02 Consultant Guidelines for Performing Professional Services.pdf

CONSULTANT GUIDELINES

FOR

PERFORMING PROFESSIONAL SERVICES

FOR

METRO WATER RECOVERY

August 11, 2021

TABLE OF CONTENTS

Page

I. GENERAL

II. RELATIONSHIP WITH METRO WATER RECOVERY

A. Use of Consultants B. Lines of Communication C. Agreement for Professional Services D. Invoices and Payments E. Security F. Safety Awareness G. Smoking and Substance Abuse I. Equal Opportunity

III. PLANT SYSTEMS

A. Wastewater and Storm Water Disposal B. HVAC Systems C. Electrical Systems D. Instrumentation and Control Systems E. Telecommunications/Data Systems F. Plant Paging System G. Electronic O&M Manual

IV. PROJECT DESIGN

A. Peak Factor Equation B. Design Data C. Building Information Modeling (BIM) D. HVAC Systems E. Horizontal and Vertical Controls F. Color Coding G. Preparation of Construction Related Documents H. Metro Review of Work Products

V. CONTRACTOR PRE-QUALIFICATION

VI. PROJECT BIDDING

VII. PROJECT CONSTRUCTION

A. Resident Engineering B. Modification of Contract Documents C. Meeting Minutes D. Project Record Drawings

VIII. FACILITY DRAWINGS

CONSULTANT GUIDELINES FOR PERFORMING

PROFESSIONAL SERVICES FOR

METRO WATER RECOVERY

I. GENERAL

These Guidelines are prepared for consultants to familiarize them with some of Metro Water Recovery’s general requirements, practices, and facilities that may be applicable to their work with Metro Water Recovery. They also guide the Consultant to applicable reference documents where more specific requirements can be found. Metro staff will provide the Consultant with these requisite reference documents that are needed for the project.

The following abbreviations are used in these Guidelines:

BIM: Building Information Modeling CAD: Computer Aided Drafting (or Computer Aided Design) CSI: Construction Specification Institute EJCDC: Engineers Joint Contract Documents Committee HCS: HVAC Control System HVAC: Heating, Ventilation, and Air Conditioning I&C: Instrumentation and Control Metro: Metro Water Recovery MetroSpecs: Metro Standard Specifications MPM: Metro Project Manager NTP: Northern Treatment Plant RWHTF: Robert W. Hite Treatment Facility Staff: Employees of Metro Water Recovery TDS: Technical Design Standard

Referenced Metro Water Recovery Documents Professional Services Agreement Professional Study Services Agreement Short Form Agreement Security and Access Control Procedures Contractor, Vendor, and Visitor Safety Policy Cost Estimating Guide HVAC Systems TDS

II. RELATIONSHIP WITH METRO WATER RECOVERY

A. Use of Consultants

Metro Water Recovery’s Engineering Department is responsible for delivery of most of Metro Water Recovery’s capital projects. When in-house engineering resources are not available for a project, consultants are hired to perform all or a portion of the engineering services.

B. Lines of Communication

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A MPM is assigned to each project and is responsible for all aspects of the project. In a similar manner, the consulting firm should assign a project manager to be its representative in all project matters. All project-related communications between the consultant and Metro Water Recovery must go through these two individuals. When there is a need for the Consultant to meet with other staff members, arrangements for such meetings should be made by the MPM who should attend the meeting or receive minutes of the meeting. The Consultant’s project manager should make similar arrangements when Metro Water Recovery staff meets with other Consultant personnel.

C. Agreement for Professional Services

Metro has developed three standard professional services agreements that are based upon EJCDC forms. The Professional Services Agreement (PSA) is used on projects that require services on multiple phases. Potential phases include: study, preliminary design, design, construction, and post-construction. The Professional Study Services Agreement (PSSA) is used where only study services are required. The Short Form Agreement (SFA) is used for more generic types of work.

The following are some matters that often need to be considered when negotiating a professional services agreement:

• Contract Documents - Metro has rather strict guidelines for the preparation of the project manual and drawings. The standard agreements referenced above require the Consultant to follow these guidelines unless specifically stated otherwise. To avoid misunderstandings, consultants should review the guidelines and address this subject in detail during proposal and negotiation stages.

• Work Product Reviews - The standard agreements require that the Consultant prepare a work schedule for each phase of the work, including work product review meetings with staff. During negotiations, the consultant should become aware of any additional Metro needs in this regard.

• HVAC System Design - Metro is concerned with meeting its specialized HVAC needs in its RWHTF and NTP buildings and process areas. When HVAC work is included in a project, any special Metro requirements should be discussed during the proposal and negotiation stages.

• Electrical System Design - Metro has specific criteria for both its medium and low voltage distribution systems throughout the RWHTF. These criteria exceed normal industry standards and should be discussed during the proposal and negotiation stages.

• I&C Related Activities - Metro is particularly concerned with meeting its specialized I&C needs to monitor and control process equipment and instrumentation. When I&C work is included in a project, expectations and responsibilities should be discussed during the proposal and negotiation stages.

• 3D Modeling and BIM – Metro utilizes AutoCAD, Civil 3D, and Revit.

D. Invoices and Payments

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The MPM will provide account numbers and titles to the Consultant for identification on invoices of each designated portion of the work. Invoices shall be clearly arranged to document the charges to each account including the following:

• A listing of personnel who have charged time

• Hourly rates and hours worked

• Multipliers if used

• Appropriate reimbursable expenses

• Total charges for the month

• Total charges to date

• Applicable upper limits

Provide a brief status report with each invoice, including a graph showing projected versus actual billings, and an explanation of any significant variances from the projected billings.

Payments will be made monthly unless other special arrangements are made. Address invoices to the MPM.

E. Security

The Consultant shall be familiar with and comply with Metro’s Security and Access Control Procedures. During regular office hours all visitors are directed to the Administration Building to check in and receive a visitor's badge. On projects where the consultant and consultant team members are frequently at Metro, the MPM can arrange to have a contractor badge issued to each team member. The badges are typically good for about a year, project dependent. These badges provide basic access privileges during regular office hours.

Inform the MPM prior to site visits to determine the need for Metro staff escort. Special arrangements may be made through the MPM to access Metro facilities during non-office hours.

F. Safety Awareness

Metro has Contractor, Vendor, and Visitor Safety manuals for both construction and non-construction activities. Consultants, and any entities working for them, shall become familiar with the appropriate manual and abide by its requirements. Important aspects of the policy include accident reporting, confined space entry, emergency response, hazardous areas, and many other topics. Refer to the manual provided for a complete list of topics and associated requirements.

G. Smoking and Substance Abuse

Metro has strict smoking and substance abuse policies. Smoking is not permitted on Metro property whether inside or outside of any buildings, facilities, equipment, or vehicles. These policies are included in the Professional Services Agreement.

H. Equal Opportunity

Metro requires its consultants and contractors to afford equal employment opportunity to qualified individuals regardless of their race, color, religion, sex, national origin, age, April 23, 2025 - Page 4 physical or mental disability or veteran status. These requirements are included in the Professional Services Agreement.

III. PLANT SYSTEMS

A. Wastewater and Storm Water Disposal

Sanitary sewage from most RWHTF buildings flows through a sewage system to an in-plant waste lift station, from which it is pumped to the North head works. Site storm water and roof drains are directed to the RWHTF storm water system. Generally, storm water from the North Complex is directed and discharged to the effluent channel, while South Complex storm water is collected, and pumped to the South head works.

Many areas of the RWHTF are highly congested with underground pipes, channels, conduits, and duct banks that makes the routing of new sanitary and storm sewers difficult.

Work closely with the MPM in routing such facilities.

B. HVAC Systems

High priority will be given to design, equipment selection, construction, and documentation of all new or modified HVAC systems. Appropriate involvement of the HVAC system designer, whether this is the consultant or a sub-consultant, will be required through all phases of the project.

Metro utilizes an on-line HCS for remote monitoring, control, and alarm response for most of the HVAC equipment at the RWHTF. The RWHTF HCS was originally installed by Johnson Controls (JCI) and was a proprietary system. After years of operation, this system became outdated, and because of issues with its proprietary structure, its service contract was allowed to expire. Some equipment monitoring remains on this HCS.

Due to satisfactory performance of a Trane HCS at the NTP, Trane was selected to replace the JCI HCS at the RWHTF and about half of RWHTF HVAC equipment is connected to the Trane HCS, some equipment remains connected to the JCI or the Operations control system, and some HVAC assets are not connected to any HCS.

Very few NTP HVAC assets are connected to the HCS as only the HVAC equipment in personnel buildings is connected. All of the NTP process area HVAC equipment is operating standalone. While able to function under local control, none of the process area HVAC equipment can be monitored remotely.

C. Electrical Systems

Metro currently receives power from Xcel Energy at 13.2 kilovolts in three locations at the RWHTF. Power is distributed throughout the plant via medium voltage duct banks and is stepped down to 480 volts for utilization by means of sub-station style transformers. These transformers feed power to Low Voltage Switchgear (LV SWGR) which in turn feed 480-volt Motor Control Centers (MCCs). The MCCs then feed power and lighting panels to accommodate smaller voltage loads. Metro also has specific requirements for all types of cables for the electrical distribution system.

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Projects that involve additions and/or improvements to the RWHTF typically require some type of interface with the electrical system. It is imperative that the consultant work closely with Metro staff during the negotiation of the agreement to clearly define responsibility and electrical-related scope of work.

D. Instrumentation and Control Systems

Metro utilizes control systems at its treatment plants to monitor and control process equipment and instrumentation. Projects that involve additions and/or improvements to any process or building typically require some type of interface or expansion of Metro’s control system. This could include modifications to, or installation of, new control hardware, or programming related changes/additions to ensure proper monitoring and control of new equipment and instrumentation.

It is imperative that the consultant work closely with Metro staff during the negotiation of the agreement to define responsibility areas and I&C-related scope of work. Important tasks, timing, and responsibility areas for the various I&C activities will need to be determined.

E. Telecommunications/Data Systems

The Information Technology (IT) Division is responsible for all aspects of Metro's Information and Telecommunication systems. The Telecommunications system includes several Fiber Optic network backbones connecting virtually every building at the RWHTF.

In addition, numerous CAT 5 and CAT 6 runs connect most buildings to a centralized PBX.

Fiber Optic and CAT 5 or 6 cables are used extensively within buildings to connect end users to network equipment. The telecommunications systems include support for a central PBX system supporting 500 telephone extensions and an integrated voice mail system.

Coordination with IT staff is required when working with these systems.

F. Plant Paging System

Metro has a GaiTronics ADVANCE SmartSeries paging system for communication across the RWHTF. The installed equipment includes alarm towers, handsets, amplifiers, speakers, beacons, fiber interface, and an ADVANCE control cabinet. The GaiTronics system provides all emergency notifications to the RWHTF and requirements for this equipment should be addressed during negotiation of the agreement to ensure full functionality and compatibility at all times.

G. Electronic O&M Manual

Metro maintains an electronic O&M Manual system (OMMS) for the RWHTF. Consultants are required to make project-related updates to the OMMS as part of the project scope of work (construction or post-construction phase). Engineering and IT staff can coordinate remote access for consultant staff, or updates can be made on-site.

IV. PROJECT DESIGN

A. Peak Factor Equation

Design of wastewater facilities often requires the projection of average and peak wastewater flows through the design life of the facility. Peak flow values are particularly

April 23, 2025 - Page 6 important in the design of sewers as they are used to determine the pipe size. Metro has developed an equation for the peak factor to be used in such a design.

B. Design Data

Plant process data and existing facility drawing information are available in many formats and from different Metro groups. Consultants should decide what data is needed and discuss with the MPM how to provide.

Metro has most of the Metro facilities in 3D models from which to create more accurate facility drawings. If a particular facility has not been modeled prior to the project start date, Metro will make every effort to provide the consultant with LIDAR point clouds of the existing facility at the beginning of the project. The point cloud can then be used by the consultant as a reference or to generate a 3D model for the project design. If the facility has been modeled, Metro staff can provide the consultant with the 3D model which can be provided in a variety of formats. Models are created in Revit. In addition to point clouds or 3D models, Metro will provide facility and RWHTF utility drawings as requested.

Metro can provide utility drawings in AutoCAD Civil 3D format for the following:

Overall

Air Systems Channels and Conduits Chemical Electric Irrigation Natural Gas

Sanitary Sewer Solids Processing Storm Sewer Survey and Control Topography Water Systems Transmission Sys. Interceptors

Coordinate with the MPM and Geospatial Manager to obtain this information.

During the RFP phase, Metro will only provide .pdf drawings of existing facilities and RWHTF utilities.

C. Building Information Modeling (BIM)

Currently, Metro is developing its requirements for BIM. Ultimately, Metro would like to create an information-rich BIM environment to link 3D models, shop drawing information, EAM/CMMS databases, asset management, and electronic O&M manuals. Coordinate with the MPM and Geospatial Manager to obtain the latest information and requirements which the consultant should use to develop a project-specific BIM Execution Plan.

D. HVAC Systems

Metro has special requirements for the design of HVAC systems. The consultant should follow Metro’s HVAC Systems TDS.

E. Horizontal and Vertical Controls

RWHTF:

Metro has established 23 Master Control Monuments (MCMs) across the RWHTF that have vertical and horizontal coordinates.

• Horizontal Datum:

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State Plane Coordinate System based on the Colorado State Plane – Central Zone (NAD 83) Adams County Control Combined Scale Factor = 0.99979199 Ground Scale Factor = 1.000208053

• RWHTF Vertical Datum: NAVD 88 (cors)

NTP:

State Plane Coordinate System based on the Colorado State Plane – Central Zone (NAD 83) Adams County Control Combined Scale Factor = 0.99979199 Ground Scale Factor = 1.000208053

• NTP Vertical Datum: NAVD 88 (cors)

Lift Stations and Interceptors:

• State Plane Coordinate System based on the Colorado State Plane – Central Zone (NAD 83) Adams County Control

• Vertical Datum: NAVD 88 (cors)

F. Color Coding

Metro has developed a color-coding system to help in identifying the various piping systems and types of equipment in its processing facilities both at the RWHTF and the NTP. In the circumstance that an additional process is added at the RWHTF or NTP, the consultant should notify the MPM, who will direct the consultant on what color code to use.

G. Preparation of Construction Related Documents

Metro has developed a set of standard construction document forms and guidelines.

Consultants are expected to use these forms and guidelines in preparing the contract documents unless their agreement specifically states otherwise.

Metro standard construction documents are based largely upon the standards of EJCDC and CSI MasterFormat. The MPM will provide the consultant with an electronic and/or hard copy of applicable templates and forms.

In addition to the requirements, Metro has developed and is continuing to develop master specifications. They specify those items that are normally used by Metro, but the specification writer may modify them as needed for a specific project. The consultant must use Metro’s standard specifications. If a standard specification has not been developed for a specific/needed specification, then Metro’s standard specification format should be used in developing the specification.

Metro has drawing deliverable requirements that will need to be met in the preparation of project drawings for Metro projects. It will be necessary for the consultant to work closely with the MPM and the Geospatial Manager to discuss project drawing needs and the specific Metro drawing requirements.

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H. Metro Review of Work Products

Metro staff actively participates in the review of the work products prepared by consultants.

The Professional Services Agreement provides for a specific number of review meetings with the Owner during the study, predesign, and final design phases at milestones/times indicated in the consultant's work schedule. The number, timing, and content of the reviews will depend on the nature and size of the project. These matters should be discussed and coordinated during proposal and negotiation stages.

Following are work products that are typically required for review at various stages in a project.

Preliminary Design - In addition to the work products required by the standard agreement, submit the following:

• Drawing list indicating anticipated number of drawings for each category and discipline.

• Consider Metro's specialized requirements for electrical, instrumentation & control, HVAC, and communication systems in preparing the cost estimate.

Final Design - Final design reviews are typically required at 50%, 75% and at 90% completion, but the timing and content may be adjusted to fit the specific needs of the project.

In addition to the work products required by the standard agreement, submit the following for initial reviews:

• Drawings General

Cover Sheet Vicinity Map and Construction Limits Sheet Index Legends (all disciplines)

Civil Demolition Plan Grading and Drainage Plan Storm Sewer Plan and Profiles Layout and Paving Plan Utility Plan Landscape Plan

Architectural and Structural Plans Elevations

Mechanical Plans Plumbing Plan

HVAC

Plans Air Balance Diagrams Schematics

Electrical Site Plans Duct Bank Sections

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Medium Voltage One-Lines (if required) Protective Relay Schematics LV SWGR & MCC One-Lines Schematic/Wiring Diagrams LV SWGR & MCC Elevations Power Plans Lighting Plans PA System Riser Diagram

I&C Network Schematics and Plans Process & Instrumentation Diagrams Instrument Plan Refer to the Project Workflow Diagrams in the I&C Design Guide for additional requirements.

• Metro expects that the design drawings be created from a 3D model, and that the model be current throughout subsequent phases of the project. In some cases, Metro can provide the consultant with a pre-project as-built 3D model or LiDAR point cloud. Additional BIM-related requirements may be required.

• Provide preliminary specifications for specialized equipment. It is important that the probable contents of the electrical, I&C and HVAC specifications be included.

Specifications for non-specialized equipment may, at this point, be standard with manual mark outs and cut-and-paste additions.

• Complete an Project Impacts Checklist (PIC) at 50% design.

• Major Equipment List showing brand and model if available, number of units and approximate equipment cost. This list will be reviewed to determine O&M documentation and training requirements to be included in final specifications.

• The standard agreement requires that the consultant use Metro’s Cost Estimating Guide when preparing cost estimates. The Guide provides the format and frequency of cost estimates. The MPM will provide a copy of the Guide.

In addition to the work products required by the standard agreement, the equipment list is developed during the earliest possible stages of design. This list is used to assign asset designation codes for the shop drawing submittals and for use in Metro’s Enterprise Asset Management system.

The contract documents should be essentially ready for bidding. If anything remains to be finalized it should be clearly noted for the reviewer. Allow up to 21 days for staff review. This review may take place concurrently with the consultant's internal quality control review.

For each review, the MPM will compile all Metro review comments into one set and submit them to the consultant accompanied with a letter. The consultant shall act on and reconcile all comments by incorporating them into the documents accompanied by a written response to the MPM. The consultant shall also return the set of comments submitted by the MPM, so the MPM can verify that all comments were addressed.

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V. CONTRACTOR PRE-QUALIFICATION

For large, complex, or specialty projects, Metro may pre-qualify General Contractors by issuing a Request for General Contractor Prequalification Application through www.BidNetDirect.com.

Occasionally, pre-qualification of certain sub-contractors (e.g. electrical, I&C) is desired.

Follow the procedures for GC pre-qualification.

Invitations for Bid will be provided to the pre-qualified General Contractors who will have the opportunity to download the contract documents and submit a bid for the construction project. Only bids from pre-qualified General Contractors will be evaluated by Metro, and final selection will be based on Metro’s existing competitive bidding process.

VI. PROJECT BIDDING

Metro publicly advertises construction bids and pre-qualifications utilizing www.BidNetDirect.com. Advertising is performed directly by Metro with assistance as needed from the consultant. Perspective bidders can obtain Bidding Documents through BidNetDirect.

VII. PROJECT CONSTRUCTION

A. Construction Services

During the construction phase the consultant will perform construction services including submittal reviews, responding to requests for information (RFI), and review of or-equal and substitution requests.

B. Resident Engineering

The consultant normally provides resident engineering services on Metro projects, but on smaller projects Metro may self-perform. On larger projects Metro may choose to provide or request one or more inspectors to work under the direction of the consultant's resident engineer. Exhibit D to the Professional Services Agreement is used for this purpose.

C. Modification of Contract Documents

The consultant will be required to prepare addenda, proposed changes, work change directives, proposal requests, and change orders.

D. Construction Meeting Minutes

Construction meeting minutes may be prepared and distributed by the MPM but often are included in the consultant responsibilities. The agreement will define this responsibility.

E. Project Record Drawings

For most capital projects the consultant is required to complete a post-construction LIDAR scan. The LIDAR scan and as-built drawings provided by the contractor can then be used to update the design model prior to project record drawing production. Along with the project

April 23, 2025 - Page 12 record drawings, the consultant will provide to Metro the as-built model and LIDAR point cloud in native format.

The consultant shall submit utility record drawing updates on a quarterly basis during active construction.

VIII. FACILITY DRAWINGS

Metro prepares and maintains Facility Drawings that are intended to show facilities as they actually exist without any references to the projects under which they were built or modified.

Preparation of Facility Drawings or modification of existing Facility Drawings is rarely included in the consultant's scope of services. This task is usually left to Metro staff. Facility Drawings may be part of the deliverables in the case where a new building is constructed.