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O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Monte Reinders, Public Works Director/County Engineer
Agenda Date: March 19, 2018
Subject: Contract with Tetra Tech, Inc.
Port Hadlock Value Engineering Review Services
Statement of Issue: A contract with the County's sewer design team led by Tetra
Tech, Inc. to review potential cost savings measures for a sewer in the Port Hadlock
"Core" Area.
Analysis/Strategic Goals/Pro's Et Con's: The sewer design team will investigate
potential costs savings measures for the Port Hadlock sewer project in the "Core"
area using newly -available modular MBR equipment, a pressurized collection system,
and other items. The work in this contract will provide the County and property
owners with updated costs which can be used as the basis of decisions about Local
Improvement District (LID) formation and to pursue grants and appropriations for this
important project.
Fiscal Impact/Cost Benefit Analysis: $81,003
Recommendation: Please sign three (3) contract originals and return two (2) fully
executed originals to Public Works.
Department Contact: Monte Reinders x242
Reviewed By:
f
Philip Mo le County A ator
Date
PROFESSIONAL SERVICES AGREEMENT FOR
Port Hadlock Sewer Value Engineering Review Services
THIS AGREEMENT is entered into between the County of Jefferson, a municipal corporation,
hereinafter referred to as "the County", and Tetra Tech, Inc., hereinafter referred to as "the
Consultant", in consideration of the mutual benefits, terms, and conditions hereinafter specified.
1. Project Designation. tion. The Consultant is retained by the County to perform value
engineering work related to treatment and collection systems for the Port Hadlock "Core"
Area.
2. Scope of Services. Consultant agrees to perform the services identified on Exhibit "A"
attached hereto including the provision of all labor.
3. Time for Performance. Work under this contract shall commence upon the giving of
written notice by the County to the Consultant to proceed. Consultant shall perform all
services and provide all work products required pursuant to this agreement on the dates
listed on Exhibit "A"
4. Payment. The Consultant shall be paid by the County for completed work and for
services rendered under this agreement as follows:
a. Payment for the work provided by Consultant shall be made as provided on
Exhibit "B" attached hereto, provided that the total amount of payment to
Consultant shall not exceed $81,003 without express written modification of the
agreement signed by the County.
b. The Consultant may submit invoices to the County once per month during the
progress of the work for partial payment for project completed to date. Such
vouchers will be checked by the County, and upon approval thereof, payment will
be made to the Consultant in the amount approved. Payment of Consultant
invoices shall be within 30 days of receipt by the County for any services not in
dispute based on the terms of this Agreement.
C. Final payment of any balance due the Consultant of the total contract price earned
will be made promptly upon its ascertainment and verification by the County after
the completion of the work under this agreement and its acceptance by the
County.
d. Payment as provided in this section shall be full compensation for work
performed, services rendered and for all materials, supplies, equipment and
incidentals necessary to complete the work.
e. The Consultant's records and accounts pertaining to this agreement are to be kept
Tetra Tech 2018 — Port Hadlock Wastewater System Consultant Agreement Page 1 of 6
available for inspection by representatives of the County and state for a period of
three (3) years after final payments. Copies shall be made available upon request.
5. Ownership and Use of Documents. All documents, drawings, specifications and other
materials produced by the Consultant in connection with the services rendered under this
agreement shall be the property of the County whether the project for which they are
made is executed or not. The Consultant shall be permitted to retain copies, including
reproducible copies, of drawings and specifications for information, reference and use in
connection with Consultant's endeavors. Consultant shall not be held liable for reuse of
documents or modifications thereof, including electronic data, by County or its
representatives for any purpose other than the intent of this Agreement.
6. Compliance with laws. Consultant shall, in performing the services contemplated by this
agreement, faithfully observe and comply with all federal, state, and local laws,
ordinances and regulations, applicable to the services to be rendered under this
agreement.
7. Indemnification. Consultant shall indemnify and hold harmless the County, its officers,
and employees, from and against any and all claims, losses or liability, or any portion
thereof, including reasonable attorney's fees and costs, arising from injury or death to
persons, including injuries, sickness, disease or death to Consultant's own employees, or
damage to property occasioned by a negligent act, omission or failure of the Consultant.
Consultant shall be liable only to the extent of Consultant's proportional negligence.
8. Insurance.
The Consultant shall obtain and keep in force during the terms of the Agreement, policies
of insurance as follows:
If and only if the Consultant employs any person(s) in the status of employee or
employees separate from or in addition to any equity owners, sole proprietor, partners,
owners or shareholders of the Consultant, Worker's Compensation Insurance in an
amount or amounts that are not less than the required statutory minimum(s) as established
by the State of Washington or the state or province where the Consultant is located.
Commercial Automobile Liability Insurance providing bodily injury and property
damage liability coverage for all owned and non -owned vehicles assigned to or used in
the performance of the work for a combined single limit of not less than $500,000 each
occurrence with the COUNTY named as an additional insured in connection with the
CONSULTANT'S performance of the contract.
General Commercial Liability Insurance in an amount not less than a single limit of one
million dollars ($1,000,000) per occurrence and a aggregate of not less than two (2) times
the occurrence amount ($2,000,000.00 minimum) for bodily injury, including death and
property damage, unless a greater amount is specified in the contract specifications. The
insurance coverage shall contain no limitations on the scope of the protection provided
and include the following minimum coverage:
Tetra Tech 2018 — Port Hadlock Wastewater System Consultant Agreement Page 2 of 6
a. Broad Form Property Damage, with no employee exclusion;
b. Personal Injury Liability, including extended bodily injury;
C. Broad Form Contractual/Commercial Liability — including completed operations;
d. Premises — Operations Liability (M&C);
e. Independent Contractors and subcontractors;
f Blanket Contractual Liability.
g. Professional Liability Insurance ($1,000,000 Each Claim & $2,000,000
Aggregate)
The County shall be named as an additional insured party under this policy.
Such insurance coverage shall be evidenced by one of the following methods:
* Certificate of Insurance;
* Self-insurance through an irrevocable Letter of Credit from a qualified financial
institution.
Certificates of coverage as required by this section shall be delivered to the County
within fifteen (15) days of execution of this agreement.
Any deductibles or self-insured retention shall be declared to and approved by the County
prior to the approval of the contract by the County. At the option of the County, the
insurer shall reduce or eliminate deductibles or self-insured retention or the Consultant
shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
The Consultant shall include all subcontractors as insured under its insurance policies or
shall furnish separate certificates and endorsements for each subcontractor. All insurance
provisions for subcontractors shall be subject to all of the requirements stated herein.
Failure of the Consultant to take out and/or maintain any required insurance shall not
relieve The Consultant from any liability under the Agreement, nor shall the insurance
requirements be construed to conflict with or otherwise limit the obligations concerning
indemnification.
It is agreed by the parties that insurers shall have no right of recovery or subrogation
against the County (including its employees), it being the intention of the parties that the
insurance policies, with the exception of Professional Liability, so affected shall protect
both parties and be primary coverage for any and all losses covered by the above
described insurance. It is further agreed by the parties that insurance companies issuing
the policy or policies shall have no recourse against the County (including its employees
and other agents and agencies) for payment of any premiums or for assessments under
any form of policy. It is further agreed by the parties that any and all deductibles in the
above described insurance policies shall be assumed by and be at the sole risk of the
Consultant.
Tetra Tech 2018 — Port Hadlock Wastewater System Consultant Agreement Page 3 of 6
It is agreed by the parties that judgments for which the County may be liable, in excess of
insured amounts provided herein, or any portion thereof, may be withheld from payment
due, or to become due, to the Consultant until such time as the Consultant shall furnish
additional security covering such judgment as may be determined by the County.
The County reserves the right to request additional insurance on an individual basis for
extra hazardous contracts and specific service agreements.
Any coverage for third party liability claims provided to the County by a "Risk Pool"
created pursuant to Ch. 48.62 RCW shall be non-contributory with respect to any policy
of insurance the Consultant must provide in order to comply with this Agreement.
If the proof of insurance or certificate indicating the County is an "additional insured" to
a policy obtained by the Consultant refers to an endorsement (by number or name) but
does not provide the full text of that endorsement, then it shall be the obligation of the
Consultant to obtain the full text of that endorsement and forward that full text to the
County.
The County may, upon the Consultant's failure to comply with all provisions of this
contract relating to insurance, withhold payment or compensation that would otherwise
be due to the Consultant.
9. Independent Contractor. The Consultant and the County agree that the Consultant is an
independent contractor with respect to the services provided pursuant to this agreement.
Nothing in this agreement shall be considered to create the relationship of employer and
employee between the parties hereto. Neither Consultant nor any employee of
Consultant shall be entitled to any benefits accorded County employees by virtue of the
services provided under this agreement. The County shall not be responsible for
withholding or otherwise deducting federal income tax or social security or for
contributing to the state industrial insurance program, otherwise assuming the duties of
an employer with respect to Consultant, or any employee of Consultant.
10. Covenant Against Contingent Fees. The Consultant warrants that he has not employed or
retained any company or person, other than a bonafide employee working solely for the
Consultant, to solicit or secure this contract, and that he has not paid or agreed to pay any
company or person, other than a bonafide employee working solely for the Consultant,
any fee, commission, percentage, brokerage fee, gifts, or any other consideration
contingent upon or resulting from the award or making of this contract. For breach or
violation of this warranty, the County shall have the right to annul this contract without
liability or, in its discretion to deduct from the contract price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee,
gift, or contingent fee.
11. Discrimination Prohibited. The Consultant, with regard to the work performed by it
under this agreement, will not discriminate on the grounds of race, color, national origin,
religion, creed, age, sex or the presence of any physical or sensory handicap in the
Tetra Tech 2018 — Port Hadlock Wastewater System Consultant Agreement Page 4 of 6
selection and retention of employees or procurement of materials or supplies.
12. Assigpment. The Consultant shall not sublet or assign any of the services covered by this
agreement without the express written consent of the County.
13. Non -Waiver. Waiver by the County of any provision of this agreement or any time
limitation provided for in this agreement shall not constitute a waiver of any other
provision.
14. Termination.
a. The County reserves the right to terminate this agreement at any time by giving
ten (10) days written notice to the Consultant.
b. In the event of the death of a member, partner or officer of the Consultant, or any
of its supervisory personnel assigned to the project, the surviving members of the
Consultant hereby agree to complete the work under the terms of this agreement,
if requested to do so by the County. This section shall not be a bar to
renegotiations of this agreement between surviving members of the Consultant
and the County, if the County so chooses.
15. Notices. Notices to the County of Jefferson shall be sent to the following address:
Jefferson County Public Works
623 Sheridan Street
Port Townsend, WA 98368
Notices to Consultant shall be sent to the following address:
Tetra Tech Inc.
Attn: Keven Dour, P.E.
1420 Fifth Avenue, Suite 600
Seattle, Washington 98101
16. Integrated Agreement. This Agreement together with attachments or addenda, represents
the entire and integrated agreement between the County and the Consultant and
supersedes all prior negotiations, representations, or agreements written or oral. This
agreement may be amended only by written instrument signed by both County and
Consultant.
Tetra Tech 2018 — Port Hadlock Wastewater System Consultant Agreement Page 5 of 6
SIGNATURE PAGE
DATED this day of
SIGNATURE PAGE
Tetra Tech, Inc.
Name of Consultant
�`,/"V'%'•" Dd U.,0
Consultant's Representative (Please print)
(Signature)
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Title
f Rcty S' ;Zo/B
Date
20
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
David W. Sullivan, Chair
Kate Dean, Member
Kathleen Kler, Member
Approved as to form only:
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
C!Rei ers, P. Date
Public Was Director/County Engineer
CONSULTANT AGREEMENT
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Exhibit A
Scope of Work
Project No. 405-1693-2
JEFFERSON COUNTY DEPARTMENT OF PUBLIC WORKS
PORT HADLOCK WASTEWATER SYSTEM
WASTEWATER SYSTEM VALUE ENGINEERING REVIEW
SERVICES
GENERAL
The following scope of services is for value engineering (VE) review of the (MBR) wastewater treatment system
design completed in December 2013. Specifically, this review will focus on the Ovivo MBR treatment process
and opportunities that may benefit initiation of the project through the use of a MicroBLOX MBR treatment
system that has been brought to market since the completion of the design. Additionally, a review of the Core
Area Collection System and scope modifications to reduce the initial startup capital costs will be conducted. A
cash flow and rate evaluation will be conducted to reflect the changes to the projected capital plan based upon the
VE alternatives developed in this scope of work
SCOPE OF WORK: LID FORMATION SUPPORT SERVICES
In the following task descriptions, where reference is made to a specific number of pages in a work product, the
intent is to better define the level of effort that is the basis of the budget for the project, and not a guarantee of a
specific number of pages in the final product.
Where "County staff' is referenced, it is assumed that the County will invite designated parties to meetings as it
deems necessary. The County will be responsible for public notification before public meetings.
The work products from this project will be submitted in hard copy and electronic format. Report files will be
produced in Microsoft Word, Power Point, and Excel. CAD files will be produced in AutoCAD using Tt drafting
standards.
Task 100 — Project Management
This task includes work to plan and manage the project. Subtasks are described below:
100.1 Health and Safety Plan
It is assumed there will be no field work on this project and a project -specific Health & Safety Plan (HASP) will
not be required. A standard Health and Safety Checklist will be prepared for the project. It will contain
guidelines and directives and may include minimum standards, safety criteria, and emergency response
information/procedures for Tetra Tech staff.
Work Product:
• Health and Safety Checklist
100.2 Progress Updates and BoCC Meeting
Progress updates will be held by telephone approximately once a month, as needed, with the County to coordinate
work activities and keep the County informed of progress to date. It is assumed this project will be accomplished
within 6 months of notice to proceed and there will be up to 4 progress updates during that period between the
County and the Consultant Project Manager.
Page A-1
Provide one meeting at Jefferson County to update and brief the County Administrator and Board of County
Commissioners on the VE Evaluation and results.
Work Products:
• Summary of Action Items and follow up.
• One meeting at Jefferson County with the Project Manager and Finance Specialist.
100.3 Progress Reports and Billings
Tt will include brief monthly progress reports along with monthly invoices. Progress reports will contain
information on major activities, anticipated actions, and outstanding issues to be resolved.
Work Products:
• Monthly progress reports and invoices
• Project duration is assume to be 6 months.
Task 200 Document Review
This task provides scope and budget for review of the Facility Plan scope and budget and the Value Engineering
Report completed during the 2013 Design. Information from this review will be used to inform and provide input
the current Value Engineering Review: Work of this task is described in the subtasks below:
200.1 Facility Plan Review
Review the costs for the treatment system and initial phase of the collection system. This will allow the team to
evaluate/reconsider an approach for installation and phasing of a MicroBLOX System. Also consider areas where
facilities can be re-evaluated or deferred in order to achieve a lower initial capital cost so the system can be
built. Some facilities may be constructed in future years when the utility is running and cash flow is available.
Work Products
• 1-2 page written summary outlining cost review and summarizing opportunities where facilities can be
deferred and scope%xtent of treatment system and initial Core Area Collection System.
200.2 Previous Value Engineering Report Review
Review the Value Engineer Report and recommendations provided during the Wastewater Treatment Plant
Design Contract in 2012. The purpose of this task is to identify or build upon any ideas or recommendations in
the previous VE effort that warrant consideration at this stage.
Assumes a total of 4 hours to review previous VE Study and identify any ideas to carry forward.
Work Products
• 1-2 page written summary identifying VE ideas to carryforward and build upon in this scope of work.
Task 300 Value Engineering (VE) Services
300.1 Treatment System Value Engineering Review
Coordinate with Ovivo and evaluate the use of MicroBLOX as an initial wastewater treatment system for Pt.
Hadlock and consider steps for phasing in future treatment modules. Identify any modifications to headworks,
influent pump station, administration building, etc. Evaluate methods for sheltering/housing MicroBLOX
systems and ability to stage future units. Evaluate overall system plan to consider how far along the development
curve can the system be expanded using MicroBLOX systems before a replacement with an MBR system as
originally envisioned would be beneficial.
5 MI . •P79A
• 2-3 Page written summary of evaluation, findings, and recommendations for implementing MicroBLOX
as an initial treatment system.
300.2 Core Area Collection System Phasing Review
Develop and evaluate Core Area collection system phasing options that would optimize service where there is
need initially and provide the flexibility to expand the system only when there is demand for future connections.
Estimate number of initial connections to the system and opportunities for future infill and expansion. Obtain and
review Jefferson County PUD water records to provide an initial ERU and wastewater flow estimate.
Page A-2
Work Products
• Preparation a map showing revised Core Area Phase Boundary and initial collection system
configuration.
• GIS analysis of revised Core Area Phase Boundary and PUD data with calculations
• 1-2 page written summary of Core Area evaluation and recommendation.
300.3 Develop Grinder Pump/Pressure Sewer Alternative
Develop a pressurized grinder pump system for the updated Core Area initial service area. Layout pressurized
collection pipelines based upon sizes developed during the 2008 Wastewater Facility Plan. Contact Washington
State Department of Transportation (WSDOT) to determine requirements for installing pressurized sewer
collection pipelines along State right-of-way and requirements for crossing under State Highways. Provided an
updated map showing grinder pump collection system to the wastewater treatment plant.
Work Products
• Updated collection system map showing diameters, details of pipeline crossings.
• 1-2 page written summary describing development of grinder pump system, details, and technical
considerations.
300.4 Update Cost Estimates
Update capital and O&M cost estimates to reflect changes in the treatment design and initial sewer system service
area. Review and use Port Gamble bid tabs as appropriate. Escalate costs to 2018. Estimate in-house and
contract O&M costs for a MicroBLOX system, and administrative costs. The Gravity Collection System cost
estimate completed in 2013 will be used as a basis of format for the grinder pump cost estimate.
Work Products
• Updated planning level cost estimate for treatment system and initial grinder pump collection system.
TASK 400 — Funding and Finance Update
400.1 Update Funding and Finance Analysis
Evaluate funding options and initial and future cash flow implications if a MicroBLOX system is implemented.
Also consider whether there is financial sustainability if the system expands slower than envisioned in the Facility
Plan and identify potential financial risks.
Update funding scenarios developed in the 2015 Funding and Finance memo with the revised costs and initial
service area developed for MicroBLOX and the Core Area Collection System. A reasonable growth rate should
be used for connections — not a straight line between initial and built out. Evaluate a scenario if only the initial
area were built and expansion occurred very slowly. Evaluate whether the initial area could sustainably finance
itself with further expansion or significantly reduce rate of growth.
Work Products
• Updated financial analysis summary to reflect updated cost estimates.
• One draft and one final meeting summaryfor each of two (2) public workshops.
Page A-3
EXHIBIT B
Budget Revision Date:
Labor Plan
Price Summary / Totals
Feb 09, 2018
5 Resource
Task Pricing Totals 81,003
Pt Hadlock Wastewater System VE Review
Bill Rate
246.14 277.49 137.70 87.36 209.73
Specify Add'l Fees on Setup 0
Technology Use Fee
Total Price 81,003
VE Review of Wastewater MBR Process, identify approaches to reduce costs to initiate a wastewater treatment and collection system
Proj Area
Jefferson County Dept. of Public Works
Unit Rate Qty's
Items >
Fleet Vehicles
v
z
Pricing by Resource
c
Unit Rate >
$0.58
m 3
Contract Type: Time and Materials (Hourly Rates)
o o m LL :
o m J
Task Pricing
Total
Unit
Schedule
Labor Hrs
mile
W
d o .E o
Charged to
M8E
Labor
Rate Esc. Labor Subs Travel Mat'ls & Equip ODCs
Totals
From Thru
Months
368
42 84 158 54 30
Quantities>
360
o.00% 62,212 18,483 99 209
81,003
Project Phases / Tasks
3° 0
30
Task 100 - Project Management
24
18 - 2 4
MMMO
120
5,055 1,276 33 70
6,434
100.1- HASP
03/01/18 09/30/18
6.9
16
137
4
2 2
450
450
100.2 - Progress Updates & BoCC Mtg
03/01/18 09/30/18
6.9
16
137
12
12
2,954 1,276 33
4,263
100.3 - Progress Reports & Billings
03/01/18 09/30/18
6.9
16
137
8
6 2
120
1,652 70
1,721
Task 200 - Document Review
48
4 16 16 4 8
8,855 319 - -
9,174-
200.1 - Facility Plan Review
03/01/18 09/30/18
6.9
16
137
24
2 8 8 2 4
4,427 319
4,746
200.2 - Previous VE Report Review
03/01/18 09/30/18
6.9
16
137
24
2 8 8 2 4
4,427
4,427
Task 300 - Design Review Services
268
16 60 128 44 20
43,251 6,530
49,781
300.1 - Treatment System VE Review
03/01/18 09/30/18
6.9
16
137
56
4 24 24 4
10,098 1,539
11,637
300.2 - Core Area Collection System Phasing Review
03/01/18 09/30/18
6.9
16
137
98
4 16 32 40 6
13,783 3,077
16,861
300.3 - Develop Grinder Pump/Pressure Sewer Alt.
03/01/18 09/30/18
6.9
16
137
54
4 4 40 6
8,661
8,661
300.4 - Update Cost Estimates
03/01/18 09/30/18
6.9
16
137
60
4 16 32 8
10,708 1,914
12,622
Task 400 - Funding & Finance Update
28
4 8 12 2 2
240
5,051 10,358 66 139
15,614
400.1 - Update Funding & Finance Analysis
03/01/18 09/30/18
6.9
16
137
28
4 8 12 2 2
240
5,051 10,358 66 139
15,614
Totals
03/01/18 09/30/18
6.9
1 1
3681
42 84 158 54 30
1 Quantities >1
360
0.00% 62,212 18,483 99 209 -
81 003
Page B - 1 of 1 Printed 3/6/2018