HomeMy WebLinkAboutSewer Collection System Maintenance Program Peer Review with CH2M HillExhibit A
Task Order
Sewer Collection System Maintenance Program Peer Review
City of Meridian
This Task Order between the City of Meridian (City) and CH2M HILL, INC. is pursuant to
the terms and conditions set forth under a Miscellaneous Engineering Services Agreement
executed between the parties on July 16th, 1993. CH2M HILL (Consultant) shall provide the
following services, as described herein, related to providing a peer review of the City's
existing Sanitary Sewer System Cleaning and Maintenance Program.
This work is broken into two distinct parts - (Task 1) evaluation and recommendations
relative to the existing sewer collection system cleaning and maintenance program,
procedures and processes; and (Task 2) evaluation and recommendations relative to the
existing collection system related computer software and processes (GIS systems, mapping,
sewer collection maintenance data, etc...). The budget for these services is presented in
Exhibit B on aper-task basis. These per-task budgets were developed to establish the level
of effort for each task as well as to establish the overall project budget.
Task 1. Sewer Maintenance Program Peer Review
The Consultant will employ a sub consultant with extensive expertise on the subject of
sanitary sewer operation and maintenance, Mr. Victor Coles of Municipal Services
Company, to assist with work related to this task. Mr. Coles will provide assistance on all
subtasks with special emphasis onpre-interview checklist development, review of current
activities and the development of final conclusions and recommendations.
1.1 Existing Program Definition
The purpose of this subtask is to investigate and define the City's existing sewer system
cleaning and maintenance program to allow it to be reviewed, compared and commented
on relative to industry and area standards in later subtasks. Consultant will endeavor to
gain a comprehensive understanding of the City's sewer maintenance program, processes
and procedures (written and unwritten) in order to make an accurate peer comparison
possible. The Consultant will perform the scope of work as generally described below to
document the existing program and the City will provide timely access to appropriate City
Staff and systems.
Consultant will interview City Staff relative to their existing sewer collection system
cleaning and maintenance program. To aid in the interview process, apre-interview
checklist will be developed based on published literature and the Consultant's (and their
subconsultant's) experience in this area.
The following is a preliminary list of discussion items that are anticipated to be part of the
pre-interview checklist and this discussion items during the City interview process.
• Manhole and Line condition assessment -frequency ,method, documentation and
resulting action
• CCTV inspections -frequency, interpretation and documentation
• Line cleaning -method, frequency; prioritization
• SSO frequency and associated procedures
• I/I -monitoring, logging and corrective actions/procedures
• Blockage/Odor identification and corrective actions/procedures
• Contractor usage - on-call, predetermined frequency/program; City/Contractor work
split determination and past expenditure totals
• Maintenance activity logging
• System rehabilitation -identification, priority setting, method and general process
• City Staff - number, assignments and duties
• City Staff Training -frequency, content and method
• Equipment Ownership and Usage- CCTV, hydrojet, root cutter, vactor truck, etc...
• New Construction Inspection/Approval process
• Public Involvement -work notice, lateral issues, etc...
• Pretreatment Program
• Overall Program Documentation - program continuation ease (employee turn-over)
Deliverables
A memorandum will be prepared that summarizes the Consultant's findings. This
memorandum will be shared with the City in draft form for review and comment to ensure
that the Consultant accurately understands the City's existing programs and systems.
Assumptions
• The City will provide a copy of all documented sewer cleaning programs, processes and
procedures for Consultant review prior to interviews.
• Consultant will prepare and present apre-interview checklist to the City
• No more than two interviews of City Staff will be necessary to complete this subtask.
• All appropriate City staff will attend the interviews.
• All information required to complete this subtask will be available in a timely manner.
1.2 Peer Review
The purpose of this subtask is to investigate and document what the City's peers are doing
with their sewer system cleaning and maintenance programs. This subtask will be broken
into two distinct parts - (1) an industry literature review; and (2) a local peer program
review. The Consultant will perform the scope of work for this subtask as generally
described below.
LiteratureNendor Review
Consultant will perform a literature review to determine and document industry standard
procedures, processes and trends relative to sewer cleaning and maintenance. Literature
will be focused primarily on EPA guidance documents and wastewater organizational
publications (WEF, PNCWA, etc...).
Local Peer Program Review
Consultant will perform abbreviated interviews with local/regional municipalities to
determine and quantify differences with the City's Sewer Maintenance Program. This peer
review exercise will focus on Municipalities and Sewerage Agencies in EPA's Region 10 that
are either (1) along the Idaho I-84 corridor and/or (2) of similar size and climate as the City
of Meridian. The number and identity of those involved in the peer review is variable
depending on responsiveness. Initial targets for peer review are the City of Boise, Nampa,
Caldwell, Twin Falls and Pocatello as well as the Northwest Boise Sewer District.
Deliverables
A memorandum will be prepared that summarizes the Consultant's findings from this
subtask. This memo will be shared with the City in draft form for review and comment.
Assumptions
• This subtask will be limited to a minimum of three and a maximum of five peers that
will be interviewed depending on the time required to gather information.
1.3 Recommendations
The purpose of this subtask is to review the findings from the previous subtasks and make
recommendations (if any) to the City of Meridian for potential improvements to their Sewer
Maintenance Program. Consultant will develop recommendations for not only the present,
but general recommendations for future improvements as well. Consultant shall prepare a
draft recommendation memorandum as part of this subtask, present it to the City during
one four hour meeting and will revise it to incorporate City review comments before
finalizing. One additional 4 hour meeting is assumed after the presentation to discuss and
refine the recommendations.
Deliverables
Consultant shall prepare six copies of the final version of all three memorandums prepared
as a result of this and the previous subtasks, prepare an executive summary and bind
together for distribution within the City.
Assumptions
Review and comment on the City's safety program and procedures is not included in
this scope of work.
Program review will be focused on the sewer cleaning and maintenance program only.
This activity is not to be considered or intended to be a pre-CMOM audit.
Task 2. GIS & Software Peer Review
2.1 Existing Program Definition
The purpose of this subtask is to investigate and define the City's existing sewer collections
system computer software, its present usage and capabilities to allow it to be reviewed,
compared and commented on relative to industry and area standards in later subtasks. The
Consultant will perform the scope of work as generally described below to document the
existing systems and the City will provide timely access to appropriate City Staff and
systems.
Consultant will interview City Staff relative to their existing sewer collection system related
computer software usage, processes and future plans. Specific attention will be paid to the
City's existing maintenance and condition assessment management software, collections
system modeling software, GIS software and the application and the interconnection of
each. The purpose of this activity is to gain a comprehensive understanding of the City's
existing software, systems and capabilities in order to make an accurate peer comparison
possible.
Deliverables
A memorandum will be prepared that summarizes the Consultant's findings. This
memorandum will be shared with the City in draft form for review and comment to ensure
that the Consultant accurately understands the City's existing programs and systems.
Assumptions
• No more than two interviews of City Staff will be necessary to complete this subtask.
• All appropriate City staff will attend the interviews.
• All information required to complete this subtask will be available in a timely manner.
2.2 Peer Review
The purpose of this subtask is to investigate and document what the City's peers are using
for their sewer system software and GIS needs. This subtask will be broken into two
distinct parts - (1) an industry literature review; and (2) a local peer review. The Consultant
will perform the scope of work as generally described below.
LiteratureNendor Review
Consultant will perform a literature review to determine and document industry standard
procedures, processes and trends relative to sewer computer software applications and
usage. Literature review relative to computer software applications and trends will be
focused on wastewater organizational publications (WEF, PNCWA, etc...) and software
vendor literature/correspondence and references.
Local Peer Program Review
Consultant will perform abbreviated interviews with local and regional municipalities to
determine and quantify differences with the City of Meridian's Sewer Collection System
Software usage. This peer review exercise will focus on Municipalities and Sewerage
Agencies in EPA's Region 10 that are either (1) along the Idaho I-84 corridor and/or (2) of
similar size and climate as the City of Meridian. The number and identity of those
participating in the peer review is variable depending on responsiveness. Initial targets for
peer review include the City of Boise, Nampa, Caldwell, Twin Falls and Pocatello as well as
the Northwest Boise Sewer District.
Deliverables
A memorandum will be prepared that summarizes the Consultant's findings from this Peer
Review Subtask. This memorandum will be shared with the City in draft form for review
and comment.
Assumptions
This Subtask will be limited to a minimum of three and a maximum of five peers that
will be interviewed depending on the time required to gather the applicable
information.
2.3 Recommendations
The purpose of this Subtask is to review the findings from the previous subtasks and make
recommendations (if any) to the City of Meridian for potential improvements. Consultant
will develop recommendations for not only the present, but general recommendations for
future improvements as well. Recommendations will cover potential GIS/software
applications and general usage refinements. Order of magnitude costs for implementing
the recommended improvements will be generated. Consultant shall prepare a draft
recommendation memorandum as part of this subtask, present it to the City during one four
hour meeting and will revise it to incorporate City review comments before finalizing. One
additional 4 hour meeting is assumed after the presentation to discuss and refine the
recommendations.
Deliverables
Consultant shall prepare six copies of the final version of all three memorandums prepared
as a result of this and the previous subtasks, prepare an executive summary and bind
together for distribution within the City.
Project Management and Meetings
Consultant shall set up internal accounting files and project numbers. Consultant's project
manager shall coordinate and review work activities of the project team. Consultant shall
prepare and submit invoices to the City on a monthly basis. Consultant shall accompany
invoice with a brief status report of one-page or less.
Project Budget
The work described herein will be managed and billed on a time and materials basis with a
not-to-exceed amount of $35,500 as enumerated in Exhibit B for Tasks 1 and 2.
CH2M HILL, INC:
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Exhibit B -Payment
Task Order
Sewer Collection System Maintenance Program Peer Review
City of Meridian
October 2005
Task Task Total
1 -Maintenance Program Peer Review $23,200
2 - GIS & Software Peer Review $12,300
TOTAL $35,500
EXHIBIT B V3.DOC