HomeMy WebLinkAboutAgenda Report - August 1, 2012 C-08AGENDA ITEM C op I
'- CITY OF LODI
COUNCIL COMMUNICATION
AGENDA TITLE: Adopt Resolution Authorizing City Managerto Execute Amendment No. 1 to
Task Order No. 4 of Master Professional Services Agreement ($163,712)with
RMC Water and Environment, of Walnut Creek, for Water Meter Program Phase 2
Construction Administration and Appropriating Funds ($164,000)
MEETING DATE: August 1, 2012
PREPARED BY: Public Works Director
RECOMMENDEDACTION: Adopt resolution authorizing City Managerto execute Amendment
No. 1 to Task Order No. 4 of master professional services
agreement in the amount of $163,712 with RMC Water and
Environment, of Walnut Creek, for Water Meter Program Phase 2 construction administration and
appropriating funds in the amount of $164,000.
BACKGROUND INFORMATION: On March 7,2012, City Council approved Task Order No. 4 to the
master professional services agreement with RMC Water and
Environment (RMC) for construction administration of the Phase 2
construction projectthat includes the installation of 26,350 feet of pipe and 2,111 residential water
meters.
Amendment No. 1 to Task Order No. 4 will substantially increase the construction inspection and
documentation effort as the project proceeds to completion. The amendment will increase the authorized
fee from $416,993 to $580,705. A copy of the approved scope of work and fee estimate is provided as
Exhibit 1 and a copy of the proposed amendmentto the scope of work and fee estimate is provided as
Exhibit 2.
The approved scope of work and fee was based upon experience obtained during the Phase 1
construction project that included 4,220 feet of pipe and 3,998 residential water meters. The Phase 1
contractor methodically moved block to block, installing pipe and meters. This is unlike the Phase 2
contractor's methods that are geographically scattered over a large area with many meter crews engaged
in the various installation stages (main tap, bore hole excavation, directional boring, connection to home
service, backfill of excavation, surface restoration, temporary paving and final paving). In orderto
properly observe the contractor's work, document contract work, document extra work, and adequately
deal with customer inquiries, it is necessaryto have additional personnel in the field. The estimated cost
for Amendment No. 1 is based upon the costs to date projected forward to the end of October, the project
completion date.
The additional services included in Amendment No. 1 are summarized below.
Task 1 —The budget hours for responding to contractor requestsfor information, design
clarifications, and changed field conditions is increased by 208 hours, at a cost of $38,480.
APPROVED:
Konradt Bartlam, City Manager
K:\WP\PROJECTS\WATER\Meters\Water Meter Program Phase2\CRMC_Amendmentl J04.doc
7/24/2012
Adopt Resolution Authorizing City Manager to Execute Amendment No. 1 to Task Order No. 4 of Master
Professional Services Agreement ($163,712) with RMC Water and Environment, of Walnut Creek, for
Water Meter Program Phase 2 Construction Administration and Appropriating Funds ($164,000)
August 1,2012
Page 2
Task 2 —Weekly project coordinating meetings with the City, contractor, and construction
manager have been implemented in contrastto the monthly meetings anticipated. The additional cost is
$8,580.
Task 3 — Field observation services have been expanded to include an additional full-time
inspector and increased hours for the field interns. A total of 1,351 hours have been added, at an
estimated cost of $151,522.
Task 4 —The scope of work for this task is amended to eliminate a pilot program for computer
field tablets to assist in the documentation of the construction activity. The cost is reduced by $34,870.
The contract specifications cannot direct the contractor in the means and methods for completing the
work. In this case, the means and methods require a higher level of staffing and support services than
anticipated. In the future, it will continue to be a challenge to estimate the level of effort for construction
support and management services prior to the start of the actual contract work.
FISCAL IMPACT: The cost of this amendment is included in the Water Utility Financial Model.
FUNDING AVAILABLE: Requested Appropriation:
Water Fund (181): $164,000
Jordan 4ers
Deputy City Manager/Internal Services Director
F. Wallyn elin
Public Works Director
FWS/pmf
Attachments
K:\WP\PROJECTS\WATERWIeters\Water Meter Program Phase 2\CRMC Amendment1_T04.doc 7/24/2012
Exhibit 1
City of Lodi Water Meter Program
Task Order No. 4
Phase 2 Construction Management Services
Exhibit A - Detailed Scope of Work
The City of Lodi (City) Water Meter Program (WMP) Phase 2 Water Meter Installation and Main
Replacement Project consists of the construction/installation of the following:
• Approximately 26,350 lineal feet of water main to replace existing, undersized mains located in
backyard easements.
• Approximately 2,111 residential water meters and related water service improvements.
This Scope of Work (SOW) for construction management services associated with the City's WMP Phase
2 project includes four tasks described below for the various work components and the responsible
person(s), the applicable work phase and duration for the task, the deliverables, and assumptions used
in developing the scope of work and associated level of effort included in the budget. The performance
of this SOW by Consultant is for the sole benefit of the City and shall not be relied upon or used by any
third party without the express written consent of the City and Consultant.
Basis for Scope and Fee: The basis for the scope and level of effort shown in the budget is a
construction contract duration of 210 calendar days (approximately 147 working days or 30 weeks),
extending from March to October 2012. It is also assumed for staffing and level of effort estimates that
there will be up to three pipeline construction crews for water main installation and up to one meter
installation crew. This assumption has dictated assumed staffing for the project, which may need to be
adjusted based on the contractor's actual crew deployment during construction.
Task 1— Engineering Services During Construction(ESDC)
Purpose: The Consultant shall provide engineering services during construction to address review and
respond to contractor submittals, prepare record drawings and to provide overall technical support to
the City. The ESDC effort will be led by Tom Dugan (Resident Engineer - RE) and supported by the WMP
Phase 2 design team of Mike Matson (Senior Reviewer), Kevin Smith (Project Manager), and Victor
Alaniz (CAD Production).
Phase/Duration: Entire Contract Period; March -October 2012
Task 1.1— Submittal Review
Consultant will review contractor submittals for compliance with the Contract Documents.
Consultant will process submittals that require the engineer of record's review and approval.
Consultant will prepare written submittal review comments for each submittal and provide the
City submittal recommendations.
Assumptions:
• The level of effort is limited to the budgeted hours
Deliverables:
• Submittal review written comments and action recommendation (e.g. Make Corrections
WM P Phase 2 Construction Management Services 1 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter ProgramTask Order No. 4
Noted) on City standard form.
Task 1.2 — Clarifications and RFI Responses
Consultant will provide technical responses to contractor requests for information (RFIs),
technical support to resolve field issues and conflicts and prepare Contract Document
Clarifications (CDC) to clarify requirements of the work. Consultant will respond to RFIs and
clarification requests as needed or as directed by the RE. Consultant may conduct site visits to
gain an understanding of field issues if required.
Assumptions:
• The level of effort is limited to the budgeted hours
Deliverables:
• Written design clarifications and RFI responses to drawings and/or specification using
standard RMC forms
Task 1.3 — Record Drawings
Consultant will prepare record drawings from the contractor's as -built WMP Phase 2 drawings.
Asssumptions:
• Contractor as -built markups will be of sufficient content and quality for drafting into
CAD files
Deliverables:
• Hard Copy: One (1 lull size vellum drawing set
• Electronic: One PDF file set of drawings and the specifications, and one set of AutoCAD
files
Task 1.4 — Permit Registration Documents ;PRD;
Prior to the start of construction activity, the City of Lodi must apply for coverage under the
General Construction Storm Water Permit (2009-0009-DWQ). The City will be required to file
completed Permit Registration Documents (PRDs) and receive the State Water Resources
Control Board (SWRCB) approval by being issued a Waste Discharger identification number
(WDID). ). The PRDs, along with SWPPP, will be prepared by the contractor and treated as a
submittal. Consultant will support the City in reviewing the completeness and accuracy of the
PRDs and SWPPP. The Contractor will serve as the "Data Submitter" and be responsible for
uploading the documents to the SMARTS. The City will serve as the Legally Responsible Person
(LRP) and will review the Consultant comments prior to the submittal being returned to the
contractor.
Assumptions:
• The level of effort is limited to the budgeted hours
Deliverable:
• Consultant shall prepare written submittal review comments on the contractor's PRD,
SWPPP, SWPPP amendments, reports, and filings for Notice of Termination (NOT).
Task 2 —Contract Administration
Purpose: The Consultant shall provide construction contract administration services throughout the
WMP Phase 2 construction period. Services will include the subtasks described below. Contract
administration activities will be led by Tom Dugan (RE) and supported by RMC and Nolte Vertical Five
Phase 2 Construction Management Services 2 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
(NV5) staff.
Phase/Duration: Entire Contract Period; March - October 2012 plus a one month closeout period.
Task2.1-ContractAward
The Consultant will support the City as needed during contract award and execution of the
contract. Consultant activities during this period may include assisting the City with processing
and reviewing the contractor's performance and payment bonds, and insurance certificates for
general liability and property damage insurance, and workers' compensation.
Assumptions:
• The level of effort is limited to the budgeted hours
Task 2.2 - Pre -Construction Meeting
The Consultant will organize, prepare for and conduct the pre -construction meeting between
the Contractor, Consultant, the City Construction Project Manager (CPM) and other key City
staff.
Deliverable:
• Pre -Construction Meeting Agenda and Minutes
Task2.3 - Monthly Progress Payment
The Consultant will review the Contractor's monthly payment request and recommend an
action to the CPM, who will be responsible for approving the Contractor's monthly payment
request. As a part of the pay request review process, Consultant will review contractor record
drawing markups, monthly construction schedule update, dust control effectiveness and SVVPPP
implementation and make recommendations for withholding payment if these items are not in
conformance with the Contract Documents.
Assumptions:
• Up to seven (7) monthly progress payment requestswill be processed.
Deliverable:
• Monthly written pay request comments and recommended City action on City payment
request form.
Task 2.4 - Contract Change Orders
The Consultant will be responsible for managing contract change order processing. The
Consultant will identify potential contract change orders (PCOs) and coordinate with the CPM
and Contractor regarding the PCO. The Consultant and CPM will meet with the Contractor to
negotiate changes to the construction contract cost and schedule associated with the PCO. The
Consultant will prepare a recommendation for action to the City for resolving the POO and
prepare contract change order documentation for acceptance by the City. Consultant will track
all change orders through project acceptance.
The Consultant will review proposed construction change orders involving changes to the design
intent. The Consultant ESDC staff will prepare design details, documentation and construction
cost estimates as requested for change orders.
Assumptions:
• Up to two change orders will be processed for City approval
Phase 2 Construction Management Services 3
Scope of Work
Rev. 2
February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
• Change orders will consist of an aggregation of PCO items consolidated into a single
Change Order
Deliverable:
• PCO/CCO tracking log in MS Excel format
• Contract Change Order documentation
Task2.5 - Schedule Review
The Consultant will review the contractor's initial baseline schedule and subsequent schedule
updates. The review will include evaluation of schedule activities, logic, durations, critical path
items, incorporation of constraints and requirements, progress of the construction.
Assumptions:
O Up to seven total schedule submittals (initial and updates) will be submitted by
contractor
Deliverable:
o Written comments to the Contractor on the baseline and monthly schedule updates
Task2.6 - Construction Progress Meetings
The Consultant will schedule and conduct monthly construction progress meetings with the
CPM and Contractor. The Consultant will also informally meet with the contractor regularly to
discuss progress and expected upcoming activity.
Assumptions:
• Up to seven (7) monthly progress meetings will be conducted by Consultant
• Lead inspector time for progress meetings is included in Task 3.1
Delivera ble:
• Monthly construction meeting agenda and minutes in .pdf format via email
Task 2.7 - Public Noticing Support
The Consultant will support and oversee noticing tasks required of the Contractor ahead of work
in areas of the City. The Consultant will review contractor notices and ensure that the
contractor performs noticing as required in the Contract Documents. Consultant will develop
and post to the City web page monthly construction fliers informing residents of the
construction status and prepare and distribute up to 10 additional supplemental noticing
documents. The Contractor will separately prepare and distribute construction notices to
residents ahead of commencement of construction work in the affected neighborhood.
Assumptions:
• RE will support contractor and lead inspector efforts in public noticing to the level of
effort in the Task 2.9 budget
• Lead inspector time for public noticing support is included in Task 3
Deliverable:
• Construction updates for Citywebpage posting
• Up to 10supplemental notices in door hangerformat
Task2.8 - Meter Assembly Procurement Management
The Consultant will assist the City in reviewing the meter assembly manifests and condition of
Phase 2 Construction Management Services 4 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
the meters at time of delivery to the Contractor's warehouse. The Contractor will have ultimate
responsibility for scheduling meter assembly deliveries with the meter supplier, and keeping the
Consultant and/or City informed of the meter assembly delivery schedule.
ngaiivcrnhia-
• Reviewed meter assembly manifests
Task 2.9 - Project Closeout
Prior to final acceptance, the CPM, Consultant, and contractor will conduct a site walk and
prepare an official punch list of all incomplete contract work items that the contractor must
correct. The Consultant will also review the contractor's as -built records and confirm that all
contract documents (i.e. warranties and guarantee) are complete and accurate. The Consultant
will review the contractor's final pay request and prepare a letter of recommendation that the
City accept the Contract work for the project.
Deliverables:
• Punch list of Incomplete Contract work items
• Letter of Recommendation for acceptance the Contract work for the project.
Task 3 — Field Observation Activities
Purpose: The Consultant will provide limited inspection services throughout the construction period.
Services will include general field observation and inspection tasks, mainline and meter installation
inspection and/or observation, and providing and coordinating specialty inspections and testing for the
project. The task lead will be Bill Ballou (Lead Field Inspector).
Phase/Duration: Entire Contract Period; March - October 2012
Task 3.1 - Monitor Field Activity
The Consultant will direct and coordinate field observation services necessary to monitor
compliance with the Contract Documents. The Consultant is responsible for directing and
documenting field inspections and observations consistent with the requirements of the
Contract Documents. The Consultant will document construction activity, record construction
progress, and track field changes to main replacement plan and profiles and meter installation
plans. The contractor will be responsible for the official as -built markup drawings. Monitoring
and coordination activities will include:
• Requesting and have performed special testing/inspection as necessary (e.g. soil backfill
and AC pavement compaction, concrete sampling and testing);
• Assigningfield staff to areas of construction activity;
• Communicating with field staff to maintain a consistent field observation and inspection
practice;
• Tracking time and materials force account work, including verifying proper
documentation from contractor;
• Coordinating service shut down and restoration requests with the City MSC staff;
• Checking materials and equipment against qualified products list and submittals and
respective certificates of compliance;
• Checking certified laboratory test and field test reports.
The Consultant will coordinate daily with the contractor to assess performance and work
Phase 2 Construction Management Services 5 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
progress. The Contractor is responsible for quality control of its work and full compliance with
contract documents; the Consultant is responsible for quality assurance for the Contractor's
work. The Consultant will enforce compliance through the use of Advisory Notices and Non-
compliance Notices to the extent provided for in the Contract Documents.
Task 3.2 — Replacement Water Main Installation
The Consultant will be responsible for observing and reporting for the following pipeline
installation activities:
• Reviewing the Contractor's activities (means and methods) to ensure performance that
meets the requirements of the Contract Documents;
• Verifying that the appropriate and submitted materials are being used in accordance
with the manufacturer's recommendation and the Contract Documents;
• Coordinating daily with the Contractor and/or CPM;
• Recording construction activity (Daily Inspection Reports);
• Reviewing Contractor's as -built mark ups at least monthly;
• Witnessing the mainline hydrostatic pressure tests and disinfection in accordance with
the Testing and Inspection Summary Table in Task 3.4, including collecting samples for
Bac-T testing by City as requested by the contractor and the City;
• Verifying proper installation of 1 -inch service "hot taps" on existing and replacement
water mains;
• Verifying abandonment of water mains.
The Consultant will complete daily field inspection reports for days when field inspection and
observation are performed to document construction and inspection activities.
Task3.3 — Meter Installation
The Consultant will provide, oversee and direct field intern observer(s) who will be responsible
for observation of the meter installations, 1 -inch and 2 -inch service line installations (mainline to
dwelling), and the abandonment of backyard service lines. The Consultant activities may also
include:
o Witnessing water meter installations, backyard service abandonments, and 1 -inch
service "hot taps" to the mainline;
• Documenting meter installation and field condition changes on the Phase 2 in -field
meter installation database.
• Preparing daily reports when in the field and tracking field changes to the plans.
• Coordinating amongst the Consultant team regarding the contractor's work sites,
activities, and potential contract deviations.
Task 3.4—Materials Testing
The Consultant will provide the services of a materials testing firm that will be available on-call
to perform soil backfill compaction, concrete sampling and compression testing, asphalt
concrete compaction, and related sampling and testing. The Consultant will schedule specialty
inspections and testing, observe sampling and field tests and review test results. The Testing and
Inspection Summary Table below provides an estimated number of tests expected to be
performed for the project.
Phase 2 Construction Management Services 6 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
TPctinn and IncnPctinn Summary Tat le
Activity
Methoyiiiiiiiiiiil
?sting Frequency
Test Description/Notes
iiiijv�gintity Specification Reference
Trench Section
Bedding
Cal Test
Test every 500 -if to
Test imported material to verify
Special Provision 6-19; Standard
231; ASTM
achieve a relative density
contractor's submittal
Specification 19-5; Standard
D7380
of 90%
53
Detail 501A& 506
Haunching
Cal Test
Test every5004f to
Test imported material to verify
Special Provision 6-19; Standard
231; ASTM
achieve a relative density
contractor's submittal
Specification 19-5; Standard
D7380
of 90%
Detail 501A & 506
Pipe Zone/Final
Cal Test
Test every 500 -If to
Test imported material to verify
Special Provision 6-19; Standard
Backfill
231; ASTM
achieve a relative density
contractor's submittal
Specification 19-5; Standard
D7380
of 92%
Detail 501A & 506
Structures and
Cal Test
Compaction test around
Test imported material to verify
10
Special Provision 6-19; Standard
Manholes
231; ASTM
all manhole& structures;
contractor's submittal
Specification 19-5; Standard
D7380
R.C. 92%
Detail 501A& 506
Yard Restoration
Cal Test
Landscaped areas 85%for
No testing anticipated for
0
Special Provision 6-19.05
231; ASTM
top 6 -inches
private yards
D7380
Subgrade
Cal Test
Compaction test: 90% min
Notesting anticipated of private
5
Special Provision 6-19.05
Compaction
231; ASTM
8-inch(typ.), 90%12 -inch
property; Minimal testing within
(Sidewalks/Drive)
D7380
commercial driveway
Public Right of Way.
Curb and Gutter,
Cal Test
Conductslump test (4-
Notesting anticipated of private
10
Special Provision 6-19.05
Sidewalk,
521; ASTM
inch slump, 3000 psi
property; Minimal testing within
Driveway
c39
Public RNV to verify mix design
performance.
Trench
Cal Test
TestPC density every
Perform Nuclear Gauge Density
53
Special Provisions6-39
308,309
4001f
Test
Street Patch
Cal Test
Test AC density upon
Perform Nuclear Gauge Density
20
Class E
308,309
request
Test
Purpose: The Consultant will provide document and project management services, including project
closeout documentation activities. This task will be led by Tom Dugan (RE). On optional service is
included that would develop and implement a protocol to test field tablet computers for field staff data
entry.
Phase/Duration: Entire Contract Period; March- November 2012
Phase 2 Construction Management Services 7 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
Task4.1— Construction Document Management
The Consultant will maintain a working copy (digital format) of construction documentation and
will maintain activity logs. The Consultant will also administer the submittal review process. The
Consultant will review the Contractor's submittal schedule for completeness and will provide
written comments to the Contractor. The Consultant shall retain copies of all submittal
documents and ensure that an accurate file is available for ready retrieval throughout the
project.
The following list of documents that will be included in the project construction documentation
file:
• Submittals and Shop Drawings
• RFIs and Design Clarifications
• Progress Payment Requests
• Potential Change Orders
• Change Orders
• Pending Claims
• Work Change Directives
• Inspector Daily Reports
• Material Testing Reports
• Construction Meeting Minutes
• General Project Correspondence
• Construction Photos
• Contractor Project Schedule and Updates
• Meter Assembly Manifest and Field Data
• Project Closeout Summary (i.e. Contractor's
guarantees)
Assu mot ions:
request for acceptance, warranty and
• Construction documentation will be stored on and made accessible to the City through
RMC's FileShare FTP site.
• Consultant will provide FTP site access information (user name and password) to CPM.
• City will be responsible for downloading information and documents for its use.
• City will request that Consultant upload information to the FTP site to maintain content
control with Consultant.
• Consultant will utilize a part time intern to enter field data from field staff into the field
database
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• Compiled construction documentation organized by type and ordered by serial number
or chronologically
Task 4.2 — Conformed Phase 9 and Phase 2 Database
The Consultant shall merge the Phase 2 construction database with the Field Reconnaissance
database delivered to the City under Task Order No. 1. The addition of construction records to
2010 field reconnaissance information will provide a valuable source of asset management data
to the City. This merging was not completed for Phase 1.The Phase 1 construction database
Phase 2 Construction Management Services 8 Rev. 2
Scope of Work February17,2012
City of Lodi
Water Meter Program Task Order No. 4
would be merged as part of this task.
Assumptions:
o City will provide Consultant with up to date list of Assessor Parcel Numbers (APN)in the
City. Consultantwill merge databases using Assessor Parcel Numbers.
o Consultant will review merged database and, where possible, combine data fields from
the different datasets that contain similar information. The objective of this exercise is
to make the three datasets comparable to one another in a single database. Extraneous
data will be removed from database.
• Consultant will identify APNs that are not rectified throughout the three data sources;
however, the Consultant will not rectify datasets.
Deliverables:
• Updated access database file with conformed 2010 field reconnaissance data, Phase 1
construction data and Phase 2 construction data.
• Transmittal TM describing the additions to the database.
Task4.3 — Project Management and QAQC
The Consultant will perform project management activities, including preparing monthly
invoices and Task Order progress reports, coordinating with and reporting to City staff on
project progress against the scope, budget and schedule; and managing subconsultant activities
and progress. The Consultant shall also implement a quality assurance program for the project
and conduct quality control reviews on work products.
Assumptions:
o Management activities over a 7 month construction duration and one month project
closeout phase
Deliverables:
• Monthly invoices and progress reports
Task4.4 — Pilot Program for Testing cf Field Tabletsfor Construction Reporting and Documentation
The Consultant will develop a testing protocol and acquire limited equipment and software to
test and evaluate an electronic means of entering construction data, information and
documentation. Consultant will work with City staff to develop some basic goals and objectives
for field use of tablets on construction projects, including interfacing with the City's existing
information systemsto upload and download data and documents.
Assumptions:
• The tablet and software expense is limited to the budgeted amount
• The City will provide input on its goals and objectives that will be the basis for the
testing protocol
• The extent of protocol development and testing will be limited to the budgeted labor
hours
• Use of the tablet will be in addition to the field observation and reporting activities and
will not replacethem
Phase 2 Construction Management Services 9 Rev. 2
Scope of Work February 17,2012
City of Lodi
Water Meter Program Task Order No. 4
Deliverable:
Testing protocol TM with recommendation for tablet and software (.pdf format via
email)
One computer tablet device with installed software and licenses
Evaluation report summarizing the results of the testing (.pdf format via email)
Phase 2 Construction Management Services 10 Rev. 2
Scope of Work February 17,2012
RMC Fee Estimate
Water and6rvironment
City of Lodi - Water Yater Program Phase 2
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City of Lodi Water Meter Program
Task Order No. 4
Phase 2 Construction Management Services
Amendment No. 1
Exhibit A - Detailed Scope of Work
The City of Lodi (City) is implementing the Water Meter Program (WMP) Phase 2 Water Meter
Installation and Main Replacement Project construction consisting of:
• Approximately 26,350 lineal feet of water main to replace existing, undersized mains located in
backyard easements.
• Approximately 2,111 residential water meters and related water service improvements.
The City authorized Task Order No. 4 to RMC Water and Environment to provide construction
management services during the Phase 2 construction project. This Amendment No. 1 to Task Order
No. 4 Scope of Work (SOW) addresses additional effort required to manage construction beyond the
effort assumed in the original Task Order No. 4. Performance of this SOW by Consultant is for the sole
benefit of the City and shall not be relied upon or used by any third party without the express written
consent of the City and Consultant. The primary reasons for increasing the level of effort include:
• The approach to construction by the City's contractor has been geographically scattered,
requiring field inspector to cover a large area. The completed Phase 1 construction project,
used as a model for this project, was done in a methodical block -by -block geographical approach
that kept construction activities within a tight radius.
• Additional meter installation crews, including separate preparation and restoration crews, has
extended the effective time for each installation, requiring repeated visits by intern field
observers to document construction methods and results.
• Community concerns are more than anticipated, primarily due to unknown or conflicting
distribution system conditions that have required the City and the RMC Construction
Management team to investigate and resolve on a case by case basis.
Basis for Amendment No. 1 Scope and Fee:
The basis for the scope and level of effort shown in the budget is the projection forward, to the end of
the construction contract, of the recent level of effort required to manage the City's contractor and their
construction schedule and approach to ensure a successful project for the City. The construction
contract is expected to continue to the end of October 2012. The additional level of effort included in
this Amendment No. 1 includes one additional full time main line pipe inspector (two total) from May
through August and additional field intern observer hours through October 2012. This level of effort for
field staff is higher than assumed in the original staffing plan for the project.
Task 1— Engineering Services During Construction (ESDC)
Purpose: The Consultant shall provide engineering services during construction to address review and
respond to contractor submittals, prepare record drawings and to provide overall technical support to
the City.
WMP Phase 2 Construction Management Services 1 DRAFT
Scope of Work July 2, 2012
City of Lodi
Water Meter Program Amendment No. 1 to Task Order No. 4
Phase/Duration: Entire Contract Period; March - October 2012
Amendment No. 1:
This Amendment No. 1 adds man-hour level of effort required to document, address and respond to a
greater number of RFIs from the contractor that were not anticipated in the original Task Order No. 4
scope of work and budget. It is assumed for purposes of establishing this amended budget that most
RFIs and submittals have been addressed as of the end of May and that the principal remaining work
item under Task 1 is preparation of record drawings.
Task 2 — Contract Administration
Purpose: The Consultant shall provide construction contract administration services throughout the
WMP Phase 2 construction period. Services will include the subtasks described below. Contract
administration activities will be led by Tom Dugan (RE) and supported by RMC and Nolte Vertical Five
(NV5) staff.
Phase/Duration: Entire Contract Period; March - October 2012 plus a one month closeout period.
Amendment No. 1:
This Amendment No. 1 adds man-hour level of effort required for preparing for, conducting and
documenting the decisions made during additional regular construction meetings. The original Task
Order No. 4 scope and budget were based on monthly meeting frequency. At the City's direction and
starting in the first week of May, RMC is now conducting weekly construction meetings.
Task 3 — Field Observation Activities
Purpose: The Consultant will provide limited inspection services throughout the construction period.
Services will include general field observation and inspection tasks, mainline and meter installation
inspection and/or observation, and providing and coordinating specialty inspections and testing for the
project. The task lead will be Bill Ballou (Lead Field Inspector).
Phase/Duration: Entire Contract Period; March - October 2012
Amendment No. 1:
This Amendment No. 1 provides for one additional mainline field inspector and additional hours for field
intern observers to cover contractor operations.
The additional mainline field inspector is needed through August 2012 to allow the lead field inspector
to more actively coordinate and document contractor claims of extra work due to unexpected utility
conflicts, changed conditions, delays, and other reasons. A total of 648 additional main line inspector
hours are provided for observation of water main replacement methods and results and documentation
thereof from May to the end of August 2012. This second main line inspector was not included in the
original Task Order No. 4 scope and budget.
A total of 286 additional hours are also provided for the lead field inspector to increase presence on the
water main replacement and meter installation components of the construction project. The lead field
inspector will take on additional field responsibilities for discussing contractor concerns relative to field
conditions, utility conflicts, potential extra work activities and document these items for review and
action by the Resident Engineer. The additional lead field inspector hours will provide full time
inspection and documentation of contractor activity through October 2012. The level of effort for
mainline field inspectors in the original Task Order No. 4 was a total of 882 hours from March through
October 2012.
Phase 2 Construction Management Services 2 Draft
Scope of Work July 2, 2012
City of Lodi
Water Meter Program Amendment No. 1 to Task Order No. 4
The total additional mainline field inspector labor is 934 hours.
The field intern observers were originally scoped and budgeted to provide 1,152 labor hours through
September 2012 to observe and document meter installation construction methods and results and
support documentation of the construction effort. Based on the current approach by the contractor, it
is assumed that an additional 428 labor hours are required to observe meter installations by the
contractor and to assist in document management and data entry activities.
The level of effort for specialty testing services, consisting of soil compaction testing, asphalt concrete
compaction testing and concrete sampling and testing is decreased by 43% to reflect current rate of
specialty inspection and testing for the project. The net budget reduction is reallocated to other tasks
within the Scope of Work, as amended, to reduce the total Amendment No. 1 cost.
Task 4 — Document Control and Management
Purpose: The Consultant will provide document and project management services, including project
closeout documentation activities. This task will be led by Tom Dugan (RE). On optional service is
included that would develop and implement a protocol to test field tablet computers for field staff data
entry.
Phase/Duration: Entire Contract Period; March - November 2012
Amendment No. 1:
This amendment eliminates subtask 4.2 — Conformed Phase 1 and Phase 2 Database consisting of the
conforming of Phase 1 and Phase 2 database into the City's CIS database. The City will be considering
the value of merging the construction data into the field reconnaissance database, which is linked to the
City's Customer Information System database. Should the City elect to proceed with conforming of the
construction databases with the field reconnaissance database, RMC will perform this work under
existing Task Order No. 1 or a separate authorization. The budget for Subtask 4.2 is reallocated to other
tasks within the Scope of Work, primarily creating the data entry forms and database used during Phase
2 construction.
This amendment eliminates the remaining unperformed scope of work under Subtask 4.4 — Pilot
Program for Testing of Field Tablets. Approximately $2,500 has been expended on this subtask through
May 2012 in researching available field equipment and software. The remaining budget is reallocated to
other tasks within the Scope of Work, as amended, to reduce the total Amendment No. 1 cost.
Phase 2 Construction Management Services 3 Draft
Scope of Work July 2, 2012
RMC WATER AND ENVIRONMENT
MICHAEL H. MATSON
Sr. Vice President
Date
WMP Phase 2 Construction Management Services
Scope of Work
CITY OF LODI
KONRADT BARTLAM
City Manager
Date
ATTEST:
RANDIJOHL
City Clerk
I_1»:1e1Tl: 191_��lilIs] V LTA
D. STEPHEN SCHWABAUER
City Attorney
DRAFT
July 2, 2012
Tasks RMC Labor
Nolte Labor
Out
- Services 0—
Total
Fleld Field
Mike Tom Kevin Carlos
Admin Accounting Intern Intern
Victor Mike
Bill B.11 -Nolle Nolle
Neil Anderson,
Matson Dugan Smith Felix
Observer Observer Total
Aleniz Wademen
Total Labor Total
Inc.
Total Labor
Sub
Total ODGs Total
®" ®MMOM®®®
Hours
Costs (1) ®""®" '®" ' M® Hours
Cos[s(®'
Subtotal Consultant ODCs
Total Cost (3)
141 Fee
1 Submittal Review
2 Clarifications and RFI Responses
3 Record Drawings
4 Permit Re istra6on Documents
1. AA#
2. JV#
At� WX
, x �,�u 9�
FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT
A.
181 3205 Fund Balance $ 164,000.00
SOURCE OF
,
zt,�t
TO: Internal Services Dept. - Budget Division
B.
181 181465 1825.2150 Water Meter Program Phase 2 $ 164,000.00
USE OF
3. FROM: Rebecca Areida-Yadav
15.
DATE:
07/09/201
4. DEPARTMENT/DIVISION; Public Works
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. ifyou need more space, use an addTfio -dl sheet and attach to this form.
to agreement with RMC Water & Environment for the water meter program phase 2 project.
�If Council has authorized the appropriation adjustment, complete the following:
ng Date: , Res No: / Attach copy of resolution to this form.
Department Head Signature:
$1Pi3RQ .ALr <VAT. s
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Divisionwith any required documentation.
Final approval will be provided in electronic copy format.
FUND # BUS. UNIT # ACCOUNT # ACCOUNT TITLE AMOUNT
A.
181 3205 Fund Balance $ 164,000.00
SOURCE OF
FINANCING
B.
181 181465 1825.2150 Water Meter Program Phase 2 $ 164,000.00
USE OF
FINANCING
Please provide a description of the project, the total cost of the project, as well as justification for the
requested adjustment. ifyou need more space, use an addTfio -dl sheet and attach to this form.
to agreement with RMC Water & Environment for the water meter program phase 2 project.
�If Council has authorized the appropriation adjustment, complete the following:
ng Date: , Res No: / Attach copy of resolution to this form.
Department Head Signature:
$1Pi3RQ .ALr <VAT. s
Deputy City Manager/Internal Services Manager Date
Submit completed form to the Budget Divisionwith any required documentation.
Final approval will be provided in electronic copy format.
RESOLUTION NO. 2012-117
A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING
CITY MANAGER TO EXECUTE AMENDMENT NO. 1 TO TASK
ORDER NO.4 OF MASTER PROFESSIONAL SERVICES
AGREEMENT WITH RMC WATER AND ENVIRONMENT FOR
WATER METER PROGRAM PHASE 2 CONSTRUCTION
ADMINISTRATION AND FURTHER APPROPRIATING FUNDS
WHEREAS, on March 7, 2012, City Council approved Task Order No. 4 to the master
professional services agreement with RMC Water and Environment (RMC) for construction
administration of the Phase 2 construction project that includes the installation of 26,350 feet of
pipe and 2,111 residential water meters; and
WHEREAS, the Phase 2 construction is geographically scattered over a large area with
many meter crews engaged in the various installation stages (main tap, bore hole excavation,
directional boring, connection to home service, backfill of excavation, surface restoration,
temporary paving and final paving), and it is necessary to have additional personnel in the field
in order to properly observe the contractor's work, document contract work, document extra
work, and adequately deal with customer inquiries; and
WHEREAS, staff recommends execution of Amendment No. 1 to Task Order No. 4 of
the Master Professional Services Agreement with RMC Water and Environment.
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the City Manager to execute Amendment No. 1 to Task Order No. 4 of Master
Professional Services Agreement with RMC Water and Environment, of Walnut Creek,
California, for Water Meter Program Phase 2 Construction Administration, in the amount of
$163,712; and
BE IT FURTHER RESOLVED that funds in the amount of $164,000 be appropriated
from the Water Fund.
Dated: August 1, 2012
I hereby certify that Resolution No. 2012-117 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held August 1, 2012, by the following vote:
AYES: COUNCIL MEMBERS — Hansen, Johnson, Katzakian, Nakanishi, and
Mayor Mounce
NOES: COUNCIL MEMBERS— None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS—None
-�E
IJOHL
City Clerk
2012-117