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HomeMy WebLinkAboutTask Order No. 10022 with CH2M Hill for WWTP Facilities PlanCH2M HILL CH2MHILL ~irE IDIAN~- 0 322 East Front Strete Suite 200 Boise, ID 837x2 3e1208.345.5310 Fax 208.345.5315 PURCHASING AGENT 33 E. Broadway Ave, Meridian, ID 83642 Phone: (208) 888-4433 x 477 Fax: (208) 887-489 3 TASK ORDER NO. 7 0022 Betwe®n CITY OF MERIDIAN AND CH2M HILL This Task Order is issued by City and accepted by the Engineer pursuant to the mutual promises, covenant and conditions contained in the Master Agreement between the above mentioned parties dated April 93, 2040. Meridian Wastewater Treatment Facility Plan Task Order 10022 s PAGE 1 OF 29 Project Understanding The City of Meridian needs to develop a comprehensive wastewater treatment facility plan in order to effectively plan for and deliver treatment services in the future in relation to growth and development and evolving regulatory requirements. This plan is to be prepared in accordance with the Idaho Administrative Procedure Act {IDAPA), IDAPA 58, Title O1, Chapter 16, more commonly referred to as IDAPA 58.01.16-Wastewater Rules. Section 410 of the Wastewater Rules lists the requirements and contents for Facility Plans. Scope of Work The Scope of Services includes the following main tasks: • Task I-Kickoff and Vision Alignment Workshop • Task 2-Xnitial Technical Analyses • Task 3-Alternatives Development Workshop • Task 4-Open House/Focus Crroup Meeting • Task 5-Alternatives Development • Task 6-Alternatives Evaluation Workshop • Task 7 Draft Facilities Plan Documents • Task 8-Draft Preliminary Financial Plan • Task 9-Public Open House and Formal Heazing • Task 10----Final Facilities Plan Documents • Task 11 Final Preliminary Financial Plan • Task 12 Project Management A detailed description of the objectives, activities, assumptions and deliverables is provided below for each task. Task 4-Kickoff and Vision Alignment Workshop Objective The objective of the workshop is to charter the Consultant and City wastewater facilities planning team so that consensus on project scope, schedule, and responsibilities is obtained. Another goal will be to develop non-monetary criteria that will be used in subsequent evaluations of alternatives, with those criteria and weightings being in alignment with the Public Works Department's vision statement. PAGE 2 OF 29 Description Consultant will prepare workshop materials (Powerpoint and handouts) and facilitate the workshop. It is anticipated that the morning session would focus on project kickoff and afternoon on establishing and weighting non-monetary criteria appropriate for the City and in alignment with the Public Works Department vision statement. Candidate criteria could include: • Permutability • Permit compliance risk • System reliability • Operational flexibility • Adaptability/phasing opportunity • Ancillary environmental benefits or impacts • Sustainability (e.g., minimize carbon footprint and energy consumption) • Public acceptance • Social impacts Consultant will prepare draft text defining candidate criteria prior to the workshop. It is anticipated that no more than five or six criteria will be established (i.e., some of the criteria above overlap and can be consolidated). Consultant also will prepare a technical memorandum summarizing the discussion and outcomes of the workshop. Assumptions The Kickoff and Vision Alignment Workshop will be a 5 to 6-hour meeting, including a working lunch, and will be facilitated by Consultant. Deliverables • Workshop materials (Powerpoint and handouts). • The discussion and outcome of the workshop will be included in draft and final technical memorandum (electronic .pdf format). Task 2-Initial Technical Analyses This task involves a number of subtasks aze included within as listed below and described in the following sections. 2.1 Collect, compile and review data and documents 2.2 Flows and loads 2.3 Initial CIP/budget review 2.4 Evaluation of existing treatment facilities 2.5 Development of treatment criteria Subtask 2.1-Collect, Compile and Review Data and Documents Objective PAGE 3 OF ~ The objective of this task is to provide the wastewater facilities plan team with relevant data and documents. Description Consultant already has much of the relevant data and pertinent documents as a result of previous work for the City. Consultant will compile a list of such documents and data and meet with the City to determine if additional data and reports need to be obtained from the City. Once this information is obtained it will be compiled and reviewed by key Consultant team members. Assumptions Consultant will develop list of reports and data, and share it with the City to determine if the City may have additional information important to the wastewater treatment plan; if so the City will provide electronic copies of such documents or data to Consultant if available, otherwise a hard copy will be provided. Consultant will produce additional hard or electroxc copies of documents as its needs dictate for this project. Deliverables A list of available documents and data in Word table or Excel format. Subtask 2.2-Flows and Loads Objective Develop wastewater treatment influent design flows and loads for existing and future facilities. Description • Meet with the City and City's consultant conducting the sewer master plan project to discuss and agree upon a common methodology for estimating near- and long-term population and flow growth projections (i.e., 5 year and year 2030 build-out). • Establish the influent design basis to include influent nutrient loads, such as TKN, NH4-N, and TP, in addition to organics and solids Loads. • Review treatment plant process monitoring data to establish historical influent wastewater characteristics and trends. • Merge data from different sources or periods and clean text entries, error messages, ox notes from source data. • Calculate mass loadings and moving averages. • Determine the probability of occurrence of the influent loads by using Microsoft Excel or a specialized statistical software. • Determine relationships between maximum month, maximum week, maximum day, and annual average conditions using a statistical analysis method. The following percentiles apply to select the loading conditions: o Annual average = 50`~ percentile o Maximum month = 91.71h percentile (11/12a'~percentile) o Maximum week = 98.151 percentile (358/3651 percentile) o Maximum day = 99.7` percentile (364/365` percentile) ?AGE 4 OF 29 • In some instances, the design flows and loads will be augmented using a moving average method. • If treatment plant process monitoring data are not available for key constituent loads (e.g., monitoring has not yet been established for a constituent), reference values will be used from comparable facilities, Consultant's internal best practice guidelines, or published references, as determined by the Consultant. • Compile historical treatment plant process monitoring data for use in calibrating mass balance model. • Project future average loads for BOD, TSS, TKN, NH3 N, TP, and Temperature. • Base flow projections on future population estimates from the Community Planning Association of Southwest Idaho (COMPASS} and expected future flows from non- domestic sources. • Consider recorded growth trends, service area build out, changes to service area zoning, planned annexations, and anticipated industrial growth. o Use the historical flow and load analysis to establish historical peaking factors for the existing service azea. o Based on historical flows and loads, calculate the per capita average flow and load for the existing service area. -:°:: o If no changes in land use aze anticipated for the existing or future service area, then load projections will be proportional to flow increases. o If changes are anticipated in the land use for the future service area, estimate the per capita average flow and loads for the future service azea. o Apply the per capita flows and loads to the population projection for the design year to establish average flows and loads at the design yeaz. o Multiply the annual average flows and loads by the peaking factors to establish maximum month, maximum day, maximum week, and peak hour for _ the design yeaz. Assumptions • Flow and load projections will be mostly based on a review of treatment plant data. • Three to five yeazs worth of historical data will be used to complete the flow and .load analysis. • Maximum month flow and loads will be used as the basis of design for process sizing of the majority of the wastewater treatment facilities. • Process-specific design flows and loads will be determined by calibrating the mass balance model based on historical treatment plant process monitoring data (See Task 5 -Alternatives Development). • City will provide historical flows and loads and anticipated flows and loads from non- domestic sources, such as septage receiving and significant industrial users. If data are not available, Consultant will assume typical values based on published references. Deliverables Flow and Load Technical Memorandum {electronic .pdf format}. PAGE 5 OF 29 Subtask 2.3-Initial Review of CIPlBudget Objective The objective of this Subtask is to provide the City with Consultant's input on the pending Capital Improvement Plan (CIP) and budget. Description Consultant will meet with the City to review and provide input into the City's fiscal year 2011 CIP and budget. This meeting will occur in May 2011 such that the City has this input well in advance of the annual budget submittal to City Council. Assumptions • City will provide Consultant with its initial draft of the CIP and budget. • Input from Consultant will be provided at 2 hour meeting with the City. Deliverables Consultant's verbal input at the meeting. Subtask 2.4-Evaluation of Existing Treatment Facilities . Objective This Subtask provides the evaluation of the City's existing treatment facility and associated programs. Description Work previously completed by the Consultant will be used in this task, updated accordingly to reflect any of the findings from the other Task 2 subtasks. Results from past reports will be documented in this task to provide one location for this information. Information developed in this task will provide the WWTP configuration and condition from which all follow on treatment alternative configurations are based and developed. Assumptions Previous reports and studies will be used as the basis for information on the existing treatment facilities. Recent work and expansion at the WWTP will be documented as well. Deliverables A technical memorandum will be developed, providing a summary of the past evaluation of existing treatment facilities. Subtask 2.5-Development of Treatment Criteria Objective This subtask identifies criteria for the level of treatment to be included in alternatives. Description Level of treatment criteria will be identified for key parameters. Existing permit limitations for conventional parameters will provide the basis for some of these criteria. Others will be water quality driven and are still subject to ongoing or upcoming TMDLs (e.g., phosphorus), or by reclaimed water considerations (e.g., nitrogen). For parameters with uncertain PAGE 6 OF 29 limitations, it may be appropriate to consider several levels of potential treatment {e.g., total phosphorus of 0.5 mg/L with trading, 0.2 mg/L with or without trading, or 0.07 mg/L as presumed most restrictive limitation}. Assumptions No more than 2 or 3 phosphorus criteria options will be established. Deliverables Treatment criteria technical memorandum (electronic .pdf format) Task 3-Alternatives Development Workshop Objective The objective of this workshop is to develop a manageable list of reasonable wastewater treatment alternatives that will be subject to further development and evaluation in subsequent tasks. Description Consultant will prepare workshop materials and facilitate the workshop, and provide a .summary memorandum of the discussion and outcomes. It is anticipated that a wide array of alternatives will be considered, including mainstream treatment options, nutrient removal options at the WWTP (for both total phosphorus and total nitrogen), tertiary treatment, fermentation, effluent use/discharge options (discharge to Fivemile Creek and/or Boise River, reclaimed water use, aquifer recharge, wetlands treatment and/or trading), biosolids management options, one treatment plant versus two or multiple treatment locations, along with sidestream treatment and struvite recovery options. Rehabilitation and/or capacity oriented unprovements could include: • Older equipment replacement • Existing hydraulic bottleneck improvements • Sludge settleability control (methods for eliminating M.parvicella and other nuisance organisms) • Redundancy improvements • Operability improvements Further, some options maybe more pertinent for the short-term time frame (i.e., the next 5 years}, while others may be more pertinent for the long-term horizon (out to buildout conditions at 2030 or beyond}. This myriad array of options will likely be combined into logical high-level alternatives, or hybrid alternatives, and some options maybe subject to a more confined or narrow decision evaluation. The workshop will serve to define those "packages" and individual decisions that will be further developed and evaluated in Tasks S and 6. This list will also be included in materials for the open house/focus group meeting in Task 4. Our process experts will be involved for this workshop, where WWTP alternatives and configurations to meet future treatment criteria will be developed. Out-of--state experts will be involved via videoconferencing. PAGE 7 OF 29 Assumptions • The alternatives development workshop will be a meeting up to 8 hours in length, and will be facilitated by Consultant. • Consultants not based in the Treasure Valley will participate in the workshop by videoconference. Deliverables • Workshop materials (Powerpoint and handouts). • The discussion and outcome of the workshop will be included in a technical memorandum (electronic .pdf format). Task 4--Open HouselFocus Group Meeting Objective Obtain stakeholder input on the vision and values to be considered in the wastewater facility planning effort. Description • Serve as a facilitator for a public outreach (i.e., Focus Crroup) meeting with stakeholders. • Invite stakeholders to participate in a Focus Group meeting to provide input on alternatives for the Wastewater Treatment Plant. • .Prepare Powerpoint presentation and up to two posters to help stakeholders gain an understanding of the Wastewater Facility Plan project. Assumptions • A list of stakeholders to be invited and contact information will be provided by the City to Consultant. - Deliverables • One Powerpoint presentation with up to 15 slides. • Up to two posters (sized up to 36"x48") mounted on foam core board. Task 5-Alternatives Development This task presents the evaluation and development of wastewater treatment alternatives and concepts for the City to future regulatory and growth requirements. The work completed in the previous tasks will be used within this alternative development task, providing the design criteria and basis for the treatment strategy. A number of subtasks aze included within as listed below and described in the following sections. 5.1 Process simulation development 5.2 Sidestream treatment options PAGE 8 OF 29 Subtask 5.1-Process Simulation Development and Alternative Evaluation Objective ' Develop whole-plant simulations for proposed treatment alternatives and associated hydraulic profile implications at the WWTP. Description CH2M HILL's whole-plant process simulator, Pro2D, will be used to evaluate the proposed treatment alternatives carried forward from Task 3. Pro2D will help, in part, to determine the size of the respective unit processes and configurations for each treatment alternative. A mass balance will. be developed for each alternative, with the associated treatment performance documented. Alternatives proposed from the Task 3 workshop will be evaluated under this task. Hydraulic evaluations will be completed as required to evaluate the treatment alternative. A hydraulic profile will not be created for each alternative, but rather major bottlenecks will be identif ed. The overall hydraulic capacity of the existing WWTP is limited and previous studies identified the ultimate hydraulic capacity feasible for the existing site. These evaluations will work within these previously defined limits. This subtask will be part of an itezative approach with the other subtasks listed in Task 5. The overall mass balance for the WWTP treatment alternatives will be developed under this task, but individual unit processes and treatment approaches will undergo further evaluations in the other tasks. Findings from these tasks will be incorporated into the process simulation and mass balance as appropriate to help with the overall treatment alternative evaluation. Assumptions A total of six base treatment alternative configurations and associated process simulations are proposed for this task. Deliverables • Process Flow Diagrams for each treatment alternative • Narrative description for each treatment alternative • Process simulation printouts and output files for use in Biowin • Technical memorandum swnmarizing evaluation (electronic .pdf format}. Subtask 5.2--Sidestream Treatment Options Objective PAGE 9 OF 29 Develop alternatives for side stream treatment to reduce recycle loads. - Description • Focus side stream treatment on reducing the load of phasphorus and nitrogen returned to the head of the wastewater treatment plant. • Consider the impacts from the following recycle streams: o Primary Sludge Thickening Return o Waste Activated Sludge Thickening Return o Primary Sludge and Waste Activated Sludge Co-Thickening Return o Primary Sludge Fermentation Return o Dewatering Centrate from Anaerobic Sludge o Dewatering Centrate from Aerobic Sludge o Anaerobic Digester Decant and Recuperative Thickening Return o Waste Activated Sludge Dewatering Return • Evaluate current sampling and monitoring program related to return flows and recommend adjustments in sampling and monitoring strategies. • Evaluate side stream management and recommend adjustments in side stream management strategies. • Assess side stream treatment system alternatives, including: o Side stream nitrification - RAS nitrification o Side stream nitrification --activated sludge o Side stream nitrification - MBBR o Sharon-Anammox Nitrogen Removal Technology o Chemical P removal o Ammonia stripping • Assess the treatment potential and economics for phosphorus recovery, including recovery through either calcium phosphate (hydroxyl apatite) or magnesium ammonium phosphate (struvite) compounds. • Considerations of performance factors for assessment will include: o Expected range of ammonia removal and phosphorus removal possible with the technology o Byproducts or waste from the technology. o Design footprint. o Impacts on plant capacity. o Proprietary nature of the technology. o Non-economic factors {e.g., reliability). o Regulatory considerations and/or issues. • The performance factors will be summarized in a matrix and included in the side stream treatment technical memorandum. Assumptions • Impacts from recycle streams that are not being considered in the facility plan process alternatives will not be addressed. PAGE 10 OF 29 Deliverables • Side stream treatment evaluation technical memorandum {electronic .pdf format). Subtask 5,3--Land AcquisitionlWastewater Treatment Plant Site Considerations Objective Develop alternatives for land acquisition or wastewater treatment plant site considerations. Description • Once process modeling has been completed and the treatment process structures have been sized for the treatment alternatives, Consultant will develop preliminary site planning based on the 2-dimensional footprint required for the facilities. • Plan for treatment plant process piping corridors to convey flow to downstream treatment process structures. • Determine if the current treatment plant property is sufficient for near-term and long- term (20-yeaz} operational requirements based on the modeled treatment process alternatives. Assumptions • Detailed site renderings will not be required. • 2-dimentional future layouts of treatment process alternatives will overlay the site aerial photo. . • City will provide AutoCAD drawings of previous planning and design projects and record drawings of previous projects, including the recent liquid stream and solids treatment upgrades, for use in site planning. • Right-of--way acquisition services is not included in this scope of work, but can be provided upon request through a separate task order or contract amendment. Deliverables • Land Acquisition and Wastewater Treatment Plant Site Considerations technical memorandum (electronic .pdf format). Objective The objective is to evaluate the feasibility of trading and/or wetlands treatment as a potential long-term strategy to help comply with stringent phosphorus limits in the NPDES permit. Description This subtask entails ahigh-level, feasibility-type, evaluation of the concepts of trading, with or without wetland treatment. This will include potential trading and wetlands treatment within the Fivemile Creek sub-watershed, as well as within the larger Lower Boise River watershed. This could occur within the existing Lower Boise trading framework, or via a separate trading or permitting process specific to the City of Meridian. The evaluation will be PAGE 17 OF 29 based on trading/wetlands treatment being a method to avoid having to treat to very low levels of phosphorus discharged to surface waters (Fivemile Creek or Boise River} from City treatment facilities. The analysis will use existing information available from the Lower Boise Watershed Council, such as information on loadings from the ovexall Fivemile/Tenmile/Fifteenmile system, and also those within the system based on the detailed USGS study of the sub-watershed in 2009. The Consultant will use its experience in other trading programs to evaluate the feasibility and rough costs of certain types of trades or offsets. Wetlands treatment is just one potential type of offset. Other nonpoint sources can be considered, including agricultural sources and removal of septic systems. The results of this evaluation will assist in determining if trading should remain on the table in relation to the long-term implementation plan that would be developed in Task 7.2. Assumptions This evaluation will not include assessment of specific sites or trading partners, but will focus on the broader-scale aspects of the feasibility of trading. Deliverables .Consultant will prepaze.techxucal memorandum summarizing the results of the evaluation (electronic .pdf format}. Subtask 5.~-Treatment Alternative Capacity and Redundancy Considerations Objective The goal of the risk-based evaluation is to quantify the level of uncertainty existing within the WWTP and determine the appropriate design parameters to use when calculating the overall WWTP capacity. This approach takes into account the uncertainties in the influent and major operating pazameters, and allows the use of probability distributions to determine capacity. Description The capacity and redundancy requirements for each alternative will be considered throughout the treatment evaluation process. Acost-effective approach for each alternative will be developed, while maintaining the capacity and associated redundancy requirements. Arisk- based evaluation will be completed for the alternatives, incorporating uncertainty principals and developing associated probabilities of various unit process failures. Assumptions An approach similar to that used as part of the statistical analysis for the re-rating of the facility will be used. Deliverables Technical memorandum (electronic .pdf format). Subtask 5.6-Reclaimed Water Considerations Objective To incorporate in the wastewater facility plan relevant considerations originated in the separate Reclaimed Water plan. PAGE 12 OF 29 Description • Describe the water quality and treatment considerations resulting from the reclaimed water master planning (being developed under a separate contract between Meridian and HDR). • Summarize the outcome of the City's reclaimed water master planning effort in the Wastewater Facility Plan. • Describe the anticipated schedule for upgrades to treatment processes based on the reclaimed water program.. Assumptions • Reclaimed Water Master Planning will be substantially complete prior to this subtask Deliverables • Reclaimed Water Considerations report text for the Wastewater Facility Plan (electronic .pdf format).. Objective Develop alternatives for energy/sustainability considerations. Description • Investigate opportunities to reduce energy usage and to increase energy production = from available resources. • Identify and describe methods to improve sustainability at the plant. • Identify projects to reduce greenhouse gas emissions, reduce energy and chemical consumption, expand biogas utilization beyond digester heating by investigating cogeneration, and reduce odors and possibly make the plant a valuable educational tool for the public. • Description of the sustainability benefits resulting from improved on dissolved oxygen control for the aeration basins (with accompanying flow/speed control of the new high speed blowers), right sizing of new equipment, and modifications for potential denitrification, optimizing biogas production by improving primary clarifier performance, and the potential for adding fats oil and grease receiving facilities, and associated planning-level capital cost opinion for implementation of each of these technologies. • Investigate renewable power options including wind and photovoltaic. • Recommend energy and sustainability strategies to include in the implementation plan. Assumptions • Being mindful of wastewater faciliiy plan budget constraints, this effort will be limited to a preliminary, conceptual review of opportunities and will not include a PAGE i3 OF 29 comprehensive effort to reduce energy demand to remove the treatment plant from the energy grid nor to identify a comprehensive list of opportunities for sustainability. Deliverables • Energy/SustainabiIity Considerations technical memorandum (electronic .pdf format). Subtask 5.8-Odor Control Considerations Objective Develop odor control criteria for WWTP, include conceptual odor control alternatives as required for each treatment alternative presented. Description This subtask will initially document acceptable numeric limits for odor at the plant property Line by first determining the surrounding community's tolerance for odors and Meridian's tolerance for the number of complaints. This will minimize over-designed or underperforming solutions that meet the community's needs without making an excessive capital investment. With the criteria established for odor control from this evaluation, the associated odor. control requirements for each treatment alternative will be developed. Previous work completed by CH2M HILL, presented in the Meridian Wastewater Treatment Plant Odor Control Preliminary Engineering Report (CH2M HILL, February 2010}, along with other past studies will be used where applicable fox this evaluation. The odor control system will be evaluated with an approach similar to the other unit process associated with treatment alternatives. Conceptual sizing and configuration of the proposed odor control systems will be developed. Assumptions An odor control management plan is not included within the scope of work. Air dispersion models are not planned for development as part of phis task. Deliverables • Process Flow Diagrams for odor control alternative • Narrative description far each treatment alternative • Technical memorandum summarizing odor control criteria and associated evaluation for treatment alternatives Subtask 5.9-Cost Estimating Objective Objective is to develop the conceptual cost estimates that will be needed for each treatment alternative evaluated in Task 5. Description Total life-cycle costs will be used, incorporating total capital and annual costs. CH2M HII,L's parametric cost estimating system (CPES) will be used in part to develop PAGE 14 OF 29 these conceptual life-cycle costs. Where appropriate, this cost-estimating system will be supplemented with vendor quotes or similar cost estimating information. The objective of the life-cycle cost evaluation is to provide a comparison between the alternatives. Given the conceptual level of the alternative evaluation, the cost opinion includes contingencies and markups for each alternative. During future design phases, contractor markups and contingencies can be refined and reduced as additional design details become available which are captured in the cost estimate detail. These estimates are intended to be used only for comparing initial conceptual alternatives for the purpose of screening them to a reasonable few for further evaluation. This estimating effort adopts the classification of estimates as defined by the Association for the Advancement of Cost Engineering {AACE). The industry classification system is Recommended Practice-17R-97: "Cost Estimate Classification System" and 18R-97: "Cost Estimating Classification System as Applied in Engineering, Procurement, and Construction for the Process Industries." Figure 1 shows the relationship of level of detail to the expected accuracy of the estimate. FIGURE 1 Construction Cost Estimate Accuracy Ranges The capital costs for this report are defined as order-of-magnitude-level (Class 4} estimate as defined in the RACE International Recommended Practice No. 18R-97, Cost Estimate Classification System As Applied in Engineering, Procurement, and Construction for the Process Industries. An estimate of this type is normally expected to be within +50 percent or -30 percent of the actual construction cost. The fmal cost of the projects will depend on actual labor and materials costs, actual site conditions, productivity, competitive market PAGE 15 OF 29 conditions, bid dates, seasonal fluctuations, final project scope, final project schedule, and other variables. As a result, the final project costs will vary from the estimates presented in this report. Assumptions Life-cycle costs are to be developed for six treatment alternative configurations. Deiiverables • Technical memorandum summarizing total capital, annual, and associated Iife-cycle costs for each alternative • Cost-estimating system printouts providing details for each treatment alternative cost opinion. Objective Evaluate whether additional laboratory space is necessary for present and future staff and the laboratory methods that aze pending future NPDES and process modifications. Description • Conduct a programming effort to determine the size and characteristics of the laboratory. • Evaluate options for the addition of a new or expanded Laboratory Building to accommodate the laboratory needs of the treatment facilities. • Conduct a preliminary survey of space needs for the wastewater division laboratory staff through interviews with key staff members and from current facilities planning. • Evaluate options for the addition of a new or expanded Administration Building to accommodate anticipated future administrative needs through year 2034. • Develop a preliminary programming and space planning summary using similar planning efforts completed at other similar facilities. • Include a brief summary of the programming data collected, a summary of recommended space needs, listing of required equipment and support facilities necessary for identified functions, and up to three preliminary layout options. • Identify costs associated with the options and an evaluation of the feasibility of the options. Assumptions • City staff will answer key questions to space needs, required staff functions, and specific equipment needs by staff. Deliverables • Administrative and Laboratory Evaluation technical memorandum (electronic .pdf format). PAGE 16 OF 29 Subtask 5.11--Instrumentation and Controls Evaluation Objective The objective of this subtask is to develop recommendations for improvements to instrumentation and controls for the wastewater treatment plant, including that needed in anticipation of future low-level phosphorus treatment requirements. Description Consultant will facilitate anall-day workshop with City operations staff to review existing and evaluate potential future I&C improvements. The workshop will initially focus on developing overall guiding principals and then apply these principals in evaluating each unit process in the treatment plant for I&C needs. Consultant will prepare draft and final technical memorandums summazizing the workshop and its decisions and outcomes. Assumptions • The alternatives development workshop will be a meeting up to 8 hours in length, and will be facilitated by Consultant. • Consultants not based in the Treasure Valley will participate in the workshop by videoconference. Deliverables Instrumentation and Controls Evaluation draft and final technical memorandums (electronic .pdf format). Task 6-Alternatives Evaluation Workshop Objective :This goal of this task is for City's staff and management to evaluate alternatives using the evaluation/decision tool developed, in part, in Task 1. Description The alternatives defined and developed in eazlier tasks will be further evaluated in this task using the non-monetary and monetary information applicable to each. Monetary criteria will include capital, O&M and NPV costs. The alternatives will be scored in relation to the non- monetary criteria by City staff and management at this workshop, facilitated by Consultant. The benefit score will be used to calculate the benefit to normalized NPV cost score (see Figure 2 for a hypothetical example). The information and inputs to the monetary and non- monetary evaluation will be developed in previous tasks. PAGE 17 OF 29 Total Benefit Scores forWWTF Effluent Discharge Alternatives 5.06 4.50 4.50 4 ~ $ ~ 4.00 0 3.50 ~ 3.SD a c 3.00 3.00 Z ~ m 2.50 2.50 m 2.00 9m ~ 2.00 . . ~ 1.50 1.50 z 3 1.oD S x.06 ~ 0.50 d 0.50 m 0.00 m D,DO Ricer Discharge Reclaimed Water floc Parks Ricer pia Wetland Pdishing Irrigation Canal ^~ System Reliability Adaptability! Phasing! Flexibility oOperability o Social Impacts ~ Enuronmental Impacts ~-BenefltltJonnaiized NPV Figure 2 Assumptions • The Alternative Evaluation Workshops will bean 8-hour meeting, and will be facilitated by Consultant. • Consultants not based in the Treasure Valley will participate in the workshop by videoconference. Deliverables • The discussion and outcome of the workshop will be included in draft and final technical memorandum that is prepazed for the alternative evaluation. • Presentation materials for the focus group meeting on alternatives evaluation. Task 7- Prepare Draft Wastewater Facilities Plan Documents This task involves a number of subtasks aze included within as listed below and described in the following sections. 7. i Executive briefing document 7.2 Implementation plan 7.3 Main FP report 7.4 Biosolids evaluation PAGE:18 OF 29 Subtask 7.1-Draft Executive Briefing Document Task Description The executive briefing document is intended for non-technical readers, such as some members of the focus group, the general public, and the City Council. The Executive Briefiixxg Document presents the near-term actions and long-term strategy far wastewater treatment for the City of Merdian. . The Table of Contents of the Executive Briefing Document is listed below: a) Introduction b) Public Participation c} The Meridian System of Wastewater Treatment i} Service Areas, Conveyance, and Treatment (1) Service Areas and Conveyance (note: this subsection will be a summary of information from the separate sewer system master plan being developed by ' others). (2) Meridian WWTF (3} Biosolids Management d) What are the Future Wastewater Management Needs i} Population, Flows, and Loads Drivers ii) Regulatory Drivers iii} Infrastructure Drivers e) Recommended Actions i} Merdian WWTF ii) Biosolids Management iii} Wastewater Treatment for Future Service Area f} Implementation and Schedule for the Recommended Actions g) Cost Implications Assumptions • One draft Executive Briefing Document will be prepared for the City's review and comment. • City will review the draft Executive Briefing Document with the objective of producing one (1) round of applicable City comments for the Consultant to consider. PAGE 19 OF 29 Deliverables • Electronic Microsoft Word file and PDF of the draft Executive Briefmg Document for City's review e-mailed or delivered to City's project manager. • Ten hard copies of the draft Executive Briefmg Document delivered to City's project manager. Subtask 7.2--Prepare Implementation Plan Objectives The goal of this Subtask is to prepare the plan to implement the recommendations for short- term and long-term actions as defined in the wastewater treatment facilities plan. Description It is probable that the final regulatory decisions regarding phosphorus control will not be made before the completion of this wastewater treatment facilities plan. As a result, it is anticipated that the ultimate solution for the City could change in relation to this outcome, and adecision-tree kind of implementation process and schedule will be necessary. The implementation process could include recommendations for follow up studies that might be needed, such as site-specific or partner-specific trading or wetlands treatment options if deemed feasible from the work in Subtask 5.4. Assumptions • One draft Executive Briefing Document will be prepared for the City's review and comment. • City will review the draft Executive Briefing Document with the objective of producing one (1) round of applicable City comments for the Consultant to consider. Deliverables • Electronic Microsoft Word file and PDF of the draft Executive Briefng Document for City's review e-mailed or delivered to City's project manager. • Ten hard copies of the draft Executive Briefing Document delivered to City's project manager. Subtask 7.3-Prepare Draft Main Report: Wastewater Treatment Facilities Plan Objective The main report will present the story of the comprehensive planning effort that resulted in the long-term strategy and near-term actions for wastewater management for the City of Meridian. Description The Consultant will prepare draft documents that describe the Wastewater Facilities Plan. Appendixes will include the EID {Subtask 7.4) and an accumulation of previously completed Technical Memoranda that provide the technical basis for the content provided in the draft Wastewater Facilities Plan Document. The Table of Contents of the documents to be prepared is listed below: PAGE 20 OF 29 The main xeport will be written for a target audience that includes interested technical off cials xesponsible for planning, implementing, and approving wastewater facilities such as City of Meridian Public Works staff and Idaho Department of Environmental Quality staff. The outline consists of the following major headings: a) Introduction. The Consultant will prepaze this section that describes: i) the purpose, scope and need for the facilities plan amendment ii) the xeport organization b} Existing Conditions. The Consultant will prepare this section that describes: i) planning area identification ii) description of existing treatment facilities c) Future Conditions. The Consultant will prepaze this section that forecasts the following: i) population growth ii) flows and waste loads iii} wastewater facilities needs iv) conditions without the project v) reference land use plans d} Development and Initial Screening of Alternatives. The Consultant will prepaze this section that describes the following: i) Description of problems and deficiencies with the existing facilities ii) Development of Alternatives iii) Treatment System Alternatives iv) Wastewater Management Options v} Alternative Selection and Decision-making Process vi) Presentation of Total Benefit Scoring for the Alternatives e) Final Screening of Principal Alternatives and Plan Adoption. The Consultant will prepaze this sectian that describes the following: i) Comparison of Technical Features of the Wastewater Management Alternatives ii) Comparison of Costs for the Wastewater Management Alternatives iii) Evaluation of Non~Monetary Decision Criteria iv) Presentation of Total Benefit Scoring for the Alternatives PAGE 210E 29 fl Selected Approaches, Description, and Implementation. This section will describe the proposed Plan elements in more~detail by providing the following: i) Justification and Description of the Selected Approaches ii} Cost Estimate for the Selected Approaches iii) Implementation and Schedule for the Selected Approaches g) Appendices. This scope of services for this section is noted below: i} Project Costs. This appendix will present the more detailed opinion of construction costs prepared by the Consultant. ii) Public Participation. This appendix will summarize the community sounding board process that has been completed for the project to date. iii) References and Documents Cited. The Consultant will prepaze a list of the reports, and other documents that are cited in the Facilities Plan. Subtask 7.4--Biosolids Evaluation Objective The effort is to present a strategy for long-term Biosolids management that is consistent with the City's vision and values. Description • Compile existing documents from the City of Meridian regarding current Biosolids management program (e.g., landfill hauling and disposal), including operation and maintenance costs. • Conduct one site visit by up to three Consultant team members to the Meridian wastewater treatment plant. • Review the City's list of significant industrial users. • Review Meridian's 2009 Biosolids Management Plan to identify and summazize regulatory requirements and alternatives. • Review potential sites where Biosolids maybe disposed/reused as identified in Meridian's 2009 Biosolids Management PIan. • Develop a matrix for rating solids treatment and disposal options, including landfilling, thermal conversion, land application, distribution and marketing, and innovative and emergency technologies, using criteria of costs, performance, environmental, and implementation. • Review Meridian's 2009 Biosolids Management PIan to identify processing options based on potential end uses, considering the consequences of changing processing at the wastewater treatment plant regazding nutrient removal, odor control, and future wasteload allocations for the Lower Boise River or reclaimed water use. • Provide a recommendation on a long-term (10-year horizon) Biosolids management sixategy. PAGE 22 OF 29 • Prepare a technical memorandum which summarizes the 2009 Biosolids Management Plan and presents the direction of the recommended Biosolids management strategy for inclusion in the Wastewater Facility Plan. Assumptions • The current and future Biosolids quantity and quality is defined in the 2009 Biosolids Management Plan. This information will be used to determine the size of processing and utilization facilities in Task 8 -Draft CIP and Rates Evaluation. • In order to meet project goals while limiting budget impact, the matrix evaluation will rely on readily available information, Consultant's expexience on other projects, and City input on feasibility of these options. Deliverables Biosolids Evaluatian Technical Memorandum (electronic .pdf format}. Task 8-Draft Preliminary Financial Plan Objective Determine the financial feasibility and potential funding sources of the plan. Develop a preliminary financial plan that includes a capital improvements program (CIP) based on a phased approach for meeting txeatment needs for the near-term (5-years) and over the planning period (through 2030) in an effort to identify the potential financiaUrate impacts of the wastewater facility plan and the feasibility/affordability of that initial plan. Description • Development of a simplified financial planning model to assess the overall O&M and capital infrastructure requirements of the plan. --_ • List capital program requirements for an extended 20-year planning period to 2030. • Incorporate into the financial plan. the opinion of probable capital and operations and maintenance costs for the selected plant improvements from Subtask 5.9. • Prioritize the capital improvement program for next five yeazs including budgets and schedules. • Identify on a preliminary basis the potential outside funding sources for the plan • Quantification of the potential rate impacts along with the other key financial planning criteria {e.g. debt service coverage, reserve levels, etc.}. • Identify early action items such as site master planning interface with surrounding land uses, neighborhood/site enhancement activities, and effluent management options (i.e., reclaimed water use). • Identify conditions that would trigger the next expansion phase or updating the Wastewater Facility Plan. Assumptions • City will review the preliminary financial plan and provide a single, consolidated set of written comments. • A detailed rate study (i.e., cost of service study or calculation of revised rates) is not included in this scope. PAGE 23 OF 29 Deliverables • Draft and fmal near term and planning period preliminary financial plan. Task 9-Focus Group and Public Open HouselFormal Hearing Objective This task includes activities for regulatory agency coordination program with the Idaho Department of Environmental Quality, as well as a limited public involvement process to address alternatives in the wastewater facility plan to support the environmental process. Description • Prepare for and conduct one public meeting during the wastewater facility plan process. • Coordinate with City to provide notification of public meeting. • Prepare handout materials, displays, and comment forms for the meeting. • Develop a written summary of the results of the meeting. • Summarize public comments and prepare responses to comments. Assumptions • Meeting will be held at Meridian City Hall. • City will review and comment on materials for meeting. • City will identify the distribution list for the public meeting. • City will coordinate the distribution ofineeting/event announcements. • City will review and approve public education and media involvement activities. • City will participate in meetings with Idaho DEQ and other agencies, as jointly determined by the City and Consultant. • City will provide separate legal or building permit services to support the permitting of the existing or new treatment plant sites. • Up to four members of consultant team will attend the public meeting. Deliverables • Up to two displays boards. • Meeting summary. • Powerpoint slides (up to 15 slides). Task 10-Final Facilities Plan Documents Objective The objective is to finalize the draft documents from Task 7, as modified based on City and public comments, such that they can be submitted to and approved by Idaho DEQ. Description The Consultant will prepare final documents that describe the Wastewater Treatment Facilities Plan. The Consultant will prepare a table that aids IDEQ's review of the final Wastewater Treatment Facilities Plan Document. The table will reference the IDEQ checklist PAGE 24 OF 29 requirements for wastewater facility plans and whe~`e that information maybe found within the final Wastewater Treatment Facilities Plan document. Assumptions • One draft Executive Briefing Document will be prepared for the City's review and comment. • City will review the draft Executive Briefing Document with the objective of producing one (1) round of applicable City comments for the Consultant to consider. Deliverables • Electronic Microsoft Word file and PDF of the draft Executive Briefing Document for City's review e-mailed or delivered to City's project manager. • Ten hard copies of the draft Executive Briefing Document delivered to City's project manager. objective Refine the phased approach for meeting treatment needs over the planning period (through 2030). Develop a business plan to address funding and resource requirements. Description • Conduct aone-day business planning workshop with up to four Consultant team members to integrate the updated wastewater treatment plant improvement program with othex activities in the Wastewater Division including collection system, biosolids composting, and other activities/functions (e.g., site management and reclaimed water use). • Considerations include ideas for reducing cost, increasing the value of services provided, and improving business management practices. Incorporate optimization and resource development ideas developed in other portions of the work effort. The workshop will be organized as follows: o Update statement of Wastewater Business Plan goals and objectives o Integration of Wastewater Division functions, capital and O&M programs o Brainstorm new approaches and ideas to Wastewater Division operations o Assign priorities to ideas generated o Separate ideas into short-term (5-year) and long-tern (20-year) measures o For highest rated ideas, assign responsibilities for developing an action plan for implementation • Develop an updated wastewater department business plan including o Update the preliminary financial plan (Task 8} to reflect revised assumptions. o Review of funding and finance options including grants, loans, judicial validation, revenue bonds and existing revenue. o Develop a final financial plan that identifies projected O&M and capital costs, potential funding sources for capital projects, estimated rate impacts and key financial planning criteria (e.g. debt service coverage, adequacy of reserves). PAGE 25 ~ 29 o Review of affordability criteria in relation to the f nal financial plan. o Summary of ideas and action items to reduce cost and improve business management. • Prepare an updated draft Implementation and Business Plan chapter for inclusion in the facilities plan. Submit to City for review; incorpoxate review comments and prepare final chapter. Assumptions • Judicial validation will be prepared separately by the City's bond counsel. • A detailed wastewater rate or impact fee analysis is not included in this scope of work. Deliverables • Draft and final Wastewater Division Business Plan (electronic .pdf format). Task 12--Project Management Objective The objective of this task is to successfully manage this project, perform all tasks to the City's satisfaction, within the established budget and schedule. Description The following activities aze included for project management: • Budget Status Monitoring: Monitor the project work remaining to complete the overall Project, the budget expended, and the estimated cost of the work remaining, and the estimated cost at completion. Inform the City of budget status through the monthly invoices and the monthly progress meetings. Manage acrivities within overall total Project budget. • Schedule Status Monitoring: Monitor progress of work tasks and compare progress to overall Project Schedule. Estimate the time to complete remaining work tasks and update the Project Schedule. Inform the City of schedule status through the montlily progress meetings. Manage activities within overall Project Schedule. • Subcontractor Management: Engage the Subcontractor in the Project execution, review scopes of work and budget, issue purchase orders to the Subcontractor, review and approve Subcontractor invoices, and monitor the progress of the Subcontractor's deliverables. • Staff Management -Hold regulaz meetings with key members of the CONSULTANT and Subcontractor team to review the status of the work and coordinate work activities. Coordinate between tasks and team members. Document meeting decisions and action items, assign activities to team members, and follow up to ensure timely resolution. PAGE 2fi OF 29 • Change Management -Monitor Project activities fox potential changes, anticipate changes whenever possible, and with City approval, modify Project tasks, task budgets, and approach to keep the overall Project within budget and on schedule. • Invoicing - Prepaze and submit a monthly invoice and narrative report. • Develop Quality ControUQuality Assurance (QA/QC) Plan: Manage the quality review of all work activities and project deliverables by developing and distributing a QA/QC plan to the Project staff that outlines the QA/QC review process for the Project. • Execute Quality ControVQuality Assurance Plan: Manage the quality control review of all work activities and project deliverables. Identify senior technical consultants for the various technical disciplines and oversee the adherence to the plan during the execution of all Task Orders. Ensure all draft and fmal deliverables are reviewed according to the final QA/QC Plan prior to submittal to the City for review. Assumptions • Budget status monitoring is a monthly activity for the duration of the project, 5 months. • Schedule status monitoring is a monthly activity for the duration of the project, 5 months. • HDR is the Subcontractor on the Project. • Project coordination meetings for key internal staff and Subcontractor's key staff are conducted weekly for 5 months • Assume 5 monthly invoices and narrative reports aze prepazed ~• Execution of the Quality ControUQuality Assurance PIan will be completed under the appropriate tasks. Deliverables • Budget status monitoring results incorporated into the monthly invoice narrative and the montlily progress meeting with Management. • Schedule status monitoring results incorporated into the monthly invoice narrative and the monthly progress report. • Change management issues identified in Monthly Progress Report • Monthly invoices and narratives. • Draft Quality Control/Quality Assurance Plan • Final Quality ControUQuality Assurance Plan PAGE 27 OF 29 Compensation Level of Effort The task level of effort estimates are summarized in the following table. CH2M HILL has developed this level of effort estimate based on the work plan presented herein and assumptions stated previously. The fees will be billed as time and material, and will not exceed the total amount below without prior approval by the City. Level of Effort Task Task 1 -Kickoff and Vision Alignment Workshop Total FY 2x10 $4,204 $44,833 $12,036 $s,o94 $121,502 Total Optional FY 2011 Task 2 -Initial Technical Analyses Task 3 -Alternatives Definition Workshop Task 4 -Open House or Focus Group Meeting Task 5 -Alternatives Development Task 6 - Altematives Evaluation Workshop Task 7 -Draft Facilities Plan Documents Task 8 -Draft Preliminary Financial Plan Task 9 -Public Open House and Formal Hearing Task 10 -Final Facilities Plan Documents $12,556 $95,561 $17,374 $6,652 $37,152 $73,650 Task 11 -Final Preliminary Financial Plan (Optional Task) $0 $19,163 Task 12 -Project Management $41,955 $20,447 Total $399,920 $113,290 Clus .Task Order 1 Q0~2~authonzes only the FY 2010 bucige~,of $9;~20~~ ~Opt~onal sub't >r tasks that may be later°authorized by the~City.would be~doneyv~a a~~ atnenduient.to~th Schedule The services outlined in the Scope of Work will be performed from May 2010 through September 2010. PAGE 28 OF 29 CITY OF MERIDIAN - CH L BY: TAMMY de D, MAYOR :Ronal J. Fehri ger Dated: ~! 0 Dated: ~ay ~i ZG~O \,,, ~~ p~ t~ERipe''~~,,', . ~ q Attes ~ ~\ V~ ~'OapO~TFO ~ ~; JAYCE . HOLMAN, CITY GOER -~~L O Approved as to Content ~,~90,9 ST 15~ ~ ~4~\~~epart nt Ap rov ,,,,, ~o~y . ,~,,. KEITH , P ASING AGENT TITLE' Piy 1~1d-t~ J~ -y~iMl ~ X11 Dated: ~ ~ V ~~~ ~.. ,~: Dated: its PAGE 29 OF 29