HomeMy WebLinkAbout16. 19-483 AUGUST 27, 2019 19-483 RESOLUTION
(CARRIED 7-0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVE PROFESSIONAL SERVICES AGREEMENT FOR
CONSTRUCTION-RELATED ENGINEERING SERVICES FOR
CONTRACT NO. 18-16 WASTEWATER TREATMENT PLANT
DIGESTER MIXING SYSTEM UPGRADE / DONOHUE &
ASSOCIATES, INC. ($115,029.00)
INITIATED BY: DEPARTMENT OF PUBLIC WORKS
BE IT RESOLVED by the Common Council of the City of Oshkosh that the proper
City officials are hereby authorized to enter into and take those steps necessary to
implement an appropriate professional services agreement with Donohue & Associates,
Inc. for construction related engineering services for the wastewater treatment plant
digester mixing system upgrade in the amount of one hundred fifteen thousand twenty-
nine dollars ($115,029.00). Money for this purpose is hereby appropriated from:
Acct. No. 0322-1910-7206-05825 Capital Construction - Wastewater
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City
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Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the C on Council
FROM: James Rabe, Director of Public Works
DATE: August 22, 2019
RE: Approve Professional Services Agreement for Construction-Related Engineering
Services for Contract 18-16 Wastewater Treatment Plant (WWTP) Digester Mixing
System Upgrade/Donohue &Associates, Inc. (Donohue) ($115,029)
BACKGROUND
The WWTP utilizes Anaerobic Digestion as part of the wastewater treatment process. This process was
installed in 1994 as part of a plant upgrade project. A gas-mixing system was originally installed in the
digesters as a part of that project. Over time, that system has lost efficiency and requires high levels of
maintenance and energy use to keep it in operation. This project will replace that system with a more
efficient and maintenance-friendly mixing system. The Digester Mixing System Upgrade project was
identified as a high-priority project in the wastewater system asset management plan completed in 2017.
The City selected Donohue to prepare the design and assist with the bidding process for this project. At
the August 13th Common Council meeting, the construction bid was awarded to August Winter&Sons,
Inc.
ANALYSIS
Public Works staff requested a proposal from Donohue to provide construction-related engineering
services for this project. The services to be provided include preparing conformed documents for
construction; attending meetings; performing site visits and construction observation; assisting with
change orders and work change directives, if necessary; reviewing shop drawings and samples,
manufacturer operation and maintenance and training manuals, contractor's requests for substitutes,
and applications for payment; preparing and reviewing punch lists; conducting final inspections; and
preparing record drawings.
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FISCAL IMPACT
The cost of these services is estimated not to exceed $115,029. Funding for this work is included in the
Major Equipment — Wastewater Utility Section of the 2018 Capital Improvement Program which
budgeted $2,300,000 for the construction of this project, as discussed in the memo for the award of the
construction bid for this project.
RECOMMENDATIONS
Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized
nature, including engineering services,may be procured without the use of formal, sealed quotes. I have
reviewed the proposal and in accordance with Section 12-16 of the Code, I am hereby recommending
the Common Council approve this professional services agreement.
Approved,
Mark A. Rohloff
City Manager
JER/tit
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Appendix A: Scope of Services for Engineer During Construction
RECEIVED
Project: CITY CONTRACT 18-16—WWTP DIGESTER MIXING SYSTEM UPGRADE
AUG 16 2019
A. PROJECT DESCRIPTION DEPT OF PUBLIC WORKS
OSHKOSH, WISCONSIN
The Work of this Project involves general construction of wastewater treatment facility
improvements.This Work will be performed by a Contractor.Specific improvements include removing
an existing gas-mixing system from Digesters 1 and 2, installing a new mixing system for Digesters 1
and 2, and closing openings in the aeration basins.
Donohue produced the Bidding and Construction Documents for this Project. The Standard General
Conditions in the Construction Documents were prepared by the Engineers Joint Contract Document
Committee (EJCDC 2013). Donohue will serve as the Engineer as defined in the EJCDC Standard
General Conditions and amended by the Supplementary Conditions.
The Construction Contract requires the Work performed by the Contractor to be substantially
completed on or before December 31,2020, and completed and ready for final payment on or before
March 31, 2021.
B. SCOPE OF SERVICES
Basic Services to be provided by Donohue (Engineer) for this Project under this Agreement are as
follows:
1.0 Construction Phase Engineering Services.
Upon successful completion of the Bidding Phase,and upon award of a Construction Contract,
Engineer shall provide the following Construction Phase Services for this Project:
1.1 Conformed Documents for Construction. Incorporate addenda items from the bidding
phase into a conformed set of drawings and specifications for use during
Construction. This set will become the Construction Contract Documents.
1.2 Construction Contract Document Execution. Prepare Contract Documents for signature
by the Contractor and Owner. Issue Notice to Proceed with Construction upon
satisfactory submission of bonds and insurance by the Contractor.
1.3 Pre-Construction Conference. Attend and conduct a Pre-Construction Conference for
the project prior to commencement of Work at the project site. Engineer to prepare
and distribute an agenda and minutes for Pre-Construction Conference. Provide five
hard copies of plans(11"x17")and specifications for the contractor along with two hard
copies for Owner.Agenda shall be provided to Owner for review and comment prior to
Pre-Construction Conference.
1.4 Construction Progress Meetings. Attend monthly Construction progress meetings,
conducted by the Contractor,for the project.Contractor shall prepare and distribute all
Page A- 1
Appendix A: Scope of Services for Engineer During Construction
monthly progress meeting minutes.
1.5 Visits to Site and Observation of Construction.After reviewing the progress of the Work
and determining that a Site visit will allow appropriate observations of completed
new Work or Work in progress, make visits to the Site in order to observe as an
experienced and qualified design professional the progress and quality of the Work.
Engineer shall provide Owner a schedule of anticipated Site visits based on
Contractor's schedule of Work and values. Such visits and observations by Engineer
are not intended to be exhaustive or to extend to every aspect of a Contractor's Work
in progress or to involve detailed inspections of a Contractor's Work in progress
beyond the responsibilities specifically assigned to Engineer in this Agreement and
the Contract Documents, but rather are to be limited to spot checking and general
observation of the Work based on Engineer's exercise of professional judgment. The
structural, process, electrical, and controls design engineers will each conduct up to
two separate Site visits to observe the work of the contractor.
1.6 Clarifications and Interpretations. Provide input to Owner on necessary clarifications
and interpretations of the Contract Documents as appropriate to the orderly
completion of Contractor's work.
1.7 Change Orders and Work Change Directives. Provide input to Owner on Change
Orders and Work Change Directives. Prepare Change Orders and Work Change
Directives as required for Owner review and approval.
1.8 Shop Drawings and Samples. Provide a technical review and approve or take other
appropriate action in respect to Shop Drawings and Samples and other data which the
Contractor is required to submit, but only for conformance with the information given
in the Contract Documents and compatibility with the design concept of the project as
a functioning whole as indicated in the Contract Documents. Such reviews and
approvals or other action will not extend to means, methods,techniques,sequences or
procedures of Construction or to safety precautions and programs incident thereto.
1.9 Factory Testing Visits. None required.
1.10 Manufacturer O&M and Training Manuals: Review submitted manufacturer O&M
and training manuals for compliance with Contract Document requirements. O&M
and training manual submittals that comply with the Contract Document
requirements that have been "approved" or "approved as noted" will then be
forwarded to the Owner for their reference and use during vendor training and the
startup of equipment.
1.11 Substitutes and "or-equal." Evaluate and determine the acceptability of substitute or
"or-equal" materials and equipment proposed by a Contractor. Engineer shall make
recommendations to Owner for final decisions.
1.12 Inspections and Tests. Receive and review certificates of inspections, tests, and
approvals required by the Contract Documents. Engineer's review of such certificates
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Appendix A: Scope of Services for Engineer During Construction
will be for the purpose of determining that the results certified indicate compliance
with the Contract Documents and will not constitute an independent evaluation that
the content or procedures of such inspections, tests, or approvals comply with the
requirements of the Contract Documents. Engineer shall be entitled to rely on the
results of such tests.
1.13 Applications for Payment. Review and provide input to Owner on applications for
payment and accompanying supporting documentation from the Contractor.
1.14 Punchlist Preparation,Review,and Documentation. Review the Work of the Contractor
to produce Substantial Completion and Final Completion punchlists. Review the Work
to confirm the Contractor has completed the punchlist items.
1.15 Post-Startup Services. None required.
1.16 Final Notice of Acceptability of the Work. Conduct a final inspection to determine if
the completed Work of the Contractor is acceptable so that Engineer may
recommend, in writing, final payment to a Contractor.
1.17 Record Documents. Receive annotated record documents from the Contractor, which
are to be assembled by the Contractor in accordance with the Contract Documents to
obtain final payment. Prepare Record Drawings showing appropriate record
information based on the project annotated record documents received from the
Contractor. The completed Record Drawing deliverables for the project shall consist
of two full size and two half size printed-paper sets and an electronic set in PDF and
AutoCAD format.
1.18 Limitation of Responsibilities. Engineer will be Owner's representative during the
construction period. The duties and responsibilities and the limitations of authority
of Engineer as Owner's representative during construction are set forth in and
consistent with the Contract Documents.
2.0 Construction Phase Resident Project Representative Services
2.1 Engineer shall furnish a part-time Resident Project Representative (RPR) to assist
Engineer in observing progress and quality of the Work.
2.2 Through such add'`;;,,ial observations of Contractor's Work in progress and field
checks of materials and equipment by the RPR, Engineer shall endeavor to provide
further protection for Owner against defects and deficiencies in the Work. However,
Engineer shall not, during such visits or as a result of such observations of a
Contractor's Work in progress,supervise,direct,or have control over the Contractor's
Work nor shall Engineer have authority over or responsibility for the means, methods,
techniques, sequences, or procedures selected by the Contractor, for safety
precautions and programs incident to the Contractor's work in progress, for any
failure of the Contractor to comply with Laws and Regulations applicable to
Contractor's performing and furnishing the Work,or responsibility of Construction for
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Appendix A: Scope of Services for Engineer During Construction
the Contractor's failure to furnish and perform the Work in accordance with the
Contract Documents.
2.3 The RPR shall be on site for the estimated hours shown in Appendix B.
C. PROJECT TIMING
Donohue shall be authorized to commence the Services set forth herein upon execution of this
Agreement. Engineering Services will follow the schedule established by Contractor,
D. COMPENSATION
Compensation for the Services as defined in the Scope of Services (Section B) shall be in accordance
with Donohue's standard chargeout rates in effect at the time the Services are performed. Routine
expenses will be billed at cost.The total cost for these Services will not exceed$115,029 without prior
written approval from Owner(see Fee Estimate Summary in Appendix B).
Page A-4
City of Oshkosh,Wisconsin
CITY CONTRACT 18-16-WWTP DIGESTER MIXING SYSTEM UPGRADE
Appendix B:Construction Related Services Fee Estimate Summary
Donohue 8 Associates,Inc.
Construction Duration=16 Months for Substantial Completion(64 weeks),19 Months for Final Completion(76 weeks)
Principal Construction Process Electrical Structural Controls Junior RPR Admin
Administrator Mechanical Engineer
Gerbitz Howe Wills Berktold Schuenemann Goecks TBD Howe Treft Total Total Total
Task
Hours Labor Travel Printing Cost
1 1 Conformed Documents 4 2 2 2 2 8 20 $ 2,930 $ 400 $ 3,330
1 2 Contract Document Execution/Notice to Proceed 2 2 $ 320 $ 320
1.3 Pre-Construction Conference'Prepare,Conduct Document 10 10 5 1,600 $ 72 $ 1,672
1 4 Monthly Progress Meetings(12 meetings at 6 hrs per meeting) 72 72 $ 11,520 $ 864 $ 12,384
1.5 Site Visits:Designer Visits During Construction(4 Process,2 Electrical,4 Structural,2 Controls) 24 12 24 12 72 $ 12,060 $ 864 $ 12.924
1.6 Clarifications and Interpretations(20 RFIs 2 hrs ea for CA.1 hr ea for designers) 2 40 5 5 5 5 62 $ 10,305 $ 10,305
1 7 Change Orders and Work Change Directives(5 COs) 2 25 5 32 $ 5,430 $ 5,430
1_6 Shop Drawing Reviews CA Manages Reviews,Designers Perform Reviews 60 20 10 10 5 20 125 $ 19,075 $ 19,075
1.10 O&M Submittal Reviews 5 5 10 $ 1 750 $ 1,750
1.11 Substitute Item Reviews 5 5 2 2 2 16 $ 2,740 $ 2,740
1.12 Certificate Reviews 5 5 $ 800 $ 800
1 13 Pay Application Reviews 5 45 50 $ 8,400 $ 8,400
.14 Punchlist Production and Reviews(2 visits to produce puncnlists,4 visits to confirm completion) 36 36 $ 5,760 $ 432 $ 6,192
t.16 Final Acceptance of the Work(1 visit) 8 1
8 $ 1,280 $ 72 $ 1,352
1 17 Record Drawings 5 2 15 22 $ 2,905 $ 2,905
2 30 Resident Project Representative(25 visits=15 weekly,5 as-needed,5 commissioning) 150 150 $ 23,250 $ 1,800 $ 400 $ 25,450
Total 9 322 68 31 43 26 23 150 20 692 $ 110,125 $ 4,104 $ 80010 115,029
Total Labor Dollars by Labor Class $ 2,160 $ 51,520 $ 12,920 $ 5,890 $ 5,590 $4,550 $ 2,645 $ 23,250 $1,600
Donohue&Associates,Inc
08/18/19