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2021-12-14 City Council - Full PPW Agenda-3041o Agenda Edmonds City Council ARKS & PUBLIC WORKS COMMITTEE - SPECIAL ZOOM VIRTUAL ONLINE MEETING EDMONDS CITY COUNCIL MEETINGS WEB PAGE, HTTP://EDMONDSWA.IQM2.COM/CITIZENS/DEFAULT.ASPX, EDMONDS, WA 98020 DECEMBER 14, 2021, 7:00 PM THIS MEETING IS HELD VIRTUALLY USING THE ZOOM MEETING PLATFORM. TO VIEW OR LISTEN TO THE COMMITTEE MEETING IN ITS ENTIRETY, PASTE THE FOLLOWING INTO A WEB BROWSER USING A COMPUTER OR SMART PHONE: HTTPS://ZOOM. US/J/95798484261 OR JOIN BY DIAL -UP PHONE: US: +1 253 215 8782 WEBINAR ID: 957 9848 4261 COUNCIL COMMITTEE MEETINGS ARE WORK SESSIONS FOR THE COUNCIL AND CITY STAFF. COMMITTEE MEETING AGENDAS DO NOT INCLUDE AUDIENCE COMMENTS OR PUBLIC HEARINGS. 1. CALL TO ORDER 2. COMMITTEE BUSINESS 1. Contract with HASA Inc for Sodium Hypochlorite for the WWTP (10 min) 2. Presentation of a Professional Services Agreement for the design of the Phase 13 Waterline Replacement Project (10 min) ADJOURN Edmonds City Council Agenda December 14, 2021 Page 1 2.1 City Council Agenda Item Meeting Date: 12/14/2021 Contract with HASA Inc for Sodium Hypochlorite for the WWTP Staff Lead: Pamela Randolph Department: Wastewater Treatment Plant Preparer: Michael Derrick Background/History HASA Inc has won the bid to supply Sodium Hypochlorite to WWTP for the next 2 years. The contract gives the City an option to extend to a 3rd year. The hypochlorite solution (safer to handle than gaseous chlorine) is approximately 12% by weight Sodium Hypochlorite and is used as the primary disinfectant for the WWTP effluent to Puget Sound. Staff Recommendation Approve contract on 12/14 Consent Agenda. Narrative The estimated annual usage of Sodium Hypochlorite is 46,931 gallons. For the 2-year contract, the estimated total usage would be 93,862 gallons. HASA Inc won the bid to supply Sodium Hypochlorite for 2 years with the price per gallon increasing quarterly as shown here: Jan - Mar 2022: $1.29/Gallon Apr -Jun 2022: $1.39/Gallon Jul - Sep 2022: $1.47/Gallon Oct - Dec 2022: $1.51/Gallon Jan - Mar 2023: $1.56/Gallon Apr - Jun 2023: $1.61/Gallon Jul - Sep 2023: $1.66/Gallon Oct - Dec 2023: $1.71/Gallon Total Estimated Contract Price based on 2021 usage: $143,646 The City Attorney has approved the Contract as to form. Attachments: Attachment 1 - Chemical Bid 2022 Tabulation Sheet Attachment 2 - Hasa Signed Agreement Attachment 3 - 2022 Sod. Hypo., Hydro & Bisulfite Bid Form Packet Pg. 2 2022 Chemcial Bid Tabulation Sheet Bids Closed: 11/19/2021 2 PM Sealed Bids Opened: 11/19/2021 2:15 PM City Hall Yellow = Winning Bid BIDDERS Arrived by Received Date/Time Sodium Hypochlorite Sodium Bisulfite Sodium Hydroxide Two Years Three Years Two Years Three Years Two Years Three Years HASA Inc. Fed Ex 11/19/17 10:30 AM $1.29/gal* No bid No bid No bid No bid No bid Univar USA, Inc. Fed Ex 11/18/21 10:29 AM No bid No bid $4.09/gal No bid $3.55/gal No bid JCI Jones Chemicals, Inc. Fed Ex 11/16/21 12:0 AM $1.40/gal** $1.40/gal** No bid No bid No bid No bid *Hasa $1.29 $1.39 $1.47 $1.51 Quarterly Price Changes Bid by Hasa. $1.56 $1.61 $1.66 $1.71 Average $1.53 *`Price subject to change with 30 day written notice. 2.1.a Packet Pg. 3 AGREEMENT THIS AGREEMENT, made and entered into at Edmonds, Washington, this day of , 20 , between the CITY OF EDMONDS, hereinafter called the "Buyer," and HASA Inc hereinafter called the "Seller" or "Vendor". WITNESS that Seller and Buyer for consideration hereinafter named agree as follows: ARTICLE 1 - SCOPE OF WORK: Seller shall furnish: Sodium Hypochlorite for a two (2) year period with the option to extend the Agreement up to three (3) additional one-year periods upon mutual consent of both parties and subject to the price increase/decrease provisions that follow. Any such extension will be documented in a signed addendum to this Agreement and shall furnish all requirements of this Agreement, the Information to Bidders, the Specifications, and the Bid Proposal. Unit or lump sum prices shall be all inclusive and submitted as FOB destination, freight pre -paid and allowed (freight included in price). If the unit price does not compute to the extended total price, the unit price shall govern. The following quoted per -gallon pricing (in US Dollars) for the provision of Sodium Hypochlorite shall be firm for the Agreement period: January — March 2022: $1.29 April — June 2022: $1.39 July — September 2022: $1.47 October — December 2022: $1.51 January — March 2023: $1.56 April — June 2023: $1.61 July — September 2023: $1.66 October — December 2023: $1.71 Nothing in this Agreement will prevent the Vendor from charging a lower than quoted price. Vendor represents that all prices, terms, and benefits offered in response to this solicitation are equal to or better than the equivalent prices, terms, and benefits offered by Vendor to any other government unit or commercial customer. Should Vendor, during the term of this Agreement, enter into any contract, agreement, or arrangement that provides lower prices, more favorable terms, or greater benefits to any other government unit or commercial customer, this Agreement shall thereupon be deemed amended to provide the same price or prices, terms and benefits to the City. This provision applies to comparable products and purchase volumes by the City that are not less than the purchase volumes of the government unit or commercial customer that has received the lower prices, greater benefits, or more favorable terms. Packet Pg. 4 2.1.b The City is entitled to any promotional pricing during the Agreement period that is lower than pricing provided in the submittal. Price decreases shall be immediately passed on to the City. Bid submittal prices will establish a base price against which Vendor may request price adjustments at Agreement renewal. The City may consider price adjustments at Agreement renewal, when presented in advance, under the following conditions: 1. Vendor shall submit proposed price changes in writing sixty (60) days prior to the end of each available renewal period to Pamela Randolph, WWTP Manager. 2. Any proposed price increase to Agreement line items must be beyond the control of the Vendor and supported by written documentation from the manufacturer or wholesale distributor indicating new higher cost adjustments in effect. 3. Price increases will be adjusted only to the amount of cost increase to Vendor. 4. No adjustment will be made for Vendor profit margin. 5. The City reserves the right to accept or reject all such price adjustments. ARTICLE 2 - DELIVERY: Seller hereby agrees to deliver said treatment chemicals on an on - call basis as stated in the Specifications, with delivery costs included. Failure to deliver as specified may result in nullification of this Agreement at the option of the Buyer. If, for any reason, the Buyer is required to institute legal proceedings or otherwise incur legal expenses in order to obtain compliance by the Seller with the terms and conditions of this Agreement, then, in that event, the prevailing party shall be entitled to its costs and reasonable legal fees associated with the institution and prosecution of such claims, or in the event litigation is not instituted, but if it is necessary for the Buyer to incur legal expenses in obtaining compliance with this Agreement, the Seller agrees to pay the amount of such expenses so incurred, together with all costs. No claim, whether as to goods delivered or for non -delivery of goods shall be greater than the purchase price of the goods in respect of which such damages are claimed, however this limitation on damages shall not apply to any negligent, reckless or intentional act by the Seller that results in damage to the Buyer's equipment. Buyer shall have the right to inspect the goods before the goods are introduced into Buyer's system and shall have the right to accept or reject same before delivery. Buyer shall give ten (10) days' notice from date of acceptance. Conforming goods shall not be returned to Seller without Seller's prior consent, which consent shall not be unreasonably withheld. Packet Pg. 5 2.1.b ARTICLE 3 - THE CONTRACT SUM: Buyer shall pay Seller for performance of this Agreement subject to additions and deductions provided herein based on the Bid Proposal with quantities estimated as shown therein. ARTICLE 4 - INSTRUCTION TO BIDDERS SPECIFICATIONS AND BID PROPOSAL: The Information to Bidders, Specifications, Bid Proposal, and Appendices 1 & 2 attached to this Agreement shall be considered part hereof and by reference hereto, the same incorporated herein as if set forth in full. These documents shall constitute the entire agreement of the parties and shall not be modified except in writing with the consent of both parties; provided, however, that this clause shall be expressly limited in its effect and operation in order to preserve the right of the Buyer to pursue any verbal warranty or other assurance, including, but not limited to, any warranty of fitness for use, or any right or warranty assigned hereunder. ARTICLE S - DISPUTES: If, for any reason, the City is required to institute legal proceedings or otherwise incur legal expenses in order to obtain compliance by the Vendor with the terms and conditions of this Agreement, then, in that event, the prevailing party shall be entitled to its costs and reasonable legal fees associated with the institution and prosecution of such claims, or in the event litigation is not instituted, but if it is necessary for the City to incur legal expenses in obtaining compliance with this Agreement, the Vendor agrees to pay the amount of such expenses so incurred, together with all costs. No claim, whether as to Treatment Chemicals delivered or for non -delivery of Treatment Chemicals shall be greater than the purchase price of the Treatment Chemicals in respect of which such damages are claimed, however this limitation on damages shall not apply to any negligent, reckless, or intentional act by the Vendor that results in damage to the City's equipment. The City shall have the right to inspect the Treatment Chemicals before they are introduced into the City's system and shall have the right to accept or reject same before delivery. The City shall give the Vendor ten (10) days' notice of acceptance or rejection of Treatment Chemicals prior to any delivery of same. Acceptable Treatment Chemicals shall not be returned to the Vendor without the Vendor's prior consent, which consent shall not be unreasonably withheld. ARTICLE 6 - INTEGRATION: This Agreement consists of this document, and the Information to Bidders, Specifications, and Bid Proposal attached to this Agreement as Exhibit "A," and Appendices 1 and 2. These documents constitute the entire Agreement of the parties and shall not be modified except in writing with the consent of both parties; provided, however, that this clause shall be expressly limited in its effect and operation in order to preserve the right of the City to pursue any verbal warranty or other assurance, including, but not limited to, any warranty of fitness for use, or any right or warranty assigned hereunder. IN WITNESS WHEREOF, two (2) identical counterparts of this Agreement, each of which shall, for all purposes be deemed an original thereof, have been duly executed by the parties herein before named on the day and year in the Agreement first above written. Packet Pg. 6 ATTEST: CITY OF EDMONDS: Scott Passey, City Clerk Mike Nelson, Mayor APPROVED AS TO FORM: Office of the City Attorney HASA, Inc.: By: -�A'r, , cvli, Title: C0 STATE OF CG �1�C5Y1'1�0-� ) SS COUNTY OF On this S day ofC?M, 20 _2�, before me personally appeared l-en w QyU. _ known to be the (president, vice president, secretary, treasurer or other authorized officer or agent, as the case may be) of the corporation that executed the within and foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and upon oath stated that he/she was authorized to execute said instrument and the seal affixed hereto is the corporate seal of said corporation. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the Sid of *my RHONDA LU ZIMA Notary Public - CaliforniaresidingatLas Angeles County Commission N 234831f Comm. Expires Feb 21. 2925 Packet Pg. 7 EXHIBIT "A" INFORMATION TO BIDDERS Bid Submittal Bid submittal shall include Proposal, Addenda (if any), Non -Collusion Affidavit, and Bid Notarization. Award of Contract The City intends to award a contract within thirty (30) days of bid opening. The City reserves the right to split the bid and award to the lowest, most responsive bidder on an item -by -item basis. The amounts shown are estimated annual quantities and the City reserves the right to increase or decrease the amounts as the demand requires. Execution of Contract The successful bidder shall submit the executed Agreement to the City within fifteen (15) days of the Notice of Award. Sodium Hypochlorite SPECIFICATIONS 12.5% NaOCI liquid ESTIMATED ANNUAL USAGE: 85,000 gallons (US) City of Edmonds Vendor will fill owner's bulk storage Treatment Plant tanks at building location at Edmonds 200 2nd Ave. S. Treatment Plant. Edmonds, WA Sodium Hypochlorite bulk shipments of 4,800 gallons are preferred. The City has two - 3000 gallon tanks. The vendor must be able to provide a continuing supply as required by the City (on -call). Tank trucks may use plant air or be equipped with a compressor for pneumatically unloading Sodium Hypochlorite to storage. Vendor must supply a single flexible hose to connect to a 2-inch camlock connection. Vendor to verify length of hose needed and may store the hose at the City's plant or on their truck. Any Sodium Hypochlorite spilled during unloading is classified a hazardous material spill. It is the responsibility of the vendor to promptly clean up and properly dispose of any chemical spilled during transfer. Packet Pg. 8 BID PROPOSAL FOR THE CITY OF EDMOND5 WA TO: Honorable Mayor and Council City of Edmonds Office of the City Clerk 121 5th Avenue North Edmonds, WA 98020 Per the Information to Bidders, we hereby propose to furnish to the City, subject to the proper execution of an Agreement, the following chemicals for the year/years as specified: A. BIDS (excludes Washington State sales tax) Price: two-year Price: three- ear (Alternative) ITEM 1- Sodium Hypochlorite Price per gallon (US) $1.29* $ NO BID *see attached schedule ITEM 2 - Sodium Bisulfite for quarterly price caps Price per gallon (US) $ NO BID $ NO BID ITEM 3 - Sodium Hydroxide Price per gallon (US) $ NO BID $ NO BID Page P-1 Packet Pg. 9 City of Edmonds WWTP Price Schedule (Z--qq 44PP " � : * I1/192021 By Offering R quarterly price: sdtedule For City of Edmonds W WTP& laid for Treatment Chemicals, it is I IASA's fntcol to provide high duality sodiwn hypochlorhe with securiry aFsupply, at competitive marker prices This price schedule gives City of Edmonds the ability to budget for price adjustments, with the advantage of price increases being capped lhmughout the year. Each price listed is the MAXIMUM price that the City will pay fix Sodiwn Hypochlorito during the term Also please note that quarterly pricing reviews will take Markel trends into account, an Irthe trend is downward tine City will bcsrafiI as hell. Thank you for your consideration YEAR 1: 2022 QUARTERLY PRICE TERM (price increases capped at the beginning oreach quarter) Hnea Will Call Delivered Effective Expiration Product Item Description Price Price Ship To Date Date Code Package Quantity Is/Rai [S/Rail City or Edmmds Treatment Plum 2002ne Atv S 1/01/2022 3/31/2022 07000 Mullichlor 12 S% Bulk 4.500 N/A $1 29 Edmonds, W A 98020 SodivanHypochlorile City or Edmonds TMMCnt Plant 200 P"Arc S 4/01/2022 6/302022 07000 Mullichlor 12 S% Bulk 4.500 N/A $1.39 Edmonds. WA 98020 SodiumHypochlorife Cllr or Edmonds Treatment Plant 200 P' M. S 7/012022 9/30/2022 07000 Mullichlor 12 5% Bulk 4,500 N/A S 147 Ednondr, WA 91020 SodiumHypuchlorite CityorEdmonds Tscnlmcnt Plsnl 2002-Arc S 10/01/2022 12/31/2022 07000 Mullichlor 12 5% Bulk 4.500 N/A S I.SI SodiumHypochlorile Edmonds. WA98020 YEAR 2: 2023 QUARTERLY PRICE TERM (price increases capped at the beginning of each quarter) BusWglCall Delivered Ship To Effective Expiration Product Item Description Package Quantity Price Price Date Dale Code IV2611 15/1!ij City or Edmonds Treatment Plant Mullichlor 12 S% 2002-A- S 1/01/2023 3/31/2023 07000 SodiumHypochlorile Bulk 4,500 N/A S 156 Edmonds, WA98020 City of Edmonds Tmaonem Plant 200 V A.v S 4/01/2023 6/30/2023 07000 Mullichlor 12 5% Bulk 4,500 NIA $ 1.61 SodiumHypochlorite Edmmtdr. WA98020 City or EdmoedsTremenenl Plant 20021 Ave S 7/01/2023 9/302023 07000 Mullichlor 12 5% Bulk 4,500 N/A S 1.66 SudiumHypochlorite Edmonds, WA98030 Cih of EdmondsTmatment Plant Zoo 2�Ase S 10/012023 12/312023 070W Mullichlor 12 5% Bulk 4,500 N/A $1.71 SodiumHypochlorite Fdmords, WA98020 Packet Pg. 10 BID PROPOSAL (continued) B. Will you sell additional units to the City of Edmonds at the bid price until further notice? X Yes No C. OVERHEAD, PROFIT ETC. All prices listed in this Bid Proposal include overhead, profit, and all other expenses involved. D. EXCEPTIONS List all base bid exceptions: NONE but please see attached schedule for proposed quarterly price caps - pricing reviews will consider market trends in either direction E. SIGNATURES HASA, INC Name of firm By: Ken Ward, CFO State of Incorporation: California LN 23119 DRAYTON ST. Street Address SAUGUS, CA 91350 City, State, Zip Code 661-259-5848 Telephone Number If bidder is corporation, write state of incorporation under signature. Page P-2 Packet Pg. 11 STATE OF Ca.I i'-bY nC a ) l_0 5 ) SS COUNTY OF P--r\Cjele-S ) On this 1-1 `Vh day of J �j� t�jy err _. 20 -1.-1 , before me personally appeared and on his/her oath swore that he/$ha is a partner or duly authorized agent of the partnership that executed the within and foregoing instrument and is duly authorized to execute said instrument on behalf of the partnership as its free act and deed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first abo ytritlerA, • V RHONDA LU 21MA Notary Public • California Notary Public in and for the State 4` Los Angeles County Commission N 2348311 • ''My Comm, Expires Feb 21, 2025 residing at STATE OF ) ) SS COUNTY OF ) On this day of 20 , before me personally appeared known to be the (president, vice president, secretary, treasurer or other authorized officer or agent, as the case may be) of the corporation that executed the within and foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and upon oath stated that he/she was authorized to execute said instrument and the seal affixed hereto is the corporate seal of said corporation. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. STATE OF ) ) SS COUNTY OF ) On this day of Notary Public in and for the State of residing at 20 , before me personally appeared , and on his/her oath swore that he/she is a duly authorized agent of the sole proprietorship that executed the within and foregoing instrument and is duly authorized to execute said instrument on behalf of the sole proprietorship as its free act and deed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the State of residing at Page BN-1 Packet Pg. 12 CITY OF EDMONDS NON -COLLUSION AFFIDAVIT STATE OF tOA k�-CYR� 0 - COUNTY OF �ge1e_5 I Ken Ward he/she ss being first duly sworn, on his/her oath, says that is the CFO of HASA, INC and that the bid above submitted is a genuine and not a sham or collusive bid, or made in the interest or on behalf of any person not therein named; and he/&hem further says that the said bidder has not directly or indirectly induced or solicited any bidder on the above work or supplies to put in a sham bid, or any other person or corporation to refrain from bidding; and that said bidder has not in any matter sought by collusion to secure himself/herself as an advantage over any other bidder or bidders. SIGNATURE Subscribed and sworn to before me this day of 20 24 . Notary Public in and forth tate of amy RHONDA LU ZIMA Notary Public. California C�li�rfiic-- , residing at LosAngelesCounty Commission p 2349311 Comm. Expires Feb 21, 2025 ObAemc'q�' C ]q SUPPLIER: By; Ken Ward Title: CFO HASA INC (Name of Corporation) Page NCA -1 Packet Pg. 13 APPENDIX 1 CONTRACT (Appendix A of USDOT 1050.2A Standard Title VI Assurances) During the performance of this Agreement, the Vendor, for itself, its assignees, and successors in interest (hereinafter collectively referred to as the "Vendor") agrees as follows: 1. Compliance with Regulations: The Consultant/Contractor shall comply with the acts and regulations relative to nondiscrimination in federally -assisted programs of the United States Department of Transportation (USDOT), Title 49, Code of Federal Regulations, Part 21 (49 CFR 21), as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this Agreement. 2. Nondiscrimination: The Consultant/Contractor, with regard to the work performed by it during the Agreement, shall not discriminate on the grounds of race, color, national origin, sex, age, disability, income -level, or LEP in the selection and retention of subcontractors, including procurement of materials and leases of equipment. The Consultant/Contractor shall not participate directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the Agreement covers any activity, project, or program set forth in Appendix B of 49 CFR 21. 3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the Consultant/ Contractor for work to be performed under a subcontract, including procurement of materials, or leases of equipment, each potential subcontractor or supplier shall be notified by the Consultant/Contractor of the Consultant's/Contractor's/Vendor's obligations under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, color, national origin, sex, age, disability, income -level, or LEP. 4. Information and Reports: The Consultant/Contractor shall provide all information and reports required by the Regulations and directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the City or the appropriate state or federal agency to be pertinent to ascertain compliance with such Regulations, orders, and instructions. Where any information required of a Consultant/Contractor is in the exclusive possession of another who fails or refuses to furnish the information, the Consultant/Contractor shall so certify to the City, or state or federal agency, as appropriate, and shall set forth what efforts it has made to obtain the information. 5. Sanctions for Noncompliance: In the event of the Consultant's/Contractor's/Vendor's noncompliance with the nondiscrimination provisions of this Agreement, the City shall impose such contract sanctions as it or the appropriate state or federal agency may determine to be appropriate, including, but not limited to: + Withholding of payments to the Consultant/Contractor under the Agreement until the Consultant/Contractor complies; and/or + Cancellation, termination, or suspension of the Agreement, in whole or in part. 6. Incorporation of Provisions: The Consultant/Contractor shall include the provisions of the above paragraphs one (1) through five (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The Consultant/Contractor shall take such action with respect to any subcontractor or procurement as the City or appropriate state or federal agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. Provided, that if the Consultant/Contractor becomes involved in, or is threatened with, litigation by a subcontractor or supplier as a result of such direction, the Consultant/ Contractor may request that the City enter into such litigation to protect the interests of the City; or may request that the appropriate state agency enter into such litigation to protect the interests of the State of Washington. In addition, the Consultant/Contractor may request the appropriate federal agency enter into such litigation to protect the interests of the United States. Packet Pg. 14 APPENDIX 2 CONTRACT (Appendix E of USDOT 1050.2A Standard Title VI Assurances) During the performance of this contract, the Vendor, for itself, its assignees, and successors in interest (hereinafter referred to as the "Vendor") agrees to comply with the following non-discrimination statutes and authorities; including but not limited to: Pertinent Non -Discrimination Authorities: • Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21. • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal -aid programs and projects); • Federal -Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex); • Section 504 of Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age); • Airport and Airway Improvement Act of 1982, (49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); • The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964), The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal -aid recipients, sub -recipients and contractors, whether such programs or activities are Federally funded or not); • Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38; • The Federal Aviation Administration's Non -Discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); • Executive Order 12898 , Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; ■ Executive Order 13166, Improving Access to Services for Person with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure the LEP person has meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); • Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq). Packet Pg. 15 2.1.c BID AND AGREEMENT DOCUMENTS 2022 Wastewater Treatment Plant- Treatment Chemicals CITY OF EDMONDS 121 5th Avenue North Edmonds, Washington 98020 MAYOR Mike Nelson CITY CLERK Scott Passey EDMONDS WWTP MANAGER Pamela Randolph (425) 771-0237 CITY COUNCIL Kristiana Johnson Luke Distelhorst Adrienne Fraley-Monillas Diana Buckshnis Vivian Olson Susan Paine Laura Johnson Packet Pg. 16 2.1.c ATTACHMENTS Invitation to Bid .......................... Page 1-1 Information to Bidder ..................... Page B-1 Bidder's Checklist For Bid Opening .................... Page B-2 Proposal ........................... Page B-2 & 3 After Notice of Award Instruction on Executions ............... Page B-4 Bid Proposal ............................. Page P-1 & 2 Non -Collusion Affidavit ................... Page NCA-1 Bid Notarization .......................... Page BN-1 Specifications ............................ Page S-1 & 2 Agreement .............................. Page A-1 through 5 Packet Pg. 17 2.1.c INVITATION TO BID TREATMENT CHEMICALS CITY OF EDMONDS The City of Edmonds will accept bids for Sodium Hypochlorite, Sodium Hydroxide, and Sodium Bisulfite in accordance with these Bid and Contract documents until 2:00 p.m., November 19, 2021 at the Office of the City Clerk located at 121 5th Avenue North, Edmonds, Washington. These sealed bids will be opened on November 19, 2021 at 2:15 p.m., in a virtual meeting to be held via Zoom videoconference: Join Zoom Meeting https://us06web.zoom.us/j/7567314081 Meeting ID: 756 7314081 BID AND CONTRACT DOCUMENTS may be obtained from the Treatment Plant located at 200 2nd Avenue South, Edmonds, Washington or via e-mailed by phoning the Treatment Plant with your request. (425) 771-0237. The City of Edmonds reserves the right to reject any or all bids and to waive irregularities or informalities in the bid or in the bidding process that do not give a material advantage to any bidder. Scott Passey, City Clerk City of Edmonds, Washington Page I-1 Packet Pg. 18 2.1.c INFORMATION TO BIDDERS Bid Submittal Bid submittal shall include Proposal, Addenda (if any), Non -Collusion Affidavit, and Bid Notarization. Award of Contract The City intends to award a contract within thirty (30) days of bid opening. The City reserves the right to split the bid and award to the lowest, most responsive bidder on an item -by -item basis. The amounts shown are estimated annual quantities and the City reserves the right to increase or decrease the amounts as the demand requires. Execution of Contract The successful bidder shall submit the executed Agreement to the City within fifteen (15) days of the Notice of Award. Page B-1 Packet Pg. 19 2.1.c BIDDER'S CHECKLIST FOR BID OPENING To receive consideration, Proposals must be received prior to the specified time of bid acceptance. Furthermore, a list of deviations from the Specifications, it will be provided by Bidder. Proposals shall be mailed or delivered to: City of Edmonds Scott Passey, City Clerk 121 5th Avenue North Edmonds, WA 98020 Address envelope "BID FOR TREATMENT CHEMICALS." WITHDRAWAL OF BIDS: Any Bidder may withdraw their bid either in person or by written request at any time prior to the time set for the Bid Opening thereof. SPECIAL NOTES: At the option of the City of Edmonds, this Agreement may be executed in accordance with the alternative bid for a three year supply as described in the Bid Proposal. THE BIDDER'S ATTENTION IS ESPECIALLY CALLED TO THE FOLLOWING FORMS WHICH MUST BE EXECUTED IN FULL AS REQUIRED: PROPOSAL DELIVERY: Prices quoted by Bidder will be considered as being based on delivery at the location indicated in the specifications and to be inclusive of all charges for delivery. If awarded an Agreement, the Bidder will be required to provide the required chemicals on an on -call basis. Failure to deliver as specified may result in nullification of the Agreement at the option of the City of Edmonds. Page B-2 Packet Pg. 20 2.1.c BIDDER'S CHECKLIST (continued) TAXES: Prices quoted shall include all applicable taxes, other than Washington State Sales Tax. Washington State Sales Tax shall be listed separately as a percentage. The Bidder shall designate the item or items of the proposal to which the sales tax is applicable. MODIFICATIONS: No bid shall be considered except those submitted on the Bid Proposal form supplied by the City of Edmonds. No oral, telephonic, telegraphic, or facsimile bids or modifications will be accepted. EXCEPTIONS: If awarded a Contract, the Bidder will be required to furnish the particular item referred to in strict accordance with the SPECIFICATIONS unless a departure or substitution is clearly noted and described in the BID PROPOSAL. SIGNATURE: Each bid must be signed in longhand by the Bidder with his usual signature. Bids by partnerships must be signed with the partnership name by one of the partners followed by signature and designation by the partner signing. Bids by corporations must be signed with the legal name of the corporation followed by the name of the State of Incorporation and by the signature of the President, Secretary, or other person authorized to bind it in the matter. Below the signature, print or type the name and corporate title of each person signing. NON -COLLUSION AFFIDAVIT Each bid shall be accompanied by a properly executed Non -Collusion Affidavit. This form must be filled in and signed in the presence of a Notary Public. BID NOTARIZATION Each bid shall be accompanied by a completed corporate Notary form. Page B-3 Packet Pg. 21 2.1.c AFTER NOTICE OF A WARD AGREEMENT INSTRUCTION ON EXECUTIONS: The Bidder shall have the Agreement executed by an authorized representative and have the authorized representative's signature notarized. The sole proprietor or agent should sign only once in the blank provided for the type of business structure that the Bidder maintains. The signature must be notarized. In case of default by the Bidder, the City of Edmonds may procure the articles, product, or services from other sources and hold the Bidder responsible for any excess expense occasioned thereby, including delay in time, whether foreseeable or unforeseeable. The City of Edmonds reserves the right to waive any deficiency in the bidding process that does not give to any bidder a material advantage or to reject any and all bids. Such decisions are to be exercised in its sole discretion. Packet Pg. 22 2.1.c BID PROPOSAL FOR THE CITY OF EDMONDS, WA TO: Honorable Mayor and Council City of Edmonds Office of the City Clerk 121 5th Avenue North Edmonds, WA 98020 Per the Information to Bidders, we hereby propose to furnish to the City, subject to the proper execution of an Agreement, the following chemicals for the year/years as specified: A. BIDS (excludes Washington State sales tax) Price: two-year Price: three-year ITEM I - Sodium Hypochlorite Price per gallon (US) $ $ ITEM 2 - Sodium Bisulfite Price per gallon (US) $ $ ITEM 3 - Sodium Hydroxide Price per gallon (US) $ $ Page P-1 Packet Pg. 23 2.1.c BID PROPOSAL (continued) B. Will you sell additional units to the City of Edmonds at the bid price until further notice? Yes No C. OVERHEAD. PROFIT. ETC. All prices listed in this Bid Proposal include overhead, profit, and all other expenses involved. D. EXCEPTIONS List all base bid exceptions: E. SIGNATURES Name of firm LM HIM Signature & Title Signature & Title Street Address City, State, Zip Code Telephone Number If bidder is corporation, write state of incorporation under signature. Page P-2 Packet Pg. 24 2.1.c STATE OF ) ) SS COUNTY OF ) On this day of 20 , before me personally appeared , and on his/her oath swore that he/she is a partner or duly authorized agent of the partnership that executed the within and foregoing instrument and is duly authorized to execute said instrument on behalf of the partnership as its free act and deed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. STATE OF ) ) SS COUNTY OF ) On this day of Notary Public in and for the State of residing at 20 , before me personally appeared known to be the (president, vice president, secretary, treasurer or other authorized officer or agent, as the case may be) of the corporation that executed the within and foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and upon oath stated that he/she was authorized to execute said instrument and the seal affixed hereto is the corporate seal of said corporation. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the State of residing at STATE OF ) ) SS COUNTY OF ) On this day of , 20 , before me personally appeared , and on his/her oath swore that he/she is a duly authorized agent of the sole proprietorship that executed the within and foregoing instrument and is duly authorized to execute said instrument on behalf of the sole proprietorship as its free act and deed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the State of residing at Page BN-1 Packet Pg. 25 2.1.c CITY OF EDMONDS NON -COLLUSION AFFIDAVIT STATE OF ) ss COUNTY OF ) being first duly sworn, on his/her oath, says that he/she is the of and that the bid above submitted is a genuine and not a sham or collusive bid, or made in the interest or on behalf of any person not therein named; and he/she further says that the said bidder has not directly or indirectly induced or solicited any bidder on the above work or supplies to put in a sham bid, or any other person or corporation to refrain from bidding; and that said bidder has not in any matter sought by collusion to secure himself/herself as an advantage over any other bidder or bidders. SIGNATURE Subscribed and sworn to before me this day of 20 Notary Public in and for the State of , residing at SUPPLIER: By: _ Title: (Name of Corporation) Page NCA -1 Packet Pg. 26 2.1.c SPECIFICATIONS ITEM NO. 1 CHEMICAL Sodium Hypochlorite 12.5% NaOCI liquid ESTIMATED ANNUAL USAGE: 85,000 gallons (US) City of Edmonds Vendor will fill owner's bulk storage Treatment Plant tanks at building location at Edmonds 200 2nd Ave. S. Treatment Plant. Edmonds, WA Sodium Hypochlorite bulk shipments of 4,800 gallons are preferred. The City has two - 3000 gallon tanks. The vendor must be able to provide a continuing supply as required by the City (on -call). Tank trucks may use plant air or be equipped with a compressor for pneumatically unloading Sodium Hypochlorite to storage. Vendor must supply a single flexible hose to connect to a 2-inch camlock connection. Vendor to verify length of hose needed and may store the hose at the City's plant or on their truck. Any Sodium Hypochlorite spilled during unloading is classified a hazardous material spill. It is the responsibility of the vendor to promptly clean up and properly dispose of any chemical spilled during transfer. ITEM NO.2 CHEMICAL Sodium Bisulfite 38% NaHS03 liquid ESTIMATED ANNUAL USAGE: 10,000 gallons (US) City of Edmonds Vendor will fill owner's 700 gallon Treatment Plant tank at building location at Edmonds 200 2nd Ave. S. Treatment Plant. Edmonds, WA Sodium Bisulfite shipments of between 200 and 500 gallons are required. The vendor must be able to provide a continuing supply as required by the City (on -call). Page S-1 Packet Pg. 27 2.1.c SPECIFICATIONS (CONTINUED) Tank trucks may use plant air or be equipped with a compressor for pneumatically unloading Sodium Bisulfite to storage. Trucks must be equipped with at least 50 feet of flexible hose that connects to a 2-inch camlock fitting. Any Sodium Bisulfite spilled during unloading is classified a hazardous material spill. It is the responsibility of the vendor to promptly clean up and properly dispose of any chemical spilled during transfer. ITEM NO.3 CHEMICAL Sodium Hydroxide 50% NaOH liquid ESTIMATED ANNUAL USAGE: 2,500 gallons (US) City of Edmonds Vendor will fill owner's 1,000 gallon Treatment Plant tank at building location at Edmonds 200 2nd Ave. S. Treatment Plant. Edmonds, WA Sodium Hydroxide bulk shipments of between 700 and 800 gallons are required. The vendor must be able to provide a continuing supply as required by the City (on -call). All tank trucks must be equipped with compressors for pneumatically unloading Sodium Hydroxide to storage. Trucks must be equipped with at least 50 feet of flexible, 2-inch hose. Any Sodium Hydroxide spilled during unloading is classified a hazardous material spill. It is the responsibility of the vendor to promptly clean up and properly dispose of any chemical spilled during transfer. Page S-2 Packet Pg. 28 2.1.c AGREEMENT THIS AGREEMENT, made and entered into at Edmonds, Washington, this day of 20 , between the CITY OF EDMONDS, hereinafter called the "Buyer," and hereinafter called the "Seller," WITNESS that Seller and Buyer for consideration hereinafter named agree as follows: ARTICLE 1 - SCOPE OF WORK: Seller shall furnish: for a two (2) year period with the option to extend the Agreement up to three (3) additional one-year periods upon mutual consent of both parties and subject to the price increase/decrease provisions that follow. The extension(s) will be documented in a signed addendum to this Agreement and shall furnish all requirements of this Agreement, the Information to Bidders, the Specifications, and the Bid Proposal. Unit or lump sum prices shall be all inclusive and submitted as FOB destination, freight pre -paid and allowed (freight included in price). If the unit price does not compute to the extended total price, the unit price shall govern. Pricing shall be firm for the Agreement period; however, nothing in this Agreement will prevent the Vendor from charging a lower than quoted price. Vendor represents that all prices, terms, and benefits offered in response to this solicitation are equal to or better than the equivalent prices, terms, and benefits offered by Vendor to any other government unit or commercial customer. Should Vendor, during the term of this Agreement, enter into any contract, agreement, or arrangement that provides lower prices, more favorable terms, or greater benefits to any other government unit or commercial customer, this Agreement shall thereupon be deemed amended to provide the same price or prices, terms and benefits to the City. This provision applies to comparable products and purchase volumes by the City that are not less than the purchase volumes of the government unit or commercial customer that has received the lower prices, greater benefits, or more favorable terms. The City is entitled to any promotional pricing during the Agreement period that is lower than pricing provided in the submittal. Price decreases shall be immediately passed on to the City. Bid submittal prices will establish a base price against which Vendor may request price adjustments at Agreement renewal. The City may consider price adjustments at Agreement renewal, when presented in advance, under the following conditions: 1. Vendor shall submit proposed price changes in writing sixty (60) days prior to the end of each available renewal period to Pamela Randolph, WWTP Manager. Page A-1 of 5 Packet Pg. 29 2.1.c 2. Any proposed price increase to Agreement line items must be beyond the control of the Vendor and supported by written documentation from the manufacturer or wholesale distributor indicating new higher cost adjustments in effect. 3. Price increases will be adjusted only to the amount of cost increase to Vendor. 4. No adjustment will be made for Vendor profit margin. 5. The City reserves the right to accept or reject all such price adjustments. ARTICLE 2 - DELIVERY: Seller hereby agrees to deliver said treatment chemicals on an on - call basis as stated in the Specifications, with delivery costs included. Failure to deliver as specified may result in nullification of this Agreement at the option of the Buyer. If, for any reason, the Buyer is required to institute legal proceedings or otherwise incur legal expenses in order to obtain compliance by the Seller with the terms and conditions of this Agreement, then, in that event, the prevailing party shall be entitled to its costs and reasonable legal fees associated with the institution and prosecution of such claims, or in the event litigation is not instituted, but if it is necessary for the Buyer to incur legal expenses in obtaining compliance with this Agreement, the Seller agrees to pay the amount of such expenses so incurred, together with all costs. No claim, whether as to goods delivered or for non -delivery of goods shall be greater than the purchase price of the goods in respect of which such damages are claimed, however this limitation on damages shall not apply to any negligent, reckless or intentional act by the Seller that results in damage to the Buyer's equipment. Buyer shall have the right to inspect the goods before the goods are introduced into Buyer's system and shall have the right to accept or reject same before delivery. Buyer shall give 10 days' notice from date of acceptance. Conforming goods shall not be returned to Seller without Seller's prior consent, which consent shall not be unreasonably withheld. ARTICLE 3 - THE CONTRACT SUM: Buyer shall pay Seller for performance of this Agreement subject to additions and deductions provided herein based on the Bid Proposal with quantities estimated on Page S-1 & S-2 of the bid documents. ARTICLE 4 - INSTRUCTION TO BIDDERS, SPECIFICATIONS AND BID PROPOSAL: The Information to Bidders, Specifications, and Bid Proposal attached to this Agreement shall be considered part hereof and by reference hereto, the same incorporated herein as if set forth in full. These documents shall constitute the entire agreement of the parties and shall not be modified except in writing with the consent of both parties; provided, however, that this clause shall be expressly limited in its effect and operation in order to preserve the right of the Buyer to pursue any verbal warranty or other assurance, including, but not limited to, any warranty of fitness for use, or any right or warranty assigned hereunder. IN WITNESS WHEREOF, two (2) identical counterparts of this contract, each of which shall, for all purposes be deemed an original thereof, have been duly executed by the parties herein before named on the day and year in the Agreement first above written. Page A-2 of 5 Packet Pg. 30 2.1.c ATTEST: Scott Passey, City Clerk APPROVED AS TO FORM: Office of the City Attorney SOLE PROPRIETOR: PARTNERSHIP: CORPORATION CITY OF EDMONDS: LN Mike Nelson, Mayor SUPPLIER: By: Sole Proprietor doing business as: SUPPLIER: By: Partner or authorized agent for: (Name of partnership) SUPPLIER: By: Title: A-3 of 5 (Name of Corporation) Packet Pg. 31 2.1.c STATE OF ) ) SS COUNTY OF ) On this day of , 20 , before me personally appeared , and on his/her oath swore that he/she is a partner or duly authorized agent of the partnership that executed the within and foregoing instrument and is duly authorized to execute said instrument on behalf of the partnership as its free act and deed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the State of residing at STATE OF ) ) SS COUNTY OF ) On this day of , 20 , before me personally appeared known to be the (president, vice president, secretary, treasurer or other authorized officer or agent, as the case may be) of the corporation that executed the within and foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of said corporation, for the uses and purposes therein mentioned, and upon oath stated that he/she was authorized to execute said instrument and the seal affixed hereto is the corporate seal of said corporation. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the State of residing at A-4 of 5 Packet Pg. 32 2.1.c STATE OF ) ) SS COUNTY OF ) On this day of , 20 , before me personally appeared , and on his/her oath swore that he/she is a duly authorized agent of the sole proprietorship that executed the within and foregoing instrument and is duly authorized to execute said instrument on behalf of the sole proprietorship as its free act and deed. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal the day and year first above written. Notary Public in and for the State of residing at A-5 of 5 Packet Pg. 33 2.1.c APPENDIX 1 CONTRACT (Appendix A of USDOT 1050.2A Standard Title VI Assurances) During the performance of this Agreement, the Consultant/Contractor, for itself, its assignees, and successors in interest (hereinafter collectively referred to as the "Consultant/Contractor") agrees as follows: 1. Compliance with Regulations: The Consultant/Contractor shall comply with the acts and regulations relative to nondiscrimination in federally -assisted programs of the United States Department of Transportation (USDOT), Title 49, Code of Federal Regulations, Part 21 (49 CFR 21), as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this Agreement. 2. Nondiscrimination: The Consultant/Contractor, with regard to the work performed by it during the Agreement, shall not discriminate on the grounds of race, color, national origin, sex, age, disability, income -level, or LEP in the selection and retention of subcontractors, including procurement of materials and leases of equipment. The Consultant/Contractor shall not participate directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the Agreement covers any activity, project, or program set forth in Appendix B of 49 CFR 21. 3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the Consultant/ Contractor for work to be performed under a subcontract, including procurement of materials, or leases of equipment, each potential subcontractor or supplier shall be notified by the Consultant/Contractor of the Consultant's/Contractor's/Vendor's obligations under this Agreement and the Regulations relative to nondiscrimination on the grounds of race, color, national origin, sex, age, disability, income -level, or LEP. 4. Information and Reports: The Consultant/Contractor shall provide all information and reports required by the Regulations and directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the City or the appropriate state or federal agency to be pertinent to ascertain compliance with such Regulations, orders, and instructions. Where any information required of a Consultant/Contractor is in the exclusive possession of another who fails or refuses to furnish the information, the Consultant/Contractor shall so certify to the City, or state or federal agency, as appropriate, and shall set forth what efforts it has made to obtain the information. 5. Sanctions for Noncompliance: In the event of the Consultant's/Contractor's/Vendor's noncompliance with the nondiscrimination provisions of this Agreement, the City shall impose such contract sanctions as it or the appropriate state or federal agency may determine to be appropriate, including, but not limited to: • Withholding of payments to the Consultant/Contractor under the Agreement until the Consultant/Contractor complies; and/or • Cancellation, termination, or suspension of the Agreement, in whole or in part. 6. Incorporation of Provisions: The Consultant/Contractor shall include the provisions of the above paragraphs one (1) through five (5) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The Consultant/Contractor shall take such action with respect to any subcontractor or procurement as the City or appropriate state or federal agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. Provided, that if the Consultant/Contractor becomes involved in, or is threatened with, litigation by a subcontractor or supplier as a result of such direction, the Consultant/ Contractor may request that the City enter into such litigation to protect the interests of the City; or may Packet Pg. 34 2.1.c request that the appropriate state agency enter into such litigation to protect the interests of the State of Washington. In addition, the Consultant/Contractor may request the appropriate federal agency enter into such litigation to protect the interests of the United States. Packet Pg. 35 2.1.c APPENDIX 2 CONTRACT (Appendix E of USDOT 1050.2A Standard Title VI Assurances) During the performance of this contract, the contractor, for itself, its assignees, and successors in interest (hereinafter referred to as the "contractor") agrees to comply with the following non-discrimination statutes and authorities; including but not limited to: Pertinent Non -Discrimination Authorities: • Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 CFR Part 21. • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal -aid programs and projects); • Federal -Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex); • Section 504 of Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 CFR Part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101 et seq.), (prohibits discrimination on the basis of age); • Airport and Airway Improvement Act of 1982, (49 U.S.C. § 471, Section 47123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); • The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964), The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal -aid recipients, sub -recipients and contractors, whether such programs or activities are Federally funded or not); • Titles 11 and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.F.R. parts 37 and 38; • The Federal Aviation Administration's Non -Discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); • Executive Order 12898 , Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; • Executive Order 13166, Improving Access to Services for Person with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to ensure the LEP person has meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); • Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq). Packet Pg. 36 2.2 City Council Agenda Item Meeting Date: 12/14/2021 Presentation of a Professional Services Agreement for the design of the Phase 13 Waterline Replacement Project Staff Lead: Rob English Department: Public Works & Utilities Preparer: Rob English Background/History Staff Recommendation Forward this item to the January 4th consent agenda for City Council approval. Narrative The City issued a Request for Qualifications (RFQ) in October 2021 to hire a consultant to provide design engineering services for the Phase 13 and 14 Waterline Replacement Projects. The City received statements of qualifications from four (4) engineering firms and the selection committee selected Blueline to provide design engineering services for the Phase 13 and 14 Waterline Replacement Projects. The design engineering for the Phase 13 Waterline Replacement Project is expected to be complete by December 2022, with construction expected to begin in Spring of 2023. In addition, a waterline site evaluation and preliminary alignment/design is included to determine the alignment of the waterlines that will be replaced as part of the Phase 14 Waterline Replacement Project. Staff and the consultant have agreed on a scope of services and budget, in the amount of $428,420 (including $17,380 in management reserve), for completion of the preliminary designs, final design and development of construction documents. When design services are required for the Phase 14 Waterline Replacement Project, a separate scope of work and fee will be drafted early 2023 and submitted to City Council for approval. The design services are funded by the Water Utility Fund. In total, the Phase 13 and 14 Waterline Replacement Project will upgrade/replace portions of the City's potable water network by replacing a total of approximately 10,000 linear feet of existing waterlines and associated appurtenances at various locations within the City. The Phase 13 Waterline Replacement Project will replace approximately 5,000 linear feet of watermain. The selection of the sites will be determined using the data supplied in the 2017 Comprehensive Water System Plan, coordinating with upcoming road, sanitary sewer, and storm drain projects, and input from Public Works maintenance staff. Replacements will focus on improving fire flow at various locations in the city, replacing mains that are past their life cycle and are requiring additional maintenance. Attachments: Phase 13 WL Replacement Scope of Work & Fee Phase 13 Water replacement design sites Packet Pg. 37 EXHIBIT A — SCOPE & FEE ESTIMATE 2.2.a Project Name: Phase 13 Watermain Replacement Project Job #: 21-345 Effective Date: December 3, 2021 Project Description The Blueline Group, LLC ("Blueline") will provide engineering services for City of Edmonds' Phase 13 Waterline Replacement Project ("Project") generally consisting of the replacement of ±7,700 LF of existing water main with 8-inch diameter ductile iron (DI) pipe at the following locations: Site 1— Main St (7th Ave N — 9th Ave N); Main St (6th Ave N — Durbin Dr) Site 2 —164th PI SW (West of 72nd Ave W) Site 3 —12th PI N (West of 12' Ave N) Site 4 — 81St Ave W (South of 2061h St SW) Site 5 — 7th Ave S (Cedar St — Laurel St); Spruce St (East of 71h Ave S); Laurel St (East of 71h Ave S) Site 6 — Sound View PI (Cherry St — Wharf St); Lindsay PI Site 7 — 225th St SW (West of 73rd PI W — Connection to 74th PI W) Sites designed but not constructed under the Phase 12 Waterline Replacement Project will be incorporated into the construction documents for this project. Design will consist of water main, fire hydrants, connections to existing mains, water services, other appurtenances, and surface restoration. Blueline will provide topographic base mapping, geotechnical investigation, design drawings, specifications, engineer's estimates (PS&E) and bidding and construction support services as outlined herein. Task Summary Task 001 Project Management Task 002 Survey & Base Mapping Task 003 Geotechnical Investigation Task 004 30% Design (All Sites) Task 005 Water System Design (Phase 13 Sites) Task 006 Bidding Assistance Task 007 Construction Support Task 008 Public Outreach Task 009 Potholing Reserve Task 010 Easement Reserve Task 011 Management Reserve 1 Packet Pg. 38 2.2.a EXHIBIT A — SCOPE & FEE ESTIMATE Project Schedule Our Team shall begin work immediately upon receipt of written Notice to Proceed and proceed according to the attached Project Schedule. Key dates include: Notice to Proceed.......................................................................................... January 2021 Survey & Base Mapping................................................................... February/March 2022 30% Design Submittal......................................................................................... May 2022 Project Walkthrough........................................................................................... June 2022 Geotechnical Investigation.................................................................................. July 2022 60% Design Submittal..................................................................................... August 2022 90% Design Submittal................................................................................... October 2022 Final Design Submittal............................................................................... December 2022 Bidding & Award............................................................................................ January 2022 Construction Begins......................................................................................... Spring 2023 As-Builts & Project Closeout................................................................................. Fall 2023 Scope of Work Blueline's scope of work for the project is outlined on the following pages. Task 001 Project Management This task is for general coordination and meetings on the project, including plan review/discussion meetings, in-house quality assurance, coordination with subconsultants, etc. Blueline will prepare monthly invoices for work performed during the previous month. Task 002 Survey & Base Mapping Axis Survey and Mapping will prepare base mapping for the area specified in the Project Description above. AutoCad drawings will be prepared at a scale of 1"=20'. Existing aerial and/or LIDAR mapping sources may be utilized directly or as a basis for verification. Services will include the following: • Control survey in NAD 83/91 Horizontal Datum, with all elevations derived from and checked to NAVD 88 Vertical Datum. • Delineate parcel lines within above -described area as available from recorded plats and public records further compared to City of Edmonds and Snohomish County Parcel GIS lines. • Set additional elevation benchmarks at each end of project area and every 500-700' along the route. • Contract with and coordinate services of private utility locate company (APS) to ascertain conductible underground non -City owned utility locations and available asbuilt records. The cost of which ($10,250) is included in this proposal. 2 Packet Pg. 39 2.2.a EXHIBIT A — SCOPE & FEE ESTIMATE • Depict hard and soft surfaces on individual layers per accepted APWA standards. • Show and dimension located topographic features and contours at 2' intervals. • Locate top of valve nut elevations an all existing water valves within the project limits. • Locate side sewer lines as delineated by the City of Edmonds Public Works. • Show known utilities as provided by City of Edmonds GIS, research of available utility as -built records and as located by utility locators. Deliverables: AutoCad 2016 drawing file with point database and dtm files Assumptions: The City will provide all necessary right of entry into private property and notice to landowners along the route of mapping activity. The City will provide a copy of the notice to be presented to landowners by Axis Survey Crews. Task 003 Geotechnical Investigation HWA Geosciences, Inc. will provide Geotechnical Engineering Explorations and Report in accordance with the attached scope of work. Task 004 30% Design (All Sites) Using the base maps prepared in Tasks 002, Blueline will provide conceptual level plans showing the horizontal layout of the water main replacements for all 7 sites identified in the scoping documents from the City. Services under this task will include: • Kick-off Meeting with the City. • Layout and location of ±7,700 LF of new DI water mains (plan view only at this stage). • Review available information to determine the most efficient, cost effective alignments. • Coordination with franchise utility companies during design. • Prepare plan sheets for the proposed water main improvements. o Water design will be shown in plan view per City standards. o Sheets to be 22"x34" with roughly an 18"x28" drawing area. o Scale for these drawings is to be 1"=20' horizontal. • Prepare a preliminary Engineer's Estimate for each site with large contingency at this stage. • Prepare 30% Design Stage submittal. • Project Walk-through with City engineering and maintenance staff. • Recommendations to the City staff to select which of the 7 sites should be incorporated into the Phase 13 project and which should be included in the Phase 14 project. • Review meeting with the City staff to incorporate City comments into the next submittal. 3 Packet Pg. 40 2.2.a EXHIBIT A — SCOPE & FEE ESTIMATE Deliverables: 30% Design Submittal: PDF of Plans, Preliminary Engineer's Estimates and Design Memo in Word format including site selection recommendations. Task 005 Water System Design (Phase 13 Sites) Using the base maps prepared in Tasks 002 and the Geotechnical Recommendations provided in Task 003, Blueline will produce design plans, and specifications for the Sites selected for Phase 13. The services under this task will include: • Layout and location of ±4,000 LF of new DI water mains (exact length to be determined by Sites selected). • Incorporation of schedules designed but not constructed under the Phase 12 Waterline Replacement Project into the construction documents for this Project. • Design of fire hydrants, replacement of water services (to the existing water meter), connections to the existing system, and other associated appurtenances within the selected site limits. • Separating the PS&E into multiple schedules (A, B, C or I, II, III or other). • Coordination with franchise utility companies during design. • Prepare plan & profile split sheets for the proposed water main improvements. o Water design will be shown in plan and profile per City standards. o Sheets to be 22"x34" with roughly an 18"x28" drawing area. o Scale for these drawings is to be 1"=20' horizontal and 1"=5' vertical. • Show details necessary for construction of the improvements, utilizing City standard water details and developing specialized details as necessary. • Provide general temporary erosion and sedimentation control notes and details as necessary. • Prepare technical specifications, including Proposal, Contract Forms, General Conditions, and Measurement and Payment in WSDOT format, using City -provided standard specifications when available. • Prepare 60%, 90%, and Final Design stage submittals. • Prepare a design memo outlining design assumptions and questions at the 60%, and 90% design submittals. • Review meeting with City staff at each stage of the design and incorporate City comments into the next submittal. • Incorporate geotechnical recommendations into the 60% design submittal. • Constructability review and QA/QC. 4 Packet Pg. 41 2.2.a EXHIBIT A — SCOPE & FEE ESTIMATE Deliverables: 60% & 90% Design Submittals: PDF of Plans, Specifications, Engineer's Estimate and Design Memo in Word format. Final Design Submittal: PDF of Plans, Specifications, Engineer's Estimates, plus all documents in digital format (and ACAD files) on a CD. Task 006 Bidding Assistance Blueline will provide consultation services during the bidding process, including: • Prepare and issue addenda to clarify the construction documents, if necessary. Consultant will not charge for addenda if they are needed to correct or clarify errors or omissions in the bid documents. • Generally assist the City during the bidding process as needed. Deliverables: Addenda if necessary. Assumptions: The City will upload the bid documents to Builder's Exchange, conduct the bid opening, prepare the bid tabulation, review apparent low bidder references, and prepare recommendation for contract award. Task 007 Construction Support Blueline will provide construction support services for this Project during the construction period as listed below. Blueline will closely coordinate construction management activities with the City's staff and field inspector. Services under this task are anticipated to include: • Prepare for and attend the pre -construction conference. • Review requests for information (RFIs) provided by the Contractor and coordinate responses to up to five (4) RFIs with the City. • Provide up to two (2) changes to drawings or specifications as necessary to respond to field conditions or RFIs. • General consultation and coordination on an as -needed basis. Address construction questions as they arise. • Prepare As-Builts in AutoCad. Deliverables: RFI responses if necessary, As-Builts provided electronically, transmit and provide Utility data and PDF to City's GIS group. Assumptions: Construction inspection and administration services are not included. Task 008 Public Outreach Reserve Our Team will begin outreach efforts in the early design phases and will continue throughout the project. This will include the sharing of project information, the convening of community meetings (as a r needed), and distribution of construction information. Public outreach services are only provided for Main St and Sound View/Lindsay PI sites if they are selected to be designed under Phase 13. U Services will include: r a 5 Packet Pg. 42 EXHIBIT A — SCOPE & FEE ESTIMATE 2.2.a • Coordination of outreach efforts with City staff. • Implement informational outreach efforts via mailer to residents and working with the City on content for the City's webpage. Up to one (1) mailer for each site (2 total) will be provided. • Develop presentation material (project summaries, graphics, mapping) in support of public outreach efforts. • Preparation for and attendance of up to one (1) open houses (via Zoom/video conference) session, with resident and stakeholders and opportunity for feedback. o The open house is anticipated to be held after contract award to discuss construction impacts with residents and businesses. o Preparation of up to 3 presentation exhibits. DELIVERABLES • (3) presentation exhibits. • (2) project mailers. • Presentations for (1) public meeting. Task 009 Potholing Reserve This task provides an allowance for Potholing utility crossing locations with the existing power, communications, water, storm, and sewer utilities during the Design Phase in order to determine the typical depth of the water main crossings, and pavement thickness. This task would include coordinating with a utility potholing company that provides this service and will include Blueline and/or the potholing company obtaining necessary right-of-way permits. Fee estimate is based on ±10% of Tasks 001— 007 Any funds under this item are not to be used unless explicitly authorized by the City in writing. Assumptions: Any applicable ROW permit fees to be paid by the City. Task 010 Easement Reserve This task will include assisting the City with permanent easement determination, coordination, and acquisition. This includes developing legal descriptions, notifications, and coordination with surveyor. Fee estimate is based on ±5% of Tasks 001— 007. Any funds under this item are not to be used unless explicitly authorized by the City in writing. Assumptions: Any applicable fees associated with the easements are to be paid by the City. 6 Packet Pg. 43 2.2.a EXHIBIT A — SCOPE & FEE ESTIMATE Task 011 Management Reserve This task provides for unanticipated services deemed to be necessary during the course of the Project that are not specifically identified in the scope of work tasks defined above. Any funds under this item are not to be used unless explicitly authorized by the City in writing. Fee estimate is based on ±5% of Tasks 001— 007 General Assumptions and Notes • Scope and fees outlined above are based on the Project Description included in this proposal as well as the following information (any changes to these documents may result in changes to the fees): a. Scoping instructions and site maps emailed by the City of Edmonds November 10, 2021. b. City of Edmonds GIS records. c. Telephone/email conversations with the City prior to the date of this agreement. • We do not anticipate that environmental services will be necessary for this Project as work is anticipated to be completed in the paved areas of roadways outside of sensitive areas and buffers. If it is determined during the design phase that environmental services are needed, we will provide an Additional Services Authorization request for that effort. • We do not anticipate SEPA being required, and is therefore excluded. • We do not anticipate that traffic control plans, drainage calculations or reports, dewatering plans, electrical plans, or structural engineering plans will be necessary for this project, and are therefore not included. Should these services become necessary, we will provide an Additional Services Authorization to the City to retain subconsultants for those efforts. • Project stops/starts and significant changes to the Project Schedule may result in changes to the fees provided above and a separate fee proposal will be provided. • Agency fees (if any) are not included as part of the fees outlined above. • Temporary Construction Easements are not included. If required, construction easement preparation and negotiation will be an additional service. It is assumed the City will coordinate directly with property owners with existing easements where work will be performed. • The fees stated above do not include reimbursable expenses such as large format copies (larger than letter/legal size), mileage, and plots. These items will be billed under a separate task called Expenses. Estimate: $1,500. • Time and expense items are based on The Blueline Group's current hourly rates. • Blueline reserves the right to move funds between approved Tasks 001— 007 as necessary based on approved scope of work provided the overall budget of Tasks 001— 007 is not exceeded. The City Project Manager shall provide written authorization prior to moving funds. • If the Client requests Blueline's assistance in complying with any public records request, including without limitation providing copies of documents and communications, Client will pay Blueline's hourly fees and costs incurred in providing such assistance at then -current rates. Such 7 Packet Pg. 44 2.2.a EXHIBIT A — SCOPE & FEE ESTIMATE fees and costs will be billed as a separate task and will be in addition to the maximum or total fees and costs stated in the agreement to which this scope of work as attached s Packet Pg. 45 Phase 13 Watermain Replacement Project Job Number: 21-345 Prepared By: Grace Garwin, EIT Date: 12/3/2021 Checked By: Rob Dahn, PE Senior Project Project Engineer Engineering Manager Engineer Designer Task # Base Tasks $226/hr $204/hr $182/hr $167/hr Total Total Fee Fee Type Hours Hours Hours Hours Hours 001 Project Management 002 Survey & Base Mapping 003 Geotechnical Design 004 30% Design (All Sites) 005 Water System Design (Phase 13 Sites) 006 Bidding Assistance 007 Construction Support 008 Public Outreach Reserve 009 Potholing Reserve 010 Easement Reserve 011 Management Reserve Expenses 104 40 0 0 19 36 56 122 53 102 244 338 11 10 6 0 9 12 6 20 10 16 20 4 Total Hours 206 216 332 484 Blueline Personnel $46,556 $44,064 $60,424 $80,828 2.2.a 144 $31,660 Not to Exceed Q m $77,330 Fixed Fee m $48,210 Not to Exceed 0 233 $42,200 Not to Exceed 0 737 $133,640 Not to Exceed a 27 $5,620 Not to Exceed m Li 06 47 $8,910 Not to Exceed Y o 50 $9,830 Not to Exceed o aD Q. $34,760 Not to Exceed o $17,380 Not to Exceed c E m $17,380 Not to Exceed a a� $1,500 Not to Exceed —J 1238 r $428,420 y t a r c m E t R r r Q Packet Pg. 46 Senior Project Engineering Total 001 Project Management Manager project Engineer Engineer Designer Hours Item # Description $226/hr $204/hr $182/hr $167/hr Hours Hours Hours Hours 1 Coordination with City and Subconsultants 24 12 36 a) t 2 Monthly Invoices/Progress Reports 12 12 3 CA/QC 20 8 28 4 Management of Staff, Schedule, and Budget 24 8 32 5 General Project Coordination 24 12 36 E Total Hours 104 40 0 0 144 d Total Fee $23,504 $8,160 $0 $0 $31,660 N Q to d 002 Survey & Base Mapping Total Cost Blueline Markup Total V (Axis) Item # Description 10% N R C 1 Survey & Base Mapping $70,300 $7,030 0 Total Fee $70,300 $7,030 $77,330 N d O L IL Total Cost v 003 Geotechnical Design (HWA Blueline Markup Total d GeoSciences) LL 06 Item # Description 10% i O 4- 1 Geotechnical Investigations $43,824 $4,382 Total Fee $43,824 $4,382 $48,210 O N IZ O v 004 30% Design (All Sites) Senior Project Project Engineer Engineer Engineering Total Manager Designer Hours y Item # Description $226/hr $204/hr $182/hr $167/hr E Hours Hours Hours Hours N 1 Kick-off Meeting (Incl. Prep Time) 1 2 2 5 Q. 2 30% Conceptual Layout (All Sites) 4 16 32 122 174 d' 3 Preliminary Engineer's Estimate 2 6 20 28 J 4 Project Walk-through with City (Incl. Prep Time) 8 8 16 5 Design Memo with Site Selection Recommendations 2 2 4 CO) 6 Review Meeting with City 2 2 2 6 y Total Hours 19 36 56 122 233 Total Fee $4,294 $7,344 $10,192 $20,374 $42,200 d Packet Pg. 47 Senior Project Engineering Total 005 Water System Design (Phase 13 Sites) Manager project Engineer Engineer Designer Hours Item # Description $226/hr $204/hr $182/hr $167/hr Hours Hours Hours Hours 1 60% PS&E 10 44 100 146 300 a) 2 90% PS&E 10 30 72 120 232 L 3 Final Design Submittal 8 22 64 72 166 w 4 Review Meetings w/ City (Incl. Prep Time) 4 4 4 12 5 Constructability Review & QA/QC 20 20 E 6 Design Memos 1 2 4 7 Total Hours 53 102 244 338 737 Total Fee $11,978 $20,808 $44,408 $56,446 $133,640 Q Senior Project Engineering Total 006 Bidding Assistance Project Engineer Engineer Manager Designer Hours Item # Description $226/hr $204/hr $182/hr $167/hr Hours Hours Hours Hours 1 Answer Bidder Questions as necessary 6 6 2 14 2 Prepare and Issue Addenda as necessary 1 2 4 7 3 General Assistance to the City 4 2 6 Total Hours 11 10 6 0 27 Total Fee $2,486 $2,040 $1,092 $0 $5,620 Senior Project Engineering Total 007 Construction Support Manager Project Engineer Engineer Designer Hours Item # Description $226/hr $204/hr $182/hr $167/hr Hours Hours Hours Hours 1 Attend Pre -Construction Conference (Incl. Prep Time) 2 2 4 2 Review RFIs and Provide Responses 1 4 2 7 3 Prepare Field Changes if necessary 1 2 8 11 4 General Assistance to the City 4 2 6 5 Provide As-builts in ACAD based on Inspector Redlines 1 2 4 12 19 Total Hours 9 12 6 20 47 Total Fee $2,034 $2,448 $1,092 $3,340 $8,910 Senior Project Engineering Total 008 Public Outreach Reserve Project Engineer Engineer Manager Designer Hours Item # Description $226/hr $204/hr $182/hr $167/hr Hours Hours Hours Hours 1 Mailer/Presentation Material 2 8 16 4 30 2 General Coordination 4 2 6 3 Open House Meeting (incl. Prep) 4 6 4 14 Total Hours 10 16 20 4 50 Total Fee $2,260 $3,264 $3,640 $668 $9,830 Packet Pg. 48 009 Potholing Reserve Total Cost Item # Description 1 Potholing Utility Crossings, incl obtaining ROW permits $34,757 Total Fee $34,757 010 Easement Reserve Total Cost Item # Description 1 Easement Determination and Coordination $17,379 Total $34,760 Total Total Fee $17,379 $17,380 011 Management Reserve Total Cost Total Item # Description 1 Unassigned Services Reserve $17,379 Total Fee $17,379 $17,380 2.2.a r Q Packet Pg. 49 GEOSCIENCES INC. DBEIMWBE December 3, 2021 HWA Project No. 2021-P 158-21 Blueline 25 Central Way, Suite 400 Kirkland, Washington 98033 Attn: Robert Dahn, P.E. Subject: GEOTECHNICAL ENGINEERING SERVICES City of Edmonds —Phase 13 & 14 Waterline Replacement Project Edmonds, Washington 98026 Revised Scope and Fee Dear Mr. Dahn: Thank you for the opportunity to present this proposal for HWA GeoSciences Inc. (HWA) to provide consulting services for the City of Edmonds -Phase 13 & 14 Waterline Replacement Projects. HWA understands that the project consists of providing professional services to the Public Works Engineering and Operations Division in finalizing site selection for the Phase 13 and Phase 14 projects. The original scope and fee were submitted on November 19, 2021. This is a revised scope and budget to reflect changes in the scope requested by the City. The revised scope will include pavement corings to determine the pavement thickness and borings for groundwater information. It will not include the pavement analysis and sections design that was in the original scope. Below we present the revised scope and fee. PROJECT BACKGROUND We understand that the City of Edmonds (City) is planning to replace segments of water pipelines at various locations within the city as part of its Phase 13 & 14 (2023-2024) Waterline Replacement project. Seven sites have been identified for waterline replacements and subsequent pavement restorations with a total length of approximately 6,370 feet. We understand the depths of the water pipelines are in the range of three to four feet below the ground surface. There are no other subsurface installations anticipated. SCOPE OF WORK HWA scope of work will be to perform pavement corings to determine pavement thickness for road pavement restoration and geotechnical borings to provide groundwater information for pipeline installation. Geotechnical explorations will be limited to shallow explorations consisting Packet Pg. 50 2.2.a December 3, 2021 HWA Project No. 2021-P158-21 of borings to about 10 feet deep and of pavement corings. The project sites, streets/areas impacted by the water line replacement, and number of borings and corings proposed are summarized in Table 1. The locations and number of borings and corings were provided by the City. Engineering analysis will not be included in the scope. Our services will consist of the following subtasks: Table 1: Project Site Details and Number of Pavement Corings Approx. Number of Number of Site Location Pipe Length Borings Pavement (ft) Corings 1 Main Street 1,630 1 6 2 1641h Pl. SW 500 2 3 121h Pl. N 470 2 4 81 st Avenue W 540 2 5 71h Avenue S 500 1 4 Laurel Street 330 1 2 Spruce Street 320 1 2 6 Soundview Pl. 1,770 5 Lindsay Pl. 220 1 7 Parking lot 320 2 2251h Street SW 130 1 TOTAL 6,730 4 29 • Plan and Prepare Exploration Program for Borings and Pavement Corings within the City right of way: HWA will plan and coordinate the field exploration program for this project. A work plan to perform 4 geotechnical borings and 29 pavement cores along the alignment will be prepared and submitted to the City for approval. Depth of boreholes will be about 10 feet. • Obtain City of Edmonds Street Use Permit: HWA will work with the City of Edmonds to generate appropriate traffic control plans for the proposed drilling and pavement Edmonds -Phase 13 & 14 Waterline Replacement 2 HWA GeoSciences Inc. Packet Pg. 51 2.2.a December 3, 2021 HWA Project No. 2021-P158-21 corings. For estimating purposes, we will assume that borings can be performed within side parking area or road shoulders while pavement coring will be performed within the roadway. We anticipate that WSDOT standard traffic control plans, requiring lane closures with flaggers, will be adequate for this project. We assume that all required rights of entry and street use permits will be provided by the City at no cost to HWA. HWA will coordinate with a flagging subcontractor to complete this phase of work where necessary. • Complete Utility Locates: HWA will notify the one -call utility have underground utilities located in the vicinity of the proposed borings. • Conduct Geotechnical Borings: A truck/trailer-mounted drill rig equipped with hollow - stem auger will be used to drill 4 borings at the proposed location (see Table 1). Standard Penetration Test (SPT) samples will be taken at 2-1/2 to 5-foot intervals throughout each boring. All borings will be monitored and logged under full-time observation of an HWA representative. The boring will be drilled by a licensed geotechnical driller under subcontract to HWA. • Generate Boring Logs: Samples retrieved from the borings will be sealed in plastic bags and taken to our Bothell, Washington laboratory for further examination. Soil and groundwater information will be presented in summary boring logs that will be generated upon completion of our exploration program. • Conduct Pavement Corings: HWA will perform pavement coring at 29 locations using a 6-inch diameter core barrel. Cores will be patched using water activated AquaphaltTM 6.0 to minimum thickness of 6 inches. • Prepare Coring Summary Logs: HWA will develop summary logs for each of the corings from the results of the pavement corings. • Quality Assurance / Quality Control: HWA will have all exploration data presented in the geotechnical data report reviewed by a principal prior to distribution to the design team or the City. • Draft and Final Geotechnical Data Report: We will prepare draft and final geotechnical data reports presenting the results of our studies. Our reports will include boring logs, site and exploration plan and result of pavement corings. • Geotechnical Support: We will provide support to Blueline during preliminary design on the interpretation of the data report as needed. • Project and Contract Management. We will prepare monthly invoices, and progress reports if required. We will correspond with Blueline /City of Edmonds in the form of emails, fax, and telephone calls, as necessary. We will provide project management for the geotechnical engineering subtasks, and we will coordinate with and manage all our subcontractors. Edmonds -Phase 13 & 14 Waterline Replacement 3 HWA GeoSciences Inc. Packet Pg. 52 2.2.a December 3, 2021 HWA Project No. 2021-P158-21 ASSUMPTIONS/CONDITIONS The following assumptions were made as part of the development of the proposal for this phase: • Access to the site and all required exploration permits will be provided to HWA by the City of Edmonds at no cost to HWA. • HWA will apply for the necessary ROW use permits (including up to two (2) traffic control plan revisions. • HWA will contract with a subcontractor to perform the borings. The borings will be conducted during workday hours (8AM to 5PM) with no work hour restrictions. • The geotechnical explorations proposed herein will NOT be used to assess site environmental conditions. However, visual, or olfactory observations regarding potential contamination will be noted. Analysis, testing, storage, and handling of potentially contaminated soil and ground water (either sampled or spoils from drilling) are beyond this scope of services. If contaminated soils and/or ground water are encountered, the material will be properly contained on -site for disposal as mutually agreed upon without additional cost to HWA. • All non -contaminated drilling spoils and related debris will be drummed on site and transported off site for disposal by the drilling subcontractor. • All geotechnical borings drilled through existing pavement will be patched with water activated AquaphaltTM 6.0 patching material. • Corings will be conducted during workday hours (8AM to 5PM) with no work hour restrictions. • Coordination meeting provisions are not included in the scope and budget. All communication with the city is assumed to be through Blueline. • Only geotechnical data from geotechnical exploration will be reported. No geotechnical recommendations and analysis will be included. PROJECT BUDGET We estimate that the scope of services proposed herein will require a budget of $43,824 to accomplish, as detailed on the attached project cost estimate spreadsheets. Our costs assume the coring can be accomplished in 6 days and the borings in a day. We will not exceed the above cost estimate without your prior authorization. However, if during the evaluation of the available data or during our field exploration unanticipated subsurface conditions are revealed which would require a level of effort beyond the scope of our study, we will contact you immediately to discuss any necessary modifications to our scope of services and/or budget estimate. The budget presented in this proposal reflects an estimate based on our current understanding of the project requirements for a scope of work developed from information provided. HWA reserves the right to transfer hours and budget dollars between tasks to satisfy project Edmonds -Phase 13 & 14 Waterline Replacement 4 HWA Geo5ciences Inc. Packet Pg. 53 2.2.a December 3, 2021 HWA Project No. 2021-P158-21 requirements. Our budget also reflects estimated direct costs to the project for testing, drilling, equipment rental etc. HWA may also transfer funds allocated for direct costs to professional/technical hours or vice versa, to satisfy project requirements. O.O Thank you again for the opportunity to provide this proposal for the City of Edmonds — Phase 13 & 14 Waterline Replacement geotechnical engineering services. Should you have any questions regarding this proposal, or require additional services, please contact us at your convenience. Sincerely, HWA GEOSCIENCES INC. Dila Saidin, Ph.D. P.E. Senior Geotechnical Engineer Attachments: Project cost estimate Edmonds -Phase 13 & 14 Waterline Replacement 5 HWA GeoSciences Inc. Packet Pg. 54 2.2.a Project Cost Estimate HWA Ref: 2021-P158-21 City of Edmonds -Phase 13&14 Waterline Replacement ■ 1 11 ,` I GEOSCIENCES INC. Date: 17-Nov-21 Edmonds, Washington DBEIMWBE Prepared By: DBS Prepared for Blueline, Attn: Robert Dahn Reviewed By: DJH Revised: 3-Dec-21 . . . . . .. .. . .. . .. .. .. .. . . . .. . .. .. . .. . .. .. .. .. . . . .. . .. Scope of Work .. . .. . . . .. . . .. . . Refer to the attached scope FRTIMATFn HWA i.ARnRe WORK TASKS DESCRIPTION PERSONNEL & 2022 BILLING RATES Principal IX Geotech. Eng. VII Geotech. Eng. V Geotech. Eng. I Geologist III CAD Contract Admin TOTAL HOURS TOTAL AMOUNT $315.00 $265.00 $180.00 $120.00 $133.00 $101.00 $133.00 Project Setup 2 2 4 $626 GEOTECHNICAL EXPLORATION Plan and prepare field exploration program 3 3 6 12 $1,698 Prepare Traffic Control Plans 2 3 6 11 $1,518 Obtain city street use permit 1 2 2 1 2 6 $866 Conduct utility locates 4 8 12 $1,544 Conduct geotechnical borings 4 borings - 1 day) 1 8 9 $1,140 Generate boring logs 4 4 8 $1,200 Conduct pavement coring 29 cores - assume 6 days) 3 48 48 99 $12,684 Prepare coring summary logs 1 15 16 $2,175 REPORT AND PROJECT MANAGEME HWA A C 2 2 4 $890 Draft geotechnical data report 2 1 4 1 8 4 1 18 $2,614 Address review comments and prepare final data report 1 1 4 1 1 1 5 $853 GeotechnicalSupport 1 2 1 2 1 1 4 $890 Project and contract management 1 1 8 1 1 4 12 $1,972 TOTAL LABOR CHARGES: 0 1 6 1 38 1 80 1 85 1 4 1 7 220 $30,670 F.STiMATF.n n1RF.C'T F.XPF.NCF.C: Mileage 0.56/mi 10 round trip at 20mile/trip $224 Drilling subcontractor 1 day) $3,500 Traffic Control la ers/Arrowboard/Si s/Etc. - 6 days $6,000.00 Pavement Coring Equipment Rental $50/core $1,450.00 Aquaphalt Patching @ $60/core $1,980 TOTAL DIRECT EXPENSES: $13,154 PRI1.iFrT TIITAI.0 ANn R1FMMARV- Total Labor Cost $30,670.00 Direct Expenses $13,154 GRAND TOTAL: $43,824 Assumptions: 1. All costs are estimated, and may be increased or decreased within the limits of the total budget at the discretion of HWA's project manager. The HWA project manager may also transfer funds allocated for direst costs to professional/technical hours, and vice versa, as he/she determines appropriate. 2. Access to the site and all required exploration permits will be provided to HWA by the City of Edmonds at no cost to HWA. 2021-P158 Edmonds -Phase 13&14 - Fees 11-19-2021.xlsx Packet Pg. 55 d 2.2.b I Phase 13 (2023) Water Replacement-Proiect Sitesl L 0 Phase 13 Water Replacement Soundview Place Between Cherry St and Wharf St. Lindsav Place West of Soundview Place Main Street from 6th Ave S to Durbin Main Street from 7th Ave S to 9th Ave S 7th Ave S from Cedar to Laurel Spruce St, east of 7th Ave S Laurel St, east of 7th Ave S 1 12th Place N, west of 12th Ave N 181 st Ave W, south of 206th St SW P 164th PI SW. east of 72nd A\ Packet Pg. 56