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HomeMy Public PortalAbout100_061_WWTP THOMAS & HUTTON 50 PARK OF COMMERCE WAY I SAVANNAH, GA31405 912.234.5300 I WWW.THOMASANDHUTTON.COM July 24, 2014 Ms. Diane Schleicher City of Tybee Island 403 Butler Ave Tybee Island, GA 31328 Re: WWTF Digester Improvements City of Tybee Island Letter Agreement for Services Dear Ms. Schleicher: Thank you for requesting our engineering services for the digester improvements at the City of Tybee Island Wastewater Treatment Facility. The City has a need for additional biosolids treatment and management at the wastewater treatment facility. After a preliminary review of options by Thomas & Hutton, the City has decided to move forward with a new aerobic digester to assist in treatment and reduction of the biosolids within the facility. The project will include a new 65-foot diameter by 16' foot deep pre-stressed concrete tank with additional blowers and aeration diffusers, electrical upgrades, and piping to existing sludge return pumps. Our services will consist of the General Consulting Phase, Survey Phase, Design Development Report Phase, Design Phase, Permitting Phase, Bid Phase, monitoring during the Construction Phase and Closeout Phase, as set forth in the General Provisions, supplemental exhibits, attached hereto, and such Additional Services as you may request during the course of the Project. We understand that you will furnish us with full information as to your requirements, including any special or extraordinary considerations for the Project and will make pertinent existing data available to us. Payment for our services will be as described in the attached General Provisions. You will be billed monthly for our services rendered and for Reimbursable Expenses. Owner's Initials Consultant's Initials Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services July 24, 2014 Page 2 We propose that payment for our services will be as follows: Fee or Time & Phase Fee Structure Expense Budget General Consulting: Time & Expense-Budget $ 4,000.00 General Study/Report: Lump Sum $ 12,000.00 Survey: Lump Sum $ 3,000.00 Design: Lump Sum $ 32,000.00 Permit: Time & Expense-Budget $ 6,500.00 Bid: Time & Expense-Budget $ 5,000.00 Construction: Time & Expense-Budget $ 17,000.00 Reimbursable Expenses: Time & Expense-Budget $ 2,500.00 Additional Services: Time & Expense The above fee arrangements are based on prompt payment of our invoices and the orderly and continuous progress of the Project through construction. It is necessary that you advise us in writing at an early date if you have budgetary limitations for the overall Project Cost or Construction Cost. We will endeavor to work within those limitations. At appropriate times during the Design Phase, we can submit to you our opinions as to the probable construction cost of the Project. We do not guarantee that our opinions will not differ materially from bids or negotiated prices. This proposal between the City of Tybee Island ("Owner"), and Thomas & Hutton Engineering Co. ("Consultant" or "Thomas & Hutton"), consisting of the Scope of Services, General Provisions, Consulting Services on a Time & Expense Basis Rate Sheet, and this letter with authorized signatures, represents the entire understanding between you and us with respect to the Project. This agreement may only be modified in writing if signed by both of us. If the arrangements set forth in these documents are acceptable to you, please sign and initial the enclosed documents in the spaces provided below and return to us. This proposal will be open for acceptance until September 30 2014, unless changed by us in writing. We appreciate the opportunity to prepare this proposal and look forward to working with you on the project. The parties agree and acknowledge that any of the parties hereto may execute this agreement by electronic signature, and the other party may rely upon such electronic signature as an original record of signature. Very truly yours, THOMAS & HUTTON ENGINEERING CO. I By A. Christopher Stovall, P.E. ACS/kts Owner's Initials Consultant's Initials Ms. Diane Schleicher City of Tybee Island Letter Agreement for Services July 24, 2014 Page 3 Enclosures: Scope of Services General Provisions Consulting Services Rate Sheet ACCEPTED: , 2014 By TITLE Owner's Initials r•nne11NesniVe InNieat LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS& HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS SCOPE OF SERVICES JULY 24,2014 SCOPE OF SERVICES The City has a need for additional biosolids treatment and management at the wastewater treatment facility. After a preliminary review of options by Thomas & Hutton, the City has decided to move forward with a new aerobic digester to assist in treatment and reduction of the biosolids within the facility. The project will include a new 65-foot diameter by 16' foot deep pre-stressed concrete tank with additional blowers and aeration diffusers, electrical upgrades, and piping to existing sludge return pumps. 1. SCOPE OF SERVICES A. General Consulting Phases 1. General Consulting The Consultant shall provide general clerical/administration duties to support the project, attend monthly infrastructure meetings and provide general information to the Client and updates as needed on a Time and Expense basis. B. Design Development Report Phase 1. Wastewater Preliminary Engineering Report - The Consultant shall perform a preliminary evaluation to determine preliminary wastewater treatment system size requirements, calculations, and cost estimates. 2. Geotechnical Report - Owner shall retain the services of a geotechnical consultant to perform geotechnical borings and prepare a preliminary piling design for the new structure. The study will be used by the Consultant to prepare plans for the structure. C. Survey Phase Based upon the final master 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 20- foot grid across the site. Surveyor shall field locate known visible utilities within the project limits. The survey and subsurface utility locations will be augmented from existing as-built information provided by the Owner. Owner's Initials 1 Consultant's Initials LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS& HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS SCOPE OF SERVICES JULY 24,2014 D. Design Phase 1. Engineering Design After completion of Survey Phase and Owner approval of the Preliminary Subdivision Plat, the Consultant shall prepare site development plans. These plans shall be submitted to the Owner for review. The site development plans will include: • Grading-finish pad elevations, finish contours, and grading information. • Digester structural, mechanical, and electrical plans, profiles and details • Erosion Control details • Hydraulic Profiles of new equipment • Construction Details-sanitary sewer and erosion control. • Quantity Takeoff and Opinion of Probable Construction Cost. • Technical specifications for clearing, earthwork, structures, piping, and process equipment. • Design calculations for digester. • Coordinate with Geotechnical Consultant - The Owner will retain a geotechnical consultant to perform subsurface investigations and pavement design for the project. The Consultant will coordinate with the geotechnical consultant regarding needs of the project and preliminary design information for the project. 2. Proiect Team Meetings Consultant shall attend project meetings at the request of the Owner. The planned meetings include a kick-off, 60%and 90%design review meeting. If the budget for meeting time is expended, the Owner will authorize additional funds on a Time & Expense basis. 3. Structural Design Consultant shall provide structural design and construction plan meeting the minimum requirements of the authorities. The plan shall be prepared by a registered professional Consultant. E. Permit Phase 1. Permits Consultant shall assist Owner with the preparation of submittal packages for the development approval. The payment of fees associated with the application process is the responsibility of the Owner. Consultant shall submit final plans and specifications to the applicable local, state, and federal agencies for review. Agency submittals anticipated for this project include: • Georgia EPD • US Soil Conservation Service Owner's Initials 2 Consultant's Initials LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS&HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS SCOPE OF SERVICES JULY 24,2014 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 assistance may include, when requested by the Owner: • Submit Notice of Intent (NOI) to the State on behalf of the Owner (as a Primary Permittee). This will include a certification that the Erosion, Sedimentation, and Pollution Control Plan (ES&PCP) has been prepared in accordance with the General Permit. • Develop a Comprehensive Monitoring Plan (CMP). The ES&PCP will indicate monitoring locations and may be used in the CMP. • Provide an initial observation of the measures installed under the ES&PC within one (1) week after construction activities commence. Additional observations will be conducted as other measures required by the Plan are installed. • Prepare and submit, as warranted, amendments to the ES&PCP. The Consultant's services do not include: • Qualified personnel to monitor maintenance of ES&PC measures. • Continuous monitoring of maintenance of ES&PC measures • Monitoring of NTU's at outfalls or receiving streams • Submittal of monthly reports to EPD • Submittal of Notice of Termination (NOT) and certification F. Construction Phase Consultant will provide the following services for the Construction Phase: 1. Bid Process Consultant shall assist Owner during the Bid Phase. The service shall be provided on a Time & Expense basis. Typical services provided during this phase include preparation of contract documents, assembling bid packages, attending or conducting pre-bid meetings, responding to contractor questions, and preparation of the Consultant's recommendation letter for award of bid. Personnel time will be detailed on monthly invoices. 2. Construction Services During the course of construction, the Consultant will provide the following services: Owner's Initials 3 40 Consultant's Initials LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS& HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS SCOPE OF SERVICES JULY 24,2014 • Review material data, shop drawings, and construction schedules provided by the Contractor. • Provide construction observation and monitoring to ascertain that the work is in substantial conformance with the contract documents and with the design intent. • Attend final field inspections by regulating agencies for the project. • Review record drawings provided by Contractor. • Request project acceptance by applicable agencies. • Prepare water and wastewater record drawings. • Construction Observation. • Structural Construction Observation. 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, estimated at 8 interim visits, a punch list visit, and final visit. 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. Consultant does not provide accessibility construction compliance verification. This service can be provided at the request of the Owner with specific scopes and fees. The Consultant provides construction services as defined above 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 based on information supplied by the Contractor. The Contractor will provide a survey regarding the constructed facilities. The survey provided by Contractor shall be certified by a registered surveyor licensed in the state in which the work is performed, if required by the governing agency. The scope does not include field work on the part of the Consultant. The information will be compiled in an AutoCAD format by the Contractor and submitted to the Consultant. The Consultant will review this information to ensure that the information submitted meets the intended design. The Consultant shall not verify or certify that the information submitted by the Contractor or Contractor Representative is correct. The Consultant will submit this information to the reviewing agency. The record drawings will meet the requirements of the City's record drawing specifications at the time this contract is executed. In addition, the Record Drawings will include: • Storm drainage structures, inverts, and frame elevations • The scope does not include the location or depth of any power, telephone, cable television, or natural gas lines. Owner's Initials 4 M_Consultant's Initials LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS& HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS SCOPE OF SERVICES JULY 24,2014 • The record drawing will be compiled from field information collected during the survey phase, water and sewer laterdl locations as determined in the pad elevation survey, contractor's notes, and observations made by Consultant. The data will be presented in a format for the reviewing agency's review. • Additional information required by the reviewing agency beyond what is reasonable and customary for record drawings, shall be billed as additional services. Examples are as follows: - Geodetic coordinates for structures, fittings, or pipes - Profiles for sanitary sewer, water, or storm drainage - Roadway profiles - Testing locations for roadway on the plan view G. Exclusions Items not included in the scope of services are as follows: • Accessibility construction compliance verification • Archaeological survey and report • Wetland delineation, surveys, or permits • Dune or Flood Plain designation lines • Geotechnical investigation or report • Phase One or Phase Two Environmental Assessments • Endangered species survey and report • Off-site work unless specifically covered in the scope of services • Approvals or permits other than those related to the scope of work covered by this contract • Act as an expert witness for legal activities • Telephones, cable television, gas, and power distribution systems These items can be coordinated or provided,if requested by the Owner in writing. 2. PERIODS OF SERVICE A. General Consulting Phases After receipt of a written notice to proceed from the Owner, Consultant will commence work within seven (7) calendar days after receipt and complete work described in this phase throughout the project. B. General Studv/Report Phases After receipt of a written notice to proceed from the Owner, Consultant will commence work within seven (7) calendar days after receipt and complete work described in this phase within thirty (30) calendar days. Owner's Initials 5 .consultant's Initials LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS& HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS SCOPE OF SERVICES JULY 24,2014 C. Survey Phase After the Owner approves the final master plan, Consultant will commence work within seven (7) calendar days after receipt and complete work described in this phase within thirty (30) calendar days. D. Design Phase After the Survey Phase required for design is complete, Consultant will commence work within seven (7) calendar days and complete work described in this phase within thirty (30) calendar days. E. Permit Phase After receipt of a written notice to proceed from the Owner, Consultant will commence work within seven (7) calendar days after receipt and complete submission of permit applications described in this phase within fifteen (15) calendar days. F. Construction Phase After receipt of a written notice to proceed from the Owner, Consultant will commence work within seven (7) calendar days after receipt and complete work described in this phase within one hundred eighty (180) calendar days. Owner's Initials 6 Consultant's Initials GENERAL PROVISIONS TO LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS 8,HUTTON ENGINEERING CO.(CONSULTANT)AND THE CITY OF TYBEE ISLAND(OWNER) W WTF DIGESTER IMPROVEMENTS JULY 24,2014 PAYMENT FOR SERVICES CONSULTANT'S RESPONSIBILITIES For services rendered,Owner shall pay Consultant as outlined in the The professional services performed under this Agreement, as Letter Agreement for Services. defined in the scope, shall be consistent with sound engineering practices and shall incorporate federal,state,and local regulations Payment for services on the basis of'Time& Expense"shall be paid and standards that are applicable at the time the Consultant in accordance with the schedule of charges attached hereto. rendered his services. Project related costs for printing, reproductions, materials, and Consultant will strive to perform services under this Agreement in a travel will be billed as reimbursable expenses. manner consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing in the Projects will be billed monthly or at the completion of the work, area under similar conditions. No other representation, expressed whichever comes sooner, with payment due upon receipt. or implied,and no warranty or guarantee is included or intended in Payment shall be considered overdue after forty-five(45)days from the Agreement,or in any report,opinion,document,or otherwise. date of invoice, with interest charged at a monthly rate of 1.5 percent(18 percent annual rate). MISCELLANEOUS Consultant reserves the right to suspend work hereunder or any other A. Opinions of Probable Costs work to be performed by Consultant for Owner or any of its affiliates under a separate agreement or agreements with Consultant in the Since the Consultant has no control over the cost of labor, event of delinquent payment by Owner to Consultant hereunder or in materials, or equipment, or over the Contractor's methods of the event of delinquent payment by Owner or its affiliates to determining prices. or over competitive bidding or market Consultant under a separate agreement or agreements. For all conditions, his opinions of probable construction costs purposes hereof,affiliate shall mean(i)in the case of an individual,any provided for herein are to be made on the basis of his relative of any person listed among the following, (ii) any officer, experience and qualifications. These opinions represent his director,trustee,partner.manager,employee or holder of 5 percent or best judgment as a design professional familiar with the more of any class of the voting securities of or equity interest in the construction industry. Owner;(iii)any corporation,partnership,limited liability company,trust or other entity controlling,controlled by or under common control with However,the Consultant cannot and does not guarantee that the Owner; or (iv) any officer, director, trustee, partner, manager, proposals, bids, or the construction cost will not vary from employee or holder of 5 percent or more of the outstanding voting opinions of probable construction costs prepared by him. securities of any corporation, partnership, limited liability company, trust or other entity controlling,controlled by,or under common control B. CADD Files with the Owner. Information supplied to the Consultant for use on the project OWNERSHIP OF INSTRUMENTS OF SERVICE will be in AutoCAD 2008 format or later version. Translation of files or entering data into a compatible format is beyond the All reports,drawings,specifications,computer files,field data, notes scope of the contract. CADD files generated by the and other documents and instruments prepared by Consultant as Consultant will be in accordance with the Consultant's CADD instruments of service shall remain the property of the Consultant. specifications. The Consultant shall retain all common law, statutory, and other reserved rights,including,without limitation, the copyrights thereto. C. Umffs of Liability The Consultant shall retain these records for a period of two (2) years following their completion during which period paper copies Services to be performed by the Consultant under this will be made available to the Project Owner at reasonable times. Agreement are intended solely for the benefit of the Owner. Nothing contained herein shall confer any rights upon or OWNER'S RESPONSIBILITIES create any duties on the part of the Consultant toward any person or persons not a party to this Agreement'ncluding,but A. Access not limited to, any contractor,subcontractor, supplier, or the agents,officers,employees,insurers.or sureties of any of them. Owner shall make provisions for the Consultant to enter upon public and private lands as required to perform such work cis The-Owner agrees to--41•• •- _ _ - _ -- _ - -• surveys and inspections in development of the Project. : B. Owner's Representative The Owner shall designate in writing one person to act as Owner's Representative with respect to the work to be performed under this Agreement. This Representative shall have complete authority to transmit instructions, receive information. interpret, and define Owner's policy and compensation, decisions,with respect to the producf, materials, equipment, elements, and systems pertinent to the work covered by this D. Acts of Others Agreement. The Consultant shall not be responsible for the means, C. Fees methods, techniques, sequences, or procedures of construction selected by Contractor(s) or the safety The Owner is responsible for payment of fees associated with precautions and programs incident to the work of the project. Such fees include permit review and application Contractor(s). Consultant shall not be responsible for the fees, impact fees, and capacity fees. The Consultant will failure of Contractor(s) to perform the work in accordance notify the Owner regarding the amount of fees and timing of with the Contract Documents. payment. The Consultant shall not be responsible for the acts or omissions of any Contractor. or sub-contractor,or any of the Contractor(s)', or sub-contractors' agents, or employees or _ Owner's Initials 1 of 2 Consultant's Initials GENERAL PROVISIONS TO LETTER AGREEMENT FOR SERVICES BETWEEN THOMAS&HUTTON ENGINEERING CO.(CONSULTANT)AND THE CRY OF TYBEE ISLAND(OWNER) WWTF DIGESTER IMPROVEMENTS JULY 24,2014 any other persons (except Consultants own employees and J. Additional Services of Consultant agents) at the site or otherwise performing any of the Contractor(s)'work. However,nothing contained herein shall If authorized by Owner in writing, Consultant shall furnish or be construed to release Consultant from liability for failure to obtain from others, Additional Services of the following types perform properly the duties undertaken by Consultant in the that are not considered normal or customary Bas:c Services. Contract Documents. 1 Revising previously accepted studies, reports, design The Consultant shall not be responsible for the acts,omissions, documents,or Contract Documents when such revisions means, methods, or specifications of other design are due to causes beyond Consultant's control. professionals involved in the project. Unless specifically stated otherwise, the Consultant's work and responsibility under this 2. Furnish the services of special consultant for other than Contract terminates at the building pad or within five(5)feet of the civil or structural engineering defined:n the scope of the building, whichever Is greater, for any proposed building services. Special services include services such as shown on the plans. The Owner/Architect/Contractor is mechanical or electrical engineering, geotechnical responsible for compliance with codes, regulations, exploration, underwater investigation, laboratory testing, manufacturer specifications, and construction methods and inspections of samples,materials,and equipment. related to the building structure. In no circumstance is the Consultant responsible for any portion of the building, 3 Preparing to serve or serving as a consultant or witness especially as it relates to moisture or mold. for Owner in any litigation,public hearing,or other legal C or administrative proceeding involving the project. E. Indemnifcation 4. Defending the issuance of any permit or certificate for the project. Services for the defense against third party actions opposing or appealing the issuance of any permit or certificate for the Project will commence with receipt of notification of the action. _- - -- _ _ - _ - - -- _ . - e. - - 5. Services after completion of the Construction Phase. such as inspections during any equipment, material, or construction guarantee period and reporting observed discrepancies under • - -_ - - -= p guarantees called for in any contract for the project. 6. If requested by Owner and agreed to in writing, a = Resident Project Representative will be furnished and win et-Owner 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 certificate: Contractor(s), failure to perform their work in accordance with the Contract Documents. G. Termination K. Amendment Either party may terminate this Agreement by seven (7) days written notice in the event of substantial failure to perform in This Agreement for Services can be amended by addenda if accordance with the terms hereof by the one party through agreed to in writing and signed by both parties no fault of the other party. The Consultant shall be paid for services performed to the date of termination, including reimbursements then due. H. Abandoned or Suspended Work If any work performed by the Consultant is abandoned or suspended in whole or in part by the Owner, other than for default by the Consultant, the Consultant shall be paid for services performed prior to receipt of a written notice from the Owner of such abandonment or suspension in an amount equal to work performed as of the date of abandonment or suspension. I. Signage Owner agrees to allow Consultant to place a sign on the job site during construction. The sign will indicate that the Consultant performed site design. Consultant is responsible for the sign installation and removal. 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