HomeMy WebLinkAboutVilas Reservoir - Brown and CaldwellCITY OF CENTRAL POINT
ENGINEERING SERVICES CONTRACT
3 Mllllon Gallon Water Storag® R®servolr Project
This contract is made between the City of Central Point (City) and Brown and Caldwell (Consultant).
Consultant Information:
Full legal name or business name: Brown and Caldwell
Address: 6500 SW Macadam Avenue, Suite 200 City: Portland Zip Code: 97239
Telephone:503-244-7005 FAX:503-244-9095
City and Consultant agree:
" 1. Services to be Provided. Consultant will provide to City the following services:
~ set forth on the attached EXHIBIT B, or
• set forth here (no EXHIBIT B):
2. Effective Date or Duration. This contract is effective on the following start date (or on the date at
which every party has signed this contract, whichever is later.) This contract shall expire, unless
otherwise terminated or extended, on the following end date:
Contract start date:
Contract end date:
3. Consideration. City agrees to pay Consultant a sum not to exceed $798.929.00 for the services
to be provided. A written approval in the form of an amendment of this contract will be obtained
where there will be changes in the scope of work, amount of contract or time. Payment will be
made
• upon completion, or
City shall pay Consultant for services and reimburse Consultant for expenses incurred by
Consultant in performance of services in accordance with a payment schedule to be
submitted by Consultant and accepted by City. No reimbursement will be made for expenses
that are not specifically itemized in this payment schedule without prior approval by city's
Authorized Representative. Consultant shall submit monthly invoices to City for Consultant's
services within ten days after the end of the month covered by the invoice. Total payments
under this contract or any amendments shall not exceed the sum specified in this section 3.
4. Authorized Representative for Consultant. The authorized representative for Consultant is Ed
Olson.
5. Standard Contract Provisions. Consultant shall comply with City's Standard Contract Provisions
for Personal Services as modified for this contract, a copy of which is attached as Exhibit A.
CITY OF CENTRAL POINT
By: ~~
(signature)
CONSULTANT
By:
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C.P. Business License#:~~o41 C~~'ll~
Form 1099: on file ~_ attached
EXHIBIT A
CITY OF CENTRAL POINT
CONTRACT PROVISIONS FOR PROFESSIONAL SERVICES
1. Qualified Personnel. Consultant has represented, and by entering into this contract now
represents, that all personnel assigned to the services required under this contract are fully
qualified to perform the service to which they will be assigned in a skilled and workerlike manner
and, if required to be registered, licensed or bonded by the State of Oregon, are so registered,
licensed and bonded.
1.1 Standard of Care-Professional Services.
Subject to the express provisions of the agreed scope of work as to the degree of care,
amount of time and expenses to be incurred, and subject to any other limitations
contained in this Agreement, Consultant shall perform its Services in accordance with
generally accepted standards and practices customarily utilized by competent engineering
firms in effect at the time Consultant's Services are rendered. Consultant does not
expressly or impliedly warrant or guarantee its Services.
1.2 Reliance upon Information Provided by Others.
If Consultant's performance of services hereunder requires Consultant to rely on information
provided by other parties (excepting Consultant's subcontractors), Consultant shall not
independently verify the validity, completeness, or accuracy of such information unless
otherwise expressly engaged to do so in writing by Client.
1.3 Consultant's Opinion of Costs.
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 Consultant and that actual costs
incurred may vary substantially from the estimates prepared by Consultant. Consultant does
not warrant or guarantee the accuracy of construction or development cost estimates.
1.4 Consultant's Activities at Construction Site.
The presence of Consultant's personnel at a construction site, whether as on-site
representative, resident engineer, construction manager, or otherwise, does not make
Consultant responsible for those duties that belong to Client and/or construction contractors
or others, and does not relieve construction contractors or others of their obligations, duties,
and responsibilities, including, but not limited to, construction methods, means, techniques,
sequences, and procedures necessary for completing all portions of the construction work in
accordance with the contract documents, any health or safety programs and precautions
required by such construction work, and any compliance with applicable laws and
regulations. Any inspection or observation of the contractor's work is solely for the purpose
of determiningthatthe work is generally proceeding in conformance with the intent of the
project specifications and contract documents. Consultant makes no warranty or guarantee
with respect to the performance of a contractor. Consultant has no authority to exercise
control over any construction contractor in connection with their work or health or safety
programs and precautions. Except to protect Consultant's own personnel and except as may
be expressly required elsewhere in the scope of services, Consultant has no duty to inspect,
observe, correct, or report on health or safety deficiencies of the construction contractor.
Exhibit A-1
1.5 Shop Drawing and Submittal Review.
If required by Consultant's Scope of Services, Consultant shall review shop drawings or other
contractor submittals for general conformance with the intent of the contract documents.
Consultant shall not be required to verify dimensions, to engineer contractor's shop drawings
or submittals, nor to coordinate shop drawings or other submittals with other shop drawings
or submittals provided by contractor.
1.6 Record Drawings.
Record drawings, if required, will be prepared, in part, on the basis of information compiled
and furnished by others, and may not always represent the exact location, type of various
components, or exact manner in which the Project was finally constructed. Consultant is
not responsible for any errors or omissions in the information from others that are
incorporated into the record drawings.
2. Contract Renewal. The City shall have the option to renew this contract annually after the initial
term has expired. Each renewal shall be with such modifications as may be agreed to by the
parties in a written amendment of the contract, provided that the amendments made for any
renewal term may not increase the total compensation to be paid to Consultant by more than
10 percent or increase the rate of compensation for any contract Service by more than 5 percent.
3. Authorized Representative for City. The City's authorized representative is either the, City
Administrator, the Public Works Director, or a duly authorized representatives.
4. Notices. Any notice permitted or required by this contract shall be deemed given when
personally delivered or upon deposit in the United States mail,~postage fully prepaid, certified,
and with return receipt requested, to the persons and addresses shown below. In addition, if
directions for telephonic transmission ("FAX") are set forth below, notices may be delivered by
FAX. Notices sent by certified mail will be deemed delivered three business days after
placement in the mail and notices sent by FAX will be deemed delivered when successful
transmission is electronically confirmed. Except as expressly provided in -the contract, required
notices must be signed by the person designated to receive notices, or that person's designee or
attorney.
Consultant: Authorized Representative named on pages 1 and 2 at address for Consultant
listed on pages 1 and 2.
City: Authorized Representative (see section 3 of this page), 140 South Third Street,
Central Point, Oregon 97502
Each party shall notify the other of any change in the name, addressor FAX instructions to be used
for delivery of notices.
5. Termination. Notwithstanding any other provision to the contrary, this contract may be
terminated as follows:
5.1. The parties, by mutual written agreement, may terminate this contract at any time.
5.2. Either party may terminate this contract in the event of a breach of the contract by the
other party.
5.3. The City may terminate this contract at any time or for any reason, upon not less than ten
days' notice in advance of the termination date.
Exhibit A-2
5.4. City may terminate this contract immediately upon Consultant's failure to have in force ariy
insurance required by this contract.
Except as provided in section 6, in the event of a termination, City shall pay Consultant for work
performed to the date of termination.
6. Remedies.
6.1. In the event of a termination of this contract by City because of a breach by Consultant,
City may complete the Services either by itself or by contract with other persons, or any
combination. Consultant shall be liable to City for any costs or losses incurred by City
arising out of or related to the breach, including costs incurred in selecting other
contractors, time-delay losses, attorney fees and the like, less the remaining unpaid
balance of the consideration provided in this contract. City may withhold payment of
sums due Consultant for work performed to the date of termination until City's costs and
losses have been determined, at which time City may offset any such amount due
Consultant against the costs and losses incurred by City.'
6.2. The foregoing remedies provided to City for breach of this contract by Consultant shall not
be exclusive. City shall be entitled to exercise any one or more other legal or equitable
remedies available because of Consultant's breach.
6.3 In the event of breach of this contract by City, Consultant's remedy shall be limited to
termination of this contract and payment for work performed to the date of termination.
6.4. The Consultant shall be allowed to remedy a breach of this agreement by curing such
breach or making reasonable progress toward its cure within 15 days after City has give
written notice of alleged breach to Consultant.
6.5. The City shall be allowed to remedy a breach of this agreement by curing such breach or
making reasonable progress toward its cure within 15 days after Consultant has given
written notice of the alleged breach to the City or upon five days notice if work under this
Agreement has been suspended by either City or Consultant for more than 30 days in the
aggregate.
7. Records/Inspection. Consultant shall maintain records of its charges to City under this contract
for a period of not less than 3 (three) full fiscal years following Consultant's completion of this
contract. Upon reasonable advance notice, City or its authorized representatives may from time
to time inspect, audit and make copies of any of Consultant's records that relate to this contract.
If any audit by City discloses that payments to the Consultant were in excess of the amount to
which Consultant was entitled under this contract, Consultant shall promptly pay to City the
amount of such excess. If the excess is greater than one percent of the contract amount,
Consultant shall also reimburse City its reasonable costs incurred in pertorming the audit.
8. Ownership of Work Product. All work product of Consultant that results from this Agreement (the
work product) is the exclusive property of City, once the Consultant has been paid for services
rendered. City and Consultant intend that such work product be deemed "work made for hire"
of which City shall be deemed the author. If for any reason the work product is not deemed
"work made for hire," Consultant irrevocably assigns to City all its right, title, and interest in and to
any and all of the work product, whether arising from copyright, patent, trademark, trade secret,
or any other state or federal intellectual property law or doctrine. Consultant shall execute such
further documents and instruments as City may reasonably request in order to fully vest such
rights in City. Consultant forever waives any and all rights relating to the work product, including
Exhibit A-3
without limitation, any and all rights arising under 17 USC 106A or any other rights of
identification of authorship or rights of approval, restriction or limitation on use or subsequent
modifications. The City agrees to hold harmless and indemnify the Consultant from any and all
liability whatsoever, associated with any reuse of work products generated by this work project,
beyond the original purpose intended by this contract.
9. Indemnification. Except for claims that relate toprofessional liability, Consultant shall defend,
indemnify and save City, its officers, employees and agents harmless from any and all losses,
claims, actions, costs, expenses, judgments, subrogations, or other damages resulting from
injury to any person (including injury resulting in death,) or damage (including loss or destruction)
to property, of whatsoever nature arising out of or incident to the performance of this agreement
by Consultant (including but not limited to, Consultant's employees, agents, and others
designated by Consultant to perform work or services attendant to this agreement). Consultant
shall not be held responsible for damages caused by the negligence of City. If the claim or
liability results from error or omissions in the products, results, analyses, opinions,
recommendations, directions, designs, or other manifestation of Consultant's professional
services, including any other professional act, error or omission that is subject to professional
standards of care, the obligation of Consultant hereunder shall only exist to the extent of
Consultant's negligence or willful misconduct.
10. Workers' Compensation. If Consultant will perform the work with the help of others, Consultant
shall comply with the Oregon Workers' Compensation law byqualifying as acarrier-insured
employer or as aself-insured employer and shall strictly comply with all other applicable
provisions of such law. Consultant shall provide the City with such further assurances as City
may require from time to time that Consultant is in compliance with these Workers'
Compensation coverage requirements and the Workers' Compensation law.
11. Insurance. Consultant shall have and maintain the insurance policies specified below. Each
policy of insurance shall be written as a primary policy, not contributing with or in excess of any
coverage which City may carry. A copy of each policy or a certificate satisfactory to City shall be
delivered to City prior to commencement of the Services. The adequacy of all insurance policies
for compliance with this Section 11 shall be subject to approval by City's Risk Manager. Failure
to maintain any insurance coverage required by the contract shall be cause for immediate
termination of the contract by City.
Unless otherwise specified, each policy shall be written on an "occurrence" form with an
admitted insurance carrier licensed to do business in the state of Oregon; and shall contain an .
endorsement entitling City to not less than 30 days prior written notice of any material change,
non-renewal or cancellation. In the event the statutory limit of liability of a public body for claims
arising out of a single accident or occurrence is increased above the combined single limit
coverage requirements specified below, City shall have the right to require that Consultant
increase the coverage limits of all liability policies by the amount of the increase in the statutory
limit.
11.1. Commercial General Liability. Consultant shall maintain a broad form commercial
general liability insurance .policy with coverage of not less than $1,000,000 combined
single limit per occurrence, and as an annual aggregate, for bodily injury, personal injury or
property damage. The policy shall have a contractual liability endorsement to cover
Consultant's indemnification obligations underthe contract. The policyshall also contain
an endorsement naming City as an additional insured, in a form satisfactory to City, and
expressly providing that the interest of City shall not be affected by Consultant's breach of
policy provisions.
Exhibit A-4
11.2. Workers' Compensation Insurance. Unless Consultant is exempt, Consultant shall
comply with the Oregon Workers' Compensation law byqualifying as acarrier-insured
employer or as aself-insured employer and shall strictly comply with all other applicable
provisions of such law. Consultant shall provide City with such assurances as City may
require from time to time that Consultant is in compliance with these Workers'
Compensation coverage requirements and the Workers' Compensation law.
11.3: Comprehensive Automobile Liability. If Consultant will use a motor vehicle on a regular
basis in the pertormance of the Services, Consultant shall maintain automobile liability
insurance coverage of not less than $1,000,000 combined single limit per occurrence for
bodily injury, personal injury or property damage for each motor vehicle owned, leased or
operated under the control of Consultant for, or in the pertormance of, the services.
11.4. Professional Liability. If Consultant is required to be licensed by the State of Oregon to
pertorm the Services, Consultant shall maintain a professional liability insurance policy
with coverage limits of not less than $1,000,000 per claim, and a deductible of not more
than 50 000 to protect Consultant from claims by City or others for injury, loss or damage
arising from or resulting from the wrongful or negligent pertormance or non-performance
of, the Services. The policy shall contain an endorsement entitling City to not less than
60 days prior written notice of any material change, non-renewal or cancellation of such
policy. This policy may be written on a "claims made" form, provided that continuous
coverage is maintained to cover claims made within two years after completion of the
Services.
12. Assignment/Subcontracting. Consultant shall not assign this contract, in whole or in part, or any
right or obligation, without City's prior written approval. Consultant shall require any approved
subcontractor to agree, as to the portion subcontracted, to comply with all obligations of
Consultant specified in this contract. Notwithstanding City's approval of a subcontractor,
Consultant shall remain obligated for full performance of this contract and City shall incur no
obligation to any subcontractor. Consultant shall indemnify, defend and hold City harmless from
claims of subcontractors related to the performance of the Consultant's duties under this
agreement._
13. Independent Contractor. Whether Consultant is a corporation, partnership, other legal entity or
an individual, Consultant is an independent contractor. If Consultant is an individual,
Consultant's duties will be performed with the understanding that Consultant is aself-employed
person, has special expertise as to the services which Consultant is to pertorm and is customarily
engaged in the independent performance of the same or similar services for others. The
manner in which the services are performed shall be controlled by Consultant; however, the
nature of the services and the results to be achieved shall be specified by City. Consultant is not
to be deemed an employee or agent of City and has no authority to make any binding
commitments or obligations on behalf of City except to the extent expressly provided in this
contract.
14. Compliance with Laws/Business License. Consultant shall comply with all applicable Federal,
State and local laws, rules, ordinances and regulations at all times and in the pertormance of the
Services, including, but not limited to those laws pertaining in nonresident contractors in ORS
279A.120 and all applicable provisions of ORS 2798.220, 2796.225, 2796.230, 2796.235,
and 2796.240. Consultant shall obtain a City of Central Point business license as required by
the city municipal code prior to beginning work under this contract. The Contractor shall provide
. a business~license number in the space provided on pages one and two of this contract.
Exhibit A-5
15. Governing, Law. This agreement shall be governed and construed in accordance with the laws of
the State of Oregon. Any claim, action, or suit between City and Consultant that arises out of or
relates to performance of this agreement shall be brought and conducted solely and exclusively
within the Circuit Court for Jackson County, for the State of Oregon. Provided, however, that if
any such claim, action, or suit may be .brought only in a federal forum, it shall be brought and
conducted solely and exclusively within the United States District Court for the District of Oregon.
16. Attorney Fees. In the event of any action to enforce or interpret this contract, the prevailing party
shall be entitled to recover-from the losing party reasonable attorney fees incurred in the
proceeding, as set by the court, at trial, on appeal or upon review.
17. Integration. This contract embodies the entire agreement of the parties. There are no
promises, terms, conditions or obligations other than those contained in this contract. This
contract shall supersede all prior communications, representations or agreements, either oral or
written, between the parties. This contract shall not be amended except in writing, signed by
both parties.
18. Compliance with Safe Drinking Revolving Loan Fund Requirements (Contractor Compliance with
Federal and State Contract Clauses for Non Construction Contracts)
18.1 General Compliance.
18.1.1 "Work under this contract will be funded in its entirety with the Safe Drinking Water
Revolving Loan Fund Program (SDWRLF)"
18.1.2 Conflict of Interest. Contractor shall comply with State and Federal conflict of
interest requirements for public contracts.
18.1.3 Disadvantaged Business Enterprises. Contractor shall not discriminate on the basis
of race, color, national origin or sex in the performance of this contract. The
contractor shall carry out applicable requirements of 40 CFR part 33 in the award
and administration of contracts awarded under EPA financial assistance
agreements. Failure by the contractor to carry out these requirements is a material
breach of this contract which may result in the termination of this contract or other
legally available remedies.
18.1.4 Whistieblowers. Contractor receiving SDWRLF funds shall under or through this
contract to, post notice of the rights and remedies provided to whistleblowers under
No Fear Act' Pub. L. 107-174. 29 CFR § 1614.703 (d).
18.1.5 Inspection: Information. Contractor shall permit State, the federal government and
any party designated by State ("Inspecting Party") to examine, visit and inspect, at
any and all reasonable time, the property, if any, constituting the Project, and to
inspect and make copies of any accounts, books and records, including, without
limitation, its records regarding receipts, disbursement, contracts, investments and
any other matters relatingtheretoand to its financial standing, and shall supply such
reports and information as Inspecting Pansy may reasonably require in connection
therewith.
Contractor agrees to allow, and to cause its subcontractors to allow, any appropriate
representative of the EPA Office of Inspector General to (1) examine any records of
Contractor or its subcontractors that pertain to, and involve transactions relating to,
Exhibit A-6
the Project and the Loan, and (2) interview any officer or employee of the Contractor,
or its subcontractors, regarding such transaction.
18.2 Certification Re arding Lobbying:
CERTIFICATION REGARDING LOBBYING
The undersigned certifies, to the best of his or her knowledge and belief, that:
A. No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencingor attemptingto influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress,
or an employee of a Member of Congress in connection with the awarding of any
Federal contract, the making of any Federal grant, the making of any Federal loan,
the entering into of any cooperative agreement, and the extension, continuation,
renewal, amendment, or modification of any Federal contract, grant, loan or
cooperative agreement.
B. If any funds other than Federa{ appropriated funds have been paid or will be paid to
any person for influencing or attempting to influence an officer or employee of any
agency, a Member of Congress, an officer or employee of Congress, or an employee
of a Member of Congress in connection with this Federal contract, grant, loan, or
cooperative agreement, the undersigned shall complete and submit Standard
Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
C. The undersigned shall require that the language.of this certification be included in the
award documents for all sub awards at all tiers (including subcontracts, sub grants,
and contracts under grants, loans, and cooperative agreements) and that all sub
recipients shall certify and disclose accordingly.
This certification is a material representatiori of fact upon which reliance was placed
when this transaction was made or entered into. Submission of this certification is a
prerequisite for making or entering into this transaction imposed by section 1352, title
31, IJ.S. Code. Any person who fails to file the required certification shall be subject to a
civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signed (Contractor):
Tilte/Firm: `/ ~ ~- ~ ~rt.s ~ ~.~.K ~ ~ ~,~,,,,,~ c"._~ ~~~v.~~~ .
Date: t o- l`- l o
Exhibit A-7
Exhibit B
Scope of Work
The City of Central Point (City) desires professional services to aid in the evaluation, design, and
construction of a new 3.0-million-gallon (MG) distribution system reservoir, pump station, and related
water distribution system improvements. The 2009 Water System Master Plan, recently completed by
Brown and Caldwell (Consultant), identified the new reservoir, pump station, and distribution piping as
necessary infrastructure improvements for the City to meet peak day demands and continue to provide a
high level of service to its customers. The new 3.0 MG reservoir and pump station will be constructed on
City property adjacent to the new Don Jones Park complex. The new reservoir and pump station address
the need for additional storage, fire flow, operational efficiency, and system reliability. Supplying the new
reservoir and connection to the Medford Water Commission (MWC) system will require a new
transmission line that crosses Bear Creek.
This scope of work defines the consulting services to be provided for the preliminary design, final design,
and construction of the 3.0 MG reservoir, pump station, and distribution system improvements. The
major components of the project are listed below.
• Concrete reservoir construction
• Pump station (building, pumps, piping, valuing, control equipment, etc.)
• Water distribution system improvements:
- 16-and 24-inch piping: Vilas Road to reservoir site
- 16-inch piping: Bear Creek crossing
- 16-inch piping: Hopkins Road intertie
Reservoir overflow and drain piping
• Site improvements (access, parking, fencing, landscaping, storm drainage, etc.)
• Sustainable design improvements
• Shop pump station and reservoir modifications
The task.numbering listed below follows the outline given in the City's request for proposals.
Task 1. Kickoff Meeting
An expert team comprising both City and Consultant staff and key project stakeholders will be assembled.
The expert team will identify key issues, concerns, goals; and risks for the project, along with the
minimum acceptable levels, of service expectations, and core design criteria. The Consultant will prepare
a draft project schedule for the meeting; it will be reviewed and revised as needed at the meeting
conclusion to reflect the project as defined. An initial visit to the proposed reservoir and pump station
site will also be completed at this time. Key concepts and decisions will be summarized in meeting
minutes and distributed to all attendees. At the kickoff meeting, the team will establish the City goals and
priorities for the project and brainstorm on proposed reservoir alternatives and pump station control
strategies. Alternatives will be summarized for evaluation during Task 2.
Deliverable: Meeting minutes
Brown>~~~~~Caldwell ~ ii
. i
Exhibit B: Scope of. Work
Task 2. Preliminary Engineering
Objective: To develop and document design criteria and site layouts, evaluate alternatives, and set
design parameters of major project components for moving forward in final design.
Approach: The Consultant will conduct a preliminary design and business case evaluation (BCE)/
economic life-cycle cost analysis to evaluate design and construction approaches to the
reservoir, pump station, and creek crossing. This targeted, objective, and defensible process
for evaluating design and construction alternatives will form the basis of the preliminary
design approach.
Activities/Deliverables:
2.1 Survey Coordination
The Consultant will coordinate the activities of the surveyor. The surveyor subconsultant will
develop a civil site survey including a topographic map, benchmark for the reservoir site, existing
utility information, and plan and profile data on the proposed alignment of the supply pipeline to
the new reservoir and pump station and Hopkins Road pipeline. The surveyor subconsultant will
also provide topographic mapping of the stream crossing area, including the location of the
ordinary high water line to obtain the necessary permits and design the stream crossing. All
survey mapping will be submitted to the City for review and approval prior to final design.
2.2 Geotechnicallnvestigation
The Consultant will coordinate the activities of the geotechnical subconsultant. The geotecfinical
subconsultant will conduct an investigation that will include backhoe test pits and/or core.drilling
at the new reservoir site and the development of formal design recommendations on the
placement of the new reservoir and pump station. Geotechnical investigation may also be
conducted at the crossing under Bear Creek.
2.3 Preliminary Operational Strategy, Pump and Tank Selection, and Hydraulic Alternative Analysis
The Consultant will use the joint MWC/City water system computer model (developed with the
Master Plan) to evaluate the different pumping/control alternatives for the system. Preliminary
process, instrumentation, and control diagrams will be developed from this analysis. The basic
modeling assumptions include:
• Only summertime conditions will be modeled.
• Onlytwo alternatives (existing system and the 2030 maximum day, including peak hour and
average summertime day) with up to two different MWC operational control conditions for
each demand condition will be analyzed.
The modeling results will be summarized and the advantages and disadvantages of each
alternative will be discussed. In collaboration with City staff, recommendations will be developed
with consideration to energy efficiency, sustainability, water quality, and other operational issues
related to the new system. An initial alternative analysis will also be developed for other critical
components of the system such as pump type and selection, types and design standards for
different concrete tanks, valve and control equipment, etc.
2.4 Resenrair and Pump Station Alternatives Analysis
One of the primary issues related to this project is the City's desire to blend the new reservoir and
pump station into the adjacent park setting. This will need to be a public process as the City
weighs economic, environmental, and social values and risk into the selection process. The
Consultant will.assist.the City in this effort, set up a public process, assist the City in identifying
stakeholders, end develop alternatives established by this process. This process will involve two
open public meetings and with a final stakeholder meeting following the second public meeting to
review the findings and recommendations made in the public process and to develop final
v • • 2
Fina: $pQC':E± of Wori< iU-5-2^,1~
Exhibit B: Scope of Work
alternatives. Alternatives developed will be evaluated under Subtask 2.8. Likely stakeholders
include the following:
• City of Central Point
- Public Works Department
- Parks and Recreation Department
- Planning Commission
- Citizens Advisory Council
• MWC
• Adjacent landowners
• State of Oregon
• General public
2.5 Sustainable Design Evolution
The Consultant will assist the City in completing a sustainable design grant application for the
Energy Trust of Oregon. This grant will be used to study sustainable design and energy recovery
options for this project. A preliminary evaluation of these options will be completed with the
preliminary design.
2.6 Piping, Irrigation Canal, Access, and Site Development
The Consultant will develop preliminary plans and alignment of all piping related to the project. A
detailed alternatives analysis will be developed for the Bear Creek crossing. The canal relocation
plans already developed by the City will be reviewed to verify that the new alignment does not
conflict with the other improvements. Preliminary plans will also be developed for the access
road, parking area, Arid other site development improvements needed for the project.
2.7 Shop Pump Station Review
A review of the Shop pump station will be conducted to determine how to integrate this station.
into the overall operational strategy of the new system. Hydraulic modelirig will be performed to
refine the recommendations made in the Master Plan. The City's supervisory control and data
acquisition (SCADA) consultant will be integrated into the process in order to ensure that the
operational strategy can be incorporated into the City's current SCADA system or to ensure a full
understanding of modifications that will be needed. An initial evaluation will be made to
determine how to best abandon/remove the existing Shop reservoir.
2.8 Conduct BCE
The Consultant will conduct an economic life-cycle cost and risk analysis for up to three.reservoir
and pump station alternatives identified in Subtask 2.4, and the Bear Creek crossing identified in
Subtask 2.6. The expert team will evaluate, prioritize, and select the preferred design elements
and construction approaches that are most appropriate for the. project and the City's needs.
2.9 Coordination with MWC
The Consultant will coordinate with MWC throughout the preliminary engineering design process
to ensure that its requirements for the project are satisfied. The Consultant will conduct a
meeting with City and MWC staff at the beginning of the project to identify the MWC requirements
that must be addressed in the design of the pump station and storage tank. If required by MWC,
the Consultant will prepare a technical"memorandum documenting the design alternative
selected in Task 2.8 and the estimated impacts on the MWC system. "
2.11 Predesign Report and Cost Estimate
The Consultant will develop a predesign report, budget-level cost estimate, and construction
schedule for the proposed reservoir and pump station alternative and associated system
improvements. The Project Manager will conduct a formal review the draft of the predesign
Find! Sco~;e of Wa « iG-5-20].0
Exhibit B: Scope of Work
report with the City before it' is finalized. This report will set design and operational criteria for
final design.
Task 3. Permitting and Land Use
ObJective: To assist the City in the land -use permit and public outreach/involvement process.
Approach: The Consultant will work closely with the City to develop materials for the land use permit and
public outreach program. The Consultant will describe and explain the benefits of the project.
Potential "hot-button" issues such as aesthetics, access, noise, and dust will be identified,
evaluated, and mitigated. The public outreach program will extend into construction where
these issues can be most evident.
Activities/Deliverables:
3.1 Land Use Permit
The Consultant will provide support (drawings, survey information, etc.) to assist the City in the
preparation of the necessary finding and facts and submittal required for the Conditional Use
Permit and site plan review needed for this project.
3.2 Bear Creek Crossing Permit
An in-stream permit may be needed for the Bear Creek pipeline crossing. A preliminary
evaluation will be completed to identify issues, timelines, and costs related to this permit activity.
If.the selected alternative for crossing Bear Creek requires a permit, the permit application will be
covered under this task. If the canal is determined to be a wetland, assistance developing the
required mitigation for the pipeline crossing of the canal is also covered in this task.
3.3 Other Permits and Approvals
The Consultant will assist the City in acquiring other necessary' permits for the project as outlined
in Table 1. The estimated level of effort associated with this task is based upon preparation and
submittal of single applications and, with the exception of the plan review, does not include
additional work related to the mitigation of issues raised by the specified agency. The City has
determined that an environmental site review will not be required through the Oregon Safe
Drinking Water Revolving Loan Program.
. ~ ., ., .
> Permlf ~ Agency ~''
Plan Review Oregon State Department of Human Services: Drinking Water Program
Air Contaminant Discharge Permit (ACDP) for Standby Oregon State Department of Environmental Quality (DEQ): Alr Quality
Generator - if needed
ConstrudJon AdJvities Permit (NPDES #1200-C) DEQ
Land Use Compatibility Statement (LUGS) DEQ
Erosion and Sediment Control Plan (ESCP) DEQ
Airport Influence Area: Site Plan Review-7460 Permit Jackson County AirportAuthority/FAA
Building Permit (including mechanical, electrical, City
structural, and plumbing)
All permitting fees for the project to be paid by the City or Contractor as appropriate.
Dina Scope. cf Wa ~< i0-5 2~iG
Exhibit B: Scope of Work
Task 4. Finat Design
Objective: To provide a project that meets the City's needs and budget.
Approach: Based on the design criteria established in Task 2, Preliminary Engineering, the Consultant will
develop and complete the design. Constructability reviews will be held in conjunction with
regularly scheduled quality assurance/quality control (QA/QC) checks. The Consultant will
work collaboratively with the City to develop and test design ideas. Workflow sharing will be
accomplished through use of Autodesk's Buzzsaw® data management site where all design-
-related documents will be posted for review and comment. Allowing full access to design-
related documents and submittals helps to keep the entire team informed and engaged in the
design process. Regularly updated cost estimates will help keep the project on budget and
avoid surprises at bidding time.
Activities/Deliverables:
4.1 Meetings and Coordination
The Consultant will meet ~t the 35 percent, 50 percent, and 95 percent design levels with the
City to review progress on the project. Weekly meetings will be held between the Consultant's
project manager and the City's project manager.
4.2 Front~nd Documents
The Consultant will develop and provide front-end documents for the project. The Consultant will
submit front-end documents at the 50 percent level for review and comment by the City.
Comments will be addressed and incorporated into the final design documents.
4.3 Design Documents
The Consultant will prepare final plans and specifications. Eight sets of printed documents will be
submitted to the City at the approximate 35 percent, 50 percent, and 95 percent design level for
review. Electronic versions will also be available for viewing and downloading from the Buzzsaw
site. Each comment from the City will be addressed with a written response. The final design
task is broken down into the six subtasks listed below.
4.3.1 Reservoir Design. This subtask will include all design work related to the actual
construction of the concrete reservoir including excavation, backfill, concrete reservoir, overFlow,
access hatches, inlet and outlet structures, mixing devices, etc. The scope of work developed for
this subtask is based upon the new reservoir being a Type I or Type III facility with the actual
structural design of the reservoir being supplied by the Contractor. Part of the alternative
analysis conducted under Task 2.8 will evaluate whether the new reservoir will be a Type I, Type .
III, or an internal-tendon design. This decisiori may alter the scope of work and budget associated
with this subtask.
4.3.2 Pump Station Design. This subtask will include all design work related to the pump
station including building, pumps, piping, control equipment, electrical, etc.
4.3.3 Piping Design.. This subtask will include all piping design work associated with the project
including piping to and from the reservoir and pump station, Bear Creek crossing and connection
piping, Vilas Road connecting piping, Hopkins Road piping, drain and overflow piping, irrigation
canal relocation, etc.
4.3.4 Site Design. This subtask will include all design work related tosite-specific features
such as access road, security fencing, site landscaping, parking, exterior lighting, and storm
drainage..
4.3.5 Sustainable Facilities Design. This subtask will include all design work related to
sustainable design features involved in the project, including energy recovery and production,
green roof, solar lighting, high-energy pump/transformer, contract negotiations, etc.
• • 5
Final Scnoc of N/~rk 10-.-2C;.C
Exhibit B: Scope of Work
4.3.6 Shop Facilities Design. This subtask will include all design work related to modifications
to the existing City Shop pump and concrete storage reservoir. The work will include integration
of the existing Shop pumping facilities into the new control and SCADA system, minor piping
changes to and from Shop pumpingfacilities, and demolition of the existing concrete 1.0 MG
reservoir. The demolition will be a bid alternative in the bid package.
4.4 Cost Estimates
The Consultant will prepare a detailed. engineer's cost estimate for the reservoir, site work, piping,
and other system improvements at the 50 percent and 95 percent levels.
4.5 Qq/QC
In-house QA/QC activities will be completed and tracked through the use of the Consultant's
Project Delivery System (PDS). Senior QA/QC leads will be identified at the beginning of the
project for reviewing project documents. Time and budget will be allocated for performing the
reviews. Constructability reviews will be held to evaluate sequencing, scheduling, and any cost-
savingmethods that may be employed for the project.
4.6 Final Documents
The Consultant will prepare a final set of plans and specifications suitable for bidding. The
Consultant will provide one printed reproducible copy, 20 printed copies and a copy in electronic
format of the plans and specifications. The Consultant will also make recommendations to the
City on the format of the bid document on such matters as bid alternates, splitting the bids, unit
price bids, and others to help meet the City's budget.
Task 5: Assistance during Bidding
Objective: To provide bidding and award assistance to the City.
Approach: The Consultant will provide bidding and award assistance to the City. These services will
include answering bidders' questions, preparing any addenda to the bid documents, attending
the pre-bid meeting, and providing.an assessment and recommendation to the City on the
results of the bid.
Activities/Deliverables:
5.1 Bidder Questions
Receive and respond. to bidder's technical questions during the bid period. Keep notes of
interaction with prospective bidders, including name of bidder, question(s) asked and response(s)
given, and date and time of contact. The budget for this task is for 34 professional hours.
5.2 Addenda
Provide professional and technical services to prepare draft addenda. The Consultant will
prepare a final version of the addenda and make copies for distribution. The Consultant will e-
mail addenda to all plan holders. The budget for this task is for 30 professional hours.
5.3 Pre-bid Conference
Hold apre-bid conference with the City and prospective bidders. Lead the meeting, conduct a
field tour of the project site,.answer questions, keep notes, and address issues raised.
5.4 Prequalification Review
Review all prequalification forms from the proposed bidders and make recommendations to the
City. The prequalification will include the general contractor, mechanical subcontractor, electrical
subcontractor, landscape subcontractor, and tank subcontractor to be used on the project. The
budget for this task is for 16 professional hours.
C • • g
~snalrxone of Worst iG 5.X:10
Exhibit B: Scope of Work
5.5 Bid Opening, Assessment, and Recommendations
Attend the bid opening. Review bid documents for completeness and correctness. Prepare bid
tabulation for review by the City. Assess the bids to determine the lowest responsive bidder.
Prepare a memorandum that defines which alternative bid items should be awarded.
Task 6. Assistance during Construction
ObJective: To verify that the project is being built in accordance with the Contract Documents; efficiently
work through project changes; and minimize impacts to existing operations, utilities, and
nearby residents.
Approach: The Consultant will provide an onsite Construction Manager to oversee all aspects of project
construction. The Construction Manager will be supported by the design team for review of
submittals, change management, and requests for information (RFIs).
Activities/Deliverables:
6.1 Post-bid Setup
Prepare and distribute addenda issued during the bid phase and executed Contract Documents;
print and distribute copies of the Contract Documents to the City (three each) and Contractor
(three each plus one full-size set of reproducible drawings).
6.2 Construction Management Plan
Develop with the City a detailed written construction management plan for the project. This plan
will clearly define the process and procedures and format for record-keeping, RFI, submittal
review, progress payments, change orders during the construction period, timing of processing
such requests, and other administrative processes involved with the project. Provide
administrative staff to maintain project files, word processing, and other clerical tasks related to
this plan.
6.3 Engineering Services
Provide the services of a Construction Manager as the project needs dictate. Duties will include
all contract administration such as resolution of Contractor questions, response to requests for
changes, preparation of change orders, administration of the submittal review process, review
and recommendation of monthly payments to the.Contractor, and review of the project schedule.
Upon substantial completion of construction, prepare punch lists of remaining work to be
completed. Prepare and submit a certificate of completion. Review the final payment request. .
The budget for this task is for 80 professional hours.
6.4 Project Meetings
Hold meetings to facilitate communication among the construction team members during the
construction period. Members of the design team will periodically attend these meetings to
review construction compliance for the various disciplines. The budget for this task includes 16
meetings with the project manager and 1 with the electrical designer.
6.5 Submittals
Prepare a summary list of required submittals. Review technical submittals or re-submittals
required from the Contractor to demonstrate conformance with design concepts and compliance
with the requirements of the contract documents. The budget for this task is for 92 professional
hours.
6.6 Job Site Visits
• • 7
Rn91 Scc,pr of WorK -v-9.2,^_~_0
.Exhibit B: Scope of Work
Make periodic visits to the site to observe that the work conforms to design requirements. The
budget for this task includes 24 job site visits during construction by project manager and 2 by
the Electrical Engineer.
6.7 Requests for Information
Provide professional services to interpret the contract documents and provide clarifications
concerning the intent of the design documents when requested by the Construction Manager.
Budget for this task includes review of up to 20 RFIs.
6.8 Change Order Assistance
Provide professional and technical services to prepare technical information for inclusion in
change orders approved by the Construction Manager. Budget for this task includes preparation
of up to ten change orders. The budget for this task is for 12 professional hours.
6.9 Record Drawings and Documentation
Revise the reproducible drawings for record purposes to show major changes made during
construction using marked-up record drawings provided by the Contractor. Furnish the City with
one set of reproducible record drawings, as well as a set in electronic format.
6.10 Field Engineering and Construction Observation and Monitoring
The City will perform the field inspection services on this project. These duties will include
observing construction, assessing subsurface conditions and adjusting design to maximize value
for the City, documenting and maintaining records of construction activities, facilitating
demonstrations that construction meets contract requirements, and preparing monthly reports of
construction progress. The Consultant will assist the City with the inspection services when
called for. This assistance will include training and technical support. The Consultant will call for
surveying, geotechnical, environmental, materials testing, and engineering expertise periodically
when conditions warrant. Surveying services, by others, will include construction staking for all
pipeline construction and benchmarks and control staking on the pump station and reservoir site.
Regular site meetings will be held with the Contractor's representative and appropriate members
of the City's construction team during the construction period. The purpose of these meetings is
to facilitate communication related to construction schedule, construction progress, compliance
with the plans and specifications, changes in the work, and similar details. Members of the
design team may periodically attend these meetings duringtheirreview of construction for
compliance with design requirements. The budget for this task is for 88 professional hours.
The construction documents will require the City to obtain the services of an independent testing
company to perform soil, concrete, asphalt, and other materials tests and provide the results to
prove compliance with the contract documents. The Project Manager and.City will define the
location and timing of these tests, coordinate with the Contractor and the testing company, and
review the results to determine contract compliance.
6.11 Startup, Training, and Operations Manual
The Consultant will provide assistance to the City with startup acid testing. The work will include
review of the Contractor's pre-operational testing plan to certify construction completion, and will
coordinate, observe, and report results of pre-operational testing and adjustments.
The Consultant will conduct and/or coordinate training sessions to familiarize the City's staff with
proper operation of the new facilities. Training will include up to 8 hours of operator training.
Training can be extended upon request by the City. The objective of this training is to explain the
design intent related to the new facilities; it is not intended to duplicate or replace the training
that will be provided by equipment manufacturers as specified in the Contract Documents.
• •
Fnal Scope of +No~k i0-5-2^1G
Exhibit B: Scope of Work
The Consultant will prepare an operations manual for this new water supply system. It will outline
control strategies, operational plan, initial control settings, and manufacturer's service and
maintenance manuals on all major components of the new system.
Task 7. Project Management
Objective: The purpose of this task is to plan and execute the project, as described above, in accordance
with the schedule, budget, and quality expectations that are established.
Approach: Budget in this task will allow for development of a project execution plan, project oversight,
and management by the Project Delivery Officer (Bob Willis) and Project Manager (Ed Olson)
and coordinating the Oregon Safe Drinking Water Revolving Loan Fund Federal (SDWRLF) and
state requirements.
7.1 Project Plan
The Consultant will prepare a project plan that defines the project schedule, design and review
requirements, QA/QC activities, permits required, and decision-making/change management
process. The project plan will be submitted to the City prior to the kickoff meeting for review and_
comment.
7.2 Status Reports/Progress Reports/Invoices
The Consultant will provide monthly invoices to the City along with an updated project schedule
and progress summary.
7.3 Team Coordination
This subtask will include progress conference calls and meetings between Consultant and City
personnel as described in the tasks above and coordination with Public Works Management
(PWM).
The City has hired PWM to provide administrative support services for this project. PWM will be
the primary liaison and coordinator between the City and Consultant and Contractor on the
project with the goal of keeping all parties on task, budget, and schedule.
PWM will also coordinate requirements of the SDWRLF between the City and Contractor. Forms
required to meet the requirements will be included in the bidding and contract documents. PWM
will review requirements with the Contractor and City during the preconstruction meeting and
coordinate the administrative process for record-keeping and payroll submittals as required
under the Bureau of Labor and Industries (BOLT) and the federal Davis-Bacon Act.
• ~. • 9
Final Sc~oe of VJ~rk 3G-5-<Ci0
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