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HomeMy WebLinkAboutContract 36120 clrY �ECREr,�RY CONTRACT No. CITY OF FORT WORTH, TEXAS STANDARD AGREEMENT FOR ENGINEERING SERVICES This AGREEMENT is between the City of Fort Worth (the "CITY"), and Chiang, Patel & Yerby, Inc., (the "ENGINEER"), for a PROJECT generally described as: Engineering Services for the Village Creek and Rolling Hills Alert Notification Systems. Article I Scope of Services A. The Scope of Services is set forth in Attachment A. Article II Compensation A. The ENGINEER's compensation is set forth in Attachment B. Article III Terms of Payment Payments to the ENGINEER will be made as follows: A. Invoice and Payment (1) The Engineer shall provide the City sufficient documentation to reasonably substantiate the invoices. (2) The ENGINEER will issue monthly invoices for all work performed under this AGREEMENT. Invoices are due and payable within 30 days of receipt. (3) Upon completion of services enumerated in Article I, the final payment of any balance will be due within 30 days of receipt of the final invoice. (4) In the event of a disputed or contested billing, only that portion so contested will be withheld from payment, and the undisputed portion will be paid. The CITY will exercise reasonableness in contesting any bill or portion thereof. No interest will accrue on any contested portion of the billing until mutually resolved. (5) If the CITY fails to make payment in full to ENGINEER for billings contested in good faith within 60 days of the amount due, the ENGINEER may, after giving 7 days' written notice to CITY, suspend services under this AGREEMENT until paid in full, including interest. In the event of suspension of services, the ENGINEER shall have no liability to CITY for delays or damages caused the CITY because of such suspension of services. Yj L) ORIGINAL Article IV Obligations of the Engineer Amendments to Article IV, if any, are included in Attachment C. A. General The ENGINEER will serve as the CITY's professional engineering representative under this Agreement, providing professional engineering consultation and advice and furnishing customary services incidental thereto. B. Standard of Care The standard of care applicable to the ENGINEER's services will be the degree of skill and diligence normally employed in the State of Texas by professional engineers or consultants performing the same or similar services at the time such services are performed. C. Subsurface Investigations (1) The ENGINEER shall advise the CITY with regard to the necessity for subcontract work such as special surveys, tests, test borings, or other subsurface investigations in connection with design and engineering work to be performed hereunder. The ENGINEER shall also advise the CITY concerning the results of same. Such surveys, tests, and investigations shall be furnished by the CITY, unless otherwise specified in Attachment A. (2) In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, exploration, and investigations have been made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect the total PROJECT cost and/or execution. These conditions and cost/execution effects are not the responsibility of the ENGINEER. D. Preparation of Engineering Drawings The ENGINEER will provide to the CITY the original drawings of all plans in ink on reproducible plastic film sheets, or as otherwise approved by CITY, which shall become the property of the CITY. CITY may use such drawings in any manner it desires; provided, however, that the ENGINEER shall not be liable for the use of such drawings for any project other than the PROJECT described herein. E. Engineer's Personnel at Construction Site (1) The presence or duties of the ENGINEER's personnel at a construction site, whether as on-site representatives or otherwise, do not make the ENGINEER or its personnel in any way responsible for those duties that belong to the CITY and/or the CITY's construction contractors or other entities, and do not relieve the construction contractors or any other entity of their obligations, duties, and responsibilities, including, but not limited to, all construction methods, means, techniques, sequences, and procedures necessary for coordinating and completing all portions of the construction work in accordance with the Contract Documents and any health or safety precautions required by such construction work. The ENGINEER and its personnel have no authority to exercise any control over any construction contractor or other entity or their employees in connection with their work or any health or safety precautions. (2) Except to the extent of specific site visits expressly detailed and set forth in Attachment A, the ENGINEER or its personnel shall have no obligation or responsibility to visit the construction site to become familiar with the progress or quality of the completed work on the PROJECT or to determine, in general, if the work on the PROJECT is being performed in a manner indicating that the PROJECT, when completed, will be in accordance with the Contract Documents, nor shall anything in the Contract Documents or the agreement between CITY and ENGINEER be construed as requiring ENGINEER to make exhaustive or continuous on-site inspections to discover latent defects in the work or otherwise check the quality or quantity of the work on the PROJECT. If, for any reason, the ENGINEER should make an on-site observation(s), on the basis of such on-site observations, if any, the ENGINEER shall endeavor to keep the CITY informed of any deviation from the Contract Documents coming to the actual notice of ENGINEER regarding the PROJECT. (3) When professional certification of performance or characteristics of materials, systems or equipment is reasonably required to perform the services set forth in the Scope of Services, the ENGINEER shall be entitled to rely upon such certification to establish materials, systems or equipment and performance criteria to be required in the Contract Documents. F. Opinions of Probable Cost, Financial Considerations, and Schedules (1) The ENGINEER shall provide opinions of probable costs based on the current available information at the time of preparation, in accordance with Attachment A. (2) In providing opinions of cost, financial analyses, economic feasibility projections, and schedules for the PROJECT, the ENGINEER has no control over cost or price of labor and materials; unknown or latent conditions of existing equipment or structures that may affect operation or maintenance costs; competitive bidding procedures and market conditions; time or quality of performance by third parties; quality, type, management, or direction of operating personnel; and other economic and operational factors that may materially affect the ultimate PROJECT cost or schedule. Therefore, the ENGINEER makes no warranty that the CITY's actual PROJECT costs, financial aspects, economic feasibility, or schedules will not vary from the ENGINEER's opinions, analyses, projections, or estimates. G. Construction Progress Payments Recommendations by the ENGINEER to the CITY for periodic construction progress payments to the construction contractor will be based on the ENGINEER's knowledge, information, and belief from selective sampling and observation that the work has progressed to the point indicated. Such recommendations do not represent that continuous or detailed examinations have been made by the ENGINEER to ascertain that the construction contractor has completed the work in exact accordance with the Contract Documents; that the final work will be acceptable in all respects; that the ENGINEER has made an examination to ascertain how or for what purpose the construction contractor has used the moneys paid; that title to any of the work, materials, or equipment has passed to the CITY free and clear of liens, claims, security interests, or encumbrances; or that there are not other matters at issue between the CITY and the construction contractor that affect the amount that should be paid. H. Record Drawings Record drawings, if required, will be prepared, in part, on the basis of information compiled and furnished by others, and may not always represent the exact location, type; of various components, or exact manner in which the PROJECT was finally constructed. The ENGINEER is not responsible for any errors or omissions in the information from others that are incorporated into the record drawings. I. Minority and Woman Business Enterprise (M/WBE) participation In accord with City of Fort Worth Ordinance No. 43339&, the City has goals for the participation of minority business enterprises and woman business enterprises in City contracts. Engineer acknowledges the M/WBE goal established for this contract and its commitment to meet that goal. Any misrepresentation of facts (other than a negligent misrepresentation) and/or the commission of fraud by the Engineer may result in the termination of this agreement and debarment from participating in City contracts for a period of time of not less than three (3) years. J. Right to Audit (1) ENGINEER agrees that the CITY shall, until the expiration of three (3) years after final payment under this contract, have access to and the right to examine and photocopy any directly pertinent books, documents, papers and records of the ENGINEER involving transactions relating to this contract. ENGINEER agrees that the CITY shall have access during normal working hours to all necessary ENGINEER facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The CITY shall give ENGINEER reasonable advance notice of intended audits. (2) ENGINEER further agrees to include in all its subconsultant agreements hereunder a provision to the effect that the subconsultant agrees that the CITY shall, until the expiration of three (3) years after final payment under the subcontract, have access to and the right to examine and photocopy any directly pertinent books, documents, papers and records of such subconsultant, involving transactions to the subcontract, and further, that the CITY shall have access during normal working hours to all subconsultant facilities, and shall be provided adequate and appropriate work space, in order to conduct audits in compliance with the provisions of this article together with subsection (3)hereof. CITY shall give subconsultant reasonable advance notice of intended audits. (3) ENGINEER and subconsultant agree to photocopy such documents as may be requested by the CITY. The CITY agrees to reimburse ENGINEER for the cost of copies at the rate published in the Texas Administrative Code in effect as of the time copying is performed. K. ENGINEER's Insurance (1) Insurance coverage and limits: ENGINEER shall provide to the City certificate(s) of insurance documenting policies of the following coverage at minimum limits that are to be in effect prior to commencement of work on the PROJECT: Commercial General Liability $1,000,000 each occurrence $2,000,000 aggregate Automobile Liability $1,000,000 each accident on a combined single limit or $250,000 Property Damage $500,000 Bodily Injury per person per occurrence A commercial business policy shall provide coverage on "Any Auto", defined as autos owned, hired and non-owned when said vehicle is used in the course of the PROJECT. Worker's Compensation Coverage A: Statutory limits Coverage B: Employer's Liability $100,000 each accident $500,000 disease - policy limit $100,000 disease -each employee Professional Liability $1,000,000 each claim $2,000,000 aggregate Professional liability shall be written on a claims-made basis and shall contain a retroactive date prior to the date of the contract or the first date of services to be performed, whichever is earlier. Coverage shall be maintained for a period of 5 years following the completion of the contract. An annual certificate of insurance specifically referencing this project shall be submitted to the City for each year following completion of the contract. Under no circumstances shall a "claims-made and reported policy or provision" be acceptable to the City. (2) Certificates of insurance evidencing that the ENGINEER has obtained all required insurance shall be delivered to the CITY prior to ENGINEER proceeding with the PROJECT. (a) Applicable policies shall be endorsed to name the CITY an Additional Insured thereon, as its interests may appear. The term CITY shall include its employees, officers, officials, agents, and volunteers as respects the contracted services. (b) Certificate(s) of insurance shall document that insurance coverage specified in this agreement are provided under applicable policies documented thereon. (c) Any failure on part of the CITY to request required insurance documentation shall not constitute a waiver of the insurance requirements. (d) A minimum of forty-five (45) days notice of cancellation or material change in coverage shall be provided to the CITY. A ten (10) days notice shall be acceptable in the event of non-payment of premium. Such terms shall be endorsed onto ENGINEER's insurance policies. Notice shall be sent to the respective Department Director (by name), City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102. (e) Insurers for all policies must be authorized to do business in the State of Texas and have a minimum rating of A: VII in the current A.M. Best Key Rating Guide or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. (f) Deductible limits, or self insured retentions, affecting insurance required herein shall be acceptable to the CITY in its sole discretion; and, in lieu of traditional insurance, any alternative coverage maintained through insurance pools or risk retention groups must be also approved. Dedicated financial resources or letters of credit may also be acceptable to the City. (g) Applicable policies shall each be endorsed with a waiver of subrogation in favor of the CITY as respects the PROJECT. (h) The City shall be entitled, upon its request and without incurring expense, to review the ENGINEER's insurance policies including endorsements thereto and, at the CITY's discretion, the ENGINEER may be required to provide proof of insurance premium payments. (i) The Commercial General Liability insurance policy shall have no exclusions by endorsements unless the CITY approves such exclusions. Q) For all lines of coverage underwritten on a claims-made basis, other than Professional Liability, the retroactive date shall be coincident with or prior to the date of the contractual agreement. The certificate of insurance shall state both the retroactive date and that the coverage is claims-made. (k) The CITY shall not be responsible for the direct payment of any insurance premiums required by this agreement and all insurance required in this section, with the exception of Professional Liability, shall be written on an occurrence basis. (1) Sub consultants and subcontractors to/of the ENGINEER shall be required by the ENGINEER to maintain the same or reasonably equivalent insurance coverage as required for the ENGINEER. When sub consultants/subcontractors maintain insurance coverage, ENGINEER shall provide CITY with documentation thereof on a certificate of insurance. L. Independent Consultant The ENGINEER agrees to perform all services as an independent consultant and not as a subcontractor, agent, or employee of the CITY. M. Disclosure The ENGINEER acknowledges to the CITY that it has made full disclosure in writing of an' existing conflicts of interest or potential conflicts of interest, including personal financial interest, direct or indirect, in property abutting the proposed PROJECT and business relationships with abutting property cities. The ENGINEER further acknowledges that it will make disclosure in writing of any conflicts of interest that develop subsequent to the signing of this contract and prior to final payment under the contract. N. Asbestos or Hazardous Substances (1) If asbestos or hazardous substances in any form are encountered or suspected, the ENGINEER will stop its own work in the affected portions of the PROJECT to permit testing and evaluation. (2) If asbestos or other hazardous substances are suspected, the ENGINEER will, if' requested, assist the CITY in obtaining the services of a qualified subcontractor to manage the remediation activities of the PROJECT. O. Permitting Authorities - Design Changes If permitting authorities require design changes so as to comply with published design criteria and/or current engineering practice standards which the ENGINEER should have been aware of at the time this Agreement was executed, the ENGINEER shall revise plans and specifications, as required, at its own cost and expense. However, if design changes are required due to the changes in the permitting authorities' published design criteria and/or practice standards criteria which are published after the date of this Agreement which the ENGINEER could not have been reasonably aware of, the ENGINEER shall notify the CITY of such changes and an adjustment in compensation will be made through an amendment to this AGREEMENT. Article V Obligations of the City Amendments to Article V, if any, are included in Attachment C. A. City-Furnished Data The CITY will make available to the ENGINEER all technical data in the CITY's possession relating to the ENGINEER's services on the PROJECT. The ENGINEER may rely upon the accuracy, timeliness, and completeness of the information provided by the CITY. B. Access to Facilities and Property The CITY will make its facilities accessible to the ENGINEER as required for the ENGINEER'S performance of its services and will provide labor and safety equipment as required by the ENGINEER for such access. The CITY will perform, at no cost to the ENGINEER, such tests of equipment, machinery, pipelines, and other components of the CITY's facilities as may be required in connection with the ENGINEER's services. The CITY will be responsible for all acts of the CITY's personnel. C. Advertisements, Permits, and Access Unless otherwise agreed to in the Scope of Services, the CITY will obtain, arrange, and pay for all advertisements for bids; permits and licenses required by local, state, or federal authorities; and land, easements, rights-of-way, and access necessary for the ENGINEER's services or PROJECT construction. D. Timely Review The CITY will examine the ENGINEER's studies, reports, sketches, drawings, specifications, proposals, and other documents; obtain advice of an attorney, insurance counselor, accountant, auditor, bond and financial advisors, and other consultants as the CITY deems appropriate; and render in writing decisions required by the CITY in a timely manner in accordance with the project schedule in Attachment A. E. Prompt Notice The CITY will give prompt written notice to the ENGINEER whenever CITY observes or becomes aware of any development that affects the scope or timing of the ENGINEER's services or of any defect in the work of the ENGINEER or construction contractors. F. Asbestos or Hazardous Substances Release. (1) CITY acknowledges ENGINEER will perform part of the work at CITY's facilities that may contain hazardous materials, including asbestos containing materials, or conditions, and that ENGINEER had no prior role in the generation, treatment, storage, or disposition of such materials. In consideration of the associated risks that may give rise to claims by third parties or employees of City, City hereby releases ENGINEER from any damage or liability related to the presence of such materials. (2) The release required above shall not apply in the event the discharge, release or escape of hazardous substances, contaminants, or asbestos is a result of ENGINEER's negligence or if ENGINEER brings such hazardous substance, contaminant or asbestos onto the project. G. Contractor Indemnification and Claims The CITY agrees to include in all construction contracts the provisions of Article IV.E. regarding the ENGINEER's Personnel at Construction Site, and provisions providing contractor indemnification of the CITY and the ENGINEER for contractor's negligence. H. Contractor Claims and Third-Party Beneficiaries (1) The CITY agrees to include the following clause in all contracts with construction contractors and equipment or materials suppliers: "Contractors, subcontractors and equipment and materials suppliers on the PROJECT, or their sureties, shall maintain no direct action against the ENGINEER, its officers, employees, and subcontractors, for any claim arising out of, in connection with, or resulting from the engineering services performed. Only the CITY will be the beneficiary of any undertaking by the ENGINEER." (2) This AGREEMENT gives no rights or benefits to anyone other than the CITY and the ENGINEER and there are no third-party beneficiaries. (3) The CITY will include in each agreement it enters into with any other entity or person regarding the PROJECT a provision that such entity or person shall have no third-party beneficiary rights under this Agreement. (4) Nothing contained in this section V.H. shall be construed as a waiver of any right the CITY has to bring a claim against ENGINEER. I. CITY's Insurance (1) The CITY may maintain property insurance on certain pre-existing structures associated with the PROJECT. (2) The CITY will ensure that Builders Risk/Installation insurance is maintained at the replacement cost value of the PROJECT. The CITY may provide ENGINEER a copy of the policy or documentation of such on a certificate of insurance. (3) The CITY will specify that the Builders Risk/Installation insurance shall be comprehensive in coverage appropriate to the PROJECT risks. J. Litigation Assistance The Scope of Services does not include costs of the ENGINEER for required or requested assistance to support, prepare, document, bring, defend, or assist in litigation undertaken or defended by the CITY. In the event CITY requests such services of the ENGINEER, this AGREEMENT shall be amended or a separate agreement will be negotiated between the parties. K. Changes The CITY may make or approve changes within the general Scope of Services in this AGREEMENT. If such changes affect the ENGINEER's cost of or time required for performance of the services, an equitable adjustment will be made through an amendment to this AGREEMENT with appropriate CITY approval. Article VI General Legal Provisions Amendments to Article VI, if any, are included in Attachment C. A. Authorization to Proceed ENGINEER shall be authorized to proceed with this AGREEMENT upon receipt of a written Notice to Proceed from the CITY. B. Reuse of Project Documents All designs, drawings, specifications, documents, and other work products of the ENGINEER, whether in hard copy or in electronic form, are instruments of service for this PROJECT, whether the PROJECT is completed or not. Reuse, change, or alteration by the CITY or by others acting through or on behalf of the CITY of any such instruments of service without the written permission of the ENGINEER will be at the CITY's sole risk. The final designs, drawings, specifications and documents shall be owned by the CITY. C. Force Majeure The ENGINEER is not responsible for damages or delay in performance caused by acts of God, strikes, lockouts, accidents, or other events beyond the control of the ENGINEER. D. Termination (1) This AGREEMENT may be terminated only by the City for convenience on 30 days' written notice. This AGREEMENT may be terminated by either the CITY or the ENGINEER for cause if either party fails substantially to perform through no fault of the other and does not commence correction of such nonperformance with 5 days of written notice and diligently complete the correction thereafter. (2) If this AGREEMENT is terminated for the convenience of the City, the ENGINEER will be paid for termination expenses as follows: a.) Cost of reproduction of partial or complete studies, plans, specifications or other forms of ENGINEER'S work product; b.) Out-of-pocket expenses for purchasing storage containers, microfilm, electronic data files, and other data storage supplies or services; c.) The time requirements for the ENGINEER'S personnel to document the work underway at the time the CITY'S termination for convenience so that the work effort is suitable for long time storage. (3) Prior to proceeding with termination services, the ENGINEER will submit to the CITY an itemized statement of all termination expenses. The CITY'S approval will be obtained in writing prior to proceeding with termination services. E. Suspension, Delay, or Interruption to Work The CITY may suspend, delay, or interrupt the services of the ENGINEER for the convenience of the CITY. In the event of such suspension, delay, or interruption, an equitable adjustment in the PROJECT's schedule, commitment and cost of the ENGINEER's personnel and subcontractors, and ENGINEER's compensation will be made. F. Indemnification (1) The ENGINEER agrees to indemnify and defend the CITY from any loss, cost, or expense claimed by third parties for property damage and bodily injury, including death, caused solely by the negligence or willful misconduct of the ENGINEER, its employees, officers, and subcontractors in connection with the PROJECT. (2) If the negligence or willful misconduct of both the ENGINEER and the CITY (or a person identified above for whom each is liable) is a cause of such damage or injury, the loss, cost, or expense shall be shared between the ENGINEER and the CITY in proportion to their relative degrees of negligence or willful misconduct as determined pursuant to T.C.P. & R. Code, section 33.011(4) (Vernon Supplement 1996). G. Assignment Neither party shall assign all or any part of this AGREEMENT without the prior written consent of the other party. H. Interpretation Limitations on liability and indemnities in this AGREEMENT are business understandings between the parties and shall apply to all the different theories of recovery, including breach of contract or warranty, tort including negligence, strict or statutory liability, or any other cause of action, except for willful misconduct or gross negligence for limitations of liability and sole negligence for indemnification. Parties mean the CITY and the ENGINEER, and their officers, employees, agents, and subcontractors. I. Jurisdiction The law of the State of Texas shall govern the validity of this AGREEMENT, its interpretation and performance, and any other claims related to it. The venue for any litigation related to this AGREEMENT shall be Tarrant County, Texas. J. Alternate! Dispute Resolution (1) All claims, disputes, and other matters in question between the CITY and ENGINEER arising out of, or in connection with this Agreement or the PROJECT, or any breach of any obligation or duty of CITY or ENGINEER hereunder, will be submitted to mediation. If mediation is unsuccessful, the claim, dispute or other matter in question shall be submitted to arbitration if both parties acting reasonably agree that the amount of the dispute is likely to be less than $50,000, exclusive of attorney's fees, costs and expenses. Arbitration shall be in accordance with the Construction Industry Arbitration Rules of the American Arbitration Association or other applicable rules of the Association then in effect. Any award rendered by the arbitrators less than $50,000, exclusive of attorney's fees, costs and expenses, will be final, judgment may be entered thereon in any court having jurisdiction, and will not be subject to appeal or modification except to the extent permitted by Sections 10 and 11 of the Federal Arbitration Act (9 U.S.C. Sections 10 and 11). (2) Any award greater than $50,000, exclusive of attorney's fees, costs and expenses, may be litigated by either party on a de novo basis. The award shall become final ninety (90) days from the date same is issued. If litigation is filed by either party within said ninety (90) day period, the award shall become null and void and shall not be used by either party for any purpose in the litigation. K. Severability and Survival If any of the provisions contained in this AGREEMENT are held for any reason to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability will not affect any other provision, and this AGREEMENT shall be construed as if such invalid, illegal, or unenforceable provision had never been contained herein. Articles V.F., VI.B., VI.D., VI.H., VI.I., and VI.J. shall survive termination of this AGREEMENT for any cause. L. Observe and Comply ENGINEER shall at all times observe and comply with all federal and State laws and regulations and with all City ordinances and regulations which in any way affect this AGREEMENT and the work hereunder, and shall observe and comply with all orders, laws ordinances and regulations which may exist or may be enacted later by governing bodies having jurisdiction or authority for such enactment. No plea of misunderstanding or ignorance thereof shall be considered. ENGINEER agrees to defend, indemnify and hold harmless CITY and all of its officers, agents and employees from and against all claims or liability arising out of the violation of any such order, law, ordinance, or regulation, whether it be by itself or its employees. Article VII Attachments, Schedules, and Signatures This AGREEMENT, including its attachments and schedules, constitutes the entire AGREEMENT, supersedes all prior written or oral understandings, and may only be changed by a written amendment executed by both parties. The following attachments and schedules aria hereby made a part of this AGREEMENT: Attachment A - Scope of Services Attachment B - Compensation Attachment C Work by City Executed this the J;,J' day of h , 2007. (REMAINDER OF PAGE INTENTIONALLY LEFT BLANK) APPROVAL RECOMMENDED: CITY OF FORT WORTH By: /ink Urumb, PE arc A. Ott !" Water Director Assistant City Manager APPROVED AS TO FORM ATTEST: AND LEGALITY sista C Attorney Marty Hendrix ( f City Secretary Contract Autho ration 49NU7 ENGINEER Dokte By: Michael F. Graves, PE Senior Associate Attachment A Scope of Services BASIC SERVICES TASK ITEMS Project Description The work described in the attachment generally refers to the following engineering activities for the Village Creek Wastewater Treatment Plant and the Rolling Hills Water Treatment Plant: 1) design an alert notification system for each facility; 2) develop bidding documents for the alert notification systems; 3) providing bidding assistance; and 4) provide construction phase services during installation of the alert notification system. The City proposes adding alert notification systems to the Village Creek Wastewater Treatment Plant and the Rolling Hills Water Treatment Plant using similar equipment and technology as installed at the North and South Holly Treatment Plants. The system will be used to alert staff and visitors to the plart in the event of an emergency. After the bidding documents are completed, CP&Y will provide bidding assistance and construction phase services associated with the work. One construction contract is anticipated. SCOPE OF SERVICES Project Tasks As part of the professional services required for this project, the Engineer will perform the following tasks: Task 1 Alert Notification Bidding Documents 1. Engineer will develop plans and technical specifications sufficient for bidding alert notification improvements for the Village Creek Wastewater Treatment Plant and the Rolling Hills Water Treatment Plant. Plans and specifications will be based on the technology used for the North and South Holly Water Treatment Plants. Engineer's design includes the following: a. Prepare floor plans based on available existing floor plan drawings to be provided by City. CP&Y will perform site visits to update floor plans as necessary. b. Layout of system equipment and devices for each building. Layout will include routing of conduit and cable where applicable. C. Design power circuits for equipment requiring 120 VAC source and design connections to existing electrical distribution system. d. Evaluate alternatives for sealed speakers throughout the facility to better ensure reliability. Speakers in hazardous locations will be explosion-proof. Attachment A Page-1 August 29,2007 e. Evaluate feasibility and cost of including panic/alarm buttons in certain areas as an added feature of the system. The City will independently evaluate other alternatives. f. Evaluate the need for a new main transmitter tower at the wastewater plant since a SCADA tower does not currently exist. Deliverable:Engineer will submit to the City for review plans and specifications at 60%, 90%and final.Engineer will submit 10 sets of bidding documents.Additional sets of documents are considered additional work and will be billed as other incidental direct cost. 2. Engineer will work with City staff to develop the following communication aids. a. Small posters to be installed in each building with a brief discussion of the alarms. b. Letter size brochures, to be handed out by the guards, which highlight the City's alert notification practices at the facility. Deliverable:Engineer will submit draft Posters and Brochures in paper format and final Posters and Brochures in electronic and paper format.Final paper copies will be limited to 100 copies of each. Task 2 Bidding Assistance 1. The Engineer will assist the City during the bidding phase. Bidding phase assistance will include the following services. a. Assist the City in advertising and obtaining bids for the construction contract. b. Distribute bidding documents; maintain a record of prospective bidders to whom bidding documents have been issued, and receive and process payments for bidding documents issued. C. Attend a pre-bid conference. d. Issue addenda as appropriate to interpret, clarify, or expand the design documents. Deliverable:Addenda as needed. e. Assist the City in determining qualifications and acceptability of prospective constructors and suppliers. f. Attend the bid opening and prepare bid tabulation sheet. Deliverable:Bid tabulation. g. Assist City in evaluating bids and awarding the construction contract. Deliverable:Bid eva,'uadon. 2. The City will handle bid advertising in local newspaper(s). Attachment A Page-2 August 29,2007 Task 3 Construction Phase Services 1. Engineer will provide construction phase services for Alert Notification Improvements at the Village Creek Wastewater Treatment Plant and the Rolling Hills Water Treatment Plant. Construction phase services for this site are based on a construction schedule of seven (7) months. 2. Services provided by the Engineer are described in the following sections. 3.1 General Activities 1. General activities will consist of the following for this site: a. Pre-Construction Meeting - Engineer will attend one (1) project pre-construction meeting and prepare meeting minutes. City will schedule and coordinate the meetings. b. Bimonthly Project Meetings - Engineer will attend fourteen (14) bimonthly progress meetings with representatives from the City. City will schedule and coordinate the meetings. C. Review Contractor Pay Requests — Engineer will review Contractor Pay Requests and make recommendations to the City. d. Shop Drawing Review- Engineer will receive and keep on file, ten (10) contractor submittals. Engineer will coordinate and make recommendations to the City, when appropriate, concerning field observations that could impact the disposition of the! shop drawing. City will review shop drawings and provide written comments for CP&Y to include in comments to contractor. e. Document Management — Engineer will maintain paper copies of project documents that Engineer originated or reviewed. No project web site is included for this task. 3.2 Construction Observations 1. Construction observations will consist of activities related to the observation of construction progress. These activities will be performed by the Engineer to assist Owner in determining that construction is proceeding in accordance with the plans and specifications. Construction observation will be on a part-time basis, involving a pre- determined number of site trips, with observation occurring during specific construction phases or after specific portions of the work are complete. Construction observations will include the following activities: a. Below Grade Conduit Installation: Engineer will observe underground conduit installation. Four(4) trips. b. Wireless Receivers: Engineer will observe installation of wireless receivers. Six (6) trips. Attachm$nt A Page-3 August 29,2007 C. Speakers: Engineer will observe installation of speakers and visual alarms. Six (6) trips. d. Transmission Tower: Engineer will observe installation of central transmission tower. Two (2) trips. e. Instrumentation Installation: Engineer will observe installation of instrumentation. Four(4) trips. 3.3 Start-up Testing, Final Inspection, As-Built Review 1. This subtask will consist of activities related to the facility start-up testing, inspection, and review. The Engineer will observe equipment and instrumentation testing. A substantial completion inspection will be conducted and the Engineer will generate a punch-list of items to be addressed or completed. The Engineer will witness the Contractor's facility demonstration and conduct a final inspection. Subtask activities will include the following: a. Start Up Testing - Engineer will witness testing of equipment, instrumentation, and controls. Six(6) trips will be required. b. Substantial Completion Inspection - Engineer will perform a full facility inspection after the Contractor declares the facility is Substantially Complete. Engineer will develop a punch list of items for the Contractor to address, based on the substantial completion inspection. Two (2) trips. C. Punch List Inspection — Prior to the facility demonstration, Engineer will visit each site to verify punch list items are complete and prepare a status report on the punch list items. Two (2) trips. d. Facility Demonstration and Final Inspection - Engineer will attend the Contractor's facility demonstration and conduct a final inspection of the facility. Engineer will update the punch list items based on the final inspection. Four (4) trips. e. As-Built Drawings - Engineer will develop as-built drawings based on information supplied by the contractor and recorded during field observations. 3.4 Supplemental Services 1. Any services not defined above shall be considered Supplemental Services. Supplemental Services shall include, but not be limited to the following: a. Additional services beyond the specific number stipulated. b. Services required beyond the anticipated seven (7) month project schedule from the Contractor's Notice to Proceed until Final Inspection. C. Other services requested by the Owner. Attachment A Page-4 August 29,2007 Attachment B Compensation COMPENSATION Engineer will provide services related to the Village Creek Wastewater Treatment Plant System project for a lump sure fee $347,600.00. Engineer's compensation for the project will be in accordance with the following schedule. Task Fee Task 1. Alert Notification Bidding Documents $231,000.00 Task 2. Bidding Assistance $9,200.00 Task 3. Construction Phase Services $107,400 Total Engineer's Compensation $347,600.00 Timeliness: Lump sum fees are based on the City providing a notice to proceed with the work before January 1, 2008. If a notice to proceed is not provided by January 1, 2008, the Engineer has the option to renegotiate the lump sum fee. M/WBE PARTICIPATION M/ BE participation for the project is presented in the following table. Firm Fee Work Mehta West Brashear $47,100.00 CAD and field services L.A. Blueline $4,000.00 Reproduction of bidding documents, brochures and posters. DFW Publishing $4,500.00 Typesetting, editing and graphical design for specifications, brochures and posters. Total M/WBE Participation $55,600.00 Percent Participation 16.0% Attachment B Page-1 August 30,2007 Attachment C Work by City A V of the Agreement is amended by addition of the following paragraph "L". L. The City will provide the following tasks for the Village Creek Wastewater Treatment Plant Alert Notification System project in addition to those contained in this Article 1. City will provide copies of available floor plans for existing buildings. City will assist the Engineer in researching these drawings in the City's files. 2. City will evaluate alternatives to using panic/alarm buttons tied to the alert notification system in the facility. 3. City will schedule, coordinate and document all construction related meetings. 4. Other specific items identified in Attachment A. Attachment C Page-1 August 30,2007 Page 1 of City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 10/30/2007 DATE: Tuesday, October 30, 2007 LOG NAME: 60ALERT SYSTEMS REFERENCE NO.: **C-22491 SUBJECT: Authorize Execution of an Engineering Agreement with Chiang, Patel and Yerby, Inc., for the Design of the Village Creek Wastewater Treatment Plant and Rolling Hills Water Treatment Plant Alert Notification Systems RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute an engineering agreement with Chiang, Patel and Yerby, Inc., in the amount of $347,600, to design new alert notification systems for the Village Creek Wastewater Treatment Plant and the Rolling Hills Water Treatment Plant. DISCUSSION: Village Creek and Rolling Hills are currently utilizing modified public address systems to notify employees and visitors of emergencies. Recent tests of their systems have found numerous deficiencies. In many areas of both plants the signals are very weak or non-existent. In order to insure that employees are notified of an emergency event, the current procedures require notification through radios cell phones and pagers. Since Village Creek and Rolling Hills store chlorine gas and other hazardous chemicals it is critical for employee and visitor safety to have an effective alert notification system in case of an emergency. The Water Department sent out a request for design proposals in October 2006 for a new alert notification system at Village Creek. Two engineering companies submitted proposals and Chiang, Patel & Yerby, Inc., was selected as the best qualified firm. They have previously designed the new alert notification system at the Holly Complex and the Water Department staff has been pleased with their work. Under the proposed contract, Chiang, Patel & Yerby will design an alert notification system for the Village Creek Wastewater Treatment Plant and the Rolling Hills Water Treatment Plant that is similar to the one recently completed at the Holly Complex; develop bidding documents for the system; and provide construction services during the installation of the alert notification system. The proposed scope of services will be completed for an amount not to exceed $347,600. Chiang, Patel & Yerby, Inc., is in compliance with the City's M/WBE Ordinance by committing to 16 percent M/WBE participation. The City's goal on this project is 16 percent. FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that funds are available in the current budget of the Water and Sewer Capital Project Funds. TO Fund/Account/Centers FROM Fund/Account/Centers P264 531200 601510049630 $90,300.00 http://www.cfwne org/council_packet/Reports/mc_print.asp 11/15/2007 Page 2 of P274 531200 701300049630 $257,300.00 Submitted for City Manager's Office by: Marc A. Ott (8476) Originating Department Head: S. Frank Crumb (8207) Additional Information Contact: Paul Bounds (8567) http://www.cfwnet org/council_packet/Reports/mc_print.asp 11/15/2007