HomeMy Public PortalAbout098-2018 - Donohue Engineering - Project DesignAGREEMENT
ORIGINAL
THIS AGREEMENT made and entered into this day of June, 2018, by and between the
City of Richmond, Indiana, a municipal corporation acting by and through its Board of Sanitary
Commissioners and its Storm Water Management Board, with its office at 50 North 51' Street,
Richmond, Indiana, 47374 (hereinafter referred to as the "City") and Donohue & Associates, Inc.,
101 West Ohio Street, Suite 820, Indianapolis, Indiana 46204 (hereinafter referred to as the
"Contractor").
SECTION I. STATEMENT AND SUBJECT OF WORK
City hereby retains Contractor to provide professional engineering services related to the final
design and bidding services of the Richmond Wastewater Treatment Plant ("WWTP") upgrades.
On June 7, 2018, in response to a Request for Proposal from City, Contractor submitted a
proposal to City of its Project Description/Scope of Services/Timing for its professional
engineering services to design WWTP Phase 1 Improvements, perform biding services for the
Phase 1 Improvements, and to complete the Preliminary Engineering Report ("PER") as
prescribed by the Indiana Finance Authority ("IFA") for funding by a State Revolving Fund
("SRF") loan. Contractor's proposal is set forth in Exhibit "A", which is attached hereto and
incorporated herein by reference. The PER will be completed from WWTP Secondary Treatment
Systems Evaluation and Facility Plan developed by Contractor under a prior agreement. Exhibit
"A" also includes Contractor's Fee Tabulation and Standard Hourly Rates & Reimbursable
Expenses Schedule for this Project.
Should any provisions, terms, or conditions contained in any of the documents attached hereto as
Exhibits, or in any of the documents incorporated by reference herein, conflict with any of the
provisions, terms, or conditions of this Agreement, this Agreement shall be controlling.
The Contractor shall furnish all labor, material, equipment, and services necessary for the proper
completion of all work specified. Contractor's services shall be performed in accordance with the
standard of professional practice ordinarily exercised by the applicable profession under similar
circumstances at the same time and in the locality where the services are performed. Professional
services are not subject to, and Contractor does not provide, any warranty or guarantee, express or
implied. Contractor shall submit statements or bills monthly.
No performance of services shall commence until the following has been met:
1. The City is in receipt of any required certificates of insurance;
2. The City is in receipt of any required affidavit signed by Contractor in
accordance with Indiana Code 22-5-1.7-11(a)(2);and
3. A purchase order has been issued by the Purchasing Department.
SECTION II. STATUS OF CONTRACTOR
Contractor shall be deemed to be an independent contractor and is not an employee or agent of
the City of Richmond. The Contractor shall provide, at its own expense, competent supervision
of the work.
SECTION III. COMPENSATION
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Contract No. 98-2018
City shall pay Contractor a sum not to exceed Nine Hundred Fifty -Five Thousand Six Hundred
Dollars and Zero Cents ($955,600.00) for complete and satisfactory performance of the work
required hereunder. The monies paid to Contractor are based upon an hourly fee schedule set
forth in Exhibit "A", and attached with this Agreement. The monies paid to Contractor shall be
paid 50% by the Richmond Sanitary District and 50% by the Stormwater Department.
SECTION 1V. TERM OF AGREEMENT
This Agreement shall become effective when signed by all parties and shall continue in effect
until final completion of all work.
Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in
part, for cause, at any time by giving at least thirty (30) working days written notice specifying
the effective date and the reasons for termination which shall include but not be limited to the
following:
a. failure, for any reason of the Contractor to fulfill in a timely manner
its obligations under this Agreement;
b. submission of a report, other work product, or advice, whether oral or written, by the
Contractor to the City that is incorrect, incomplete, or does not meet reasonable
professional standards in any material respect, provided that Contractor was notified
in writing of deficiencies, given ten (10) working days to cure deficiencies and
failed to remedy such deficiencies.
c. ineffective or improper use of funds provided under this Agreement;
d. suspension or termination of the grant funding to the City under which this Agreement
is made; or
e. unavailability of sufficient funds to make payment on this Agreement.
In the event of such termination, the City shall be required to make payment for all work
performed prior to the date this Agreement is terminated, but shall be relieved of any other
responsibility herein.
This Agreement may also be terminated, in whole or in part, by mutual Agreement of the parties
by setting forth the reasons for such termination, the effective date, and in the case of partial
termination, the portion to be terminated.
SECTION V. INDEMNIFICATION AND INSURANCE
Contractor agrees to obtain insurance and to indemnify the City for any damage or injury to
person or property or any other claims to the extent caused by Contractor's negligent conduct or
performance or non-performance of this Agreement; provided, however, that nothing contained in
this Agreement shall be construed as rendering the Contractor liable for acts of the City, its
officers, agents, or employees. Contractor shall as a prerequisite to this Agreement, purchase and
thereafter maintain such insurance as will protect it from the claims set forth below which may
arise out of or result from the Contractor's negligent operations under this Agreement, whether
such operations by the Contractor or by any sub -contractors or by anyone directly or indirectly
employed by any of them, or by anyone for whose acts the Contractor may be held responsible.
Coverage Limits
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A. Worker's Compensation & Statutory
Disability Requirements
B. Employer's Liability $100,000
C. Comprehensive General Liability
Section 1. Bodily Injury $1,000,000 each occurrence
$2,000,000 aggregate
Section 2. Property Damage $1,000,000 each occurrence
D. Comprehensive Auto Liability (if applicable)
Section 1. Bodily Injury $1,000,000 each person
$1,000,000 each occurrence
Section 2. Property Damage $1,000,000 each occurrence
E. Comprehensive Umbrella Liability $1,000,000 each occurrence
$2,000,000 each aggregate
F. Errors & Omissions Insurance $1,000,000 per claim
$2,000,000 aggregate
SECTION VI. COMPLIANCE WITH WORKER'S COMPENSATION LAW
Contractor shall comply with all provisions of the Indiana Worker's Compensation law, and shall,
before commencing work under this Agreement, provide the City a certificate of insurance, or a
certificate from the industrial board showing that the Contractor has complied with Indiana Code
Sections 22-3-2-5, 22-3-5-1 and 22-3-5-2. If Contractor is an out of state employer and therefore
subject to another state's worker's compensation law, Contractor may choose to comply with all
provisions of its home state's worker's compensation law and provide the City proof of such
compliance in lieu of complying with the provisions of the Indiana Worker's Compensation Law.
SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM
REQUIREMENTS
Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work
eligibility status of all newly hired employees of the contractor through the Indiana E-Verify
program. Contractor is not required to verify the work eligibility status of all newly hired
employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify
program no longer exists. Prior to the performance of this Agreement, Contractor shall
provide to the City its signed Affidavit affirming that Contractor does not knowingly employ
an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor
violates IC 22-5-1.7 the Contractor shall be required to remedy the violation not later than
thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to
remedy the violation within the thirty (30) day period provided above, the City shall consider
the Contractor to be in breach of this Agreement and this Agreement will be terminated. If
the City determines that terminating this Agreement would be detrimental to the public
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interest or public property, the City may allow this Agreement to remain in effect until the
City procures a new contractor. If this Agreement is terminated under this section, then
pursuant to IC 22-5-1.7-13 (c) the Contractor will remain liable to the City for actual
damages.
SECTION VIII. IRAN INVESTMENT ACTIVITIES
Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged
in investment activities in Iran. In the event City determines during the course of this
Agreement that this certification is no longer valid, City shall notify Contractor in writing of
said determination and shall give contractor ninety (90) days within which to respond to the
written notice. In the event Contractor fails to demonstrate to the City that the Contractor has
ceased investment activities in Iran within ninety (90) days after the written notice is given to
the Contractor, the City may proceed with any remedies it may have pursuant to IC 5-22-
16.5. In the event the City determines during the course of this Agreement that this
certification is no longer valid and said determination is not refuted by Contractor in the
manner set forth in IC 5-22-16.5, the City reserves the right to consider the Contractor to be
in breach of this Agreement and terminate the agreement upon the expiration of the ninety
(90) day period set forth above.
SECTION IX. PROHIBITION AGAINST DISCRIMINATION
A. Pursuant to Indiana Code 22-9-1-10, Contractor, any sub -contractor, or any person acting
on behalf of Contractor or any sub -contractor shall not discriminate against any employee
or applicant for employment to be employed in the performance of this Agreement, with
respect to hire, tenure, terms, conditions or privileges of employment or any matter
directly or indirectly related to employment, because of race, religion, color, sex,
disability, national origin, or ancestry.
B. Pursuant to Indiana Code 5-16-6-1, the Contractor agrees:
That in the hiring of employees for the performance of work under this
Agreement of any subcontract hereunder, Contractor, any subcontractor, or any
person acting on behalf of Contractor or any sub -contractor, shall not
discriminate by reason of race, religion, color, sex, national origin or ancestry
against any citizen of the State of Indiana who is qualified and available to
perform the work to which the employment relates;
2. That Contractor, any sub -contractor, or any person action on behalf of Contractor
or any sub -contractor shall in no manner discriminate against or intimidate any
employee hired for the performance of work under this Agreement on account of
race, religion, color, sex, national origin or ancestry;
That there may be deducted from the amount payable to Contractor by the City
under this Agreement, a penalty of five dollars ($5.00) for each person for each
calendar day during which such person was discriminated against or intimidated
in violation of the provisions of the Agreement; and
That this Agreement may be canceled or terminated by the City and all money
due or to become due hereunder may be forfeited, for a second or any subsequent
violation of the terms or conditions of this section of the Agreement.
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C. Violation of the terms or conditions of this Agreement relating to discrimination or
intimidation shall be considered a material breach of this Agreement.
SECTION X. RELEASE OF LIABILITY
Contractor hereby agrees to release and hold harmless the City and all officers, employees or
agents of the same from all liability which may arise in the course of Contractor's performance of
its obligations pursuant to this Agreement. The City hereby agrees to release and hold harmless
the Contractor and all officers, employees or agents of the same from all liability which may arise
in the course of City's performance of its obligations pursuant to this Agreement.
SECTION XI. MISCELLANEOUS
This Agreement is personal to the parties hereto and neither party may assign or delegate any of
its rights or obligations hereunder without the prior written consent of the other party. Any such
delegation or assignment, without the prior written consent of the other party, shall be null and
void. This Agreement shall be controlled by and interpreted according to Indiana law and shall
be binding upon the parties, their successors and assigns. This document constitutes the entire
Agreement between the parties, although it 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 signed by both
parties. By executing this Agreement the parties agree that this document supersedes any
previous discussion, negotiation, or conversation relating to the subject matter contained herein.
This Agreement may be simultaneously executed in several counterparts, each of which shall be
an original and all of which shall constitute but one and the same instrument.
The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and any suit
arising out of this Contract must be filed in said courts. The parties specifically agree that no
arbitration or mediation shall be required prior to the commencement of legal proceedings in said
Courts. By executing this Agreement, Contractor is estopped from bringing suit or any other
action in any alternative forum, venue, or in front of any other tribunal, court, or administrative
body other than the Circuit or Superior Courts of Wayne County, Indiana, regardless of any right
Contractor may have to bring such suit in front of other tribunals or in other venues.
In the event of any breach of this Agreement by Contractor, and in addition to any remedies,
Contractor shall be liable for costs incurred by City in its efforts to enforce this Agreement,
including but not limited to, City's reasonable attorney's fees, to the proportionate extent that
Contractor is determined to be in breach of this Agreement.
In the event that an ambiguity, question of intent, or a need for interpretation of this Agreement
arises, this Agreement shall be construed as if drafted jointly by the parties, and no presumption
or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any
of the provisions of this Agreement.
Any person executing this Contract in a representative capacity hereby warrants that he or she has
authorization, in writing, by his or her principal to execute this Contract on behalf of the
Contractor and that such authorization has not been revoked or rescinded.
IN WITNESS WHEREOF, the parties have executed this Agreement at Richmond, Indiana, as of
the day and year first written above, although signatures may be affixed on different dates.
"CITY"
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"CONTRACTOR"
THE CITY OF RICHMOND, INDIANA
by and through its Board of
Sanitary Commissioners
By:
Sue Miller, President
man a shi, Vice President
Greg Steins, Member
Dated: U / I gl I a
The City of Richmond, Indiana, by and through its
Storm Water Management Board
Greg Steins, President
Sue Miller, Vice President
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Dated:
APPROVED:
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Page 6 of 6
DONOHUE & ASSOCIATES, INC.
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PART
PROJECT DESCRIPTION/SCOPE OF SERVICES/TIMING
A. PROJECT DESCRIPTION
Professional engineering services to design Richmond Wastewater Treatment Plant (WWTP) Phase 1
Improvements, perform bidding services for the Phase 1 Improvements, and to complete the
Preliminary Engineering Report (PER) as prescribed by the Indiana Finance Authority (IFA) for funding
by a State Revolving Fund (SRF) loan. The PER will be completed from the WWTPSecondary Treatment
Systems Evaluation and Facility Plan developed by Donohue under a prior agreement and consisting
of complete PER Chapters 1, 2, 3, 4, and 6 plus a partial Chapter 5 which only addresses flood
elevations in the facility plan. A description of the proposed WWTP Phase 1 Improvements is as
follows:
1. Primary Clarifier Pump Replacement
a. Replace four (4) existing circular primary clarifier influent pumps with four new pumps
rated for a firm capacity of 27 MGD and add variable frequency drives (VFDs) for the
pumps.
b. Primary clarifier pump replacement and VFD addition will be an alternate bid item.
c. Verify the Primary Pump Building is compliant with NFPA 820. If it is determined that the
existing building and/or ventilation system are not compliant with current NFPA 820
standards, then Engineer will recommend improvements. Design of any improvements
determined to be needed for NFPA 820 compliance are not included in this scope of
services.
2. Primary Clarifier Drains and Sampling Improvement
a. Include installation of valves and/or piping to allow for only primary sludge routing to the
existing sludge mix tank while completely draining the circular primary clarifiers to the
aeration tanks rather than the sludge mix tank.
b. Relocate the primary effluent sampling location to the new aeration tank flow split
structure upstream of the RAS feed point.
c. Add a flowmeter on the combined primary sludge line to the sludge mix tank.
3. New Aeration Tank Flow Split Structure with Valves
a. Install new aeration tank flow split structure to combine circular primary clarifier effluent,
rectangular primary clarifier effluent, return activated sludge (RAS), supernatant, and
circular primary clarifier drain flows and to split the flow into nine (9) pipes to each of the
nine aeration tanks.
b. Install flow meters and downstream flow control valves on each pipe to modulate and
maintain a near equal flow split to the nine aeration tanks.
4. Aeration Tank Improvements
Exhibit 'A' - Page 1 of 13
a. Convert existing aeration tanks to an anaerobic / aerobic configuration. Install FRP baffle
walls in the first pass (A -Pass) of each of the nine 3-pass aeration tanks to create an
upstream anoxic/anaerobic zone and downstream aerobic zone. Install mixers in each
anoxic/anaerobic zone. Anoxic/anaerobic zone sizing will be refined by design phase
BioWin process modeling and will not exceed 2/3 of the A -pass volume based on process
modeling performed during WWTP Secondary Treatment Systems Evaluation and Facility
Plan development.
b. Replace existing coarse bubble air diffusers with fine bubble membrane diffusers in the
aerobic zones. Design may include provisions for future installation of diffusers in the
possible second anoxic/anaerobic zones such that they could be converted to swing zones
by adding diffusers in a future project.
c. Rehabilitation of aeration tanks including precast walkway replacement in the A -passes
with new metal grating, rehabilitation of concrete construction joint in the C-pass
between Aeration Tanks 7 and 8 by epoxy injection of cracks and partial depth concrete
rehabilitation, replacement of existing effluent boxes with a new baffle and weir system
of stainless steel or fiberglass, and repair of handrail and handrail connections to existing
deteriorated concrete. The rehabilitation of the aeration tanks is intended to be as
described for the F-1 Priority items in the Grating and Railing Plant -Wide Assessment
previously developed by Donohue under a separate Contract.
d. Replacement of manually operated gates between passes in all nine (9) aeration tanks.
5. Aeration Blowers
a. Replacement of two existing 800-HP blowers with two new approximate 300-HP single
core turbo blowers or two new approximate 350-HP single stage integrally geared
centrifugal blowers. Existing 500-HP multi -stage centrifugal blower is to remain for
redundancy.
b. Evaluate the installation of single stage integrally geared centrifugal blowers or single core
turbo blowers with either air foil/bump bearings or magnetic bearings.
c. Provide a new control system and modifications for 480-V power requirements of the
new blowers.
d. Blower Building ventilation improvements to the extent needed for the new blowers and
remaining existing blower.
6. Final Clarifier Flow Split Structure Improvements
a. Addition of electric actuators and level position indicators on four (4) existing 8' wide by
3' manually operated weir gates controlling flow to each final clarifier. Addition of a water
level sensor in the final clarifier flow split structure.
b. New control system to automatically adjust gates based on flow split structure water level
to maintain a near equal water level over each weir gate.
7. Final Clarifier Improvements
a. Replace existing pipe organ sludge collection mechanisms in all four final clarifiers with
new single suction header, rapid sludge removal mechanisms.
Exhibit 'A' - Page 2 of 13
b. Replace existing in -board, two-sided weir, effluent troughs with new concrete in -board
effluent troughs mounted on the walls of the four clarifiers.
c. Replace scum baffles and weirs with new fiberglass baffles and weirs.
d. Install current density baffles in the four clarifiers.
e. Rehabilitation of final clarifiers including new perimeter handrail systems, miscellaneous
concrete rehabilitation around existing handrail mounts, and modifications to platform
grating to adequately secure the existing grating panels.
8. RAS Flow Meter and Flow Control Valve Improvements
a. Replace four sets of existing 14" flow meters, 14" flow control plug valves and 16"
isolation valves with new 16" flow meters, flow control plug valves, isolation valves, and
associated piping in the Sludge Pump and Metering Building.
b. Modify elevation of the existing downstream RAS flow control weir plate and weir wall as
required to ensure full pipe flow through the new larger magnetic flow meters while
maximizing available differential, driving force, head from the existing final clarifiers.
c. RAS flow meter and flow control valve improvements will be an alternate bid item.
d. Engineer will evaluate the Sludge Pump and Metering Building to determine
improvements needed for compliance with NFPA 820. If Building is currently classified as
Class 1, Division 2 under NFPA 820 only due to insufficient ventilation, then Engineer will
design needed ventilation system improvements. Design of improvements needed to
improve the Sludge Pump and Metering Building's ventilation rate to 6 air changes per
hour are included in this scope of services.
9. Rectangular Primary Clarifier Grating and Handrail Improvements
a. Repair railing bar connections that have broken or completely separated in several
locations around the rectangular primary clarifiers as identified in the Grating and Railing
Plant -Wide Assessment previously developed by Donohue under a separate Contract.
b. Replace existing corroded grating with new aluminum grating in various isolated areas
around the rectangular primary clarifiers as identified in the Grating and Railing Plant -
Wide Assessment.
c. Repair aluminum walkways over the south end of the rectangular primary clarifiers.
Repair is intended to include installation of grating retainer clips and removal and
replacement of isolated grating panels that had previously been replaced in an incorrect
orientation as identified in the Grating and Railing Plant -Wide Assessment.
10. SCADA System Upgrades
a. Replace existing Bristol DPC-3300 or GE 90/30 process control hardware and associated
input / output (1/0) modules with new Emerson Control Wave, Control Wave Micro
programmable logic controllers (PLCs) and ethernet based remote 1/0 in each of the
below listed locations.
1) Old Lab Building (serving the seven rectangular primary clarifiers)
2) Filter Building (2 units)
Exhibit 'A' - Page 3 of 13
3) Intermediate Pump Building (2 units, one serving the centrally located HMI
computer system and one controlling the ICE/RAS pumps)
c. Install new Control Wave Micro PLC with limited 1/0 in the Existing Blower Building
associated with the Blower Building process improvements.
d. Modifications to utilize the existing fiber optic cable infrastructure throughout the WWTP
to serve the plant communication needs of the new processors.
e. Similar PLC upgrades in the Primary Pump Building, Primary Clarifier Control Building No.
1, and Primary Clarifier Control Building No. 2 (serving the circular primary clarifiers and
associated primary clarifier influent pumps) are not included in the project scope of
services and are intended to be performed by others under separate contract with
Richmond Sanitary District priorto the Phase 1 Improvements Project construction phase.
B. SCOPE OF SERVICES
Services to be provided by the Engineer for this Project under this Agreement are as follows:
1. Project Development and Management
a. Assign Steve Gress as the Project Manager who will coordinate project activities and
will be the principal liaison between the District and Engineer.
b. Prepare a project work plan containing the project background, project goals and
objectives, task based project scope, project schedule, listing and schedule of
deliverables.
c. Conduct a project kick-off meeting with the District's representatives to review
project goals and objectives and to review the proposed project schedule.
d. Provide monthly progress reports to the District to document services performed and
schedule status. This is typically performed as part of the monthly project invoicing
routine.
2. Richmond WWTP Phase 1 Design Services
a. Process Design and Layout Phase
1) Review applicable available studies, reports, facility discharge flow
charts, drawings, design summaries, and other existing facility
information regarding the District's existing facilities.
2) Perform preliminary equipment selection based on preferences of
District's staff and Engineer recommendations. For the single core turbo
blowers, evaluate blowers with high speed air foil/bump bearings versus
magnetic bearings.
3) Prepare unit process design calculations for an 18 mgd design average
flow capacity and a 36 mgd peak flow capacity.
Exhibit 'A' - Page 4 of 13
4) Perform hydraulic evaluation of treatment plant from primary clarifier
weirs through final clarifier weirs for unit process improvements and to
determine hydraulic bottlenecks and recommended hydraulic
improvements to achieve 36 mgd peak flow rate through the treatment
plant as currently rated for peak flow.
5) Determine sizing requirements for the unit process improvements and
the new anaerobic/aerobic (A/O) configuration system components.
6) Contract for topographic site survey services as needed to design the
project.
7) Contract as needed for geotechnical engineering services for subsurface
geotechnical exploration at the new aeration tank flow splitter structure
location to determine the likely subsurface foundation conditions to aid
in the structural design of the proposed structure.
8) Prepare flow sheets for the proposed improvements and conduct an
internal flow sheet review meeting. Develop operation and control
strategies for primary clarifier pumps and VFDs, aeration tank influent
flow splitter, anoxic/anaerobic zones, automatic DO control in aeration
tanks, turbo blowers, final clarifier influent flow splitter, new final clarifier
mechanisms, and RAS flow meters and flow control valves.
9) Prepare preliminary process and instrumentation diagrams (P&IDs) after
the flow sheet meeting.
10) Develop new process motor list and other electrical loads.
11) Identify major utilities and their approximate locations within the project
site limits.
12) Utilizing available facility drawings and mapping, field visit observations,
and discussions with the District, prepare preliminary layout drawings for
project facilities and conduct an internal preliminary layout review
meeting.
13) 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 summary of preliminary
hydraulic design calculations, 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, and the process design and layout phase
drawings.
14) Prepare a preliminary opinion of the probable construction cost based on
the preliminary layout drawings.
15) Perform an internal quality review of the preliminary layout drawings,
project design description, and preliminary opinion of the probable
construction cost.
16) Submit up to eight (8) printed sets (half size drawings) and/or a PDF copy
of the process design and layout phase submittal to the District for review
and comment.
17) Conduct a process design and layout review workshop with the District's
representatives to get their review comments and input on any necessary
changes for the project design. Prepare workshop notes documenting
proposed changes to the process design and layout phase completion
Exhibit 'A' - Page 5 of 13
documents and incorporate comments and any necessary changes into
the design.
b. Final Layout Phase
1) Complete hydraulic, structural, and other computations to define final
size and location of new structures and existing structure modifications.
2) Develop final layout drawings, with designer notes for final layout review
and approval.
3) Perform internal MID critique and final layout meetings. Revise P&IDs
and final layout drawings after these meetings.
4) Prepare an index of proposed specifications for the final layout submittal.
5) Update the opinion of the probable construction cost based on the
completed final layout design documents.
6) Perform an internal quality review of the final layout drawings, index of
proposed specifications, and updated opinion of the probable
construction cost.
7) Submit for review and comment by the District up to eight (8) printed sets
and/or a PDF copy of the final layout drawings (half size), specifications
index, the final design criteria, a summary of final hydraulic design
calculations, any special construction requirements/procedures that may
be known at the final layout design phase, a listing of permits required
for construction approval, and the updated opinion of the probable
construction cost.
8) Conduct a final layout review workshop with the District to get the
District's review comments and input on any necessary changes for the
project design including design changes to reduce the construction cost.
Prepare workshop notes documenting proposed changes to the final
layout design completion documents and incorporate comments and any
necessary changes into the design.
C. Final Design Construction Drawings Phase
1) After incorporation of the final layout workshop review comments and
requested changes, prepare and distribute base sheet drawings to design
disciplines in order to develop construction drawings for one prime
contractor. Drawings will be developed using the Engineer's CADD
standards.
2) Finalize MID drawings.
3) Prepare construction specifications utilizing the Engineer's master
specifications.
a) Front end bidding and contract documents will be prepared using
applicable Engineers Joint Contract Documents Committee
(EJCDC) documents for Division 0.
b) Technical specifications will be prepared using the Construction
Specifications Institute (CSI) 3-part format for 16 Divisions.
4) Conduct an internal meeting to coordinate location and specifications of
wired components.
Exhibit 'A' - Page 6 of 13
5) Perform an internal designer review of the prepared final design
construction drawings and specifications and then incorporate review
comments.
6) 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.
7) Perform an internal quality review of the final construction drawings and
specifications after designer review comments are incorporated.
Incorporate quality review comments.
8) After incorporation of quality review comments, submit up to eight (8)
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 District for review and comment.
9) Conduct a final construction drawings and specifications review
workshop with the District's representatives to get their review
comments and input on any necessary changes for the project design.
Prepare workshop notes documenting proposed changes to the final
construction drawings and specifications.
10) Prepare and assist the District in submitting applications after
incorporating the final design construction drawings and specifications
workshop review comments into the final design documents 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 District in consultations with appropriate authorities
as required to secure permits or approvals from the governmental
authorities. The District shall pay the cost for submitting all regulatory
agency permit applications.
11) Incorporate review comments received from the District 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 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.
3. Phase 1 Bid Phase Engineering Services
a. Prepare a Notice to Bidders and submit it to the District to publish twice in a local
newspaper. The cost of publication will be paid by the District.
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 final design construction drawings (half-size
Exhibit 'A' - Page 7 of 13
or full-size) and the Project Manual to the District for display to potential bidders (two
copies) and for the District'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 District concerning the acceptability of substitute materials and equipment
proposed by contractors when substitution prior to the award of a contract is allowed.
f. Assist District in the bid opening, prepare a bid tabulation analysis of bids, prepare
recommendations for contract award, prepare a contract award resolution, and submit
to the District for adoption of the contract award resolution or rejection of all bids.
g. If the District adopts the contract award resolution, prepare and assist the District in
submitting post bid documentation to the Indiana SRF in order to get approval from SRF
for the District to award a construction contract. If the District desires to obtain a GPR
Sustainability Incentive under the SRF Program, then prepare for submittal with the post
bid documentation, a GPR Final Bid Summary.
In. Assist the District to provide information requested by the Indiana SRF, financial
consultant, and bond counsel in order to close on the SRF loan.
i. After SRF approves the post bid documentation and authorizes award of a construction
contract, then prepare a notice of award to be sent to the selected construction
contractor along the construction contract. Assist the District in preparing construction
contract, and advise the District on the acceptability of subcontractors and material
suppliers proposed by the contractor for this project.
4. Preliminary Engineering Report Completion Based On Previously Developed WWTP Secondary
Treatment Systems Evaluation and Facility Plan
a. The PER report is to be prepared in the format prescribed by the Indiana Finance
Authority (IFA) for funding by a SRF loan.
b. Complete PER Chapter 5 - Evaluation of Environmental Impact
1) Engineer will identify the potential negative impacts of the project on the
environment and the mitigation measures that may be needed. Prepare
required environmental graphics as identified by Indiana SRF in its guidance
documents for PER preparation.
2) Environmental concerns include farmland, soils/geology, air quality, noise,
groundwater, drinking water, floodplains, wetlands, surface waters, endangered
plants and animals, historic or archeological sites, recreational spaces,
landmarks, construction impacts, and other indirect impacts.
Exhibit 'A' - Page 8 of 13
3) Engineer will rely generally upon readily available information, and no additional
studies or subconsultant services are included in this PER scope of services.
4) Engineer will draft the fifth chapter of the PER summarizing the findings of the
environmental evaluation.
c. Prepare PER Chapter 7 - Legal, Financial, and Managerial Capabilities
1) Prepare the Authorized Representative Resolution and PER Acceptance
Resolution, and submit to the Sanitary Board President for adoption; and then
include both Resolutions in the PER.
2) Prepare and include the completed SRF Project Cost/Financing Information
form.
3) Include Letters of Intent as applicable to significant flow/wasteload contributors
and any applicable contract operator, such as but not limited to, sludge disposal
contractor.
4) Include Inter -local Government Agreements, and/or Contracts or intent to
obtain either.
5) Address the status of the required Asset Management Program for the
wastewater utility, and if an Asset Management Program does not already exist,
indicate the schedule for preparing it.
6) Engineer will draft the seventh chapter of the PER summarizing the above
required information.
d. Prepare PER Chapter 8 - Public Participation
1) Draft a notice for the public hearing for the District to have published. Include a
copy of the Publisher's Affidavit from the local newspaper with the public
hearing notice. The District will pay for the cost to publish the notice.
2) Notify significant flow/wasteload contributors or rate payers about the public
hearing.
3) Have copies of the prepared PER Chapters 1 thru 7 available for public review
ten (10) days prior to the public hearing.
4) The District intends to prepare the presentation, deliver the public hearing
discussion about the project, and address public comments regarding the
project. The District will arrange for the location of meeting. District will supply
a court reporter/stenographer for preparation of a written transcript of the
public hearing or the District shall prepare minutes.
5) Include in the PER the public hearing transcript or minutes and all written
comments submitted by the public, including comments submitted during the
public hearing and during the 5-day period following the hearing. Also include
any response to comments provided by or on behalf of the participants.
6) Prepare and provide self -sticking mailing labels and/or email addresses for
submittal to Indiana SRF, which may include the following:
i. Attendees from the public hearing sign -in sheet.
Exhibit 'A' - Page 9 of 13
ii. Interested parties (those individuals, industries, groups, organizations who
demonstrated an interest in receiving copies of the Environmental
Assessment/Finding of No Significant Impact).
iii. Adjoining property owners to the project (names and addresses to be
provided by the District).
iv. County Drainage Board (contact names and addresses to be provided by
District).
v. County Health Department (contact names and addresses to be provided by
District).
vi. Active Regional Planning Commission for the planning area (contact names
and addresses to be provided by District if a regional planning commission
exists).
vii. Local media outlets (newspaper, radio, or TV station).
viii. Customer communities.
7) Engineer will draft the eighth chapter of the PER summarizing the above
required information.
e. PER Documentation and Approval
1) Edit the previously prepared PER chapters for the public hearing based on
review comments received from the District, and prepare an updated PER for
submittal to the District. Up to five (5) printed copies plus one electronic copy
of the updated PER will be submitted and presented at a meeting of the
Richmond Sanitary District Board. The updated PER is to contain the following:
• Executive Summary
• Chapter 1— Project Location
• Chapter 2 — Current Situation
• Chapter 3 — Future Situation
• Chapter 4 —Evaluation of Alternatives
• Chapter 5 — Evaluation of Environmental Impact
• Chapter 6 —Selected Plan
• Chapter 7 — Legal, Financial & Managerial Capabilities
Exhibit 'A' - Page 10 of 13
• Chapter 8 — Public Participation
• Figures and appendices associated with the above chapters
2) Prepare a letter of transmittal for the Sanitary Board President, authorized SRF
signatory, to sign, and deliver up to three (3) printed copies of the final PER to
Indiana SRF to review and prepare comments.
3) Prepare responses to review comments received from Indiana SRF, and submit
the responses to Indiana SRF along with a signed transmittal letter from the
Sanitary Board President.
C. PROJECTTIMING
1. Engineer shall be authorized to commence the Services set forth herein upon execution of this
Agreement. The project milestone schedule based on authorization to commence by June 29,
2018 is as follows:
Richmond WWTP Phase 1 Improvements and PER - Milestone Project Schedule
Task Description
Approximate Date
Design of Phase 1 Improvements
July 2018- May 2019
Preparation and Submittal of PER
July — September 2018
Anticipated Approval of PER
December 2018
Permit Applications Submittal with Plans and Specifications
May 2019
Permit Applications Approved
August 2019
Project Bidding
August — September 2019
SRF Loan Closure
November 2019
Construction Contract Award
December 2019
Initiation of Phase 1 Improvements Construction
January 2020
Anticipated Construction Substantial Completion
December 2021
Anticipated Construction Final Completion
April 2022
2. Engineer's services under this Agreement will be considered complete when Engineer has
completed the above described bidding services scope of work that will follow after above listed
Phase 1 design services and the PER completion services.
PART II
DISTRICT RESPONSIBILITIES
A. In addition to other responsibilities of District set forth in this Agreement, District shall:
1. Identify a person authorized to act as the District's representative to respond to questions and
make decisions on behalf of District, accept completed documents, approve payments to
Engineer, and serve as liaison with Engineer as necessary for Engineer to complete its Services.
Exhibit 'A' - Page 11 of 13
2. Furnish to Engineer copies of existing documents and data pertinent to Engineer's Scope of
Services, including but not limited to, where applicable and where not previously furnished:
previous facility plan and PER studies; design and record drawings for existing facilities; monthly
reports of operation in Microsoft Excel format; equipment operation and maintenance (O&M)
manuals; property descriptions; land use restrictions; surveys, GIS information, and topographical
survey information; geotechnical; and environmental studies or assessments.
District shall be responsible for all requirements and instructions that it furnishes to Engineer
pursuant to this Agreement, and for the accuracy and completeness of all reports, data, programs,
and other information furnished by District to Engineer pursuant to this Agreement. Engineer
may use and rely upon such requirements, instructions, reports, data, programs, and information
in performing or furnishing services under this Agreement, subject to any express limitations or
reservations provided by District applicable to the furnished items.
4. Provide to Engineer existing information regarding the existence and locations of utilities and
underground facilities.
5. Provide Engineer safe access to premises necessary for Engineer to provide the Services.
6. Inform Engineer whenever District observes or becomes aware of a Hazardous Environmental
Conditions that may affect Engineer's Scope of Services or time for performance.
PART III
COMPENSATION, BILLING AND PAYMENT
A. Compensation for the work as defined in the Scope of Services (Part I) of this Agreement that is
performed in 2018 shall be in accordance with Engineer's standard 2018 charge -out rates included on
the following page. Engineer's standard 2019 charge -out rates have not yet been developed but will
not increase by more than 3-percent rounded to the nearest $5 increment. Routine expenses will be
billed at cost and subconsultant costs will include a 10% markup. The total cost for these services and
expenses will not exceed $955,600. This total cost includes approximately $896,500 for design
services, $39,200 for bidding services, and $19,900 for PER finalization.
B. Engineer will bill District monthly, with net payment due in 30 days.
C. Engineer will notify District if project scope changes require modifications to the above -stated
contract value. Services relative to scope changes will not be initiated without written authorization
from the District.
Exhibit 'A' - Page 12 of 13
Donohue & Associates, Inc.
2018 Billing Rates
Employee
Engineer/Specialist IX
$240
Engineer/Specialist Vill
$230
Engineer/Specialist VII
$210
Engineer/Specialist VI
$190
Engineer/Specialist V
$175
Engineer/Specialist IV
$155
Engineer/Specialist III
$140
Engineer/Specialist II
$130
Engineer/Specialist 1
$115
Technician II
Technician 1
$90
$80
Administrative Assistance 111
$80
Administrative Assistance II
$70
Administrative Assistance 1
$60
Notes:
Labor charge -out rates are for normal work week.
Billing rates above are in effect for 2018. Billing rates for 2019 have not yet been
developed but will not increase by more than 3-percent rounded to the
nearest $5 increment.
Mileage is billed at the current IRS stipulated rate.
Printing and reproductions are billed at cost.
Exhibit 'A' - Page 13 of 13