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HomeMy WebLinkAboutContracts & Agreements_21-2003_CCv0001.pdf AGREEMENT TO ]FURNISH ENGINEERING SERVICES FOR THE OPERATION AND MAINTENANCE FOR THE ELECTRICITY COGENERATION FACILITY This Agreement is made and entered into this 4th day of February 2003 by and between the City of Redlands, a municipal corporation (hereinafter "City") and Janechek & Associates, (hereinafter "Consultant"). In consideration of the mutual promises, covenants and conditions hereinafter set forth, City and Consultant hereby agree as follows: ARTICLE I - ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant, and Consultant hereby accepts the engagement, to perform services ("Services") for the Operation and Maintenance of the Electrical Cogeneration Facility ("Project"), for the City of Redlands, California. 1.2 The Services shall be performed by Consultant in a professional manner, and Consultant represents that it has the skill and the professional expertise necessary to provide high quality Services for the Project at the level of competency presently maintained by other practicing professional Consultants in the industry providing similar types of services. ARTICLE 2 - SERVICES OF CONSULTANT 2.1 The specific Services which Consultant shall perform are more particularly described in Attachment "A," entitled "Scope of Services," which is attached hereto and incorporated herein by this reference. 2.2 Consultant hereby agrees to abide by all applicable Federal, State and local rules, laws and regulations in the performance of this agreement including but not limited to all applicable Labor code and prevailing wage laws. ARTICLE 3 - RESPONSIBILITIES OF CITY 3.1 City shall make available to Consultant information in its possession that is pertinent to the performance of Consultant's Services. 31 City will provide access to and make provisions for Consultant to enter upon City- Cogeneration Operations and Maintenance Agreement February 4, 2003 Page 2 owned property or rights-of-way as required by Consultant to perform the Services. 3.3 City designates Douglas Headrick as Project Manager, to act as its representative with respect to the Services to be performed under this Agreement. ARTICLE 4 - PERIOD OF SERVICE 4.1 Consultant shall perform the Services in a diligent manner and in accordance with the schedule set forth in Attachment "B", entitled "Project Schedule". ARTICLE 5 - PAYMENTS TO THE CONSULTANT 5.1 The total compensation for Consultant's performance of Services shall not exceed the amount of $240,466.00. City shall pay Consultant on a time and materials basis up to the not to exceed amount, in accordance with Attachment "C", entitled "Project Fee", based on the hourly rates shown in Attachment "D", entitled "Rate Sch edule". 5.2 Consultant shall bill City within ten days following the close of each month by submitting an invoice indicating the Services performed, who performed the services, indirect costs, and the detailed cost of all Services, including backup documentation. Payments by City to Consultant shall be made within 30 days after receipt and approval of Consultant's invoice, by warrant payable to Consultant. 5.3 All contractual notices, bills and payments shall be made in writing and may be given by personal delivery or by mail. Notices, bills and payments sent by mail shall be addressed as follows: City Consultant Douglas Headrick Alan Janechek, PE Municipal Utilities Department Janechek & Associates 35 Cajon Street 248 Hill Place P. O. Box 3005 Costa Mesa, CA 92627 Redlands CA 92373 When so addressed, such notices shall be deemed given upon deposit in the United States Mail. In all other instances, notices, bill and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to whom notices, bills, and payments are to be given by giving notice pursuant Cogeneration Operations and Maintenance Agreement zn February 4, 2003 Page 3 to this paragraph. ARTICLE 6 - INSURANCE AND INDEMNIFICATION 6.1 Consultant's Insurance to be Primary. All insurance required by this Agreement is to be maintained by Consultant for the duration of this Project and shall be primary with respect to City and non-contributing to any insurance or self-insurance maintained by the City. Consultant shall not perform any Services pursuant to this Agreement unless and until all required insurance listed below is obtained by Consultant. Consultant shall provide City with Certificates of Insurance and endorsements evidencing such insurance prior to commencement of work. All insurance policies shall include a provision prohibiting cancellation of the policy except upon thirty (30)days prior written notice to City. 6.2 Worker's Compensation and Employer's Liability A. Consultant shall secure and maintain Workers' Compensation and Employer's Liability insurance throughout the duration of this Agreement in amounts which meet statutory requirements with an insurance carrier acceptable to City. B. Consultant expressly waives all rights to subrogation against City, its officers, employees and volunteers for losses arising from work performed by Consultant for City by expressly waiving Consultant's immunity for injuries to Consultant's employees and agrees that the obligation to indemnify, defend and hold harmless provided for in this Agreement extends to any claim brought by or on behalf of any employee of Consultant. This waiver is mutually negotiated by the parties. This shall not apply to any damage resulting from the sole negligence of City, its agents and employees. To the extent any of the damages referenced herein were caused by or resulted from the concurrent negligence of City, its agents or employees, the obligations provided herein to indemnify, defend and hold harmless is valid and enforceable only to the extent of the negligence of Consultant, its officers, agents and employees. 6.3 Comprehensive General Liability Insurance. Consultant shall secure and maintain in force throughout the duration of this Agreement comprehensive general liability insurance with carriers acceptable to City. Minimum coverage of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000.000) aggregate for public liability, property damage and personal injury is required. Consultant shall obtain an endorsement that City shall be named as an additional insured, Cogeneration Operations and Maintenance Agreement February 4, 2003 Page 4 6.4 Business Auto Liability Insurance. Consultant shall have business auto liability coverage, with minimum limits of I million ($1,000,000) per occurrence, combined single limit for bodily injury liability and property damage liability. This coverage shall include all consultant owned vehicles used on the project, hired and non-owned vehicles, and employee non-ownership vehicles. Consultant shall obtain an endorsement that City shall be named as an additional insured. 6.5 Professional Liability Insurance. Consultant shall secure and maintain professional liability insurance throughout the duration of this Agreement in the amount of one million dollars ($1,000,000)per claim made. 6.6 Hold Harmless and Indemnification. Contractor shall defend, indemnify and hold harmless City, its elected officials, officers, employees and agents, from and against any and all actions, claims, demands, lawsuits, losses and liability for damages to persons or property, including costs and attorney fees, that may be asserted or claimed by any person, firm, entity, corporation, political subdivision or other organization arising out of or in connection with Contractor's negligent and/or intentionally wrongful acts or omissions under this Agreement; but excluding such actions, claims, demands, lawsuits and liability for damages to persons or property arising from the sole negligence or intentionally wrongful acts of City, its officers, employees or agents. 6.7 Assignment and Insurance Requirements. Consultant is expressly prohibited from subletting or assigning any of the services covered by this Agreement without the express written consent of City. In the event of mutual agreement between parties to sublet a portion of the Services, the Consultant will add the subcontractor as an additional insured and provide City with the insurance endorsements prior to any work being performed by the subcontractor. Assignment does not include printing or other customary reimbursable expenses that may be provided in this Agreement. ARTICLE 7 - GENERAL CONSIDERATIONS 7.1 In the event any action is commenced to enforce or interpret any of the terms or conditions of this Agreement the prevailing party shall, in addition to any costs and other relief, be entitled to the recovery of its reasonable attorneys' fees. 7.2 Consultant shall not assign any of the Services required by this Agreement, except with the prior written approval of City and in strict compliance with the terms, provisions and conditions of this Agreement. Cogeneration Operations and Maintenance Agreement February 4, 2003 Page 5 7.3 Consultant's key personnel for the Project are: Project Manager: Alan Janechek Consultant agrees that the key personnel shall be made available and assigned to the Project, and that they shall not be replaced without concurrence from City. 7.4 All documents, records, drawings, designs, costs estimates, electronic data files and databases and other Project documents developed by the Consultant pursuant to this Agreement and any copyright interest Consultant may have in said herein described documents, records and data shall become the property of City and shall be delivered to City upon completion of the Services or upon the request of City. Any reuse of such documents for other projects and any use of incomplete documents will be at City's sole risk. 7.5 Consultant is for all purposes an independent contractor. All personnel employed by Consultant are for its account only, and in no event shall Consultant or any personnel retained by it be deemed to have been employed by City or engaged by City for the account of or on behalf of City. 7.6 Unless earlier terminated, as provided for below, this Agreement shall terminate upon completion and acceptance by City of the Services. 7.7 This Agreement may be terminated by the City, without cause, by providing ten (10) days prior written notice to the Consultant (delivered by certified mail, return receipt requested) of intent to terminate. 7.8 Upon receipt of a termination notice, Consultant shall (1) promptly discontinue all services affected, and (2) deliver or otherwise make available to City, copies (in both hard copy and electronic form, where applicable), of any data, design calculations, drawings, specifications, reports, estimates, summaries and such other information and materials as may have been accumulated by Consultant in performing the Services required by this Agreement. 7.9 This Agreement, including the attachments incorporated herein by reference, represents the entire agreement and understanding between the parties and any prior negotiations, proposals or oral agreements are superseded by this Agreement. Any amendment to this Agreement shall be in writing, approved by the City Council of City and signed by City and Consultant, Cogeneration Operations and Maintenance Agreement February 4, 2003 Page 6 This Agreement shall be governed by and construed in accordance with the laws of the State of California. IN WITNESS WHEREOF, duly authorized representatives of the City and Consultant have signed in confirmation of this Agreement. City of Redlands, Janechek & Associates ("City") ("Consultant") By: By: KARL N. (KASEY) HAWS A Mayor Title: 6h ATTEST: Lorr!,e, oyzer rri -, ' Clerk, City of Redlands ATTACHMENT A SCOPE OF WORK for Operation and Maintenance of the Landfill Gas Co-Generation Facility for the CITY OF REDLANDS LANDFILL GAS TO CO-GENERATION FACILITY INTRODUCTION The purpose of this proposal is to present the proposed scope of work for selected tasks related to the landfill gas co-generation facility at the City of Redlands Wastewater Treatment System. Janechek & Associates is extremely well qualified to assist the City of Redlands with this project. J&A has designed the landfill gas to electricity system for the City of Redlands. J&A staff also have experience in all phases of landfill gas and power distribution projects, including design work on over 100 landfill gas systems throughout the world. Background The City of Redlands and ]&A have designed and constructed a landfill gas co-generation facility that will produce electricity and waste heat for use at the wastewater treatment plant. The wastewater facility currently uses approximately 500 to 700 kW of electricity. The system is designed to work in parallel with the SCE utility connection. The waste heat recovery system will be used to recover heat from the system to be used at the plant digesters. Operation and maintenance of the facility will be required to comply with requirements of the Public utilities Commission and to maintain the equipment in good working condition. The proposed scope of work is designed to meet the requirements for reliability described in the Self Generation Incentive Program as a replacement for an extended warranty. TASK 1: Operation and Maintenance This task will consist of routine maintenance of the co-generation facility as recommended by all of the equipment component recommended maintenance schedules. The following maintenance tasks will be provided by J&A staff (including Stewart & Stevenson staff assistance with engine maintenance). 1. 1500 hour and 3000 hour engine maintenance tasks as recommended by the Deutz manual. 2. Routine oil and filter changes as recommended by the Deutz manual; 3. Semi-weekly oil sampling and field analysis; 4. Monthly oil sampling and lab analysis; 5. Weekly landfill gas (LFG) moisture analysis and adjustment of LFG aftercooler; 6. Weekly calibration check and monthly calibration of LFG analyzer; 7. Daily calibration check and monthly full calibration of combustion analyzer; 8. Monthly inspection of LFG inlet filter and replacement as necessary; 9. Weekly testing of engine coolant concentration and level, replacement as necessary; 10.Weekly inspection of coolant filter and replacement as necessary; 11.Routine replacement of engine spark plugs according to engine manual schedule; 12.Weekly adjustment of LFG pressure and flow controls; 13.Monthly inspection of coalescing filter and cleaning as necessary; 14.Adjustment of engine controls as needed; 15.Weekly inspection and adjustment of waste heat recovery loop to maximize heat recovery. Charge with water as necessary. 16.Daily remote monitoring of system status and adjustment as needed to maintain no import of electricity from the grid; 17.Emergency on-call start-up and repair as needed. TASK 2: Annual Emissions Testing This task consists of procuring an independent emissions testing firm to conduct testing as required by the South Coast Air Quality Management District Permit to Operate. The firm used to conduct the landfill gas flare emissions test will be used to conduct the engine emissions teating. TASK 3: Materials This task will consist providing materials needed to maintain proper operation of the facility, including oil, oil filters, chlorine test kits, oil laboratory analysis, waste oil disposal, gas filter dessicant, water filters, spark plugs and other consumables. Receipts of all materials purchased will be provided to the City. TASK 4: Second and Third Year Maintenance This task will continue the routine maintenance of the co-generation facility as recommended by all of the equipment components recommended maintenance schedules. The following maintenance tasks will be provided by J&A staff (including Stewart & Stevenson staff assistance with engine maintenance). 1. 1500 hour and 3000 hour engine maintenance tasks as recommended by the Deutz manual. 2. Routine oil and filter changes as recommended by the Deutz manual; 3. Semi-weekly oil sampling and field analysis; 4. Monthly oil sampling and lab analysis; 5. Weekly landfill gas (LFG) moisture analysis and adjustment of LFG aftercooler; 6. Weekly calibration check and monthly calibration of LFG analyzer; 7. Daily calibration check and monthly full calibration of combustion analyzer; 8. Monthly inspection of FFG inlet filter and replacement as necessary; 9. Weekly testing of engine coolant concentration and level, replacement as necessary; 10.Weekly inspection of coolant filter and replacement as necessary; 11.Routine replacement of engine spark plugs according to engine manual schedule; 12.Weekly adjustment of FFG pressure and flow controls; 13.Monthly inspection of coalescing filter and cleaning as necessary; 14.Adjustment of engine controls as needed; 15.Weekly inspection and adjustment of waste heat recovery loop to maximize heat recovery. Charge with water as necessary. 16.Daily remote monitoring of system status and adjustment as needed to maintain no import of electricity from the grid; 17.Emergency on-call start-up and repair as needed. PROJECT COSTS The proposed project costs are included as Attachment C. The fee schedule used for developing the project costs is included as Attachment D. LIMITATIONS This proposal is the property of Janechek & Associates and may be used only by the City of Redlands and only for the purposes stated, within a reasonable time from its issuance. ATTACHMENT B SCHEDULE PROPOSED SCHEDULE TASK COMPLETION DATE 1. OPERATION AND January 31, 2004 MAINTENANCE 2. ANNUAL EMISSIONS February 28, 2003 TESTING 3. MATERIALS January 31, 2004 4. SECOND AND THIRD YEAR January 31, 2006 MAINTENANCE ATTACHMENT C PROJECT COSTS CO-GEN MAINTENANCE BUDGET TASK SENIOR ENGINE OPERATIONS ENGINE TECHNI TECHNICIAN ER CIAN RATE $85.00 $83.00 $49.00 MONTHLY MAINTENANCE MONTHLY HOURS SUBTOTAL 1 MONTHLY 24 24 40 $5,992.00 MAINTENANCE EXPENSE QUANTITY RATE MILEAGE 400 $0.35 $140.00 SUBTOTAL - MONTHLY $6,132.00 MAINTENANCE SECOND AND THIRD YEAR MONTHLY MONTHLY MAINTENANCE HOURS SUBTOTAL 1 MONTHLY 20 20 32 $4,928.00 MAINTENANCE EXPENSE QUANTITY RATE MILEAGE 400 $0.35 $140.00 SUBTOTAL - $5,068.00 SUBTOTAL $121,632.00 SECOND and THIRD YEAR SUBTOTAL $73,584.00 MONTHLY MAINTENANCE ANNUAL SOURCE $9,300.00 TEST MATERIALS $29,000.00 WASTE HEAT $6,950.00 ELECTRICIAN TOTAL $240,466.00 ATTACHMENT D FEE SCHEDULE JANECHEK & ASSOCIATES SCHEDULE of CHARGES for City of Redlands Effective on Contract Start Date 1. For hourly workers, time worked in excess of eight hours per day and weekend work will be charged at 1.5 times the hourly rate. 2. Outside services will include a 5% markup unless listed in the project scope of work. FEE SCHEDULE Principal Engineer $85/hr Engine Technician $82/hr Operations Technician $45/hr Electrical Engineer $90/hr Electrical Designer $85/hr Construction Manager $70/hr Drafter $45/hr Environmental Technician $40/hr Construction Laborer $40/hr Mileage $0.35/mi. D-Size Plots (Mono) $18.00 each D-Size Plots (Color) $32.00 each Drawing Bluelines $7.50 each