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HomeMy WebLinkAboutItem 04 - Northwest Area Utilities ProjectMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: ROGER NELSON, CITY MANAGER MEETING DATE: APRIL 2, 2002 SUBJECT: MATERIAL TESTING SERVICES / NORTHWEST AREA UTILITIES CONSTRUCTION PROJECT RECOMMENDATION: City Council consider awarding a Material Testing Services Contract with HBC Engineering, Incorporated in an amount not to exceed $ 19,894.50, for testing services on the Northwest Area Utilities Construction Project, authorize staff to execute said contract, and take any necessary action. FUNDING SOURCE: Funds are available in the following accounts: Funding Source Account Amount Award Percent Private Development 178-21569 $809,993 62.9% 97 Utility Bond Interest 200-48930-534-3-000001 $415,481 $19,894.50 32.2% Water Impact Fees 200-48930-534-6-000003 $63,436 4.9% TOTAL $1,288,910 $19,894.50 100% Budget Amount Award Percent Engineering $153,866 11.9% Construction $944,125 73.2% Testing $20,000 $19,894.50 1.6% Contingency $170,919 13.3% TOTAL $1,288,910 $19,894.50 100% BACKGROUND: The utilities project is comprised of in excess of 11,000 LF of pipeline construction including 8" and 12" water lines, 8" gravity wastewater lines, and an 8" wastewater force main. These elements require significant testing efforts to insure the trench backfill is adequately compacted to prevent settlement. Some minor paving testing will be undertaken in those areas where we have to remove and replace asphalt paving. March 26, 2002 (4:45PM) . The contract also includes testing for concrete placed with the construction of the Wastewater Lift Station. The testing proposal is consistent with this size and scope of project. Staff recommends approval. JSL/dsm 0:\agenda\040202\Material Testing_NW Utilities.agm March 26, 2002 (4:45PM) HBC ENGINEERING Fax:8172688602 Mar 26 2002 11:40 P.02 March 26, 2002 Mr. Scott Dyer City of Grapevine 200 South Main Grapevine, Texas 76099 Re: Meadowmere Park Water & Sanitary Sewer Improvements Grapevine, Texas HBC Proposal No, F02032 Dear Mr. Dyer: I — "9- 7\4 Attached is a proposal prepared for Construction Materials Testing services for completing the Meadowmere Park Water and sanitary Sewer improvements Project in Grapevine. This proposal was prepared at your request. The proposal was based on a review of the project documents and upon discussions with Mr. Bergthold, Chief City Inspector. The quantities used were based on information provided from the plans and our discussions. Because the project may be completed in a more efficient manner than our estimate, the billing for our services would be based on actual services provided, and may vary from this estimate. Only those services requested and authorized will be provided and invoiced. Formal authorization for our services may be made them bpiheattached standard form of ageement and returning to our office. We will return one executed copy for your files. Please feel free to contact me if we can be of any further assistance. Sincerely, HBC Engineering a division of Terracon 1� CAQ-- Kemp E. Akeman, P.E. Principal Engineer Attachments r i v Fax (71.;) 690-9797 } ac k1l 14) 6Y) -7(Y70 HBC ENGINEERING Fax:8172688602 Mar 26 2002 11:41 P.03 EXHIBIT "A" HBC ENGINEERING, INC. PROPOSED FEE SCHEDULE Client: City of Grapevine 200 South Main Street Grapevine, Texas 76099 Project, Meadowmere Park Water and Sanitary Sewer Improvements Grapevine, Texas EARTHWORK Soils Technician time,2 hr rnin/trip, hour Atterberg limits (PI), each M/D relationship (ASTM D$98), each Lime/soil gradations, each Pipe embedment gradations, each In-place density tests, does not include tech time, each, min. charge 3 tests per trip; max, charge 15 per day Vehicle trip charge, per trip CONCRETE Engineering technician, hour Concrete test cylinders, each Special trip to pickup cylinders, each Vehicle trip charge, per trip REINFORCING STEEL Placement inspection, hour Vehicle trip charge, per trip Date: 03/25/02 Proposal No.: F02032 Unit Rate Quantity Total 38,00 116 4,408.00 42.50 15 637.50 132.00 15 1,880.00 17.50 5 87.50 35.00 10 350.00 8.00 322 2,576.00 25.00 115 2� 75.04 Subtotal 12,914.00 32.50 63 2,047.50 12.50 78 975.00 55.00 15 825.00 25.00 18 450.00 Subtotal $ 4,297.50 35,00 25.00 Page 1 of 4 5 175.00 5 125.00 Subtotal $ 300.00 HBC ENGINEERING Fax:8172688602 Mar 26 2002 11:41 P.04 EXHIBIT "A" HBC ENGINEERING, INC, PROPOSED FEE SCHEDULE Date: 03125/02 Client: City of Grapevine 200 South Main Street proposal No.: F02032 Grapevine, Texas 76099 Project: Meadowmere Park Water and Sanitary Sewer improvements Grapevine, Texas Unit Rate quantity � Total HOT MIX ASPHALTIC CONCRETE 30 00 6 160.00 Engineering technician, hour 145.00 3 435.00 Extraction/Gradation tests, each 20.00 3 60.00 Environmental Disposal Fee, each 60 00 3 180,00 Rice Gravity tests, each 35.00 6 210.00 HMAC Coring equip, charge, min 3 per trip, per care 30.00 12 360.00 Technician time for coring, hour 28.00 6 168.00 Core Density test, each 25.00 6 150.00 Vehicle trip charge, per trip Subtotal $ 1,743.00 ASSOCIATED COSTS Project Engineer, hour 80.00 8 640.00 Subtotal $ 640.00 $ 19,894.50 ESTIMATED TOTAL COST Page 2 of 4 UT, ■ EXHIBIT "A" Client: HBC ENGINEERING, INC. PROPOSED FEE SCHEDULE City of Grapevine 200 South Main Street Grapevine, Texas 76098 Project: Meadowmere Park Water and Sanitary Sewer Improvements Grapevine, Texas Clarifications and Assumptions .- __ GV 11-Y1 1 VJ Date: 03/25/02 Proposal No.: F02032 1. The testing and inspection in this proposal estimate represents all the testing and inspection services to be provided on this project unless additional services are requested by the client. No other testing or inspection of any kind whatsoever is included in this proposal estimate. 2. We obtained estimated quantities from drawings.. 3. Density test frequency includes 1 test/100LF/5 foot lift for trench backfill. Structure backfill includes testing at 1 test/lift. 4. Concrete frequency includes one set of 4 cylinders/50 CY for structures and random tests for thrust blocks and encasements. 5. HMAC testing assumes one set of tests for the base course placement and two sets of tests for the surface course placement, Standar_d_Notes Our office is located at 2601 Gravel Drive in Fort Worth, Texas. Our main phone.is (817) 268-8600. Our fax is (817) 268-8602. Our dispatcher can be reached directly at (817) 589-0167, We require one days notice (24 hours) for our services. All services must be scheduled through our dispatcher. Cancellations shall also be through our dispatcher. Our dispatch is available between the hours of 7:00 am to 5:00 pm. After hour calls are handled by our voice mail system. It is recommended that you schedule services through our dispatch during our rogulor working hours noted above. Voice mail is checked the following morning, Same day call -ins or after hour voice mail call -ins for work the following day are subject to the availability of personnel. We can not guarantee service for same day call -ins. Reinforcing Steel inspections must be scheduled separately from concrete placement. Adequate daylight hours are required in advance of concrete placement for scheduled reinforcing steel inspection. Page 3 of 4 HBC ENGINEERING Fax:8172688602 Mar 26 2002 11:42 P.06 HBG ENGINEERING, INC. PROPOSED FEE SCHEDULE Client: City of Grapevine Date: 03125/02 200 South Main Street Grapevine, Texas 76099 Proposal No.. F02032 Project: Meadowmere Park Water and Sanitary Sewer improvements Grapevine, Texas We recommend that there be a Pre -Construction Meeting. We request that we ate invited to attend this meeting. A project manager will be assigned to your project and will attend the pre - construction meeting. During the project, the project manager will be available to answer any questions you may have concerning our services. To aid us in assisting you on your project, we request a copy of specifications and two sets of plans (one half-size set, if available, for the field and one full-size set for the office), We also request copies of any addendums, plan changes, or RFI's that are pertinent to our scope of work, Compensation for our services will be based upon the actual work and tests performed in accordance with the unit rates shown. The estimated costs we have indicated are approximate. ESTIMATE[) TOTAL COST does not include: any casing of the drilled piers; any retests or inspection; or any changes to the contract documents, invoices for our services are payable within 30 days with no retainage. Unit prices are for local services, portal-to-portal, between 7:00 am and 5:00 pm. Monday through Saturday. Overtime will be charged at the rate of 1.25 times the normal rate. Only those services requested and authorized will be provided and invoiced. Five (5) copies of test reports are included for distribution as directed by the client at no additional charge. Additional copies of test reports requested and approved by the client will be charged at $0.45 per page to cover copying and mailing costs. This proposal may be accepted by executing both originals of the Agreement of Consulting Services and returning both executed copies along with this proposal to NBC. One fully executed copy will be returned to you for your files. This Proposal for Services and accompanying limitations shall constitute the exclusive terms and conditions and services to be performed for this project. This proposal is valid only if authorized within sixty days from the listed propria{ date. Page 4 of 4 I Wk., LI VV 11 YLL \ L 14u rax - o i r L0000uz mar 2b 2UU2 1142 P.07 AGREEMENT FOR CONSULTING SERVICES 1111his Agreement is made as of March 26, 2002 between HBC Engineering, a division of Terracon, Inc, (hereinafter "HBC") whose mailing address is 2601 Gravel Drive, Fort Worth, Texas 76118, and the City of Grapevine (hereinafter "CLIENT'), whose address is 200 South Main Street, Grapevine, Texas 76099. Services to be provided are described in HBC Proposal No. F02032 and are subject to the following terms and conditions to which the parties mutually agree: ARTICLE I - SCOPE OF SERVICES 1.1 In consideration of the mutual covenants contained hereat, HBC shall pertorm the services identified in our proposal (hereinafter "the Services'% which is made a part hereof, in accordance with the terms of this Agreement. 1.2 The services covered by this Agreement will be undcrtal en by HBC only upon receiptof an cxcouted copy, signed by an authorized rcpresentat1w of CLIENT, 1.3 Services under this Agreement are for the CLIENT's solo benefit and exclusive use with no third partybenefrciaricsintended, ARTICLE Z - AMENDMENTS 2.1 CLIENT, without invalidating this Agreement, may request changes within the general scope ofthc Services required by this Agreement by altering or adding to the Services to be performed, and any such changes in the Services shall be performed subject to this Agreement. Upon receiving the CLIENT's request, HBC shall return to CLIENT a change setting forth an adjustment to the Services and Project Cost estimated by HBC to represent the value of the requested changes. Following CLIENT's review of 14M change proposal, CLIENT shall provide written acceptance under the terms of this Agreement. ARTICLE 3 - PROJECT COSTS and PAYMENT 3.1 HBC shall be paid as outlined in our proposal. 3.2 HBC will submit an Invoice to CLIENT on a monthly basis or upon completion of the Services unless otherwise specified by CLIENT in writing, 3.3 Payment shall be made by CLIENT within 30 days after receipt of the invoice. 3.4 CLIENT shall provide written notification to IMC within 15 days of receipt of the invoice should C11FNT object to all or pmt of charges appearing on the invoice. The portion of the Invoice which is not in dispute shall be paid by the CLIENTS within 30 days of receipt of tho invoice. 3.5 A finance charge of 1.501a per month will be paid by the CLIENT for ail non -disputed invoices after 30 days. ARTICLE 4 - CONFIDENTIALITY 4.1 HBC shall maintain as confidential and not disclose to others without CLIENT's prior consent, all information obtained from CLIENT, not otherwise previously known to HBC in the public domain. The provisions of this Article shall not apply to Information in whatever form which (i) is published or comes into the public domain through no fault of HBC, (ii) is ftimishcd by or obtained from a third party who Is under no obligation to keep the information confidential, or (iii) is required to be disclosed bylaw on order of a court, administrative agency or other authority with proper jurisdiction. HBC will notify CLIENT in writing immediately if information is requested under item (iii) above, ARTICLE 5 - CONSULTANT'S REPRESENTATIONS, WARRANTIES, and COVENANTS 5.1 HBC, its employees, agents and subcontractors will hold necessary licenses and certificates required by federal state, or local rules and regulations, 5.2 The Services will be performed using that degree of care and skill customarily provided by an experienced professional organization providing similar services in the area during the same time period. 5.3 HBC makes no other warranties either expressed or implied, as to the Services performed hereunder. 5.4 HBC shalt take reasonable "recautimx to orcvcnt injury or lois to persons m property at the sire. ARTICLE 6 - CLIENT'S REPRESENTATIONS, WARRANTIES, and COVENANTS 6.1 CL ICNT agrees to provide HBC with all existing data, pians, and other information in CLiENT's possession which are necessaryfor the performance of the Services. CLIENT agrees to provide HBC continuing related information as it becomes available to CLIENT, This intbrmation will include such infarmation as location of utilities, known site hazards, native and/or characteristics of any hazardous or toxic materials on or near the site, HBC may rely upon this information but is not responsible for its accuracy, 6.2 CLIENT shall ensure that HBC has authorized access to the site during performance of the Services and If the time of that access is limited, CLIENT will notify HBC prior to commencement of the Services so adjustments in Project Costs and planning can be made, if necessary. ARTICLE 7 - INDEMNITY 7.1 HBC shall Indemnify, defend and hold harmless CLIENT from and against any and all lawsuits, claims, liabilities, causes of action, tosses, damages, forfeitures, penalties, fines, costs and expenses, including, but not limited to, reasonable attorneys fees and experins, by whomever asscrbd, including, but not limited to, any government agency or branch or any third party to the cxtentthe same arise from (i) a breach by HBC of anyterm or provision of this Agreement, (ii) violation by HSC of federal, state or local statute, rule, regulation or ordinance in the performance of the Services, or (ill) negligent errors or omissions of HBC or its employees, agents, or subcontractors in the performance of the Services, 7.2 CLiPNT shall indemnify, defend and hold harmless HI3C from and against arty and ail lawsuits, claims, liabilities, actions, causes of action, demands, losses, damages, forfeitures, penalties, tines, costs and expenses, including: but not limited to, reasonable attorney's foes and expenses, by whomever asserted, including, but not limited to, arty government entity, agency or branch, any third party, an employee, contractor employed or retained by HBC, any third party or employee employed or retained Page i of 2 NBC ENGINEERING Fax:8172688602 Mar 26 2002 11:43 P.08 by HBC, to the extentthat such claim, property damage, injury or death resulted from (i) the negligence or willful misconduct of CLIENT or agent of CLIENT, (ii) violation of federal, state or local statute, rule, rcguladan or Ordinsnee by CLIENT or agent of CLIENT, (Iii) CLiENTs alleged involvement or status as an owner, operator, arrug r, generator or transporter of hazardous substances or constituents atthe site, or (iv) inaccurate Information provided by CLIENT to HBC. ARTICLE 8 - LIMITATION OR LIABILITY 8,1 With respect to the Services performed by HBC, its employees, agents, affiliates and subcontractors, damage, costs, expenses, or other liability, direct or indirect, shall be limited to $50,000.00 or the Project Cost under Paragraph 3, whichever is more. In no case shall HBC be liable for punitive, special, incidental, exemplary or consequential damages. ARTICLE 9 - .INSURANCE 9,1 HBC represents that it now carries and will continue during the terms of this Agrecrrem to carry WorlancM Compensation, Comprehcnsiw General Liability and Comprehensive Automobik Liability insurance in the following amounts; • Statutory Workers Compensation insurance and Employers Liability Insurane e - $1.000,000 per accident. • Commercial General Liability Insurance - S 1,000,000 per occurrence and .51,000,000 annual aggregate for bodily injury or death and property damage, including loss of use thereof, written on an occurrence (as opposed to a "claims made") basis, Umbrella Liability Insurance - $5,000,000 per occurrenoe and $5,000,000 aggregate liability for bodily injury or death and property damage, including loss of use thereof, • Comprehensive Automobile Liability Insurance covering all ownad, non -owned and hired vehicles - $1,000,000 combined single limit of liability per oecurmnee for bodily injury or death and property damage, including loss of use thereof, wrltten on an occurrence (as opposed to a "claims made") basis. • Errors and Omissions Insurance, including Pollution Liability, Applicable to Services - S 1,000,000 with respect to claims made against HBC for negligent crrors or Omissions in the performance of the Scrviws hereunder. ARTICLE 10 - DELAYS AND TERMINATION 10.1 CLIENT or NBC may terminate this Agreement upon Corry -eight (4$) hours written notice should the other party fell substantially to perform in awordancc with the terms and conditions of this Agreement through no fault of the tcm1in4ng party, A complete settlemertt of all claims upon such termination of this Agreement shall be made as follows; CLIENT shall compensate HBC for the Services performed up to the date of receipt of termination plus reasonable costs insured in terminating the Services in accordance with HBCs current fee schedule. In the event Services mri not be performed on or belbre the projected due date because of circumstances beyond the control of HBC, inchadmpg but not limited to strike, fire, riot, excessive precipitation, act of God, governmental action, third party action or action of omission by CLIENT, the Services shall be arncndcd by CLIENT and HBC in accordance with Article 2 of this Agreement, ARTICLE 11 - WASTE AND SAMPLE DISPOSITION 11.1 Unless otherwise specified in Proposal, the proper disposition of any contaminated materials generated on-site as a result of the Scrviccs, including, but not limited to, waste materials, samples, produced Soils or fluids, or protective equlpmcnt (hcpimfter "Affected Materials"), shall be considered out -of -scope and shall require a written change order request by CLIENT in accordance with Article 2 of this Agreement wherein CLIENT provides a generator number, specifics its choice of transputer and treatment, storage or disposal facility and completes documentatim necessitated by these services. CLIENT understands that HBC is in no way responsible for the proper disposition of the Affected Materials except as provided under this Agreement and CLIENT is responsible for directing the disposition of the Affected Materials, In the event that test samples obtained during the Services contain substances hazardous to health, safety or the environment, or equipment used during the Services cannot be reasonably decontaminated, CLIENT shall, if accessary, sign documentation required to crosum that this equipment mWor samples are transported and disposed of properly. CLIENT agrees to pay HBC the fair market value of this equipment and reasonable disposal costs. 112 in the event CLIENT wishes fbr HBC to retain test samples beyond the final rcpon date for the Services. CLIENT shall provide HBC with a written request stating the same, HBC shall Invoice CLIENT only for those storage charges incurred for storage beyond thirty (30) days after the report date for the Services. ARTICLE 12 - ENTIRE AGREEMENT 12.1 This Agreement (including attached schedules) constitutes the sole and entire agreemcntboween HBC and the CLIENT. This agreement rcplaees and supersedes all prior discussions and agreements between the CLIENT and HBC with respect to the matters contained herein. By executing this aWwin=t, HDC and CLIENT indicate their acceptance and agreement with its terms. HBC Engineering, Client City of Grapevine a Division of Terracon, Inc. By: By: Name: Name: Kemp E. Akernan, P.E. Title: Title: Principal Engineer Date: Date: March 26, 2002 Page 2 of 2