HomeMy WebLinkAbout02-24-20 City Commission Packet Materials - C11. PSA with AE2S Inc for Boz Wastewater Collection Model Update Phase 1Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Brian Heaston, Senior Engineer
SUBJECT: Authorize the City Manager to Sign a Professional Services Agreement with
Advanced Engineering and Environmental Services, Incorporated, for the Bozeman Wastewater
Collection System Model Update: Phase 1 – Hydraulic Model Development Project.
MEETING DATE: February 24, 2020
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to Sign a Professional Services
Agreement with Advanced Engineering and Environmental Services, Incorporated, for the
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model
Development Project.
BACKGROUND: The City’s current wastewater collection system model was completed as
part of the 2015 Wastewater Collection Facilities Plan Update. Many of the capital
improvements identified in the 2015 facilities plan to correct existing sewer capacity deficiencies
have been completed or are now nearing completion. The wastewater model and facilities plan
must be periodically updated to ensure the City continues to accommodate growth.
The City issued a request for proposals (RFP) in November 2019 for a wastewater collection
system model update. The work described in the RFP provides for Phase 1 and Phase 2 services.
Phase 1 being the model update; Phase 2 being an update to the wastewater collection facility
plan itself. The RFP also provides for up to a three year service contract with the selected firm
for on-call model services. Upon review of RFP responses, the firm of Advanced Engineering
and Environmental Services, Inc. (AE2S) was determined to be most-qualified and was selected
for contract negotiation. The attached Professional Services Agreement (PSA) was subsequently
negotiated for Phase 1 services only. The City intends to separately negotiate Phase 2 services as
an amendment to the Phase 1 PSA, subject to available funding, upon completion of Phase 1. An
on-call model services contract will also be separately negotiated upon completion of Phase 1.
FISCAL EFFECTS: Funding for Phase 1 PSA to update the wastewater collection system
hydraulic model is provided by wastewater impact fee fund FY20 CIP project WWIF39 at
$350,000. The negotiated Phase 1 PSA scope and fee amounts to $347,175.00. Sufficient
funding is available.
286
ALTERNATIVES: As suggested by the Commission
ATTACHMENTS: Professional Services Agreement w/AE2S
287
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 1 of 9
PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this day of ,2020, by
and between the CITY OF BOZEMAN, MONTANA, a self-governing municipal corporation
organized and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street,
Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter referred
to as “City,” and Advanced Engineering and Environmental Services, Incorporated, hereinafter
referred to as “Contractor”, collectively referred to as “Parties”.
In consideration of the mutual covenants and agreements herein contained, the receipt and sufficiency
whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City services
described in the Scope of Services attached hereto as “Exhibit A” and by this reference made a part
hereof for the Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model
Development.
2. Term/Effective Date: This Agreement is effective upon the date of its execution and will
terminate upon satisfactory completion of the agreed scope of services, which may be amended from
time to time by the mutual agreement of the Parties pursuant to terms of this agreement, as determined
by the City.
3. Scope of Services: Contractor will perform the work and provide the services in accordance
with the requirements of the Scope of Services. For conflicts between this Agreement and the Scope
of Services, unless specifically provided otherwise, the Agreement governs. Contractor may use or rely
upon design elements and information ordinarily or customarily furnished by others, including, but not
limited to, specialty contractors, consultants, manufacturers, suppliers, and the publishers of technical
standards.
4. Payment: City agrees to pay Contractor an amount not to exceed $347,175.00 as specified in
the Scope of Services attached hereto as “Exhibit A” and specifically tabulated as “Attachment 1 to
Exhibit A”. Contractor shall submit monthly statements for services rendered on a per task basis as
described in Exhibit A. The statements shall be based upon Contractor’s estimate of the proportion of
the total services actually completed for each task at the time of billing.
5. Additional Services: If City requests Contractor to perform any additional services not
otherwise provided for in this Agreement, City shall so instruct Contractor in writing, and Contractor
shall perform or obtain from others such services and will be paid therefor on a Time & Materials basis
pursuant to the Hourly Fee and Reimbursable Schedule attached hereto as “Exhibit B” and by this
reference made a part hereof, OR an amount otherwise negotiated prior to the performance of such
services at the time such services are requested and approved by City. If additional services are
separately negotiated prior to performance of such services, the agreed amount must be inclusive of
reimbursable expenses and consultant charges if applicable.
City must be notified and approve of any additional services being rendered by consultants to the
Contractor prior to said consultants performing such services. Contractor’s hiring of consultants other
288
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 2 of 9
than those identified in Exhibit A to perform work under this Agreement must comply with City
procurement policies. Contractor’s failure to provide this notification is just and sufficient cause to
allow the City to deny payment of consultant charges. Consultant charges to the Contractor may be
subject to an administrative factor that shall not exceed 1.05.
6. Reimbursable Expenses: For Scope of Services attached hereto as “Exhibit A” reimbursable
expenses shall be paid to Contractor by City in the actual amount of costs incurred up to an amount not
to exceed $133,432.50, which includes $133,350 for consultants and $82.50 for all other reimbursable
expenses. The estimated reimbursable expenses are specifically identified in “Attachment 1 to Exhibit
A”. Reimbursable expenses not explicitly identified in Exhibit A or in a written amendment to this
Agreement will not be paid by City. Any monthly statements provided under Part 4 of this Agreement
containing reimbursable expenses for consultants must include consultant invoices to the Contractor.
7. Contractor’s Representations: To induce City to enter into this Agreement, Contractor makes
the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement, the
Scope of Services, and with all local conditions and federal, state and local laws, ordinances, rules, and
regulations that in any manner may affect cost, progress or performance of the Scope of Services.
b. Contractor represents and warrants to City that it has the experience and ability to
perform the services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill; that it has the power to enter into and
perform this Agreement and grant the rights granted in it; and that its performance of this Agreement
shall not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any federal,
state and municipal laws. The City will not determine or exercise control as to general procedures or
formats necessary to have these services meet this warranty.
8. Independent Contractor Status/Labor Relations: The parties agree that Contractor is an
independent contractor for purposes of this Agreement and is not to be considered an employee of the
City for any purpose. Contractor is not subject to the terms and provisions of the City’s personnel
policies handbook and may not be considered a City employee for workers’ compensation or any other
purpose. Contractor is not authorized to represent the City or otherwise bind the City in any dealings
between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation Act,
Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter 71, MCA.
Contractor shall maintain workers’ compensation coverage for all members and employees of
Contractor’s business, except for those members who are exempted by law.
9. Indemnity/Waiver of Claims/Insurance: For other than professional services rendered, to the
fullest extent permitted by law, Contractor agrees to release, defend, indemnify, and hold harmless the
City, its agents, representatives, employees, and officers (collectively referred to for purposes of this
Section as the City) from and against any and all claims, demands, actions, fees and costs (including
attorney’s fees and the costs and fees of expert witness and consultants), losses, expenses, liabilities
289
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 3 of 9
(including liability where activity is inherently or intrinsically dangerous) or damages of whatever kind
or nature connected therewith and without limit and without regard to the cause or causes thereof or
the negligence of any party or parties that may be asserted against, recovered from or suffered by the
City occasioned by, growing or arising out of or resulting from or in any way related to: (i) the
negligent, reckless, or intentional misconduct of the Contractor; or (ii) any negligent, reckless, or
intentional misconduct of any of the Contractor’s agents.
For the professional services rendered, to the fullest extent permitted by law, Contractor agrees
to indemnify and hold the City harmless against claims, demands, suits, damages, losses, and expenses,
including reasonable defense attorney fees, to the extent caused by the negligence or willful misconduct
of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or obligations
of indemnity that would otherwise exist. The indemnification obligations of this Section must not be
construed to negate, abridge, or reduce any common-law or statutory rights of the indemnitee(s) which
would otherwise exist as to such indemnitee(s).
Contractor’s indemnity under this Section shall be without regard to and without any right to
contribution from any insurance maintained by City.
Should any indemnitee described herein be required to bring an action against the Contractor
to assert its right to defense or indemnification under this Agreement or under the Contractor’s
applicable insurance policies required below the indemnitee shall be entitled to recover reasonable
costs and attorney fees incurred in asserting its right to indemnification or defense but only if a court
of competent jurisdiction determines the Contractor was obligated to defend the claim(s) or was
obligated to indemnify the indemnitee for a claim(s) or any portion(s) thereof.
In the event of an action filed against City resulting from the City’s performance under this
Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers, agents or
employees, including the right of contribution for loss or damage to person or property arising from,
growing out of, or in any way connected with or incident to the performance of this Agreement except
“responsibility for his own fraud, for willful injury to the person or property of another, or for violation
of law, whether willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense secure
insurance coverage through an insurance company or companies duly licensed and authorized to
conduct insurance business in Montana which insures the liabilities and obligations specifically
assumed by the Contractor in this Section. The insurance coverage shall not contain any exclusion for
liabilities specifically assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City without limit
290
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 4 of 9
and without regard to the cause therefore and which is acceptable to the City and Contractor shall
furnish to the City an accompanying certificate of insurance and accompanying endorsements in
amounts not less than as follows:
• Workers’ Compensation – statutory;
• Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Automobile Liability - $1,000,000 property damage/bodily injury per accident; and
• Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers, agents,
and employees, shall be endorsed as an additional or named insured on a primary non- contributory
basis on both the Commercial General and Automobile Liability policies. The insurance and required
endorsements must be in a form suitable to City and shall include no less than a sixty (60) day notice
of cancellation or non-renewal. The City must approve all insurance coverage and endorsements prior
to the Contractor commencing work. Contractor shall notify City within two (2) business days of
Contractor’s receipt of notice that any required insurance coverage will be terminated or Contractor’s
decision to terminate any required insurance coverage for any reason.
10. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or fails to
perform any of its obligations under this Agreement, or otherwise breaches any terms or
conditions of this Agreement, the City may, by written notice, terminate this Agreement and
the Contractor’s right to proceed with all or any part of the work (“Termination Notice Due to
Contractor’s Fault”). The City may then take over the work and complete it, either with its own
resources or by re-letting the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall be entitled to
payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any other remedies
to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost business
opportunity, lost productivity, field office overhead, general conditions costs, or lost profits
damages of any nature arising, or claimed to have arisen, as a result of the termination.
11. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the City, make it
advisable to the City to cease performance under this Agreement City may terminate this
Agreement by written notice to Contractor (“Notice of Termination for City’s Convenience”).
The termination shall be effective in the manner specified in the Notice of Termination for
City’s Convenience and shall be without prejudice to any claims that the City may otherwise
have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless otherwise
291
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 5 of 9
directed in the Notice, the Contractor shall immediately cease performance under this
Agreement and make every reasonable effort to refrain from continuing work, incurring
additional expenses or costs under this Agreement and shall immediately cancel all existing
orders or contracts upon terms satisfactory to the City. Contractor shall do only such work as
may be necessary to preserve, protect, and maintain work already completed or immediately in
progress.
c. In the event of a termination pursuant to this Section 9, Contractor is entitled to payment
only for those services Contractor actually rendered on or before the receipt of the Notice of
Termination for City’s Convenience.
d. The compensation described in Section 9(c) is the sole compensation due to Contractor
for its performance of this Agreement. Contractor shall, under no circumstances, be entitled to
claim or recover consequential, special, punitive, lost business opportunity, lost productivity,
field office overhead, general conditions costs, or lost profits damages of any nature arising, or
claimed to have arisen, as a result of the termination.
12. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement, Contractor’s
damages shall be limited to contract damages and Contractor hereby expressly waives any right
to claim or recover consequential, special, punitive, lost business opportunity, lost productivity,
field office overhead, general conditions costs, or lost profits damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or nature,
Contractor shall provide City with written notice of its claim, the facts and circumstances
surrounding and giving rise to the claim, and the total amount of damages sought by the claim,
within thirty (30) days of the Contractor becoming aware of the facts and circumstances giving
rise to the claim. In the event Contractor fails to provide such notice, Contractor shall waive all
rights to assert such claim.
13. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this Agreement
shall be Lance Lehigh, PE or such other individual as City shall designate in writing. Whenever
approval or authorization from or communication or submission to City is required by this
Agreement, such communication or submission shall be directed to the City’s Representative
and approvals or authorizations shall be issued only by such Representative; provided, however,
that in exigent circumstances when City’s Representative is not available, Contractor may
direct its communication or submission to other designated City personnel or agents as listed
above and may receive approvals or authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the purpose of this
Agreement shall be Zach Magdol, PE or such other individual as Contractor shall designate in
writing. Whenever direction to or communication with Contractor is required by this
Agreement, such direction or communication shall be directed to Contractor’s Representative;
provided, however, that in exigent circumstances when Contractor’s Representative is not
292
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 6 of 9
available, City may direct its direction or communication to other designated Contractor
personnel or agents.
14. Permits: Contractor shall provide all notices, comply with all applicable laws, ordinances,
rules, and regulations, obtain all necessary permits, licenses, including a City of Bozeman business
license, and inspections from applicable governmental authorities, and pay all fees and charges in
connection therewith.
15. Laws and Regulations: Contractor shall comply fully with all applicable state and federal
laws, regulations, and municipal ordinances including, but not limited to, all workers’ compensation
laws, all environmental laws including, but not limited to, the generation and disposal of hazardous
waste, the Occupational Safety and Health Act (OSHA), the safety rules, codes, and provisions of the
Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City, County, and State building and
electrical codes, the Americans with Disabilities Act, and all non- discrimination, affirmative action,
and utilization of minority and small business statutes and regulations.
16. Nondiscrimination: The Contractor agrees that all hiring by Contractor of persons performing
this Agreement shall be on the basis of merit and qualifications. The Contractor will have a policy to
provide equal employment opportunity in accordance with all applicable state and federal anti-
discrimination laws, regulations, and contracts. The Contractor will not refuse employment to a person,
bar a person from employment, or discriminate against a person in compensation or in a term,
condition, or privilege of employment because of race, color, religion, creed, political ideas, sex, age,
marital status, national origin, actual or perceived sexual orientation, gender identity, physical or
mental disability, except when the reasonable demands of the position require an age, physical or
mental disability, marital status or sex distinction. The Contractor shall be subject to and comply with
Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code, and all regulations
promulgated thereunder. The Contractor shall require these nondiscrimination terms of its
subcontractors providing services under this agreement.
17. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor shall not
permit or suffer the introduction or use of any intoxicants, including alcohol or illegal drugs, by any
employee or agent engaged in services to the City under this Agreement while on City property or in
the performance of any activities under this Agreement. Contractor acknowledges it is aware of and
shall comply with its responsibilities and obligations under the U.S. Department of Transportation
(DOT) regulations governing anti-drug and alcohol misuse prevention plans and related testing. City
shall have the right to request proof of such compliance and Contractor shall be obligated to furnish
such proof.
The Contractor shall be responsible for instructing and training the Contractor's employees and
agents in proper and specified work methods and procedures. The Contractor shall provide continuous
inspection and supervision of the work performed. The Contractor is responsible for instructing his
employees and agents in safe work practices.
18. Modification and Assignability: This Agreement may not be enlarged, modified, amended or
altered except by written agreement signed by both parties hereto. The Contractor may not subcontract
or assign Contractor’s rights, including the right to compensation or duties arising hereunder, without
293
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 7 of 9
the prior written consent of City. Any subcontractor or assignee will be bound by all of the terms and
conditions of this Agreement.
19. Reports/Accountability/Public Information: Contractor agrees to develop and/or provide
documentation as requested by the City demonstrating Contractor’s compliance with the requirements
of this Agreement. Contractor shall allow the City, its auditors, and other persons authorized by the
City to inspect and copy its books and records for the purpose of verifying that the reimbursement of
monies distributed to Contractor pursuant to this Agreement was used in compliance with this
Agreement and all applicable provisions of federal, state, and local law. The Contractor shall not issue
any statements, releases or information for public dissemination without prior approval of the City.
20. Non-Waiver: A waiver by either party any default or breach by the other party of any terms or
conditions of this Agreement does not limit the other party’s right to enforce such term or conditions
or to pursue any available legal or equitable rights in the event of any subsequent default or breach.
21. Attorney’s Fees and Costs: In the event it becomes necessary for either Party to retain an
attorney to enforce any of the terms or conditions of this Agreement or to give any notice required
herein, then the prevailing Party or the Party giving notice shall be entitled to reasonable attorney's fees
and costs, including fees, salary, and costs of in-house counsel to include City Attorney.
22. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all appropriate
employee withholdings.
23. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents, employees, or
representatives shall be resolved first by negotiation between senior-level personnel from each
party duly authorized to execute settlement agreements. Upon mutual agreement of the parties,
the parties may invite an independent, disinterested mediator to assist in the negotiated
settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from the date the
dispute was first raised, then such dispute may only be resolved in a court of competent
jurisdiction in compliance with the Applicable Law provisions of this Agreement.
24. Survival: Contractor’s indemnification shall survive the termination or expiration of this
Agreement for the maximum period allowed under applicable law.
25. Headings: The headings used in this Agreement are for convenience only and are not be
construed as a part of the Agreement or as a limitation on the scope of the particular paragraphs to
which they refer.
26. Severability: If any portion of this Agreement is held to be void or unenforceable, the balance
thereof shall continue in effect.
27. Applicable Law: The parties agree that this Agreement is governed in all respects by the laws
of the State of Montana.
294
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 8 of 9
28. Binding Effect: This Agreement is binding upon and inures to the benefit of the heirs, legal
representatives, successors, and assigns of the parties.
29. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the parties, does
not constitute a third-party beneficiary agreement, and may not be relied upon or enforced by a third
party.
30. Counterparts: This Agreement may be executed in counterparts, which together constitute one
instrument.
31. Integration: This Agreement and all Exhibits attached hereto constitute the entire agreement
of the parties. Covenants or representations not contained therein or made a part thereof by reference,
are not binding upon the parties. There are no understandings between the parties other than as set forth
in this Agreement. All communications, either verbal or written, made prior to the date of this
Agreement are hereby abrogated and withdrawn unless specifically made a part of this Agreement by
reference.
32. Standard of Care: In providing services under this Agreement, Contractor will perform in a
manner consistent with the degree of care and skill ordinarily exercised by members of the same
profession currently practicing under similar circumstances. If any service should be found to be not
in conformance with this standard, the Contractor shall, at the City’s request, re-perform the service at
its own expense. Contractor shall also, at its own expense, make such changes, modifications or
additions to the project which are made necessary as a result of the initial non-performance or the re-
performance of services. The City’s rights herein are in addition to any other remedies the City may
have under the law
33. Ownership and Reuse of Documents: Upon payment in full by City to Contractor for all
monies due Contractor under this Agreement, Contractor’s work products produced under this
Agreement shall become the sole property of the City. The City’s use, reuse, alteration, or modification
of the work products will be at City’s sole risk and without liability or legal exposure to Contractor or
to its officers, directors, members, partners, agents, employees, and consultants.
295
Bozeman Wastewater Collection System Model Update: Phase 1 – Hydraulic Model Development
Page 9 of 9
In witness whereof, the Parties hereto do make and execute this Agreement.
CITY OF BOZEMAN, MONTANA CONTRACTOR
BY: BY:
(City Manager) (Chief Operating Officer)
DATE: DATE:
ATTEST:
BY:
(City Clerk)
APPROVED AS TO FORM:
BY:
(City Attorney)
02/12/2020
296
EXHIBIT A:
Scope and Fee Description
for
Bozeman Wastewater Collection System Model Update
Phase 1 – Hydraulic Model Development
February 2020
297
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
2
Contents
Project Objectives and Deliverables ......................................................................................................... 3
Scope & Fee Description ........................................................................................................................... 4
Fee Summary .......................................................................................................................................... 14
Schedule .................................................................................................................................................. 15
Attachments:
Attachment 1 – Hour and Fee Estimate by Subtask
298
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
3
Project Objectives and Deliverables
The objective of this project is to provide the City a wastewater collection system hydraulic model and
accompanying documentation. Technical Memoranda (TMs) will be provided to the City for each Task
and subtask where noted. These TMs will be formatted in a clear, concise, and cohesive manner so that
upon completion of Phase 2 (future Phase) they can be integrated seamlessly into one overall
Wastewater Collection System Facility Plan.
Key deliverables include the following TMs:
• Asset Management Coordinate System Standard
• Data Collection
• Sanitary Manhole Condition Assessment Program Plan
• Wastewater Flow Characterization
• FME Routine
• Model Development and Calibration
• Performance Standards
• Existing System Evaluation
• Future System Improvements
299
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
4
Scope & Fee Description
PHASE 1 Task 1 – Project Management and Meetings
Tasks 1.1 Client Meetings
1) Data Collection Coordination Meeting
1.1 Flow monitoring priorities
1.2 Geodatabase Schema
1.3 Rim / invert survey
1.4 City data request
1.5 As-needed coordination meetings (specific sub-task conference calls/virtual meetings noted below)
2) Basis of Planning (service area, growth projects, planning periods, future land use, future growth scenarios)
3) Meeting with City of Belgrade and City of Bozeman
1.2 Project Management
• Schedule and budget management
• Monthly invoices
• Management of Staff and Subconsultant
Deliverables • Client Meeting agendas and minutes
• Bi-monthly budget and schedule updates via email
• Monthly invoices
Assumptions • Meetings will be in person at City Professional Building or AE2S Bozeman office
Proposed
Hours / Fee
• 185.5 Hours
• $30,551.50
300
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
5
PHASE 1 Task 2 – Asset Management Coordinate System Standard Plan
Tasks 2.1 Plan to Update and Maintain City’s Asset Data Datums
Plan to include:
• Vertical datum conversion method to NAVD 88 and ongoing updates protocol for City to use moving frorward (i.e., when next nation
vertical datum shift will occur and how the City should handle it)
• Horizontal datum conversion method to UTM 12N
• Coordinate system transformation protocols
o State Plane to UTM
o Latitude / Longitude to UTM
• Recommendations on leveraging MSU CORS base station for GPS survey and maintain as a long-term base station
• Recommendations for tying into PLSS Monumentation to ensure spatial accuracy of assets on record drawings
• Recommendations for local survey control monuments
Deliverables • Asset Management Coordinate System Standard Technical Memorandum (TM) providing recommendations to be adopted into the
City’s Engineering Standards.
o The TM shall cover all the items listed under Task 2.1
Assumptions • Technical Memorandum (TM) for this Task will be a separate deliverable and will not be incorporated into the overall future Wastewater
Collection System Facility Plan report
• Plan shall be prepared by a certified Professional Surveyor in the State of MT
Proposed
Hours / Fee
• AE2S: 4 Hours
• TD&H: 80 Hours
• $9,060
301
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
6
PHASE 1 Task 3 – Data Collection & Data Review
Tasks 3.1 Compile and Review Existing Data
Data include:
• Lift stations, winter period water meter data, WRF inflow data, wastewater flow monitoring data
3.2 Survey Collection System Manholes
• Survey sanitary manholes identified by City of Bozeman (approximately 1400 manholes)
• Scan split flow manholes (36 structures)
3.3 Record Drawing Review
• Use LiDAR and record drawings for portions of system outside of survey extents
o Use 10 State Standards recommended minimum sewer grade in hydraulic model where record drawings are insufficient
3.4 Develop Wastewater Flow Monitoring Plan
• Prioritize wet-weather flow monitoring locations based on review and analysis of existing wastewater flow monitoring data and
reports (i.e., 2018 Sanderson & Stewart Midtown/Downtown Sewer Capacity Analysis)
3.5 Deploy Wastewater Flow Monitoring Plan
• Deploy up to six flow meters and one rain gage for up to a total of four months
Deliverables • Data provided by City and data collected as part of this effort will be neatly formatted and compiled (i.e., logical data structure with
clear meta data). The City shall be able to rely on these data for future wastewater collection analyses and updates.
• The Data Collection Technical Memorandum (TM) will accompany the data describing the data structure, format, collection
process/methods, and summary. The Task 6 TM will cover the methods for incorporating data into the hydraulic model.
• Raw data from flow monitoring effort. The Task 5 TM will include analysis of data.
Assumptions • Survey approximately 1400 manholes
• Scan 36 split flow manholes
• Use GPS for rim elevations (or total station if GPS signal insufficient)
• Use Schneider V.Depth laser measure tool (2 units to be provided to TD&H by City of Bozeman)
• Use LiDAR for rim elevations and record drawings (where available) for depth to inverts for portions of sanitary system outside of survey
extents
• Given the uncertainty in the number, quality, and organization of record drawings, Engineer assumes a total of 272 hours to review
record drawings and add their data to the sanitary sewer system database
• Lift station data will include wet-well dimensions, pump curves, operating points and SCADA historical data where available.
• Engineer assumes a total of 64 hours to review the data provided by the City under Task 3.1. If significant data scrubbing is required, a
corrective action plan will be developed with the City.
302
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
7
Proposed
Hours / Fee
• AE2S: 398 Hours
• TD&H: 950 Hours
• $173,660
303
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
8
PHASE 1 Task 4 – Sanitary Manhole Condition Assessment Program Plan
Tasks 4.1 Develop Plan and Framework for Condition Assessment
• NASSCO Standard review and tailor to City’s needs
• Condition assessment (CA) equipment recommendation
o Prepare a cost estimate comparison of equipment options
• Prioritize locations for conditions assessment
o Recommend condition assessment phasing plan
• Describe training protocols for City’s Operations Staff
• Recommend protocols and data schema for integrating MH CA data into City’s CA software (Granite XP)
Deliverables • Sanitary Manhole Condition Assessment Program Plan Technical Memorandum (TM) providing recommendations and
framework for the City to carry out a sanitary MH condition assessment and be able to utilize the data for future risk
assessment and CIP planning. The TM shall include:
o All items listed under Task 4.1
o Maps summarizing the CA phased approach
o Tabulated equipment recommendations with cost and capabilities
o Tabulated relevant NASSCO standards
Assumptions • Up to two virtual meetings with City’s Task representative (Jon Henderson) and City Project Manager
Proposed
Hours / Fee
• AE2S: 97 Hours
• $13,880
304
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
9
PHASE 1 Task 5 – Wastewater Flow Characterization
Tasks 5.1 Review Past Historical Demand and Flow Monitoring Studies / Data
• Review existing land use, zoning and per capita wastewater load allocation factors
• Verify existing sewershed boundaries
• Review future land use, zoning and per capital wastewater load allocation factors
• Verify future sewershed boundaries
5.2 Define Existing Wastewater Loads
• Load allocation factors based on land use, zoning, and per capita basis
• Develop spreadsheet tool for efficiently updating wastewater flow allocations
5.3 Define Future Wastewater Loads
• Load allocation factors based on land use, zoning, and per capita basis
• Develop spreadsheet tool for efficiently updating wastewater flows allocations
• Define scenario driven wastewater loading
o Downtown area redevelopment densification – define loading based on analysis of 2018 Sanderson & Stewart
Midtown/Downtown Sewer Capacity Analysis
5.4 Determine build-out loading scenario for which interceptors will need to be upsized
• This scenario will help inform future density planning decisions
Deliverables • Wastewater Flow Characterization Technical Memorandum (TM) defining existing and future wastewater flows. The TM
shall include:
o Charts showing relevant flow data
o Tables summarizing loading by land use, zoning, and per capita
o Step-by-step procedure for determining load allocations and clear direction for using load allocation spreadsheets
o Future interceptor capacity exceedance scenario / projection
• Spreadsheets for updating wastewater allocations.
Assumptions • If sewershed boundaries are judged as suboptimal, AE2S shall notify City immediately and work closely with Staff to
develop a corrective action plan
• The formatting of the wastewater flow allocation spreadsheets shall be discussed with the City during development to
ensure usability
305
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
10
Proposed
Hours / Fee
• AE2S: 248 Hours
• $34,960
306
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
11
PHASE 1 Task 6 – GIS Production Database / FME Routine and Model Network Update
Tasks 6.1 Develop protocol for incorporating new or revised data into InfoSWMM model
• FME routine compatible with City GIS department standards and InfoSWMM structure
• Data schema format standard
6.2 Develop Model Network
• Use the FME routine to update the hydraulic model network.
• Update facilities information including lift station data, pump data, operating set points.
6.3 Model Upkeep Documentation
• Step-by-step procedures for maintaining collection system database and revising / updating the InfoSWMM model
Deliverables • FME Routine Technical Memorandum (TM) providing guidance and methods for moving new or revised wastewater
collection system data into the GIS database and InfoSWMM model. The TM shall include:
o Data schema format standard
o Step-by-step procedures for maintaining collection system GIS database
o Step-by-step procedures for incorporating collection system database into InfoSWMM model
Assumptions • Up to two virtual meetings with City’s Task representative (Jon Henderson) and City Project Manager
• City will provide FME scripts
• AE2S will provide protocol for using FME output as model input data
Proposed
Hours / Fee
• AE2S: 158 Hours
• $22,440
307
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
12
PHASE 1 Task 7 – InfoSWMM Model Development
Tasks 7.1 Calibrate Model
• Calibrate hydraulic model
• RTK factors
• WRF inflow data
• Lift station data
7.2 Establish Hydraulic Performance Criteria
• Determine planning level performance criteria
7.3 Evaluate Existing System Performance
• Identify system deficiencies
• Develop potential solutions
7.4 Develop Future Conditions Scenarios
• Develop up to three (3) future growth scenarios
• Establish “tipping point” model scenario – when future loading exceeds interceptor capacity
7.5 Evaluate Future System Performance
• Identify future improvements to serve growth
• Develop planning level cost estimates for future improvements
7.6 InfoSWMM Training Session
• In-person (4-hour) training session for City staff who will be running and updating wastewater collection system model
Deliverables • Model Development and Calibration Technical Memorandum (TM) providing documentation of hydraulic modeling
assumptions and methods and calibration procedure
• Performance Standards Technical Memorandum providing:
o Summary and verification of existing City and State standards
o Recommended planning level performance criteria
• Existing System Evaluation Technical Memorandum providing:
o Define existing system capacity
o Define existing capacity by sewershed
o Identify deficiencies
o Maps clearly showing model results and identifying deficiencies
o Recommended alternative solutions to deficiencies
• Future System Improvements Technical Memorandum providing:
308
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
13
o Summary of analysis and results of three future scenarios
o Summary of analysis and results of “tipping point” scenario (i.e., when main interceptor capacity is exceeded)
o Recommended improvements (identify and prioritize improvements)
o Planning level cost estimates for improvements
• Identify deficiencies
• Technical Memoranda with clear documentation for:
o Future System Evaluation, Performance and Recommended Improvements
Assumptions • One of the three future scenarios will evaluate the feasibility of diverting wastewater flow from northwest Bozeman to the
Belgrade wastewater treatment plant
• Up to three iterations of GIS production data and model import processes
• Model will include 6” pipes and larger
• Cost estimates shall follow AACE 18-R97 Class 4 level
Proposed
Hours / Fee
• AE2S: 440 Hours
• $62,545
309
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
14
Fee Summary
Task Total Hours Fee
Task 1 - Project Management and Meetings 186 $30,551.50
Task 2 – Asset Management Coordinate System Standard Plan 84 $9,060
Task 3 – Data Collection & Data Review 1,348 $173,660
Task 4 – Sanitary Manhole Condition Assessment Program 97 $13,880
Task 5 – Wastewater Flow Characterization 248 $34,960
Task 6 – GIS Production Database & FME Routine 158 $22,440
Task 7 – InfoSWMM Model Development & Training 440 $62,545
Reimbursable Expenses N/A $82.50
Total 2,561 $347,175
310
Exhibit A
Scope and Fee Description
Bozeman Wastewater Collection System
15
Schedule
311
Attachment 1 to Exhibit A: Hour and Fee Estimate by Subtask
City of Bozeman: Wastewater Collection Model Update Magdol Voeller Thompson Buecker Datwyler Grubb Lissick AE2S AE2S
TD&H Sub (5%
AE2S Markup)
Total
ENG III ENG III ENG I ENG VI ENG III ENG II GIS I Labor Expenses
$165 $165 $115 $221 $165 $139 $111
Phase I
1.1.1 Data Collection Coordination Meeting 4 6 8 4 4 4 $ 4,454 $ - $ 4,454
1.1.2 Basis of Planning Meeting 4 6 8 4 $ 3,454 $ - $ 3,454
1.1.3 Belgrade / Bozeman WW Meeting 2 1 2 $ 937 $ - $ 937
1.2 Project Management 119.5 9 $ 21,707 $ - $ 21,707
Task 1 - Subtotal 129.5 13 16 19 4 4 $ 30,551.5 $ - $ 30,552
Task 2 - Subtotal 4 $ 660 $ 8,400 $ 9,060
3.1 Data Request and Review 24 40 $ 8,560 $ - $ 8,560
3.2 Survey Collection System Manholes $ - $ 84,000 $ 84,000
3.3 Review record drawings to compile rim and invert data 8 24 136 136 $ 36,016 $ - $ 36,016
3.4 Develop Wastewater Flow Monitoring Plan 2 8 8 2 4 $ 3,344 $ - $ 3,344
3.5 Deploy Wastewater Flow Sensors 2 4 $ 790 $ 40,950 $ 41,740
Task 3 - Subtotal 12 56 188 2 140 $ 48,710 $ 124,950 $ 173,660
Task 4 - Subtotal 16 8 65 8 $ 13,883 $ - $ 13,883
5.1 Review Historical Demand and Flow Monitoring Studies/Data 2 18 27 $ 6,405 $ - $ 6,405
5.2 Define Existing Wastewater Load Allocation 6 18 27 4 $ 7,725 $ - $ 7,725
5.3 Define Future Wastewater Load Allocation 6 26 36 4 $ 10,080 $ - $ 10,080
5.4 Capacity Flow Loading Scenario 6 26 36 6 $ 10,746 $ - $ 10,746
Task 5 - Subtotal 20 88 126 6 8 $ 34,956 $ - $ 34,956
6.1 Protocol for updating database and model (FME routine) 40 20 4 $ 9,560 $ - $ 9,560
6.2 Develop Model Network 16 20 8 $ 5,828 $ - $ 5,828
6.3 - Model Upkeep Documentation 8 10 24 8 $ 7,050 $ - $ 7,050
Task 6 - Subtotal 8 66 64 12 8 $ 22,438 $ - $ 22,438
7.1 Calibrate Model 30 70 4 $ 13,660 $ - $ 13,660
7.2 Establish Hydraulic Performance Criteria 8 16 24 2 4 $ - $ - $ -
7.3 Evaluate Existing System Performance 8 48 48 6 4 $ 16,746 $ - $ 16,746
7.4 Develop Future Conditions Scenarios 8 32 40 4 $ 12,084 $ - $ 12,084
7.5 Evaluate Future System Performance 2 24 40 2 2 $ 9,662 $ - $ 9,662
7.6 InfoSWMM Training Session 2 8 8
Task 7 - Subtotal 28 158 230 14 14 $ 62,544 $ - $ 62,544
Reimbursable Expenses
Mileage $0.65 per mile 34.6 miles $ 22.5
Laser Printouts/Photocopies $0.30 per copy 200 copies $ 60
Subtotal Hours 217.5 381 624 39 44 69 160
Subtotal Fees $35,888 $62,865 $71,760 $8,619 $7,260 $9,591 $17,760
Total $213,742.5 $82.5 $133,350 $347,175
Task 4 - Sanitary Manhole Condition Assessment Program
Task 5 - Wastewater Flow Characterization
Task 6 - GIS Production Database / FME Routine and Model Network Update
Task 7 - InfoSWMM Model Development
AE2S Labor 2020 Rates
Task 2 - Asset Management Coordinate System Standard Plan
Task 1 - Project Management & Meetings
Task 3 - Data Collection / Data Review
HOURS
ATTACHMENT 1 TO EXHIBIT A
HOUR AND FEE ESTIMATE BY SUBTASK
312
EXHIBIT B
Hourly Fee and Reimbursable Expense Schedule
February January 2020 2020
313
ADVANCED ENGINEERING AND ENVIRONMENTAL SERVICES, INC.
2020 HOURLY FEE AND EXPENSE SCHEDULE
Labor Rates*
Administrative I $60.00
Administrative II $73.00
Administrative III $88.00
Communications Specialist I $92.00
Communications Specialist II $107.00
Communications Specialist III $123.00
Communications Specialist IV $148.00
Communications Specialist V $163.00
Construction Services I $141.00
Construction Services II $153.00
Construction Services III $173.00
Construction Services IV $190.00
Construction Services V $209.00
Engineering Assistant 1 $72.00
Engineering Assistant 2 $92.00
Engineer I $115.00
Engineer II $139.00
Engineer III $165.00
Engineer IV $187.00
Engineer V $199.00
Engineer VI $221.00
Engineer VII $236.00
Engineer VIII $246.00
Engineering Technician I $71.00
Engineering Technician II $90.00
Engineering Technician III $107.00
Engineering Technician IV $125.00
Engineering Technician V $141.00
Engineering Technician VI $156.00
Engineering Technician VII $173.00
Engineering Technician VIII $183.00
Financial Analyst I $95.00
Financial Analyst II $110.00
Financial Analyst III $129.00
Financial Analyst IV $145.00
Financial Analyst V $163.00
Financial Analyst VI $183.00
Financial Analyst VII $199.00
Financial Analyst VIII $218.00
GIS Specialist I $92.00
GIS Specialist II $111.00
GIS Specialist III $131.00
GIS Specialist IV $147.00
GIS Specialist V $161.00
GIS Specialist VI $182.00
I&C Assistant $86.00
I&C Technician I $105.00
I&C Technician II $118.00
I&C Technician III $133.00
I&C Technician IV $144.00
I&C Technician V $157.00
I&C Specialist $171.00
I&C Senior Specialist $181.00
I&C Manager $190.00
IT I $110.00
IT II $130.00
IT III $160.00
Reimbursable Expense Rates
Transportation $0.65/mile
Survey Vehicle $0.85/mile
Laser Printouts/Photocopies $0.30/copy
Plotter Printouts $1.00/s.f.
UAS - Photo/Video Grade $100.00/day
Video Production Equipment $100.00/each
Total Station – Robotic $35.00/hour
Mapping GPS $25.00/hour
Fast Static/RTK GPS $50.00/hour
All-Terrain Vehicle/Boat $100.00/day
Air Transportation – Cirrus $700.00/hour
Survey Monument $5.00/each
Fence Posts $8.00/each
Survey Lath $35.00/bundle
Survey Stakes/Hubs $23.00/bundle
Cellular Modem $75.00/month
Web Hosting $26.00/month
Legal Services Reimbursement $233.00/hour
Outside Services** cost *1.15
Geotechnical Services cost *1.30
Out of Pocket Expenses*** cost*1.15
Rental Car cost*1.20
Project Specific Equipment Negotiable
* Position titles are for labor rate grade purposes only.
** Includes laboratory testing, architectural and
engineering consultants, surveying, etc.
*** Includes toll telephone, shipping, postage,
subsistence, technical literature, equipment rental, etc.
These rates are subject to adjustment each year on
January 1.
315
Land Surveyor Assistant $85.00
Land Surveyor I $102.00
Land Surveyor II $122.00
Land Surveyor III $137.00
Land Surveyor IV $151.00
Land Surveyor V $168.00
Land Surveyor VI $177.00
Operations Specialist I $86.00
Operations Specialist II $104.00
Operations Specialist III $131.00
Operations Specialist IV $148.00
Operations Specialist V $172.00
Program Coordinator I $185.00
Program Coordinator II $199.00
Program Coordinator III $210.00
Project Coordinator I $103.00
Project Coordinator II $114.00
Project Coordinator III $125.00
Project Coordinator IV $140.00
Project Coordinator V $158.00
Project Manager I $175.00
Project Manager II $192.00
Project Manager III $212.00
Project Manager IV $226.00
Technical Expert I $260.00
Technical Expert II $283.00
Technical Expert III Negotiable
314