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HomeMy WebLinkAbout101419_ca04 Department of Public Works O Consent Agenda Page 1 of 1 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: October 14, 2019 Subject: Contract with Tetra Tech, Inc. Update 2008 Port Hadlock UGA Sewer Facility Plan Statement of Issue: A contract with the County's sewer design team led by Tetra Tech, Inc. to update the 2008 Port Hadlock UGA Sewer Facility Plan. Analysis/Strategic Goals/Pro's Et Con's: It has been over ten (10) years since the Port Hadlock UGA Sewer Facility Plan was completed and approved by the Washington State Department of Ecology (DOE). In 2018, a feasibility study was completed that looked at an updated approach to the sewer project using newer wastewater treatment technology and use of a pressurized collection system. This Facility Plan update will incorporate information from the feasibility study including advances and updates in the membrane treatment technology which makes possible modular treatment units capable of treating wastewater more efficiently than what was previously available; take advantage of the lower initial capital costs of a pressurized collection system; update population and flow/loads information; update financial planning scenarios; and address new DOE regulatory requirements for wastewater systems. DOE has indicated that the Facility Plan must be updated in order to receive approval to move forward with the sewer project and to be eligible for state or federal funding. Fiscal Impact/Cost Benefit Analysis: $67,299 Recommendation: Please sign three (3) contract originals and return two (2) fully executed originals to Public Works. Department Contact: Monte Reinders x242 Reviewed By: P clip Morley, oun y Administrator Date �/ PROFESSIONAL SERVICES AGREEMENT FOR Port Hadlock Sewer Facility Plan Update 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. The Consultant is retained by the County to update the County's 2008 Port Hadlock UGA Sewer Facility Plan. This update will incorporate advances and updates in the membrane treatment technology which makes available modular treatment units capable of treating wastewater more efficiently than what was previously available; take advantage of the lower initial capital costs of a pressurized collection system; update population and flow/loads information;and update financial planning scenarios. 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". Contract shall terminate on June 30,2020 unless amended in writing prior to this date. 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$67,299 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 Tetra Tech 2019 -Port Hadlock UGA Sewer Facility Plan Update Page 1 of 6 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 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 Tetra Tech 2019 Port Hadlock UGA Sewer Facility Plan Update Page 2 of 6 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 P p insurance coverage shall contain no limitations on the scope of the protection provided and include the following minimum coverage: 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 Tetra Tech 2019 -Port Hadlock UGAw Se er Facility Plan Update Page 3 of 6 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. 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 shalt 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. Tetra Tech 2019 - Port Hadlock UGA Sewer Facility Plan Update Page 4 of 6 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 selection and retention of employees or procurement of materials or supplies. 12. Assignment. 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 2019 - Port Hadlock UGA Sewer Facility Plan Update Page 5 of 6 SIGNATURE PAGE DATED this day of , 20 SIGNATURE PAGE JEFFERSON COUNTY BOARD OF COMMISSIONERS Tetra Tech,Inc. _ Name of Consultant Kate Dean,District l � iviiy J, 1/40°C)4- Consultant's 0dC)4Consultant's Representative(Please printf David W. Sullivan,District 2 (Signature)�� Greg Brotherton,District 3 vim J4/ Title OcemR O!4 Date Approved as to form only: Philip C. Hunsucker Date Chief Civil Deputy Prosecuting Attorney / A Mon e einders,P.E. Date Public Works Director/County Engineer Tetra Tech 2019—Port Hadlock UGA Sewer Facility Plan Update Page 6 of 6 Exhibit A-1 Scope of Work Project No. JEFFERSON COUNTY DEPARTMENT OF PUBLIC WORKS PORT HADLOCK WASTEWATER SYSTEM 2020 WASTEWATER FACILITY PLAN UPDATE GENERAL The following scope of services is for an update to the 2008 Wastewater Facility Plan as required by the Washington State Department of Ecology(Ecology). The 2008 Facility Plan will be updated to incorporate project details that have developed since the plan was approved and will incorporate updated population data,planning information, and new technical alternatives for wastewater treatment and collection/conveyance. SCOPE OF WORK: 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 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. 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 Facility Update U date This task provides scope and budget for review and update of the 2008 Facility Plan. Work of this task is described in the subtasks below: 200.1 Introduction, Background, and Permits/Requirements The following updates will be completed under this subtask: • Chapter 1 - Include major project accomplishments since the 2008 Plan and identification of reports and documents that have been completed since the 2008 Facility Plan approval and permits obtained. • Chapter 2 -Update population,no updates to soils,wetland/environmental maps,update related studies. • Chapter 3 -Update permit requirements and regulations. Review and confirm if any changes are required to the text. Update discussion about public meetings held since 2008 and ongoing public participation for the project. Reference updated Purple Book and Orange Book and relevant standards and criteria. Work Products • Updated Chapters 1, 2, and 3 edited from the 2008 Wastewater Facility Plan. 200.2 Population, Flow, and Loads The following updates will be completed under this subtask: • Update the residential population numbers to reflect current(2020)population in the Pt.Hadlock Core Area and overall service area. • Identify the 20-year future(2040)residential population for the Pt.Hadlock Core Area and the overall service area. • Develop two growth scenarios: o A conservative scenario with moderate growth(matching the Planning Dept.estimates)for the Core area for the 20-year planning period. This scenario will demonstrate the ability for the system to be sustainable if there is a pause in expanding to other areas.This would be in accordance with the growth scenario developed in the 2019 VE Feasibility Study(this is the Sewer VE Alt.) o Second alternative EITHER: A conservative scenario with moderate growth for the first 6 years with faster growth to meet the 20-year future population number; o OR:The second scenario that assumes a steady growth rate from 2020 to 2040 which is the same approach as developed in the 2008 Facility Plan. • Update the estimated commercial flows using the same assumed ratio of commercial/residential that were developed in the 2008 Facility Plan. • Calculate loads for the updated flows using the same methodology used in the 2008 Facility Plan. Work Products • Updated Chapter 4(Population, Flow, and Loads)edited from the 2008 Wastewater Facility Plan. 200.3 Collection System Alternatives The following updates will be completed under this subtask: • No updates to the text or discussion for the collection systems in the 2008 Facility Plan. • Planning level comparative cost estimates for Gravity and STEP system alternatives will only be updated using Engineering New Record Construction Cost Index(ENRCCI)increases between 2008 and 2019. • Lifecycle Cost Analysis will be updated using the ENRCCI updated cost estimates. • Systems description,technical discussion,and cost estimates for the grinder pump system will be incorporated in to the Facility Plan update from the 2019 Value Engineering Feasibility Study. Work Products • Updated Chapter 5(Collection System Alternatives)developed from the 2008 Wastewater Facility Plan. 200.4 Effluent Discharge/Reuse Alternatives The following updates will be completed under this subtask: • No updates to the text or discussion for the effluent/reuse alternatives in the 2008 Facility Plan. • Planning level comparative cost estimates for effluent/reuse alternatives will only be updated using Engineering New Record Construction Cost Index(ENRCCI)increases between 2008 and 2019. • Lifecycle Cost Analysis will be updated using the ENRCCI updated cost estimates. • Specific site location and design layout for the reuse area will be incorporated in the chapter. Work Products • Updated Chapter 6(Effluent Discharge/Reuse Alternatives) edited from the 2008 Wastewater Facility Plan. 200.5 Wastewater Treatment Alternatives The following updates will be completed under this subtask: • No updates to the text or discussion for the wastewater systems evaluated in the 2008 Facility Plan. • Planning level comparative cost estimates for Sequencing Batch Reactor with Filter and Membrane Bioreactor system alternatives will only be updated using Engineering New Record Construction Cost Index(ENRCCI)increases between 2008 and 2019. • Lifecycle Cost Analysis will be updated using the ENRCCI updated cost estimates. • Systems description,technical discussion,and cost estimates for the MicroBLOX Modular Treatment Units will be incorporated in to the Facility Plan update from the 2019 Value Engineering Feasibility Study. Work Products • Updated Chapter 7(Wastewater Treatment Alternatives)edited from the 2008 Wastewater Facility Plan. 200.6 Recommended Alternative and Implementation The following updates will be completed under this subtask: • Update the recommended alternative to a grinder pump collection system and membrane bioreactor modular treatment units in accordance with the alternative developed in the 2019. • Assume no changes to the solids handling recommendation from the 2008 Facility Plan. • Develop a sizing and phasing strategies for conservative and steady growth scenarios. • Re-write wastewater treatment plan recommended locations chapter to identify the site and layout developed since the 2008 Facility Plan was published. • Use site layout and configuration figures from the VE Feasibility Study for the recommended system configuration. • Update the implementation schedule per the overall project schedule developed for final design and LID formation/fund raising efforts. • Develop two capital spending plans for the conservative and steady growth scenarios. • Develop two O&M spending plans for the conservative and steady growth scenarios. Work Products • Updated Chapter 8(Recommended Alternative and Implementation) edited from the 2008 Wastewater Facility Plan. 200.7 Cost and Financing The following updates will be completed under this subtask: • Update sources of capital funding section to reflect current existing programs and requirements. • Update revenue sources from users to reflect any changes or details pertinent to Pt. Hadlock and revenue scenario discussions with the County and Pt. Hadlock community members. • Update capital funding section to reflect costs for the recommended alternative and capital spending plans for the conservative and steady growth scenarios. • Update funding examples and cash flow analysis sections. • Update operations and maintenance(O&M)section to reflect O&M costs for the recommended alternative. • Update sections on key policy issues and future discussions as relates to implementation of the sewer system,rates,and cost distribution amongst users. Work Products • Updated Chapter 9(Cost and Financing)edited from the 2008 Wastewater Facility Plan. 200.8 Public Involvement and Outreach The following updates will be completed under this subtask: • Reference the Public Outreach work that had been conducted in the development of the 2008 Facility Plan. • Develop a section to discuss the Sewer Advisory Group(SAG)and other Public Involvement work that was conducted between 2009 and 2013. Provide links to meeting summaries listed on the Jefferson County website. • Develop a section to discuss ongoing Public Involvement work with the Wastewater Working Group. • Develop section describing project website and resources available to explain the wastewater system and funding and finance alternatives. Work Products • Updated Chapter 10(Public Involvement and Outreach)edited from the 2008 Wastewater Facility Plan. Task 300 Environmental Documentation 300.1 SEPA/NEPA Checklist Support Provide technical support for update of the SEPA/NEPA checklist for the project. It is assumed Jefferson County will be the lead agency for the SEPA/NEPA process. Work Products • Updated sections of the SEPA and NEPA checklists incorporating technical information from the recommended wastewater system. ® Price Proposal Revision Date: Labor Plan Price Summary/Totals Sep 06,2019 7 Resource Task Pricing Totals 67,299 eIR Rate s 26B o6 v5.00 209.34 142.46 104.67 loo o_ 271.49 Specify Add'I Fees on Setup 0 Pt. Hadlock-Facility Plan Update Technology Use Fee Update the 2008 Wastewater Facility Plan Proj Area> Total Price 67,299 Submitted to:Jefferson County Depart.Of Public Works(Attn:Monte Reinders) E Pricing by Resource .. d g S Contract Type:T&M to - Tocal 3 x Y _ s _ Task Pricing t. - - t� m as c i� „E O labor Schedule Labor Hrs d a S o a _ e ' ti'a LL Rate Esc La6oi Subs Travel Mat'Is&Equip ODCs Totals Project Phases/Tasks From Thru Months E � 361 034 0 73 200 84 , 116 21 6 0.00% 35,373 11,926 - - - 67,299 100-Project Management _ I __ 13 10 - - -I - 3 - 2,981 2,046 - - - 5,027 100.1-Health&Safety Plan 09/09/19 09/15/19_ 0.2 1 4 1 1 268 268 100.2-Progress Updates 09/09/19 01/27/20 4.5 10 90 6 6 1,608 1,608 100.3-Progress Reports&Billings 09/09/19 01/27/20 4.5 10 90 6 3 3 1,104 2,046 3,150 200-Facility Plan Update 334 22 73 25 1 76 116 16 50,098 I 9,880 - - 59,978 200.1-Introduction,Background,Permit/Requirements 09/09/19 09/30/19 0.7 2 13 22 2 6 0 I 4 3,344. 3,344 200.2-Population,Flow,and Loads 09/09/19 10/15/19 1.2 3 23 64 2 18 8 32 2 8,917: _ I 8,917 200.3-Collection System Alternatives 09/09/19 10/30/19 1.6 4 33 80 2 - 6 6 24 40 2 10,646 10,646 200.4-Effluent Discharge/Reuse Alternatives 09/09/19 10/15/19 1.2 3 23 22 2 i 3 3 4 8 2 3,296 3,296 200.5-Wastewater Treatment Alternatives 09/09/19 10/30/19 1.6 4 33 54 2 24 12 12 2 2 8,444 8,444 200.6-Recommended Alternative&Implementation 09/09/19 10/30/19 1.6 4 33 54 4 16 8 12 12 2 8,712 8,712 200.7-Cost&Financing 10/30/19 11/15/19 0.5 2 10 32 4 8 8 0i 2 5,467 8,184 13,651 200.8-Public Involvement&Outreach 10/01/19 10/30/19 0.9 3 _ 18 6 4 2 1,272 1,696 2,968 300-Environmental Documentation _ 14 2 2 8 - 2 - 2,295 - - - - 2,295 300.1-SEPA/NEPA Checklist Support 14 2 2 8 2 2,295 2,295 Totals 09/09/09 01/27/20 4 5 361 39 13 21 84 116 21 6 0.00% 55,373 11,926 - - - 67,299 Tetra Tech-Confidential and Proprietary Page I of' Printed 9/6/2019