4G CO 3 to 2021021 with Hazen and Sawyer.pdf
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PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF BUCKEYE AND HAZEN AND SAWYER CONTRACT NO. 2021021 CHANGE ORDER #3 THIS CHANGE ORDER #3 is entered into as of _____________________, between the City of Buckeye, an Arizona municipal corporation Hazen and Sawyer, a New York corporation (the ). This Change Order modifies certain sections of Contract No. 2021021 , with those sections not expressly modified remaining in full effect pursuant to their terms. CONTRACT CHANGES: 1. Section 1 Term of Agreement, is amended by extending the Contract end date to June 30, 2025. 2. Section 3 Compensation, is amended by increasing the total amount not-to- exceed by $619,005.00, from $6,720,682.00 to $7,339,687.00. 3. Exhibit C Scope of Work and Schedule, is amended by incorporating the revised services and schedule as set forth in Exhibit 1 of Change Order #3. RECITALS: The City and Consultant entered into Contract No. 2021021 dated August 17, 2021. Pursuant to which Consultant was to provide planning, design, and construction management services for the Farallon Water Campus project with an expiration date of May 13, 2025, and a not-to-exceed amount of $6,720,682.00. Thereafter, Change Order #1 to Contract No. 2021021 amended Exhibit C Scope of Work and Schedule, by incorporating additional and revised services. There was no change in the total not- to-exceed amount or the period of performance. Thereafter, Change Order #2 to Contract No. 2021021 amended Exhibit C Scope of Work and Schedule, by incorporating additional services. There was no change in the total not-to-exceed amount or the period of performance. ADDITIONAL PROVISIONS: Except as amended herein, all provisions of the Contract remain in full force and effect. Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 1 (REV. 12.9.24) In the event of any conflict or discrepancy between the terms of this Change Order, the Contract, and any other contract documents, the documents shall govern in that order. This Change Order may be canceled pursuant to the provisions of A.R.S. § 38-511. IN WITNESS WHEREOF, the parties hereto have executed this Change Order as of the date first set forth above. CITY: CONSULTANT: THE CITY OF BUCKEYE, HAZEN AND SAWYER, an Arizona municipal corporation a New York corporation David B. Roderique, Interim City Manager Curtis D. Courter, Vice President ATTEST: Lucinda Aja, City Clerk RECOMMENDED: William Kauppi, Chief Financial Officer APPROVED AS TO FORM: K. Scott McCoy, City Attorney Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 2 (REV. 12.9.24) Exhibit 1 Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 3 (REV. 12.9.24) Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 March 17,2025 Jason Harris Construction Manager City of Buckeye 21749 W. Yuma Road, Suite 107 Buckeye, AZ, 85326 Re: City of Buckeye Project #2021021 Farallon Water Campus Scope Amendment 3 Dear Mr. Harris: Since the submission of Change Order 1 on 8/4/2023 and Change Order 2 on 1/9/2024, the project schedule for permitting, design, and construction was extended and additional effort was required on these tasks. Below is a summary of changes impacting each task. Additional details are provided in Exhibit A, which is the project decision log that tracks effort for out of scope items, and Exhibit B, which is a detailed fee schedule for Amendment 3. Additionally, a new scope item was added to the project to finalize the design of and construction of Lower Buckeye Road water main and pressure reducing valve (PRV), which is summarized in Exhibit C. Note that any additional effort that was due to the Water Resources Operations Center (WROC) being moved to the Farallon Water Campus will be performed under a separate contract specific to the WROC project, and is not included as part of this Amendment. Additional Permitting Efforts The permitting effort was significantly greater than anticipated for the following reasons: The design duration was extended due to permitting delays and breaking up single permitting packages into multiple separate packages to accelerate construction (see decision ID 81 in Exhibit A). Several permitting comments received after the 100% set was completed conflicted with previous design decisions that were made during and incorporated into the 30, 60, or 90% design packages, leading to redesign effort (see exhibit A for complete list). Removal of Baffles walls in the finished water tank led to additional MCESD permit coordination for approval of the change (see ID 66 in Exhibit A for details). Changes in permit requirements for the Raw Water Pipe Extension from assumptions for Change Order 2 (see ID 77, 77.1, and 77.2 in Exhibit A). Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 4 (REV. 12.9.24) March 17,2025 Farallon Water Campus Amendment 3 Page 2 of 4 Design Revisions Field Directive 3 In July 2024, Buckeye notified Hazen that a future project will install new RID lines at an elevation that will conflict with the water line design in the Farallon Distribution construction package, which was permitted and approved in November 2023. Portions of the water line were already under construction in July 2024, but had not yet reached the point of conflict. Hazen was directed to issue a field directive with changes to the water line profile to allow for future construction of the new RID lines. Design Revisions APS Standards Change Redesign and comments provided in coordination meetings with APS. The proposed layout and access was reviewed Summer and Fall of 2024, APS noted changes in equipment access requirements, which required (1) redesign of the APS equipment access and layout as well as (2) an additional location where equipment access is required off of Rooks. Item (1) was resolved but item (2) is still ongoing as of the time of writing this Change Order 3. This item accounts for the additional coordination meetings, design review and markups completed to date and includes estimated time for developing a field directive to address item (2), along with one round of APS and City review and revision, which will require a new access drive over the swale along Rooks. Design Revisions Field Directive 10 Between 90% and 100% design, City directed team to remove furnishings and finishes in the Operations building per markups provided by MGC in December 2023 for cost savings. In November 2024, Change Order 18 was approved to add furnishing and finishes back into the scope Hazen issued Field Directive 10, with 11 drawings, and two specification sections that include these scope items to include design requirements in the contract documents and communicate requirements to suppliers for shop drawing review. Design Revisions Lower Buckeye Road Water Main and PRV See Exhibit C for detailed scope and fee table. Extended Construction Schedule Construction Management budget was based on the construction completion date of 5/12/2025. The City anticipates construction completion by 6/30/2025, extending construction oversight and management an additional month. This impacts the following tasks: Onsite Management & Construction Phase Communication Procedures: Additional 1 month of management activities. Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 5 (REV. 12.9.24) March 17,2025 Farallon Water Campus Amendment 3 Page 3 of 4 Construction Progress & Coordination Meetings: Meetings are biweekly Assumed 2 meetings per month for the additional 1 month Construction Observation: Additional 1 month of on site inspection and observation services at 20 hours per week. In order to control costs, the City has directed Hazen to reduce onsite inspection time from 40 hours per week to 20 hours per week starting 12/2/2024. The categorical rate for part time inspection is higher as it includes additional home office overhead that is not included in the categorical rate for full time inspection. Overall, the reduced hours at a higher rate results in a budget reduction for the time between 12/2024 and 3/31/2025, offsetting a portion of the scope additions in the bullets above. RFIs The number of RFIs are more than double than the original estimate and new RFIs are still being received. The fee in Exhibit B accounts for the additional number of RFIs beyond the original scope. See fee schedule and decision log (ID 78) for total RFIs. Submittals The number of submittals is over twice the original estimate and new submittals are still anticipated. The fee in Exhibit B accounts for the additional number of submittals beyond the original scope. See fee schedule and decision log (ID 79) for total submittals. Additional services may be required related to construction schedule delays, additional field directives, or changes in permitting effort. The Owner's Allowance provides for additional services as requested by the Schedule This change order extends the project construction schedule from an end date of 5/12/2025 to 6/30/2025 per direction from the City. on construction close out tasks, including, Approval of Construction (AOC) application, record drawing development and approval, and substantial and final completion inspection is dependent on construction completion schedule and permitting timelines. These tasks are anticipated to take one month to prepare and submit permits after substantial completion. Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 6 (REV. 12.9.24) March 17,2025 Farallon Water Campus Amendment 3 Page 4 of 4 Fee The fee schedule with the estimate of hours for out of scope items listed above is provided in Exhibit B. Labor rates for individuals will be consistent with previously agreed upon project categorical rates, except for the switch to the part time inspection labor rate. Effort for out of scope items totals $7 ,345 ( . This additional effort is partially offset by base scope tasks which were completed under budget, resulting in an offsetting credit This results in a net budget increase of $6 9,005, for a total contract fee of $7, ,68 . Closing Hazen appreciates the opportunity to provide continued services for the City. If you have questions feel free to reach out directly at 623-261-4700. Sincerely, Daniela Panfil, PE Senior Principal Engineer cc: Curt Courter Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 7 (REV. 12.9.24) March 17,2025 Farallon Water Campus Amendment 3 B-1 Exhibit A Design Decision Log Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 8 (REV. 12.9.24) March 17,2025 Farallon Water Campus Amendment 3 B-1 Exhibit B Fee Schedule Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 11 (REV. 12.9.24) PP PM/QC QC Sr. Eng. Proj Eng II Proj Eng I CAD II CAD I Admin CM (Part Time) Inspector Fee Subconsultants Total Scope Item AVP SA SA SPE PE AE II SPD PD Admin CM SFC Total Subtotal ODCs and Markup Fee Hourly Rate = $ 280 $ 255 $ 265 $ 210 $ 180 $ 145 $ 165 $ 135 $ 90 $ 215 $ 130 Hours Labor Labor Labor DESIGN REVISIONS - $ - $ - $ Field Directive 3 - Redesign for New Future RID Pipe 1 6 16 12 12 47 7,765 $ 7,765 $ APS Standards Change Redesign 6 4 24 24 16 74 13,750 $ 13,750 $ Additional Permitting Efforts 12 32 24 120 140 180 150 180 838 143,430 $ 143,430 $ Field Directive 10 16 6 6 28 5,220 $ 5,220 $ Lower Buckeye Rd Water Main and PRV (Design & ESDC - see Exhibit C) 3 14 12 108 8 64 34 64 8 315 56,960 $ 11,280 $ 68,240 $ ENGINEERING SERVICES DURING CONSTRUCTION - $ - $ Onsite Management & Construction Phase Communication Procedures (1 additional months) 1 6 6 76 89 18,690 $ 5,000 $ 23,690 $ Construction Administration Procedures - $ - $ Construction Progress & Coordination Meetings (2 additional meetings anticipated) 1 1 2 4 825 $ 825 $ Submittal Reviews (255 estimated beyond original budget of 150) 100 310 585 585 1580 280,725 $ 280,725 $ RFIs (132 estimated beyond original budget of 50) 85 280 490 855 151,525 $ 151,525 $ Construction Observation (1 additional months of 1/2 time construction inspector) 4 85 89 19,295 $ 19,295 $ Construction Qualtiy Assurance 4 4 8 1,880 $ - $ 1,880 $ Special Inspections (EI&C, Structural) - $ - $ Work Change Directives (3 changes estimated) - $ - $ Operations and Maintenance Manuals - $ - $ Start-Up and Testing Support - $ - $ Record Drawings - $ - $ Substantial and Final Completion Inspections - $ - $ Total Hours 17 252 41 864 749 1363 206 256 6 173 3927 700,065 $ 16,280 $ 716,345 $ 4,760 $ 64,260 $ 10,865 $ 181,440 $ 134,820 $ 197,635 $ 33,990 $ 34,560 $ 540 $ 37,195 $ - $ $ 5,000 $ 7 1,345 (172,340) $ $ 6 9,005 Exhibit B City of Buckeye Farallon Water Campus Engineering Sevices During Construction Minus Remaining Project Budget (Thru Oct. 2024) Fee Schedule 12/13/2024 Total Increase in Contract Price Owner's Allowance Labor Fee Subtotal Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 12 (REV. 12.9.24) March 17,2025 Farallon Water Campus Amendment 3 C-1 Exhibit C Lower Buckeye Road Scope Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 13 (REV. 12.9.24) Hazen and Sawyer 1400 E. Southern Avenue, Suite 340 March 16, 2025 Jason Harris Construction Manager City of Buckeye 21749 W. Yuma Road, Suite 107 Buckeye, AZ, 85326 Re: City of Buckeye Project #2021021 Farallon Water Campus Scope Amendment 3 Lower Buckeye Road Waterline & PRV Dear Mr. Harris: Per the email received on January 30, 2025, the City would like to construct the Lower Buckeye Road waterline and pressure reducing valve (PRV) that had previously been removed from the design after submission to Maricopa County Environmental Services Department (MCESD) for the Approval to Construct (ATC), 100% for construction set. Therefore, this portion of the work does not yet have a permit from the City of . While the waterline was designed to an Agency Review level (90% design), the PRV design was a late addition and was still undergoing design changes prior to the 100% construction drawings. One of the challenges identified in the PRV design was determining a configuration that would fit within the City Right of Way. Below is a summary of tasks required to provide permitted and sealed construction drawings for the Lower Buckeye Road waterline and PRV design, along with estimated schedule and fee. Agency Review Drawings Previously, the Lower Buckeye Rd waterline and PRV design was included as part of the full distribution package and not a separate design package. Hazen will prepare a separate agency review drawing set for only the scope of the Lower Buckeye Rd waterline and PRV that includes relevant drawings. The followings tasks are included in developing agency review drawing set package. Lower Buckeye Rd Alignment Design Review Hazen will review the design of the Lower Buckeye Road waterline, verify existing conditions have not changed, and prepare the design drawings and specifications for the waterline. This effort includes a walk of the alignment to confirm existing conditions are unchanged and sending updated no-conflict letters to utilities. PRV Design Hazen will complete the PRV design for the agency review package. This includes coordination with the City to confirm design criteria and requirements for the PRV. Hazen will check if the PRV can be configured to fit within the limited space of the right of way (ROW) and propose alternative locations if it does not fit, which will be reviewed in a coordination meeting with the City. Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 14 (REV. 12.9.24) March 16, 2025 Farallon Water Campus Amendment 3 Page 2 of 4 Hydraulic model review Hazen will review the existing hydraulic model for both constructability of the Lower Buckeye Road main, which is replacing the existing main and will require a shut down of that portion of the line, and PRV pressures, flows and sizing. Review will focus on feasibility and use conservative flow and pressure estimates. Cathodic protection review Hazen will coordinate with Peak Corrosion to verify any changes to the PRV design still meet corrosion requirements. Assumes Peak Corrosion will update up to 2 drawings for the Lower Buckeye Road design, along with one coordination meeting to discuss design requirements. Assumptions for this task include: City will provide information on PRV design requirements. Hydraulic modeling does not include calibration of the model and is based on the hydraulic model provided by the City to Hazen in 2021 and information provided by the City on operation of the system. No significant changes to existing conditions along this alignment have occurred since the 90% submittal. It is assumed the PRV will be fully hydraulic, therefore electrical work and fiber for communication is not required in this scope. Up to (3) coordination meetings are assumed with the City or City and MGC to confirm design requirements and finalize design for permit review. City will review and provide comments on the agency review submittal in parallel with permit review. Permit Coordination This portion of the work was previously included in and approved in the Approval to Construct (ATC) permit from MCESD; however, it was removed from the project prior to submitting to Engineering Review team. Therefore, a permit will be required only from the City of Buckeye Engineering. For the City of Buckeye Engineering Review, Hazen will submit the Agency Review design documents to the City for review and address any comments received. Task includes coordination (emails, one virtual resolution meeting or phone call) to facilitate the review process and confirm submittal requirements. Assumptions: Includes one comment resolution meeting with the City of Buckeye. Assumes one resubmittal to address comments. Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 15 (REV. 12.9.24) March 16, 2025 Farallon Water Campus Amendment 3 Page 3 of 4 Assumes the City will coordinate internally to initiate the City Engineering Review process. Assumes any permit fees will be paid directly by the City. 100% Construction Set Hazen will prepare a 100% construction set that incorporates all changes from comments received by the Permit reviewers and the Water Resources team. Engineering Services During Construction (ESDC) All other distribution construction as been completed prior to the start of the construction for this scope of work. MGC has indicated the construction phase would be 10 weeks to completed this work, which will be complete prior to June 30th assuming a construction start of April 1st. ESDC scope of services will be as noted in the Change Order 1 scope, with the additional effort anticipated due to this scope noted below. Submittal Reviews Assumes up to 3 additional submittals to review. RFIs Assumes up to 5 additional RFIs to review. Operations and Maintenance Manuals (O&M): Assumes up to 1 additional O&M review for PRVs. Record Drawings: A separate record drawing will be completed when this construction is completed for Lower Buckeye Road only. MGC will provide redline markups for as-builts. Assumptions MCESD ATC permit is for all distribution work, but record drawings will now be two separate packages for distribution work. It is assumed that only one AOC submittal will be required for all distribution work. This assumes the AOC can be obtained by submitting both record drawings sets simultaneously to MCESD and that a single, combined set is not required. No additional construction progress and coordination meetings are required beyond the number noted in the overall Amendment 3 scope, assuming construction is completed by June 30th. Quality Assurance testing to be completed by Ninyo and Moore will be completed within the remaining budget available in Change Order 1. Construction observation and substantial and final completion walk throughs will be performed by the City. additional effort, including, but not limited to: Additional hydraulic modeling to optimize PRV design requirements and reduce PRV size (pressures and flows). Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 16 (REV. 12.9.24) March 16, 2025 Farallon Water Campus Amendment 3 Page 4 of 4 Updates to existing conditions or utilities in the drawings to account for any significant changes in existing conditions. Electrical or controls (to tie into SCADA) design for the PRV. Alignment changes to Lower Buckeye Rd waterline. Extended permitting review submittals beyond the assumptions in the Permit Coordination Task. Additional construction management effort beyond what is listed in the Construction management task above. Work change directives or change orders related to the scope of work described in this document. Schedule Agency Review set will be completed within 5 weeks of NTP. Assumes input requested from the City to complete the design is received within 1 week of the request. Permit reviews have taken 4-6 weeks minimum to receive initial comments. Hazen will aim to respond to comments and resubmit required documents within 1-2 weeks of receipt, assuming significant redesign is not required to address the comments. 100% construction set will be completed within 2 weeks of receiving all comments. Construction schedule will be 10 weeks per input from MGC. Fee The fee schedule with an estimate of hours is provided in Exhibit A. Labor rates for individuals will be consistent with previously agreed upon project categorical rates. Total budget requested is $68,240. Closing Hazen appreciates the opportunity to provide continued services for the City. If you have questions feel free to reach out directly at 623-261-4700. Sincerely, Daniela Panfil, PE Senior Principal Engineer cc: Curt Courter Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 17 (REV. 12.9.24) March 16, 2025 Farallon Water Campus Amendment 3 A-1 Exhibit A Lower Buckeye Rd Fee Schedule Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 18 (REV. 12.9.24) PP PM/QC QC Sr. Eng. Proj Eng II Proj Eng I CAD II CAD I Admin CM (Part Time) Inspector Fee Subconsultants Total Scope Item AVP SA SA SPE PE AE II SPD PD Admin CM SFC Total Subtotal ODCs and Markup Fee Hourly Rate = $ 280 $ 255 $ 265 $ 210 $ 180 $ 145 $ 165 $ 135 $ 90 $ 215 $ 130 Hours Labor Labor Labor Agency Review Drawings - $ - $ - $ Lower Buckeye Rd Alignment Design Review 4 16 4 8 12 44 7,920 $ 7,920 $ PRV Design & Hydraulic Model Review 6 32 4 16 16 28 102 17,770 $ 17,770 $ Cathodic Protection Review 1 8 9 1,960 $ 6,280 $ 8,240 $ Permit Coordination - $ - $ - $ City of Buckeye Engineering Permit 2 12 12 26 4,700 $ 4,700 $ 100% Construction Set (Addressing all comments) 2 12 12 26 4,670 $ 4,670 $ Engineering Services During Construction Submittal Reviews (3 estimated) 2 8 18 28 4,800 $ 4,800 $ RFIs (5 estimated) 2 8 18 28 4,800 $ 4,800 $ Operations and Maintenance Manuals 2 4 4 10 1,930 $ 1,930 $ Record Drawings 8 8 18 8 42 8,410 $ 8,410 $ Owner's Allowance - $ 5,000 $ 5,000 $ Total Hours 3 14 12 108 8 64 34 64 8 315 56,960 $ 11,280 $ 68,240 $ 840 $ 3,570 $ 3,180 $ 22,680 $ 1,440 $ 9,280 $ 5,610 $ 8,640 $ - $ 1,720 $ - $ 68,240 $ City of Buckeye Farallon Water Campus Buckeye Rd Waterline and PRV Fee Schedule 3/11/2025 Fee Total Exhibit B Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 19 (REV. 12.9.24) Farallon Water Campus Design Contract No. 2021021, Change Order #3 Hazen and Sawyer 20 (REV. 12.9.24)