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1163 -Brown & CaldwellEXHIBIT A WORK ORDER FORM /A �= Work Order Number: CITY OF SANFORD, FLORIDA Master Agreement/Contract Number: Q041607.112R0 Dated: Contract/Project Title: fil 1 Solicitation No: RFQ 06/07 -15 Sanford Project No: WQ 0704 Purchase Order No: Consultant/Contractor: Brown and Caldwell Consultant/Contractor's Business Address, Phone Number, Fax Number and E -mail address: 850 Trafalgar Court Suite 300 Maitland FL 32751 Represented by Jim Peters phone: 4 0 7.6 61.9524 ATTACHMENTS TO THIS WORK ORDER: METHOD OF COMPENSATION: DRAWINGS /PLANS /SPECIFICATIONS [ ] FIXED FEE BASIS [X] SCOPE OF SERVICES [X] TIME BASIS - NOT -TO- EXCEED AMOUNT [ ] SPECIAL CONDITIONS [ ] TIME BASIS - LIMITATION OF FUNDS TIME FOR COMPLETION: The services to be provided by the CONSULTANT /CONTRACTOR shall commence upon execution of this Work Order by the parties and shall be completed within the time frame of _427 (four hundred twenty seven) days of the effective date of this Work Order. Failure to meet the stated completion time requirement may be grounds for termination for default. Work Order Amount: Not to exceed three hundred thousand Dollars ($ 300,000. -- ) IN WITNESS WHEREOF, the parties hereto have made and executed this Work Order on the respective dates under each signature: the CITY through its City Commssion taking action on the 14th day of September , 2009 , and the CONSULTANT /CONTRACTOR by and through its duly authorized corporate officer having the full and complete authority to execute same. TE _;7 . - - wct'x B •._q w\ ,eS g . Pe Witness ATTEST L4_C_ ..,Ia�zet.Dnugbw*, Cit Clerk C 1 ' +4""_ P ter, CONSULTANT /CONTRACTOR: ECG /cs� -c� Date: CITY ANFORD Linda Ku , Mayor Date T EXHIBIT "A "(page 2) WORK ORDER TERMS AND CONDITIONS Execution of this Work Order by the CITY shall serve as authorization for the CONSULTANT /CONTRACTOR to provide goods and /or services for the above project as set out in the Scope of Services which is attached as Exhibit "A," as well as all other exhibits attached to that certain Agreement cited on the face of this Work Order all of which are incorporated herein by reference as if they had been set out in its entirety and as further delineated in the specifications, conditions and requirements stated in the listed documents which are attached hereto and made a part hereof. The CONSULTANT /CONTRACTOR shall provide said goods and /or services pursuant to this Work Order, its attachments and the above - referenced Agreement and its exhibits. If this Work Order conflicts with said Agreement or exhibits, the Agreement and exhibits shall prevail. TERM: This Work Order shall take effect on the date of its execution by the CITY and expires upon final delivery, inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein. METHOD OF COMPENSATION: (i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the Fixed Fee Amount indicated as the Work Order Amount. The fixed feel is an all- inclusive Firm Fixed Price binding the CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs of performance. In no event shall the CONSULTANT /CONTRACTOR be paid more than the Fixed Fee Amount. (ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method" with a Not -to- Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for a sum not exceeding the amount indicated as the Work Order Amount. In no event is the CONSULTANT /CONTRACTOR authorized to incur expenses exceeding the Not -To- Exceed Amount without the express written consent of the CITY. Such consent will normally be in the form of an amendment to this Work Order. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work required by this Work Order and the Labor Hour Rates established in the Master Agreement. (iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis Method" with a Limitation of Funds Amount, then the amount identified as the Work Order Amount becomes the Limitation of Funds amount which shall not be exceeded without prior written approval of the CITY. Such approval, if given by the CITY, will indicate a new Limitation of Funds amount. The CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR has incurred expenses on this Work Order that equals or exceeds eighty percent (80 %) of the Limitation of Funds amount. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work required by this Work Order and the Labor Hour Rates established in the Master Agreement. The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms of the above - referenced Agreement. It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the CITY, does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY, prior to its execution of the Work Order, reserves the right to authorize a party other than the CONSULTANT /CONTRACTOR to perform the services called for under this Work Order if it is determined that to do so is in the best interest of the CITY. The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work Order becomes effective and binding upon execution by the CITY and not until then. A copy of this executed Work Order along with a Purchase Order will be forwarded to the CONSULTANT /CONTRACTOR at the completion of that action. It is noted that the Purchase Order Number must be indicated on all invoices germane to the Work Order. EXHIBIT "A" SCOPE OF SERVICES CITY OF SANFORD CONSTRUCTION INSPECTION OF SANITARY SEWER LINING PROJECTS FUNDED BY SRF LOAN July 24, 2009 The City of Sanford Utility Department has embarked on a program of protecting the Lake Monroe Watershed. Included in this program are improvements to the sanitary sewer collection system to reduce infiltration and inflow (1 /1) into the system. 1/1 is caused by excessive groundwater and stormwater entering the sanitary sewer system either through the buried pipe network and manholes or at surface entrance points. The City has been evaluating and rehabilitating the sanitary sewer system on a priority basis since 2005 as funding has become available. By analyzing conditions within the collection system during dry and wet weather Brown and Caldwell has identified those pump station areas with the highest levels of 1/1 during wet weather. The extremely wet period during and after Tropical Storm Fay in August, 2008 provided very meaningful data that were recently used to help prioritize areas of the city for pipe lining. This is referred to as the "Fay Report". It not only identified areas of high 1/1 but also determined the additional power and chemical costs required to pump and treat 1 /I. The City is using trenchless technology methods to line existing defective gravity sewer pipes. As the name implies, this method does not require excavation of old pipes so disruptions to the public are minimal during project work. New pipe liners are inserted into the old pipe at manhole entry points. Heat is applied which expands the liner resulting in a tight fit within the old pipe. The City of Sanford Utility Department has been very successful in obtaining grants and loans from the State of Florida for the sanitary sewer rehabilitation program. Since the lining program began the State has awarded three grants to the City totaling $750,000. Most recently the Utility Department competed against many other utilities within the state to obtain American Recovery and Reinvestment Act (AARA); ie, "stimulus funds" to continue the program. Utility Department Staff is to be commended for the hard work that resulted in their being offered a loan through the SRF (State Revolving Fund) program. Most applicants were not so fortunate because funding was so limited. As the lining projects move ahead with SRF funding the City will need an engineering firm to check and document the work and upon completion certify to the State of Florida that the work was done correctly, completely and billed accurately. In addition there is the need to keep the public informed of upcoming or ongoing sewer work within their neighborhoods. Brown and Caldwell is in a position to provide this service to the City of Sanford because of our familiarity with the sanitary sewer collection system; the sewer rehabilitation program since 2004; and complete knowledge of the areas identified to be rehabilitated with this project. Brown and Caldwell is under a continuing engineering contract to provide services needed by the City. The details of proposed Brown and Caldwell services are described in the following Scope of Services. SCOPE OF SERVICES Task 1: Construction Inspection and Administration of SRF Project Loan A requirement of SRF funding is that an independent engineer certify that the work completed was done according to standards and billed accurately by the contractor. This requires periodic on -site inspections, review of television images and documentation of the completed work, review of invoices and orderly documentation of the program. In this particular case there will be an additional layer of scrutiny because Federal money is involved through the State SRF program. Task 1 addresses the services provided to satisfy City, State and Federal requirements. 1.1: Identify Information Required for City, State and Federal Audits. Brown and Caldwell (BC) will meet with appropriate City Staff to obtain their audit requirements. In addition BC will review State and Federal requirements and resolve any questions prior to initiation of the project. 1.2: Establish Project Folders and Files to Satisfy Audit Requirements. Based on documentation requirements of Subtask 1. 1, Brown and Caldwell will establish electronic folders and files to document the project work in an orderly manner. BC will keep in mind the fact that the files must be maintained for possible audits for at least three years after project completion. 1.3: Establish Project Spreadsheets and Maps. Brown and Caldwell will coordinate with Utility Staff to establish accurate and detailed spreadsheets and maps that identify and quantify each pipe segment that is to be lined. The spreadsheets and maps will be used throughout the project to track completed line segments. This information will be used to verify contractor invoices and ultimately constitute the documents that reflect all work completed. 1.4: Kick Off Meeting with Contractor and City. Brown and Caldwell will schedule and facilitate a kick off meeting prior to the initiation of construction. The purpose of the meeting will be to establish lines of communication among the City, Contractor and BC. Expectations for work documentation and proper invoicing protocols will be communicated and discussed. In addition, proper procedures for responding to Public and media inquires will be established. 1.5: Provide Spot Checks on Contractor's Work at Job Sites. To responsibly certify the proper completion of lining work, Brown and Caldwell will field check the contractor's work. It is not practical to provide full -time on -site inspection but all television images of the lined pipe segments will be reviewed under sub task 1.6. 1.6: Review and Rectify Monthly Invoices, DVDs and Spreadsheets. Brown and Caldwell will be provided monthly invoices and spreadsheets by the contractor. In addition the City will provide DVDs of television images taken of all lined segments. BC will review the images to be certain the lining was completed properly. BC will also compare the completed work on the DVDs with work billed within the invoices and documented on the spreadsheets. Discrepancies will be resolved with the contractor prior to recommending payment. 1.7: Prepare Letters Recommending Invoice Payment. After any discrepancies are resolved and Brown and Caldwell is certain the work has been successfully completed and accurately invoiced, a letter to the City will be prepared recommending payment. 1.8: Provide Engineer's Certifications. If all work has been completed correctly and completely Brown and Caldwell will provide certifications to the State of Florida on their required certification form. 1.9: Provide Project Files to City and Maintain Files for at Least Three Years. Brown and Caldwell will provide electronic copies of City purchase orders, spreadsheets and maps indicating completed work, contractor invoices, letters recommending invoice payment, Engineer's Certificates, and any relevant correspondence. These files will be maintained by BC for at least three years. 1.10: Project Coordination and Management. Brown and Caldwell's Project Manager will provide project coordination services including meetings and communication with City staff, the contractor, BC Staff, and State or Federal agencies. It is anticipated that monthly status meetings will be held with City Staff as well as additional meetings and communications during the course of the lining project. Expenses. Brown and Caldwell will incur travel and meal expenses during the course of this work. These will be billed without markup and at the prevailing Federal mileage allowance rate. Task 2: GPS of Existing Manholes by Surveyor During the course of the lining project the Utility Department wishes to obtain the GPS coordinates of each manhole within the project area. In addition the elevation of the invert (bottom) of each gravity sewer pipe within each manhole is needed to populate the City's GIS for future hydraulic modeling purposes. A surveyor will be employed directly by the City to obtain this information. Brown and Caldwell will manage this aspect of the project for the City. BC will assure that the data obtained is compatible with the City's GIS and that the correct data is being collected at the manholes. 2.1: Identify Data and Data Format Required by Utility GIS. Brown and Caldwell will meet with City Staff and identify their specific data needs and data format requirements. 2.2: Manage Surveyor's Work. Brown and Caldwell will meet with the surveyor to confirm data collection and format requirements. During the course of his work, BC will respond to surveyor or City Staff questions and coordinate the work. 2.3: Receive and Review Data from the Surveyor. As the surveyor begins obtaining data, Brown and Caldwell will review it to be certain it meets the City's requirements in terms of content and format. 2.4: Communicate with Surveyor on any Discrepancies. If there are any discrepancies in the data throughout the GPS project, Brown and Caldwell will communicate with the surveyor to rectify the problems. 2.5: Transmit GPS Information to Utility. After the surveyor's GPS data has been reviewed and found acceptable it will be transmitted to the Utility for entry into the GIS. Expenses. Brown and Caldwell will incur travel and meal expenses during the course of this work. These will be billed without markup and at the prevailing Federal mileage allowance rate. Task 3: Public Information Services The City of Sanford has a history of keeping the Public informed of construction projects and the sanitary sewer lining project is no exception. A lining contractor and a surveyor will be within eight neighborhoods performing work over the course of approximately one year. The Utility Department wishes to inform residents of these neighborhoods in advance of this work so they are not surprised and also to minimize the number of inquiring calls to the City. Brown and Caldwell has developed a plan to provide this service to meet the needs of the City. It will include the following sub tasks. 3.1: Project Website. Brown and Caldwell will meet with City Staff to determine their requirements for developing and maintaining a project website. BC's Public Information Specialist will work directly with appropriate City Staff to produce the web site. 3.2: Communication Plan Training. Brown and Caldwell will produce a Communication Plan that addresses inquiries from the Public and media as well as public officials. It's purpose is to provide a positive perception of the sanitary sewer rehabilitation project. This plan will be discussed with City Staff and the Contractor at the Kick Off Meeting described in sub task 1.4. 3.3: Public Officials Briefing. Brown and Caldwell will brief City Management and the City Commission on the sewer lining project. BC will provide answers to frequently asked questions and contact information; items that are expected to be helpful to City officials. 3.4: Provide Advance Letters to Residents. Brown and Caldwell will coordinate with the contractor, City staff and the Seminole Work Opportunity Program (SWOP) for the production and mailing of letters approximately two weeks in advance of work within each neighborhood. The cost of printing letters, postage and SWOP services will be billed directly to the City by SWOP. 3.5: Response to Public Inquiries. Brown and Caldwell will respond to questions by the Public throughout the project. BC will coordinate with the City and contractor with regard to responses. 3.6: Update Website Bi- Weekly. Brown and Caldwell will provide project schedule updates, recent photos, and other relevant information to the City's IT department for their bi- weekly website updates. 3.7: Coordinate with Risk Management. Due to the trenchless technology that will be used during the project it is unlikely that damage claims will be filed by residents. However in the event there are damage claims Brown and Caldwell will provide assistance to the City's Risk Management Department. 3.8: Project Management. Brown and Caldwell will provide coordination of public information throughout the project period. BC will meet or communicate with City staff as needed to maintain a current flow of information to the public. Expenses. It is anticipated that Brown and Caldwell will incur travel, meal, and lodging expenses for one trip to Sanford from Atlanta by its Public Information Specialist. There will also be local travel expenses including mileage and meals. These will be billed without markup. BUDGET Brown and Caldwell will perform the Scope of Services tasks under conditions and rates established in the Continuing Services Contract between the City of Sanford and Brown and Caldwell. The work will be performed on a time and expense basis with a cost not to exceed $300,000.