HomeMy WebLinkAboutRESOLUTION NO. 2017-16 RESOLUTION NO. 2017-16
RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES
AGREEMENT BETWEEN THE CITY OF FAIRFAX AND HALL AND
HALL ENGINEERS, INC.
WHEREAS, the Fairfax City Council wished to have engineering planning done for the
improvement and expansion of the City's Water Supply System; and
WHEREAS, Hall and Hall Engineers, Inc. has submitted a Professional Services
Agreement to do 2017 engineering planning services of the 2017 Water Supply System Study; and
WHEREAS, this Professional Services Agreement does not include construction
engineering services.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax,
Iowa, to enter into this Professional Services Agreement with Hall and Hall Engineers, Inc.
BE IT FURTHER RESOLVED, by the City Council of the City of Fairfax, Iowa, that
the Mayor and City Clerk are hereby authorized and directed to execute both this Resolution and
the Professional Services Agreement.
Passed and approved this 14" day of March 2017.
AYES: Beer, Daly, Kell, and Volk
NAYS: None
ABSENT: Wainwright
Burnell G. Frieden, Mayor
ATTEST:
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Cy is Stimson City Clerk/Treasurer ,.•"
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HALL & HALL ENGINEERS, INC.
PROFESSIONAL SERVICES AGREEMENT BETWEEN THE
CITY OF FAIRFAX AND HALL & HALL ENGINEERS, INC.
2017 Engineering Planning Services for the Improvement and Expansion of the City's Water Supply
System(2017 WATER SUPPLY SYSTEM STUDY)
TO: Mayor Burnell Frieden and City Council Members
City of Fairfax, Iowa
1.�—/_
FROM:
� ei'Gross, :E.
sistant to the City Engineer
DATE: March 14, 2017
SUBJECT: To complete a study of the City's overall water supply system so that the City of Fairfax
can plan and implement Water System Improvements (Source Water Needs, Storage,
Treatment, and Distribution) that will best serve the City's existing population while
effectively and efficiently serving the City's planned growth areas.
1 OVERVIEW
The City of Fairfax, (CITY) would like to complete a Study of the CITY's overall water supply
system to effectively and efficiently address recent growth in the CITY, and to address continued
planned growth within the CITY. This Study shall consider the next 20 to 25 years of growth, which
is the anticipated build-out of the Heartland Heights development. With this study, we shall look at
the following items: the location of the next (second) water tower for the City of Fairfax, and look at
options for a third (future) water tower or an at grade / below grade water storage tank depending
on how and where the City grows. The Study will also look at the need for additional source water
needs (wells), and consider the long-term impacts on the City's water supply system when the two
original wells (wells 1 and 2) need to be terminated. This Study shall also consider the treatment
needs of the CITY's water supply system, and how the overall treatment of the CITY's water supply
system is best implemented as new wells and storage tanks are introduced into the CITY's water
system. This Study shall also look at the City's water distribution system, and identify any areas
within the system that may need improvements. The final component of this Study is to look at
anticipated growth and water supply demands within the CITY, and to provide estimated water
system improvement projects and years when they will be necessary, along with rough planning
cost estimates, and financing / user fee information to implement these improvements.
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Page 2
2 SCOPE OF SERVICES
The proposed work includes developing a preliminary engineering report to satisfy the
requirements of the Iowa DNR construction permitting process. The report will include evaluating
source water (Wells), treatment, storage, and distribution needs, and will also look at the financial
component to these water system improvements. Current water use data and projected population
will be used to estimate the CITY's water demand for the next 20 to 25 years (estimated full build-
out of the Heartland Heights development). Average and maximum daily usage will be estimated,
and fire flow demands will also be included. In general, the following will be addressed in the
report:
A. Source Water Needs
An analysis of current well yield will be compared with the projected water use for the next
20 to 25 years and recommendations for additional source water will be detailed. Up to
three sites will be evaluated. We will also consider the impact to the City's source water
needs if one or both of the City's original wells (well 1 and well 2) fail and need to be
terminated. Once the City determines the location that they would like to focus on for
additional wells, the City can obtain a well driller to drill a test well at this site. It is
anticipated that this test well will cost approximately$40,000 (in 2017 dollars). Obtaining a
well driller and drilling a test well are not included in the scope and fee of this project.
B. Treatment Needs
The current system will be evaluated to determine if the current treatment is sufficient to
meet DNR requirements. Additionally, if new source water (wells) are required, the report
will address anticipated water quality and recommended treatment. Up to three
alternatives will be evaluated. We will also look at the alternatives to providing treatment at
the source of the well(s) vs a centralized treatment location for all of the City's Wells.
C. Storage Needs
The condition and maintenance of the existing water storage tank will be evaluated and
recommendations will be made to address any deficiencies. The need for additional
storage is anticipated. The projected water use for the next 20 years will be used to
determine how much additional storage is required. Elevated water storage is assumed.
Up to three alternatives for placement of a new elevated water storage tank will be
evaluated along with a recommendation for siting. We will also look at possible options for
siting a third (future)water tower/storage tank.
D. Distribution Needs
The existing system will be evaluated and recommendations will be made on
improvements necessary to serve the proposed source water, treatment, and storage
needs. A WaterCAD model will be used to evaluate the anticipated pressures and flows.
E. Financing
An estimated cost for design and construction will be provided for each alternative
evaluated, as well as an annual cost of operation. The total project cost will be estimated
based on the recommended improvements. A SRF loan is assumed for financing this
project. The estimated project cost and current SRF loan rates will be used to determine
approximate impacts to the City's water fund budget and water supply user rates. A
detailed Water Rate Study will not be provided with this Study, but will be provided with the
Water Tower Project and the new well and water treatment project.
GACity of Fairfax\Documents\City Council\2017\Supporting Documents\HHE Engineering Services Agreement—Engineering Planning Services for the
Improvement and Expansion of the City's Water Supply System(3 14 2017).doc
Page 3
3 FEES
(2017 WATER SUPPLYSYSTEM STUDY)
The fees for SCOPE OF SERVICES provided shall be billed as follows:
The Total Project Fee shall be billed as a Cost Plus to a Maximum of$110,000.00.
SCOPE OF SERVICE FEES
SEVICES
A Source Water Needs $25,500.00
B Treatment Needs $20,000.00
C Storage Needs $13,500.00
D Distribution Needs $30,000.00
E Financing $21,000.00
Total Project Fee: $110,000.00
4. ASSUMPTIONS
The professional services that Hall and Hall Engineers will provide under this Proposal include, and
are limited to, those described above. All other services are specifically excluded. Listed below
are assumptions related to this proposal.
4.1 CITY shall pay all permit fees and expenses necessary for the project.
4.2 Expenses include sub-consulting fees, permit fees, printing costs, mileage and postage.
4.3 Items not included: The following Scope Items are not included in the Scope of Work for this
Study, but are anticipated for some of the water system improvement projects. A contract
amendment can be developed to include these items if the CITY finds these Services
necessary as part of this Study.
• Geotechnical report
• Construction permits
• Well pump testing
• Land acquisition
• Funding applications, except where otherwise noted
• Design of distribution system for proposed development
• Water rate study
4.4 Items to be provided by the Owner:
• Water use data from the last three years. This will include daily flows so current daily
maximum and average per capita can be determined.
• Current well yield data
• Details of current treatment operation and chemical usage
• Test Well, by a separate well driller.
• Current Water Rate Information.
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Improvement and Expansion of the City's Water Supply System(3 14 2017).doc
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5. ACCEPTANCE AND AUTHORIZATION TO PROCEED
If this Proposal/Agreement satisfactorily sets forth Client's entire understanding of the agreement,
please sign this agreement in the space provided, initial the attached terms and conditions form in
the space provided and return it to Hall and Hall Engineers, Inc. as authorization to proceed with
the work.
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Accepted this 0`J day of 1C' 12017.
` urnell G. Frieden, Mayor
City of Fairfax, Iowa
ATTEST:
•� ��`GSC�� ::: -.�L.._._-
Cyrithia Stimson, City Clerk/Treasurer
Ci y of Fairfax, Iowa
Encl.: Standard Business Terms
GACity of Fairfax\Documents\City Council\2017\Supporting Documents\HHE Engineering Services Agreement-Engineering Planning Services for the
Improvement and Expansion of the City's Water Supply System(3 14 2017).doc
Page 5
Terms and Conditions
Hall&Hall Engineers, Inc.shall perform the services outlined in this agreement for the stated fee arrangement.
Access to Site: Unless otherwise stated, Hall&Hall Engineers, Inc.will have access to the site for activities,but has not included in
the fee the cost of restoration of any resulting damage.
Dispute Resolution: Any claims or disputes made during design, construction or post-construction between the Client and Firm
shall be submitted to non-binding mediation. Client and Firm agree to include a similar mediation agreement with all contractors,
subcontractors, sub consultants, suppliers and fabricators, thereby providing for mediation as the primary method for dispute
resolution between all parties.
Billing/Payments: Invoices for Hall & Hall Engineers, Inc.'s services shall be submitted at Hall & Hall Engineers, Inc.'s option,
either upon completion of such services or on a monthly basis. Invoices shall be due and payable upon presentment. If the invoice
is not paid within the immediate 30-day period following presentment, Hall &Hall Engineers, Inc. may,without waiving any claim or
right against Client, and without liability whatsoever to the Client, terminate the performance of the service. Retainers shall be
credited on the final invoice.
Late Payments: Accounts unpaid 60 days after the invoice date may be subject to a monthly service charge of 1.5% (or the legal
rate) on the then unpaid balance. In the event any portion or all of an account remains unpaid 90 days after billing,the Client shall
pay all costs of collection, including reasonable attorney's fees and said accounts may be assigned to a credit agency, be the basis
for mechanics liens on any and all other debt collection remedies available.
Indemnification: The Client shall,to the fullest extent permitted by law,indemnify and hold harmless Hall&Hall Engineers, Inc.,his
or her officers,directors,employees, agents and subconsultants from and against all damage,liability and cost,including reasonable
attorney's fees and defense costs, arising out of or in any way connected with the performance by any of the parties above named of
the services under this agreement, excepting only those damages, liabilities or costs attributable to the sole negligence or willful
misconduct of Hall&Hall Engineers,Inc.
Certifications: Guarantees and Warranties: Hall & Hall Engineers, Inc. shall not be required to execute any document that would
result in its certifying, guaranteeing or warranting the existence of conditions whose existence Hall & Hall Engineers, Inc. cannot
ascertain.
Standard of Care: Services performed by Hall & Hall Engineers, Inc. under this Agreement will be conducted in a manner
consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing under similar
conditions. No other representation expressed or implied,and no warranty or guarantee is included or intended in this Agreement,or
in any report,opinion document,or otherwise.
Limitation of Liability: In recognition of the relative risks, rewards and benefits of the project to both the Client and Hall&Hall the
risks have been allocated such that the Client agrees that, to the fullest extent permitted by law, Hall& Hall Engineers, Inc.'s total
liability to the Client for any and all injuries, claims, losses, expenses, damages, or claim expenses arising out of this agreement
from any cause or causes, shall not exceed $50,000 or the total fee for this contract, whichever is more. Such causes include, but
are not limited to, Hall&Hall Engineers, Inc.'s negligence,errors,omissions,strict liability,breach of contract or breach of warranty.
Termination of Services: This agreement may be terminated by the Client or Hall & Hall Engineers, Inc. should the other fail to
perform its obligations hereunder. In the event of termination,the client shall pay Hall&Hall Engineers, Inc.for all services rendered
to the date of termination,all-reimbursable expenses,and reimbursable termination services.
Ownership of Documents: All documents produced by Hall &Hall Engineers, Inc. under this agreement shall remain the property
of Hall & Hall Engineers, Inc. and may not be used by the Client for any other endeavor without the written consent of Hall & Hall
Engineers, Inc.
Reimbursables: All expenses will be billed directly to the client and are in addition to the contract amount, unless indicated
differently on the front of this document.
Initial here (Hall&Hall) (Client)
G:\City of Fairfax\Documents\City Council\2017\Supporting Documents\HHE Engineering Services Agreement-Engineering Planning Services for the
Improvement and Expansion of the City's Water Supply System(3 14 2017).doc