HomeMy WebLinkAboutAgenda Report - August 16, 1989 (58)'y T�
WORKSCITY OF LODIPUBLIC
TO :
FROM:
MEETING DATE:
City Council
C i t y Hanager
August 16, 1939
COUNCIL COMMUNICATION
AGENDA TITLE: Contract Agreement for Construction Management Services for
White Slough Water Pollution Control Facility Expansion,
12751 North Thornton Road
RECOMMENDED ACI *4. That the City Counri)-uthorize the City Manages and
City Clerk to execute the Construction :'�nagement Agreement (Work Order No. 3
of Master Agreement) between the City of Lodi and the engineering firm of
Black and Veatch.
BACKGROUND 01`T In February 1987, the City Council approved the
Master Agreement, together with the Preliminary Engineering Agreement (Work
Order No. 1.), between the City and the firm of Black and Vcatch, In W
1988, the City Council approved the Design Engineering Agreement (Work Order
No. 2). The work under the Design Engineering Agreement i s essentially
complete.
i n general, the work under the construction management agreement includes
holding a pre-bid conference, contract document printing and distribution,
performing contract administration and related office engineering, providing
a full-time contract resident inspector and a part-time electrical inspector,
updating the operation and maintenance manual, and providing start-up and
warranty period support. The detail of tasks to be provided is covered in
the attached agreement.
It has been determined that it's in the City's best interest to provide
part-time clerical person,iel rather than having this work included under the
subject agreement. It is estimated that the clerical position will be needed
for approximately four hours per day and this position will be paid on an
hourly basis. It has also been found that it's in the City's best interest
to Provide some of the day-to-day electrical inspection. This inspection
will be supervised by a resident inspector and will be performed by White
Slough's full-time Electrical Technician.
The total estimated cost under t
Order No. 3 is $581,000. It is
facility will take approximately
and warranty support period will
APPROVED: %y /1-1
he Construction Management Agreement Work
estimated that the construction of the
19 months and the work under the start-up
take an additional 12 months.
tv Manaaer
FILE NO.
City Council
August 16, 1989
Page 2
The Public Wc& Gepartment did solicit a proposal from the construction
management firm of Harris and Associates. This firm specializes in the
construction management of municipal wastewater plants and other major public I
facilities. After reviewing their proposal and adding the additional work :.
that would have to still he done by Black and Veatch (i.e., pre-bi u work, s `.
office engineering, shop drawing review, operation and maintenance manual
6
update, and start-up), it was decided that it is economically and
professionally in our best interest to have Black and Veatch perform the.:
construction management function.
The subject agreement (Work Order No. 3) is attached. If the City Councit is
`interested in reviewing the Master Agreement, it i s available in the Public
Works Departm t office i
yJacL. onskorks Director
JLR/mt i
Attachment p
cc: Water/Wastewater Superintendent
City Attorney
Black and Veatch
i
s
i
- D R A F T-
ATTACM-MUT TO ENGINEERING AGREEMENT
BETWEEN
CITY CF LODI
AND
BLACK V"r.ATCH
DATED 1989
WORK ORDER Y0. 3
CONSTRUCTION MANAGEMENT
1.0 INTRODUCTION
This Work Order details discrete construction mana;ement, startup, and
operaticn and maintenance services.
2.0 CONSTRUCTION CONTRACTS
All construction will be accomplished through a single prime
contractor.
3.0 SCOPE OF CONSTRUCTION MANAGEMENT SERVICES
To assure adherence to the project concept, plans, and specifications
during the construction period, Black � Veatch will perform services in the
following categories: prebid and award: project administration; office
engineering; resident services during construction; operations and
maintenance manual update and startup assistance. A detailed breakdown of
specific tasks within each of these categories follows.
3.1 Prebid
Activities under this phase of the work will include: a prebid
conference at the project site, and contract document printing,
distribution. and record keeping.
3.1a Prebid Conference. A ?roject orientation conference will be conducted
by Black & Veatch at the project site approximately two weeks prior to
the project bid date. The purpose of the conference will be to
transmit or otherwise clarify contract documents. project
8Ap1 1 August 7, 1989
-D1?AF. -
requirements, and constrzints that may be unclear to the prospective
bidders. Minutes of the conference, which may, take the form of sn
addendum, will be distributed to all plan holders.
3.1b Contract Document Printing. Distribution, and Record Keeping. The
following services shall be provided by Black & Veatch under this
section=
o Printing of contract documents for distribution to prospective
bidders.
o Prepare "Notice to Bidders" for advertisement and provide
recomaended newspaper outlets.
Q Respond to bidders' questions during the bidding period.
o Prepare and distribute addends? to the contract documents when
required.
o Assist City during bid opening. Answer questions during bid
opening, make preliminary tabulation of bids, and review
questionnaires and bids for completeness.
a Review the questionnaire to determine the acceptability of
materials and equipment submitted by the apparent successful
bidder when the review is required by the bidding documents
subsequent to bid opening and prior to award of contract,
o Review and evaluate the qualifications of the apparent successful
b.+.dder 2nd the proposed major or specialty subcontractors. The
review and evaluation will include such factors a: work
previously completed, whether adequate equipment is available to
compiete the work properly and expeditiously, financial
resources, and technicel experience.
o Prepare and distribute conforming copies of the ionstroction
contract documents. These services will include review of
Contractor's bonds, furnishing the Contractor unsigned
construction contract documents, and transmitting the
construction contract documents to Dwner for signature and
distribution.
Q All administrative work related to pian holders' list and plan
deposits.
8Ap2 August 3, 1-989
- D R A F T-
Q Supply 15 sets of full-size contrsct drawings to the successful
bidder.
3.2
Engineer will perform project administration services during the
construction phase of the project. By performing these services. Engineer
shall not have authority or responsibility to super -rise, direct, or control
Contractor's work or Contractor's means, methods, techniques, sequences, or
procedures of construction. Engineer shall not have authority or
responsibility for safety precautions and programs incident to Contractor's
work or for any failure of Contractor to comply with laws. regulations,
rules, ordinances, codes, or orders applicable to Contracror furnishing and
performing the work. Specific services to be performed by Engineer are as
follows=
i
3.2a At 2 date and time cele~ted by the Owner and at a facility provided by
the Owner, conduct a preconstruction conference, Engineer shall
t.
prepare an agenda for the conference, and prepare and distribute
minutes. The preconstruction conference shall include a discussion
of Contractor's tentative schedules, procedures for transmittal and t
review of Contractor's submittals, processing payment applications,
critical work sequenciag, change orders, record documents, and
Contractor's responsibilities for safety 2nd first aid.
3,2b Review and comment on the Contractor's initial 2nd updated
construction schedule and advi . Owner as to acceptability.
3.2c Analyze Contractor's construction schedule, activity sequence, and
construction procedures as applicable to Cr,,-ner's ability tc keep
existing facilities in operation.
3.2d Review the Contractor's initial 2nd updated scnedule of estimated
monthly payments and advise Owner as to acceptability.
8Ap3 :august 7, 1989
3.2e Receive and review guarantees. bonds, and certificates of inspection,
and tests and approvels which are to be assembled by the Contractor
in accordance with the construction contract documents and transmit
them to Owner.
3.2f Review and process Contractor's monthly payment requests, and forward
to the City if appropriate. Engineer's review shall be for the
purpose of makicg a full independent mathematical check of;;,
r
Contractor's payment request.. Engineer is responsible €or verifying
the qucntities of, work which are the basis of the payment requests. f'
i
3.2g Provide documentation and administer the processirg of change orders, �•
including applications for extension of construction time. Evaluate
the cost and scheduling aspects of all change orders and, where'
necessary, negotiate with the Contractor to obtain a fair price for
the work. Said negotiation shall be subject to the approval of the
Owner.
3.2h Act as initial arbiter on all claims of Owner and Contractor relating
to the acceptability of the work or the interpretation of the
requirements of the constructioncontrac'. documents pertaining to the
execution and progress of the work.
3.2i Apply for consent of surety to final payment.
3.3 Office Eneineerina
3.3a Review drawings and ther d to submitted by Contractor as required by
the construction contract documents, Engineer's review shall be for
general conformity to the construction contract drawings and
specifications for the project and shall not relieve the Contractor of
any of his contractual responsibilities. Such reviews shell not
extend to means, methods, techniques, sequences, or procedures of
construction, or to safety precautions and programs incident
thereto. One hundred snd forty (140) man -days will be allocated to
8A04 August 7, 1989
- D R A F T -
this review. Additional review time will be funded under the
supplemental work phase.
3,3b Evaluation of Substitutions. Submittals of equipment. materials, or
methods of operation thst vary from those specified in the contract
documents shall be reviewed if such review is desired and authorized
by the City.
3.3c Obtain photographs of the construction site prior to the start of the
construction to assist in defining the original condition of `existing
physical features, including but not limited to, pavement. curb and
gutter, lawns, shrubs, trees, ditches, fences, sidewalks, buildings,
and structures that are located within the limits of construction.
3.3 Make periodic visits to the construction site to observe progress of
the work, and consult with the rwner and Contractor concerning
problems and progress of the work. A total of 19 visit(s) will take
place. Additional visits will be funded under the supplemental work
phase.
3.3e Interprev. construction contract drawings when requested by the Owner
or Contractor. If authorized by rhe Contractor, Engineer may
interpret construction contract drawings and specifications upon
request by subcontractors and suppliers. One hundred twenty (120)
man -days will be allocated to this task. Additional drawing
interpretation will be funded under the supplemental work phase.
3.3f Upon completion of the project, re -rise the construction contract
drawings to conform to the construction records. Submit complete
sets of mylars.
3.3g Analyze data from performance testing of equipment by Contractor or
supplier when the construction contract documents require the
equipment to be tested after installation. Submit canclusions to
Owner.
8Ap5 5 August 7, 1989
- D R A F T -
3.3h Upon substantial completion. inspect the construction work and prepare
a listing of those items to be completed or corrected before final
completion of the project. Submit results of the inspection to Os+mer
and Contractor.
3.31 Upon completion or correction of the items of work on the punch list,
conduct a final inspection to determine if the work is completed.
Provide written recommendations concerning final payment to Nmer,
including a list of items, if any, to be completed prior to the making
of such payment.
3.3j Collect and organize three sets of operetion and maintenance data
provided by Contractor. Each set will be placed in separate binders,
the binders indexed, and a table of contents provided. Binders will
be submitted to Owner.
3.3k Specialty Inspection. The resident engineer will be supported by
specialty inspection services by Black & Veatch Structural.
Electrical, and Instrumentation Engineers, as required.
3.4 Resident Services During, Construction
Engineer will furnish a full-time Resident Project Representative and
an assistant project representative. and will supervise part time clerical
support provided by the Owner on the work site. The Resident Project
Representative and assistant will observe the Contractor's work and perform
the services listed below. The Resident Project Representative and
assistant shall not have responsibility for the superintendence of
construction site conditions, safety, safe practices or unsafe practices or
conditians, operation, equipment. or personnel other than employees of the
Engineer. This service will in no way relieve the Contractor of complete
supervision of the work or the Contractor's obligation for complete
compliance with the drawings and specifications, The Contractor shall have
sole responsibility €or safety and for maintainii:g safe practises and
avoiding unsafe practices or conditions. Specific services performed by
the Resident Project Representative and assistant are as follows:
8Ap6 6 August 7, 1989
- D R A F T -
3.4a Site Observations and Liaison with Owner and Contractor(s)
o Conduct onsite abservations of the general progress of the work
to assist Engineer in determining if the work is proceeding in
accordance with the construction contract documents.
o Serve as Engineer's liaison with Contractor, working principally
through Contractor's superintendent, and assist Engineer in
providing interpretation of the construction contract documents.
Transrit Engineer's clarifications and interpretations of the
construction contract documents to Contractor.
o Assist Engineer in serving as Owner's liaison with Contractor
when Contractor's operations affect Owner's onsite operation.
o As requested by Engineer, assist in obtaining from Owner
additionel details or information when required at the jobsite
€or proper execution of the work.
o Consult with the Owner and the Contractor, giving opinions and
suggestions based on his (Resident Project Representative's)
observations regarding defects or deficiencies in the
Contractor's work and relating to compliance with drawings,
specifications, and design concepts.
o Advise Engineer and Contractor or its Superintendent immediately
of the cor.mencement of any work regciring a shop drawing or
sample submission if the submission has not been accepted by
Engineer.
Q Observe pertinent site condition: when Contracror maintains that
differing site have been encountered and document actual site
conditions. Review 2nd analysis of Contractor claims for
differing site conditions are supplemental services.
o Review Contractors' construction sequence and traffic controi
plans for all construction work undertaken simultaneously.
o Contact utilities in the general construction area and advise
them of Con�ractor's schedule. Assist in coordinating
scheduling of utility acr_ivi�i.ies so as to minimize conflicts
with ?wner's activities.
SAD7 AL;St,.st . , 1489
- D R A F T-
o Provide necessary construction staking for the project,
including establishing basic horizontal and vertical control
points, staking alignment and grade of pipelines and tucmouts,
pump stations, and appurtenances.
o Visually inspect mar.2zials, equipment, and supplies delivered to
the worksite. Reject materials, equipment, and supplies which
do not conform to the construction contract documents,
o Coordinate onsita materials testing services during
coastruction. Copies of testing results will be forwarded to
Owner for review and information. All materials testing will be
performed by the Owner, reported to the Resident Project
Representative, and forwarded Sack to the Owner's Project
Manager.
is
C, Observe field tests of equipment, structures and piping, and
review the resulting reports, commenting to Cromer as
appropriate.
t
3.4b Meetings, Reports, and Document Review and Maintenance
o Attend the preconstruction conference, and assist Engineer in
explaining administrative procedures which will be followed
i .
during construction.
o Prepare for and attend monthly progress meetings, and other
meetings when deemed necessary, with the Owner and Contractor to
review and discuss construction procedures and progress
scheduling, engineering management procedures, and other
matters concerning the project.
o Submit to rhe Owner weekly construction progress reports
containing a summary of the Contractor's progress, general
conditions of the work, problems, and resolutions or proposed
resolutions of problems.
o Review the progress schedule, schedule of snop drawings
submissions, anc' schedule cf values prepared by Contractor and
consult wits: Engineer concerning their acceptability.
o Report to Engineer whenever work is known to be defective, or
does not meet the requirements of any inspections. tests cr
approval required to be wade, or has been damaged prior to
8Ap8 8 August 7, 1989
- D R A P T -
final papent, and advise Engineer when the work should be
corrected or rejected or should be uncovered for observation,
or requires special testing, inspection, or approval.
o Review applications for payment with Ccntractor for compliance
with the estsblished procedure for their submission and forward
them with recommendations to Engineer, noting particularly -
their relation to the schedule of values, work completed. and
materials and equipment delivered at the site but not
incorporated into the work.
o Record date of receipt of shop drawings and samples. Receive
samples which ars furnished at the site by Contractor, and
notify Engineer of their availability for eraminaticn.
o During course of the work, verify that certificates, maintenance
and operation manuals, and other data required to be assembled
and furnished by Contractor are applicable to the items actually
installed; and deliver this material to the Engineer for his
review and forwarding to Owner prior to final acceptance of the
work.
o Maintain a marked set of record drawings and specifications at
the jobsite based on data provided by the Contractor. This
information will be combined with information maintained by the
Contractor and a master set of record documents produced.
o Review certificates of inspections. testings, and related
approvals submitted by the Contractor in compliance with or
required by laws, rules, regulations, ordinances, codes.
orders, or the Contract Documents (but only to determine that
their content complies with the requirements of, and results
certified indicate compliance with, the ccnstruction contract
documents). This service is limited to a review of items
submitted by the Contractor and does not extend to a
determination of whether the Contractor has complied with all
legal requirements.
o Collect, organize, and place -in set(s) of binders ail operation
2nd maintenance data provided by the Contractor(s). Binders
will be indexed and a table of contents provided. Provide sets
to the 0,.,ne r .
8Ap9 9 August 7, 1989
- D R A F T -
3.4c Haintain the following documents at the jobsite.
o Correspondence files.
o Reports of job conferences, meetings. and discussions among the
Engineer, Owner, and Contractor.
o Shop drawings and semples submissions.
o Reproductions of original construction contract dccuments.
o Addenda.
o Change orders.
o Field orders.
o Additional drawings issued subsequent to execution of the
construction contract documents.
o Engineer's clarificaticns and interpretations of the
construction contract documents.
o Progress reports.
o Names, addresses, and telephone numbers of all contractors,
subcontractors, and major suppliers of materials and equipment.
3.4d Maintain a daily diary or log book of events occurring at the jobsite,
including the following information:
o Contractor's hours on the jobsite.
o Contractor and subcontractor personnel on jobsite.
o Construction equipment on jobsite and hours of use.
o Observed delays and causes.
o Weather conditions.
o Data relative to questions of extras or deductions.
o List of visitors.
o Daily activities.
o Decisions.
o Observations connected with the progress of the work.
o Materials. received on jobsite.
The diary or log book shall remain the property of the Engineer.
3,4e Assistance in Certification of Substantial Completion,
o Before Engineer issues a Certificate c,` Substantial Completion,
submit to Contractor a list of observed itsms requiring
completion or correction.
8Ap10 io August 7, 1989
D R A F T-
o Assist Engineer in conducting final inspection in the companies
of Ow...er and Contractor, and prepare a final list of items to be
completed or corrected.
o Verify that all items on the final list have been completed or
corrected and make recommendations to Engineer concernirig
acceptance.
o Obtain photographs of the construction site after completion of
construction.
3.3f Materials Testing. These services will be provided by the Owner. j
4.0 STARTUP AND OPERATIONS i
4.1 Ooerations and Maintenance Manual Update Memorandum
Black & Veatch will prepare a memorandum describing the design intent e
for operation of expanded facilities and the new process units. The new j
processes to be covered include:
o Secondary Sedimentation`
4.2 Startuo and Warranty Period Sup000rt "k
The Engineer will assist the City in developing startup plans for the
new process facilities. Under this task, Black & Veatch will conduct a
training session encompassing classroom and hands-on training necessary to
provide City staff with knowledge necessary fcr effective operation and
maintenance. A draft program shall be submitted to the City's water/ s`=
wastewater superintendent for review and comment prior to impiementation of ,
the program.
Biack & Veatch shall also supply a maximum of three weeks of onsita
assistance during the first yea; of operation of the expanded facilities.
5.0 TIME FOR COMPLETION
The time of completion for the construction management, startup, and
operation and maintenance services shall be as follows:
SApll 11 August 7, 1989
- D R A F T -
Task
Completion
3.1
?rebid
3 months
3.2
Project Adwa ninstration
19 months from
contract award
3.3
Office Engineering
19 months from
contract award
3.4
Resident Services During
19 months from
contract award
Construction
4.0
Startup and Operations
Begin
3 months before
substantial completion
Complete
12 months after
full completion
6.0 COMPENSATION AND PAYMENT
Compensation shall be based as provided for in Section Ii of the
Agreement, with the exception that indirect expenses shall be equal 1.3
times the direct Labor cost for all office personnel and 1.0 times the
direct labor for all field personnel. The cosc €or the work is $505,217
and the fixed fee is $75,783 with a total price of $581,000.
In addition, a supplemental work task in the amount of $55,000 is
included for additional shop drawing review, periodic site visits and.
drawing interpretation (Task 6). This fund is to be used only as =' tually
agreed by the Public Works Director and the project manager. A separate
monthly accounting of any use of this fund will be provided to the City.
Details of the compensation are summazizad in Attachment No. 1 to
this work order.
7.0 NOTICES
All notices herein required shell be in wiring and delivered in
person or sent b/ Pail.
Nctices required to be given to City shall be addressed as follows:
Jack L. Ronsko
Public Works Dirrc for
221 West Pine Street
Call Box 3006
Lodi, CA 95241-1910
SA -D12 12 August 7, 1989
- D R A F T -
Notices required t3 be given to Engineer shall be addressed as
follows:
Black 4 Veatch
Attention: &sndy Fiorucci
3470 Buskirk Avenue
i
Pleasant Hill, CA 94523 t
s
Approved as to form:
Eob McNatt
Title City Attorney
Alice M. Reimcne
Title Ci.ty Clerk
8Ap13 13 Aug St 7, 1989
...........
_ _. _
CITY OF LODI, CALIFORNIA
ATTACHMENT NO.
1 TO WORK ORDER
NO. 3
COST SUMMARY
Staff
Direct
Indirect
Direct
Fixedb
Total
Flours
Labor
Expenses
Expenses
Subtotal
Fee
Cost
$
$
$
$
$ J,
Task
1 Prebid
350
7,770
10,100
23,000
40,870
6,130
47,000
Task
2 Project Administration
300
8,147
10,592
3,000
21,739
3,261
25,000
Task
3 Office Engineering
1,120
27,637
35,928
6,0��`,
69,565
10,435
80,000
Shop Drawings
Site Visits
152
4,654
6,050
600
11,304
1,696
13,000
Clarifications
960
22,192
28,851
2,000
53,043
7,957
61,000
Record Drawings
392
9,064
11.784
3,500
24.'_48
3.652
28,000
Subtotal
2,624
63,548
82,613
12,100
158,260
23,740
182,000
iask
4 Resident Services
4,536
115,761
115,761
25,000
256,522
38,478
295,000
Task
5 Startup and Operations
568
10,794
14,032
3y000
27,826
4,174
32,000
Total Construction
8,378
206,000
233,098
66,100
505,217
75,783
581,000
Management
Task
6 Supplemental Work
0
19,923
25,902
2,000
47,826
7,174
55,000
a1.3 times direct labor for office personnel;
1.0
times direct labor for field
personnel.
bFixed fee is based on 15
percent profit.