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HomeMy WebLinkAbout2017.09.05_OPWA AgendaPUBLIC NOTICE THE MEETING OF THE OWASSO PUBLICFWORKS AUTHORITY Council Chambers, Old Central Building W She U y �{\oe 109 N Birch, Owasso, OK 74055 G�ecKs Regular Meeting ��rJ Tuesday, September 5, 2017 - 6:30 pm 1. Call to Order Chair Lyndell Dunn 2. Roll Call 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable.) A. Approve minutes: • August 15, 2017, Regular Meeting B. Approve claims 4. Consideration and appropriate action relating to items removed from the Consent Agenda 5. Consideration and appropriate action relating to a contract for engineering services for the Wastewater Treatment Plant and Main Plant Liff Station Expansion Project Travis Blundell Staff recommends approval of an Agreement for Engineering Services with CP &Y, Inc., in the amount of $1,040,000 and authorization for the Chair to execute the agreement. 6. Consideration and appropriate action relating to sanitary sewer improvements included in the contract for the E 76 Street North and Main Street Intersection Improvements project and approval of a budget amendment Roger Stevens Staff recommends approval for the expenditure of OPWA funds for sanitary sewer improvements included in Change Order #3 to the contract for E 76 Street North and Main Street Intersection Improvements and approval of a budget amendment increasing the appropriation for expenditures in the amount of $147,180. 7. Report from OPWA Manager 8. Report from OPWA Attorney 9. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Reports - Pay Period Ending Date 8/19/17 OPWA September 5, 2017 Page 2 10. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) 11. Adjournment Notice of Public Meeting filed in the office of the City Clerk and the Agenda posted at City Hall, 200 S Main St, at 6:00 pm on Friday, September 1, 2017. Sherry Bish , City Clerk / OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, August 15, 2017 The Owasso Public Works Authority met in regular session on Tuesday, August 15, 2017, in the Council Chambers at Old Central, 109 N Birch, Owasso, Oklahoma, per the Notice of Public Meeting and Agenda filed in the office of the City Clerk and posted at City Hall, 200 S Main St, at 6:00 pm on Friday, August 11, 2017. 1. Call to Order Chair Lyndell Dunn called the meeting to order at 8:37 pm. 2. Roll Call Present Chair - Lyndell Dunn Vice- Chair- Chris Kelley Trustee - Doug Bonebrake Trustee - Bill Bush Trustee -Jeri Moberly A quorum was declared present. Staff: Authority Manager- Warren Lehr Absent None Authority Attorney - Julie Lombardi 3. Consideration and appropriate action relating to a request for approval of the Consent Agenda. (All matters listed under "Consent" are considered by the Trustees to be routine and will be enacted by one motion. Any Trustee may, however, remove an item from the Consent Agenda by request. A motion to adopt the Consent Agenda is non - debatable.) A. Approve minutes: • August 1, 2017, Regular Meeting • August 8, 2017, Regular Meeting B. Approve claims Dr. Kelley moved, seconded by Ms. Moberly to approve the Consent Agenda with claims totaling $390,192.82. YEA: Bonebrake, Bush, Kelley, Moberly, Dunn NAY: None Motion carried: 5 -0 4. Consideration and appropriate action relating to items removed from the Consent Agenda None 5. Report from OPWA Manager None 6. Report from OPWA Attorney None OPWA August 15, 2017 Page 2 7. Official Notices to Authority (documents for acknowledgment or information only, no discussion or action will be taken) • Payroll Payment Reports - Pay Period Ending Date 8/5/17 • Monthly Budget Status Report - July 2017 8. New Business (New Business is any item of business which could not have been foreseen at the time of posting of the agenda) None 9. Adjournment Ms. Moberly moved, seconded by Mr. Bush to adjourn the meeting. YEA: Bonebrake, Bush, Kelley, Moberly, Dunn NAY: None Motion carried 5 -0 and the meeting adjourned at 8:38 pm. Lyndell Dunn, Chair Lisa Wilson, Minute Clerk Claims List - 9/5/2017 Fund Vendor Name Payable Description Payment Amount 61 OPWA AMERICAN MUNICIPAL SERVICES CORP. COLLECTION SERVICES $99.96 OPWA -Total CONSOLIDATED PHONE $99.96 AEP IPSO ELECTRIC USE $1,440.34 AT &T CONSOLIDATED PHONE $162.22 CITY OF OWASSO ADMIN OVERHEAD $25,000.00 JPMORGAN CHASE BANK LOCKE -LAMPS /HARNESS $105.48 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $60.49 JPMORGAN CHASE BANK SAMS- SUPPLIES $294.66 JPMORGAN CHASE BANK WALGREENS- SUPPLIES $6.86 STANDLEY SYSTEMS, LLC COPIER MAINTENANCE $405.43 UNIFIRST HOLDINGS LP UNIFORM CLEANING $69.94 UNITED STATES CELLULAR CELL PHONE $40.38 CORPORATION OPWA ADMINISTRATION -Total $27,585.80 BANCFIRST 874320013/13 -06DW $84,608.70 BANCFIRST FAP -01- 0003 -LIOIC $6,475.00 BANCFIRST FAP -10- 0002 -L /10 $7,005.98 BANCFIRST ORF -01- 0002 -U01B $11,900.00 BANCFIRST ORF -09- 0003- CW /09B $55,960.39 BANCFIRST ORF -09- 0007- CW /09C $23,361.34 BANCFIRST ORF -10- 0014- CWISANTA $14,375.72 BANCFIRST ORF -13- 0005- CWIRANCH CR $25,377.32 ' BANCFIRST ORF -99- 0008 -U99B $3,604.00 OPWA DEBT SERVICE -Total $232,668.45 AEP IPSO ELECTRIC USE $165.16 AT &T CONSOLIDATED PHONE $11.87 JPMORGAN CHASE BANK HOME DEPOT - SUPPLIES $136.35 JPMORGAN CHASE BANK W MGMT- TIPPING FEES $1,126.60 JPMORGAN CHASE BANK WASTE MGMT- TIPPING $965.60 OSI ENVIRONMENTAL INC OIL RECYCLING $80.00 UNIFIRST HOLDINGS LP UNIFORM CLEANING $26.48 UNITED STATES CELLULAR CELL PHONE $42.15 CORPORATION RECYCLE CENTER -Total $2,554.21 AT &T CONSOLIDATED PHONE $11.87 CRANE CARRIER COMPANY PARTS $275.45 FASTENAL PARTS $19.20 JPMORGAN CHASE BANK BROWN CO -PPE $67.40 JPMORGAN CHASE BANK BUMP2BUMP -HOSE CLAMP $6.40 JPMORGAN CHASE BANK BUMP2BUMP -HYD OIL $7.69 JPMORGAN CHASE BANK BUMP2BUMP -OIL $4.49 1 Claims List - 9/5/2017 Fund Vendor Name Payable Description Payment Amount 61 OPWA JPMORGAN CHASE BANK BUMP2BUMP- SUPPLIES $13.57 JPMORGAN CHASE BANK BUMP2BUMP -TOOLS $4.99 JPMORGAN CHASE BANK FASTENAL - HARDWARE $10.35 JPMORGAN CHASE BANK GELLCO -BOOTS $152.99 JPMORGAN CHASE BANK J &C OVERHEAD -DOOR REP $825.00 JPMORGAN CHASE BANK KIMS INTL -BRAKE HOSES $48.73 JPMORGAN CHASE BANK KIMS INTL -HOSES $53.67 JPMORGAN CHASE BANK SEMI -TRUCK WASH $130.00 JPMORGAN CHASE BANK STEVE'S WHLSE -TOOLS $183.69 PENSKE COMMERCIAL VEHICLES, US LLC REPAIR $1,141.24 SPOK, INC. PAGER USE $64.42 UNIFIRST HOLDINGS LP UNIFORM CLEANING $72.22 UNITED ENGINES, LLC PARTS $9,526.85 REFUSE COLLECTIONS -Total OREILLY -KIT $12,620.22 JPMORGAN CHASE BANK OFFICE DEPOT - SUPPLIES $4.85 JPMORGAN CHASE BANK SAMS - SUPPLIES $7.00 SAFECHECKS CHECKS $483.13 TECHNICAL PROGRAMMING SERVICES BILLING SERVICES $1,494.41 INC UNIFORM CLEANING $78.66 TODD C. KIMBALL METER READER $1,262.25 UTILITY BILLING -Total $3,251.64 AEP /PSO ELECTRIC USE $8,618.12 JPMORGAN CHASE BANK ATWOODS- COMPRESSOR $999.99 JPMORGAN CHASE BANK ATWOODS - SUPPLIES $46.39 JPMORGAN CHASE BANK BROWN CO -PPE $67.40 JPMORGAN CHASE BANK BUMP2BUMP- SUPPLIES $6.98 JPMORGAN CHASE BANK COMM POWER - BATTERIES $439.56 JPMORGAN CHASE BANK DELL - ADAPTERS $149.98 JPMORGAN CHASE BANK HD SUPPLY - SUPPLIES $633.75 JPMORGAN CHASE BANK HD SOPPY- SUPPLIES $48.80 JPMORGAN CHASE BANK INTERSTATE - BATTERIES $126.50 JPMORGAN CHASE BANK LOWES - BATTERIES $12.99 JPMORGAN CHASE BANK LOWES -PARTS $190.42 JPMORGAN CHASE BANK LOWES- SUPPLIES $62.78 JPMORGAN CHASE BANK OREILLY -KIT $12.99 JPMORGAN CHASE BANK OREILLY -PARTS $4.29 JPMORGAN CHASE BANK P &K -PARTS $59.47 SPOK, INC. PAGER USE $56.06 TREASURER PETTY CASH CDL RENEWAL /FLOYD $56.50 UNIFIRST HOLDINGS LP UNIFORM CLEANING $78.66 WASTEWATER COLLECTIONS -Total $11,671.63 Fund 61 OPWA Claims List - 9/5/2017 Vendor Name Payable Description Payment Amount AEP IPSO ELECTRIC USE $29,324.40 AT&T CONSOLIDATED PHONE $71.25 JPMORGAN CHASE BANK ACCURATE ENV - TESTING $100.00 JPMORGAN CHASE BANK BROWN CO -PPE $67.40 JPMORGAN CHASE BANK BUMP2BUMP -BELTS $120.00 JPMORGAN CHASE BANK CINTAS -1ST AID SUPPLY $92.29 JPMORGAN CHASE BANK FASTENAL- BOLTS/TAPE $11.43 JPMORGAN CHASE BANK GRAINGER - GLOVES $44.80 JPMORGAN CHASE BANK GRANGER-LIGHTS $402.40 JPMORGAN CHASE BANK GRAINGER - SUPPLIES $17.31 JPMORGAN CHASE BANK GRAINGER- TROLLEY $244.59 JPMORGAN CHASE BANK GREEN ACRE -SOD $505.00 JPMORGAN CHASE BANK HACH COMPANY - PIPETTES $68.58 JPMORGAN CHASE BANK HACH COMPANY - REAGENT $139.86 JPMORGAN CHASE BANK HACH COMPANY - REAGENTS $553.35 JPMORGAN CHASE BANK HACH- REAGENT $125.11 JPMORGAN CHASE BANK HACH- REAGENTS $120.79 JPMORGAN CHASE BANK HACH- TESTING SUPPLIES $486.25 JPMORGAN CHASE BANK HD SUPPLY -PIPE $34.31 JPMORGAN CHASE BANK HD SUPPLY- SHOVELS $187.58 JPMORGAN CHASE BANK HOME DEPOT- SUPPLIES $38.08 JPMORGAN CHASE BANK INSTRUMENT SPLY -REPAI $1,912.50 JPMORGAN CHASE BANK JA KING - REPAIR $1,045.50 JPMORGAN CHASE BANK KOMLINE- CYLINDER $1,940.50 JPMORGAN CHASE BANK LABCHEM INC- REAGENTS $71.80 JPMORGAN CHASE BANK LOWES- CONCRETE $193.65 JPMORGAN CHASE BANK LOWES -FAN $166.47 JPMORGAN CHASE BANK LOWES- SCREWDRIVERS $10.87 JPMORGAN CHASE BANK LOWES- SUPPLIES $41.87 JPMORGAN CHASE BANK NCL OF WISC -SCOOP $23.81 JPMORGAN CHASE BANK NCL OF WISC- SUPPLIES $413.66 JPMORGAN CHASE BANK OREILLY -OIL $27.98 JPMORGAN CHASE BANK SAMS- SUPPLIES $116.84 JPMORGAN CHASE BANK SEALCO -SEALS $27.72 JPMORGAN CHASE BANK TELEDYNE -COMM BOARD $307.61 JPMORGAN CHASE BANK TELEDYNE - CIRCUIT BRD $1,079.46 JPMORGAN CHASE BANK TELEDYNE - MOTHERBOARD $5,346.00 JPMORGAN CHASE BANK TERMINIX -PEST CONTROL $69.00 JPMORGAN CHASE BANK TULCO -OIL $131.90 JPMORGAN CHASE BANK UNIFIRST- GLOVES $276.00 JPMORGAN CHASE BANK W MGMT - SLUDGE REMOVAL $4,750.14 3 Claims List - 915/2017 Fund Vendor Name Payable Description Payment Amount 61 OPWA JPMORGAN CHASE BANK WAL -MART -TOOLS $10.12 SPOK, INC. PAGER USE $16.04 UNIFIRST HOLDINGS LP UNIFORM CLEANING $106.78 WASTEWATER TREATMENT -Total $50,841.00 AEP /PSO ELECTRIC USE $436.82 CITY OF TULSA DEPT OF FINANCE LAB SERVICES $780.00 JPMORGAN CHASE BANK BA ELECTRIC - LIGHTS $4,098.61 JPMORGAN CHASE BANK BROWN CO -PPE $67.40 JPMORGAN CHASE BANK CHARACTER TRAINING $250.00 JPMORGAN CHASE BANK HD SUPPLY -CLAMP $42.36 JPMORGAN CHASE BANK HD SUPPLY- COUPLINGS $338.50 JPMORGAN CHASE BANK HD SUPPLY- METERS $5,823.93 JPMORGAN CHASE BANK HD SUPPLY -PLUGS $5.92 JPMORGAN CHASE BANK HD SUPPLY -PUMP $839.60 JPMORGAN CHASE BANK HD SUPPLY - SUPPLIES $498.50 JPMORGAN CHASE BANK HD SUPPLY -TAPE $14.00 SPOK, INC. PAGER USE $87.58 TWIN CITIES READY MIX, INC CONCRETE $192.00 UNIFIRST HOLDINGS LP UNIFORM CLEANING $101.30 WATER -Total $13,576.52 OPWA -Total $354,869.43 67 OPWA SALES TAX BANCFIRST 80065002012016 NOTE $80,211.75 BANCFIRST 87440500412008 NOTE $99,907.50 OPWA STF DEBT SERVICE -Total $180,119.25 OPWA SALES TAX -Total $180,119.25 69 OPWA SALES TAX SUB OWASSO INVESTMENT PARTNERS LLC DEVELOPMENT AGREEMENT $145,356.13 ACCOUN SF SHOPS INVESTORS, L.P. DEVELOPMENT AGREEMENT $51,076.66 OPWASTSUB - DEBTSERV -Total $196,432.79 OPWA SALES TAX SUB ACCOUN -Total $196,432.79 OPWA Grand Total $731,421.47 0 ON ��nos- 5e The City Wi out Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Travis Blundell Utility Superintendent SUBJECT: Agreement for Engineering Services Wastewater Treatment Plant and Main Plant Lift Station Expansion Project DATE: September 1, 2017 BACKGROUND: The City of Owasso provides wastewater collection, conveyance and treatment services for over 12,700 residential, business and industrial customers. The existing collection system consists of over one hundred sixty -seven (167) miles of sanitary sewer line, ten (10) pump stations and a 4.2 million gallon per day (MGD) treatment facility. In order to ensure the City of Owasso is keeping pace with the Wastewater Treatment demands created by growth, Greeley and Hansen was hired in October 2014 to update the 2005 Wastewater Master Plan to reflect current conditions. The Updated Master Plan provides a 20- year guide for the priorifzation and construction upgrades to the City's Wastewater Collections system and Wastewater Treatment infrastructure. The immediate needs identified within the Master Plan are as follows Upgrade Main Plant Pump Station: All influent flow is pumped to the Wastewater Treatment Plant (WWTP) by the Main Plant Pump Station. This Pump Station was constructed in 1988 and consists of a concrete wet well and a steel dry well that houses three (3) pumps. The dry well is beginning to rust and show visible signs of deterioration on the walls and floor. Additionally, the pumps have become inefficient due to age. Upgrade the Headworks facility: The Headworks facility is first stage of the Wastewater Treatment Process. The equipment is at the end of its useful life and has become ineffective at removing grit, rags and other foreign material. Construct a second aeriation tank: The current aeriation tank is approaching the rated capacity for Biological Oxygen Demand (BOD) based on regulations set by the Oklahoma Department of Environmental Quality (ODEQ). With the current BOD loading when flows are at 3.5 MGD, the aeriation tank does not meet ODEQ's rated capacity for the existing aeriation tank. Additionally, the ODEQ requires redundancy within the WWTP system which currently does not exist with the one aeration flank. Upgrade existing aeriation blowers and equipment: Based on the life cycle of this particular equipment it is nearing the end of its useful life. Upgrade electrical equipment in the Activated Sludge Pump Station 1: Most of the electrical equipment within this building was installed during the construction of the original plant in 1988. ENGINEERING SELECTION PROCESS: On October 25, 2016, staff sent a letter of interest to eighteen (18) engineering firms with Wastewater Treatment design experience. Sixteen (16) firms responded with interest in the project. An invitation to submit a Statement of Qualifications (SOQ) was issued to all sixteen firms. The fifteen (15) firms submitting an SOQ are as follows: Garver, LLC, Tulsa, OK Cyntergy, Tulsa, OK Cowen Group Engineering, Tulsa, OK Tetra -Tech, Tulsa, OK PEC, Tulsa, Ok Alan Plummer Associates, Oklahoma City, OK Carollo Engineers, Oklahoma City, Ok Shafer, Kline & Warren, Tulsa, OK CP &Y Engineering, Oklahoma City, OK Guernsey, Oklahoma City, OK Olsson Associates, Oklahoma City, OK McClelland Engineers, Sand Springs, OK BKL, Tulsa, OK Greeley & Hanson, Chicago, IL Poe & Associates, Tulsa, OK Owasso Public Works staff met on February 10, 2017, to discuss each firm's Statement of Qualifications and to narrow the list of fifteen (15) firms down to a short list of firms for a formal interview process. Following is the list of eight (8) firms interviewed by staff: Garver, LLC, Tulsa, OK Tetra - Tech, Tulsa, OK McClelland Engineers, Sand Springs, OK Greeley & Hanson, Chicago, IL CP &Y Engineering, Oklahoma City, OK Olsson Associates, Oklahoma City, OK BKL, Tulsa, OK Alan Plummer Associates Oklahoma City, OK Each firm was allotted one hour to present their firm and four members of the project team. Three of the project teams members named were required to be the project manager, a biological process engineer and a structural engineer. Following the interview process, staff met again on March 7, 2017, to narrow the list to three (3) firms. They are as follows: CP &Y Engineering, Oklahoma City, OK Garver, LLC, Tulsa, OK Olsson Associates, Oklahoma City, OK For the final step in the selection process, each of the three (3) remaining firms was asked to provide Wastewater Treatment Plants for which they had designed upgrades. Plant staff then toured each of the recommended facilities to verify the effectiveness of the upgrades and to discuss with plant personnel the working relationship they had with the associated engineering firm. Tours were complete and staff meet on July 1, 2017, to rate the final three (3) firms. CP &Y Engineering of Oklahoma City, OK, was determined to be the most qualified engineering firm to design the City of Owasso's next Wastewater Treatment Plant upgrade. ENGINEERING AGREEMENT /SCOPE OF WORK: Following is the scope of work for this project: • Engineering Report • Detailed Design • Detailed Specifications • Geotechnical Evaluation • Soils Exploration • Cost Opinion Development • Bid Assistance • Ground Survey • Record Drawings • Additional Services On July 19, 2017, CP &Y provided a fee proposal for engineering services in the amount of $1,494,000 or 11.4% of the estimated constructions cost of $13,058,845. Based on previous experience with the Wastewater Treatment Plant upgrade in 2010, staff conducted a meeting with CP &Y to discuss concerns with the proposed engineering fees. On August 2, 2017, CP &Y provided a revised fee proposal of $1,040,000 or 8% of the estimated construction cost. It is Important to mention, a separate construction service agreement will be forthcoming once the project is close to the construction phase. FUNDING: Funding for the planning phase is available in the OPWA Fund. RECOMMENDATION: Staff recommends approval of an Agreement for Engineering Services for the Wastewater Treatment Plant and Main Plant Lift Station Expansion Project with CP &Y, Oklahoma City, OK, in the amount of $1,040,000 and authorization for the Chair to execute the agreement. ATTACHMENT: Agreement for Engineering Services and Scope of Work AGREEMENT FOR ENGINEERING SERVICES WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT OWASSO PUBLIC WORKS AUTHORITY OWASSO, OK THIS AGREEMENT, made and entered into this day of , 2017 between the Owasso Public Works Authority, Owasso, Oklahoma, a Municipal Corporation, of Oklahoma, hereinafter referred to as AUTHORITY, and CP &Y, Inc., hereinafter referred to as ENGINEER; WITNESSETH: WHEREAS, AUTHORITY intends to WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT, hereinafter referred to as the PROJECT; and, WHEREAS, AUTHORITY requires certain professional services in connection with the PROJECT, hereinafter referred to as the SERVICES; and, WHEREAS, ENGINEER, is prepared to provide such SERVICES; WHEREAS, funding is available for the PROJECT through the Owasso Public Works Authority Budget; NOW THEREFORE, in consideration of the promises contained herein, the parties hereto agree as follows: 1. SCOPE OF PROTECT. The scope of the PROJECT is described in Attachment A, SCOPE OF PROTECT, which is attached hereto and incorporated by reference as part of this AGREEMENT. 2. SERVICES TO BE PERFORMED BY ENGINEER. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, which is attached hereto and incorporated by reference as part of this AGREEMENT. 3. AUTHORITY'S RESPONSIBILITIES. AUTHORITY shall be responsible for all matters described in Attachment C, RESPONSIBILITIES OF THE AUTHORITY. which is attached hereto and incorporated by reference as part of this AGREEMENT. 4. COMPENSATION. AUTHORITY shall pay ENGINEER in accordance with Attachment D, COMPENSATION, and further described in Attachment E, FEE BREAKDOWN, which are attached hereto and incorporated by reference as part of this AGREEMENT. 5. SCHEDULE. ENGINEER shall perform the SERVICES described in Attachment B, SCOPE OF SERVICES, in accordance with the schedule set forth in Attachment F, SCHEDULE, attached hereto and incorporated by reference as part of this AGREEMENT. AUGUST 31, 2017 6. STANDARD OF PERFORMANCE. ENGINEER shall perform the SERVICES undertaken in a manner consistent with the prevailing ordinarily accepted standard of care for similar services with respect to projects of comparable function and complexity at the same locality and same time; and with the applicable laws and regulations published and in effect at the time of performance of the SERVICES. The PROJECT shall be designed and engineered in a good and workmanlike manner in accordance with the above standard of care and in strict accordance with this AGREEMENT. All engineering work shall be performed by or under the supervision of Professional Engineers licensed in the State of Oklahoma, and properly qualified to perform such engineering services, which qualification shall be subject to review by AUTHORITY. Other than the obligation of the ENGINEER to perform in accordance with the foregoing standards, no warranty, either express or implied, shall apply to the SERVICES to be performed by the ENGINEER pursuant to this AGREEMENT or the suitability of ENGINEER'S work product. 7. LIMITATION OF RESPONSIBILITY. 7.1. ENGINEER shall not be responsible for construction means, methods, techniques, sequences, procedures, or safety precautions and programs in connection with the PROJECT. 7.1.1. ENGINEER shall not at any time supervise, direct, control, or have authority over any construction contractor's work, nor for any failure of a construction contractor to comply with Laws and Regulations applicable to that construction contractor's furnishing and performing of its work. ENGINEER shall not be responsible for the acts or omissions of any construction contractor. 7.1.2. ENGINEER neither guarantees the performance of any construction contractor nor assumes responsibility for any construction contractor's failure to furnish and perform the Work in accordance with the Construction Contract Documents. 7.1.3. ENGINEER shall not be responsible for any decision made regarding the Construction Contract Documents, or any application, interpretation, clarification, or modification of the Construction Contract Documents, other than those made by ENGINEER or its Consultants. 7.2. The presence of ENGINEER's personnel at a construction site is for the purpose of providing to the AUTHORITY a greater degree of confidence that the completed construction work will conform generally to the construction documents and that the integrity of the design concept as reflected in the construction documents has been implemented and preserved by the construction contractor(s). 7.3. In soils, foundation, groundwater, and other subsurface investigations, the actual characteristics may vary significantly between successive test points and sample intervals and at locations other than where observations, exploration, and investigations have been made. Because of the inherent uncertainties in subsurface evaluations, changed or unanticipated underground conditions may occur that could affect total PROJECT cost AUGUST 31, 2017 and /or execution. These conditions and cost /execution effects are not the responsibility of ENGINEER. 7.4. Record drawings will be prepared, in part, on the basis of information compiled and furnished by others, and may not always represent the exact location, type of various components, or exact manner in which the PROJECT was finally constructed. ENGINEER is not responsible for any errors or omissions in the information from others that are incorporated into the record drawings. 7.5. ENGINEER's deliverables, including record drawings, are limited to the sealed and signed hard copies. Computer - generated drawing files furnished by ENGINEER are for AUTHORITY or others' convenience. Any conclusions or information derived or obtained from these files will be at user's sole risk. 8. OPINIONS OF COST AND SCHEDULE. 8.1. Since ENGINEER has no control over the cost of labor, materials, equipment, or services furnished by others, or over contractors', subcontractors', or vendors' methods of determining prices, or over competitive bidding or market conditions, ENGINEER'S cost estimates shall be made on the basis of qualifications and experience as a Professional Engineer. 8.2. Since ENGINEER has no control over the resources provided by others to meet construction contract schedules, ENGINEER'S forecast schedules shall be made on the basis of qualifications and experience as a Professional Engineer. 9. LIABILITY AND INDEMNIFICATION. 9.1. ENGINEER shall indemnify AUTHORITY from and against legal liability for damages arising out of the performance of the SERVICES for AUTHORITY, including but not limited to any claims, costs, reasonable attorney fees, or other expenses of whatever nature, but only to the extent where such liability is caused by the negligent act, error, or omission of ENGINEER, or any person or organization for whom ENGINEER is legally liable. Nothing in this paragraph shall make the ENGINEER liable for any damages caused by the AUTHORITY or any other contractor or consultant of the AUTHORITY. 9.2. ENGINEER shall not be liable to AUTHORITY for any special, indirect or consequential damages, such as, but not limited to, loss of revenue, or loss of anticipated profits. 10. CONTRACTOR INDEMNIFICATION AND CLAIMS. 10.1. AUTHORITY agrees to include in all construction contracts the provisions of Articles 7.1, and 7.2, and provisions providing contractor indemnification of AUTHORITY and ENGINEER for contractor's negligence. 10.2. AUTHORITY shall require construction contractor(s) to name AUTHORITY and ENGINEER as additional insureds on the contractor's general liability insurance policy. AUGUST 31. 2017 11. COMPLIANCE WITH LAWS. In performance of the SERVICES, ENGINEER shall comply with applicable regulatory requirements including federal, state, and local laws, rules, regulations, orders, codes, criteria and standards. ENGINEER shall procure the permits, certificates, and licenses necessary to allow ENGINEER to perform the SERVICES. ENGINEER shall not be responsible for procuring permits, certificates, and licenses required for any construction unless such responsibilities are specifically assigned to ENGINEER in Attachment B, SCOPE OF SERVICES. 12. INSURANCE. 12.1. During the performance of the SERVICES under this AGREEMENT, ENGINEER shall maintain the following insurance: 12.1.1. General Liability Insurance with bodily injury limits of not less than $1,000,000 for each occurrence and not less than $1,000,000 in the aggregate, and with property damage limits of not less than $100,000 for each occurrence and not less than $100,000 in the aggregate. 12.1.2. Automobile Liability Insurance with bodily injury limits of not less than $1,000,000 for each person and not less than $1,000,000 for each accident and with property damage limits of not less than $100,000 for each accident. 12.1.3. Worker's Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance with limits of not less than $100,000 for each occurrence. 12.1.4. Errors and Omissions Insurance to remain in effect during the PROJECT and the term of any legal liability. Errors and Omissions coverage to be for a minimum of $1,000,000, deductibles subject to approval by AUTHORITY. 12.2. ENGINEER shall furnish AUTHORITY certificates of insurance which shall include a provision that such insurance shall not be canceled without at least 30 days written notice to the AUTHORITY. 13. OWNERSHIP AND REUSE OF DOCUMENTS. 13.1. All documents, including original drawings, estimates, specifications, field notes and data shall become and remain the property of the AUTHORITY. 13.2. AUTHORITY'S reuse of such documents without written verification or adaptation by ENGINEER for the specific purpose intended shall be at AUTHORITY'S sole risk and without liability or legal exposure to ENGINEER or to its officers, directors, members, partners, agents, employees, and consultants. 14. TERMINATION OF AGREEMENT. 14.1. The obligation to continue SERVICES under this AGREEMENT may be terminated by either party upon fifteen days written notice in the event of substantial failure by the other party to perform in accordance with the terms hereof through no fault of the terminating party. AUGUST 31, 2017 14.2. AUTHORITY shall have the right to terminate this AGREEMENT, or suspend performance thereof, for AUTHORITY'S convenience upon written notice to ENGINEER; and ENGINEER shall terminate or suspend performance of SERVICES on a schedule acceptable to AUTHORITY. In the event of termination or suspension for AUTHORITY'S convenience, AUTHORITY shall pay ENGINEER for all SERVICES performed to the date of termination in accordance with provisions of Attachment D, COMPENSATION. Upon restart of a suspended project, ENGINEER's contract price and schedule shall be, equitably adjusted. 15. NOTICE. Any notice, demand, or request required by or made pursuant to this AGREEMENT shall be deemed properly made if personally delivered in writing or deposited in the United States mail, postage prepaid, to the address specified below. To ENGINEER: CP &Y, Inc. 7633 E. 63,d Place, Suite 300 Tulsa, OK 74133 Attention: Michael F. Graves, PE To AUTHORITY: OWASSO PUBLIC WORKS AUTHORITY 301 W 2nd Avenue Owasso, Oklahoma 74055 Attention: Roger Stevens, Public Works Director 15.1. Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of ENGINEER and AUTHORITY. 16, UNCONTROLLABLE FORCES. Neither AUTHORITY nor ENGINEER shall be considered to be in default of this AGREEMENT if delays in or failure of performance shall be due to forces which are beyond the control of the parties; including, but not limited to: fire, flood, earthquakes, storms, lightning, epidemic, war, riot, civil disturbance, sabotage; inability to procure permits, licenses, or authorizations from any state, local, or federal agency or person for any of the supplies, materials, accesses, or services required to be provided by either AUTHORITY or ENGINEER under this AGREEMENT; strikes, work slowdowns or other labor disturbances, and judicial restraint. 17. SEVERABILITY. If any portion of this AGREEMENT shall be construed by a court of competent jurisdiction as unenforceable, such portion shall be severed herefrom, and the balance of this AGREEMENT shall remain in full force and effect. 18. INTEGRATION AND MODIFICATION. This AGREEMENT includes Attachments A, B, C, D, E, and F and represents the entire and integrated AGREEMENT between the parties; and supersedes all prior negotiations, representations, or agreements pertaining to the SCOPE OF SERVICES herein, either written or oral. AUTHORITY may make or approve changes within the general Scope of Services in this AGREEMENT. If such changes affect ENGINEER's cost of or time required for performance of the services, an equitable adjustment will be made through an AUGUST31,2017 amendment to this AGREEMENT. This AGREEMENT may be amended only by written instrument signed by each of the Parties. 19. DISPUTE RESOLUTION PROCEDURE. In the event of a dispute between the ENGINEER and the AUTHORITY over the interpretation or application of the terms of this AGREEMENT, the parties will attempt to settle the matter between themselves. If no agreement can be reached within 45 days, the parties agree to use mediation with a mutually agreed upon mediator before resorting to a judicial forum. The cost of a third party mediator will be shared equally by the parties. In the event of litigation, the prevailing party will be entitled to reimbursement of all reasonable costs and attorney's fees. Regardless of these procedures, neither party shall be precluded from exercising any rights, privileges or opportunities permitted by law to resolve any dispute. 20. ASSIGNMENT. ENGINEER shall not assign its obligations undertaken pursuant to this AGREEMENT, provided that nothing contained in this paragraph shall prevent ENGINEER from employing such independent consultants, associates, and subcontractors as ENGINEER may deem appropriate to assist ENGINEER in the performance of the SERVICES hereunder. 21. APPROVAL. It is understood and agreed that all work performed under this AGREEMENT shall be subject to inspection and approval by the Public Works Department of the City of Owasso, and any plans or specifications not meeting the terms set forth in this AGREEMENT will be replaced or corrected at the sole expense of the ENGINEER. The ENGINEER will meet with the Authority staff initially and periodically thereafter and will be available for public meetings and AUTHORITY presentations. 22. KEY PERSONNEL. In performance of the SERVICES hereunder, ENGINEER has designated Michael F. Graves, PE as Project Manager for the PROJECT. ENGINEER agrees that no change will be made in the assignment of this position without prior approval of AUTHORITY. AUGUST 31, 2017 IN WITNESS WHEREOF, the parties have executed this AGREEMENT in multiple copies on the respective dates herein below reflected to be effective on the date executed by the Chair of the Authority. APPROVED: Authoriy Clerk APPROVED AS TO FORM: Authority Attorney ENGINEER John Minahan Vice President OWASSO PUBLIC WORKS AUTHORITY Chair Date AUGUST 31, 2017 Attachment A — Scope of Project AGREEMENT FOR ENGINEERING SERVICES FOR THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OK WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT SCOPE OF PROJECT ATTACHMENT A Project Description This project includes the design of upgrades to the Owasso Wastewater Treatment Plant. Based on the Authority's "Wastewater Master Plan Update" report dated October 2016, the existing wastewater treatment plant treated 4.2 MGD average annual flow and has a hydraulic peak of 5.8 MGD. The ultimate build -out flow for the facility is an average annual flow of 7.5 MGD. Evaluations for the facility will consider the ultimate build -out flow. Improvements may require phasing depending on available finding. The major design work included in this agreement consists of improvements generally described below. 1. New Plant Lift Station near the existing Main Plant Lift Station 2. New Headworks located near the existing Headworks 3. New Aeration Basin 4. Improvements to the RAS and Scum Pump facilities 5. Improvements to the existing Aeration Blowers and Equipment 6. Improvements to the Drain Pump Station 7. Improvements to the existing Digesters 8. New reclaimed effluent system to provide reuse water at clarifiers, GBT and BFP 9. Abandon the existing Main Plant Lift Station and Relief Pump Station 10. Redirect Clarifier 1 -3 scum pit pump discharge to digesters 11. Install pump system to drain the digester into a tanker service truck 12. Rehabilitate existing Clarifiers 1 -3 Engineering Services Contract Scope of Service Page 1 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer AGREEMENT FOR ENGINEERING SERVICES FOR THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OK WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT SERVICES TO BE PERFORMED BY ENGINEER ATTACHMENT B Scope of Services The scope of the project includes the following distinctive phases: 1. Engineering Report — Task 1 2. Detailed Design — Task 2 3. Detailed Specifications — Task 3 4. Geotechnical Evaluation — Task 4 5. Soils Exploration — Task 5 6. Cost Opinion Development — Task 6 7. Bid Assistance — Task 7 8. Ground Survey — Task 8 9. Record Drawings — Task 9 10. Additional Services — Task 10 The annual average flow the Engineer will use for the design is 7.5 million gallons per day (MGD), in accordance with the "Wastewater Master Plan Update" dated 2016. The detailed scope associated with each phase is described below: 1. Task 1 — Engineering Report 1.1 This phase will result in an Engineering Report suitable for proceeding with the design phase of the project. The detailed scope of services for each category is outlined below. 1.2 Project Management: This task involves the overall management and coordination throughout this phase including progress meetings, a workshop, regulator meetings, and coordination. A. General Management and Coordination. This item includes: i. Project initiation and setup ii. Coordination of the Project team iii. General Project communication and coordination with the Authority and regulatory agencies B. Quality Control Reviews. Engineer's senior design and construction management staff shall review the results of design activities and the deliverables prior to submission. 1.3 Evaluation of the processes and equipment will include the following technical tasks. Engineering Services Contract Scope of Service Page 2 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer A. Review the last five years of operations data to determine average dry weather and wet weather flow, as well as average daily flow (ADF), maximum month flow (MMF), two hour sustained peak hour flow (2HPK), and peak hour flow (PHF). B. Project flows and loads to the ultimate build -out average annual flow of 7.5 MGD. Engineer will use growth projections in the "Wastewater Master Plan Update" dated 2016 as the basis for the projections. C. The following list includes work that will be performed as well as the number of design alternatives that will be considered: i. Develop a hydraulic profile and a solids mass flow balance through the facility. 1. The hydraulic profile will be based on existing known elevations shown in record drawings from previous projects and survey data obtained from Task 8 of this scope. 2. The solids mass balance will be comprised of flow calculations, industry standard and site specific assumptions, as well as historical data provided by the Authority. 3. Evaluate unit processes based on ODEQ criteria as well as expansion needs. ii. Influent Pump Stations: Evaluate a new pump station that will combine the existing main plant pump station and existing relief pump station. Conveyance from the Relief Pump Station will be modified to gravity flow to the new pump station wet well. Submersible pumps will be used for the new pump station. A dry pit arrangement will not be evaluated. Odor control will not be evaluated. iii. Headworks: Evaluate a new headworks facility near the existing headworks facility. The new headworks will include two new screens, two grit concentrators and washers, one vortex grit removal unit, and associated local electrical panels and control equipment. Up to two screen types will be evaluated. Grit removal technologies outside of the vortex type will not be evaluated. Odor control will not be evaluated. iv. Secondary Treatment: Evaluate secondary treatment system improvements consisting of a conventional activated sludge process with anoxic zones. The secondary treatment system will include redundant basins as required by ODEQ 1. The evaluation will include sizing of the basins at two potential locations at the site. 2. Evaluate converting the existing aeration basin to anoxic zones and aerobic digestion. 3. Evaluate constricting a new aeration basin near the existing sludge drying beds. 4. Evaluate two blower technologies and two fine bubble diffuser technologies for the secondary treatment system. Engineering Services Contract Scope of Service Page 3 of 18 August 3 1, 2017 Attachment B — Services to be Performed by Engineer 5. Evaluation criteria for the aeration systems will also include a. Standard oxygen transfer efficiency b. Materials of construction c. Start-up requirements d. Level of sophistication for operation e. Site constraints /constructability f. Construction costs g. Operational costs v. Evaluate RAS pumping capacity to provide the process F/M ratio required in the aeration basins as well as ODEQ criteria. The evaluation will include retrofitting the existing RAS pump station with additional pumps as necessary to meet ODEQ requirements. vi. Evaluate improvements to the Scum Pumps vii. Review hydraulic balancing of the four existing clarifiers based on the proposed new aeration basin location and a new flow splitting box to each aeration basin. viii. Evaluate the need for an additional clarifier, if required, to meet ODEQ surface overflow rate, solids loading rate, and weir loading rate design criteria. ix. Evaluate improvements and expansion of the disinfection units to meet the 2HPK. This may include constructing additional basins, electrical conduits, and instrumentation. x. Evaluate converting the in- series aerobic digester operation to parallel flow operation. Sizing of the basins will include volume, additional blower capacity and mixing, if required. Two aeration methods will be evaluated for the improvements. xi. Evaluate the current belt filter press operation based on the goals provided in the master plan. Polymer injection location will be evaluated and upgraded/modified as necessary. xii. Perform preliminary hydraulic calculations to determine pipe and pump sizes and capacities for the following components: 1. Pump size for the new influent pump station. 2. Pipe size from the new influent pump station and headworks to the aeration tanks 3. Pipe size for air piping to the aeration tanks 4. Pipe size from the aeration tanks to the final clarifiers 5. Pipe size from the final clarifiers to the UV disinfection 6. Pipe size from the UV disinfection to the cascade aerators 7. Pipe size from the cascade aerators to the outfall 8. Pump size for the return activated sludge (RAS) pumps and associated pipe sizes 9. Pipe size for the waste activated sludge (WAS) 10. Pipe size from the digesters to the dewatering building Engineering Services Contract Scope of Service Page 4 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer 11. Pipe size for air piping to the digesters xiii. Site Layout: Develop proposed site layout for the facility, including one potential phased alternative and a final build out alternative. xiv. Flow Metering: Evaluate the plant's current operation and review locations of new flow meters to aid in plant operations. D. During the evaluations and development of the Engineering Report, the following general tasks are included. i. Visit the site with technical staff involved in the development and review of the Engineering Report. This includes mechanical /process engineer(s), structural engineer(s), and electrical /automation engineer(s). ii. Preliminary Equipment Review and Basis of Design Workshop: Engineer will present recommendations for the major processes and equipment. Engineer will present recommended design values for process design, size and number of major pieces of equipment, tanks volumes, and other pertinent design values. Engineer will receive comments from the Authority's staff and issue final basis of design values that will be used in developing the final engineering report. iii. Review Master Plan, existing permit (OK0020103)), and associated documents and recommend effluent design parameters for the receiving stream. The Authority will lead coordination and scheduling of meetings with ODEQ and INCOG. 1.4 Engineering Report: Engineer will prepare an Engineering Report (ER) summarizing the design concept for review and approval before initiation of the final design phase. The ER shall include the following information: A. Executive Summary B. General Project Requirements: Summarize the general requirements of the Project as follows: i. Design Criteria: List the design criteria, standards, and codes that are applicable to the design. ii. Permits: List the permits required to complete the Project. Costs of all permits and reviews will be borne by the Authority. C. Recommendations: The recommendations will include the following items: i. Flow and Loads Discussion ii. Solids Mass Balance Discussion iii. New Main Pump Station. Recommended design criteria for the following: 1. Locate the new pump station that combines flows between the existing Main Plant Pump Station and Relief Pump Station near the existing stations. 2. Size the wetwell volume and depth to allow for gravity flow of the influent pipe at the existing Relief Pump Station I Size submersible pumps, discharge piping and valves. 4. Size the discharge pipe and provide alignment to the new headworks facility Engineering Services Contract Scope of Service Page 5 of 18 August 3 1, 2017 Attachment B — Services to be Performed by Engineer 5. Provide a conceptual PMID for the new pump station. iv. New Headworks Facility. I. Locate the new headworks facility near the existing facility. The headworks will include screens and a degritting facility. 2. Recommend screen type and size 3. Recommend vortex -type degritting equipment and size. 4. Major supporting equipment 5. Provide a PMID for the new headworks facility. v. Conventional Activated Sludge (CAS): Recommend design criteria for conventional activated sludge with anoxic zones. The report will consider the following items: 1. Size and configuration of the tanks 2. Location of the new aeration basins 3. Aeration and other major equipment 4. Conversion of the existing aeration basin into anoxic zones and digestion. 5. Piping sizes and alignments between the basins. 6. Recirculation pumping between the aeration basins and anoxic zones. 7. ,Provide a PMID for the activated sludge process. vi. Final Clarifiers: Conduct field observations and evaluate four (4) existing final clarifiers. Provide recommendations for maintenance improvements. It is assumed the existing mechanisms will remain. vii. Tertiary Filter: Tertiary filters are not a part of this contract. However, preliminary sizing and siting will be evaluated should they be required for a future permit renewal. viii. Disinfection System: Recommend design criteria for an improved disinfection system. The report will consider the following items: 1. Evaluate existing UV disinfection equipment and recommend disinfection improvements for the additional flow 2. Size and location of effluent pipe from plant ix. Sludge Digestion: Recommend design criteria for sludge digestion. The report will consider the following. 1. Design criteria for percent solids in the digestion basins 2. Required volumes based on percent solids 3. Impacts of a new aerobic digester built into the existing aeration basin. 4. Flow configuration between the existing digesters and the new digester. 5. Aeration and mixing improvements. 6. Provide a PMID for the sludge digestion process. x. Sludge Dewatering: Recommend design criteria for sludge dewatering. The report will evaluate the following: Engineering Services Contract Scope of Service Page 6 of IS August 31, 2017 Attachment B — Services to be Performed by Engineer 1. Two different technologies for sludge dewatering, belt filter press(es) or screw press(es) 2. Review existing Sludge Management Plan and provide draft recommendations to sludge management based on proposed improvement. xi. Site: Recommend design criteria for site civil improvements. The report will consider the following items: 1. Basin and tank locations 2. Pipeline sizes and alignments 3. Junction box sizes and locations 4. Site electrical conduit routing and connections 5. Site paving xii. Electrical Power: Evaluate main power distribution system. Coordinate with electrical utility provider to determine capacity of main feeder and potential improvements. xiii. Plant SCADA System: Evaluate plant's SCADA system and provide recommendations for adding new equipment and processes to the existing SCADA system. xiv. Plant Service Water: Evaluate plant water service requirements and recommend improvements. Evaluation will include reviews of the following alternatives: 1. Analyze the on -site plant water and recommend necessary improvements 2. Size, layout, and site a non - potable water pump station utilizing treated effluent for plant process water xv. Flow Metering: Recommend where additional meters could be installed to aid in plant operations. D. Drawings and Sketches: Prepare preliminary drawings and /or sketches of the planned improvements, which will exhibit the basic concept for the proposed improvements. Drawings and/or sketches will be included in the ER. E. Equipment and Materials: Prepare summaries of the equipment and materials recommended for use in the final design. Include the summaries in the ER. F. Opinion of Probable Cost: Prepare an opinion of probable cost based on the preliminary design concept. Include the opinion of probable cost in the ER. G. Deliverables: Engineer shall submit three (3) copies of the draft ER in hardcopy format and an electronic copy in PDF format for Authority review and comment. Engineer shall submit three (3) copies of the final ER in hardcopy format and an electronic copy in PDF format. 2. Task 2 — Detailed Design 2.1 Meetings: Engineer will meet once every month with wastewater staff to review and discuss technical aspects of the project. Engineer will provide meeting minutes following every meeting to review and capture major discussions and decisions. Engineering Services Contract Scope of Service Page 7 of 18 August 3 1, 2017 Attachment B — Services to be Performed by Engineer 2.2 Quality Control Reviews: Engineer's senior design and construction management staff shall review the results of design activities and the deliverables prior to submission. 2.3 Review Meetings: The design process will utilize review meetings where the Engineer's and the Authority's key staff will meet to discuss various design issues. A. One review meeting will discuss the Preliminary Design, and will include preliminary one -line, SCADA block diagrams, process flow diagrams, process instrumentation and control drawings, building sketches, design criteria, and site development drawings. B. One review meeting will discuss the 60 percent /Interim Design and will include site grading and paving plans, one - lines, process instrumentation and control drawings, and building plans and elevations. C. Engineer will submit deliverables 2 weeks prior to each meeting. Authority staff will provide Engineer comments at the review meeting. Any Authority comments received more than one week after the Workshop will be considered additional work. 2.4 The duration of the Detailed Design is present in Attachment F. 2.5 Drawings: Engineer will prepare Construction Drawings A. Engineer will provide drawings for bidding and construction based on the recommendations of the Engineering Report. Generally the improvements will consist of: i. New aeration tank and associated equipment: ii. New headworks near existing headworks and associated equipment; iii. RAS and Scum Pumping Upgrades and associated equipment; iv. Upgrade existing aeration blowers and associated equipment; v. New Main Plant Lift Station with submersible pumps near existing Lift Station and associated equipment; vi. Abandon existing Relief Pump Station vii. Convert the existing aeration basins into anoxic zones and aerobic digester viii. Upgrades to the existing aerobic digesters B. Deliverables: Engineer will provide the Owner with the following: i. Interim and Final Drawing sets that will include four (4) half -size sets of drawings, two (2) specifications sets, and one electronic file format (PDF) ii. ODEQ Review: One (1) full -sized sets of drawings, two (2) half -sized sets of drawings, two (2) specification sets, and electronic file format (PDF). The Authority will submit drawings and specifications to ODEQ and pay all associated document review and permit fees. iii. Bid Phase: One (1) full -sized sets of drawings, five (5) half -sized sets of drawings, two (2) specifications, and electronic file format (PDF). Additional sets of drawings and specifications for bidding purposes is additional work. Engineering Services Contract Scope of Service Page 8 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer 3. Task 3 —Detailed Specifications 3.1 Detailed Specifications: Prepare Construction Specifications for the Authority, together with the Construction Drawings (Task 2), in taking competitive bids and entering into a construction contract with an experienced and competent contractor for the Wastewater Treatment Plant Expansion project. Specifications will include bid information and contract terms as required and provided by the Authority, A. Authority will provide standard front end documents to the Engineer. B. Engineer will prepare necessary technical specifications using Engineer's standard format. C. Engineer will compile final specifications from Authority provided front end documents and technical specifications. D. Deliverables will include: i. Engineering will prepare 60% Detailed Specifications for the Authority's review and comment. ii. Engineer will prepare 100% Detailed Specifications for ODEQ Review and Bidding. 4. Task 4 — Geotechnical Evaluation 4.1 Geotechnical Report: A geotechnical engineering report will be prepared by a subconsultant that will include boring logs and laboratory testing results. In addition, the following specific items will be included: A. Groundwater levels observations; B. Description of Subsurface exploration procedures; C. Description of soil and bedrock conditions; D. Design recommendations for shallow and /or deep foundation systems; E. Estimated settlement of foundations; F. Floor slab subgrade support recommendations, including modulus of subgrade reaction; G. Subgrade and section recommendations for pavements; H. Subgrade preparation/earthwork recommendations; I. Lateral earth pressures; J. IBC soil site classification. 5. Task 5 — Soils Exploration 5.1 Anticipated Subsurface Conditions. According to Oklahoma Geology Soil Survey, the project site is located within Alluvium (Qal) and Nowata Formation (Pow). The alluvium consists of clay, silt and sand with minor gravel in channels and on flood plains of modem streams. The Nowata Formation consists of grayish orange pink (5YR7/2) to medium light gray (N6) blocky bedded to weakly laminated, slightly silty, concretionary clay shale. Concretions are more common in upper and lower third of the formation, consisting of dark yellowish orange (10YR6 /6), flat, ovoid - shaped dolomitic to sideritic clasts, or as thin, discontinuous beds. The Nowata Formation is poorly exposed throughout the area. Thickness highly variable due to irregular, yet conformable lower Engineering Services Contract Scope of Service Page 9 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer contact with the Oologah, and to an upper erosional unconformable contact with the Jenks Sandstone of the Memorial Formation; maximum exposed thickness ranged from 45 feet to 20 feet. For the purpose of this project, it is assumed that the bedrock will be encountered at approximately 30 feet below existing grade. 5.2 Site Access & Boring LayoutfUtility Clearance: Engineer will coordinate with public utility locating services prior to starting field work. Prior to initiating subsurface explorations, private site utilities and utility easements will be located in the field, on a scaled map, or both. The Authority will provide information on the location of their existing buried facilities in the areas of the borings. The Authority's information is needed by Engineer at least two days before beginning field work. 5.3 Penetrating the ground surface is inherently risky. It is impossible to determine with certainty the precise location of all structures, including utilities, which may be buried in the ground. Therefore, the disruption/damage of utilities or underground structures which have not been marked will be the responsibility of the Authority. Services rendered by Engineer to repair utilities damaged during field exploration will be billed at cost. 5.4 Engineer will provide layout of the boring locations. Boring layout will be approximate and measured from existing strictures. 5.5 Field Exploration: Engineer will investigate the subsurface conditions by performing up to a total of 12 borings to a maximum depth of 50 feet or 10 feet into the bedrock, whichever is shallower. If the bedrock is shallower than 20 feet, some of the borings will be advanced to a minimum of 10 feet below the bottom of the proposed structure, or 10 feet into bedrock, whichever is deeper, and the rest of borings will be terminated on top of bedrock. These quantities are estimated. If additional borings are deemed necessary during development of the Engineering Report and Detailed Design, the additional borings and mobilization are considered additional work. 5.6 The borings will be drilled with a truck/track- mounted rotary drill rig using a combination of solid stem augers, hollow stem augers and wash boring techniques to advance the boreholes. Sampling in the borings will consist of split - barrel samples (ASTM D1586) in cohesionless soils and hard soils, and Shelby tubes (ASTM D1587) in cohesive soils. Samples will be obtained at 2.5 feet intervals in the top ten (10) feet and at 5 feet intervals thereafter. Shelby -tube samples will be tested with a hand -held pocket penetrometer. All soil samples will be visually classified in accordance with the Unified Soil Classification System. 5.7 Borings will be left open for 24 -hour groundwater level reading, if site condition allows. Groundwater observations will be recorded in the borings during drilling, at the completion of drilling and 24 -hour after completion of the drilling, if possible. Full depth grouting of the boreholes is not included and is considered additional work. Excess auger cuttings and drilling fluids will be spread on the ground around the boreholes. 5.8 Laboratory Testing. Laboratory tests will be conducted in general accordance with ASTM standards. Depending on the soils encountered, selection of number and type of tests will be made on representative soil samples. The tests could include the following: A. Water content B. Atterberg limits Engineering Services Contract Scope of Service Page 10 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer C. Grain size distribution D. Consolidation E. One dimensional swell F. Unconfined compression G. Moisture density relationship H. Sulfates, chlorides, and pH value I. Soil resistivity test J. Standard Proctor test 5.9 In addition, all soil samples will be visually classified in accordance with the Unified Soil Classification System. 6. Task 6 — Cost Opinion Development 6.1 Cost Opinion: Prepare Engineer's Opinion of Construction Cost for the following milestones A. Included with the Engineering Report. B. During detailed design with the 60% submittal. C. During detailed design with the 100% submittal. 7. Task 7 —Bid Assistance 7.1 Contract Documents: The wastewater treatment plant and main plant lift station improvements project will be bid as a single project. Engineer will assist Authority in advertising for bids. 7.2 Engineer will mail (electronic mail) notices to prospective bidders and distribute documents to prospective bidders. Engineer will prepare for and attend a pre -bid meeting for the project. Authority to furnish bid sets (drawings and detailed specifications). 7.3 Bidders Inquires and Addenda: Engineer will respond to bidder's inquiries during the bidding period. Engineer will prepare up to 3 addenda to the contract documents as necessary. 7.4 Attend a Pre -Bid Conference and site walk - through with prospective bidders. 7.5 Pre - Award: Engineer will tabulate bids and prepare letter of recommendation for award of the construction contract. 8. Task 8 — Ground Survey 8.1 Ground Survey: Engineer will arrange for a survey of the wastewater treatment plant. The survey shall consist of: A. Perform a topographic survey and establish temporary and permanent benchmarks on the plant site from an established existing monument. Surveyor will provide a minimum of two (2) permanent benchmarks for horizontal and vertical control. B. Locate existing structures, boundaries, and other improvements to obtain field information necessary for the design. C. Level B SUE on- existing underground facilities related to the design. Engineering Services Contract Scope of Service Page 11 of 18 August 31, 2017 Attachment B — Services to be Performed by Engineer D. The construction contractor will be required to perform surveying during construction. Engineer has no time or efforts for surveying during construction. 9. Task 9 — Record Drawings 9.1 Record Drawings. From information provided by the Contractor observations, Engineer will update electronic files of construction drawings to reflect the "as- built" configuration of the Project. Engineer will submit to Authority one (1) set of 1 I x17 drawings at completion of the Project and one digital copy on a compact disk. Electronic files will be in Adobe PDF format. 10. Task 10 — Additional Services The following tasks are considered additional work. These items may be added at a later time for an additional fee. 10.1 Basic Construction Phases Services including reviews of submittals, RFIs, change orders, and meetings. 10.2 Design of additional clarifiers. 10.3 Design for expansion of the UV system. 10.4 Design of flow metering facilities. 10.5 Design and permitting of potential floodplain mitigation. Engineering Services Contract Scope of Service Page 12 of 18 August 31, 2017 Attachment C — Authority's Responsibilities AGREEMENT FOR ENGINEERING SERVICES FOR THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OK WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT RESPONSIBILITIES OF THE AUTHORITY ATTACHMENT C RESPONSIBILITIES OF THE AUTHORITY. The AUTHORITY agrees: C.1 Reports, Records, etc: To furnish, as required by the work, and not at the expense of the ENGINEER: C.1.1 Records, reports, studies, plans, drawings, historical plant operating information, and other data available in the files of the AUTHORITY that may be useful in the work involved under this AGREEMENT C.1.2 Standard construction drawings and standard specifications C.1.3 ENGINEER will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by AUTHORITY. C.2 Access: Provide access to public and private property when required in performance of ENGINEER's services. C.3 Staff Assistance: Designate the Authority Engineer (or another individual designated in writing) to act as its representative in respect to the work to be performed under this AGREEMENT, and such person shall have complete authority to transmit instructions, receive information, interpret and define AUTHORITY'S policies and decisions with respect to materials, equipment, elements and systems pertinent to the services covered by this AGREEMENT. C.3.1 Furnish staff assistance in locating, both horizontally and vertically, existing AUTHORITY owned utilities and in expediting their relocation as described in Attachment B. Further, AUTHORITY will furnish assistance as required in obtaining locations of other utilities, including excavations to determine depth. C.3.2 Furnish legal assistance as required in the preparation of bidding, construction and other supporting documents. CA Review: Examine all studies, reports, sketches, estimates, specifications, drawings, proposals and other documents presented by ENGINEER and render in writing decisions pertaining thereto within a reasonable time so as not to delay the services of ENGINEER. C.5 Front end Documents: Give instructions to ENGINEER regarding AUTHORITY'S procurement of construction services (including instructions regarding advertisements for bids, instructions to bidders, and requests for proposals, as applicable), AUTHORITY'S construction contract practices and requirements, insurance and bonding requirements, electronic transmittals during construction, and other information necessary for the finalization of AUTHORITY'S bidding- related documents Engineering Services Contract Scope of Service Page 13 of 18 August 31, 2017 Attachment C — Authority's Responsibilities (or requests for proposals or other construction procurement documents), and Construction Contract Documents. Furnish copies (or give specific directions requesting ENGINEER to use copies already in ENGINEER'S possession) of all design and construction standards, AUTHORITY'S standard forms, general conditions (if other than EJCDC® C -700, Standard General Conditions of the Construction Contract, 2013 Edition), supplementary conditions, text, and related documents and content for ENGINEER to include in the draft bidding- related documents (or requests for proposals or other construction procurement documents), and draft Construction Contract Documents, when applicable. AUTHORITY shall have responsibility for the final content of (1) such bidding- related documents (or requests for proposals or other construction procurement documents), and (2) those portions of any Construction Contract other than the design (as set forth in the Drawings, Specifications, or otherwise), and other engineering or technical matters; and AUTHORITY shall seek the advice of AUTHORITY'S legal counsel, risk managers, and insurance advisors with respect to the drafting and content of such documents. C_6 Funding: Authority will coordinate all funding activities as well as develop all finding related documents. C7 Permitting: Authority is responsible for all permitting related activities including developing documents and paying any related fees. Engineering Services Contract Scope of Service Page 14 of 18 August 3 1, 2017 Attachment D — Compensation AGREEMENT FOR ENGINEERING SERVICES FOR THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OK WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT COMPENSATION ATTACHMENT D Compensation AUTHORITY shall pay ENGINEER in accordance with Attachment D, COMPENSATION, and further described in Attachment E, FEE BREAKDOWN. Payment of claims for incremental work completed on each task may be submitted. Invoices for the amount and value of the work and services performed by the Engineer shall be submitted monthly to the Authority. The Authority agrees to pay the Engineer, as compensation for such engineering services as listed herein. The invoices shall be prepared and submitted by the Engineer and be accompanied by all supporting data required by the Authority. D.1 Total Compensation For the work under this project the total maximum billing including direct costs and subconsultant services shall be $1,040,000, which amount shall not be exceeded without further written authorization by Authority. D.2 Additional Services: Unless otherwise provided for in any accepted and authorized proposal for additional services, such services shall be compensated for on the same basis as provided for in Attachment D. D.3 Terminated Services: If this AGREEMENT is terminated, ENGINEER shall be paid for services performed to the effective date of termination. D.4 Conditions of Payment D.4.1 Progress payments shall be made in proportion to services rendered and expenses incurred as indicated within this Agreement and shall be due and owing within thirty days of Engineer's submittal of his progress payment invoices. D.4.2 If Authority fails to make payments due Engineer within sixty days of the submittal of any progress payment invoice, Engineer may, after giving fifteen days written notice to Authority, suspend services under this Agreement. Engineering Services Contract Scope of Service Page 15 of IS August 31, 2017 Attachment D — Compensation D.43 If the Project is delayed, or if Engineer's services for the Project are delayed or suspended for more than ninety days for reasons beyond Engineer's control, Engineer may, after giving fifteen days written notice to Authority, request renegotiation of compensation. Engineering Services Contract Scope of Service Page 16 of 18 August 31, 2017 Attachment E — Fee Breakdown AGREEMENT FOR ENGINEERING SERVICES FOR THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OK WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT FEE BREAKDOWN ATTACHMENT E Fee Breakdown Task No. Task Description Engineering Fee Lum Sum 1 Engineering Report $196,000 2 Detailed Design $650,000 3 Detailed Specifications $66,000 4 and 5 Geotechnical Evaluation and Soils Exploration $27,000 6 Cost Opinion Development $20,000 7 Bid Assistance $40,000 8 Ground Survey $27,000 9 Record Drawings $14,000 10 Additional Services $0 Total $1,040,000 Engineering Services Contract Scope of Service Page 17 of 18 August 31, 2017 Attachment F — Schedule AGREEMENT FOR ENGINEERING SERVICES FOR THE OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OK WASTEWATER TREATMENT PLANT AND MAIN PLANT LIFT STATION EXPANSION PROJECT SCHEDULE ATTACHMENT F Schedule Engineer will provide the services in Attachment B in general accordance with the following schedule. Draft Engineering Report 200 days after Notice to Proceed Interim Plans and Specification (60 %) 150 days after Engineering Report is approved Final Plans and Specifications (100 %) 120 days after receiving comments on Interim Plans and Specifications Bidding Documents (Final ready for bidding) 60 days after receiving comments on Final Plans and Specifications Engineering Services Contract Scope of Service Page 18 of 18 August 3 1, 2017 no�S%5c? The City Wirt oul Limits. TO: The Honorable Chair and Trustees Owasso Public Works Authority FROM: Roger Stevens Public Works Director SUBJECT: E 76 Street North and Main Street Intersection Improvements Change Order #3 DATE: September 1, 2017 BACKGROUND: In March of 2017, City Council awarded a contract to Grade Line Construction in the amount of $1,885.583.55 for improvements to the intersection of East 76 and Main Street. Improvements included water, stormwater, roadway and sanitary sewer improvements. Upon award, council approved a change order which reduced the contract by $225,000.00 eliminating streetscape items and benches, reducing the amount of the contract to $1,660,583.55. In May 2017, change order #2 was executed which restructured pay items under contract by removing, adding or specifying new quantities which resulted in a reduction to the contract of $46.26 adjusting the current contract price to $1,660,537.29. Over the period of the last several months, work has been proceeding with this project, including the completion of the 208 linear feet of sanitary sewer pipe replacement within the contract. The line segment was replaced due to the line having a reverse slope causing the line and manholes structures to surcharge from Medicap Pharmacy to just north of Bill and Ruth's during peak flow events. After the new line segment was in place, staff performed a mock flow test using a fire hydrant and meter to simulate the flows anticipated from the new businesses corning to the area as well as flows during a wet weather event. The test verified the improvement resolved the surcharging issue from City Hall to Bill and Ruth's. However, staff further determined the surcharging problem had been moved downstream to the south. As a result of these findings, on August 21, 2017, staff and the contractor developed a plan to replace an additional 517 linear feet of pipe from East 76 Street North to just south of East 3m Ave (see Attachment). The cost to perform the additional work is estimated to be $147,080. It is important to mention, this additional sewer work needs to be performed as soon as possible before the new street is completed. With the sanitary sewer alignment being underneath the approved South Main Street concrete pavement, staff recommends this work be performed by the contractor currently on -site. The additional work under this proposal is as follows: • Connect to the existing Manhole on the south side of 761h and Main; • Install 517 linear feet of 12" PVC sanitary sewer line including 3 new manholes; • Reconnect existing service taps; • Abandon existing manholes and line in place; • Reconnect to a designated downstream existing manhole; • Repair roadway affected by installation of the new sanitary sewer line placement. Although the overall cost proposed in this change order is significant, it is important to consider current and future sanitary needs. This makes good sense financially to complete this work as part of the current project while the road is shut down utilizing existing pay items. If approved, the change order would allow for 15 additional working days and one new pay item for Sanitary Sewer Manholes. Throughout this project, city staff has made every effort to make the most economically viable decision regarding every cost increase and cost reduction. With a project of this size and nature, situations arise that call for changes to ensure the intent of the design as well as existing infrastructure components function properly. CHANGE ORDER: Based on the above information and the itemized cost proposals attached, Grade Line Construction working with staff have drafted and executed the Change Order No. 3 document for a contract increase of $147,080 which includes an additional $10,000 in contingency funds. 119011QIIIeN The intersection improvement project is budgeted in the Capital Improvements fund and the Vision 2025 fund. This change order for the additional sewer work is proposed to be funded by the OPWA. Funds are available but would require a supplemental appropriation for this purpose. CITY COUNCIL AND OPWA ACTION: This project change would need action by both the City Council and the OPWA. The contract change order requires approval by the City Council. Since the sewer improvements are proposed to expend OPWA funds, the purchase /expenditure and budget amendment requires OPWA approval. RECOMMENDATION: Staff recommends approval for the expenditure of OPWA funds for sanitary sewer improvements included in Change Order #3 to the contract for E 76th Street North and Main Street Intersection Improvements and approval of a budget amendment increasing the appropriation for expenditures in the amount of $147,180. ATTACHMENTS: Change Order No. 3 Location Map PROJECT: Intersection Widening & Beautification for 76`h Street North and Main Street SECTION 00600 CHANGE ORDER CHANGE ORDER NUMBER: 3 CONTRACT DATE: March 21, 2017 DATE: September 5th, 2017 TO CONTRACTOR: Grade Line Construction, LLC CONTRACT FOR: Intersection Widening & Beautification for 76i11 Street North & Main Street The Contract is changed as follows: Additional quantities, addition of a new Pay item for 5' Sanitary Sewer Manholes. Addition of 15 days to the contract for construction (See Attached) Not valid until signed by the Owner and Contractor The original Contract Sum was $ 1,885,583.55 Net change by previously authorized Change Orders $ - 225,046.26 The Contract Sum prior to this Change Order was $ 1,660,537.29 The Contract Sum will be (increased) (decreased) (unchanged) by this Change Order in the estimated amount of $ 147,080.00 The new Contract Sum including this Change Order will be $ 1,807,617.29 The Contract Time will be (increased) (decreased) (unchanged) by (_15_) days. The date of Substantial Completion as of the date of this Change Order therefore is 195 days from Notice to Proceed NOTE: This summary does not reflect changes in the Contract Sum Time which have been authorized by Construction Change Directive. Gr.,,lr ink jYV-Uj !L C CONTRACTOR � 0. &k 262-V ADDRESS Zro�e, Arrow. CIC 761013 BY DATE V 30 —i City of Owasso OWNER 200 South Main ADDRESS Owasso Ok 74055 M DATE SPECIAL PROVISIONS 0509 00900 -Pagel of 4 CHANGE ORDER 3 GREEN 1" = 188 ft REPLACED/ 08/25/2017 RED -W PROPOSED ` map represents a visual display of related geographic information. Data provided hereon is not a guarantee of actual field conditions. To be sure of complete accurar.: 3e contact Owasso Public staff for the most up -to -date information. Department OPWA Administration Utility Billing Water Wastewater Wastewater Collection Refuse Recycle Center OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 08/19/17 Payroll Expenses Total Expenses 11,233.97 5,997.60 14,568.10 13,486.35 10,004.64 14,003.81 2,482.40 16,546.15 11,176.32 24,739.69 23,171.81 16,561.64 20,829.95 3,733.73 FUND TOTAL 71,776.87 116,759.29