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Home My WebLink About1999.02.02_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE OWASSO PUBLIC WORKS AUTHORITY TYPE OF MEETING: Regular DATE: February 2, 1999 TIME: 6:30 p.m. PLACE: Council Chambers, Owasso Community Center Notice and Agenda filed in the office of the City Clerk and posted on the City Hall bulletin board at 4:00 p.m. on Friday, January 29, 1999. . 4 r�2 1,6 W�,j V, Marcia outwell, Authority Secretary AGENDA 1. Call to Order 2. Flag Salute 3. Roll Call 4. 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 consent by request. A motion to adopt the Consent Agenda is non - debatable. A. Approval of the Minutes of January 19, 1999 Regular Meeting. Attachment #4 -A B. Approval of Claims. Attachment #4 -B Owasso Public Works Authority February 2, 1999 Page 2 5. Consideration and Appropriate Action Relating to a Request to Award a Contract for Wastewater Treatment Plant Design Engineering Services. Mr Carr Attachment #5 1 The staff has completed solicitation of qualifications statements, requested detailed proposals, and reviewed the scope of services, and will recommend a contract be awarded to HUB +Garver, Tulsa, OK for Wastewater Treatment Plant Improvements (Phase II) engineering services in an amount not to exceed $618,990, and authorization for the Chair to execute the contract. 6. Report from OPWA Manager 7. Report from OPWA Attorney 8. New Business 9. Adjournment ' OWASSO PUBLIC WORKS AUTHORITY MINUTES OF REGULAR MEETING Tuesday, January 19, 1999 ' The Owasso Public Works Authority met in regular session on Tuesday, January 19, 1999 in the Council Chambers at the Owasso Community Center per the Notice of Public Meeting and Agenda ' posted on the City Hall bulletin board at 4:00 p.m. on Friday, January 15, 1999. ITEM 1: CALL TO ORDER t called the meeting to order at 6:58 .m. Chairman Bode g P ITEM 2: FLAG SALUTE The flag salute was given during the City Council meeting preceding this meeting. ITEM 3: ROLL CALL PRESENT ABSENT Denise Bode, Chair Mary Lou Barnhouse, Trustee Mark Wilken, Vice Chair Melinda Voss, Trustee Duston Smith, Trustee STAFF ' Jeff Hancock, City Manager Ronald D Cates, Authority Attorney Marcia Boutwell, Authority Secretary ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR APPROVAL OF THE CONSENT AGENDA. ' A. Approval of the Minutes of January 5, 1999 Regular Meeting. B. Approval of Claims C. Action Relating to an Independent Audit of Financial Transactions for the ' OPWA Fund for FY 1997 -98, and a Request for the Trustees to Receive the Audit Report. Ms Voss moved, seconded by Mr Smith, to approve the consent agenda. The consent agenda included minutes of the January 5, 1999 regular meeting, by reference made a part hereto. Item B on the consent agenda included the following claims: (1) OPWA Fund $347,435.84; (2) OPWA r Sales Tax Fund $2,000.00; (3) Interfund Transfers $39,883.34; (4) Payroll $33,225.34. Item C requested that the Trustees receive the FY 1997 -98 Audit for review and information. ' AYE: Voss, Smith, Wilken, Bode NAY: None ' Motion carried 4 -0. Owasso Public Works Authority January 19, 1999 ITEM 5: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQUEST FOR TRUSTEE APPROVAL OF AN EXPENDITURE TO REPAIR THE SPARE AERATOR MOTOR AT THE WASTEWATER TREATMENT PLANT. Mr Roberts presented the item. He said that in November of 1998 the surface agitation aeration system at the wastewater treatment plant failed due to electrical drive motor problems. The spare motor for the system was placed in use at that time, resulting in the need for the original motor to be repaired so that a standby motor is available. Quotes were requested for repair of the motor and were received from two vendors. Mr Smith moved, seconded by Ms Voss, to approve an expenditure in the amount of $5400 to Industrial Motors, Tulsa, OK, to repair a two -speed aeration motor at the wastewater treatment plant. AYE: Smith, Voss, Wilken, Bode NAY: None Motion carried 4 -0. ITEM 6: REPORT FROM OPWA MANAGER No report. ITEM 7: REPORT FROM OPWA ATTORNEY No report. ITEM 8: NEW BUSINESS Mr Cates informed the Trustees that on Friday, January 151, one of the refuse vehicles experienced difficulties sufficient enough that it had to be removed from service. On Tuesday, January 19t'', a second refuse vehicles also began experiencing severe problems and staff believes that it should also be removed from service. Because the ability to remove refuse is hampered by the loss of these two collection vehicles, an immediate emergency to public safety exists, and the vehicles need to be repaired as quickly as possible. State Statutes allow the Trustees to declare an emergency in such a situation and authorize the expenditure of funds exceeding $7500 without public notice or competitive bids. Mr Wilken moved, seconded by Ms Voss, to declare that an emergency exists because of the loss of two refuse vehicles, and that an expenditure in an amount not to exceed $8000 be authorized for vehicle repair. AYE: Wilken, Voss, Smith, Bode NAY: None Motion carried 4 -0. 2 Owasso Public Works Authority ITEM 9: ADJOURNMENT Mr Wilken moved, seconded by Ms Voss, to adjourn. AYE: Wilken, Voss, Smith, Bode NAY: None Motion carried 4 -0, and the meeting was adjourned at 7:05 p.m. Marcia Boutwell, Authority Secretary 3 Denise Bode, Chairperson January 19, 1999 1/29/99 7:43:37 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY A /P CLAIMS REPORT B APAPVR PAGE: 13 PO # VENDOR DESCRIPTION AMOUNT 991815 PB HOMES REFUND OVERPAYMENT 991816 DAN HOOS REFUND OVERPAYMENT 991856 WM F BEST % FLINDERS HOUS BUILDING PERMIT REFUNDS 991856 WM F BEST % FLINDERS HOUS BUILDING PERMIT REFUNDS 991856 WM F BEST % FLINDERS HOUS BUILDING PERMIT REFUNDS 991884 TREASURER PETTY CASH SALES TAX -YARD BAGS M DEPARTMENT TOTAL =___> nPWA ADMIN 990006 990013 990281 990286 ' 990286 991884 991899 991907 ISTRATION HOWARD STAMPER METROCALL SAM'S CLUB OFFICE DEPOT CARD PLAN OFFICE DEPOT CARD PLAN TREASURER PETTY CASH OKLAHOMA NATURAL GAS SOUTHWESTERN BELL TELE DEPARTMENT TOTAL =___> ITILITY BILLING ------------------------ - - - - -- 990286 OFFICE DEPOT CARD PLAN 990722 US POSTMASTER 990723 BRANDON HAMILTON 990724 OSCAR MCLAURIN 990726 BRAD SPARKMAN 990727 TYRONE DINKINS 991679 SCOTT R SHADBOLT DEPARTMENT TOTAL =___> 4ATER ------------------------------ .r 990013 METROCALL im 990217 YALE UNIFORM RENTAL 990422 CUNNINGHAM PLUMBING 990448 WATER PRODUCTS INC 1 r RETAINER /SERVICES PAGER USE MAINT SUPPLIES OFFICE SUPPLIES FAX MACHINE OFFICE SUPPLIES 1/98 USE 12/98 PLEXAR OFFICE SUPPLIES UTILITY BILL POSTAGE METER READER METER READER METER READER METER READER METER READER PAGER USE UNIFORM CLEAN /RENT INC METER SETS 4/21/98 REPAIR / MAINT SUPPLIES 37.82 24.25 375.00 350.00 50.00 203.38 1,040.45 150.00 7.16 6.99 33.75 179.99 58.24 110.56 83.40 630.19 49.98 1,500.00 285.30 288.90 257.40 266.85 353.85 3,002.28 28.64 120.00 19,098.94 869.46 CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY 1/29/99 7:43:37 A/P CLAIMS REPORT APAPVR PAGE: 14 PO # VENDOR DESCRIPTION AMOUNT 990450 WATER PRODUCTS INC REPAIR SUPPLIES 581.00 991670 EQUIPMENT ONE RENTAL & SA RENT AIR COMPRESSOR 308.74 991765 DEPT OF ENVIRONMENTAL QUA EXAM FEE - FRANCISCO 40.00 991776 APAC - OKLAHOMA, INC. MILL RUN 243.35 991884 TREASURER PETTY CASH REIMB PETTY CASH 5.94 991907 SOUTHWESTERN BELL TELE 12/98 PLEXAR 45.47 DEPARTMENT TOTAL =___> 21,341.54 WASTEWATER TREATMENT PLANT ------------------------ - - - - -- 990013 METROCALL PAGER USE 21.48 990217 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 62.40 990281 SAM'S CLUB MAINT SUPPLIES 75.40 991759 CLARION INN LODGING -AYRES 135.00 991778 W W GRAINGER INC AIR FILTER 40.69 991907 SOUTHWESTERN BELL TELE 12/98 PLEXAR 41.70 DEPARTMENT TOTAL =___> 376.67 WASTEWATER COLLECTION ------------------------ - - - - -- 990013 METROCALL PAGER USE 14.32 990217 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 41.60 990446 WATER PRODUCTS INC REPAIR/MAINT SUPPLIES 74.00 991251 TRUK'QUIP LIFT GATE -TRUCK 1,663.00 991763 MARTEC SYSTEMS LIFT STATION PARTS 784.62 991884 TREASURER PETTY CASH REIMB PETTY CASH 10.34 991899 OKLAHOMA NATURAL GAS 1/98 USE 237.50 991899 OKLAHOMA NATURAL GAS 1/98 USE 12.35 DEPARTMENT TOTAL =___> 2,837.73 REFUSE COLLECTIONS ---------------------- - - - - -- 990217 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 83.20 991764 WASTE MANAGEMENT OF OKLA TIPPING FEES 3,290.64 DEPARTMENT TOTAL =___> 3,373.84 RECYCLE CENTER ------------------------ - - - - -- w, I CITY OF OWASSO OWASSO PUBLIC WORKS AUTHORITY N 1/29/99 7:43:37 A/P CLAIMS REPORT APAPVR PAGE: ' PO # VENDOR DESCRIPTION AMOUNT 990013 METROCALL PAGER USE 7.16 990217 YALE UNIFORM RENTAL UNIFORM CLEAN /RENT 18.40 991660 WASTE MANAGEMENT OF OKLA RECYCLE REFUSE 991764 WASTE MANAGEMENT OF OKLA TIPPING FEES 991884 TREASURER PETTY CASH REIMB PETTY CASH 991907 SOUTHWESTERN BELL TELE 12/98 PLEXAR DEPARTMENT TOTAL = = = => FUND TOTAL = = = => 1,389.06 399.51 3.36 20.62 1,838.11 34,440.81 15 ol L CITY OF OWASSO OPWA CAPITAL IMPROVEMENT FUND , 1/29/99 7:43:37 A/P CLAIMS REPORT APAPVR PAGE: 16 PO it VENDOR DESCRIPTION AMOUNT DEBT SERVICE ------------------------ - - - - -- 990002 BANK ONE TRUST CO, NA 990002 BANK ONE TRUST CO, NA DEPARTMENT TOTAL = = = => FUND TOTAL = = = => OWRB LOAN OWRB LOAN 4,345.34 24,188.50 28,533.84 28,533.84 CITY OF OWASSO ' OPWA - SEWERLINE EXTENSION 1/29/99 7:43:37 A/P CLAIMS REPORT APAPVR PAGE: IPO # VENDOR DESCRIPTION AMOUNT --- - - - - -- ----------- 1-------- - - - - -- ------------------- - - - - -- ------- - - - - -- 1 r-M-- CREEK INTERCEPTOR -------------------- - - - - -- 11 991897 FIRST BANK OF OWASSO DEPARTMENT TOTAL = = = => Il FUND TOTAL = = = => n u II ELM CREEK NOTE 23,000.00 23,000.00 23,000.00 18 CITY OF OWASSO OPWA SALES TAX FUND 1/29/99 7:43:37 A/P CLAIMS REPORT APAPVR PAGE: Pig # VENDOR DESCRIPTION AMOUNT REVENUE BONDS ------------------------ - - - - -- 990001 BANK ONE TRUST CO, NA 990001 BANK ONE TRUST CO, NA DEPARTMENT TOTAL = = = => FUND TOTAL GRAND TOTAL 1997 REVENUE BONDS 1998 REVENUE BONDS 39,023.33 81,742.08 120,765.41 120,765.41 296,155.81 22 t OWASSO PUBLIC WORKS AUTHORITY PAYROLL PAYMENT REPORT PAY PERIOD ENDING DATE 01/16/99 OVERTIME TOTAL DEPARTMENT EXPENSES EXPENSES OPWAAdmirstr ................... ..... ..... ....... ......... ... . Utilitv Billine 0.00 1.796.47 Wastewater 67.56 5,459.57 Wastewater Cal et�on ............... < '77t . 1 ............. : : : ::......... ...... ...... ..::........ .. < '€ ..... 719.14 ::::::.::::::... .. . Refuse 41469.48 ........... ....... ......... .................................................................................................................................................................. Recycle ,Center ........... _. .........._ ............... ' :::`:.::.. fl 00 _..... ............................... . 1,491:69 FUND TOTAL $1;924.63 $29,113.25 APPROVED: 02/02/99 Chairman Trustee Trustee 6 MEMORANDUM TO: HONORABLE CHAIR AND TRUSTEES OWASSO PUBLIC WORKS AUTHORITY FROM: F. ROBERT CARP, JR., P.E. PUBLIC WORKS DIRECTOR SUBJECT: APPROVAL OF AGREEMENT FOR ENGINEERING DESIGN SERVICES - WASTEWATER TREATMENT PLANT IMPROVEMENTS (PHASE H) DATE: BACKGROUND: January 28, 1999 The existing City of Owasso wastewater treatment facility was constructed in 1986. Phase I ' improvements to meet changes in water quality criteria were completed in 1998. The plant consists primarily of an oxidation ditch with external clarifiers, effluent ultraviolet light disinfection and reaeration, and sludge drying beds. The plant improvements were designed to treat an average daily flow of 2.15 million gallons per day (MGD). Current average daily flow is approaching the original design capacity of the treatment plant and new effluent limitations require increasing the treatment capabilities. An amendment to the Facilities Plan was completed in 1994. This amendment allows the city to obtain funding through the State Revolving Fund (SRF) loan program that would include the needed modifications. The document was approved by the Oklahoma Water Resources Board. The approved Facilities Plan serves as the mechanism for selection of the most cost - effective treatment system for a 20 -year planning period. The document is the basis for detailed ' engineering design and ultimate construction of the needed improvements. ' The selected alternative in the Facilities Plan recommended a two - phased approach to increasing the plant capacity and improving the performance to meet long -term discharge criteria. Phase I included removal of the interchannel boat clarifier from the oxidation ditch, accompanied by construction of two new external clarifiers, modifications to the existing pumping station, ultraviolet disinfection system to accommodate the increased hydraulic capacity and additional sludge drying beds. ' Phase II improvements are to construct additional capacity, which will need to be in -place by the year 2001. Improvements defined in the Facilities Plan that are intended to be constructed in this phase include a new oxidation ditch, clarifier, additional ultraviolet disinfection, belt filter press for sludge dewatering, and some additional pumping capacity at the Main Lift Station. As a result of these improvements, plant capacity will be expanded to 3.3 MGD. Page 2 Wastewater Treatment Plant Improvements (Phase II) Engineering Design Services ENGINEERING PROPOSALS: Staff requested qualification statements on September 11, 1998 from engineering firms capable of providing engineering design services for the wastewater treatment plant improvements. A packet of information was advertised and sent to area engineering firms. Responses were received from six (6) firms. Statements were ranked according to the total number of evaluation points assigned by the Review Committee (consisting of Jeff Hancock, Robert Carr, and Dwayne Henderson). Based upon the initial evaluation, the Review Committee identified C142MHill, FHC, Inc., and HUB +Garver as "Qualified and Highly Responsive Firms ". These three firms were requested to submit a detailed Scope of Services and make a presentation of their approach for final evaluation by a Selection Committee. This Selection Committee consisted of Councilor Smith, Jeff Hancock and Robert Carr. As a result of the final evaluation, the committee determined that fee negotiation be conducted with HUB +Garver Engineers. ENGINEERING SERVICES AGREEMENT: Staff met with representatives from HUB +Garver on January 7, 1999 to discuss the scope of work and the fee proposal. As a result of the meeting, an Agreement was drafted and reviewed by the City Attorney. The attached Agreement for Engineering Design Services has been prepared as a result of the review comments. The Agreement is based on following one of two possible work tracks. Initially, HUB +Garver will review of the improvements recommended in the Facilities Plan. As part of this review, an analysis of the feasibility to direct all or a portion of the untreated wastewater to the City of Tulsa Northside Wastewater Treatment Plant will take place. Depending on the outcome of the analysis, a decision to pump to the Northside Plant or expand the existing facility will be made and the work track identified. HUB +Garver has provided a fee proposal that incorporates both possible work tracks. The fee is summarized as follows: Task Expand Plant Pump to Northside Facility Plan Amendment $57,700 $57,700 Preliminary Design 130,400 68,050 Final Design 159,300 98,900 Bidding 14,440 11,200 Construction 60,500 44,250 Resident Inspection 165,150 110,100 Operation and Maintenance Manual 31,500 31,500 TOTAL LUMP SUM FEE $618,991 $421,702 Page 3 Wastewater Treatment Plant Improvements (Phase II) Engineering Design Services PROJECT SCHEDULE: Expansion of the Wastewater Treatment Plant is included in the Consent Order with the Oklahoma Department of Environmental Quality. The Consent Order schedule of work indicates the following: Initiate Design February 1, 1999 Preliminary Engineering Report December 1, 1999 Complete Design April 1, 2000 Begin Construction June 1, 2000 Construction Complete January 1, 2002 The proposed schedule supplied by HUB +Garver is as follows: Expand Plant Initiate Design February 1999 Preliminary Design Report July 1999 Final Design/Reviews Completed March 2000 Begin construction June 2000 Construction Complete September 2001 Pump to Northside Initiate Design February 1999 Preliminary Design Report June 1999 Final Design/Reviews Completed February 2000 Begin construction May 2000 Construction Complete February 2001 Both proposed schedules are in conformance with the Consent Order time schedule. FUNDING: PR r 1 L7 Funding for the design through final design will need to be paid by the city from OPWA reserves. Once the design is completed the whole project (including the design engineering) can be funded through a State Revolving fund (SRF) loan approved by the Oklahoma Water Resources Board. Should expansion of the plant be the selected work track, engineering design fees could be in the amount of $347,400. RECOMMENDATION• Staff recommends Trustees approval of the Agreement for Wastewater Treatment Plant Improvements (Phase H) Engineering Services with HUB+Garver, Tulsa, Oklahoma in the lump sum amount not to exceed $618,991 for design, bidding, construction phase engineering, resident project inspection and operation and maintenance manual preparation. Page 4 Wastewater Treatment Plant Improvements (Phase 11) Engineering Design Services ATTACHMENTS: 1. Agreement 2. Request for Qualifications Agreement fo r Engineering Services Owasso Wastewater Treatment Plant Improvements - Phase II THIS AGREEMENT, made and entered into this day of , 199_, between the Owasso Public Works Authority, Owasso, Oklahoma, hereinafter referred to as CITY, and HUB +Garver, hereinafter referred to as ENGINEER; WITNESSETH: WHEREAS, CITY intends to construct improvements to the wastewater treatment plant including the following options: 1. Option No. 1 - Expand Owasso Wastewater Treatment Plant to 3.3 mgd. 2. Option No. 2 - Pump wastewater to City of Tulsa Northside Wastewater Treatment Plant. WHEREAS, CITY requires certain professional services in connection with the PROJECT, hereinafter referred to as the SERVICES; and, WHEREAS, ENGINEER is prepared to provide such SERVICES; NOW THEREFORE, in consideration of the promises contained herein, the parties hereto agree as follows: 1. SCOPE OF PROJECT. The scope of this PROJECT is described in Attachment A, SCOPE OF PROJECT, 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. CITY'S RESPONSIBILITIES. CITY shall be responsible for all matters described in Attachment C, RESPONSIBILITIES OF THE CITY, which is attached hereto and incorporated by reference as part of this AGREEMENT. 4. COMPENSATION. CITY shall pay ENGINEER in accordance with Attachment D, COMPENSATION, and further described in Attachment E -I and E -2, FEE/MANHOUR 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 schedules set forth in Attachments F -1 and F -2, which is attached hereto and incorporated by reference as part of this AGREEMENT. The schedules will be adjusted based on the actual date of the Notice to Proceed. 6. STANDARD OF PERFORMANCE. ENGINEER shall perform the SERVICES undertaken in a manner consistent with the prevailing accepted standard for similar services with respect to projects of comparable function and complexity 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 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 CITY. Other than the obligation of the ENGINEER to perform in accordance with the foregoing standard, 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. 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 qualification 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 qualification and experience as a Professional Engineer. 9. LIABILITY AND INDEMNIFICATION. 9.1 ENGINEER shall defend and indemnify CITY from and against legal liability for damages arising out of the performance of the SERVICES for CITY including but not limited to any claims, costs, attorney fees, or other expenses of whatever nature 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 CITY or any other Contractor of the CITY. 9.2 ENGINEER shall not be liable to CITY for any special, indirect or consequential damages, such as, but not limited to, loss of revenue, or loss of anticipated profits. 10. COMPLIANCE WITH LAWS. 10.1 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. 10.2 The ENGINEER shall take the necessary actions to ensure its facilities are in compliance with the requirements of the Americans With Disabilities Act. It is understood that the program of the ENGINEER is not a program or activity of the OWASSO PUBLIC WORKS AUTHORITY. The ENGINEER agrees that its program or activity will comply with the requirements of the Americans With Disabilities Act. Any costs of such compliance will be the responsibility of the ENGINEER. Under no circumstances will ENGINEER conduct any activity which it deems to not be in compliance with the Americans With Disabilities Act. 11. INSURANCE. 11.1 During the performance of the SERVICES under this AGREEMENT, ENGINEER shall maintain the following insurance: 11.1.1. 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. 11.1.2. 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. t11.1.3. Worker's Compensation Insurance in accordance with statutory requirements and Employers' Liability Insurance with limits of not less than $100,000 for ' each occurrence. 1 1.1.4. 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 $500,000, deductibles subject to approval. 11.2 ENGINEER shall furnish CITY certificates of insurance which shall include a provision that such insurance shall not be canceled without at least 30 days written notice to the CITY. 12. OWNERSHIP AND REUSE OF DOCUMENTS. 12.1 All documents, including original drawings, estimates, specifications, field notes and data shall become and remain the property of the CITY. 12.2 CITY'S reuse of such documents without written verification or adaptation by ENGINEER for the specific purpose intended shall be at CITY's risk. 13. TERMINATION OF AGREEMENT. 13.1 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. 13.2 CITY shall have the right to terminate this AGREEMENT, or suspend performance thereof, for CITY'S convenience upon written notice to ENGINEER; and ENGINEER shall terminate or suspend performance of SERVICES on a schedule acceptable to CITY. In the event of termination or suspension for CITY'S convenience, CITY shall pay ENGINEER for all SERVICES performed in accordance with provisions of Attachment D, COMPENSATION. Upon restart of a suspended project, payment shall be made to ENGINEER in accordance with Attachment D, COMPENSATION. 14. NOTICE. 14.1 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: HUB +Garver 5415 So. 125`' East Avenue Suite 201 Tulsa, Oklahoma 74146 Attention: Jay Updike To CITY: OWASSO PUBLIC WORKS AUTHORITY P.O. Box 180 Owasso, Oklahoma 74055 Attention: F. Robert Carr, Jr. 14.2 Nothing contained in this Article shall be construed to restrict the transmission of routine communications between representatives of ENGINEER and CITY. 15. UNCONTROLLABLE FORCES. Neither CITY 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 CITY or ENGINEER under this AGREEMENT; strikes, work slowdowns or other labor disturbances, and judicial restraint. 16. 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. 17. INTEGRATION AND MODIFICATION. This AGREEMENT includes Attachments A, B, C, D, E, 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. This AGREEMENT may be amended only by a written instrument signed by each of the Parties. 18. DISPUTE RESOLUTION PROCEDURE. In the event of a dispute between the ENGINEER and the CITY over the interpretation or application of the terms of this AGREEMENT, the matter shall be referred to the City's Director of Public Works for resolution. If the Director of Public Works is unable to resolve the dispute, the matter may, in the Director's discretion, be referred to the City Manager for resolution. Regardless of these procedures, neither party shall be precluded from exercising any rights, privileges or opportunities permitted by law to resolve any dispute. 19. 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 I' may deem appropriate to assist ENGINEER in the performance of the SERVICES hereunder. ' 20. 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 City staff initially and monthly thereafter and will be ' available for public meetings and/or City of Owasso presentations. 21. KEY PERSONNEL. ENGINEER has designated Jay Updike, P.E., as Project Manager in the performance of the SERVICES hereunder. ENGINEER agrees that no change will be made in the assignment of this position without prior approval of CITY. 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 Chairman of the Owasso Public Works Authority. APPROVED: Secretary APPROVED AS TO FORM: Authority Attorney HUB +Garver Jay Updike, Partner Date: OWASSO PUBLIC WORKS AUTHORITY Chairman Date: Agreement fo r Engineering Services Owasso Wastewater Treatment Plant Improvements - Phase II Scope of Project Attachment A SCOPE OF PROJECT. The PROJECT shall include: Expansion of the existing Owasso Wastewater Treatment Plant to 3.3 mgd including the liquid process, sludge stabilization and dewatering, pump station modifications, headworks expansion, clarification improvements, disinfection expansion, piping, electrical, controls and other appurtenances. or A connection to the City of Tulsa Northside Wastewater Treatment Plant to route all or a portion of wastewater from Owasso to the City of Tulsa including pump station, force main, flow measurement, electrical, controls and other appurtenances. Agreement fo r Engineering Services Owasso Public Works Authority Owasso Wastewater Treatment Plant Improvements - Phase II Scope of Services Attachment B The services to be performed by the ENGINEER under this AGREEMENT will consist of seven phases/tasks, as stated below. Further, it is understood and agreed that the date of beginning, rate of progress, and the time of completion of the work to be done hereunder are essential provisions of this AGREEMENT; and it is further understood and agreed that the work embraced in this AGREEMENT shall commence upon execution of this AGREEMENT and after receipt of a Notice to Proceed. The Basic Services of ENGINEER include, but are not necessarily limited to, the following tasks: 1.0 Facility Plan Amendment and General Services 1.1 Prepare an amendment to the Facility Plan in accordance with the requirements of the Oklahoma Water Resources Board to consider additional process options including but not limited to the following: A. Convert to conventional activated sludge process. B. Pump all flow to City of Tulsa Northside Wastewater Treatment Plant. C. Pump flow above existing plant capacity to City of Tulsa Northside Wastewater Treatment Plant. D. Consider alternate sludge dewatering and disposal methods. 1.2 Prepare "Environmental Information Document" for the Facility Plan Amendment and conduct "Public Participation and Coordination of Review" as required by the Oklahoma Water Resources Board including a public hearing and agency contacts. 1.3 Serve as professional engineering representative to the Authority on the project, and will give consultations and advice to the Authority during the performance of services. 1.4 Provide assistance, as necessary, to secure funding for the project. Prepare application materials and supporting documentation required for SRF funding. ' 1.5 Prepare all periodic progress reports, and other documentation to EPA and ODEQ as required by SRF regulations and guidelines. Prepare all documents necessary so that ' the Authority may secure approval of such governmental authorities including ODEQ, which have jurisdiction over design criteria and standards and construction approval applicable to this project. 2.0 Preliminary Design Phase ' 2.1 Determine specific onsite investigative needs, such as subsurface investigations, soils testing, and site survey, which are necessary for the proper design of the project. Prepare detailed specifications by which these services will be performed. Secure and perform these services as part of the engineering services. ' 2.2 Prepare preliminary design documents consisting of design criteria, schematic and full size drawings, and materials or equipment specifications and selections showing all aspects of the proposed design including preliminary electrical and mechanical plans. ' 2.3 Prepare an itemized cost estimate for the project components based on the information obtained in the preliminary design. 2.4 If, during the initial investigative or preliminary design activities, other critical deficiencies in the plant are discovered, notify the Authority of those deficiencies ' immediately. 3.0 Final Design Phase 3.1 On the basis of the approved preliminary design documents, prepare detailed plans and specifications showing the character and scope of work to be performed on the project. Prepare specifications documents. Prepare final construction documents, to be used for construction bidding including all necessary materials and equipment specifications, construction methods, and specifications and all other requirements for successful completion of the project. All services and design materials shall be in accordance with the ODEQ SRF program regulations and applicable design standards. 3.2 Furnish to the Authority engineering data for and prepare the required documents so that the Authority may secure approval of such governmental authorities as have jurisdiction over design criteria and standards applicable to the project, including the Oklahoma State Department of Environmental Quality. 3.3 Furnish a revised cost estimate for the project based on the final plans and specifications. ' 3.4 Prepare a sufficient number of complete bidding documents and related material to supply sufficient copies to all interested bidders. � I 4.0 Bidding Phase 4.1 Prepare all bidding documents and related materials. Assist the Authority in publishing public notices as required by local, state, and federal laws. Respond to contractor's questions during the bid process. All bidding procedures will conform with the requirements of the ODEQ SRF program. 4.2 Conduct a pre -bid conference. 4.3 Assist the Authority in obtaining and evaluating bids, negotiating proposals and , preparing construction contracts. Assist the Authority in answering questions during the bidding phase. 4.4 Attend the bid opening and tabulate the bid proposals, make an analysis of the bids, and make recommendations for awarding contracts for construction. 5.0 Construction Phase 5.1 Conduct a preconstruction conference with the Authority and the selected construction contractor(s). 5.2 Provide general engineering inspection of the work of the construction contractor(s) as construction progresses for a period of 14 months for Option No. 1 or for a period of 9 months for Option No. 2. 5.3 Provide horizontal and vertical controls in the form of a bench mark circuit as appropriate to the type of project to be constructed. 5.4 Check and approve any necessary shop and working drawings furnished by contractor(s). 5.5 Interpret the intent of the design drawing, documents, and specifications to protect the Authority against defects in deficiencies in construction on the part of the contractor(s). The Engineer will not, however, guarantee the performance of any contractor(s). 5.6 Review and approve requests for partial and final payments. 5.7 Make fmal inspection for the Authority of all construction and a written certification of final inspection for the Authority, ODEQ, and other agencies as appropriate. 5.8 Provide the Authority with record (as- built) drawings. 6.0 Resident Inspection Provide full time resident inspection for 14 month construction contract for Option No. 1 or for a 9 month construction contract for Option No. 2. 7.0 Operation and Maintenance Manual Prepare detailed Operation and Maintenance Manual in accordance with ODEQ guidelines for .the expanded treatment plant (Option No. 1) or for the existing plant and the transmission system (Option No. 2). Agreement fo r Engineering Services Owasso Wastewater Treatment Plant Improvements - Phase II Responsibilities of the City Attachment C RESPONSIBILITIES OF THE CITY. The CITY agrees: 1.0 Reports, Records, etc. To furnish, as required by the work, and not at expense to the ENGINEER: 1.1 Records, reports, studies, plans, drawings, and other data available in the files of the CITY which may be useful in the work involved under this AGREEMENT. 1.2 Standard construction drawings and standard specifications. 2.0 Access. To provide access to public and private property when required in performance of ENGINEER's services. 3.0 Staff Assistance. Designate in writing a person 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 CITY'S policies and decisions with respect to materials, equipment, elements and systems pertinent to the services covered by this AGREEMENT. 3.1 Furnish staff assistance in locating, both horizontally and vertically, existing CITY owned utilities and in expediting their relocation as described in Attachment B. Further, CITY will furnish assistance as required in obtaining locations of other utilities, including "potholing ". 3.2 Furnish legal assistance as required in the preparation of construction and other supporting documents. 4.0 Review. Examine all studies, reports, sketches, estimates, specifications, drawings, proposals and other documents presented by ENGINEER and render in writing decisions pertaining thereto with a reasonable time so as not to delay the services of ENGINEER. ' Agreement fo r ' Engineering Services Owasso Wastewater Treatment Plant Improvements - Phase II ' Compensation Attachment D COMPENSATION. The CITY agrees to pay, as compensation for services set forth in Attachment ' B, a total lump sum fee of Six Hundred Eighteen Thousand Nine Hundred Ninety Dollars ($618,990.00) for Option No. 1 or Four Hundred Twenty-one Thousand Seven Hundred Dollars ($421,700.00) for Option No. 2. ENGINEER shall submit monthly invoices based upon the ' proportion of the total services actually completed at the time of billing. Invoices are due and payable within 30- calendar days at receipt by the City. The lump sum fees for each phase /task as described in the scope of services shall be as follows: Scope Section Phase/Task Option No. 1 LExpand Plant) Option No. 2 (Pump to Northside) 1.0 Facility Plan Amendment and General Services $57,700 $57,700 1.0 Preliminary Design Phase 130,400 68,050 3.0 Final Design Phase 159,300 98,900 4.0 Bidding Phase 14,440 11,200 5.0 Construction Phase 60,500 44,250 6.0 Resident Inspection 165,150 110,100 7.0 Operation & Maintenance Manual 31,500 31,500 Total Lump Sum Fee $618,990 $421,700 Attachment E -1 Fee /Manhour Breakdown Wastewater Treatment Plant Improvements Phase II Option No. I - Expand Wastewater Treatment Plant i PROPOSAL FOR ENGINEERING SERVICES HUB +Garver ' 1.0. Facility Plan Amendment and General Services 1.1. Prepare an amendment to the Facility Plan in accordance with the requirements of the Oklahoma Water Resources Board to consider additional process options including but not limited to the following: A. Convert to conventional activated sludge process. B. Pump all flow to City of Tulsa Northside Treatment Plant. C. Pump flow above existing plant capacity to City of Tulsa Northside Treatment Plant. D. Consider alternate sludge dewatering and disposal methods. 1.2. Prepare "Environmental Information Document" for the Facility Plan Amendment and conduct "Public Participation and Coordination of Review" as required by the Oklahoma Water Resources Board including a public hearing and agency contacts. 1.3. Serve as professional engineering representative to the Authority on the project, and will give consultations and advice to the Authority during the performance of services. 1.4. Provide assistance, as necessary, to secure funding for the project. Prepare application materials and supporting documentation required for SRF funding. 1.5. Prepare all periodic progress reports, and other documentation to EPA and ODEQ as required by SRF regulations and guidelines. Prepare all documents necessary so that the Authority may secure approval ' of such governmental authorities including ODEQ, which have jurisdiction over design criteria and standards and construction approval applicable to this project. t 1 1 2 3 4 5 Total Hours ' Project Manager 120 80 40 72 36 348 Sr. Design Engineer 60 20 0 40 0 120 Design Engr / Designer 30 10 14 36 40 130 CAD Technician 60 0 0 22 4 86 Clerical 80 30 24 12 16 162 Survey Crew 0 0 0 0 0 0 846 Personnel Hours Rate Mark up Total Project Manager 348 $31.82 2.80 $31,001 Sr. Design Engineer 120 $28.54 2.80 $9,588 Design Engr / Designer 130 $18.38 2.80 $6,689 CAD Technician 86 $15.44 2.80 $3,717 Clerical 162 $12.37 2.80 $5,611 Survey Crew 0 $39.48 2.80 $0 ' Subtotal for Labor $56,606 EXPENSES: Payee Description Total Printing $750 I Survey Supplies $0 Mileage / Travel $344 Subtotal for Expenses $1,094 Total Lump Sum Fee $57,700 Owasso Proposal - Hour -est 1 Page 1 of 6 PROPOSAL FOR ENGINEERING SERVICES 2.0. Preliminary Design Phase HUB +Garver I 2.1. Determine specific onsite investigative needs, such as subsurface investigations, soils testing, and site survey, which are necessary for the proper design of the project. Prepare detailed specifications by which these services will be performed. Secure and perform these services as part of the engineering services. 2.2. Prepare Preliminary design documents consisting of design criteria, schematic and full size drawings, and materials or equipment specifications and selections showing all aspects of the proposed design including preliminary electrical and mechanical plans. 2.3. Prepare an itemized cost estimate for the project components based on the information obtained in the preliminary design. 2.4. If, during the initial investigative or preliminary design activities, other critical deficiencies in the plant are discovered, notify the Authority of those deficiencies immediately. EXPENSES: Payee Description Total Geotechnical Subconsultant $9,500 Printing $2,200 Survey Supplies $100 Mileage / Travel $414 Subtotal for Expenses $12,214 Total Lump Sum Fee $130,400 Owasso Proposal - Hour -est Page 2 of 6 ' 1 2 3 4 Total Hours Project Manager 40 210 24 12 286 Sr. Design Engineer 16 180 16 6 218 Design Engr / Designer 40 580 48 0 668 CAD Technician 0 610 96 0 706 Clerical 24 24 8 2 58 Survey Crew 4 72 0 0 76 2012 Personnel Hours Rate Mark up Total Project Manager 286 $31.82 2.80 $25,477 Sr. Design Engineer 218 $28.54 2.80 $17,418 Design Engr / Designer 668 $18.38 2.80 $34,369 CAD Technician 706 $15.44 2.80 $30,512 Clerical 58 $12.37 2.80 $2,009 Survey Crew 76 $39.48 2.80 $8,401 Subtotal for Labor $118,186 EXPENSES: Payee Description Total Geotechnical Subconsultant $9,500 Printing $2,200 Survey Supplies $100 Mileage / Travel $414 Subtotal for Expenses $12,214 Total Lump Sum Fee $130,400 Owasso Proposal - Hour -est Page 2 of 6 ' Ii PROPOSAL FOR ENGINEERING SERVICES 3.0. Final Design Phase 3.1. On the basis of the approved preliminary design documents, prepare detailed plans and specifications showing the character and scope of work to be performed on the project. Prepare specifications documents. Prepare final construction documents, to be used for construction bidding including all necessary materials and equipment specifications, construction methods, and specifications and all other requirements for successful completion of the project. All services and design materials shall be in accordance with the ODEQ SRF program regulations and applicable design standards. 3.2. Furnish to the Authority engineering data for and prepare the required documents so that the Authority may secure approval of such governmental authorities as have jurisdiction over design criteria and standards applicable to the project, including the Oklahoma State Department of Environmental Quality. 3.3. Furnish a revised cost estimate for the project based on the final plans and specifications. 3.4. Prepare a sufficient number of complete bidding documents and related material to supply sufficient copies to all interested bidders. 1 2 3 4 Total Hours Project Manager 380 80 24 16 500 Sr. Design Engineer 260 40 16 0 316 Design Engr / Designer 720 128 48 32 928 CAD Technician 520 48 96 16 680 Clerical 68 24 8 40 140 Survey Crew 36 0 0 0 36 2600 Personnel Hours Rate Mark up Total Project Manager 500 $31.82 2.80 $44,541 Sr. Design Engineer 316 $28.54 2.80 $25,249 Design Engr / Designer 928 $18.38 2.80 $47,746 CAD Technician 680 $15.44 2.80 $29,388 Clerical 140 $12.37 2.80 $4,849 Survey Crew 36 $39.48 2.80 $3,980 Subtotal for Labor $155,753 ' EXPENSES: Payee Description Total Printing $3,000 Survey Supplies $0 ' Mileage / Travel $547 Subtotal for Expenses $3,547 Total Lump Sum Fee $159,300 HUB +Garver Owasso Proposal - Hour -est IPage 3 of 6 PROPOSAL FOR ENGINEERING SERVICES 4.0. Bidding Phase HUB +Garver 0 4.1. Prepare all bidding documents and related materials. Assist the Authority in publishing public notices as required by local, state, and federal laws. Respond to contractor's questions during the bid process. All bidding procedures will conform with the requirements of the ODEQ SRF program. 4.2. Conduct a pre -bid conference. 4.3. Assist the Authority in obtaining and evaluation bids, negotiation proposals, and preparing construction contracts. Assist the Authority in answering questions during the bidding phase. 4.4. Attend the bid opening and tabulate the bid proposals, make an analysis of the bids, and make recommendations for awarding contracts for construction. EXPENSES: Payee Description Total Printing $100 Survey Supplies $0 Mileage / Travel $86 Subtotal for Expenses $186 Total Lump Sum Fee $14,440 Owasso Proposal - Hour -est Page 4 of 6 1 2 3 4 Total Hours Project Manager 30 8 16 16 70 Sr. Design Engineer 8 8 12 2 30 Design Engineer 0 8 40 0 48 Drafter/ Technician 0 0 0 4 4 Clerical 44 6 24 12 86 238 Personnel Hours Rate Mark up Total Project Manager 70 $31.82 2.80 $6,236 Sr. Design Engineer 30 $28.54 2.80 $2,397 Design Engineer 48 $18.38 2.80 $2,470 Drafter / Technician 4 $15.44 2.80 $173 Clerical 86 $12.37 2.80 $2,978 Subtotal for Labor $14,254 EXPENSES: Payee Description Total Printing $100 Survey Supplies $0 Mileage / Travel $86 Subtotal for Expenses $186 Total Lump Sum Fee $14,440 Owasso Proposal - Hour -est Page 4 of 6 I, I I I I I I PROPOSAL FOR ENGINEERING SERVICES 5.0. Construction Phase 5.1. Conduct a preconstruction conference with the Authority and the selected construction contractor(s). 5.2. Provide general engineering inspection of the work of the construction contractor(s) as construction progresses for a period of 14 months. 5.3. Provide horizontal and vertical control in the form of a bench mark circuit as appropriate to the type of project to be constructed. 5.4. Check and approve any necessary shop and working drawings furnished by contractor(s). 5.5. Interpret the intent of the design drawings, documents, and specifications to protect the Authority against defects and deficiencies in construction on the part of the contractor(s). ENGINEER will not, however guarantee the performance of any contractor(s). 5.6. Review and approve requests for partial and final payments. 5.7. Make final inspection for the Authority of all construction and a written certification of final inspection for the Authority, ODEQ, and other agencies as appropriate. 5.8. Provide the Authority with record (as- built) drawings. 1 2 3 4/5 6 718 Total Hours Project Manager 12 120 2 80 48 16 278 Sr. Design Engineer 8 40 0 68. 18 4 138 Design Engineer 12 30 4 120 40 32 238 Drafter/ Technician 0 0 0 64 0 80 144 Construction Observer 8 0 0 0 0 8 16 Clerical 0 0 0 28 16 6 50 Survev Crew 2 2 10 0 0 0 14 878 Personnel Hours Rate Mark up Total Project Manager 278 $31.82 2.80 $24,765 Sr. Design Engineer 138 $28.54 2.80 $11,026 Design Engineer 238 $18.38 2.80 $12,245 Drafter/ Technician 144 $15.44 2.80 $6,223 Construction Observer 16 $20.48 2.80 $917 Clerical 50 $12.37 2.80 $1,732 Survey Crew 14 $39.48 2.80 $1,548 Subtotal for Labor $58,456 EXPENSES: Payee Description Total Printing $1,200 Survey Supplies $20 Mileage / Travel $824 Subtotal for Expenses $2,044 Total Lump Sum Fee Owasso Proposal - Hour -est $60,500 HUB +Garver Page 5 of 6 PROPOSAL FOR ENGINEERING SERVICES 6.0. Resident Inspection Provide full time resident inspection for 14 month construction contract. (48 hour work week for a construction period of 60 weeks.) Total resident inspection hours = 2,880 hours. Construction Inspector 2,880 $20.48 2.80 $165,150 * Includes all direct costs for travel, meals, etc. 7.0. Operation and Maintenance Manual Prepare detailed Operation and Maintenance Manual for the expanded treatment plant. $31,500 * Fee for O &M Manual deleted from Phase I Agreement. HUB +Garver Owasso Proposal - Hour -est Page 6 of 6 Attachment E -2 I Fee /Manhour Breakdown 1 Wastewater Treatment Plant Improvements Phase II , Option No. 2 - Pump to City of Tulsa Northside Plant PROPOSAL FOR ENGINEERING SERVICES 1.0. Facility Plan Amendment and General Services HUB +Garver 1.1. Prepare an amendment to the Facility Plan to Wastewater Treatment System in accordance with the requirements of the Oklahoma Water Resources Board to consider additional process options including but not limited to the following: A. Convert to conventional activated sludge process. B. Pump all flow to City of Tulsa Northside Treatment Plant. C. Pump flow above existing plant capacity to City of Tulsa Northside Treatment Plant. D. Consider alternate sludge dewatering and disposal methods. 1.2. Prepare "Environmental Information Document" for the Facility Plan Amendment and conduct "Public Participation and Coordination of Review" as required by the Oklahoma Water Resources Board including a public hearing and agency contacts. 1.3. Serve as professional engineering representative to the Authority on the project, and will give consultations and advice to the Authority during the performance of services. 1.4. Provide assistance, as necessary, to secure funding for the project. Prepare application materials and supporting documentation required for SRF funding. 1.5. Prepare all periodic progress reports, and other documentation to EPA and ODEQ as required by SRF regulations and guidelines. Prepare all documents necessary so that the Authority may secure approval of such governmental authorities including ODEQ, which have jurisdiction over design criteria and standards and construction approval applicable to this project. 1 2 3 4 5 Total Hours Project Manager 120 80 40 72 36 348 Sr. Design Engineer 60 20 0 40 0 120 Design Engr / Designer 30 10 14 36 40 130 ' CAD Technician 60 0 0 22 4 86 Clerical 80 30 24 12 16 162 Survey Crew 0 0 0 0 0 0 t 846 Personnel Hours Rate Mark up Total Project Manager 348 $31.82 2.80 $31,001 ' Sr. Design Engineer 120 $28.54 2.80 $9,588 Design Engr / Designer 130 $18.38 2.80 $6,689 CAD Technician 86 $15.44 2.80 $3,717 ' Clerical 162 $12.37 2.80 $5,611 Survey Crew 0 $39.48 2.80 $0 Subtotal for Labor $56,606 ' EXPENSES: ' Payee Description Total Printing $750 Survey Supplies $0 Mileage / Travel $344 ' Subtotal for Expenses $1,094 ' Total Lump Sum Fee $57,700 ' Owasso Proposal - Hour -est Page 1 of 6 PROPOSAL FOR ENGINEERING SERVICES 2.0. Preliminary Design Phase HUB +Garver 2.1. Determine specific onsite investigative needs, such as subsurface investigations, soils testing, and site survey, which are necessary for the proper design of the project. Prepare detailed specifications by which these services will be performed. Secure and perform these services as part of the engineering services. 2.2. Prepare Preliminary design documents consisting of design criteria, schematic and full size drawings, and materials or equipment specifications and selections showing all aspects of the proposed design including preliminary electrical and mechanical plans. 2.3. Prepare an itemized cost estimate for the project components based on the information obtained in the preliminary design. 2.4. If, during the initial investigative or preliminary design activities, other critical deficiencies in the plant are discovered, notify the Authority of those deficiencies immediately. EXPENSES: Payee Description Total Geotechnical Subconsultant $12,500 Printing $1,800 Survey Supplies $200 Mileage / Travel $348 Subtotal for Expenses $2,348 Total Lump Sum Fee $68,050 Owasso Proposal - Hour -est Page 2 of 6 W 1 2 3 4 Total Hours Project Manager 32 112 20 8 172 Sr. Design Engineer 12 96 16 4 128 Design Engr / Designer 32 260 40 0 332 CAD Technician 0 240 92 0 332 Clerical 20 24 8 2 54 Survey Crew 4 58 0 0 62 1080 Personnel Hours Rate Mark up Total Project Manager 172 $31.82 2.80 $15,322 Sr. Design Engineer 128 $28.54 2.80 $10,227 Design Engr / Designer 332 $18.38 2.80 $17,081 CAD Technician 332 $15.44 2.80 $14,348 Clerical 54 $12.37 2.80 $1,870 Survey Crew 62 $39.48 2.80 $6,854 Subtotal for Labor $65,702 EXPENSES: Payee Description Total Geotechnical Subconsultant $12,500 Printing $1,800 Survey Supplies $200 Mileage / Travel $348 Subtotal for Expenses $2,348 Total Lump Sum Fee $68,050 Owasso Proposal - Hour -est Page 2 of 6 W I I I I I I PROPOSAL FOR ENGINEERING SERVICES 3.0. Final Design Phase HUB +Garver 3.1. On the basis of the approved preliminary design documents, prepare detailed plans and specifications showing the character and scope of work to be performed on the project. Prepare specifications documents. Prepare final construction documents, to be used for construction bidding including all necessary materials and equipment specifications, construction methods, and specifications and all other requirements for successful completion of the project. All services and design materials shall be in accordance with the ODEQ SRF program regulations and applicable design standards. 3.2. Furnish to the Authority engineering data for and prepare the required documents so that the Authority may secure approval of such governmental authorities as have jurisdiction over design criteria and standards applicable to the project, including the Oklahoma State Department of Environmental Quality. 3.3. Furnish a revised cost estimate for the project based on the final plans and specifications. 3.4. Prepare a sufficient number of complete bidding documents and related material to supply sufficient copies to all interested bidders. 1628 Personnel 1 2 3 4 Total Hours Project Manager 210 60 24 16 310 Sr. Design Engineer 120 40 16 0 176 Design Engr / Designer 380 102 48 32 562 CAD Technician 300 48 80 16 444 Clerical 40 24 8 40 112 Survev Crew 24 0 0 0 24 1628 Personnel Hours Rate Mark up Total Project Manager 310 $31.82 2.80 $27,615 Sr. Design Engineer 176 $28.54 2.80 $14,063 Design Engr / Designer 562 $18.38 2.80 $28,915 CAD Technician 444 $15.44 2.80 $19,189 Clerical 112 $12.37 2.80 $3,879 Survey Crew 24 $39.48 2.80 $2,653 Subtotal for Labor $96,314 I: (»21by *1 Payee Description Total Printing $2,200 Survey Supplies $0 Mileage / Travel $386 Subtotal for Expenses $2,586 Total Lump Sum Fee 1 $98,900 Owasso Proposal - Hour -est Page 3 of 6 PROPOSAL FOR ENGINEERING SERVICES 4.0. Bidding Phase HUB +Garver 4.1. Prepare all bidding documents and related materials. Assist the Authority in publishing public notices P 9 as required by local, state, and federal laws. Respond to contractor's questions during the bid process. All bidding procedures will conform with the requirements of the ODEQ SRF program. ' 4.2. Conduct a pre -bid conference. 4.3. Assist the Authority in obtaining and evaluation bids, negotiation proposals, and preparing construction contracts. Assist the Authority in answering questions during the bidding phase. 4.4. Attend the bid opening and tabulate the bid proposals, make an analysis of the bids, and make recommendations for awarding contracts for construction. Personnel 1 2 3 4 Total Hours Project Manager 18 8 12 12 50 Sr. Design Engineer 6 8 8 0 22 Design Engineer 0 8 36 0 44 Drafter/ Technician 0 0 0 0 0 Clerical 36 6 20 12 74 190 Personnel Hours Rate Mark up Total Project Manager 50 $31.82 2.80 $4,454 Sr. Design Engineer 22 $28.54 2.80 $1,758 Design Engineer 44 $18.38 2.80 $2,264 Drafter/ Technician 0 $15.44 2.80 $0 Clerical 74 $12.37 2.80 $2,563 Subtotal for Labor $11,039 EXPENSES: Payee Description Total Printing $80 Survey Supplies $0 Mileage / Travel $81 Subtotal for Expenses $161 Total Lump Sum Fee $11,200 Owasso Proposal - Hour -est Page 4 of 6 II' I I II PROPOSAL FOR ENGINEERING SERVICES 5.0. Construction Phase HUB +Garver 5.1. Conduct a preconstruction conference with the Authority and the selected construction contractor(s). 5.2. Provide general engineering inspection of the work of the construction contractor(s) as construction progresses for a period of 9 months. 5.3. Provide horizontal and vertical control in the form of a bench mark circuit as appropriate to the type of project to be constructed. 5.4. Check and approve any necessary shop and working drawings furnished by contractor(s). 5.5. Interpret the intent of the design drawings, documents, and specifications to protect the Authority against defects and deficiencies in construction on the part of the contractor(s). ENGINEER will not, however guarantee the performance of any contractor(s). 5.6. Review and approve requests for partial and final payments. 5.7. Make final inspection for the Authority of all construction and a written certification of final inspection for the Authority, ODEQ, and other agencies as appropriate. 5.8. Provide the Authority with record (as- built) drawings. EXPENSES: Payee Description Total Printing $900 Survey Supplies $50 Mileage / Travel $711 Subtotal for Expenses $1,661 Total Lump Sum Fee 1 $44,250 Owasso Proposal - Hour -est Page 5 of 6 1 2 3 4/5 6 7/8 Total Hours ' Project Manager Sr. Design Engineer 12 8 80 24 2 0 30 40 48 18 16 4 188 94 Design Engineer 12 24 4 70 40 32 182 Drafter/ Technician 0 0 0 40 0 80 120 Construction Observer 8 0 0 0 0 8 16 ' Clerical 0 0 0 16 16 6 38 Survey Crew 2 2 10 0 0 0 14 ' 652 Personnel Hours Rate Mark up Total ' Project Manager 188 $31.82 2.80 $16,747 Sr. Design Engineer 94 $28.54 2.80 $7,511 Design Engineer 182 $18.38 2.80 $9,364 ' Drafter/ Technician Construction Observer 120 16 $15.44 $20.48 2.80 2.80 $5,186 $917 Clerical 38 $12.37 2.80 $1,316 Survey Crew 14 $39.48 2.80 $1,548 Subtotal for Labor $42,589 EXPENSES: Payee Description Total Printing $900 Survey Supplies $50 Mileage / Travel $711 Subtotal for Expenses $1,661 Total Lump Sum Fee 1 $44,250 Owasso Proposal - Hour -est Page 5 of 6 PROPOSAL FOR ENGINEERING SERVICES HUB +Garver 6.0. Resident Inspection Provide full time resident inspection for 9 month construction contract. (48 hour work week for a construction period of 40 weeks.) Total resident inspection hours = 1,920 hours. Construction Observer 1,920 $20.48 2.80 $110,100 Includes all direct costs for travel, meals, etc. 7.0. Operation and Maintenance Manual Prepare a detailed Operation and Maintenance Manual for the existing plant and for the new transmission facilities. $31,500 * Fee for O &M Manual deleted from Phase I Agreement. Owasso Proposal - Hour -est Page 6 of 6 REQUEST FOR QUALIFICATIONS PROFESSIONAL ENGINEERING SERVICES FOR WASTEWATER TREATMENT PLANT IMPROVEMENTS (PHASE II) Owasso Public Works Authority Owasso, Oklahoma The Owasso Public Works Authority will receive qualifications from engineering firms (hereinafter called Engineer) pursuant to entering into a contractual agreement for the performance of engineering services required to complete the project outlined below. The proposals will be received in the office of the Public Works Director (320 S. Dogwood) until 2:00 p.m., September 11, 1998. Following submittal, each proposal will be reviewed by the Selection Committee. The proposals shall be for providing Professional Engineering Services for proposed improvements as outlined in the report entitled "AN AMENDMENT TO THE FACILITY PLAN FOR WASTEWATER TREATMENT SYSTEM, OWASSO PUBLIC WORKS AUTHORITY, OWASSO, OKLAHOMA" dated September 1993 by FHC, Inc. Copies of the report are available for review upon request in the Public Works Administration offices (320 S. Dogwood) during the proposal process. The Scope of Services identifies the specific improvements to the wastewater treatment plant for which preliminary and final detailed engineering design are to be provided by the Engineer selected for this project. Introduction The Owasso Public Works Authority currently owns and operates a wastewater treatment plant consisting primarily of an oxidation ditch with supplemental diffused aeration, external clarifers, ultraviolet disinfection and sludge drying beds. The approved Facility Planning documents will serve as the basis for the detailed engineering design and ultimate construction of the needed improvements. It is anticipated that funding for these improvements will utilize monies available through the State Revolving Fund (SRF). Therefore, design and construction of the facility improvements are to be in conformance with SRF, Oklahoma Water Resources Board (OWRB) and Oklahoma Department of Environmental Quality (ODEQ) regulations and guidelines. The selected engineer will be required to demonstrate familiarization with SRF procedures and will provide assistance to the Authority in obtaining funding. The City of Owasso has recently completed construction of improvements to the facility as a result of water quality requirements in the receiving stream. Engineering proposals will be evaluated on several factors, including the ability to expedite the completion of the project in a timely manner. I. GENERAL INFORMATION A. The purpose of this Request for Qualifications (RFQ) is to obtain professional engineering services for design of wastewater treatment plant improvements. All qualified proposals will be considered without regard to age, race, creed, color sex, handicap or national origin. B. INSTRUCTIONS AND STATEMENT SUBMISSION 1. Closing Submission Date Statements must be submitted no later than 2:00 p.m. on September 11, 1998. The statements will be referred to a review committee who will evaluate each statement in accordance with the evaluation criteria stated later in this RFQ. 2. Conditions of the Statement All costs associated with the preparation of a statement in response to this RFQ will be the responsibility of the offerer and will not be reimbursed by the City of Owasso or the Owasso Public Works Authority. 3. Instructions to Prospective Contractors (a) Statements should be addressed as follows: Public Works Director Owasso Public Works Authority 320 S. Dogwood Owasso, OK 74055 (b) Statements may be mailed or hand delivered. It is important that the offerer's statement be submitted in a sealed envelope clearly marked on the lower left hand corner with the following information: PROFESSIONAL ENGINEERING SERVICES - WASTEWATER TREATMENT PLANT IMPROVEMENTS DESIGN REQUEST FOR QUALIFICATIONS (DUE: 2:00 p.m., September 11, 1998) DO NOT OPEN Statements submitted will not be opened and reviewed until the time specified. It is the responsibility of the offerer to ensure that the proposal is received by the date and time specified above. Late submittals will not be considered. 4. Right to Reject The Authority reserves the right to reject any and all statements received in response to the RFQ. A contract for the accepted proposal will be based only on the factors and procedures described in the RFQ. C. CERTIFICATIONS The offerer must include the affidavit enclosed in this RFQ as part of its proposal submittal. II. REQUIREMENTS OF THE ENGINEER DURING THE PROJECT A. GENERAL REQUIREMENTS 1. Complete the project with the team outlined in the proposal. 2. Provide General liability insurance with a minimum combined coverage of $1,000,000. 3. Provide 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 $500,000, deductibles subject to approval. 4. Provide Workmans' Compensation insurance in accordance with the applicable state statute. 5. During the course of the work the Engineer will be required to submit proof of the required insurance coverage. 6. It is a requirement that the firm be accessible to the Authority. Under no circumstances will the selected firm be allowed to have the project manager office greater than 40 miles distant from the project location. Specific team members that office greater than 40 miles from the project location must be clearly identified in the submittal, as well as information pertaining to their office location and proposed extent of team involvement provided. SCOPE OF SERVICES A. GENERAL ' 1. ENGINEER agrees to perform professional services in connection with the Project as hereinafter stated. 2. ENGINEER will serve as professional engineering representative to the ' Authority on the project, and will give consultations and advice to the Authority during the performance of services. ' 3. ENGINEER will provide assistance, as necessary, to secure funding for the project. Preliminary reports, application materials and supporting ' documentation required for SRF funding can be expected. 4. ENGINEER will prepare all applications, periodic progress reports and other ' documentation to EPA and ODEQ as required by SRF regulations and guidelines. ' 5. ENGINEER will prepare all documents necessary so that the Authority may secure approval of such governmental authorities, including ODEQ, as have ' jurisdiction over design criteria and standards and construction approval applicable to this project. B. PRELIMINARY DESIGN PHASE 1. ENGINEER will become thoroughly knowledgeable about the contents, conclusions, and recommendations of the completed Facilities Planning document and supporting materials. The approved Facilities Planning document identifies the final alternative(s) which will be designed and constructed as part of this contract. The ENGINEER is expected to review the contants of the Facilities Planning documents. Recommendations for additional alternative(s) may be anticipated. As needed by the ENGINEER, conduct other onsite investigations or inspections of the project areas to aid in the detailed design activities. 2. Determine specific onsite investigative needs, such as subsurface investigations, soils testing, and site surveys, which are necessary for the proper design of the project. ENGINEER will prepare detailed specifications by which these services will be performed. ENGINEER will secure these services as part of the engineering services. I� 3. Prepare Preliminary design documents consisting of design criteria, schematic drawings and materials or equipment specifications and selections. 4 4. Prepare an itemized cost estimate for the project components based on the information obtained in the preliminary design phase. , 5. If, during the initial investigative or preliminary design activities, other critical deficiencies in the plant are discovered by the ENGINEER, then the ENGINEER will notify the Authority of those deficiencies immediately. The Authority then will determine if additional engineering services will be required to address the additional deficiencies. C. FINAL DESIGN PHASE , 1. On the basis of the approved preliminary design documents, prepare detailed plans and specifications showing the character and scope of work to be performed on the project. Prepare specification documents. Prepare final , construction documents, to be used for construction bidding including all necessary materials and equipment specifications, construction methods and specifications and all other requirements for successful completion of the project. All services and design materials must be in accordance with the ODEQ SRF Program regulations and applicable design standards. 2. Furnish to the Authority engineering data for and prepare the required documents so that the Authority may secure approval of such governmental authorities as have jurisdiction over design criteria and standards applicable to the project, including the Oklahoma State Department of Environmental Quality. 3. Furnish a revised cost estimate for the project based on the final plans and specifications. 4. ENGINEER will be responsible for preparing enough complete bidding documents and related materials to supply sufficient copies to all interested bidders. D. BIDDING OR NEGOTIATION PHASE Prepare all bidding documents and related materials. Assist the Authority in publishing public notices as required by local, state and federal laws. All bidding procedures will conform with the requirements of the ODEQ SRF program. 2. Conduct a pre -bid conference. 3. Assist the Authority in obtaining and evaluation bids, negotiation proposals and preparing construction contracts. Assist the Authority in answering questions during the bidding phase. 4. Attend the bid opening and tabulate the Bid Proposals, make an analysis of the bids, and make recommendations for awarding contracts for construction. E. CONSTRUCTION PHASE The construction phase will commence with the award of the construction contract and will terminate upon written approval of final payment by the ENGINEER. Services during construction may be advertised at a later date. For purposes of this submittal, the ENGINEER is to demonstrate the indicated capabilities. During the construction phase the Engineer will: 1. Conduct a preconstruction conference with the Authority and the selected construction contractor(s). 2. Provide general engineering inspection of the work of the construction ontractor(s) as construction progresses. 3. Provide horizontal and vertical control in the form of a bench mark circuit as appropriate to the type of project to be constructed. 4. Check and approve any necessary shop and working drawings furnished by contractor(s). 5. Interpret the intent of the design drawings, documents, and specifications to protect the Authority against defects and deficiencies in construction on the part of the contractor(s). ENGINEER will not, however, guarantee the performance of any contractor(s). 6. Review and approve requests for partial and final payments. 7. Make final inspection for the Authority of all construction and a written certification of final inspection for the Authority, ODEQ, and other agencies as appropriate. 8. Provide the Authority with record (as- built) drawings. F. RESIDENT INSPECTION I Resident construction inspection services may be needed by the Authority during the construction of the project. The need for these services will be ' confirmed at a later date. However, the ENGINEER should include information for providing these services during the construction period. ' IV. PROPOSAL CONTENT All sections 1 through 8 must be included to receive points in Section V. Consulting ■ engineering firms desiring consideration should submit proposals in the following format: ' 1. Cover letter I 2. Project Understanding and Approach This section shall demonstrate understanding of the scope of the Project and summarize the approach to providing each of the services included in Section III of the RFQ. This section should not merely restate the contents of the Request for Proposals. 3. Qualifications of the ENGINEER This section shall discuss prior experiences of the firm. Particular mention should be made regarding previous experience on similar construction projects. References shall be included. The section shall also include a discussion of projects performed within the past twelve (12) months involving design and construction management of municipal wastewater treatment systems. The discussion of each project shall include information concerning a description of any similar designed, project schedules, both design and construction, and special circumstances encountered in the project. All current or pending litigation against the firm shall be provided. 4. Project Organization and Staffing This section shall discuss staffing requirements including key personnel and their qualifications. Project managers shall be identified. Resumes of key personnel and project managers shall be included as an appendix. ' This portion of the statement shall also include a listing of all projects currently in progress by the firm and their anticipated completion date. ' 5. Standard Qualification Form 254 ' The firm shall demonstrate abilities by inclusion of SF254. A separate SF254 for any and all subcontractors and /or project partners will be provided. ' 6. Proposal Affidavit ' The attached proposal affidavit shall be completed, executed and included with the proposal. ' 7. Description of Additional or Supporting Services ' The consulting engineering firm shall submit a description of other capabilities to provide the Authority with additional information which may be used as a reference should they desire the firm to perform additional or supporting services. 8. Number of Copies of Statement of Qualifications ' (1 original En ineer shall submit one and three (3) copies of the statement to Engineer ) P ' the Authority in response to the RFQ. ' CAUTION: All information requested or otherwise considered common to qualifications statements shall be included in the statement at the time of submittal. Incomplete proposals will be considered informal and may be subject to rejection on that basis. ' V. REVIEW CRITERIA FOR THE QUALIFICATIONS STATEMENTS RECEIVED All statements that have been received b the deadline and in the manner required in Y q this RFQ will be opened and evaluated by a Review Committee. Qualifications will be ranked according to the total number of evaluation points assigned by the Review committee. Based upon this initial evaluation, the Review Committee will identify one or more firms as "Qualified and Highly Responsive Firms ". All Engineers selected as "Qualified and Highly Responsive Firms" will be requested to submit a proposal with a detailed Scope of Services for final evaluation by the Review committee. If warranted, the Review Committee may, at its discretion, select one or more of the "Qualified and Highly Responsive Firms" for an interview in order to exchange additional information or clarify portions of the proposal contents. , Based upon the evaluation process outline above, the Review Committee will contact an ' Engineer and negotiate the terms of the contract for services. If the contract negotiations are successful, then the Review Committee will make a recommendation to the Owasso Public Works Authority for approval of the Engineering Services Contract. 1. A point system will be used to rank the proposals from which the review committee will then recommend an award to the Engineer that will provide the , best service to the Owasso Public Works Authority and the City of Owasso. 2. The Engineers must realize that many items will require judgement calls or , rankings by the review committee. 3. Qualifications will be reviewed in terms of content and completeness. Any or all references may be contacted. Each required item, as defined in Section IV, will be reviewed and rated according to the defined criteria. The factors to be assessed throughout the review process may include: a. Experience and technical competence of the Engineer, and project staff in the required areas of expertise. b. Capacity to perform all required services. c. Evaluation of Engineer record on similar projects which shall include quality of work and cost control. 4. All written material, oral interviews and other information relative to the RFQ obtained during the review process will be treated confidentially, except as required pursuant to local and state laws. Any questions should be directed to F. Robert Carr, Jr., P. E., City of Owasso Public Works Director (telephone: (918)272 -4959, FAX: (918)272 - 4996). PROPOSAL AFFIDAVIT On behalf of the Offerer, I, , of lawful age, being sworn upon oath, certify: A. That I am authorized to submit this proposal and to contract on behalf of the Offerer. B. That I or any member of my firm have not been paid, given, or donated or agreed to pay, give or donate to the City of Owasso Councilors or Owasso Public Works Authority Board or nay officer or employee of the City of Owasso or Owasso Public Works Authority any money or other thing of value, including any special consideration, either directly or indirectly, in seeking to procure this contract. C. That there has been no attempt by the Offerer to discourage any potential Offerer from submitting a proposal. D. That I have read and understand all the information in the Request for Proposals, including the information on the project. E. That the Offerer and any individuals to be assigned to work do not have a record of substandard work. F. That the Offerer will, if awarded the contract, perform the requirements of the contract in accordance with all applicable state and federal rules and regulations. Dated this day of ( Offerer's Firm Name) (Signature of Offerer's Representative) (Printed Name and Title of Individual Signing) Subscribed and sworn to before me this day of , 1998. My Commission expires Notary Public