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Task Order No. 10002d with CH2M Hill for WWTP Odor Control DesignTASK ORDER NO. 10002d ~lnder the MASTER AGREEMENT FOR PROFESSIaNAL SERVICES BETWEEN CITY OF MERIDIAN ~OWNER~ ANQ CH2M HILL ENGINE ( ERA ~~~ 1 This Task Order ~s made this _ ,~ da of~~a.i 2012 an ' .. , , Y d entered into by and between the City of Meridian, a mun~c~pal corporation or anized under g the laws of the State of Idaho, hereinafter referred to as "City", and acce ted b CH2M « p Y HILL, hereinafter referred to as Engineer pursuant to the mutual promises, covenant and con ' ' dit~ons contained in the Master Agreement (Category 2A} between the ~ above mentioned a ' . p roes dated December 6, 2011. The Protect Name for this Task Order 100024 is as follows: CITY OF MERIDIAN City of Meridian Wastewater Treatment Plant Odor Control Design Project Project Understanding The purpose of this Task Order is to prepare technical analysis, technical support documents, and development of final bid documents for the odor control facility that will be used to remediate odors created as a result of the primary sludge fermentation facility currently being designed by CH2M HILL at the City of Meridian (City) Wastewater Treatment Plant (VWVfP). The odor control system was described conceptually in the Meridian, Idaho Wastewater Facility Plan (Facility Plan) prepared by CH2M HILL. Scope of Work This scope of work provides for final pro'ect definition relimi ' 1 , p nary engineering, and final design of the odor control facility beyond the initial desi n defini g tion phase outlined in Task Oder 10045 Scope of Work dated October 21, 2011. The odor ' ' control facility w~li be designed for the fermentation process only, with the abilit to ex and to • • • Y p accommodate other fac~l~ties, such as the headworks, at the UVNUTP in the future.. 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 Task Order 10002D VWVTP Odor Control Design Project Pa e 1 of 8 CH2M HALL 9 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 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. 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. Task Order 10002D W WTP Odor Control Design Project Page 2 of 8 CH2M HILL 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 of the odor control design includes evaluation of type, location, and placement of the odor control facilities. This level of effort will need to be added to better define the components and placement of the odor control project on the WWTP site. CH2M HILL will evaluate two different technologies, locations, and conceptual level cost estimates for odor control facilities, including the following: Conceptual level evaluation of a centralized versus decentralized location for plant odor control facilities that will include consideration of air flows from: 1) a future headworks building covering influent screens, dumpsters, screen channels and screw pumps; 2) grit effluent channels and primary clarifier splitter box; 3) primary clarifier effluent launders; and 4) fermentation processes; and also to include consideration of: - Cost (AACEI Class 4 estimate) - Redundancy (e.g., two 50% capacity units) - Ductwork routing and associated complexity - Condensate drainage water Task Order 10002D W WTP Odor Control Design Project Page 3 of 8 CH2M HILL - Site space needs for future expansions The following two odor control technologies will be evaluated: - Biofilters, and - Bioscrubbers This evaluation will be discussed in the Project Definition Phase Review Meeting and a decision will be made by the City regarding a centralized versus decentralized treatment ' location, and the type of control technology to be used. The preliminary and final design tasks in this Task Order will then focus exclusively on the odor control facilities needed to accommodate the air flows and odors from fermentation processes. Deliverables • A Conceptual Site Plan of the Meridian WWTP with the conceptual locations of the proposed odor control 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. • A Process Flow Diagram that shows how the proposed odor control 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 describes the type, size, materials of construction, costs (Class 4), and location of the odor control system 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 IDEA in the final form. Assumptions CH2M HILL will participate in a Project Initiation Meeting 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. • A Project Definition Phase Review Meeting will take place at the City's WWTP Operations Building conference room. The City's Project Manager will coordinate with the City's project team and CH2M HILL to schedule the meeting date and time. • 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. • 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. Task Order 10002D WWTP Odor Control Design Project Page 4 of 8 CH2M HILL Task 4-Preliminary Engineering and Design Phase (30% Design) CH2M HILL will prepare a Preliminary Design (30%) package for the Odor Control 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 Engineering 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. • Preliminary Cost Estimate. CH2M HILL will prepare a Class 3 Preliminary Engineering construction cost estimate based on the Preliminary Drawings and the Preliminary Engineering Report. • .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 IDEA 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. • Basis of Design. document 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 CH2M HILL will participate in one interim review meeting during the development of the Preliminary Design Phase to discuss progress and City preferences. Task Order 10002D W WTP Odor Control Design Project Page 5 of B CH2M HILL • A 30% Design Review Meeting will take place 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% Design) 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. Three additional drawings required for the structural modifications on the existing Primary Clarifier No. 1 to convert this basin into a gravity thickener will be included ih this Scope of Work. • Contract Documents and Technical Specifications. CH2M HILL will prepare the contract documents and technical specifications, including additional sections required for the modifications to Primary Clarifier No. 1, based on the comments provided by the City. 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 IDEO 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 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. Task Order 10002D WWTP Odor Control Design Project Page 6 of 8 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 and one final 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. • IDEA review of the Final (100%) Design will be concurrent with the bid process and Team will incorporate IDEA comments into an addendum, if necessary. No other permitting tasks are included in the final design scope of work. TIME OF COMPLETION/SCHEDULE The following. schedule is based on a Notice to Proceed (NTP) from the City by mid-March 2012 and resulting in Final Design being completed by September 2012. A NTP issued on a different date will change the schedule accordingly. Task : Description Schedule =:1 Project Setup and Management Projec[ Duration 2 _ Quality Con[rol and Quality Project Duration Assurance (QA/QC) =3,cg Project Definition Phase (15% Project Initiation Meeting-Mid Mazch 2012 - Design) Project Definition Review Meeting-Early Apri12012 ~' ~• _' Technical Memorandum -Mid April 2012 :, _4 Preliminary Engineering and Desigr Submit Draft PER for City Review -Early June 2012 - Phase (30%Design) PER Review Meeting-Early June 2012 ,_,_,:,' _ ,,, ,' Submit PER to IDEQ-Mid June 2012 <5 ~` Final Design Phase (90% and 100% Submit to 90%Design to Cily for review -Mid July 2012 ;. Design) 90%Design Review Workshop-Early August 2012 Submit 100%Design for City Comment Concurrence-Early -_ September 2012 - Submit to 100%Design to IDEQ -September 2012 Task Order 10002D W WTP Odor Control Design Project Page 7 of 8 CH2M HILL COMPENSATION - d amount to cam fete all services listed above far this Task Order Na. The Nat-Ta Excee p ' hundred thi -nine thousand six hundred forty-six dollars ($~ 39,646.00}. The 100024 Is one ttY r services and direct ex eases are per the Master Agreement and by this hourly rates fo p de a art hereof. Na cam ensation will be paid over the Nat-ta-Exceed amount reference ma p p r written a roval b the Cit in the farm of a Change Order. Travel and meals are wlthaut prla pp Y Y . rom this Task .Order unless explicitly listed in the Scope of Services AND Payment excluded f Schedule. Task Task 1-Project Initiation and Management Task 2 -Quality AssurancelQuality Control Task 3 -Project Definition Phase (15% Design} Task 4 -Preliminary DesignlEngineering Phase (30% Design} Task 5 -Final Design Phase (90% and 100% Design} $28,77? $13,607 $6,974 $18,890 $71,398 Total $139,fi46 CITY QF MERIDIAN 6Y: ~~//~~/~ TAMMY de WEE ~ Dated: it A royal Date: ~~ ~~ Gounc pp o~'~~D ~u~U~r Attest: EE . HOLMAN, CITY CLERK Approved as to Content BY: KEITH TTS, PURCHASfNG MANAGER [-ated: 3 oZ 3 1 " ~o`~ '~.~ ~ ~ 4 pity of ~' E IDIA~~- IDAHO ~r SE1~L 'v ~ ~~ f rkr TAMS epartment Approval BY: WA REN STEWART, ENGINEERING MANAGER Dated: Z~ d Z--~.._ Task Order 1Q002D WWTP Odor Control Design Project Page 8 of 8 CH2M HILL