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PURCHASING DEPARTMENT
TRANSMITTAL MEMORANDUM
To: City Clerk
RE: Reiss Engineering Inc increase PO 32810.2 Change order IFB 10/11-10
Technical Services for Hydraulic Modeling Pipe Bursting SRF Loan
DW590120
The item(s) noted below is/are attached and forwarded to your office for the following action(s):
H Development Order ❑ Mayor's signature
❑ Final Plat (original mylars) _ Recording
❑ Letter of Credit Rendering
❑ Maintenance Bond Safe keeping (Vault)
❑ Ordinance Deputy City Manager
❑ Performance Bond ❑ Payment Bond
❑ Resolution ❑ City Manager Signature
❑ ❑ City Clerk Attest/Signature
Once completed,please:
❑ Return originals to Purchasing
❑ Return copies
Special Instructions:
Maridso{. Oroo- 3,3/ - ( S�
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From Date
T:\Dept_forms\City Clerk Transmittal Memo-2009.doc
DATE: 03/07/12 PURCHASE ORDER
PO NUMBER 032810
CITY OF SANFORD CHANGE # : 2
• P.O. BOX 1788 DATE CHG: 07/09/13
PURCHASING OFFICE:407.688.5030 (300 NORTH PARK AVENUE) SUBMIT INVOICES TO:ACCOUNTS PAYABLE
ACCOUNTS PAYABLE:407.688.5020
SANFORD, FLORIDA 32772 FINANCE DEPT.
P.O.BOX 1788
FACSIMILE:407.688.5021 FLORIDA TAX EXEMPT NO.: 858012621681C-8 SANFORD, FL 32772
VENDOR NO.: 10661
TO:
REISS ENGINEERING, INC :TY OF SANFORD
1016 SPRING VILLAS POINT )0 N. PARK AVENUE
SUITE 2000 OTFORD, FL 32771
>7 WINTER SPRINGS, FL 32807
DELIVER BY TERMS
BID OR QUOTATION NO. REQUISITION NO.
09/30/12 NET/30 63110
ACCOUNTNO.: 452-4530-536 . 63-03 PROJECINU.: DW11O1
NO DEVIATION FROM THIS PURCHASE ORDER WILL BE ALLOWED UNLESS AUTHORIZED BY THE PURCHASING MANAGER-CITY OF SANFORD
UNIT OF UNIT COST EXTENDED COST
ITEM NO. DESCRIPTION QUANTITY ISSUE
***********************************
*
i
* CHANGE ORDER
i
*
**********************************i
1 SCOPE OF SERVICES FOR TECHNICIAL 149200 . 00 NA 1 . 00 149200 . 00
SERVICES FOR
HYDRAULIC MODELING AND PIPE
BURSTING PROJECT
APPROVED BY C.C. 2/27/12
SEE ATTACHED DW590120
TASK 1-THRU-4 ATTACHED SCOPE OF
SERVICES.
2 ADDITIONAL SERVICES TO PERFROM 10465 . 00 NA 1 . 00 10465 . 00
HYDRAULIC MODELING
TO CHECK REQUESTED PIPE SIZE
MODIFICATIONS
MAINTAIN LEVEL OF SERVICES ALONG
17/92
3 TECHNICAL SRVCS FOR HYDRAULIC 77950 . 00 NA 1 . 00 77950 . 00
MODELING/PIPE BURSTI
TECHNICAL SERVICES FOR HYDRAULIC
MODELING AND PIPE
BURSTING SRF LOAN DW590120
INCREASE PO 32810
SUB-TOTAL 237615 . 00
TOTAL 237615 . 00
APPROVED BY: il� APPROVED BY: -
PURCHASI
'r: GENT CIT .,• AGER
ALL PACKAGES AND I' OICES ASSOCIATED WITH THIS P.O.MUST BEAR THIS PURCHASE ORDER NUMBER. THE VENDOR IS RESPONSIBLE TO CAREFULLY
READ AND COMPLY WITH ALL OF THE STANDARD TERMS AND CONDITIONS PROVIDED ON THE REVERSE SIDE OF THIS PURCHASE ORDER
AND AT HTTP://WWW.SANFORDFL.GOV/DEPARTMENTS/PURCHASE/TERMS.HTML
COPIES TO: VENDOR ORIGINATING DEPARTMENT PURCHASING
PROJECT NO. IFB 10111-10
SECTION 00850
CHANGE ORDER FORM
Change Order No. 1
Project Title Amendment 1 —Technical Services for Hydraulic Modeling and Pipe
Bursting Project, DW 1101
Bid No. N/A
Owner: City of Sanford, Florida
Contractor: Reiss Engineering, Inc.
Agreement Date: February 26, 2014
This Change Order is necessary to cover changes in the work to be
performed under this Agreement. The GENERAL CONDITIONS,
SUPPLEMENTARY CONDITIONS, and STANDARD SPECIFICATIONS
apply to and govern all work under this Change Order.
THE FOLLOWING CHANGES ARE MADE TO THE CONTRACT DOCUMENTS:
(1) Original Contract Price $ 149,200.00
(2) Current Contract Price (Adjusted by Previous Change Orders) $ 159,665.00
(3) Total Proposed Change in Contract Price $ 77,950.00
(4) New Contract Price (Item 2 + Item 3) $ 237,615.00
(5) Original Contract Time 365 Days
(6) Current Contract Time (Adjusted by Previous Change Orders) 365 Days
(7) Total Proposed Change in Contract Time 365 Days
(8) New Contract Time (Item 6 + Item 7) 730 Days
(9) Original Contract Substantial Completion Date 365 Days
(10) New Contract Substantial Completion Date 730 Days
00850-1
PROJECT NO. IFB 10/11-10
CHANGES ORDERED
ITEM 1
Description of Change: For additional services to perform pipe bursting technical support for
several pipe replacement projects.
Reason for Change: Construction schedule on pipe replacement projects was extended for
additional 12 months.
Change in Contract Price: $77,950.00
Change in Contract Time: 365 days
ITEM 2
Description of Change:
Reason for Change:
Change in Contract Price:
Change in Contract Time:
ITEM 3
Description of Change:
Reason for Change:
Change in Contract Price:
Change in Contract Time:
ITEM 4
Description of Change:
Reason for Change:
00850-2
•
PROJECT NO. IFB 10/11-10
Change in Contract Price:
Change in Contract Time:
ITEM 5
Description of Change:
Reason for Change:
Change in Contract Price:
Change in Contract Time:
CHANGE ORDER SUMMARY
Change in Change in
No. Description Contract Price Contract Time
1 $77,950.00 365 days
2
3
4
5
TOTAL $77,950.00 365 Days
WAIVER This Change Order constitutes full and mutual accord and satisfaction for the
adjustment of the Contract Price and Contract Time as a result of increases or decreases in
cost and time of performance caused directly and indirectly from the change. Acceptance of
this Waiver constitutes an agreement between OWNER and CONTRACTOR that the Change
Order represents an equitable adjustment to the Agreement and that CONTRACTOR shall
waive all rights to file a Contract Claim or claim of any nature on this Change Order. Execution
of this Change Order shall constitute CONTRACTOR's complete acceptance and satisfaction
that it is entitled to no more costs or time (direct, indirect, impact, etc.) pursuant to this Change
Order.
APPROVAL AND CHANGE ORDER AUTHORIZATION
ACKNOWLEDGMENTS
The aforementioned change, and work affected thereby, is subject to all provisions of the
original Agreement and specifically changed by this Change Order; and
00850-3
PROJECT NO. IFB 10/11-10
It is expressly understood and agreed that the approval of the Change Order shall have no
effect on the original Agreement other than matters expressly provided herein.
ATTEST: Reiss Engineering, Inc.
Contractor
U Pce_s•tb.e.Air
(Se etary) Printed Name and Title of Officer
(
Date B )( ignature)
03 (,( ( x014
(Corporate Seal) Date
ATTEST: �� � p
Owner T
• a.-A
(Sig ture) Printed Name and Ti e
1/4f
Date Date By (Signature)
(Seal) Date
END OF SECTION
00850-4
Pm Say 4
Zemco-c.,
Amendment No. 1
Scope of Services
For
City of Sanford Utility Department
Technical Services for Hydraulic Modeling and Pipe Bursting Project
DW590120
February 26, 2014
Background
This amendment addresses the additional engineering services scoped for the City of Sanford's
Hydraulic Modeling and Pipe Bursting Project.
Under a previous scope of work, Reiss Engineering Inc. (REI) was contracted by the City of Sanford
Utility Department (City) to perform pipe bursting technical support for several pipe replacement
projects that were identified by the hydraulic/water quality model to improve water quality in the
distribution system. In that work, part of REI's responsibilities was to coordinate pipe replacement
projects and manage construction activities of pipe bursting projects.
Presently, the City wishes to complete the remaining pipe bursting projects that were not accomplished
within the originally, proposed construction schedule. To fulfill the City's intent, the City requested that
REI extend the pipe bursting technical support tasks for an additional twelve (12) months to encompass
the newly, extended construction schedule. This amendment details the additional pipe bursting
technical support tasks that REI will perform for the new construction activities.
I. SCOPE OF SERVICES
The additional services provided by REI are listed below:
TASK 1.0—PROJECT ADMINISTRATION
REI will perform project administration services for the project as defined in Task 1.1 below.
1.1 Progress Administration
REI will:
- Prepare and submit twelve (12) monthly progress reports, invoices and required financial reports
as needed to the City.
MPREISS ENGINEERING
Data Required: City staff availability
Deliverables:
♦ Monthly project progress reports
TASK 2.0—PIPE BURSTING TECHNICAL SUPPORT FOR DW590120
REI will perform pipe replacement technical support and water quality tracking services for the project
as defined in Tasks 2.1 and 2.2 below.
2.1 Pipe Replacement Coordination
REI will:
- Perform general project coordination and management activities, including general
administrative activities, as well as specific coordination activities with the City and other
representatives as appropriate. Attend a coordination meeting to discuss pipe replacements and
looping project schedule. This meeting shall also be used to review and confirm project
prioritization and layout.
- Conduct post-pipe bursting sampling with the assistance of City personnel. Sampling shall be
collected over a one-week period. Post-pipe bursting samples shall be collected at the same
location in the distribution system as the pre-pipe bursting samples were collected. Water quality
parameters should include, but are not limited, to chlorine residual, temperature, pH and THM.
2.2 Pipe Bursting Construction Management
REI will:
- Conduct construction oversight on pipe bursting projects to ensure that installations are
representation of the hydraulic modeling connections and sizing. Provide assistance in final
walk-through to close-out construction project. This sub-task includes one REI staff in the field
for up to 10 hours per month for up to 12 months for the construction oversight visits.
- Document the construction oversight in weekly inspections reports and provide the City with
project close-out documentation, which includes copies of inspection reports, certified pay
applications, water quality laboratory reports, and a CD of pictures from construction oversight
visits, at the end of the project.
- Review contractor's construction invoices pertaining to materials, equipment, labor or services.
Complete the Drinking Water Disbursement Request Form, Engineer's Certification.
- Attend up to twelve (12) construction update meetings with the City and other representatives.
- Coordinate with the City's construction inspector and perform hydraulic modeling to check
requested pipe size modifications maintain the level of service (velocity, pressure, headloss, and
water quality) required by the City.
- Provide a 1 page pipe size modification summary and recommendation to the City prior to field
modification approval for a maximum of 5 re-sizing requests. This will ensure required main
2 REISS ENGINEERING
taps are installed upon completion of pipe bursting activities which will provide proper
functionality of the distribution system.
2.3 Auxiliary WTP and ASR Well Evaluation (Work Order No. 1)
No changes in scope and no additional budget are required for this subtask.
Data Required: City staff availability
Deliverables:
♦ Pipe replacement coordination meeting
♦ Post pipe bursting sample collection
♦ Pipe bursting modification plan reports
♦ Engineer's certification
♦ Project Close-out Documentation
TASK 3.0—WATER QUALITY MODEL VERIFICATION AFTER PIPE BURSTING
No changes in scope and no additional budget are required for this task.
TASK 4.0—WATER QUALITY IMPROVEMENT REPORT
No changes in scope and no additional budget are required for this task.
II. CITY'S RESPONSIBILITY
♦ Provide data, technical review, participation in meetings, and policy decisions as related to this
project.
♦ Laboratory analysis expenses associated with this project.
3 } REISS ENGINEERING
III. COMPENSATION
For the professional services set forth in this Scope of Service, the City shall compensate REI a lump
sum fee for Amendment No. 1 as indicated below on a percent completed basis as follows:
Task Current Additional Amended
Contract Cost Cost
TASK 1.0—PROJECT $4,900 $4,560 $9,460
ADMINISTRATION
TASK 2.0—PIPE BURSTING $97,165 $72,140 $169,305
TECHNICAL SUPPORT FOR DW 590120
TASK 3.0—MODEL VERIFICATION $41,100 --- $41,100
AFTER PIPE BURSTING
TASK 4.0—WATER QUALITY $15,500 --- $15,500
IMPROVEMENT REPORT
EXPENSES $1,000 $1,250 $2,250
TOTAL $159,665 $77,950 $237,615
IV. SCHEDULE
The following schedule is estimated for the tasks set forth in this scope of services.
Task Completion Date from Notice to
Proceed
TASK 1.0—PROJECT ADMINISTRATION Ongoing
TASK 2.0—PIPE BURSTING TECHNICAL SUPPORT FOR
DW590120 365 days
TOTAL 365 days
4 REISS ENGINEERING
DATE: 03/07/12 PURCHASE ORDER
PO NUMBER 032810
CITY OF SANFORD
P.O. BOX 1788
PURCHASING OFFICE:407.688.5030 (300 NORTH PARK AVENUE) SUBMIT INVOICES TO:ACCOUNTS PAYABLE
ACCOUNTS PAYABLE:407.688.5020
SANFORD, FLORIDA 32772 FINANCE DEPT.
P.O.BOX 1788
FACSIMILE:407.688.5021 FLORIDA TAX EXEMPT NO.:8580126216810-8 SANFORD,FL 32772
VENDOR NO.: 10661
TO: SHIP TO:
REISS ENGINEERING, INC CITY OF SANFORD
1016 SPRING VILLAS POINT 300 N. PARK AVENUE
SUITE 2000 SANFORD, FL 32771
WINTER SPRINGS, FL 32807
DELIVER BY TERMS F.O.B.DESTINATION BID OR QUOTATION NO. REQUISITION NO.
UNLESS OTHERWISE INDICATED
09/30/12 NET/30 63110
ACCOUNTNO.: 452-4530-536 . 63-03 PROJECTNO.: DW11O1
NO DEVIATION FROM THIS PURCHASE ORDER WILL BE ALLOWED UNLESS AUTHORIZED BY THE PURCHASING MANAGER-CITY OF SANFORD
UNIT OF
ITEM NO. DESCRIPTION QUANTITY ISSUE UNIT COST EXTENDED COST
1 SCOPE OF SERVICES FOR TECHNICIAL 149200.00 NA 1. 00 149200.00
SERVICES FOR
HYDRAULIC MODELING AND PIPE
BURSTING PROJECT
APPROVED BY C.C. 2/27/12
SEE ATTACHED DW590120
TASK 1-THRU-4 ATTACHED SCOPE OF
SERVICES.
SUB-TOTAL 149200.00
TOTAL 149200. 00
/ / Cefro
ir APPROVED BY: /S/ Iir APPROVED BY• /�
PU-•+''SI G • "NT ITY MANAGER
ALL PACKAGES AND INVOICES ASSOCIATED WITH THIS P.O.MUST BEAR THIS PURCHASE ORDER NUMBER. THE VENDOR IS RESPONSIBLE TO CAREFULLY
READ AND COMPLY WITH ALL OF THE STANDARD TERMS AND CONDITIONS PROVIDED ON THE REVERSE SIDE OF THIS PURCHASE ORDER
AND AT HTTP:/NVWW.SANFORDFL.GOV/DEPARTMENTS/PURCHASE/TERMS.HTML
COPIES TO: VENDOR ORIGINATING DEPARTMENT PURCHASING
i
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plifO _ / IK ws x X_Co-7\4-1.1,/
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4
1 f"
CITY COMMISSION MEMORANDUM 12.031.F
FEBRUARY 27, 2012 AGENDA
ti
To: Honorable Mayor and Members of the City Co I. Xon
PREPARED BY: Paul Moore,Utility Director
SUBMITTED BY: Norton N. Bonaparte,Jr., City Manager
SUBJECT: Technical Services for Hydraulic Modelin: , d Pipe Bursting Project
SYNOPSIS:
Approval of Reiss Engineering scope of services to update City's hydraulic model using
infrastructure improvements and to evaluate treatment process changes to improve water quality is
requested.
FISCAL/STAFFING STATEMENT:
The cost of the Reiss proposal is $149,200. Funds are available from the State SRF loan.
BACKGROUND:
The Water Facilities Plan was updated and approved by the City Commission in April 2009.
Under this plan, the City identified an estimated total of$17,787,499 needed on pipe rehabilitation
projects. The City started the water pipe rehabilitation projects in 2009 using FDEP/ARRA funds.
FDEP requires a detail report on water quality improvements using laboratory results and water
age hydraulic modeling. The scope of work proposed by Reiss Engineering will provide technical
services for upgrading the hydraulic model and the pipe bursting water quality improvement
project.
Reiss Engineering is currently under a CNNA Master Contract to provide engineering services to
the City.
LEGAL REVIEW:
NA
RECOMMENDATION:
It is staff's recommendation that the City Commission approve the Work Order to obtain the
identified services from Reiss Engineering in the amount of$149,200.
SUGGESTED MOTION:
"I move to approve the Work Order to Reiss Engineering in the amount of$149,200 to obtain the
identified Services applicable to Hydraulic Modeling and the Pipe Bursting Project."
Attachment: Reiss Engineering Scope of Services
Scope of Services
For
City of Sanford Utility Department
Technical Services for Hydraulic Modeling and Pipe Bursting Project
DW590120
February 13,2012
Background
The City of Sanford Utility Department(City)utilizes a hydraulic/water quality model(model)to aid in
planning effort and operational improvements in its potable water distribution system. The model is
used to improve flow, pressures, and water quality for the City's customers, as was the case for the
recently completed Potable Water Distribution Quality Improvements: Pipe Replacement/Rehabilitation
Quality Tracking and Compliance project. Given the localized success of that project, the City has
requested additional funding to complete several other pipe replacement projects which will have a
greater impact on water quality improvement in the distribution system.
As part of this project,the City requested that Reiss Engineering, Inc. (REL)update the hydraulic model
with the upgraded pipes and provide documentation of the distribution system water quality
improvements which resulted from the selected pipe replacement projects. REI will also use the updated
model to ensure the recommended improvements resulted in water quality improvement and to
maximize treatment chemicals, water and energy savings through the City's flushing program. This
scope includes the following tasks which are described in detail in the following pages:
• Task 1—Project Administration
• Task 2—Pipe Bursting Technical Support for DW590120
• Task 3—Water Quality Model Verification After Pipe Bursting
• Task 4—Water Quality Improvement Report
I. SCOPE OF SERVICES
TASK 1.0—PROJECT ADMINISTRATION
REI will perform project administration services for the project as defined in Tasks l.1 and 1.2 below.
ge, REISS ENGINEERING
•
1.1 Kick-Off Meeting
REI will:
- Prepare for and attend a project"kick-off' meeting to discuss the project goals and objectives,
clarify roles and assignments,as well as review the project schedule and deliverables.
1.2 Progress Meetings and Coordination
REI will:
- Perform general project coordination and management activities, including general
administrative activities, as well as specific coordination activities with the City and other
representatives as appropriate.
- Prepare and submit monthly progress reports, invoices and required financial reports as needed to
the City.
- Prepare agendas, attend 5 quarterly meetings and develop meeting minutes for each quarterly
meeting.
- Prepare for and attend one City engineer technical planning meetings.
Data Required: City staff availability
Deliverables:
• Kick-off meeting notes
• Monthly project progress reports
• Quarterly update meetings'agendas and notes
TASK 2.0—PIPE BURSTING TECHNICAL SUPPORT FOR DW590120
Several critical pipe replacement and looping projects have been identified to improve water quality,
conserve water, and minimize energy usage throughout the distribution system. The City has requested
that REI provide pipe replacement technical support and water quality tracking services as documented
below.
2.1 Pipe Replacement Coordination
REI will:
- Attend a coordination meeting to discuss pipe replacements and looping project schedule. This
meeting shall also be used to review and confirm project prioritization and layout.
- Develop a pipe bursting water quality sampling protocol to include the locations and samples to
be collected before(pre)and after(post)pipe bursting. Water quality parameters should include,
but are not limited, to chlorine residual,temperature, pH and THM. Sampling shall be collected
over a one-week period. Both pre and post pipe bursting samples shall be collected at the same
location in the distribution system.
2 ofineP REISS ENGINEERING
•
- Conduct pre-pipe bursting sampling with the assistance of City personnel.
2.2 Pipe Bursting Construction Management
REI will:
- Conduct construction oversight on pipe bursting to ensure that installations are representation of
the hydraulic modeling connections and sizing. This sub-task includes one REI staff in the field for
up to 6 hours per month for up to 15 months.
- Review construction invoices pertaining to materials, equipment, labor or services, hydraulic
data, water quality and provide recommendations to the City project manager. Complete the
Drinking Water Disbursement Request Form,Engineer's Certification.
- Coordinate with the City's construction inspector and perform hydraulic modeling to check
requested pipe size modifications maintain the level of service(velocity,pressure, headloss, and
water quality)required by the City.
- Provide a 1 page pipe size modification summary and recommendation to the City prior to field
modification approval for a maximum of 20 re-sizing requests. This will ensure required main
taps are installed upon completion of pipe bursting activities which will provide proper
functionality of the distribution system.
2.3 Flushing Program Review
REI will:
- Use the hydraulic model to update the City's flushing program with a focus to reduce water
losses throughout the distribution system based on system improvements.
- Document the water savings and related energy savings.
- Document flushing changes and provide updated flushing protocols including flows based on the
maximized Auxiliary Plant usage and maps to the City.
- Meet with the City to discuss flushing program modifications.
- Document flushing program review in the Water Quality Improvement Technical Report.
Data Required: City staff availability
Deliverables:
Pipe replacement coordination meeting
• Pre-pipe bursting sample collection
• Pipe bursting modification plan reports
Engineer's certification
• Technical Support report section
3 REISS ENGINEERING
TASK 3.0—WATER QUALITY MODEL VE RIFICATION AFTER PIPE BURSTING
The City's model was calibrated In 2010 to represent the hydraulic and water quality field data within
90%accuracy. Since new piping and looping is being added to City's infrastructure the Model will need
to be updated. This task is provided to field verify the Model's water age and source trace capabilities
with respect to estimating distribution THM levels. The goal is for the model to reasonably predict
water quality improvements at the pipe bursting locations.
3.1 Hydraulic Verification
REI will:
- Update model structure with the upgraded pipes and other installed pipes based on the City's GIS
data.
- Update the existing demand allocation using the City's geographically located billing meter data.
This demand update shall include wholesale connections, automatic (HydroGuard) flushing
locations,and new developments constructed since 2010. Utilize the most recent year of billing
meter data to determine the average daily demand of the City's distribution system.
- Perform demand allocation using the nearest pipe to nearest junction method to accurately
simulate the distribution flows.
- Verify the distribution water quality model using 1 week of hydraulic SCADA data. The
SCADA data including water treatment plant and pump station flow rates, tank levels, pump
status and pressures will be used to validate hydraulic results. Operational controls and demand
patterns in the model will be adjusted as necessary.
- Provide sample collection and data summarization assistance for the City upon request. The City
will collect samples, analyze samples, and summarize sampling results taken at the selected
sampling points. Sampling parameter will include but, is not limited to, TOC, HPC, chlorine
residual,temperature,pH,color,turbidity,and hydrogen sulfide.
- Evaluate possible chlorine methodologies after pipe rehabilitation and model verification.
- Compare field data to model output and adjust the model to best fit field data.
- Document water quality model verification with a brief conclusions, recommendations and
graphical results in the Water Quality Improvement Technical Report.
3.2 Hydraulic Model Use Training and Support
REI will:
- Prepare a training curriculum for and conduct a 4-hour onsite training for 3 to 4 City staff.
- Provide model usage technical support.
Data Required: Latest hydraulic model, water system map shapefiles, and wholesale connections and
new development lists,One week of SCADA flows, tank levels,pressures,chlorine residuals, fill valve
and pump status,One year of geographically located billing meter data,City staff availability
4 460 REISS ENGINEERING
Deliverables
♦ Updated water hydraulic model structure
• Updated"existing"water demand data set
♦ Water Quality Model Verification Appendix
• Verified Water Quality Model
• Model usage technical support and training
• Water Quality Model Verification report section
• Water Quality Improvement Technical Report
TASK 4.0—WATER QUALITY IMPROVEMENT REPORT
As part of the City's water quality improvement projects to be completed with grant funds, the City
requested that REI document the distribution system pipe rehabilitation, looping and flushing
improvements to ensure compliance to applicable federal rules.
4.1 Water Quality Improvement Report
REI will:
- Collect post water quality samples with the assistance of City personnel.
- Prepare a Water Quality Improvement Technical Report that will document the methodology,
assumptions, water quality improvement, water and energy conservation, conclusions and
recommendations for the City.
Data Required:Assistance collecting distribution system samples,City staff availability
Deliverables:
• Water Quality Improvement Technical Report
5 REISS ENGINEERING
II. CITY'S RESPONSIBILITY
♦ Provide data, technical review, participation in meetings, and policy decisions as related to this
project.
a Laboratory analysis expenses associated with this project.
III. COMPENSATION
For the professional services set forth in this Scope of Service, the City shall compensate REI a lump
sum fee for Task 1.0 through Task 4.0 and expenses on a percent completed basis as follows:
Estimated
Task Time Total Cost
(weeks)
TASK 1.0—PROJECT ADMINISTRATION 1 $4,900
TASK 2.0—PIPE BURSTING TECHNICAL SUPPORT FOR DW590120 17 $86,700
TASK 3.0—MODEL VERIFICATION AFTER PIPE BURSTING 7 $41,100
TASK 4.0—WATER QUALITY IMPROVEMENT REPORT 3 $15,500
EXPENSES $1,000
TOTAL 28 $149,200
IV. SCHEDULE
The following schedule is estimated for the tasks set forth in this scope of services.
Completion Date from Notice to
Task Proceed
TASK 1.0—PROJECT ADMINISTRATION Ongoing
TASK 2.0—PIPE BURSTING TECHNICAL SUPPORT FOR after modification request and 30 days
DW590120 after pipe bursting is complete
TASK 3.0—MODEL VERIFICATION AFTER PIPE BURSTING 365 days:
g5 id complete pipe
TASK 4.0—WATER QUALITY IMPROVEMENT REPORT 365bdaayss:T9g0id ys aftere pipe
s TOTAL 365 days
6 410 REISS ENGINEERING
EXHIBIT"A"(page 2)
WORK ORDER
TERMS AND CONDITIONS
Execution of this Work Order by the CITY, and the issuance of a notice to proceed, shall serve as authori-
zation 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: provided, however, that the
CONSULTANT/CONTRACTOR shall not proceed with work until directed to do so by the CITY.
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;,
provided, however, that the CONSULTANT/CONTRACTOR shall not proceed with work until directed to do so by the
CITY.
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.
(iv) UNIT PRICE BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Unit Price
Basis," then the CONSULTANT/CONTRACTOR shall perform all work required by this Work Order for the
amount resulting from computing the quantity(ies) of defined units and agreed upon unit pricing to establish
amount of CONTRACTOR'S compensation. All adjustments to quantities shall be approved by the Project
Manager. Prior written approval by the City is required to adjust the not to exceed amount.
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.
WORK ORDER TERMS AND CONDITIONS
1. By accepting this Work Order(WO)the ContractorNendor/Contractor accepts all of the Terms and
Conditions included herein.The Buyer is the City of Sanford, Florida, hereinafter referred to as the
"City". The term"City"is used in a broad sense to include its employees, directors, officers, agents,
volunteers, etc.
2. All information referenced is hereby incorporated into the WO.These Terms and Conditions may be
varied only by written amendment signed by the parties. All modifications in performance, including but
not limited to, extensions of time, renewal, or substitution are void absent dually signed amendment by
the parties.Time is of the essence of the lawful performance of the duties and obligations contained in
the Work Order. The Vendor/Contractor agrees that Vendor/Contractor shall diligently and expeditiously
pursue Vendor/Contractor's obligations.
3. Cancellation rights reserved by the City.The City may cancel this WO in whole or in part at any time for
default by written notice to the Vendor/Contractor.The City shall have no liability to the
Vendor/Contractor beyond payment of any balance owing for Material purchased hereunder and
delivered to and accepted by the City prior to the Vendor/Contractor's receipt of the notice of
termination.
4. Terms of shipping are F.O.B.the City's delivery location unless otherwise noted within the terms of this
WO. Regardless of the indicated F.O.B. point, the City does not accept title until the delivery is
acknowledged by an authorized City representative"
5. Prices stated on this WO are firm, all inclusive and consistent with applicable negotiations, bid(s) and/or
quotations.The City is exempt from the Florida Sales and Use Tax and will furnish the
Vendor/Contractor with proof of tax exemption upon request. Extra charges for any purpose will not be
allowed unless explicitly indicated on the WO.This order is hereby cancelled, if pricing is omitted.
6. The Vendor/Contractor warrants that any material or equipment supplied hereunder is new, unused
condition and free from defects in title,workmanship, defects in design and in full compliance with the
specifications defined by the City in the order.The goods or services furnished under this WO are
covered by commercial warranties for such goods or services and that the rights and remedies
provided therein are in addition to and do not limit those available to the City.A copy of these
warranties and all applicable manufacturer's warranties shall be furnished at the time of delivery.
7. The City reserves the right to conduct any inspection or investigation to verify compliance of the goods
and/or services with the requirements of this Work order and to reject any delivery not in compliance If
any deficiency is not visible at the time of delivery the City reserves the right to take and/or require
appropriate corrective action upon the discovery of any deficiency, non-compliance, or defect
8. All tools or property furnished to the Vendor/Contractor by the City shall remain the property of the City,
be subject to removal upon the City's demand, be used only on behalf of the City,
be maintained in
good order, and be clearly identified as property of the City. The Vendor/Contractor assumes any and
all liability of whatsoever type or nature for loss or damage to such property.
9. The Vendor/Contractor agrees to comply with all Federal, State of Florida, Seminole County, City laws,
ordinances, regulations, authority and codes and authority having jurisdiction over the purchase.
10.To the fullest extent permitted by law,the Vendor/Contractor shall indemnify, hold harmless and defend
the City, its agents, servants, officers, officials and employees, or any of them,from and against any
and all claims, damages, losses, and expenses including, but not limited to, attorney's fees and other
legal costs such as those for paralegal, investigative, and legal support services, and the actual costs
incurred for expert witness testimony, arising out of or resulting from the performance or provision of
services required under this Agreement, provided that same is caused in whole or in part by the error,
omission, act,failure to act, breach of contract obligation, malfeasance of officers, officials,employees,
agents or subcontractors of Vendor/Contractor.Additionally,the Vendor/Contractor accepts responsibility
for all damages resulting in any way related to the procurement and delivery of goods or services
contemplated in this Work order. Nothing herein shall be deemed to affect the rights, privileges, and
immunities of the City as set forth in Section 768.28, Florida Statutes.
11.The Vendor/Contractor shall not assign this WO, any rights under this WO or any monies due or to
become due hereunder nor delegate or subcontract any obligations or work hereunder without the prior
written consent of the City.
WORK ORDER TERMS AND CONDITIONS-Page 2
12.The Vendor/Contractor shall not disclose the existence of this WO without p rior written consent of the
City except as may be required to perform this WO.
13.All Material purchased hereunder must be packaged to ensure its security and delivery in accordance
with the City's shipping and packaging specification and good commercial practice.e Each WO package
Ahall
be labeled indicating the addressee of each package or shipment and the applicable
shall comply with HAZMAT requirements including, but not limited to, (DOT) regulations
published in 49CFR 1399, OSHA regulations 29 CFR 4999.
14.The Vendor/Contractor shall perform the obligations of this WO as an independent contractor and
under no circumstances shall it be considered as agent or employee of the City.
15.The Vendor/Contractor ensures that its personnel shall comply with reasonable conduct guidelines and
City policies and procedures.
16.After each delivery,the Vendor/Contractor shall provide to the"bill to address" an original, "proper
invoice"(single copy)which includes: a)Vendor/Contractor's name(dba),telephone number, mailing
address; b) City's P.O. Number; c) Date of invoice; d)Shipping date; e) Delivery date;f) Payment
terms; g)Description of goods/services; h)quantity; i) Unit price;j) Extended price; k)Total.The City
has the right to reconcile invoice with the WO and adjust payment accordingly to comply with the WO.
Payment will be made only to the Vendor/Contractor identified on the WO and for received and
accepted goods/services. The City shall have right at any time to set-off any amounts due to the
Vendor/Contractor against any amounts owed to the City by the Vendor/Contractor and shall in the
case of Vendor/Contractor default retain the right to further adjust payments as consistent with the best
interests of the City.
17. Payment of invoices will be in compliance with Chapter 218, Part VII of Florida Statutes, City
No. 3029, Purchasing Policy of the City and the stipulations, terms and conditions of this WO.Any cash
discount period will date from receipt of invoice, receipt of actual delivery or date of invoice,which ever
is later.
18. If this WO involves the Vendor/Contractor's performance on the City's premises or at any place where
the City conducts operations,the Vendor/Contractor shall request information from the Purchasing
Manager regarding insurance coverage requirements. In circumstances where insurance is required,
Vendor/Contractor shall provide proofs of insurance required by the City, or City reserves the right to
cancel this Work Order, immediately suspend performance by the Vendor/Contractor at
Vendor/Contractor's expense and prohibit access to City premises until such proofs of insurance is
verified Noncompliance with this item shall place the Vendor/Contractor in default and subject to
disbarment from the City's Vendor/Contractor List.
19.The failure of the city to enforce any provision of this WO, exercise any right or privilege granted to the
City hereunder shall not constitute or be construed as a waiver of any such provision or right and the
same shall continue in force.
20.The Vendor/Contractor shall notify the Purchasing Manager of any inherent hazard and applicable
precautions, protective measures and provide any additional relevant information,including MSDS,
related to the Material being purchased herein.
21.The City shall have the right at no additional charge to use all or portions of material found in the
Vendor/Contractor's applicable literature relevant to the purchase. The Vendor/Contractor agrees to
advise the City of any updated information relative to the foregoing literature and documentation with
timely written notice.
22.A person or affiliate who has been removed from the City's Vendor/Contractor List may not submit a bid
or transact business with the City in excess of Category Two for a period of thirty-six(36) months from
the date of being removed from the City's Vendor/Contractor List.
23. In compliance with 8 U.S.C. Section1324a(e)[Section 274A(e) of the Immigration and Nationality Act
(INA)], the City will not intentionally make an award or upon discovery of a violation will unilaterally
cancel this WO with any contractor who knowingly employs unauthorized alien workers.
WORK ORDER TERMS AND CONDITIONS-Page 3
24.This WO shall be governed by and interpreted in accordance with the laws of the State of Florida. In
any action or proceeding required to enforce or interpret the terms of this Agreement, venue shall be of
the Eighteenth Judicial Circuit in and for Seminole County, Florida
EXHIBIT A
WORK ORDER FORM
Work Order Number 4
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number: 1312 1Dated: May 5,2010
Contract/Project Title Pipe Bursting Hyrdaulic Model Services
Solicitation No: RFQ 08109-15 Sanford Project No. DW590110 ,Purchase Order No.
Consultant/Contractor: Reiss Engineering
Consultant/Contractor's Business Address,Phone Number,Fax Number and E-mail Address
1016 Spring Villas Point,Suite 2000,WInter Springs,FL 32708
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
X PRICING!INFORMATION UNIT PRICE BASIS-NOT TO EXCEED AMOUNT
WO TERMS AND CONDITIONS
TIME FOR COMPLETION: 365 Days of the effective date of this Work Order
Effective date-this Work Order: The Date of Execution by the Mayor,City of Sanford,FL
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 indicated above. Failure to meet
the stated completion requirement may be grounds for termination for default.
Work Order Amount: Dollars Expressed In Numbers: $ $149,200
Dollar Amount Written Out: One hundred forty-nine thousand and two hundred XX/1.00
in Witness Where of, the parties hereto have made and executed this Work Order on the
respective dates under each signature:The City through its City Commission taking action on the
and the Consultant/Contractor by and through its duly authorized corporate officer having the full and complete
authority to execute same.
CONSULTANT/CONTRACTOR
ATTEST: EXECUTION:
"`" ` , ature,Corporate President
Sig atu rporate S f f/p� r/�
CAvivm r�CFC d&.rcdt^-'Z 02 �9 2� �. toh,1 z is- it--
Corporate Officer Printed Name,Title and Date Corporate President,Printed Name an Date
CITY OF SANFORD
Sign ure,P having Manager
1—. 1#V,'/f i / 2- 2-0 • U/
Purchasln• Marla.- 'Printed 2-0/Name and Date
.6411:-Mer
Signatur=fCity Clerk I ,nature,Mayor
Jc fh bau ed l a-ar-
City Clerk,Pri Name nd Date Mayor,Printe■ Name and Date
Revised: 1-6-2011
WS RM
' '-Q2L_g__Q_ C.5..,,-------.7 \ -\- .
SIIttr LJ dL
a. Item No:7i Tr
—1877--
- COMMISSION MEMORANDUM 1 1-151
,ie`..�.� ER 12,201 I AGENDA
:;":;,. To: Honorable Mayor and Members of the City Commission
.. PREPARED BY Tom George, Interim City Manager
0:I/OMITTED BY: Tom George, Interim erim City Manager ".1 br,-
BU ��BB �"
T Consent Agenda
it
;4i :,81 of items on the consent agenda is requested.
') APPROVAL OF METROPLAN ORLANDO ANNUAL FUNDING AGREEMENT.
• , F'ISCAL/STAFFING STATEMENT:
Funding for FY 2011'/2012 of$26,523 is requested, this amount is the same amount assessed last
. },,and represents five years of budget reductions. The funding base of$0.75 per capita that was
esta'ilished by the MetroPlan Board in FY 96/97 will remain the same.However,due to continuing
budgetary issues faced by funding partners, MetroPlan Orlando has again reduced the population
assessed amount of $40,362, down to $26,523 for FY 2011/2012. An appropriation for this
g has been provided in the proposed 2011/2012 City budget.
BACKGROUND:
MetroPlan Orlando, the regional transportation planning agency, provides leadership in planning
i. aqd,p omoting a comprehensive intermodal surface transportation system. Under the agreement,
Metro'Ian provides a quarterly accounting of its unified planning work program to the City. The
funding base was established in FY 96/97 and has remained at $0.75 per capita. Two equal
payments are assessed;one on October 1, 2011 and one on April 1, 2012.
. LEGAL REVIEW:
RECOMMENDATION:
It'S` staff's recommendation that the City Commission approve the FY 2011/2012 Funding
Agreement with MetroPlan and authorize the Mayor to execute the agreement.
G) APPROVAL OF ISSUANCE OF PURCHASE ORDER FOR FUEL.
FISCAL/STAFFING STATEMENT:
The estimated cost of fuel for Fiscal Year 2011/2012 is $1,100,000. These funds are allocated in
each City Department maintenance account through the Fleet Maintenance Division.
BACKGROUND:
Public Works Fleet Maintenance Division purchases fuel for all City vehicles each year using State
Contract Number 405-000-10-1. This purchase order is necessary to avoid any lapse in our ability
to purchase fuel for the City's fleet of vehicles.
LEGAL REVIEW:
N/A.
RECOMMENDATION:
It is staff's recommendation that the City Commission approve a purchase order for Fiscal Year
2011/2012 in the amount of$1,100,000 to State Contract vendor Petroleum Traders Inc.
APPROVAL OF AWARD OF PROFESSIONAL CONSULTING CONTRACT
SUBJECT TO CCNA.
FISCALISTAFF IN G STATEMENT:
Funding for these contracts will be designated at the time specific work orders are executed to
perform projects applicable to the contract.
BACKGROUND:
This individual action is predicated upon the process to provide and maintain established CCNA
Master contracts with professional consultants who, by virtue of this process, are immediately
available to perform and complete tasks and projects within the broad categories of architecture,
engineering, landscaping, and surveying and mapping in compliance with the Consultants
Competitive Negotiation Act,(CCNA)(Section 287.055,Florida Statutes) and procurement policy
of the City.
On April 6, 2011, RFQ 10/11-06 was opened with forty seven(47) firms responding. As required
by Florida Statutes, the firms were ranked against each other with recommended selections being
conditioned by rankings, discipline, and projected services needed by the City in support of
various projects necessary to provide essential services and facilities for the Citizens of Sanford.
Enclosure 1 represents overall scoring of the firms. Enclosure 2 reflects the recommended firms
which are indicated as being qualified and ranked via a competitive process to receive a CCNA
Master Contract in the specialty area(s) indicated. This process is expected to provide continuing
immediate availability of a complement of professional consultants to the City.
•