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07. Approve Task Orders - Upper Zone Water Supply and Storage Project-� -- � City of Kalispell Public Works Department ...... . . ........... .... .......... ......................... ...... . ..... . . . .......... ........................ ........ .. ...... . . . ................... . .... . ... . ........ . . ............... . . ... . .. . ..... ............ ................................. all . .......... .. . ..... . ......... ... .... . ..... ............ ... . .......... ......... ... .. .. ................ . . ......... . . . .. ................. .............. ... .. . . ..... ... . .... ... ... ... ...... .... ......... .. .... ......... ...... . ....... . .. . ......... . ... ..... ......... .. . .... ......... . .. . ...... . . .... . ......... . .. ....... .... ...�.. ...... '' i.. ..... ....... . . . ... . . ..... . . . ''� Post Otiice Box 1997, Kalispell, Montana 59903-1997 -Telephone (406)758-7720, Fax (446)758-7831 REPORT TO: Mayor and City Council FROM: James C. Hansz, P.E., Director of Public works SUBJECT: Approve Engineering Task Orders -- Upper Zane Water Supply and Storage Project MEETING DATE: November 20, 2oof BACKGROUND: In 2005 the City entered into a contract with Robert Peccia & Associates for project engineering services to develop public water supply facilities for production and storage in the City's upper pressure zone. Implementation of this contract is via a series of task orders for specific work. Each task order is to be separately negotiated for cost and scope of work based on the result of preceding task orders. Task Order # I initiated the site selection effort. Task Orders 42, #3, #4, and #6, approved in February continued the engineering required to finalize procurement of the site, prepare easements, conduct geotechnical investigations and complete the engineering tasks necessary to produce contract documents for completion of the well. Purchase of the new tank site was approved recently by City Council. Task Orders #5, #7, and #S for the remaining work to finalize the storage tank design and the connecting pipelines, prepare contract documents, and provide other bid services have been negotiated for scope and cost and are attached for your information. RECOMMENDATION: Approve Task Order #5, #7 and #S. ACTION REQUESTED: AT CITY COUVC"IL MEETING OF NOVEMBER 20, A .MOTION TO APPROVE TASK ORDER #5, #71 AND # TO RGBERT PECCL4 & ASSOCIATES TO COMPLETE THE ENGINEERING DE PUBLIC WA TER S UPPL Y IMPR 0 YEMENTS IN THE UPPER PRESSURE ZONE. FISCAL EFFECTS: Expenditure of funds totaling $104,260.00 from the water fund. ALTERNATIVES: As suggested by the City Council Restfully subrr�' Jame . Hansz, P.E. ector of Public Works / ity gineer Attachment: Task Order #5, #7, and #S November 20, 2006 Upper Zone Water Storage Task Order 5.doc Y James H. atrick City Manager TASK ORDER NUMBER FIVE AGREEMENT To FURNISH ENGINEERING SERVICES to THE CITY OF KALISPELL , MONTANA for DESIGN OF NEW WATER STORAGE TANK, TRANSMISSION PIPING, AND RELATER APPURTENANCES for UPPER PRESSURE ZONE WATER SYSTEM IMPROVEMENTS This Task Order provides for professional engineering services to be performed by ROBERT PECCI.A & ASSOCIATES, INC. (hereinafter the Engineer), for the City of Kalispell (hereinafter the Owner), in accordance with Article I of the Agreement to Furnish Engineering Services to The City of Kalispell for water System Improvements, dated April 5, 2005 (hereinafter the Agreement). This Task Order represents an authorization to proceed with the scope of services, schedule, and compensation described herein. This Task Order, when executed by both parties, shall become a supplement to and part of the basic Agreement. ARTICLE 1. SCOPE OF SERVICES The Engineer agrees to furnish the following professional engineering services in connection with the planning and design of a new prestressed concrete water storage tank, transmission piping, and related appurtenances, hereinafter referred to as the Project. Changes in the indicated scope of services shall be subject to renegotiation and implementation through a subsequent Task Order. A. DESIGN OF WATER STORAGE TANK, TRANSMISSION PIPING, AND RELATED APPURTENANCES 1. Record Drawing Review: Review available Owner records and drawings to determine elevation and final location of new tank. Supplement review with field reconnaissance. Develop existing utility information for use in design decisions and incorporation into plans. 2. Site Design and Proposed Access Road: Develop a site design for the tank site acceptable to the Owner, and conforming to the technical requirements of the Project. Develop proposed alignments for new access road and water pipelines necessary for the Project. 3. Final Hydraulic Calculations and Modeling: Perforrn final hydraulic calculations for the piping system to promote conformance of the new improvements with the requirements of the existing water system. 4. Design Criteria and Review: Prepare documented design criteria for the Project, summarizing parameters for design and construction. Distribute and review design criteria to the Owner and MDEQ for review. Provide supplemental conceptual illustrations of the Project, such as an architectural rendering, as deemed necessary by the Engineer. 1 5 . Preliminary Design of Transmission Piping: Select water main installation locations and tie- in points. Assess connection and fit -up requirements for pipeline connections and appurtenances, and locate new hydrants, services, valves, and fittings. Prepare preliminary design layouts for new water transmission main. 6. Tank Layout, Supplier Coordination, and Design: Develop a draft layout for the new water storage tank site, including location, access, piping, and fencing. Research construction and contractor options for tank construction, assuming a pre -stressed reinforced concrete storage tank. This will include options for earth fill, roof treatments, exposed wall finishes,, and potential suppliers/installers for solicitation during bidding. Prepare the design for the new water storage tank, including structural requirements, piping connections, and dimensions. 7. Telemetry Equipment and Electrical. Design: Review existing water system controls and new control needs, including field inspection of equipment with the Owner. Review equipment upgrade options and preferences with the Owner, including integrating telemetry controls with the owner's water treatment and pumping plants. Determine telemetry and control equipment requirements, and select prospective equipment and suppliers. Design new telemetry and controls for the tank, including communications protocol, input/output capability, location, and accessory systems required. Design supporting electrical heat, light, and power systems for new RTU building. It is recognized that the services of a subcontracted professional electrical engineering subconsultant may be used for power system design. S. Preliminary Design Documents (50%)-. Conduct engineering calculations and design layouts to prepare 50% complete Design Documents. This stage of documents will include drawing sheets showing key system features, arrangement, and sizing. Preliminary specifications will also be prepared, with separate technical sections for each system, material, and trade of construction work involved. 9. Cost Estimates Based on 50% Design: Prepare a detailed Proj ect cost estimate for the design as presented in the 50% Design Documents. The cost estimate will be circulated to the Owner for review. 10. In -House QA/QC Reviews: Preliminary (50%) Design Documents will be submitted to internal QA/QC review by the Division Manager and the Operations Manager in charge of QA/QC for the Engineer. 11. Produce and Distribute Review Documents: Preliminary (50%) Design Documents will be reproduced and delivered to the Owner and appropriate agencies for review. It is anticipated that 10 sets of documents will be provided for this purpose. 12. 50% Plan Review Meeting: Conduct a workshop with the Owner to review the SO% Preliminary Design Documents. Discuss, respond to, and/or incorporate any changes to the design documents requested by the Owner. 13. Submit Permit Applications with Flathead County: Prepare and submit applications to 2 Flathead County for the new tank site access road off of Valley Drive as well as locating the new transmission piping within county right-of-way along Springcreek Road and Threemile Drive. 14. Prepare Construction Drawings (95%): Prepare Construction Drawings showing final design configuration for the Project, including intended detail for construction purposes. Drawings will be prepared to a 95% complete stage, showing all views, dimensions, and detail proposed for biddable documents. 15. Prepare Project Specifications (95%): Prepare bid documents and specifications for the work under the Project to a 95% complete status. Specifications will include material and installation requirements for materials and systems to be incorporated into the Project construction. 16. Update Construction Cost Estimate (95%)-. Update the Project construction cost estimate based on 95% Construction Drawings and Specifications. 17. Produce and Distribute Review Documents: Construction Drawings, Specifications, and bid documents at a 95% completion stage will be reproduced and delivered to the Owner and appropriate agencies for review. It is anticipated that 24 sets of documents will be provided for this purpose. 18. 95% Plan Review Meeting: Conduct a workshop with the Owner to review the 95% Construction Drawings, Specifications, and bid documents. Discuss, respond to, and/or incorporate any changes to the design documents requested by the Owner. 19. In -House QA/QC Reviews: (95%) Design Documents will be submitted to internal QA/QC review by the Division Manager and the Operations Manager in charge of QA/QC for the Engineer. 20. Submit and Review Plans with MDEQ and Funding Agencies: Submit 95% Design Documents to MDEQ and any funding agencies requiring same for their review and approval, if so directed by the Owner. 21. Respond to MDEQ and Agency Review Comments: Respond to formal review comments by MDEQ and funding agencies. Hold discussions with the agencies to determine where changes to the Design Documents maybe required. 22. Prepare "Final" Construction Drawings (100%): Revise 95% Construction Drawings to final (100%), incorporating any changes requested by the Owner, agencies, or resulting from internal QA/QC review. 23. Prepare "Final" Project Specifications (100%): Revise 95% bid documents and specifications for the work to 100% complete status, incorporating any changes requested by the Owner, agencies, or resulting from internal QA/QC review. 3 24. "Final" Construction Cost Estimate (100%): Update the Project construction cost estimate based on final (100%) Construction Drawings and Specifications. 25. Production of Final Contract Documents: Construction Drawings, Specifications, and bid documents at final (100%) completion will be reproduced and delivered to the Owner, appropriate agencies, and prospective bidders for bid solicitation purposes. It is anticipated that 40 sets of documents will be provided for this purpose. 26. Prepare SRF Application: Includes preparation and submission of the Uniform Application Form for Montana Public Facility Projects, preparation of a project summary, completion of Envirorrnental Checklist and preparation of inquiry letters to appropriate environmental, cultural, and historical agencies. W ARTICLE 2. SCHEDULE It is anticipated that those services listed above under Article 1, Scope of Services, are to be completed during the time period from February 15, 2006 to January 1, 2007. ARTICLE I COMPENSATION A. BUDGET The budget for those services described above under Article 1, Scope of Services shall be a lump sum of $ 8 0, 5 70. oo based on the attached Estimate of Engineering Costs. DATED this day of CITY OF KALISPELL By: Title: (Seal) , 2006. ROBERT PECCIA & ASSOCIATES, INC. By: `•' ViCZ 4resident F:`,WATERk.Ka1_WTank_W CII\COtntraCt\Task#5. wpd ESTuATE OF ENGtNEERiNG COSTS ROBERT PECCIA & ASSOCIATES CITY OF KALISPELL UPPER PRESSURE ZONE WATER PRODUCTION & STORAGE FACILITIES TASK ORDER #5 TANK SITE AND TRANSMISSION PIPING DESIGN 10-Jan-06 TASK ORDER NUMBER EIGHT AGREEMENT To FURNISH ENGINEERING SERVICES to THE CITY OF KALISPELL , MONTANA for WELL SITE BID ASSISTANCE for UPPER PRESSURE ZONE WATER SYSTEM IMPROVEMENTS This Task Order provides for professional engineering services to be performed by ROBERT PECCIA & ASSOCIATES, INC. (hereinafterthe Enginecr), far the City of Kalispell (hereinafter the Owner), in accordance with Article 1 of the Agreement to Furnish Engineering Services to The City of Kalispell for water System Improvements, dated April 5, 2005 (hereinafter the Agreement). This Task Order represents an authorization to proceed with the scope of services, schedule, and compensation described herein. This Task Order, when executed by both parties, shall become a supplement to and part of the basic Agreement. ARTICLE 1. SCOPE OF SERVICES The Engineer agrees to furnish the following professional engineering services in connection with bid phase services for completion of the new production well, well building, and related appurtenances, hereinafter referred to as the Project. Changes in the indicated scope of services shall be subject to renegotiation and implementation through a subsequent Task Order. A. WELL SITE BIDDING ASSISTANCE 1. Produce, Distribute and Log Plans for Bidders: Reproduce Construction Drawings and Specifications. Mail documents to prospective bidders and plan exchanges, in response to requests. It is anticipated that 40 sets of documents will be produced and distributed. Deep a written log and current Planholders List of parties holding Contract Documents. 2. Contact Prospective Bidders: Generate a list of prospective bidders for the Project and make phone or email contact with each of them to increase bidder interest in Project. Mail Invitation to Bid to all prospective bidders. 3. Answer Bidders' Questions and Issue Addenda: Respond to questions and provide clarifications and interpretations, as appropriate, for planholders and prospective bidders. Where formal clarification or modification of the Contract Documents is necessary, issue written Addenda to the Contract Documents. Addenda will be mailed to all Planholders. 4. Conduct Pre -Bid Conference: Conduct a scheduled Pre -Bid Conference with Owner and prospective bidders in Kalispell. Provide a field tour of the worksite and respond to questions by attendees. 1 5. Attend Bid Opening: Attend the bid opening and assist the Owner with opening the bids. Following the bid opening, review and tabulate the bids, and furnish a written tabulation to the Owner. 6. Evaluate Bids and Submit Award Recommendations: If requested by the Owner, investigate the credentials of the apparent low bidder(s) to formulate an opinion as to their capacity to construct the Project. Formulate a recommendation for award of the construction contract, submit a written recommendation to the Owner, and review the recommendation with the Owner. ARTICLE 2. SCHEDULE It is anticipated that those services listed above under Article 1, Scope of Services, are to be completed during the time period from May 1, 2006 to July 1, 2006. ARTICLE 3. COMPENSATION A. BUDGET The budget for those services described above under Article 1, Scope of Services shall be a lump sum of $11,300.00 based on the attached Estimate of Engineering Costs. DATED this day of CITY OF KALISPELL By: _ Title: (Seal) , 2oo6. ROBERT PECCIA & ASSOCIATES, R-4C. President F:IWATER\KaI _Tank—WellN�Contract�Task48.wpd 3 ESTMTE OF ENGINEERING COSTS ROBERT PEGCIA & ASSOCiATES CITY OF KALISPELL UPPER PRESSURE ZONE WATER PRODUCTION & STORAGE FACILITIES TASK ORDER #8 WELL SITE BID ASSISTANCE 1 O-Jan-06 TASK ORDER NUMBER SEVEN AGREEMENT TO FURNISH ENGINEERING SERVICES to THE CITY OF KALISPELL , MONTANA for TANK SITE BID ASSISTANCE for UPPER PRESSURE ZONE 'WATER SYSTEM IMPROVEMENTS This Task order provides for professional engineering services to be performed by R.OBERT PECCIA &. ASSOCIATES, INC. (hereinafterthe Engineer), for the City of Kalispell (hereinafterthe Owner), in accordance with Article I of the Agreement to Furnish Engineering Services to The City of Kalispell for water System Improvements, dated April_5 , 2045^ (hereinafter the Agreement). This Task Order represents an authorization to proceed with the scope of services, schedule, and compensation described herein. This Task order, when executed by both parties, shall become a supplement to and part of the basic Agreement. ARTICLE 1.. SCOPE OF SERVICES The Engineer agrees to furnish the following professional engineering services in connection with bid phase services for the new water tank and transmission piping, hereinafter referred to as the Project. Changes in the indicated scope of services shall be subject to renegotiation and implementation through a subsequent Task order. A. TANK SITE BIDDING ASSISTANCE 1. Produce, Distribute and Log Plans for Bidders: Reproduce Construction Drawings and Specifications. Mail documents to prospective bidders and plan exchanges, in response to requests. It is anticipated that 40 sets of documents will be produced and distributed. Deep a written log and current Planholders List of parties holding Contract Documents. 2. Contact Prospective Bidders: Generate a list of prospective bidders for the Project and make phone or email contact with each of them to increase bidder interest in Project. Mail Invitation to Bid to all prospective bidders. 3. Answer Bidders' Questions and Issue Addenda: Respond to questions and provide clarif cations and interpretations, as appropriate, for planholders and prospective bidders. Where forn-ial clarification or modification of the Contract Documents is necessary, issue written Addenda to the Contract Documents. Addenda will be mailed to all Planholders. 4. Conduct Pre -Bid Conference: Conduct a scheduled Pre -Bid Conference with Owner and prospective bidders in Kalispell. Provide a field tour of the worksite and respond to questions by attendees. 1 5. Attend Bid Opening: Attend the bid opening and assist the Owner with opening the bids. Following the bid opening, review and tabulate the bids, and furnish a written tabulation to the Owner. 6. Evaluate Bids and Submit Award Recommendations: If requested by the Owner, investigate the credentials of the apparent low bidder(s) to formulate an opinion as to their capacity to construct the Project. Formulate a recommendation for award of the construction contract, submit a written recommendation to the Owner, and review the recommendation with the Owner. ARTICLE 2. SCHEDULE It is anticipated that those services listed above under Article 1, Scope of Services, are to be completed during the time period from May 15, 2006 to July 15, 2006. ARTICLE 3. COMPENSATION A. BUDGET The budget for those services described above under Article I, Scope of Services shall be a lump sum of $12,390.00 based on the attached Estimate of Engineering Costs. DATED this day of , 2006. CITY OF IALISPELL By: Title: (Seal) ROBERT PECCIA & ASSOCIATES, INC. am President F:\ W ATE R\K a 1-Tank-We IP Contras ffask#7 _ wpd 3 ESTIMATE OF ENGINEERING COSTS ROBERT PECCIA & ASSOCIATES CITY OF KALISPELL UPPER PRESSURE ZONE WATER PRODUCTION & STORAGE FAC(L►TIES TASK ORDER #7 TANK SITE BID ASSISTANCE 1 D-.fan-06