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HomeMy WebLinkAbout1980-11-12 81-12 ORDER81.12 Introduced by Councilor ealdacci, November 12, 1980 _ CITY OF BANGOR (TITLE) tldrbtP,.-Accepting Proposal Prom James W. Sewall _Oompany -_.. _. Engineering Services During Construction, East Penobscot interceptor By See City Cowwit of W My of Beaver: ORDERED, TUT the Proposal from the Tames W. Sewall Company dated November 4, 1980, a copy of which is on file in the City Clerk's Office, for engineering services during the construction phase (Step III) of the East Penobscot Interceptor Sewer be and hereby is accepted, and be it further O=IzED, THAT the City Manager be and hereby is authorised to accept said Proposal on behalf of the Municipal Officers, subject to receipt of Federal and State construction grants for the project by the City. STATETEMf OF FACT: This Proposal includes services for technical assistance relating to the Pians and Specifications during the construction period, and for construction survey layout, since the original design and survey were performed by the Sewall Company; general project administration and construction inspection will be performed by the City Engineering Department. i 81_12 _ In City Council November 12¢980 0 R D E R `, V - Refered to Finance Committee 'Ab Consider vest. meeting Title, Accepting Prepcsal from Semen W. Sewell CITY ..................... . - Cry ClfiX" / / 1 /J 1�7a tM, Company ibgineering Services During ,n C1er - .... r......................... Construction East Penobscot Sntere§ptor Seeer to City Co 11 November 26,1980lntr'duced end filed by Refereed to finance. Committee � - Consider est meeting .. ... ...�......�..�—..t.... .... ,,// Cduncilmen - C'L Clerk In City Council December 8,1980 Passed City GIe �/ _ r/_ /.2, PROPOSr s- PROPOSr . FOR STEP II ENGINEERING SERVICES TO CITY OF BANGOR FOR Eh T PENOBSCOT INTERCEPTOR SEWER EXTENSION NOVEMBER 4. 1990 JAMES W. SEWALL COMPANY PART I PROPOS/LL BACKGROUND A. SCOPE OF PROJECT Engineering work to be accomplished under this agreement consists of cer- tain construction engineering services for extension of the East Penobscot Interceptor Sewer from its present: terminus near the junction of Hancock and Washington Streets upriver generally paralleling Maine Central Railroad's tracks to the intersection of Meadow Brook Lane and U. S. Route 2, thence within and extending beyond Meadow Brook Lance and terminating on Mount Hope Avenue. Routing of the East Penobscot Interceptor is considered to be as shown in the construction plans entitled: City of Bangor, Maine, Construction of: East Penobscot Interceptor Sewer Extension, 1980. Part 1 of 2, prepared by the James W. Sewall Company. In summary, the projectconsistsof approximately 3,545 linear feet of 30 inch, 630linearfeet of 24 inch, 3055 linear feet of 20 inch, 4,165 linear feet of 18 inch, and 1,210 linear feet of smaller diameter sewers and appurtenances and includes two overflow structures,. one bridge crossing, seven railroad crossings, interception of eight sewers "discharging 8o the Penobscot River, and approximately 1,635 feet of special embankment construction along the bank of the Penobscot River. B. PROPOSAL FORMAT It is understood the City of Bangor intends to utilize its own engi- neering staff far most of the functions relative to administration of con- struction contracts and for inspection of the construction work, and that the role of the James W. Sewall Company will be to provide supporting or 1 JAMES W. SEWALL COMPANY supplemental services in these functions to the extent requested by the City. The extent to which such supporting or supplemental services will be needed is indeterminate, for which reason the approach taken in the propo- sal is to provide such services on the basis of conprensation for actual personnel time and direct expense incurred, together with compensation for overhead costs and reasonable profit for services rendered. A technical services budget has been established based on our best estimate of the pro- bable amounts of time and expense to be incurred. Actual billings to the City may aggregate a lower amount if not all the budgeted time and/or expense is incurred. The budgeted total may not be exceeded, however, without specific authorizing amendment of the Technical Services Agreement. PART 11 ENGINEERING SERVICES A. SERVICES DURING ADVERTISING AND AWARD OF CONSTRUCTION CONTRACT At such time as the City is authorized and elects to advertise for bids for construction of project facilities, the following services will be provided to the extent requested by the City, with compensation determined as described in PART III hereof: 1. Provide additional plan sets as required for advertising, bidding and other project purposes. 2. Pursuant to referrals by the City, review contractor requests for additional data or clarifications; prepare and distribute addendums as appropriate. JAMES W. SEWA11 COMPANY 3. Attend and participate in prebid, on-site meeting for contractors, if so requested by the City. 4, Assist the City in review and evaluation of bids received for project construction and in review and evaluation of bidder qualifica- tions, experience- records,_; equipment, fiscal and other resources .,. as app?apriate. - - 0. SERVICES DURING CONSTRUCTION At such time as the City is authorized and elects to proceed with construction, the following services will be provided to the extent - requested by the City, with compensation determined as described in PART III hereof: 1. Contract Administration: a, Arrange, coordinate and oversee the making of field surveys for layout of construction; review layout for conformance to plans and for problems arising from new construction or land use changes by property owners in the interim since design surveys, coordinate minor adjustments where desirable and feasible without need for plan or contract revisions. I. Pursuant to referrals by the City, review and approve or _ disapprove, as appropriate, shop drawings, catalog data, materials certifications, shop and mill test reports and similar data submitted by contractor; evaluate. variances thereof from design or specification requirements and the reasons therefor in determining suitability for intended use; 3 JAMES W. SEWALL COMPANY secure diagrams, parts lists, assembly, operating and main- tenance instructions and similar data in sufficient quantities ` for inclusion in facility operation and maintenance, if required., _c. -Maintain liaison With City; consult andadvise-periodically (by - - telephone, at our home offite and on project site during inspections) relative to the progress and conduct of the construction work and relative to project technical, adminis- trative and fiscal matters; interpret contract documents where intent is questioned. As appropriate to the level of construc- tion activity, perform weekly or hi -weekly on-site reviews of the construction, for the purposes described above, together with appropriate reports of findings and Observations therefrom. It is expected that these services will be per- formed by members of our permanent staff familiar with the pro- ject and knowledgeable in the matters of concern, and will average from one and one-half to two days per week plus minor amounts of ancillary staff time. It is further expected the City will designate a project manager to when all reports and communications will be directed and through when all project activities will be coordinated. d. As may from time to time be requested by the City, and subject to the scope of desired services indicated therein, arrange. for, coordinate and oversee the making of surveys by field per- sonnel of this Company for determinations of construction quan- tities or other project purposes; perform reduction of survey notes and comp utations pursuant to such surveys. 4 JAMES W. SEWALL COMPANY 2. Construction Survevs: Perform surveys for layout and control of the construction and for determination of quantities, as requested by the City. 3. Proiect Reviews -0uri na Lonstructi on Respond -to questions and requests,€or information, originating from participating and regulatory agencies, or secondary review agencies, relative to project design, construction procedures, environmental safeguards or similar matters; prepare for and attend meetings for Purposes of such reviews; prepare briefs, correspondence and other documentation as necessary for review purposes or response to agency questions or commants. 4. Redesign_ To the extent requested by the City, perform re -design work including computations, preparation of new or revised plan sheets, technical specifications and contract documents, if required due to changes in paticipating or regulating agency guidelines or deci- sions,or similar conditions beyond our control. PART III COMPENSATION A. TECHNICAL SERVICES BUDGET: Following is a summary of the projected Technical Services budget comparable In format to the headings of Part II of this proposal: 5 JAMES W. SEWALL COMPANY 11-A Services Durinq Advertisinq and Award of Construction Contracts DEP/EPA Eligible BUDGET TOTAL $77,842.70 $ 6,746.62 Ineligible 160.95 Total (200 man-hours) 6,907.57 11-3 Services During Construction 1. Contract Administration - ,... a. Lavout Survev Administration: DEP/EPA Eligible $ 1,383.67 Ineligible 33.01 Total (68 man-hours) 1,416.68 b. Shop Drawing Review: DEP/EPA Eligible $ 6,670.75 Ineligible 135.28 Total (220 man-hours) 5,806.03 c. Project Liaison: DEP/EPA Eligible $39;813.46 Ineligible 949,78 �]63.Z4 - Total (1426 man-hours) d. quantities Surveys Admin: DEP/EPA Elioibie $ 3,568.57 Ineiigible 85.61 Total (160 man-hours) 3,674.18 -. 2. Construction Surveys DEP/EPA Eligible $17,458.51 Ineligible - 416.49 Total (1020 man-hours) - 17,875.00 - 3. Project Review During Construction: DEP/EPA Eligible $ 1,400:00 Ineligible _ Total (40 man-hours) 1,400.00 ESTIMATED BUDGET TOTAL $77,842.70 6 JAMES W. SEWALL COMPANY It is again emphasized that the foregoing is based on our best estimate of the hours and expense involved in providing services of the nature and -- scope indicated by the City in its letter of October 27, 1980, with enclo- sure. It is further emphasized that, in accordance with the contents of that letter, the scope of services and budget contained herein are predi- cated on the assumption that the City of Bangor accepts responsibility for the day-to-day administration of construction contracts and direction of inspection personnel. B. BASIS FOR FEES: To provide flexibility in view of the indefinite extent of certain ser- vices described herein, it is proposed that compensation to James W. Sewall Company be based on actual cast for labor multiplied by a factor of 2.2 representing the combination of direct labor cost plus allowable (as _ defined by EPA) overhead costs, to which is added theactualcost of direct, non -labor expense and the sum thereof is multiplied by a factor of 1.16 reflecting profit. The foregoing method of commuting fees is in conformance to EPA requirements as to format and pricing. 1t has been used -as the basis for and is illustrated by the attached EPA form 5700-41 summarizing the basis for the DEP/EPA grant -eligible portion of our proposal. In further explanation, we would point out that our proposal is predicated on a contract period of two years. Wage rates are anticipated to rise during this period, as are overhead costs given the increasing complexity of business and regulatory requirements. We have accordingly attempted to build into our proposal an average for anticipated increases during the contract period, projected from increases experienced in. 7 JAMES W. SEWALL COMPANY previous years. We would further point out that the so-called "profit" factor must also cover such necessary and fundamental business costs as interest on borrowed working capital, charitable contributions, general sales expense and others not permitted by EPA in the computation of overhead costs. Lastly, the budgeted cost -base fee under,this proposal which are. eligible far reimbursement under DEP/EPA grants will result in a "profit", as defined by EPO, of 10,736.93, which amount may not be increased except in case of a contract amendment which increases the scope of work. At its option, invoices for the work of sub -contracting firms, if any, under this proposal may be presented directly to the 'City for payment or may he pro- cessed through this Company. In the latter case, however, such invoices will be regarded as a direct, non -labor expense subject to the above described billing procedure in our invoicing to the City. it would therefore be to the City's advantage to receive and pay sub -contractor invoices directly, whenever possible. C. BUDGET AND FEE ADJUSTMENT: Our proposal assumes continuation of current cost trends and progression from design to the construction and startup stages without undue del", either or both of which conditions may be influenced by factors outside our control or the City's control. Should start of the work be unduly delayed, or should the work be suspended at some point in the process for reasons outside our control, such as for delays in funding, site acquisition, "imminent" criteria changes or other causes, the Company must reserve the right to review pricing and request adjustment thereof, if necessary to reflect changed conditions. before resuming work under this proposal. M JAMES W. SEWALL COMPANY Nothing herein should be construed as in any way precluding or limiting the City's right to request amendment at any point in the program in the event of altered scope or technical services requirements, or other valid Causes. D. TIME It is expectiad:that bid.advertising and Start af'.constructdon-€ollowing ...... agency approvals will begin before the end of December, 1980. Should the start of construction be delayed beyond June 1, 1981, for reasons outside our control, the right must be reserved to review the basis of fees proposed herein and to adjust if necessary to meet then -current conditions. E. ACCEPTANCE . 1. Attachment: Per EPA program requirements, Appendix C-1, "Required Provisions - Consulting Engineering Agreements", as prepared and distributed by EPA, is attached hereto and made a part hereof and of any resulting Technical Services Agreement. Also attached hereto and made a part hereof is EPA Form 5700-41, "Cost or Price Summary Format for Subagreements under U. S. EPA Grants" relating to the known grant -eligible segments of this proposal (PARTS II -A through 1I -B inclusive). 2. Acceptance: Should this proposal be acceptable to the pity in its present form and content, its acceptance may he indicated by authorized signatures in the space provided. In that event, this proposal together with the attachments designated above will consti- Cute the Technical Services Agreement. Should the City prefer an alternate form or desire revision of content, the changes should be JAMES W. SEWAU. COMPANY reviewed and mutually agreed to by both parties as a basis for pre- paring a suitable alternate form of agreement. 3. Effective Date: Acceptance signatures notwithstanding, it is mutually understood and agreed that this proposal -agreement is con- tingent'upon rwtipet of CEPA and.%P assistance -and shah nnY- „., become effective until the City is notified that such assistance is forthcoming. Respectfully submitted: JAMES W. COMPANY By: //{A6 � __t William G. Pylon, P.E. Chief, Engineering Department Accepted for City of Bangor COST OR PRICE SUMMARY FORMAT FOR SUBAGREEMENTS UNDER U.S. EPA GRANTS Farm Appw.ed (See accomEmitagl instructions Le/me completing this farm) I OUR No. 158-RO144 PARTI.OENCRAL .GRAMTGe ;GRANT NUMBER Cityof Bangor, Maine C230154-03 3. NAME OF CONTRACTORx AR c N.R Sewell CompanY OctoberP 2261980 6. ADDRESS P CONTRACTORRHACTOR n..H,..:m.een .PE W. 11I.M.E O . 147 Center Street Old Town, Aetna 74468 T -Step 3�Engineering Services. y PART It- COST SUMMARY 1, ,NiLABOR nouai TOTALS COST Senor Pro'ect Engineer 1- s505 y 3 0 i Staff Engineer _ 460 F Engineering Aide 22-8-9.25 2,109 00 , Draft Personnel J.1 -----r,-06-2 `"+7y n pa Clerical Personne 1.130 00 ,' 7h -y`j ,.IF Constr. insoect on Supv. 3-man Survey Crew 0 0 TYAT' � t DIRECT A -- s�476.94 R. COSTS �....., P.et,. BEEF y ..' - COST - .9 s .TJ23 INDIRECT COSTS TOTAL s 4,172 .33 4, OTKcR DIRECT COSTS ..ESTIMATED a C, COST 1 1 35 50 RI ... .... s 30.0 TRAVEL CUSTOT. 1. 86 50 ISE-' IS EQUIPMENT. MATERIALSSUPPLIES .. .v. m. .>'S COST Prints copies. photo Mise. Field/Office Supplies 2 0.0( EQUIPMENT SUBiOTA i J7 r G OTHER SeN.xr.n.E.N.a ESTIMATED COST OTHERSUCTOTAI.— S C, - s 4 456.57 5�67.�05.77 41I. •^OP s 0, I_ .70 PAgT 111 PRICE I5..COMPETITOR'S A (rne�r.ulmua5. IT ESTUAi s.ORION euoiEi lwlw PROPOSED .LNUSE ww,N em rw Pi FART IV CER II FI CA TIONS xisO ' ANY OTIEN FEDERAL GRANTOR CONT xixe eAsrvuve sox To .©cIr Ne wpr.•-an.a...ear..:...nrdea... nras.r,r.ss.a "RES U.S, Corps of Engineers, NED 124 Trapelo .Road . - .. Waltham,Mass:- 617-894-2400 A NIS SUN utxr coxaonus vrtx IKE FOLLOWING COST PRINCIPLES' 41 CFR sub-part I-15.1 (1-15) - ''This proposal is submlited for one in connectioa with in RFP, Step'3 Eng. " and response to (IJ Services re Penobscot East Interceptor This is to certify to the best of my know) E e and hchaf that the e g cost and Pricing data Summarized herein are complete "I and accurate as of (2)' 12/3V79 and that financial management capability exist., to fully and ecce telyaccount fertile financial transactions under this project. I farther certify that l understand The; the auWgleemairt price may be subject to downward renegotiation and/o, recoupment where the Since ;;Of and pricing data have been determined, as a result of audit, not to fro-WEbeeneompiew, t the date above. Gotten(and accurate as JAMES W. SEWALL COMPANDATE Y BY: � r CXEea r aR William.G. Ryan, Chief Engineer L 1i that 1 have reviewed the cwVprice summary set forth heein and the proposed costs/ i appear acceptable to pica ccepob gemma reemeal award., Grua eF TITLE 11 FilvIc", 16. EPA aR (if Iwak.by SAFE 11 9.11,101, EPA Far, 5200.(1 R.LI to�eer e..B to an,.,vl mIet, (dl The 0 Me 1.11,1 ISA u. ed for bY It the "rkm°hu.ehnhe; Wry. The ,gMmr limil 11, any her, dI In theomeet, oMMC for rrom. conissions or other oP� MY here ML Where LnonwatiI ,PhM M, 40 CFR 35 9061 III bY to, Iloginell led III lord� i:� .e,I4e.n he the what ofmch use, like sInvica; M be conference kY Per .N- warmleon the Wk or Site ho oI.IdPeM Fort 35. 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