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HomeMy WebLinkAboutPR 15152: SCS ENGINEERS - LANDFILL LEVEE REPAIRMEMORANDUM PUBLIC WORKS DEPARTMENT TO: Stephen B. Fitrgibbons, City Manager FROM: Ross E. Blackketter, P.E., Director of Public Works SUBJECT: P. R.# 15152, SCS Engineers for Landfill Levee Repair DATE: 13 March 2009 RE'~COMMENDATION: It is recommended that the City Council approve Proposed Resolution No. 15152 authorizing the City Manager to execute an agreement with SCS Engineers of Bedford, Texas for designing repairs to the landfill levee for the amount of $39,800. Funds are available in Project IKELF, 121-2300-90 ].. 54-00. BACKGROUND: Storm surge from Hurricane Ike damaged the north levee at the City's landfill. This levee is a structural component of the landfill and must be repaired under strict quality control measures. Originally, the Natural Resource Conservation Service (NRCS) was to provide for this repaiir, with SCS Engineers providing technical guidance to the NRCS for the design. Because of the strict technical requirements for this project, it has been determined that a moire cost effective and timely approach will be for SCS Engineers to prepare engineering plans and bicl documents and the City to bid using our normal process. The NRCS is expected to provide funding for the repair with a 10% local match by the City. BUDGETARY/FISCAL EFFECT: Funds are available in Project IKELF, 121-2300-901.54-00. EMPLOYEE/STAFF EFFECT: Acceptance of this recommendation will have no effect on staffing levels at this time. SUMMARY: It is recommended that the City Council approve Proposed Resolution No. 15152 authorizing the City Manager to execute an agreement with SCS Engineers of Bedford, Texas for designing repairs to the landfill levee for the amount of $39,800. Funds are available in Project IKELF, 12,1-2300-901.54-00. ~~ ~ ~, s~ .~ '--ten , Ross E. Blackketter, P.E. Director of Public Works REB/reb Z:\engineer'~Documents\CAMS\SCS-Levee Repair.doc F'.R. 151>2 03/:L3/09 rE;b RESOLUTION NO. A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH SCS ENGINEERS OF BEDFORD, TEXAS TO PROVIDE ENGINEERING DESIGN FOR THE RECONSTRUCTION OF THE LANDFILL LEVEE DAMAGED BY HURRICANE IKE FOR THE AMOUNT OF $39,800; FUNDING BEING AVAILABLE IN PRO]ECT IKELF, 121-2300- 901.54-00 WHEREAS, the storm surge from Hurricane Ike damaged the north levee at the landfill; a rnd, WHEREAS, the levee system is a structural component of the landfill and must be repaired under strict quality control measures; and, WHEREAS, The Natural Resource Conservation Service (NRCS) has offered to provide assistance in the form of funds to repair the damaged levee with the City providing the design for the project; and, WHEREAS, SCS Engineers has submitted a proposal to prepare the engineering plans and associated bid documents; and, WHEREAS, SCS Engineers can perform this service for a cost of $39,800; now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: THAT, the City Manager be and he is hereby authorized to execute an agreement wiith SC:S Engineers of Bedford, Texas (attached as Exhibit "A'~ to prepare the engineering plans and bid documents for the reconstruction of the landfill levee damaged by Hurricane Ikc~, funding being available in Project IKELF, 121-2300-901.54-00; and, THAT, a copy of the caption of this Resolution be spread upon the Minutes of the City Council. F'.R. 15152 Page 2 READ, ADOPTED, AND APPROVED this the _ day of A.D. 2009 at a AYES: Councilmembers: meeting of the City of Port Arthur, Texas by the following vote: Mayor, Nues: Mayor ATTEST: City Secretary, APPROVED AS TO FORM: Cii_ Aftorne y y APPROVED FOR ADMINISTRATION: Stephen B. Fitzgibbons Ci~ry Manager ~ /~, ~ ~~' ~ Ross E. Blackke er, P.E. Director of Public Works APPROVED AS TO AVAILABILITY UNDS: Rebecca Underhill, CPA Assistant City Manager/Administration Z:\engineer\Documents\Resolutions\PR15152 AGREEMENT BETWEEN SCS ENGINEERS AND CLIENT FOR PROFESSIONAL SERVICES This Agreement is made by and between the City of Port Arthur, Texas (hereafter "Client"), and SCS Engineers (hereafter "`SCS"). WITNESSETH That for the considerations set forth below, the parties agree as follows:. 1. Scope of Services: SCS shall provide engineering services (hereafter "Services") as defined rn SCS' letter of March 5, 2009, in accordance with the terms and conditions ofthis Agreement. 2. Basis of Compensation: as defined in SCS' letter of March 5, ~~009 3. :Method of Invoicing: monthly, as defined in SCS' letter of March 5, 2009 4. :Professional Retainer: not applicable I~ 5. Other Terms: not applicable tC~~~U C'~" 6 6. General Conditions: IN i-f'~ 1~ ~ ~- - "+`~ L'~ o~ ~! a-yS [i ~ ~U ,~, ~ o\ iI. Pa.yments ft>r invoices prepared by SCS are due and payable receipt: ~~ ,pcu'i--a` b. Client agrees to pay all costs and expenses of SCS, including reasonable attorney fees, arising out of or in connection with collecting; amounts for which Client is responsible pursuant to this Agreement c. This Agreement may be terminated by either party upon 15 days' written notice to the other party. Upon termination, SCS shall be paid for all Services rendered to the date of termination togeaher with any termuration expenses incurred. d_ Any work in addition to that described in Article 1 above performed at the request of the Client shall be compensated on atime-and-materials basis at the rates contained in SCS' Standard Fee Schedule in effect at the tune of performance of the Services, said schedule being attached hereto. e. Thc; parties hereto shall each maintain in full force and effect Commercial General Liability insurance with coverage limits, which are reasonable in light of the Services to be undertaken, and Workers' Compensation Insurance as required by law. SCS will maintain liability insurance in the minimum amount of $1,000,000. f. A,ny drawings, specifications, reports, data and notes developed pursuant to this Agreement are instruments of service, and as such the original documents, tracings, and field notes are and remain the property of SCS. Copies will be made available to the city upon request. F ~ BD~ FroypsalrFon Av hur~.?00`~ CO}0509 leeer rcp:~ ir_doc g. Neither party shall delegate its duties under this Agreement without the written consent of the other party. Each party binds itself to the successors, administrators and assigns of the other party in respect of all covenants of this Agreement. h. The parties agree to the following allocation of liability in the projects undertaken hereunder. The parties agree that SCS" liability under this Agreement and for the Project shall be limited to the amount cove:red, if any, by SCS' liability insurance then in effect, or the amount of SCS' total fees hereunder (whichever is greater). The Client may pay for the assumption of additional liability by SCS as a separate line item in Article 2 above. i. Unless otherwise expressly stated in the Scope of Services, SCS shall have no responsibility for site health and safety, except with respect to the activities of SCS and its subcontractors. In no event shall SCS be responsible for the means, methods or manner of performance of any persons other than S',CS and. SCS' subcontractors. j. Client agrees that SCS will not be responsible for liability caused by the presence or release of hazardous substances or contaminants at the site, unless the release results from the sole negligence of SCS or its subcontractors. The Client will either make others responsible for liabilities due to such conditions, nor will indern.nify, defend and save harmless SCS from such liabilities. At no time shall title to hazardous substances, solid wastes, petroleum contaminated soil or other regulated substances pass to SCS, nor shall any provision of this Agreement be interpreted to permit or obligate SC'S to assume the statues of a "generator," "owner," "operator," "transporter," "arranger" or "treatment, storage or disposal facility" under state or federal law. The provisions of this Article 6j shall survive any termination of this Agreement. k. SCS shall be entitled to rely an information provided by Client. SCS shall be entitled to an equitable adjustment iu the price and schedule, as agreed by the Client, if conditions differ materially from information provided by Client, or differ from what could reasonably be anticipated given 1;he nature of the Services. 7. For the purposes of this Agreement, the term "SCS Engineers" shall mean Stearns, Conrad and Schmidt Consulting >=:ngineers, Inc. $. This contract is subject to the annual budget process of the City and the availability of funds. If the City is not able to budget funds, then SCS will be notified accordingly. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed by their duly authorized repre;;entatives as of the last date written below. SCS ENGINEER,S~. `- a ~ G BY: _J NAME: Kevin D. Yard, P.E., BCEE TITLE: Vice President DATE: March 5, :2009 CITY OF PORT ARTHUR, TEXAS: BY: NAME: TITLE: DATE: F BDPiapusa ls~Pimi:\nhur 20i;vC0305091c+rc rep~irAoc EXHIBIT A ~~hCI i4~ 4.t P"'1,>, "I i ~R±~,~~:df1lS ~)JI iCf'let! D!iV~ 11C~`? (3(fd~ FUIC-5l L)iiVc ti iic:~ 'il<<. r- www.sesengineers.~;om ~Se;ito!d. Te>:~ ?6011 Ht~uston. Text~:~ li;,r <~i r.571.:?2Fi~ P~1dir, <til.aJi.6%'1~ fYdir1 March 5, ?009 SCS Proposal No. 1612;b208 Mr. John Comeaux, P.E., Assistant City Manager, Operations City of Port Arthur 44~t 4`" Street Port Arthur, Texas 77b40 Subject: Proposed Scope of Services for the City of Port Arthur Landfill Hurricane Response Assistance, Engineering for Levee Repair, Construction Plans, Specifications, Bid Documents, Bidding Assistance, Geotechnical Investigation, and Construction Quality Assurance Dear Mr. Comeaux: In response to the City's recent request, SCS Engineers (SCS) is pleased 'to present this proposal for the subject services. A,s you know, this scope is necessary since the NRCS has now decided that this project will need to be bid as opposed to constructed with NRCS forces. As such, certain decisions which would have bec;n made in the field during the course of construction will now need to be addressed in the bid documents. Also, this scope includes (1) mapping of the site which will serve: as the base map for this project enabling quantification of the volume of earthen engineered :fill, (2) geotechnical assessment of the existing conditions, and (3) construction quality assurance. Details of the proposed scope of services are attached. SCS appreciates the opportunity to be of continuing service to the City of Port Arthur. For your consideration, we are including a short form agreement. As with our other projects, you wall note that this agreement contains the same terms that the City has previously agreed to. If you have any questions related to this proposal., please feel free to contact me at (817) 358-b105. Sincerely, ~ ,--_ ~' ~` ~~ ~/~ ~__ i lil Ke 'n D. Yard, P.E, BCEE Vice President: SCS ENGINEERS ~~~ Attachments: Scope of Service Short Form Agreement (as previously approved by the City) F-Bll Pcop~Pi An 2Jf:-9d.R'Y 030509 Comcuus Lcccc Rep.doc SCOPE OF SERVI(:ES FOR THE CITY OF PORT ARTHUR LANDFILL„ HURRICANE RESPONSE ASSISTANCE, LEVEE REPAIR, CONSTRUCTION PLANS, SPECIFICATIONS, BID DOCUMENTS,. BIDDING ASSISTANCE, GEOTECHI\fICAL INVESTIGATION, AND CONSTRUCTION QUALITY A~SStJRANCE The following. scope of services has been developed to address the requirements for developing the construction plans, specifications, and bid documents for the repair of the levee that was damaged by Hurricane Ike. This scope of services, which complements the scope of work included in our proposal dated November 4, 20x8, is as follows: TASK 1 -AERIAL TOPOGRAPHIC MAPPING It is our understanding that the City requires a precise estimate of biddables quantities prior to inviting bids from contractors. As such, this will require up-to-date mapping of the current condition of the levee. The most recent aerial map was developed based on the aerial photography dated July 7, 2001 (Site 1815-II and Site 0009) and October 23, 200b (Site 1815-I). Since this aerial map was developed, the north levee has failed during Hurricane Ike and filling has taken place over much of the Phase I area. As such, to accurately estimate the fill quantities required to re-construct the levee, an up-to-date aerial topographic map is required. To ensure cost-effective mapping, SCS issued an RFP defining the scope of mapping services required. As discussed with the City, the scope of the mapping will. be limited to the Phase I area of the landfill. Upon receiving the City's authorization for this project, SCS will execute a subcontract directing a qualified mapping company to develop the topographic map of the site consistent with S(:S' specifications. In addition to providing the basis for accurately estimating the remaining site capacity, other related benefits of the new aerial. map include the following: • Planning for above-grade airspace. • Developing a phasing plan for continued filling of the permitted waste footprint. • Planning for drainage improvements for the fill area. • Planning for on-site haul roads. • Serving as the 'base map for the design of the perimeter drainage ditches and detention basins within the Phase I area. TASK 2 -- (~EOTECI`INICAL TESTING OF THE FAILED LEVEE AI:SD SUBGRADE In our previous approach, we assumed that the subgrade conditions would be assessed at the time of construction and a determination would be made at that time regarding the quantity of unsuitable material to be removed prior to initiating re-construction of the levee. However, we now understand that the MRCS and the City require an assessment of the subgrade prior to initiating construction so that the unsuitable material to be removed prior to placement of engineered earthen fill can be more precisely estimated prior to construction. To that end, SCS has issued and RFP to T&N Laboratories to drill three borings and, perform necessary geotechnical testing in the area of the failed levee on the P 030504 Comta ua lxcrr W.rpdoc Citp r~~Po~~[ r~rlhur Lunclfill ~-hu-eiccrne litspr~rrr<° S<t~1~ic:e north side of the landfill. The borings will extend at least 10 feet below the levee foundation and will include the following geotechnieal tests: • Standard penetration testing (SPT) at 2.5 foot depth intervals • Shelby tubes are to be collected in the following depths of the borings: 1. Foundation soil under the levee at approximate elevation of 0.0 ft MSL. 2. hi the lower portion of the levee soil at approximate elevation 5.0 ft MSL. 3. If any soft clays or silts encountered at any depth, a Shelby tube :is to be taken. All Shelby tubes samples will not be tested, but retained at the lab for possible future testing. Note: These Shelby tube samples would replace the SPT sample at ghat location, or can be done in between the 2.5 foot intervals. Lab tests are to be performed on about 50% of the SPT samples (selected based on what is fi~und) as follows: • Moisture content • Atterberg Limits • Classification (grain size analysis and hydrometer for fine grained soils) • Lab testing on the Shelby tubes, if needed, will include Triaxial shear strength (Unconsolidal:ed Undrained). TASK 3 -PREPARATION OF CONSTRUCTION PLANS, SPECIFICATIONS AND EtID DClCUMENT'S, AND BIDDING ASSISTANCE Subtask 3.1 -Specifications and Bid Documents: This subtask includes compiling the general .and technical specifications for the levee repair. For this scope, SCS has assumed that we will be using the City's standard front-end documents (Invitation to Bid, Bond Requirements, Standard Contract Forms, General Conditions, etc.), as recently provided to SCS. The technical specifications will be; developed by SCS specific for the; project. Additionally, SCS will develop a bid schedule based on the estimated quantities for earthwork and erosion protection to repair the levee. Subtask 3.2 -Construction Plans: This subtask includes updating the existing construction plans set wi1:h the new aerial topography (developed under Task 1) to a level suitable for bidding on a unit cost basis. Based on the review of the new aerial topography, SCS will identify the area(s) requiring repair, develop revised levee final grades for this area, and provide horizontal and vertical control at 50-foot intervals (i.e., at the levee centerline, north toe of the levee, and south toe of the levee} suitable for a contractor to construct the final grades. For this construction plan set SC'S will provide a plan view drawing and three cross-sections depicting the levee final grades. For this subtask, SCS has assumed that the aerial extent of the levee repair is within the boundary of the current draft plan set. ~~ ~~,~.,~, ~„mw~ ~.. ~«,K,.~~~~ Cin~ of Pont ~rthrn 1 nnr]fTl Herr•f~it~~rric l'iespottscr Se~~>ice Bidding Assistance: This task includes assistance to the City during bidding. Services to be provided under Task include: • Preparation of bid document packages for distribution to contractors,. • Distribution of bid documents to contractors. For this Task, SCS has assumed that up to 10 bid document packages will be distributed to requesting contractors. We will collect a $100 fee from each contractor thereby avoiding charging the City for reproduction of the bid documents. • Issuing one bid addendum (if necessary). • Receiving written comments and questions from bidders, and coordinating responses with Ciity staff. • Review of contractor qualifications. Review and compilation of bids, and submittal of award recommendation to City. TASK 4 -CONSTRUCTION QUALITY ASSURANCE (CQA) Thee scope of CQA services is based on the preliminary estimate of this project. involving approximately the area. of the levee and the associated quantity of engineered fill as identiified on the engineering plans dated January 2009. Construction Material Sampling and Inspections -Construction Quality Assurance SCS will conduct Construction Quality Assurance (CQA) involving the material sampling and inspections of the construction of the levee at the City of Port Arthur Landfill. A contractor will pre-pare the surface by excavating to a suitable base (no soft, pumping, loose material). "Che surface will. be proof-rolled under the observation of the CQA technician. Once the subgrade suitability is defamed acceptable, the surface will be scarified prior to placing fill. Lifl:s of engineered fill will. be observed to ensure proper bonding to the previous lift or existing levee material. SCS will assign a task manager (TM) to handle the scheduling of the SCS personnel, monitor the 1;ask budget and assist in the preparation of the documentation report. A certifying engineer (CE) wills be assigned to the project,. This individual will review the progress of the project, review the field reports and files, make site visits to observe construction in progress, and certify the documentation report. The TM will be responsible for the overall operations of the CQA project. This will inclu+3e selecting project staff; setting up the field operation for CQA, establishing methods for complete and accurate field and laboratory documentation and for establishing budgetary controls. Any problems. or conflicts, which may arise during the project, will be brought to the attention of the CE and City. The CE will be responsible for communicating the requirements established in the project specifications and on the construction drawings to the contractor and the CQA staff This individual will make sufficient visits to the site to be familiar with the work and to review the documentation Chit} e~ f Pvrt Ar~rhrri~ Lcrncl frll Hurr`icarre Resynnse Sep ~=icc° process. Thee certifying engineer will, upon completion of the project, certify that the work: meets the project requirements. 'This person will be a registered engineer in the State of Texas, He also will attend appropriate meetings and assist in preparation of the documentation report. Prior to the construction phase of this project, SCS will perform prequalifiication testing on materiials submitted by the Contractor for use to assess the suitability of the soils for the project in .accordance with project specifications and the construction drawings. SCS proposes prequalification testing will include standard proctor determination, soil classification, particle size analysis anal Atterberg Limits at a rate of one per source. Construction testing will inchzde soil classification, particle size analysis and Atterberg Limits at a rate of one per 5,000 cubic yards of fill. SCS will have a qualified CQA technician, from a local testing firm, on site; approximately S hours per day to observe and document the work, perform random density testing on engineered fill and perform the construction sampling. This individual will perform necessary sampling, monitoring and documentation while on the job site. This proposal assumes a construction schedule of 3 weeks, 6 days per week, maximum 5 hours per day. The CQA technician will also be responsible for preparing daily reports, forwa~°ding fi',eld documentation to the SCS office for computer data entry and keeping the City, TM and CE infornned with the status of the project. The CQA technician will provide random density/moisi~are testing required on engineered fill using adensity/moisture nuclear gauge. A local qualified laboratory selected by SCS will perform geotechnical testing. Results wall be faxed or ~emailed to the TM and CE as tests are completed. Final test results required for the documentation report will be sent directly to the TM. SCS will prepare a report for the City of Port Arthur. The report will be a culmination of gall the field and laboratory aspects of the project and will be signed and sealed by a professional engineer, registered in the State of Texas. This report will include the following information: • A narrative describing the repair construction of the levee, test methods and results; • Field reports, field and laboratory test results; • Pertinent information regarding any design changes/permit modifications; • Personnel resumes of key individuals involved with the project; • Survey elevation and thickness record drawings for the levee repair; and • Certification of final construction stating that the random testing results and part-time observations indicate general compliance with acceptable engineering practices on the :part of the Contractor. Nate: Since the constriction plans have not been completed for this project at this time, it is difficuat to estimate the duration of the construction phase. Since the duration is the primary parameter that de~:ermines the cost of construction-phase engineering services, our estimate of 3 weeks is considered preliminary at this time. Following completion of the design and selection of the contrac--tor, we can refine our detailed estimate for our fees for the Construction Quality Assurance. After comparing this estimate with the budl;etary estimate that we have included for this Task... we will advise the City of r ~,o;ix~ c~~„u,~> i..vt u~r.e~n. Ci n- o f Por e , I rr'h r ~r Land f 11 Hurricane ~tesponse S'er~~icc any need for revisions to the budget for this task. In any event, in view of our time and materials approach to this task, the City will only be invoiced for the time required to complete- the CQA services, as defined above. Construction Field Testing and Inspections -Construction Quality Assurance ~'~~` Estimated Hours/Unit s Unit Rate Fee P~~incipal Certifying Engineer 20 $160 $3,200 Trask Manager 20 $95 $1,900 Senior CQA Technician 90 $65 $5,850 CAD Designer _ 4 $93 $ 372 Office Service Manager 2 $70 $ 140 Secretary/Clerical 6 $55 $ 330 Ezpenses 0 Ge©techaical Test 0 Engineered Fill Atterberg Limits ASTM D4318 (preconstruction & construction ~ 4 $45 $ 180 Sieve Analysis ASTIvi D422 (preconstruction & constructiony 4 $170 $ 680 Soil Classification ASTM D2487 (preconstruction & constructiony 4 $35 $ 140 Standard proctor ASTM D698 (preconstruction) 2 $150 $ 300 Other Expenses 0 Field Vehicle (per day) 18 $60 $1,080 TM/POR Travel (per trip) 3 $175 $ 52.5 Nuclear Gauge Rental 3 $75 $ 22'.5 F~edEx/Shipping (lump sum) 1 $200 $ 200 Final Report Binders and Copies 5 $75 $ 3T5 Iviiscellaneous Supplies (per week) 3 $50 $ 150 Total $15,647 SCHEDULE We are prepared to begin immediately upon the City's notice to proceed. We can submit a detailed schedule for completion of all tasks following discussion with you about the City's schedule for related activities. Cir;~ nJ~Pc~t~t .~frYlrrn 1.antlfill FEE Fhu•ricttne 1'Zesponsc~ Sen~ice SCS proposes to provide the previously described services in Tasks 1 through 3 for the lump sum fees as shown in the following table. Invoicing for these tasks will be montlhly, on apercent-complete basis. In view of the uncertainties of this project (or any construction project), we have included a budget of $15,600 for Task No. 4, as noted above. Invoicing to Task 4 will. be on a time and materials basis. In summary, the total project budget is as follows: _ _ _ Task Description Fee 1 _ Aerial Topographic Mapping $8,300 2 Geotechnical 'Testing of the Failed Levee and Subgrade $4,500 3 Preparation of Plans, Specifications and Bid Documents $11,400 4 Construction Quality Assurance (CQA) $15,600 Total __ $39,80G ATIDITIONAL SERVICES Thee preceding Scope of Services has been developed based on our understanding of the project. The fol owing is a list of additional services (not included in our fee estimate) for the City of Port Arthur's current and future consideration: • Attendance by SCS at a pre-bid conference for the project. • The extent of the levee to be repaired is based on our estimates as shown on the draflt plans dated January 2009. If the project scope increases materially to include other areas outside limits ofthese draft plans, such additional design will be an additional service. • As noted above, our estimate for CQA services is based on a constriction period of 3 weeks. If construction extends beyond this period, this will be considered an additional service. F 1!~~~u'~ Coniuu~ Lrviy~ N.p.<I.r