HomeMy WebLinkAbout03-20-17 City Commission Packet Materials - C12. Task Order 5 with HDR for Stormwater Pipe and Drainage
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Frank Greenhill, Stormwater Program Technician
Kyle Mehrens, Stormwater Program Coordinator
Craig Woolard, Director of Public Works
SUBJECT: Stormwater System Pipe Rehabilitation and Drainage Project Design
MEETING DATE: March 20, 2017
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign a Professional Services Agreement - Task Order 5 with HDR Engineering, Inc. for the design of 100 feet of new stormwater pipe and an in-line stormwater treatment unit located near the intersection of
Westridge Drive and Overbrook Drive.
BACKGROUND: The Stormwater Division advertised a Request for Qualifications (RFQ) for
Stormwater System Improvement and Low Impact Development Design Services in 2015. Staff selected HDR Engineering, INC. and DOWL as the most qualified and executed a two-year task order based Professional Services Agreement with both consultants. The City Commission
approved the Professional Services Agreements, and the City Manager proceeded to sign both
contracts on November 16, 2015.
Staff utilizes the selected consultants to complete stormwater related engineering services on an “on call” basis. Requested services include, but are not limited to, design work, soil testing, surveying, and construction administration. Once Staff selects a consultant for a particular
project, an individual task order, scope, and budget is prepared and presented to the City
Commission for approval and ratification from the City Manager.
Attached is a copy of the partially executed Professional Services Agreement - Task Order 5 with HDR Engineering, INC. for the design of 100 feet of new stormwater pipe and an in-line
stormwater treatment unit located near the intersection of Westridge Drive and Overbrook Drive.
The City requires an improvement at this location to relocate the current drainage pathway from
private property to an existing utility easement and to provide stormwater treatment for a 43-acre urban drainage area that discharges into Matthew Bird Creek, a tributary of Bozeman Creek.
Staff reviewed the Professional Services Agreement - Task Order 5 and found it to be
commensurate with the work proposed.
UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the Commission.
FISCAL EFFECTS: A budget of $16,090 is required to perform the scope of services negotiated in the attached Professional Services Agreement - Task Order 5. Adequate funding
exists within remaining FY17 stormwater professional design service allocations (CIP Item -
STRM04).
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Attachments: Professional Services Agreement for Stormwater Improvement Projects
Professional Services Agreement - Task Order 5
Report compiled on: 3/6/2017
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City of Bozeman | Westridge Stormwater Infrastructure Improvement Project
SCOPE OF SERVICES
March 3, 2017
Exhibit A - Scope of Services
Introduction
The following scope of services is to provide engineering services to the City of Bozeman (COB)
for the Westridge Stormwater Infrastructure Improvement (WSII) Project. The project will be
located near the intersection of Westridge Drive and Overbrook Drive. COB would like to
improve the current stormwater conveyance/treatment system at this location in order to bypass
a pair of sedimentation ponds that currently receive stormwater runoff from the project area.
Adjustments to the conveyance system will include adding an in-line treatment system and
associated infrastructure so that stormwater runoff can discharge directly to Figgins Creek. The
following document outlines the assumptions, understanding of the work, and deliverables for
work associated with the WSII Project.
Project Schedule
The project schedule is set with the goal that design of this project will take place during the
spring of 2017 and construction will be completed by the end of June 2017.
Assumptions:
Notice to Proceed (NTP) will be issued by COB by March 15, 2017.
COB will provide requested materials and review comments in a timely fashion as
presented in the assumption sections for the following tasks.
Scope of Services
Task 1: Project Management and Quality Assurance/Quality
Control Services
Description of Work:
The scope, schedule, and budget will be monitored so that the project moves forward in a timely
manner. Each deliverable will be reviewed to ensure accurate, high-quality, and dependable
work products.
Sub Tasks:
01.01 - Project Management & Coordination of Work
This task includes project management services during the entire life of the project, including:
Monthly Invoicing and Monthly Reports
Project Delivery Administration: Budget & Schedule Controls
Kickoff meeting to establish communication protocol, project understanding, available
data, project schedule, etc.
Management of subcontractors (survey).
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City of Bozeman | Westridge Stormwater Infrastructure Improvement Project
SCOPE OF SERVICES
March 3, 2017
01.02 - Quality Assurance/Quality Control Services
Review of each deliverable according to HDR’s quality management procedures.
Quality Assurance/Quality Control is integrated into each deliverable’s budget.
Assumptions:
Project management effort is a function of the project duration and is based on the
schedule included with this scope of services.
NTP is anticipated before March 15, 2017, with participation assumed to be completed
at the end of construction.
Project management efforts and tasks associated with construction administration are
included under Task 6.
Deliverables:
Monthly invoice and project status updates.
Task 1 Budget:
$1,100
Task 2: Site Survey (Outside Services)
Description of Work:
Site specific data will be collected from existing sources, topographic surveys, and site visits, if
necessary. The data will be reviewed to understand the site constraints and analyze the
feasibility of the project. As a subconsultant to HDR, Pioneer Technical Services, Inc. will
perform the activities outlined below.
Sub Tasks:
02.01 – Topographic and Utility Survey
A topographic and utility survey of the project site will be performed by a licensed Professional
Land Surveyor (PLS) to determine the existing topography, location of existing infrastructure
(curbs, sidewalks, etc.) and locations of existing underground and above-ground utilities. All
utility locates shall be scheduled prior to surveying activities. Existing stormwater features
(inlets, outlets, manholes, pipes, etc.) will be surveyed within the boundaries of the project.
Figgins Creek features within the project area will be surveyed including: anticipated discharge
location; culvert inverts; and channel cross sections. Easement boundaries will be surveyed to
ensure all work is performed within COB right of way. The data generated from this effort will be
used for the preliminary design, 95% Design, and final design.
Survey data developed for this project will use the following data systems:
Projection: Montana State Plane Units
Datum: Horizontal – MT 2500 St Pl NAD83 US Feet
Vertical – NAVD88 US Feet
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City of Bozeman | Westridge Stormwater Infrastructure Improvement Project
SCOPE OF SERVICES
March 3, 2017
Assumptions:
COB will provide HDR with existing topographic and stormwater infrastructure
information for the drainage area outside the project boundaries.
COB will provide HDR with bike trail right of way/easement information.
Pioneer Technical Services, Inc. will be responsible for scheduling utility locates.
Surveying activities will be completed in one business day.
Task 2 Budget:
$2,630
Task 3: Preliminary Design
Description of Work:
All information received will be reviewed to understand the site characteristics and project
constraints. Using the information compiled, the Engineer will prepare a preliminary design for
the proposed improvements. The preliminary design will be delivered to COB for review and
approval.
Sub Tasks:
3.01 – Hydrologic Analysis
HDR will perform a hydrologic analysis of the contributing drainage area in order to determine
peak flow rates. Previous projects have utilized the Rational Method for calculating peak flow
rates; therefore, HDR anticipates using this methodology unless otherwise directed. As
requested by the COB, HDR will use the 2-year storm event for treatment design and the 10-
year storm event for bypass design.
3.02 – Evaluate Treatment System & Associated Infrastructure
HDR understands that the COB has adopted the State of Washington Department of Ecology’s
TAPE program as a bench mark for required certification of stormwater technology. HDR
anticipates using the approved Vortechs hydrodynamic separator treatment system that is
manufactured by Contech Engineered Solutions. The system will be analyzed and sized
appropriately for the peak flow rates calculated under sub-task 4.01. In addition, all inlets,
outlets, and pipe alignments will be analyzed and sized appropriately.
3.03 – Review of Easement & Floodplain Requirements
Information collected during the site survey will be used to review easements and floodplain
requirements. Property boundaries will be identified and all construction activities are
anticipated to take place on City property or within City right of way. If easements become an
issue, HDR will meet with the COB to evaluate other options. HDR will evaluate any floodplain
requirements and provide recommendations in the preliminary design memorandum.
Completion of floodplain permit applications is not included; however, HDR can provide this
service as an amendment to this scope.
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SCOPE OF SERVICES
March 3, 2017
3.04 – Preliminary Construction Drawings
HDR will develop a set of construction drawings with plan & profile views showing general
project layout with the purpose of presenting major project component location and elevation to
evaluate project functionality and constructability.
Assumptions:
The Rational Method will be used to calculate peak flow rates.
Completion of floodplain permits is not included.
Recommended treatment option will be approved by the Washington Department of
Ecology TAPE program.
Drawings to be preliminary in nature without complete construction notes or details.
HDR and COB will have a meeting to review the Preliminary Design, answer questions
and discuss COB comments.
Deliverables:
Preliminary design memorandum
Preliminary construction drawings
Task 3 Budget:
$4,070
Task 4: 95% Design
Description of Work:
HDR will develop a 95% design of the project after a Design NTP has been issued by COB. The
following tasks will be completed for the 95% design.
Sub Tasks:
4.01 – Construction Drawings
HDR will develop a set of construction drawings that will include a cover sheet, general notes,
construction notes, plan & profile views, and detail drawings. The construction drawings will be
submitted to COB for review and comments will be incorporated under Task 5.
4.02 – Specifications & Engineer’s Estimate
HDR will provide general notes and construction specifications. All specifications relating to
inlet, outlet, and pipe installation will be based on the Montana Public Works standard
specifications. Specifications for installation of the Vortechs hydrodynamic separator will come
directly from the manufacturer. Specifications specific to COB will be reviewed and incorporated
as needed. Supplemental specifications and special provisions may be included if necessary.
The Engineer will generate a cost estimate for construction activities that will be based on time
and materials.
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SCOPE OF SERVICES
March 3, 2017
Assumptions:
All notes for the design of the project will be included on the construction drawings.
Contract documents will be produced by the COB.
COB will provide HDR general material costs as seen on previous projects.
Information used for the Engineer’s estimate will come from a combination of the latest
version of RS Means, Montana Department of Transportation bid price summary,
supplier quotes and values provided by COB.
Specifications are anticipated to be included as notes on project drawings.
Deliverables:
Construction drawings: 95%
Specifications: 95%
Engineer’s estimate (for 95% design)
Task 4 Budget:
$4,150
Task 5: Final Design
Description of Work:
HDR will finalize the construction drawings, specifications, and Engineer’s estimate.
Sub Tasks:
5.01 – Finalize Documents
HDR will complete final construction drawings, specifications, and cost estimates that will
include revisions based on COB comments on the 95% design documents.
Assumptions:
COB comments to the 95% design documents will be incorporated into the Task 5
deliverable.
Deliverables:
Construction drawings: 100%
Specifications: 100%
Engineer’s estimate (for 100% design)
Task 5 Budget:
$1,350
Task 6: Project Inspection
Description of Work:
HDR will be involved with construction administration activities including, contractor
coordination, inspections, and record drawings.
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Sub Tasks:
6.01 – Pre-construction Meeting
HDR will work with COB and Contractor to facilitate a pre-construction meeting. The meeting
will help identify project expectations, establish communication protocol, and clarify any contract
or specification discrepancies.
6.02 – Construction Inspection
Inspections will be performed by an HDR representative during key construction activities. A
daily work report (DWR) will be developed for each day that construction takes place. The DWR
will document on-site personnel, equipment, planned activities, inspections performed, and any
issues encountered.
6.03 – Record Drawings
Record drawings will be developed by HDR in order to document the as-built conditions of the
project. All record drawings will be submitted to COB.
Assumptions:
Construction costs will be less than $80k and therefore COB can solicit two bids and
select a contractor based on price.
COB will be responsible for contractor bid solicitation and contractor selection.
Construction will last no longer than 5 business days.
HDR’s Project manager and project engineer will be present during the pre-construction
meeting.
HDR will be present for key portions of construction but not full time.
No significant changes are expected between the construction drawings and record
drawings.
Task 6 Budget:
$2,790
Total Project Budget:
$16,090
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