- Scope of Work
Rehabilitation work that is typically performed on the finished water reservoirs includes but is not necessarily limited to:
- Replace expansion joints
- Repair shallow- and deep-concrete cracks
- Repair shallow- and deep-concrete spalls
- Remove soft or otherwise deteriorated concrete, restore reinforcement steel that has corroded and apply shotcrete to provide adequate cover for the reinforcement steel
- Apply concrete penetrating sealers or other suitable materials to restore concrete
- Remove deteriorated flexible membranes and apply new flexible membranes to water proof the roof decks of concrete reservoirs
- Remove delaminated paint, prepare surfaces and repaint steel reservoirs
- Remove delaminated paint, prepare surfaces and repaint steel reservoir fill pipes
- Remove delaminated paint, prepare surfaces and repaint steel appurtenances on reservoirs
- Replace cathodic protection systems that are past their useful service life
- Replace or restore deteriorated ancillary equipment on reservoirs such as vent stacks, bird screens, drains, overflow pipes, access hatches, access hatch covers, access covers, catwalks, ladders, steps, and sampling piping and related equipment
- Restore reservoir over-flow spillways
- Restore reservoir underdrain systems
The scope of services for this professional engineering services contract includes the following key tasks:
Project Management and Kickoff Meeting
The project management task will include development of a project work plan, work breakdown structure and project schedule that shows how the work will be completed to inspect and rehabilitate all of the reservoirs listed in Table 1 in the background section within the time of this contract. Project management will continue throughout the duration of the contract to ensure the project is being implemented as planned and meeting GLWA expectations.
A critical component of this task is to schedule meetings and workshops to gain GWLA and GLWA customer concurrence on the progress, recommendations and overall direction of the project. This will include attendance and preparation of documents necessary to gain concurrence prior to proceeding with future phases of the project. Equally as important will be the scheduling of system shutdowns necessary to complete the work.
Design
This task involves the design of the reservoir improvements, including obtaining permits that GLWA is required to obtain direct from authorities having jurisdiction such as the Michigan Department of Environmental Quality (MDEQ) Act 399 permit. The design will generally involve:
- Consulting with GLWA to determine the priority of the reservoir inspections and improvements, permitting and reporting requirements to authorities having jurisdiction such as MDEQ.
- Reviewing record documents, operation and maintenance manuals, and other data pertinent to the design of the project.
- Preparing the general requirements, Division 1 sections of the specifications customized to the work of the construction contract. Key Division 1 specification sections that will involve significant customization will include, but are not limited to summary of work, construction sequencing, project coordination, measurement and payment, control of work, construction scheduling, site security, health and safety, quality assurance and quality control, temporary facilities, contract closeout, cleaning, and disinfection.
- Defining the scope of construction work that will form the basis for writing the specifications, drawings and related bid/contract documents.
- Developing a comprehensive bid schedule that includes the appropriate unit price and lump sum bid items to adequately cover the construction work likely involved to rehabilitate the reservoirs on a job order basis upon completing the reservoir inspections.
- Developing the estimated quantities of work for each unit price bid item for each construction line item.
- Preparing a detailed Division 1 Measurement and Payment section that describes the scope of each bid item and how it will be measured in the field for the basis of payment to the construction contractor.
- Preparing technical specifications and drawings customized to the work of the construction contract. Drawings shall include plans, sections, details, schedules, notes, etc. to adequately and thoroughly describe the work required of the construction contractor.
- Developing contract provisions to allow each reservoir rehabilitation to be awarded as a job order with strict and specific requirements of the contractor in terms of completing the construction work within reasonable timeframes so that the reservoirs are ready for service by May 1 of each year.
- Developing any other relevant work items necessary to adequately design the project and ready it for public bidding.
- Conducting monthly meetings during the design phase and hold design review workshops to present the design documents. All relevant disciplines shall attend the workshops. The design workshops shall have a detailed agenda and identify all critical design issues that require GLWA decisions.
- Preparing reservoir isolation and shutdown plans as necessary to specify in the construction contract documents.
- Conduct field measurements and survey of project area and affected facilities as necessary to prepare a complete and accurate design.
- Prepare 30%, 60%, 90%, and 100% design document deliverables. As a minimum, the 30% deliverable shall include the Division 0 bid schedule, key Division 1 sections such as the summary of work, construction sequencing, project coordination, measurement and payment; plan drawings of all reservoirs, list of drawings, table of contents of technical specifications, and recommended reservoir rehabilitation technologies (e.g. types of flexible membranes for roof decks, coating systems, concrete crack injection materials, concrete patching materials, expansion joint replacements, etc.) to be specified at the 60% stage. A preliminary basis of design report shall be submitted with the 30% design to document the consultant’s design recommendations, identified permitting requirements, construction sequencing plan, schedule, and the engineer’s opinion of probable construction cost. The 60% and 90% deliverables shall include all draft specifications and drawings coordinated with GLWA’s Division 0 front-end documents. The 60% and 90% deliverables shall also include updated schedules and engineer’s opinion of probable construction cost. The 90% design deliverable shall be considered as complete suitable for submittal to the MDEQ as part of the Act 399 permit application process. Any comments offered by the MDEQ as part of its permit review and those edits made to the 90% design documents as a result of GLWA’s review of the 90% design will advance the design to 100% completion. This project will not use GLWA’s master specifications. The consultant shall provide its own technical specifications for this project organized in accordance with CSI MasterFormat® 2014.
- Prepare 30%, 60%, 90%, and 100% projected construction schedules that demonstrate the contractor’s ability to complete the specified work within the allowable contract times, including allowance for reasonable float. Submit with design document deliverables.
- Prepare 30%, 60%, 90%, and 100% engineer’s opinion of probable construction costs (EOPCC) broken down by Construction Specifications Institute (CSI) Division MasterFormat® 2014. Submit with design document deliverables.
- Prepare 30%, 60%, 90%, and 100% projected construction cash outflows that are estimated to occur during the course of the construction contract based on the consultant’s EOPCCs and the projected construction schedules. The cash flow projections shall be broken down by month for the duration of the contract. Submit with design document deliverables.
- Assist GLWA in developing the amounts to be specified for liquidated and special damages to be included in the construction contract.
Bid and Negotiation Service
The consultant’s bid and negotiation phase services shall include the following:
- Lead the technical aspects of the pre-bid conference and site tour on the same day as the conference. Provide up to two additional site tours on separate dates after the pre-bid conference to accommodate bidder requests for additional site tours. Each site tour event will require two days. One day for touring Lake Huron and Imlay Station and the other day for the other facilities. Therefore, a total of 6 days of site tours shall be provided by the consultant.
- Prepare addenda (bulletins) to answer bidder questions, provide clarifications, and modify the bidding documents as necessary.
- Evaluate alternative materials and equipment proposed by prospective bidders and vendors and recommend to GLWA on the acceptability of such requests.
- Evaluate the bids to determine if the apparent low bidder and second low bidder are responsible and if all the bids are responsive.
- Conduct up to two pre-award meetings with the apparent low bidder(s) in case this meeting is deemed necessary to determine the responsibility of the apparent low bidder(s) and to make sure the bidder understands the entire scope of the project and is confident in his bid price.
- Prepare meeting summaries and agenda.
- Prepare an explanation as to the difference between the engineer’s final construction cost estimate and the contractors bids, especially the apparent low bid.
- Assist GLWA with the preparation of the letter recommending the construction contract award to be submitted to the Great Lakes Water Authority Board for its approval of the contract.
Inspection Services for Finished Water Reservoirs
External inspection of each reservoir should include full exterior structural inspection of tank walls and roof. The inspection should also include assessment of components such as roof membrane, air vents, access hatches, overflow piping/flap valve, drains, sampling/sensing lines, exterior ladder systems, exterior splash pads for overflows, manways, finishes, steel reinforcement, wall penetrations, roof drains, underdrain system, equipment hatches, and all other exterior reservoir appurtenances. The consultant should provide a documentation of the width, depth, and length of any significant cracking on the exterior of the structure. The goal of the external inspection is to quantify cracking, and other reservoir deficiencies such that these quantities can be used to develop pay items in the design and construction phase of the project.
The interior inspection of each reservoir should include full interior structural inspection of tank walls, roof, support columns, and base slab. The inspection should also include interior air vent penetrations, overflow piping and weir box, dewatering system (sumps, pipes, valves, etc.), sampling/sensing lines, interior ladder systems, manways, exposed steel reinforcement, wall penetrations, fill piping system, pipe supports, mixing systems, drain piping, sluice gates, and all other interior reservoir appurtenances. The consultant should provide a documentation of the width, depth, and length of any significant cracking on the interior of the structure. Consultants will be expected to provide a detailed inspection procedure of how they will inspect every square foot of the walls, floors, columns, and roofs for each reservoir. The reservoir walls are as much as 20 feet tall in some locations and have poor lighting. The consultant should demonstrate how they plan to complete the inspection to address the challenges of comprehensively complete the reservoir inspection. The goal of the internal inspection is to quantify cracking, and other reservoir deficiencies such that these quantities can be used to develop pay items in the design and construction phase of the project. The selected consultant will be expected to perform interior inspection during the off-peak season (September 15th through May 15th) and will be expected to coordinate with water supply engineering systems control for the required shutdown for interior inspection.
The proposer shall identify in its proposal to this contract its approach and techniques that it will use if awarded this contract to conduct non-destructive testing. The proposer shall describe what information is obtained from the non-destructive testing and how this information will be used. The consultant is also responsible for identifying cases where destructive testing is needed to determine root causes of reservoir deterioration. The consultant shall recommend destructive tests, when deemed necessary, and conduct these tests in order to determine root causes and the most appropriate restoration strategies. As part of its proposal, the proposer shall discuss the typical non-destructive tests that would likely be needed on the types of reservoirs indicated in Table 1 in the background section of this RFP.
Preparation of Job Orders
The consultant shall prepare job orders to be issued to the construction contractor that provides the specific scope of rehabilitation to be performed on each reservoir. The job orders will be based on the results of the inspection and the contractor’s approved schedule of values. The job orders shall also include the completion times for the work of each order and must specify any special constraints. These completion times and special constraints must be tied back to the contract document language developed by the consultant. Any necessary reservoir rehabilitation work that is identified during the inspection that does not fit into a pay item in the schedule of values will need to be scoped out with the construction contractor and a cost negotiated. The consultant shall provide these services but the cost for these engineering services will be paid from the allowance item.
Construction Administration
The consultant shall provide customary construction administration services throughout the course of the construction contract. GLWA will approve all items that will result in an increase or decrease in contract time, contract amount or that affect project quality. Responsibilities of the consultant during the construction phase include, but are not limited to the following:
- Receive all project submittals (administrative and technical) and distribute as necessary to the GLWA and construction contractor with instructions to the parties on the appropriate action required.
- Review shop drawings, samples, erection drawings, testing reports, etc. and take appropriate action (approved, approved as noted, revise and resubmit, etc.), and distribute the technical submittals to GLWA and the construction contractor.
- Issue instructions from GLWA to the construction contractor, interpret and clarify the contract documents, and respond to requests for information (RFI) as necessary.
- Make recommendations about the acceptability of the work.
- Review the construction contractor’s initial and monthly progress schedule updates and communicate with the construction contractor and GLWA as needed to assure that the construction contractor completes the work within the specified contract times.
- Prepare contract change orders and Construction Change Directives (CCDs).
- Maintain logs of submittals, tests, requests for interpretations, change orders, etc.
- Perform special inspections and testing of work.
- Make recommendations to the GLWA on corrective actions or contractual measures that may be exercised by the GLWA.
- Prepare directives as required to resolve problems due to actual field conditions encountered.
- Observe and assist in performance tests and initial operation of the project.
- Communicate with the GLWA and construction contractor to coordinate and facilitate equipment and process shutdowns to keep the plant operational during construction.
- Preside at construction progress meetings, take meeting minutes, and distribute to GLWA.
- Conduct claims analyses, including but not limited to cost estimating, time impact analysis, technical evaluations of the contractor’s claims, and provide recommendations to the GLWA on claim judgments.
- Review and approve equipment operation and maintenance (O&M) manuals submitted by the construction contractor.
- Review and approve all specified record and close-out documents specified in the bidding/contract documents.
- Review and approve warranty statements.
- Assist with construction contract close-out activities.
- Provide engineering disciplines (e.g., architectural, structural, mechanical, process, electrical, instrumentation & controls / Ovation SCADA) as necessary throughout the duration of construction to assist and support the resident project representative in reviewing the progress and quality of work performed by the construction contractor.
- Provide engineering disciplines (e.g., architectural, structural, civil, mechanical) in coordination with the resident project representative to determine if the project is substantially complete (including any interim substantial completion milestones) and finally complete. This includes and is not necessarily limited to developing punch lists of defective and deficient work with the resident project representative and determining when punch list work is satisfactorily complete in accordance with the construction contract documents.
Resident Project Representation
The consultant shall provide a resident project representation (RPR) to assist the consultant in observing the progress and quality of construction work and field check materials and equipment to further protect GLWA against defects and deficiencies in the construction work. The consultant’s RPR must be present on site whenever the construction contractor is performing rehabilitation work on a reservoir. The RPR will be the consultant’s representative on site and will act under the supervision of the consulting engineer. The duties, responsibilities and limitations of authority of the RPR are as specified in the Agreement between the Owner and Engineer for Professional Services. Responsibilities of the consultant during construction with respect to RPR services include the following:
- Provide resident project representation to monitor and document the progress and quality during the entirety of the construction to ensure that the construction is accomplished in conformance with the design drawings, technical specifications and contract documents.
- Provide detailed daily inspections of the progress and quality of work required to adequately review and certify the construction contractor’s monthly applications for payment. The consultant will be fully responsible for reviewing payment applications to ensure that the construction contractor is paid for work satisfactorily completed in accordance with the contract documents.
- For the purposes of evaluating costs in this RFP, the consultant shall base costs assuming 1,000 labor hours per construction year of full RPR services for the expected active construction period of 4 years for a total of 4,000 labor hours. Consultant shall specify the number and experience level of full time equivalent (FTE) employees to be on site during the construction in their proposal.
Reporting
As part of this task, the consulting engineer shall provide a final closeout report that summarizes the project results and includes final as-built documentation of the repairs made to each of the reservoirs. The report shall also document any special maintenance schedules that are recommended for each of the basins in the near- and long-term. If special conditions are learned through the rehabilitation process such as site-specific shut-down requirements, the consultant will be expected to document these conditions in the final closeout report.
Allowance
An allowance for engineering services is provided for those cases where an unexpected and unforeseen reservoir rehabilitation method is needed, and the consultant has to design a different/new method and negotiate the construction cost with the contractor.
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