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HomeMy WebLinkAbout1997 06 23 Consent Item C COMMISSION AGENDA ITEM c REGULAR CONSENT X INFORMA TIONAL June 23. 1997 Meeting MGR V /DEPT./ I-- Authorization REQUEST: Utility Department Requesting Authorization to Execute Amendment 8 for Consulting Engineering Services with Conklin, Porter & Holmes Engineers, Inc. PURPOSE: The purpose of this Board item is to request authorization for the execution of Amendment 8 for the design of a reclaimed water interconnection between the East and West systems with Conklin, Porter & Holmes Engineers, Inc. at a cost of $10,360.00. CONSIDERA TIONS: This Amendment is to provide engineering and surveying services for the design of an interconnection of the East and West reclaimed water distribution systems. It is needed to improve our capabilities to meet the irrigation demands of our reclaimed water customers during periods of high demand. It will also allow us to maximize the use of the effluent disposal sites during the wet weather season. The scope of work includes surveying, engineering design, and permitting. The design includes the capability to meter and monitor the flow from West to East or vice versa. The cost of the scope of work is $10,360.00 of which $3,400 is for a surveying subconsultant. The estimated construction cost is $100,000 which will be proposed in FY 1998/1999 Utility Capital Improvement budget. June 23, 1997 Consent Agenda Item C Page -2. FUNDING: The cost for Amendment 8 is $10,360.00. The source of funds would be the capital improvements line code (56310) of the Utility Fund. This project was budgeted at $22,000 in the current fiscal year. Funds would be expended in 180 days. RECOMMENDATION: It is recommended that authorization be given for the execution of Amendment 8 for the Reclaimed Water Distribution Interconnection design with Conklin, Porter & Holmes Engineers, Inc. at a cost of $10,360.00 payable from the Utility Fund capital improvements line code (56310). IMPLEMENTA TION SCHEDULE: The scope of services will be completed within 180 days of approval. A TT ACHMENTS: 1. Amendment 8 COMMISSION ACTION: AMENDMENT 8 TO AGREEMENT DATED OCTOBER 14, 1991 CONSULTING ENGINEERING SERVICES FOR THE RECLAIMED DISTRIBUTION INTERCONNECT BETWEEN EAST AND WEST FACILITIES BETWEEN THE CITY OF WINTER SPRINGS AND CONKLIN, PORTER & HOLMES - ENGINEERS, INC. This Amendment dated , 1997, by and between the City of Winter Springs (hereinafter called the OWNER) and Conklin, Porter & Holmes - Engineers, Inc. (hereinafter called the Engineer), is mutually agreed upon and declared an authorized Amendment to an Agreement dated October 14, 1991, between the parties, herein setting forth the scope, terms and conditions of the services herein authorized. The appropriate provisions of the October 14, 1991, Agreement apply as fully as if repeated herein. SECTION 1 GENERAL 1.1 The purpose of this Amendment is to provide for Engineering Services, more specifically itemized herein, in the preparation of Plans and Specifications for an interconnection of the West Water Reclamation Facility (WRF) and East WRF reclaimed distribution systems. 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 Amendment applies, and will give consultation and advise 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 Utilities Director and will submit interim plans to them for their review, input, decision, etc. as appropriate. SECTION 3 SCOPE OF SERVICES 3.1 GENERAL The OWNER hereby authorizes the ENGINEER to proceed with the preparation of plans and specifications for the interconnection. The interconnection will be from the 12-inch west system reclaimed water main at the south end of Winding Hollow to the east system booster pump station at the Oak Forest spray site. This route is approximately 2500 lineal feet. 3.2 ENGINEERING SERVICES - DATA COLLECTION, ANALYSIS AND DESIGN 3.2.1 Survey services will be provided by a licensed surveyor. The surveyor will perform a survey of the route previously described. 3.2.2 3.2.3 3.2.4 3.2.5 3.2.6 3.2.7 3.2.8 3.3 3.3.1 3.3.2 3.4 Per conversation with Lee Miller of FDEP, we need to provide a system to meter the flows between the two systems. We proposed the use of the same metering system as used in the City raw water lines (wells). We also propose that this be discussed further with FDEP to determine if this is feasible and correct. Prepare a design for a 12-inch diameter line for the interconnection. Prepare plan drawings for the project in a 1" = 30' scale on double plan sheets. There are no other utility or stormwater improvements in this area which would create the need for a profile view of the installation. If any ditch crossings exist, a separate detail will be provided. Approximately two (2) sheets will be required. In addition, the plans will include a cover sheet and a details/general notes sheet. Prepare a Specification using the short form documents for review by OWNER. Perform field checks of completed Plans and Specifications with the OWNER's representative. Prepare opinions of probable construction cost based upon fmal plans and Contract Documents. Provide the OWNER with three sets of final plans and Contract Documents. PERMITS This project does not add plant capacity but will require an FDEP Minor Modification Construction Permit to the West WRF to allow an interconnection. This is per telephone conversation with Lee Miller, FDEP. No permits are anticipated for SJRWMD or other agencies. We do not anticipate any Dredge and Fill or Wetlands permits at this time. BIDDING SERVICES The ENGINEER will provide these services after separate Notice to Proceed from the OWNER and can be authorized separately. 3.4.1 Prepare advertisement for bid for placement in appropriate publications by the OWNER. 3.4.2 Distribute and keep records of the distribution of documents to bidders and suppliers. 3.4.3 Issue addenda to the documents as required. 3.4.4 Answer questions of bidders and suppliers. No interpretations of the documents shall be made, other than through issuance of addenda to the documents. 3.4.5 Attend the bid opening and OWNER's meetings at which bids are to be opened and contracts awarded. 3.4.6 Evaluate the bids and assist the OWNER in the selection of the construction contractor. 3.4.7 Consult with the OWNER and participate in all decisions as to acceptability of subcontractors and other persons and organizations proposed by the general contractor for these portions of the work for which subcontractor approval is required by the documents. 3.4.8 Prepare and review contracts, bonds, insurance certificates, construction schedules and other portions of the Contracts in order to assist the OWNER in his determination as to whether to issue a Notice to Proceed to the Contractor. 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 of the following types which will be paid for by the OWNER as described in SECTION 6, Paragraph 6.1.2. 4.2.1 Additional services due to significant changes in the 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. 4.2.2 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 Amendment. 4.2.3 Preparing to serve and serving as an expert witness for the OWNER in any protest, litigation, or other proceeding involving the project. 4.2.4 Additional engineering services required by revisions to regulations (after the date of this Amendment) as applicable to the Florida Department of Environmental Protection, the St. Johns River Water Management District, or other regulatory agency requirements. 4.2.5 Provide, through a subconsultant, additional surveying services if required or requested by the OWNER. 4.2.6 Provide, through a subconsultant, soils investigation services if required or requested by the OWNER. 5.1 5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 5.1.6 5.1.7 5.1.8 5.1.9 SECTION 5 THE OWNER'S RESPONSIBILITIES The OWNER will: Advise the ENGINEER of his requirements for the project and designate a person to act as the OWNER's representative with respect to the work to be performed under this Amendment, 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 Amendment. 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 Amendment. Provide data requested that is reasonably available on the existing utility systems, population and projections, land use and planning information. Provide personnel to locate facilities and mow, trim, or otherwise make them accessible for inspection and surveying. Examine all studies, reports, sketches, and other documents presented by the ENGINEER and render decisions pertaining thereto within a reasonable time so as not to delay the work of the ENGINEER. Obtain approval of all governmental authorities having jurisdiction over the project, and such approvals and consents from such other individuals or bodies as may be necessary for completion of the Project. Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, soils investigations if advised in writing by the ENGINEER that they are necessary or advisable. Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, necessary additional services as stipulated in Section 4 of this Amendment, or other services as required. Provide such legal, accounting, and insurance counseling services as may be required for the project, and such auditing services as the OWNER may require. 5.1.10 Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project. SECTION 6 PA YMENT 6.1 PAYMENT Payments for services and expenses of the ENGINEER to be as set forth below: 6.1.1 Compensation paid ENGINEER for services described herein and rendered by principals and employees assigned to the Project will be as described below. The fee for the engineering design and permitting scope of services described in Section 3.2 and 3.3 shall be $6,950.00. In addition, there are outside consultant fees for Surveying services in the amount of $3,400.00. The total design fee is a lump sum fee of $10 .360.00. Since the project will be constructed in the next fiscal year, separate authorization can be made on the following items. The fee for the bidding services described herein shall be a lump sum fee of $1,500.00 and can be authorized separately by the OWNER. 6.2 REIMBURSED EXPENSES 6.2.1 Expenses for items not specifically valued herein are to be reimbursed to the ENGINEER at the actual cost thereof. Said expenses shall include transportation and subsistence of principals and employees, when traveling in connection with the Project, toll telephone calls, telegrams and similar project-related items. 6.2.2 The OWNER will make prompt monthly payments in response to ENGINEER's monthly statements without retention for all categories of services rendered under this Amendment and for reimbursable expenses incurred. 6.2.3 Charges for the services rendered by principals and employees as witnesses in any litigation, hearing or proceeding in accordance with Paragraph 4.1.4 will be computed at a rate of $400.00 per day or any portion thereof. 6.2.4 If this Amendment 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 Amendment 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. 6.2.5 The ENGINEER shall promptly begin work on the services authorized by this Amendment 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 Amendment 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 Amendment and to partners, successors, executors, administrators, and assigns of such other party in respect to all covenants of this Amendment. 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 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 Amendment the day and year first above written. OWNER: City of Winter Springs, Florida ATTEST By: Date: ENGINEER: Conklin, Porter & Holmes - Engineers, Inc. ATTEST By: Date: arnend8.trnz/ja ATTACHMENT "A" SURVEY PROPOSAL