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HomeMy Public PortalAboutAddendum No. 2 to Contract No. 28-2017 - Donahue & Associates - Evaluation of planning for treatment facilityADDENDUM NO.2 to CONTRACT NO.28-2017 as amended by Contract 28-2017 Amendment THIS ADDENDUM, (Addendum No. 2 to Contract No. 28-2017, as amended by Contract 28-2017 Amendment) is made and entered into this 2 7 day of March, 2018, by and between Richmond, Indiana, a municipal corporation acting by and through its Board of Sanitary Commissioners of the Richmond Sanitary District, with its office at 50 North 51h Street, Richmond, Indiana, 47374 (hereinafter referred to as "City"), and Donahue & Associates, Inc., 101 W. Ohio Street„ Suite 820, Indianapolis, Indiana 46204 (hereinafter referred to as "Contractor"). WHEREAS, City and Contractor entered into Contract No. 28-2017 on March 29, 2017, in which the Contractor was to provide City, in an amount not to exceed One Hundred Ninety - Five Thousand Dollars and No Cents ( $195,000.00), engineering consultants to complete an evaluation, preliminary engineering and design related to aeration, roughing towers and intermediate clarification modification and improvements at the Richmond Wastewater Treatment Plant, which was attached as Exhibit `B" to Contract No. 28-2017; and WHEREAS, Said Contract No. 28-2017 was further modified on February 13, 2018, in Contract 28-2017 Amendment, in which Contractor was to provide City, in an additional amount not to exceed One Hundred Fourteen Thousand One Hundred Dollars and No Cents ($114,100), for a total amount due Contractor from City not to exceed Three Hundred Nine Thousand One Hundred Dollars and No Cents ($309,100.00), for evaluating handrails, grating and cement tunnels throughout the Richmond, Indiana Wastewater Treatment Plant, which was attached as Exhibit "B" to Contract 28-2017 Amendment; and WHEREAS, City is in need of additional work from Contractor to develop and evaluate alternatives that can both thicken waste activate sludge (WAS) and dewater anaerobically-digested sludge; to evaluate the condition of the concrete walls, ceiling and floor slab in the tunnels between the Rectangular Primary Clarifier Building and the Old Compressor Building and between the Old Compressor Building and the Anaerobic Digester Building; to prepare bidding documents for the selected alternative to both thicken WAS and dewater anaerobically-digested sludge; and for the Bid Phase Engineering Services for the thickening and dewatering improvements as identified in this Amendment No. 2 that will be initiated after receiving approval from the Indiana Department of Environmental Management ("IDEM") for a construction permit application if determined to be necessary, all of which is set forth in Exhibit B" and shall be for an amount not to exceed One Hundred Eighty -Two Thousand Five Hundred Dollars ($182,500.00), for a total amount due Contractor from City not to exceed Four Hundred Ninety -One Thousand Six Hundred Dollars and No Cents ($491,600.00); and Addendum No. 2 to Contract No. 28-2017 Page 1 of 3 WHEREAS, City and Contractor agree to amend both Contract No. 28-2017 and Contract 28-2017 Amendment for additional services as set forth in the "WHEREAS" above, with all other terms and covenants of Contract No. 28-2017, as amended in Contract 28-2017 Amendment, remaining intact and unchanged, except that there would be additional costs and expenses incurred by Contractor in an amount not to exceed One Hundred Eighty -Two Thousand Five Hundred Dollars ($182,500.00) for the additional services and expenses sought in this Addendum No. 2 to Contract No. 28-2017, as amended in Contract 28-2017 Amendment, for a total cost not to exceed Four Hundred Ninety -One Thousand Six Hundred Dollars and No Cents (491,600.00) for Contract No. 28-2017, as amended in Contract No. 28-2017 Amendment, and this Addendum No 2 to Contract No. 28-2017. NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, including the above stated recitals, City and Contractor agree as follows: The City and Contractor executed and entered into Contract No. 28-2017, on March 22, 2017. Pursuant to Contract No. 28-2017, Section XI. Miscellaneous, Contract No. 28-2017 may be altered or amended in whole or in part at any time by filing with the Agreement a written instrument setting forth such changes and signed by both parties. 2. Contractor, as set forth in Exhibit "A" to this Amendment No. 2 to Contract No. 28- 2017, as amended in Contract 28-2017 Amendment, shall develop and evaluate alternatives that can both thicken waste activate sludge (WAS) and dewater anaerobically-digested sludge; to evaluate the condition of the concrete walls, ceiling and floor slab in the tunnels between the Rectangular Primary Clarifier Building and the Old Compressor Building and between the Old Compressor Building and the Anaerobic Digester Building; to prepare, bidding documents for the selected alternative to both thicken WAS and dewater anaerobically-digested sludge; and for the Bid Phase Engineering Services for the thickening and dewatering improvements as identified in this Amendment No. 2 that will be initiated after receiving approval from the Indiana Department of Environmental Management ("IDEM") for a construction permit application if determined to be necessary. The hourly rate and costs for Contractor's services, which were set forth in Exhibit "B" of Contract No. 28-2017, and later applied to Contract 28-2017 Amendment, apply as well to this Addendum No. 2 to Contract No. 28-2017, and Contract No. 28-2017 is hereby incorporated by reference and made a part hereof. Contractor's additional costs and expenses for the services provided in this Addendum No. 2 to Contract No. 28-2017 shall not exceed One Hundred Eighty - Two Thousand Five Hundred Dollars ($182,500.00), for a total of Four Hundred Ninety -One Thousand Six Hundred Dollars ($491,600.00) for Contract No. 28- 2017, Contract 28-2017 Amendment and the Addendum No. 2 to Contract No. 28-2017. All funds for the services in Addendum No. 2 are from the Richmond Sanitary District, with no funds from the Storm Water Department. 3. Both City and Contractor acknowledge and agree that, other than what is set forth above in paragraph 2, the remainder of the terms, conditions and covenants in Page 2 of 3 Contract No. 28-2017, as amended in Contract 28-2017 Amendment, shall remain intact and unchanged and shall continue to be in full force and effect. 4. Both parties agree that any person executing this Addendum No. 2 to Contract No. 28-2017, as amended in Contract 28-2017 Amendment, in a representative capacity warrants that he or she has been duly authorized in writing by his or her principal to execute this Addendum and such authorization has not been rescinded or revoked. IN WITNESS WHEREOF, this Addendum No. 2 to Contract No. 28-2017, as amended in Contract 28-2017 Amendment, is executed and approved by the undersigned representatives of the City and Contractor this 21 day of March, 2018, although signatures may be affixed on different dates. "CITY" THE CITY OF RICHMOND, INDIANA by and through its Board of Sani ry Commissioners By: Sue Miller, President APPROVED: I Dav-irm. Sno r City of Richm nd, Indiana Date: 0 `1r 06 l "CONTRACTOR" DONOHUE & ASSOCIATES, INC. IrPw oR OmM,- Printed"O"4.q.4,:d, Title: V-1 Date: + Page 3 of 3 P DDDDONOHUE AMENDMENT NO. 2 to ENGINEERING SERVICES AGREEMENT Wastewater Treatment Plant Secondary Treatment Systems Evaluation and Facility Plan (Project) Original Agreement Executed: April 10, 2017 This Amendment is by and between: City of Richmond, Indiana (CITY) By and through its Board of Sanitary Commissioners 2380 Liberty Avenue Richmond, Indiana 47374 And, Donohue & Associates, Inc. (CONTRACTOR) 101 West Ohio Street, Suite 820 Indianapolis, IN 46204 Who agree to amend the original Agreement, as follows: EXHIBIT B, PART I —A. PROJECT DESCRIPTION The description of the proposed WWTP systems and evaluation tasks that the facility planning effort is to focus upon has been modified to include the following additional WWTP systems and evaluation tasks: 12. Develop and evaluate alternatives than can both thicken waste activated sludge (WAS) and dewater anaerobically-digested sludge. 13. Evaluate the condition of the concrete walls, ceiling and floor slab in the tunnels between the Rectangular Primary Clarifier Building and the Old Compressor Building and between the Old Compressor Building and the Anaerobic Digester Building. a. Visually assess the existing condition of the structural reinforced concrete and joints in the concrete. b. Prepare a report on inspection findings, which contains recommendations for replacement and opinion of the probable construction cost. EXHIBIT'A' - Page 1 of 8 14. Prepare bidding documents for the selected alternative to both thicken WAS and dewater anaerobically-digested sludge. a. The plans and specifications prepared for this design are to be prepared as a stand-alone set of contract documents for bidding by general contractors with a construction contract to be awarded by the CITY to the lowest, responsive and responsible bidder. b. The level of effort for this amendment is based on the WAS flow not being pumped to an equalization tank prior to thickening, but will be pumped directly to the selected thickening equipment when it is in operation. 15. Bid Phase Engineering Services for the thickening and dewatering improvements as identified in this agreement amendment will be initiated after receiving approval from IDEM for a construction permit application if determined to be necessary. EXHIBIT B, PART I — B. SCOPE OF SERVICES The engineering scope of services have been modified to include the following additional activities: 4. Sludge Thickening and Dewatering Evaluation Services a. Review and evaluate January 2014 to April 2017 plant operational data to determine daily average, maximum month, and maximum week primary sludge and WAS volumes and dry solids quantities. b. Determine the daily average, maximum month, and maximum week volume and dry solids quantities of digested sludge. c. Project the end of planning period daily average, maximum month, and maximum week WAS volumes and dry solids quantities. These values will be estimated by both assuming a proportionate increase in WAS volume and dry solids amount to the projected increase in influent daily average flow and pollutant loadings. d. Using calculated current and future primary sludge, WAS, and digested sludge volumes and quantities, determine and evaluate appropriate technologies to both thicken and dewater sludge. Technologies to be assessed will include a belt filter press, centrifuge or screw press. e. Assist in coordination of up to three (3) pilot tests of appropriate technologies. Coordination activities may consist of the following: 1) Discussion with equipment representatives to schedule pilot tests. 2) Assist the CITY with coordination of the pilot testing and clarification of the minimum test data required from the dewatering equipment manufacturers that is to be included in the pilot test reports. Page 2 of 8 EXHIBIT'A' - Page 2 of 8 3) Provide technical assistance to CITY as needed during each pilot test. 4) Review the pilot test reports submitted by the equipment manufacturers and work with the CITY to select the appropriate dewatering technology for evaluation in the Facility Plan. f. Develop alternatives to generate an evaluation of their cost (i.e. construction, operation, and maintenance), operational performance, maintenance requirements, and constructability. g. Perform life cycle cost analysis of preferred alternatives. h. Include results in Technical Memorandum No. 3, and also include results when evaluating and preparing Technical Memorandum No. 4 and the Facility Plan. 5. Tunnel Concrete Evaluation Services a. Review applicable available studies, reports, and drawings regarding the CITY's existing facilities. b. Visit the WWTP site to assess the items listed under Exhibit B, Part 1— A.13 of this agreement amendment. CONTRACTOR's structural engineer is to perform non-destructive assessments of concrete, including areas of water infiltration and/or leakage, in the two tunnels listed in A.13. c. Prepare an analysis memorandum summarizing findings, including repair and/or replacement recommendations and estimated construction cost opinions. d. Perform an internal quality review of the analysis report, and incorporate quality review comments. e. After incorporation of review comments, submit up to seven (7) printed copies and/or a PDF copy of the final memorandum to the CITY for review and comment. f. Incorporate final memorandum into Facility Plan document as an Appendix. Page 3 of 8 EXHIBIT 'A' - Page 3 of 8 6. Sludge Thickening and Dewatering Design Services a. Process Design and Layout Phase 1) Review available facility drawings and mapping, field notes and observations, and discussions with CITY regarding CITY's existing facilities. 2) Perform preliminary equipment selection based on CITY's staff and CONTRACTOR's recommendation. 3) Determine sizing requirements for sludge thicken ing/dewatering equipment, sludge pumps and piping. 4) Identify major utilities and their approximate locations within the thickening and dewatering facility site limits in areas where excavation may be required. Any required potholing to locate process piping and underground utilities will be performed by the CITY at no charge to this Agreement compensation. 5) Utilizing available facility drawings and mapping, field visit observations, and discussions with CITY, prepare preliminary layout drawings for thickening and dewatering facilities and a construction sequencing plan. 6) Conduct an internal preliminary layout meeting with all design disciplines. 7) Prepare a preliminary opinion of probable construction cost based on the preliminary layout drawings. 8) Perform an internal quality review of the preliminary layout drawings, construction sequencing plan, and preliminary opinion of probable construction cost. 9) Prepare a process design and layout phase submittal consisting of written descriptions of the Project indicating the proposed facilities along with the basis for selection, the final design criteria, a listing of any potential conflicts including environmental impacts and recommended solutions, any special construction requirements/procedures that may be known at the preliminary design stage, the process design and layout phase drawings, construction sequencing plan, and the preliminary opinion of the probable construction cost. 10) Submit up to seven (7) printed sets (half size drawings) and/or a PDF copy of the process design and layout phase submittal to the CITY for review and comment. 11) Conduct a process design and layout review workshop with the CITY's representatives to get their review comments and input on any necessary changes for the thickening and dewatering design. Prepare workshop notes documenting proposed changes to the process design and layout phase completion documents, and incorporate comments and any necessary changes into the design. Page 4 of 8 EXHIBIT'A' - Page 4 of 8 b. Final Layout and Construction Drawings Phase 1) Subcontract with a survey firm to set benchmarks, develop topographic site information for the area where new underground or overhead piping is anticipated to be installed, and elevations and horizontal location of existing structures anticipated to be utilized in the design. 2) Develop final layout drawings, with designer notes for final layout review and approval. 3) Conduct an internal final layout meeting with all design disciplines. 4) After incorporation of the final layout review meeting comments, prepare and distribute base sheet drawings to design disciplines in order to develop construction drawings for one prime contractor. 5) Prepare construction specifications. Front-end bidding and contract documents will be prepared using applicable Engineers Joint Contract Documents Committee (EJCDC) documents for Division 0. Technical specifications will be prepared using the Construction Specifications Institute (CSI) 3-part format for 16 Divisions. 6) Conduct an internal meeting to coordinate location and specifications of wired components. 7) Perform an internal designer review of the prepared final design construction drawings and specifications and then incorporate review comments. This will include an internal P&ID Checklist Meeting. 8) The opinion of the probable construction cost will be updated based on the prepared final design construction drawings and specifications after designer review comments are incorporated. Also, revise the opinion of probable construction cost if necessary after the quality review comments are incorporated. 9) Perform an internal quality review of the final construction drawings and specifications after designer review comments are incorporated. Incorporate quality review comments. 10) After incorporation of quality review comments, submit up to seven (7) printed sets and/or a PDF copy of the final design construction drawings (half size), specifications, and updated opinion of the probable construction cost to the CITY for review and comment. 11) Conduct a final construction drawings and specifications review workshop with the CITY's representatives to get their review comments and input on any necessary Page 5 of 8 EXHIBIT'A' - Page 5 of 8 changes for the Project design. Prepare workshop notes documenting proposed changes to the final construction drawings and specifications. 12) Incorporate review comments received from the CITY to finalize the drawings and specifications for submitting applications to file for permits from or approvals of governmental authorities having jurisdiction to review or approve the final design of the Project. Provide technical input and assist the CITY in consultations with appropriate authorities as required to secure permits or approvals from the governmental authorities. The CITY shall pay the cost for submitting all regulatory agency permit applications. The documents in the submitted applications will be signed and sealed by registered Professional Engineers in the State of Indiana. 13) Incorporate review comments received from the CITY and from the government agencies to which construction permit applications were submitted to finalize the drawings and specifications for bidding. Drawings for bidding purposes will be reproduced at half size unless electronically distributed. The final documents for bidding will be signed and sealed by registered Professional Engineers in the State of Indiana. The drawings and specifications will be prepared for the designed improvements to be bid as one project. 7. Thickening and Dewatering Bid Phase Services a. Prepare a Notice to Bidders and submit it to the CITY to publish twice in a local newspaper. The cost of publication will be paid by the CITY. b. A website-based document distribution service will be utilized to distribute bidding documents and addendums in digital format. This website service will be utilized to post the notice to bidders and the bid amounts for the received bids. Provide up to five (5) printed sets and a PDF electronic copy of the Bid Documents (drawings at half-size or full-size) to the CITY for display to potential bidders (two copies) and for the CITY's reference (up to three copies). c. Conduct a pre -bid conference to describe Project work and answer prospective bidder questions. Prepare and issue meeting minutes. d. Prepare addenda as appropriate to interpret, clarify or expand the bidding documents and issue the addenda to prospective bidders. e. Consult with CITY concerning the acceptability of substitute materials and equipment proposed by contractors when substitution prior to the award of a contract is allowed. f. Assist CITY in the bid opening, perform analysis and tabulation of bids, prepare recommendations for contract award, prepare notice of award, and submit to the CITY for adoption of a contract award resolution or rejection of bids. Page 6 of 8 EXHIBIT'A' - Page 6 of 8 g. Assist the CITY in preparing a notice of award and construction agreement. Advise CITY on the acceptability of subcontractors and material suppliers proposed by the Contractor for this Project. Exhibit B, Part I — C. Project Timing 1. CONTRACTOR shall be authorized to commence the Services set forth herein upon execution of this Agreement Amendment. The project schedule in weeks after Agreement Amendment execution are as follows based on an anticipated start date of January 10, 2017: Richmond WWTP Facility Plan Amendment 1 Project Schedule Weeks after Amendment Execution Task Description Start Complete Sludge Thickening and Dewatering Evaluation 0 20 Sludge Thickening and Dewatering Process Design and Layout 5 20 Evaluation and Process Design and Layout Meeting with CITY 21 21 Sludge Thickening and Dewatering Construction Documents 22 29 Sludge Thickening and Dewatering Meeting with City 30 30 Sludge Thickening and Dewatering Comment Incorporation and submittal of Construction Permit Application to IDEM 31 32 Sludge Thickening and Dewatering Bidding 0 (After IDEM Const. Permit App. Approval) 5(After IDEM Const. Permit App. Approval) Sludge Thickening and Dewatering Construction Substantial Completion (34 weeks after issuance of a NTP to construction contractor) (TBD-Future) 0 (NTP issuance to construction contractor (TBD-Future) 34 (after const. NTP issuance) (TBD-Future) Tunnel Evaluation 0 4 Tunnel Evaluation Memorandum 4 8 2. Project schedule listed is considered independent of schedule listed in original Agreement. Exhibit B, PART III — COMPENSATION, BILLING AND PAYMENT Add the following paragraph to the Original Agreement PART III, which addresses the change in compensation due to the additional scope of services included in this Agreement Amendment: D. Compensation for the services set forth in Part I of this Agreement Amendment shall be increased $182,500 over the $309,100 maximum total cost of services established by the previously approved Agreement Amendment No. 1 resulting in a revised total cost for services and expenses that will not exceed $491,600. Page 7 of 8 EXHIBIT 'A' - Page 7 of 8 APPROVED FOR CITY APPROVED FOR CONTRACTOR By: Printed Name: Title: Date: By: Printed Name: James I. Hurst, PE Title: Vice President Date: Page 8 of 8 EXHIBIT'A' - Page 8 of 8