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Home My WebLink About2008-096 Purchasing - Coulter, Jewell & Thames Amendment for Professional Services Northern Park Septic Project r ~~zstx~~....... I ,~~''~~~~~~ t.~*~.~ es~'_,'Fb..~. Coulter ~ leweil ~ Thames~A ~= 171 WEST MAIN 57REET DURHAM, NORTH CgROLINA 27701 p919.682.0388 !919.668.5646 Planning Tor the Tutu ra3. October 2, 2008 Ms. Pam Jones, Director Orange County Purchasing & Central Services P.O. Box 8181 Hillsborough, NC 27278 Dear Ms. Jones: Re: Northem Human Services Center /Park Letter Proposal To Amend Coulter Jewell Thames P.A. Contract Dated 11/9/07 With Orange County For On-Site Sanitary Sewer Treatment System The purpose of this letter is to provide Orange County a proposal to amend our present engineering contract with Orange County dated 11/9/2007 for the on-site sanitary sewer treatment system that will serve the Northern Human Services Center /Park. The proposal being provided is per the request of Orange County. Acceptance of this proposal will authorize Coulter Jewell Thames P.A. to complete the design, permitting, bidding and oversee construction phase services necessary to build the on-site sanitary sewer treatment system that will serve the Northern Htunan Services Center /Park. The engineering services that will be provided if this proposal is acceptable are for additional services not originally required of Coulter Jewell Thames PA. by the 11/9/2007 Contract. It is Coulter Jewell 'Thames P.A. understandmg that since the signing of the 11 /9/2007 Contract with Orange County, unforeseen events and circumstances within Orange County now require a greater involvement with this Project from Coulter Jewell Thames P.A. in order to complete the work that otherwise was going to be handled by Orange County. It is with this understanding that Coulter Jewell Thames P.A. is submitting this proposal to Orange County in order to complete the work necessary to build an on-site sanitary sewer system at the Northern Human Services Center /Park. As of this proposal, Coulter Jewell Thames P.A. has completed the bulk of the work required under our 1 I/9/2007 Contract. Obligations that remain under the 11/9/2007 Contract would primarily have involved assisting Orange County with its design responsibilities for this Project. Orange County's design responsibilities included the sanitary sewer treatment system part of the Project. Coulter Jewel I Thames P.A. was going to provide drafting assistance and coordinate with Orange County the inclusion of our designs for the Grinder Lift Station and Effluent Lift Station with the design of the on-site sanitary sewer treatment system that was to be performed by Orange County. Remaining monies available for use under the 11/9/2007 Contract to assist Orange County total 516,670 as of Invoice No. 08497 dated 9/17/2008. This dollar amount can still be used by Orange County in addition to the additional funds outlined by this proposal that will be necessary to cover the cost of additional engineering services for Coulter Jewell Thames P.A. to complete this Project. E N G t N E E R I N G P L A N N I N G- L A N D S C A P E A R C H I T E C T U R E 3 In preparing this proposal, Coulter Jewell Thames P.A. solicited the professional services of AQWA who will assist Coulter Jewell Thames P.A. with the design, lay-out, and other items of the proposed on-site wastewater treatment system for the Northern Human Services Center /Park. AQWA is the firm that represents and supplies the AdvanTex Wastewater Treatment System to whom Orange County had consulted with in the past to perform preliminary designs. It is Coulter Jewell Thames P.A. understanding that Orange County based past design decisions assuming that an AdvanTex Wastewater Treatment System would be used at the Northern Human Services Center / Park and that final designs for this Project would require design layouts that follow guidelines for installing an AdvanTex Wastewater Treatment System at the Site. It is because of this history between Orange County and AQWA and AQWA's experience with the AdvanTex Wastewater Treatment System that, for this proposal, Coulter Jewell Thames PA. is retaining the services of AQWA to assist with the remaining design to complete this Project. The cost for retaining the services of AQWA for this Project is included in the proposal A condition of this proposal is that Orange County state in writing to Coulter Jewell Thames P.A. its desire to base designs for the on-site sanitary sewer treatment system at the Northern Human Services Center /Park using the AdvanTex Wastewater Treatment System as a sole source. The AdvanTex Wastewater Treatment System is proprietary. Selection of the AdvanTex Wastewater Treatment System by Orange County at the Northern Human Services Center /Park preceded Coulter Jewell Thames P.A. involvement with this Project. This proposal does not include design costs to perform multiple treatment system designs. Multiple treatment system designs would be required to abide by laws that govern the design, permitting and construction of public projects to avoid conflicts between public law and proprietary issues if the AdvanTex Wastewater Treatment System is not used as an approved sole source. Should multiple treatment system designs be required for any reason, further compensation would be required by Coulter Jewell Thames P.A. for this Project. The Orange County Engineering Department has had past experience with the AdvanTex Treatment System and appeared to be comfortable basing a1I design decisions for this Project using the AdvanTex Wastewater Treatment System. Coulter Jewell Thames P.A. Contract with Orange County dated 11/9/2007 did not require any involvement and subsequent liability associated with designs using the AdvanTex Wastewater Treatment System. The original terms of the 11 /9/07 Contract states that Coulter Jewell Thames P.A. will be held harmless "of any responsibility relative to the process and treatment of wastewater being performed by the on-site sanitary sewer facility that will serve the Northern human Services Center. Process design and associated kinetics and the quality of treatment of the wastewater for the Northern Human Services Center will be the sole responsibility of Orange County". The proposal being provided does not alter or change the language of the 1 l /9/2007 Contract as it relates to the above remarks in quotation. As previously stated, for this contract amendment to be acceptable to Coulter Jewell Thames P.A., Orange County will state in writing to Coulter Jewell Thames P.A. that the design required for the on-site wastewater treatment system will be based on the AdvanTex Treatment System. An additional statement at this tune also needs to be made that acceptance of this proposal does not alter or change the language as written under the "Description" in the 11/9/07 Contract. Otherwise, Coulter Jewell Thames P.A. would be subject to unacceptable liabilities. Attached hereinafter is an estimate of cost from Coulter Jewell Thames P.A. to provide additional engineering services to perform remaining designs, permitting, bidding and construction phase services for the on-site sanitary sewer treatment system at the Northern Human Services Center /Park. Should this proposal and the stipulations stated herein be acceptable to Orange County, please notify us is writing and sign the Proposal at your earliest convenience. We look forward to a favorable response and are prepared fA start work immediately to bring this Project to a successful completion. Very truly yours, ~itsttaiW~~ c~.~. James W. Thames P.E. Vice President Coulter Jewell Thames P.A. PROPOSAL TO ORANGE COUNTY PROJECT: NORTHERN HUMAN SERVICES ON-SITE WASTEWATER TREATMENT SYSTEM CLIENT: ORANGE COUNTY P.O. BOX 8181 HILLSBOROUGH, NC 27278 ENGINEERING CONSULTANT: COULTER JEWELL THAMES P.A. 111 WEST MAIN STREET DURHAM, NC 27701 DESCRIPTION OF PROPOSAL: To amend an existing Contract (11!9/07) with Orange County to provide additional design services, permitting, bidding and construction phase services for the above referenced Project as outlined by this letter proposal dated ] 0/2/08. COMPENSATION: Compensation for basic services outlined below will be provided for the stipulated sums plus reimbursable expenses as listed in the attached Schedule. Remaining 11/9/07 Contract Balance $ ] 6,670.00 1. Complete Remaining Designs for an On-Site Wastewater Treatment System $26,000.00 2. Cost for Consulting Services from AQWA ------------------------- $ 5,200.00 3. Permitting ---_~-____________-~.r_______________-..__-__--_--- $ 7,500.00 4. Bidding ..~---_..__----------------------------------------- $ 4,000.00 5. Construction Phase Services (Hourly Estimate) ----------------------- X24.000.00 Estimated Cost For Additional Services ______________-~__~_-_~___-- $66,700.00 $ 66.700.00 Total Funds Necessary To Complete Project STANDARD HOURLY RATES (PER 11/9/2007 CONTRACT): Licensed Professional Engineer ----------• Licensed Professional Landscape Architect Licensed Professional Consuh~ant ---------- Survey Field Crew --------------------- Engineer-in-Training -_~~___~__._ AutoCAD Technician ---------------------- Secretarial ---_------------------------- $ 83,370.00 $ 120.00/hour $ 120.OO~our $ 120.00/hour $ 120.00/hour $ 85.00/hour $ 70.00/hour $ 30.00/hour s STANDARD REIIKBURSABLE EXPENSES: Blueprints $1.50/sheet Mylar Sepias $10.00/sheet Photocopies $0. t 0 /page Out of Town Mileage $0.30 /mile Plotting $10.00/sheet Postage, Express Mail cost Long Distance Phone cost Film and Photo processing cost Out of Town Travel Expenses cost BILLING AND PAYMENT: Shall bill the Owner monthly for the percentage of each phase completed since the previous billing period. Respectfully tendered this 2"d day of October 2008 For The Consultant COULTER JEWELL THAMES, P.A. . i ~~. _ James W. Thames, P.E., Vice-President Date: » ~ D For the Owner ORANGE COUNTY Name/Titte ~UK?f'/1'1AO/~ ~ ~~~ Date: ATTEST Steven P. Bailey, P.E., Vice- ident Date: ~ °~ ~~ ATTEST -«i Name/Title Date: NOTE: SLGNATURE OF THIS PROPOSAL CONSTITUTES ACCEPTANCE AS AN AMENDMENT TO THE 11/9/07 CONTRACT BETWEEN ORANGE COUNTY AND COULTER JEWELL THAMES P.A.