3.07 3.7
FIN_ANCEAU2015\Establish Cap Proj Fund 207—Water Dept SCADA Improvements Project—_accept Chazen Proposal—6-15-15
RESOLUTION AUTHORIZING WATER TREATMENT PLANT SCADA
HARDWARE IMPROVEMENTS PROJECT, ESTABLISHMENT OF
CAPITAL PROJECT FUND #207 AND ENGAGEMENT OF
THE CHAZEN COMPANIES FOR ENGINEERING SERVICES
RESOLUTION NO.: , 2015
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Town of Queensbury wishes to establish a Capital Project that will
provide for the replacement of the Supervisory Control and Data Acquisition (SCADA) hardware
system at the Town of Queensbury Water Treatment Plant, and
WHEREAS, the Town wishes to establish and fund the Revenue and Expense Accounts
for the Capital Project in a total amount of$25,000, and
WHEREAS, the Town Water Superintendent solicited and received proposals from three (3)
engineering firms to design, bid and provide construction administration and bidding services, and
WHEREAS, The Chazen Companies submitted the lowest and best proposal to provide
development of construction documents and bidding and construction phase engineering services
related to the Capital Project for the approximate amount of$25,000 as set forth in its June 5h, 2015
proposal presented at this meeting, and
WHEREAS, The Chazen Companies is already providing engineering services for the
Town of Queensbury and has at its disposal a specialty firm that engages in the SCADA
Hardware Design discipline and therefore, the Town Board wishes to waive the Town Purchasing
Policy's Request for Proposals, self-imposed bidding/purchasing requirement in this instance, and
WHEREAS, the Town will adhere to all New York State Law bidding requirements, and
WHEREAS, accordingly, the Town Board wishes to establish a Capital Project Fund for
the Project and authorize such engagement of The Chazen Companies,
NOW, THEREFORE, BE IT
RESOLVED, that for the reason outlined above, in these circumstances the Queensbury Town
Board hereby waives its Request for Proposals self-imposed bidding/purchasing requirement under the
Town of Queensbury's Purchasing Policy in this instance, and
BE IT FURTHER,
RESOLVED, that the Queensbury Town Board hereby authorizes the Water Treatment
Plant SCADA Hardware Improvements Project and authorizes and directs the establishment of
the Water Treatment Plant SCADA Hardware Improvements Capital Project Fund #207 in the
amount of$25,000 which will establish funding for expenses associated with this Capital Project,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs that funding for such
Capital Project shall be by using $25,000 of unappropriated, undesignated Fund Balance 040-
0000-0909 and transferring such balance to the Capital Project as follows:
• 040-9950-9030 Transfer to Capital Project - $25,000
• 207-0000-55031 Interfund Revenue - $25,000
2
• 207-8330-2899 Capital Construction - $25,000
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and accepts the proposal of The
Chazen Companies dated June 5th, 2015 for development of construction documents and bidding and
construction phase engineering services for an approximate amount of$25,000 substantially in the
form presented at this meeting, and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Budget
Officer to amend the Town Budget, make any adjustments, budget amendments, transfers or
prepare any documentation necessary to establish such appropriations and estimated revenues,
and
BE IT FURTHER,
RESOLVED, that the Town Board further authorizes and directs the Town Supervisor to sign
the proposal of The Chazen Companies substantially in the form presented at this meeting, as well as
any other needed documentation and the Town Supervisor, Water Superintendent and/or Town
Budget Officer to take any and all actions necessary to effectuate all terms of this Resolution.
Duly adopted this 15th day of June, 2015, by the following vote:
AYES
NOE S
AB SENT :
3
THE
hazn North O 375 Bay Road
COM PAN I ES Queensbury,NY 12804
P:(518)812-0513 F:(518) 812-2205
Prou/10 be.Employee Owned www.chazencompanies.com
Engineers
Land Surveyors Hudson Valley Office (845)454-3980
Planners Capital District Office (518)273-0055
Environmental&Safety Professionals
Landscape Architects
June 5,2015
Mr.Chris Harrington,P.E.
Town of Queensbury
823 Corinth Road
Queensbury, NY 12804
Re: Professional Services Proposal
Water Treatment Plant SCADA Improvements
Town of Queensbury, Warren County, New York
Chazen Proposal No. PM15-102
Dear Mr. Harrington:
The Chazen Companies (Chazen) thank you for the opportunity to present this Professional Services
proposal associated with replacing the SCADA system hardware at the Town of Queensbury Water
Treatment Plant.This proposal is for the development of construction documents and providing bidding
and construction phase services.Chazen will engage Jade Stone Engineering for the SCADA design.
Scope of Services
The following represents the tasks that you have requested, and that we believe are necessary to
accomplish your desired objectives. Please refer to the Fee and Time Schedule Summary table near the
end of this proposal for the costs and time schedules associated with each task.
Task 1—Contract Documents
Chazen will prepare Contract Documents for the project that are suitable for public bidding in accordance
with Town of Queensbury and New York State Standards.The Contract Documents will be developed to
replace the existing hardware within four(4)remote I/O panels,the main SCADA control panel,as well as
the upgrade of an existing leased line with modern cellular technology.The design documents will include
the following design effort:
• Demolition plans/specifications.
• Control panel riser diagrams showing the interconnection of all existing
equipment/instrumentation with the proposed hardware replacements.
• Technical specifications for the replacement of the existing leased line with cellular technology.
No drawings are anticipated for this element.
• Design/modification of all electrical branch circuits to support proposed equipment. It is
anticipated that all electrical instrumentation signals will be disconnected from existing hardware
and reconnected to proposed hardware.No other major circuiting is anticipated.
Chazen Engineering,Land Surveying&Landscape Architecture Co.,D.P.C.
Chazen Environmental Services,Inc.
The Chazen Companies,Inc.
•
Mr.Chris Harrington,PE
June 5,2015
Page 2
The Contract Documents will include Contract Drawings and Contract Specifications.
The following Contract Drawings are anticipated:
• Title Sheet
• Notes and Legends
• Demolition and Removals Plan
• Control Panel Riser Diagram
• Miscellaneous Details
The Contract Specifications will include contractual/administrative requirements and technical
specifications supporting the Contract Drawings. Chazen's standard boiler plate including bidding
documents, construction contract, general conditions and general requirements will be included. The
Contract Specifications will be prepared for letting one lump sum contract.
Chazen will use Town of Queensbury standard documents, where suitable. Chazen will include current
prevailing wage rate requirements as provided by the Department of Labor. Chazen will provide the Town
(and the Town Attorney)with a draft of the bid documents for review. Upon receipt of comments,we will
then prepare final documents for distribution and bidding.
Drawings,specifications and an opinion of probable construction cost will be provided to the Town at the
50%and 100%milestones and will be reviewed with the Town.The Town's comments will be incorporated
into the project design and the final Contract Documents.
Deliverables—Chazen will provide Contract Documents at the 50%and 100%milestones.
Task 2—Bidding and Contract Award
Chazen will provide a bid advertisement for publication by the Town of Queensbury and will coordinate
bid document distribution to the prospective bidders. Bid documents will be distributed on a CD.Chazen
will also file the bid documents with the plan clearinghouses, such as Eastern Contractors Association.
Chazen assumes that the Town of Queensbury will coordinate and pay for the cost of the legal notice in
the local newspaper to advertise and place the project out to bid.
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.
Upon completion of the bid period, Chazen will attend the official bid opening. Chazen will review,
tabulate,and evaluate the bids received.The Town of Queensbury will be informed of any informality in
the bids or If the bids are unbalanced or non-responsive.A background check will be completed by Chazen
to verify the qualifications of the lowest bidder. Chazen will provide the Town with a written
recommendation for the award of the construction contract, along with the basis for this
recommendation.
Upon the Town's selection of the most responsive and responsible bidder for the project, Chazen will
prepare the necessary Agreements, Notice of Award and Notice to Proceed for execution by the Town
and the selected contractor.Chazen will assist the Town and their attorney in verifying the adequacy of
the contractor's submitted agreements, bonds and insurances. Upon execution, Chazen will provide
original copies of the executed construction contract to the Town and the selected contractor.
•
Mr.Chris Harrington,PE
June 5,2015
Page 3
Task 3—Construction Administration Services
Under this task,Chazen will provide the following construction administration services:
• Arrange and conduct a pre-construction conference between the Town, Contractor,Chazen and
other interested parties;
• Review contractor's shop drawings and submittals for conformance with the Contract Documents;
• Provide interpretation and clarifications of the Contract Documents;
• Review and certify contractor's payment application and submit to the Town for processing,and;
• Review and process change orders and provide the Town with recommendations on the validity
of the change orders,if required.
• Jade Stone will visit the site once during construction to observe work progress, assist in the
coordination of work and resolve conflicts and/or unforeseen conditions that may be
encountered.
• Jade Stone will visit the site at the substantial completion of the project to review the work for
compliance with the Contract Documents and to develop a punch list of remaining work items.
Deliverables —Chazen will provide contractor submittals, original copies of payment applications and
recommendations of disbursement as well as other related construction phase documentation to the
Town.
Task 4—Periodic Construction Observation
Chazen will provide periodic construction observation services to observe the quality of work, verify
general conformance with the Contract Documents and assist in the completion of a punch list.
Observation reports will be prepared for each site visit and the Town and the contractor will be notified
of any deficiencies.
Chazen has budgeted for a total of 16 labor-hours(at$76.50/hr)of construction observation.
Deliverables—Chazen will prepare observation reports for each site visit.
Limitations and Assumptions
• The development of floor plans (drawing backgrounds/base files) is not included within this
proposal and in not necessary to develop the design documents. Locations of panels will be
described with words and field verified by the contractor.
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 incurred. Fees listed for Time and Materials
tasks are estimates only and additional work may require additional fee.We will not exceed the budget
for Time and Materials tasks 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 task REDO.
• Mr.Chris Harrington,PE
June 5,2015
Page 4
Fee and Time Schedule Summary
Tasks Fee Estimates Proposed Schedules
Task Task Lump Sum Time and Materials Projected
Ill i
No. Description Estimate Start/ Dates I 1
1 Contract Documents $12,900 — Start:Week 1
Complete:Week 4
2 Bidding and Contract Award $3,800 . — Start:As directed
End:
3 Construction Administration Services $4,900 — Start:Through Construction
End:
4 Periodic Construction Observation — $1,224 Start:Through Construction
End:
RE00 Reimbursables( 3%of fee) -- $600
Subtotal $21,600 $1,824
Total $23,424
z 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.
4
Mr.Chris Harrington,PE
June 5,2015
Page 5
Agreement
Attached please find a copy of our Standard Agreement. Receipt of an executed copy of this Agreement
will be our authorization to schedule the performance of this work.
Please feel free to contact me at (518) 266-7347 if you have any questions. Chazen looks forward to
working with you on this project.
Sincerely,
w 1
Eric P.Johnson,P.E.,LEED AP
Director, Municipal Engineering
cc:All Proposals List