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HomeMy WebLinkAboutTask Order 10045 with CH2M Hill, Inc. for WWTP Fermentation Design ProjectTASK ORDER NO. 10045 Under the MASTER AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN CITY OF MERIDIAN (OWNER) AND CH2M HILL (ENGINEER) This Task Order is made this 21st day of October , 2011 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 CH2M HILL, 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 April 13, 2010 and as amended June 13, 2011.. The Project Name for this Task Order 10045 is as follows: CITY OF MERIDIAN City of Meridian Wastewater Treatment Plant Fermentation Design Project Project Understanding The purpose of this Task Order is to prepare technical analysis, preparation of technical support documents, and development of final contract documents for the primary sludge fermentation facility at the City of Meridian (City) Wastewater Treatment Plant (WWTP) as described in the Meridian, Idaho Wastewater Facility Plan (Facility Plan) prepared by CH2M HILL, Inc. The primary sludge fermentation facility was the first item identified in the Capital Improvement Plan (CIP) included in the Facility Plan to be improved by the City. DEFINITIONS Technical Support -Documents to be produced by the consultant such as the project definition memorandum, preliminary engineering report, and draft design documents. Final Contract Documents -Final design drawings and technical specifications to send to Purchasing for inclusion of front end specifications, packaging of the bid documents, making sbid sets, advertisement and bidding of the project. SCOPE OF WORK The scope of work includes engineering design for the following Project components: 1. Item 1 -Primary Sludge Fermentation. The objective of the primary sludge fermentation process is to determine the opportunities to promote a reliable enhanced biological phosphorous removal (EBPR) process through the addition of volatile fatty acids to the secondary treatment system. Volatile fatty acids (VFAs) are the preferred substrate for excess biological phosphorus removal processes, and the Meridian WWTP influent Task Order 10045 Page 1 of 9 WWTP Fermentation -Design wastewater has limited VFAs. A fermentation process has the capability to produce VFAs to promote a reliable EBPR process at the Meridian WWTP. Hence, the evaluation of various fermentation process configurations is critical for a reliable EBPR process at the Meridian WWTP. 2. Item 2 -Odor Control. An extensive odor control system has been recommended in the Facility Plan. The portions of the odor control system associated with the fermentation process will be defined. Project Execution Approach The project design work will be carried out using a phased design delivery approach to assure a logical and progressive completion of the design work. The phases, as described below, will be carried out sequentially. Each phase of design will include a specific list of work products and deliverables, which are identified in the individual sections. Design review workshops will be conducted with the City's personnel, key individuals from the Team project team, and others as needed. The design review workshops will be conducted at critical design milestones as identified in sections that follow. The critical project phases, along with other critical support responsibilities, are divided into the following major tasks: • Task 1 -Project Initiation and Management • Task 2 -Quality Assurance/Quality Control • Task 3 -Project Definition Phase (15% Design) • Task 4 -Preliminary Engineering and Design (30% Design) • Task 5 -Final Construction Documents for Bidding and Construction (90% and 100% Design) Each task is described in more detail below. Task 1 - Project Initiation and Management CH2M HILL will provide the resources necessary for project initiation and management throughout the project, including: • Scoping, contract review/execution, and project accounting setup. • Prepare a Health & Safety Plan for onsite work activities and obtain staff endorsement. • Prepare a Quality Management Plan for work tasks and ensure adherence by Team project staff. • Supervise and manage design team project staff for execution of work tasks. • Project documentation and coordination. • Monitor project progress, including work completed, work remaining, budget expended, schedule, estimated cost of work remaining, and estimated cost at completion. Coordinate with and provide periodic updates to the City's Project Manager. Task Order 10045 Page 2 of 9 WWTP Fermentation -Design • Monitor project activities for potential changes, anticipate changes when possible, and with City approval, modify project tasks, budgets, and approach. • Prepare and submit monthly billing with a brief description of the work completed during that billing cycle. • Manage the quality control review of all work activities and project deliverables. Identify senior technical staff for the various technical disciplines and oversee the adherence to the plan during the execution of the work tasks. Deliverables • Periodic written project design schedule updates to keep the City's Project Manager informed as to the changes to the initial schedule outlined in this Scope. • Monthly project invoice statements with a brief description of the work performed. Assumptions CH2M HILL is projecting that the project will require approximately 12 months for the completion of the tasks described in the Scope. Budget status monitoring, schedule status monitoring, and project invoicing are monthly activities for the duration of the project. Task 2 -Quality Assurance /Quality Control An internal QA/QC review for each phase of the project will be performed by senior reviewers in the disciplines represented on the Project. Comments will be documented and categorized into major, minor, and preferential comments. Comments will be responded to by design team members and adjudicated prior to each deliverable being submitted to the City or IDEA. The QA/QC process will be defined by the Team in a Quality Management Plan (QMP) that will include the following major components: • Definition of Key Project team member and their role in the Project, • Definition of the Project core technologies, • Identification of the Project Quality Manager, • The Team staff member responsible for quality control for each discipline used in the Design, and • The milestone dates for each discipline review. Task 3 -Project Definition Phase (15% Design) The Project Definition Phase will allow the City and CH2M HILL to better define the components of the project that will be included in the design package. Each component will be further evaluated to define the options, advantages and disadvantages for each option, and what the recommended configuration for each component of the design will include. CH2M HILL will also work with the City to determine which elements of the design should be pre- purchased prior to bidding and award of the construction contract. These elements may include expensive equipment, such as large pumps and new mechanisms for thickening. Task Order 10045 Page 3 of 9 WWTP Fermentation -Design Following is a brief description of the options that are currently being considered for each item: Item 1 -Primary Sludge Fermentation. The fermentation of particulate biodegradable organic matter is a relatively slow reaction which must generally be accomplished external to the biological nutrient removal process. Several primary sludge fermentation configurations are available and are used in full-scale applications. These primary sludge fermentation configurations will be evaluated for use in conjunction with EBPR at the Meridian WWTP and include: 1. The single-stage fermenter/thickener, 2. The two-stage complete-mix/thickener fermenter, and 3. The Unified Fermentation and Thickening (UFAT) process. Each of the above primary sludge fermenter configurations will be evaluated for process applicability, their capability of being complementary with the existing and proposed Meridian WWTP processes, and cost-effectiveness. Item 2 -Odor Control. A biofilter installation is assumed for odor control. CH2M HILL will evaluate alternatives with consideration of a partial system installed in support of the Fermentation Improvements and coordinated with a treatment plant-wide odor control system. ® Determine the need for additional air permitting or permit modifications. • Confirm influent and effluent design flow range .capacity requirements including capacities through each unit process and create the process flow diagrams accordingly. Meetings One (1) Project Initiation Meeting will be conducted at the City's WWTP to review the scope of work, walk through the site, and gather available information from the City regarding existing equipment and preferences for the design. Meeting will be attended by up to four (4) CH2M HILL staff and key City staff. One (1) Project Definition Phase Review Meeting will take place at either City Hall or the City's WWTP Operations Building conference room to review Task 3 findings, deliverables, and City comments. Meeting will be attended by up to four (4) CH2M HILL staff and key City staff. The City's Project Manager will coordinate with the City's project team and CH2M HILL to schedule the meeting date and time. Deliverables A Conceptual Site Plan of the Meridian WWTP with the conceptual locations of the proposed improvements on the site will be delivered to the City's Project Manager in PDF format for review and distribution to City staff. Revisions to the Conceptual Site Plan will be made following the Project Definition Review Meeting and comments from the City. Task Order 10045 Page 4 of 9 WWTP Fermentation -Design • A Process Flow Diagram that shows how the proposed improvements will connect to and interact with the existing treatment process will be delivered to the City's Project Manager in PDF format for review and distribution to City staff. Revisions to this Process Flow Diagram will be made following the Project Definition Review Meeting and comments from the City. A Technical Memorandum that documents the evaluation of the fermentation alternatives considered and the basis for alternative selection. The TM also describes the type, size, materials of construction, and location of the components included in the project will be delivered to the City's Project Manager in PDF format for review and distribution to City staff. Revisions to the Technical Memorandum will be made following the Project Definition Review Meeting and comments from the City. Following these revisions, the Team will submit the Technical Memorandum to the City and IDEQ in the final form. Assumptions • City's staff will be available to provide input on design questions and will provide timely responses to questions posed. Design questions will be routed to the City's Project Manager for distribution to the appropriate City staff. • No new buildings will be needed for the Fermentation Project. • City's project team will review the Project Definition documents emailed to the City's Project Manager and presented in the Project Definition Review Meeting by delivering the comments in written form within five working days of the Review Meeting. • All elements of the project that will be pre-purchased by the City will be determined and defined during this phase. Task 4 -Preliminarv Engineering and Design Phase (30% Design) Team will prepare a Preliminary Design (30%) package for the Fermentation Project that will include: • Preliminary Design Drawings. CH2M HILL will prepare Preliminary Design Drawings (30% Design) for each of the components in the project that will define the following: - Preliminary Process and Instrumentation Diagrams (PI&Ds) - Location on the site with site piping routes - Plans and sections of the design elements - Pipeline routing and location of necessary valves, flow meters, etc. • Technical Specification List. CH2M HILL will prepare a list of technical specifications to be included with the design. • Preliminary En inch, eering Report. CH2M HILL will prepare a Basis of Design Document including a written description of the Preliminary Design, drawings, list of technical specifications, calculations, and the preliminary cost estimate. Preliminarv Cost Estimate. CH2M HILL will prepare a Class 3 Preliminary Engineering construction cost estimate based on the Preliminary Drawings and the Preliminary Engineering Report. Task Order 10045 Page 5 of 9 WWTP Fermentation -Design • Review Meetings. Key personnel from CH2M HILL will attend one interim and one Preliminary Design Review meeting with the City project team to present the Preliminary Design documents and discuss questions and comments from the City. Idaho Department of Environmental Quality (IDEA) Submittal. Following the review by the City, CH2M HILL will submit a copy of the Preliminary Engineering Report to the IDEQ for review and approval Deliverables • Preliminary Design Drawings in digital format (PDF, 11" x 17") will be emailed to the City's Project Manager for distribution to City project staff. • A list of technical specifications in digital format (PDF) will be emailed to the City's Project Manager for distribution to City project staff. • Preliminary Engineering Report in digital format (PDF) will be emailed to the City's Project Manager for distribution to City project staff. • Following integration of the City's comments on the Preliminary Design, CH2M HILL will submit 2 hard copies to the IDEA for review and approval. Assumptions • Odor control facilities will not be included in further design activities under this Task Order. • CH2M HILL will participate in one interim review meeting during the development of the Preliminary Design Phase to discuss progress and City preferences. • A 30% Design Review Meeting will take place at either City Hall or at the City's WWTP Operations Building conference room. The City's Project Manager will coordinate with the City project team and CH2M HILL to schedule the meeting date and time. • WWTP staff will be available to provide input on design questions and will provide timely responses to questions posed. Design questions will be routed to the .City's Project Manager for distribution to the appropriate City staff. • City project team will review the Preliminary Design documents emailed to the City's Project Manager and presented in the 30% Design Review Meeting by delivering the comments in written form within five working days of the Review Meeting. Task 5 -Final Construction Documents for Bidding and Construction Phase (90% and 100% Desi n Following receipt of the written comments from the City on the Preliminary Design, CH2M HILL will prepare the 90% and Final Design (100%) documents for submittal to the City and use in contractor bid solicitation. The Final Design will include: • Final Design Drawings. The Final Design Drawings will incorporate the comments from the City, IDEA, and additional details required to finalize the design. The Final Design Drawings will be stamped by a Professional Engineer. Contract Documents and Technical Specifications. CH2M HILL will prepare the contract documents and technical specifications based on the comments provided by the City. Task Order 10045 Page 6 of 9 WWTP Fermentation -Design Cost Estimate. CH2M HILL will update the construction cost estimate to provide the City with a Class 1 final construction cost estimate based on Final Design Drawings and Technical Specifications. • Review Meetings. Key personnel from CH2M HILL will attend two interim and one Final Design Review meeting with the City project team to present the Final Design documents and discuss questions and comments from the City. • Submittal of Final Design to IDEA. CH2M HILL will submit the final design package, including the Final (100%) Drawings and technical specifications to the IDEA for review and approval. Deliverables • Ninety percent Drawings and Final (100%) Design Drawings in digital format (PDF, 11 "x17") will be emailed to the City's Project Manager for distribution to City project staff for design review comment and concurrence. The 90% Drawings will be reviewed by the City prior to preparation of the 100% Drawings. Contract Documents and Technical Specifications in digital format (PDF) will be emailed to the City's Project Manager for distribution to City project staff. Ninety percent documents will be reviewed by the City prior to preparation of the 100% documents by CH2M HILL. Following 90% Design review concurrence, one stamped electronic (PDF) copy of the Final (100%) Design Drawings and one stamped electronic (PDF) copy of the Contract Documents and Technical Specifications will be delivered to the City's Project Manager for reproduction and inclusion with the bid document solicitation. Assumptions • CH2M HILL will participate in two interim design review meetings. • Comments from IDEA on the Preliminary Design will be incorporated by CH2M HILL into the Final Design when the comments are received. • IDEQ review of the Final (100%) Design will be concurrent with the bid process and Team will incorporate IDEQ comments into an addendum, if necessary. • No other permitting tasks are included in the final design scope of work. • CH2M HILL will coordinate with DC Engineering on the location of the power supply for all new equipment to ensure that this project is coordinated with other work planned for at the WWTP. TIME OF COMPLETION The following schedule is based on a Notice to Proceed (NTP) from the City the first week in October 2011 and Final Design being completed by September 2012. A NTP issued on a different date will change the schedule accordingly. Task Order 10045 Page 7 of 9 WWTP Fermentation -Design Task Description Schedule 1 Project Setup and Management Project Duration 2 Quality Control and Quality Project Duration Assurance (QA/QC) 3 Project Definition Phase (15% Project Initiation Meeting -Early October 2011 Design) Project Definition Review Meeting -Mid November 2011 ^ Technical Memorandum -End of November 2011 4 Preliminary Engineering and Submit Draft PER for City Review- Mid February 2012 Design Phase (30% Design) PER Review Meeting -End of February 2012 ^ Submit PER to IDEA -Early March 2012 5 Final Design Phase (90% and Submit to 90% Design to City for review -Early June 2012 100% Design) 90% Design Review Workshop -Mid June 2012 ^ Submit 100% Design for City Comment Concurrence -Early July 2012 ^ Submit to 100% Design to IDEA -Mid July 2012 ^ Project close-out activities completed by September 2012 COMPENSATION The total Not-To-Exceed amount for all tasks contemplated under this Task Order No.10045 is two hundred fifty five thousand one hundred ninety four dollars ($255,194.00). The hourly rates for services and direct expenses are per the Master Agreement and by this reference made a part hereof. Task Breakdown `Task Task 1 -Project Initiation and Management $35,410 Task 2 -Quality Assurance/Quality Control $33,107 Task 3 -Project Definition Phase (15% Design) $19,639 Task 4 -Preliminary Design/Engineering Phase (30% Design) $47,245 Task 5 -Final Design Phase (90% and 100% Design) $119,793 Total $255,194 Costs will be billed for actual time services are rendered up to the Not-to-Exceed amount. 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. Task Order 10045 Page 8 of 9 WWTP Fermentation -Design ,~ ~~ITY OF MERIDIAN BY: ~"-~ TAMMY de WE D MAYOR Dated: I ~ - (• 2p1 Approved by Council: ~ Attest: `~~o A~~~s ~°~ rrr ~~ ~ ~~ ~ ~ city of J E OLMAN; Y CL E ~~~` IDAHO, ~ ~, ~~ SEAL ~~ Purchasing Approval ~~r~'~ ~4~ BY: KEITH ATTS, R HA NG MANAGER gated: ~v~25~/ Approved as to Form CITY ATTORNEY Yaslc Order 10045 1tiWTP Fermentation -Design CH2M HILL BY: Dated: /~ Departure t Approv NAME: Warren Stewart TITLE: Engineerinq Manager Dated:. ~d I r Page9of9