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HomeMy WebLinkAbout2004 S Manager - Coulter, Jewell and Thames for Consulting Engineering Services Efland Sewer Buckhorn EDDCoulter ~ Jewell ~ ThamesoA Ill WEST MAIN STREET DURHAM, NORTH CAROLINA 27701 p 919.682.0368 f919.688.6646 Planning for the future. LETTER OF AGREEMENT Made this 23'~ day of August, 2005 TO THE OWNER Orange County 200 South Cameron Street P.O. BOX 8181 Hillsborough, North Cazolina 27278 BY THE ENGINEERING CONSULTANT Coulter Jewell Thames, PA 111 West Main Street Durham, North Carolina 27701 ©A'F - ~a~ ~y ~~o~~ oRrc I1vA,, slGi~'r~RES ~ K cow ~ ~ ~~~__, DIST: `UGC-' For Engineering and Related Professional Services for the extension of water and sanitary sewer utilities to serve Central Efland and the Buclchom Road Economic Development District and Community in Orange County. Areas to receive utility extensions aze shown on the attached map dated 12/1/2004. I. PROJECT DESCRIPTION: A. BUCKHORN ROAD ECONOMIC DEVELOPMENT DISTRICT AND COMMUNITY: 1. Extend a 12-inch waterline from the end of the City of Mebane's water distribution system on Buclchorn Road to a proposed Middle School Site located on West Ten Road. The approximate length of this proposed waterline extension is 8,8961ineaz feet. Construction of this waterline will be in accordance with the City of Mebane's Utility Standazds. The general concept and location of this waterline are shown in blue as a "Core" utility on the attached map dated 12!1/2004. 2. Construct a 250 G.P.M. Pump Station and a 6-inch force main /gravity sanitary sewer collection system to serve the proposed Middle School Site located on West Ten Road. The approximate length of the 6-inch force main is 6,9501ineaz feet. The approximate length of the gravity sanitary sewer collection system in 8001ineaz feet. Construction of this sanitary sewer utility system will be in accordance with the City of Mebane's Utility Standazds. The general concept and location of the pump station, 6-inch force main and gravity sanitary sewer collection system are shown in red as a "Core" utility on the attached map dated 12/1/2004. The red square on the attached map represents the general location of the proposed pump station. E N G I 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 Construct a gravity sanitary sewer collection system adjacent to the northwest corner of the Buckhorn Economic Development District. The purpose of this gravity sanitary sewer collection system will be to serve existing lots in this area. The approximate length of this gravity sanitary sewer collection system is 8,097 linear feet. The construction of this sanitary sewer collection system will be in accordance with the City of Mebane's Utility Standards. The general concept and location of this system is shown in red as a "Core" and green as an "Optimum" utility on the attached map dated 12/1/2004. 4. Develop a "Utility Plan" that shows the future extension of public utilities (water and sanitary sewers) that will serve the Buckhorn Economic Development District. The area of land that comprises the Buckhorn Economic Development District is shown in light blue on the attached map dated 12/1/2004. 5. Omitted From The Project In The Bnchhorn Road Economic Development District Area: ~ 12-inch waterline around the east and north boundaries of the Buckhorn Economic Development District. This waterline is shown by a dashed blue line as an "Optimum" utility on the attached map dated 12/1/2004. ~ $-inch waterline that would serve lots located off West Ten Road located in the southwest corner of the Buckhorn Economic Development District. This waterline is shown by a dashed blue line as an "Optimum" utility on the attached map dated 12/1/2004. B. CENTRAL EFLAND: 1. Construct a gravity sanitary sewer collection system that will serve Central Efland. The purpose of this gravity sanitary sewer collection system will be to serve existing lots in this area. The approximate length of this gravity sanitary sewer collection system is 20,9901inear feet. The construction of this sanitary sewer collection system will be in accordance with utility standards outlined by Orange County. The general concept and location of this system is shown in purple as a "Core" and yellow as an "Optimum" utility on the attached map dated 12/1/2004. 2. Construct a new pump station with force main piping as required to receive and discharge wastewater flows from the additional service area created by the construction of the sanitary sewer collection system outlined in Item I B 1. The size of this new pump station, its location and design will be in accordance with utility standards and good engineering practices approved by Orange County and the County Engineer. The general concept and location of the pump station, while shown by a purple square as a "Core" utility downstream from the existing McGowan Pump Station on the attached map dated 12/1/2004, may be located at a different site more beneficial to Orange County based upon recommendations made by the Engineering Consultant. Orange County will have final approval with regard to the location of this pump station. Additional Pumping Requirements: It is understood by Coulter Jewell Thames P.A. that a second pump station may be required to serve the Central Efland Area for the gravity sanitary sewer collection system that will be constructed as described under Item I B1. It is further understood that it is the desire of Orange County to eliminate a second pump station if pumping of all wastewater for the Central Efland Area can be handled by the new pump station described in Item I B2. Coulter Jewell Thames P.A. will make investigations as necessary to determine the need, if any, for a second pump station. Should a second pump station be required, the cost for the engineering of this pump station is included in the fees provided by this Agreement. The general concept and location of this second pump station is shown by a purple square as a "Core" utility on the attached map dated 12/1/2004. lI. SCOPE OF BASIC SERVICES: A. PLANNING PHASE: 1. Prepare an Environmental Assessment for the entire Project and submit to NCDENR for review and approval. Preparation of the Environmental Assessment will be in accordance with USEPA grant funding guidelines as administered by the State's Construction Grant and Loan Section. 2. Prepare a Preliminary Engineering Report for the entire Project in accordance with USEPA grant funding guidelines as administered by the State's Construction Grant and Loan Section. 3. Develop a "Utility Plan" that shows the location and size of future public utilities (water and sanitary sewers) that will serve the Buckhorn Economic Development District. This "Utility Plan" will include base mapping that shows the location and size of proposed utilities while complying with local planning ordinances and State regulatory laws. In addition to the base mapping, a written report to Orange County will be provided that describes the investigative findings for future extension of public utilities inside the Buckhorn Economic Development District. 4. Develop a "Pumping Plan" for the pump station what will serve the Buckhorn Economic Development District and the pump station(s) that will serve Central Efland. This "Pumping Plan" will include but not be limited to the following: • Land use and potential development of properties tributary to each pump station in accordance with local zoning and planning maps • Daily average and peak sanitary sewer flows draining to each pump station in accordance with NCDENR Guidelines • Location of pump station sites based upon preliminary field surveys • Size and type of all pump stations • Preliminary pumping rates and points of discharge • Determine force main sizing for each pump station and determine the size of receiving gravity sanitary sewers that the force mains will discharge into upstream from each pump station Note: Pump station design for the Buckhom Economic Development District Area will be coordinated with the City of Mebane. Pump station design(s) for Central Efland will be coordinated with Orange County. 5. Perform fire flows and hydraulic analysis to evaluate the existing water distribution system that will supply water to the Buckhorn Economic Development District. Determine the size of the proposed waterline that will be extended along Buckhom Road and West Ten Road to serve the proposed Middle School Site and portions of the Buckhorn Economic Development District. 6. Attend public meetings or other meetings related to the Project as required by Orange County. B. DESIGN PHASE: Prepare detailed plan/profile drawings of all water main extensions, sanitary sewer collection piping /force main piping and miscellaneous details relative to the Project as outlined hereinbefore in the PROJECT DESCRIPTION. 2. Design multiple pump stations (at least two (2) and not more than three (3)) in accordance with design parameters established by PLANNING PHASE in Item II A4 of this Agreement and in accordance with NCDENR Guidelines. The design of the pump stations will include but will not be limited to the following: • Pump selection and associated calculations for review by City of Mebane and Orange County where appropriate • Wet-well sizing • Site Plan lay-out, grading, storm drainage etc... with sufficient details for review and approval by Orange County Planning Department • Power supply • Instrumentation • Emergency power (generator sizing) • Telemetry • Delineation of wet-lands and 100-yeaz flood elevation • Outside lighting • Planting • Easement or properly plats as necessary for selected sites for pump stations • Other components as deemed necessary or required by regulatory agencies and from local governing bodies who have jurisdiction over this Project. 3. Prepare detailed technical specifications, permit applications and encroachment agreements. 4. Prepare detailed contract documents for bidding and negotiating with multiple utility contractors in accordance with applicable state laws that govern the selection of Contractor(s) for public contracts. 5. Prepare plats for obtaining easements, Right-of--Ways or properties for the construction of utilities outlined in the PROJECT DESCRIPTION of this Agreement. C. PERMITTING PHASE: 1. Obtain Erosion Control Permits for land distributing operations from the State and or local regulatory agency with the County. 2. Obtain Highway Encroachment Agreements from N.C.D.O.T. 3. Obtain water main extension permits, sanitary sewer extension permits and pump station /force main permits from NCDENR. 4. Obtain other permits as applicable for the Project, including wetland and stream crossing permits from the Army Corp of Engineers and or NCDWQ. 5. Site Plan Approval for Pump Station Sites through Orange County Planning Department. D. BIDDING AND NEGOTIATING PHASE: 1. Distribute plans and specifications to prospective bidders for pricing, following all applicable state laws that govern the formal bid process for construction contracts involved with public monies. 2. Conduct aPre-Bid Conference at a time and place selected by the Owner. 3. Prepare Bid Tabulations and Certification of Bid results for Owner. 4. Recommendation of Awazd of low, responsible, responsive bidder to the Owner. 5. Assist Owner with preparing a Contract with selected utility contractor. E. CONSTRUCTION OBSERVATION / AS-BUILT DRAWING PHASE 1. Conduct aPre-Construction Conference with the selected contractor at a time and place selected by the Owner. 2. Make site visits, attend project meetings, provide clarification of drawings while construction is in progress, assist the Contractor in interpreting the contract documents and observe that the Contractor conforms during construction with the intent of the plans and specifications. Inform the Owner of any discrepancies and additional costs during construction. 3. Review project submittals, shop drawings for conformance to plans and specifications and change order requests for additional work. 4. Review contractor's application for payments to the Owner. 5. Perform substantial completion and fmal completion inspections. Oversee the preparation of "punch list "items to complete the Project. 6. Provide final certification of water main and sanitary sewer utility construction as required by the City of Mebane, Orange County, the State and guidelines according to grant funding. 7. Provide "As-Built Drawings" as required by the City of Mebane, Orange County, the State for water main extensions and sanitary sewer utility construction and guidelines according to grant funding. F. OTHER SERVICES UNDER TERMS OF CONTRACT: 1. Attend public meetings, hearings, commissioners meetings and other functions related to this Project as required by Orange County. 2. Compliance with guidelines for engineering services according to grant funding. G. REIMBURSABLE EXPENSES AND COSTS: AND ADDITIONAL ENGINEERING SERVICES: 1. Permit application fees to various regulatory agencies or any other costs such as inspection fees, frontage fees etc... associated with local, state and federal government agencies. 2. Environment Impact Study (Not to be confused with Environmental Assessment provided for during Planning Phase in Item II A 1). 3. Geotechnical investigations and materials testing 4. Advertisement costs 5. Printing costs associated with Advertisement of Bids and As-Built Drawings 6. Redesigns authorized by the Owner after all permits have been obtained. 7. Additional Engineering Services beyond the scope of work outlined in PROJECT DESCRIPTION and SCOPE OF BASIC SERVICES. Note: Reimbursable Expenses and Costs will be paid to Coulter Jewell Thames P.A. after sufficient documentation has been provided to Orange County such as a copy of a paid invoice or copy of the payment check. Additional services will be invoiced at the hourly rates provided in Item V of this Agreement. III. OWNER/DESIGN CONSULTANT RESPONSIBII.ITIES The Owner will appoint a representative through which all communications with the Engineering Consultant will take place. The Engineering Consultant will be allowed access to the sites at all times upon approval from local property owners. The Owner will keep the Engineering Consultant apprised of all relevant information which could affect the work. The Engineering Consultant will not be responsible for or have control or charge of construction means, methods, techniques, sequences, or procedures or for safety precautions and programs in connection with the work, and will not be responsible for the contractors failure to cant' out the work in accordance with the contract documents. The Engineering Consultant will not be responsible for or have control or charge over the acts or omissions of the contractor, subcontractors or any other agents or employees or any other persons performing any of the work. It will be the responsibility of the contractor to verify the depth and location of all underground utilities prior to starting construction. Should any underground utility not be located as shown on the drawings, the contractor will notify the Engineering Consultant immediately before starting any construction for a resolution of the discrepancy. The Engineering Consultant will be saved harmless from any damaged utility during construction with the cost for repairing any underground utility borne by the contractor. 1V. COMPENSATION Compensation for work as outlined by the BASIC SCOPE OF SERVICES and PROJECT DESCRIPTION of this Agreement will be provided hourly at the rates outlined in Item V applied against the "Not-To-Exceed Cost" of $484,390.00 listed below. Reimbursable expenses and costs and additional engineering services will be paid as outlined in Section lI G of this Agreement. The "Not-To-Exceed Cost" of $484,390.00 for this Project will be according to the following schedule: Item I BUCKHORN ECONOMIC DISTRICT (PLANS AND SPECIFICATIONS) Core ---------------------------------------------------------------------------- $ 108,044.00 Optimum --------------------------------------------------------------------------- $ 17,131.00 Item II CENTRAL EFLAND AREA (PLANS AND SPECIFICATIONS) Core ------------------------------------------------------------------------- $ 136,586.00 Optimum ------------------------------------------------------------------------- $ 37 239.00 Item III OTHER ENGINEERING SERVICES • Buckhom Economic District Utility Study ----------------------------- $ 18,000.00 • Environmental Assessment (For Grant) ---------------------------------- $ 25,000.00 • Preliminary Engineering Report ------------------------------------------- $ 22,500.00 • Surveying Easements Plats --------------------------------------------- $ 20,000.00 • Construction Phase Services -------------------------------- $ 99,g90,(~ TOTAL KNOT-TO-EXCEED ENGINEERING COST" $ 484,390.00 Plus Reimbursable Expenses and Costs V. HOURLY RATES Licensed Professional Engineer -------------------------------------------------------____-- $ 110.00/HR Environmental Consultant ----------------------------------------------------------------____-- $ 120.00/HR Licensed Professional Land Surveyor------------------------------------------------____-- $ 95.00/HIt Engineer-in-Training (E.L)------------------------------------------------------------------- $ 85.00/HR 2 Man Survey Crew -------------------------------------------------------------------------- $ 105.00/HR 3 Man Survey Crew --------------------------------------------------------------------------- $ 125.00/HR CAD Operator/Drafter -------------------------------------------------------------------- $ 65.00/HR Engineer Technician -------------------------------------------------------------------- $ 85.00/HR Environmental Intem ----------------------------------------------------------------------- $ 80.00/HR Construction Field Inspector -------------------------------------------------------___--- $ 90.00/IBi Secretarial ----------------------------------------------------------------------------------- $ 25.00/HR All duect and indirect costs other than printing costs for Bidding and As-Built Drawings are covered by the above hourly rates. Printing costs are reimbursable expenses paid to Coulter Jewell Thames P.A. based upon receipts obtained by Coulter Jewell Thames P.A. from local printing company. Coulter Jewell Thames P.A. will bill a straight hourly rate with the hourly rate covering salaries, travel, expenses, telephone as well as other direct and overhead costs. Coulter Jewell Thames P.A. invoices monthly with payment due within 30 days. V. BILLING AND PAYMENT: The Engineering Consultant will bill the Owner monthly for work completed since the previous billing period. Payment will be due within 30 days from the date on that invoice. Should the need arise to settle a dispute through the use of legal counsel, then the Owner and Engineering Consultant agree that all attorney's fees will be reimbursed by the losing party. Should payment be delinquent more than 60 days, the Engineering Consultant will stop all work on the Project until all payments are brought current. VI. INSURANCE CERTIFICATES As terms and conditions of this Agreement, Coulter Jewell Thames P.A. will forward to Orange County Insurance Certificates that verify insurance coverage for Worker's Compensation, Business Liability, and Professional Liability. Coverage that will be provided will be as follows: Worker's Compensation ----------------------------------------------------------- $100,000 /Accident Business Liability ----------------------------------------------------------------- $1,000,000 /Occurrence $2,000,000 /General Aggregate Professional Liability ------------------------------------------------------------- $500,000 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement as the day and yeaz written. ORANGE COUNTY ATTEST - ~-~~ C air, Orange County Board of Co si s Date Name/Title/Date ~ ~/~ ENGINEERING CONSULTANT ATTEST COULTER JEWELL THAMES, P.A. James W. Thames P.E., Vice President Date: 2~ OS ,~ ~~ teven P. Bailey, P.E., Co Secretary Date: ~ ~ c~ RI ~; iIVAL SIGNATURES COPY ~' / ~ ~ ~,__, Misr: C-r-~--, - CHA For A1{ the Commitments You Make° AGENCY BRANCH PREFIX ARCHITECTS/ENGINEERS PROGRAM POLICY DECLARATIONS POLICY NUMBER 056124 969 AEA 00-431-66-38 INSURANCE IS PROVIDED BY CONTINENTAL CASUALTY COMPANY, CNA PLAZA, CHICAGO, IL 60685, A STOCK INSURANCE COMPANY, HEREIN CALLED WE,, US, OR OUR. NOTICE THIS IS A CLAIMS-MADE POLICY. DEFENSE COVERAGE IS WITHIN THE LIMITS OF LIABILITY UNLESS OTHERWISE ENDORSED. PLEASE READ THIS POLICY CAREFULLY AND DISCiISS THE COVERAGE WITH YOUR INSURANCE AGENT OR BROKER. 1. NAMED INSURED: COULTER, JEWELL, THAMES P.A COULTER HART JEWELL THAMES P.A. COULTER, HART, JEWELL, THAMES, P.A. COULTER ASSOCIATES 2. ADDRESS: 111 West Main Street Durham, North Carolina 27701 3. POLICY TERM: From: 02/27/2005 To: 02/27/2006 AT 12:01 a.m. Standard time at your address shown above. 4. KNOWLEDGE DATE: 02/27/85 DEDUCTIBLE: a. $ 10,000 Purchased Deductible b. $ 2,500 Deductible Credit c. $ 7,500 is Deductible per claim (including claim expenses) d. $ N/A is Aggregate Deductible per policy year (including claim expenses) 6. LIMIT OF LIABILITY: a. $ 500,000 Per claim limit of liability (including claim expenses) b. $ 500,000 Aggregate limit of liability per policy year (including claim expenses) 7. INCEPTION DATE: 02127185 is the date of the first policy issued to you and continuously renewed by us. 102496 G-136512-A17 -1 - (ED. 07/03) civa For AI14he Commltmeats You Make' DECLARATIONS CONTINUED Policy AEA 00-431-66-38 Effective 02/27/05 8. $ 1,148,744 is the Total Billings 9. PREMIUM: 10. INSTALLMENT PREMIUM PAYMENT: $ 14,304 Standard $ .0 $ 5,722.00 Due 02/27/0'5 . $ 14,304 Total $ 4,291.00 Due 05/27/05 $ 4,291.00 Due 08/27/05 11. Endorsements attached at policy effective date: G-136558-A32 G-136559-A32 G-144291-A G-138995-A G-144872-A G-136519-A G-136511-A 102496 G-136512-A17 {ED. 07103) State Provision - North Carolina Amendatory Endorsement - North Carolina Economic and Trade Sanctions Condition Amendment of Exclusion E Coverage of and Cap on Losses for Certified Acts Supplemental Limit of Liability Endt Professional Liability Policy -lA- CERTIFICATE OF INSURANCE T s t ~ STATE FARM FIRE AND CASUALTY COMPANY, Bloomington, Illinois ^ STATE FARM GENERAL INSURANCE COMPANY, Bloomington, lltinois ^ STATE FARM FIRE AND CASUALTY COMPANY, Scarborough, Ontario INOYK~NGE ^ STATE FARM FLORIDA INSURANCE COMPANY, Winter Haven, Florida W ^ STATE FARM LLOYDS, Dallas, Texas insures the following policyholder for the coverages indicated below: Name of policyholder COULTER, NEWELL, TF3AME3 r PA Address of policyholder 111 W. P3AIN S'Y', DURHAM, NC 27901 Location of operations sAME As ~sovE Descrriptlon of operations ENGINEERING, LANDSCAPE A13CHITECZJTE & LAND pLF1NNING The policies listed below have bean issued to th® policyholder for the policy periods shown. The insurance described in these policies is subject to 8,11 the terms exclusions, and conditions of those policies. The limits of liability shown may have been reduced by any paid claims. POLICY PERIOD LIMITS OF LIA81LlTY POLICY NUMBER TYPE OF INSURANCE Effective Date ; Ex ration date (at beginning of policy period) Comprehensive BODILY INJURY AND 93-sx-6946-9 Business Liability 10/14/04 10/14/05 PROPERTY DAMAGE This Insurance includes- Products - Com leed orations Contractual Liability ® Underground Hazard Coverage Each Occurrence $ ~., ooo, ooo ® personal Injury ^ Advertising injury General Aggregate $ 2, ooo, ooo ^ Explosion Hazard Coverage ^ Collapse Hazard Coverage Products -Completed $ 2, ooo, ooo ^ Operations Aggregate POLICY PERIOD BODILY INJURY AND PROPERTY DAMAGE EXCESS LIABILITY Effective Date ~ Expirati~t ~ (Combined Single Limit) ^ Umbrella Each Occurrence $ ^ Other Aggregate $ Pan 1 STATUTORY Part 2 BODILY INJURY 93-ci-9705-4 Workers' Compensation 08/15/05 08/15/od and Employers Liability Each Accident $ too, ooo Disease Each Employee $100, ooo Disease -Policy Limit $ 5 0 0, 0 0 0 POLICY PERIOD LIMITS OF LIABILITY POLICY NUMBER TYPE OF INSURANCE Effective Date ~ Expiration Date (at beginning o! policy perlo THE CERTIFICATE OF INSURANCE IS NOT A CONTRACT OF INSURANCE AND NEITHER AFl=IRMATIVELY NOR NEGATIVELY AMENDS, EXTENDS OR ALTERS THE COVERAGE AI'PROVEa BY ANY POLICY DESCRIBED HEREIN. if any of the described policies are canceled before its expiration date, State Farm will try to mail a written notice to the certificate holder 60 days before Name and Address of Certfficate Holder cancellat(on. If however, we fail to mail such notice, no obligation or liability will be imposed on 5#ate oRZUV~E covraT'it Farm orrm or its o~presentatives. 2 0 0 SOUTH CAMERON' STREET __ ~~"' ' ~ P.O_ EOX 8181 HII.L5IiOROUGH, NC 27278 S~~ig~ tUre of Authorized F~epresentative 08/25/05 Title Date Agent's Code Stamp AFO Code 223 556.994 a3 ~a4.1999 primed In U.S.A. Z0 3J17d Q~idN03~ 3ISg3Q T600E8E6T6 TZ ~5Z 500Z/5Z/80