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12/11/2012 14 Effluent Pipeline Relocation and Discharge Channel Project, Phase II Evaluation and Design Agreement with Ridolfi, Inc. 'Y BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT �� Item No. For Meeting of: December 11, 2012 -mss —,n ma -� i'V' .1:,1 ,5ti -. . t�.- �..a.u;.t: .. nr .:rx [1 .A ' M li '` Y FN'A �b . .0 $k;�ri ITEM TITLE: Resolution authorizing a Professional Services Agreement with Ridolfi Inc., for Engineering Services in an amount not to exceed $710,000 for evaluation and design of Phase 11 of the Effluent Pipeline Relocation and Discharge Channel Project at the City's Wastewater Treatment Plant (WWTP). SUBMITTED BY: Scott Schafer, Wastewater Division Manager Ryan Anderson, Utility Engineer CONTACT Ryan Anderson /575 -6077 PERSON /TELEPHONE: SUMMARY EXPLANATION: The City of Yakima is developing the design of an alternative outfall for the discharge of treated effluent to the Yakima River in response to the Gap to Gap Levee Setback project. The alternative outfall will include a diversion structure that will allow the effluent to discharge into one or more natural channels before draining into the Yakima River; creating a riparian restoration area. Ridolfi, Inc, Consultant Engineers, was selected based on their Statement of Qualifications, as having the technical knowledge and expertise in meeting the City's outfall relocation challenges. Ridolfi, Inc will provide the necessary evaluation and design for Phase H of the Effluent Pipeline Relocation and Discharge Channel Project. The terms of the Agreement would be in an amount not to exceed $710,000. (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 Phase 11 of the Effluent Pipeline Relocation and Discharge Channel Project. Resolution X Ordinance Other (specify) Contract: X Mail to: Colin Wagoner, P.E. L.HG. Ridolfi Inc. 1011 Western Avenue, Suite 1006, Seattle, WA. 98104 Contract Term: Amount: $710,000 Expiration Date: Insurance Required? Yes Funding Wastewater Facilities Project Fund 478 - Phone: Source: Budgeted APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Staff respectfully requests City Council approve the resolution authorizing the City Manager to execute the accompanying contract. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Resolution - Ridolfi Phase II ❑ Ridolfi Agreement Phase II ❑ Phase II Ridolfi Scope Exhibit A ❑ Phase II Ridolfi Budget Exhibit B RESOLUTION NO. R -2012- A RESOLUTION authorizing the City Manager to execute a Professional Services Agreement with Ridolfi, Inc. in the amount not to exceed $710,000 for Engineering Services for evaluation and design of Phase II of the Effluent Pipeline Relocation and Discharge Channel Project at the City of Yakima Wastewater Treatment Plant. WHEREAS, the City of Yakima (City) owns and operates wastewater_collection and treatment facilities in accord with applicable Federal, State and Local regulations; and WHEREAS, the City's Wastewater Treatment Plant (WWTP) outfall discharges to the Gap to Gap Reach of the Yakima River; and WHEREAS, the levees in the Gap to Gap reach of the Yakima River will be set back in order to meet the objectives of the Yakima River Basin Water Enhancement Project and the Yakima County Flood Control Zone District as part of the Gap to Gap Levee Setback Project; and WHEREAS, the levee setback in the Gap to Gap Reach of the Yakima River will require a new outfall location for the City's treated wastewater to return to the Yakima River; and WHEREAS, alternatives for a riparian outfall location need to be included in the City's Wastewater Facility Plan for the City to remain in compliance with its NPDES permit with the Department of Ecology; and WHEREAS, the State of Washington Department of Ecology requires the completion of an engineering report to approve such changes to the current wastewater outfall, and WHEREAS, the state of Washington requires these services to be performed by a Professional Engineer; and WHEREAS, Ridolfi Inc., Consulting Engineers, has the technical knowledge and expertise necessary to the City's outfall relocation challenges and to provide the necessary evaluation and design for Phase II of the Effluent Pipeline Relocation and Discharge Channel Project; and WHEREAS, Ridolfi Inc. has agreed to provide the necessary professional services to the City to accomplish the Phase II evaluation and design of Phase II of the City's Effluent Pipeline Relocation and Discharge Channel Project for a cost not to exceed Seven Hundred Ten Thousand Dollars ($710,000.) as specifically indicated in the Professional Services Agreement attached hereto and incorporated herein by this reference, and WHEREAS, the City Council has determined that it is in the best interest of the City to enter into a Professional Services Agreement with Ridolfi Inc. to evaluate and design an alternative outfall for the City's WWTP effluent discharge to the Yakima River, now, therefore; BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute the attached Professional Services Agreement with Ridolfi Inc., in an amount not to exceed Seven Hundred Ten Thousand Dollars ($710,000.) to provide the necessary engineering services for the evaluation and design of Phase II of the City's Effluent Pipeline Relocation and Discharge Channel Project. 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 11 day of December, 2012. ATTEST Micah Cawley, Mayor Sonya Claar -Tee, City Clerk CITY OF YAKIMA AND RIDOLFI INC. ENGINEERING 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 RIDOLFI Inc., a company licensed to do business in Washington (hereinafter the "Engineer "). WHEREAS, the City desires to retain the Engineer to provide planning, engineering, design and construction support services for additions and modifications to the City of Yakima Regional Wastewater Treatment Plant's (YRWWTP) outfall and former sprayfield site; and 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 covenants, 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 planning, design, and construction oversight for the Alternative Outfall and Floodplain Function Restoration Project, Phase II: Effluent Pipeline Relocation and Discharge Channel Project. The scope of services is described in more detail in Exhibit "A" attached and incorporated by this 'reference. The City will direct the Engineer in writing when to proceed with each Work Package of the scope of work. 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 may be made and this Agreement may be modified in writing accordingly. c. Compensation for each such request for Additional Services will be negotiated by the City and the Engineer according to the provisions set forth in Section 3. 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 mutual agreement on compensation or time adjustment cannot be concluded, Engineer is required to perform the Basic and Additional Services, reserving a right for equitable adjustment; provided, that in no event shall any amount be allowed for Page 1 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement anticipated profit or unperformed Basic Services or Additional Services. If City and Engineer cannot agree upon an equitable adjustment in the time for Additional .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 be suspended by Engineer until City and Engineer mutually agree upon the time adjustment. 3. Term. The term of this Agreement shall commence upon execution hereof and shall terminate August 31s 2014, or 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 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 payment schedule 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 this Agreement shall not exceed Two Hundred Thirty Thousand Dollars ($230,000) for Work Package A and Four Hundred Eighty Thousand Dollars ($480,000) for Work Package B with the total compensation paid to the Engineer not to exceed Seven Hundred Ten Thousand Dollars ($710,000). 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 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 forty dollars ($40) per day per person. This rate may be adjusted on a yearly basis if agreed upon in writing by the parties hereto. 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. 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 Page 2 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement 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. e. The Engineer shall submit to the City monthly invoices itemizing tasks accomplished and percent completed to date. 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. .f. 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. 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. 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 expressly represents warrants and agrees 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 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 Page 3 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement • 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 owed by Engineer for the foregoing as a result of this Agreement, the Engineer shall pay the same before it becomes due. 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 any and all 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 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, agents and volunteers from and against any actions, claims, liability, damages, judgments, costs of defense and expenses (including reasonable attorney's fees) if judged as damages which result from or arise out of the negligent acts, errors or emissions of the Engineer, its officers, agents, employees or subcontractors in connection with or incidental to the 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) which result from or arise out of the negligence of the City, its officers, agents, Page 4 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement employees or subcontractors, in connection with or incidental to the 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 Two Million Dollars ($2,000,000.00) for each wrongful act and an annual aggregate limit of at least Two Million Dollars ($2,000,000.00). 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 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 liability insurance with a minimum liability limit of One Million Dollars ($1,000,000.00) per occurrence /aggregate 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. 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 Engineer 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. 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) per occurrence /aggregate Page 5 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement 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. 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 Engineer 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. Umbrella 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 umbrella liability coverage with a minimum liability limit of Two Million Dollars ($2,000,000) per occurrence /aggregate limit bodily injury and property damage. This policy will be in excess of the underlying commercial general liability and automobile liability coverage. 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 Engineer 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. e. 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 regular 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 Page 6of8 City of Yakima and Ridolfi, Inc. Professional Services Agreement 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. Severability. 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 TO City: Ryan Anderson, Utility Engineer City of Yakima, Wastewater 2220 East Viola Yakima, WA 98901 TO Engineer: Colin Wagoner, P.E., L.HG. RIDOLFI Inc. 1011 Western Avenue, Suite 1006 Seattle, WA 98104 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. Page 7 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement 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. 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 same Agreement. CITY OF YAKIMA RIDOLFI Inc. By: By: Tony O'Rourke, Yakima City Manager Bruno A. Ridolfi, Vice President Date: Date: ATTEST SonyaClaar Tee, City Clerk City Contract No. City Resolution No. Page 8 of 8 City of Yakima and Ridolfi, Inc. Professional Services Agreement Exhibit "A" City of Yakima Wastewater Treatment Consulting Services RIDOLFI Inc. Scope of Work November 16, 2012 Phase II: Effluent Pipeline Relocation and Discharge Channel Project Background The City of Yakima is developing an alternative outfall for the discharge from the Wastewater Treatment Plant (WWTP) facility in Yakima. The current system conveys effluent east from the plant in a buried pipeline that discharges into the Yakima River. The alternative outfall will include a diversion structure near the WWTP that will tie into approximately 1,600 feet of new effluent piping that will flow into one or more natural channels that will drain into the Yakima River downstream of the current point of discharge. "Phase II" refers to project elements associated with planning, design, permitting, and bidding these work elements. Basic Services The basic services in Phase II include developing a basis of design, collecting data as needed to support the design, preliminary design, providing assistance with environmental review and permitting, final design, and suh!'ort during bidding. WORK PACKAGE A: TASK 1 AND TASK 2 TASK 1. PROJECT MANAGEMENT AND COORDINATION Task 1A. Project Management This task includes activities.required to manage project activities including directing staff, managing sub - consultants, and tracking progress on task activities. This includes preparing and submitting 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 completing the project, and provide updated information on budget and schedule. Other activities include performing general administrative duties associated with the project, including preparation of correspondence, office administration of contracts with sub - consultants, and progress monitoring. Additional activities will include supporting the Project Manager with gathering information to support funding and grant applications as requested. Task 1B. Kickoff and Coordination Meetings This task includes kickoff meetings early in the project to define the project constraints and opportunities, discuss stakeholder interests, review and confirm design criteria, and obtain an inventory of available data that will be used during the project. Additionally, we will attend periodic meetings with the Wastewater Division's Project Manager, staff, sub - consultants to coordinate activities, review available data and drawings and confirm design criteria for Phase II. TASK 2. EVALUATION OF SITE AND BASIS OF DESIGN This task includes reviewing available data and obtaining new data to support the design. This will include surveying to establish vertical and horizontal control and obtain pertinent topographical Exhibit A RIDOLFI SOW Page 2 information and identify obvious utilities for the design of the effluent pipeline. A geotechnical study will be performed that will include test borings and test pits to support geotechnical analysis and preparation of a geotechnical report with recommendations on foundation design and dewatering requirements. A pump test will be performed to evaluate the quantity of water that might be expected from spring channels excavated in the floodplain during the Phase I project (Billy's pond restoration). Hydraulic modeling results from Yakima County will be evaluated and ongoing collection and evaluation of groundwater measurements will be conducted. An archaeological investigation will be conducted in the area where the pipeline and channels will be constructed. Biological data will be collected and evaluated to establish baseline conditions for the project. A monitoring plan will be developed for the Phase I project that will include protocols for monitoring the fish usage of the site; plant health and coverage, and physical characteristics of the site (water quality and geomorphological stability.) To satisfy Ecology's request for additional information to support the NPDES permit modification, a Sampling and Analysis Plan (SAP) and quality assurance project plan (QAPP) will be prepared for evaluating groundwater conditions prior to construction of the alternative outfall. After the plan is prepared, samples will be collected three times from up to six monitoring wells and submitted to a laboratory for analysis of nitrates, total phosphorus, fecal coliform, and total dissolved solids (TDS). Field parameters will include dissolved oxygen, pH, and conductivity. A report will be prepared and submitted to document the sampling results. WORK PACKAGE B: TASK 3, TASK 4, TASK 5, TASK 6, TASK 7 AND TASK 8 TASK 3. ENVIRONMENTAL REVIEW AND PERMITTING This task includes collaborating with project manager and other team members to develop appropriate materials to support permit applications and environmental review. It is likely that this will include a Fish Habitat Enhancement Joint Aquatic Resource Permit Application (JARPA) and a Specific Project Information Form (SPIF) and a State Environmental Policy Act Checklist (SEPA) for the pipeline. Additional efforts will include coordination with and analysis for the Department of Ecology needed to support modifications to the National Pollution Discharge Elimination System (NPDES) permit. A technical memorandum will be prepared for submission to Ecology under this task. Grading and building and NPDES stormwater permit applications will be prepared for the outfall pipeline and information for a NPDES Construction General Permit for the project. TASK 4. ENGINEERING REPORT This task includes preparing and delivering an Engineering Report that will meet Ecology's requirements for the selected project in accordance with WAC 173- 240 -60. The report will not replace the Facility Plan, which is being developed for the WWTP by others. The report will provide the basis of design and include information to make facility planning decisions regarding the potential for habitat improvements and alternatives for the wastewater treatment plant outfall(s) and will present a comparison between existing and proposed conditions to aid decision- makers in evaluating the project alternatives. TASK 5. PRELIMINARY DESIGN This task includes preparing a preliminary design at the 30% and 60% design phases for the outfall piping and channel conveyance system. This includes developing an alignment for the project features (pipeline and channels) and preparing plans to show the primary elements of the system. Draft specifications will Exhibit "A" City of Yakima Wastewater Treatment Consulting Services RIDOLFI Inc. Scope of Work Exhibit A RIDOLFI SOW Page 3 be developed along with quantities and preliminary cost estimates. Three design meetings are included to coordinate project elements within the design team. TASK 6. FINAL DESIGN This task includes developing, analyzing, and refining the preliminary design to provide a complete set of bid documents. Develop and prepare 90, and 100 - percentdesignlevel plans. This will include preparing and refining a series of plan sheets showing the proposed grading, construction details, and notes to the contractor. At each stage of engineering design, we will provide the Wastewater Division with a copy of the plans and specifications for review and comment. The final set of drawings and specifications, with front -end specifications from the Wastewater Division, will be available for publication to receive contractor bids. Quantity take -offs and an Engineer's Estimate of Probable Cost will be prepared that can be used to evaluate bids on the project. TASK 7. BID SUPPORT During the bidding process, we will prepare a project advertisement, distribute bid documents to the City, maintain a plan holders list, conduct a pre -bid meeting, answer bid inquiries, prepare and distribute addenda as needed, attend bid opening, review bids, . check references, tabulate bids, and prepare a letter of recommendation to award as applicable. TASK S. CONSTRUCTION ADMINISTRATION ' During construction for the trail relocation and associated channel restoration, we will provide periodic field observations to evaluate whether the project is being constructed according to the plans and specifications. This will include evaluating and responding to requests for information, reviewing submittals, attending construction project meetings, and preparing field reports summarizing observations. This does not include observation for the outfall pipeline construction, which is anticipated to occur after the period of performance for this contract. Deliverables • Engineering Report • Geotechnical Report • Archeological Report • Monitoring Plan • JARPA, SPIF, SEPA checklist, Grading and Building permit applications, and NPDES stormwater permit materials • 30 percent design plans (paper and PDF) • 60 percent design plans (paper and PDF) • 90 percent design plans (paper and PDF) • Final construction drawings (AutoCAD format) • Final project specifications (Microsoft Word) Exhibit "A" City of Yakima Wastewater Treatment Consulting Services RIDOLFI Inc. Scope of Work Yakima Wastewater Treatment Plant (329B) Phase II Pipeline and Restoration Design Cost Estimate Revised to include task 8) Construction Adam RIDOLFI Inc. October 5, 2012 Task Personnel - - - - Azetto Sr. I I Total Gray and Reiss- Keta Comm- Osborn Mileage. (731 BR SD 08 Engineer SH B6 MK HD EF Hours RidoIli Labor Osborne Landreau Waters ications Driller ARI (Lab) Pacific Total Subs ODCs Subtotal $ 180.00 $ 175.00 $ 135.00 $ 115.00 $ 130.00 $ 105.00 $ 150 00 $ 100 00 $ 90.00 $ 80.00 1 Protect Management - 18) Project Management 120 6 24 16 16 182 $ 28,610 $ 12,825 $ 4,806 $ 17,631 $ 300 $ 48,334 1b) Project kickoff and coordination meetings (8) 88 88 44 44 264 $ 37,400 $ 3,640 $ 3,640 5 1,652 $ 43,221 2) Evaluation of Site and Basis of Design 0 $ - Work Package A 2a) Surveying for Outlet! Design 4 8 8 20 $ 2,640 $ 6,640 $ 6,640 $ 9,944 begin in 2012 2b) Geotechnical for Outfall Design 4 _ 4 $ 720 $ 20,080 $ 20,080 $ 22,808 2c) Hydrology and hydraulics 20 12 80 40 8 160 $ 19,060 $ 7,000 $ 9,500 $ 16,500 $ 5,206 $ 42,936 2d) Cultural Survey 8 8 $ 1,080 $ 8,000 $ 8,008 $ 9,880 2e) Biological Studies 12 160 40 10 222 $ 28,560 $ 1,396 $ 1,396 $ 1,119 5 31,214 21) Groundwater SAP, Sampling, Report 2 4 94 48 8 156 $ 17,390 $ 3,000 $ 3,000 $ 373 $ 21,063 3) Environmental Review and Permitting 24 200 60 40 _ 6 8 338 $ 43,960 $ 698 $ 698 $ 44,728 4) Engineering Report 20 40 120 12 24 40 10 266 $ 31,680 $ 18,840 $ 3,500 $ 1,986 $ 24,326 S 100 $ 58,549 Work Package 5) Preliminary Design 60 -40 80 120 80 10 390 $ 50,200 5 87,940 $ 5,113 $ 93,053 2 152,558 begin in 2013 B 6) Final Design 80 40 120 40 280 $ 39,600 $ 62,360 _ 5 12,453 $ 74,813 $ 350 $ 122,279 7) Bid Support 12 4 12 24 24 76 $ 8,920 $ 7,920 _ $ 274 $ 8,194 $ - $ 17,933 8) Construction Oversight 80 4 80 120 280 _ 24 58B $ 72,820 $ 274 $ 274 $ 8,858 $ 82,865 TOTALS 526 14 716 478 372 588 6 120 16 _ 118 2954 $ 382,640 $ 220,245 $ 8,000 $ 7,000 $ 3,500 $ 9,500 _2 3,000 $ 27,000 $ 278,245 $ 17,957 $ 708,313 Total $ 708,313 Travel RT SEA -YAK Projected breakdown by year. Contract Value 710.000 Mileage: $ 0 505 290 $ 146.45 2012 10% 1 70.831 2013 70% $ 495,819 Per diem - $110 lodging . $40 food and incidentals $ 150 Per day 2014 20% $ 141.663 Per diem for day trips $40 /day $ 40 per day 5 708.313 Subs include: Gray and Osborne $ 220,245 OPG $ 32,156 Reiss Landreau Research $ 8,000 Azatio Communications $ 3,500 Keta Waters $ 7,000