Loading...
RES 20-21-LCU019 ALL SIGNED LAS CRUCES UTILITIES BOARD RESOLUTION NO. 20-21-LCU019 A RESOLUTION AWARDING A CONSTRUCTION ADMINISTRATION CONTRACT FOR THE FLUTE WELL REPLACEMENT, PROJECT NO. 20-21-043, TO DANIEL B. STEPHENS & ASSOCIATES, INC., OF ALBUQUERQUE, NEW MEXICO, FOR A TOTAL CONTRACT AWARD OF $238,047.46. The Board of Commissioners for the City of Las Cruces Utilities, on behalf of the City of Las Cruces, is informed that: WHEREAS, the City of Las Cruces solicited bids for Project Number 20-21- 043, for the construction of the FLUTe Well Replacement project; and WHEREAS, monitoring wells GWMW-01, GWMW-06, GWMW-08, GWMW-09, and GWMW-10, for the Griggs and Walnut Ground Water Plume Superfund Site need replacing due to liner system failure; and WHEREAS, Resolution No. 20-21-043 is slated to be considered by the Las Cruces Utilities Board of Commissioners ("Board") on November 12, 2020, for the FLUTe Well Replacement project; and WHEREAS, the project will require construction administration, including site observation. Las Cruces Utilities requested a proposal from the design engineer, Daniel B. Stephens & Associates, Inc., for construction administration; and WHEREAS, based on the review of the proposal, the complexities related to the project construction, and the compressed time frame, the proposal appears reasonable; and WHEREAS, Las Cruces Utilities recommends the Board award the construction administration contract for the FLUTe Well Replacement project to Daniel B. Stephens & Associates, Inc., of Albuquerque, New Mexico. The time frame to complete the construction of this project is an estimated 75 working days. NOW, THEREFORE, Be it Resolved by the Board of Commissioners for the LCU FY20 06/20 Rev. 4 LCU Board Resolution No. 20-21-LCU019 Page 2 of 2 City of Las Cruces Utilities, on behalf of the City of Las Cruces: (I) THAT the construction administration contract for the FLUTe Well Replacement project be awarded to Daniel B. Stephens & Associates, Inc., of Albuquerque, New Mexico, in the amount of$209,312.75, plus 8.3125% New Mexico Gross Receipts Tax ("NMGRT") in the amount of $17,399.12, plus a 5% project contingency including NMGRT in the amount of $11,335.59, for a total award amount of $238,047.46. (II) THAT City staff is hereby authorized to do all deeds necessary in the accomplishment of the herein above. DONE AND APPROVED this 12th day of November 2020. APPROVED: By Board Chair ATTEST: Secretary VOTE: Chair Little: Moved by Vice-Chair Archuleta: Commissioner Bencomo: Seconded by Commissioner Carmichael: Commissioner Hardee: Commissioner Johnson: Commissioner Sorg: APPROVED AS TO FORM: Sr. Assistant City Attorney LCU FY20 06/20 Rev. 4 EXHIBIT "A" City of LaS Cruces PIW MOUNTAINS Of OPPORTUNITY MEMORANDUM To: Delilah A. Walsh, Interim Utilities Director From: Adrienne L. Widmer, P.E., Deputy Director Water Initials: j" Date: October 19, 2020 File #: W-529 Subject: Griggs and Walnut Ground Water Plume Superfund Site, FLUTe Well Replacement Project No. 20-21-043, Construction Administration Contract Monitoring wells GWMW-01, GWMW-06, GWMW-08, GWMW-09, and GWMW-10 for the Griggs and Walnut Ground Water Plume Superfund Site need replacement due to failure. In response to this need, Utilities advertised for bids for the replacements. Resolution Number 20-21-043 is slated to be considered by the Las Cruces Utilities Board on November 12, 2020 for the FLUTe Replacement Project. The construction administration, including observation will be required for this important project. Utilities requested a proposal, and received one, from the design engineer, Daniel B. Stephens & Associates, Inc. for construction administration. Based on this review of the proposal and the complexities related to it, in addition to the compressed time frame, the proposal appears reasonable. It is recommended that Daniel B. Stephens & Associates, Inc. be awarded the Time and Material Not to Exceed (T&M NTE) contract as follows: Task Description Total Price Proposed T&M NTE Fee $209,312.75 NMGRT (8.3125%) $17,399.12 Contingency (5% including NMGRT) $11,335.59 TOTAL (incl. NMGRT and Contingency) $238,047.46 The timeframe for the construction of the project is estimated at 75 working days from construction Notice to Proceed. Funding for this project is budgeted as shown below: GRIGGS WALNUT 20634003-804000 $238,047.46 Thank you for your consideration in this matter. Please feel free to contact me at 528-3514 if you have any questions or require additional information. AN EQUAL OPPORTUNITY EMPLOYER Delilah A. Walsh, Interim Utilities Director Page 2 of 2 Griggs and Walnut Ground Water Plume Superfund Site FLUTe Well Replacement Project No. 20-21-043, Construction Administration Contract — W529 October 19, 2020 Approved: p� Disapproved: ❑ co I (i 01,6j/ Delilah A. Walsh, Interim Utilities Director Date Attachment: Proposal from DB Stephens and Associates cc: Domonique Rodriguez, Rate and Economic Analysis Manager Initials: I October 15, 2020 �f Adrienne Widmer, P.E. Administrator Las Cruces Utilities Water P.O. BOX 2000 Las Cruces,NM 88004 Re: FLUTe Well Replacement at Griggs Walnut Ground Water Plume Site Dear Ms. Widmer: Daniel B. Stephens & Associates, Inc. (DBS&A) and John Shomaker and Associates Inc. (JSAI) have prepared this scope of services and cost estimate to replace FLUTe wells at the Griggs and Walnut Groundwater Plume Superfund Site for the Joint Superfund Project, consisting of the City of Las Cruces (CLC) and Dona Ana County. This project is the implementation of Alternative 7 from the DBS&A/JSAI memo dated November 19, 2019, with modifications noted in the letter issued by the United States Environmental Protection Agency (US EPA) on February 14, 2020. Several tasks associated with the project have been completed as of August 2020. These tasks include: • Removal of FLUTe liners from wells GWMW-01, -08, -09, and -10 • Preparation of technical specifications and construction documents pertaining to retrofit of FLUTe wells and installation of replacement monitor wells • Preparation of bid documents for prospective drilling contractors for both well retrofitting and installation. The bidding process is complete and DBS&A/JSAI support for this task is currently authorized under a separate proposal and Notice to Proceed. This proposal addresses services to be performed in support of the remaining tasks under Alternative 7. Scope of Services Remaining project tasks include: • Removal of remaining FLUTe liner material from well GWMW-06 • Conversion of the FLUTe wells to single-depth monitoring points • Installation of seven new monitoring wells co-located with existing FLUTe wells This scope includes engineering and hydrologic services associated with the remaining project tasks, summarized as follows: Daniel B. Stephens & Associates, Inc. 6020 Academy NE, Suite 100 505-822-9400 Albuquerque, NM 87109 FAX 505-822-8877 Ms. Widmer October 15, 2020 Page 2 Task I - Construction Oversight Construction oversight will include the following activities: • Attend a pre-construction meeting and site walk. • Provide oversight for following activities ■ Removal of remaining FLUTe liner from well GWMW-06 ■ FLUTe well cleaning and redevelopment ■ FLUTe shot perforations, as needed ■ Installation of five new monitoring wells within FLUTe well casings ■ Drilling and installation of seven new monitor wells ■ New well development • Review contractor pay applications • Attend a substantial completion walk through DBS&A will provide oversight and documentation of field tasks associated with the FLUTe well retrofit and replacement activities. JSAI will act as a subcontractor to DBS&A and provide oversight of replacement well installation. DBS&A technical staff will provide oversight of all other phases of work. Field tasks will be completed in substantial compliance with the approved project work plan, technical specifications, and construction drawings. Completion of this scope will require a significant amount of coordination with companies subcontracted to DBS&A and the City. This task will cover communication with subcontractors, scheduling, contracting, and coordination with the JSP, JSAI, and EPA. Task 2 -As Built Report, Survey, SAP Update This task will include the following items: • Letter report summarizing construction activities, including photo documentation and copies of final well permits • Survey of well locations and top of casing elevations • Record drawings • Boring logs Ms. Widmer October 15, 2020 Page 3 • Update of the Griggs Walnut Ground Water Plume Site Sampling and Analysis Plan (SAP)to include the new wells • Address one, consolidated set of JSP comments on the as-built report and SAP update • Address one, consolidated set of EPA/NMED comments on the as-built report and SAP update • Provide final copies of the above documents to the JSP and EPA/NMED. Exclusions This proposal excludes involvement in negotiations between CLC and entities contracted directly to CLC. Schedule The following schedule will be implemented in accordance with the schedule provided in the work plan that was submitted to EPA in May 2020. Schedule Due Date Notice to Proceed Early December 2020 Pre-Construction meeting Early December 2020 End of Field Activities Mid-March 2020 As Built Report 45 days after completion of field activities SAP Update 60 days after completion of field activities Cost Estimate DBS&A proposes to perform the scope of services described on a time and materials basis in accordance with our Environmental Engineering Services Agreement for $209,312.75, exclusive of New Mexico gross receipts tax. This cost is an estimated budget based on present knowledge of the assignment, and is believed sufficient to cover the services described; however, no guarantee is made or implied. Only actual costs incurred will be charged if costs are less than estimated. Estimated costs will not be exceeded; work will stop when estimated costs are reached, and will not continue without your written approval. Ms. Widmer October 15, 2020 Page 4 We trust this is the information you require at this time. If you have any questions, please do not hesitate to call us at(505) 822-9400. Sincerely, DANIEL B. STEPHENS & ASSOCIATES, INC. G dar Peterson, P.E. Kelly Jayne, P.E. ice President Project Engineer KJ/djs Attachments day' •r" � '� Cost Estimate Daniel B. Stephens & Associates, Inc. Cost Summary For Las Cruces Utilities FLUTe Well Retrofit October 15, 2020 Cost Summary by Task Task No. Project Description Cost 1 Construction CQA 173,935.75 2 As Built Report, SAP Update, Survey 35,377.00 Subtotal: $ 209,312.75 New Mexico Gross Receipts Tax @ 8.313% 17,399.12 Total: $ 226,711.87 o,S7 •'' �� Cost Estimate Daniel B. Stephens & Associates, Inc. Client Name: Las Cruces Utilities Date: August 26, 2020 Project Name: FLUTe Well Retrofit Estimator: JR Project Number: DB20.1178 Project Manager: JR Terms: T&M Reviewed by: KJ Approved by: Task 1 Construction CQA SERVICES UNIT UNIT FEE QUANTITY COST Principal Engineer Hour $ 190.00 1 $ 190.00 Senior Engineer Hour 175.00 22 3,850.00 Project Engineer/Project Manager Hour 142.00 108 15,336.00 Design Engineer Hour 118.00 390 46,020.00 Engineer Intern Hour 105.00 0 0.00 Engineering Technician Hour 99.00 0 0.00 Drafting Technician Hour 92.00 4 368.00 Survey Crew Hour 215.00 0 0.00 Construction Inspector/Observer Hour 105.00 0 0.00 Administrative/Clerical Hour 84.00 8 672.00 Field Testing and Investigations I Hour 1 86.001 0 0.00 Subtotal: 533 $ 66,436.00 EXPENSES IMARKUPI UNIT I UNIT FEE I QUANTITY I COST Airfare EA $ 400.00 1 $ 400.00 Per Diem EA 151.00 38 5,738.00 Rental car EA 150.00 1 150.00 Gasoline EA 50.00 1 50.00 Mileage EA 0.58 4,050 2,328.75 JSAI 10% LS 86,130.00 1 88,080.00 Expendable Tub (1 Required per Field Event) Lump Sum 30 1 30.00 Water Level Mtr Week 120 3 360.00 SCT Meter(YSI) Week 360 3 1,080.00 Calibration Kit Kit 75 1 75.00 Shipping EA 150.00 2 300.00 Field Equipment and Supplies EA 100 1 100.00 Subtotal: $ 98,691.75 Total Direct Cost 165,127.75 Markup on third party services 8,808.00 TASK 1 SUBTOTAL $ 173,935.75 New Mexico Gross Receipts Tax @ 8.313% 14,458.41 TASK 1 TOTAL $ 188,394.16 1. NOTES: �s'ry • �� ''� Cost Estimate Daniel B. Stephens & Associates, Inc. Client Name: Las Cruces Utilities Date: 8/26/2020 Project Name: FLUTe Well Retrofit Estimator: JR Project Number: D620.1178 Project Manager: JR Terms: T&M Reviewed by: KJ Approved by: Task 2 As Built Report, SAP Update, Survey SERVICES UNIT UNIT FEE QUANTITY COST Principal Engineer Hour $ 190.00 4 $ 760.00 Senior Engineer Hour 175.00 12 2,100.00 Project Engineer/Project Manager Hour 142.00 70 9,940.00 Design Engineer Hour 118.00 24 2,832.00 Engineer Intern Hour 105.00 0 0.00 Engineering Technician Hour 99.00 14 1,386.00 Drafting Technician Hour 92.00 46 4,232.00 Survey Crew Hour 215.00 0 0.00 Construction Inspector/Observer Hour 105.00 0 0.00 Administrative/Clerical Hour 84.00 2 168.00 Field Testing and Investigations I Hour 1 86.001 0 0.00 Subtotal:1 172 $ 21,418.00 EXPENSES IMARKUP1 UNIT I UNIT FEE I QUANTITY ICOST JSAI 10% LS $ 8,360.00 1 $ 8,360.00 Survey 10% LS 4,330.00 1 4,330.00 Subtotal: $ 12,690.00 Total Direct Cost 34,108.00 Markup on third party services 1,269.00 TASK 2 SUBTOTAL $ 35,377.00 New Mexico Gross Receipts Tax @ 8.313% 2,940.71 TASK 2 TOTAL $ 38,317.71 NOTES: JSAI March 16, 2020 LLMs. Kelly Jayne Geo-Logic/DBSA 6020 Academy Road NE, Suite 100 Albuquerque, New Mexico 87109 kjayne@geo-logic.com Re: FLUTe Replacement Wells Proposal and Cost Estimate Dear Ms. Jayne: John Shomaker & Associates, Inc. (JSAI) is submitting this proposal for developing construction documents, providing bidding support, construction observation, and final report for monitoring wells to replace selected FLUTe wells. JSAI is also proposing to assist Geo-Logic/DBSA as needed in the event that the FLUTe liners cannot be readily removed or if there are problems converting the FLUTe wells. As you are aware, JSAI has a vast amount of experience with all drilling methods and installation of all types of wells,including those contemplated for this project. We have been directly involved with many groundwater monitoring wells and production wells in Las Cruces, and are confident our experience will prove beneficial to this project. Seven new monitoring wells will be completed during the project including two new wells adjacent to GWMW-01,one new well adjacent to GWMW-08,two new wells adjacent to GWMW-09, and two new wells adjacent to GWMW-10. Our proposed scope of work is summarized below. Task 1. Construction Documents • JSAI will develop well drilling specifications including selection of appropriate drilling method,materials of construction, installation of annular materials, development methods, and cuttings and fluid handling. • Bid tabulation and Hydrogeologist cost estimate for drilling tasks. Task 2. Bidding Support • Attend pre-bid meeting, assist with addressing contractor questions, bid review. Task 3. Construction Observation • Attend pre-construction meeting, and respond to Request for Information (RFI). • Construction oversight services during drilling, completion, and development. • Collect drill cuttings, provide lithologic descriptions. • Attend final project walk through. Task 4. Report • Draft project summary,lithologic descriptions,as-built drawings,location maps,and field notes. • Review Geo-logic/DBSA and Joint Superfund Project comments and finalize report. Task 5. Assist with FLUTe Wells • As needed JSAI consulting services requested by Geo-logic/DBSA due to unforeseen problems with FLUTe liner removal and well conversion. 2611 Broadbent Pkwy NE,Albuq,NM 87107 JOHN SHOMAKER & ASSOCIATES, INC. 505-345-3407 • www.shomaker.com WATER-RESOURCE AND ENVIRONMENTAL CONSULTANTS Geo-Logic/DBSA -2 - March 16, 2020 Estimated Costs Task Estimated Costs 1. Construction Documents $7,030.00 2. Bidding Support $3,880.00 3. Construction Observation $86,130.00 4. Draft and Final Report $8,360.00 5. Consulting Services for FLUTe conversion $1,950.00 Subtotal Tasks I through 5 $107,350.00 NMGRT @ 7.875% $8,453.81 Total $115,803.81 In the event that unforeseen conditions arise that would increase our costs such as contractor delays, access issues, and the like, we will notify you as soon as possible so that an amendment for additional costs can be issued. The Construction Observation task assumes that it will take 60 days to complete the work. We realize how important Team Work is to a project of this type. We are certain that our past successes teaming on the project will continue, and we look forward to working with you. Sincerely, JOHN SHOMAKER&ASSOCIATES, INC. Roger Peery, CPG, PG CEO/Principal Hydrogeologist RP:rp cc: Adrienne Widmer, P.E., Las Cruces Utilities, via awidmer@las-cruces.org 2611 Broadbent Pkwy NE,Albuq,NM 87107 JOHN SHOMAKER& ASSOCIATES, INC. 505-345-3407 • www.shomaker.com WATER-RESOURCE AND ENVIRONMENTAL CONSULTANTS *JA& City of Las Cruces MOUNTAINS OF OPPORTUNITY LAS CRUCES UTILITIES BOARD OF COMMISSIONERS ACTION FORM For Meeting of November 12, 2020 (Adoption Date) TITLE: A RESOLUTION AWARDING A CONSTRUCTION ADMINISTRATION CONTRACT FOR THE FLUTE WELL REPLACEMENT, PROJECT NO. 20-21-043, TO DANIEL B. STEPHENS & ASSOCIATES, INC., OF ALBUQUERQUE, NEW MEXICO, FOR A TOTAL CONTRACT AWARD OF $238,047.46. BACKGROUND: The City of Las Cruces solicited bids for Project Number 20-21-043, for the construction of the FLUTe Well Replacement project. Monitoring wells GWMW-01, GWMW-06, GWMW-08, GWMW-09, and GWMW-10, for the Griggs and Walnut Ground Water Plume Superfund Site need replacing due to liner system failure. Resolution No. 20-21-043 is slated to be considered by the Las Cruces Utilities Board of Commissioners ("Board") on November 12, 2020, for the FLUTe Well Replacement project. The project will require construction administration, including site observation. Las Cruces Utilities requested a proposal from the design engineer, Daniel B. Stephens & Associates, Inc., for construction administration. Based on the review of the proposal, the complexities related to the project construction, and the compressed time frame, the proposal appears reasonable. Las Cruces Utilites recommends the Board award the construction administration contract for the FLUTe Well Replacement project to Daniel B. Stephens & Associates, Inc., of Continue on additional sheets as required Name of Drafter: ., Department: Phone: Adrienne L. Widmer P.E. ` t Utilities 528-3514 Account Number: Amount of Expenditure: Budget Amount: 20634003-804000 $238,047.46 1 730 000.00 Strategic Plan Goal / Objective / Strategy Addressed: Utilities Environmental Griggs Walnut Performance Budget Goal / Objective Addressed: By 2025, the pounds of PCE removed from the plume will be reduced bv 50%. Department Signature Phone Department Signature Phone � 528-3512 Budget ( �?1 S41-2300Utilities 1 Assistant � nn//��{{ Legal _ 541-2128 CityManager `��, ,�C!(t� 541-2271 City ,+11,Jrr Manager /�' � G �V 541-2076 LCU 5 18 Rev.4 LCU Board Action Form Page 2 Albuquerque, New Mexico. The time frame to complete the construction of this project is an estimated 75 working days. SUPPORT INFORMATION: 1. LCU Resolution No. 20-21-LCU019. 2. Exhibit "A" - Recommendation Memo and corresponding attachments to Delilah A. Walsh, Interim Utilities Director. BOARD OPTIONS: 1. VOTE "YES" - Will approve Resolution 20-21-LCU019 and authorize the award of the construction administration of the FLUTe Well Replacement project to Daniel B. Stephens & Associates, Inc., of Albuquerque, New Mexico, in the amount of $209,312.75, plus 8.3125% New Mexico Gross Receipts Tax ("NMGRT") in the amount of $17,399.12, plus a 5% project contingency including NMGRT in the amount of $11,335.59, for a total award amount of $238,047.46. 2. VOTE "NO" - Will reject Resolution 20-21-LCU019 and not authorize the award of the construction administration of the FLUTe Well Replacement project to Daniel B. Stephens & Associates, Inc., of Albuquerque, New Mexico. Staff will require strategic guidance. (Continue on additional sheets as required) City of Las Cruces° MOUNTAINS OF OPPORTUNITY LAS CRUCES UTILITIES BOARD ACTION FORM AND RESOLUTION ROUTING SLIP The purpose of this Routing Slip will help ensure the highest quality of work is presented to the LCU Board of Commissioners for action on the Resolution. As the drafter of a Las Cruces Utilities (LCU) Board Action Form (BAF) and Resolution (RES) you are responsible to ensure all documents submitted for the Utilities Director's approval are without errors. Please identify a Utility associate to review the entire BAF/RES packet, including any Exhibits and/or Attachments; followed by your Deputy Director. The FINAL COMPLETE BAF/RES packet is required no later than 8:00am 15- working days before the Board Meeting. The additional time is required to obtain all final signatures from City Hall and create the agenda packet in order to distribute to the Board Members. For Meeting of: November 12, 2020 Resolution: 20-21-LCU019 (Date) UTILITY STAFF REVIEWERS PRINT NAME INITIALS DATE 1. Drafter Adrienne Widmer i 2. Selected by Drafter Jose Provencio 3. Deputy Director Adrienne Widmer ���� l D6) 4. Budget Verification by Rate & Economic Analysis Domoni ue Rodriguez 5. Senior Office Manager Alma Ruiz enm i i i c or e i a a I s h ( �I 5(V OR(� cnv el lac cruces- LCU BAF/RES ROUTING SLIP FY21 9/2020 Rev.1