R04-025RESOLUTION NO. R04- C)~G
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, AUTHORIZING EXECUTION OF TASK
ORDER NO. U04-5-03 DESIGN MODIFICATIONS, BID
PHASE SERVICES, CONSTRUCTION MANAGEMENT,
AND SERVICES DURING CONSTRUCTION AND AN
EVALUATION REPORT FOR THE MASTER LIFT
STATION #309 BASIN SANITARY SEWER
REHABILITATION IN THE AMOUNT OF $143,328.00;TO
CH2M HILL; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the Utilities Department has begun a program to identify and
'ehabilitate portions of the gravity sewer conveyance system to reduce infiltration and inflow;
md
WHEREAS, the first such project identified is Master Lift Station #309 basin, and
:his portion of the entire basin will be considered a "pilot project"; and
WHEREAS, this Task Order will consist of 2 phases; Phase 1 will consist of design
nodifications and Bid Services, while Phase II will consist of Services during Construction,
2onstruction Management and Engineering support; and
WHEREAS, the City Commission, upon staff's recommendation, has deemed it
~ppropriate, and in the best interests of the public, to approve Task Order No. U04-5-03 with
CH2MHILL for Design Modifications, Bid Phase Services, Construction Management, and
Services during Construction and an Evaluation Report tbr the Master Lift Station #309
Basin Sanitary Sewer Rehabilitation in the amount of $143,328.00.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
rile CITY OF BOYNTON BEACH, FLORIDA, THAT:
;:\CA\RESOXAgreements\Task - Change Orders\CH2M Hill U04-5-03.doc
Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
ibeing true and correct and are hereby made a specific part of this Resolution upon adoption
hereof.
Section 2. The City Commission of the City of Boynton Beach, Florida does
hereby authorize and direct the approval and execution of Task Order Order No. U04-5-03
~vith CH2MHILL for Design Modifications, Bid Phase Services, Construction Management,
and Services during Construction and an Evaluation Report for the Master Lift Station #309
Basin Sanitary Sewer Rehabilitation in the amount of $143,328.00.
Section 3. This Resolution shall become effective immediately upon passage.
PASSED AND ADOPTED this I-] day of February, 2004.
~.TTEST:
CITY OF BOYNTON BEACH, FLORIDA
Vice i'¢,~y6y' -'/57_
c°mmissi°nCr
Commissioner
Commissioner
- Change Orders\CH2M Hill UO4-5-O3.doc
Task Order No. 04-03
P, oq-o~.q
Engineering Services for Design Modifications and Bid-Phase
Services for the 309 Basin Sanitary Sewer Rehabilitation
A. Background
The City of Boynton Beach (City) has begun a program to identify and rehabilitate portions
of the gravity sewer conveyance system to reduce infiltration and inflow (I&I). The first
such project identified is Basin 309. The goal of this program will be to provide a significant
reduction in I&I and to demonstrate a positive result from the rehabilitation investment.
The City has previously prepared a preliminary evaluation and design for the remediation
of the sanitary system within Basin 309. CH2M HILL has reviewed the preliminary
information and has made recommendations for its modification prior to bidding the
project. The documents primarily consist of a menu of bid items including chemical
grouting, lining, and replacement of various sized pipes located within Basin 309 that will
be implemented on a unit price basis.
At the request of the' City, CH2M HILL has been requested to modify the existing contract
documents and to focus the proposed rehabilitation measures on a "pilot project" within the
309 Basin rather than on the entire basin network. At this time the City has directed
CH2M HILL to focus the rehabilitation on four sub-basins (Basin 201, 202, 203, and 310) in
the northeast quadrant of the City. Based on information provided by the City, it appears
that this network consist of less than 10,000 linear feet of gravity sewer.
Task Order 29 will consist of two phases; Phase I will consist of design modifications and
bid phase services while Phase II will consist of Services During Construction, Construction
Management, and Engineering Support.
B. Scope of Services
Phase I - Design Modifications and Bid Phase Services
Phase I includes the following two tasks:
Task 1 - Design Modifications
A design has been prepared by Hartman and Associates, which consists of a menu of
potential remedial options on an annual contract basis with up to a 5 year renewal period.
The City's technical specifications form the basis of the design. During a review meeting
conducted on September 3, 2003, it was decided that it would be a more prudent approach
to limit the project area and duration. It was therefore decided that a "pilot project" of
DFB~SOW_TSK_04-03_011904. DOC 1
limited size and duration would be conducted to evaluate the proposed remedial approach
for this project.
The original design will be modified to reflect the City's intention to perform the
rehabilitation in a limited area as a "pilot project". The outcome of this project may result in
additional similar projects or a change in how work will be directed. The pilot work will be
conducted within sub-basins 201, 202, 203, and 310 and will be evaluated following the
completion of rehabilitation work. CH2M HILL will review and modify the technical
specifications, incorporate the project boundary limitations identified by the City, and will
modify the bid tabulation form to reflect anticipated quantifies of work. CH2M HILL will
also modify the design documents to correct inconsistencies identified during a review
meeting conducted on September 3, 2003. Engineering drawings for the proposed
improvements will not be prepared for this project. In addition, the engineer's estimate of
probable construction cost will only reflect unit prices as the exact quantities (lengths) of
each method of pipe repair can not be estimated.
CH2M HILL will conduct the proposed modifications and then submit 3 copies of the Draft
Final Design to the City for review. The City will review the document and will then
provide one set of consolidated comments or attend a review work shop. The comments
will be incorporated or reviewed with the City to provide resolution. The final design will
be submitted within one week of receipt of the review comments.
In addition to the Final Design, CH2M HILL will prepare a decision matrix that will guide
the rehabilitation process. The decision matrix will incorporate the observed field
conditions and will guide the City, CH2M HILL, and the Contractor in the direction of the
preferred remedial method. The decision matrix will be periodically updated to reflect
proven rehabilitation methods.
Task 2-Bid Phase Services
Based on the "Standard Procedures and Functions for Consultants, Procurement Services,
and the Project Management Team," (provided by the City) the following services will be
provided under Task 2:
Prepare and Distribute Design Docttments to Project Manager, Procurement Department
and City Clerk - Three sets of the contract and technical specifications will be prepared,
bound, and distributed to the appropriate groups within the City.
Distribute Plans to Interested Contractors and Maintain Plan Holders List - CH2M HILL
will copy the contract documents and have them available for sale to interested contractors.
The cost for reproduction will be borne by the contractors through the sale price (to b&
determined). CH2M HILL will maintain a list of all plan holders that have purchased plans
through the Deerfield Beach, Florida, office. This information will sent to the City's
procurement office on a weekly basis.
Answer Technical Questions from Contractors - CH2M HILL will provide general answers
to contractors regarding this project. Answers will be in the form of verbal commtmication
and will be general in nature. If questions arise that identify inconsistencies or omissions,
CH2M HILL will contact Procurement Services to assist with the preparation of an
DFB\SOW_TSK_04-03_011904. DOC 2
addendum. CH2M HILL will prepare the technical response. The City's Procurement
Services department will be responsible for issuing technical clarifications and addenda.
Conduct Pre-Bid Meeting- CH2M HILL's project manager will conduct the pre-bid meeting
with the assistance of the City's Project Manager. CH2M HILL will provide answers to
technical questions that arise. The meeting will be conducted at a time and location selected
and coordinated by the City's Project Manager. CH2M HILL will maintain a contractor's
sign-in sheet and will prepare meeting minutes.
Attend Bid Opening Meeting - CH2M HILL's project manager will attend the bid-opening.
It is assumed that the City's Procurement Office will conduct the meeting and that meeting
minutes will not be prepared.
Assist With Bid Evaluation - CH2M HILL will tabulate the bids and prepare a summary
table for the City that identifies bid item, unit prices, and any assumptions provided by
contractor. The bid summary will also include the Engineer's estimate of probable
construction cost on a unit price basis. CH2M HILL will review the references and
background of the apparent low bidder. A letter summarizing the bid tabulation and the
results of the reference check will then be submitted to the City. If the City rejects the
apparent low bidder, CH2M HILL will conduct a reference review on additional bidders.
Phase II - Services During Construction / Resident Observation / Engineering
Support
Phase II will consist of services during construction, resident observation, engineering
support of the construction activities for the four identified sub-basins, and the preparation
of a summary report. Following comments by the City, Phase II activities will now be
included and funded as part of this task order. Phase II will consist of the following
activities:
· Submittal documentation, review, and evaluation
· Pay application processing
· Respond to Requests for Information (RFIs)
· Evaluate and negotiate Requests for Change Orders (RCOs)
· Provide field resident observer during all diagnostic and repair activities
· Provide senior engineer to evaluate proposed remedial measures
· Prepare a summary report of rehabilitation methods
The exact scope and level of effort for Phase II activities can not be defined at this time. In
order to fund this phase of the project, the City has requested that CH2M HILL provide
services for Phase II activities on a Time and Materials (T&M) basis with an estimated level
of effort and duration. Phase II consists of the following three task:
Task 3 - Construction Administration
The level of effort is dependent on the duration of the construction and the magnitude
(length) of the demonstration project. For the purpose of budget estimation, CH2M HILL
has been directed by the City to assume that the demonstration project will be performed on
sub-basins 201, 202, 203, and 310 for a total length of gravity sewer not to exceed 10,000 feet.
DFB~SOW_TSK_04-03_O 11904~D0C
3
It is understood that the fees presented in this proposal are estimates and are not
guaranteed and are dependent upon authorization by the City. Specific tasks will include
the following:
· Prepare for and conduct a pre-construction conference. Prepare and distribute the
meeting minutes.
· Review shop drawings and other construction related submittals.
· At the request of the City, attend periodic construction project meetings.
· At the request of the City, assist in the technical interpretations of the contract
documents, and the evaluation of requested deviations from the approved design or
specifications.
· At the request of the City, evaluate any required design changes, and if requested, assist
the City in preparing the required design changes and drawings.
· At the request of the City, assist in negotiating the scope and cost of necessary change
orders.
· At the request of the City, perform a pre-final inspection of the project areas and assist in
the preparation of a final "punch list" for project close-out.
· Assist the City with the evaluation of requests for payment by the Contractor.
Task 4 - Resident Observation I Engineering Support
During field activities, it is anticipated that CH2M HILL will provide resident observation
on a half-time basis. The field resident will be on site to observe data gathering (Television
monitoring) of all sanitary lines and will evaluate the observed conditions with respect to
the menu of remedial measures. The field engineer will be supported by a senior
conveyance engineer during the duration of the field activities. It is anticipated that
following data gathering, the field engineer and senior engineer will prepare a
recommendation to the City on how to proceed with pipe rehabilitation. The field engineer
will prepare a memorandum to the City identifying the conditions observed, the
recommended course of action from the decision matrix, and the anticipated duration and
cost (using the awarded unit prices in the Contractor's proposal).
For the purpose of this fee proposal, it is assumed that the field engineer will be dedicated
to this project and will be working on a half time basis during the entire task. It is also
anticipated that the senior engineer will be available to the field engineer and will dedicate
approximately fifteen-percent of his chargeable time to this project. The exact duration of
the project can not be estimated due to various rehabilitation measures that may be used.
For the purpose of this proposal it is assumed that Task 4 will consist of the following
durations:
· Data gathering- 2 weeks
· Rehabilitation Memorandum - 2 weeks
· Construction Oversight- 16 weeks
It is assumed that if sanitary lines are replaced during this project, the Contractor will
prepare record drawings for review by the engineer and City on paper and electronic
formats.
DFB\SOW_TSK_04-03_011904. DOC 4
Task 5 - Evaluation of Rehabilitation Methods Report
Upon completion of the demonstration project, CH2M HILL will describe the general
condition of the system in this project area, discuss the final decision ladder used, quantify
methods used to address system problems, provide an opinion of which methods were the
most useful and applicable to the condition of the existing system, provide an economic
analysis of actual rehabilitation to replacement costs and make a recommendation how the
City should proceed to address similar problems in other sections of the system.
C. Assumptions
City will provide record drawings of gravity and force main system in the vicinity of
Sub basins 201,202, 203, and 310.
· CH2M HILL will modify technical specifications (design) developed by Hartman and
Associates and provided in an electronic format by the City. Technical specifications are
based upon the City's master technical specifications.
· Modified design will consist of technical specifications only - no drawings will be
developed as part of this task order.
· No additional testing or field evaluations will be provided as part of this task order.
· No permits are anticipated - permitting services are not included in this task order.
· Cost estimates will be prepared for proposed rehabilitation methods using the
negotiated unit rates. A pre-bid cost estimate will not be prepared.
· The City has directed CH2M HILL to perform the pilot project on sub-basins 201, 202,
203, and 310 with an assumed total length of gravity piping of less than 10,000 feet.
· The City will complete their review of the draft final design within one week of
submittal.
D. Contract Reference
This Task Order shall be performed under the terms and conditions described within the
Agreement for General Engineering Consulting Services dated November 2003, between the
City of Boynton Beach and CH2M HILL, Inc.
E. Compensation
Compensation by the CITY to the CONSULTANT for Phase I will be on a time and
materials basis in accordance with the above mentioned Agreement. The estimated
compensation for the services described in this Task Order is $143,328 as shown in Table 1.
DFB~SOW_TSK_04-03_011904.DOC 5
TABLE 1
Basin 309 Gravily Sewer Rehabilitation
Labor Labor Cost Expense Cost Total
Hours
104 $14,864 $1,200 $16,064
Task 1 - Design Modifications
90 $9,162 $750 $9,912
Task 2 - Bid Phase Services
Task 3 - Construction 248 $28,224 $2,750 $30,974
Management
746 $71,210 $6,000 $77,210
Task 4 - Services During
Construction / Engineering
Support
Task 5 - Evaluation of 84 $8,168 $1,000 $9,168
Rehabilitation Methods
Report
1,272 $131,628 $11,700 $143,328
TOTAL
F. Schedule
The CONSULTANT will commence Phase I Services upon receipt of written authorization
and will complete the work according to the table below.
Task 1 - Design Modifications 3 weeks after Notice to Proceed
Task 2 - Bid Phase Services 6 weeks following the completion of Task 1
Anticipated Schedule:
Notice to Proceed with Phase I - February 17, 2004
Complete Task 1 - March 12, 2004
Advertise Project / Task 2 - March 26, 2004
Bid Opening - April 16, 2004
Commission Approval of Construction Contract - May 19, 2004
Begin Construction Phase Activities - May 30, 2004
Compete Demonstration Phase of Project - November 1, 2004
Submit Evaluation of Rehabilitation Methods Report - December 1, 2004
DFB~SOW_TSK_04-03_011904. DOC 6
APPROVED BY:
CITY OF BOYNTON BEACH, FLORIDA
By:
Kurt Bressner, City Manager
Dated this/_~ day of ~d~-~xd._, 2004.
SUBMITTED BY:
CH2M HILL, INC.
~ce Pi~-oid~nt, Area Manager
Dated this ay of ~,}oa~4~ , 2004
DFB~SOW_TSK_04-03_011904. D0C 7