Signed Contract_Origin Design for the Old Highway Road Water Main Extension ProjectCity of Dubuque
City Council Meeting
ITEM TITLE: Signed Contract(s)
Consent Items # 015.
Copyrighted
May 15, 2023
SUMMARY: Gronen Restoration, Inc. for use of a Licensed Area; Origin Design Co.
for the Old Highway Road Water Main Connection Loop.
SUGGESTED Suggested Disposition: Receive and File
DISPOSITION:
ATTACHMENTS:
Description Type
Old Highway Road Water Main Connection Loop Supporting Documentation
Licensed Area Agreement Supporting Documentation
THE C
DUUB---&-FE
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
Dubuque
AII•Mrrin City
wix?mLL�x�ii- :u
2007.2012-2013
2017*2019
FROM: Christopher Lester, Water Department Manager
SUBJECT: Origin Design Task Order No. 23-01, Engineering Services for the Old
Highway Road Water Main Extension Project
[CIP#4281000014 Water]
DATE: February 22, 2023
INTRODUCTION
The purpose of this memo is to seek approval and execution of Task Order No. 23-01 with
Origin Design to provide engineering services for the Old Highway Road 12" diameter
Water Main Extension project.
BACKGROUND
FY23 CIP Budget includes funding for the Old Highway Road 12" diameter Water Main
Extension Project. This project provides for completion of water main installation along Old
Highway Road creating a looped water distribution system. This water main loop will help
support the West Industrial Park, Vernon water tower, Pressure Zones 8 and 9, and future
growth in the 4th pressure zone along and west of the SW Arterial.
The Old Highway Road water main was planned in three phases. Phase one included the
installation of approximately 1550 lineal feet of main along Old Highway Road at Radford
Road west to near 5520 Old Highway Road and was completed in 2002. Phase two
included the installation of approximately 2450 lineal feet of main from Seippel Road east
to the Dubuque County Fairgrounds entrance and was completed in 2003. Phase three of
this project is approximately 4,650 lineal feet of 12" diameter water main to be installed in
the Right of Way with water main stubs for future water main extension on Cousins Road
and Pine View Drive. This project will complete the connection between the two previous
phases. Please see GIS map below with blue dashed line which identifies location of this
project.
In February 2023, a Professional Services Agreement with Origin Design was executed
(attached), establishing the terms by which Origin Design will provide engineering services
with the scope established through a subsequently executed task order.
DISCUSSION
Water Department solicited two professional engineering firms for quotes for this project:
Engineering Firm
Cost of Services: Preliminary
Design through Construction
Origin Design
$72,300.00
MSA Professional Services
$79,900.00
Origin Design is uniquely positioned to design the proposed water main as they have
completed the design work for the initial two phases of water main work along Old Highway
Road.
PROJECT SCHEDULE
The proposed schedule is as follows:
February 10, 2023 Engineering Proposal Signed
February 24, 2023 Topo Survey Complete
March 17, 2023
Preliminary Design Complete
March 23, 2023
Preliminary Design Meeting with City
April 18, 2023
Final Design Complete/Permitting
April 20, 2023
Notice to Bidders and Notice of Public Hearing to City to add to May 1
Council Agenda
May 1, 2023
Council Sets Dates and Times for Public Hearing, Bid Opening, Award
Consideration
May 2-3, 2023
Plans and Specs on the Street for Bidding
May 15, 2023
Public Hearing
May 25, 2023
Bid Opening
May 26, 2023
Provide award recommendation and bid tab to City by this date
June 3, 2023
City Council Contract Award
July 5, 2023
Notice to Proceed Issued
July 25-30, 2023
No Construction, Dubuque County Fair
Approximately 4 weeks of construction once the materials are delivered.
BUDGET IMPACT
Funding for the project will be from CIP 4281000014 Old Highway Water Main Extension
with a current balance of $853,750.00.
Description
Cost Estimate
Construction Cost Estimate
$744,000.00
Engineering Design(Preliminary and Final
$72,300.00
Contingency
$37,450.00
Total Estimate Project Cost
$853,750.00
ACTION TO BE TAKEN
I respectfully request your approval and execution of Task Order No. 23-01 with Origin
Design to provide engineering services for the Old Highway Road 12" diameter Water
Main Installation project.
CL/bs
Attach.
cc: Brant Schueller, Water Distribution Supervisor
Kerry Leppert, Water Department Engineering Assistant
Darrin Homb, Water Distribution Foreman
3
origin'
Task Order No. 23-01
Origin Design Co. (CONSULTANT)
Project No: 23059
Pursuant to Master Services Agreement dated February 16, 2023
Task Information
Task Name: Old Highway Road Water Main Connection Loop
Task Description:
Professional Services: Preliminary Design through Construction Services
The City of Dubuque Water Department has budgeted for capital improvement project #4281000014
in FY 23 for a water main connection loop on Old Highway Road. This water main loop will help support
the West Industrial Park, Vernon water tower, Pressure Zones 8 and 9, and future growth in the 4th
pressure zone along and west of the new SW Arterial. Old Highway Road water main was planned for
in three phases, the first two of which are complete. The first phase was on Old Highway Road from
Radford Road west approximately 1,550 lineal feet to near 5520 Old Highway Road in 2002. The
second phase was on Old Highway Road from Seippel Road east approximately 2,450 lineal feet to
just past the Dubuque County Fairgrounds entrance in 2003. Both the first and second phases were
constructed with 12" diameter ductile iron CL52 water main pipe. The third phase of this project is
approximately 4,650 lineal feet of 12" diameter water main and will complete the connection between
the two previous projects all in the 4th pressure zone.
Scope of Services
Preliminary Design
1. Meet with CLIENT'S representatives of the to discuss the objectives of the project and
review available data and information.
2. Perform topographic survey of the proposed project area to characterize the existing
conditions, including field work and research necessary to define approximate rights -of -
way where applicable.
3. Coordinate proposed work with private and public utilities to determine their existing
locations and the impacts of the proposed project on the locations of utilities.
4. Review applicable information and make design calculations, determinations, and
judgements for the proposed water main extension and connections.
5. Prepare design and layout of the proposed water main extension and connections.
6. Prepare preliminary drawings showing the proposed water main extension and
connections.
7. Prepare a preliminary opinion of probable construction cost for the proposed
improvements based upon the preliminary submittal to the CLIENT.
8. Complete Iowa Department of Natural Resources Water Supply Section construction
permit application forms, NPDES Storm Water Discharge General Permit #2 (Iowa DNR)
forms, Dubuque County Erosion Control permit, Dubuque County Utility Accommodation
Permit, Iowa Department of Transportation Utility Accommodation Permit, Nationwide Joint
Application, and submit to the permitting agencies with appropriate justification and
documentation for the water system improvements as soon as the CLIENT provides
concurrence with the planned improvements to expedite permit approval.
DUBUQUE OFFICE
137 Main Street, Ste. 100
Dubuque, Iowa 52001
origindesign-; om
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop origin."
Page 2 of 8
design
9. Meet with CLIENT Representatives at the end of the Preliminary Design phase to field
questions and receive comments and suggestions.
Final Design
1. Incorporate comments and suggestions from the preliminary design review meeting with
the CLIENT and prepare final drawings showing the water system improvements including
the proposed water main extension and connections.
2. Prepare technical specifications for the proposed water main extension and connections.
3. Prepare the form of contract and bidding documents, bid bond form, Improvement
contract, performance/payment/maintenance bond, special contract provisions, and
special instructions to the Contractors, using CLIENT approved forms as applicable. All
contract documents should be reviewed by the CLIENT'S legal counsel and by the funding
agency or grant administration organization.
4. Prepare a final opinion of probable construction cost for the project based upon the
completed design. It should be noted that construction cost estimates are estimates
reflecting of the CONSULTANT'S best judgment of construction costs at the time the
estimate is prepared and that actual construction costs based upon the bids received will
vary. The CLIENT should be aware that construction costs are subject to factors such as
supply and demand, inflation and availability of labor which are beyond the control of the
CONSULTANT. The CONSULTANT cannot, therefore, guarantee the accuracy of estimates
of construction costs.
S. Submit and provide copies of the final plans, specifications, contract documents and
opinion of probable construction cost for the CLIENT to make a final review and for
initiating the public bidding process with the City Council.
6. Attend meetings or conferences with the CLIENT to:
a. Coordinate and attend one (1) 95% design meeting.
b. Review and discuss project details with the CLIENT.
c. Review detailed drawings and specifications with the CLIENT.
Bidding and Contract Award
1. Provide up to ten (10) copies of plans, specifications and contract documents for the
proposed project to the CLIENT.
2. Assist the CLIENT in obtaining construction bids by:
a. Suggesting dates and times for receipt of bids.
b. Notifying interested and qualified Contractors and bulletins of the time and date of the
receipt of bids and the general nature of the project, advertising for bids.
c. Providing copies (electronic or paper) of drawings, specifications and contract and
bidding documents to interested and qualified contractors, material suppliers, and
other interested parties. Iowa law requires the CLIENT to pay for copies of documents
provided to interested parties.
d. Answering questions from Contractors and suppliers and issuing addenda as
necessary.
e. Evaluating and determining acceptability of materials as may be proposed by
Contractors and suppliers in accordance with the Contract Documents.
f. Attending bid opening.
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origindesign rn
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop origin."
Page 3 of 8
design
3. Assist the CLIENT in evaluating bids by:
a. Reviewing bids for completeness and accuracy.
b. Tabulating bids received.
c. Investigating qualifications of Contractors.
d. Investigating acceptability of proposed materials, suppliers and subcontractors.
4. Analyze the bids and make recommendations to the CLIENT for award of contract(s) within
ten (10) days after the receipt of bids, unless bid irregularities are encountered.
5. Prepare and provide copies, as required, of contract documents including notice of award,
improvements contract, performance/payment/maintenance bond for CLIENT and
Contractor use of execution, for each construction contract.
Construction Basic
1. Conduct a preconstruction meeting with CLIENT and Contractors. Compose and distribute
minutes to attendees. One meeting per contract is included.
2. Consult with and advise the CLIENT and act as its representative as provided for in the
construction contract general, supplemental and special conditions. The extent and
limitations of the duties, responsibilities and authority of the CONSULTANT as assigned in
the construction contract conditions shall not be modified without the CONSULTANT's
written consent; all of the CLIENT's instructions to the Contractor(s) shall be issued through
the CONSULTANT who shall have authority to act on behalf of the CLIENT to the extent
provided in the construction contract conditions except as otherwise provided in writing.
3. Review submittals, certifications, brochures, catalog data, and samples, the results of tests
and inspections and other data which the Contractor is required to submit, for
conformance with the design concept of the Project and compliance with the information
given in the Contract Documents.
4. Issue all instructions of the CLIENT to the Contractor(s) and prepare routine change orders
as required. The CONSULTANT may, as the CLIENT's representative, require special
inspection or testing of the work and shall act as initial interpreter of the terms and
conditions of the Contract Documents and judge of the performance thereunder by the
parties thereto and shall render opinions on all claims of the CLIENT and the Contractor(s)
relating to the execution and progress of the work and all other matters and questions
related thereto.
5. Based on on -site observations by the inspector, the CONSULTANT will review Contractor's
applications for payment and supporting documentation. The CONSULTANT shall
determine the amount owed to the Contractor and approve, in writing, payment to the
Contractor in such amounts; such approvals of payments shall constitute a representation
to the CLIENT based on such observations and review, that the work has progressed to the
point indicated and that the quality of work is in general conformance with the Contract
Documents; subject to an evaluation of the work as a functioning project upon substantial
completion, to the results of any subsequent tests called for in the Contract Documents, to
minor deviations from the contract documents correctable prior to completion and to any
qualifications stated in his approval. By approving an application for payment, the
CONSULTANT shall not be deemed to have represented that he has made any
examination to determine how or for what purposes any contractor has used the moneys
paid on account of the Contract Price.
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origindesign rn
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop
Page 4 of 8
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design
6. Conduct an inspection to determine if the project is substantially complete and a final
inspection to determine if the project has been completed in general conformance with the
Contract Documents and if the Contractor has fulfilled his obligations thereunder so that
the CONSULTANT may approve, in writing, final payment to the Contractor.
7. The CONSULTANT will not be responsible for the acts or omissions of any contractor, any
subcontractor, or any of the Contractor's or subcontractor's agents or employees or any
other person performing any of the work under the construction contract.
8. Prepare for the CLIENT one set of reproducible construction record drawings in the form of
hand sketches and notes on paper copy for the buried pipe portion of the project, showing
those significant changes made during the construction process based on observations,
construction notes, inspection reports and other data furnished to the CONSULTANT by the
Contractor or the Resident Project Representative (RPR).
9. Provide interpretation of the drawings and specifications.
Construction Observation
1. Provide construction staking for use by the Contractor. The staking shall consist of the
placement of stakes, as determined necessary by the CONSULTANT, to indicate the
horizontal and vertical locations of water distribution improvements including structures.
2. The RPR shall be an employee of the CONSULTANT and may be the project engineer. The
RPR would make periodic visits to the site as deemed necessary, as part of resident
services during construction.
3. The RPR shall make on -site observations of the progress and quality of the various aspects
of the work of the Contractor and field checks of materials and equipment. The purpose of
the on -site observations shall be to endeavor to determine, in general, if such work is
proceeding in accordance with the contract documents, to endeavor to provide further
protection for the CLIENT against defects and deficiencies and to determine if the integrity
of the design concept as reflected in the contract documents has been implemented and
preserved by the Contractor(s). However, the CONSULTANT/RPR shall not, during such
visits or as a result of such observations of the work of the Contractor(s), supervise, direct or
have control over such work nor shall the CONSULTANT/RPR have authority over or
responsibility for the means, methods, techniques, sequences or procedures of construction
selected by the Contractor(s), for safety precautions and programs incidental to the work
of the Contractor(s) or for failure of the Contractor(s) to comply with laws, rules, regulations,
ordinances, codes, or orders applicable to Contractor(s) furnishing and performing work.
Accordingly, CONSULTANT can neither guarantee the performance of the construction
contracts by Contractor(s) nor assume responsibility for the Contractor's failure to furnish
and perform the work in accordance with the contract documents.
4. Based upon the on -site observations, the RPR shall endeavor to periodically inform the
CLIENT's representative of the progress of the work.
5. During on -site observations and as part thereof, the RPR shall disapprove of or reject
Contractor's work while it is in progress if RPR believes that such work will not produce a
completed project that conforms generally to the contract documents or that will prejudice
the integrity of the design concept of the project as reflected in the contract documents.
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origindesign rn
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop
Page 5 of 8
• •
origin."
design
6. The RPR is CONSULTANT's agent at the site and will act as directed by and under the
supervision of the CONSULTANT, and will confer with CONSULTANT regarding RPR's actions.
RPR's dealings in matters pertaining to the on -site work shall, in general, be with the
CONSULTANT and Contractor keeping the CLIENT advised as necessary. RPR's dealings
with subcontractors shall only be through or with the full knowledge and approval of the
Contractor. RPR shall generally communicate with the CLIENT with the knowledge of and
under the direction of the CONSULTANT.
7. The duties and responsibilities of the RPR as applicable to this project shall be as follows:
i. Determine Contractor's progress relative to his schedule and the required completion
date. Keep the CONSULTANT advised of the project status.
ii. Determine quantities of work completed, and inventory amount of materials stored on
site for the purposes of periodic payments.
iii. Attend meetings with Contractor, such as preconstruction conference, and job site
conferences. Maintain a record of job -site meetings attended.
iv. Serve as CONSULTANT's liaison with the Contractor, working principally through
contractor's superintendent and assist in understanding the intent of the contract
documents. Assist the CONSULTANT in serving as the CLIENT's liaison with the
Contractor when the Contractor's operation affects the CLIENT's on -site operations.
v. Assist in obtaining additional details and information from the CLIENT at the job site for
proper execution of the work, when required.
vi. Examine submittals reviewed by CONSULTANT. Receive samples that are furnished at
the site by Contractor and notify CONSULTANT of availability of samples for
examination. Advise CONSULTANT and Contractor of commencement of any work
requiring a submittal or sample if the submittal has not been reviewed by the
CONSULTANT.
vii. Conduct periodic on -site observations of the work in progress to assist CONSULTANT in
determining if the work is proceeding in general conformance with the contract
documents. Report to the CONSULTANT whenever the RPR believes that any work is
unsatisfactory, faulty, defective or does not conform to the Contract Documents, or
does not meet the requirements of any inspections, test or approval required to be
made; and advise the CONSULTANT when he believes the work should be corrected or
rejected or should be uncovered for observation or requires special testing inspection
or approval. Verify that tests are conducted as required by the contract documents
and in the presence of the required personnel and the Contractor maintains adequate
records thereof; and observe, record and report to the CONSULTANT appropriate
details relative to the test procedures.
viii. Report to CONSULTANT when clarifications and interpretations of the contract
documents are needed and transmit to Contractor clarifications and interpretations as
issued by CONSULTANT.
ix. Consider and evaluate Contractor's suggestions for modifications in drawings or
specifications and report with RPR's recommendations to CONSULTANT. Transmit to
Contractor decisions as issued by CONSULTANT.
x. Review correspondence, reports of job conferences, submittals and samples,
reproductions of original contract documents including all work directive changes,
addenda, change orders, field orders, additional drawings issued after
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origindesign rn
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop
Page 6 of 8
• •
origin."
design
the execution of the contract, CONSULTANT's clarifications and interpretations of the
contract documents, progress reports and other project related documents.
A. Maintain a diary or log book of periodic visits, recording RPR hours related to job,
weather conditions, data relative to questions or work directive changes, change
orders or changed conditions, daily activities, decisions, observations in general, and
specific procedures. Furnish copies of diary/log book to CONSULTANT and CLIENT if
requested.
xii. Consult with CONSULTANT in advance of scheduled major tests, inspections or start of
important phases of the work.
xiii. During the course of the work, verify that certificates, maintenance and operation
manuals and other data required to be assembled and furnished by the Contractor are
applicable to the items actually installed and in accordance with the contract
documents and have this material delivered to the CONSULTANT for review and
forwarding to the CLIENT.
xiv. Before the CONSULTANT issues a Certificate of Substantial Completion, submit to
Contractor a list of observed items requiring completion or correction. Conduct final
inspection in the company of CONSULTANT, CLIENT and Contractor and prepare a final
list of items to be completed or corrected. Observe that all items on final checklist
have been completed or corrected and make recommendations to CONSULTANT
concerning acceptance.
8. The limitations of authority shall be such that the RPR:
i. Shall not authorize any deviation from the contract documents or substitution of
materials unless authorized by the CONSULTANT (project engineer).
ii. Shall not exceed limitations of CONSULTANT's authority as set forth in the contract
documents.
iii. Shall not undertake any of the responsibilities of Contractor, subcontractors or
Contractor's superintendent.
iv. Shall not advise on, issue directions relative to or assume control over any aspect of the
means, methods, techniques, sequences or procedures of construction unless such
advice or directions are specifically required by the contract documents.
v. Shall not advise on, issue directions regarding or assume control over safety
precautions and programs in connection with the work.
vi. Shall not authorize CLIENT to occupy the project in whole or in part.
9. On -site density testing and/or material testing as required for the project as determined
necessary by the CONSULTANT shall be performed by a Sub -consultant contracted with
the CONSULTANT.
Schedule
Services will begin upon execution of this Task Order, which is anticipated to be February 16, 2023.
Services are scheduled for completion in accordance with the following milestones:
• February 24, 2023: Topo Survey complete
• March 17, 2023: Preliminary Design complete
• March 23, 2023: Preliminary Design meeting with CLIENT
• April 18, 2023: Final Design and permitting complete
• April 20, 2023: Notice to Bidders and Notice of Public Hearing to CLIENT to add to May 1"
Council Agenda
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origindesign rn
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop origin
Page 7 of 8
design`
• May 1, 2023: Council Sets Dates and Times for Public Hearing, Bid Opening, Award
Consideration
• May 2-3, 2023: Plans and Specs on the street for Bidding
• May 15, 2023: Public Hearing
• May 25, 2023: Bid Opening
• May 26, 2023: Provide award recommendation and bid tab to CLIENT
• June 3, 2023: City Council contract award
• July 5, 2023: Issue Notice to Proceed
• July 25-30, 2023: No construction, Dubuque County Fair
• Project is estimated to require approximately 4 weeks of construction once the materials are
delivered.
Compensation
CLIENT shall compensate CONSULTANT for Preliminary Design Services under this Task Order for a
lump sum of Thirty -Two Thousand Three Hundred Dollars and Zero Cents ($32,300.00). Periodic
invoicing shall coincide with actual work completed.
CLIENT shall compensate CONSULTANT for Final Design Services under this Task Order for a lump sum
of Fourteen Thousand Nine Hundred Dollars and Zero Cents ($14,900.00). Periodic invoicing shall
coincide with actual work completed.
CLIENT shall compensate CONSULTANT for Bidding and Contract Award Services under this Task
Order for a lump sum of Five Thousand Three Hundred Dollars and Zero Cents ($5,300.00). Periodic
invoicing shall coincide with actual work completed.
The costs for providing plans and specifications along with any shipping costs is not included in
these fees. Tri-State Blueprint will invoice the CLIENT directly for costs associated with providing
plans and specifications, whether paper or electronic, along with any shipping costs.
CLIENT shall compensate ENGINEER for Construction Basic Services under this Task Order for a lump
sum of Six Thousand Six Hundred Dollars and Zero Cents ($6,600.00). Periodic invoicing shall coincide
with actual work completed.
OWNER shall compensate Engineer for Construction Observation Services under this Task Order
based on the time required at our current hourly rates. The estimated fee for construction observation
services is Thirteen Thousand Two Hundred Dollars and Zero Cents ($13,200.00) based on part-time
inspection for a period of four weeks. Periodic invoicing shall coincide with actual work completed.
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origindesign.eorn
800 556-4491
Task Order 23-01
City of Dubuque Old Highway Road Water Main Connection Loop
Page 8 of 8
CONSULTANT: Origin Design Co.
Marc D. Ruden, PE
Water Resources Team Leader
February 16, 2023
CLIENT: City of Dubuque, Iowa
/ t4� k�4
Micl ael Van Milligen
City Manager
02/26/2023
(Date)
DUBUQUE OFFICE
4155 Pennsylvania Avenue
Dubuque, Iowa 52002
origin
d e s i g
CONSULTANT: Origin Design Co.
Lauren Ray, PE, SE
Vice President & Field Services Team Leader
February 16, 2023
origindesign.com
800 556-4491