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R2000-079 06-12-00RESOLUTION NO. R2000-79 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS, AUTHORIZING THE CITY MANAGER OR HIS DESIGNEE TO ENTER INTO A CONTRACT WITH BOB HOLT FOR INSPECTION SERVICES ASSOCIATED WITH THE MAGNOLIA/HARKEY SANITARY SEWER PROJECT. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That certain contract by and between the City of Pearland and Bob Holt, 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 a contract with Bob Holt for inspection services associated with the Magnolia/Harkey Sanitary Sewer Project. PASSED, APPROVED and ADOPTED this the 12t. h day of June A.D., 2000. ATTEST: /~ APPROVED AS TO FORM: DARRIN M. COKER CITY ATTORNEY %M REI~DD~:~71 MAYOR VdikuLp_ co 4,p 4 r Fa „ G . E D June 6, 2000 T E X A s Fsr. I s9� Bob Holt 3603 Millbridge Houston, Texas 77059 Re. Engineering Inspection Contract (Magnolia/Harkey Trunk Sewer) Dear Mr. Holt : This letter is the agreement between BOB HOLT (BH) , and the CITY OF PEARLAND (COP) , and is a contract for the delivery of construction inspection services covering the contract construction of the above-referenced projects . Construction efforts are estimated to begin on Magnolia/Harkey (MLH) on or about Wednesday, July 5, 2000 and are estimated to be completed by January 5, 2001 . The estimated duration of this contract is expected to cover the time necessary to complete this project . The CITY represents that it has the funds to construct the referenced project. Under this Agreement, BH will perform construction inspection services that will include: 1 . Provide on-site inspection and observation of construction activity of the above project. Includes making informal written, personal, and telephone reports to the City Engineer and design engineer as appropriate. 2 . Maintain Project Diaries for the Project, and submit to the City Engineer and design engineer monthly for review and file. 3. Coordination of geotechnical services under contract to COP, including schedule and scope of all field and laboratory services . Make recommendations for retention by COP of specific geotechnical firms as needed. 4 . Receive, comment and report upon all submittals, requests for clarification, requests for change orders, partial pay estimates and requests for approval inspections as needed. 5 . Act as COP on-site representative in contract administration 3519 LIBERTY DRIVE • PEARLAND,TEXAS 77581 • (281)485-2411 •www.ci.pearland.tx.us June 6, 2000 Bob Holt 3603 Millbridge Houston, Texas 77059 Re. Engineering Inspection Contract (Magnolia/Harkey Trunk Sewer) Dear Mr. Holt: This letter is the agreement between BOB HOLT (BH), and the CITY OF PEARLAND (COP), and is a contract for the delivery of construction inspection services covering the contract construction of the above-referenced projects. Construction efforts are estimated to begin on Magnolia/Harkey (MLH)on or about Wednesday, July 5, 2000 and are estimated to be completed by January 5, 2001. The estimated duration of this contract is expected to cover the time necessary to complete this project. The CITY represents that it has the funds to construct the referenced project. Under this Agreement, BH will perform construction inspection services that will include: Provide on-site inspection and observation of construction activity of the above project. Includes making informal written, personal, and telephone reports to the City Engineer and design engineer as appropriate. Maintain Project Diaries for the Project, City Engineer and design engineer monthly file. and submit to the for review and Coordination of geotechnical services under contract to COP, including schedule and scope of all field and laboratory services. Make recommendations for retention by COP of specific geotechnical firms as needed. Receive, comment and report upon all submittals, requests for clarification, requests for change orders, partial pay estimates and requests for approval inspections as needed. 5. Act as COP on-site representative in contract administration 3519 LIBERTY DRIVE · PEARLAND, TEXAS 77581 · (281) 48,5-2411 · www.ci.pearland.tx.us BH6600 (Cont.) Sheet 2 of 3 on the referenced project and assume rssponsibility for maintaining effective communication between contractor, COP, COP Plant Operating Department, geotechnical services, design engineer, surveyor, utility companies, and other entities public and private having interest in the successful com- pletion and acceptance of the referenced'project. In the performance of the terms of this Contract, BH will provide and maintain an automobile, beeper, mobile phone, and various small tools such as measuring tapes, rulers, scales, straight edges and writing aids. COP will provide pads of Inspection Daily Diary forms and occasional city personnel for non- . repetitive aid,'such as transit operator and chainman. It is the intention of this agreement that BH will not be required to be on the job when rained out, on contractors' holidays, or other events that do not include actual construction work; PROVIDING that BH does not fail to meet the other terms of this Agreement. BH will be required to attend Project meetings, and to be on the project when the contractor is working setting pipe and manholes, or is covering up or testing. This may include ~after-hours~ as well as Saturdays and some government holidays. The construction contract is written prohibiting work on Sundays. As compensation for these required services, the COP will pa~ BH monthly for services and scheduled expenses. Payment for services shall be 1.0 percent (0.01) of the total monthly estimates of payment due from the COP to the construction contractors of the referenced projects. That is, for example, if the monthly pay estimate totals $500,000, payment for services to BH will be $5,000 plus agreed expenses for that month. In addition to payment for services, the COP will pay $10.00 per day of actual use of BH personal automobile on all projects BH holds contracts with the COP., providing the day paid is backed up by an Inspection Daily Diary sheet. In addition, the COP will pay $0.25 per mile actually driven in the personal automobile. Fuel, oil, tires, maintenance and emergency service is the responsibility of BH. Vacation, holiday, and sick time is the responsibility of BH. The COP will pay billed phone services upon submittal of tele- phone invoices. Other qualified expenses may include emergency or other expenses beyond the control of BH that benefit the project and are required and approved by the City Engineer. BH shall be totally self-insured and.is not an employee of the COP. BH shall submit monthly invoices for services and expenses BH6600 (Cont.) Sheet 3 of 3 to the COP. BH will be provided with a statement of compensation paid for tax and FICA purposes soon after the first of the tax year. A copy of this will be sent to the Internal ReveNue Service by COP. It is anticipated that from time to time, ciJcumstances may prevent BH from being on-site during construction activity. At such times, BH will in advance provide for the project work to be covered by agreement with the City Engineer. In addition, in the event of emergency condition, BH may notify the City Engineer on a call-in basis for relief. Actual values of all relieved service will be subject to negotiation with the City Engineer, and will be based on net costs to maintain level of service. Termination of this contract may be effected by either party unilaterally upon the submission of 30 days notice to the other. Uncompensated eligible expenses will be paid up to the date of termination, and unpaid compensation for current services, at 1.0 percent (0.01) of contract pay estimates for the current month of notice,-will be paid prorated to the day of termination. This letter constitutes the scope and terms of agreement between BH and the COP. Sincerely, Glen Erwin Interim City Manager Accepted: Bobby Holt Date AGENDA REQUEST BUSINESS OF THE CITY COUNCIL CITY OF PEARLAND, TEXAS AGENDA OF: June 12, 2000 DATE SUBMITTED: June 2, 2000 PREPARED BY: Michael Ross ITEM NO. ~ DEPARTMENT OF ORIGIN: City Manager PRESENTOR: Michael Ross SUBJECT: Magnolia Harkey Sanitary Sewer Project EXHIBITS: City of Pearland Contract Proposal EXPENDITURE REQUIRED $11,552.14 plus mileage and phone reimbursements AMOUNT BUDGETED $148,140.00 ACCOUNT NO. 064-9608-565-03.00 ADDITIONAL APPROPRIATION REQUIRED N/A ACCOUNT NO. N/A FUNDS AVAILABLE ~ (Finance Department Approval) EXECUTIVE SUMMARY Staff has prepared a contract proposal for construction inspection services for the above project. The Texas Water Development requires the City to provide adequate inspection services for assurance that the construction work is being performed in a satisfactory manner in accordance with the plans and specifications. Staff has selected Mr. Bob Holt for this project due to his extensive experience with the City on previous sanitary sewer projects and his familiarity with Texas Water Development Board program guidelines. The inspector for this project will be compensated based upon 1% of the total construction contract which currently equals to $11,552.40 plus any mileage and phone expenses. A copy of the contract proposal is attached for reference. The funding for this contract is available in account number 064-9608-565-03.00. This project is one of the Texas Water Development Board (TWDB) State Revolving Fund (SRF) Tier III projects; therefore the contract is also contingent on the TWDB's approval. RECOMMENDED ACTION Staff recommends that Council accept and approve the contract inspection proposal with Mr. Bob Holt in the amount of $11,552.14 plus mileage and phone reimbursement expenses for the Magnolia Harkey Sanitary Sewer Project.