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HomeMy WebLinkAbout14. 20-114 MARCH 24, 2020 20-114 RESOLUTION (CARRIED 7-0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE AGREEMENT FOR PROFESSIONAL SERVICES RELATED TO CONSTRUCTION OF CITY CONTRACT NO. 20-05 WORK UNIT B - WEST 28TH AVENUE PUMP STATION UPGRADES / JACOBS ENGINEERING GROUP (JACOBS) ($445,775.00) 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 Jacobs Engineering Group for construction-related engineering and control system integration services related to the construction of City Contract 20-05 Work Unit B-West 28th Avenue pump station upgrades in the amount of four hundred forty-five thousand seven hundred seventy-five dollars. ($445,775.00). Money for this purpose is hereby appropriated from: Acct. No. 03221910-7206-64004 Property Improvements r,A City 0fV Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: Justin Gierach,Engineering Division Manager/City Engineer DATE: March 19, 2020 RE: Approve Agreement for Professional Services Related to Construction of City Contract 20-05 Work Unit B—West 281h Avenue Pump Station Upgrades/Jacobs Engineering Group (Jacobs) ($445,775) BACKGROUND In November 2019,Jacobs was selected to prepare the design and bid documents for the West 281h Avenue Pump Station upgrades project. Jacobs was selected based on their experience in performing these types of services for the City. Due to the knowledge Jacobs has related to this project, Jacobs was requested to prepare a proposal to provide construction-related engineering and control system integration services for this project. ANALYSIS Engineering Division staff carefully reviewed the scope of services and the proposed cost, and found that it is in line with the level of effort necessary to complete the project. FISCAL IMPACT The proposed cost is not to exceed $445,775. Funding for the project is included in the Public Infrastructure Improvements — Wastewater Utility section of the 2020 Capital Improvement Program. This cost is included in the Estimated Total Construction Cost listed in the memo recommending the award of the construction of Contract 20-05 to PTS Contractors, Inc.,which is also being presented at this Council meeting. 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 that the Common Council approve this agreement. Approved, ��-�- Ile- Mark A. Rohloff City Manager JER/tlt L\Engineering\2020 CONTRACTS\20-05 2nd Paving\Project_Information\Correspondence\Memo\20-05 Memo-Jacobs-CRS_3-19-20.docx SCOPE OF SERVICES MARCH 16, 2P` EIVED City Contract 20-05 Work Unit B — West 28th Avenue Pump StatioNAR 16 2020 Upgrades Engineering Services During Construction DEPT OF PUBLIC WORKS OSHKOSH, WISCONSIN The City of Oshkosh(City) is constructing City Contract 20-05 Oregon Street Reconstruction, Utilities, & Patching (West 21s'Avenue to West 28th Avenue);West 28th Avenue Utilities&Asphalt Paving; Congress Avenue Utilities &Patching;&West 28th Avenue Pump Station Upgrades.Jacobs Engineering Group (Jacobs), along with its subconsultant AECOM, provided design services for Work Unit B—West 28th Avenue Pump Station Upgrades. Jacobs and AECOM will provide the following professional engineering services during construction for Work Unit B: Task 1 —Office Engineering Services Task 2—Field Engineering Services Task 3—Control System Integration Services Task 4—Project and Quality Management In the performance of this scope of services, Jacobs will subcontract to AECOM construction shop drawing review related to Project site civil design,construction inspection services,and field work documentation. Task 1—Office Engineering Services Jacobs/AECOM will provide the following services during the construction of the project: Task 1.A—Construction Meetings Jacobs/AECOM will participate in the following meetings: Preconstruction meeting.Jacobs/AECOM will conduct a pre-construction conference with City and Contractor. Meeting minutes will be prepared. Monthly construction progress meetings.Jacobs/AECOM will attend nine (9) monthly construction progress meetings and 30 weekly look-ahead meetings facilitated by the Contractor. Permitting agency coordination and meetings.Jacobs/AECOM will coordinate communication with permitting agencies including the Wisconsin Department of Natural Resources and the City.Jacobs will facilitate meetings as needed to gain final project approval. Task 1.113—Shop Drawings, Samples and Submittals Jacobs will log,track,and review Contractor's shop drawings,samples,test results, and other data the Contractor is required to submit.Jacobs will review shop drawings,samples, and submittals for conformance with the design and compliance with the requirements of the Contract for construction. On select submittals,Jacobs will coordinate, compile,and submit to Contractor submittal review comments from Jacobs/AECOM.To help minimize the number of shop drawing resubmittals,Jacobs will facilitate conference calls with the Contractor and design engineers to discuss and resolve review comments on shop drawings with greater than 25 review comments.Jacobs/AECOM will review an estimated 70 submittals; half of the submittals will be resubmitted; no submittal will be re-submitted more than twice. i Jacobs will maintain hard copy records of relevant documentation and will turn over one complete set of project- approved submittals to the City. Electronic copies of submittals and submittal review comments will be filed on a project Sharepoint site,accessible to the City. Task 1.0—Requests for Information Provide technical interpretations of the Contract Documents and provide written responses to the Contractor's Requests for Information(RFIs), and interpretation or clarification of the Contract Documents.Jacobs will evaluate requested deviations from the approved design or specifications.Jacobs/AECOM will respond to an estimated 35 RFIs.Jacobs will transmit RFIs with responses to the Contractor and the City.Complete RFIs will be filed on the project Sharepoint site,accessible to the City. Task 1.D—Change Orders, Field Orders, Disputes Coordinate the issuance of Change Orders;review and evaluate proposed changes;and make recommendations regarding the acceptability, including cost and/or schedule impacts.Assist in drafting proposed Change Orders, Work Change Directives,and Field Orders;obtain backup material from Contractor as appropriate.Consult with the City and lead all negotiations related to Work Unit B contract modifications. Upon approval of the City, issue contract modification documents for execution by the City and Contractor. Receive, log,and notify the City and Jacobs about all notices from the Contractor concerning claims or disputes between the Contractor and Owner pertaining to the acceptability of the work or the interpretation of the requirements of the Contract for construction.Assist the City in discussions with the Contractor to facilitate discussions and resolution of Contractor claims and disputes,when necessary.Jacobs will provide recommendations for Contractor claims or disputes.Jacobs/AECOM will assist with an estimated four(4) construction contract Change Orders.Jacobs will transmit change order documentation to the City in accordance with the Contract Documents. Electronic copies of Change Orders will be filed on the project Sharepoint site, accessible to the City. Task 1.E—Conformed and As-Built Record Drawings The original design drawings will be revised to reflect Addendum 1 and issued as conformed for use during construction.The conformed drawings will be revised with available record information provided by the Contractor to produce as-built record drawings.Jacobs will provide the City two (2)full-size and two (2) half-size paper copies and two PDF copies of the conformed drawings.Jacobs will provide the City two(2)full-size and two(2) half-size paper copies, and two(2) PDF copies,and drawing AutoCAD files of the as-built record drawings. Task 2— Field Engineering Services During Construction Jacobs/AECOM will provide part-time field staff for a period beginning with the preconstruction meeting and for the duration of nine(9) months. Jacobs/AECOM will provide overall administration of the construction contract and observation of the Contractor's work for Work Unit B.Jacobs will consult with and advise the City and act as the City's representative as provided in the General Conditions of the Construction Contract.The extent and limitations of the duties, responsibilities,and authority of Jacobs/AECOM field staff as assigned in said General Conditions shall not be modified unless provided specifically in a Contract Amendment.Jacobs/AECOM will have authority to act on behalf of the City in dealings with the Contractor,to the extent specifically provided in this Contract and said General Conditions, except as otherwise provided in writing. The following field-related services during the construction will be performed: Task 2.A—Construction Management and Contract Administration for Work Unit B Communication.Jacobs will serve as the City's primary point of contact for day-to-day communication during the construction phase of the project.Communicate and report progress to the City; implement and maintain regular communications with the Contractor during the construction;receive and log communications from the Contractor and coordinate communications between the City,Jacobs,AECOM,and Contractor;deliver written 2 responses to Contractor's RFIs;and consult with City in advance of scheduled major tests, inspections,or start of important phases of the Work. Documentation.Maintain project files for correspondence,conference records,submittals including shop drawings and samples, certifications, reproductions of original Contract Documents including all Addenda, signed Agreement,Work Change Directives,Change Orders, Field Orders,additional Drawings issued after the Effective Date of the Agreement,Jacobs/AECOM's written clarifications and interpretations, progress reports, and other Project-related documents. Review for completeness Contractor's redlined drawings which will be the basis of the record drawings. Keep a diary or log book recording pertinent Site conditions,activities,decisions,and events.The construction Log book shall be updated at least weekly to the project team SharePoint site and include descriptions of daily activities, conditions,and decisions. Furnish City monthly reports of progress of the Work and of Contractor's compliance with the Progress Schedule and Schedule of Submittals. Project Schedule. Review and monitor the Progress Schedule, Schedule of Submittals,and Schedule of Values prepared by Contractor and verify that it is consistent with the requirements of the Contract for construction.The periodic review shall not be considered as a guarantee or confirmation that the Contractor will complete the work in accordance with the Contract for construction. Provide comments to the City to assist in approving,accepting, or taking other action on the Contractor's schedule, in accordance with the Contract for construction. Payments to Contractor. Receive and review the Contractor's requests for payment. Determine whether the amount requested reasonably reflects the progress of the Contractor's work and is in accordance with the Contract for construction. Provide recommendations to the City as to the acceptability of the requests and advise the City as to the status of the total amounts requested, paid,and remaining to be paid under the terms of the Contract for construction. Recommendations by Jacobs/AECOM to the City for payment will be based upon Jacobs/AECOM's knowledge, information, and belief from its observations of the work on site and selected sampling that the work has progressed to the point indicated. Such recommendations do not represent that continuous or detailed examinations have been made by Jacobs/AECOM to ascertain that the Contractor has completed the work in exact accordance with the Contract for construction;that Jacobs/AECOM has made an examination to ascertain how or for what purpose the Contractor has used the moneys paid;that title to any of the work, materials, or equipment has passed to the City free and clear of liens, claims, security interests,or encumbrances. Safety.Manage the health, safety,and environmental activities of Jacobs/AECOM staff to achieve compliance with the Project health and safety plan and applicable health and safety laws and regulations. Coordinate with responsible parties to correct conditions that do not meet applicable federal,state,and local occupational safety and health laws and regulations,when such conditions expose Jacobs staff or AECOM staff to unsafe conditions. Notify affected personnel of observed site conditions posing an imminent danger. Jacobs is not responsible for health or safety precautions of construction Contractor, City, or AECOM personnel or conformance by these parties to federal,state,and local occupational safety and health laws and regulations. Manufacturers'Training: Observe manufacturers'training sessions so that the training sessions are scheduled and conducted in accordance with the requirements of the construction Contract Documents. Task 2.13—Inspection Services Conduct on-site observations of the Contractor's work for the purposes of determining if the work conforms to the Work Unit B Contract Documents for construction and that the integrity of the design concept has been implemented and preserved by the Contractor.Should work by the Contractor be found to not conform to the Contract for construction,Jacobs/AECOM will inform the City and Contractor and monitor the Contractor's corrective actions. Monitor that tests are conducted in the presence of appropriate personnel,and that Contractor maintains adequate records thereof. Observe, record,and report to City appropriate details relative to the test procedures and startups. 3 Observation of the work is not an exhaustive observation or inspection of all work performed by the Contractor. Jacobs/AECOM does not guarantee the performance of the Contractor.Jacobs/AECOM's observations shall not relieve the Contractor from responsibility for performing the work in accordance with the Contract for construction,and Jacobs/AECOM shall not assume liability in any respect for the construction of the project. Jacobs/AECOM shall,with the assistance of the City,obtain written plans from the Contractor for quality control of its work,and will monitor the Contractor's compliance with its plan. Task 2.0—Start-up Services and Milestone Punch Lists Jacobs will provide technical start-up assistance to City staff to refine and adjust pump station upgrades operational performance.Jacobs will facilitate an inspection in the company of the City and Contractor to prepare a list of items to be completed or corrected at the substantial and final completion project milestones. To the extent possible,trips to provide start-up assistance and review for substantial and final completion will be coordinated with the City and the Contractor to coincide with performance acceptance testing or other scheduled coordination meetings. Task 3—Control System Integration Services As Control System Integrator,Jacobs will complete the following tasks to assist with the construction,startup, and commissioning of the pump station and telemetry system upgrades. 3.1 Software Programming, Installation and Training Jacobs will configure and program the PLC Panel(PLC-1)and modify the existing Oshkosh Wastewater Treatment Plant(WWTP)Supervisory Control and Data Acquisition (SCADA)and telemetry system to add the West 28th Avenue Pump Station upgrades.Software programming includes the interface to the pumps' adjustable frequency drives,instruments, and telemetry radios.The software development estimated level of effort is based on 104 input/output points in PLC-1. As part of the software development task,Jacobs will participate in four coordination meetings with the City,a total of 16 hours.City input will be incorporated in the software programming. 3.2 Field Services Jacobs will provide the following field installation to the City's Project Engineer and Contractor: • Eight(8) hours participation in Contractor's coordination meetings via conference call • Two(2) days for coordination with City's telemetry system radio path surveyor • One(1) day for configuration and operational readiness testing assistance of PLC-1 Panel • One(1) day for configuration and operational readiness testing assistance of existing Plant WWTP SCADA (Telemetry PLC and Wonderware HMI) • Two (2) days for performance acceptance test of PLC-1 Panel • One(1) day for performance acceptance test of existing Plant WWTP SCADA(Telemetry PLC and Wonderware HMI) 3.3 Operation&Maintenance Documentation and Training Jacobs will provide professional services to support the software and WWTP SCADA system users in the following activities: • Develop documented operation and maintenance guidance for the application software • Provide on-site training for the application software • Provide on-site support for the application software changes requested by operating personnel Task 4—Project Management and Quality Assurance/Quality Control Jacobs will manage the delivery of the project technical services and work products to meet the City's schedule and budget.Jacobs will update its project instructions for the project delivery team to reflect revisions to the project schedule and scope. Project instructions addressed include the following: • Detailed scope of services and project deliverables • Task assignments 4 • Project schedule • Project budget by task • Health and safety considerations • Communication procedures within the team and with the City Jacobs will maintain communication with the City and AECOM through regular project progress meetings, telephone calls,and e-mail. In addition, project activity reports will be submitted to the City with each monthly invoice. Jacobs will conduct quality control/quality assurance reviews of project deliverables,including software programming.All draft deliverables will be reviewed internally before submission to the City. Schedule The anticipated schedule for construction is nine(9) months to substantial completion (April 2020 through December 2020)and final completion, consisting of site restoration by May 2021. AECOM Subconsultant Services AECOM will perform the following professional services under subcontract to Jacobs in its services during construction agreement with the City. AECOM will provide Project Representative Services on a day-to-day basis during the construction of the project. AECOM has based our fee estimate on an overall construction period from April through November(36 weeks) constituting 1,028 field engineer oversight hours.We assume full-time oversight from April through May, part- time oversight from June through September,and full-time oversight from October through November. Additional hours are included for after completion of field work to complete project closeout and documentation. AECOM will provide on-site documentation and testing staff as needed during the duration of the project. Field and Laboratory testing will be provided as identified in this scope of work to document compliance with project plans and specifications. In addition,we will work with the City and Contractor on contract administration issues. A summary of tasks is provided below. • Provide a Project Field Representative (either on a full-time or part-time basis based on project need) on site during construction period (36 weeks). • In conjunction with Jacobs, will serve as the liaison between the City and the Contractor, and assist City with implementing the intent of the Contract Documents. • Monitor receipt of samples from Contractor, and notify the City of their availability for examination and provide an opinion of completeness and accuracy as compared to the project plans and specifications. • Conduct site observations of the work in progress, determine if the work is generally proceeding in accordance with the Contract Documents, and that completed work appears to conform to the Contract Documents. • Maintain field construction documentation files. • Maintain reports for the construction contract recording weather conditions when on the job site; data relative to questions of extras or deductions; list of daily activities; decisions; observations in general; and specific observations in more detail as in the case of observing test procedures. • In conjunction with Jacobs, report to the City whenever the Project Representative believes that any work is unsatisfactory, faulty, or defective;or does not conform to the Contract Documents and advise if work should be corrected or rejected. • Notwithstanding that it is the Contractor's sole responsibility for job site safety,AECOM will report immediately to the City the occurrence of any accident. • Provide laboratory material testing to document conformance with plans and specifications. At this time we anticipate soil testing to include determination of dry density and material gradation. We also anticipate testing will include extraction gradations for bituminous pavement and compressive strength for concrete materials placed. • Provide field testing to document conformance with plans and specifications. Record horizontal and vertical coordinates of individual test to allow later identification and inclusion in the project construction documents. Field testing to include: nuclear density compaction testing for soils and bituminous pavement and cast-in-place concrete placement monitoring.Subcontract laboratory testing services as required. • Document construction and test locations with a PDA/tablet computer(YUMA). The information to be recorded will include GPS location information (horizontal datum in Winnebago County Coordinate System) and the Vert ical Datum will be NAVD88. • Provide photo documentation throughout the construction period. • Provide vehicles, necessary equipment, and material for inspection. Level of Effort and Compensation Jacobs/AECOM engineering services Level of effort and compensation by proposed task is summarized in Attachment 1. j IPIM 8 x 111 s m ^ o a Y s a s a ri I It-- o h•i e e = e� w : i i I dli s s a m (— -F TNT A.W-rj Lim —I 0 tlY, I E.� i a o i o i � s s b E