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HomeMy WebLinkAbout2010 12 13 Consent 201 Amend CH2M Hill Agreement For Solary Canal Regional Stormwater Treatment Area COMMISSION AGENDA CONSENT X INFORMATIONAL ITEM 201 PUBLIC HEARING REGULAR December 13, 2010 MGR /DEPT /4 Meeting Authorization REQUEST: Public Works Department requesting authorization to amend the City's Engineering Services Agreement with CH2M Hill for the Solary Canal Regional Stormwater Treatment Area project in an amount not to exceed S30,470, fully reimbursable by the St. Johns River Water Management District, SYNOPSIS: The St. Johns River Water Management District has requested that the City retain the design engineer -of- record for the Solary Canal Regional Stormwater Treatment Area, CH2M Hill, to perform onsite inspection services to be funded by the District. CONSIDERATIONS: • CH2M Hill is the design engineer -of- record for the Solary Canal Regional Stormwater Treatment Area. CH2M Hill was selected and contracted by the St. Johns River Water Management District ( SJRWMD) approximately five years ago to prepare the design documents that were utilized for permitting and bidding the project. • At the December 14, 2009 City Commission meeting, the Commission approved an agreement with the St. Johns River Water Management District (SJRWMD) for funding construction of the project by the City of Winter Springs. The construction funding agreement provides a total maximum reimbursement of $1,700,000 from SJRWMD, consisting of an initial authorization of $1,465,739.80, plus additional funding of up to $234,260.20 to fund any required project contingencies and change orders. Construction of the Solary Canal Regional Stormwater Treatment Area started on April 19, 2010 and is approximately 65% complete at this time. • The City entered into a Small Scale Engineering Services Agreement with CH2M Hill in July 2010 to perform engineering services during construction, which included shop drawing reviews, plan interpretations, and a final site inspection. The City utilized CH2M Hill, as opposed to one of the City's stormwater consultants, because CH2M Hill is the original engineer -of- record and their work for the City was fully reimbursable by SJRWMD with a not -to- exceed amount of $5,000. • On July 12, 2010, an artesian groundwater discharge was encountered during excavation of the wetland area. Several additional artesian discharges were encountered during the week December 13, 2010 Agenda Item #201 Page2of3 of July 12. On approximately July 19, 2010, the contractor was directed to suspend deep excavation due to the potential for encountering additional artesian discharges. Additional geotechnical investigations indicated the deeper areas of the pond and wetland area, which have yet to be excavated, could be vulnerable to failure due to hydrostatic uplift pressures more closely related to the upper Floridan aquifer. • In November 2010, CH2M Hill's agreement with the City was amended in the amount of $19,800 (fully reimbursable by the District) for CH2M Hill to prepare design modifications that shallow the pond and wetland areas by several feet to minimize the risk of failure. The design modifications were completed on November 23, 2010 and the cost to implement the design changes are currently being negotiated between the City, SJRWMD, and the construction contractor, Wal -Rose, Inc. • SJRWMD has requested to have an onsite inspector from CH2M Hill available to oversee the remaining deeper pond excavations, to be funded by SJRWMD. The final scope and cost for CH2M Hill's services are still under review and Staff is requesting authorization for an amount not -to- exceed $30,470. If this amount is approved, the total amount of CH2M Hill's agreement will be $55,270. Staff's request for authorization in the amount of $30,470 is contingent upon funding being available from the District after the cost to fund the construction modifications is resolved. The table below summarizes the project cost and funding to date, based on the approval of this agenda item. Construction Funding: Wal -Rose Base Construction Cost $1,465,739.80 Approved Change Orders to Date $100,196.64 Total Construction: S1,565,936.44 Design Funding: Design Services (CH2M Hill) $55,270.00 Water Quality Testing $4,835.60 Total Design: $60,105.60 Total Amount Authorized to Date (Construction + Design): $1,626,042.04 Total Project Funding Available from SJRWMD: $1,700,000.00 Total Contingency Funding Available: $73,95796 December 13, 2010 Agenda Item #201 Page 3 of 3 FISCAL IMPACT: CH2M Hill's design services are funded 100% by the St. Johns River Water Management District. In accordance with the terms of the City's funding agreement with the District, the City invoices the District monthly during the construction period and the District reimburses the City within 45 days of receipt of an approved invoice. The District has paid all invoices submitted to date on time. COMMUNICATION EFFORTS: This Agenda Item has been forwarded to the Mayor and City Commission; City Manager City Attorney /Staff; placed in Press Packets; placed in the City Hall (Lobby) City Commission Meeting binder; and is available on the City's Website, LaserFiche, and the City's Server. Additionally, information related to this Agenda Item has been sent to media/press representatives who have requested Agendas/Agenda Item information, all Homeowner's Associations on file with the City, all individuals who have requested Agendas/Agenda Item information, Department Directors; and also posted outside City Hall; posted inside City Hall with additional copies available for the general public; and posted at five (5) different locations around the City. RECOMMENDATION: Staff recommends that the City Commission authorize an amendment to the City's Engineering Services Agreement with CH2M Hill for the Solary Canal Regional Stormwater Treatment Area project in an amount not to exceed $30,470, fully reimbursable by the St. Johns River Water Management District, and authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: 1. Statement of Work from CH2M Hill for Amendment #2 to Engineering Services Agreement EXHIBIT 1 AMENDMENT NO. 2 TO ENGINEERING SERVICES AGREEMENT DATED JULY 19, 2010 - STATEMENT OF WORK SERVICES PROVIDED TO THE CITY OF WINTERSPRINGS DURING CONSTRUCTION OF THE SOLARY CANAL REGIONAL STORMWATER TREATMENT FACILITY I, INTRODUCTION AND BACKGROUND One of the missions of the St. Johns River Water Management District (District), as outlined in the Middle St. Johns River Basin Surface Water Improvement and Management Plan, is to improve the water quality in the Lake Jesup Basin through retrofit projects. The Solary Canal Regional Stormwater Treatment Facility (Project), identified in the Basin Management & Treatment Alternatives study prepared in 2001, involves one of several high priority tributaries targeted for stormwater treatment and flood protection improvements. The Project is located on a 29.4 -acre site south of Lake Jesup within the City of Winter Springs (City). The Project has been a cooperative effort with the City, the City of Oviedo and Seminole County (County). The District entered into an agreement with the City to provide cost -share funding for construction of the Project since it is located is within the City. (SJRWMD Agreement No. 25463). The Project is the first regional project proposed for total phosphorus (TP) loading credit in the Lake Jesup Total Maximum Daily Load (TMDL) Basin Management Action Plan (BMAP). The local government partners will contribute in -kind services for the construction management, water quality monitoring, and maintenance and operation of the completed facility. The District is the funding source and District staff act in an advisory role. Construction began April 2010. The original schedule required approximately nine months to complete construction. However, during excavation of portions of the proposed constructed wetland, the soil bottom started to experience artesian flow, resulting in several "boils." To date, the City has limited the depth of construction to 6-ft NGVD elevation. As a result of these boils, the Contractor, Wal -Rose, Inc., retained Yovaish Engineering Sciences, Inc., and Ardaman and Associates, Inc. (Ardaman) as special geotechnical consultants, who conducted additional borings. Ardaman has collected new data at deeper depths. These data indicate a potential for uplift from a zone of high soil water pressure below portions of the site. CH2M HILL, the original design engineer -of- record, has been reviewing the data with the District, City, County, and Ardaman. CH2M HILL has proposed, and the District and the City agree, that the current design should be modified to reduce the depth of excavation and to reconsider the pace and type of dewatering that the Contractor should use in proceeding with construction. The final m -design documents have been submitted. This amendment No. 2 is to provide onsite engineering services during the final construction stage of the project. IL OBJECTIVE The objective of the work is to minimize the risk of additional `boils" developing during completion of the remaining construction. III. SCOPE OF WORK The scope of work is to provide onsite engineering services during completion of the remaining construction. The re- design approach includes the removal of soil from the excavated area in one to two foot sections and monitoring of the clay content during excavation. Onsite engineering assistance is needed to monitor the Contractor's progress and to examine the excavated soil for clay content. Detection of significant amounts of clay may lead to a revision of the excavation plan. The tasks included in this scope of work are described below. IV. TASKS Task 1- Technical Interpretations and Clarifications Communications. The onsite engineer ( ENGINEER) will implement and maintain regular communications with the OWNER and the Contractor during construction. The ENGINEER will coordinate communications from the Contractor among the OWNER'S staff, and the ENGINEER's staff. Contractor Requests for Information (RFI). The ENGINEER will provide technical interpretations of the drawings, specifications and Contract Documents, and evaluate proposed deviations from the design or specifications. Such interpretations and clarifications will be submitted to the ENGINEER, who will respond to the Contractor and copy the OWNER. Engineer Clarifications (EC). The ENGINEER will issue clarifications to the drawings and specifications that do not involve a change in the Contractor's Contract time or price. These EC's are intended to clarify the intent of the Contract Documents. The ENGINEER'S standard forms will be used. A total of up to 6 RFI and EC responses are included in this Amendment. Task 2 — Site Inspections The ENGINEER will visit the site and inspect the progress of the quality of construction to provide a greater degree of assurance to the OWNER that the project is constructed in conformance with the requirements of the Contract Documents. Site visits will be conducted by personnel from the appropriate engineering discipline whose experience and background is related to the work being performed. A total of 6 weeks of site inspections by the ENGINEER have been included in this Amendment; two weeks full-time inspection and four weeks half -time inspection. Two engineers will share the site inspection duties; one senior engineer and one mid-level engineer. Construction is estimated to be complete within 6 weeks of the notice to proceed date. Collection of soil samples for particle size distribution analysis will also be completed to document the soil characteristics and clay content at various depths and locations. Ten samples are included here. Task 3 - Meetings The ENGINEER will attend one pre - construction conference with the Contractor to review the project communication, coordination, and other procedures and discuss the Contractor's general workplan and requirements for the project. V. ASSUMPTIONS The scope of work performed for this project is based on the following additional assumptions and information: 1. Pre - Construction Conference. THE OWNER will schedule the date for the pre- construction conference and select the location where the conference will be conducted. 2. Change Orders. Engineer's assistance with change orders is not included here. VI. BUDGET AND COST SCHEDULE The work included in this amendment will be completed based on the per diem rates provided in the Agreement and direct expenses as they are incurred. The project budget shall not exceed $30,482. An estimated breakdown by task is shown in Attachment A. Attachment A Breakdown of Labor and Expenses for Services During Construction of the Solary Canal Regional Treatment Facility Task No. of Hours Labor Expenses Total Labor (S) (S) and Expenses (s) Task 1— Technical Interpretations 16 $2,270 SO $2,270 and Clarifications Task 2 — Site Inspections 178 S24,500 $2,500 527,000 Task 3 — Meetings 8 $1,200 SO 51,200 Total 202 527,970 52,500 530,470 Note: Estimated breakdown of hours and costs by task.