2-Appendix A.pdf

Appendix A – Scope of Services

Task #1: Project Administration Engineer shall manage professional services required to complete the Project including the monitoring and management of Project progress and budget. This task includes any and all coordination associated with the contract not included elsewhere, Project accounting, contract management, and the preparation of Project controls including progress reports, action items log, decision log, progress meetings, schedule, and invoices. After receiving written Notice to Proceed, within 30 days Engineer shall perform administration and management duties for the duration of Project and shall provide the professional services in this Task as follows:

1.1 Coordinate an initial kick-off meeting with BJWSA staff, inclusive of Engineering and Operations & Maintenance. The purpose of this meeting is to:

• Introduce all parties involved in this Project and establish points of contact.

• Discuss and obtain consensus on the Project scope, schedule, and work plan.

• Review the Project’s critical success factors and means of monitoring and measurement.

• Gather initial information and supporting documents.

• Discuss additional issues and concerns.

• Establish clear expectations relative to the deliverables.

1.2 Develop a schedule for the Project and include it in the monthly Project Status Reports.

This schedule will be continuously updated throughout completion of the Project.

1.3 Schedule and direct bi-weekly (every other week), progress meeting(s) virtually with BJWSA to review the status of deliverables, discuss the current schedule, address any outstanding action items, identify potential bottlenecks that may affect the timeline, review the Project budget status, confirm decisions made, and consider any enhancements requested by BJWSA.

• In months when a submission is due, a design workshop may occur in place of one of the progress meetings (See Task 3).

1.4 For all meetings, prepare an agenda and meeting materials, direct and document meetings to review progress and facilitate the exchange of ideas and information. Prepare draft meeting minutes to include action lists and decision lists within six business days and submit to Owner for review and approval. Final meeting minutes shall be issued within four business days of receipt of review comments or immediately after four days if there are no comments received.

1.5 Prepare monthly Project Status Reports and submit to BJWSA no later than the last business day of each month for the duration of the contract. The report shall utilize BJWSA’s standard template and include a summary of the work completed to date, a summary of the Project budget, an updated Project schedule, any changes to scope or conditions, an updated permit log, a summary of actions/decisions needed from the Owner, and upcoming Project activities.

Deliverables:

• Kickoff Meeting Notes

• Progress Meeting Notes

• Monthly Invoices

• Monthly Project Status Reports (Template provided by BJWSA, for work completed on Project during previous month)

Task #2: Evaluation of Existing Conditions, Survey, and Geotechnical Exploration

2.1 Engineer shall be responsible for obtaining, interpreting, and evaluating field survey data and geotechnical data necessary for the Project. Engineer shall make all necessary site visits and field investigations of existing conditions. Additionally, a full review of all existing documents and record drawings (to be provided by BJWSA to the selected Engineer) is expected to fully familiarize the Engineer with the historical changes at PRIWRF.

2.2 Obtain the services of a Registered Professional Land Surveyor to perform field survey services. Engineer shall determine the necessary extent of survey required to design proposed improvements.

2.3 Registered Professional Land Surveyor shall establish horizontal and vertical controls for the Project area. Horizontal datum shall be based on the South Carolina State Plane, NAD83.

Vertical datum shall be based on NAVD88. Provide a minimum of three (3) NGS Priority A benchmarks. Survey shall be in accordance with Rule 49-460 of the South Carolina Code of Laws. This survey shall be tied to the Owner’s control network.

2.4 Registered Professional Land Surveyor shall:

• Locate all property corners and road rights-of way. Provide name(s) and mailing addresses of adjacent parcel owner(s), parcel ID numbers, etc.

• Provide spot elevations within 20 ft of the proposed limits of disturbance. Limits of disturbance to be determined by Engineer, based on required improvements.

• Locate and label all visible improvements such as building, fences, walls, permanent signs, sidewalks, curb and gutter, edge of pavement, driveways, mailboxes, and other structures located within 20 ft of the proposed limits of disturbance.

• Locate all existing water lines, sewer lines, and storm sewer service points. Include pipe sizes, meters, valves, vaults, hydrants, manholes (with associated top, bottom, and invert locations), grate elevations, etc.

• Apart from service points, locate all Private and Public Utilities within 20 ft of the limits of disturbance.

• Identify discrepancies or conflicts in boundaries, any visible encroachments, and any portion of the property within the 100-year floodplain by graphical plotting only, as shown on the current Federal Emergency Management Agency map.

2.5 Obtain, interpret, and evaluate geotechnical data necessary for the design of the improvements. Geotechnical Services shall be provided by a geotechnical engineer licensed in the state of South Carolina. These services shall include exploratory work as well as laboratory and field testing based on a preliminary site plan and design, including professional interpretations of exploratory test data.

2.6 Geotechnical services will be paid out of allowance specified, due to scope limits of RFP.

Include proposed location, number, and depths of borings in Project proposal.

2.7 Geotechnical services shall include:

• Initial geotechnical exploration, such as soil borings, penetration tests, soundings, laboratory tests of soils and rock samples, and any supplementary data collection as required to provide design constraints. Quantities, scale, and methods shall be determined by a licensed Geotechnical Engineer.

• A geotechnical report, signed and sealed by a licensed Geotechnical Engineer, shall be prepared, presenting findings and interpreting data collected from exploratory work and testing. The report shall include assessments of the site conditions including recommendations of foundation design, compaction levels, surface preparation, backfill requirements, seismic conditions, and any other design parameters that will affect constructability and operation. The report shall indicate the anticipated performance of the subsurface material to be encountered under specific proposed uses and loading requirements. Electronic copies shall be submitted to BJWSA.

Deliverables:

• Survey Data Report o Control maps o ASCII point files o Original survey field books and files

• Geotechnical Report (signed and sealed by a Licensed Geotechnical Engineer)

Task #3: Design Phase Services

3.1 During the design phase of the Project, prepare construction drawings and specifications, including front end and technical specifications, necessary for the construction of the proposed improvements. It is anticipated there will be two (2) construction contracts for the proposed improvements; one for the installation of Owner procured secondary clarifiers and one for the remaining improvements.

3.2 Design drawings shall be included in a sheet set, including, at a minimum:

• Cover sheet, General Notes & Legend sheet, Site Plans, Sheet Index, Existing Conditions sheet, Demolition sheet, Plan & Profile sheet(s), and any water & sewer details as required. Details shall be BJWSA standard and shall be supplemented by Engineer’s details, as necessary to meet the design intent of the Project.

3.3 Develop technical specifications, in accordance with BJWSA’s latest design manual.

Technical specifications shall be curated to provide the best quality material that meets all industry and regulatory standards, meets the needs of BJWSA, and is cost effective.

3.4 Verify findings and identify potential conflicts that may arise during construction. Proposed design shall avoid conflicts to the greatest extent practicable, while considering physical and financial feasibility. Relocation of any utilities shall be coordinated with BJWSA as early in design process as possible.

3.5 Prepare front end documents to supplement BJWSA’s standard procurement documentation to provide a full bid-ready set of specifications. BJWSA will provide their own EJCDC documents inclusive of general and supplementary conditions.

3.6 Prepare and submit 30%, 60%, 90%, and 100%/Bid-Ready design packages to BJWSA for review and comment. Package shall include Specifications, Construction Drawings, and Cost Estimates.

• At 30% submittal, Engineer shall provide a Class 4, or better Cost Estimate.

• At 60% submittal, Engineer shall provide a Class 3 Cost Estimate. 60% submittal shall include technical and front-end specifications.

• At 90% and 100%/Bid-Ready submittals, Engineer shall provide a Class 2 Cost

Estimate that aligns with Bid Form

• Engineer shall inform the BJWSA of any adjustments to previous estimates of the Project construction cost which are indicated by market conditions or authorized changes in the scope.

• Engineer shall prepare a construction duration estimate for the proposed Project.

The construction duration estimate shall be based upon tasks, critical dates, milestones, deliverables, and current material availability. The estimate shall consider the interdependence of these items, as well as any adjacent construction projects.

• Engineer shall provide an updated Project schedule at 30%, 60%, 90% and 100%/Bid-Ready submittals.

3.7 At the 100%/Bid-Ready design phase, provide a digital copy of the design drawings, front-end, and technical specifications including a bid form that represents all Project requirements, as well as an associated unit-price specification.

3.8 Lead Design Workshops at 30%, 60%, and 90% design phases. Workshops will be held at the BJWSA’s office to solicit comments and feedback from the Owner. At completion of each, respective workshop, Engineer shall compile and distribute minutes within 2 business days of workshop. Minutes shall be inclusive of comments received from Owner. Engineer shall indicate how this feedback will be implemented into the next submission.

3.9 Review and develop a potential construction sequencing plan that outlines the overall approach to Project implementation while minimizing disruptions to the existing WRF operation during construction. This review will occur at the final design phase workshop with input being used to develop Project constraints to be followed by the Contractor during the construction effort.

Deliverables:

• 30% Design Drawings and Specifications and Cost Estimate (Two weeks prior to 30% Design Workshop)

• 60% Design Drawings and Specifications and Cost Estimate (Two weeks prior to 60% Design Workshop)

• 90% Design Drawings and Specifications and Cost Estimate (Two weeks prior to 90% Design Workshop)

• 100%/Bid-Ready Drawings and Specifications and Cost Estimate

• Workshop Meeting Minutes

Task #4: Permitting

4.1 Design the Project in compliance with the standard of care in the industry and the requirements of applicable laws, codes, and regulations, including the Local Building Code. The Construction Documents shall conform to applicable federal, state, and local regulations.

4.2 Evaluate what permits, required by which entities will be mandated to perform the proposed work.

4.3 Prepare and submit the Documents necessary to obtain approval of governmental authorities having jurisdiction over the design or operation of the Project and all public and private utilities.

4.4 Submit and acquire necessary permits and approvals that may include but are not limited to:

• South Carolina Department of Environmental Services (DES)

• Beaufort County

Task #5: Bidding Support

5.1 Coordinate bid letting date, time, and place with BJWSA. Develop Invitation to Bid accordingly.

5.2 Coordinate and conduct a pre-bid conference, if required. Pre-bid conference should at a minimum, outline the summary of work, inform bidders of required work and documentation for this Project, inform bidders on how bids shall be submitted, review any special requirements of the Project, and outline any abnormalities of the site. Engineer shall receive questions regarding the Project that will be responded to in addenda. Engineer shall prepare minutes and a sign-in sheet for BJWSA to issue in an addendum.

5.3 Assist BJWSA in responding to RFIs and questions received regarding the Project in addenda.

5.4 Review and evaluate bids, provide an Engineer’s certified tabulation of bids, and make a written recommendation to BJWSA concerning contract award.

5.5 Prepare a set of Conformed Drawings and Conformed Specifications, both labeled “Issued for Construction (IFC)”. Preparing conformed specifications includes the facilitation of executing contract agreements between all parties and coordinating the execution of bonds, insurances, and all other requirements of the contract on behalf of BJWSA with the bidder, upon award by

BJWSA. One (1) digital copy of the IFC contract documents shall be sent to the Contractor and

BJWSA.

End of Appendix A – Scope of Services