TASK ORDER NO. 3
CITY OF PACIFICA
AND
CAROLLO ENGINEERS INC.
SECTION 1 - PURPOSE
The purpose of this Task Order is to authorize and direct CAROLLO ENGINEERS INC. to proceed with the work specified in SECTION 2 below, in accordance with the provisions of the Master Agreement for Consultant Services between the City of Pacifica ("CITY") and CAROLLO ENGINEERS INC. ("CONSULTANT") hereto dated 9 August 2022 ("MASTER AGREEMENT")
SECTION 2 - SCOPE OF WORK
The items authorized by this Task Order are presented in Attachment "A" - Scope of Services, which is attached hereto and incorporated by this reference.
SECTION 3 - COMPENSATION AND PAYMENT
Compensation shall be as provided in the MASTER AGREEMENT. Compensation for services as set forth in SECTION 2 shall be as set forth in Attachment "B" - Compensation, which is attached hereto and incorporated by this reference. Total compensation for all services provided under this Task Order shall not exceed_Five- Hundred, Thirty-Seven Thousand Dollars ($537,000) ("Cost Ceiling").
SECTION 4 - TIME OF PERFORMANCE
The services described in SECTION 2 of this Task Order shall be completed by December 31, 2026, or as extended in writing by the City Manager.
SECTION 5 - ITEMS AND CONDITIONS
All terms and conditions contained in the MASTER AGREEMENT are incorporated by reference and remain in full force and effect.
Approved this 13t day of May, 2024.
[Signatures on Next Page]
1 CITY OF PACIFICA
By:- Date
Kevin Woodhouse, City Manager
Approved As To Form
By:
Michelle Marchetta Kenyon, City Attorney
CONSULTANT
CAROLLO ENGINEERS INC.
Paul Friedlander 13/05/24
-
By: Paul Friedlander (May 15, 2024 12:33 PDT) - Date_
Paul Friedlander
By: Mu. ERD 13/05/24
- Date_
Anne Prudhel
2 ATTACHMENT "A"
SCOPE OF SERVICES
SCOPE OF SERVICES
CAROLLO ENGINEERS, INC.
(ENGINEER)
CITY OF PACIFICA (CITY)
(OWNER)
ENGINEERING SERVICES DURING CONSTRUCTION
for
UV DISINFECTION REPLACEMENT PROJECT
PURPOSE
The purpose of this document is to define ENGINEER's scope of services and time of completion. The services provided by ENGINEER shall be generally defined as engineering services during construction (ESDC) for the Project. Construction management and inspection services will be provided by a third party contracted by the OWNER. The scope of services is based on a total construction period of 574 calendar days from CONTRACTOR's notice to proceed until final project acceptance plus 365 days for project warranty services (approximately 30 months).
The scope of work includes the following tasks:
• Task 1 - Project Administration and Controls
• Task 2 - Conformed Drawings and Specifications
• Task 3 - Submittal Review
• Task 4 - Design Clarifications and Requests for Information • Task 5 - Change Order Preparation and Review Assistance • Task 6 - Periodic Site Visits and Specialty Inspection • Task 7 - Operation and Startup Assistance
• Task 8 - Record Drawings
• Tasky - Project Closeout and Warranty Assistance
TASK 1 - PROJECT ADMINISTRATION AND CONTROLS
The purpose of this task is to provide management and oversight of the ENGINEER's team in its execution of the work, and ongoing communication and coordination with OWNER, construction manager (CM), and other parties.
Task 1.1 - Construction Progress Meetings
ENGINEER will attend up to 6o weekly Project Construction Progress Meetings. It is assumed the Project Manager or Project Engineer will attend up to 10 meetings in person at the site and that the Project Manager and Project Engineer will attend the other meetings virtually using MS Teams or other conferencing software. The meeting date will be maintained for a specific day of the week (e.g., each Monday at 10:00).
Participants will discuss outstanding or upcoming Project action items and issues.
DRAFTINAL | MAY 2024
Assumptions
• Assume one hour per meeting and Project Manager and Project Engineer in attendance.
Deliverables
• None
Task 1.2 - Special Issue Meetings
ENGINEER's Project Manager or Project Engineer and appropriate Discipline Engineer shall attend up to fifteen (15) special meetings (not conducted on the same day as the regularly scheduled meetings) at the request of the OWNER to discuss and assist in resolving construction issues. The intent of these meetings is to expedite the submittal review process, resolve contract change orders, and discuss requests for information. Field visits to check work is proceeding in conformity with the Contract Documents are provided in Task 6.o.
Assumptions
• It is assumed these meetings will be in person with up to three ENGINEER team members in attendance.
Task 1.3 - Project Management
ENGINEER will coordinate with the City and construction management staff, manage budget, and prepare monthly project progress reports to summarize the project work progress, issues, and scope and budget status. Monthly progress reports will include:
• Scope Report - A narrative progress report of specific accomplishments during the reporting period, problems encountered or anticipated, and work scheduled for the next reporting period. • Cost Report - A report that shows the current period and accumulated expenditures to date, and the approved not to exceed fee. The cost information will not be more than one month old and include allowance for unbilled costs. The cost report will include a separate accounting and detail of expenditures for any approved additional services.
Assumptions
• The duration of services will be 30 months which covers through Task 9 - Project Closeout and Warranty Assistance
• Monthly reports will be submitted approximately two weeks following the month, to allow time to process invoicing for the services performed.
Deliverables
• 19 monthly reports (assumed progress reports not needed during the warranty period until the end of the warranty period.)
TASK 2 - CONFORMED DRAWINGS AND SPECIFICATIONS
Following bidding, ENGINEER shall prepare one set of full-sized reproducible set of conformed drawings and specifications reflecting changes from addenda. ENGINEER shall provide electronic copy of conformed drawings and specifications to OWNER in PDF format.
It is estimated that the conformed drawings will require an average of approximately one half hour per sheet, which includes drafting, quality control, and checking.
DRAFTINAL I MAY 2024
TASK 3 - SUBMITTAL REVIEW
ENGINEER shall receive and log submittals, shop drawings, and samples provided from the OWNER's construction manager (CM). The CM shall screen all submittals for form and general content conforming to that specified in the Contract Documents prior to transmitting them to ENGINEER. ENGINEER shall then review, comment on, and forward review comments to the CM. Review by ENGINEER will determine whether equipment and materials proposed by the CONTRACTOR will meet the design intent of the Project and the requirements stipulated in the Contract Documents.
ENGINEER will provide review comments for each transmitted submittal in either a summary written response or by written comments directly on each copy of the submittal to the CM. ENGINEER will endeavor to complete review of submittal, provide comments, and transmit package to the CM within fourteen (14) calendar days after receipt of each submittal in the ENGINEER's inbox. If the review cannot be performed within this fourteen (14) day calendar period, the ENGINEER shall notify the CM.
ENGINEER's review is not intended as acceptance of the Work if submittals deviate from the Contract Documents or contain errors, omissions, or inconsistencies, nor is the review intended to relieve CONTRACTOR of his full responsibility for performance as required by the Contract Documents, nor is the review intended to ensure or guarantee lack of errors, omissions, or inconsistencies between the submittals and the Contract Documents.
It is estimated that approximately 59 original submittals and equipment operation and maintenance manuals will be submitted by the CONTRACTOR. This effort is anticipated to require approximately 560 hours of ENGINEER's effort, including review of the first resubmittal for fifty (50) percent of the original submittals, and second resubmittal for twenty-five (25) percent of the original submittals.
TASK 4 - DESIGN CLARIFICATIONS/REQUESTS FOR INFORMATION ENGINEER will respond to the CONTRACTOR's requests for information (RFI) and provide clarifications of the Contract Documents. The CM will screen the RFl's submitted by the CONTRACTOR and will transmit for review to ENGINEER only those RFI's which require a response by ENGINEER. RFl's which require a response by the ENGINEER are defined as those RFI's which cannot be resolved through a close and thorough examination of the Contract Documents, or for which an interpretation may represent a material change in the design or operational intent of the facility. The work will involve both written responses to formal requests for information and informal verbal (telephone) responses.
ENGINEER will endeavor to provide written responses to the OWNER within seven (7) calendar days after receipt of each submittal in the ENGINEER's inbox. If the review cannot be performed within this seven (7) day calendar period, the ENGINEER shall notify the CM.
It is estimated that the CONTRACTOR will issue approximately 75 formal RFl's, and the ENGINEER will require an average of four (4) hours per request. An additional 100 hours is allotted to answering informal requests for information, including telephone correspondence with OWNER and CM, and for preparing Design Clarifications (DC's).
DRAFTINAL | MAY 2024
TASK 5 - CHANGE ORDER PREPARATION AND REVIEW ASSISTANCE In the event changes to the Contract Documents are required, the ENGINEER will assist the CM in preparation of a potential change order (PCO). Upon determination by the OWNER, CM, CONTRACTOR, or ENGINEER that a change in the Contract is required, the ENGINEER, at the request of the CM, shall either:
review the PCO prepared by the CM, or, when PCO requires redesign, prepare detailed change order specifications, drawings, or sketches.
The ENGINEER will prepare cost estimates for potential change orders when specifically requested by the CM or OWNER. The CM will negotiate with CONTRACTOR the cost and extension of Contract Time associated with each change order. ENGINEER shall provide assistance with negotiations to the CM as requested.
It is estimated that the ENGINEER shall be required to review ten (10) Change Order Request (COR's) requiring an average of four (4) hours per request and provide redesign services for four (4) COR's at an average of sixteen (16) hours each.
TASK 6 - PERIODIC SITE VISITS AND SPECIALTY INSPECTION
ENGINEER shall conduct site visits to provide opinions and observations to the OWNER regarding general compliance with the Contract Documents, and to assist OWNER in resolving field-related issues. Opinions and observations shall be limited to improvements that are observed by the ENGINEER at the time of the ENGINEER's site visits, when possible. ENGINEER may also be requested by the OWNER to provide specialty inspection related to structural, mechanical, and electrical, instrumentation and control disciplines.
This task also includes the Carollo process engineer witnessing the permanent UV equipment factory acceptance testing, and assisting during start up of the temporary UV systems.
ENGINEER shall not, during such visits, or as a result of such observations of the CONTRACTOR's work in progress, supervise, direct, or have control over the CONTRACTOR's work. Nor shall the ENGINEER have authority over or responsibility for the means, methods, techniques, sequences, or procedures of construction selected by the CONTRACTOR. Nor shall the ENGINEER have authority over or responsibility for safety precautions and sequences or procedures selected by the CONTRACTOR or safety precautions and programs related to the Work of the CONTRACTOR or for any failure of the CONTRACTOR to comply with laws, rules, regulations, ordinances, codes, or orders applicable to the CONTRACTOR furnishing and performing the Work.
For budgeting purposes, it is assumed that the ENGINEER shall visit the site approximately 15 times throughout the duration of the project for structural, mechanical, electrical, and instrumentation specialty inspection as needed. Thirty-six hours are also included for Carollo process engineer witnessing of the permanent UV equipment Factory Acceptance Test, including factory witness testing, travel, and testing documentation, and thirty hours for the Carollo process engineer to assist in start up of the temporary UV systems.
TASK 7 - OPERATION AND STARTUP ASSISTANCE
ENGINEER shall assist OWNER in the startup of the new process. Startup assistance shall generally follow procedures outlined in the Contract Documents and the draft O&M manual. ENGINEER shall assist OWNER in determining existing process operational modifications to facilitate startup of new facilities and assist in establishing initial process setpoints.
DRAFTINAL | MAY 2024
ENGINEER shall be available to resolve startup and process setpoint issues and provide consultation regarding equipment installation issues. The budget for this task includes two 2-day, 2-person site visits, and 20 hours of office effort for startup assistance.
TASK 8 - RECORD DRAWINGS
The CONTRACTOR and CM shall maintain a current set of marked-up Contract Documents detailing field changes. Following Contract closeout, ENGINEER shall prepare one set of full-sized reproducible set of record drawings reflecting field changes noted by the CONTRACTOR and CM. ENGINEER shall provide electronic copy of record drawings to OWNER in AutoCAD and PDF.
It is estimated that the record drawings will require approximately three hours per sheet, which includes drafting, quality control, and checking.
TASK 9 - PROJECT CLOSEOUT AND WARRANTY ASSISTANCE
ENGINEER shall assist the CM with a final inspection and generation of the punch list. It is assumed that the CM will administer resolution of punch list items and inspection of satisfactory completion. At the end of the one-year warranty period, ENGINEER shall meet with the OWNER and assist in compiling a list of any outstanding warranty items, and as requested, assist the OWNER in preparation of a document to the CONTRACTOR delineating the remaining issues to be addressed.
SCHEDULE
Construction phase services for the Project are expected to require one (1) month for construction notice to proceed and approximately nineteen (19) months for construction. The warranty period will extend for twelve (12) months after completion of the project. Therefore, ENGINEER shall complete work defined herein within approximately thirty (30) months following receipt of Notice to Proceed from the OWNER.
The compensation set forth herein is directly linked to the schedule. If the schedule for any of the tasks is exceeded by the OWNER or CONTRACTOR, additional compensation for the engineering services may be required.
BUDGET
Table 1 provides an estimated breakdown of hours per task. Compensation shall not exceed a cost ceiling of $537,000 for Tasks 1 through 9, without amendment of this scope of services.
ENGINEER shall submit monthly invoices to OWNER based on ENGINEER's actual labor and expenses accrued each month
DRAFTINAL | MAY 2024 5
ATTACHMENT "B"
COMPENSATION
4 ESTIMATED EIONEERING HOURS AND COS'S carollo
Engineers...Working Wonders With Water®
OTHER DIRECT COSTS COST SUMMARY
TASK Fredlander Burnitt Sotriakos Venkat Staff Statt
PECE Beecher Travel
Process Clerical Subtotals Engineering Sub-consultant
Engineer Engr Support Simi
Charge Misc. Costs
2024 Billing Rates • 2025 Escalation 3348. 520) 5220. 3200 3210 3101. 3131 HoUr Budge $15 Printing $0.655 Total ODCs Tota Cost ASK 1 - PROJECT ADMINISTATION AND CONTROLS
$2,940 $7,360 27 300 l 113 038
$2.280 59,200 $9,200 $920 $1,000 $13,400 $48480
$2.340 $2,760 $2,760 $276 $5.376 $42288
$7,560 319,325 319.325 $1.932 531,012 $149,616
3420 $2,760 $2,760 $276 $3,456 $8510
1420 32,760 $2,760 3276 38510
TASK 3- SUB A metal Rio
$7.275 318 580 316 580 $1,656 5128.557
57,275 $16.560 $16,560 $1,656 $123,557
4 090 20 20 1 120 280 $2,944 101728
200 770 $29,440 $2,944 593728
$630 $1,380 $24628
5630 $13,800 $13,800 $1,380 524628
$1.770 $11.040 31,104 $4.000 $17.914 348534
$11,040 $1,104 $4,000 $17,914 $48534
5990 $7,350 $7,300 $736 $3,000 312,080 $28706
1990 $7,350 37,350 $736 $3,000 $28,706
32.040 $13,800 $1,380 317,220 $42280
Так но - 393 800 113T800 $1,380 $17,220 $42,280
TASK - PRE i CAN SO A TAN A HANSTANCE
13680 $368 $4,728
BRART $4,728
Tasks 1-9 Total Budget $372,426 S5,245 $117,760 5117,760 811278 1$10,200 $164,981 $33,000 Task Order 3
Final Audit Report 2024-05-15
Created: 2024-05-13 (Pacific Daylight Time)
By: Daniel Patten ([email protected])
Status: Signed
Transaction ID: CBJCHBCAABAAX618hwveTf8XuVno4wfPig030_Mmx5-3 "Task Order 3" History
• Document created by Daniel Patten ([email protected]) 2024-05-13 - 3:15:02 PM PDT
Document emailed to Paul Friedlander ([email protected]) for signature 2024-05-13 - 3:15:06 PM PDT
Document emailed to Anne Prudhel ([email protected]) for signature 2024-05-13 - 3:15:06 PM PDT
- Email viewed by Paul Friedlander ([email protected]) 2024-05-13 - 4:19:44 PM PDT
• Email viewed by Anne Prudhel ([email protected])
2024-05-13 - 7:05:53 PM PDT
O Document e-signed by Anne Prudhel ([email protected]) Signature Date: 2024-05-13 - 7:07:56 PM PDT - Time Source: server Oe Document e-signed by Paul Friedlander ([email protected]) Signature Date: 2024-05-15 - 12:33:25 PM PDT - Time Source: server • Agreement completed.
2024-05-15 - 12:33:25 PM PDT
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