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HomeMy WebLinkAbout06. 20-363 AUGUST 25, 2020 20-363 RESOLUTION (CARRIED__7-0____LOST________LAID OVER________WITHDRAWN________) PURPOSE: APPROVE PROFESSIONAL SERVICES AGREEMENT FOR WASHBURN WATER TOWER REHABILITATION & ANTENNA COORDINATION PROJECT RELATED TO CITY CONTRACT NO. 21-02 / DIXON ENGINEERING, INC. ($85,155.00) 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 Dixon Engineering, Inc. for engineering design, bidding, and construction management services related to the re- painting of the Washburn Water Tower in the amount of eighty-five hundred one hundred fifty-five dollars ($85,155.00). Money for this purpose is hereby appropriated from: Acct No. 0322-1810-7206-64003 Capital Construction r,A City 0fV Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: Steven M. Gohde,Assistant Director of Public Works/Utilities General Manager Sxl 1 '1 DATE: August 20, 2020 RE: Approve Professional Services Agreement for Washburn Water Tower Rehabilitation and Antenna Coordination Project Related to City Contract 21-02/ Dixon Engineering, Inc. ($85,155) BACKGROUND The Department of Public Works requested a proposal from Dixon Engineering, Inc. (Dixon) to provide engineering design,bidding, and construction management services related to the re-painting of the Washburn Water Tower. Mixing capability will also be added to the water tower. Adding a mixing system to the tower will improve the water quality in the system. ANALYSIS Dixon was chosen due to their experience in performing these types of services and their experience with the City's water towers. FISCAL IMPACT The proposed fee is not to exceed$85,155. Funding for these services are included in the Property Improvements -Water Utility section of the 2020 Capital Improvements Program. 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 agreement. Ap ved: C) John Fitzpat is Assistant City Manager SMG/tlt L\Water Filtration\21-02 Washburn Wtr Twr\Project_Information\Correspondence\Memo\Dixon Agreement-Design,Bid,&CRS_8-20-20.docx RECEIVED DIXON 4811 76th St.,Suite 109 AUG 12 2020 Greenfield,WI 53220 Telephone. (414)529-1859 ENGINEERING & INSPECTION SERVICE%EPT OF PUBLIC WORKS Fax: (414)282-7830 FOR THE COATING INDUSTRY OSHKOSH, WISCONSIN July 23,2020 Proposal to the City of Oshkosh for Engineering Services for 1,500,000 Gallon Fluted Column(Washburn)Water Tower Rehabilitation and Antenna Coordination Project/ City Contract 21-02 Washburn Water Tower Painting and Mixing EXHIBIT A: Proposal Between Owner and DIXON DIXON'S SERVICES AND OWNER'S RESPONSIBILITIES PART 1 A1.01 Design Phase—Technical Specifications: A. Basic Services 1. In preparing the Technical Specifications,use Design,Bid,Build Project Strategy. 2. DIXON shall prepare Technical Specifications and Drawings to include: a. Additions to General Conditions of Construction Contract relevant to coating projects. b. Specifications and Drawings for Health, Safety and Structural Repairs if any. c. Specifications for Coating Repair or Replacement. 3. Advise Owner of additional reports,data,information,or services which may be necessary, and assist Owner in obtaining such materials. 4. Furnish two review paper copies and 1 Microsoft Word version of the Design Phase documents,to Owner,and review those documents with Owner. 5. After receipt,Owner shall review the Design Phase documents and submit to DIXON any comments regarding the furnished items within two weeks of receipt or as mutually agreed. 6. Advise Owner of any recommended adjustments to the opinion of probable Construction Cost. 7. In response to Owner's comments, as appropriate,make revisions and furnish to Owner one electronic copy(PDF format)of the revised Design Phase documents. 8. DIXON's services under the Design Phase will be considered complete on the date when DIXON has delivered to Owner the revised Technical Specifications. 9. If antennas may interfere or add costs to the Project,a review of EXHIBIT B,Antennas on Towers,is required. These services are available from DIXON or can be completed by the Owner. In most antenna carrier contracts,the fees for engineering services are back chargeable to the antenna carrier.It is essential that the responsibility for completion of EXHIBIT B services be well defined between DIXON and Owner as project delays may result in additional construction costs. 10. Technical specification development for installation of a mixing system. B. Design Phase—Resident Project Representative(RPR)Services—None C. Design Phase—Owner's Responsibility 1. Provide DIXON with all criteria and full information as to Owner's requirements for the Project,including design objectives and constraints-and upon DIXON's request, obtain,and furnish,such additional Project-related information and data as is reasonably required to enable DIXON to complete its Services. 2. Give instructions to DIXON regarding Owner's procurement of construction services including instructions regarding Notice of Bids,Information for Bidders, Owner's construction contract practices and requirements,insurance and bonding requirements, requirements for electronic transmittals during construction,other information necessary for the finalization of Owner's bidding-related documents,and Construction Contract Documents. Proposal Owner: City of Oshkosh Page 1 of 10 Exhibits A,B,and C Contract No:49-71-06-01 3. Owner shall be responsible for all requirements and instructions that it furnishes to DIXON pursuant to this Agreement. DIXON may use and rely upon such requirements,materials, and information in performing or furnishing services under this Agreement,subject to any express limitations or reservations applicable to the furnished items. A1.02 Bidding and Contract Document Phase: A. Basic Services 1. Provide technical criteria and file applications for permits for approvals of governmental authorities having jurisdiction to review or approve the design; and revise the Technical Specifications in response,as appropriate.Owner shall pay all permit fees. 2. Include in the Construction Contract Documents any specific protocols for the transmittal of Project-related correspondence,documents,in electronic media or digital format. Any such protocols shall be applicable to transmittals between and among Owner,DIXON, and Contractor during the Construction Phase and Post-Construction Phase. 3. Prepare and submit for review by Owner for compliance with local state and municipal requirements: a. Section 00 00 30 Notice to Bidders. b. Section 00 00 40 Project Summary. c. Section 00 02 00 Instructions to Bidders. d. Section 00 07 00 General Conditions as modified by DIXON. If Owner elects to use their own documents,then supply Additions to General Conditions. e. Section 00 08 00 Supplemental Conditions. f. Supplemental Conditions from the City of Oshkosh. g. Section 00 04 10 Bid/Agreement Form as modified by DIXON. h. Section 00 43 73 Schedule of Values Form. i. Prequalification Forms from the City of Oshkosh. 4. Furnish for review by Owner,its legal counsel,insurance and other advisors,the draft bidding-related Bid Documents and review them with Owner, including electronic Microsoft Word version. Owner shall submit to DIXON any comments regarding the furnished items, and any instructions for revisions. 5. Revise the final Bid Documents and Specifications in accordance with comments and instructions from the Owner, as appropriate,and submit two electronic copies of revised documents(PDF and Word formats)to Owner. 6. Direct mail advertisements to Contractors who have been identified as capable and responsive by DIXON. DIXON shall provide list of these Contractors to Owner. 7. The Owner shall post the project on QuestCDN. 8. Address all written submitted questions,by drafting clarifying Addendum(s)for Owner review as appropriate. The Owner will post all Addendums on QuestCDN. 9. Attend bid opening,review bid tab drafted by Owner. 10. Review the bids submitted to the Owner and recommend award in writing based on lowest responsible and responsive bidder. 11. If Owner agrees, issue Notice of Award to recommended Bidder after Owner review. 12. The Bidding and Contract Documents Phase will be considered complete upon issuance of Notice to Proceed. B. Bidding and Contract Document Phase-RPR Services-None. C. Bidding and Contract Documents Phase-Owner Responsibilities 1. Use,unaltered,the Contract Documents provided by DIXON when entering into an agreement with the Contractor. DIXON will not unreasonably withhold a request to alter the document. If Owner elects to use their own General Conditions,then they shall include DIXON's Additions to General Conditions,unaltered unless both parties agree to alteration. I Proposal Owner: City of Oshkosh Page 2 of 10 Exhibits A,B,and C Contract No:49-71-06-01 i I 2. Place and pay for advertisement for Bids as required by local ordinances in appropriate publications,method of advertising is to be determined by the Owner. 3. Review Payment and Performance Bonds, and insurance certificates of selected Contractor. These should be reviewed by the Owner's Safety and Risk Management Officer for legality and compliance with required indemnification,subrogation, amounts and all other insurance matters. 4. Sign and forward to the Contractor the Notice to Award and Notice to Proceed. The Notice of Award will be supplied to Owner by DIXON. A1.03 Construction Phase: A. Basic Services 1. All of Owner's instructions to Contractor will be issued through DIXON,which shall have authority to act on behalf of Owner in dealings with Contractor to the extent provided in this Agreement and the Construction Contract except as otherwise provided in writing. 2. Engineer or RPR has authority to Stop Work if Engineer or RPR questions the quality of Work or rejects the Work,or if there(in the sole opinion of Engineer or RPR)a potential for creating an environmental contamination. 3. Finalize Project to observe all items in the contract specifications have been completed and review the quality of workmanship. 4. Duration of Construction Phase: The Construction Phase will terminate upon written recommendation by DIXON for final payment to Contractors. B. RPR Services for Maintenance of Existing Structures 1. Attend a Preconstruction Meeting,and address questions regarding observation services and coordination of field observations. 2. Hold Point General: a. Hold Point is a stage of the Construction Project where the Contractor stops Work. Work commences again after the Work is observed and reviewed for compliance. b. A Hold Point Site visit is one observation trip to perform one of the functions below. The number of Site visits required are estimates. c. If two Job Tasks are performed during the same trip,there is no additional charge(i.e. exterior intermediate and pit piping primer). d. The Site visit fees may vary between services(i.e.welding vs.coating)based on the higher compensated weld observer. Hold Points are itemized in EXHIBIT C,Attachment C-1. 3. Hold Point Weld/Modifications-Observe,Record,Report: a. Observe repair, and or the installation of work for specifications compliance.All weld repairs will be visually observed for surface defects (i.e.undercut,negative reinforcement,non-fusion,etc.). 4. Hold Points and RPR Coating Observation Services Common to Hold Point: All services will not be necessary for each Site visit observation. a. Review abrasive and coating materials for approved manufacturers. b. Measure surface profile created by abrasive blast cleaning by compressive tape or surface comparator. c. Observe abrasive blast cleanliness for specification requirements using SSPC Visual Standards, latest edition thereof. d. Review coating mixing,thinning, and manufacturer's application requirements. e. Monitor environmental conditions prior to and during coating application(i.e. ambient temperature,surface temperature,relative humidity, and dew point). f. Observe wet interior using high/low voltage holiday detection. g. Observe applied coating for dry film thickness,coverage,uniformity,and cure. 5. Hold Point Coating Wet Interior-Observe,Record,Report: Proposal Owner: City of Oshkosh Page 3 of 10 Exhibits A,B, and C Contract No: 49-71-06-01 a. Abrasive blast cleaning prior to application of the prime coat. b. Prime coat prior to application of the next coat. c. Intermediate coat prior to application of the stripe or topcoat. d. Stripe coat prior to application of the topcoat. e. Topcoat for compliance with specifications. 6. Hold Point Coating Exterior-Observe,Record,Report: a. Verify test area for low pressure water blast cleaning(LPWC)meets or exceeds minimum specified standard. b. LPWC for thoroughness and compliance with specifications and set test area minimum specified abrasive blast cleaning. c. Abrasive blast cleaning prior to primer application. d. Prime coat prior to application of the epoxy intermediate coat. e. Epoxy intermediate coat prior to application of the urethane intermediate coat. £ Urethane intermediate coat prior to application of the topcoat. g. Topcoat for compliance with specifications. h. Application of the lettering/logo for thoroughness,dimensions(visual only)and aesthetic appearance in accordance with specification requirements,and to verify no damage occurred during lettering. 7. Hold Point Coating Dry Interior-Observe,Record,Report: a. LPWC for thoroughness and compliance with specifications. b. Abrasive blast cleaning prior to application of the prime coat. c. Prime coat prior to application of the intermediate coat. d. Topcoat for compliance with specifications. Review all contract items to assure they have been completed according to contract requirements. 8. Hold Point Coating-Pit Piping-Observe,Record,Report: a. Verify test area meets or exceeds minimum specified standard for abrasive blast cleaning and surface profile created. b. Abrasive blast cleaning,prior to application of primer. c. Prime coat prior to application of the stripe or topcoat. d. Topcoat for compliance with specifications. 9. Hold Point for Mixer Installation—Observe,Record,Report: a. Mixer installation for specification compliance. 10. Hold Point Project Finalization: a. Review all repairs not installed until after coating. b. Examine entire project for damage that occurred during construction or post-construction from rigging and de-rigging or other causes. c. Observe the installation of screens,light bulbs,etc. d. Observe Site for restoration to pre-project conditions. e. Formulate a punch list of items to complete. f. Create a second punch list if needed before finalization. g. Finalize the project to assure all items in the contract specifications have been completed, and the quality of workmanship meets contract requirements. C. Construction Phase-Owner's Responsibilities: 1. Inform DIXON in writing of any specific requirements of safety or security programs that are applicable to DIXON, as a visitor to the Site. 2. Attend and participate in the Preconstruction conferences,construction progress and other job-related meetings,and Site visits to determine Substantial Completion and readiness of the completed Work for final payment. 3. If Owner, or Owner and Contractor,modify the duties,responsibilities,and authority of DIXON in the Construction Contract,or modify other terms of the Construction Contract Proposal Owner: City of Oshkosh Page 4 of 10 Exhibits A,B,and C Contract No:49-71-06-01 having a direct bearing on DIXON,then Owner shall compensate DIXON for any related increases in the cost to provide Construction Phase services. A1.04 Post-Construction Phase: A. Basic Services: 1. Two Year Warranty Observation—Underwater Remotely Operated Vehicle(ROV)and Exterior: a. Review all wet or dry interior surfaces for corrosion and/or damage,qualify and quantify damage for repairs. All coating repairs needed are to be quantified by extrapolation of a measured area and compared with warranty requirements. b. Observe the exterior coating and quantify damages. c. Review all repairs completed during Construction Phase. d. Review all exterior appurtenances for damage due to corrosion or construction. e. Review exterior of the exposed foundations. f. Review all health aspects of the tank,including screening of the vent,overflow pipe,and other possible contamination sources. g. Prepare a report documenting all items found that meet or fail to meet warranty requirements and recommendations for repair. The report will be letter format. B. Post-Construction Phase-Owner's Responsibilities: 1. Underwater Remotely Operated Vehicle(ROV)Observation: a. Fill the tank to overflow or higher capacity and isolate it from the system during the ROV observation,or as a minimum,maintain positive flow(No water withdrawal from tank). b. Perform fee chlorine residual and bacteriological testing after completion of observation. A2.01 ADDITIONAL SERVICES A. Any service not listed or referenced above in Part 1 will be considered an Additional Service. 1. All additional requested services and associated fees shall be documented by a Contract Amendment signed by both parties. Proposal Owner: City of Oshkosh Page 5 of 10 Exhibits A, B,and C Contract No:49-71-06-01 EXHIBIT B: Proposal Between Owner and DIXON ANTENNAS ON TOWERS B1.00 General: A. Almost all towers have some antennas; some only small SCADA antenna, local 911, or internet. If work is to be completed around these antennas,they need to be protected or temporarily removed. Decisions and directives need to be issued early in the Design Phase. If the antennas must be removed,this is the time to make modifications. This Work can be completed by DIXON or Owner. There is a long lead time for most removals,so it is important to get written commitment from the Carrier as to schedule. DIXON will provide Antenna Contract Administration and field observation as delegated below. If Owner will complete the services—responsibility is to be defined as total or partial for all items below as between Engineer-responsible and Owner-responsible. B1.01 Study Phase Antennas A. Review of the existing T-Mobile and other antenna installations. Review to better configure and/or upgrade equipment on the tank. This review includes a visit to the site to climb the tank to obtain measurements and photographs. This review also includes looking at as-built drawings for the installations on the tank. B1.02 Design Phase Antennas: A. Review existing leases and determine length of notification required for removal,if applicable. DIXON to generate removal during painting notice letters to T-Mobile and other carriers. B. DIXON will schedule,attend, and preside over a meeting with the Owner,T-Mobile,and other carriers. The purpose of the meeting is to coordinate the removal of the cellular equipment at the project site for the rehabilitation/painting project. C. Design modifications and improvements for reinstallation of T-Mobile and other antenna equipment on the water tank(to be included in the technical specifications). B1.03 Construction Phase-Antennas: A. Work with the Owner,T-Mobile,and other carriers to determine the best method for temporarily removing the cell carrier's equipment.Work with the Owner to determine the best location for the antenna carrier's temporary cell towers. B. Work with the Owner on an as-needed basis to ensure T-Mobile's, and other carriers' equipment is removed in a timely fashion to allow the contractor ample time to complete the rehabilitation/painting project. B1.04 Post-Construction Phase-Antennas: A. Review design modifications/improvements(by others)for reinstallation of T-Mobile and other antenna back onto the existing water tank. B. Assist the Owner in coordinating reinstallation of T-Mobile and other antenna equipment on the tank following the rehabilitation/painting of the tank. C. Conduct three(3)reinstallation inspections of the water tank once T-Mobile's and other antenna equipment has been reinstalled onto the water tank after the rehabilitation/painting project is completed. Proposal Owner: City of Oshkosh Page 6 of 10 Exhibits A,B,and C Contract No:49-71-06-01 EXHIBIT C: Proposal Between Owner and DIXON BASIS OF FEES,INVOICING AND PAYMENT Part 1 BASIS OF FEES C1.00 Owner's Responsibility: A. Owner shall pay DIXON for Basic(Project Management and Contract Administration),Resident Project Representative(RPR),and Additional Services as detailed below and as summarized in Attachment 1 to EXHIBIT C.(Exhibit C-1). C1.01 Basis: A. Hourly rates of DIXON's employees are per classification in the Standard Hourly Rate and Reimbursable Expense Schedule included in this Exhibit C as Exhibit C-Attachment 2. (Ex C-2) B. The terms"Time and Material"and"Standard Hourly Rate"as used in this Agreement are interchangeable. C. Classifications that have a range of fees reflects varying levels of experience within those classifications. DIXON reserves the right to select the level of RPR and classification. This decision is at DIXON's discretion only and will be dependent primarily on experience with Owner-selected Contractor as well as other factors. 1. Reimbursable expenses are those expenses directly related to and resulting from this Project. These expenses are primarily living expenses and mileage. C1.02 Methods of Rate Calculation and Definitions including Limitations: A. Standard Hourly Rate(SHR)Method:An amount equal to the cumulative hours charged to the Project by each classification of DIXON's personnel,times Standard Hourly Rates and Overtime rates for each applicable billing classification. (Exhibit C-2) 1. The SHR method may be used for all services. It is more commonly used on portions of various Phase Services where scheduling and speed are controlled by the Contractor or unforeseen project expenses. (Phase 3 Construction,Basic,and RPR services,and for Additional Services during all phases. Overtime rates apply on weekends,holiday,and over 40 hours per week. When accounting for the 40 hours,it applies over 40 hours worked between Monday and Friday,weekend rates are already at Overtime rate. Holiday pay also does not contribute toward the accounting for 40 hours.) 2. The SHR charged by DIXON constitutes full and complete compensation for DIXON services including labor costs, overhead,and profit but not Reimbursable Expenses. 3. The Standard Hourly Rates per employee classification listed in Attachment C-2 do not include reimbursable expenses. The estimated Reimbursable Expenses are NOT calculated and averaged over the classification rate. B. Lump Sum(LS)Method: One agreed fee for completing an agreed defined scope of services. The Lump Sum Method fee charged by DIXON constitute full and completed compensation for DIXON's services including labor costs,overhead,and profit,and reimbursable expenses. C. Unit Price(UP)Method: Can be considered individual Lump Sum amounts. Reimbursable expenses are calculated and included in Unit Price methods. 1. The Unit Price Method is used when DIXON completes Hold Point Observations; and known,controlled portions of the Contract. D. Exhibit B Antennas on Towers:LS,UP,or SHR or Combination per Exhibit C based on type of services. Proposal Owner: City of Oshkosh Page 7 of 10 Exhibits A,B,and C Contract No: 49-71-06-01 E. Not every Method of Rate Calculation may be used in this or any Contract,but every contract may be amended by using Exhibit C. If additional Work proposed in Exhibit C involves a different Method of Rate Calculation,it will be clearly defined herein. C1.03 DIXON's Reimbursable Expenses Schedule and Standard Hourly and Overtime Rates: A. Attached to this EXHIBIT C is Attachment C-2, Standard Hourly Rate and Reimbursable Expense Schedule Proposal Owner: City of Oshkosh Page 8 of 10 Exhibits A,B,and C Contract No: 49-71-06-01 EXHIBIT C-ATTACHMENT C-1: Proposal Between Owner and DIXON SUMMARY OF DIXON'S COMPENSATION FEES SCHEDULE OF VALUES 1. The total compensation for services under this Proposal is the estimated total compensation time and materials(T&M)and unit rates not to exceed amount of Eighty-Five Thousand,One Hundred, Fifty Five Dollars,$85,155, if DIXON performs all of the services under Exhibits A and B,and summarized as follows: Schedule of Values Description of Services #of Unit Amount Basis of Units Price Compensation A1.01-Technical Specifications $5,250 T&M A1.02-Biddingand Contract Documents $1,000 T&M A1.02-Bid Opening $1,085 T&M A1.03-Preconstruction Meeting $1,085 T&M A1.03-Other Defined Basic Services: $3,100 T&M Project Administration A1.03-RPR Services Weld Site Visit 3 $1,300 $3,900 Unit Price A1.03-RPR Critical Phase Coating(Site 47 $1,050 $49,350 Unit Price Visit A1.03-RPR Critical Phase Mixing 2 $1,050 $2,100 Unit Price Installation Site Visit A 1.03-Finalization Site Review by PM 1 $1,085 $1,085 Unit Price Site Review A1.04-WarrantyObservation $3,500 T&M Total Ex.A $69,355 B1.01 A-Exhibit B Antenna $1,350 T&M B 1.02 A-Exhibit B Antenna $950 T&M B 1.02 B-Exhibit B Antenna $950 T&M B 1.02 C-Exhibit B Antenna $1,400 T&M B 1.03 A-Exhibit B Antenna $1,200 T&M B 1.03 B-Exhibit B Antenna $1,500 T&M B 1.04 A-Exhibit B Antenna $1,100 T&M B 1.04 B-Exhibit B Antenna $1,500 T&M B 1.04 C-Exhibit B Antenna Site Visit 3 $1,250 $3,750 Unit Price Total Ex. B $13,700 Total A&B $85,155 2. In the event of a conflict with the number in the Total and the written amount in 1 above,the first governance shall be a review of math in this schedule of values. 3. DIXON may alter the distribution of compensation consistent with services actually rendered between individual phases of Basic and RPR Services with unused fees calculated by any method. Reallocation of fees shall not result in a total fee in excess of the total compensation amount unless approved by the Owner. Proposal Owner: City of Oshkosh Page 9 of 10 Exhibits A,B,and C Contract No: 49-71-06-01 EXHIBIT C-ATTACHMENT C-2: Proposal Between Owner and DIXON STANDARD HOURLY RATE AND REIMBURSABLE EXPENSE SCHEDULE Labor Class Per Hour Overtime Rate Principal $255.00 Project Manager $153.00 $230.00 Engineer $158.00 $237.00 CWI Welding RPR $137.00-$153.00 $206.00-$230.00 DIXON Level 3 or NACE Certified Level 3 RPR $107.00-$137.00 $161.00-$206.00 DIXON Level 2 or NACE Level 2 RPR $97.00-$122.00 $146.00-$183.00 DIXON Level 1 or NACE Level 1 RPR $87.00-$97.00 $131.00-$146.00 Contract Support Staff $112.00-$138.00 $168.00-$207.00 Expenses Metropolitan Out-State Mileage $0.70/mile+tolls $0.60/mile Lodging $155.00 per diem $145.00 per diem Meals $47.00 per diem $40.00 per diem FEES EFFECTIVE THROUGH:December 31,2021 Revised: 8/6/2019 Proposal Owner: City of Oshkosh Page 10 of 10 Exhibits A,B,and C Contract No:49-71-06-01