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HomeMy WebLinkAboutStantec Task Order 11281.B wastewater resource recovery facility i Mayor Robert E. Simison w IDIAN City Council Members Joe Borton Treg Bemt C� Luke Cavener Public Works I D A H G Brad Hoaglun Jessica Perreault Department Liz strader 000 TO: Mayor Robert Simison Members of the City Council FROM: David Briggs, P.E. Staff Engineer II DATE: October 24, 2022 SUBJECT: TASK ORDER#11281.13 FOR THE WASTEWATER RESOURCE RECOVERY FACILITY—MEMBRANE PRE-PROCUREMENT AND SUPPORT INVESTIGATIONS WITH STANTEC FOR A NOT TO EXCEED AMOUNT OF $218,105.00 PURSUANT TO THE MASTER AGREEMENT APPROVED BY CITY COUNCIL OCTOBER 1, 2020 I. RECOMMENDED ACTION A. Move to: 1. Approve Task Order 11281.13 with Stantec for the Wastewater Resource Recovery Facility — Membrane Pre-Procurement and Support Investigations, for a not-to-exceed cost of $218,105.00. 2. Authorize the Purchasing Manager to sign the agreement. II. DEPARTMENT CONTACT PERSONS David Briggs PE, Staff Engineer 1I 489-0347 Clint Dolsby PE, Assistant City Engineer 489-0341 Warren Stewart PE, City Engineer 489-0350 Laurelei McVey, Director of Public Works 489-0259 I11. DESCRIPTION A. Background The City of Meridian (City) Water Resource Recovery Facility (WRRF) is in year five of a ten- year NPDES compliance schedule to reduce phosphorus effluent loadings to Five Mile Creek as required in the 2017 NPDES permit. The City has previously completed a Wastewater Resource Recovery Facility Plan (WRRFP) in December 2018 and as part of that effort, a comprehensive Public Works Department . 33 E.Broadway Avenue,Suite 200,Meridian,ID 83642 Phone 208-898-5500 - Fax 208-898-9551 . www.meridiancity.org Capital Improvement Plan was identified to address the various treatment challenges and regulatory updates. In order to address more stringent phosphorus removal requirements,the need for additional tertiary filtration was identified as part of that effort. Tertiary membrane filters will allow the WRRF to meet stringent NPDES effluent Phosphorus limits, along with some potential future limits on emerging contaminants. B. Proposed Project This task order will fund the production of the documents for the pre-procurement of the membrane equipment and additional studies/investigations as required to progress the detailed design document development. The project will include membranes with associated pumps, compressed air system, backwash tank and pumps, and scour air blowers, along with three inlet strainers and chemical day tanks/totes for cleaning with a building for equipment, and install covers on the membrane basins and feed channel. C. Consultant Selection Stantec was selected for this project due to their expertise in the design and analysis of wastewater treatment plants and their work on similar projects consisting of the same tertiary filtration technology that we are looking to utilize. IV. IMPACT A. Strategic Impact: This project meets our mission requirements to identify and prioritize work to anticipate,plan and provide public services and facilities that support the needs of our growing community, ensure modern, reliable facilities while maintaining financial stewardship and maintaining the ability to meet the changing permit limit requirements. B. Service/Delivery Impact: Implementing tertiary filtration at the WRRF will support departmental objectives to develop and employ strategies that comply with current and pending National Pollutant Discharge Elimination System Permit(NPDES). C. Fiscal Impact: Project Costs WRRF Tertiary Filtration Facilities Preliminary Design $797,946.00 WRRF Tertiary Filtration Facilities Preliminary Design $218,105.00 Total Cost $1,016,051.00 Project Funding FY 2022 Tertiary Filter Expansion(3590-96154) $1,500,000.00 FY 2023 Tertiary Filter Expansion(3590-96154) $3,000,000.00 Total Funding $4,500,000.00 Page 2 of 3 VI. TIME CONSTRAINTS Council's approval will allow this project that will help meet stringent effluent phosphorus limits be completed on schedule to meet our compliance schedule with the Idaho Department of Environmental Quality. VII. LIST OF ATTACHMENTS A. Task Order No. 11281.B Department Approval: Pane 3 of 3 CONTRACT CHECKLIST I. PROJECT INFORMATION Date: 10/10/2022 REQUESTING DEPARTMENT Public Works Project Name: Tertiary Filter Expansion Project Manager: David Briggs Contract Amount: $218,105 Contractor/Consultant/Design Engineer: Stantec Is this a change order? Yes ❑ No ❑ Change Order No. II. BUDGET INFORMATION (Project Manager to Complete) III. Contract Type Fund: 60 Budget Available(Purchasing attach report): Department 60 Yes ❑� No ❑ Construction ❑ GL Account 3590 FY Budget: 23 Task Order 0 Project Number: 96154 Enhancement: Yes 0 No ❑ Professional Service ❑ Equipment ❑ Will the project cross fiscal years? Yes❑ No ❑ Grant ❑ IV. GRANT INFORMATION-to be completed only on Grant funded projects Grant#: Wage Determination Received Wage Verification 10 Days prior to bid due date Debarment Status(Federal Funded) ARPA 10/24/2022 Print and Attach the determination Print,attach and amend bid by addendum(if changed) www.sam.gov Print and attach V. BASIS OF AWARD BID RFP/RFQ TASK ORDER Award based on Low Bid Highest Ranked Vendor Selected Master Agreement Category 2a (Bid Results Attached) Yes ❑ No ❑ (Ratings Attached) Yes ❑No Date MSA Roster Approved: 10/1/2020 Typical Award Yes 0 No ❑ If no please state circumstances and conclusion: Date Award Posted: 7 day protest period ends: VI. CONTRACTOR/CONSULTANT REQUIRED INFORMATION PW License Expiration Date: Corporation Status Insurance Certificates Received(Date): Expiration Date: Rating: Payment and Performance Bonds Received(Date): Rating: Builders Risk Ins.Req'd: Yes ❑ No ❑ If yes,has policy been purchased? (Only applicabale for projects above$1,000,000) VII. TASK ORDER SELECTION (Project Manager to Complete) Reason Consultant Selected ❑ 1 Performance on past projects Check all that apply ❑ Quality of work ❑ On Budget ❑On Time ❑ Accuracy of Construction Est ❑ 2 Qualified Personnel ❑ 3 Availability of personnel ❑ 4 Local of personnel Description of negotiation process and fee evaluation: This task order includes the preliminary design services for this project. Stantec submitted a draft task order for this work which was reviewed by the City. Stantec revised the task order based on City comments and brought it into alignment with industry standards and Public Works supports the approval of this task order. Clint Dolsby 10/10/2022 Enter Supervisor Name Date Approve Vill. AWARD INFORMATION Date Submitted to Clerk for Agenda: October 24,2022 Approval Date 11-1-2022 By: City Council Purchase Order No.: Date Issued: WH5 submitted (Only for PW Construction Projects) NTP Date: Contract Request Checklist.5.24.2016.Final TASK ORDER NO. 11281 .B Pursuant to the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND STANTEC CONSULTING SERVICES INC. (ENGINEER) This Task Order is made this 1 st day of November, 2022 and entered into by and between the City of Meridian, a municipal corporation organized under the laws of the State of Idaho, hereinafter referred to as "City", and accepted by Stantec Consulting Services Inc., hereinafter referred to as "Engineer" pursuant to the mutual promises, covenant and conditions contained in the Master Agreement (category 2a) between the above- mentioned parties dated October 1 , 2020. The Project Name for this Task Order is as follows: WRRF MEMBRANE EQUIPMENT PRE-PROCUREMENT AND SUPPORT INVESTIGATIONS PROJECT UNDERSTANDING-SUMMARY The City of Meridian (City) Water Resource Recovery Facility (WRRF) is in year five of a ten-year NPDES compliance schedule to reduce phosphorus effluent loadings to Five Mile Creek as required in the 2017 EPA administered NPDES permit. The City has previously completed a Wastewater Resource Recovery Facility Plan (WRRFP) in December 2018 per the facility planning process identified in the Idaho Administrative Procedures Act (IDAPA), section 58.01 .16. As part of that effort, a comprehensive Capital Improvement Plan was identified to address the various treatment challenges and regulatory updates. In order to address more stringent total phosphorus removal requirements, the need for additional tertiary filtration was identified as part of that effort. This Task Order consists of engineering services to implement tertiary filtration improvements. These services are for the design, and bidding support of the pre- procurement of the membrane equipment and additional studies/investigation and associated subconsultant coordination as required to progress detailed design document development. Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 1 of 10 Stantec Consulting Services SCOPE OF WORK 1 General 1.1 Specific Project Requirements Stantec has identified several requirements for this project that will be used as a framework for establishing the preliminary and final design guidelines and expectations for the work. These project requirements include schedule, criteria, and facility design elements. Preliminary schedule requirements: • Task Order 10281 .B start by November 11 , 2022 1.2 General Project Approach The following describes assumptions and conventions that were used in developing this scope of services. Codes, Regulations, and Design Standards Pre-procurement documents, technical memoranda, and specifications will be prepared in accordance with the standard of care for professional engineering. City design standards, as applicable, will be used. The facilities will be designed in accordance with standards, codes and regulations in effect as of October 2022, and as described in the Preliminary Engineering Report developed under TO1 . Changes in codes and regulations which occur after the project start will be considered a change in scope. Stantec will be using specifications suited specifically for the design- bid-build delivery method based on its standard documents. The City will be responsible to provide front-end equipment and construction procurement documents (Division 00 and 01) the membrane system procurement documents. Stantec will be responsible to provide all other technical specification sections. Project Standards Specifications and technical documents developed as part of T010281 .B will be based upon Stantec standards. 1.3 Preliminary Schedule It is anticipated that T010281 .B activities will begin no later than November 2022. Exact completion dates of each activity are estimated below and will be coordinated with future design services: • Geotechnical Evaluation (Task 2.2.1) Complete by January 2023 • Hydraulic Confirmation (Task 2.3.1) — Complete by February 2023 • Coagulant Alternative Evaluation (Task 2.3.2) — Complete by January 2023 • Bench Scale Testing Coordination (Task 2.3.3) — Complete by May 2023 • Coagulant System Relocation Evaluation (Task 2.3.4) — Complete by January 2023 Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 2 of 10 Stantec Consulting Services 2 Membrane Pre-procurement and Support Investigations (Task Order 10281 .13) Stantec will prepare pre-procurement technical documentation and specifications based on the design concepts and criteria developed during Preliminary Design (T01). These documents and technical memoranda for support investigations will be a progressive development of concepts and decisions implemented during preliminary design. It is not anticipated that new or unresolved project issues will be developed during this process, other than those noted below, unless added by supplemental services. Additional Project Management, task leadership and project engineering services will also be provided as part of TO10281 .B. Draft pre-procurement documentation and technical memoranda will be submitted to the City for general review. The City review period will be two weeks; Stantec will incorporate review comments and issue a final version of the documents described within T010281 .13. Stantec will maintain an up-to-date comment log in electronic format to track City review comments on each submittal. Assumptions and Exclusions • Closed Circuit Television — It is not anticipated that closed circuit television will be required for any existing utilities on the site, or at the points of interconnection. If a need for these services arises, these services can be authorized as supplemental services. • Water Quality Sampling and Analysis — It is not anticipated that additional sampling and water quality analysis will be required. • Dewatering Investigation — It is not anticipated that a site-specific dewatering investigation will be required, however, the geotechnical report will include groundwater levels, soil characteristics and general recommendations for dewatering based upon the field investigations and site conditions identified and reported on by the geotechnical subcontractor. • Survey— The City will perform the site survey and coordinate with Stantec on the scope of work to incorporate the needs for Stantec's design team for a comprehensive site survey. It is assumed that the City will be able to perform the survey work prior to January 31 , 2023. 2.1 Project Management and Coordination The project management and coordination work for this task order is assumed to cover up to three months and the work herein that extends past three months will be managed under the T02B project management task once approved. This task will include: 2.1.1 Project Management Plan Update Stantec will revise the T01 project management plan (PMP) developed during preliminary design to define the delivery approach, staffing, responsibilities, schedule, risks and project deliverables. The PMP will be reviewed and updated on a quarterly basis. Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 3 of 10 Stantec Consulting Services 2.1.2 Progress Reporting Meetings Stantec will keep the City advised of the status of the design progress. This coordination will include monthly project management meetings with the City with an average of three Stantec staff to communicate and document identified project risks, action items, change of conditions, schedule updates, financial status, and general project status. The meetings are expected to be 90 minutes in duration, and Stantec will coordinate and submit meeting notes within two working days of the meeting. No design submittal review meetings or technical workshops are included in T010281.13 to discuss deliverables. These design review meetings will be provided as part of T02B. 2.1.3 Internal Team Coordination Stantec will meet with design team leads on a bi-weekly basis to coordinate discipline status, identify risks, and provide a forum for issues or questions that need to be communicated or coordinated with the City or that need further attention within the design team. 2.1.4 Progress Tracking and Reporting Stantec will prepare and maintain tracking tools for monthly reporting and invoicing to the City. The invoicing will include monthly status updates on a task-by-task basis, physical percent complete status and any changes or new risks identified in the billing period. Assumptions: • Invoicing will be performed monthly unless otherwise coordinated with the City due to inactivity. • Progress reporting meetings are assumed to be virtual or with local Stantec staff travelling to Meridian unless otherwise requested or coordinated for external staff to attend. • Change logs and other documentation requested by the City will be kept and maintained on a Stantec Microsoft Teams SharePoint site. The SharePoint site will be available for the City and Stantec staff and be used for shared and transfer documents. • Notes will be taken by Stantec and distributed to the City for review and documentation of meeting decisions and topics. 2.2 Site Investigations and Support The following site investigations and support will be completed. Additional site investigations and support activities will be performed as part of T02B (future). 2.2.1 Geotechnical Stantec will provide engineering services to identify areas for geotechnical investigation based on preliminary drawings and designs. Geotechnical services will consist of: Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 4 of 10 Stantec Consulting Services • Geotechnical exploratory work, soil borings, laboratory tests of soils, rock formations, and other geophysical phenomena which are required to provide information for design. • A geotechnical analysis and report by a qualified geotechnical firm interpreting the data recommendations for design. Assumptions: • This activity will be subcontracted by Stantec. • Deliverables with include draft and final geotechnical reports 2.2.2 Subsurface Investigation Stantec will coordinate with the City and local utilities to identify potential utilities near the new infrastructure. Each utility will be contacted for record data. These data will be recorded on the design base mapping. A list of potholes will be created for utilities that may be impacted. Pothole locations will be marked in the field with two Stantec present to review locations with a potholing subcontractor. It is not anticipated that there will be utility conflicts that will require relocation; therefore, utility review will be conducted concurrent with the permit review period. Assumptions: • This activity will be subcontracted by Stantec. • Ten potholes are assumed. • Field verification of utilities will be completed in one site visit. • Site survey work will be completed by the City or others Deliverables: • List of potholes • Utility clearance matrix 2.3 Studies and Technical Memoranda 2.3.1 Preliminary Hydraulics Confirmation As part of the T01 (Preliminary Design) effort, Stantec developed a hydraulic profile and modeled flow from the Secondary Clarifier Splitter Box to the Post Aeration Basin. Numerous assumptions were made in this effort which need verification to confirm the hydraulics are acceptable for the new tertiary filtration design. The City will be performing site survey work in late 2022 with information assumed to be available in by January of 2023. Stantec has coordinated with the City on specific survey needs and information requests for their survey effort as part of the hydraulic analysis. Once the survey information is obtained, Stantec will input the information into the hydraulic model and verify model accuracy. The hydraulic profile will be revised as required to accommodate updated site information and projected design flows. The extent of modeling through downstream processes will be limited to confirmation of Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 5 of 10 Stantec Consulting Services ability to accept 2040 flows, or to identify downstream flow limitations. This modeling will not explore alternatives to expand hydraulic capacity if needed for downstream processes; per discussion with the City that is an activity that would be incorporated into future efforts and CIP projects. Additionally, Stantec will advise the City of the findings as part of a progress reporting meeting (see Subtask 2.1 .2). One revision to the model and hydraulic profile are assumed; the updated hydraulic profile will be included in T02B design drawings. 2.3.2 Coagulant Alternative Evaluation In the preliminary design effort, it was identified that the City uses the coagulant PAX-14 for several purposes at the WRRF including TSS and turbidity control (dosing RAS), struvite management in the centrifuge dewatering system, and control of the filamentous bacteria which can create solids settling issues. However, PAX-14 contains phosphorus which is the main constituent that Stantec and the City are trying to remove from the WRRF effluent as part of this tertiary filtration project. Stantec will perform an evaluation that identifies and confirms the ability to substitute (non-phosphorus based) coagulants. This evaluation will focus on the ability to control filamentous bacterial as it appears that alternative coagulants for this are not as well understood. Stantec will evaluate the systems, evaluate approximate costs of the changes, and prepare a draft technical memorandum for City review. As part of the evaluation, Stantec will lead two meetings. The first meeting will be conducted to review Stantec's evaluation assumptions and the second to review the draft TM. Each meeting will be attended by three Stantec staff with notes distributed following the meeting. The finalized TM will be submitted after incorporating review input from the City. 2.3.3 Bench Scale Testing Coordination The City is continuing its Phase 2 bench scale testing as part of the work started in the preliminary design. Stantec will continue to support the City and incorporate this information as it is received to optimize the design and further select the appropriate coagulant and dosing. This effort is assumed to be for four months and will include review and compilation of ongoing data, analysis of trends and incorporation of information into chemical feed design. 2.3.4 Coagulant System Relocation Evaluation During preliminary design, Stantec provided preliminary design documentation for new Chemical Building No. 3 to provide coagulant storage and a feed system to dose chemical to the Secondary Clarifier Splitter Box. The expansion of the existing Dewatering Building was later identified as an alternative location to house the new coagulant storage and feed system. To determine the viability of this alternative, Stantec will perform a site visit to the WRRF to assess the existing Dewatering Building, identifying constraints and retrofit potential. This effort will be limited to the site visit, desktop review of existing design documents, and qualitative analysis of cost benefits. Stantec will not assign specific quantitative costs to this alternative. Findings will be presented to City staff at a virtual workshop. Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 6 of 10 Stantec Consulting Services 2.4 Membrane Equipment Pre-procurement Membrane equipment pre-procurement will be executed using the Preliminary Design documents as a starting point. This task encompasses the preparation of a Request for Proposal (RFP) which consists of commercial and technical procurement documents, bid solicitation to candidate vendors, quality reviews and recommendation of award to a single supplier. Procurement documents can be issued as private solicitations to candidate vendors, or as public bids, as required for City procurement processes. Membrane system procurement is envisioned as a single solicitation process (formal prequalification processes are not anticipated) with the process including Owner Pre- purchase of equipment to furnish to the contractor. Stantec will prepare documents requesting that vendors submit documents for either a single or two design flows. By requiring vendors to submit proposals for two flows, the City has flexibility to choose membrane system size after all bids have been received. 2.4.1 Procurement Kickoff Meeting It is anticipated that this process will be discussed and mapped in a Procurement Kickoff Meeting, with the following activities to be implemented within that framework. Stantec will prepare and facilitate this meeting. 2.4.2 Front-End Documents The City will lead the development of the front end documents and Stantec will provide support, review, and recommended edits for the documents to address the specific requirements associated with the selection of the membrane filtration system. Stantec will provide the following to the City for front-end document preparation: • General project description including facility and process overview (system design criteria). • Collaborate with City on critical procurement milestones. • Technical documents to incorporate into an equipment solicitation (RFP). • Acceptance testing requirements. • Specific operation evaluation criteria (i.e., unit chemical costs, power cost, building cost allowances, and labor cost components). • Specific performance evaluation criteria (flow, capacity, pressure, etc.) • Collaboration with City and review of selection criteria. • Updated quotes for potential vendor equipment (not included in bid documents) • Stantec will not include contractual information in the specifications. However, Stantec will provide recommendations for inclusion is the City's contract. 2.4.3 Technical Documents Stantec will prepare the following Design/Technical Documents in consultation with the City for inclusion in the RFP package: Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 7 of 10 Stantec Consulting Services • Tertiary filtration technical specifications • Input/Output List for the filtration system • P&IDs for the filtration system • Control Narrative for the tertiary filtration system • Minimum requirements relevant to the membrane filtration system components and equipment: for pump, pipes, valves, instrumentation and control, tanks and system configuration • The PER and 30% Drawings from T01 For Reference: Layout, footprint and additional applicable site, and building requirements for the Membrane System. Stantec will also identify the scope of services to be provided by the City, Stantec, and the membrane system supplier through final design, construction, startup, and acceptance testing. 2.4.4 Membrane System Bidding Once the RFP is completed, Stantec will assist the City in bidding and procurement. This will consist of Stantec providing: • Answers to technical questions submitted by prospective proposers to PM and Procurement Manager. • A senior engineer to be a member of the City's evaluation team and score all proposals received. • Attendance at City scheduled membrane bid evaluation team meetings. Assumptions: • A maximum of two membrane bid evaluation meetings will be required. • Formal membrane system supplier prequalification is not anticipated. • Procurement method will be Owner pre-purchase of equipment to furnish to the Contractor. • Up to 10 formal questions will be received for Stantec review and response. • No conformed drawings are needed. Deliverables: • Responses to bidder questions • Proposal scoring to City • Technical documents Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 8 of 10 Stantec Consulting Services TIME OF COMPLETION and COMPENSATION SCHEDULE COMPENSATION AND COMPLETION SCHEDULE Task Description Estimated Completion Date Compensation 2.1 Project Management and Coord. March 31, 2023 $39,417 2.2 Site Investigations and Support March 31, 2023 2.2.1 Geotechnical January 31, 2023 $23,463 2.2.2 Subsurface Investigation March 31, 2023 $22,394 SUB TOTAL $45,857 2.3 Studies and Technical Memoranda March 31, 2023 2.3.1 Hydraulics Confirmation February 28, 2023 $13,730 2.3.2 Coagulant Alternative Evaluation January 31, 2023 $15,765 2.3.3 Bench Scale Testing Coordination March 31, 2023 $5,419 2.3.4 Centrifuge Building Addition Eval. January 31, 2023 $16,252 SUB TOTAL $51,166 2.4 Membrane Equip. Pre-Procurement March 31, 2023 2.4.1 Procurement Kickoff Meeting November 17, 2022 $7,032 2.4.2 Front End Documents January 18, 2023 $9,982 2.4.3 Technical Documents January 18, 2023 $49,038 2.4.4 Membrane System Bidding March 29, 2023 $15,613 SUB TOTAL $81,665 TASK ORDER TOTAL: $218,105 The Not-To-Exceed amount to complete all services listed above for this Task Order No. 11281 .13 is (two hundred eighteen thousand one hundred and five dollars) ($218,105.00). No compensation will be paid over the Not-to-Exceed amount without prior written approval by the City in the form of a Change Order. No travel or expenses will be reimbursed through this agreement. All costs must be incorporated in the individual tasks within the Compensation and Completion Schedule above. CITY OF MERIDIAN Stantec Consulting Services Inc. Digitally signed by Nick Smith Nick Smith Date:2022.10.24 08:23:59 BY: BY: -06'00, KEITH WATTS, Procurement Manager Nick Smith, Principle Project Manager 11-1-2022 Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 9 of 10 Stantec Consulting Services Dated: 11-1-2022 Dated: 1 0/24/2022 City Project Manager: David Briggs Task Order 11281.E WRRF Membrane Equipment Pre-Procurement and Support Investigations Page 10 of 10 Stantec Consulting Services