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Task Order No 6 Heroes Park Water ReuseTASK ORDER NO.6 CITY OF MERIDIAN (OWNER) HDR ENGINEERING, INC. (CONSULTANT) This Task Order is issued by Owner and accepted by the Consultant pursuant to the mutual promises, covenants and conditions contained in the Master Services Agreement between the above named parties, dated January 24, 2007. SCOPE OF SERVICES CITY OF MERIDIAN, IDAHO TECHNICAL SUPPORT FOR HEROES PARK WATER REUSE DEMONSTRATION — YEAR 1 BACKGROUND Rapid growth in the City of Meridian has challenged City infrastructure managers to increase capacity of City public works services. Three factors are straining the services provided by the City's departments: (1) The pending effluent phosphorus limitations resulting from the Snake River Hells Canyon Total Maximum Daily Loads (TMDL) and Boise River Phosphorus Load Allocations will require a greater investment in wastewater treatment facility performance than under the current (expired) National Pollutant Discharge Ellimination System (NPDES) permit; (2) the City municipal water rights will become stressed as growth continues at a record pace, if alternate sources of supply are not identified; and (3) the available supply of irrigation water is limited and the grass at City parks may become strained. These issues are forcing infrastructure managers to think holistically about the City's water resources. The Idaho Department of Environmental Quality (DEQ) administers the Rules for the Reclamation and Reuse of Municipal and Industrial Wastewater (aka, Reuse Rules or IDAPA 58.01.17). These rules are established to regulate the quality of water that is reclaimed and identify the potential uses of reclaimed water. The Reuse Rules state, "it is the policy of the Department to promote the practice of reuse of both municipal and industrial reclaimed wastewater through the continued creation and implementation of rules and guidance that give permittees various opportunities for new forms of reuse." This policy enables the City of Meridian to manage its reclaimed water as a source of irrigation water to either replace or supplement the supply of irrigation water from the irrigation districts. Class A reclaimed water is the highest quality of reclaimed water in Idaho. This water will undergo advanced filtration and disinfection to very stringent levels. On May 8, 2007, HDR submitted the Water Reclamation and Reuse Permit Application on behalf of Meridian to DEQ for approval to irrigate Heroes Park with Class A reclaimed water from the City's wastewater treatment plant. This permit application was conducted under Task Order No. 1 of the Master Service Agreement. A draft permit for use of Class A reclaimed water at Heroes Park was received on June 18, 2008 and minor reclaimed water disinfection and distribution improvements were constructed in the summer of 2008 to deliver reclaimed water to Heroes Park. Most of the infrastructure and regulatory requirements are in place for the Heroes Park Reclaimed Water Demonstration Project to begin operation. However, the City is considering Page 1 of 10 December 1, 2008 Heroes Park Task OrderVI-2008-12-01 FINAL.doc its approach to several open issues as it proceeds with the first year of facility operation. These open issues include public outreach and education, soil testing, and annual reporting required by Idaho DEQ. Another less urgent issue is the City's efforts to seek credit with Idaho DEQ for the virus inactivation of existing treatment processes. Execution of the following tasks will help prepare the City for a smooth start-up of its Class A reclaimed water system — the first for any Idaho city. PROPOSED SCOPE OF SERVICES The proposed scope of consultant services is to conduct the following tasks. Task 1. Project Management Task 2. Public Outreach Support Task 3. Soil Testing Task 4. Support Water Reuse Permit Application Task 5. Annual Reporting (Optional) Task 6. Credit for Existing Virus Inactivation (Optional) TASK 1. PROJECT MANAGEMENT Objective Prepare and implement a project management plan; provide scope, schedule, and cost control services; and initiate and attend project coordination meetings. Approach Communicate frequently to the client and the project team through progress reports, project meetings, and email communications. The following subtasks will be performed: • Project Communications. Monitor Consultant team progress; delegate task assignments and responsibilities by discipline through the course of the project phase; and coordinate issues of project phase with City's Project Manager. • Reports and Invoices. Progress reports and invoices that summarize the work progress to date, the budget expenditures to date, and identify any information requirements or decisions that need to be made by the city (1 copy each month). City Involement • Interface with Consultant on project issues. • Process invoices within 30 days of receipt. Assumptions • If the scope changes during the life of the project, modification to the original contract agreement will be required per the terms and conditions of the agreement. • Invoice format will follow standard format by the Consultant. Page 2 of 10 December 1, 2008 Heroes Park Task Ordervt-2008-12-01 FINAL.doc lir'R Deliverables • Progress reports and invoices (1 copy each month). TASK 2. PUBLIC OUTREACH SUPPORT Objective Support the City's efforts to engage and educate the public before using reclaimed water at Heroes Park. Approach Gaining community acceptance is an essential element of successfully planning and implementing a reuse program, but can be challenging due to preconceived notions about reuse, misinformation regarding the impacts of reuse, and a lack of understanding of the issues involved. Through successful, well-planned public involvement efforts, we will establish a dialog with the public to promote a level of understanding and trust that helps foster the long-term success of the program. • Prepare printed material (newsletter, brochure, and poster board) • Assist the City with technical material for a Heroes Park reclaimed water project grand opening. Assumptions • The City's vision and mission statements, the mission statements of the Public Works Department, and the reclaimed water vision statement will serve as the basis for documenting the motivators in this task. City Input • The City will review materials, facilitate the Heroes Park grand opening, and provide any background information relevant to project goals and approach. Deliverables • Reclaimed water brochure (500 copies). • Poster board for Heroes Park reclaimed water demonstration. TASK 3. SOIL TESTING Objective Sample and test soils at Heroes Park to establish a baseline prior to irrigation with Class A reclaimed water. Approach • Sample and test the soils for nitrate -nitrogen, ammonium -nitrogen, plant available phosphors, pH, and soluble salts at the and of the irrigation season and prior to the winter season. These parameters are consistent with Idaho DEQ permit requirements for soil tests parameters. Page 3 of 10 December 1, 2008 Heroes Park Task OrdeAA-2008-12-01 FIMAL.doc • Evaluate and discuss nitrogen loadings, irrigation practices, and the responding soil nitrogen levels. • Make recommendations for nitrogen management for the upcoming irrigation season based on this evaluation. • Samples will be collected from twenty random locations. At each sample location, individual samples will be taken at 0 to 12,12 to 24 inches, and 24 to 36 inches (or refusal). Samples from the same depth will be composited by depth resulting in 3 samples. • The composited samples will be bagged, labeled, and sent under chain -of -custody to a soils testing laboratory for analysis. Soil samples will be analyzed for the methods listed in Table 1. Table 1. Soil Sample Method, Containers, Preservative, and Holding Times 'Methods of Soil Analysis, Part 2, Chemical and Microbial Properties, 2"° Edition. Edited by A.L. Page, R.H. Miller and D.R. Kenney. ASA SSSA Publication, Madison WI 1982. #9 in monograph series. 2Container type and size may vary depending upon laboratory. Assumptions • Sample locations will be spatially representative of the unit; and will consider site-specific characteristics such as topography and drainage; and will exclude unusual areas such as erosion channels, dead furrows, and fence lines. • Samples will be collected with a hand auger. For each composite sample, subsamples will be placed into a clean bucket or mixing bowl. The subsamples will be lightly mixed by hand or with a clean garden trowel. Page 4 of 10 December 1, 2008 Heroes Park Task OrderNA-2008-12-01 FINAL.doc Analytical Conta➢ner2 Preservative Holding Time Analyte Method' Plastic baggie, No set regulatory holding time, but pH 12-2.6; 12-2.7 paper bag, or Cool to 4°C samples should be run as soon as pp 206-9 glass jar possible or kept refrigerated 33-1 through 33- Plastic baggie, No set regulatory holding time, but NOrN, NO2 6 pp. 643-671; paper bag, or Cool to 4°C samples should be run as soon as 33-8 pp. 363- glass jar possible or kept refrigerated 682 Plastic baggie, No set regulatory holding time, but NH4-N 33-1 through 33- paper bag, or Cool to PC samples should be run as soon as 7 pp 643-676 glass jar possible or kept refrigerated 24-5.1 through Plastic baggie, No set regulatory holding time, but Plant avail. P 24-5.5 pp. 416- paper bag, or Cool to 4°C samples should be run as soon as 423 glass jar possible or kept refrigerated 10-1; 10-2 (esp. Plastic bagg➢e, No set regulatory holding time, but E.C. 10-2.3.1); 10-3 paper bag, or Cool to 4°C samples should be run as soon as (esp. 10-3.3) glass jar possible or kept refrigerated 'Methods of Soil Analysis, Part 2, Chemical and Microbial Properties, 2"° Edition. Edited by A.L. Page, R.H. Miller and D.R. Kenney. ASA SSSA Publication, Madison WI 1982. #9 in monograph series. 2Container type and size may vary depending upon laboratory. Assumptions • Sample locations will be spatially representative of the unit; and will consider site-specific characteristics such as topography and drainage; and will exclude unusual areas such as erosion channels, dead furrows, and fence lines. • Samples will be collected with a hand auger. For each composite sample, subsamples will be placed into a clean bucket or mixing bowl. The subsamples will be lightly mixed by hand or with a clean garden trowel. Page 4 of 10 December 1, 2008 Heroes Park Task OrderNA-2008-12-01 FINAL.doc I ftV • Results from soil testing will be included in annual reporting. Recommendations for nitrogen management may include the use of supplemental irrigation water to reduce reclaimed water nitrogen loadings if soil nitrogen levels become a concern. • An allowance has been budgeted for the laboratory expense for soil testing. If the allowance is exceeded, Meridian will pay for additional testing. • This scope is limited to soil testing for establishing a baseline and for the first year of the reclaimed water permit for Heroes Park. • Soil testing for the fall of 2009, after irrigation with reclaimed water, is not included in this scope of work, but may be conducted under a separate, future task order. City Input • Provide access to Heroes Park and review recommendations. Deliverables • Results of soil testing from Fall 2008 (Baseline) and Spring 2009 (Baseline 2). TASK 4. SUPPORT WATER REUSE PERNUT APPLICATION Objective. Ongoing support for the Water Reclamation and Reuse Permit Application. Approach. Build on the previously prepared Water Reclamation and Reuse Permit Application and focus on suggested revisions to the draft Class A reclaimed water permit by Idaho DEQ. Subtask 4.1. Negotiate with Idaho DEQ. Ongoing technical support for discussions with Idaho DEQ regarding draft Class A permit requirements and suggested revisions/modifications. City Responsibilities. City responsibilities are as follows: • Participate in discussions with Idaho DEQ. • Implement measures to treat to Class A standards at the wastewater treatment facility prior to submittal of Water Reclamation and Reuse Permit Application to DEQ. These measures include installation and acceptance of cloth media filters and installation and acceptance of NaOCI disinfection or UV disinfection upgrades. Assumptions. Assumptions are as follows: • Consultant will provide support up to the authorized budget amount. Products. Deliverable products are as follows: • N/A. Page 5 of 10 December 1, 2008 Heroes Park Task OrderVJ-2008-12-01 FINAL.doc I TASK 5. ANNUAL REPORTING (OPTIONAL) (Additional task to be authorized under separate task order) Objective Develop an Annual Reclaimed Water Performance Report that summarizes activities and monitoring results for Heroes Park (and for other future sites) as per the City of Meridian's Municipal Water Reuse Permit LA -000215-01. Approach As per the permit requirements, an Annual Report shall be prepared by a competent environmental professional no later than January 31 of each year to cover the previous year. The Annual Report is a public document, and as such, it is important that the report be accurate and clearly demonstrate that Meridian is in compliance with the Reuse Permit. The report is also an opportunity for Meridian to demonstrate the benefits of the Reuse program (e.g., quantification of potable water saved by using reclaimed water for irrigation). • Compile monitoring data as outlined in Section G of the permit. • Provide an update of compliance activities (Section E of the permit), • Prepare an interpretive discussion of monitoring data and overall system performance. If the City is interested, HDR can develop and maintain a database for its reclaimed water systems. Other such systems have included early warning alarms when parameters are outside specked limits. Development of a database for use by Meridian can be provided as an additional scope of services. Assumptions • Monitoring data will be compiled into tables and figures. • As Meridian's reuse program grows, it is likely that reporting requirements will change. • Involve HDR in data review throughout the year, and avoid waiting until the final month. This provides quality assurance for system performance and early intervention if problems are identified. • The City will provide all required monitoring data no later than December 1 st to allow sufficient time for report preparation and for review of the report by Meridian. • HDR can provide database development and management as an additional scope of services if desired by the City. • This scope is limited to annual reporting for the first year of the reclaimed water permit for Heroes Park. City Input • Monitoring data results as outline in Section G of the permit. Deliverables • Draft 2009 Annual Report (electronic pdf) • Final 2009 Annual Report (electronic pdf) Page 6 of 10 December 1, 2008 Heroes Park Task OrderVI-2008-12-01 FINAL.doc 0 TASK 6. CREDIT FOR EXISTING VIRUS INACTIVATION (OPTIONAL) (Additional task to be authorized under separate task order) Objective Determine a minimal range of sodium hypochlorite dosage to achieve the 5 -log virus inactivation and 2.2 org/100 ml- coliform bacteria count as required in the draft Class A reclaimed water permit and the Idaho water reuse rules. Approach • Review the existing treatment process and assess the virus inactivation across the facility (headworks, primary, activated sludge, cloth media filtration w/o coagulant, post -aeration, and UV). • Calculate the supplementary dose of NaOCI that is needed to meet the 5 -log virus inactivation. Assumptions • A dose -response study will not be necessary. City Input • Provide existing wastewater treatment plant process control data. Deliverables • Technical memorandum describing virus inactivation credit for existing treatment processes. Page 7 of 10 December 1, 2008 Heroes Park Task OrderVI-2008-12-01 FINAL.doc lay -R PROJECT SCHEDULE CITY OF MERIDIAN, IDAHO TECHNICAL SUPPORT FOR HEROES PARK WATER REUSE DEMONSTRATION — YEAR 1 The project schedule for performing the task order is as follows: Activity Completion (weeks from NTP Progress Reports and Invoices Monthly Reclaimed Water Brochure January 2009 Poster Board for Heroes Park Reclaimed Water Demonstration December 2008 Soil Testing — Baseline October or November 2008 Soil Testing — Baseline 2 March 2009 This schedule is based upon an assumed notice to proceed. If the notice to proceed is delayed, the project schedule will shift the corresponding number of calendar days. Page 8 of 10 December 1, 2008 Heroes Park Task OrdeM-2008-12-01_FINAL.doc HIM ' I J �Y% 0 O3LI CITY OF MERIDIAN, IDAHO TECHNICAL SUPPORT FOR HEROES PARK WATER REUSE DEMONSTRATION — YEAR 1 The estimated cost to complete this Scope of Work is presented in the table below. Task Budget Task 1 - Project Management $5,470 Task 2 - Public Outreach Support $3,726 Task 3 - Soil Testing $13,974 Task 4 - Support Water Reuse Permit Application $10,000 Total $33,170 HDR will invoice Meridian for professional services described in this Proposal on a time and materials basis. For the activities described in the Scope of Services; HDR estimates a professional services fee of not to exceed $33,170 without written: authorization from the City. Page 9 of 10 December 1, 2008 Heroes Park Task Ordervl-2008-12-01 FINAL.doc AUTHORIZATION CITY OF MERIDIAN, IDAHO TECHNICAL SUPPORT FOR HEROES PARK WATER REUSE DEMONSTRATION YEAR 1 f _ ul_ _; I1;_Z By: Tam y de Weerd, Mayor CONSULTANT Larry V. Hoffman, Vlc6 President Attest: ��•� ��'� O� M��q��'�%� f `-EAI, Jaycee Holman, T 18� •1 �o��`` �UN't`l • � z -1 e16 Watts, Purchasing Agent Public Works Department Approved by City Council /a - l to - d 8 Page 10 of 10 December 1, 2008 Heroes Park Task OrderVl 2008-12-01 F1NAL.doc