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HomeMy WebLinkAboutOPP-1057650_Transit Authority UST CM Proposal_R1K:\PROPOSAL\City of Oshkosh\OPP-1057650_Transit Authority UST CM\OPP-1057650_Transit Authority UST CM Proposal_R1.docx 1/6 Mr. Jim Collins Director of Transportation City of Oshkosh 926 Dempsey Trail Oshkosh, Wisconsin 54903 AECOM 558 North Main Street Oshkosh, WI 54901 aecom.com October 12, 2020 AECOM Proposal No. OPP-1057650 Proposal for Construction Management and Environmental Consulting Services Related to Diesel Fuel Containing Underground Storage Tank Removals and Replacement at the Oshkosh Transit Authority Facility in Oshkosh, Wisconsin Dear Mr. Collins, AECOM Technical Services, Inc. (AECOM) is pleased to present this proposal to the City of Oshkosh (City) for environmental engineering services related to the removal of two 12,000-gallon capacity underground storage tanks (USTs) and installation of one 12,000 gallon capacity UST at the Oshkosh Transit Authority Facility. Project Background The City installed two diesel fuel 12,000-gallon capacity USTs in approximately 1980 at the Transit Authority Facility. These USTs are still in use today for refueling the Transit Authority vehicles. The City would like to decommission the two USTs and associated fuel system by removing them and installing one 12,000-gallon capacity tank and new fuel system. The new tank and fueling system would be installed in compliance with current standards to reduce insurance premiums and reduce spill risk. We understand that the City has received a Federal Transit Administration (FTA) grant to assist with the project. The FTA grant is a 5339 Capital funds grant for bus, fuel station, and service vehicles. The USTs are in an area that was historically wetlands filled in by a combination of foundry sand, municipal waste, incinerator ash, demolition debris, and a mixture of different soil types. This mixture of fill is identified as Urban Fill. AECOM assisted the City in environmental services, preparation of bidding documents, and bidding support for this project. The scope of work as provided in AECOM’s Proposal OPP-1021410 dated March 30, 2020 has been completed. Unfortunately, no bids were received. The City requested AECOM contact potential bidders and attempt to identify the reasons no bids were received. AECOM contacted the bidders that made site visits and were prequalified for the project. In summary, the reasons for not bidding were:  Multiple projects currently being bid that are larger and more attractive  Based on Contractors’ current work load, the project would not be able to completed within the City’s required time frame As a result of discussions with City staff, it was decided to rebid the project in September 2020, allow a 5-week project duration, and change the completion date to July 1, 2021. These modifications are intended to overcome the above- listed reasons provided by potential bidders. This required AECOM to update the bidding documents and provide them to the City for rebidding purposes in September 2020. Project Understanding The City is requesting AECOM provide rebidding services and construction management services for this project. The requested services are outlined in the following tasks:  Rebidding Services, Project Management, and Submittal Review  Field Documentation DocuSign Envelope ID: 5DCAEBC5-C20C-4DD6-BF8F-759FEFB8E024 K:\PROPOSAL\City of Oshkosh\OPP-1057650_Transit Authority UST CM\OPP-1057650_Transit Authority UST CM Proposal_R1.docx 2/6  Davis Bacon Wage Compliance Review  Construction Documentation Report Scope of Services Task 1: Rebidding Services, Project Management, and Submittal Review Rebidding Services AECOM contacted all potential bidders and attempted to determine the reasons no bids were received. A summary of the discussions was provided to City staff via email. AECOM also included recommendations for addressing the comments. As a result of this summary and recommendations, AECOM was requested by City staff to update the bid project documents for rebidding in September 2020. Project Management and Submittal Review The AECOM project manager will be responsible for day to day communication with the selected Contractor, AECOM field staff, and the City. Contractor pay applications will be reviewed and payment comments provided to the City. The submittal review team will be comprised of AECOM’s team members who assisted with the preparation of the project bidding documents. Submittals will be reviewed for project document compliance. We anticipate approximately 30 submittals to be reviewed. The City staff will be consulted on critical components of the fuel system for concurrence of submittal completeness and compliance. The Project Manager will be Mr. David Ulrich. The Submittal review team will be comprised of David Ulrich, Paul Timm, Tim Wood, P.E., and Katie Crotteau. Services to be provided under this task are:  Prepare a Preconstruction Meeting Agenda and attend the meeting via Web-based communication system.  Review Contractor’s progress schedule, schedule of submittals/submissions, and consult with the City concerning their completeness and acceptance.  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.  Transmit to Contractor the City’s clarifications and interpretations of the Contract Documents.  Maintain correspondence files, reports of job conferences, shop drawings, and sample submissions; and reproductions or original Contract Documents including all addenda, change orders, field orders, and additional drawings issued subsequent to contract execution. Provide originals and a PDF copy of all construction documents to the City after completion of the project.  Prepare necessary field modifications and change orders in accordance with instructions from the City. Field modifications are conditions that require no adjustment on the Contract cost or time of completion. Change orders require modification of cost and/or time of completion. Deliverables The Preconstruction meeting minutes and submittals will be saved in a PDF format. All meeting minutes and Submittals once approved will be forwarded to the City in an electronic PDF format. Task 2: Construction Documentation AECOM will provide a field Project Representative on an as needed basis during the construction of the project. We have based our fee estimate on an overall construction period of five (5) field work for completion of the project. DocuSign Envelope ID: 5DCAEBC5-C20C-4DD6-BF8F-759FEFB8E024 K:\PROPOSAL\City of Oshkosh\OPP-1057650_Transit Authority UST CM\OPP-1057650_Transit Authority UST CM Proposal_R1.docx 3/6 AECOM will provide documentation and testing staff as needed during the duration of the five-week construction period. Documentation will include compliance verification with project plans and specifications. A summary of tasks is provided below.  Provide a Project Field Representative on site as needed during construction events. We have budgeted 200 hours of field time.  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 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.  Document excavation practices, and provide transportation manifests for disposal of impacted material.  Furnish the City with weekly reports of progress of the work and the Contractor’s compliance with the approved progress schedule. Keep the City informed of any expected delays in progress schedule.  Provide the City with monthly bid item quantities.  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 photo documentation throughout the construction period.  Provide vehicles, necessary equipment, and material for inspection.  Before issuance of the “Certificate of Substantial Completion,” AECOM will prepare and submit to the Contractor a list of observed items requiring completion or correction.  Conduct a final inspection in the company of the City and Contractor, and prepare a final list of items to be completed or corrected. Agency Agreement Authority to Act as Agent for Company Pursuant to the terms and conditions of the Master Service Agreement for Services provided by AECOM Technical Services, Inc. (hereinafter “CONTRACTOR”) for the City of Oshkosh (hereinafter “COMPANY”), dated April 2009, (hereinafter referred to as the “Agreement” or the “MSA”), which Agreement is incorporated herein by this reference between CONTRACTOR and COMPANY. COMPANY hereby authorizes CONTRACTOR to act as its agent for the purpose of arranging for the transport and/or disposal of waste (“Services”) encountered while providing the services described in CONTRACTOR’S proposal number OPP-1057650, dated September 28, 2020, when the DESCRIPTION OF WORK of a specific Request for Services (“RFS”) or Agreement so states. COMPANY shall defend, indemnify, and hold CONTRACTOR, its employees, agents, and subcontractors harmless against any claim, actions, causes of action, liability, judgments, fines, penalties, and costs reasonably incurred which arise out of CONTRACTOR’s actions within the scope of its authorization as agent for COMPANY for Services in accordance with the MSA, except to the extent such claims, actions, causes of action, liability, judgments, fines, penalties, and costs arise out of CONTRACTOR’s negligence, breach of contract, or willful misconduct which in whole or in part caused the damage, injury, or loss. CONTRACTOR shall defend, indemnify, and hold COMPANY, its officers, directors, and employees harmless against any claims, actions, causes of action, liability, judgments, fines, penalties, and costs reasonably incurred which arise out of CONTRACTOR’s negligence, breach of contract, or willful misconduct. For transport and disposal activities undertaken by CONTRACTOR in accordance with this Agreement, it is agreed that CONTRACTOR shall under no circumstances be considered the generator of any Waste from the project site pursuant to any environmental or other law or regulation. It is further agreed that nothing in this authorization is intended to transfer or convey ownership of such Waste to CONTRACTOR DocuSign Envelope ID: 5DCAEBC5-C20C-4DD6-BF8F-759FEFB8E024 K:\PROPOSAL\City of Oshkosh\OPP-1057650_Transit Authority UST CM\OPP-1057650_Transit Authority UST CM Proposal_R1.docx 4/6 AECOM proposes a team comprised of Paul Timm, Account Manager; David Ulrich, Project/Submittal Manager; and Thomas Bishop or Mark Magee, Senior Field Staff. This proposed team has been selected to provide AECOM staff that understand client expectations, have previous project involvement, have been involved with similar projects, understand respective project responsibilities, are located locally, and provide a reasonable cost approach with sensitivity to overall project cost. Deliverable AECOM will provide an original hard copy and an electronic copy of all required documents during the project and to be included in the Documentation Report. Task 3: Davis Bacon Wage Compliance AECOM’s team of Paul Timm and Katie Crotteau will attend the Preconstruction Meeting and summarize Davis Bacon Wage Compliance Requirements. Information posters and handouts as provided by government web site will be provided for the Contractor to post on the job site. AECOM staff will review payroll information from the Contractor to determine wage compliance. Field interviews required for wage compliance will be completed by AECOM staff. AECOM will, in general, follow the requirements outlined on the U.S department web site dol.gov/agencies//WHD/government-contracts. If noncompliance is determined, AECOM will work with the City to develop the proper response. Deliverables AECOM will provide the City updates on wage compliance determinations on a monthly basis. An electronic copy of the payroll information and field audits will be provided to the City. One hard copy and pdf electronic copy will be provided. Task 4: Construction Documentation Report AECOM staff will prepare a documentation report. The report will consist of a copy of all approved submittals, and record drawings showing as-built information. A summary of project changes and approvals will also be included. Deliverable AECOM will submit one hard copy and one electronic copy of the Documentation report within 4 weeks of completion of the project. Assumptions  The project will start and be completed within the time frame as listed in the bidding documents.  The City will not process pay applications without AECOM recommendation and a completeness determination of Davis Bacon Wage compliance.  Davis Bacon wage review is intended only to attempt to confirm compliance. AECOM does not guarantee nor warrant that claims will not be made, or the Contractor will maintain compliance. If noncompliance and/or wage disputes are initiated, AECOM will support the City under a separate contract. This project budget is based on compliance determination only.  The proposed fee is based on AECOM’s current understanding of the project and effort of support on similar projects. If increased or decreased effort is required, AECOM will notify the City in advance and obtain written approval to proceed.  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 DocuSign Envelope ID: 5DCAEBC5-C20C-4DD6-BF8F-759FEFB8E024 K:\PROPOSAL\City of Oshkosh\OPP-1057650_Transit Authority UST CM\OPP-1057650_Transit Authority UST CM Proposal_R1.docx 5/6 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. Project Fees The following table summarizes our estimate of fees to complete the scope of services described above. Task Estimated Fees Task 1: Rebidding Services, Project Management and Submittal Review $16,495 Task 2: Field Documentation (As Needed for 5 weeks) $27,880 Task 3: Davis Bacon Wage Compliance $4,880 Task 4: Documentation Report $3,620 Total Estimated Fee $52,875 Terms and Conditions Services described in this proposal will be performed on a time-and-expense basis. AECOM will not exceed the above estimate without your authorization and approval. The project services will be performed in accordance with the approved Fee Schedule for various elements of service we expect will be utilized providing the services outlined in this proposal. This project will be completed per the 2009 City of Oshkosh Negotiated General Conditions of Service, which are expressly incorporated into, and are an integral part of, our agreement for professional services. Please indicate your acceptance of this proposal by having an authorized individual of the City execute the attached Authorization Form and return it to our Oshkosh office. If you have any questions regarding the proposed scope of services and corresponding costs, please contact us at your convenience. Of course, if you wish to discuss the terms, conditions, and provisions of our proposal, we would be pleased to do so. Yours sincerely, AECOM Technical Services, Inc. Paul Timm Account Manager Kevin Brehm, P.E. Associate Vice President Enclosure: Authorization DocuSign Envelope ID: 5DCAEBC5-C20C-4DD6-BF8F-759FEFB8E024 K:\PROPOSAL\City of Oshkosh\OPP-1057650_Transit Authority UST CM\OPP-1057650_Transit Authority UST CM Proposal_R1.docx 6/6 Authorization 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 Construction Management and Environmental Consulting Services Related to Diesel Fuel Containing Underground Storage Tank Removals and Replacement at the Oshkosh Transit Authority Facility in Oshkosh, Wisconsin as described in AECOM’s proposal number OPP-1057650 dated October 12, 2020, with a budget authorization of $52,875 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 Gumpel Print Name Director of Finance Title/Organization Russ Van Gompel DocuSign Envelope ID: 5DCAEBC5-C20C-4DD6-BF8F-759FEFB8E024 11/17/2020 11/17/2020 11/17/2020 11/17/2020