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4.15 4.15 SERVICES\Chazen—Sewer Force Main Emergency—Meadowbrook Road—5%Contingency-3-9-2020 RESOLUTION AUTHORIZING ENGAGEMENT OF THE CHAZEN COMPANIES FOR ENGINEERING SERVICES RELATED TO EMERGENCY REPAIR OF SANITARY SEWER FORCE MAIN IN VICINITY OF 313 QUAKER ROAD, QUEENSBURY RESOLUTION NO.: 92020 INTRODUCED BY: WHO MOVED ITS ADOPTION SECONDED BY: WHEREAS, as a result of a break that occurred on the Town's sewer force main located near 313 Quaker Road in the Town of Queensbury on or about February 41h, 2020, the Town Wastewater Director arranged for immediate repairs on an emergency basis for public health and safety reasons as time would not allow for the receipt of bids, and WHEREAS, it is now necessary for the Town to replace the Sewer Force Main on such emergency basis for public health and safety reasons, and WHEREAS, the Town Board wishes to engage the technical, professional services of The Chazen Companies (Chazen) related to the design and construction administration of such Sewer Force Main replacement including the development of specifications for a sum not to exceed $65,075 in accordance with Chazen's March 6, 2020 Proposal Project No. 92000.10 presented at this meeting, and WHEREAS, in Chapter 3(C)(2) of the Town Purchasing Procedures, upon the Town Board considering the reasonableness of the fee, it may engage a particular professional which has professional familiarity with the project, work or Town records, the Town's experience and working relationship with the professional and/or the Town and professional's personal trust and S. confidence, and WHEREAS, the Town Board wishes to waive the Town Purchasing Policy's two (2) quotes, self-imposed bidding/purchasing requirement in this instance, and WHEREAS, the Town will adhere to all New York State Law bidding requirements, and WHEREAS, the Wastewater Director has advised the Town Board that there are times when Change Orders may become necessary for such services and has requested that the Town Board also authorize him to approve and sign certain Change Orders up to a 5% contingency for Change Orders that he deems necessary or appropriate, and WHEREAS, the Queensbury Consolidated Sanitary Sewer District will therefore incur costs greater than originally budgeted for, and WHEREAS, the Queensbury Consolidated Sanitary Sewer District has sufficient surplus fund balances and has met New York State Comptroller's requirements for the appropriation of fund balance during the fiscal year, and WHEREAS, the Town Board wishes to therefore increase appropriations and appropriated fund balance in the Queensbury Consolidated Sanitary Sewer District Funds, NOW, THEREFORE, BE IT RESOLVED, that for the reasons outlined above, in these circumstances the Queensbury Town Board hereby waives its requirement under the Town of Queensbury's Purchasing Policy for two (2)written quotes, and BE IT FURTHER, RESOLVED, that the Town Board hereby determines that the repair of the sewer force main located near 313 Quaker Road in the Town of Queensbury (Sewer Force Main) should be made on an emergency basis for public health and safety reasons as soon as possible, and BE IT FURTHER, RESOLVED, that the Town Board hereby approves and authorizes the engagement of the technical, professional services of The Chazen Companies (Chazen) related to the design and construction administration of such Sewer Force Main replacement including the development of specifications for a sum not to exceed $65,075 in accordance with Chazen's March 6, 2020 Proposal Project No. 92000.10 substantially in the form presented at this meeting, and BE IT FURTHER, RESOLVED, that the Town Board hereby authorizes the Town Wastewater Director to approve and sign Change Orders pertaining to the services up to a 5% contingency or in the total amount not exceeding $3,254 that he deems necessary or appropriate, and BE IT FURTHER, RESOLVED, that the Town Board authorizes and directs the Town Budget Officer to amend the Town Budget by increasing appropriations and appropriated fund balance as necessary and transfer: • $24,598 from Fund Balance Account No.: 036-0000-0909 to Consulting Account No.: 036-8110-4720; • $43,731 from Fund Balance Account No.: 032-0000-0909 to Consulting Account No.: 032-8110-4720; and take all necessary actions to effectuate payment to Chazen,and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to execute any needed Agreement with Chazen relating to Chazen's March 6, 2020 Proposal Project No. 92000.10 as well as any other needed documentation, and BE IT FURTHER, RESOLVED, that the Town Board further authorizes and directs the Town Supervisor, Wastewater Director, Town Counsel and/or Town Budget Officer to take any other actions necessary to effectuate the terms of this Resolution. Duly adopted this 91" day of March, 2020,by the following vote: AYES NOES ABSENT: THE NORTH COUNTRY OFFICE Chazen Civil Engineers 375 Bay Road Land Surveyors Planners Queensbury, NY 12804 - C OM PA N I E S Environmental&Safety Professionals P:518.812.0513 or 888.539.9073 Landscape Architects www.chazencompanies.com Proud to be Employee owned Transportation Planners&Engineers March 6, 2020 Christopher Harrington, PE Town of Queensbury Water Department 823 Corinth Road Queensbury, New York 12804 Re: Proposal for Professional Services Meadowbrook Road Force Main Replacement Project Town of Queensbury, Warren County, New York Project No. 92000.10 Dear Mr. Harrington: The Chazen Companies (Chazen) are pleased to provide this technical services proposal associated with the replacement of the force main extending from Meadowbrook Road to Quaker Road. Please find our current project understanding,scope of services and associated fee schedule below. This proposal is outlined to provide professional services outlined hereon to the Town of Queensbury (hereinafter referred to as the Town). Proiect Understanding Chazen has the following project understanding: • The 12-inch ductile iron force main extending between Meadowbrook Road and Quaker Road recently failed, leading to a surface discharge of untreated wastewater. The NYSDEC issued the Town a Notice of Violation, prompting an expeditious replacement of a portion of the force main. • The total force main replacement length is approximately 1,400-feet. The eastern terminus of the replacement will be approximately 300-feet west of Meadowbrook Road. The southern terminus will be at a currently inactive 12-inch HDPE main north of the Quaker Road right-of-way. No work within NYSDOT is planned. • The Town intends to solicit three quotes for the work and therefore, abbreviated and simplified construction documents will be developed. Our drawings will include contract drawings only with material, installation and testing requirements identified on the drawings.A Project Manual will not be prepared.Since the Town is not following a typical public bidding process,complete bid phase services are not included in this proposal. If the Town elects to follow a traditional public bidding process, we will provide a modification for additional services. New York: Hudson Valley•Capital District• North Country•Westchester Tennessee: Nashville•Chattanooga Oregon: Portland Chazen Engineering,Land Surveying&Landscape Architecture Co.DPC(NY)•Chazen Engineering Consultants,LLC(TN/OR) Christopher Harrington,PE March 6,2020 Page 2 of 10 • In the past, the Town has applied for funding for the replacement of the Meadowbook force main through the Water Infrastructure Improvement Act Program. Based upon recent discussions with the NYSEFC, the previously prepared Engineer's Report will need to be updated to identify the phases of the project and updated cost information. • If the project is ultimately financed by the NYSEFC, professional services requested for reimbursement need to comply with certain minority and women owned business(M/WBE) participation goals. Based on discussions with the Town, professional services included in this proposal will not be requested for reimbursement and therefore, M/WBE or other NYSEFC requirements for professional services are not included. Proiect Approach Chazen will first conduct a physical land survey of the project site to create a basemap for engineering design drawings. Concurrently, we will advance a subsurface investigation to determine soil conditions in the general project area,specifically,the presence and depth to bedrock and groundwater conditions.Chazen will advance the design to the 60%level, and then meet with the Town to review the planned design and estimated cost of construction. After acceptance by the Town, 95% design will be completed, shared with the Town for review/acceptance, and subsequently finalized and submitted to regulatory authorities for wetland permitting and plan approval. After the Town selects a contractor, Chazen will perform construction administration and observation services. Considering the approach outlined above,Chazen offers the following scope of services: Scope of Services Task 001—Wetland Permitting We understand the following with respect to impacts to wetlands associated with this project: • The route of the forcemain potentially passes through parts of wetland GF-19,a Class 2 wetland mapped and regulated by the NYSDEC. • The wetland in question is also likely to be under the jurisdiction of the U.S.Army Corps of Engineers. • The force main would be installed by directional drilling. • Replacement of the force main may require authorization under the Nationwide Permits enforced by the Corps of Engineers if there is the discharge of dredged or fill materials into waters of the United States. If all bore pits are outside of the wetland,then it is possible no permits from the Corps would be required. • The project may be exempt from NYSDEC permit requirements if the project can be shown to be undertaken in compliance with orders or regulations of the New York State Department of Health. Alternatively,the project will need a permit from the NYSDEC for activities in the 100 foot adjacent area (bore pits)and/or boring under the NYSDEC wetland,which is a regulated activity. Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.docx Christopher Harrington,PE March 6,2020 Page 3 of 10 Task 001A—Aquatic Resource Delineation and Report Preparation Field Delineation Chazen will flag aquatic resources along the length of the force main section to be replaced.The location of the wetland/upland boundary will be identified according to the 1987 Corps Wetland Delineation Manual and the Northcentral/Northeast Regional Wetland Delineation Supplement,which documents accepted delineation methods,and/or Army Corps of Engineers Regulatory Guidance Letter 2005-05,which provides guidance for the identification of the Ordinary High Water mark for streams and water bodies. Points along the wetland boundaries will be marked with pieces of flagging tape tied to trees and shrubs or with flags on plastic stakes. Locations of those flagged points will be recorded using a Trimble®GeoXT GPS unit.The resulting GPS data file will be post-processed by a Chazen licensed land surveyor, and a GIS shapefile of the wetland boundaries will be created.That shapefile will be used to create a map of the wetlands within the project area. Report(PJD) Chazen will prepare a wetland delineation report and a Preliminary Jurisdictional Determination (PJD)package for submission to the U.S.Army Corps of Engineers and to the NYSDEC.The Corps has two types of approvals available;a PJD or an Approved Jurisdictional Determination (ADJ).A PJD can be used for permitting,and is quicker to obtain, but it does not provide a formal delineation by the Corps and cannot be used if there are any isolated wetlands.An AJD can also be used for permitting, is a formal, legally binding delineation, is used to document isolated wetlands, but is more difficult to obtain.At this time,we do not believe that isolated wetlands will be identified, and therefore recommend the use of a PJD.The delineation report will follow the Corps NY District Jurisdictional Determination Checklist. The delineation report(which includes the PJD materials),will be provided to the Town for review and comment.The fee for this task assumes one round of comments on the PJD. Once the report is finalized,one paper copy and one digital copy of the report will be provided to the Town. Limitations: This task does not include review of any isolated wetlands,or preparation of an AJD. Task 001E—Joint Permit Application Chazen will prepare a joint wetland permit application (JPA)for aquatic resource impacts associated with replacement of the forcemain.The joint permit application may be for the following wetland permits: • Corps Nationwide Permit 12 (NWP 12), which covers installation, repair, and removal of utility lines in wetlands, • NYSDEC Section 401 Water Quality Certification under the federal Clean Water Act, • NYSDEC Freshwater wetlands permit for direct impacts and adjacent area disturbances. The permit application will discuss background information, existing site conditions,the proposed project,and compliance with federal and state wetland permitting standards. It is presumed that the Town would exempt itself from any local wetland permitting requirements.Chazen will research applicable regulations to determine whether the project requires a NYSDEC permit under Article 24 regulations(see 6 NYCRR 663.2(z)(3)).Alternatively,Chazen will determine whether the project is eligible for permitting under NYSDEC General Permit GP-5-12-001,which pertains to activities of municipal governments.The permit application will contain an alternatives analysis demonstrating that the project has avoided, minimized and mitigated Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.doa Christopher Harrington,PE March 6,2020 Page 4 of 10 wetlands to the maximum extent practicable. It will provide information on compliance with other associated federal laws(cultural resources, endangered species,etc.).The permit will discuss the nature of activities in and around the wetlands,and how they are regulated and permitted(and consistent with permit requirements)for federal and state wetland regulations. Deliverables—The draft application will be provided to the Town for review and comment.The fee for this task assumes one round of comments on the JPA.Once the report is finalized,one paper copy and one digital copy of the report will be provided to the Town. Task 001C—Submittal to Regulatory Agencies, Response Comments,and Negotiations Chazen will submit the JPA to the pertinent agencies and will respond to regulatory agency comments on the permit application.Chazen will coordinate, prepare for,attend, participate,and represent the Town as necessary for required agency negotiations concerning the project. For the purpose of this proposal,a budget of 12 staff-hours has been allocated for response and negotiations. Task 002—Topographic Survey Scope — Chazen will complete a topographic survey within the area outlined (Extend from Meadowbrook Road intersection with existing force main, proceeding westerly and southerly to Quaker Road—50-foot wide corridor). The Horizontal datum will be based on New York State Plane Coordinates(NAD83)and the vertical datum will be based on o NAVD 88 as observed from GPS observations.A minimum of 2 permanent site bench marks will be established. Topographic survey will include structures visible at ground surface, edge of woods lines, roads, drives, and visible utilities. Underground utilities will be shown to the extent possible based on surface evidence and maps of record. Chazen will attempt to contact public utility owners and obtain existing underground utility locations within the public right of way. This coordination will be facilitated through the appropriate "One Call" center requesting "design mark out". However,we are increasingly finding that some utility companies will not perform mark out for design surveys. Invert elevations will be determined based on measurements taken from the surface without entering the structure. Utilities will be shown in accordance with Cl/ASCE 38-02, "Standard Guidelines for the collection and depiction of existing subsurface utility data", Quality Levels"C'and "D". Property lines and easements within the project area will be shown approximately based on the best available record mapping and tax maps, positioned in conjunction with found property line evidence. The easement information will be shown on the"Existing Conditions"base survey. Deliverables-Chazen will prepare an existing conditions base survey demonstrating the topography and utilities within the project area. Mapping will be completed in AutoCAD Civil 3D format. The existing conditions base map will have a Border with Title Block,Name of Surveyor,Map Notes and References,Legend and Site Location Map. Deliverables will be a PDF copy of signed and sealed map and an AutoCAD Civil 3D file. Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.doa Christopher Harrington,PE March 5,2020 Page 5 of 10 Client Responsibilities/Limitations— • The client will arrange for all necessary permissions to allow Chazen and their employees to enter upon the lands of others as necessary to complete this proposed project, and to save and hold harmless Chazen, its agents, servants, and employees from any claims for damages for trespass on the subject premises and adjoining lands. • The Town shall identify existing utilities and supply record plans. • Boundary survey is not included. • Temporary construction easement mapping or descriptions is not included. Task 003—Subsurface Investigations Scope—Chazen will schedule and coordinate with a drilling subcontractor to perform as many probes along the planned sewer line alignment that can be advanced in 1-day.A track mounted geoprobe will be utilized to access all locations and field work will be completed over the course of one 8-hour field day. Each probe will be advanced to a depth of 10-feet or bedrock refusal if encountered at a shallower depth. No clearing will be performed to access planned locations. Chazen will provided limited on-sight supervision, limited to meeting the subcontractor on site to establish the work program for the day.At the completion of the subsurface program, logs will be prepared by the subcontractor identifying the subsurface soils,depth to bedrock and groundwater. Deliverables-All exploration logs will be included in the contract documents for bidding purposes. Task 004—Engineering Design Phase Services SEQR Support We assume that the action will be considered a Type II action under SEQR and we will provide a memo justifying the recommendation.Considering the Type II action,we will not consult with NYSOPRHP, NYSDEC or any other environmental review agencies(other than as required to secure permits). Contract Drawings Chazen will prepare Contract drawings for the sanitary sewer force main replacement at a scale of 1"=20' horizontal and 1"=5'vertical along with all required detail sheets.The design will include approximately 1,400- LF of new sanitary sewer force mains. The force main piping will be designed in accordance with 10 States Standards,Town of Queensbury Design and Construction Standards,and will satisfy the requirements outlined by the NYSDEC.We assume that the 12-inch ductile iron pipe will be replaced in-kind with a 14-inch HDPE force main. System hydraulic calculations are not included in this proposal. The force main alignments will be designed within the existing easement boundaries provided by the Town.The Town's legal counsel will need to confirm that all easements are in place and that the Town's contractor has the Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.doa Christopher Harrington,PE March 6,2010 Page 6 of 10 right to access the lands effected by the work.Boundary surveys,legal descriptions,or mapping for the revisions to the easements can be advanced as an additional service. The following drawings are anticipated for the contract drawing set: • Title Sheet • Notes and Legends • Forcemain Plans and Profiles • Erosion and Sediment Control Details • Sanitary Sewer System Details • Site and Restoration Details Short form specifications will be provided on the drawings describing material, installation and testing requirements. Chazen will work with the Town through design starting with the initial layout and will provide copies of the Contract Drawings to the Town of Queensbury at 60%and 95%completion milestones for review and comment. Digital copies of the same will be furnished upon request. We have included one design review meeting in this task at the 60%milestone. Regulatory Agency Submission and Coordination Upon acceptance by the Town of Queensbury, Chazen will submit the 95% Contract Drawings to the NYSDEC for review and approval: Chazen will revise the Contract Drawings based upon comments received from the Town of Queensbury and Plan Review Agencies' review of the 95% submission. Upon completion of this task, the Final Contract Documents will be considered complete and suitable for bidding. Task 005—Bidding Phase Services During the bid period, Chazen will respond to all queries from prospective bidders and prepare any necessary addenda to the Contract Documents in a timely manner.Agreements and purchase orders to the Town selected contractor will be prepared by others. Task 006—Construction Administration Services Chazen will provide the following construction administration services: • Conduct a preconstruction meeting with the Town and contractor. • Review contractor's shop drawings and submittals for the material and equipment to be incorporated into the project for conformance with contract documents; • Review and contractor's monthly and final payment applications and submit to the Town of Queensbury for processing; Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.doa Christopher Harrington,PE March 6,2020 Page 7 of 10 • Review and process change orders and provide the Town of Queensbury with recommendations on the validity of the change orders; • Issue the substantial completion certificate, provide construction certification for work completed to the NYSDEC and provide a final document package including reports and other pertinent information; and; • Issue a set of final record drawings based on contractor provided As-Builts, which reflect any construction phase modifications to the Contract Drawings in an electronic format agreeable to the Town.We assume that the Town will GPS final structure locations for addition to the record drawings. For this task, Chazen assumes that construction will be completed within five (5) weeks of the contractor's on site work commencement. If construction continues beyond this period,Chazen may need to provide the Town with a revised scope and fee for the additional Contract Administration services. Task 007—Construction Observation Services Chazen will provide construction observation services to observe the quality of work and verify general conformance with the Contract Documents. Reports will be prepared for each site visit and the Town of Queensbury and the contractor will be notified of any noted deficiencies. Chazen does not monitor the construction site for overall safety and Chazen's presence on the site does not alter the contractor's obligation of being solely responsible for construction site safety. Based on previous discussions, we understand that a contractor has reviewed the project and estimated a 4- week construction duration.We have included 225 hours for construction observation services(4 weeks at 45- hours per week plus an additional 45 hours for punch list monitoring and schedule delays)at an average rate of $85/hour. Please note that the actual rates billed will be dependent upon the construction observation staff selection and availability. Task 008—2020 Water Infrastructure Improvement Act Funding Application Chazen will assist the Town with the application for funding for the 2020 Water Infrastructure Improvement Act administered by the NYSEFC. The Town has previously submitted applications for funding under this program for the replacement of the force main from the Meadowbrook Pump Station to Bay Road. The forcemain replacement will now be advanced in two phases (Phase 1- 1,400 segment from just west of Meadowbrook Road to Quaker Road and subject of this design proposal, Phase 2—remainder of the force main).The NYSEFC has indicated that the 2 phased approach is funding eligible. Chazen will update the previously prepared Engineer's Report to include the following: • Documented costs associated with the emergency repairs and correspondence from the NYSDEC. • Updates to the report text and conceptual design drawing describing the phases of work. • Updates to the report text and conceptual design for additional work contemplated by the Town. • Updates to cost estimates. Chazen will also prepare the application material forms(Smart Growth Assessment, Financing Application) and submit on behalf of the Town. Please note that the Bond Resolution may need to be updated based on the updated cost estimates.The Bond Resolution will be supplied by the Town's legal counsel. Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.docx Christopher Harrington,PE March 6,2020 Page 8 of 10 Professional Services Fee Schedule Chazen proposes to bill each task as indicated in the following Fee and Time Schedule Summary. Invoices will be issued monthly for all services performed during that month,and are payable upon receipt. Lump Sum tasks will be billed commensurately with the percentage of the task which has been completed. Time and Materials tasks will be billed based on the actual hours and reimbursable expenses incurred. Fees listed for Time and Materials tasks are estimates only. Chazen will make its best effort to complete each of these tasks within the estimated amounts; however it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each task. We will not exceed any estimated fee amounts without first notifying you. Reimbursable expenses which include our direct expenses, such as mileage, overnight mailings, extensive photocopying and map reproductions will be tracked under a separate task, Task RE00 and will be billed for direct cost of the work to the Client. Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.doa Christopher Harrington,PE March 6,2020 Page 9 of 10 Fee and Time Schedule Summary Tasks Fee Estimates Proposed Schedule Task Task Lump Sum Fee Time and Projected No. Description Bill Materials Start/End Dates(2) EstimateM 001 Wetland Permitting -- $7,900 Start: March 2020 End: March 2020 002 Topographic Survey $7,800 -- Start: March 2020 End: March 2020 003 Subsurface Investigations $3,800 -- Start: March 2020 End: March 2020 004 Engineering Design Phase Services $15,800 -- Start: March 2020 End: March 2020 005 Bidding Phase Services $1,000 -- Start:As directed by the Town 006 Construction Administration $5,500 -- Start:As directed by Services the Town 007 Construction Observation Services -- $19,125 Start:As directed by the Town 008 2020 Water Infrastructure $3,400 -- Start: Based on Improvement Act Funding Funding Program Application Schedule RE00 Reimbursable Expenses -- $750 Professional Fee Subtotal: $37,300 $27,775 Professional Fee Total: $65,075 1 Fees listed for Time and Materials tasks,Sub-Consultants,and Reimbursable Expenses are estimates only. Chazen will bill for actual hours and reimbursable expenses incurred,and will make its best effort to complete each of these tasks within the estimated amounts, although it is possible that it will be necessary to exceed these amounts in order to complete the scope of services for each task. We will not exceed any estimated fee amounts without written authorization from you. 2 Projected start and end dates are subject to change and are based on date from authorization to proceed. Because certain aspects of the project are outside of Chazen's control(e.g.,review agency schedules,actions,and approvals),Chazen cannot guarantee completion of the project within these proposed schedules. Z:\projects\92000-92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.docx Christopher Harrington,PE Morch 6,2020 Page 10 of 10 Agreement As formal direction to proceed, please provide authorization in accordance with the Town's procedures. If you have any questions or require additional information, please do not hesitate to contact this office at 266-7347. Sincerely, L- ?_ _4_� Eric P.Johnson E Principal Director, Municipal Engineering cc: File Z:\projects\92000.92099\92000.00-Town of Queensbury\92000.10-T.Queensbury Meadowbrook Force Main\PM\92000.10-T.Queensbury Meadowbrook Force Main Proposal.do«