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23-RESOLUTION ACCEPTING PROPOSAL FROM DUNHAM ENG FOR DESIGN/INSPECTION FOR REHAB OF THE EASTSIDE ELEVATED WATER STORAGE TANKCITY COUNCIL AGENDA ITEM BRIEFING SHEET Submittal Date: 12/01/11 Otiginating Department: Public Works Presented By: Ronald J. Sullivan, P.E, Public A,genda Item No.: Councii Date: 12/12/11 Works Directar 23. RECOMMENDED MOTION: Move to approve a Resolution accepting the proposal from Dunham Engineering, Inc. for design and inspection professional services for the rehabilitation of the Eastside elevated water storage tank; and authorizing the City Manager to negotiate and execute all necessary documents. POLICY ISSUE(S): Capital Improvements Program BACKGROUND: The rehabilitation of the East Elevated Storage Tank is included in this year's Capital Improvements Budget. Staff sent Requests for Qualifications to seven Engineering Firms for the design and inspection of the rehabilitation of the elevated tank. We received five responses. The five firms responding were Dunham Engineering, Freese and Nichols, Hayter, Neel-Schaffer and Tank Industry Consultants. The Statements of Qualifications were reviewed by the City Engineer, the Utilities Directar and myself. While all five firms were well qualified to perform this work we unanimously agreed that Dunham Engineering was best suited for this job. Dunham Engineering specializes in this type of work and has performed the most recent inspections on this tank. Subsequently we requested a formal proposal from Dunham Engineering for this work. Their proposed fee for this project is $60,000 for the design and preparation of contract documents and $30,000 for inspection and construction management. The total fee for this work is $90,000. Staff concurs that this is a reasonable fee for the proposed work. Attached is a draft of the Letter of Agreement and Schedule for the proposed project. Staff has no objection to the proposed Letter of Agreement subject to review and possible amendment by the City Attorney and recommends that the City Council authorize the City Manager to execute a Professional Services Contract with Dunham Engineering, Inc. for the Rehabilitation of the East Elevated Storage Tank. BOARD/COMMISSION RECOMMENDATION: EXHIBITS: Resolution; Proposed Letter of Agreement and Schedule ACTION: BUDGET INFO: ❑ Financial Report ❑ Minute Order Expense $ 90,000 ❑ Department Report ❑ Resolution Budgeted Amt. $ 900,000 ❑ Presentation ~ Ordinance ❑ P bli H i ❑ O h y'I'D Actual $ Q u c ear ng t er Acct. Name Acct. Number FISCAL NOTES: iZiyiZUi i 133 1ZEVIEWED AND APPROVED BY: Z Administration Z City Clerk ❑ Community Development ❑ EMS/IT ❑ Finance ❑ Fire ❑ Municipal Court 2 Legal ❑ Library ❑ Police Z Eng./Public Works ❑ Utilities 12/9/2011 134 Draft 2 S:attorney/reswork/current/Dunham/water storage 12-12-11 RESOLUTION N0. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS, ACCEPTING THE PROPOSAL FROM DUNHAM ENGINEERING, INC. FOR DESIGN AND INSPECTION PROFESSIONAL SERVICES FOR THE REHABILITATION OF THE EASTSIDE ELEVATED WATER STORAGE TANK; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND DECLARING AN EFFECTIVE DATE. WHEREAS, the City of Paris did heretofore, send out requests for qualifications to seven Engineering Firms for design and inspection Professional Services related to the rehabilitation of the City's Eastside Elevated Storage Tank. The City received proposals from five firms: Dunham Engineering, Freese and Nichols Engineering, Hayter Engineering, Neel-Schaffer, and Tank Industry Consultants; and WHEREAS, the City Engineer, director of Public Works and Director of Water Utilities reviewed all proposals submitted and they agree that the proposal that provides the best qualifications, experience and value to the City of Paris was submitted by Dunham Engineering; and WHEREAS, the proposal providing the best value to the City of Paris was received from Dunham Engineering for in the amount of $90,000.00 which includes both design and inspection services; and WHEREAS, the City Manager is authorized to negotiate and execute a Contract Agreement with Dunham Engineering, Inc., for the Rehabilitation of the Eastside Elevated Water Storage Tank, on behalf of the City of Paris, in accordance with the proposal attached hereto as Exhibit "A". NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, TEXAS: Section 1. That the findings set out in the preamble of this resolution are hereby in all things approved. Section 2. That the proposal of Dunham Engineering, Inc., for design and inspection services related to the rehabilitation of the East Elevated Storage Tank, in the City of Paris is hereby accepted as the proposal providing the best value to the City of Paris upon said contractor meeting all of the terms and specifications included in the Agreement, Contract Documents, Bid Documents and Project Specifications for the rehabilitation of the East Elevated Storage Tank, referred herein as Exhibit "A" and timely execution of a written contract with the City of Paris. 1T9 Section 3. That the City Manager of the City of Paris, be, and he is hereby authorized and directed to negotiate and execute a contract on behalf of the City of Paris with Dunham Engineering, Inc. for design and inspection services related to the Rehabilitation of the East Elevated Water Storage Tank, in accordance with the proposal attached hereto as Exhibit «A„ Section 4. That this Resolution shall be effective from and after the date of passage. PASSED AND APPROVED this 12th day of December, 2011, A.J. Hashmi, M.D., Mayor ATTEST: Janice Ellis, City Clerk APPROVED AS TO FORM: W. Kent McIlyar, City Attorney 136 DEA,, D U N H A M ENGINEERING November 14, 2011 The City of Paris Public Works Building SU W. Hickory Street Paris, Texas 75460 DUNHAM ENGINEERING, INC. www.DunhamEngineerinq.com Texas Registration Number. F- 002253 13141 Hill Rd., College Station, TX 77845 Phone: (979) 690-6555 Fax: (979) 690-7034 Re: Engineering Services for Rehabilitation of the East Elevated Storagc Tank Attn: Ronald J. Sullivan, P.E., Public Works Director Thank you for your selection of Dunham Engineering for the above referenced project. We look forward to working with you and the City of Paris. Please find enclosed our proposed engineering services contract and supporting documentation. Also enclosed per your request, is a copy of our proposed front-end construction contract documents for this project and a preliminary schedule. Dunham Engineering is ready to begin work upon execution of the enclosed Letter of Agreement. Please find enclosed a pdf version of our contract documents for your review. If you should have any questions or require more information, please contact us anytime. Thanks for your business! - _ ~ ~i'"',~ -.....14---~°•-.-_..~...--.~,,.a.. Jiminy D. Dunham, P.E. << 1) EXHIBIT ~ 1.17 DE3 D U N H A M ENGINEER[NG DUNHAM ENGINEERING, INC. www.DunhamEnqineerinq com Texas Registration Number: F- 002253 13141 Hill Rd., College Station, TX 77845 Letter of Agreement Phone: (979) 690-6555 Fax: (979) 690-7034 This is an Agreement made as of , 2011 beEween City of Paris of Paris, Texas hereinafter known as the OWNER and Dunham Engineering, Inc. of College Station, Texas hereinafter known as the ENGINEER. The OWNER intends for the ENGINEER to perform professional engineering services in the design and construction management of the WORK. The WORK is defined as the rehabilitation of the East Elevated Water Storage Tank located in the 600 block of 25th Street NE, Paris, Texas. The rehabilitation project will include replacing the interior and exterior protective coating systems and performing minor structural repairs. The exterior coating system has lead content greater than 1% by weight. Per TCEQ Rules and Regulations, containment and lead abatement is required for protection of the environment when the exterior coatings are removed. The engineering services will generally be performeci in accordance with the Project Approach included in the ENGINEER's Statement of Qualifications dated October 31, 2011, and the recommendations of the ENGINEER's Report of Inspection dated June 21, 2007. Based on the 2007 Report of Inspection, estimated construction cost of the WORK is expected to be between $550,000 and $650,000. PHASE I - DESIGN The ENGINEER agrees to complete an initial inspection and evaluation of the structure and deliver a Report of Inspection to the OWNER within 30 days of the date of this agreement. The Report of Inspection shall include a recommended scope of work, as well as budget and schedule estimates. The following services will be performed as part of the initial inspection and evaluation: Inspect tank per AWWA D101 - Inspection and Repair of Steel Water Tanks and Chapter 290 of the TCEQ Rules and Regulations. o All appropriate personal protective equipment (PPE) will be used. o Prior to entry, the interior atmosphere will be tested with an electronic air monitor to ensure that the interior of the tank does not have a hazardous atmosphere per OSHA 1910.146. • Perform ultrasonic thickness (UT) testing on selected steel surfaces. Page 1 of 3 138 • Perform adhesion testing per ASTM 3359 on exterior coatings. • Provide written report with pictures of interior and exterior surfaces. • Provide recommended scope of work for rehabilitation project with schedule and budget estimates. • Owner to provide access to the tank for a 3-man inspection team via a man lift. The ENGINEER agrees to prepare the design, produce engineering plans and specifications, prepare the contract documents, advertise for bids to selected contractors and recommend award of a lump sum construction contract to complete the WORK for the OWNER. The ENGINEER agrees to provide a draft set of contract documents to the OWNER for review and approval no later than 30 days from the date of the Report of Inspection. The ENGINEER agrees to finalize the documents and advertise the WORK to selected contractors for bid within 30 days after receipt af OWNER'S comments and approval. The OWNER agrees to advertise in the newspaper of record as required by the OWNER'S rules and by-laws. The ENGINEER agrees to assist the OWNER in opening and reviewing bids and recommending a contractor for award. PHASE II- CONSTRUCTION The ENGINEER agrees to periodically inspect the contractor during the construction period to ensure contract compliance. Inspections will be performed on a hold-point basis. No work will progress beyond the designated hold-point until approved by the ENGINEER. The following hold-points are expected to be designated in the Praject Specification: (1) Lead monitoring and abatement procedures in place and being followed. (2) All welding repairs completed prior tn painting. (3) Containment erection completed. (4) Surface contaminants removed as necessary. (5) Blast profile obtained and degree of blast completed. (6) Prime coat completed. (7) Stripe coat completed. (8) 1st Intermediate coat completed. (9) 2nd Intermediate coat completed. (10) Finish coat completed. Page 2 of 3 I _q _q (11) Holiday detection test of interior completed. (12) Cure test of interior completed. The ENGINEER agrees to process Contractor progress payments and recommend payment by the OWNER. The ENGINEER agrees to prepare and process Contract Change Orders as required during the course of the construction contract. The ENGINEER agrees to conduct a final inspection of the WORK and to recommend final payment for the CONTRACTOR when the WORK is completed The ENGINEER agrees to schedule and conduct a one year warranty inspection of the WORK prior to the end of the warranty period and to coordinate completion of any required warranty repairs. In consideration of the above services, the OWNER agrees to compensate the ENGINEER in accordance with the following schedule: Phase I - Design Total fee of $60,000 - Partial payments due as follows: 0 25% when initial Report of Inspection is provided to OWNER. 0 25% when draft contract documents, plans and specifications are provided to OWNER. 0 50% when contractor recommended for award. Phase II - Construction Tota] fee of $30,000 - Partial payments due as follaws: 0 25 % when contractor mobilizes 0 25% when contractor is 50% complete 0 50% when contractor completes work and tank is returned to service GINEER By: Jimmy D. Dunham, P.E. Tit1efresident 1q, 1`4-6v 1-11 Page 3 of 3 OWNER By: Title: 140 cn C,:lt~ w N, ~ ~ CO) 0 'P ODVm a~ n=0 m n, '::L o' 0 n~ v, n m c~ m o pom ~co ~ c=n am o -yl-~ ~ d ~ > > 2 y o ~ N o n N =3 c ~ ~ 0 I n 0 ~ ~ A O 1 0) r m Oo .A W W ~J N' ~ N ~ OD .~A W N W N NNNN~..►' O cn G O C ~ ~ m C`O 00 .\A W W N OD ~ N Nr' ~ CT V Gl N N CT N N N N N N N 0 o N Duration (Days) 0 00000 -1 ~ -g Ze Ze ,.e % Complete ~ c°n c` i Working Days 0 0 0 0 0 0 o Days Complete 0 0~-~ o~ Days Remaining F 0 Dec - 2011 Jan - 2012 Feb - 2012 Mar - 2012 Apr - 2012 May - 2012 Jun - 2012 Jui - 2012 Aug - 2012 Sep - 2012 Oct - 2012 Nov - 2012 Dec - 2012 Jan - 2013 o0 ~ v 3 o m t0 ~ ~ N ; C/) p. (D y' ~ n cfl ~ or m CD m a o y ~ r* N 3rn W3 ~ 0 - 0 ~ ~ a C~ ~ o ~ 11n ~Q ~ ~ ~ ~ ~ X (D W O ~ a cu IIC;. CA 0 ~ m ~ 0 ~ a N - O 141