HomeMy WebLinkAbout15- Wastewater Collection System Facility Plan Update AMENDMENT NO. 4 TO
PROFESSIONAL SERVICES AGREEMENT
FOR
WASTEWATER COLLECTION SYSTEM FACILITY PLAN UPDATE
MMI.No.417.072
44
THIS IS AN AGREEMENT made as of , 2015,
between THE CITY OF BOZEMAN, a Municipal Corporation, P.O. Box 1230, Bozeman,
Montana, 59771-1230 (OWNER) and Morrison-Maierle, Inc., P.O. Box 1113, Bozeman, 1
Montana,59771-1113 (ENGINEER).
WHEREAS the parties previously entered into a Professional Services Agreement dated
March 17, 2014, herein referred to as the Original Agreement, for professional engineering
services for the Wastewater Collection System Facility Plan Update; and
WHEREAS, the scope of the Original Agreement included services for the plan update;
and
WHEREAS, the Original Agreement was amended with Amendment No. 1 dated
October 20, 2014, Amendment No. 2 dated February 2, 2015, and Amendment No. 3 dated June
22, 2015 to include additional services related to the City's Industrial Pre-Treatment Program
and flow monitoring and wastewater collection improvements; and,
WHEREAS, the parties desire to amend the Agreement to include additional services to
update the model for the Wastewater Collection System Facility Plan Update.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS
CONTAINED HEREIN, the parties agree as follows:
The conditions and provisions set forth in the attached EXHIBIT C-5 — SCOPE OF' SERVICES
and EXHIBIT D-5 - ENGINEERING SERVICES BUDGET COST SUMMARY are hereby
incorporated in and made part of this Agreement.
Article 1 -Engineering Services
Section 1.7 is added to the Original Agreement as follows:
1.7 Services to update the wastewater collection system model as identified in Exhibit C-5.
Article 6 - Compensation For Engineering Service
Article 6.4 and 6.5 are added as follows:
6.4 LUMP SUM AGREEMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER
6.4.1 Payment. The OWNER shall, for wastewater collection model update services performed as Basic
Engineering Services under section 4.1 of this agreement,pay a total sum in the amount of $11,688.12 for such
services.
1
6.4.2 Payment Schedule. Total cumulative payments for Tasks 800 through 1100 shall not exceed the
following ceilings:
$ 11,688.12 (100%of fee)until model update has been delivered.
6.4.3 General. Engineer shall submit monthly statements for services rendered. The statements shall be
based upon Engineer's estimate of the proportion of the total services actually completed at the time of billing,
subject to any limitations on Payments based on completion of tasks or specific retainage requirements pursuant
to the payment provisions of the Agreement.
6.4.4 Reimbursable Expenses. Only those expenses specifically identified for payment under section 6.2 of
this Agreement are reimbursable. All other design related expenses are included in the Lump Sum Payment for
the Basic services (4.1 through 4.4) and are not separately reimbursable. Additional Services specifically
identified under the scope of design services for payment under 6.1 are not separately reimbursable.
6.5 DIRECT LABOR COST PAYMENT FOR BASIC SERVICES AND EXPENSES OF ENGINEER.
Services performed as part of Task 1300—Additional Training Assistance shall be paid under the following terms:
6.5.1 The OWNER shall pay for Task 1300 Services an amount not to exceed $2,817.50
except as provided under 6.5.3.
6.5.1.1 Costs Compensation. Compensation for these services shall be based on the ENGINEER's
Direct Labor Cost times a factor of 3.15 for services rendered which shall cover Direct Labor,
Direct Labor Overhead,General&Administrative Overhead and Profit.
6.5.2. Reimbursable Expenses, as defined in section 7.4 of this Agreement, for Basic Services and Approved
Additional Services shall be paid to the ENGINEER by the OWNER in the actual amount of the costs incurred
up to an amount not to exceed$ 2,463.50 which includes$ 2,441.50 for consultants
employed by the Engineer and $ 22.00 for all other reimbursable expenses. The estimated
reimbursable expenses are identified in Exhibit" D-5 ".
6.5.3 The OWNER shall pay an amount for Additional Services rendered by the ENGINEER and approved
in writing by the OWNER on the basis of the ENGINEER'S Direct Labor Costs times a factor of 3.15 ,or an
amount otherwise negotiated at the time such services are requested and approved by the OWNER.
Except as specifically amended herein, the Original Agreement shall remain in full force
and effect and the parties shall be bound by all terms and conditions therein.
In witness whereof, the Parties hereto do make and execute this Agreement.
CITY OF BOZEMAN, MONTANA MORRIS ON-MAIERLE,INC.
BY:
CAiik;4./LYLLA/0)...3/: BY:
.
(City Manager) (Vice-President)
DATE: 12 - 1 5- DATE: C , 1.
ATTEST:
L\
s-
1
ti
(Cit C
'33
<'o. , E
N:1041710721Contracts-Client\PSA Amendment#14.docx
i?
it
Exhibit C--5
Scope of Services
TASKS
800 Project Management
900 Existing System Inventory Update
1000 Existing Collection System Model Update
1100 Training Assistance
TASK 800. PROJECT MANAGEMENT
Objectives:
Plan and execute the facility plan development in accordance with an established schedule and budget
while exceeding quality expectations.
MMI/IIDR Subtasks:
801 Monitoring. Monitor project progress including work completed, work remaining, budget
expended, schedule and estimated cost of work remaining, and estimated cost at completion.
Manage activities within task budgets.
802 Quality Control Review all work activities and project deliverables for conformance with
quality control requirements and project standards. Monitor project activities for potential
changes, anticipate changes whenever possible, and, with the City's approval, modify project
tasks and approach to keep the overall project within budget and on schedule.
Deliverables:
• Memoranda and meeting notes as required.
City Involvement:
• Participate in telephone conference calls and meetings.
• Review and approve modifications to approach, schedule and deliverables as appropriate.
TASK 900. EXISTING SYSTEM INVENTORY UPDATE
Objectives:
Gather accurate existing system information to update the collection system model.
MMI/HDR Subtasks:
901 Collect and Inventory Existing System Information. MMI/HDR will review existing system
maps, GIS information, and as-built drawings relating to the sewer collection and treatment
facilities gathered by the City for the update. The focus of this task is to compile information on
the system since the original model was completed, this data consists of approximately 110
manholes, one lift station, and associated piping. Where inconsistencies exist in the sources of
information, MMI/HDR will request the City provide additional information to verify system
conditions.
902 System Database. The existing database of the sewer collection system attributes will be
updated to include the new components to the system. The collection system database will
include information as provided by the City GIS files and updated to include elevation data. This
database will be based on existing GIS information from the City, record drawings from the City,
and, if needed, field collected GPS data by the City. A data gap analysis will be completed to
determine missing information required for input from record drawing and field data collection.
Data gaps after data collection will be assumed based on constant slope /diameter interpolation
or similar methods and will be tracked as such in the database.
Deliverables:
• Collection system database for use in model update.
City Involvement:
• Collect existing systems maps, GIS data, record drawings, water meter data, and wastewater plant
flow data relating to the sewer collection system.
• Review system inventory database, as needed.
• Collect GPS data for missing information from the City existing database.
TASK 1000. EXISTING COLLECTION SYSTEM MODEL UPDATE
Objective:
Update the existing collection system model utilizing the new elements defined in Task 900. Model the
existing system utilizing updated water meter, land use data, and water reclamation plant flow records to
confirm that the conclusions of the 2015 Wastewater Collection Facilities Plan Update regarding existing
system recommendations are still valid.
MMI/HDR Subtasks:
1001 Model Update and Validation.The model will be updated with the system inventory developed
in Task 900. The database will be used to add new areas to the model that have been added to the
collection system since the last master plan as well as update changes to reflect more recent
information. Model validation will be completed using wastewater treatment plant flow data and
other flow monitoring data from the collection system. Average day thy-weather and peak day •
wet-weather model scenarios will be included for existing conditions. Validation within 10% of
flow volume and 10% of peak flows will be attempted at the treatment plant and each flow
iIF
monitor location. Existing water meter data from 2014 and 2015 with corresponding GIS water
meter points are requested for base flow loading the model.
1002 Existing System Review. The updated model will be reviewed with respect to the findings in the
2015 Wastewater Collections Facilities Plan Update for the existing system. The findings of the
review will be presented in a technical memorandum.
Deliverables:
® Existing InfoSWMM model used for analysis.
• Brief technical memorandum regarding findings.
Client Involvement:
• Provide GIS water meter points, Water Reclamation influent flow data and land use GIS files.
TASK 1100. TRAINING ASSISTANCE
Objective:
This task includes a budget to allow for city staff to request specific training on the model. This task will
only be utilized when specifically requested by city staff and prior to initiating the assistance MMI/HDR
will provide an estimated range of hours that the training will require.
MMI/HDR Subtasks:
1101 Training Assistance. MMI/HDR will provide training in a webinar or telephone format on an as
requested basis. :E
Deliverables:
® As requested.
END
{fF.
E[�
Exhibit D-5
Engineering Services Budget Cost Summary
City of Bozeman, Montana 2015 Wastewater Collection System Assistance
Task Task Description Task Labor Cost
Task 800 Project Management #REF!
Task 900 Exisiting System Inventory Update $ 5,546.00
Task 1000 Exisiting Collection System Model Update $ 3,391.61
Task 1100 Additional Training Assistance $ 2,636.18
Total Labor Cost #REFI
Expense Description Expense Cost
Misc Expenses #REFI
Travel Expenses $ -
Printing and Photocopying $ 125.00
Technology Charge #REF!
Total Direct Expenses #REF!
Total Cost Per Task(Labor+ Expenses) •
Task 800 Project Management #REF!
Task 900 Exisiting System Inventory Update $ 5,993.92
Task 1000 Exisiting Collection System Model Update $ 3,607.94
Task 1100 Additional Training Assistance $ 2,817.50
Total Project Cost #REE'
ip
Page 1
QA/QC Accounting HDR Total MMI Total Total
Tornio Ward
Hours Hours Hours
Task 800 "< e"_.. . 1 2
.
801 Monitoring 4 4
802 Quality Cotrol 4 1 6 4 10
Ho,
1a k 0 i xIsttt g. y m Itt(entoj UpdaW.
901 Collect and Inventory Existing System Information 0
0
902 System Database 0 0 0 52 52
'rask4080, clslt 0 8140l . .000 U sl# Hoi
1001 Model Update and Validation 9
1002 Existing System Review 0 0 25 1 26
Task 1100. *IOW pat. aint l: lstslaaa ... . . . 18
<.. . .,y. ...
1101 Training Assistance 0 0 18 2 20
Ho 4 1 49 59 108
Tote `
Ijisr
gar *s Commission Memorandum
4 f co. O
REPORT TO: Honorable Mayor and City Commission
FROM: Bob Murray, Project Engineer 6/11
Rick Hixson, City Engineer
SUBJECT: 2014 Wastewater Collection System Facility Plan Update -Amendment
No. 4
MEETING DATE: December 14th, 2015
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve and authorize City Manager to sign Amendment No 4 to the
Professional Services Agreement.
BACKGROUND: Attached is a copy of the partially executed Amendment No. 4 with
Morrsion Maierle for the 2014 Wastewater Collection System Facility Plan Update. As part of
the plan update, a new hydraulic model of the system was created. Since that time,
approximately 110 manholes, associated sewer mains, and one lift station have been installed in
the system. The primary purpose of this amendment will be to add these components to the
model and bring it up to date. Additionally, the consultant will provide training to city staff on
an as needed basis on the model. The intent is that once updated, staff will maintain and
continually update the model. This will allow informed decisions regarding sewer capacity to be
made as development proposals are received, and also reduce the effort required for future
updates to the Wastewater Facility Plan.
The document is in the City's standard format.
UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the City Commission
FISCAL EFFECTS: The cost of$11,688.12 for the model update and up to $2,817.50 for
training is included in the current GIS Contracted Services budget.
Attachments:Amendment No. 4
Report compiled on: 12/4/15
ATTACHMENT A
Amendment No. 1 to Professional Services Agreement
for
Bozeman Pond Park Expansion Trails, Open Space, and Parks Bond Project
THIS AGREEMENT is made as of this I day of ue ;rro` o,.. ,
2015,between
THE CITY OF BOZEMAN, a Municipal Corporation,P.O. Box 1230 Bozeman,Montana,
59771-1230 {CITY) and DHM Design, whose address is 201 S. Wallace, Suite A-3,Bozeman,
Montana, 59715 {CONSULTANT).
WHEREAS,the parties have entered into a Professional Services Agreement dated
February 8, 2015, for design and engineering services for the Bozeman Pond Expansion Project;
and
WHEREAS,revisions to the scope of services are necessary to complete the Project in
accordance with the Master Plan approved by Commission; and
WHEREAS, the parties desire to amend the provisions of this Agreement.
NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS
CONTAINED HEREIN,the parties agree as follows:
The conditions and provisions set forth in the attached Amendment No. 1 to Scope of Services
for Bozeman Pond Expansion Project("Exhibit A") are hereby incorporated in and made part
of this agreement.
Section 4—Payment:
Section 4 of the original agreement is modified to include $83,240 plus $4,584, for a
contract total of$87,824.
Except as specifically amended herein, the original agreement shall remain in full force and effect
and the Parties shall be bound by all terms and conditions therein.
1
ii
IN WITNESS WHEREOF,the parties hereto do make and execute this Agreement.
CITY OF BOZEMAN DIIM DESIGN
BY: BY: 7 /67/7,„. ,. •-7//,--7/1----, / 'L
-----
(City Manager) 'Authorized Si tory
DATE: - 7" DATE: 1 q.
,
ATTEST: a. ' n :R':;--4;,_
BY: ' 11 ! .
C lere --1 -
f
F
f
3r
1
E
f
it
1
I
2 1
1`
Exhibit A
Scope of Services
And
Cost Schedules
IE
DHS DESIGN
LANDSCAPE ARCHITECTURE I LAND PLANNING 1 ECOLD: ICAL PLANNING I URBAN DESIGN
Bozeman Pond Park Expansion Project
Amendment to Bozeman Pond Park Professional Services Agreement for Design and Engineering
Prepared by: DIN Design and Allied Engineering 23 November 2015
Background:
On February 3,2015 DHM Design and Allied Engineering began work on Bozeman Pond Park Expansion Project.
The original scope of services,dated 17 December 2014, was approved by City Commission on February 2, 2015.
The project scope of work was originally outlined in the revised request for proposals dated October 31, 2014.
On March 18th 2015,the design team submitted a 60%construction set and formal site plan submittal to the
City along with a revised Master Plan with the understanding that the Master Plan and Site Plan submittal would
be reviewed by the City review process simultaneously. On June 8th Commission reviewed the Master Plan and
passed a motion to move forward with a phased plan which included a paved entry drive, a gravel parking lot
and a stub for a future Pond Row extension to a later date. At this time DHM and Allied Engineering updated
the design drawings to reflect this change. On July 27, 2015 DHM and Allied Engineering went back to
Commission with the revised plan. Following the meeting DHM Design and Allied Engineering were directed to
revise the design based on Commission's new direction. Through the course of design and site plan review
process, the project program and scope changed and additional services are being requested.
To date, DHM and Allied Engineering have also performed a number of out of scope services in an effort to keep
this community project moving forward. The following out of scope services have been performed as pro-bono
services to the project:
• Master Plan for DRC submittal. Original RIO excluded the Master Plan from the Scope.
• (4) Iterations of the Master Plan revisions following the DRC submittal, incorporating comments from
City Staff.
• (5) Additional cost estimates alternatives studying different phasing options and scenarios to determine
the Phase 1 budget and the overall Master Plan budget.
• (4)Additional meetings/conference calls to coordinate changes with City Staff.
PSA Amendment#1 Scope of Services:
DHM Design and Allied Engineering are requesting an amendment to the PSA agreement based on the scope
and program changes noted above. The following represents the changes in scope based on the outcomes of
the Master Planning approval process noted above:
Design Changes: i.
• Abandonment of Pond Row, resulting in redesign of parking lot and path between parking and end of
existing Pond Row at the north east corner of the site.
• Redesign and layout of the parking lot to accommodate 27 parking spaces.
• Redesign of landscape plan to include all of the required parking lot landscaping and curb and gutter.
1
flH D [3IGN
• Redesign of stormwater system. Alter storm water conveyance infrastructure to accommodate the new
storm water pond location and parking lot changes.
• Update plans and details to include a smaller restroom building.
• Complete grading changes associated with parking lot,stormwater system and restroom building.
• Redesign dog park path layout with separate path around the perimeter.
• Redesign the entry drive from a local street to an entry drive standard.
• Extend water main from Fowler Avenue to the existing water main in Pond Row.
• Complete a US Army Corp of Engineers wetland jurisdiction determination request
• Complete a SPA 124 jurisdictional determination request with MT FWP
•
(2)additional cost estimates
• Attendance at additional DRC meetings
• Attendance at additional City Commission meetings.
• Additional project management and general team coordination
Summary of Deliverables:
The following deliverables have been submitted to the City in completion of this scope of work:
• Revised DRC submittal including:
o DRC application,checklist,checklist narrative and Site Plan Submittal Exhibits digital copy(.pdf)
and any necessary hard copies
o Drawing set digital copy(.pdf)and any necessary hard copies
• Attendance at 2 DRC meetings
• (2)team coordination meetings
• Additional project management(based on a 3 week duration for updated drawings to be completed)
• jurisdictional determination and coordination with Army Corp of Engineers(completed July 6,2015)
• Submittal of 60%Construction Document(2015.11.18 Revised Site Plan Submittal)
o Drawing set digital copy(.pdf)and any necessary hard copies
• Attendance at City Commission meeting on Dec 7, 2015
Following the completion of the Preliminary Site Plan.Submittal, DHM and Allied will proceed within the original
scope of work to complete 90%and 100%Construction Documents based on the revised design,
Professional fees:Requested Budget Increase (PSA Amendment#1)
The budget to undertake the work scope as described is$24,459. This is based on the 255 hours of professional
and technical staff time spent to complete the scope as described above. Staff has requested that OHM Design
and Allied Engineering apply the previously approved fees for construction administration towards this amount
to reduce the overall costs. The following is a breakdown of fees with the deductions:
1
2
OHM DESIUN
PSA Amendment#1 Scope of Services:
DHM Design: $10440
(Deduction from Construction Administration fees -$10440)
OHM net change: $0.00 •
Allied Engineering: $14,319
(Deduction from Construction Administration fees- $9,735)
Allied Engineering net change: +$4584.00
3
Ilii