HomeMy WebLinkAbout27. Professional Services Agreement for Environmental ServicesC
Cityof
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Mark A. Rohloff, City Manager
DATE: September 17, 2020
RE: Professional Services Agreement for Environmental Services during Geotechnical
Subsurface Exploration Project for the 2021 Capital Improvement Projects (CIP) /
AECOM Technical Services, Inc. (AECOM) ($39,625)
An agreement for subsurface exploration and geotechnical engineering evaluation services for the 2021
CIP is being awarded to Professional Services Industries, Inc. (PSI) at the September 22, 2020 Common
Council Meeting. Previously, an agreement for environmental services for the 2021 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 PSI, 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 $39,625 and will be split among the Street Paving,
Storm Water, Water, Sanitary Sewer, and Property Improvement CIP sections. Funding was budgeted
in all five (4) sections of the 2020 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.
I:\Engineering\2021-20MContrails\2021 CONTRACTS\AECOM 2021 Ceote Env Support\AECOM Page 1 of
Memo -Award Agreement -Env Sery During Sub Inv, 9-17-20.doa
/� _COM Imagine it.
�'1� Delivered.
Mr. James Rabe, PE, CPESC
Director of Public Works
City of Oshkosh
215 Church Avenue
Oshkosh, Wisconsin 54903-1130
AECOM
558 North Main Street
Oshkosh, WI 54901
aecom.com
September 14, 2020
AECOM Proposal No.
OPP-1070458
Proposal for Environmental Services during Geotechnical Subsurface Exploration Project for the 2021 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) 2021 Capital Improvement Program.
This proposal provides a scope of work anticipated to be in compliance with the City's Environmental Services
P rog ra m.
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 pre -planning 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, identifying
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 pre-
planning 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, and 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.
KAPROPOSAL\City of Oshkosh\OPP-1070458_2021 CIP Drilling Support\OPP-1070458_2021 CIP
Geotechnical Drilling Environmental Support Proposal.docx 1/5
/� _COM Imagined.
/�+�� 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 are
currently working on the Environmental Records Review portion of the program and Maps showing areas of
potentially -impacted soil and groundwater were completed on September 2, 2020. All project laboratory analytical
testing recommendations and final written reports will be provided by September 18, 2020.
The anticipated streets are based on the 2021 Capital Improvement Program (CIP) Subsurface Exploration and
Geotechnical Engineering Evaluation Request For Proposal dated August 28, 2020 and Amendment No. 1 dated
September 9, 2020. Specifically, the streets or projects requested for this scope of work include:
• Oregon Street
• West 91h Avenue
• Rainbow Memorial Park Path
• Ceape Avenue
• Knapp Street
• Bradley Street
• Sawyer Creek Rural II
• Erie Avenue
• Florida Avenue
• Rugby Street
• Sanders Street
• Parking Lot Improvements
• Lakeshore Park Four Seasons Building
• 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:
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.
AECOM will attend a preconstruction conference with the selected geotechnical consultant to provide a "quick
reference guide" that discusses the potential environmental impacts that may be encountered during drilling, the
KAPROPOSAL\City of Oshkosh\OPP-1070458_2021 CIP Drilling Support\OPP-1070458_2021 CIP
Geotechnical Drilling Environmental Support Proposal.docx 2/5
/� _COM Imagined.
/�+�� Delivered.
communication plan, anticipated sample collection, and environmental screening. We anticipate attending one
(1) meeting with associated required documents. Project management fees are also included in this task.
AECOM will provide environmental documentation during the geotechnical drilling, including field screening of
the split soil samples collected by the geotechnical consultant using a photo -ionization detector (PID), review of
the draft geotechnical boring logs, and preparation, if necessary, of laboratory analytical samples required for
Iandfilling 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 six (6) landfill
acceptance profiles for purposes of this proposal 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 six (6) plans for the purposes
of this proposal.
For Part -Time Services, AECOM will visit the geotechnical consultant 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.
For Full -Time Services, AECOM will be on -site up to 8 hours per day with the geotechnical consultant 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.
The services provided will be performed in accordance with approved 2020 Fee Schedule and the conditions of the
2009 City of Oshkosh Negotiated General Conditions of Service between the City of Oshkosh and AECOM Technical
Services, Inc. (referred to in the proposal as AECOM), which are expressly incorporated into, and are an integral part
of our agreement 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.
Task 1 — Review of Environmental Records
Budget
$0
Task 2 — Preconstruction Meeting / Project Management
$4,000
Task 3 — Environmental Documentation
(Part Time=$550/half-day including expenses, Full Time =
$1,200/full-day including expenses)
$20,625
Street
Estimated Drilling Days
Oregon Street (West 281h Avenue to West Waukau
Avenue)
2 days (Full Time)
$2,400
West 91h Avenue (Sawyer Creek to Kinden Oaks)
0.5 day (Part Time)
$550
Rainbow Park Path (historic fill area)
1 day (Full Time)
$1,200
Ceape Avenue ( Bowen Street to Lake Street)
1.5 days (Full Time)
$1,750
Knapp Street (Osborn Avenue to South Park Avenue)
0.5 day (Part Time)
$550
Bradley Street (West Waukau Avenue to West 28thh
Avenue)
1.5 day (Full Time)
$1,750
Sawyer Creek Rural II
0.5 day (Part Time)
$550
Erie Avenue (Knapp Street to Sanders Street)
0.25 day (Part Time)
$275
KAPROPOSAL\City of Oshkosh\OPP-1070458_2021 CIP Drilling Support\OPP-1070458_2021 CIP
Geotechnical Drilling Environmental Support Proposal.docx 3/5
/� _COM Imagine it.
/�+�� Delivered.
Budget
Florida Avenue (Knapp Street to Sander Street)
0.5 day (Part Time)
$550
Rugby Street (West South Park Avenue to Florida
0.5 day (Part Time)
$550
Avenue)
Sanders Street (West South Park Avenue to Florida
0.5 day (Part Time)
$550
Avenue)
Parking Lot Improvements-900 Block of Oregon Street,
0.5 day (Part Time)
$550
West Side — 210 10 Avenue)
Lakeshore Park Four Seasons Building
1.0 day (Full Time)
$1,200
Additional Streets
4 days (Part Time)
$2,200
Subcontract Laboratory Services (6 WM Profiles /
$6,000
$1,000 per profile)
Task 4 — Soil and Groundwater Management Plans (6 plans / $2,500 per plan)
$15,000
TOTAL ESTIMATED FEES
$39,625
As you are aware, the world is experiencing a pandemic as it relates to the coronavirus COVID-19
("Coronavirus"). This health emergency has the potential of impacting multiple facets of the project including, without
limitation, labor, personnel, manufacturing, equipment, materials, transportation, and related supply chains, all of
which have the potential to adversely impact the critical path of the project schedule. These potential, unusual, and
unavoidable delays are outside of the control of AECOM and cannot be anticipated or determined in
advance. AECOM will exercise reasonable care to mitigate the potential impact of the Coronavirus to the extent
within AECOM's reasonable control. AECOM will notify you in the event AECOM becomes aware of any potential
impact to the work caused by the Coronavirus.
To initiate this work, please sign the attached Authorization to Proceed and provide the signed documents through the
Docu-Sign program the City has initiated. 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,
AECOM Technical Services, Inc.
r`
Paul Timm
Account Manager
Enclosure: Authorization
b-a� "Idj"
Dean Gerber
Operations Leadership Senior Manager
KAPROPOSAL\City of Oshkosh\OPP-1070458_2021 CIP Drilling Support\OPP-1070458_2021 CIP
Geotechnical Drilling Environmental Support Proposal.docx 4/5
/� _COM Imagine it.
/�1� Delivered.
Authorization
September 14, 2020
558 N Main Street
Oshkosh, WI 54901
920.236.6710
www.aecom.com
I hereby certify that the necessary provisions have been made to pay the liability which will accrue under this
agreement.
I hereby authorize AECOM to proceed with the scope of work for the Environmental Services during Geotechnical
Subsurface Exploration Project for the 2021 Capital Improvement Projects in Oshkosh, Wisconsin as described in
AECOM's proposal number OPP-1070458, dated September 14, 2020, with a budget authorization of $39,625 under
the general terms and conditions specified in the proposal.
Signature
Mark A Rohloff
Print Name
City Manager
Title/Organization
Signature
Pamela R. Ubrig
Print Name
City Clerk
Title/Organization
Signature
Lynn A. Lorenson
Print Name
City Attorney
Title/Organization
Signature
Russ Van Gompel
Print Name
Director of Finance
Title/Organization
Date
Date
Date
Date
K:\PROPOSAL\City of Oshkosh\OPP-1070458_2021 CIP Drilling Support\OPP-1070458_2021 CIP
Geotechnical Drilling Environmental Support Proposal.docx 5/5