HomeMy WebLinkAboutJacobi, Toombs, & Lantz, LLC (DWWTP SWet Weather Fine Screen Project) City of Jeffersonville
Government Contract Coversheet
Please note: All information MUST be completely filled out and submitted to Clerk's Office
within 48 hrs of execution.
Date Submitted to Clerk: 1/8/2026
Department: Wastewater
Vendor Name: Jacobi, Toombs & Lanz, LLC
Sign Date:
1/8/2026
Ending Date: 12/31/2026
Amount of Original Contract: $394,000
Is this an amendment or change order
to original contract? No
Amended Contract Amount:
Purpose:
Construction Administration and Inspection
for DWWTP Wet Weather Fine Screen
Project
For Clerk's Office to fill out g
Date uploaded to Gateway: 1 / / 1./
e
ATTACHMENT B: WORK ORDER FORM
WORK ORDER NO. 2026-I
CITY OF JEFFERSONVILLE
DOWNTOWN WASTEWATER TREATMENT PLANT
2026 IMPROVEMENTS
Date: Iig/kak'
In accordance with the General Services Agreement between the City of Jeffersonville, Indiana, acting
thru its duly appointed Sewer Board (OWNER), and Jacobi, Toombs and Lanz, LLC (CONSULTANT),
dated 04/01/2010, this WORK ORDER is the written authorization to the CONSULTANT to provide the
work described herein, in accordance with the attached schedule, and fees.
Work: The Work shall be as described in Section A of this Work Order. CONSULTANT shall furnish all
labor, materials, supplies, equipment, supervision and services necessary for and incident to the
performance of the Work. CONSULTANT represents that it has thoroughly reviewed the Work and the
General Services Agreement and that it accepts the Work and the conditions under which the Work is to
be performed.
Schedule: The Schedule shall be set forth in Section B of this Work Order. CONSULTANT represents
that the Schedule is reasonable and achievable.
Payment Terms: Payments to the CONSULTANT shall be as described in Section C of this Work Order.
Terms and Conditions. The terms and conditions of the General Services Agreement referenced above
shall apply to this Work Order. This Work Order also incorporates, in Section D, all the terms and
conditions required to be included in it by the General Services Agreement.
OWNER: CONSULTANT:
Jeffersonville Sewer Board Jacobi, Toombs, and Lanz, LLC
Jeffersonville, Indiana 1829 E. Spring Street
500 Quartermaster Court New Albany, IN 47150
Jeffersonville, Indiana 47130 (812) 945-9585
(812) 285-6400
By By
Mayor Mike Moore, President Michael C. Harris, P.E.
President
ByE134-- —: Witness
Dale L. Orem, Member Josh Darby, P.E.
Director-Construction Services
By 1A)itifv—
William A. Saegesser, , P.L.S., Member
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WORK ORDER NO. 2026- I
SECTION A — DESCRIPTION OF THE WORK
Jacobi, Toombs and Lanz, LLC (JTL) shall provide Professional services for the project described as
follows:
PHASE 1 —DOWNTOWN WWTP WET WEATHER SCREENING PROJECT
Task 1. Construction Administration Services
It is anticipated that the construction period will be approximately 350 days (approximately 12 months) in
duration. It is our understanding that construction document management and submittals will be through a
web-based construction management system that will be paid for by the CLIENT. JTL shall provide the
following Construction Administration Services:
Task 1.1 General Construction Administration
• Administer the project in conformance with the Construction Contract and its General
Conditions. The Engineer will coordinate with the Contractor and the Board during
construction.
Task 1.2 Shop Drawings and Correspondence
• Shop Drawings:
o Review shop drawings and product submittals for conformance with the Contract
Documents and with the apparent intent of the design concept. If any questions
arise surrounding the intent, suitability, etc. of the submittals, we will engage with
the Design Engineer.
o If the drawings or schedules as submitted describe variations and show a
departure from the Contract Documents which JTL finds to be in the interest of
the Owner and to be so minor as not to involve a change in Contract Price or
Contract Time, JTL may return the reviewed drawings without noting an
exception.
o This task includes reviewing up to seventy (70) shop drawing submittals. The
Engineer's budget includes review of one (1) resubmittal of shop drawings.
Task 1.3 Requests for Information
• Receive, review, evaluate, distribute, and respond to up to eighteen (18) Requests for
Information (RFIs) submittals, Supplemental Instructions, and sketches and drawings to
resolve actual field conflicts encountered and consultation and advice to the Owner
during the construction process will be provided.
Task 1.4 Changes in the Work
• Change Orders, Field Directives and Work Change Proposals
o Review up to three (3) Work Change Proposals and issue up to five (5) Field
Orders in conjunction with the Board for changes that involve no money. Issue up
to four (4) Requests for Quotations (RFQs), review the quotations, and
recommend to the Board whether to include in a Change Order. Review up to
four (4) requests for a Change Order from the Contractor and recommend to the
Board whether to include them in a Change Order.
• Substitutions:
o JTL will consider a contractor's proposal for substitution of materials, equipment,
and methods in accordance with the contract documents. Procedures, submittal
requirements, and payment for review of contractor requested substitutions will
be defined in the technical specifications. Contractor requested substitutions will
be paid for by the contractor and JTL has not included budget for these reviews.
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Task 1.5 Pay Request Review
• Review, recommend, and submit to the Board for payment the monthly pay request from
the Contractor.
Task 1.6 Monthly Construction Progress Meetings and Periodic Site Progress
Reviews
• Attend monthly construction progress meetings. Prepare meeting agendas and meeting
minutes. The proposed budget for this task is for up to twelve (12) monthly progress
meetings.
• Conduct periodic site visits to review construction progress and clarify construction
requirements will be conducted by the Engineers. The proposed budget for this task
includes up to twelve (4) site visits by the Engineers.
Task 1.7 Substantial Completion Inspection and Partial Certifications
• Substantial Completion Inspection:
o The requirements for Substantial Completion shall be as defined in the Contract
Documents. A Substantial Completion Inspection shall not take place until
conditions have been met and required submittals received as defined in the
Contract Documents.
o Conduct Substantial Completion Inspection of the Project and prepare the
appropriate"punch lists."
o Attend equipment performance testing events conducted by the Contractor.
o Review and monitor results from performance testing as provided by Contractor.
• Partial Certifications:
o Review As-built Drawings as provided by the Contractor and prepare necessary
documents for up to one (1) Partial Project Certification of Completion to the
permitting agencies (IDEM, etc.) to obtain approvals for the release of the
proposed treatment plant improvements and equipment.
Task 1.8 Final Completion Inspection and Record Drawings
• The requirements for Final Completion Inspection shall be as defined in the Contract
Documents. A Final Completion Inspection shall not take place until conditions have been
met and required submittals received as defined in the Contract Documents.
• Conduct a Final Completion Inspection of the Project and provide a Certification of Final
Completion to the Owner and Contractor.
• JTL shall develop the Record Drawings from the As-built Drawings supplied by the
Contractor.
• The Record Drawings shall combine Contractor As-Builts and RPR markups into one
complete set.
• JTL shall submit two (2) full size, hard copy sets and one PDF format electronic copy of
the Project Record Drawings containing appropriate notes or disclosures accompanying
the certification that state the Engineer's determination that such modifications do or do
not "materially" affect the permitted design.
• Provide an electronic, searchable database of contractor submittals provided in the web-
based Construction Information Management System.
Task 1.9 IDEM Final Certification for Facilities
• A final Certification for Facilities will be submitted to IDEM.
Task 1.10 O&M Manual Reviews
• Review Contractor supplied O&M Manuals for the facility.
Task 1.11 Materials and Density Testing
• Coordinate with Contractor's materials, leakage, and concrete testing sub-contractor
during construction as specified in the construction contract.
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Task 2. Resident Project Representative
• JTL will provide a Resident Project Representative (RPR) to perform full time
construction inspection services during the projected 12-month construction phase of the
Project to assist the Owner in observing the progress of the Contractor's Work. RPR
services will be provided in accordance with the Duties, Responsibilities, and Limitation
as established in the Supplementary Conditions of the Construction Contract in the
contract documents. JTL's project manager will coordinate with the City to assess the
need for RPR presence on-site on a monthly basis. RPR hours will be documented and
invoiced on a monthly basis at a rate of $140/hour. A total of 2,080 RPR hours are
budgeted for this project. JTL will perform the following:
o General — Through the RPR's observations of the Contractor's Work, JTL will
review contractor's work for conformance with the project requirements. JTL shall
not, as a result of such observations of the Contractor's Work, supervise, direct,
or have control over the Work, nor shall JTL (including the RPR) have authority
over or responsibility for the means, methods, techniques, sequences, or
procedures of construction selected or used by any contractor, or the safety
precautions and programs incident to the Work or any contractor's work in
progress, for security or safety at the Site, nor for any failure of a contractor to
comply with Laws and Regulations applicable to such contractor's performing
and furnishing of its work. JTL (including RPR) neither guarantees the
performance of any contractor nor assumes responsibility for Contractor's failure
to furnish and perform the Work in accordance with the Contract Documents.
o Construction Progress Meetings — JTL (specifically Resident Project
Representative and Project Manager) will conduct the monthly progress
meetings with the Contractor and the Owner.
Task 3. Post-Construction Optimization and Warranty Services
Engineer will provide post-construction services to assist the Board in observing the operation of the
completed facility and optimizing the operations. Engineer will also assist the Board with investigations of
potential warranty claims.
Engineer will:
• Review monthly data and observe operation of the completed project in the field with the
Board's operations and maintenance staff. Three (3) site visits two (2) months apart are
anticipated. A draft and final technical memorandum will be provided to the Board.
• Perform up to two (2) site visits and/or conference calls with the Board's operations and
maintenance staff to investigate equipment that has malfunctioned and recommend to
the Board whether to submit a warranty claim to the Contractor.
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PHASE 2—DOWNTOWN WWTP CLARIFIERS &THICKENERS REHAB PROJECT
Task 1. Construction Administration Services
It is anticipated that the construction period will be approximately 540 days (approximately 18 months) in
duration. However, it is our understanding that the project is already underway and that once JTL
receives Notice to Proceed for Phase 2 of this work order agreement, there will be approximately 12
months remaining in the construction duration for that project. Construction document management and
submittals will be through a web-based construction management system that will be paid for by the
CLIENT. JTL shall provide the following Construction Administration Services:
Task 1.1 General Construction Administration
• Administer the project in conformance with the Construction Contract and its General
Conditions. The Engineer will coordinate with the Contractor and the Board during
construction.
Task 1.2 Initial Construction Coordination Meeting
• Initial Construction Coordination Meeting:
o Plan, organize, and conduct an initial construction coordination meeting, take
meeting minutes, and distribute a written summary to attendees.
• Coordinate and Manage the Web-Based Construction Contract Document Management
and Submittal System.
Task 1.3 Shop Drawings and Correspondence
• Shop Drawings:
o Review shop drawings and product submittals for conformance with the Contract
Documents and with the apparent intent of the design concept. If any questions
arise surrounding the intent, suitability, etc. of the submittals, we will engage with
the Design Engineer.
o If the drawings or schedules as submitted describe variations and show a
departure from the Contract Documents which JTL finds to be in the interest of
the Owner and to be so minor as not to involve a change in Contract Price or
Contract Time, JTL may return the reviewed drawings without noting an
exception.
o This task includes reviewing up to forty-five (45) shop drawing submittals. The
Engineer's budget includes review of one (1) resubmittal of shop drawings.
Task 1.4 Requests for Information
• Receive, review, evaluate, distribute, and respond to up to twenty (20) Requests for
Information (RFIs) submittals, Supplemental Instructions, and sketches and drawings to
resolve actual field conflicts encountered and consultation and advice to the Owner
during the construction process will be provided.
Task 1.5 Changes in the Work
• Change Orders, Field Directives and Work Change Proposals
o Review up to three (3) Work Change Proposals and issue up to five (5) Field
Orders in conjunction with the Board for changes that involve no money. Issue up
to five (5) Requests for Quotations (RFQs), review the quotations, and
recommend to the Board whether to include in a Change Order. Review up to
four(4) requests for a Change Order from the Contractor and recommend to the
Board whether to include them in a Change Order.
• Substitutions:
o JTL will consider a contractor's proposal for substitution of materials, equipment,
and methods in accordance with the contract documents. Procedures, submittal
requirements, and payment for review of contractor requested substitutions will
be defined in the technical specifications. Contractor requested substitutions will
be paid for by the contractor or owner and JTL has not included budget for these
reviews.
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Task 1.6 Pay Request Review
• Review, recommend, and submit to the Board for payment the monthly pay request from
the Contractor.
Task 1.7 Monthly Construction Progress Meetings and Periodic Site Progress
Reviews
• Attend monthly construction progress meetings. Prepare meeting agendas and meeting
minutes. The proposed budget for this task is for up to twelve (12) monthly progress
meetings.
• Conduct periodic site visits to review construction progress and clarify construction
requirements will be conducted by the Engineers. The proposed budget for this task
includes up to twelve (12) site visits by the Engineers.
Task 1.8 Substantial Completion Inspection and Partial Certifications
• Substantial Completion Inspection:
o The requirements for Substantial Completion shall be as defined in the Contract
Documents. A Substantial Completion Inspection shall not take place until
conditions have been met and required submittals received as defined in the
Contract Documents.
o Conduct Substantial Completion Inspection of the Project and prepare the
appropriate"punch lists."
o Attend equipment performance testing events conducted by the Contractor.
o Review and monitor results from performance testing as provided by Contractor.
• Partial Certifications:
o Review As-built Drawings as provided by the Contractor and prepare necessary
documents for up to one (1 ) Partial Project Certification of Completion to the
permitting agencies (IDEM, etc.)to obtain approvals for the release of the
proposed treatment plant improvements and equipment.
Task 1.9 Final Completion Inspection and Record Drawings
• The requirements for Final Completion Inspection shall be as defined in the Contract
Documents. A Final Completion Inspection shall not take place until conditions have been
met and required submittals received as defined in the Contract Documents.
• Conduct a Final Completion Inspection of the Project and provide a Certification of Final
Completion to the Owner and Contractor.
• JTL shall develop the Record Drawings from the As-built Drawings supplied by the
Contractor.
• The Record Drawings shall combine Contractor As-builts and RPR markups into one
complete set.
• JTL shall submit two (2) full size, hard copy sets and one PDF format electronic copy of
the Project Record Drawings containing appropriate notes or disclosures accompanying
the certification that state the Engineer's determination that such modifications do or do
not"materially" affect the permitted design.
• Provide an electronic, searchable database of contractor submittals provided in the web-
based Construction Information Management System.
Task 1.10 O&M Manual Reviews
• Review Contractor supplied O&M Manuals for the facility.
Task 1.11 Materials and Density Testing
• Coordinate with Contractor's materials, leakage, and concrete testing sub-contractor
during construction as specified in the construction contract . Take multiple
measurements on painted surfaces to check paint and film thickness.
Task 2. Resident Project Representative
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S
• JTL will provide a Resident Project Representative (RPR) to perform construction
inspection services during the projected remaining 12-month construction phase of the
Project to assist the Owner in observing the progress of the Contractor's Work. RPR
services will be provided in accordance with the Duties, Responsibilities, and Limitation
as established in the Supplementary Conditions of the Construction Contract in the
contract documents. JTL's project manager will coordinate with the City to assess the
need for RPR presence on-site on a monthly basis. RPR hours will be documented and
invoiced on a monthly basis at a rate of$140/hour. A total of 2,080 RPR hours are
budgeted for Phase 1 of this project. At this time, it is anticipated that Phase 1 and
Phase 2 will occur during the same twelve (12) month period. Therefore, no additional
hours are being included in the budget for this Phase. Should the timelines not overlap
and the total construction period between Phases 1 and 2 extend beyond 12 months,
budget adjustments should be considered. JTL will perform the following:
o General—Through the RPR's observations of the Contractor's Work, JTL will
review contractor's work for conformance with the project requirements. JTL shall
not, as a result of such observations of the Contractor's Work, supervise, direct,
or have control over the Work, nor shall JTL(including the RPR) have authority
over or responsibility for the means, methods, techniques, sequences, or
procedures of construction selected or used by any contractor, or the safety
precautions and programs incident to the Work or any contractor's work in
progress, for security or safety at the Site, nor for any failure of a contractor to
comply with Laws and Regulations applicable to such contractor's performing
and furnishing of its work. JTL (including RPR) neither guarantees the
performance of any contractor nor assumes responsibility for Contractor's failure
to furnish and perform the Work in accordance with the Contract Documents.
o Construction Progress Meetings—JTL (specifically Resident Project
Representative and Project Manager)will conduct the monthly progress
meetings with the Contractor and the Owner.
Task 3. Post-Construction Optimization and Warranty Services
Engineer will provide post-construction services to assist the Board in observing the operation of the
completed facility and optimizing the operations. Engineer will also assist the Board with investigations of
potential warranty claims.
Engineer will:
• Review monthly data and observe operation of the completed project in the field with the
Board's operations and maintenance staff. Three (3) site visits two (2) months apart are
anticipated. A draft and final technical memorandum will be provided to the Board.
• Perform up to two (2) site visits and/or conference calls with the Board's operations and
maintenance staff to investigate equipment that has malfunctioned and recommend to
the Board whether to submit a warranty claim to the Contractor.
Project Transition from Design Engineer
It is our understanding that the Design Engineer is currently performing Part-Time Inspection and
Construction Administration Services for the Downtown WWTP Clarifiers &Thickeners Rehab Project and
that a transition of these services from the Design Engineer to JTL will be required. It is anticipated that:
• The Design Engineer will prepare and provide a thorough debriefing/summary report to
the City that will identify current status of the project, any outstanding submittal reviews,
pay applications, RFIs, unresolved construction issues, and any other pertinent
information that will be required to fully inform JTL of the project status.
• JTL will meet with the Contractor for an Initial Construction Coordination meeting for a
similar debriefing and project update from the Contractor.
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• JTL will coordinate with Lynn Imaging to gain access to the eCommunication online
project management site for the project.
• The Design Engineer will spend several days to one week on-site with JTL's Resident
Project Representative to ensure that the RPR is fully informed of the project status and
to assist in the project transition.
SECTION B — SCHEDULE
The Downtown WWTP Wet Weather Screening Project, which is being considered as Phase 1 of this
work order agreement, has a 12-month construction duration.
The Downtown WWTP Clarifiers & Thickeners Rehab Project, which is being considered as Phase 2 of
this work order agreement, has an 18-month construction duration. However, this project is already
underway. It is our understanding that once JTL receives Notice to Proceed for Phase 2 of this work
order agreement, there will be approximately 12 months remaining in the construction duration for that
project.
It is anticipated that the construction timelines for Phase 1 and Phase 2 will overlap and progress under
the same 12 month timeline. Therefore, the Representative Project Representative (RPR) budgets
identified in this work order assume one RPR for a total of 12 months for both Phases. Should the
timelines not overlap and the total construction period between Phases 1 and 2 extend beyond 12
months, budget adjustments should be considered.
SECTION C — PAYMENT TERMS
Payment to the CONSULTANT for Construction Administration and Inspection Services for Phase 1 shall
be on a time and materials basis, based on the JTL hourly billing rates current at the time that work is
completed, for a fixed, not to exceed sum of$394,000.00.
Payment to the CONSULTANT for Construction Administration and Inspection Services for Phase 2 shall
be on a time and materials basis, based on the JTL hourly billing rates current at the time that work is
completed, for a fixed, not to exceed sum of$133,000.00
The total not-to-exceed sum for Phase 1 + Phase 2 = $527,000.00
The JTL 2026 hourly billing rates are being attached for reference. The CONSULTANT may submit
monthly invoices for payment for work completed to date.
Exceeding Estimated Fees: The estimated total fees shown herein are based on the description of work
described in this agreement. The CONSULTANT reserves the right to request an adjustment to the
estimated total fees, if necessary, as a result of scope changes or schedule adjustments that are outside
the CONSULTANT'S control.
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2025-8 Downtown WWTP 2026 Construction
Projects CA and Inspection
Final Audit Report 2025-12-12
Created: 2025-12-12
By. Lee Anne Johnson(leeanne.johnson@primeeng.com)
Status: Signed
Transaction ID: CBJCHBCAABAA5IwsegNjd8aX9WfRW51xc6B1zAJ9QO6G
"2025-8 Downtown WWTP 2026 Construction Projects CA and
nspection" History
,t Document created by Lee Anne Johnson (leeanne.johnson@primeeng.com)
2025-12-12-2:18:25 PM GMT
E Document emailed to Michael Harris (michael.harris@primeeng.com)for signature
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,t Email viewed by Michael Harris (michael.harris@primeeng.com)
2025-12-12-3:15:30 PM GMT
60 Document e-signed by Michael Harris (michael.harris@primeeng.com)
Signature Date:2025-12-12-3:15:39 PM GMT-Time Source:server
E?. Document emailed to Josh Darby (josh.darby@primeeng.com) for signature
2025-12-12-3:15:41 PM GMT
,t Email viewed by Josh Darby (josh.darby@primeeng.com)
2025-12-12-3:18:20 PM GMT
CSo Document e-signed by Josh Darby (josh.darby@primeeng.com)
Signature Date:2025-12-12-3:18:40 PM GMT-Time Source:server
O Agreement completed.
2025-12-12-3:18:40 PM GMT
Q Adobe Acrobat Sign