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HomeMy WebLinkAboutResolution No. 08-047 CITY OF THE COLONY, TEXAS RESOLUTION NO. 08- 0 V<'J A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS, APPROVING THE TERMS AND CONDITIONS OF AN ENGINEERING SERVICES CONTRACT BY AND BETWEEN THE CITY OF THE COLONY AND FREESE AND NICHOLS, INC. FOR ENGINEERING SERVICES FOR CHEMICAL FEED AND PROCESS CONTROL UPGRADES TO THE WASTEWATER TREATMENT PLANT, WHICH IS ATTACHED HERETO AND INCORPORATED HEREIN AS EXHIBIT "A"; AUTHORIZING THE CITY MANAGER TO EXECUTE THE CONTRACT; AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City and Consultant have entered into an agreement such that the Consultant is to provide the following services: ENGINEERING SERVICES FOR CHEMICAL FEED AND PROCESS CONTROL UPGRADES TO THE WASTEWATER TREATMENT PLANT; and WHEREAS, the City has determined that it is in the best interest of the City to enter into the Contract with FREESE AND NICHOLS, INC., which is attached hereto and incorporated herein by reference as Exhibit "A," under the terms and conditions provided therein. WHEREAS, with this Contract the City of The Colony is agreeing to pay the sum not to exceed $100,000.00 for such work. THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF THE COLONY, TEXAS THAT: Section 1. The Engineering Services Contract, which is attached and incorporated hereto as Exhibit "A", having been reviewed by the City Council of the City of The Colony, Texas, and found to be acceptable and in the best interest of the City and its citizens, be, and the same is hereby, in all things approved in the amount of $95,000.00 as the base amount, plus a $5,000.00 contingency amount for a total not to exceed $100,000.00, and the City Manager is hereby authorized to execute the Contract on behalf of the City of The Colony, Texas. Section 2. That this Resolution shall take effect immediately from and after its adoption and it is so resolved. PASSED, APPROVED and EFFECTIVE this 21ST day of APRIL J n Dillard, Mayor . of The Colony, Texas ,.', ''\ 63918 Freese NichOlS,Inc. Engineers Environmental Scientists A rc hi tects 1701 North Market Street, Suite 500 LB 51 Dallas, TX 75202 214 920-2500 214 920-2565 fax www.freese.com February 21,2008 Mr. Tod Maurina Utilities Superintendent City of The Colony 6800 Main St. The Colony, TX 75056 Dear Mr. Maurina: In response to our conversations with you regarding potential additions and modifications to the wastewater treatment plant, we are pleased to submit this proposal for providing professional engineering services to the City of The Colony for the Wastewater Treatment Plant Chemical Feed, Variable Flow Control and Sludge Thickening Improvements Preliminary Design and request Authorization to Proceed in accordance with our General Agreement for Professional Services dated November 6, 2001. Our understanding of the expectations for Freese and Nichols (ENGINEER) is to develop the preliminary design of improvements needed at the plant as follows: 1. A backup chemical feed system is required to meet the new Chapter 217 rules which will be promulgated by TCEQ in 2008. ENGINEER is to evaluate, make recommendations and prepare a preliminary design for the addition of a chemical feed to provide a backup system to the biological phosphorus removal process. The preliminary design shaH also assist in consistently removing effluent phosphorus below the future 1 mg/L permit limit to help the plant meet future the 4.5 MGD average day capacity permit requirement. 2. Evaluate, make recommendations and prepare a preliminary design for Return Activated Sludge (RAS) and Waste Activated Sludge (WAS) system improvements. This includes evaluation of clarifier underflow telescoping valves to improve underflow conditions and reduce incidents of clogging in the underflow lines. In addition, evaluations should include recommendations for improvements to RAS/WAS metering and addition ofVFD's for pumping systems or comparable rate of flow control devices. 3. Evaluate, make recommendations and develop a preliminary design for addition of VFD's or comparable rate offlow control devices to the influent pump station to improve flow conditions in the plant and reduce impacts of influent flow changes due to pump cycling. 4. Evaluate, make recommendations and develop a preliminary design for potential energy consumption improvements to the plant blowers. Examine the potential for addition ofVFD's or other variable speed devices to assist in blower turndown and reduce plant energy consumption. Examine potential for automation of these systems, including pump controls and use of DO control for blower turndown. 5. Evaluate and make recommendations for optimization of the WWTPBiological Phosphorus Removal system to optimize system performance and reduce dependence on the future chemical feed system. 6. Evaluate, make recommendations and develop a preliminary design for improvements to the sludge dewatering system to improve sludge thickening and reduce sludge hauling quantities. The plant has experienced a recent surge in hauling costs for waste dry sludge and needs to find a cost effective solution to reduce impacts to the operations budget. Page 2 SCOPE OF SERVICES Freese and Nichols will render the foHowing professional services in connection with the development of this project as foHows: BASIC SERVICES: The project shall include the preparation of an evaluation and preliminary design report for Items 1 through 6 above. The report shaH identify proposed improvements for the plant, opinions of probably construction costs and recommendations for scheduled implementation. ENGINEER shaH render the foHowing professional services in connection with the development of the Project: A. PRELIMINARY DESIGN Upon execution ofthis AGREEMENT, ENGINEER shaH prepare an engineering preliminary design report for Items 1-6 above: a. Hold a kickoff meeting to consult with OWNER: (1) to review the scope of services, (2) to verify OWNER's requirements for the Project, and (3) to review available data. b. Advise OWNER as to the necessity of OWNER's providing or obtaining data or services from others, and assist OWNER in connection with any such services. c. Meet with OWNER periodicaHy to review the preliminary design progress and coHect input and direction into the preliminary design elements. Meetings shaH be held at The Colony WWTP and shaH be limited to a maximum of2 meetings. d. Prepare a Preliminary Design Report containing schematic layouts, sketches and conceptual design criteria with appropriate exhibits to indicate the considerations involved and some alternative solutions available to OWNER and setting forth ENGINEER's fmdings and recommendations with opinions of probable construction costs for the Project, which includes estimates of contingencies and aHowances for charges of professionals and consultants. Estimates ofthe cost ofland and rights-of-way, compensation for or damages to properties and interest and fmancing charges will be provided by OWNER or others so designated by OWNER. In arriving at its opinion of probable construction cost for the Project, ENGINEER will include the estimates furnished by OWNER and will have no responsibility to determine the accuracy or validity of these estimates. The alternate solutions shall be limited to not more than three for each item. e. Prepare preliminary design documents consisting of fmal design criteria, preliminary drawings and outline specifications. f. Based on the information contained in the preliminary design documents, submit a revised opinion of probable Project Costs. g. Furnish five (5) copies of the above preliminary design report and documents and present and review them with OWNER. ADDITIONAL SERVICES: Additional Services to be performed by ENGINEER, if authorized by OWNER, which are not included in the above described basic services, are described as foHows: A. Field surveying required for the preparation of designs and drawings. B. Field layouts or the furnishing of construction line and grade surveys. R:\Contract\2007\LetAgree\ Page 3 C. GIS mapping services or assistance with these services. D. Making property, boundary and right-of-way surveys, preparation of easement and deed descriptions, including title search and examination of deed records. E. Providing renderings, model, and mock-ups requested by the OWNER. F. Making revisions to drawings, specifications or other documents when such revisions are 1) not consistent with approvals or instructions previously given by OWNER or 2) due to other causes not solely within the control of ENGINEER. G. Investigations involving consideration of operation, maintenance and overhead expenses, and the preparation of rate schedules, earnings and expense statements, feasibility studies, appraisals, evaluations, assessment schedules, and material audits or inventories required for certification of force account construction performed by OWNER. H. Preparing applications and supporting documents for government grants, loans, or planning advances and providing data for detailed applications. 1. Providing shop, mill, field or laboratory inspection of materials and equipment. Observe factory tests of equipment at any site remote to the project or observing tests required as a result of equipment failing the initial test. J. Conducting pilot plant studies or tests. K. Preparing data and reports for assistance to OWNER in preparation for hearings before regulatory agencies, courts, arbitration panels or any mediator, giving testimony, personally or by deposition, and preparations therefore before any regulatory agency, court, arbitration panel or mediator. L. Performing design or construction phase services. M. Furnishing Special Inspections required under chapter 17 ofthe International Building Code. N. Assisting OWNER in preparing for, or appearing at litigation, mediation, arbitration, dispute review boards, or other legal and/or administrative proceedings in the defense or prosecution of claims disputes with Contractor(s). O. Assisting OWNER in the defense or prosecution oflitigation in connection with or in addition to those services contemplated by this AGREEMENT. Such services, if any, shall be furnished by ENGINEER on a fee basis negotiated by the respective parties outside of and in addition to this AGREEMENT. P. Providing environmental support services including the design and implementation of ecological baseline studies, environmental monitoring, impact assessment and analyses, permitting assistance, and other assistance required to address environmental issues. Q. Design, contract modifications, studies or analysis required to comply with local, State, Federal or other regulatory agencies that become effective after the date of this agreement. R. Visits to the site in excess of the number of trips included in the Scope of Services for periodic site visits, coordination meetings, or contract completion activities. R:\Contract\2007\LetAgree\ Page 4 S. Providing basic or additional services on an accelerated time schedule. The scope of this service include cost for overtime wages of employees and consultants, inefficiencies in work sequence and plotting or reproduction costs directly attributable to an accelerated time schedule directed by the OWNER. T. Providing services made necessary because of unforeseen, concealed, or differing site conditions or due to the presence of hazardous substances in any form. U. Providing value engineering studies or reviews of cost savings proposed by construction contractors after bids have been submitted. V. Preparing statements for invoicing or other documentation for billing other than for the standard invoice for services attached to this professional services agreement. W. Provide Geotechnical investigations, studies and reports. TIME OF COMPLETION Freese and Nichols is authorized to commence work on the Project upon execution of this Agreement and agrees to complete the services in accordance with the following schedule: 6 Months from Notice to Proceed. If Freese and Nichols' services are delayed through no fault of Freese and Nichols, Freese and Nichols shall be entitled to equitable adjustment of compensation and Freese and Nichols shall be entitled to adjust contract schedule consistent with the number of days of delay. RESPONSIBILITIES OF OWNER OWNER shall perform the following in a timely manner so as not to delay the services of Freese and Nichols: A. Designate in writing a person to act as OWNER's representative with respect to the services to be rendered under this Agreement. Such person shall have contract authority to transmit instructions, receive information, interpret and defme OWNER's policies and decisions with respect to Freese and Nichols' services for the Project. B. Provide all criteria and full information as to OWNER's requirements for the Project, including design objectives and constraints, space, capacity and performance requirements, flexibility and expandability, and any budgetary limitations; and furnish copies of a1l design and construction standards which OWNER will require to be included in the plans and specifications. C. Assist Freese and Nichols by placing at Freese and Nichols' disposal a1l available information pertinent to the Project including previous reports and any other data relative to the Project. D. Arrange for access to and make a1l provisions for Freese and Nichols to enter upon public and private property as required for Freese and Nichols to perform services under this Agreement. E. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents presented by Freese and Nichols, obtain advice of an attorney, insurance counselor and other consultants as OWNER deems appropriate for such examination and render in writing decisions R:\Contract\2007\LetAgree\ Page 5 pertaining thereto within a reasonable time so as not to delay the services of Freese and Nichols. F. OWNER shall make or arrange to have made all subsurface investigations, including, but not limited, to borings, test pits, soil resistivity surveys, and other subsurface explorations. OWNER shall also make or arrange to have made the interpretations of data and reports resulting from such investigations. All costs associated with such investigations shall be paid by OWNER. G. Provide such accounting, independent cost estimating and insurance counseling services as may be required for the Project, such legal services as OWNER may require or Freese and Nichols may reasonably request with regard to legal issues pertaining to the Project. DESIGNATED REPRESENTATIVES Freese and Nichols and OWNER designate the following representatives: . Owner's Designated Representative- Mr. Tod Maurina Utilities Superintendent 6800 Main Street The Colony, TX 75056 972-625-6644 x 201 tmaurina@thecolonvtx.gov . Freese and Nichols' Project Manager- Mr. David Jackson Principal 1701 N. Market, Suite 500 LB51 Dallas, TX 75202 214-217-2257 David.] ackson@freese.com . Freese and Nichols' Accounting Representative- Mr. Bill Grozdanich Operations Analyst 1701 N. Market, Suite 500 LB51 Da1las, TX 75202 214-217-2254 Bill. Grozdanich@freese.com COMPENSATION ENGINEER proposes to furnish our services as described herein in accordance with Attachment CO, "Compensation". The total fee for Basic Services shall be computed on the basis of Attachment CO but shall be the lump sum fee of Ninety Five Thousand Dollars ($95,000). If ENGINEER sees the Scope of Services changing so that additional services are needed, ENGINEER will notify the City for the City's approval before proceeding. Additional services sha1l be computed based on the Schedule of Charges found in Attachment CO. Payment of the services shall be due and payable upon submission of a statement for services. Statements for services shall not be submitted more frequently than monthly. R:\Contract\2007\LetAgree\ Page 6 TERMS AND CONDITIONS OF AGREEMENT We propose to furnish our services as described herein in accordance with our original agreement dated November 6, 2001. We appreciate this opportunity to submit this proposal for engineering services. If additional information or clarification is desired, please do not hesitate to contact us. If you are in agreement with the services described above and wish for us to proceed with this assignment, please sign below and return one copy of the agreement for our files. Yours very truly, Approved: ~E~SEAND~ David R. ack n,' P.E., BCEE Principa CITY OF THE COLONY By: \J~ c1L Title: C'+r tMCt~C4SQ yo Date: ':).2 ~ of R:\Contract\2007\LetAgree\ SCHEDULE OF CHARGES FOR ADDITIONAL WORK: POSITION PRINCIPAL GROUP MANAGER SENIOR ENGINEER ENGINEER (PE) ENGINEER (EIT) ELECTRICAL ENGINEER MECHANICAL ENGINEER ENVIRONMENTAL SCIENTIST ARCHITECT LANDSCAPE ARCHITECT SR. CONSTRUCTION CONTRACT ADMINISTRATOR CONSTRUCTION CONTRACT ADMINISTRATOR GIS COORDINATOR GIS ANALYST DESIGNER TECHNICIAN OPERATIONS ANALYST CONTRACT ADMINISTRATOR WORD PROCESSING/SECRETARIAL CO-OP The ranges and individual salaries will be adjusted annually. EXPENSES Plottim?: Bond $ 4.00 per plot Color $15.00 per plot Vellum $11.50 per plot Mylar $15.00 per plot Printim?: B luelineslB lacklines Offset and Xerox Copies/Prints Color Copies/Prints Binding Computer Computer Usage $1O.00/hour Travel 50.5~ per mile MIN 200 200 155 115 85 85 70 55 55 100 105 70 105 60 50 45 75 65 45 45 ATTACHMENT CO MAX 260 260 205 165 120 170 170 160 150 150 150 115 115 90 130 100 105 95 85 60 $0.55 per square foot $0.10 per side copy $0.50 per side copy $5.75 per book OTHER DIRECT EXPENSES Other direct expenses are reimbursed at actual cost times multiplier of 1.15. They include outside printing and reproduction expense, communication expense, travel, transportation and subsistence away from Dallas and other miscellaneous expenses directly related to the work, including costs of laboratory analysis, tests, and other work required to be done by independent persons other than staff members. T:\CONTRACTS\The Colony\2008 Colony Lump Sum, doc TC-l o~~ ,