HomeMy WebLinkAboutContracts & Agreements_41-1983_CCv0001.pdf J:ANI 1,,S XI. NIUNTGON4 L,:PY, Co�SLTI Irl ENCaNNEERS, INC.
260 North Madison Avenue,Pasadena,California 91101 / (213) 796-9141 or 681-4255
Cable Address: Montgomery Pasadena California Telex:67-5420
October 24, 1983
City of Redlands
30 Cajon Street
P. O. Box 280
Redlands, California 92373
Attention: Mr. John Donnelly
Public Works Director
Subject: Engineering Services Agreement for Design and Construction
Related Services for the Proposed Agate Water Treatment Plant
Gentlemen:
James M. Montgomery, Consulting Engineers, Inc. (JMM) proposes to perform the
following work under the terms and conditions as outlined herein:
A. SCOPE
It is mutually agreed that the work authorized and described herein is that
work necessary to provide engineering services related to design and
construction of a 12 million gallon per day (mgd) (design capacity) water
treatment plant on a site to be identified jointly by JMM and the City of
Redlands (CITY). It is further agreed that the proposed facility will be
designed such that,under emergency conditions, it could be operated at a rate
of up to 16 mgd and that future expansion to a capacity of 24 mgd will be
considered during the current design. The proposed plant site will be selected
from one of three alternative sites located adjacent to Bear Valley Mutual
Water Company's Redlands Aqueduct and between the CITY's existing three
million gallon Agate reservoir and the Bear Valley Mutual Water Company
Sandbox. This contract authorizes only those engineering services necessary
for the preparation of a Design Report for the proposed facilities and
Detailed Design of those treatment facilities. Pipeline design, Construction
Services, Project Close Out services and any other related services may also
be authorized by the CITY at a later date.
1. PHASE I-PRELIMINARY DESIGN
Task 1 -Preparation of Design Report
1.1 Summarize Water Quality. Collect and evaluate available
historical raw water quality data for Santa Ana River and
State Project Water that may be expected at the proposed
treatment facility. Water quality parameters critical to
this evaluation include turbidity, color, tastes and odors,
PLANNING RESEARCH , - , ENVIRONMENTAL ENGINEERING
a.
JAMES M.MONTGOMERY,CONSULTING ENGINEERS. INC. 250 N4o,th Madison Avenue,Pasadena,Calaorma 91101,(213)796-91AI/68!-4255
City of Redlands -2- October 24, 1983
asbestos fiber levels, alkalinity, pH, coliform counts,
corrosion potential and total potential trihalomethane
(THM) formation levels. All of these parameters can
directly impact recommendations on treatment processes,
water treatment chemicals and operational plans for the
plant.
1.2 Establish treated water quality goals. These goals will be
based upon historical raw water quality and State and
Federal water quality standards.
1.3 Analyze alternatives and select site. Review three alter-
native plant sites with CITY staff and recommend selection
of best alternative. Site selection will be based on
hydraulic, economic and operational considerations.
1.4 Develop alternative treatment process schemes that will
meet the established treated water quality goals.
1.5 Perform bench and pilot-scale investigations (if required).
This work would only be conducted if the option of direct
filtration is pursued for the proposed facility. Scope and
fees for these services will be negotiated at the time when
their need is demonstrated.
1.6 Select the most appropriate treatment process alternative.
Selection will be based upon pilot or bench-scale results (if
conducted), estimated construction costs, operation and
maintenance costs, previous experience with treatment of
State Project and local water, and JMM's knowledge of
water treatment technology. Process selection will be
dependent upon Health Department approval and will
incorporate CITY recommendations.
1.7 Establish detailed design criteria for the treatment process
alternative selected including:
(a) Detailed hydraulic design criteria including plant
hydraulic profile at 12 mgd.
(b) Establish unit process design criteria including:
(1) loading rates
(2) chemical dosages
(3) number of units
(4) tank sizes
(5) sludge volumes and disposal
(c) Establish preliminary design concepts and criteria for
instrumentation and control systems.
JANIES iNt.-NIONW.0-WERY,CONSU.;LTUNNG ENGENEERS. XNC� 250 Noah Mao son A,enue Pasadena,Cahtorma 91101,f212)-95-9141;o8?-:255
City of Redlands -3- October 24, 1983
(d) Estimate operational requirements including labor,
chemical, and energy.
(e) Assess and present any special construction features
that may be required.
(f) Prepare preliminary layouts of major treatment units
and Operation and Control building.
1.8 Provide preliminary survey and geotechnical investigations
for the recommended plant site.
1.9 Develop an operational scheme for the plant and review
with CITY staff. This operational scheme will be
formulated based upon fluctuations in raw water quality and
the amount of plant flexibility to be provided.
1.10 Review system hydraulics and discuss with CITY staff in
order to optimize treated water delivery to the distribution
system. Pipelines to be considered include influent and
effluent lines parallel to the exising Redlands Aqueduct as
well as delivery lines to the distribution system.
1.11 Develop project construction costs and operation and
maintenance costs. The operation and maintenance costs
developed will be reflective of the treatment plant opera-
tional plan mentioned above.
1.12 Examine logical options for expediting construction of the
project such as prepurchase of major equipment items and
developing separate construction contracts for major
system components.
1.13 Prepare detailed project schedules.
1.14 Hold periodic progress meeting with CITY Staff to discuss
project concepts and criteria.
1.15 Prepare Draft Design Report summarizing the information,
analysis and findings developed in the above Tasks.
1.16 Submit five (5) copies of Draft Design Report to the CITY
for review.
1.17 Review CITY comments and revise Draft Design Report.
1.18 Submit twenty (20) copies of final Design Report to the
CITY.
JAMES M.MONTGOMERY.CONSUETING El"iGLNEERS, J.N�C. 250NOMh Madsoy Avje,Pasa�ena.Calif,-rnia9llOI,t2l3l7sa6-9-41,681-d255
City of Redlands -4- October 24, 1983
1.19 Perform necessary liason functions between the CITY and
the State Health Department. It is envisioned that two
meetings will be required toupdatelocal and State Health
Department officials on the progress of the overall project.
Z. PHA
,6SE U - DETAILED DESIGN
Task 1 Preparation of Plans and Specifications - Treatment
Plant
1.1 Prepare working drawings and detailed specifications for
the construction of a 12 mgd water treatment plant
including all forms necessary for receiving competitive
bids. It is expected that the facilities to be designed and
included in one set of contract documents will consist of:
(a) Plant flow metering facility
(b) Hydraulic flash mixer
(c) Flocculation basins
(d) Sedimentation basins
(e) Filters
(f) Solids handling facilities
(g) Control building
(h) Chemical feed and storage facilities
(i) Associated electrical, instrumentation and control
systems including alarm telemetry
(j) Access roads, landscaping, and yard piping.
LZ Prepare final cost and quantities estimate at submission of
final plans and specifications.
1.3 Reproduce plans, specifications and other documents
prepared by JMM as required to obtain approval of agencies
having jurisdiction and for bidding and construction of the
project. A maximum of 100 sets of half-size plans and
specifications and 10 sets of full-size blueprints shall be
prepared for each contract document.
1.4 Attend necessary meetings for project coordination and
review. Estimate of meetings is as follows:
City of Redlands (8)
State Health (Z)
Others (Z)
Task 2 -Preparation of Plans and Specifications -Pipelines
2.1 Based on the recommendations contained in the Design
Report described in Phase I, JMM will provide working
JAMES M.MONTGONIERV.CONSU'l-TING ENGINEEMS4. INC.
Nulh VaSo,..r, _t Pasadena Calorma 91.10',Q91 41 6'?'1255
City of Redlands -5- October 24, 1983
drawings and detailed specifications for the construction of
plant influent, effluent and distribution system supply
pipelines including all forms necessary for receiving
competitive bids. It is expected that pipeline construction
(other than plant yard piping) will be designed and included
in a separate set of contract documents.
2.2 Prepare final cost and quantities estimate at submission of
final plans and specifications.
2.3 Reproduce plans, specifications and other documents
prepared by JMM as required to obtain approval of agencies
having jurisdiction and for bidding and construction of the
project. A maximum of 100 sets of half-size plans and
specifications and 10 sets of full-size blueprints shall be
prepared for each contract document.
Task 3 -Bid Period
3.1 Assist the CITY in advertisement for bids.
3.2 Prepare plans and specifications addenda.
3.3 Handle requests for interpretation of plans and specifica-
tions from potential bidders.
3.4 Attend pre-bidding conferences and bid openings.
3.5 Analyze results of bidding and make recommendations for
awarding construction contract.
3. PHASE M - SERVICES DURING CONSTRUCTION
If requested, the following services would be provided:
Task 1 - Field Engineering Services
1.1 Provide a full-time resident engineer and, as required, a
resident inspector to properly monitor construction of the
facilities. All inspection work shall be done under the direct
supervision of JMM.
1.2 Provide mill and shop inspection.
1.3 Upon arrival at the plant site, inspect any major equipment
purchased directly by the CITY.
1.4 Perform material sampling and testing.
1.5 Prepare daily reports of construction activity.
JAMES 1l.NION`MOMERY,CON4i)ETING ENGINEERS". UNC, a ,,,: n:_t,.:asa..cn� 2i_,n na astir' i<-3)'96 91A+t68r-4255
City of Redlands -6- October 24, 1983
Notwithstanding any inferences, references, or omissions to the
contrary contained within this proposal, the CITY understands
that JMM shall not direct any contractors, subcontractors, etc.,
at the jobsite. JMM's duties relative to field observations shall be
understood to amount to "inspection" or "monitoring" only in
accordance with the requirements as set forth under codes of
various municipal, state, and other regulatory bodies, and it is
hereby agreed that JMM will assume no obligation for any acts,
errors, or omissions of parties other than JMM.
Task 2 - Support Office Services
2.1 Review shop and working drawings of fabricated materials
and manufactured equipment submitted by contractors and
suppliers for substantial conformance with the intent of the
plans and specifications. Copies approved by JMM shall be
forwarded to the CITY.
2.2 Make periodic visits to the site of the work by office
engineering personnel as necessary during construction.
2.3 Interpret the plans and specifications, including the
preparation of elementary sketches if required to clarify
design details.
2.4 Provide reasonable and customary assistance as required
and requested in connection with the testing of the
facilities.
2.5 Make final inspection of the construction project in
company with CITY's representatives to ascertain
substantial compliance by the contractors with the require-
ments of the plans and specifications.
2.6 Provide Record Drawings to CITY reflecting any changes
noted during construction and provided by Contractor.
Task 3 - Contract Administration
3.1 Conduct preconstruction meetings.
3,2 Prepare Contractor's Manual, which will "include names,
telephone numbers, approval and reporting procedures,
forms to be utilized and similar information.
3.3 Review and monitor supply and construction contract
schedules.
3.4 Review and approve contractors' bid breakdowns and
estimates for progress and final payments both to
JANIES M.MONTGOMERY.CONSUETING ENGENEERIS" FNC
City of Redlands -7- October 24, 1983
contractors and to suppliers under direct contract with
CITY and submit copies of recommended payments to
CITY.
3.5 Maintain a status list of prepurchased equipment.
3.6 Prepare monthly summary reports of construction activity.
3.7 Negotiate change orders with the contractors, make
recommendations to the CITY concerning change orders,
and process them after approval.
4. PHASE IV -PROJECT CLOSE OUT
Task 1 - Operation and Maintenance Manual
1.1 Prepare an Operation and Maintenance Manual setting forth
the method of operating the treatment plant and
appurtenance facilities, and describing a preventive
maintenance program for equipment and materials, five
copies of which shall be furnished to the CITY.
1.2 Organize all equipment manufacturers' technical literature
into bound volumes, five copies of each to be supplied to the
CITY.
Task 2 -Plant Start-up
2.1 Direct start-up of facilities completed in Phase III.
22 Review performance of major equipment under the
contractor's guarantee.
Task 3 - Operator Training
3.1 Conduct operator training sessions with CITY's operational
staff.
3-2 Prepare training schedule and text. (It is envisioned that
the O&M Manual will be used as a textbook for the training
sessions.)
5. SPECIAL SERVICES
(a) Use of JMM's Digital Equipment Corporation VAX 11/780
computer and programs where such use is deemed necessary for
efficient prosecution of the engineering effort.-
(b) Provide analytical services for water and wastewater
constituents in JMM's Water Quality Laboratory.
JAMES N1.NIONIX`OMERV,CONS STING ENGINEERS, UNC. 250 NIOrMlVad,son A enue Pasadena,CaNfor ma 9"°0`.,2 }-196-9141,681-425--,
City of Redlands -8- October 24, 1983
b. ADDITIONAL SERVICES
If requested or required, the following Additional Services will be
provided.
(a) Perform bench and pilot-scale investigations as required. Pilot-
sale investigations will only be conducted if direct filtration
appears feasible after analysis- of water quality data and
discussions with State Health Department officials. Precise
scope of work and,additional fee requirements for conduct of pilot
studies would be formulated based upon requirements outlined by
the State Health Department.
(b) Perform work resulting from changes in design criteria made at
the direction of the CITE' after acceptance of the criteria.
(c) Prepare applications and supporting documents for government
grants or loans for public projects.
(d) Provide additional services resulting from the delinquency or
insolvency of one or more of the contractors; or as a result of
damage to the construction projects caused by fire, flood,
earthquake, or other acts of God.
(e) Provide additional services resulting from strikes, walkouts, or
other acts of trade or labor unions.
(f) Provide Construction Management Services other than those
described in the scope of work herein.
(g) Perform any other items of work not specifically mentioned
above.
B. PROJECT PERSONNEL
JMM will utilize the following individuals in key positions during the
prosecution of work described under Phase I and Phase H of Section A, Score:
Principal-in-Charge: Philip Gatouli
Project Manager; Susumu Kawamura
Project Engineers: Brian L. Ramaley
Robert C. Siema
These personnel and positions will not be changed prier to notification of and
approval by the CITE".
C. CITY-FURNIISHED SERVICES
The CITE' shall furnish all existing maps of the proposed site, information on
existing facilities (including downstream reservoirs, pump stations,
JAMES NL`ION MERV,CO@tiS I:`Y ING ENGLNFERSA ENC. n, .aa"."a_.,_ asaaE a.Ca!&Grma
City of Redlands -9- October 24, 1983
aqueducts; etc.) and shall provide all available pertinent data and
information necessary for design of the proposed treatment plant and any
necessary pipelines.
D. FEES AND CONDITIONS
1. It is mutually agreed upon by the CITY and JMM that this
executed agreement constitutes authorization for preparation by
JMM of a Design Report and Detailed Design as described under
Phase I, and Tasks 1 and 3 of Phase II, in Section A, Scope.
2. Based on our present knowledge of the work described herein, the
estimated fee budget for Phase I work is $60,000. The fee for
Tasks I and 3 of Phase II work is $54$,000; this amount will not be
exceeded without prior written authorization.
3. Work described in the Scope for Phase I, Task 1 would be
completed within an estimated 120 calendar days after receiving
notice to proceed. At that time, the draft copy of the Design
Report will be submitted to the CITY for review. Within 30 days
of receipt of CITY comments, 20 copies of the final report would
be submitted to the CITY. Detailed design will commence within
15 days of submittal and approval by the CITY of the final report
and will be completed within an estimated 240 calendar days.
4. Work described under Phase iI (Task 2), Phase III, and Phase IST of
the Scope may be authorized through amendment to this contract
as mutually agreed upon by JMM and the CITY. Fees for services
provided by JMM for these additional Tasks would be as mutually
agreed upon by JMM and the CITY at the time of authorization.
5. Work performed by JMM under Phases I, II, III and IV as described
in the Scope, will be provided on a salary cost-plus basis in
accordance with the following:
5.1 The fee for services will be based on salary cost plus 130
percent of said salary costs. Salary cost is the cost of
salaries (including sick leave, vacation, holiday and
incentive pay) of personnel for time directly chargeable to
the project; plus unemployment, excise, and payroll taxes;
contributions for social security, employment com-
pensation insurance, retirement, medical and insurance
benefits and for the purpose of this project, salary costs are
defined as 1.3 times actual payroll. ikon-salary expenses
directly attributable to the project like (l) living and travel
expenses of employees when away from the home office on
business connected with the project, (2) identifiable
communication expenses, (3) identifiable drafting and
stenographic supplies and expenses, and (4) identifiable
reproduction costs applicable to the work will be charged at
JAMES M.N10-'*e"�'["»��M RV.CONSA'J.'rUNG ff,"v(a[ti�w�.�24, FNC. k,, a a..,n:'�=.:- 9 < 9
City of Redlands -10- October 24, 1983
actual cost plus 15 percent service charge. For use of VAX
11/780 computer, word processors, etc., fees will be in
accordance with the most recent fee schedule. For services
provided by JMM's approved water quality laboratory, fees
will be in accordance with the most recent laboratory fee
schedule.
5.2 The fee for Outside Services will be at actual cost plus 15
percent of actual cost to cover overhead and administra-
tion.
5.3 Payment shall be due within 30 days after date of monthly
invoice describing the work performed and expenses
incurred during the preceding month.
5.4 In order to defray carrying charges resulting from delayed
payments, simple interest at the rate of eighteen percent
(18%) per annum (but not exceeding the maximum rate
allowed by law) will be added to the unpaid balance of each
invoice. The interest period shall commence 30 days after
date of original invoice and shall terminate upon date of
payment. Payments will be first credited to interest and
then to principal. No interest charge will be added during
the initial 30-day period following date of invoice.
b. The work will be commenced immediately upon receipt of notice
to proceed. If after commencement of work the project is
delayed for any reason beyond the control of JMM for more than
60 days, the terms and conditions contained herein are subject to
revision.
7. BOOKS OF ACCOUNT. JMM will maintain books and accounts of
payroll costs, travel, subsistence, field and incidental expenses.
Said books will be available at all reasonable times for examina-
tion by the CITY at the Corporate office of JMM.
8. INSURANCE
8.1 JMM will maintain insurance as will protect the CITY from
claims under the Worker's Compensation Laws and from
General Liability claims for bodily injury, or death, or
property damage which may arise from the negligent
performance by its employees in the functions and services
required under this Agreement.
8.2 JMM agrees to maintain Professional Liability insurance to
protect the CITY from JMM's negligent acts, errors or
omissions of a professional nature, the total aggregate of
JMM's professional liability, however, to all parties related
JAMES NL°.ION-IGONIERV,CONSL:ETING EN'GENII,rRS, r„ a00h'Aa(fislc,A•., .,c Pasaaena,.,a:
City of Redlands -11- October 24, 1983
to this Agreement shall not exceed $50,000 or the total
amount of JMM's fee, whichever amount is greater.
9• DOCUMENTS. All tracings, survey notes, and other original
documents as instruments of service are and shall remain the
property of JMM, except where by law or precedent these
documents become public property. The CITY agrees to hold
harmless, indemnify and defend JMM against all damages, claims,
expenses andlosses arising out of any reuse of the plans and
specifications without the written authoriziation of JMM.
10. TERMINATION OR ABANDONMENT. If any portion of the work
is terminated or abandoned by the CITY then the provisions of this
Schedule of Fees and Conditions in regard to compensation and
payment shall apply insofar as possible to that portion of the work
not terminated or abandoned. If said termination occurs prior to
completion of any phase of the project, the fee for services
performed during such phase shall be based on JMM's reasonable
estimate of the portion of such phase completed prior to said
termination, plus a reasonable amount to reimburse JMM for
termination costs.
11. REVISION OF TERMS. If notice to proceed is delayed for any
reason beyond 60 days, the terms and conditions contained in this
schedule are subject to revision.
12. ATTORNEY'S FEES. If either party becomes involved in
litigation arising out of this contract or the performance thereof,
the court in such litigation shall award reasonable cost and
expenses, including attorney's fees to the party justly entitled
thereto. In awarding attorney's fees, the court shall not be bound
by any court fee schedule, but shall, if it is in the interest of
justice to do so, award the full amount of costs, expenses, and
attorney's fees paid or incurred in good faith.
13. SUCCESSORS AND ASSIGNS. All of the terms, conditions, and
provisions hereof shall inure to the benefit of and be binding upon
the parties hereto and their respective successors and assigns
provided, however, that no assignment of the contract shall be
made without written consent of the parties to the agreement.
(' VaCs,e-A,e,, Pasaoe
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JAMES NI.NION'MA3MERY.CONSUETE ' ENGENFE�11, , FN
City of Redlands October 24, 1983
If the above proposal meets with your approval, it may serve as the basis for
agreement by affixing the signatures in the spaces provided below.
Respectfully submitted,
JAMES M. MONTGOMERY,
CONSULTING ENGINEERS, INC.
B)7 Susumu K7a'wamura
Vice President
By:
Philip Gatsoulis
Vice President
Accepted by:
CITY OF REDLANDS
By:
City Manager
;f
Date