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HomeMy WebLinkAboutPACE Engineers - Task Order 2TASK ORDER NO. 2 Reviewed By: IIPC41 City Project Code: N(ob 4 .5 3ti �S�f REGARDING GENERAL AGREEMENT BETWEEN CITY OF PASCO AND PACE ENGINEERS, INC. Project Description: The City of Pasco requested PACE Engineers, Inc. (PACE) to provide professional engineering services to conduct a Sanitary and Industrial Sewer System Assessment. The assessment provided a review of the current status for needed improvements at the Municipal Sewerage Treatment Plant (WWTP), Industrial Reuse Facility (PWRF), and regional facilities planning for industrial users discharging to the PWRF. An action plan was prepared and presented to City staff on February 23, 2017 that outlined specific planning, engineering, and construction related activities needed to address current and future system capacity and reliability issues. The following reference materials were provided to PACE to develop the action plan; • MSA report discussing near term industrial impacts and immediate WWTP needs, • PWRF Engineering and Facilities Plan, • PWRF Operation and Maintenance Manual, • CES report assessing capacity of land treatment site, • Current General Sewer Plan • Current Industrial User permits and discharge limits Scope of Services: City staff recognize this action plan outline will evolve and change over time. The City recognizes PACE has specific expertise and experience in capital projects planning and implementation which is of value to the City. Therefore, prepare the following scope of work to assist City staff in the action plan described above. Task No. 1 — Project Administration the City has requested PACE monitoring and implementing 1.1 PACE has included in the proposed budget project management responsibilities including preparing monthly invoices, management of internal staff resources, monitoring of budget and progress. Coordination with the City to ensure work is Professional Services Agreement- PACE Engineers, Inc. On -Call Municipal Engineering Services Page 1 of 3 completed timely and within budget. Monthly statements of progress will be prepared summarizing the project status, fees invoiced, and remaining budget. 1.2 Quality assurance and quality control (QA/QC) will be provided as part of this subtask. Deliverables will be reviewed in-house to ensure quality and accuracy of all deliverables are consistent with industry standards of care for work similar in scope and complexity. Task No. 2 — Meetings 2.1 City progress meetings will be conducted to monitor progress, share pertinent data and information, and solicit input and direction from City staff required to implement action plan. Bi -weekly conference calls will be conducted between PACE and City staff. City staff will be responsible to schedule and facilitate the progress meetings. The bi-weekly conference calls are anticipated to last no longer than 1 hour and will continue through the remainder of the 2017 calendar year. The bi-weekly meetings started March 8, 2017. It is estimated for the purpose of establishing a budget, 22 meetings will be held between March 8, 2017 and the end of the year. 2.2 It is anticipated that special meetings will be required to review capital facilities/engineering planning efforts, meet with consultants, collaborate with City staff on funding strategies, meet with Ecology to discuss regulatory permitting compliance, meet with special interest groups, and periodic updates to the action plan. A total of 8 special meetings are budgeted for this subtask and would typically be held at City Hall. It is anticipated that these meetings will be an hour in duration. Task No. 3 — Technical Resource and Action Plan Implementation 3.1 The City has assigned staff to manage/champion the current action items presented in the plan. A copy of the minutes from the action plan workshop held February 23, 2017 is attached with this scope of work for reference. These minutes provide a status update on current action items in progress and the assigned champion/project manager from the City. The specific tasks and deliverables needed to provide technical guidance and implementation of the action plan are not easily definable. As such, it is anticipated,that PACE will receive verbal or written assignments from our point of contact, the City Engineer. PACE will prepare a specific written task order to document the work request. The task order format will follow the City's template and include a description of work, budget, and estimated completion date. PACE Professional Services Agreement- PACE Engineers, Inc. On -Call Municipal Engineering Services Page 2 of 3 will monitor and track task orders separately and provide the City with a summary of the budget remaining on each task order form. The task orders may include but are not limited to the following; preparing technical memorandums, assisting with funding strategies for capital projects, preparing funding applications, coordination with Ecology, preliminary design engineering, cost estimating, developing scopes of work for capital projects, monitoring and updating action plan and scheduling, and responding to requests for technical guidance. Time of Performance: PACE will begin our work immediately upon executing the professional services agreement and notice to proceed from the City. We anticipate this work will progress over the next year ending on or before December 31, 2017. However, depending upon additional needs and scope of work assignments this date may be mutually extended. Fee for Services: The specific tasks and deliverables to provide this scope of work are not easily definable and are subject to change. Therefore, this scope of services will be conducted on a time and materials basis using our negotiated hourly billing rates included in our original On -Call Professional Engineering Services agreement. Payment will be made in accordance with the terms and conditions defined in the original professional services agreement. A budget not to exceed $30,000.00 without prior written authorization has been established for Task Order No. 2. Proposed: ;,I)J) & P6, P CE Engineers, Inc. Robin Nelson, Sr. Principal Engineer Approved: OqAp City P co Dave Zabell, City anager Professional Services Agreement- PACE Engineers, Inc. On -Call Municipal Engineering Services 311711 Date 411 Date Page 3 of 3