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Home My WebLink About2004-04-08 Agenda Packet - Board Agenda Item Memorandum To: Board of Directors From: Neil Kaufman, Water Systems Engineer Date: March 11, 2004 Subject: GEOTECHNICAL TESTING SERVICES FOR THE YEAR 2004 CONSTRUCTION SEASON 1. Why this matter is before the board: Approval from the Board of Directors is required for all expenditures greater than $15,000. 2. History: In the Spring of 2002, the District issued an RFP for Geotechnical Testing Services. Eight proposals were received and reviewed by District staff. A recommendation was made to the Board to retain Converse Consultants to performing the testing work for the 2002 construction season. The Board then approved a contract with Converse for the 2002 construction season. With Board approval, Converse was retained to perform testing work again for the 2003 construction season. District staff feels that Converse's work is satisfactory, and would like to continue to use Converse for the 2004 construction season. District staff are not properly trained or equipped to perform this testing work. It should also be noted that the type of work performed under this contract is subject to the Prevailing Wage scale and that there essentially is no difference in cost between Converse and any other firm the District could choose to utilize. 3. New information: The District staff has planned construction of about 14,000 feet of water pipeline during the Summer of 2004. In addition, there are a number of services and fire hydrants to be installed at Donner Lake, as well as foundations and parking areas related to pump stations, wells and storage tanks. All of these facilities require some form of testing to ensure that soils are properly compacted and that asphalt is properly placed. Based on the satisfactory work performed by Converse in the past, I requested that Converse provide a new proposal to perform testing work for the planned 2004 construction described above. A copy of the proposal and the proposed Task Order with Converse is attached. ........................... 4. Recommendation: I recommend that the Board approve entering into a new Task Order with Converse Consultants to perform geotechnical testing services at an hourly rate of $65 per hour, in an amount not to exceed $49,700. Attachments: Proposal from Converse Consultants Task Order for Converse Consultants LU Converse Consultants Over 50 Years of Dedication in Geotechnical Engineering and Environmental Sciences February 19, 2004 04-23427-00 Mr. Neil Kaufman, P.E. Water System Engineer Truckee Donner Public Utility District Post Office Box 309 Truckee, California 96160 SUBJECT: PROPOSAL FOR COMPACTION TESTING SERVICES TRUCKEE DONNER PUBLIC UTILITY DISTRICT Converse Consultants (Converse) would appreciate the opportunity to provide compaction-testing services to the Truckee Donner Public Utility District. Services will be provided under the direction of the undersigned. Recently, Converse has provided similar services to Truckee Donner PUD during the 2002 and 2003 construction season. We understand that the 2004 work will consist of the following: 1. 4,300 feet of pipeline constructed in small segments from early May to July 2. 3,200 feet of 24-inch pipeline with construction starting in mid-May and continuing for about 45 days. 3. 5,500 feet of pipeline constructed in two sections starting in mid June with a duration of approximately 4 months. 4. Miscellaneous service connections at Donner Lake running from July to mid-October Our scope of services will be to provide compaction testing of the trench backfill. All work will be in accordance with Nevada County requirements. Based on our previous experience, each project will probably need testing at least once per day. Previously, Converse had charged approximately 3 to 4 hours per site visit with no travel or mileage charges. It is also our understanding that our services will be provided under California Prevailing Wage Law. Accordingly, our proposed fee is significantly higher in order to comply with the labor code. 4840 Mill Street,Suite 5, Reno,Nevada 89502 Telephone: (775)856-3833.Facsimile:(775)856-3513.e-mail:reno@converseconsultants.com `Nr�aao� m i Tahoe Donner Public Utility District 2004 Construction February 19, 2004 Page 2 Our hourly fee for this project will be $65.00 ($45.00 for non-testing work as outlined in the attached Fee Schedule). This fee includes all mileage and travel costs. Mr. Doug Rich, who has provided services during the two previous construction seasons, will be your primary technician. Accordingly, we have assumed the following schedule based on information provided by you: May 4 hours per day at 21 days June 8 hours per day at 22 days July 8 hours per day at 22 days August 8 hours per day at 22 days September 4 hours per day at 22 days Based on the above estimate, we anticipate approximately 700 hours of time spent on your projects. Our estimated fee is as follows: 700 hours at $65/hour $45,500.00 20 Proctors at $135/each $ 2,700.00 Reports/Engineering (estimate) $ 1,500.00 Total Estimated Fees: $49,700.00 Converse has appreciated the opportunity to be of service. We understand that a contract will be prepared for our execution. We look forward to working with you. Respectfully submitted, CONVER E CONSULTANTS I hill, Vice President/Managing icer i P t r Tahoe Donner Public Utility District 2004 Construction February 19, 2004 Page 3 FEE SCHEDULE TRUCKEE DONNER PUBLIC UTILITY DISTRICT SUMMER 2004 GEOTECHNICAL TESTING Basic Hourly Rate: $45/hour Prevailing Wage Hourly Rate (only if required by TDPUD): $65/hour Travel Time: No charge for routine scheduled services provided by Doug Rich. For emergency call-outs or engineering consultation by Dean Stanphill, travel time will be charged at the standard hourly rate. Mileage: No charge for routine scheduled services provided by Doug Rich. For emergency call-outs or engineering consultation by Dean Stanphill, travel time will be charged at the standard hourly rate. Charge per Compaction test: No charge for compaction tests when the standard hourly rate is the basis for charges. If the project were charged on a per test basis (the RFP states a total of four tests per day —two tests per project), the fee would be $50/test. Standby time: $45/hour Other tests: See attached Fee Schedule It is our opinion that project services can best be provided at the basic hourly rate basis. In this manner, Converse would be free to work with the contractor to determine the optimum moisture and compactive effort without any extra charges to the Truckee Donner Public Utility District (TDPUD). As stated in the proposal, it is our opinion that obtaining the proper compaction and product will be a team effort between the contractor, TDPUD, and Converse. If reimbursed on an hourly basis, this allows Converse the time to work with everyone involved to produce the best product for TDPUD. Only the number of hours allowed and approved by TDPUD would be charged. Y fi { TRUCKEE DONNER PUBLIC UTILITY DISTRICT MASTER SERVICES AGREEMENT TASK No. 3 TASK TITLE: Provide geotechnical testing services for District's Summer 2004 projects. This TASK agreement is being entered into by the parties hereto pursuant to the provisions of the Master Services Agreement between the Truckee Donner Public Utility District ("DISTRICT") and Converse Cons ting ("CONSULTANT") dated_ 2004, and all terms and definitions cont ned in the Master Services Agreement shall apply to this TASK. L Description of Work A. CONSULTANT agrees to provide geotechnical services to the DISTRICT in connection with the following District projects: (i) District Pipeline Replacement-2004 (ii) Donner Lake Pipelines—2004 (iii) Fiber to the User System (Contracts A & B) (iv) Installation of Services for the North Shore of Donner Lake (Contracts A &B) (v) Northside Transmission Pipeline (vi) Prosser Village Well Building and Pipeline (vii) Red Mountain Pump Station and Tank (viii) Richards Pump Station (ix) Any Other Projects as requested by the DISTRICT B. Qualification of Personnel: The personnel supplied by CONSULTANT to fulfill its obligations under this Agreement shall include personnel experienced in conducting density testing of various kinds of materials, including soil, sand, and aggregate. C. CONSULTANT to DISTRICT: It is understood that the services to be provided under this Agreement are for the benefit of the DISTRICT and its staff, and that the CONSULTANT'S responsibility will be to the DISTRICT. It is further agreed that in all matters pertaining to the DISTRICT'S development or redevelopment projects, the CONSULTANT shall act as consultant to only the DISTRICT and shall not act as consultant to any other individual or entity affected by development or redevelopment in the DISTRICT in any manner that would conflict with CONSULTANT'S responsibilities to the DISTRICT during the term of this Agreement. D. CONSULTANT shall adhere to accepted professional standards as set forth by the relevant professional associations and shall perform all services required under this Agreement in a manner consistent with generally accepted professional procedures. CONSULTANT shall strive for maximum accuracy in the results obtained for its services, and the data provided shall be as accurate and up-to-date as is reasonably possible. E. CONSULTANT shall be obligated to devote as much of its attention, skill, and effort as may be reasonably required to perform the services described herein in a professional and timely manner. II. Scope of Work In consideration for payment of fees under Section III of this TASK, CONSULTANT shall provide, or cause to be provided, the following services: f i 1 A. Attend pre-construction conferences to determine what testing frequency is required, determine the suitability of on-site soils for use as compacted fill and bedding material, determine whether other testing requirements exist are required for other rights-of-way that cross DISTRICT's trench. B. Collect material samples and develop moisture density curves. Provide required laboratory testing of asphaltic concrete pavements, meet with DISTRICT personnel to discuss what level of testing is required, determine whether published maximum density values are acceptable or whether new values need to be developed through laboratory testing. C. Provide field density testing of bedding envelope sand, soil backfill, soil subgrade, aggregate base, and asphaltic concrete pavements, as allowed by the construction schedule and as specified by DISTRICT. Testing may include nuclear gauge testing and/or sand cone test methods, as appropriate. D. Work with DISTRICT's construction contractor to optimize construction procedures to obtain efficient compaction. E. Establish and maintain project notebooks for each project, including one notebook per project to be maintained at DISTRICT's office, containing field and laboratory test results and summary reports, with daily updates of field test results. Time for performance of all services under this Task of this Agreement shall be from April 26, 2004 to November 26, 2004. III. Fees and Method of Payment The DISTRICT agrees to pay to CONSULTANT a sum not to exceed $49,700 as the sole compensation under this Agreement for the services to be rendered in connection with this Task. Payment shall be made based upon monthly invoices submitted by the CONSULTANT and approved by the DISTRICT. Compensation above this amount may be agreed to by the Parties and evidenced in writing by a change order or some other record. A. CONSULTANT's hourly rate for such additional services as may be requested by DISTRICT shall be as set forth in Exhibit "1" attached hereto. B. DISTRICT retains the right to require proof of services performed or costs incurred prior to any payment under this Agreement. C. The DISTRICT retains the right to require the submittal by the CONSULTANT of all background research materials generated by the CONSULTANT in providing the services set forth herein. D. The term "costs" as used in this section includes, but is not limited to, the following items and is the sole responsibility of the CONSULTANT: travel, printing, clerical, mailing, etc. IV. Personnel A. CONSULTANT agrees that it will employ, at its own expense, all personnel, including any subcontractors, reasonably necessary in its discretion to perform the services required by this Agreement, and in no event shall such personnel be the employees of DISTRICT. All of the services required hereunder shall be performed by the CONSULTANT or subcontractors, subject to provisions of Sub-paragraph (B) below. 2 r B. In addition to personnel employed directly by CONSULTANT, CONSULTANT may engage such subcontractors as it may deem necessary to the performance of its services hereunder with the prior written approval of DISTRICT. Any such subcontractors shall be paid by the CONSULTANT from the funds payable to CONSULTANT pursuant to this Agreement, and in no event shall DISTRICT be responsible for the payment of such subcontractors. V. Abandonment of Proiect If the DISTRICT finds it necessary to abandon or suspend the PROJECT, the CONSULTANT shall be compensated for all work completed under Article II according to the schedule for payments designated under Article 111. Work items not completed, but upon which work has been performed, shall be paid for on the basis of time and expenses incurred in accordance with the attached consultant fee schedule (Exhibit "I"). VI. Ownership of Documents CONSULTANT agrees to return to the DISTRICT, upon termination of this Agreement, all documents, drawings, photographs, and other written or graphic material, however produced, received from DISTRICT and used by CONSULTANT in the performance of its services hereunder. All work papers, drawings, reports, internal memoranda, graphics, photographs, and any written or graphic material, however produced, prepared by CONSULTANT in connection with its performance of services hereunder shall be, and shall remain after termination of this Agreement, the property of the DISTRICT and may be used by the DISTRICT for any purpose whatsoever. VII. Warranties CONSULTANT warrants that its services are performed, with the usual thoroughness and competence of the consulting profession, in accordance with the standard for professional services at the time those services are rendered. In witness whereof, the parties have executed this TASK the day and year first written above. TRUCKEE DONNER PUBLIC CONSULTANT: UTILITY DISTRICT � p � Its Its � r Date: Date: y 3 02/15/2004 14:20 17758563513 CONVERSE PAGE 03/03 Tahoe Donner Public Utility District 2004 Construction February 19, 2004 Page 3 FEE SCHEDULE TRUCKEE DONNER PUBLIC UTILITY DISTRICT SUMMER 2004 GEOTECHNICAL TESTING Basic Hourly Rate: $45/hour Prevailing Wage Hourly Rate (only if required by TDPUD): $65/hour Travel Time: No charge for routine scheduled services provided by Doug Rich. For emergency call-outs or engineering consultation by Dean Stanphill, travel time will be charged at the standard hourly rate. Mileage: No charge for routine scheduled services provided by Doug Rich. For emergency call-outs or engineering consultation by Dean Stanphill, travel time will be charged at the standard hourly rate. Charge per Compaction test: No charge for compaction tests when the standard hourly rate is the basis for charges. If the project were charged on a per test basis (the RFP states a total of four tests per day—two tests per project), the fee would be $50/test. Standby time: $45/hour Other tests: See attached Fee Schedule It is our opinion that project services can best be provided at the basic hourly rate basis. In this manner, Converse would be free to work with the contractor to determine the optimum moisture and compactioe effort without any extra charges to the Truckee Donner Public Utility District (TDPUD). As stated in the proposal, it is our opinion that obtaining the proper compaction and product will be a team effort between the contractor, TDPUD, and Converse. If reimbursed on an hourly basis, this allows Converse the time to work with everyone involved to produce the best product for TDPUD. Only the number of hours allowed and approved by TDPUD would be charged. .......................................... . . . rl!—Mrl I D'Uv 10"P 1 {T 3 it e L , A .. =11 LETTER OF TRANSMITTAL TO: Dean R. Stanphill DATE: February 19, 2004 Converse Consultants JOB NO: 4840 Mill Street, Suite 5 PROJECT: Geotechnical Services Reno, Nevada 89502 SENDING THESE ARE VIA TRANSMITTED LWjE op Drawings ❑ For YourUse ❑ Overnight py of Letter ❑ As Requestedans ❑ For Your Approval ❑ UPS ❑ Specifications ❑ For ❑ FedEx Review/Comment ❑ Other(Spee fy Below) ❑ Other(specify Below) ❑ Other(Spe(fy Below) COPIES DESCRIPTION 2 Master Services Agreement "Task No. 3" REMARKS Please sign both copies and return to me. After the agreement has been executed by the District, I will forward a copy to you. Sara Orme-Johnson f (8 > Truckee Donner Public Utility District P.O. Box 309 t jly Truckee, CA 96160 �p. `