HomeMy WebLinkAbout08/16/2011 12 Engineering Services Agreement with Brown and Caldwell, Inc. BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. "i
For Meeting Of August 16, 2011 .
ITEM TITLE: Request approval of a Resolution authorizing the City Manager to execute an
Agreement with Brown and Caldwell Inc., and the City of Yakima for Professional
Engineering Services in an amount not to exceed $100,000 for evaluation and
design improvements related to new Biosolids Screening Requirements and the
Wastewater Treatment Plant Headworks.
SUBMITTED BY: Chris Waarvick, Director of Public Works
Scott Schafer, Wastewater Division Manager
Ryan Anderson, Utility Engineer
CONTACT PERSON/TELEPHONE: Ryan Anderson /575 -6077
SUMMARY EXPLANATION:
The City has mandatory planning, coordination, process analysis and implementation
responsibilities in order to address regulatory requirements including planning and engineering
support services for evaluation and basis of design for wastewater treatment plant (VVWTP)
improvements related to new Biosolids Screening Requirements and the WWTP's Headworks.
A Professional Licensed Engineer is required by the State of Washington to perform these
services, with services not to exceed $100,000.
The updating of the WWTP Facility Plan is required as a part of the renewal of the City's
National Pollutant Discharge Elimination System (NPDES) permit with the Department of
Ecology (Ecology). Updating this plan will allow for the estimate of current and future costs
associated with mandatory and growth related wastewater issues, thus providing better
development of planning priorities. Updating is also required to apply for financial assistance
from Ecology and the Public Works Trust Fund Board.
(...continued on next page)
Resolution X Ordinance _ Other (Specify)
Contract X Mail to (name and address):
Phone:
Funding Source: Wastewater Facilities Project (478 Fund) Budgeted
APPROVED FOR SUBMITTAL: City Manager
STAFF RECOMMENDATION: Staff respectfully requests City Council approve the resolution.
BOARD /COMMISSION RECOMMENDATION:
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COUNCIL ACTION:
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The contract scope includes support service additions and modifications to the WWTP needed
to meet current and anticipated regulatory requirements associated with biosolids screening,
while providing a detailed evaluation of the improvements to the WWTP's Headworks.
Brown and Caldwell, Inc., will provide the necessary evaluation and basis of design and
estimate these costs for future projects under other prime consultant contracts. The terms of the
Agreement would be in an amount not to exceed $100,000. (See attached Agreement with
Exhibit "A" and "B ")
Exhibit "A" of the Agreement describes the Scope of Work in more detail.
Exhibit "B" of the Agreement describes the cost of the Headworks Improvement Study
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® RESOLUTION NO. R -2011-
A RESOLUTION authorizing the City Manager to execute an Agreement with Brown and
Caldwell Inc. and City of Yakima for Professional Engineering Services in
an amount not to exceed $100,000 for evaluation and design
improvements related to new Biosolids Screening Requirements and the
Wastewater Treatment Plant Headworks.
WHEREAS, the City of Yakima owns and operates wastewater collection and treatment
facilities in accord with applicable Federal, State and Local regulations; and
WHEREAS, the City desires to retain Brown and Caldwell Inc., to provide support
services for evaluating and providing basis for design of the Headworks facility and the
screening needs of the City's Wastewater Treatment Plant (WWTP) needed to meet current and
anticipated regulatory requirements pertaining to wastewater, biosolids treatment and disposal
processes, and other related wastewater treatment plant support services; and
WHEREAS, Brown and Caldwell is qualified to provide these services and recommend
processes to ensure that necessary investments into the City's wastewater systems are
identified to meet regulatory requirements, community growth, replacement needs, and
operational efficiencies; and
WHEREAS, with these ongoing mandated requirements, use of budgeted funding is
411) required to continue the engineering support efforts to address these issues; and
WHEREAS, the State of Washington requires these services to be performed by a
Professional Licensed Engineer, now therefore;
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized to execute the Agreement for Professional
Engineering Services with Brown and Caldwell Inc. to provide support services for evaluation
and basis of design for Headworks and wastewater screening improvements for the Wastewater
Division not to exceed $100,000, a copy of the Agreement with Exhibit "A" and "B" is attached
hereto and by reference made a part hereof.
ADOPTED BY THE CITY COUNCIL this 16 day of August, 2011. •
ATTEST: Micah Cawley, Mayor
City Clerk
411
CITY OF YAKIMA AND BROWN AND CALDWELL
41 ) PROFESSIONAL SERVICES AGREEMENT
THIS PROFESSIONAL SERVICES AGREEMENT (hereinafter "Agreement") is
made and entered into by and between the City of Yakima, a Washington municipal
corporation (hereinafter the "City "), and Brown and Caldwell, Inc. a company licensed to
do business in Washington (hereinafter the "Engineer ").
WHEREAS, the City desires to retain . the Engineer to provide planning and
engineering support services for evaluation and basis of design for wastewater treatment
plant (WWTP) improvements related to new Biosolids Screening Requirements and the
Yakima Regional Wastewater Treatment Plant Headworks;
WHEREAS, the Engineer has the experience and expertise necessary to provide
such independent engineering services and is willing to provide the services in
accordance with the terms and conditions of this Agreement;
NOW, THEREFORE, in consideration of the mutual coven_ ants, promises, and
agreements set forth herein, it is agreed by and between the City and the Engineer as
follows:
1. Scope of Services. The Engineer shall provide engineering services, referred to
as Basic Services, related to evaluating and providing a basis of design for
improvements related to the Yakima Regional Wastewater Treatment Facility
Headworks and new Biosolids Screening Requirements. The scope of services is
411 described in more detail in Exhibit "A" attached and incorporated by this reference. The
City will direct the Engineer when to proceed with each Phase of the scope of work, by
written directive.
2. Additional Services.
a. The City and Engineer agree that not all services performed by the Engineer
can be defined in detail at the time this Agreement is executed and that Additional
Services not covered in Exhibit "A" may be needed during .performance of the
Agreement. City may, at any time, by written order, direct Engineer to revise portions of
Basic Services previously completed in a satisfactory manner, delete portions of Basic
Services, suspend Basic Services, terminate Basic Services or request that Engineer
perform Additional Services beyond the scope of Basic Services. Such changes
hereinafter shall be referred to as "Additional Services ".
b. If such Additional Services cause an increase or decrease in Engineer's cost
of, or time required for, performance of any services under this Agreement, a contract
price and /or completion time adjustment pursuant to this Agreement shall be made and
this Agreement shall be modified in writing accordingly. .
c. Compensation and time impact for each such request for Additional_ Services
will be negotiated by the City and the Engineer. Engineer shall not perform any
Additional Services until authorized by City . in writing. Once so authorized, such
Additional Services shall be considered part of Basic Services. If City and Engineer
cannot agree upon an equitable adjustment in the compensation and time for Additional
411 Services beyond the scope of Basic Services within thirty (30) days of the Engineer's
written request for equitable adjustment, performance of such Additional Services may
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City of Yakima and Brown and Caldwell .
Professional Services Agreement .
be suspended by Engineer until City and Engineer mutually agree upon the time
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adjustment.
3. Term. The term of this Agreement shall commence upon execution hereof and
shall terminate at the time of completion of all services /tasks required hereunder unless
terminated sooner by either party in accordance with Section 20. The Engineer shall
provide such services as are described on executed task orders in accordance with the
time schedule set forth in Exhibit A. When directed by the City in writing, the Engineer
shall proceed in a timely and diligent manner to provide all services required hereunder.
4. Consideration.
a. The City shall pay the Engineer for basic services described in Exhibit A, in
accordance with the total compensation set forth in Exhibit "B ". Direct salaries may be
increased once on an annual basis. Unless the parties otherwise modify this
Agreement, the total compensation paid to the Engineer for all services provided under
this Agreement shall not exceed $100,000.
b. Direct Expenses are those necessary costs and charges incurred for Basic
Services including, but not limited to: (1) the direct costs of transportation, . meals and
lodging; (2) insurance, letters of credit, bonds, and equipment and supplies, specific to
the Basic Services and approved in advance by the City; and (3) Engineer's direct costs
for subcontracted professional services, laboratory tests, analysis, printing and
reproduction services, and. CADD services.
c. Travel costs, including transportation, lodging, subsistence and incidental
expenses incurred by employees of the Engineer and each of the Sub - consultants in
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connection with Basic Services, shall be subject to the following;
1) That a Maximum of U.S. INTERNAL REVENUE SERVICE allowed cents
per mile will be paid for the operation, maintenance and depreciation
costs of company or individually owned vehicles for that portion of time
they are used for Basic Services. The Engineer, whenever possible, will
use the least expensive form of ground transportation.
2) That reimbursement for meals inclusive of tips shall not exceed a
maximum of $40 per day per person. This rate may be adjusted on a
yearly basis
3) Those accommodations shall be at a reasonably priced hotel /motel.
4) That air travel shall be by coach class, and shall be used only when
absolutely necessary.
d. Telephone charges, in -house computer charges, in -house reproduction
charges, first class postage, overnight mail and shipping and FAX charges are not
reimbursable Direct Expenses, but are considered fully reimbursed as a part of
Subsection 5.1 Direct Salary factor. •
e. Professional Sub - Consultants. Professional Sub- consultants are those costs
for Engineering, management consulting, surveying, geotechnical services and similar
professional services approved in advance by the City. Reimbursement for Professional
Sub - consultants will be on the basis of 1.10 times the actual costs billed by the
Professional Sub - consultant for services provided to the City through this Agreement.
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Professional Services Agreement
• f. The Engineer shall submit to the City monthly invoices itemizing. tasks
accomplishedduring the month. Upon receipt of said monthly invoice, the City shall
make payment to the Engineer within thirty (30) calendar days; provided, however, that
all payments are expressly conditioned upon the Engineer's performing services that are
satisfactory to the City.
g. The Engineer shall maintain adequate files and records to substantiate all
amounts itemized on the monthly invoices. In the event that either party exercises its
right to terminate this Agreement in accordance with Section 20, the Engineer shall be
compensated in accordance with the above terms for all satisfactory services provided to
the City up to the effective Agreement termination date plus reasonable termination
expenses as mutually agreed upon in writing, if termination is by City and without cause.
5. Information Provided by the City. The Engineer shall provide guidance to the
City in determining the data required for purposes of the contemplated services. The
City agrees to use reasonable efforts to provide data and information specifically
requested by the Engineer. Engineer shall not independently verify the validity,
completeness or accuracy of such information unless otherwise expressly agreed to
herein.
6. Status of Engineer. The Engineer and the City understand and expressly agree
that the Engineer is an independent contractor in the performance of each and every
part of this Agreement. No officer, employee, volunteer and /or agent of Engineer shall
act on behalf of or represent him or herself as an agent or representative of the City.
The Engineer, as an independent contractor, assumes the entire responsibility for
carrying out and accomplishing the services required under this Agreement. The
Engineer represents that its status as an independent contractor in the performance of
the work, and services required under this Agreement is consistent with and meets the
six -part independent contractor test set forth in RCW 51.08.195. The Engineer and its
officers, employees, volunteers, agents and /or subcontractors shall make no claim of
City employment nor shall claim against the City any related employment benefits, social
security, and /or retirement benefits. Nothing contained herein shall be interpreted as
creating a relationship of servant, employee, partnership or agency between the
Engineer and the City.
7. Inspection and Audit. The Engineer shall maintain books, accounts, records,
documents and other evidence pertaining to the costs and expenses allowable and
consideration paid under this Agreement in accordance with generally accepted
accounting practices. All such books of account and records required to be maintained
by this Agreement shall be subject to inspection and audit by representatives of the City
and /or the Washington State Auditor at all reasonable, times and the Engineer shall •
afford the proper facilities for such inspection and audit. Such books of account and
records may be copied by representatives of the City and /or the Washington State
Auditor where necessary to conduct or document an audit. The Engineer shall preserve
and make available all such books of account and records for a period of three (3) years
after final payment under this Agreement.
8. Taxes and Assessments. The Engineer shall be solely responsible for
compensating its employees, agents, and /or subcontractors and, with respect to its
® employees, for paying all related taxes, deductions, and assessments, including but not
limited to federal income tax, FICA, social security tax, assessments for unemployment
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Professional Services Agreement
and industrial injury and other deductions from income which may be required by law or
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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, the Engineer shall pay the
same before it becomes due. Engineer shall incorporate this provision in its
subcontracts, if any.9.Nondiscrimination Provision. During the performance of this
Agreement, Engineer shall not discriminate in violation of any applicable federal, state
and /or local law or regulation on the basis of age, sex, race, creed, religion, color,
national origin, marital status, disability, honorably discharged veteran or military status,
pregnancy, sexual orientation and any other classification protected under federal, state,
or local law. 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.
10. The Americans with Disabilities Act. The Engineer shall comply with the
Americans with Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. (ADA) and its
implementing regulations and Washington State's anti - discrimination law as contained in
RCW Chapter 49.60 and its implementing regulations with regard to the activities and
services provided pursuant to this Agreement. The ADA provides comprehensive civil
rights to individuals with disabilities in the area of employment, public accommodations,
public transportation, state and local government services and telecommunications.
11. Compliance with Law. The Engineer agrees to perform those services under
and pursuant to this Agreement in full compliance with applicable laws, rules, and
regulations adopted or promulgated by any governmental agency or regulatory body,
whether federal, state, local or otherwise.
12. No Conflict of Interest. The Engineer covenants that neither it nor its
employees 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. The Engineer further covenants that it will not knowingly hire anyone or any
entity having such a conflict of interest during the performance of this Agreement.
13. No Insurance. It is understood the City does not maintain liability insurance for
the Engineer and its officers, directors, employees and agents.
14. Indemnification.
a. The Engineer agrees to hold harmless and indemnify the City, its elected and
appointed officials, officers, employees, and authorized volunteers from and against any
actions, claims, liability, damages, judgments, costs of defense and expenses (including
reasonable attorney's fees) if judged as damages to the extent caused by the negligent
acts, errors or emissions of the Engineer, its officers, employees or subcontractors in
connection with the Engineer's or its officers', employees' or subcontractors'
performance or non - performance of this Agreement.
b. The City agrees to hold harmless and indemnify the Engineer, its officers,
employees, and agents, from and against any and all suits, actions, claims, liability,
damages, judgments, costs of defense and expenses (including reasonable attorney's
fees) to the extent caused by the negligence of the City, its officers, employees or
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Professional Services Agreement
® subcontractors, in connection with the City's or its officers', employees' or
subcontractors'. performance or non - performance of this Agreement.
c. In the event that both the Engineer and the City are negligent, each party
shall be liable for its contributory share of negligence for any resulting suits, actions,
claims, liability, damages, judgments, costs and expenses (including reasonable
attorney's fees).
d. The foregoing indemnity is specifically and expressly intended to constitute a
waiver of the Engineer's immunity under Washington's Industrial Insurance Act, RCW
Title 51, as respects the other party only, and only to the extent necessary to provide the
indemnified party with a full and complete indemnity of claims made by the Engineer's
employees: The parties acknowledge that these provisions were specifically negotiated
and agreed upon by them.
e. Nothing contained in this Section or this Agreement shall be construed to
create a liability or a right of indemnification in any third party.
f. This Section of the Agreement shall survive the term or expiration of this
Agreement and shall be binding on the parties to this Agreement.
15. Insurance Provided by Engineer.
a. Professional Liability Insurance. On or before the date this Agreement is fully
executed by the parties, the Engineer shall provide the City with a certificate of
insurance as evidence of professional liability coverage with a limit of at least One Million
Dollars ($1,000,000.00) per claim and an aggregate limit of at least One Million Dollars
® ($1,000,000.00). The certificate shall clearly state who the provider is, the amount of
coverage, the policy number, and when the policy and provisions provided are in effect.
The insurance shall be with an insurance company rated A -VII or higher in Best's Guide:
If the policy is on a claim made basis, the retroactive date of the insurance policy shall
be on or before the date this contract is executed by both parties hereto, or shall provide
full prior acts coverage. The insurance coverage or substantially identical coverage
sufficient to fully satisfy these requirements shall remain in effect during the term of this
Agreement and for a minimum of three (3) years following the termination of this
Agreement.
b. Commercial General Liability Insurance. On or before the date this
Agreement is fully executed by the parties, the Engineer shall provide the City with a
certificate of insurance as proof of commercial general liability insurance with a minimum
liability limit of One Million Dollars ($1,000,000.00) per occurrence /general aggregate for
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. Said policy shall be in effect for the duration of this Agreement: The policy
shall name the City, its elected officials, officers, and employees as additional insured as
to this project only and shall contain a clause that the insurer will „notrcancel or non -
renew the insurance without first giving the City thirty (30) calendar days' prior written
notice. 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. Commercial Automobile Liability Insurance. On or before the date this
Agreement is fully executed by the parties, the Engineer shall provide the City with a
certificate of insurance as proof of commercial automobile liability : insurance with a
minimum liability limit of One Million Dollars ($1,000,000.00) each accident for bodily
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City of Yakima and Brown and Caldwell
Professional Services Agreement
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. 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 as to this project only and shall contain a clause that the insurer will not cancel
or reduce in limits the insurance without first giving the City thirty (30) calendar days'
prior written notice. 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.
d. Insurance Provided by Subcontractors. The Engineer shall ensure that all
subcontractors it utilizes for work /services required under this Agreement shall comply
with all of the above insurance requirements. However, professional liability will not be
required unless the subcontractor is involved in design or Engineering services.
16. Delegation of Professional Services. The services provided for herein shall be
performed by the Engineer and no person other than associates or employees of the
Engineer shall be engaged upon such work or services except upon written approval of
the City.
17. Assignment. This Agreement, or any interest herein or claim hereunder, shall
not be assigned or transferred in whole or in part by the Engineer to any other person or
entity without the prior written consent of the City. In the event that such . prior written
consent to an assignment is granted, then the assignee shall assume all duties,
obligations and liabilities of the Engineer stated herein.
18. Waiver of Breach. A waiver by either party hereto of a breach by the other party
hereto of any covenant or condition of this Agreement shall not impair the right of the
party not in default to avail itself of any subsequent breach thereof. Leniency, delay or
failure of either party to insist upon strict performance of any agreement, covenant or
condition of this Agreement, or to exercise any right herein given in any one or more
instances, shall not be construed as a waiver or relinquishment of any such agreement,
covenant, condition or right.
19. Dispute Resolution. The parties shall strive to resolve all conflicts through
negotiation in good faith as the preferred approach to dispute resolution and may
consider mediation, or other form of dispute resolution, as a supplement or alternative
where mutually agreed to by the Parties in writing.
20. Termination. Either party may terminate this Agreement at any time, with or
without cause, by providing the other party with written notice of termination ten (10)
calendar days prior to the termination date.
21. 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.
22. Notices. Unless stated otherwise herein, all notices and demands shall be in
writing and sent or hand delivered to the parties to their addresses as follows:
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City of Yakima and Brown and Caldwell
Professional Services Agreement
TO City: Ryan Anderson, Utility Engineer
City of Yakima, Wastewater
2220 East Viola
Yakima, WA 98901
TO Engineer: Tadd Giesbrecht, PE
or to such other addresses as the parties may hereafter designate in writing. Notices
and /or demands shall be sent by registered or certified mail, postage. prepaid-or hand
delivered. Such notices shall:be deemed effective when mailed or hand delivered at the
addresses specified above.
23. Third Parties. The City and the Engineer are the only parties to this Agreement
and are the'only parties' entitled to enforce its terms. Nothing in this Agreement gives, is
intended to give, or shall be construed to give or provide any right or benefit, whether
directly or indirectly or otherwise, to third persons.
24. Drafting of Agreement. Both the City and the Engineer 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 within a contract 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.
25. Integration. This written document constitutes the entire Agreement between
® the City and the Engineer. There are no other oral or written agreements between the
parties as to the subjects covered herein. No changes or additions to this Agreement
shall be valid or binding upon either party unless such change or addition be in writing
and executed by both parties.
26. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington.
27. Venue. The venue for any action to enforce or interpret this Agreement shall lie
in the Superior Court of Washington for Yakima County, Washington.
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Professional Services Agreement
28. Counterparts. This Agreement may be executed in one or more counterparts,
each of which shall be deemed an original, but all of which shall constitute one and the i
same Agreement.
CITY OF YAKIMA Brown an • Caldwell
By: By: A
Michael A. Morales, Interim City Manager S even . Krugel. r Vice President
Date: O ~ / 1 v f/ Date: y ?o■ �
ATTEST:
Deborah Kloster, City Clerk
City Contract No.
City Resolution No.
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Professional Services Agreement
® Exhibit "A"
City of Yakima Wastewater Treatment Consulting Services with
Brown and Caldwell
WORK PACKAGE 1— Headworks and Screening Requirements Basis of Design
BASIC SERVICES - include an evaluation and a basis of design for improvements to the Yakima
Regional Wastewater Treatment Plant (YRWWTP) Headworks including alternatives for
complying with WAC 173- 308 -205, titled "Significantly remove manufactured inerts ".
TASK 100 - WORKSHOP AND. SCREENING OF ALTS
Attend and participate in a Project Kick -off Workshop to finalize the scope of services to be
provided under this project under Tasks 200, 300, and 400.
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Workshop participants will include the Headworks /Screening Improvements evaluation Engineer
(Engineer), YRWWTP staff, and representatives of the consulting engineering team currently
working on the design of the Industrial Waste Pretreatment System and the North End Electrical
Distribution System Improvements. Engineer's scope and budget does not include effort for other
workshop participants.
Subtask 101: Identify Screening System Options
The purpose of this subtask is to review design criteria and identify screening and
washing/compaction system options.
1) . Review and confirm the design criteria of alternatives for Headworks improvements
and screening systems improvements.
2) Identify screening systems types to be considered in the evaluation. The Engineer shall
provide project overviews (PowerPoint presentations, or similar) for at least three
similar screening improvement projects completed within the past five years. The
presentations may also address other relevant experience which the Engineer has with
specific screen types and screening equipment manufacturers.
3) Identify screenings washing /compaction system types to be considered in the
evaluation. The Engineer shall provide project overviews similar to the screening
project overviews described above for at least three similar screenings
washing /compaction systems improvement projects completed within the past five
years (Items 2 and 3 may be combined in the presentations where projects included
both screening and washing /compaction systems. The presentations may also address
other relevant experience which the Engineer has with specific washing /compaction
system types and washing /compaction system equipment manufacturers.
411 -
Exhibit "A" Headworks and Screening Requirements Basis of Design Page 1 of 4
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City Responsibilities: •
1. Provide input on screening equipment preferences to streamline the selection of options
to be considered.
2. Provide WWTP facility planning and design criteria information.
3. Provide as -built CAD drawings of the areas potentially impacted
Subtask 102: Kick -off Workshop
The purpose of this subtask is to present system options from the previous subtask and provide
initial recommendations for a "short list" of screening and washing/compaction system types or
options to be evaluated in detail under Tasks 200, 300, and 400 of this agreement.
Options to be considered shall include both replacement of the existing screens with screens
meeting the requirements of WAC 173- 308 -205 and the addition of secondary screens meeting
these requirements where the existing screens would be being retained as primary screens.
Develop a "short list" of Headworks problems and alternative solutions to be evaluated in detail
under Tasks 200, 300, and 400 of this agreement.
A. The Workshop format will include:
1) Introductions — the Engineer shall identify all key project team members and
their responsibilities and provide project organization chart.
2) Presentations by the Engineer.
3) A round table discussion among all workshop participants aimed at finalizing
the "short list" of alternatives to be considered.
City Responsibilities:
1. Confirm "short list" of alternatives
TASK 200 — EVALUATE ALTERNATIVES .
The purpose of this task is to evaluate short- listed alternatives for screening and screenings
washing /compaction as identified under Task 100. The budget for Task 200 shall be based on the
evaluation of up to three (3) alternatives for screen and washing/compaction system combinations
and shall be completed within 30 days after confirmation of the "short list" of alternatives: If the
assumptions for Tasks 200, 300 and 400 are not valid as a result of the actual conclusions reached
in Task 100, changes in scope will be handled by an amendment to the contract.
Subtask 201: Develop Conceptual Layouts
The purpose of this subtask is to provide relevant equipment design information and performance
data in order to have a basis for a comparative analysis. This includes a planning level assessment
of each of the following considerations, but does not include a detailed evaluation of each
component:
411/
Exhibit "A" Headworks and Screening Requirements Basis of Design Page 2 of 4
A. Effective screen opening size, headloss vs. flowrate, maximum hydraulic capacity based on
available upstream head conditions, screen type, and solids handling capacity of screen and
washing /compaction systems.
B. Develop conceptual process flow schematic and if necessary to help make a decision,
develop conceptual plan and section views showing the general location of major process
components including screenings handling systems.
C. Identify any additional odor control facilities needed and areas and points of application.
D. Identify for each alternative major modifications required for the existing headworks
building and/or any new building structures needed for the protection of new screening
facilities. This does not include structural calculations, but rather a general description of
modifications.
E. Identify general heating, ventilation, and air conditioning requirements for the existing
Headworks Building and any proposed new building structures.
F. Identify facilities and equipment necessary to access and remove screening systems process
equipment for maintenance or repair including modifications to the existing Headworks
Building, if needed.
G. Provide a preliminary assessment of the hazard classification of the areas that would be
impacted by the project in accordance with NFPA 820.
It is assumed that the existing electrical system has sufficient capacity to handle revised and
additional loads. This scope and budget does not include an electrical analysis of the existing
system. If electrical upgrades are required, it is assumed that the consulting team working on the
410 North End Electrical Distribution System Improvements project will provide necessary inputs into
the headworks analysis.
City Responsibilities:
1. _ Provide as -built CAD drawings of existing facilities
Subtask 202: Develop Life Cycle Costs
The purpose of this subtask is to develop a comparative life cycle cost analysis for the alternatives
identified above.
The life cycle cost analysis includes preparation of preliminary opinions of probable construction
cost (consistent with a "Class 5" cost estimate), planning level operating and maintenance costs
and other project costs for each alternative. The comparative analyses should also include a
discussion of relative performance capabilities and operation and maintenance considerations as
part of a life cycle cost analyses.
Client acknowledges that construction cost estimates, financial analyses and feasibility projections
are subject to many influences including, but not limited to, price of labor and materials, unknown
or latent conditions of existing equipment or structures, and time or quality of performance by
third parties. Client acknowledges that such influences may not be precisely forecasted and are
beyond the control of Engineer and that actual costs incurred may vary substantially from the
® estimates prepared by Engineer. Engineer does not warrant or guarantee the accuracy of
construction or development cost estimates.
Exhibit "A" Headworks and Screening Requirements Basis of Design - Page 3 of 4
TASK 300 — WORKSHOP AND SELECTION OF ALT
The purpose of this task is to attend and participate in a Project peer review Workshop to present
design and performance data, conceptual layouts for each alternative, and the comparative analysis
as prepared under Task 200, above.
City Responsibilities:
1. It is assumed that the City will confirm selection the recommended /preferred alternative
as part of this Workshop or shortly thereafter.
TASK 400 — FINAL PROJECT REPORT
The purpose of this task is to summarize and document activities from preceding tasks in a brief
Final Project Report identifying the recommended/preferred alternative.
The final report shall include an updated cost breakdown and opinion of probable total project
cost, a detailed design and performance data summary, and updated schematics and conceptual
layout drawings for the recommended alternative which reflect the input from the Peer Review
Workshop and other comments and input from YRWWTP staff.
The budget does not include additional effort for re- evaluation of material if a decision is changed
by the City. Although components of the Final Project Report will be suitable for inclusion in a
WAC 173 - 240 -060 Engineering Report, the Final Project Report is not intended to address all
WAC Engineering Report requirements or be submitted to the Department of Ecology.
•
City Responsibilities:
1. Review the draft Project Report and provide one set of comments.
TASK 500 — GENERAL — Project Management / City Coordination
Conduct activities to maintain coordination of the work with the Client. Meet with Client on a
regular basis (weekly conference call) to review progress of the project. Submit monthly reports
summarizing the progress of the project by task, for its duration. The reports will be submitted
along with monthly invoices. The progress reports will document progress made toward
completion of the project, and provide updated information on budget and schedule. Perform the
general administrative duties associated with the project, including preparation of correspondence,
office administration, administration of contracts with sub - Engineers, and progress monitoring.
Complete all tasks within 90 days of signing the notice to proceed, contingent upon receipt of
necessary project information and decisions from the City. The anticipated schedule is as follows:
• Task 100 Complete: 30 days from NTP
• Task 200 Complete: 30 days from completion of Task 100 and confirmation of short- listed
alternatives
• Task 300 Complete: 2 weeks after completion of Task 200
• Task 400 Complete: 2 weeks after completion of Task 300
Subtask 010: Quality Assurance •
The purpose of this subtask is to have a senior technical expert review work products.
Exhibit "A" Headworks and Screening Requirements Basis of Design Page 4 of 4
O Exhibit "B"
City of Yakima, WA - Headworks Improvements Study Estimate Dated 7/26/2011
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100 : Workshop and Screening of Alternatives : 152 22,404 0 0 22
200 Evaluate Alternatives 230 '31,528 ' , 0 0 31,528,
300 Workshop and Selection of` Alternatives 38. 5,316 0 0 5,316
400 ' ' Final Project Report 90 12,032. 0 0 12,032
500 Project Management and QA' : 70 10,176 1,000 :0 . ` 11,226
TOTAL, BASE PROJECT 580 81,456 1,000 0 82,506
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