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Home My Public Portal About100_061_Thomas and Hutton - Engineering Agreement for Force Main #7 THOMAS & HUTTON 50 PARK OF COMMERCE WAY I SAVANNAH, GA314055 912.234.534¢ l WWW.THOMASANDHUTTON.COM June 12, 2014 Ms. Diane Schleicher City of Tybee Island 403 Butler Avenue Tybee Island, GA 31328 Re: City of Tybee Island, GA Letter Agreement for Services Additional Services for Lift Station #7 Force Main Replacement Dear Ms. Schleicher: Pursuant to our discussion at the May 8, 2014 Infrastructure Committee meeting, you requested Thomas & Hutton perform the following scope changes, which were not included in our original contract: Design, permitting, and construction phase services for Lift Station # 7 force main replacement. The project will consist of approximately 2,700 linear feet of 6-inch C-900 PVC force main and appurtenances, connecting to the existing force main in front of Lift Station #7 along US Hwy 80 from Campbell Avenue to Jones Avenue. A directional drill is proposed for the marsh crossing and potentially for the entire installation of pipe within the Georgia DOT right-of-way to reduce surface impacts. The force main plans and specifications will be incorporated into the existing Jones Avenue Water and Lift Station #6 Sewer improvement projects currently under construction and the proposed Lift Station #7 force main project will be completed as a Change Order to the existing project. By completing as part of the existing project, the engineering services typically required for a stand-alone project will be greatly reduced, thus saving costs within the budget for construction within the GEFA-funded contract. A. Survey Phase Based upon concept plan approved by the Owner. Consultant will perform the following Survey Phase tasks: 1. Topographic Survey Surveyor shall prepare a topographic survey of the site for use in planning and engineering design. Surveyor shall obtain vertical and horizontal data in a roughly 30-foot wide grid along the force main route, from parking lane to edge of right of way on the side selected by Owner for installation of the force main. Surveyor shall field locate known visible utilities and drainage within the project limits. If underground utility locates are needed, a separate proposal can be prepared based on the needs of the Client. No other survey tasks (easements, etc.) are included at this time. Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services June 12, 2014 Page 2 B. Design Phase 1. Engineering Design After completion of Survey Phase and Owner approval, the Consultant shall prepare site development plans. These plans shall be submitted to the Owner for review. The site development plans will include: • Force Main Plan and Profile (2 sheets) -pipe route and size, air release valve location, including preparation of design calculations. • Erosion Control Measures - for sewer systems - include on the plan sheets • Quantity Takeoff and Opinion of Probable Construction Cost for sewer systems. Construction and erosion control details within the existing drawings will be utilized. C. Permit Phase 1. Permits Agency submittals anticipated for this project include: • Georgia EPD - sewer line construction & NPDES construction permit (see below) • City of Tybee Island • US Soil Conservation S ervice - erosion control report of technical review • Georgia Department of Transportation- parallel encroachment along Hwy 80 Submittal fees are not included in our fee schedule and shall be provided by the Owner at the time of submittal. Consultant will assist Owner in obtaining construction permits for the project. This phase includes revising plans and specifications according to agency comments and if requested, meeting with the agencies on behalf of the Owner. 2. Erosion Control Permit Consultant will assist the Owner in compliance with the requirements of the permit to Discharge Storm Water Associated with Construction Activity. This will require an update to the existing erosion control permit to include an additional 0.6 acres of disturbance. Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services June 12, 2014 Page 3 D. Construction Phase Consultant will provide the following services for the Construction Phase: 1. Bid Process No bid phase services will be required. Project shall be handled as a change order to the existing project. 2. Construction Services Construction observation shall be expanded for the additional area. Construction observation and monitoring does not include exhaustive or continuous on-site inspections to check the quality or quantity of the Contractor's work. However, it does include visits to the project site at intervals appropriate to the various stages of construction to review general compliance with approved plans and specifications. Such visits and observations shall not require Consultant to assume responsibilities for the means and methods of construction, nor for safety measures or conditions on the job site. Both parties understand that the Contractor has notification requirements at specific intervals of the construction process. The Consultant provides construction services for the work designed by the Consultant. Other construction work that may occur on site is the responsibility of other design professionals or the Owner and expressly not the responsibility of the Consultant. 3. Record Drawing Preparation Consultant shall prepare record drawings for the additional area and include in the overall set of record drawings for the combined project. In order to provide the additional scope of work specified, we request a modification of our contract. Our fee to perform the described scope is as follows: Fee or Time & Phase Fee Structure Expense Budget Survey: Lump Sum $ 5,500.00 Design: Lump Sum $ 7,200.00 Permit: Lump Sum $ 6,500.00 Construction: Lump Sum $ 5,000.00 Post-Construction: Lump Sum $ 900.00 Additional Services: Time & Expense Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services June 12, 2014 Page 4 If acceptable, please indicate your authorization to proceed with this additional work by signing and initialing where designated below and returning a copy to us for our files. This proposal will be open for acceptance until July 31, 2014, unless changed by us in writing. Please note that no work will be performed without prior written authorization to proceed. This extra work is subject to the terms and conditions of the contract executed for this project dated June 10, 2013 This proposal between the City of Tybee Island (Owner), and Thomas & Hutton Engineering Co. ("Consultant" or "Engineer"), consisting of the Consulting Services on a Time & Expense Basis Rate Sheet and Exhibit "A," represent the entire understanding between you and us with respect to the scope change. This agreement may only be modified in writing if signed by both of us. We appreciate this opportunity to be of service to you on this project. Should you have any questions or need further information, please do not hesitate to call on us. Very truly yours, THOMAS & HUTTON ENGINEERING CO. By JCL A. Christopher Stovall, P.E. Project Manager ACS/kbw Enclosures: Exhibit "A" Additional Services of Consultant Consulting Services on a Time & Expense Basis Rate Sheet ACCEPTED: , 2014 By - TITLE EXHIBIT"A"TO LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS&HUTTON ENGINEERING CO.(CONSULTANT)AND CITY OF TYBEE ISLAND(OWNER) ADDITIONAL SERVICES FOR LIFT STATION#7 FORCE MAIN REPLACEMENT .TUNE 12,2014 EXHIBIT "A" ADDITIONAL SERVICES OF CONSULTANT If authorized by Owner in writing, Consultant shall furnish or obtain from others, Additional Services of the following types that are not considered normal or customary Basic Services. 1. Revising previously fully approved and accepted studies (by regulatory agencies), reports, design documents or Contract Documents when such revisions are due to causes beyond Consultant's control. 2. Furnish the services of special consultant for other than the civil or structural engineering defined in the scope of services. Special services such as mechanical or electrical engineering, geotechnical exploration, underwater investigation, laboratory testing and inspections of samples, materials, and equipment. 3. Preparing to serve or serving as a consultant or witness for Owner in any litigation, public hearing or other legal or administrative proceeding involving the project. 4. Services after completion of the Construction Phase, such as inspections during any equipment, material, or construction guarantee period and reporting observed discrepancies under guarantees called for in any contract for the project. 5. If requested by Owner and agreed to in writing, a Resident Project Representative will be furnished and will act as directed by Consultant in order to assist in observing performance of the work of Contractor(s). Through more extensive on-site observations of the work in progress by the Resident Project Representative, Consultant shall endeavor to provide further protection for the Owner against defects and deficiencies in the work of Contractor(s). However, the furnishing of such representation will not make Consultant responsible for construction means, methods, techniques, sequences, procedures or for safety precautions or programs, or for Contractor(s), failure to perform their work in accordance with the Contract Documents. Owner's Initials ��j� Consultant's Initials ler > Q g a t 7, 5 5 P. 2. 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