HomeMy WebLinkAbout32. Professional Services Agreement- AECOM Technical Services City
of W
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager 0.----rfi----
DATE: September 19, 2019
RE: Professional Services Agreement for Environmental Services during Geotechnical
Subsurface Exploration Project for the 2020 Capital Improvement Program (CIP)/
AECOM Technical Services (AECOM) ($35,400)
An agreement for subsurface exploration and geotechnical engineering evaluation services for the 2020
CIP is being awarded to ECS Midwest, LLC (ECS). Previously, an agreement for environmental
services for the 2020 CIP was awarded to AECOM. Based on the results of the environmental research
performed by AECOM, and in conjunction with the subsurface exploration services performed by ECS,
the Department of Public Works has requested a proposal from AECOM to provide environmental
services during the subsurface exploration services. These services are in compliance with the City's
Environmental Services Program.
The intent of the Environmental Service program is to identify subsurface environmental impacts and
pre-plan soil and groundwater management prior to awarding the construction projects. This
approach of pre-planning for management of impacted material reduces or eliminates future liability;
reduces management costs; and reduces/eliminates construction change orders resulting from
unanticipated landfill disposal charges, soil and groundwater management, and lost time during
construction.
AECOM was chosen to provide these services due to their experience in providing these services to the
City in the past; and their local office location, which due to its physical closeness to the projects, allows
AECOM to provide cost-effective rapid response to the projects.
The cost of these services is estimated not to exceed $35,400 and will be split among the Street Paving,
Storm Water, Water, and Sanitary Sewer CIP sections. Funding was budgeted in all four sections of the
2019 CIP.
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. In accordance with Section 12-16 of the Code, I am hereby submitting this report regarding
this professional services agreement.
Please contact me if you have any questions concerning this professional services agreement.
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AECOM
Imagine it. AECOM
Delivered. 558 North Main Street
Oshkosh,WI 54901
RECEIVED aecom.com
SEP 7 2019September 17, 2019
Mr. James Rabe, PE, CPESC AECOM Proposal No.
Director of Public Works DEPT OF PUBLIC WORKS OPP-962048
City of Oshkosh
215 Church Avenue OSHKOSH, WISCONSIN
Oshkosh,Wisconsin 54903-1130
Proposal for Environmental Services during Geotechnical Subsurface Exploration Project for the 2020 Capital
Improvement Projects in Oshkosh,Wisconsin
Dear Mr. Rabe,
AECOM Technical Services, Inc. (AECOM) is pleased to submit this proposal to provide environmental services
during geotechnical subsurface exploration related to the City of Oshkosh (City)2020 Capital Improvement Program.
This proposal provides a scope of work anticipated to be in compliance with the City's Environmental Services
Program.
Project Understanding
The intent of the Environmental Services Program is to identify subsurface environmental impacts and pre-plan soil
and groundwater management prior to awarding the construction projects. This approach of preplanning for
management of impacted material reduces or eliminates future liability, reduces management costs and/or
reduces/eliminates construction change orders resulting from unanticipated landfill disposal charges, soil and
groundwater management, and lost time during construction. If a utility contractor is delayed during a project, it can
cost the City$1,500 or more per hour of delay. Identification of subsurface-impacted soil and groundwater,
determining the recommended management practice, and preparing the landfill disposal application including
laboratory analysis typically takes about 2-3 weeks to complete. If these conditions are not anticipated, the resulting
delay impacts the completion schedule of the project and increases associated costs significantly. Therefore,the
identification and preplanning for management of impacted soil and groundwater is extremely important in the overall
effort to manage construction costs. Please note the ability to identify soil and groundwater impacts is limited by
available records, site and area knowledge, and results of the Geotechnical Exploration and associated
Environmental records searches. Retaining a consultant that has significant experience in the City is critical in
contributing to the success of this program.
AECOM will provide experienced environmental staff from our Oshkosh office that have worked on these types of
projects in prior years. AECOM has maintained a strong and growing office in Oshkosh,Wisconsin since 1976.
AECOM is proud to have served the City on multiple fronts over the past 42 years. The Oshkosh office is currently
comprised of 20 full time-staff that provide construction management, civil engineering,geotechnical engineering,
environmental engineering and environmental compliance services. Several members of our team grew up in the
area and still reside within the City of Oshkosh. For over 10 years, our Oshkosh office has been located on North
Main Street, within walking distance of Oshkosh City Hall. This centralized location within the City allows our team to
provide cost-effective rapid response to projects, including attending meetings at City Hall. In addition, our downtown
location allows minimal travel time and cost to the various project locations, therefore almost all of our service costs
are incurred directly by working on the projects and not associated with travel.
AECOM has extensive environmental experience in and around the City. Our experience will be utilized as follows in
an effort to cost effectively deal with environmental issues:
• Identify previously-investigated environmental subsurface impacts that have been encountered near the areas of
concern. By use of this information,AECOM will be able to provide recommendations for material management
that are consistent with past practices in these locations. These recommendations will likely be based on
documentation, information, and disposal profiles prepared for other projects. Examples are urban fill, railroad
ties,trolley lines,wood chip/debris, demolition debris, petroleum and solvent impacts to the subsurface.
• Urban fill is primarily encountered along the Fox River, its tributaries, and Lake Winnebago. This material is the
result of filling low areas with a mixture of soil, wood chips, foundry sand, paper sludge, and demolition debris.
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AECOM
Imagine it.
Delivered.
The material is considered solid waste by the Wisconsin Department of Natural Resources(WDNR). AECOM
has worked within multiple areas containing this material and have utilized this data and previously-approved
landfill acceptance documents to facilitate proper management. This information will be utilized to avoid
duplicating previously-completed laboratory testing for profiling for landfill disposal.
• AECOM has a very good working relationship with the WDNR. We work closely with the WDNR to share
information of previously and/or newly identified subsurface impacts and proper management in compliance with
Wisconsin Administrative Code NR 700. This relationship has resulted in cost savings to the City as our
approach for material management and documentation takes into consideration our extensive experience and
knowledge of the WDNR expectations regarding these areas of concern. Additional site work has been avoided
which would have delayed construction projects or required removal and replacement of new pavement and
utilities. A recent example is the Court Street coal tar issue encountered during the 2018 construction season.
This work will be conducted in general compliance with the City of Oshkosh Environmental Services Program. We
understand that the Environmental Records Review portion of the program may be completed by others and the
information will be available by September 27, 2019.
The anticipated streets or projects were based on the Preliminary 2020 Capital Improvement Program (CIP).
Specifically, the streets or projects requested for this scope of work include:
• Oregon Street(West 2151 Avenue to West 281h Avenue)
• Snell Road (Jackson Street to Moser Street)
• West 28en Avenue(Oregon Street to the end of West 28th Avenue)
• Congress Avenue(Summit Avenue to the Bridge)
• Washington Avenue (Lake Shore Drive to Hazel Street)
• North Main Street(Snell Road to Fernau Avenue)
• North Meadow Street(Witzel Avenue to Southland Avenue)
• North Eagle Street(Witzel Avenue to Southland Avenue)
• Parking Lot(West 10th Avenue/Oregon Street)
• Miscellaneous Additional Streets or Projects—To Be Determined
Scope of Services
AECOM will provide environmental services in accordance with the Environmental Services Program (Geotechnical
Exploration Portion Only)developed by the City of Oshkosh and will include the following tasks:
1. AECOM will review the results of the Environmental Records Review and compare the recommended soil boring
number and location to AECOM's knowledge of the area and/or previous projects. Please note these review
services of the Environmental Records Review will be provided at no charge. Once the review is complete,
AECOM will provide a summary of recommended changes, if any, to the drilling program. In addition,AECOM
will order laboratory sampling kits that are anticipated to be required to complete laboratory testing in compliance
with Waste Management's Landfill Acceptance Profile Criteria. It is important to have the sample kits ready to
use as there are critical time constraints on the sampling and preserving of the laboratory samples.
2. AECOM will attend a preconstruction conference with the selected geotechnical driller to provide a"quick
reference guide"that discusses potential environmental impacts that may be encountered during drilling,
communication plan, sample collection and environmental screening. We anticipate attending one(1)meeting
with associated required documents. Project management fees are also included in this task.
3. AECOM will provide environmental documentation during the geotechnical drilling, including field screening of
the split soil samples collected by the geotechnical driller, review the draft geotechnical boring logs, and prepare,
if necessary, laboratory analytical samples required for landfilling profile acceptance. It is critical that the
samples are screened and sampled for laboratory analysis on a daily basis to be in compliance with analytical
sampling protocol. We anticipate completing eight(8)landfill acceptance profiles for purposes of this proposal
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AECOMimagine it.
Delivered.
based on previous experience.This task includes subcontracting cost budget for Pace Analytical Services LLC.
Please note the final amount of landfill profiles and laboratory analysis will be based on encountered impacts.
4. AECOM will prepare a "Soil and Groundwater Management Plan"for each construction project prior to bidding.
This allows the"street by street" analysis to be combined into a single report for inclusion in the Construction
Bidding Documents. The plan will include a map of anticipated locations of impacted soils and groundwater. In
addition, it will include a landfill disposal profile and a sanitary discharge permit for impacted groundwater
disposal for each identified subsurface impacted area. We anticipate completing seven(7)plans for the
purposes of this proposal.
5. For Part Time Services,AECOM will visit the geotechnical driller up to two times per day(total of up to 4 hours
per day)to pick up split soil samples and review the draft geotechnical boring logs. Full-time oversight will be
provided as needed during geotechnical drilling operations occurring in areas identified as having potential
environmental impacts.
6. For Full Time Services,AECOM will be on-site up to 8 hours per day with the geotechnical driller to pick up split
soil samples, review the draft geotechnical boring logs, field screen the samples, collect laboratory analytical
samples and provide recommendations on additional drilling locations if necessary.
Budget
The services provided will be performed in accordance with approved 2019 Fee Schedule and the conditions of the
2009 City of Oshkosh Negotiated General Conditions of Service, which are expressly incorporated into, and are an
integral part of our contract for professional services. AECOM will not exceed the below estimate without your
authorization and approval. A cover letter will be included with all invoices with a breakdown cost per street which will
be matched to respective budget for City tracking purposes. The estimated costs are presented below.
1-,'.-1;1; Budget
Task 1 —Review of Environmental Records $0
Task 2—Preconstruction Meeting I Project Management $3,000
Task 3—Environmental Documentation
(Part Time=$500/day including expenses, Full Time= $1,150/day including expenses) $14,900
Street Estimated Drilling Days
Oregon Street 2 days(Full Time) $2,250
Snell Road 1 day(Full Time) $1,150
West 28th Avenue 2 days(Full Time) $2,250
Congress Avenue 0.5 day(Part Time) $250
Washington Avenue 1 day(Part Time) $500
North Main Street 1 day(Part Time) $500
North Meadow Street 0.5 day(Part Time) $250
North Eagle Street 0.5 day(Part Time) $250
Parking Lot Improvements-West 10th Avenue 1 day(Part Time) $500
Additional Streets 4 days(Part Time) $2,000
Subcontract Laboratory Services(8 WM Profiles) $5,000
Task 4—Soil and Groundwater Management Plans (7 plans/$2,500 per plan) $17,500
TOTAL ESTIMATED FEES $35,400
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/�_COM Imagine it.
�1_ Delivered.
To initiate this work, please sign the attached Authorization to Proceed and email a copy to paul ttmnn(c„aecom corn.
We look forward to working with you and providing assistance with this project.
If you have any questions or need clarification on the estimated costs, please call Paul Timm at 920-236-6718.
Yours sincerely,
AE M Technical Services, Inc.
P ul Timm ~Qs Oge",—/Pe----/..---
Kevin Brehm, P.E. (WI)
Account Manager Associate Vice President
Enclosure: Authorization
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A ECOM
Imagine it.Delivered. 558 N Main Street
Oshkosh,WI 54901
920.236.6710
www aecom.com
Authorization
September 17, 2019
I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this contract.
I hereby authorize AECOM to proceed with the scope of work for the Environmental Services during Geotechnical
Subsurface Exploration Project for the 2020 Capital Improvement Projects in Oshkosh,Wisconsin as described in
AECOM's proposal number OPP-962048, dated September 17, 2019,with a budget authorization of$35,400 under
the general terms and conditions specified in the proposal.
Signature Date
Mark A Rohloff
Print Name
City Manager
Title/Organization
Signature Date
Pamela R. Ubrig
Print Name
City Clerk
Title/Organization
Signature Date
Lynn A. Lorenson
Print Name
City Attorney
Title/Organization
Signature Date
Russ Van Gompel
Print Name
Director of Finance
Title/Organization
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