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HomeMy WebLinkAbout5528 : G��� "' J-� �� AGENDA BILL 7 H CITY OF BREMERTON . CIN COUNCIL SUBJECT: Professionai Senrices Study Session Date: October 28, 2015 Agreement with HDR, Inc. for Design of COUNCIL MEETING Date: November 4, 2015 Reservoir 4 Cover Replacement Department: Engineering Presenter: Bill Davis Phone: (360)473-2312 SUMMARY: Based on an evaluation of qual�ed consultants, the City has selected HDR Inc. to design a hard cover for Reservoir 4, an 11 million gallon in-ground reservoir located in West Bremerton. The previous two membrane covers failed within approximately 10 to 15 years of installation. The new hard cover is expected to have a 50-year life span. Four consultants were sent a Request for Proposals(RFPs). All four consultants submitted proposals to the City. HDR, Inc.was selected for the wo�c based on their experience,qualfications and project approach. A scope of work was submitted and negotiated in the amount of$288,694. The requested action before the City Council is authorization for the Mayor to finalize and execute the consultant agreement. ATTACHMENTS: 1)Council Summary 2)Professionat Services Agreement—including Exhibits A, B&C 3)Site Plan FISCAL IMPACTS(Include Budgeted AmouM): The design and construction of this project is included in the 2015 and 2016 budgets. The work is funded by DWSRF Loan#DM15-952-026 for $2,300,000 previously approved for this project. STUDY SESSION AGENDA: � No Presentation 0 Full Presentation STUDY SESSION ACTION; � Consent Agenda ❑ General Business ❑ Public Hearing RECOMMENDED MOTION: Move to authorize the Mayor to finalize and execute the Professional ' Services Agreement with HDR, Inc.for design of the Resenroir 4 Cover Replacement with substantially the same terms and conditions as presented. COUNCIL ACTION: [�(Approve� ❑ Deny ❑Table ❑ Continue ❑ No Action Form Updated 01/07/15 PROFESSIONAL SERVICES AGREEMENT 4516—Reservoir 4 Cover Replacement The City of Bremerton ("City") and HDR ("Consultant"), refened to collectively as the "Parties,"enter into the following Agreement for professional services: I. Scope: The Consultant agrees to perform the services more specifically described in the Scope of Work, dated September 21, 2015, including any attachments thereto ,attached hereto as � Exhibit A, which is incorporated by reference herein. The Scope of Work may be modified only pursuant to Section VII.H of this Agreement. If the Scope of Work provides for unspecified additional services such services shall only be performed upon the express written request of the City. Consultant further represents thaf the services furnished under this Agreement will be performed in accordance with generally accepted professional practices in effect at the time such services are performed. II. Term: The City and the Consultant agree that work will begin on the tasks described in Exhibit A immediately upon execution of this Agreement. The parties agree that the work described in Exhibit A is to be completed as provided for in the work schedule attached hereto as Exhibit B; provided however, that additional time shall be granted by the City for excusable delays or extra work as provided for in Section IX.A of this agreement. III. Compensation: In consideration of the services provided pursuant to this Agreement,the City shall pay Consultant in an amount not to exceed $288,694.00. Consultant's charges and bills shall conform to the fee schedule attached hereto as Exhibit C and incorporated herein by this reference. The Consultant shall submit regular billing statements detailing work performed and amount charged on each task or portion thereof. The descriptions shall conform to and fall within the categories set out in the Scope of Work and/or Fee Schedule. Upon receipt of a conforming billing statement, the City shall promptly process payment. PROVIDED, HOWEVER, the City reserves the right to prioritize scoped work and accelerate and/or delay work tasks under the time frame set forth in Section II herein. The Consultant's labor rates and billing fees shall be as delineated in Exhibit C. Consultant shall not perform work beyond the Scope of Work, nor shall be compensated for such work, unless the Scope of Work or amount of compensation is modified pursuant to this Agreement. Consultant shall only be compensated for additional services if requested pursuant to Section I and, if not otherwise provided, such compensation shall be in accordance with Exhibit C. If a billing statement does not conform to this Agreement, the City may withhold payment until the statement is brought into compliance. Such withholding does not relieve Consultant of its obligati�ns under this Agreement. Bremerton/HDR October 2015 Reservoir 4 Cover Replacement Page 1 of 7 IV. Relationship of Parties: Consultant represents that it is skilled in the matters addressed in the Scope of Work and is performing independent functions and responsibilities within its field of expertise. Consultant and its personnel are independent Consultants and not employees of the City. Consultant and its personnel have no authority to bind the City or to control the City's employees and other Consultants. None of the benefits provided by the City to its employees, including, but not limited to, compensation, insurance, and unemployment insurance are available from the City to the employees, agents, representatives, or sub-Consultants of the Consultant. Consultant will be solely and entirely responsible for its acts and for the acts of Consultant's agents, employees, representatives and sub-Consultants during the performance of this Agreement. The City may, during the term of this Agreement, engage other independent Consultants to perform the same or similar work. , As an independent Consultant, Consultant is responsible for its own management. The City's administration and enforcement of this Agreement shall not be deemed an exercise of managerial control over Consultant or its personnel. As an independent Consultant, Consultant is responsible for payment of all taxes and licensing fees necessary to perform�its obligations under this Agreement. These taxes and fees include but are not limited to State industrial insurance, Business & Occupation, State professional licensing, and City business licensing. If any taxes or fees due the City have been declared delinquent, the City may withhold the delinquent amount, plus any additional charges arising from the delinquency, from any payments due Consultant. V. Indemnification: A. Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers hannless from any and all claims, injuries; damages, losses or suits, including all legal costs and attorney fees, to the extent caused by, arising out of or in connection with the Consultant's acts, errors or omissions in the performance of this Agreement, except for that portion of the injuries and damages caused by the City's sole negligence, unless Consultant is conducting work pursuant to Subsection B below. ' The City's review or acceptance of any of the work when completed shall not be grounds to avoid any of these covenants of indemnification. B. Architects, En�ineers and Anv Other Professional Listed In and Performin� Services Defined in RCW 4.24.115. Should a court of competent jurisdiction determine that Consultant's services provided pursuant to this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages azising out of bodily injury to persons or damages to property caused by or resulting from the negligence of the Consultant or the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE . INDEMNIFICATION PROVIDED HEREIN CONSTIT'UTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY Bremerton/HDR October 2015 Reservoir 4 Cover Replacement Page 2 of 7 FOR THE PURPOSES OF THIS 1NDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. The provisions of this section shall survive the expiration or termination of this Agreement. VI. Insurance: The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, employees, sub-consultants or sub-Consultants. Before beginning work on the project described in this Agreement, the Consultant shall , provide a Certificate of Insurance evidencing: 1. Automobile Liabilitv insurance with limits no less than $1,000,000 combined single limit per accident for bodily injury and property damage; and 2. Commercial General Liability insurance written on an occurrence basis with limits no less than $1,000,000 combined single limit per occurrence and general aggregate for personal injury, bodily injury and property damage. Coverage shall include but not be limited to: blanket contractual; products/completed operations/broad form property damage; explosion, collapse and underground (XCU) if applicable; and employer's liability; and 3. Excess Liability insurance with limits not less than 1,000,000 limit per occurrence and aggregate. ' • 4. Professional Liabilitv insurance with limits no less than $1,000,000 limit per occurrence/claim. � Any payment of deductible or self-insured retention shall be the sole responsibility of the Consultant. All required policies shall be provided on an "occurrence" basis except professional liability insurance (if required), which may be provided on a"claims-made" basis. The City shall be named as an additional insured on the Commercial General Liability insurance policy, as respects work performed by or on behalf of the Consultant and a copy of an endorsement that is acceptable to the City, which names the City as,an additional insured shall be attached to the Certificate of Insurance. The City reserves the right to receive a certified copy of all the required insurance policies and endorsements. The City further reserves the right to reject any unacceptable policies and/or endorsements. The Consultant's Commercial General Liability insurance shall contain a clause stating that coverage shall apply separately to each insured against whom claim is made or suit is brought, except with respects to the limits of the insurer's liability. The Consultant's insurance shall be primary insurance as respects the City and it shall be an affirmative obligation upon Consultant to advise the City's Risk Manager by fax at(360) 473- 5161, or by certified mail, return receipt requested to City of Bremerton, attn: Risk Management, Bremerton/HDR October 2015 Reservoir 4 Cover Replacement Page 3 of 7 345 6`� Street, Suite 600, Bremerton, WA 98337 within two days of the cancellation, suspension or substantive change of any insurance policy set out herein, and failure to do so shall be construed to be a breach of this Agreement. The City also reserves its unqualified right to require at any time and for any reason, proof of coverage in the form of a duplicate of the insurance policy with all endorsements as evidence of coverage. VII. General Conditions: A. Reports and Information: When requested by the City, Consultant shall furnish periodic reports and documents on matters covered by this Agreement. The reports and documents shall be furnished in the time and form requested. Consultant shall maintain accounting records in accordance with Generally Accepted Accounting Principles (GAAP) to substantiate all billed amounts. B. Ownership and Use of Records and Documents: Original documents, drawings, designs and reports, including those in electronic format, developed under this Agreement are the , property of the City. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such information is publicly available or is already in Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. All data, documents and files created by Consultant under this Agreement may be stored at Consultant's office in Bellevue, Washington. Consultant shall make such data, documents, and files available to the City upon its request at all reasonable times for the purpose of editing, modifying and updating as necessary until such time as the City is capable of storing such information in the City's offices. Duplicate copies of this information shall be provided to the City upon its request, and at reasonable cost. All documents, including all reports, drawings, specifications, computer softwaze or other , items prepared or furnished by Consultant pursuant to this Agreement, are instruments of service with respect to the project and.are the property of the City. Any reuse by the City for other than the specific purpose intended will be at City's sole risk. C. Use of Photo�phs and Ima e�s. Consultant shall not use or distribute photographs or images depicting City officials, personnel, property, or equipment whether prepared by Consultant or provided by City without prior written consent of the City. The City , will not unreasonably withhold its consent. D. Work Performed at Consultant's Risk: Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents, and sub-consultants in the performance of the work hereunder and shall utilize all protection necessary for that purpose. Bremerton/HDR October 2015 • Reservoir 4 Cover Replacement Page 4 of 7 All work shall be done at Consultant's own risk, and Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held for use in connection with the work. E. Place of Work: The Consultant shall perform the work authorized under this Agreement at its offices in Bellevue, Washington. Meetings with the City staff as described in Exhibit A, Scope of Work, shall talce place at the City's offices, or at locations mutually agreed upon by the parties. F. Entire A�reement: This Agreement and its Exhibits constitutes the entire ' agreement between the Parties, and the Parties acknowledge that there are no other agreements, written or oral, that have not been set forth in the text of this Agreement. G. Severabilitv: Should any part of this Agreement be found void, the balance of the Agreement shall remain in full force and effect. H. Modification: This Agreement may only be modified by written instrument signed by both Parties. I. Written Notices: All communications regarding this Agreement shall be sent to the parties at the addresses listed below by registered or 1 st class mail, or by personal service, and shall be deemed sufficiently given if sent to the addressee at the address stated in this Agreement or such other address as may be hereafter specified in writing. City Address: � Consultant Address: City of Bremerton, Engineering HDR 345 Sixth Street, Suite 600 500 108T" Ave NE, Suite 1200 Bremerton, WA 98337 ' Bellevue, WA 98004 J. Waiver: Failure to enforce any provision of this Agreement shall not be deemed a waiver of that provision. Waiver of any right or power arising out of this Agreement shall not be deemed waiver of any other right or power. K. Non-Waiver of Breach: The failure of the City to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein conferred in one or more instances shall not be construed to be a waiver or relinquishment of said covenants, agreements or options, and the same shall be and remain in full force and effect. L. Compliance with Laws: Consultant shall comply with all applicable Federal, State, and local laws in performing its obligations under this Agreement. M. Choice of Law and Venue: This Agreement shall be interpreted according to the laws of the State of Washington. Any judicial action to resolve disputes arising out of this . Agreement shall be brought in Kitsap County Superior Court. Bremerton/HDR October 2015 Reservoir 4 Cover Replacement Page 5 of 7 N. Attorneys' Fees: In the event of litigation to enforce any of the terms or provisions herein, each party shall pay all its own costs and attorney's fees. O. Assignment: Any assignment of this agreement by the Contractor without the written consent of the City shall be void. VIII. Nondiscrimination: Consultant shall not discriminate in employment or services to the public on the basis of race, color, national origin, sex, religion, age, marital status, disability, or sexual orientation except for employment actions based on bona fide occupational qualification. IX. Termination: This Agreement shall remain in force until completion and acceptance of the services, terminated by written instrument upon mutual consent, or by the City of Bremerton for convenience. This Agreement may be immediately terminated for cause by a Party if the . other Party substantially fails to perform through no fault of the terminating Party, and the non- performing Party does not commence correction of the failure of performance within thirty (30) days of the terminating Party's sending notice to the non-performing Party. Any Notice by Consultant shall include a report showing the status of all items listed in the Scope of Work current through the termination date. If the City receives reimbursement by any federal, state, or other source for work described in Section I herein, and that funding is withdrawn, reduced or limited in any way, or the project is cancelled or substantially reduced after the execution date of this Agreement and prior to the completion of the work, the City may summarily terminate this Agreement. A. Excusable Dela,� The right of Consultant to proceed shall not be terminated an due to: 1) any acts of the federal government in controlling, restricting, or requisit'ioning materials, equipment, tools, or labor by reason of war, national defense, or other national emergency; 2) any acts of the City, its consultants, or other public agencies causing such delay; and 3) causes that are beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God, fires, floods, strikes, or weather of unusual severity. PROVIDED, HOWEVER, that the Consultant must promptly notify the City within ten (10) calendar days in writing of the cause of the delay. If, on the basis of the facts and the terms of this Agreement, the delay is properly excusable, the City shall, in writing, extend the time for completing the work for a period of time commensurate with the period of excusable delay. B. Ri h� ts Upon Termination: In the event of termination, the City shall pay for all services performed by the Consultant to the effective date of termination, as described on a final invoice submitted to the City. After termination, the City may take possession of all records and data within the Consultant's possession pertaining to this project which may be used by the City without restriction. Any such use not related to the project which Consultant was contracted to perform shall be without liability or legal exposure to the Consultant. X. Suspension & Debarment. For contracts involving Federal funding, Consultant hereby certifies, by signing this agreement, that neither it nor its principals are presently debarred, suspended, proposed.for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. Consultant shall provide Bremerton/HDR October 2015 - Reservoir 4 Cover Replacement Page 6 of 7 immediate written notice to the City if at any time it learns that it is or has become ineligible for certification. Should Consultant enter into a covered transaction with another firm, Consultant agrees by signing this agreement that it will verify that the firm with whom it intends to do business is not debarred, suspended, ineligible, excluded or disqualified. CITY OF BREMERTON CONSULTANT � , � � (signature) (signature) By: Patty Lent By: �Q.1'��Q,I'1 �Dv )�-Y� (printed name) (printed name) • its: Mavor its: U�C� �-����r� Date: � �� ��� Date: �I � �. Approved as to form: est: � � erton ' y ttorne City Clerk � Bremerton/HDR October 2015 Reservoir 4 Cover Replacement Page 7 of 7 SCOPE OF SERVICES (EXHIBIT A) City of Bremerton Reservoir 4 Cover Replacement . September 21, 2015 500 108th Avenue NE Suite 1200 Bellevue, WA 980045549 (425)450-6200 �'� Table of Contents Background...................................................................................................................1 Scopeof Services .........................................................................................................1 Task 100 Project Management..................................................................................... 1 Objective............................................................................................................. 1 HDRServices..................................................................................................... 1 Client Responsibilities......................................................................................... 2 Assumptions....................................................................................................... 2 Deliverables........................................................................................................ 2 Task 200 Pre-Design Investigation..............................................................................2 Objective............................................................................................................. 2 SubTask 210—Data Collection and Record Drawings........................................ 2 HDRServices..................................................................................................... 2 Client Res onsibilities 3 p ......................................................................................... Assumptions....................................................................................................... 3 Deliverables........................................................................................................ 3 SubTask 220—Pre-Design Load Calculations and Preliminary Design Criteria.. 3 HDRServices..................................................................................................... 3 ClientResponsibilities.........................................................................................4 Assumptions.......................................................................................................4 Deliverables........................................................................................................ 5 SubTask 230—Hard Cover Alternative Evaluation.............................................. 5 HDRServices..................................................................................................... 5 ClientResponsibilities......................................................................................... 5 Assumptions....................................................................................................... 5 Deliverables........................................................................................................ 6 Task 300 Geotechnical Investigation.......................................................................... 6 Objective.............................................................................................................6 HDRServices..................................................................................................... 6 Subconsultant(Shannon and Wilson) Services................................................... 6 Client Responsibilities......................................................................................... 7 Assumptions....................................................................................................... 7 Deliverables........................................................................................................ 7 Task 400 Surveying Services ...................................................................................... 8 Objective............................................................................................................. 8 Client Responsibilities......................................................................................... 8 Assumptions....................................................................................................... 8 Deliverables........................................................................................................ 8 Task 500 Liner Financial Analysis...................................................:........................... 8 Objective............................................................................................................. 8 Bremerton Reservoir 4 Cover Replacement i Exhibit A—Scope of Services ��� HDRServices..................................................................................................... 8 Client Responsibilities......................................................................................... 9 Assumptions....................................................................................................... 9 Deliverables........................................................................................................ 9 Task 600 Permit Acquisition and Environmental Services........................................ 9 Objective............................................................................................................. 9 HDRServices..................................................................................................... 9 Client Responsibilities......................................................................................... 9 Assumptions....................................................................................................... 9 Deliverables........................................................................................................ 9 Task 700 Preliminary and Final Design Services......................................................10 Objective............................................................................................................10 HDRServices....................................................................................................10 Client Responsibilities........................................................................................11 Assumptions......................................................................................................12 Deliverables.......................................................................................................12 Task 800 Bidding Assistance.....................................................................................12 Objective............................................................................................................12 HDRServices....................................................................................................12 Client Responsibilities........................................................................................12 Assumptions......................................................................................................12 Deliverables.......................................................................................................13 Task 900 Services During Construction....................................................................13 Objective............................................................................................................13 HDRServices....................................................................................................13 Client Responsibilities........................................................................................13 Assumptions......................................................................................................13 Deliverables.......................................................................................................14 Task 1000 Management Reserve................................................................................14 Objective............................................................................................................14 HDRServices....................................................................................................14 Client Responsibilities........................................................................................14 Assumptions......................................................................................................14 Deliverables.......................................................................................................14 Bremerton Reservoir 4 Cover Replacement ii Exhibit A—Scope of Services �,� EXHIBIT A SCOPE OF SERVICES Background The City of Bremerton (City) intends to replace the floating cover of its 11 MG below-grade Reservoir 4. This reservoir is a primary reservoir that serves both West and East Bremerton. Based on information received from the City, the floating membrane covers had to be replaced every 10 to 12 years and have not been providing a long term sofution nor a good return on the investment. The City intends to procure a hard cover for the reservoir. HDR has been selected to assist with exploring available options and selection of a cost effective solution in terms of capital and O&M investments. The reservoir cover replacement project would include the following: • Removal and disposal of the existing membrane cover • Installation of a new hard cover along with required foundations for its interior and exterior supporting elements, framing, access ways and roofing material • Necessary civil, electrical, and instrumentation to support the function of the new cover The City prefers that all work be completed while maintaining the integrity of the existing bottom liner. The project is being funded by a Drinking Water State Revolving Fund (DWSRF) loan. The loan agreement is between the City and the Washington State Public Works Board. The total loan amount for both design and construction is $2,300,000. Scope of Services Task 100 Project Management Objective Monitor, control and adjust scope, schedule, and budget as well as provide monthly status reporting, accounting, and invoicing. HDR Services 1. Prepare a Project Management Plan (Project Guide) outlining the project scope, team organization, schedule, and communications information. 2. Coordinate and manage the project team. 3. Subcontract with and manage project subconsultants. A. Check Federal debarred registry for subconsultants. 4. Prepare monthly status reports describing the following: A. Services completed during the month B. Services planned for the next month Bremerton Reservoir 4 Cover Replacement 1 Exhibit A—Scope of Services �,� C. Needs for additional information D. Scope/schedule/budget issues E. Schedule update and financial status summary 5. Prepare monthly invoices formatted in accordance with contract terms. Client Responsibilities 1. Timely processing and payment of invoices. 2. Review and process contract change requests and amendments, if needed. Assumptions 1. The project duration will be 15 months. 2. Invoices will be HDR standard invoice format. 3. Expense backup will not be provided with invoices but will be available for review at HDR. Deliverables 1. Scope of services, schedule(Gantt chart in MS Project), and budget(e-mailed PDF file). 2. Project Management Plan (Project Guide) (e-mailed PDF file). 3. Subconsultant subcontracts. Printout(PDF, emailed)from debarred contract website. 4. Monthly reports and invoices (one copy with invoice, e-mailed PDF file) 5. Monthly project schedule and budget updates(included in monthly project report, emailed � PDF file). Task 200 Pre-Design Investigation Objective Review available reports/information about the reservoir and establish record drawings to be used to evaluate cover alternatives and as a base for final design of the hard cover. Calculate applicable 2012 IBC loads on the new cover. Prepare a technical memorandum for the hard I cover alternatives. This main task will include the following sub-tasks: • SubTask 210—Data Collection and Record Drawings • SubTask 220— Pre-Design Load Calculations and Preliminary Design Criteria • SubTask 230— Hard Cover Alternative Evaluation SubTask 210 — Data Collection and 12ecord Drawings HDR Services 1. Review information and documents available from the City such as as-built drawings, original design calculations, geotechnical reports, inspection reports, previous design and construction projects that include information about the existing system. 2. Perform a site observation of the reservoir. 3. Attend a kick-off meeting with Bremerton. Bremerton Reservoir 4 Cover Replacement 2 Exhibit A—Scope of Services ��2 4. Develop and record information of the existing reservoir's conditions such as geometry, access roads, staging areas, nearby disposal sites, perimeter walls conditions and other items that may impact the replacement of the existing floating cover with a hard cover. 5. Arrange for and attend onsite meetings with up to three potential hard cover suppliers. Client Responsibilities 1. Provide available data such as past geotechnical studies, reservoir as-built drawings, original design calculations, photographs, and any other related documents. 2. Provide permission to access the reservoirs' site. 3. Lead and attend the project kick-off meeting at the City office. 4. Attend onsite meetings with potential hard cover suppliers. Assumptions 1. As-built drawings of the reservoir are available. 2. The City will provide survey files in ACAD format for the design team use. The survey files will include both the exterior and interior of the reservoir. 3. The City will provide copies of previous geotechnical reports. 4. No additional borings are needed. 5. Fall Protection systems may be required for new hard cover depending on the shape and height of the new cover. 6. HDR will not inspect or evaluate any structural support systems betow the floating cover elevation. However, general observations and comments will be provided if potential deficiencies are observed during the initial observations site visit. 7. Design repair or replacement of deficient elements will not be provided under this task. 8. No electrical, instrumentation, storm water, or other systems will be reviewed for upgrades during Task 200. 9. Kick-off meeting, site observation, and hard cover supplier meetings will be on the same day. Assumed on 10-hour day, which includes travel and meeting notes. Meeting will be attended by Project Manager and Design Lead. Deliverables 1. Technical Memorandum summarizing findings and conditions of the roof system and highlighting potential deficiencies. PDF file, via email. SubTask 220 — Pre-Design Load Calculations and Preliminary Design Criteria HDR Services 1. Based on the desired configuration of the proposed cover, structural, civil, mechanical and operational criteria, HDR will develop applicable loading and design guidelines and limitations for the new cover to guide the preliminary design. 2. Provide initial design guidelines loads calculations per applicable International Building Code-IBC 2012, Minimum Design Loads for Buildings and Other Structures ASCE 7-10, Bremerton Reservoir 4 Cover Replacement 3 Exhibit A—Scope of Services �-,� American Water Works Association-AWWA D108-10, Steel Construction Manual, 13th Edition-AISC 360-10, and other related applicable codes. 3. The preliminary Structural Design Criteria will identify and define materials to be used, applicable loading, load combinations, deflection and operational criteria. This document will be used as the basis for preparing and evaluating cover alternatives. The preliminary design criteria document would include the following: A. Project description B. Risk Category C. Structural design Codes, Standards, and References D. Materials E. Structural support system F. Loads i. Snow Load ii. Wind Loads iii. Construction Loading iv. Operation Loading v. Permanent Loads vi. Future Loading � vii. Extreme Loads viii.Dead Load ix. Live Loads I x. Hydraulic xi. Hydrodynamic xii. Load Combinations � G. Soil properties and design parameters such as: i. Site Class ii. Unit weight iii. Vertical Modulus of Subgrade Reactions iv. Coefficient of Friction between Concrete and Soil v. Allowable Bearing Capacity vi. Lateral Earth and Static Pressures vii. Shallow and Deep foundations Client Responsibilities 1. Provide a list of operational limitations, preferences, information, preferred available construction techniques, and any other constraints. 2. Review and provide one complete set of comments on the Draft Structural Design Criteria Report within 10 days of submittal. 3. Attend related conference calls or meetings. 4. Provide one complete set of comments on the initial layout of the Facilities. Assumptions 1. Preliminary structural 8�Geotechnical Data will be used at this sage to develop and compare hard cover alternatives. Bremerton Reservoir 4 Cover Replacement 4 Exhibit A—Scope of Services �,� 2. The preliminary design criteria will be confirmed and finalized for the selected cover alterative as part of Task 600 Final Design Services. Deliverables 1. Preliminary Design Criteria Report. PDF file, via e-mail. SubTask 230 — Hard Cover Alternative Evaluation HDR Services 1. Compare and evaluate hardcover design and construction alternatives based upon information collected during the above tasks, meetings with City staff and discussions with City and hard cover venders. 2. Develop and evaluate 4 total hard cover alternatives, looking at steel and aluminum materials. Some materials may have sub-alternatives. 3. Provide sketches for top three alternatives analyzed. 4. Preliminary Engineer's Estimate of Probable Construction Cost: Estimate of the construction cost will follow the expected level of accuracy for an Associate for the Advancement of Cost Engineering Class 5 estimate. Estimates for associate disciplines will be based on a percentage of the structural costs. No design elements will be reviewed or completed for electrical, civil, instrumentation, and other disciplines. 5. Develop life cycle analysis for the top three alternatives presented that include the initial capitol cost, maintenance cost over the estimated life of the cover materials. I 6. Provide Pros and Cons for each of the top three altematives and HDR's recommendations. 7. Provide a Technical Memorandum outlining the alternatives and recommendations. 8. Teleconference with the City to go over comments on the Draft TM. Client Responsibilities 1. Review and provide one consolidated complete set of comments on the Draft Technical Memorandum within 10 days of submittal. 2. Attend related conference calls or meetings. 3. Actively participate in meetings to provide input and preferences on the proposed design. Assumptions 1. Preliminary structural and geotechnical data will be used at this stage to develop and compare cover alternative. 2. Maximum number of alternatives to be evaluated is 4 alternatives. 3. Alternatives that are much higher in cost than the City's available budget will be dismissed without much detail. 4. Teleconference to review draft will be 2 hours in length, and will include 1 hour for preparation and meeting notes following the meeting for a total of 3 hours. Meeting will be attended by 2 consultant staff(Project Manager and Design Lead). Bremerton Reservoir 4 Cover Replacement 5 Exhibit A—Scope of Services �,� 5. No mechanical, electrical, instrumentation, or other systems will be reviewed in the hard cover alternative evaluation. 6. Concrete cover alternatives not reviewed. Deliverables 1. Draft Technical Memorandum. PDF file, via email. 2. Final Technical Memorandum. PDF file, via email, and one unbound hard copy. Task 300 Geotechnical Investigation Objective Provide recommendations and structural design parameter needed for hard cover design. This task will be completed by a subconsultant, Shannon and Wilson. HDR Services 1. Coordination and review of subconsultant work products. Subconsultant (Shannon and Wilson) Services 1. Review previous geotechnical reports provided by the City for the site and provide specific � geotechnical design recommendations for the cover and its support systems. This will include: • Discussion of site and local geology • Summary of site subsurFace conditions, including estimated groundwater table, based on existing exploration logs provided by the City, and geological maps. • Estimate of potential for liquefaction or seismic settlement. • Subgrade preparation recommendations • Expected groundwater conditions � Recommended lateral earth pressure values, for active, at-rest, and passive states • Coefficient of sliding friction. Include recommendations for combining friction with passive resistance and depth of any neglected passive pressure. • Backfill and compaction recommendations • Suitability of on-site soils as backfill material • Recommendations for imported structural fill or subgrade material if needed, including gradation or(State DOT)class of aggregate • Site classification per ASCE 7 and Applicable Building Code • Code based response spectra for seismic design, including peak ground accelerations for 10% & 2% probability of exceedance in 50 yrs. � Modulus of subgrade reaction • Over-excavation recommendations, if any • Estimated total and differential settlement. • Minimum shallow foundation depth for frost or bearing capacity. • Allowable net bearing pressure at bottom of footing • Minimum dead load pressure, if any • Recommendations for uplift design due to hydrostatic forces, perched water table conditions, underdrain systems, and other recommended methods for dealing with hydrostatic forces. Bremerton Reservoir 4 Cover Replacement 6 Exhibit A—Scope of Services � �-,� 2. Project Coordination Meetings: Participate in 3 1-hour telephone meetings and 1 in-person meeting. Client Responsibilities 1. Provide existing geotechnical exploration logs, laboratory test results and reports for the site. Assumptions • 1. Previous geotechnical reports provided by the City will be used. 2. No new borings or test pits will be conducted. 3. Foundations will consist of shallow spread footings. 4. Analysis and recommendations for one size and depth of spread footings will be provided. 5. Based on preliminary existing data provided, the site subsurface conditions are-composed of glacial till. If additional data is gathered during the project that indicate more variable, or less favorable, geologic site conditions, additional scope items will be required. 6. Existing geotechnical data is adequate in scope and reliability to allow performing geotechnical calculations and formulating conclusions commensurate with the state of the practice. 7. Seismic design ground motions will be provided from published ground motion sources and code-based soil modification factors. Site-specific ground motion analyses will not be required. 8. Dewatering recommendations and design are not included. 9. Design of stable temporary cuts and slopes for construction are not included. 10.Any analyses or recommendations for project elements other than shallow foundations for the cover are not included. 11. One version of the draft geotechnical report will be issued. Following receipt of all comments on the draft report, one version of the final geotechnical report will be issued. 12. Development or review of plans, specifications, or estimates is not included. 13. Construction support services, including bid support, submittal review, or construction observation, are not included. 14. Telephone meetings will be 1-hour in length, attended by one geotechnical engineer. In person meetings will be 2 hours in length, and include 2 hours of travel time and 1 hour of preparation and meeting notes, for a total of 5 hours per meeting. Deliverables 1. Draft Geotechnical Report per IBC 2012. 2. Final Geotechnical Report. Bremerton Reservoir 4 Cover Replacement 7 Exhibit A—Scope of Services �-,� Task 400 Surveying Services Objective Coordinate topographic mapping, horizontal and vertical coordinates of the reservoir and its other facilities on site with the City survey crew. HDR Services 1. Coordination and review of City work products. Client Responsibilities 1. PerForm topographic surveying of the reservoir and facilities on site. 2. Verify locations and elevations of pipe inlet/outlets, manholes, vaults, perimeter walls and other features onsite. 3. Survey interior reservoir floor and slopes. 4. Create basemap at an agreed upon scale for sunreyed items, using City of Bremerton drafting standards, or HDR CAD standards. � 5. Create digital terrain model of the ground surface. 6. Obtain utility locates as needed. Assumptions 1. The horizontal datum will be the NAD83(1991)Washington North Zone State Plane Coordinate system. 2. The vertical datum will be NAVD 88. Deliverables 1. Comments/requests to the City surveyors. Task 500 Liner Financial Analysis Objective Develop an analysis to determine the most economical liner alternative for implementation. The financial review will look at the cost of a new liner today, versus preserving the existing liner for the remaining life and replacing it in the future. HDR Services 1. Develop an analysis to determine the most economical alternative for implementation. A. The starting point of the analysis will be the capital costs and any operating costs associated with each alternative. The costs will be projected over a long-term period (e.g., 20 years)to develop a projection for each alternative. B. Each alternative will be analyzed to determine any additional or reduced costs as a result of implementing the alternative. This may include both operating and/or capital costs. For example, one alternative may increase the long-term capital costs, or the need for additional future improvements, while at the same time decrease the annual O&M costs. The alternatives may also result in benefits as a result of developing the project. Bremerton Reservoir 4 Cover Replacement 8 Exhibit A—Scope of Services �• �-�� C. Project costs over the time period and reflect a reduction in the overall cost of the alternative given the costs savings the alternative provides. D. The net present value (NPV) of the costs identified for each alternative is developed and the alternatives compared to determine the most economical altemative. Client Responsibilities 1. Provide information on the existing liner, including the warranty, original documentation, manufacturer's name, brand, installation date, etc. Assumptions 1. Analysis will compare two alternatives only—replacing the liner during this project vs replacing it at the end of its useful life. 2. Information is available on the installation and remaining useful life. 3. No field work, thickness investigation, or other methods to determine remaining life will be used. 4. No analysis of the methods or costs required to protect the liner will be included. Deliverables 1. Brief discussion, approximately 1-2 pages, with figures, will be included in the structural TM under Task 230. Task 600 Permit Acquisition and Environmental Services Objective Support the City in their development and application process for obtaining the needed permits. HDR Services 1. Support City development of needed draft and final permits as requested. Client Responsibilities • 1. Coordinate, lead, and develop required permits needed for the project. 2. Pay all applicable permit application fees. Assumptions 1. Permitting support is limited to the budget available. 2. The City will submit all permit application packages. Deliverables 1. Emailed notes/answers to City requested questions. Bremerton Reservoir 4 Cover Replacement 9 Exhibit A—Scope of Services �-,� Task 700 Preliminary and Final Design Services Objective Provide design and bidding documents needed to obtain a contractor for the selected hardcover alternative. Provide preliminary design (50%) deliverable and final design (90% and 100%) deliverables. HDR Services 1. Preliminary Design (50%) , A. Develop preliminary layout and design configuration for the new hard cover. B. Develop structural, civil, mechanical, electrical, and instrumentation drawings and specifications. C. Develop AutoCAD base files for use during the project. D. Develop design calculations of the concrete foundations of one (1) hard cover alternative selected from the Task 200-Pre-design Investigation. E. Drawings to be prepared: See drawing list in Final Design Services. F. Specifications: Table of Contents for project specifications. G. Provide in-house QA/QC of all discipline design documents. Provide an overall coordination QA/QC review to identify potential conflicts. H. Prepare Engineer's Opinion of Probable Construction Cost(OPCC). Estimate of the costs will follow the expected level of accuracy for an Associate for the Advancement of Cost Engineering Class 4 estimate 2. Final Design (90% and Final) A. Advance the design to the 90%and Final design levels. B. Prepare bid-ready signed and sealed Contract Documents. C. Prepare Engineer's Opinion of Probable Construction Cost(OPCC). Estimate of the costs will follow the expected level of accuracy for an Associate for the Advancement of Cost Engineering Class 3 (90%)and Class 2 (final)estimate D. Provide in-house QA/QC of all discipline design documents. Provide an overall coordination QA/QC review to identify potential conflicts. E. Specifications: Technical sections for specifications, using HDR's master specifications (6 digit format) and Bremerton's front end specifications. HDR estimates preparing approximately 30 technical specifications. F. Drawing List: See Below: Description 50% 90% Final General Cover, Location Map, Vicinity Map, List of Drawings X X X General Notes, Survey Control, and Abbreviations X X Legend, Symbols X X Bremerton Reservoir 4 Cover Replacement 10 Exhibit A—Scope of Services �-,� civi� Site Plan, Construction Work Limits X X X Exterior Yard Piping X X Railings, Ladders, and Vents X X Standard Civil Details X X Temporary Erosion and Sedimentation Control Notes and X X Details Structural General Structural Notes X X Standard Details—Special Inspection X X Standard Details—Concrete 1 of 2 X X X Standard Details—Concrete 2 of 2 X X Standard Details- Reinforcement X X X Structural Steel/Aluminum X X X Cover Foundation Plan X X X Cover Top Plan X X X Cover Sections 1 of 2 X X X Cover Sections 2 of 2 X X Sections and Details X X Mechanical Ventilation Plan and Sections X X X Access Hatch Plan and Section Mechanical Details X X Electrical General Electrical Notes, Legend X X X Electrical Site Plan X X X Conduit and Cables Schedule, Lighting Fixture Schedule X X Electrical Details X X Client Responsibilities 1. Attend meetings and conference call for selecting the desired hard cover. 2. Provide available information, data, and operational requirements to facilitate design of the cover foundations. 3. Provide consolidate review comments on provided (or City)forms. 4. Provide desired input on facility features. Bremerton Reservoir 4 Cover Replacement 11 Exhibit A—Scope of Services ��� Assumptions 1. The detailed design of the cover will be perFormed by the contractor. 2. Drawing and specification list is based on using an aluminum hard cover, with design performed by the selected contractor. 3. Design of any miscellaneous items is not included in this scope and will be compensated for on the basis of Time-and-Materials under Task 900-Management Reserves. 4. Site will be hydroseeded; no landscaping design is included. 5. No instrumentation and controls upgrades or modifications are included. Deliverables 1. 50% and 90%drawings and specifications in PDF files, emailed. Want 5 hard copies. 2. Final drawings and specifications in PDF files, emailed; 5 11 x17 drawing sets and 5 specification books, printed and bound. Task 800 Bidding Assistance Objective Provide assistance to the City throughout the bidding process. HDR Services 1. Receive and respond to bidder's questions (through the City). 2. Prepare an addendum, if necessary, to clarify or correct contract documents. A PDF file of addendum will be provided to the City for posting and/or mailing/FAXing to bidders. 3. Work with City staff to review the bids received, check selected references as directed by the City and assist the City regarding the decision and recommendation to award the contract. Client Responsibilities 1. Prepare and advertise the contract for bid. 2. Arrange for hard copy bid set copies to distribute to bidders (through Builders Exchange of Washington). 3. Receive, process requests, and mail bid sets. 4. Conduct bid-opening. 5. Be the primary contact for bidder questions. Assumptions 1. There will be a 30 day bid period. 2. City will include language in bid documents setting a specified time/date for questions to be received during bid period. After the question deadline, one bid addendum will be prepared. 3. No conformed documents will be required. 4. Up to two addenda may be required. Bremerton Reservoir 4 Cover Replacement 12 Exhibit A—Scope of Services �-,� � Deliverables 1. PDF's of addendum, if needed, for City distribution. Task 900 Services During Construction Objective Provide engineering support services during the construction of the water lines. ` HDR Services 1. Attend a pre-construction planning meeting 2. Attend other project/construction meetings via phone as requested. 3. Respond to questions and requests for information from the Contractor and City construction staff, including providing technical interpretation of contract drawings and specifications. 4. Review construction submittals, RFI's, and other construction documentation requested by the City. Provide written comments to assess the general conformance with the Contract Documents. � 5. Record Drawings: Incorporate marked-up record drawings(from the Contractor and/or from the City) into the electronic CAD files. Revisions will be"clouded" and identified. Record drawings will not be signed/stamped by HDR engineers. � Client Responsibilities 1. Coordinate and track all project communications through email. 2. Provide all submittals, RFI's, change orders, and other construction documentation to the Engineer via email. One will be retained by the Engineer, the other returned to the City with comments. 3. Record Drawings: A. Coordinate with the Contractor on record-drawing markups in the field, and routing of final markups to HDR. B. Verify markups are complete and include all known changes/modifications to the drawings. C. Review preliminary record drawings and return consolidated comments to HDR for incorporation into the final record drawings. Assumptions 1. The construction schedule, from Contractor selection to substantial completion, will be approximately 6-8 months. 2. Consultant services shall be limited to submittal and RFI reviews as noted. Engineering support services do not include full-time on-site observation of the construction progress, O&M manual support, change order reviews, or other construction support services. 3. Consultant services shall be limited to the available budget. Bremerton Reservoir 4 Cover Replacement 13 Exhibit A—Scope of Services �-,� 4. The pre-construction/kickoff meeting will take approximately five hours(including travel, meeting agenda, meeting notes), and be attended by the Project Manager and Design Lead. 5. Participate in up to 4 meetings via phone, by Project Manager and Design Lead, 2 hours in length each. 6. Approximately 6 technical submittal/shop drawing packages will be reviewed, with 50 percent requiring resubmittal. An average review and processing time of five hours per submittal/resubmittal (9 total) is used for budgeting 7. Approximately 10 RFI packages will be reviewed. An average review and processing time of three hours per RFI is used for budgeting. 8. No Operations and Maintenance manual will be completed or reviewed by HDR. City will review/accept 08�M submittals from the Contractor. Deliverables 1. Submittal review forms and RFI responses via email (PDF). 2. Draft-Final and Final record drawings, one set full size 24x36 and one set half size 11 x17, PDF copies. Final record drawings on CD/DVD in an AutoCAD version to be determined by the City. Task 1000 Management Reserve Objective 1. Provide additional as-yet-defined services as requested by the City. HDR Services 1. It is difficult to accurately anticipate all the issues that may arise during the development of the project. This task establishes a management reserve fund for unidentified and unanticipated work. 2. This task is s ecificall desi ned to allow payment to HDR under this contract for changes in P Y 9 the scope of work which the City determines to be necessary. The funds included in this task cannot be utilized without written approval from the City. Client itesponsibilities 1. When identified, authorize additional services in via email and/or in writing. Assumptions 1. Approximately ten percent of the budget is established for additional services. Deliverables 1. 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