HomeMy WebLinkAbout2016 04 11 Consent 307 WTP1 Water Quality Improvement Project - Task Order #2 Construction Administration ServicesCOMMISSION AGENDA
ITEM 307
Informational
Consent
X
Public Hearings
Regular
April 11, 2016 KS KL
Regular Meeting City Manager Department
REQUEST:
The Utility Department requests the City Commission's authorization to execute a Task
Order #2 of RFQ #005 /15BF with CPH, Inc. in the amount of $371,953.00
for Construction Administration Services related to the Water Treatment Plant No. 1 Water
Quality Improvements project.
SYNOPSIS:
Construction Administration Services (CAS) are needed for the WTP #1 Water Quality
Improvements Project that is being recommended for award under a separate agenda item.
CAS include project management, inspection, and project start up. In addition, the CAS
scope of work for this project includes preparation and submittal of the State Revolving
Loan Fund application and loan agreement, Davis -Bacon compliance reporting and
interviews, and 3 months of post construction plant optimization.
CONSIDERATIONS:
This Task Order #2 of RFQ #005 /15BF is needed to provide Construction Administration
Services (CAS) for the Water Quality Improvements to Water Treatment Plant No. 1
(WTP1) project is needed to reduce the levels of Total Trihalomethanes (TTHMs) at the
remote sampling points in the system and bring the system into compliance.
The scope of work for the CAS is detailed in the attachment. It includes construction
administration for the 12 month project period, State Revolving Loan Fund (SRF) loan
application and loan agreement assistance, SRF compliance interviews and reporting,
construction inspection at 20 hours per week for 36 weeks, and post construction assistance
with plant operation optimization. In addition, Bailey Electrical Engineering is the
Consent 307 PAGE 1 OF 3 - April 11, 2016
electrical engineer of record as a subconsultant to CPH and they also have similar
construction administration tasks also detailed below.
........ _.._
The total Construction Administration Services cost for CPH and their electrical
engineering subconsultant is $371,953 which is also eligible for SRF loan funding. The
CAS cost fee is approximately 7.1% of construction costs - well below the construction
industry standard of 15% to 20 %. This is due to City staff providing some project and
inspection assistance as well as CPH's approach to providing only the services needed and
delivering them in a cost effective and efficient manner.
FISCAL IMPACT:
The cost for Task Order #2 Water Quality Improvements is $371,953.00 which will be
funded from proceeds of the State Revolving Loan Fund in the Utility Enterprise Fund.
funds will be spent over the next 12 months.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission,
City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and
the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the
respective Meeting Agenda which has also been electronically forwarded to the individuals
noted above, and which is also available on the City's Website, LaserFiche, and the City's
Server; has been sent to applicable City Staff, Media/Press Representatives who have
requested Agendas /Agenda Item information, Homeowner's Associations/Representatives
on file with the City, and all individuals who have requested such information. This
information has also been 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. Furthermore, this information is also available to any individual requestors. City Staff
is always willing to discuss this Agenda Item or any Agenda Item with any interested
individuals.
Consent 307 PAGE 2 OF 3 - April 11, 2016
RECOMMENDATION:
Staff recommends City Commission approve Task Order #2 of RFQ #005 /15BF with CPH,
Inc. in the amount of $371,953.00 for Construction Administration Services related to
the Water Treatment Plant No. 1 Water Quality Improvements project and authorize the
City Manager and City Attorney to prepare and execute all applicable documents.
ATTACHMENTS:
1. Task Order #2 - Construction Administration Services for WTP #1 Water Quality
Improvements (19 pages)
Consent 307 PAGE 3 OF 3 - April 11, 2016
TASK ORDER NO. 2
CONSTRUCTION ADMINISTRATION SERVICES
FOR
THE
WATER TREATMENT PLANT NO.1 WATER QUALITY IMPROVEMENTS
BETWEEN
THE CITY OF WINTER SPRINGS
AND
CPH, INC.
This Task Order 2 dated March 29, 2016, by and between the City of Winter Springs
(hereinafter called the OWNER) and CPH, Inc. (hereinafter called the ENGINEER), is mutually
agreed upon and declared an authorized Task Order based on the Professional Design
Services for Potable Water Quality Improvements, RFQ #005/15/BF dated June, 2015.
SECTION 1
GENERAL
1.1 The purpose of this Task Order is to provide Engineering Design Services, more
specifically itemized herein, for providing Construction Administration services
that will meet the requirements of Florida Department of Environmental
Protection (FDEP) Drinking Water State Revolving Fund (DWSRF) and other
Engineering Services for WTP No. 1 Water Quality Improvements,
1.2 On August 31, 2015, CPH submitted a Florida Department of Environmental
Protection (FDEP) Drinking Water State Revolving Fund (DWSRF) Request for
Inclusion (RFI), to secure grant funding to help fund water quality improvements
at WTP No. 1. Upon FDEP's review of the RFI, the City received a draft letter
from FDEP stating that the City's Project has been added to FDEP's planning list
and is considered to be eligible for a construction loan.
1.3 On December 29, 2015, as part of the DWSRF, CPH submitted construction
plans and specifications.
1.4 The project was placed on the Fundable Portion of the SRF list and the City
needs to prepare, submit, and process the DWSRF Loan Application with FDEP.
SECTION 2
BASIC SERVICES OF THE ENGINEER
2.1 GENERAL
2.1.1 The ENGINEER agrees to perform professional services in connection with the
project as hereinafter stated.
2.1,2 The ENGINEER will serve as the OWNER'S professional engineering
representative in those phases of the project to which this Task Order applies,
and will give consultation and advice to the OWNER during the performance of
his services. The ENGINEER will perform the services for the City Commission
under the general supervision of the City Manager and the Utilities /Public Works
Director and will submit interim plans and/or reports to them for their review,
input, decision, etc. as appropriate.
SECTION 3
SCOPE OF SERVICES
3.1 General
The OWNER herby authorizes the ENGINEER to proceed with provided Construction
Administrative Services as listed below.
3.1.1 ENGINEER will provide construction administration services for the Project. All
instructions to the Contractor(s) will be issued by or through ENGINEER, with
direct involvement by the OWNER. The following tasks will be accomplished by
ENGINEER during the construction phase.
➢ Task 1 — Provide Construction Administration Start -up and O &M Services
➢ Task 2 — Provide DWSRF Loan Application and Agreement Services
➢ Task 3 — Provide DWSRF Administrative Services
➢ Task 4 — Provide DWSRF Technical Services During Construction.
➢ Task 5 - Provide Post Construction Optimization for DBP Control.
It is estimated the construction schedule will be 360 calendar days (Twelve (12) months)
for substantial completion. In addition to the construction services that are being
requested above, we are able to offer post - construction services to optimize DBP control
process.
Task 1 — Provide Construction Administrative through Start -up Services
1.1 Conformed Documents: Provide the Contractor with final conformed construction
drawings for their use during the construction phase of the Project.
1.2 Pre - Construction Meeting Coordination: Prepare for and attend the pre -
construction meeting. ENGINEER will prepare and submit meeting minutes for
review and comment.
1.3 Shop Drawing Review: Review shop drawings and submittals for contract
document conformance. ENGINEER anticipates reviewing up to 100 shop
drawings and 25 resubmittals.
1.4 Progress Meetings: Senior Project Manager (PM) (aka Engineer -of- Record
(EOR)) to coordinate and attend two (2) construction progress meetings per
month (estimated at eighteen (18) meetings) to discuss progress, action items
and path forward with the OWNER during the nine months of actual construction.
A routine schedule will be developed with the CONTRACTOR for these
meetings. The individual attending will be based on the phase of work occurring
at the time of the meeting.
1.5 Site Visits: FOR to conduct up to thirty -six (36) four (4) hour site visits throughout
the nine month construction period as coordinated with the OWNER and
contractor.
1.6 Pay Requests: Review pay applications for approval and submittal to the
OWNER. (Twelve (12) total).
1.7 Requests for Information: Provide up to twenty (25) five clarification and
interpretation of the contract documents when requested.
1.8 Substantial Inspection: Conduct substantial completion inspection and prepare
appropriate "punch lists ".
1.9 Final Inspection: Conduct final completion inspections and prepare appropriate
"punch lists ".
1.10 Record Drawings: Coordinate with the Contractor and prepare record drawings
incorporating changes made during construction based on surveyed record
information furnished by the Contractor. Provide to the OWNER one (1) set of
signed and sealed prints of the record drawings and electronic files in ".pdf'
format.
1.11 Start -Up Observation: Participate in start -up of the following systems in
preparation of O &M manual:
1.11.1 IEX System (Resin Loading, Valve Actuation, Bypass Control, Back
Pressure Balance, Regeneration); the contract requires supplier services
for six (6) man days for installation services, three (3) man days for media
installation, six (6) man days for instructional and start -up services, and
five (5) man days for post start -up services. The ENGINEER will be
present for the equivalent of ten (10) man days to coordinate and supply
input during these services. We will be present for one day during
installation and with the remainder of the days during the instructional and
start-up/post start -up services periods.
1.11.2 New Chlorine Skids WTP No. 1; the contract requires 8 hours of
mechanical start -up, 8 hours process start -up, and 8 hours of operating
training services. The ENGINEER will be present at each event, for a total
of 24 hours.
1.11.3 Re- located Corrosion Inhibitor Skid WTP No. 1; the contract has no
requirement for supplier services on the relocation. The ENGINEER will
provide the OWNER with eight (8) hours of services to place this process
back into service.
1.12 O &M Manual SOP: Prepare an abbreviated, consolidated O &M Manual standard
operating protocol (SOPs) to optimize control of DBPs.
1.13 FDEP Certification and Clearances Prepare necessary documents and submit
the Certification of Completion and any necessary partial certifications to the
FDEP, and follow -up with the FDEP Notice of Availability of Record Drawings.
Task 2 - Provide DWSRF loan Application
2.1 Previous DWSRF Work: CPH submitted the Request for Inclusion which has
been approved; CPH wrote the Facility Plan and presented it to the Commission
with the proper DWSRF Resolutions; the Planning Documentation (includes the
facility plan and the business plan — financial feasibility) was submitted on
December 31, 2015 and this has been approved by USFWS and USDA, State
Clearinghouse approval is pending; we submitted plans and specifications on
December 31, 2015, and approval is pending; we have been advised that the
project has been placed on the "Funding Portion ". Now we need to complete the
loan application and the loan agreement.
2.2 Loan Application: Assist the OWNER in preparing the SRF Loan Application and
supporting documentation. This includes the Loan Application Form,
Environmental Compliance Review, Business Plan (submitted), and resolutions
for City Commission approval (submitted for the planning). Compile and submit
the Loan Application package, and respond to DWSRF staff questions.
2.3 Loan Agreement: Review the Loan Agreement prepared by FDEP DWSRF and
provide comments to the OWNER.
2.4 SRF Loan Application Coordination: Coordinate necessary activities and
communications between DWSRF staff and City staff; assist in gathering
additional documents requested by DWSRF staff. Attend Commission
Meeting(s), as necessary, to support City staff's efforts, explain SRF
requirements and assist in obtaining approval of the documents.
Task 3 — Provide DWSRF Administrative Services
3.1 SRF Disbursement Requests: After review of the contractor's pay request;
prepare, compile, submit and process SRF disbursement request forms and
attachments (monthly progress reports, daily reports, etc.) to FDEP. Estimated to
be thirteen (13) months (390 days final completion)
3.2 Davis -Bacon Compliance: Assist in complying with the Davis -Bacon wage
requirements. This includes performing construction worker surveys of
approximately 10 percent of all employees on the project for the duration of the
contract. All classes of construction trades must be interviewed. We propose
periodic interviews to query site workers, mechanical workers, electricians and
concrete workers. The estimated construction duration is approximately 9 months
and we anticipate an average of two (2) hours per month for interviews for a total
of eighteen (18) hours. We will also be required to review the certified payrolls
submitted by the contractors for errors and omissions in the documents to
determine overall compliance. This function will require approximately six (6)
hours per month for a total of fifty four (54) hours and can be accomplished by
Clerical II classification. There is also supervision time of one (1) hour per month
for a total of nine (9) hours.
3.3 American Iron and Steel Compliance: Assist in requesting and gathering
necessary American Iron and Steel compliance documentation from the
contractor throughout construction. Specifically look at the shop drawings for
products that are under this category and request compliance confirmation from
the contractor for these items.
3.4 Bidding Process: Assist the OWNER in accordance with SRF requirements.
Submit bidding related documentation to SRF staff for approval. Submit bidding
results and Engineer's recommendation to SRF staff for approval.
Task 4 — Provide Technical Services during Construction
4.1 Construction Observation: Provide construction observation site visits through
final completion to meet compliance with DWSRF requirements as a result of
funding availability. Estimated to be 40 weeks (200 days on -site construction).
4.2 SRF Coordination: Coordinate necessary activities and communications
between DWSRF staff and City staff. Attend inspections, compliance or audit
meetings with SRF staff during construction (if necessary).
4.3 Records Management: Compile, organize and store in digital form documents
generated during construction in preparation for a potential FDEP inspection or
audit.
Task 5 — Provide Post Construction Services to Optimize DBP Control
5.1 IEX Post Construction Optimization: Provide post construction services to
optimize IEX process for DBP control for up to three (3) months.
SECTION 4
SUPPLEMENTARY SERVICES OF THE ENGINEER
4.1 If authorized in writing by the OWNER prior to the rendering of such services, the
ENGINEER will furnish or obtain under subcontracts, supplementary services
which will be paid for by the OWNER.
4.1.1 Additional services due to significant changes in scope of the project or its design
including, but not limited to, changes in size, complexity, character of
construction or due to time delays in initiating or completion of the work as
described herein.
4.1.2 Additional services in connection with the project including services normally
furnished by the OWNER as described in Section 5 herein and services not
otherwise provided for in this Task Order.
SECTION 5
THE OWNER'S RESPONSIBILITIES
5.1 The OWNER will:
5.1.1 Advise the ENGINEER of his requirements for the project, designate a person to act
as the OWNER'S representative with respect to the work to be performed under this
Task Order, and such person shall have complete authority to transmit instructions,
receive information, interpret and define the OWNER'S policies and decisions
pertinent to the work covered by this Task Order.
5.1.2 Guarantee access to and make all provision for the ENGINEER to enter upon public
and private lands as required for the ENGINEER to perform his work under this Task
Order.
5.1.3 Provide requested data, testing services and pay lab fees as requested that are
reasonably necessary to perform his work under this Task Order.
5.1.4 Provide personnel to locate facilities and make them accessible for inspection.
5.1.5 Examine all studies, reports, sketches and other documentation presented by the
ENGINEER and render decisions pertaining thereto within a reasonable time so as
not to delay the work of the ENGINEER.
5.1.6 Obtain approval and pay fees of all governmental authorities having jurisdiction over
the project and such approvals and consent from such other individuals or bodies as
may be necessary for completion of the Project.
5.1.7 Provide such legal, accounting, insurance counseling services as may be required
for the project and such auditing services as the OWNER may require.
5.1.8 Give prompt written notice to the ENGINEER whenever the OWNER observes or
otherwise becomes aware of any defect in the Project.
SECTION 6
PAYMENT
6.1 PAYMENT
Payments for services and expenses of the ENGINEER to be as set forth below:
6.1.1 The fee for the engineering scope of services described herein will be provided as an
Hourly Not -to- Exceed fee of $371,953, which includes miscellaneous expenses as
necessary and subconsultants as identified herein.
6.1.2 The OWNER will make prompt monthly payments in response to ENGINEER'S
monthly statements without retention for all categories of services rendered under
this Task and for reimbursable expenses incurred.
6.1.3 Charges for the services rendered by principals and employees as witnesses in any
litigation, hearing or proceeding will be computed at a rate of $650.00 per day or any
portion thereof (but compensation for time spent in preparing to appear in any such
litigation, hearing or proceeding will be computed in accordance with standard billing
rates).
6.1.4 If this Task Order is terminated during prosecution of the services prior to completion
of the services of Section 3, payments to be made in accordance with Paragraph
6.1.1 on account of that and all prior work under this Task Order shall be due and
payable, and shall constitute total payment for services rendered. In addition, upon
termination, the ENGINEER shall be paid for any Additional Services authorized and
rendered under Section 4.
6.1.5 The ENGINEER shall promptly begin work on the services authorized by this Task
upon receipt of notice to proceed from the OWNER.
SECTION 7
GENERAL CONDITIONS
7.1 Since the ENGINEER has no control over the cost of labor, materials, or equipment,
or over any construction contractor's method of determining prices, any opinions of
probable construction cost which may be provided in the services of this Task are
made on the basis of his experience and qualifications and represent his best
judgement as a design professional familiar with the construction industry, but the
ENGINEER cannot and does not guarantee that bids or the construction cost will not
vary from opinions of probable cost prepared by him.
7.2 The OWNER and the ENGINEER each binds himself and his partners, successors,
executors, administrators and assigns to the other party of this Task and to partners,
successors, executors, administrators, and assigns of such other party in respect to
all covenants of this Task. Nothing herein shall be construed as creating any
personal liability on the part of any officer or agency of any public body which may be
a party hereto, nor shall it be construed as giving any rights or benefits hereunder to
anyone other than the OWNER and the ENGINEER.
SECTION 8
EXECUTION OF PROJECT
8.1 The ENGINEER agrees to prosecute the work in a timely manner until the Project is
completed.
IN WITNESS WHEREOF, the parties hereto have made and executed this Task
the day and year first above written.
ATTEST
ATTEST
OWNER:
City of Winter Springs, Florida
Date:
ENGINEER:
CPH Engineers, Inc.
Ld
By:
Scott Breitenstein, RE., Vice President/Associate
Date: 3- 07-4? —2-oL4
Attachment A
Project Budget
Manpower Estimate
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Attachment B
Project Budget
Electrical Sub Consultant
-ZA_ I _E
\GL"V%
March 29"', 2016
Mr. Roberto Gonzalez, P.E.
CPH Corp.
500 West Fulton Street
Sanford, Florida 32771
Re: Winter Springs WTP #1 Quality Improvements
Winter Springs, Florida
Dear Mr. Gonzalez:
We are pleased to submit our revised proposal for general services during construction for the above
project. Our services shall be for the electrical engineering services work shown on the contract
documents prepared by others and shall consist of the following:
Task 1 - Shop Drawing Review
Review and approve (or take other appropriate action in respect of) Shop Drawings and samples, the
results of tests and inspections and other data which each Contractor is required to submit, but only for
conformance with the design concept of the Project and compliance with the information given in the
Contract Documents (but such review and approval or other action shall not exceed to means, methods,
sequences, techniques or procedures of construction or to safety precautions and programs incident
thereto); and receive and review (for general content as required by the Specifications) maintenance and
operating schedules and instruction, guarantees, bonds and certificates of inspection which are to be
assembled by Contractor(s) is in accordance with the Contract Documents.
Task 2 - Issue Clarifications
Issue all instructions of OWNER to Contractor(s); issue necessary interpretations and clarifications of
the Contract Documents; have authority, as OWNER's representative to require special inspection or
testing of the work; act as initial interpreter of the requirements of the Contract Documents and judge of
the acceptability of the work thereunder, and make decisions on all claims of OWNER and
Contractor(s) relating to the acceptability of the work or the interpretation of the requirements of the
Contract Documents pertaining to the execution and progress of the work. The ENGINEER shall render
all interpretations or decisions in good faith and in accordance with the requirements of the Contract
Documents.
Task 3 Site Visits
Make visits to the site at periods appropriate to the various stages of construction to observe, as an
experienced and qualified professional, the progress and quality of the executed work of Contractor(s)
and to detennine in general if such work is proceeding in accordance with the Contract Documents.
10620 GRIFFIN ROAD, SUITE 202 • COOPER CITY, FL- 33328
PHONE: 954- 448 -7930 • FAX: 954- 713 -9959
Mr. Roberto Gonzalez, P.E. Page 2 March 29", 2016
Prepare trip reports to document observations made during these inspections. ENGINEER shall not be
responsible for the means, methods, techniques, sequences or procedures of construction selected by
Contractor(s) or the safety precautions and programs incident to the work of Contractor(s).
ENGINEER's efforts will be directed toward providing a greater degree of confidence for OWNER that
the completed work of Contractor(s) will conform to the Contract Drawings, but ENGINEER shall not
be responsible for the failure of Contractor(s) to perfonn the work in accordance with the Contract
Drawings. During such visits and on the basis of on -site observations, ENGINEER shall keep OWNER
informed of the progress of the work, shall endeavor to guard OWNER against defects and deficiencies
in such work and may disapprove or reject work failing to conform to the Contract Documents.
Task 4 — Start-up
BEC shall attend and participate in the start-up, provide technical guidance during the initial operation
of the water treatment plant and review of the performance test, as required by the technical
specifications. BEC shall perform a walk through review of the work. BEC shall submit a punch -list of
items to be completed or corrected before final completion of the project. BEC will provide personnel
on site to assist and observe the HMI and PLC start -up and testing. This work is provided to insure that
the Owner will receive the specified operating system. BEC will confirm report generation including
automated MOR preparation.
Task 5 — Training
BEC shall attend training activities and demonstration tests conducted by the System Supplier and
electrical equipment suppliers to ensure that the Owner's training plan is completed and requirements of
the technical specifications are met.
The above work will be performed hourly, NTE $106,665.00. Our fee will be billed at monthly
intervals.
Very truly yours,
Stephen E. Bailey, P.E.
ACCEPTED DATE rZQ�I�
C. PH- 16- 006GRev 3
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