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HomeMy WebLinkAbout2019-287 PO 20190268 AMND # 2 HDR Engineering Inc prfi Purchase Order i RECO-u.- v LA Fiscal Year 2019 Page: 1 of: 1 _ rp 1y31 bIci�I�lt4+l�i'g B City of Ashland I ATTN: Accounts Payable20 E. Main Purchase L Ashland, OR 97520 Order# 20190268 T Phone: 541/552-2010 O Email: payable@ashland.or.us V • H C/O Public Works Department E HDR ENGINEERING INC I 51 Winburn Way N PO BOX 74008202 p Ashland, OR 97520 O CHICAGO, IL 60674-8202 Phone: 541/488-5347 R T Fax: 541/488-6006 ffsiT 1-g_174- _ • Paula Brown T T-.: -- Tl-tT�� + ll=s•� __�_�1�1��I ii�1 r 1, 19� ='' �< 11/02/2018 2369 _ FOB ASHLAND OR/NET30 Ci Accounts Pa able lei, '—', — _ _ ( - �7 •{{ � j <=L-'e�_�_.5.-. e—__ `-`�F3- �El�L'e35[�Y 7.5 MGD WTP Phase 1 1 Design of a 7.5 MGD Water Treatment Plant 1 $ ,003,576.0000 $1,003,576.00 PHASE 1 Personal Services Agreement Completion date: 06/30/2019 f 2/11/19-Per Miranda Iwamoto Project#201531 is not longer being used, project numbers for both lines changed to 201820-999.-NT • Processed change order 07/23/2019 Completion date; December 31, 2020 Project Account: E-201820-999 Project Account: E-201820-999 2 ADDED: Processed a change order 09/18/2019 1 $50,000.0000 $50,000.00 Amendment No. 2 Project Account: E-201820-999 Project Account: E-201820-999 ***************GL SUMMARY*************** 081900-704200 $948,218.40 I 083800-704200 $105,357.60 • • By: k./001114 Date: ' / 1 4 /If Authorized Signature $1 053 576.00 'FOR.M #10 CITY OF CONTRACT AMENDMENT APPROVAL REQUEST FORM AsHLAN Request for a Change Order . Name of Supplier I Contractor I Consultant: HDR Engineering Inc. i Totalam_ount if thin---7 con trattamendment: • Purchase Order Number:20190268 Title I Description:Design of a 7.5 MGD Water Treatment Plant Services {W..$" -'©` � `®1 I 0 Per attached contract amendment L__ __..__._.__.._______._.___ !Contract Amendment Original contract amount $1,003,576.00 100 %of original contract Total amount of previous contract amendments 0 %of original contract Amount of this contract amendment 50,000.00 5 %of original contract TOTAL AMOUNT QF CONTRACT $1,053,000.00 105.00 %of original contract • In accordance with OAR 137-047-0800:1)The amendment is within the scope of procurement as described in the solicitation documents,Sole Source notice or approval of Special Procurement 2)The amendment is necessary to comply with a'change in law that affects performance of the contract 3)The amendment results from renegotiation of the terms and conditions,including the contract price,of a contract and the amendment is advantageous to the City of Ashland,subject to all of the following conditions:a)goods and services to be provided under the amended contract are the same as the goods and services to be provided under the unamended contract;b)The City determines that,with all things considered,the amended contract is at least as favorable to the City as the unamended contract c)The amended contract does not have a total term greater than allowed in the solicitation document, contract or approval of a Special Procurement An amendment is not within the scope of the procurement if the City determines that if it had described the changes to be made by the amendment in the procurement documents,it would likely have increased competition or affected award of contract Contract amendment is within the scope of procurement: .YES■ NO* (If"NO",requires Council approval I Attach copy of CC.) Sourcing Method: SMALL PROCUREMENT-Less than$5,000 INVITATION TO BID or COOPERATIVE PROCUREMENT,QRF or ❑"YES",the total amount of contract and cumulative REQUEST FOR PROPOSAL EXEMPTION PURSUANT TO AMC 2.50 amendments s$6,000. ll "YES",the total amount of cumulative amendments ❑"YES",the total amount of original contract and ❑If"NO",amount exceeding authority requires s 25%of original contract amount or$250,000 cumulative amendments s$100K for Goods&Services,s Council approval.Attach copy of Council whichever is less. $75K for Personal Services,<$50K forAttomey Fees. , Communication. ❑If"NO",amount exceeding authority requires 0 If"NO",amount exceeding authority requires Council ❑ Exempt—Reason: Council approval.Attach copy of Council approval.Attach copy of Council Communication. PERSONAL SERVICES Communication. 0 Exempt—Reason: ❑ "YES",Direct appointment s$35,000 ❑ Exempt—Reason: ❑ If"NO",requires approval. INTERMEDIATE PROCUREMENT SOLE SOURCE EMERGENCY PROCUREMENT „Lic„v 4 7 Goods&Services-$5,000 to$100,000 ❑ "YES",the total amount of cumulative amendments ❑ Written Findings:Document the nature of the Personal Services -$5,000 to$75,000 s 25%of original contract amount or$250,000 emergency,including necessity and circumstances ❑ "YES",the total amount of cumulative whichever is less. requiring the contractamendment amendments s 25%of original contract amount. ❑If ❑If"NO",amount exceeding'authority requires 0 Obtain direction and written approval from City "NO",amount exceeding authority requires Council Council approval.Attach copy of Council Administrator approval.Attach copy of Council Communication. Communication. 0 If applicable,attach copy of Council Communica' n ❑ Exempt—Reason: ❑ Exem.t—Reason: 0 Exem.t—Reason: SPECIAL PROCUREMENT INTERGOVERNMENTAL AGREEMENT 0"YES",the total amount of original contract and cumulative amendments are 0"YES",the original contract was approved by City Council. fP' ¢f F within the amount and terms initially approved by Council as a Special Provide date approved by City Council: (Date) Procurement If""NO",Council approval is required.Attach copy of Council Communication. R3 ❑ If"NO",amount exceeding authority requires Council approval. 0 Contract amendment approved and signed by City Administrator �_...��7 Attach copy of Council Communication. ki py-0.-) .-v AV ,Wir"j3-r- OS(\CI COI 1 OLI a,go A IN, jii ,,..e.,• v Jc...., _____--. .--a e 0 --e-) 04131 Op -1 014 a Do :1_1 4....jsver...:010 .........5 ,.. pft xpe't ust be charge to the app 'ate count numbe fo the fi . vials to reflect;act:iexP:nthturesaccurafo!Y. //'/ (�ment Head Signature: /'0 ' GS Zo i`q e.� AAP 1' (Total: _u�f f contra _z$5,_0,04 f P 11 7 E I City Administrator: � /�/ 1 ( qual to or•nate than ft5,000 or 90%) Funds appropriated for current fiscal year: d110 NO &�14r,i -D2p°fury Finance Director(Equal to or greater than$5,000) Date , Comments: p)f,,r.� Form#10—Contract Amendment Approval Request Form,Request for a Chane Order,Page 1 of 1,3/15/2018 AMENDMENT NO. 2' to PERSONAL SERVICES AGREEMENT between THE CITY OF ASHLAND, an Oregon municipal corporation, ("City") and HDR ENGINEERING INC., ("Contractor") for DESIGN OF A 7.5 MGD WATER TREATMENT PLANT SERVICES RECITALS ' A. The City and Contractor previously entere.d into,a Personal Services, Agreement effective October 29, 2018 (the "Agreement") to Contractor provide design of a 7.5 MGD (million gallon day)water treatment plant services; and B. The City and Contractor wish to amend the Agreement to increase the compensation portion of the Agreement and add an additional portion of work to the original scope of work as referenced in Exhibit A of this amendment. AGREEMENT NOW THEREFORE, in consideration of the mutual benefits and obligations set forth herein,the parties agree as follows: 1. Amend the Compensation as follows,with strikeout wording deleted and underscored wording added: COMPENSATION: $1,003,576.00 $1,053,576.00 2. This Amendment No. 2 is effective upon being signed by both parties. 3. Except as specifically modified by this Amendment No. 2,the terms and conditions of the Agreement remain in full force and effect. Page 1 of 2: Amendment No.2 to Personal Services Agreement IN WITNESS WHEREOF the parties have caused this Amendment No. 2 to be signed in their respective names by their duly authorized representatives as of the dates set forth below: CITY OF ASHLAND,OREGON HDR ENGINEERING INC. (CONTRACTOR) Byi 04By: wew�t1 •�ite Ar. Vel, �� ZakJlToledo Printed Name: ,� Printed Name: Title: Ccs / TYZA4rer1 Title: Vice President Date: 1111 let Date: 09/06/2019 Page 2 of 2: Amendment No.2 to Personal Services Agreement City of Ashland, Oregon Ozone Bench-Scale Evaluation Scope of Services - DRAFT August 20, 2019 1050 SW 6th Ave limi)1 Se 1800 Pouitrtland, OR 97204 • Table of Contents Background 1 General Tasks and Activities 1 Abbreviations 1 Authorized Scope of Services 2 Task 01 — Project Management 2 Objective 2 HDR Services 2 City Responsibilities 2 Assumptions 2 Deliverables 2 Task 02— Bench Scale Testing 3 Objective 3 HDR Services 3 City Responsibilities 3 Assumptions 4 Deliverables 5 Task 300 - Reporting 5 Objective 5 HDR Services 5 City Responsibilities 5 Assumptions 5 Deliverables 6 City of Ashland, Oregon i Scope of Services Ozone Bench-Scale Evaluation • SCOPE OF SERVICES Background The City of Ashland, Oregon (City) owns and operates an existing water treatment plant(WTP). The plant is aging and several issues have made continuing operation and renovation an expensive effort. The City has requested HDR to assist them in completing the design of the new WTP. HDR has completed the preliminary phase (Phase 1) consisting of treatment alternatives and preliminary design. During Phase 1, ozone was selected as a treatment process to address taste and odor causing compounds, namely geosmin, and to mitigate algal toxins. This scope authorizes HDR to perform ozone bench'scale testing to determine the appropriate ozone dose and contact time design parameters for the full scale facility. The bench-scale test will compare alternative coagulants and estimate the chlorine stability and - disinfection by-product(DBP) formation. General Tasks and Activities Unless noted otherwise, the following assumptions are used for all tasks: • Review meetings will be by phone. • City will be responsible for arranging meeting locations and attendance of required City staff. • HDR will prepare meeting agenda, handouts, notes, and presentation materials. • Deliverables will consist of one draft document and one final document. Multiple revisions will not be provided. • City review comments to draft deliverables will be provided to HDR in one collated file that addresses any conflicting comments. • City review will take no longer than one week. • City is responsible for communication with all other governmental agencies and community groups not otherwise noted below. Abbreviations Below are the abbreviations used in this scope. AREC Applied Research and Engineering Center DBP Disinfection By-Product OHA Oregon Health Authority TID Talent Irrigation District WTP Water Treatment Plant City of Ashland, Oregon 1 Scope of Services Ozone Bench-Scale Evaluation Authorized Scope of Services TASK 01 - PROJECT MANAGEMENT Objective The purpose of this task is to monitor, control and adjust scope, schedule, and budget as well as provide monthly status reporting, accounting, and invoicing. HDR Services 1. Update the Project Management Plan (Project Guide) outlining the project scope, team organization, schedule, and communication information. 2. Coordinate and manage the project team. 3. Prepare monthly status reports describing the following: a. Services completed during the month b. Services planned for the next month c. Needs for additional information d. Scope/schedule/budget issues e. Schedule update and financial status summary 4. Prepare monthly invoices formatted in HDR's invoicing format. 5. Project Manager will have monthly project management phone calls with the City. Project Manager to review project scope, schedule, and budget issues. 6. Plan and organize a ProjectWise internet-based secure filing system for document storage. City Responsibilities 1. Participate in project management phone calls. 2. Timely processing and payment of invoices. 3. Review and process contract change requests and amendments, if needed. Assumptions 1. The project duration will be no longer than four months. 2. One project management phone call will be held per month for the duration of one hour of project manager's time. One additional hour will be required for preparation and follow-up (including notes) for each meeting. 3. Invoice format will be per a City-approved template that is the same or close to HDR's standard invoice format. 4. Expense backup will be provided with each invoice per City loan requirements. Deliverables 1. Scope of services, schedule (Gantt chart or project milestones), and budget. City of Ashland, Oregon 2 Scope of Services Ozone Bench-Scale Evaluation L YZ 2. Monthly reports and invoices (one copy with invoice will be e-mailed as a PDF file) 3. Monthly project schedule and budget updates. 4. Project management meeting agenda and notes. TASK 02 - BENCH SCALE TESTING Objective Bench-scale ozone tests produce a rapid characterization of water quality impacts to ozone demand. In addition, bench-scale tests can determine the ozone decay rate associated with various source waters. An increased ozone demand and rapid decay could indicate that a higher ozone dose is required to address certain water quality parameters. Bench-scale testing of both Reeder Reservoir and Talent Irrigation District(TID)Iwater will be conducted to 1. Determine the waters' ozone demand, , 2. Evaluate alternativecoagulants for use with the new ballasted sedimentation process, 3. Determine efficacy of the treatment processes to destroy geosmin, 4. Determine the chlorine stability of the treated water,land 5. Quantify the DBP Formation Potential of the treated water. Testing will be conducted at the HDR Applied Research and.Engineering Center(AREC) in Claremont, California. HDR Services 1. Prepare and submit a draft test plan to the City that describes the testing purpose, testing methodologies, QA/QC procedures, and data analysis procedures. 2. Conduct a conference call with the City to review draft test plan. 3. Address City comments and submit final test plan tol the City. 4. Plan out and obtain required materials for testing. 5. Coordinate with the City regarding collection of water and requirements for shipment to the HDR AREC. . 6. Conduct bench-scale testing of the waters to address the five testing objectives. City Responsibilities 1. Review draft test plan and provide comments. 2. Participate in conference call. 3. Collect representative raw water samples. 4. Prior to shipment, analyze the collected water for turbidity, pH, temperature, and alkalinity to provide reference data to HDR's AREC. 5. Provide shipment of samples to HDR's AREC. Sample shipment,including purchase of water containers and ice packs, will be provided by the City for water transport. City of Ashland, Oregon 3 Scope of Services Ozone Bench-Scale Evaluation Assumptions 1. Testing is with 100% Reeder Reservoir water and 100% TID water to bracket the full range of potential water quality conditions, and an 80% Reeder Reservoir/20% TID water blend to simulate typical late summer conditions. 2. 40 liters (minimum) of Reeder Reservoir water and 30 liters (minimum) of TID water (a total of 70 liters) is shipped overnight via FedEx or OnTrac. 3. Water is picked up at the City's Public Works Department offices. 4. The ozone bench-scale testing consists of: a. Spiking the raw water with geosmin to a level of 100 ng/L. b. Conducting the tests at a temperature of approx. 20-deg C (i.e. room temperature). i. This value is conservative for this testing as ozone decay is faster and the resulting residual concentration are lower with higher temperatures. c. Ozonating the water at four different doses (1.0 mg/L, 1.5•mg/L, 2.0 mg/L, and 2.5 mg/L) for a total of 12 tests. d. The ozone residual and geosmin concentrations will be measured at intervals to develop ozone decay curves and geosmin removal curves. A total of 4 ozone samples will be taken at 1-minute, 3-minutes, 7-minutes, and 12-minutes. Two geosmin samples will be taken at 3-minutes and 12-minutes. Other water quality parameters will be measured as well at the conclusion of ozone contact time including pH, alkalinity, and dissolved oxygen. 5. The coagulation and DBP bench-scale testing consists of: a. Evaluation of three coagulants. The draft selections are alum, one type of polyaluminum chloride, and one type of aluminum chlorohydrate. Final selection is determined by collaboration with Veolia. b. The ballasted sedimentation process uses a polymer. One polymer is tested for this project, with polymer selection based upon coordination with Veolia. • c. All water sources/blend will be tested: the 80% Reeder Reservoir/20% TID blend, 100% Reeder Reservoir, and 100% TID water. All samples will be tested at 20- deg C. d. The optimum ozone dose from the ozone bench-scale for each source will be added to each jar to simulate pre-ozonation at a contact time of 10 minutes. Remaining residual will be quenched using calcium thiosulfate at a rate of 0.8 mg of CaS2O3 per 1.0 mg of ozone prior to continuing with the next step. e. Soda ash at a dose of 15 mg/L will then be added to each jar to simulate current plant performance and to provide a common alkalinity/pH baseline between all samples. f. Each source/blend (three total) will be tested with each coagulant (three total) at a dose of 15 mg/L. This dose will provide a comparison of relative coagulant performance but will not be representative of an optimized process. The procedure for the jar test will follow Veolia's bench-scale procedures to simulate a ballasted sedimentation process. City of Ashland, Oregon 4 Scope of Services Ozone Bench-Scale Evaluation LL g. At the conclusion of the sedimentation process, each jar will be measured for pH, turbidity, apparent color, alkalinity, and UV-254. h. A sample from the apparent best settled water performance based on turbidity, pH and alkalinity will be collected from each jar and filtered through a 1-micron paper filter to simulate granular media filtration. The filtered sample will then be dosed with 1.0 mg/L of sodium hypochlorite (bleach) to simulate disinfection at ambient temperatures (20-deg C). Samples for chlorine residual, total trihalomethanes, and haloaetic acids will be collected at 1-day, 3-days, and 7- days hold time to develop a DBP formation potential curve over time. A total of 9 DBP samples will be collected. Deliverables 1. Draft test plan. 2. Final test .lan with comment response to p p 9 TASK 300 - REPORTING Objective Organize the Task 200 results into a draft report,whose findings are presented to the City in a workshop. Prepare a final report that will be submitted to the Oregon Health Authority (OHA) upon receipt of City comments. HDR Services 1. Prepare and submit analysis of bench-scale testing in a draft report to the City. 2. Organize and review conference call with the City to,discuss results. 3. Receive and review City comments to draft report. 4. Address City comments and submit final report to City and OHA. 5. Have one conference call with OHA to discuss report. City Responsibilities 1. Review draft report and provide comments. 2. Attend and participate results workshop. 3. Review final report. 4. Participate in conference call with OHA. Assumptions 1. Draft report is 15 pages long, excluding the final Task 200 test plan as an appendix. 2. Review conference call will be two hours long and attended by Pierre Kwan and Katie Walker on the phone. 3. Final report is 15 pages long, excluding the appendices. 4. Conference call with OHA is one-hour long and attended by Pierre Kwan and Katie Walker. City of Ashland, Oregon 5 Scope of Services Ozone Bench-Scale Evaluation . LL Deliverables 1. Draft report. 2. Final report with comment response log. SCHEDULE The preliminary schedule is as follows and will take approximately 13 weeks to complete depending on the turnaround time for lab results. • Notice to Proceed—September 6. • City collects and ships water: By September 13. • HDR prepares and submits draft test plan: By September 13. • Conduct testing and receive results: 6 weeks a. Review and revise draft test plan: during first week of testing. • Develop draft report: 2 weeks • City review of report: 1 week • Develop final report: 1 week •. Coordinate with OHA: 2 weeks • Project end: By December 31, 2019 The TID water supply will end with little notice as soon as the end of September/beginning of October. To ensure that TID water will be available, the City will collect and ship water to HDR the week following the Notice to Proceed. While the water is being shipped, HDR will submit the draft test plan for City review. The City and HDR will hold the review conference call while testing has already started. FEE The fee associated with this scope is $50,000.00. City of Ashland, Oregon 6 Scope of Services Ozone Bench-Scale Evaluation