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HomeMy WebLinkAboutContract 50784-R2A2 CSC No. 50784-R2A2 CITY OF FORT WORTI-1 RENEWAL AND AYffiNDMENT OF AGREEMENT WI-IEREAS, the City of Fort Worth, ("CITY"), and Rodney Thornhill d/b/a White Rock Consultants, ("ENGINEER") entered into that certain Engineering Services Agreement (City Secretary #50784, M&C C-28678) ("Agreement"), effective May 22, 2018, for the Project generally described as: Contract Mar-iagernent of the Interceptor Condition Assessment Program(ICAP)2018; and WIffi-REAS, the Agreement will be expiring under its terms and the parties desire to renew and amend said agreement for an additional term at the amount authorized by M&C C-28678 ("Renewal and Amendment"); and WFIERL-AS, funding for this Renewal and Amendment is available without need for Z:� additional City Council action; NOW, TI-IEREFORE, it is agreed by the CITY and ENGINEER as follows: Article I The Scope of Services as set forth in Attachment A. Article 11 The ENGINTEE-R's compensation for this Renewal shall be an amount up to $225,000.00. Article III Article 11 at Paragraph B. of the Agreement is hereby amended to include the followino,revised language: 1P Unless otherwise terminated pursuant to Article VI.D.herein,this Agreement shall be for a term beginning on the effective date, as described below, and shall continue until the expiration of the funds or con-rpletion of the subject matter contemplated herein, whichever occurs first. This Agreement may be renewed up to one additional term.. C� All other provisions of the Agreement not expressly amended herein, shall remain in fell force and effect. Signature Page to Follow OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX First Rcmwil and First Amendment of Apreement pane Rodne.v Tho7whill dha 91hite Rock Consullanty-Contract T Marta-gement for ICAP 2020 EXECUTED and EFFECTIVE as of the date subscribed by the City's designated City Manager. APPROVED: City of Fort Worth Rodney R. Thornhill d/b/a White Rock Consultants bay Dana Dmghdoff f p 1,202 '3A CI)T) —" Dana Burghdoff Rodney R_ Thornhill Assistant City Manager President Sep 8 2020 8/26/2020 DATE: DATE: APPROVAL RECOMMENDED: (GAvlh�o h� g 6`y'ygz- Chrlstophc,ki.Yder(Aug 28,2020 oa:os CDT) Chris 1-arder,P.E. Director, Water Department APPROVED AS TO FORM AND LEGALITY: M&C: C-28678 Date: 5-8-201.8 DEfack(Sep 1,202017:25 CDT) Douglas W. Black Assistant City Attorney 444coaan�Il ap( `Onr °° ATTEST: pro ° pro oso `��U 1� U °a°n aEap56ti� Mary J. Kayser City Secretary Conti-act Compliance Manager: By signing,I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. Z511Z& OFFICIAL RECORD Mark Shell CITY SECRETARY Technical Services Coordinator FT. WORTH, TX First Renewal and First Amendment of Agreement Page2 oft RodneyThornhilldba 64,7Le RockConsullunts-Contract Management forICAP 2020 ATTACHMENT A SCOPE OF SERVICES CONTRACT MANAGEMENT OF INTERCEPTOR CONDITION ASSESSMENT PROGRAM (ICAP) ICAP Scope of Work Description The City of Fort Worth selected White Rock Consultants and sub-consultant Freese and Nichols to provide engineering services and manage the ICAP Cleaning and Inspection Contract provided by ACE (Contractor). Deliverables of the project include the following and they are described in details elsewhere in this document; ® Review project areas and track Contractor progress for ICAP work orders ® Conduct pipe record research and detailed review of inspection data ® Develop remaining useful life estimates and ICAP project report ® Prepare executive briefing on ICAP program status and findings ® Integrate findings and recommendations into the current Wastewater Master Plan now underway by Freese and Nichols and including any modifications to InfoAsset Planner Document procedures and methodologies for use in long term interceptor assessment and planning. Task A: Year 9 Pre-Inspection Engineering A.1 Administration: Perform general administration duties with the project, including progress meeting scheduling, general correspondence, office administration, and monthly invoicing. A.2 Document Control: WRC and FNI has established Document Controll procedures to enable proper recordkeeping and retrieval. The Document Control procedures use a standardized electronic and paper file index, set up at the outset of the project. Protocols are observed for electronic and paper records, confidentiality and security, and proper distribution and retention. Documents will be assigned unique names and the filename and path included in the footer of each document. A.3 Data Collection: WRC and FNI will compile information from the City, including GIS files, as-built, and preliminary design drawings for projects currently under design. Attachment A City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:05/04/2012 Page 1 of 8 A.4 Year 9 Inspection Kickoff Meeting: White Rock Consultants (WRC) and Freese and Nichols (FNI) will conduct a kick-off meeting with Fort Worth Water Department (FWWD) and contractor to discuss project goals, scope;, schedule, and milestones. At the kickoff meeting, WRC, FNI, contractor and the FWWD will review data needs for the pipelines in Year 9, goals and expectations for ICAP. A.5 Year 9 Pre-Inspection Research: WRC and FNI will review the as-builts and other data provided by FWWD (or other sources)for each year 9 pipeline to determine the best available estimate of original pipe wall thickness for each pipe segment. FNI will populate wall thickness data, location of reinforced steel and hydraulic modeling results for each pipeline segments in each work order and provide the data to RedZone and IT Pipes for further, processing. A.6 Meeting to Review Results of Research: WRC and FNI will meet with FWWD to review the results of the pre-inspection research, including the data hierarchy and the results of Year 9 research. A.7 Develop Remaining Useful Life (RUL) Matrix for Year 9 Pipes: WRC and FNI will develop a remaining useful life categorization for each pipe wall specification identified for the Year 9 pre-inspection research. The RUL matrix will be utilized to determine the remaining life of each pipe segment based on the amount of pipe wall loss. WRC/FNI will develop a RUL matrix for non-concrete pipe, including PVC, Fiberglass, and VCP, based on deflection, ovality, and defects identified during inspection. Estimate of RUL will be revised as needed for larger diameter interceptor pipes. A.8 Prepare Data, Mapping, and Presentation for RUL Workshop: WRC and FNI will work with FWWD to develop data, mapping and a presentation for the workshop. A.9 RUL Recommendations (Workshop #1): WRC and FNI will conduct a workshop to present the RUL recommendations to FWWD staff. Task B: Year 9 Interceptor Inspection B.1 Create Work Orders and Track Progress: WRC/FNI will assist FWWD in creating work orders including initial quantities, project limits and special procedures necessary including exhibits identifying the beginning and ending of projects and overall project location. Confirm that Contractor has completed an initial review of the inspection data to determine quality and completeness of inspections using QC procedures established in bid documents. Attachment A City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:05/04/2012 Page 2 of 8 B.2 Update ICAP Geodatabase for Year 9 Work Orders: Update the ICAP database tables to track each work order assignment including project status, quantities performed for inspection and cleaning activities, condition, and data corrections. B.3 Monitor Interceptor Inspection: Monitor progress of field work including inspection and cleaning, processing of data, difficulties in completing field inspection. BA MSI Data Processing: Track progress of data processing between contractor, Redzone, and IT Pipes and bring any substantial delays to the attention of Field Operations project manager. Task C: Year 9 Post Inspection Engineering C.1 Post Inspection Data Review: WRC will correct coding of MSI data and add observations as needed. WRC will communicate with Contractor, RedZone and IT Pipes as needed to avoid any additional errors in the process. WRC and FNI will review RedZone pdf reports, IT Pipes, video, GIs and other source documents for accuracy and completeness and note any discrepancies. WRC and FNI will support FWWD as needed utilizing MSI data, geometry, Master Plan data, modeling results, exhibits to aid in the replacement or repair pipe segments identified to be at risk of immediate failure. FNI will provide support to Field Operations and Water Engineering as needed in response to emergency repairs, design, and capital improvement planning. C.2 Post Inspection Analysis: Conduct full engineering analysis of CCTV, sonar, and laser profiling inspection data for gravity lines, including interpretation of laser profile results to determine completeness of inspections and to assess structural condition of pipeline segment. Review sonar data to determine where cleaning is required and identify by line segment in GIs. WRC will notify FWWD Field Operations and Contractor of any re-inspections required or any segments that require cleaning and reinspection. Provide RedZone with a list of corrections to PDF reports needed prior to delivery of consolidated PDF report of all work orders including re-sorting and re-numbering of all report pages. Add consolidated report numbers to IT Pipes inspection records. Review IT Pipes defect coding and attribute data, make corrections or additions as needed. C.3 Initiate Required Pipe Cleaning: WRC and FNI will advise FWWD of any required pipe cleaning work orders, including quantities and project limits, based on review of data in Task C.1. WRC and FNI will review the post cleaning sonar inspection for adequacy and issue work order for inspection as necessary. Attachment A City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:05/04/2012 Page 3 of 8 C.4 Post Pipe Cleaning Inspection Review: Review the quality of post- cleaning inspections and notify FWWD Field Operations and Contractor of any segments that were not adequately cleaned C.5 Determine Remaining Useful Life Score: WRC and FNI will utilize the inspection results and the RUL matrix to develop remaining useful life (RUL;) estimates for each pipeline segment. WRC and FNI will develop GIS mapping symbolizing RUL of each pipe segment. Pipe segments at risk of immediate failure will be brought to FWWD attention for emergency repairs. C.6 Review Previous ICAP Inspections and Revise Scoring: WRC and FNI will review previous ICAP inspections and re-score pipe segments as needed based on the change of time in RUL. WRC and FNI will add any line segments that were re-scored as 4 or 5 to the list of recommended improvements. WRC will review line segments that were inspected during the current ICAP project and also were inspected during previous ICAP projects. WRC will compare changes in condition if any and report findings to FWWD. Where available, compare Pre-ICAP MSI inspections with recent ICAP MSI inspections of pipes along the TWINS to evaluate measured wall loss since Pre-ICAP inspection. C.7 Develop Renewal Recommendations: WRC and FNI will develop renewal recommendations based on the RUL of each pipe segment. Renewal recommendations include trenchless repairs, or direct replacement. Recommendations will be compared against short term capacity improvements and planned CIP projects. WRC and FNI will evaluate if potential changes are needed to O&M procedures based on the inspection findings. FNI will coordinate with FWWD staff to develop the appropriate recommendation. WRC and FNI will develop GIS mapping of the renewal recommendation of each pipe segment. C.S Develop Renewal Recommendations Cost Estimates: WRC and FNI will develop renewal recommendations master planning level cost estimates for rehabilitation or replacement for capital improvement projects for pipe segments with a RUL score of 4 or 5. C.9 Prepare Data, Mapping, and Presentation for Renewal Recommendations Workshop: WRC and FNI will work with FWWD to develop data, mapping and a presentation for the workshop renewal recommendation. Combine all inspections ICAP Year 1 through 9 into a single shapefile including scoring and recommendations attributes as needed. C.10 Renewal Recommendations (Workshop#2): WRC and FNI will conduct a workshop to present the yearly inspection findings and renewal and any O&M recommendations to FWWD staff. Attachment A city of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:05/04/2012 Page 4 of 8 Task D: Year 9 Inspection Report and Executive Briefing D.1 Prepare and Submit Draft Inspection Report: WRC and FNI will prepare and submit ten (10) copies of the Year 9 draft inspection report to FWWD. The inspection report will document the methodologies utilized in the inspection process, determination of each pipe segments estimated RUL, and pipe segments cleaned, and process utilized to identify them. The report will also include the final renewal recommendations prioritized by condition and provide recommendations on potential changes to O&M procedures. D.2 Draft Inspection Report Review Meeting_ WRC and FNI will conduct a meeting with FWWD staff to review the draft inspection report for Year 9. Comments from FWWD staff will be utilized to finalize the report. D.3 Finalize and Submit Year 9 Inspection Report: WRC and FNI will finalize the Year 9 inspection report based on feedback from FWWD staff during the review meeting and provide ten (10) copies of the final report, along with a PDF. The final inspection report will include GIS mapping of the final renewal recommendations prioritized by condition for the entire inspection program to date. DA Conduct Executive Briefing Year 9• Prepare and conduct presentation for final executive summary briefing on ICAP program status, findings and highlights of benefits achieved. D.5 Conduct Meeting to PDCA Year 9: Consistent with continuous improvement, WRC, FNI and the FWWD will PDCA (Plan Do Check Act) at the end of year 9. WRC and FNI will conduct a meeting with FWWD to review the overall process of Year 9, discuss what went well and what didn't, and discuss modifications to be included in Year 10. D.6 Maintain Inspection data and IT Pipes Dataset• Maintain full ICAP inspection dataset of all previous ICAP projects. Upload most recent ICAP inspection data into FWWD master IT Pipes CCTV inspection dataset. Workshops and Major Meetings: • Year 9 Inspection Kickoff • Meeting to Review Results of Research • Workshop#1: Review RUL Matrix • Workshop#2: Renewal Recommendations • Executive Briefing • Meeting to PDCA Year 9 Attachment A City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:0 510 4/2 0 1 2 Page 6 of 8 Life of contract It is anticipated that a Notice to Proceed will be issued to the within 30 days from execution of the Agreement. The City has the option to renew this contract for One (1) term under the same terms, conditions, costs. The City shall give the Contractor at least sixty (60) days notice prior to the expiration of one year from the date of the Notice to Proceed if it chooses to execute the option to renew. Project Team Roles The prime firm is White Rock Consultants and the sub-consultant is Freese and Nichols. The Contractor awarded the ICAP inspection and cleaning project is Ace Pipeline Cleaning, Inc. RESPONSIBILITIES OF CITY: CITY shall perform the following in a timely manner so as not to delay the services of Engineer: A. Designate in writing a person to act as CITY'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 define CITY's policies and decisions with respect to Engineer's services for the Project. B. The CITY will provide its GIS integration code to assign unique identifier numbers to asset-based data. C. Provide all criteria and full information as to CITY'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 all design and construction standards which CITY will require to be included in the drawings and specifications. D. Assist Engineer by placing at ENGINEER's disposal all available information pertinent to the Project including previous reports and any other data relative to design or construction of the Project. E. Assist ENGINEER regarding access to and provisions for ENGINEER to enter upon public and private property as required for ENGINEER to perform services under this AGREEMENT. F. Examine all studies, reports, sketches, drawings, specifications, proposals and other documents presented by ENGINEER, obtain advice of an attorney, insurance counselor and other consultants as CITY deems appropriate for such examination and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of ENGINEER. Attachment A City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:05/04/2012 Page 7 of 8 G. Furnish approvals and permits from all governmental authorities having jurisdiction over the Project and such approvals and consents from others as may be necessary for completion of the Project. H. Provide such accounting, independent cost estimating and insurance counseling services as may be required for the Project, such legal services as CITY may require or ENGINEER may reasonably request with regard to legal issues pertaining to the Project including any that may be raised by Contractor(s), such auditing service as CITY may require to ascertain how or for what purpose any Contractor has used the moneys paid under the construction contract, and such inspection services as CITY may require to ascertain that Contractor(s) are complying with any law, rule, regulation, ordinance, code or order applicable to their furnishing and performing the work. I. CITY will have the opportunity to review all contractor submittals prior to ENGINEER's approvals. CITY shall make prompt reviews. J. Give prompt written notice to ENGINEER whenever CITY observes or otherwise becomes aware of any development that affects the scope or timing of ENGINEER's services, or any defect or nonconformance of the work of any Contractor. K. Furnish, or direct ENGINEER to provide, Additional Services as stipulated in Attachment A, Article 1 of this AGREEMENT or other services as required. L. Provide easement acquisition. M. Provide all archeological services required for the project. N. Provide notifications to all environmental permitting authorities and negotiations for environmental permit applications. END OF SECTION Attachment A City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:05/04/2012 Page 8 of 8 ATTACHMENT B COMPENSATON Engineering Services for Interceptor Condition Assessment Program (ICAP) I. Compensation A. The ENGINEER shall be compensated a total lump sum fee of $225,000.00 as summarized in Exhibit B—TASK/HOUR Breakdown. The total lump sum fee shall be considered full compensation for the services described in Attachment A, including all labor materials, supplies, and equipment necessary to deliver the services. B. The ENGINEER shall be paid monthly payments as described in Section II - Method of Payment. II. Method of Payment A. Partial payment shall be made to the ENGINEER monthly upon City's approval of an invoice prepared and submitted by the ENGINEER in the format and including content as presented in Exhibit B-1, Progress Reports as required in item III. of this Attachment B, and Schedule as required in Attachment D to this Agreement. B. The estimated current physical percent complete as required on the invoice shall be calculated from the progress schedule as required in Attachment D to this Standard Agreement and according to the current version of the City of Fort Worth's Schedule Guidance Document. C. The cumulative sum of such monthly partial fee payments shall not exceed the total current project budget including all approved Amendments. D. Each invoice shall be verified as to its accuracy and compliance with the terms of this Agreement by an officer of the ENGINEER. Ill. Progress Reports A. The ENGINEER shall prepare and submit to the designated representative of the Water Department monthly progress reports and schedules in the format required by the City. City of Fort Worth,Texas Attachment B-Compensation PMO Official Release date:05/04/2012 NN Y 44N a y N F- 's �S�OSSO OS SS Q w w W a WW m Nypl�i g0 � 8 SOS�S�S 117 m--m 4e L`t C � w �p c 0 LL S' W d H �O - S - N C��tf W W O d ¢c It O S2 U, m N o J Fa- W y @ LL $ g o$ O � �p'� u eNmN tpe NN�LL N a$gg p U IL �i »a�LL So Fzz io a ¢ �.LL di "8p dv ^ amp All - Y c ..4 oC� Cm5 c �� w�C�Q ytCyt oyye'e ems Y�o.vq mist adc 'a o �"d '° 1p e`b -6`'.S N�a�.S.ZU KK �E 4E4 .��� P� O�•W cm dui 23 �.g y `6;;Lt b'•'s° ~ a s `d8op �Sr"s'c� u$��� a�'tc.orc�gguy5�¢ 5dt�oc�i< of u c 2 S o LL t z <dQdddd d d d 1-m m mm ° i iioo ci o 11 ii o m o0 ci ocN1 u a ATTACHMENT "C" CHANGES AND AMENDMENTS TO STANDARD AGREEMENT Engineering Services for Interceptor Condition Assessment Program (ICAP) None. City of Fort Worth,Texas Attachment C PMO Release Date:05.19.2010 Page IofI ATTACHMENT D PROJECT SCHEDULE ENGINEER is authorized to commence work on the Project upon execution of this AGREEMENT and agrees to complete the services as defined in Attachment A and shall be dictated by work flow and/or as work performed and submitted as defined in the contract specifications associated with the ]CAP Inspection and Cleaning Contractor's (ACE) work. CITY review of milestone review submittals will be no longer than three weeks. CITY review of minor submittals will be no longer than two weeks. Additional time may be granted to ENGINEER if review times are exceeded. If ENGINEER's services are delayed through no fault of ENGINEER, ENGINEER shall be entitled to adjust the contract schedule consistent with the number of days of delay. These delays may include but are not limited to delays in CITY or regulatory reviews, delays on the flow of information to be provided to ENGINEER, governmental approvals, etc. These delays may result in an adjustment to compensation as outlined on the face of this AGREEMENT and in Attachment B. Attachment D City of Fort Worth,Texas Standard Agreement for Engineering Services PMO Official Release Date:0 510 4/2 0 1 2 Page 1 of 1 MAIN NUMBERS CITY OF FORT WORTH ,�,Rhomn I'. N`w rarrvioiv" i M-AR- -�M-258 ®M-555' PROPOSED ICAP Boyd 5 I-J+i I^�-• - M-199 M-279 «M-558' YEAR 2020 M-245-B M-280-B �S-16775 LEGEND " Aurora(' -" M-253- —. M-341 —RH/NRH/Haltomcty ' —Gravity Main Stream rf r ( �• i \ _=Force Main Lake ��r ,j I i i• •- Road i Fort Worth City Limit Other City Limit FORT WORTH. 6, WHITE - f If yo 7 ROCK ~>' •1 �,� i ! 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Rcnuon- 0 2.5 SCALE® \~ .W 3E M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas � FY COUNCIL AGENDA FORTT}I COUNCIL ACTION: Approved on 6/8/2018 DATE: 5/8/2018 REFERENCE NO.: **C-28678 LOG NAME: 601CAP2018- WHITEROCKC CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of an Agreement with Rodney R. Thornhill d/b/a White Rock Consultants in the Amount of$225,000.00 for Contract Management of the Interceptor Condition Assessment Program (ICAP) 2018 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize execution of an Agreement with Rodney R. Thornhill d/b/a White Rock Consultants in the Amount of$225,000.00 for Contract Management of the Interceptor Condition Assessment Program (ICAP) 2018 with the option to renew up to three additional terms. DISCUSSION: This Mayor and Council Communication is to authorize the professional services to be performed by White Rock Consultants of managing the City's contractor's activities and developing work plans, procedures, methodologies and criteria to assess the pipe condition program. The engineer will integrate its findings and assessment results with the Wastewater Master Plan capacity recommendation into a multi-year capital improvements work plan with the coordination of the Water Department Infrastructure Services Division. This project is part of the Water Department' s Sanitary Sewer Overflow Initiative Program (SSOI). On January 28, 2018, the City submitted its Sanitary Sewer Overflow Corrective Action Plan to the Texas Commission on Environmental Quality (TCEQ). The plan provided for preventive maintenance cleaning and condition assessment of large diameter sanitary sewer mains, known as the Interceptor Condition Assessment Program (ICAP). Design and construction contracts, will be generated from the ICAP Program. This citywide proactive program, currently being overseen by Water Department Field Operations, has goals of identifying and eliminating potential operation and maintenance issues and pipe structural failures before they occur. Within the Fort Worth wastewater collection system, there are approximately 263 miles of large diameter pipes that are equal to or greater than 24-inch diameter. This agreement will continue the programs anticipated ten-year program that are required to complete the assessment of all large diameter interceptors city wide. M/WBE Office: A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Department and approved by the M/WBE Office, in accordance with the M/WBE or BDE Ordinance, because the purchase of goods or services from source(s)where subcontracting or supplier opportunities are negligible. The project affects ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as appropriated of the Water and Sewer Fund and that prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. http://apps.cfwnet.org/co-Luicil_packet/Me review.asp?ID=25812&councildate=5/8/2018 8/27/2020 M&C Review Page 2 of 2 TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office by: Jay Chapa (5804) Originating Department Head: Chris Harder(5020) Additional Information Contact: Robert Sauceda (2387) ATTACHMENTS 601CAP2018-WHITEROCKC 1295 Form.pdf http://apps.cfwnet.org/council_packet/inc review.asp?ID=25812&councildate=5/8/2018 8/27/2020