Task Order No. 10044 with CH2M Hill Engineers, Inc. for WWTP Headworks Capacity Evaluation and Expansion Alternatives and AnalysisTo: Jaycee L. Holman, City Clerk,
From: Keith Watts, Purchasing Manager
: Jacy Jones, Emily Skoro
Date: 10/2/2014
Re: October 7th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 7th City Council Consent Agenda for Council's consideration.
Approval of Task Order 10044.a to CH2M Hill Engineers for the VWTP
HEADWORKS CAPACITY EVALUATION AND EXPANSION ALTERNATIVES
ANALYSIS" prosect for a Not -To -Exceed amount of $59,541.00.
Recommended Council Action: Award of Task Order 10044.a to CH21VI Hill
Engineers for the Not -To -Exceed amount of $59,541.00.
Thank you for your consideration.
Page 1
TASK ORDER NO. 10044.a
Under the
MASTER AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN
CITY OF MERIDIAN (OWNER) AND CH2M HILL ENGINEERS, INC (ENGINEER)
This Task Order is made this 7th day of October, 2014 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 ENGINEERS, 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, 2014. The
Project Name for this Task Order 10044.a is as follows:
CITY OF MERIDIAN
WASTEWATER .LANT — HEADWORKS CAPACITY[ •
AND EXPANSION ALTERNATIVES ANALYSIS
PROJECT UNDERSTANDING
As part of the ongoing efforts to expand capacity at the City's Wastewater Treatment Plant, a
review of the ultimate capacity and future improvement needs for the headworks is required. This
task order provides an evaluation of existing capacity, future influent flow conditions, and
establishes a preferred alternative for improvements to the WWTP's headworks facility, including
pumping, screening, and grit removal.
As part of this project, enclosure of the resulting headworks will be considered to allow for odorous
air conveyance and odor control technologies. The complexity of a given enclosure may affect the
selection of headworks equipment.
SCOPE OF SERVICES
Quality Assurance/Quality Control (QA/QC)
As part of the execution of this task order, an internal QA/QC review of the deliverables 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. The internal QA/QC will be performed as part of the effort for each of the tasks
identified below.
The QA/QC process will be defined by CH2M HILL in a Quality Management Plan (QMP) that will
include the following major components:
• Definition of Key Project Team members and their roles on the Project
Task Order 10044.a Wastewater Treatment Plant — Headworks Capacity Evaluation And Expansion Alternatives Analysis Page 1 of 6
CH2M HILL ENGINEERS, INC
® Definition of the Project core technologies
® Identification of the Project Quality Manager and Senior Technical Consultant (STC)
® The CH2M HILL staff member responsible for quality control for each discipline used in the
design
® The milestone dates for each discipline review
The purpose of this task is to manage, coordinate and lead CH2M HILL Team's activities and
perform administration of the project design services and project quality reviews. CH2M HILL will
provide the resources necessary for project initiation and management throughout the project,
including the following subtasks:
Subtask 1.1 Prepare Project Execution Plan
The Project Execution Plan (PXP) will be used to guide the direction of the Project Team and will
include descriptions of the roles and responsibilities of team members, communications plan, cost
and schedule control procedures, quality management plan, document control, change
management and other project management requirements.
Subtask 1.2 Contract Administration
This task includes activities associated with administration of the contract and coordination with the
City. It will include the following:
® Scoping, contract review/execution, and project accounting setup.
® Supervise and manage CH2M HILL 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 (assumed at
meetings identified below as well as workshops).
® Monitor project activities for potential changes, anticipate changes when possible, and
with City's 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.
Subtask 1.3 Periodic Task Order Coordination Meetings
Bi -weekly telephone meetings will be held between the City PM and Engineer PM for general task
order status updates and coordination.
Task Order 10044.a Wastewater Treatment Plant — Headworks Capacity Evaluation And Expansion Alternatives Analysis Page 2 of 6
CH2M HILL ENGINEERS, INC
Assumptions (Task 1): The projected task schedule is provided in a subsequent section of this
scope of work. Budget status monitoring, project management, project controls, schedule status
monitoring, and project invoicing are monthly activities for the duration of the project.
Deliverables (Task 1)
® 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.
Task 2 — Alternative Pre -Selection and Design Criteria Development
Subtask 2.1— Project Planning and Kickoff Workshop
A project kickoff meeting will be scheduled after a notice to proceed has been issued and the initial
Project Work Plan has been prepared. The purpose of the meeting will be to meet with City staff
to refine goals and objectives, define the project purpose and need, and to clarify approach,
schedule, deliverables and responsibilities of the City and Engineer. As part of the workshop,
Engineer will conduct a site visit of the existing headworks facility.
Engineer and City shall develop the priority criteria for evaluation and ranking of the alternatives to
be performed as part of Task 3.
In advance of the meeting, the City will provide Engineer with digital files (PDF/CAD) of current
existing facility record drawings, equipment technical data sheets, and topographical/as-built
survey data.
A key objective of the meeting will be to "short-list" technologies that will be considered for
evaluation (pumping, screening, grit removal, and odor control). This pre -selection of alternatives
will be driven by existing site conditions, available technologies, effectiveness of complementary
approaches, and operations impacts.
Assumptions: Kickoff workshop and site visit will last approximately three hours and will be
conducted at the City WWTP. Schedule to be determined following NTP. Engineer will
reasonably rely upon the timeliness, accuracy, and completeness of the information provided by
the City.
Deliverables: Project kickoff workshop notes
Subtask 2.2 — Develop Influent Sewer Flow Criteria
City will provide Engineer with Plant flow data for the most recent three years. Data shall be
discrete enough to indicate diurnal flow patterns and shall be an integral part of determining design
flows for the upgraded headworks facility.
Engineer will utilize the existing Wastewater Facility Plan (July 2012) and the recent historical
influent flow data to develop design flow criteria for the headworks design. The design flows will be
based on the 2030 projected flow as per the Facility Plan adjusted for the diurnal cycle indicated
by the influent flows.
Engineer shall prepare a brief technical memorandum summarizing the flow analyses and
presenting the proposed design criteria.
Task Order 10044.a Wastewater Treatment Plant — Headworks Capacity Evaluation And Expansion Alternatives Analysis Page 3 of 6
CH21VI HILL ENGINEERS, INC
Assumptions: City will provide consolidated written review comments to the draft technical
memorandum. The final technical memorandum will be revised per City comments and will serve
as the basis for subsequent tasks.
Deliverables: Draft and final technical memorandum documenting the design criteria.
Task 3 — Review of Expansion Alternatives
The purpose of this task is to consider the limited list of alternatives identified under Task 2.1 for
further development, leading to selection of a preferred alternative for future design development.
Subtask 3.1— Evaluation of Existing Headworks
Under this task, Engineer will evaluate the operational and hydraulic capacities of the collective
headworks processes (pumping, screening, and grit removal). As a result of this work, hydraulic
and operational limitations of the existing structures/equipment will be defined, as well as the
practical limits for expansion of those facilities.
Subtask 3.2 — Technology Alternatives Evaluation
Engineer shall prepare the Alternatives Evaluation Report. The report shall include the following:
® Review of available technologies relevant to the upgrade or replacement of headworks
structures/equipment. This review shall include:
o New headworks facilities (influent pumping, screening and/or grit removal)
o Replacement or supplementation of existing Archimedes screw pumps with submersible
pumps
o Screening alternatives for both in place upgrade and placement in a new screening
structure
o Grit removal alternatives utilizing existing and new structures
o Odor retention/control expansion (assumes expansion of existing biotower facility)
o Influent flow monitoring
• Evaluation of alternatives identified as part of Task 2.1 to include:
o Development of complementary alternative combinations
o Preliminary site layout
o Constructability
o Operability
o Construction cost estimates
o Weighting criteria developed in Task 2.1
• Ranking of alternatives and selection of preferred alternative
Engineer and City shall develop the priority criteria during the Task 2.1 workshop. Engineer shall
rank the alternatives according to these agreed-upon criteria and make a recommendation as to
the preferred alternative.
Assumptions: The cost estimates developed for each of the alternatives will be for comparative
purposes and not necessarily reflective of the actual construction cost. The costs may be
presented as a relative cost to one another with the least cost alternative being assigned a value of
" I " Any cost opinions or project economic evaluations provided by Engineer will be on a basis of
Task Order 10044.a Wastewater Treatment Plant — Headworks Capacity Evaluation And Expansion Alternatives Analysis Page 4 of 6
CH2M HILL ENGINEERS, INC
experience and judgment, but, since Engineer has no control over market conditions or bidding
procedures, Engineer cannot warrant that bids, ultimate construction cost, or project economics
will not vary from these opinions.
Deliverables: Draft and final technical memorandum describing/discussing the alternatives and
making a recommendation as to the preferred alternative.
Subtask 3.3 ® Preferred Alternative Workshop
Following review of the draft technical memorandum by the City, Engineer and City staff shall meet
for a Project Definition Workshop to discuss the findings of the Technology Alternatives Evaluation.
The intent of the meeting is to reach agreement on the preferred alternative in advance of Project
Definition for the ultimate design of the upgrade/replacement project.
Deliverables: Summary of workshop including agreed upon preferred alternative and design
criteria.
The estimated expenses are based on the following:
o Task 2 Travel
® Airline: 2 persons for 1 round-trip flight each at $400 / flight
® Mileage: 1 round-trip at $90 / trip
® Parking: 2 person for 2 days each of airport parking at $15 / day
® Rental Car: 1 car for 2 days at $65 / day
■ Lodging: 2 persons for 1 night each at per diem rate
® Meals: 2 persons for 2 days at per diem rate
o Task 3 Travel
® Airline: 1 person for 1 round-trip flight at $400 / flight
® Mileage: none
■ Parking: 1 person for 2 days of airport parking at $15 / day
■ Rental Car: 1 car for 2 days at $65 / day
■ Lodging: 1 person for 1 night at per diem rate
® Meals: 1 person for 2 days at per diem rate
® Receipts are required for airlines, parking, rental car, and lodging. Mileage reimbursement
requires an accounting of miles traveled. Receipts are not required for meals.
• •IN I IN•' • • •
The following schedule is based on a Notice to Proceed (NTP) from the City by October 2014 and
resulting in Final Design being completed by January 2015. A NTP issued on a different date will
change the schedule accordingly.
Task Order 10044.a Wastewater Treatment Plant — Headworks Capacity Evaluation And Expansion Alternatives Analysis Page 5 of 6
CH2M HILL ENGINEERS, INC
COMPENSATION AND COMPLETION SCHEDULE
Task
Description
Due Date
Compensation
1
Project Management
January 2015
$10,245
2
Alternative Pre -Selection and Design Criteria
Development
Dumber 2014
$10,615
3
Review of Expansion Alternatives
January 2015
$36,570
Expenses Tasks 2 and 3)
January 2015
$2,111
TASK ORDER TOTAL $59,541
The Not -To -Exceed amount to complete all services listed above for this Task Order No. 10044.a
is fifty nine thousand five hundred forty-one dollars ($59,541.00). 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. The hourly rates for services and direct expenses shall be billed per the approved Rate
Schedule and Master Agreement (by this reference made a part hereof) and will be the basis for
any additions and/or deletions in services rendered. Travel and meals are excluded from this Task
Order unless explicitly listed in the Scope of Services AND Payment Schedule.
CITY OF MERIDIAN
BY:
Dated: /c7 -7,/ y
Dated:
Approved by Council:O� ` '� " �'
a, Lg
_ 5 -
A Cit; of
E I�N
LH LMAN, CITY CLERK SE_kL
Purchasing Approval Depar
BY: BY4RR
KEIT , A Purchasing Manager W
City Project Manager Dated:
Emily Skoro
ART, Engineering Manager
Task Order 100".a Wastewater Treatment Plant — Headworks Capacity Evaluation And Expansion Alternatives Analysis Page 6 of 6
CH2M HILL ENGINEERS, INC