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R2020-182 2020-09-28RESOLUTION NO. R2020-182 A Resolution of the City Council of the City of Pearland, Texas, authorizing the City Manager or his designee to enter into an amended contract with Stantec Consulting Services, Inc., in the estimated amount of $839,450.00, to include construction phase services associated with Surface Water Plant Package No. 3. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That certain amended contract by and between the City of Pearland and Stantec Consulting Services, Inc., a copy of which is attached hereto as Exhibit "A" and made a part hereof for all purposes, is hereby authorized and approved. Section 2. That the City Manager or his designee is hereby authorized to execute and the City Secretary to attest an amended contract with Stantec Consulting Services, Inc. for construction phase services associated with Surface Water Plant Package No. 3. PASSED, APPROVED and ADOPTED this the 281h day of September, A.D., 2020. TOM REID MAYOR AT ST• lk C TAC OAN, TRMC, CMC CITY SECRETARY APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY .••'�� QEPR LA& � ms's '= '.:s .en— Date of Issuance: Consultant: CITY OF PEARLAND PROJECTS DEPARTMENT 3519 Liberty Drive, Suite 300 Pearland, TX 77581 pearlandtx.gov/projects Professional Services Contract Amendment Surface Water Plant - Package 3 Phase II 09/02/2020 Amendment No.: Stantec Consulting Services, Inc. CoP Project No.: P.O. No.: Explanation: This change order encompasses the following: Amending contract to add construction phase services 7 1A1605 -Package 3 Phase 2019-00001906 Description of Work Cost Time 1 Add Item No. 6 Construction Phase Services Basic Services $ 688,640.00 0 Days 2 Add Item No. 9 Construction Phase Services Additional Services $ 150,810.00 0 Days Please attach back-up documentation. Cost & Time Change Summary Cost Time Original Contract: $ 2,900,000.00 0 Days Previous Amendment(s): $ 0.00 0 Days Contract prior to this Amendment: $ 2,900,000.00 0 Days Net increase (decrease) from this Amendment: $ 839,450.00 0 Days Revised Contract: $ 3,739,450.00 0 Days Finance Approval: Date 10/15/2020 ACCEPTED": APPROVED: / 09/09/2020 By: p—� - '`"- Date By: >'�"'�� Date 10/07/2020 Consultant Project Manager By: = �"j%L— --- Date 10/15/2020 Owner 'Consultant agrees to perform change(s) included in the Contract Amendment for the price and time indicated. The prices for changes included all costs associated with this Contract Amendment. No work is to be done until this Amendment is executed. No payment to the Consultant shall be made for work included in the Amendment until this Amendment is executed. Upon execution by all parties, the following changes identifies for the contract value and/or contract time shown, are made part of the Design 1 of 1 D4. Revised 7/08 Stantec Stontec Consulting Services Inc. 910 Louisiana Street Suite 2600, Houston TX 77002 - 4916 September 3, 2020 Skipper Jones Assistant Director of Capital Projects City of Pearland 3519 Liberty Drive Pearland, Texas 77581 Re: Engineering Services During Construction for the Surface Water Treatment Plant Package #3 Project Dear Mr. Jones: Stantec Consulting Services, Inc. (SCSI) is pleased to submit the enclosed proposal for the subject Project. Our proposal includes a Scope of Work and Fee for completion of the following requested services: Please find the attached Scope of Services which provides the detailed description of professional services for Phase III - Engineering Services During Construction for the City of Pearland's surface water treatment plant Package 3. Based on the attached scope of services, we propose to complete the work in the amount of $839,450.00 as shown in the task breakdown below. Also, please find the attached level of effort tabulation and the anticipated completion schedule. Basic Services $ 688,640.00 Additional Services $ 150,810.00 Total Fee 839,450.00 All Engineering Services during Construction will be completed on a Time and Material basis, and invoiced based on the percent complete of each task. Additional Services will be provided on an as needed and authorized by the City. We will begin this work immediately upon receipt of a written Notice to Proceed and appreciate the opportunity to serve the City of Pearland. If you have any questions or require additional information, please feel free to contact me at 713.403.1609. Sincerely, ';�Kq- k -'O' John J. Keane Principal, Water Sector Leader Encl.: Surface Water Treatment Plant Package #3 Scope of Services and Fee Proposal Design with community in mind Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 City of Pearland, TX Project Number WA1605 Surface Water Treatment Plant & Transmission Mains (Package 3) Scope of Services for Construction Engineering and Start -Up Support PROJECT SUMMARY The following scope of work (SOW) submitted to the City of Pearland (City) by Stantec Consulting, Inc (Stantec) describes the phases of work and associated project tasks to be performed and completed by Stantec for Phase 2 — Design Services associated with the Surface Water Plant (SWP) - Package.3. The work is separated into the following three phases: PHASE 1 — PRELIMINARY ENGINEERING SERVICES (COMPLETE) PHASE 2 — FINAL DESIGN SERVICES (NEARING COMPLETION) PHASE 3 — CONSTRUCTION ENGINEERING AND START-UP SUPPORT SERVICES (THIS PHASE) This overall project is broken into three design packages. This scope of work only addresses Package 3. • Package 1 — Intake and Raw Water Pump Station • Package 2 — Surface Water Treatment Plant • Package 3 — Ground Storage Tank, High Service Pump Station, and Off-site Transmission System Improvements Stakeholders for this contract include: • City of Pearland as "City" or "Owner" • Stantec and its subconsultants as "Consultant" • Ardurra Group and its teaming partners as "Owner's Representative" • Pepper Lawson Waterworks as Construction Manager -at -Risk (CMAR) • Freese and Nichols and its teaming partners as "Package 1 Consultant" • CDM Smith Inc. and its teaming partners as "Package 2 Consultant" • Texas Water Development Board as "the funding agency" Page 1 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 PURPOSE AND ORGANIZATION OF THIS DOCUMENT This project will be executed in three phases. Phase 1, Preliminary Engineering Services, is complete. Phase 2 includes services for Final Design and is nearly complete. Phase 3 includes Construction Engineering Support and Startup/Commissioning Support Services. Phase 1 and 2 are not included in this scope. The Phase 3 tasks are summarized below in Table 1. Table 1 — Summary of Phase 3 Tasks WBS Description 40000 Engineering Services During Construction 40100 Project Management, Meetings, and Site Visits 40200 Issued for Construction Documents 40300 Submittals Reviews 40400 Project Com letion Services 40500 Additional Services The fee for Phase III has been derived based on anticipated baseline schedule of 33 months Stantec's fee estimate has been built up on the basis of a number of assumptions on the level of effort that will be required to fulfil the ESDC scope. This includes assumptions on the number of site visits, meetings, and RFIs and Contractor Submittals, their technical discipline, and their complexity. Stantec will monitor the actual level of effort expended in comparison to these assumptions and report on the status on a monthly basis. The report will include indication of the expenditure trend in relation to the total value of each task and allow for adjusting level of effort or forecasting the need for utilizing additional services budget if needed. Should the cumulative fee invoiced reach 80% of the not -to -exceed contract budget per task for basic services or the percent complete per each task reach 80%, then the City of Pearland shall be notified within 45 days, and the budget will be reviewed by Stantec taking into consideration Stantec's estimate of the fee at completion. If estimated expenditure at completion exceeds the budget, Stantec will formally request utilizing additional services budget for completion of this projected work, subject to review and approval by the City. The scope of work herein is for the full bid and construction phase of work for Package 3, including the scope previously authorized in Additional Services Request No. 5 and No. 7 of Phase II- Final Design. Scope for Additional Service Request No. 5 and No. 7 is deducted from total fee for Phase III Services. The deductions of Additional Service Request No. 5 and No. 7 are detailed in Attachment A — Fee Breakdown. Stantec scope and work under this task will stop when the budget is met, unless additional authorization is provided by the City. Page 2 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 Page 3 of 14 Scope of Services for Consiruction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 Inclusions, Exclusions, and Package Coordination. The items to be included for design within this scope are detailed with the following two documents. • 100% Drawings —July 13, 2020 • 100% Specifications — July 13, 2020 The following items are included or excluded from the scope of work and associated with the other package Consultants or the Owners Representative. Table 2 — Summary of Exclusions Item Consultant TWDB Funding Coordination Ardurra Group Community Outreach Ardurra Group Daily Site Inspections Ardurra Group Contractor Pay Estimates Ardurra Group Project Start up Ardurra Group Operator Training Ardurra Group Preparation of Operations and Maintenance Manual Ardurra Group Change Orders Ardurra Group Plant System architecture (SCADA) Package 2 High voltage power supply Package 2 Fiber interconnect to include integration with City's SCADA and Network CDMS General Project Submittals included in Specifications (schedule, contractor trailer, pay applications) that apply to overall project and aren't specific to Package 3 Ardurra Group Preproposal/Prebid Meeting and Associated Meeting Minutes PLW Permit Renewals and Extensions PLW Page 4 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 DOCUMENT VERSION CONTROL AND REVISIONS This SOW document will be maintained throughout the duration of the contract and will be modified to reflect changes authorized through contract amendments. Each modification will apply a track -changes mode to identify deletions (strikethrough) or additions (underline) in comparison to the previously authorized version. Table 2 summarizes SOW revisions and indicates the current version. Table 2 - Document Version Control SOW Version Date Purpose 0.1 July 20, 2020 Baseline Proposal 1.0 August 6, 2020 Baseline Proposal Revisions 1.1 August 26, 2020 .Baseline Proposal Revisions 1.2 September 3, 2020 Baseline Proposal Revisions PROJECT SCHEDULE Stantec is available to start this scope of work upon City approval of this proposal and issuing of a notice to proceed and contract documents to perform the work. A baseline project schedule will be created by the CMAR or Owners Representative. As a baseline, Stantec will provide construction service support for the Project over a total of 33 months including: • Three (3) month bid phase (July through September 2020) Twenty-seven (27) month construction period from Notice to Proceed (October 1, 2020) to Final Completion (December 31, 2022) Three (3) additional months for record drawings and any remaining close out items (January through March 2023). Page 5 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 PHASE 3 — SCOPE OF SERVICES Stantec shall provide Project Management, Engineering during Construction services for the transmission mains/force main and for the Plant Site — Package 3. 40100 Project Management, Meetings, and Site Visits This task includes project management, control systems and tools, and coordination activities required to execute services to be provided. Activities include project setup and planning, establishment and maintenance of project controls tools, coordination of internal and City meetings, sub-Stantec management, review of internal project schedule and budget, invoicing, and City communications. Project management activities will focus on coordinating the production of deliverables, including: 40101 Regular Project Reporting and Invoicing Stantec will prepare monthly progress reports for the duration of the project (based on the project schedule). The report will be produced and updated, as reasonably required, and will include the following information: • Regular Progress Report (monthly) • Project Issues/Decisions Log • Project Change Log • Budget Utilized • Invoice The report will be stored on the City's ManagelT portal. Stantec will prepare monthly invoices that reflect the services completed each month that aligns with the information provided in the monthly reports. Invoices will present information consistent with the reimbursement terms of the contract. The format for invoices will be Stantec's selected format that complies with the Owner's and all funding agency requirements. 40102 Project Meetings and Site Visits Stantec will attend monthly projects meetings and provide supporting materials to provide additional background and context. The level of effort is as follows: 1. 27 Monthly in person progress meetings with one representative from Stantec and one specialty support person from Stantec as required attending up to four hours each. The meetings will be facilitated by the Owner's Representative including agenda, scheduling, meeting minutes, required materials. Stantec will provide support during the meeting to discuss progress and resolve issues. Stantec will make drive the site with City Inspector after the meeting. The Owner's Representative is expected to be present, but Stantec will prepare observation reports. 2. 27 Monthly virtual project coordination conference calls with one representative from Stantec and one specialty support person from Stantec as required between the monthly meetings as reasonably required up to two hours each. The meetings will be facilitated by Page 6 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 the Owner's Representative. Stantec will provide support during the meeting to discuss progress and resolve issues. 3. In addition, 5 site visits are included to cover special inspections by various discipline leads (this assumes one project representative per visit).The Owner's Representative is expected to be present, but Stantec will prepare observation reports. Task 40100 Deliverables: • Monthly Progress Report and Invoice • Site observation reports - Stantec Standard Inspection Report (See Attached) Page 7 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 40200 Issued for Construction Documents Engineer will update Issue for Bid Plans (dated July 15, 2020) and Specifications (dated July 15, 2020) to incorporate design related bid clarifications, requested design changes or modifications from permitting agencies and produce a new set in September 2020 to be "Issued for Construction" or "Conformed" documents. 40201 Specification Revisions Engineer will update specifications to reflect bid clarifications, requested design changes or modifications from permitting agencies. The level of effort for this task is based on minimum specification revisions requiring up to 12 total hours of effort. If substantial specification revisions are required by Owner or CMAR directed design changes resulting from bidding, additional services will be requested for this effort. 40202 Drawing Revisions Engineer will update drawings to reflect bid clarifications, requested design changes or modifications from permitting agencies. The level of effort for this task is based on minimum drawings revisions requiring up to 40 total hours of effort. If substantial drawing revisions are required by Owner or CMAR directed design changes resulting from bidding, additional services will be requested for this effort. 40203 CMAR Coordination Engineer will coordinate with CMAR on the updated changes reflected in the revised drawings and specifications. The level of effort is based on two meetings lasting two hours each, including two people at each meeting. Task 40200 Deliverables: • Issued for construction documents o One full size 22x34 sheets of 367 drawings o Five half size 11 x17 sheets of 367 drawings o Electronic Plans o Electronic Specifications (no hard copies) Page 8 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 40300 Submittals Reviews This task includes reviews of submittals and shop drawings during construction. 40301 Submittals and Shop Drawings The CMAR will prepare a submittal request list based on the contract documents for each discipline. This will include the expected minimum submittals by the contractor to provide compliance with the contract documents. Stantec will review submittals and shop drawings against the contract documents for each discipline. Stantec will review and return submittals within 21 calendar days of receiving them from the Owners Representative. Submittals that are being resubmitted for Stantec review will list the changes that were revised in the front of the submittal. The Owner's representative will pre-screen submittals and assign to the correct package and discipline along with review against the specifications and drawings. However, if any submittals are sent to Package 3 that are not appliable, they will be documented as not applying to Package 3 and returned immediately without review. 40302 Requests for Information Stantec will respond to Requests for Information (BFI's) for clarifications and interpretations of the Contract Documents as appropriate to facilitate the completion of the work. Stantec will review and return RFI's within 7 calendar days of receiving them from the Owners Representative. Task 40300 Deliverables: Review of up to 300 submittals and associated resubmittals Respond up to 75 RFI's Page 9 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 40400 Project Completion Services This task includes tasks for final completion of the project 40401 Bid Review Assistance Stantec will assist, as requested by the Owner, with review and selection of lowest bidders and scope clarification for items included under Package 3. 40402 Substantial and Final Inspections Stantec will provide representatives on site following notice from the CMAR that they consider the entire work substantially complete. Stantec will perform a final inspection accompanied by the Owner's Representative, City staff, and the Contractor. The inspections will be visual only and preformed on concurrent days. Separate inspections will occur for the GST, Administration Building and Pipelines. All material and equipment testing will be performed by others. Material and equipment testing, commissioning, has to occur prior to substantial completion. Stantec will deliver a list of items to be corrected prior to achieving Final Completion. Owners representative will develop and maintain the field punchlist. The Owner's Representative will validate all items have been addressed and will issue notice of Substantial Completion. Once Stantec has been notified that all punch list items have been completed, Stantec will perform a final inspection accompanied by the Owner's Representative, City staff, and the Contractor. The inspections will be visual only and performed on concurrent days. Separate inspections will occur for the GST, Administration Building and Pipelines.The Owner's Representative will recommend, in writing, final payment to the CMAR firm and may give written notice to the City and CMAR firm that the work is acceptable. Stantec will indicate that the work is acceptable during the final walk through to the best of their knowledge, information and belief and based on the extent of services performed and furnished under this Agreement. The Owner's Representative will provide full time onsite inspections and their inspections and reports will be relied upon by Stantec for conformance to drawings and specifications. Stantec will not review all reports, but only respond to issues requested by the Owner's Representative via the proper communications protocols such as RFls. Stantec will provide the substantial and final inspection reports including identification of project components, the associated drawings or specifications, and the status of compliance. The Engineer and Owner's Representative will jointly provide a certification that work has been completed in accordance with the Contract Documents. 40403 Record Drawings Stantec will incorporate redlines from the Owner's Representative into PDF format. Record drawings will be produced from `redline' drawings provided by the CMAR. No independent verification of construction will be undertaken to confirm the accuracy of these representations by the CMAR. Stantec will rely upon the City's Construction Manager to review such that 'redlines' are being maintained by the CMAR and are suitably representative of the installed work to form Page 10 of 14 Scope of Services for Consiruction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 the basis of record drawings for the City. No specifications will be updated based on submittals or substitutions. Task 40400 Deliverables: • Start Up Site Support as needed • Substantial Completion Site Observation, o GST- one day with one staff o Administration Building — two days with 6 staff o Pipelines — two days with two staff • Final Completion Site Observation, as described in project conventions o GST- one day with one staff o Administration Building — one day with six staff o Pipelines — one day with two staff • Record documents o Electronic Drawings (PDFs) o Electronic Drawings (CAD of yard piping and Transmission Lines only) o Electronic Specifications (no hard copies) Page 11 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 40500 Additional Services 40501 Project Substitutions Stantec will assist, as requested by the Owner, with review of project substitutes for items included under Package 3. 40502 Value Engineering Reviews Stantec will assist, as requested by the Owner, with review of value Engineering proposals for items included under Package 3. 40503 Additional Meetings and Site Visits Stantec will assist, as requested by the Owner, with attending additional meetings related to the Project for items included under Package 3. 40504 Additional Submittal Reviews Stantec will assist, as requested by the Owner, with reviewing additional submittals related to the Project for items included under Package 3. 40505 Additional RFI Reviews Stantec will assist, as requested by the Owner, with reviewing additional RFI's related to the Project for items included under Package 3. 40506 Startup Support Stantec will support the Owner's representative on an as needed basis for the integration of the Ground Storage Tanks, On -Site Booster Pump Station, High Service Pump Station, Administration Building, and the receiving water facilities Flow Control Valve Stations. Stantec will provide on call staff on site when requested by the Ownwer's Representative during start up. Stantec will provide start-up support as needed for up to 40 hours. When nearing 40 hours, Stantec will notify the owner and additional work will be compensated under additional services. Page 12 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 SUMMARY OF SERVICES AND FEES TASK NO. TASK DESCRIPTION AMOUNT 40100 Project Management, Meetings and Site Visits $255 40101 Regular Project Reporting and Invoicing $89,620 40102 Project Meetings and Site Visits $109,953 Professional Engineer/Architect / Construction Support Staff Task 40100 Subtotal $199,573 40200 Issued for Construction Documents $135 40201 Specification Revisions $4,074 40202 Drawing Revisions $19,694 40203 CMAR Coordination $2,596 Task 40200 Subtotal $26,364 40300 Submittal Reviews 40301 Submittals and Shop Drawings $233,207 40302 Requests for Information $38,261 Task 40300 Subtotal $271,468 40400 Project Completion Services 40401 Bid Review Assistance $8,127 40402 Substantial and Final Inspections $68,768 40403 Record Drawings $114,340 Task 40400 Subtotal $191,235 40500 Additional Services 40501 Project Substitutions $21,750 40502 Value Engineering Reviews $21,750 40503 Additional Meetings and Site Visits $31,100 40504 Additional Submittal Reviews $50,500 40505 Additional RFI Reviews $13,300 40506 Startup Support $12,410 Task 40500 Subtotal $150,810 TOTAL $839,450 HOURLY LABOR RATES LABOR CATEGORY HOURLY RATE Technical Advisor / QC / Principle in Charge $280 Sr. Project Manager / Senior Discipline Lead $255 Design Manager / Discipline Lead / Construction Manager $225 Sr. Engineer / Architect / Construction Lead $185 Sr. Designer / Senior Construction Support Staff / Project Coordinator $175 Professional Engineer/Architect / Construction Support Staff $165 Graduate Engineer / Junior Construction Support Staff $155 Designer / Support Staff $135 Project Administrator / Construction Administrator $130 ROW Coordinator / Permit Coordinator $130 Survey Crew 3 Man $185 Page 13 of 14 Scope of Services for Construction Phase Services Surface Water Treatment Plant (Package 3) September 3, 2020 PROJECT CONVENTIONS • The City shall assign a single point of contact to serve as the Project Manager. • All public notices and public meetings will be managed and handled by the City. • Project duration of 30 months or as agreed upon with City. Schedule extensions may require a change order to accommodate. • All Permit renewals will be handled by the CMAR or Owner's representative during Construction. This includes additional construction coordination and notifications as required. • Meetings may be held at the City's office, or virtually, as approved by the City to meet the project schedule. • Deliverables will be posted on the project SharePoint for printing by project team members (i.e. hard copies will not be provided). • All requirements for obtaining building occupancy certificates, electrical commissioning and coordination and ADA approvals will be handled by others. • All material and equipment testing will be preformed by others. • All services will be performed as Time and Materials and other direct costs will be invoiced separately. • Professional Services rates have been adjusted to cover full duration of the project. Page 14 of 14 SWP Package 3 Construction Phase Services Attachment A - Fee Breakdown September 3, 2020 WBS Code Description TOTAL LABOR FEE Expenses Subconsultants & Hard Copies Subconsultant markup (10%-) TOTAL FEE 40000 Engineering Services During Construction 40100 Project Management, Meetings, and Site Visits 40101 Regular Project Reporting and Invoicing $ 101,310.00 $ - $ 101,310.00 ASR No. 5 and No. 7 PM and Coordination $ - $ $ - $ - $ (11,690.00) 40102 Project Meetings and Site Visits In Person progress meetings (27 at 6 hours) $ 64,980.00 $ 2,970.00 $ - $ - $ 67,950.00 Virtual Coodination meetings (27 at 2 hours) $ 25,540.00 $ 5,000.00 $ 500.00 $ 31,040.00 Special Site Visits (5 at 4 hours) $ 10,250.00 $ 550.00 $ 2,000.00 $ 200.00 $ 13,000.00 ASR No. 5 Site Visits (2 Site Visits) $ - $ $ - $ - $ (2,037.00) 40200 Issued for Construction Documents 40201 Specification Revisions $ 2,800.00 $ 724.00 $ 500.00 $ 50.00 $ 4,074.00 40202 Drawing Revisions $ 12,820.00 $ 2,474.00 $ 4,000.00 $ 400.00 $ 19,694.00 40203 Coordination with CMAR $ 2,140.00 $ 456.00 $ $ $ 2,596.00 40300 Submittals Reviews 40301 Submittals and Shop Drawings (300 Submittals) $ 229,575.00 $ 13,837.00 $ 20,000.00 $ 2,000.00 $ 265,412.00 ASR No. 5 and No. 7 Submittals (55 Submittals) $ - $ - $ - $ - $ (32,205.00) 40302 Requests for Information (75 RFPs) $ 42,470.00 $ 2,300.00 $ 4,000.00 $ 400.00 $ 49,170.00 ASR No. 5 and No. 7 RFI's (16 RFI's) $ - $ - $ - $ - $ (10,909.00) 40400 Project Completion Services 40401 Bid Review Assistance $ 15,320.00 $ 766.00 $ 2,000.00 $ 200.00 $ 18,286.00 ASR No. 7 Bid Assistance (30 Bid Clarification Questions) $ - $ $ $ - $ (10,159.00) 40402 Final inspections GST Substantial Completion Inspection $ 4,040.00 $ 432.00 $ 2,000.00 $ 200.00 $ 6,672.00 Admin Bldg Substantial Completion Inspection $ 20,240.00 $ 1,200.00 $ - $ $ 21,440.00 Pipelines Substantial Completion Inspection $ 5,840.00 $ 432.00 $ $ - $ 6,272.00 GST Final Completion Insepction $ 4,040.00 $ 432.00 $ 2,000.00 $ 200.00 $ 6,672.00 Admin Bldg Final Completion Insepction $ 20,240.00 $ 1,200.00 $ - $ $ 21,440.00 Pipelines Final Completion Insepction $ 5,840.00 $ 432.00 $ - $ $ 6,272.00 Record Drawings $ 85,020.00 $ 7,320.00 $ 20,000.00 $ 2,000.00 $ 114,340.00 40500 Additional Services $ - 40501 Project Substitutions $ 15,000.00 $ 1,250.00 $ 5,000.00 $ 500.00 $ 21,750.00 40502 Value Engineering Reviews $ 15,000.00 $ 1,250.00 $ 5,000.00 $ 500.00 $ 21,750.00 40503 Additional Meetings and Site Visits (10 at 6 hours) $ 30,000.00 $ 1,100.00 $ $ $ 31,100.00 40504 Additional Submittal Reviews $ 45,000.00 $ 5,000.00 $ 500.00 $ 50,500.00 40505 Additional RFI Reviews $ 10,000.00 $ - $ 3,000.00 $ 300.00 $ 13,300.00 40506 Startup Support $ 10,700.00 $ 1,710.00 $ - $ - $ 12,410.00 Total $ 778,1651 $ 40,8351 $ 79,5001 $ 7,950 $ 839,450 Purpose 15 Sept-...-er 2020 WPM— To: Mayor and City Council members Good and clear update and preview for the intricate and complex Surface Water Treatment Plan. Foresight and experience making progress and saving Memo money on very important investment for water, examples shared about the pre package and how that To: Clay Pearson, City Ma ager is paying off. Pictures after text show the progress to date. State TWDB causing some delays overall. Clay From: Skipper Jones, Ass' tant Dir — CC: Trent Epperson/,Assistant City Manager Robert D. Upto , P.E., Director Engineering Clarence Witt er, Director Public Works David Van ' er, Assistant Director Public Works Date: Septemb 17, 2020 Re: Surface Water Plant Engineering Construction Phase Services This memo provides information aboutthe progress on the Surface WaterTreatment Plant project's current status and the forthcoming proposed award of the Balance of Plant GMP for the CMAR, three contract Amendments for Engineering Construction Phase Services and one additional Task Order for Owner's Representative Construction Phase Services. These contracts are scheduled for presentation to Council on the September 28, 2020 meeting agenda. Background The Surface Water Treatment Plant project is designed to provide up to 10 million gallons per day (MGD) of safe clean drinking water forthe citizens of Pearland beginning in January 2023. This facilitywill supplement ground and other surface water sources currently in operation and reduce the City's dependence on expensive water supplied through an existing take or pay contract with the City of Houston on the far west side of the City. Design of the facility was split into 3 design packages and awarded separately with Freese & Nichols managing Package 1: Site Drainage and Raw Water Lift; CDM -Smith managing Package 2: Treatment Plant and associated facilities; and Stantec managing Package 3, high service pumps and building, ground storage and transmission lines. Council awarded the Construction ManagerAt Risk Pre -Construction Services contractto PLW WaterWorks in April 2019 and awarded the Early Works Package 1 (EWP1), in the amount of $7,479,256.00 in February 2020. TWDB issued a final approval in late April for this package. Early Works Package 2 (EWP2) was awarded in April 2020 in the amount of $13,758,502 and TWDB issued their approval in mid-June. Current Status Work on portions of the two Early Works Packages began on site almost immediately with large portions of the rough site work and drainage now underway or partially complete. Soil foundation work for the plant's several buildings and ground storage tank are also now nearing completion. Deep foundation work is well underway on the thickeners and wash water recovery basins. The Early Works package has allowed the deep foundation work to be done without the need or cost of expensive shoring. Progress on the early works packages is observable in aerials photos attached to the end of this memo. The site rough grading and heavy rains experienced in late July The CMAR received bids for the manufacture and supply of plant membrane units in late -February 2020 and Staff has recently completed work with the Design Consultant to negotiate final equipment package details to improve the performance of the membrane equipment and to incorporate manufacturer performance recommendations. These were necessary to obtain the increased thru-put capacity desired. The membrane package, consisting of three racks of membrane modules, piping, valving, pumps, instrumentation and controls, will have the ability and capacity to process the required 10 Million Gallons per Day (MGD) of drinking water. All three design consultants submitted plans and specifications to TCEQ for final approvals in July. At this time TCEQ has completed their reviews of Packages 1 and 2. All three Packages were also submitted to the City for permitting in early August on schedule. Plans have been designated as ISSUED FOR BID as they have not been finally approved by TCEQ, TWDB or the City constituting approximately 90% design level of effort. The CMAR advertised for bids to his pre -qualified bidders and held Pre -Bid meetings July 71h and 10"1 to answer any questions and provide clarifications for all bid packages. The packages contain the Balance of Project (BOP) work and form the basis for the CMAR's final GMP. Bid packages were assembled to maximize the economies of scale including labor, material and equipmentwhere possible. Other, "Equipment Only" packages were developed to group like equipment, such as pumps, into one purchase to capture these economies. Bids were received in August and the CMAR has reviewed and analyzed each bid to ensure that the sub- contractor or vendor has included the entire scope of work and understands all specifications. The vetting process has included interviews of perspective su b -contractors in which Staff and the Owner's Rep have participated to ensure qualified sub's are awarded contracts and that cost reduction recommendations from these sub's were taken into consideration for Value Engineering purposes. The CMAR submitted bids to self -perform three packages within the BOP work and was low bidder on two of those: Yard Piping and Membrane and the Chemical and Granular Activated Carbon (GAC) facilities. The third package was the Dewater Deep Structure Equipment package which will ultimately be awarded to the low bidder, an MBE contractor. In all such cases, the CMAR submitted his bid to the Owner's Representative 24 hours before competitors bids were received. Working from the submitted results the CMAR delivered a preliminary GM P in late August along with a list of potential Value Engineering options that, once analyzed, could reduce the Cost of Work by as much as $1 million dollars further. That Preliminary GMP is currently $135,997,681. This is the total for ALL Work INCLUDING the Pre -Construction Services ($1,092,320) the previously awarded Early Works Packages totaling $21,237,758 leaving the Balance of Project Costs of $113,667,603. As VE items are reviewed and accepted the GMP will reduce further. Staff will present this Guaranteed Maximum Price (GMP) to Council for approval and award on September28th. The following table lists the packages and their respective costs that make up the balance of project work that produce the GMP. GMP Cost Breakdown Cost of Work EWP1 $ 6,970,160 EWP2 $ 12,866,502 Balance of Plant $105,728,304 Total Cost of Work $125,564,966 Fee* $ 6,023,378 Preconstruction $ 1,092,320 Bonds and Insurance* $ 3,317,017 TOTAL GMP $135,997,681 Authorizations Preconstruction $ 1,092,320 EWP1 $ 7,479,256 EWP2 $ 13,758,502 Balance of Plant $113,667,603 *Total of All Packages Balance of Plant — Cost of Work General Conditions $ 6,986,600 Site Logistics $ 3,916,812 Bid Pkg 02.04 Transmission Lines $ 15,928,205 Bid Pkg 02.05 Yard pipe $ 8,096,100 Bid Pkg 02.06B site Paving $ 2,391,534 Bid Pkg 02.06D site Fencing $ 365,000 Bid Pkg 11.02 Hoc split Face Pumps $ 230,677 Bid Pkg 11.03 vertical Turbine Pumps $ 792,678 Bid Pkg 11.04 submersible Pumps $ 556,570 Bid Pkg 11.05 side and weir Gates $ 66,780 Bid Pkg 11.06 DewatenngEquipment $ 1,887,000 Bid Pkg 11.07 GAC Equipment $ 2,094,635 Bid Pkg 15.01 Pipe and Valves $ 3,792,000 Bid Pkg 16.01 Electrical & controls $ 18,482,096 Bid Pkg 16.04 Generators $ 1,559,867 Bid Pkg 20.01 Rwps $ 4,544,570 Bid Pkg 20.02 Dewater Complex $ 4,009,000 Bid Pkg 20.03 Pre -Treatment $ 4,232,500 Bid Pkg 20.04 Membrane complex $14,338,000 149,275,000 Bid Pkg 20.05 Commercial Bldgs $11,182,680 Bid Pkg 20.06 control structure $ 275,000 In the interim, the final plans from all three design packages have been sealed and submitted to City Plan Review for permitting. Any changes coming out of the permitting process will be handled by internal change orders between the CMAR and their Sub -Contractors without impacting the GMP. Budget Info Funding Sources Series To Date Future Total Budget W/S Revenue Bonds 2017B 6,012,500 Land 6,012,500 Impact Fee - Debt 2017B 6,012,500 12,415,111 6,012,500 W/S Revenue Bonds 2018A 4,325,000 113,667,603 4,325,000 Impact Fee - Debt 2018A 41325,000 3,125,014 4,325,000 W/S Revenue Bonds 2019A 10,500,000 10,500,000 Impact Fee - Debt 2019A 10,500,000 10,500,000 W/S Revenue Bonds 2020A 53,800,000 53,800,000 Impact Fee - Debt 2020A 53,800,000 53,800,000 W/S Revenue Bonds 14,562,500 14,562,500 Impact Fee - Debt 14,562,500 14,562,500 Total Funding Sources 149,275,000 29,125,000 178,400,000 Expenditures To Date Future Total PER 9,376,810 9,376,810 Land 59,455 500,000 559,455 Design 12,415,111 2,950,992 15,366,103 Construction 22,330,078 113,667,603 135,997,681 Construction Management/Inspection 3,125,014 3,125,014 Construction Materia Is Testing 462,860 462,860 Project Balance/Contingency 1 11,512,078 *Project budget and contingency will be reviewed, and final project budget will be reflected forfuture debt sales. Schedule Info At this time, the Design portion of the project is largely complete with minimal design or plan changes anticipated for permitting and final State approvals. The Design Consultants have all met their planned delivery dates. The previous efforts to get early work packages (EWP1 and EWP2) started has paid off in that a good deal of site work is already underway despite the delays in approvals at TWDB and the rain days experienced on site in June and July. However, TWDB's approval of work packages has been slow. Work contained in Early Works Package 1 was not approved by TWDB until April 21 st. Some portions of work in Early Works Package 2 was finally approved on June 10th leaving some portions still un -approved. Initially, individual bid packages within the Early Works packages were being reviewed and assessed as if each sub -contract package was a separate project requiring independent review, duplication of all front-end documents and environmental clearances. Seeking to maintain the project schedule, Staff provided NTPs to the CMAR for portions of these packages as soon as TWDB approvals came in. As a result, portions of field work were able to proceed but, progress has suffered from these delays due to TWDB's slow approval procedures and their lack of complete understanding of the CMAR process. TWDB is in the process of creating their review/approval processes for this alternative delivery methodology. The combination of lack of understanding and absences of existing procedures is at the heart of these delays. The project Team met with TWDB in early June and presented an informational package containing an in-depth discussion on the CMAR process as described in Title 10: Chapter 2269.255 of Government Code. This discussion focused on the commercial aspects of the sub- contractor bidding process, the development of sub -contract bid packages and offered guidance for the development of TWDB's forthcoming procedures. Although TWDB's procedures are being created at this time, the delay to the work has cost the project approximately six months in the overall schedule. Schedule recovery discussions with the CMAR indicate that "float" available in the original schedule has now been consumed by the TWDB delays and has pushed construction completion into December 2022 and commissioning of the plant into early 2023 versus a planned completion of mid -year 2022 with full operations and testing complete before December 2022. Timing for final water to the system will be dependent on the project schedule for Plant Commissioning. The exact Commissioning schedule is anticipated to be early first quarterof 2023 but will be refined based upon system components beginning to come on line. Our current Water Model indicates that a delay into early 2023 will not cause an impact on our water system. Design Start - Package 1 Design Start- Package 2 Design Start- Package 3 Bid Start Construction Start Base Line Current August -19 September -19 February -19 March -19 August -19 , September -19 March -20 January -19 May -20 i _ June -20 Proposed Construction Completion December -22 Rain Days: 18 *This project was procured through the Construction Manager at Risk (CMAR) process. The original base line schedule was projected using the design -bid -build process. The date shown as Bid Start originally referred to Early Works Packages but has been changed now to reflect bidding for the GMP Next Steps As the project moves into the Balance of Project (BOP) Construction Phase, engineering contracts will need to be amended to provide engineering services during construction or "Construction Phase Services". All three Design Consultants will be needed forthe Construction Phase, albeit at differing levels of involvement, based on the complexity of earlier design contributions. Additionally, The Owner's Representative Master Service Agreement contract with Ardurra will require the addition of Task 5 for Construction Phase Services. Construction Phase services were not included in any of the previous Preliminary or Final Design contracts in order to simplify those scope definitions and fee negotiations. All three Design Consultant Packages will be presented as contract amendments to the existing Final Design Services contracts. All three Contract Amendments will have very similar scopes of services and will be based on an Hourly Not to Exceed billing. Scope of work in all three will contain but may not necessarily be limited to: • Personnel hours for attending on-site progress meetings as well as virtual meetings during construction and occasional site visits to monitor work progress and quality control. • All three will contain hours for reviewof material and product submittals, o addressing Requests for Information (RFIs). o This work will include hours for sub -consultant involvement where the source of design was vested in third parties contracted to the prime consultant. • Each proposal will also include hours for project completion and assistance during start up services which will include inspections at substantial and final completion for the major components within their respective packages. • Hourly fees for the creation of record drawings from the CMAR's redlined records. • Each proposal will include hours for additional services as authorized which will cover hours for o unforeseen problem resolutions, additional submittal review and approval work, o redesign of work to meet constructability issues and o additional hours for extended startup and commissioning services if required. Staff Plan to bring all three proposals; Packages 1, 2 & 3, for Construction Phase services to Council for award at the September 28th meeting. Package 1, Freese and Nichols' proposal includes Basic Services in the amount of $152,215 and Additional Services of $40,226 for a total of $192,441 Package 2, CDM/ Smith's proposal includes Basics Services in the amount of $1,315,721 and Additional Services of $603,380 for a total of $1,919,101. Package 3, Stantec's proposal includes Basic Service in the amount of $688,640 and Additional Services of $150,810 for a total of $839,450. Finally, Staff will bring Task Order #5 for Ardurra Group's Owner's Representative contract for Construction Phase Services. This scope of work is based on Hourly, Not to Exceed basis and consists of Basic Services includes hours for continued coordination with TWDB on funding issues and TCEQ for regulatory issues during construction as well as hours for continuing to coordinate between design package consultants, attending monthly progress meetings, trouble shooting and Management category. Basic Services total $1,339,405 problem resolution all under the Project Additional Services (also Hourly, Not to Exceed) include site inspection and construction management based on the 27 month construction and start-up schedule, on-call as authorized water system modeling, coordination and responsibility for completing the Operations and Maintenance Manual, performing a feasibility analysis including 3 alternatives for the future development of a plant forebay and engineering support during the 12 month warranty period. Additional Services total 1,785,609. Total for all Owner's Representative Construction Phase services during construction is $3,125,014 Recommendation On April 271h Staff will recommend that Council: • Approve the Guaranteed Maximum Price forthe project of $135,997,681 and Award to Balance of Project Amendment to PLW Waterworks • Approve amendments to all three Design Package contracts for Construction Phase Services • Approve the amendment to the Owner's Representative's contract for Construction Phase Services Previous Memos 6/10/16, 2/2/17, 3/9/17,4/13/17, 3/29/18, 01/10/19, 08/01/19, 08/08/19, 12/05/19, 1/23/20, 3/05/20, 4/16/20 View from Southeast corner showing GST soil foundation in forefront. Behind and further north in the foundation for the High Service Pump building and west of that is the foundation for the Operations control building. M ustang Bayou on right and GCWA source water canal on left. Foreground shows foundations for De - Watering and Belt Press Filter building with Sludge Thickeners, and BFP Pump Basin in the center. Further east is the Pre-treatment facility foundation followed immediately by the membrane building foundation. This photo was taken during the heavy rains at the end of July. This photo shows progression of the deep foundation work on Sludge Gravity Thickeners and the Belt Filter Press Pump Basin. This photo was taken in early August showing preliminary concrete foundations. These components are part of the "deep foundation" work from Early Works Package 2. Note the laid-back walls of excavation to allow the work to be performed without the use of expensive shoring. - PST �� •!� �)� � 5j yH r x 40' This is the same Gravity Sludge Thickeners and BFP Pump Basin approximately two weeks later showing progression of the work. This photo was taken about two weeks later, mid-August showing extensive soil foundation work going in around the preliminary concrete. This photo was taken at the end of August showing concrete formwork and reinforcing for the concrete floor of the Gravity Sludge Thickener with the Belt Press Pump basin in the background. 6` zz� This shows the soil foundation for the GST with casting beds for tank wall and roof panels and installation of under -floor drain piping being installed bythe tank sub -contractor DN Tanks. y. ���... ✓ �a k'�' +^�J��<.�, N .r � mil _ .. _ AA.�� ugi �....♦`^ism � _ _ . ' This shot was taken from the west end looking east showing the beginnings of the De Watering Belt Press Filter building foundation in the foreground with Sludge thickeners towards the center of the site. East of that is the foundation workfor Pre -Treatment facility and then the Membrane building. Furthereastare the foundations forthe Operations building and the Maintenance building.