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HomeMy WebLinkAbout37. 18-58 JANUARY 23, 2018 18-58 RESOLUTION (CARRIED 7-0 LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE ENGINEERING SERVICES AGREEMENT FOR UPDATING THE DESIGN & BIDDING DOCUMENTS & PROVIDING BIDDING ASSISTANCE AND CONSTRUCTION MONITORING AND DOCUMENTATION SERVICES FOR THE LIBBEY/NICOLET WATERSHED/NORTH MAIN STREET AREA DETENTION BASIN / AECOM TECHNICAL SERVICES, INC. ($290,245.00) 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 AECOM Technical Services, Inc. for design and bidding documents, bidding assistance, construction monitoring, documentation and project management services related to Libbey/Nicolet Watershed/North Main Street Area Detention Basin in the amount of two hundred ninety thousand two hundred forty-five dollars ($290,245.00). Acct. No. 561-2010-1799-00000 Storm Utility— Construction in Progress Citof� Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: James Rabe, Director of Public Works DATE: January 18, 2018 RE: Approve Engineering Services Agreement for Updating the Design and Bidding Documents, Providing Bidding Assistance and Construction Monitoring and Documentation Services for the Libbey/Nicolet Watershed/North Main Street Area Detention Basin / AECOM Technical Services, Inc. (AECOM) ($290,245) BACKGROUND In 2016, AECOM completed the design for this project with the expectation the project would be constructed in conjunction with the Fernau Avenue Watershed North Main Street Detention Basin. The bidding results for the two (2) projects combined exceeded the available funds to construct the projects. As a result, the Fernau Avenue Watershed project was re -bid for construction of just that project. The Libbey/Nicolet Watershed/North Main Street Area Detention Basin is now planned for construction during the 2018 construction season. The services to be provided include updating the bidding documents for construction of this project as a standalone project, providing bidding assistance, construction monitoring and documentation, and project management. ANALYSIS The Department of Public Works requested a proposal from AECOM due to their staff familiarity with this project and the modeling within the Libbey/Nicolet Watershed. FISCAL IMPACT The cost of the proposal is $290,245. Funding is available in the Storm Sewer section of the 2018 Capital Improvements Program (CIP) for these services. Constructing the project in 2018 will ensure the City is able to receive full reimbursement of a Wisconsin Department of Natural Resources Municipal Flood Control Grant. 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, Mark A. Rohloff City Manager JER/tlt I:\ Engineering\2018 C0NTRACTS\18-02 Libbey-N Main Det Basin\Project_Information\Correspondence\Memo\18-02 AECOM Des, Bid, & CRS Sery Memo 1-18-18.docx AZE COM Mr. James Rabe, PE, CPESC Director of Public Works City of Oshkosh 215 Church Avenue Ohskosh, Wisconsin 54903-1130 AECOM 558 North Main Street Oshkosh, WI 54901 aecom.com Date January 17, 2018 AECOM Proposal No. OPP-640353 Proposal to Update the Design and Bidding Documents, Provide Bidding Assistance and Construction Monitoring and Documentation Services Related to City Contract 18-02, Libbey/Nicolet Watershed/North Main Street Area Detention Basin located in Oshkosh, Wisconsin Dear Mr. Rabe: AECOM Technical Services, Inc. (AECOM) is pleased to present this proposal to the City of Oshkosh (City) to update the design and bidding documents, provide bidding support and construction monitoring and documentation services related to City Contract 18-02, the Libbey/Nicolet Watershed/North Main Street Area Detention Basin in Oshkosh, Wisconsin. AECOM is a worldwide multi -disciplined engineering and consulting services firm that has had an office in Oshkosh since 1976. 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. Additional staff in our Milwaukee, Green Bay, Middleton and Stevens Point, Wisconsin offices support the AECOM Oshkosh team. 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, which is within walking distance of Oshkosh City Hall. This centralized location within the City allows our team to provide rapid response time without incurring travel time and expense to projects, including attending meetings at City Hall. AECOM specializes in design, bidding assistance, construction documentation, environmental services and material testing. By providing these services locally, the City of Oshkosh receives a streamlined, cost-effective approach; consistent design goal understanding and implementation; rapid response to unanticipated project conditions and elimination of multiple contracts and service providers on projects. AECOM staff is very familiar with the City Standard Specifications and City of Oshkosh engineering project goals. Our high level of familiarity and understanding combined with our office location, skill of our local and Wisconsin -based staff, extensive project experience and site knowledge is instrumental in the success of the projects. As an additional benefit, AECOM does not charge the City for any premium overtime costs incurred on projects. Each individual project budget is prepared based on extensive experience with similar projects, knowledge of the area, project assumptions, information provided by City staff, long-standing working relationships with regulatory agencies and review and negotiations with City staff. Additionally, budgets are broken down into tasks that include detail of staff by technical classification and associated hours to complete each task. We continually strive to provide high-level, cost-effective services to the City of Oshkosh. AECOM has provided watershed modeling, design and construction management services for multiple storm water detention basins for the City of Oshkosh over the past 10 years. AECOM brings additional value by reviewing multiple City projects' objectives and site knowledge of the area to facilitate reuse of materials, project symmetry and disposal of excess materials in an effort to reduce costs and provide benefits to the City of Oshkosh. A recent example included the modification of the disposal permit at Valley Trail Regional Disposal Facility (RDF) in Berlin, Wisconsin, to allow PCB -impacted sediment KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 1/9 AECOM disposal at that location. This change was negotiated by AECOM based on existing relationships with Waste Management and allowed disposal of impacted material at a landfill that is significantly closer than the originally -permitted location. The resulting reduction in travel time for the dump trucks has provided savings of disposal costs to the project of approximately $30,000. Another example is facilitating the beneficial reuse of the concrete and masonry material from the demolition of the former Buckstaff facility. The beneficial reuse of this material (1-'/4 inch base course) provided a substantial savings on disposal of the material and additional savings on the use of the material in lieu of virgin material on other City construction projects. Project Challenges Shallow groundwater was encountered during the original design. The basin design was modified to include a permanent dewatering underdrainage system to allow the necessary quantity of storm water detention in the basin to meet project goals. The correct installation of this system is critical during construction to meet the project goals of the detention basin regarding quantity and quality of storm water retained once operational. In addition, this underdrainage system is designed to protect the clay liner to meet Wisconsin Department of Natural Resources (WDNR) Administrative Code requirements regarding the separation of storm water and groundwater. A similar system designed by AECOM was installed with the construction of the Fernau Avenue Watershed — North Main Street Detention Basin. The site was used as a borrow source for clay for the Fernau Avenue Watershed — North Main Street Detention Basin Construction. The remaining site soils require careful segregation and monitoring to assure the quantity and quality of the remaining clay on site is effectively utilized. It is anticipated that the project construction schedule will likely result with a possible fall planting of the emergent plants along the shallow areas of the detention basin. Based on discussions with local providers of these plants, the timing of the planting along with the proposed types and grouping of these plants should be reconsidered. The planting plan for the Fernau Avenue Watershed — North Main Street Detention Basin was modified to accommodate some of these recommendations. These potential changes may improve the success of the growth and viability of the emergent plants. Project Understanding AECOM understands that the project consists of updating the design and bidding documents for the Libbey/Nicolet Watershed/North Main Street Area Detention Basin (future referenced as North Main Street Area Detention Basin). AECOM previously designed and provided assistance with bidding for this detention basin in conjunction with the Fernau Avenue Watershed — North Main Street Detention Basin in early 2016. The bidding (Contract 16-01) results exceeded the available funds to construct both projects. As a result, the project was rebid for construction of just the Fernau Avenue Watershed Detention Basin (Contract 16-01 Rebid). The North Main Street Area Detention Basin is planned to be constructed during the 2018 construction season. The bidding documents previously prepared will require updating to reflect the current site conditions, changes in design and current City of Oshkosh Standard Specification requirements. Construction Monitoring and Documentation Services are also included in this proposal. The proposed scope of work is provided below. Scope of Services Task 1 - Updating Bidding Plans and Bidding Assistance AECOM will review the existing bidding plans and specification and update them to reflect the following: Add a sidewalk along the east side of Jackson Street, from Bacon Avenue to Jackson Square Apartments to the project documents. AECOM will review the survey information for this area. If additional survey data is required, the City will provide this information. Revised bidding date and City Contract number. KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 2/9 AECOM • Update the existing conditions base drawing to include the soil borrow area that has previously been excavated, including the stockpiled topsoil. • Update soil excavation quantity estimates. • Show the perimeter fence location and materials that were installed around the excavation area, which will be removed and salvaged after construction is completed. • Complete an encroachment survey. Several encroachments were noted during the initial survey of the site. • Show the overflow pipe that was installed to regulate storm water in the excavated area, which will be removed during the project. • Review the surrounding surface drainage plan to the northwest to provide surface drainage into the detention basin when constructed. Surface water has been ponding in a neighbor's yard, and it needs to be addressed. • Revise the safety shelf in the detention basin to a similar sloped design as what was constructed in the Fernau Avenue Detention Basin. • AECOM will provide field staff to verify existing conditions at the site. • AECOM will subcontract with J & J Transplant Aquatic Nursery to review and provide recommendations on the emergent plants. This will include a review of historic plant types, grouping, planting water depth and time of planting to facilitate the best results. The wetland planting and species selection layout sheet will be revised to promote plant growth and success rate. Wetland planting may be either eliminated from this contract or delayed until spring based on recommendations. ':verable: AECOM will provide one draft electronic copy of the above referenced documents for review. All comments will be addressed and incorporated into a final Professional Engineer stamped bidding set of plans. Final documents will be provided electronically in both 11"X17" and 22"X34". In addition, the AutoCAD files will be provided in the required format for uploading onto Quest Bidding Services. Updating Bidding Documen+c AECOM will prepare updated Special Conditions for the bidding documents. The new bidding documents will be based on the original 16-01 bidding documents, the 16-01 Rebid Special Conditions, City - requested changes, and updated to include 2018 City of Oshkosh Standard Specifications. ueiivei'aioi, AECOM will provide one draft electronic version in Microsoft Word format for review. All comments will be addressed and incorporated into a final Microsoft Word document and provided to the City. bic4ulrig Hsslstance AECOM will provide a contact for bidding questions. The questions and recommended answers will be summarized in a Microsoft word document format and supplied to the City. In addition, AECOM will prepare one draft addendum for City review. r)orph!, AECOM will provide a draft electronic copy of all bidding questions and recommended answers and one project document addendum. KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 3/9 AECOM Assumptions A prebid meeting will not be required. The City will prepare all front end bidding documents including the proposal, submit the Notice to Contractors as required for Municipal bidding requirements and compile into a single PDF and upload the document on to the Quest Bidding Services site. This will include any necessary addendum. • The project will be bid in early 2018. Task; . . Project Management, Construction Documentation and Project Close Out AECOM will provide a Project Representative on a full-time basis during the construction of the project. We have based our fee estimate on an overall construction period of 22 weeks for completion of the underdrain system, storm water detention basin and appurtenant work. In addition, we anticipate the need for a supplemental field testing technician at periodic times throughout the project to assist ongoing testing and documentation needs. For budgeting purposes, we have included 5 weeks of supplemental staff. AECOM will provide on-site documentation and testing staff as needed during the duration of the project. AECOM staff will only be onsite when necessary as the site work dictates. In addition, as with all our projects, if City field staff is available we will work to incorporate them into replacing our field staff. 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. Specific attention by field staff will be focused on maintaining compliance with permit conditions; management of the utility installation; and construction of the basin clay liner, structures, and underdrain system. A summary of tasks is provided below. • Update Project Documents to be issued for Construction, which will include any changes made by Addendum (electronic deliverable). • Provide a full-time Project Field Representative (based on project need) on site during construction events. • Provide on-site supplemental part-time testing staff (based on project need) during the project per the estimated project schedule. • 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. • 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. • Transmit to contractor the City's clarifications and interpretations of the contract documents. • Maintain correspondence files, reports of job conferences, shop drawings, sample submissions, reproductions or original contract documents including all addenda, change orders, field orders, and additional drawings issued subsequent to the execution of the contract. Provide copies of all construction documents in electronic format to the City after completion of the project. • Maintain reports for the construction contract including: recording weather conditions when on the job site; data relative to questions of extras or deductions; list of daily activities and decisions; observations in general; and specific observations in more detail when observing test procedures. KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 4/9 AECOM • Prepare necessary field modifications (construction bulletins) and change orders in accordance with instructions from the City. • Furnish the City with weekly reports of progress of the work and the contractor's compliance with the approved progress schedule. Prepare weekly progress meeting agendas and minutes. Keep the City informed of any expected delays in progress schedule. Prepare and distribute meeting minutes. • Provide the City with weekly bid item quantities on the following Tuesday of each work week. The quantities will be provided on a spreadsheet prepared by the City. Survey quantities for appropriated bid items will be provided to AECOM by City Survey Crews. • 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, sieve/hydrometer material gradation, and material permeability testing. We also anticipate testing will include extraction gradations for bituminous pavement and compressive strength for concrete materials placed. A laboratory testing budget is established in Task 2. • Provide Field testing to document conformance with plans and specifications. Record horizontal and vertical coordinates of each individual test so as to allow later identification and inclusion in the project construction documents. Testing will include: nuclear density compaction testing for soils and bituminous pavement, and cast -in-place concrete placement monitoring. • Subcontract laboratory testing services as required completing field testing per Project Document requirements. • 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, South Zone NADD83 and the Vertical Datum will be NAVD88). • 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. • Prepare a Construction Documentation Report that will include all meeting minutes, construction bulletins, photograph log, field and laboratory testing results and as -record drawings (one hard and electronic copy). • Prepare an Operation and Maintenance Plan for the detention basin which will include information of operation and maintenance of the dewatering system (one hard and electronic copy). AECOM proposes a team comprised of Paul Timm, Account Manager; Tim Wolf, Project/Submittal Manager; Chad Wilson or Erik Nielsen (full time) Field Staff; Tom Bishop (part time), Field Staff; Jeremy Thomas, P.E., Geotechnical Engineer; and Cliff Shierk, P.E., GIS Management. This proposed project team has been selected to provide the City with AECOM staff that understand the City's 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. KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 5/9 AECOM Assumptions AECOM and the City will work together to document construction of the project. AECOM will provide necessary and appropriate communications and documents required to make timely decisions and assure project goals and contract document compliance are met. The City will provide input on submittals as required to confirm the project intent and project contract documents. AECOM will initially review the submittals and provide review comments for City consideration. The City will be responsible for construction staking, measurement of bid item quantities that require survey, and as -built survey of the project. Sche m, Draft Bidding Documents and Plans to the City for Review — February 20, 2018 Final Bidding Plans and Documents to the City — March 2, 2018 Bidding — March 6 to April 3, 2018 Construction — May 1 to September 28, 2018 Construction Documentation/O&M Report — December 31, 2018 Estimated Fees The total estimated fees for the design and bidding support services is $290,245. AECOM will only charge for actual incurred costs. If the project is completed outside of the assumptions AECOM may request to reduce or increase the budget accordingly. 6ervict, tgtunatea ree Task 1 — Update Bidding Documents and Bidding Assistance $28,220.00 Task 2 — Project Management, Submittal and Design Review $94,510.00 Task 3 — Field Work (including equip., expenses, subcontract services) $123,195.00 Task 4 — Project Close Out and O&M Manual $44,320.00 TOTAL ESTIMATED FEES $290,245.00 As a comparison of a past project budget that was similar in size and design, the budget for Tasks 2-4 on 16-01 R, Fernau Avenue Detention Basin Construction Management, was $267,229.00. The design and bidding assistance was part of a separate contract. The total for these tasks for this project is estimated to be $262,025. The anticipated field work for Contract 16-01 R was budgeted for 16 weeks, and actual construction was over 52 weeks. AECOM was able to manage the budget by carefully regulating when field staff were required at the site. Therefore, because the projects are similar in size we anticipate the proposed budget to be realistic and sufficient for this project. We reduced the proposed budget for Task 2 and the O&M manual as we anticipate a cost savings by using documentation information developed for Contract 16-01 R as a basis for this project. If services to be provided under this proposal require the agents, employees, or contractors of AECOM to enter onto the Project site, the City shall provide right -of -access to the site to AECOM, its employees, agents, and contractors, to conduct the planned field observations or services. The services described in this proposal will be provided on a time and materials basis. Based upon the above scope of services the estimated budget for these services is $290,245.00. The services provided will be performed in accordance with the Negotiated 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 KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 6/9 A=COM contract for professional services. AECOM can begin providing these services immediately upon receipt of the signed Authorization Form (attached). We appreciate the opportunity to provide engineering services to the City of Oshkosh. If you have any questions regarding the proposed project approach or corresponding costs, please contact us at your convenience. If you have any questions or need to clarify a point, please call Paul Timm at 920-235-0270. Yours sincerely, I CLuk l IitilIUL,� Paul Timm It/-" Account Manager and: Authorization Form 9ev'tri L. Brehm, P.E. Associate Vice President K:\PROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353 Ubbey- Nicolet DB Design -Bid Proposal.docx 719 AECOM AECOM 558 N Main Street Oshkosh, WI 54901 Authorization January 17, 2018 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 Libbey-Nicolet Watershed/North Main Street Area Detention Basin located in the City of Oshkosh, Wisconsin as described in AECOM's proposal number OPP-640353 dated January 17, 2018 with a budget authorization of $290,245.00 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 Trena Larson Print Name Director of Finance Title/Organization Date Date Date Date KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.docx 8/9 I agree to accept invoices from AECOM via e-mail and not postal mail: ❑ Yes Signature: E-mail address: Recipient Mr./Ms.: Return to: Name: Paul Timm 558 North Main Street Address: Oshkosh, WI 54901 Email Paul.Timmaaecom.com Phone: 920.236.6718 KAPROPOSAL\City of Oshkosh\OPP-640353_Libbey-Nicolet DB Design-Bid\OPP-640353_Libbey- Nicolet DB Design -Bid Proposal.dou 9/9