HomeMy WebLinkAbout1998-018 CONT AMND #3 - Carollo EngineersCITY OF ASHLAND
DEPARTMENT OF PUBLIC WORKS
ADMINISTRATION: (541) 488-5587
ENGINEERING: (541) 488-5347
CITY HALL
20 E. MAIN STREET
ASHLAND, OREGON 97520-1814
FAX (541) 488-6006
March 4, 1998
Mr. Robert B. Elmstad, PE
Principal
Carollo Engineers
5100 Southwest Macadam Avenue, Suite 440
Portland, Oregon 97201
Re:
ASHLAND WASTEWATER TREATMENT PLANT UPGRADE
PROPOSED AMENDMENT NO. 3 TO ENGINEERING SERVICES CONTRACT
Dear Bob,
Enclosed is an original signed copy of Amendment No. 3. Thank you for incorporating all of
our changes. The City will be responsible for all of the necessary easement acquisition and
legal descriptions. Please ensure we know your time frames well in advance so that we can
get these items completed.
We look forward to continuing to work with you and developing the off-site portion of the
project.
Sincerely,
Paula C. Brown, PE
Public Works Director / City Engineer
Cc:
Barbara Christensen, City Recorder (with second original contract)
Greg Scoles, Interim City Administrator
Jim Olson, City Surveyor
Dennis Barnts, Public Works Superintendent
AMENDMENT NO. 3
TO
ENGINEERING SERVICES CONTRACT
FOR
PHASE I OF THE WWTP UPGRADE PROJECT
The Engineering Services Contract (Agreement) between the City of Ashland (City) and Carollo
Engineers (Engineer), dated November 5, 1996 for Phase I of the Wastewater Treatment Plant
Upgrade Project is hereby amended as set forth herein.
Introduction
This Amendment is limited to Final Design Services for Project B. Project B will consist of offsite
effluent storage and irrigation facilities, biosolids processing facilities, the necessary conveyance
pipelines to these facilities and related appurtenant facilities.
Project B Final Design Services
1.0 Management Plan Development
Management plans for land application of both biosolids and reclaimed effluent are required by
DEQ before the new facilities can be placed in operation.
Define Site Management Practices. Engineer shall provide assistance to the City to further
define the site management practices related to the application of reclaimed effluent and
biosolids on the site. The objective of this task is to define the mangement practices that are
best suited for accomplishing the project objectives. A series of memoranda shall be developed
which shall be in a format that will constitute a draft of the management plans required by DEQ.
The memoranda will also serve as a basis of design for the project.
1. Crop Selection. Engineer shall enlist the services of an agronomist for assisting the
City in determining the crop or crops best suited for biosolids and effluent application
areas. Evapotranspiration rates and nitrogen uptake values will be determined from
recognized manuals. Enlist the services of a specialty consultant to evaluate the
feasibility of using poplar trees for effluent irrigation and subsequent harvesting. Prepare
a memorandum outlining recommendations.
2. Biosolids Handling and Management Practices. Engineer shall develop biosolids
handling concepts for dredging biosolids from the storage lagoons, drying biosolids in
the drying beds and storing biosolids in the stockpile area. The various methods of
applying dried biosolids to land shall be evaluated considering the proposed crop types,
site characteristics and the irrigation system design. Development of these concepts
includes identification of equipment needs, labor requirements and site improvement
requirements. Prepare a memorandum outlining recommendations.
X:\RBE\SCOPERBE.WPD 1
3. Reclaimed Effluent Management Practices. Engineer shall enlist the services of an
irrigation consultant to determine the type of irrigation system that is best suited for the
site characteristics, crop selection and dried biosolids application method. Based upon
the irrigation system that will be used, irrigation consultant shall determine and outline
appropriate management practices for control of surface water runoff, soil monitoring
systems and required record-keeping practices. Prepare a memorandum outlining
recommendations.
Biosolids Management Plan. Prepare a biosolids management plan for submittal to DEQ. The
plan shall be based on the draft management plan prepared above and shall address site
conditions, pertinent soil properties, biosolids characteristics, biosolids handling and
management practices, agricultural practices, agronomic loading rates, area requirements,
environmental analysis, monitoring program, schedule, and compliance with 40 CFR Part 503
regulations and OAR Chapter 340, Division 50 regulations.
Reclaimed Effluent Management Plan. Prepare a reclaimed effluent plan for submittal to DEQ.
The plan shall be based on the draft management plan prepared above and shall address site
conditions, pertinent soil properties, effluent characteristics, irrigation management practices,
agricultural practices, application rates, area requirements, environmental analysis, monitoring
program, schedule, sample third party lease agreements and compliance with OAR Chapter
340, Division 40 and Division 55 regulations.
Both the Biosolids and Reclaimed Effluent Management Plans will be combined into a single
document, or as required by DEQ. The document shall be submitted to DEQ with sufficient time
for their review and approval before the new facilities are placed in operation. Engineer shall
assist the City during the DEQ approval process for these management plans. Assistance shall
include attending meetings with DEQ and other jurisdictional agencies and maintaining contact
with these agencies to answer questions and respond to concerns. The draft management plan
will be revised to address comments and concerns and copies of the final management plan will
be provided to the City and DEQ.
2.0 Preparation of Final Design Documents
Project B elements are listed below. The design of these elements shall be based on the draft
management plans developed in Task 1.0 above. Final design documents consist of design
drawings and specifications. Design documents for the Project B elements shall be prepared in
sufficient detail to allow competitive bidding and successful construction of the project. A list of
anticipated design drawings and the budget hours for each drawing are included as Exhibit 2 to
this amendment.
Design drawings shall be provided to the City and DEQ for review and comment at the 50% and
90% completion stages. Review comments will be incorporated into the drawings and the
drawings will be amended as necessary for DEQ approval and as required for eligibility for State
Revolving Fund (SRF) loans.
Specifications for the project shall be prepared using EJCDC "front end" specifications with
Supplementary Conditions developed specifically for this project. Technical specifications shall
be in CSI format. The project specifications shall be submitted to the City and DEQ for review
along with the design drawings at the 50% and 90% design stages. Review comments shall be
incorporated into the specifications and the specifications will be amended as necessary for
DEQ approval and as required for eligibility for SRF funding.
X:\RBE\SCOPERBE.WPD 2
The Project B final design includes the following elements:
Biosolids Storage Lagoons. Design of two biosolids storage lagoons including embankments,
clay or flexible membrane liner requirements (if required by DEQ), distribution, decant and
removal piping, accommodations for a dredge system for removing liquid biosolids and
accommodations for future surface aerators.
Biosolids Drying Beds. Design of biosolids drying beds. The drying beds shall be sized to
accommodate one years production of liquid biosolids. Design shall include distribution piping,
decant system, containment walls, and any necessary lining and underdrains.
Dried Biosolids Stockpile Area. Design a stockpile area next to the drying beds. Stockpile area
will be sized to accommodate one years production of dried biosolids. Include access for
hauling dried biosolids using earthmoving type equipment and stormwater collection facilities to
control runoff.
Biosolids Application Area. Design site improvements within the designated biosolids land
application area which are needed to implement the management practices outlined in the
Biosolids Management Plan.
Biosolids Handling Equipment. Research and evaluate equipment necessary for handling
biosolids. Equipment needs include a floating dredge for pumping biosolids from the storage
lagoons to the drying beds, mixing equipment for enhancing the drying process while the
biosolids are in the drying beds and earthmoving type equipment for moving biosolids from the
drying beds to the stockpile area. Engineer shall recommend type and size of equipment
needed and provide data on purchase costs. Preparation of procurement documents is not
included in the scope of this task.
Effluent Storage Reservoirs. Design of two effluent storage reservoirs. The reservoirs will be
sized to allow the storage of effluent when the wastewater treatment plant cannot discharge to
Ashland Creek. Design shall include embankments, clay or flexible membrane liner (if required),
structures that may be required and connections to conveyance piping.
Transfer Lift Station. Design of a transfer lift station at the lower reservoir for pumping effluent
up to the upper reservoir. Transfer Lift Station shall consist of pumps, piping and valves,
concrete structure, power distribution system and electrical controls.
Irrigation System. Design of an effluent irrigation system consisting of irrigation mains and
laterals and an irrigation pump station at each storage reservoir. The irrigation system will be
sized to dispose of an average annual dry weather flow of 1.72 MGD and shall be designed with
site improvements needed to implement the management practices outline in the Reclaimed
Effluent Management Plan. A sprinkler test will be conducted to determine the type sprinkler
head best suited for the site conditions. The outcome of this test will be used to design the
irrigation system including lateral layouts, sprinkler head selection and spacing, irrigation control
system, and tailwater collection system.
X:\RBE\SCOPERBE.WPD 3
Tailwater Collection System. Design of a tailwater collection system that will provide a means of
mitigating surface water runoff. Tailwater system will be designed to treat surface water runoff
which may occur from rainfall or potential over-irrigation by integrating natural treatment systems
(wetlands) into the design. Engineer shall enlist the services of a specialty consultant to assist
in the design and integration of wetlands areas into the tailwater collection system.
Conveyance Piping Routing. Alternative pipeline routes for the conveyance pipelines between
the wastewater treatment plant and the offsite property have been identified in the Project B
Predesign Report. These pipeline routes shall be finalized based upon evaluation of capital
costs, easement requirements, easement acquisition feasibility and schedule. It is assumed that
once the route is identified, that the City will provide the engineer with estimated costs of
easement acquisition, acquire the easements, and prepare written legal description of the
easements after the pipeline alignment is finalized.
Conveyance Piping Design. Based upon pipeline alignment selected, design pipelines for
conveyance of waste activated sludge, effluent, and decant between the wastewater treatment
plant and the offsite facilities. Design shall include appurtenances required for crossings under
Bear and Ashland Creeks, Interstate 5 and the TID canal. Prepare a hydraulic analysis of the
piping systems to determine anticipated dynamic pressures and potential impacts of pressure
surges. Design piping systems to withstand anticipated dynamic pressures and reduce the
effects of pressure surges.
Operations Building. Design Operations and Maintenance Building to provide equipment
storage, record keeping area, restroom, emergency shower, and other necessary
appurtenances.
Access Roads. Determine access road locations and typical sections. Design an H20 rated
bridge over the TID canal.
3.0 Design Review Workshops
Engineer shall conduct an kickoff workshop and design review workshops with the City staff
during the course of preparing the final design drawings. Four workshops are anticipated with
design review workshops occurring at the 25%, 50%, and 90% design stages. All workshops
will be held at the City.
4.0 Design Progress Meetings
Engineer shall meet with City staff monthly to discuss work progress, information needs, and
design issues. In addition to the monthly meetings it is anticipated that there will be design focus
meetings with City staff to discuss operations and deslgn issues.
5.0 Quality Control Reviews
Engineer shall conduct an internal Quality Control review check at the 50 percent design stage.
This review will focus on the technical aspects of the design, coordination between the new
facilities and the existing facilities and constructability of the new facilities.
A second Quality Control review shall be conducted at the 90 percent complete design stage.
Meeting notes shall be developed for each Quality Control review and shared with the City.
X:\RBE\SCOPERBE.WPD 4
6.0 Engineer's Cost Estimate
The preliminary cost estimate shall be updated based upon the final design of the new facilities.
This estimate shall be completed at the 50% and 90% complete design stages.
7.0 Geotechnical Investigation
Engineer shall conduct geotechnical evaluations specific to the pipeline route and the planned
locations of the various new facilities on the off-site area. Geotechnical investigations will
include site reconnaissance, data gathering using drill borings and test pits, installation of
piezometers to monitor groundwater levels, soil sampling and laboratory analyses of soil
samples. Applicable data obtained from geotechnical investigation completed previously will be
reviewed and incorporated into the geotechnical evaluation.
Engineer shall develop a soil sampling and laboratory analysis program prior to undertaking the
field investigation work. The objective of this program will be to define the type of data needed
for the various site areas so that a cost effective program is created. Engineering data shall be
obtained for the effluent reservoirs, biosolids storage lagoons and drying beds and the results
applied to embankment designs and structural design for soil loads. Engineering data shall
include soil classification, moisture content, Atterburg limits, wet density, dry density, shear
strength and permeability. Soil chemistry data shall be obtained for the biosolids application and
effluent irrigation areas to evaluate the suitability of the soil from a crop and irrigation standpoint.
Data on soil chemistry shall include pH, saturation limit, Sodium Absorption Ratio (SAR), organic
content, extractable phosphorus, EC, and cation exchange capacity.
A geotechnical engineering report shall be prepared and shall contain the laboratory results,
descriptions of the physical properties and characteristics of the soils on the site, interpretation
of ground water conditions at the site, recommendations for use in the design, recommendations
regarding construction of the facilities such as excavation and site earthwork, recommendations
for embankment stability.
8.0 Land Use Issues and Public Meetings
Assist City in preparing the Conditional Use permit and Land Use Compatibility Statement
(LUCS). Attend meetings with Jackson County Planning Department to coordinate efforts to
secure Conditional Use permit.
Participate in one public meeting at beginning of project to present project objectives and
general concepts. Conduct follow-up public meeting to present project design details that have
been incorporated into the design in response to initial concerns and comments. If required by
Conditional Use Permit process, attend one public hearing with Jackson County Planning
Department to address public concerns related to the project.
Engineer shall enlist the services of a landscape architect to prepare computer generated
presentation graphics that illustrate conceptual viewpoints of the project site. Show landscaping
that could be utilized to screen the areas of the site that may be more visible from private
residences and roadways.
X:\RBE\SCOPERBE.WPD 5
9.0 DEQ Coordination, Submittals and Meetings
Engineer shall continue coordination with DEQ during the final design of the project. Review
and comment on draft NPDES permit language and incorporate design features into the project
that will provide compliance with the permit requirements. Periodically advise the Department of
project status and address regulatory requirements. DEQ will be invited to the progress
meetings and will be provided with progress submittals of the Drawings and Specifications at the
50% and 90% design completion points.
10.0 Site Surveying
Prepare topographic maps of the areas of the property that will be developed. Provide ground
control and aerial photography such that topographic mapping can be developed at one foot
contour intervals within the designated portions of the site.
11.0 Utility Coordination
Coordinate design with requirements of Oregon Department of Transportation, Talent Irrigation
District, Jackson County Road Department and the City of Ashland's Electric Department.
Maintain regular contact, provide information, incorporate utility requirements into the design and
meet with utility representatives as necesary.
Milestone Completion Dates
A schedule for the services to be performed is shown in Exhibit 3. Specific milestone completion
dates are:
Submit Site Management Practices Memoranda
Submit 50% complete design documents
Submit 90% complete design documents
Submit Effluent and Biosolids Management Plans
Submit 100% complete design documents
March 27, 1998
July 10, 1998
November 6, 1998
November 6,1998
February 26, 1999
Deliverables
The Engineer shall prepare and submit to the City the following work products related to the
tasks included in this Amendment:
1. Meeting Notes.
2. 15 copies of the Site Management Practices Memoranda (draft Management Plan).
3. Monthly Progress Reports
4. Kickoff Workshop and Design Review Workshops
5. 5 sets of 50% complete and 90% complete Drawings and Specifications for City review.
6. 20 copies of final bid documents.
7. One full set of mylar reproducible drawings.
X:\RBE\SCOPERBE.WPD 6
8. Engineer's estimate of Construction Cost at 50% and at project completion.
9. !5 copies of the Reclaimed Effluent and Biosolids Application Management Plan.
Compensation
This Amendment No. 3 increases the authorized contract amount from $1,355,934 to
$2,055,934. Compensation for the tasks included in this Amendment is based upon the
estimate of labor hours and the estimate of the cost of services as shown in the attached exhibit.
Compensation for Engineer's services as identified within this Amendment for Final Design of
Project B shall be on a lump sum basis. Compensation for labor, direct costs, and
subconsultant fees shall not exceed a lump sum of $700,000. Monthly invoices will be
submitted based on Engineer's estimate of the percentage of completion of the work.
This Amendment No. 3 t~ the Engineering Services Contract between the parties listed below is
accepted as of the ~ay of /14,~,,~_.~, 1998.
CAROLLO ENGINEERS, P.C.
/~OF ASHLAND
REXVIEWED AS TO CONTENT
X:\RBE\SCOPERBE.WPD 7
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PROJECT B SHEET COUNT
CAROLLO ENGINEERS
CITY OF ASHLAND, OREGON
SERVICES FOR THE WASTEWATER TREATMENT PLANT UPGRADES
ESTIMATE OF NUMBER OF DESIGN DRAWINGS FOR PROJECT B
Drawing No
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
Title Hours
I ransfer Lift Station at Effluent Reservoir No. 1 - Plan an 80
Transfer Lift Station at Effluent Reservoir No. I - Section 80
Effluent Storage Reservoir No. 2 - Plan (North) 80
Effluent Storage Reservoir No. 2 - Plan (South) 80
Effluent Storage Reservoirs - Misc Structures 60
Effluent Storage Reservoirs - Misc Structures 60
Irrigation Mainlines- Plan and Profile Details (1"=100') 65
Irrigation Mainlines - Plan and Profile Details (1"=100') 65
Irrigation Area Development (1"= 100') 50
Irrigation Area Development (1"=100') 50
Irrigation Area Development (1"=100') 50
Irrigation Area Details 50
Irrigation Area Details 50
Irrigation Area Details 50
Tailwater Collection Areas - Plan and Sections 48
Tailwater Collection Area - Details 48
Biosolids Storage Lagoons - Site Plan (1"=50') 80
Biosolids Storage Lagoons - Process Piping Plan 80
Biosolids Storage Lagoons - Details 80
Biosolids Storage Lagoons - Structures 80
Biosolids Storage Lagoons - Structural Details 80
Biosolids Drying Beds and Stockpile Area - Site Plan (1"-- 60
Biosolids Drying Beds - Process Piping Plan 60
Biosolids Drying Beds - Details 60
Biosolids Drying Beds - Details 60
Biosolids Drying Beds - Decant Structure 60
Biosolids Application Fields Development (1"=100') 70
Control Building - Plan and Sections 80
Control Building - Structural Details 60
Control Building - Structural Details 60
Control Building - Mechanical Details 48
Control Building - Mechanical Details 48
Control Building - Support Systems 48
Electrical - Legend, Symbols, and Abbrev 10
Electrical - Site Plan (North) 60
Electrical - Site Plan (South) 60
Electrical - Main Single Line Diagram 68
Electrical - MCC Locations and Elevations 40
Electrical - Grounding Details 60
Electrical - Effluent Storage Reservoir No, I and Pump S 75
Electrical - Effluent Storage Reservoir No. 2 and Pump S 75
AMEND3.XLS, Proj B sheet count Page 2 2/18/98
PROJECT B SHEET COUNT
CAROLLO ENGINEERS
CITY OF ASHLAND, OREGON
SERVICES FOR THE WASTEWATER TREATMENT PLANT UPGRADES
ESTIMATE OF NUMBER OF DESIGN DRAWINGS FOR PROJECT B
Drawing No
86
87
88
89
90
91
92
93
94
95
96
Title Hours
I ransfer Lift Station at Effluent Reservoir No. 1 - Plan an 75
Electrical - Biosolids Storage Lagoons 40
Electrical - Biosolids Drying Beds 40
Electrical - Control Building 75
Electrical - Misc Power Distrib'n Details 75
Electrical - 120V Lighting Panel Details 75
Electrical - Irrigation System Details 48
Electrical - Schematics 68
Electrical - Schematics 40
Electrical - Miscellaneous Details 40
Electrical - SCADA System 80
Total Estimated Design Hours
Hour breakdown by labor classification:
4835
PIC 1% 48
PM 4% 193
PE 11% 532
Design Engineers 17% 822
Structural 6% 290
Electrical 8% 387
Drafting 49% 2369
WP/Admin 4% 193
100% 4835
AMEND3.XLS, Proj B sheet count Page 3 2/18/98
PROJECT B FINAL DESIGN FEE ESTIMATE
CAROLLO ENGINEERS
CITY OF ASHLAND, OREGON
SERVICES FOR THE WASTEWATER TREATMENT PLANT UPGRADES
ESTIMATE OF LEVEL OF EFFORT FOR FINAL DESIGN TASKS
Structura
Design Electrical I Enginee
TASK DESCRIPTION PIC PM PE Engineers Engineer r CAD WP
TOTAL
TASK
COST
1.0 Management Plan Development 12 72 130 110 64 48 436 45,346
2.0 Design Drawings and Specificatio 48 193 532 822 387 290 2369 193 4835 445,158
3.0 Design Review Workshops 24 24 48 14 8 8 16 20 162 17362
4.0 Design Meetings with Staff 20 24 24 18 8 18 8 120 12,186
5.0 Quality Control Reviews 8 20 32 40 40 32 20 12 204 20,688
6.0 Engineer's Cost Estimate 8 40 20 16 12 40 2 138 13,768
7.0 Geotechnical Investigation 1 8 40 4 8 8 69 7,218
8.0 Permitting Issues 24 12 20 6 62 7,696
9.0 DEQ Submittals and Coordination 16 18 36 8 78 9,200
10.0 Site Surveying I 8 20 8 2 39 4,214
11.0 Utility Coordination 16 40 8 4 68 7,488
Subtotal 6,211 590,324
Subtotals 134 399 962 1034 469 350 2551 311 6211
Fee Schedule Rate ($/hr) 150 128 116 111 93 93 80 40
SubtotaI-EstimatedFee($) $20,153 $51,123 $111,575 $114,768 $43,598 $32,559 $204,092 $12,456 $590,324
590,324
Subconsultant Costs
Geotechnical
Aerial Photography and Surveying
Agronornist
Wetlands Consultant
Irrigation Consultant
Landscaping Consultant
Surge Analysis Consultant
Other Direct Costs
CAD Equipment
Travel Expenses
Mail/Fed Ex/Telephone
Pdnting Allowance
TOTAL ESTIMATED FEE, PROJECT B FINAL DESIGN
Use $700,000
$32,000
$20,000
$10,000
$5,000
$8,000
$7,000
$6,000
$10,000
$6,000
$750
$7,500
$702,$74
AMEND3.XLS, Proj B final design est 1 2/18/98