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Home My WebLink About10-06-20 City Commission Packet Materials - C22. TO5 w DOWL LLC for Stormwater Engineering Services Commission Memorandum REPORT TO: Honorable Mayor and City Commission FROM: Kyle Mehrens, Stormwater Program Coordinator Mitch Reister, Director of Public Works Jeff Mihelich, City Manager SUBJECT: Task Order #5 under the authority of a previously executed Professional Services Task Order-Based Agreement with DOWL, LLC for stormwater engineering services. MEETING DATE: October 6, 2020 AGENDA ITEM TYPE: Consent RECOMMENDATION: Authorize the City Manager to sign Task Order #5 under the authority of a previously executed Professional Services Task Order-Based Agreement with DOWL, LLC for stormwater engineering services. BACKGROUND: In 2019, the Stormwater Division (Division) advertised a Request for Qualifications for on-call engineering services. The Division selected DOWL, LLC (Consultant), negotiated a three-year Task Order-Based Professional Services Agreement (PSA), and delivered the PSA to the Commission on September 16, 2019, for approval. The Division hires the Consultant as projects arise and funding is available. Attached is Task Order #5 of the governing PSA, ready for the Commission’s consideration. Task Order #5 contracts with the Consultant for construction administration services (services) necessary for the City’s ongoing Westridge Stormwater Treatment and Manley Ditch Rehabilitation Projects. Services support critical aspects of a project’s construction, such as bidding assistance, plan set modification, technical specification development, field testing, and contractor oversight. The Division completes portions of this work in-house to reduce project costs; however, some aspects are outside the Division’s capacity. Services also minimize risk when construction-related issues arise in the field and provide insurance that the City receives a quality infrastructure product. Payments for services provided under Task Order #5 will be on a time and material basis and not exceed $44,860. This approach is more cost-effective for the City than a lump sum contract. It allows the Division to be selective in activity assignments based on internal capacity and needs. UNRESOLVED ISSUES: None ALTERNATIVES: As suggested by the Commission. FISCAL EFFECTS: The cost of Task Order #5 is commensurate with the proposed services and will be paid from respective capital project budgets (FY19 STRM39 - Mechanical Separation Units - Downtown Stormwater Treatment Phase 2 and FY20 STDM02 - Deferred Maintenance Project - Manley Ditch Rehabilitation). Attachments: Attachment A: Professional Services Agreement (WebLink electronic record) Attachment B: Task Order #5 Attachment C: Westridge Treatment and Manley Ditch Rehabilitation Plan Sets Report compiled on: 9/23/2020 393 Stormwater Design Professional Services Agreement Page | 1 EXHIBIT A TO PROFESSIONAL SERVICES MASTER TASK ORDER AGREEMENT TASK ORDER #5 Construction Phase Services for Manley Ditch Rehabilitation and Westridge Stormwater Treatment Projects Issued under the authority of Professional Services Agreement between the City of Bozeman (City) and DOWL, LLC (Contractor) for a range of professional and technical services, including, but not necessarily limited to, engineering design, preparation of construction documents, project bidding, and construction administration services for various stormwater improvement projects, as requested by the City through the issuance of individual and consecutively numbered Task Orders on an as-needed basis. This Task Order #5 is dated _______________ ____, 20___ between the City and the Contractor. 1.0 PROJECT REPRESENTATIVES:  City: Kyle Mehrens, Stormwater Program Coordinator  Contractor: Wade Irion, Water Practice Lead 2.0 SCOPE OF WORK:  Attached Exhibit A - Scope of Services for Construction Phase Services for Manley Ditch Rehabilitation and Westridge Stormwater Treatment Projects 3.0 COMPENSATION:  The City shall reimburse the Contractor on a time and materials basis not to exceed $44,860.  The Contractor shall invoice once monthly for services provided in the prior month. 4.0 WORK GOVERNANCE:  The provisions of the Professional Services Master Task Order Agreement and any Special Terms and Conditions and Exhibits or Attachments to this Task Order shall govern the Work. 5.0 SIGNATURES: IN WITNESS WHEREOF, the parties authorized to commit resources of the companies have executed this Task Order: CITY OF BOZEMAN, MONTANA (CITY) DOWL, LLC (CONTRACTOR) By: Jeff Mihelich By: Wade Irion Title: City Manager Title: Water Practice Lead Signature: ___________________________ Signature: __________________________ APPROVED AS TO FORM: By: Greg Sullivan Title: City Attorney Signature: ___________________________ 394 Page 1 Task Order #5 Construction Phase Services for Manley Ditch Rehabilitation and Westridge Stormwater Treatment Projects Introduction DOWL has completed the 95% construction drawings for the Manley Ditch Rehabilitation project, environmental permitting activities are nearing completion, and the project will be advancing to construction. Additionally, the Final construction plans for the Westridge Stormwater Treatment project have been submitted and will also be advancing to construction. The following is a detailed description of DOWL’s proposed construction phase services in assisting the City of Bozeman with the construction administration of both projects. It is assumed that the City of Bozeman will provide a full-time Resident Project Representative (RPR) for construction observation and will be responsible for construction administration tasks including: Bidding and Contract Negotiations Hosting the Pre-bid and Pre-construction meetings Reviewing Construction Schedules Providing Public Outreach and Coordination with Adjacent Property Owners Providing RPR Construction Inspection Providing Clarifications, Interpretations, and Field Orders Administering Change Orders and Work Change Directives Processing Applications for Payment Managing Liquidated Damages (if Necessary) Developing the Punch List of Corrective Work and Monitor Completion Issuing Notice of Substantial and Final Project Completion Providing other General Construction Administration tasks DOWL will provide the following supplemental construction administration services to assist the City during the construction of the Manley Ditch Rehabilitation and Westridge Stormwater Treatment projects. Scope of Services Task 1.Final Construction Plan Modifications and Contract Document Preparation 1.Integrate the requested plan modifications to include a gated gravel maintenance access from Manley Road and addressing other minor modifications as requested by Montana Fish Wildlife and Parks (FWP). 2.Provide final opinion of estimated construction cost reflecting the inclusion of the gated maintenance access and other minor modification as requested by FWP. 395 Task Order #5, Construction Phase Services for Manley Ditch Rehabilitation and Westridge Stormwater Treatment Projects Page 2 3.Assist in developing technical specifications, bid form, special provisions, measurement and payment, and other project-specific Contractor requirements. 4.Complete value assessment of bridge located on FWP property, reflective of its current condition. 5.DOWL will provided 10 copies of the final plans and specifications to the City for distribution to interested bidders. Task 2.Assistance During Bidding and Contract Award 1.Assist the City in providing clarifications to Contractor questions during bidding. 2.Assist in developing addenda as appropriate to clarify, correct, or change the bidding documents. 3.Assist in preparing agendas and participate in Pre-bid meetings to summarize the project for interested bidders and gather questions for clarifications via addendum, if needed. Task 3.Assistance During Construction 1.Assist in preparing the agenda and participate in the Pre-Construction Conference prior to commencement of Work at the Site. 2.Assist the City in reviewing Shop Drawings and other submittals for conformance with the Contract Documents and compatibility with the design concept. 3.DOWL will make periodic visits to the Sites during key stages of construction, in close coordination with the City of Bozeman RPR, to observe the progress of Contractor’s executed Work. The purpose of DOWL’s visits to the Sites, will be to enable the City of Bozeman to better carry out the duties and responsibilities assigned to and undertaken by the City of Bozeman during the Construction Phase and, as an experienced and qualified design professional, to provide the City of Bozeman a greater degree of confidence that the completed Work will conform to the Contract Documents and that the Contractor has implemented and maintained the integrity of the design concept of the completed Project as indicated in the Contract Documents. During visits or as a result of observations of the Contractor’s Work in progress, DOWL shall not, supervise, direct, or have control over Contractor’s Work, nor shall DOWL have authority over or responsibility for the means, methods, techniques, sequences, or procedures of construction selected or used by Contractor, for security or safety at the Site, for safety precautions and programs incident to Contractor’s Work, nor for any failure of Contractor to comply with Laws and Regulations applicable to Contractor’s furnishing and performing the Work. Accordingly, DOWL neither guarantees the performance nor assumes responsibility for Contractor’s failure to furnish or perform the Work in accordance with the Contract Documents. Such visits and observations by DOWL are not intended to be exhaustive or to extend to every aspect of Contractor’s Work in progress or to involve detailed inspections of Contractor’s Work in progress beyond the responsibilities specifically assigned to Engineer in the Contract Documents, but rather are to be limited to spot checking, selective sampling, and similar methods of general observation, in assisting the City of Bozeman RPR. Based on information obtained during such visits and observations, DOWL will determine in general if the Work is proceeding in accordance with the Contract Documents. DOWL will provide a written report of observations from these periodic site visits. For the purpose of budgeting, it is assumed that twenty-five to thirty (20 to 25) site visits and associated daily reports will be completed, for a total of 110 hours total for the Manley and Westridge projects. Key site visits for construction observation and inspection for the Manley Ditch Reconstruction project and Westridge Water Quality Treatment project are assumed to include the following: 396 Task Order #5, Construction Phase Services for Manley Ditch Rehabilitation and Westridge Stormwater Treatment Projects Page 3 1)Manley Ditch Reconstruction a)Observe concrete cutting of existing division box at culvert outlet (1 site visit) b)Observe topsoil stripping and excavation for the outfall ditch (1 site visit) c)Observe subgrade preparation under the embankment and grading of the bio-retention swales (3 site visits) d)Observe foundation preparation for drop manhole structures, storm drain pipes, concrete weirs, and observe Contractor-established subgrade elevations (3 site visits) e)Observe embankment placement and compaction including quality assurance (QA) compaction testing (4 site visits) f)Observe backfill placement at the drop manhole structures including compaction testing (4 site visits) g)Observe placement of the riprap at the FWP pedestrian bridge (1 site visit) h)Three (3) additional site visits have been assumed during key construction activities. 2)Westridge Water Quality Treatment a)Observe subgrade preparation and Contractor-established elevation of prepared subgrade in view of potential groundwater issues (1 site visit) b)Observe placement of manhole and pipe connections prior to backfill to discuss planned backfill operations with the Contractor (1 site visit) c)Observe backfill placement for lower lifts, up to inlet subgrade elevation (1 site visit) d)Observe backfill placement for upper lifts around pipe connections and observe Contractor-established finished grade elevations and planned pipe restraints (1 site visit). 4.It is assumed that the Contractor will perform Quality Control (QC) compaction testing and concrete testing. DOWL will perform Quality Assurance (QA) compaction testing of a sampling of the constructed embankment and trench backfill for independent verification. DOWL will also assist the City of Bozeman in reviewing the Contractor’s QC test results. DOWL’s review of these test results will be for the purpose of determining that the results indicate compliance with the Contract Documents and will not constitute an independent determination that the results or procedures of such inspections or tests comply with the requirements of the Contract Documents. For the purpose of budgeting, it is assumed that four (4) ASTM D698 Standard Proctor Density tests will be performed to determine the maximum dry density and optimum moisture content of the range of soils encountered. It is assumed that a total of twenty (20) compaction tests will be performed, for a total of 40 hours of compaction testing, inclusive of both projects. 5.Survey Control and QA. Confirm that, in Engineer’s judgment, existing survey control points necessary to enable the Contractor to proceed are intact and accessible for construction control. The Contractor will be responsible for construction survey staking and QC survey checks of constructed Work. DOWL will perform QA spot checks of the Contractor-established Work elevations. Task 4.Assistance During Construction Close-Out 1.DOWL, together with the City of Bozeman, will participate in the Final Project Walk-through inspection to determine if the completed Work of Contractor is acceptable for final payment to Contractor. 2.DOWL will develop the As-Built Record Drawings, incorporating any field changes or updates to the Construction Drawings. 397 Task Order #5, Construction Phase Services for Manley Ditch Rehabilitation and Westridge Stormwater Treatment Projects Page 4 3.DOWL, together with the City of Bozeman, will participate in a Two-Year Warranty Walk-through inspection of the Project to observe any apparent defects in the Work, assist the City in consultations and discussions with Contractor concerning correction of any such defects, and make recommendations as to replacement or correction of defective Work, if needed. Compensation Table 1 outlines DOWL’s estimated fee for the proposed Scope of Services. Given the variable nature of the services potentially required, it is anticipated that this task order will be managed on a Time and Materials basis. The distribution of fees between individual tasks may be altered to be consistent with the services actually rendered, but the total compensation will not be exceeded without prior written consent of the City of Bozeman. Table 1 - Compensation Task Description Estimated Fee 1. Final Construction Plan Modifications $ 10,310 2. Assistance During Bidding and Contract Award $ 4,080 3. Assistance During Construction $ 25,930 4. Assistance During Construction Close-Out $ 4,540 Total Compensation $ 44,860 398 406-442-03701300CedarStreetHelena,Montana59601PREPAREDFOR:CITYOFBOZEMANSTORMWATERDIVISION121N.ROUSEAVEBOZEMAN,MT59715PREPAREDBY:SHEETINDEXKALISPELLSHELBYHAVREGLASGOWGREATFALLSLEWISTOWNMISSOULAHELENABUTTEDILLONBOZEMANBILLINGSHARDINSHERIDANMILESCITYGLENDIVESIDNEYCONSTRUCTIONDRAWINGSFORCITYOFBOZEMANWESTRIDGESTORMWATERTREATMENTPROJECTBOZEMAN,MTGENERALNOTES:1LEGEND08/11/2020399 CONTROLPOINTTABLE2PLAN AND PROFILE WESTRIDGE DRIVE 406-442-0370 1300 Cedar StreetHelena, Montana 59601 WESTRIDGE STORMWATER TREATMENT PROJECT BOZEMAN, MT400 1DETAILSTREETPAVEMENTREPLACEMENTSECTIONNOTTOSCALE2DETAILCURB,GUTTER,ANDSIDEWALKNOTTOSCALE3ENLARGED PLAN VIEW AND DETAILSPLAN 406-442-0370 1300 Cedar StreetHelena, Montana 59601 WESTRIDGE STORMWATER TREATMENT PROJECT BOZEMAN, MT401 4HYDRODYNAMIC SEPARATOR DETAILS 406-442-0370 1300 Cedar StreetHelena, Montana 59601 WESTRIDGE STORMWATER TREATMENT PROJECT BOZEMAN, MT 1DETAILSTORMDRAININLETANDHYDRODYNAMICSEPARATORUNITNOTTOSCALE2DETAILHYDRODYNAMICSEPARATORUNITTOPVIEWNOTTOSCALE402 406-586-8834 MANLEY DITCH REHABILITATION BOZEMAN, MONTANA PREPARED FOR: CITY OF BOZEMAN20 EAST OLIVE ST. BOZEMAN, MT 59771KYLE MEHRENS406-582-2270 PREPARED BY: SHEET INDEX C0 KALISPELL SHELBY HAVRE GLASGOW GREAT FALLS LEWISTOWNMISSOULA HELENA BUTTE DILLON BOZEMAN BILLINGS HARDIN SHERIDAN MILES CITY GLENDIVE SIDNEY ANACONDA I-90 PROJECT LOCATION I-90N7THAVENUEMANLEYROADG A L L A TIN P A R K D RIV E UTILITY COMPANY CONTACTS: SPRINT Steven Schauer360-402-7725 Steven.schauer@sprint.com CENTURY LINKJana Harmon 800-573-1311Jana.harmon@centurylink.com CITY OF BOZEMAN Kyle Mehrens406-582-2270 KMehrens@bozeman.net NORTHWESTERN ENERGYJoe Carmody 406-422-3276Joe.Carmody@northwestern.com 403 CONTROL POINT TABLE CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834SURVEYCONTROLGENERALNOTESANDG0 GENERAL NOTES UTILITY NOTES SURVEY CONTROL AND COORDINATE SYSTEM NOTES CONSTRUCTION NOTES WETLAND PLANT INSTALLATION GUIDELINES Species Name Common Name Percent of Mix Carex nebrascensis Nebraska sedge 20% Carex utriculata Northwest Territory sedge 20% Eleocharis palustris common spikerush 10% Juncus arcticus arctic rush 20% Schoenoplectus acutus hardstem bulrush 20% Scirpus microcarpus small-fruited bulrush 10% SEEDING GUIDLINES SEEDBED PREPARATION Species Name Common Name Pure Live Seed(PLS) lbs/acre Beckmannia syzigachne American sloughgrass 0.5 Calamagrostis canadensis bluejoint reedgrass 0.25 Carex nebrascensis Nebraska sedge 1 Deschampsia cespitosa tufted hairgrass 1 Elymus trachycaulus slender wheatgrass 4 Juncus arcticus arctic rush 0.1 Pascopyrum smithii western wheatgrass 2 TOTAL 8.85 404 SOUTH SIDE SWALE CENTERLINE ALIGNMENT SOUTHSIDESWALES1CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834PLANANDPROFILESECTION V-DITCH 405 IMPROVEMENTSPARKINGS2CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834DETAIL GRAVEL PARKING 406 MANLEY DITCH CENTERLINE ALIGNMENT D D STA.0+00TOSTA.5+70PLANANDPROFILEPP1CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834407 STA.5+70TOSTA.11+40PLANANDPROFILEPP2CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834408 STA.11+40TOSTA.17+10PLANANDPROFILEPP3CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834409 STA.17+10TOSTA.22+60PLANANDPROFILEPP4CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834410 A A A AB BDETAILSD1CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834DETAIL BIORETENTION SWALES 411 DETAIL SECURITY GATE DETAILSD2CITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834DETAIL DROP STRUCTURES DETAIL PEDESTRIAN BRIDGE CHANNEL STABILIZATION DETAIL OUTLET STRUCTURE MODIFICATION DETAIL CHANNEL CROSS-SECTION INLET RCP STRUCTURE OUTLET RCP PIPE SKEW FETSINVERT IN RCP INVERTIN @ MH LENGTH (FT.)STRUCTURE STATION DIAMETER (IN.)RCP INVERTOUT @ MH FETSINVERT OUT LENGTH (FT.) ANGLE (DEG.) 4700.07 4697.45 40 DROP STRUCTURE #1 1+78.62 96 4695.65 4695.61 8 98 4694.78 4694.74 8 DROP STRUCTURE #2 9+48.36 72 4689.52 4689.46 16 160 4689.33 4689.29 8 DROP STRUCTURE #3 14+47.04 72 4683.76 4683.70 16 161 4683.18 4683.14 8 DROP STRUCTURE #4 20+99.43 72 4676.32 4676.04 104 158 NOTE: LENGTHS SHOWN ARE RCP ONLY AND DO NOT INCLUDE FETS. 412 CROSSSECTIONSCHANNELXSCITYOFBOZEMAN-MANLEYDITCHREHABILITATIONBOZEMAN,MONTANA406-586-8834413