to Contractor RFIs and provide design clarifications
• Issue work change directives, field orders, and change orders as necessary
• Review Contractor progress payment applications
• Attend monthly construction meetings and prepare/distribute meeting minutes
• Participate in final inspection of facilities and note deficiencies for punch list items
• Prepare project record drawings
Estimated fee: $251,901
Deliverables: Submittal reviews; RFI responses; issuance of work change directives, field
orders, change orders; monthly construction meeting minutes; record drawings.
ASSUMPTIONS
The following assumptions have been used in preparing the scope of work presented herein:
• Construction will occur between October 2003 and October 2004.
• Consultant's Project Engineer was estimate quarter -time for 12 months for a total of
519 hours.
• Consultant will provide copies of plans and specifications to bidders. A reproduction cost of
$15,000 was allocated for this activity; 60 sets at $250/set.
• City procured equipment will be delivered within 60 days of award of procurement items,
allowing it to be incorporated into the Work within the construction period.
• The bidding period will be limited to five weeks total.
• Construction observation was estimated at half time for 12 months for a total of 1,038 hours.
• City will provide QA materials testing, such as soils and concrete.
PAYMENT
Consultant shall bill City on an hourly basis in accordance with the fee schedule attached as
Exhibit 'C'. Total compensation shall not exceed $276,382 unless authorized by the City. Exhibit
'D.3' presents a breakdown of estimated costs for this Task Order No. 3.
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EFFECTIVE DATE
This Task Order No. 3 is effective as of the I,0 t day of ill&
, 2003.
IN WITNESS WHEREOF, duly authorized representatives of the City and of the Consultant
have executed this Task Order No. 3 evidencing its issuance by City and acceptance by the
Consultant.
CAROLLO ENGINEERS,
A Professional Corporation
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CITY OF YAKIMA
Accepted this 101--- day of 1,
2003
By:
By:
Officer
EXHIBIT B.1
TIME OF PERFORMANCE
The scope of services for Task Order No. 1 shall begin immediately upon notice to proceed
(NTP). Major milestones shall be as follows:
• March 3, 2003: Notice to Proceed
• March 5 and 6: Project Workshop at the WTP
• March 27, 2003: Workshop and Submission of draft Predesign Report
• April 4, 2003: Submittal of draft Review Comments by City
• April 11, 2003: Submission of Final Predesign Report
H:\Client\Yakima_BOI\new project\contracts\EXHIBIT 61_B2_B3.doc
EXHIBIT B.2
PROPOSED SCHEDULE AND TIME OF PERFORMANCE
The scope of services for Task Order No. 2 will proceed in accordance with the Project
milestones as follow:
• April 14, 2003: Notice to Proceed
• May 7 and 8: 30 Percent Submittal and Workshop at the WTP
• July 9 and 10: 90 Percent Submittal and Workshop at the WTP
• August 16, 2003: Submission of Final Drawings
Project construction is anticipated for the months of October 2003 through October 2004.
H:\Client\Yakima_BOI\new project\contracts\EXHIBIT 81_82_B3.doc
EXHIBIT B.3
PROPOSED SCHEDULE AND TIME OF PERFORMANCE
The scope of services for Task Order No. 3 shall begin immediately upon submittal of the "bid -
ready" plans and specifications prepared per Task Order No. 2, and shall occur concurrently
with the construction of the new facilities. Construction is anticipated to occur between October
2003 and October 2004.
H:\Client\Yakima_BOI\new project\contracts\EXHIBIT B1_B2_B3.doc
EXHIBIT C
CAROLLO ENGINEERS, PC
FEE SCHEDULE
As of March 1, 2003
Boise, Idaho
Hourly Rate
Engineers/Scientists (EIS)
E/S I $78.00
E/S II 90.00
E/S III 112 00
E/S IV 125.00
E/S V 136.00
E/S VI 149.00
E/S VII 160.00
E/S VIII 176.00
Principal 183.00
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
ET VIII
54 00
61.00
75.00
81.00
89.00
111.00
125.00
60.00
63.00
68.00
72.00
79.00
92.00
104.00
125.00
Support Staff
Office Aides 38.00
Clerical 57.00
Word Processors 68.00
Project Equipment Communication Expense 6.00
(PECE) Per DL Hour
Travel and Subsistence at cost
Mileage .36/mile
Subconsultant Cost + 10%
Other Direct Costs Cost + 10%
This fee schedule is subject to annual revisions due to labor adjustments.
EXHIBIT D.1
ESTIMATE OF ENGINEERING COSTS FOR TASK ORDER NO. 1
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
LABOR MANHOURS
Other
Cost
TOTAL
Carollo Engineers
Subconsultants
Direct
C Project Manager
Jim Meyerhofer
Project Engineer
Paul Walker
Technical Advisor
Matthew Marshall
Technical Advisor
Patrick White
Electrica Vlnstrumentatic
n Engineer
r.
2
Construction Observatio
Project Equipment and
Communication Expens
Reproduction,
Travel
Total Cost
cd
ro
' 1'
5
TASK DESCRIPTION
5
8
t
.5
t
'
N
"w
U
Task 1 - Preliminary Design
1 1 New Coagulation Facilities
4
24
2
4
8
$ 242
$ 750
$ 5,624
1.2 Chemical System
8
24
2
4
8
$ 265
$ 750
$ 6,263
1.3 On Site Hypochlorite
8
24
4
8
$ 254
$ 750
$ 5,900
1 4 Filter Pipe Gallery
4
16
4
8
$ 185
$ 750
$ 4,255
1.5 Prioritize next phase of improvements
8
8
2
2
8
4
$ 185
$ 3,975
Task 2 - Outside Services
2.1 Site Surveying
2
8
2
80
$ 69
$ 10,247
2.2 Geotechnical Report
2
8
2
80
$ 69
$ 10,247
TOTALS
36
112
2
6
0
0
24
40
80
80
0
0
$ 1,269
$ 3,000
$ 46,511
EXHIBIT D.2
ESTIMATE OF ENGINEERING COSTS FOR TASK ORDER NO. 2
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
LABOR MANHOURS
Other
Cost
TOTAL
Carollo Engineers
Subconsultants
Direct
TASK DESCRIPTION
Project Manager
Jim Meyerhofer
Project Engineer
Paul Walker
Technical Advisor
Matthew Marshall
Technical Advisor
Patrick White
Electrical/InstrumentaH
n Engineer
w
A
2
m
A
Secretarial
Geotechnical
m
°
0
Structural/Architectural
Engineer
Construction Observatio
Project Equipment and
Communication Expens
Reproduction,
Travel
Total Cost
Task 1- Detailed Desitin and Cost Estimates
47
8
236
60
9
2
9
2
242
8
1067
0
16
620
8
$ 9,290
$ 462
$ 12,000
$ 271,781
$ 11,808
1 1 Prepare Plans and Specifications
1.2 Prepare Cost Estimates
TOTALS
55
296
11
11
0
250
1067
0
16
0
628
0
$ 9,751
$ 12,000
$283,588
EXHIBIT D.3
ESTIMATE OF ENGINEERING COSTS FOR TASK ORDER NO. 3
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
LABOR MANHOURS
Other
Cost
TOTAL
Carollo Engineers
Subconsultants
Direct
TASK DESCRIPTION
Project Manager
Jim Meyerhofer
Project Engineer
Paul Walker
Technical Advisor
Matthew Marshall
Technical Advisor
Patrick White
Electricalllnstrumentati .
n Engineer
Designers/Drafters
Secretarial
Geotechnical
Surveying
Structural/Architectural
Engineer
Construction Observatio
Project Equipment and
Communication Expens
Reproduction,
Travel
Total Cost
Task 1 - Bidding Assistance
1.1 Attend Pre -Bid Conference/Receive Bidder Questions
16
8
8
$ 138
$ 15,000
$ 18,098
1.2 Prepare Addenda
16
8
16
8
$ 231
$ 5,255
1.3 Assist in Bid Evaluation
8
2
$ 58
$ 1,128
Task 2 - Construction Manaeement Services
2.1 Inspection
1038
$ -
$ 77,850
2.2 Office Engineering
60
519
160
80
120
300
$ 5,418
$ 3,500
$ 157,298
2.3 Record Drawings
40
16
80
$ 785
$ 2,000
$ 16,753
TOTALS
60
599
0
0
0
184
160
146
0
0
308
1046
$ 6,630
$ 20,500
$276,382
EXHIBIT E
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
Preliminary Drawing List for Design
Drawing No. Drawing
GENERAL
1 Title Sheet
2 List of Drawings, Design Criteria, Location Map, and Vicinity Map
3 Process Flow Diagram
4 Hydraulic Profiles
5 Facility Index Map and Construction Staging and Storage
6 Abbreviations
7 Symbols
8 General Notes
CIVIL
9 General Civil Notes, Symbols, and Abbreviations
10 Standard Civil Details 1
11 Standard Civil Details 2
12 Grading, Drainage, and Paving
13 Yard Piping Modifications
ARCHITECTURAL
14 Code Analysis and Symbols
15 Door, Window, and Finish Schedule
16 Architectural Details 1
17 Chemical Building Plan
18 Chemical Building Elevations
19 Chemical Building Details
H:\Client\Yakima_BOI\new project\contracts\Exhibit E.doc 1
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
Preliminary Drawing List for Design
Drawing No. Drawing
STRUCTURAL
20 Structural Details 1
21 Structural Details 2
22 Structural Details 3
23 Structural Details 4
24 Chemical Building Foundation
25 Chemical Building Plan
26 Chemical Building Roof Plan
27 Chemical Building Sections - 1
28 Chemical Building Sections - 2
29 Chemical Building Details
HVAC
30 Standard HVAC Abbreviations and Details
31 Legend and Schedules
32 Chemical Building Plan
33 Controls
MECHANICAL
34 Piping Schedule
35 Equipment Schedule
36 Mechanical Details 1
37 Mechanical Details 2
38 Mechanical Details 3
39 Mechanical Details 4
40 Mechanical Details 5
41 Mechanical Details 6
42 Filter Pipe Gallery - Demolition Plan
43 Filter Pipe Gallery - Demolition Sections
H:\Client\Yakima_BOl\new project\contracts\Exhibit E.doc 2
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
Preliminary Drawing List for Design
Drawing No. Drawing
44 Filter Pipe Gallery - Plan
45 Filter Pipe Gallery - Sections
46 Filter Pipe Gallery - Sections and Details
47 Chemical Area - Building plan
48 Chemical Area - Sections 1
49 Chemical Area - Sections 2
50 Chemical Schematics - 1
51 Chemical Schematics - 2
52 Plumbing and drainage
53 Existing Building Demolition
54 New Chemical Feed Piping in Existing Plant
55 Flash Mix Plan, Sections, and Details
ELECTRICAL
56 Electrical Legend
57 Electrical Abbreviations and General Notes
58 Device and Luminairre Schedule
59 Standard Details - EG, EL, EM, and EN
60 Electrical Miscellaneous 1
61 Electrical Miscellaneous 2
62 First Floor Electrical Plan
63 Filter Pipe Gallery - 480V Power and Control Plan
64 Filter Pipe Gallery - Lighting
65 Filter Pipe Gallery - Sections 1
66 Filter Pipe Gallery - Sections 2
67 Filter Pipe Gallery - Filter Panel Details
68 Chemical Building Electrical Plan
69 Chemical Building - 480V Power and Control Plan
70 Chemical Building - Lighting
71 Chemical Building - Sections 1
H:\Client\Yakima_BOI\new project\contracts\Exhibit E.doc 3
City of Yakima, WA
Naches River Chemical and Filter Pipe Gallery Upgrade Project
Preliminary Drawing List for Design
Drawing No. Drawing
INSTRUMENTATION
72 Instrumentatation Abbreviations and Symbols 1
73 Instrumentatation Abbreviations and Symbols 2
74 Instrumentatation Abbreviations and Symbols 3
75 Instrumentatation Abbreviations and Symbols 4
76 Instrumentatation Abbreviations and Symbols 5
77 Standard Details - IA, IE, and IS
78 Main Control Panel - Front Elevation
79 Main Control Panel - Detail and Interior Panels
80 Filter No. 1 Control Schematics
81 Filter No. 1 Control Schematics
82 Filter No. 2 Control Schematics
83 Filter No. 2 Control Schematics
84 Filter No. 3 Control Schematics
85 Filter No. 3 Control Schematics
86 Filter No. 4 Control Schematics
87 Filter No. 4 Control Schematics
88 Control Schematics 1
89 Control Schematics 2
90 Control Schematics 3
91 Control Schematics 4
92 Control Schematics 5
93 P&ID - Chemical System No. 1
94 P&ID - Chemical System No. 2
95 P&ID - Chemical System No. 3
96 P&ID - Chemical System No. 4
97 Control Drawings 1
98 Control Drawings 2
H:\Client\Yakima_BOI\new project\contracts\Exhibit E.doc 4
ITEM TITLE:
SUBMITTED BY:
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. )
For Meeting Of 2/18/2003
Preliminary design, construction design, bidding, and construction of
improvements to the chemical feed system and filter pipe gallery at the Naches
River Water Treatment Plant
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 preliminary design,
construction design, bidding, and construction of improvements to the chemical feed system and filter pipe
gallery at the Naches River Water Treatment Plant. This contract requires Carollo Engineers, P.C. to
develop a preliminary design, construction design, bidding, and drawing and specifications for the
construction of improvements to the chemical feed system and filter pipe gallery at the Naches River Water
Treatment Plant. A study completed in 1998 by Carollo Engineers recommended that these improvements
ae made to the water treatment plant. Due to the Safe Drinking Water Act as well as Labor and Industries
require these improvements to be made in order to stay in compliance and insure safe drinking water. The
preliminary design will insure compliance with all 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, with a Public Works Trust Fund Loan.
Not to Exceed Engineering Cost $606,481
Resolution _X Ordinance Contract X Other Specify)
Mali to: Patrick White; Carollo Engineers; 12592 Explorer Dr., Boise, ID 83713 98122 Phone: 208-376-2288
Funding Source 477 C_, 1,a''- ..-,„,A,
APPROVED FOR SUBMITTAL: \\
City Manager
STAFF RECOMMENDATION:
Approve resolution authorizing the City Manager to execute the accompanying contract for the preliminary
design, design, bidding, and construction of improvements to the chemical feed system and filter pipe
gallery at the Naches River Water Treatment Plant by Carollo Engineers, P.C. of Boise, Idaho.
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION: Resolution adopted. RESOLUTION NO. R-2003-26