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HomeMy WebLinkAbout1992-148 Agrmt - Brown & CaldwellBC Brown and Caldwell December 29, 1992 Mr. Steve Hall Director of Public Works City of Ashland 20 East Main Street Ashland, Oregon 97520 13-4384 Subject: Request for Contract Amendment Dear Mr. Hall: At your request we have prepared the enclosed engineering services contract amendment for preparation of the Ashland Wastewater Facilities Plan. We have added tasks 4.7 through 4.10 to this amendment to cover our services since the submission of our draft Ashland Facilities Plan on April 16, 1991. This work included extensive involvement with the Department of Environmental Quality (DEQ) and other regulatory organizations in their efforts to finalize permits on Bear Creek. Council meetings and cooperation with local civic groups is also included in this task. The goal of this work has been to refine Alternative 1 and 3A to facilitate selection of a preferred alternative by the city. Task 5 will allow us to integrate the results of the wetlands and UV disinfection investigation to be conducted this spring. We have based this effort upon our previous experience with numerous other value engineering (VE) reviews. Our intention is make existing data readily available to the reviewers and provide assistance at your direction. Working in a cooperative manner, the facilities plan will be completed efficiently and reflect the findings of the wetlands investigation. A detailed scope for both Tasks 4 and 5 are included in Exhibit A. Compensation for this work is discussed in Exhibit B. The actual level of effort required for Task 5 will depend upon the degree of our involvement with the wetlands evaluation, as directed by the city. The hours indicated in the enclosed cost breakdown represents our best estimate at this time. Mr. Steve Hall December 29, 1992 Page 2 Thank you for the opportuity to provide continued service. We look forward to working with the city in completing this interesting and challenging project. Very truly yours, BROWN AND CALDWELL John Holroyd Project Manager JEH:jdc Enclosure(s) Brown a~ld Caldwell AMENDMENT NO. 3 TO AGREEMENT FOR ENGINEERING SERVICES BETWEEN THE CITY OF ASHLAND AND BROWN AND CALDWELL FOR PREPARATION OF TMDL PROGRAM PLAN AND DESIGNATED FOLLOW-ON SERVICES The AGREEMENT, made and entered into on the 18th day of January 1989, by and between the City of Ashland, hereinafter referred to as "Owner," and Brown and Caldwell, hereinafter referred to as "Engineer" is hereby amended as follows: Delete Exhibit B entitled "Scope of Engineering Services" and substitute therefore the attached Exhibit B dated December 29, 1992. Delete Exhibit C entitled "Compensation" and substitute therefore the attached Exhibit C dated December 29, 1992. The parties hereby reaffirm all other terms and conditions of the AGREEMENT. BROWN AND CA/~_~ELL / / Printed Name Terry C. Gould Title Date Regional Vice President CITY OF ASHLAND Signature Printed Name Brian L. Aln~quist Title City Admi ni stra)~b~r Date Amendment No. 3 December 29, 1992 Page 1 of I EXHIBIT B SCOPE OF ENGINEERING SERVICES The Engineer will prepare a program plan which describes the strategy and time schedule for achieving compliance with the total maximum daily loads (TMDLs) and waste load allocations (WLAs) for the Ashland wastewater treatment plant, The Engineer will provide the following specific planned services to the Owner: Task 1 - Prepare Program Plan 1.1 Attend two strategy sessions with the Owner to brainstorm issues, alternatives, and strategies and review plan drafts. One session will be held in Ashland and the other in the Engineer's Eugene office. 1.2 Prepare the program plan which will include: Problem assessment - Describe existing conditions and effort required to achieve the WLAs under the seasonal time period requirements. Institutional description - Owner will describe the present agencies involved with alternatives and the agreement that may be required to achieve WLAs. This section will also describe the strategies and time period requirement for developing a financing plan and interagency agreements. Engineer will incorporate this section prepared by the Owner into the program plan. Available options - Define what options are potentially available for achieving the WLAs for the treatment plant. Prepare brief description of each. These options will include, but are not limited to: i. Discharge to irrigation canals ii. Irrigation on city-owned land iii. Transport to Medford iv. Biological nutrient removal v. Combination of alternatives vi. High-lime treatment vii. Nitrification viii. Denitrification ix. Flow management Exhibit B December 29, 1992 Page 1 of 9 Selection for review - Define criteria, or the time period for developing the criteria, used for the selection of options for review. This component will define when the available options will be selected for further review. Options review ~ Describe the strategies that will be used and the time period necessary for evaluating the technical merit and cost-benefit of the reviewed options. This component should describe the strategies and methods for: Providing a cost~benefit analysis, including the design assumptions which relate to the cost-benefit analysis. ii. Selecting and describing evaluation criteria. iii. Collecting necessary additional in-stream data and evaluating that data. iv. Conducting necessary pilot projects. v. Evaluating the selected methods. vi. Analyzing the potential of options as interim goals and the expected results. vii. Analyzing the alternatives for the expected 5 year, 20 year, and ultimate growth in the basin. Developing the implementation time for each potential option including prerequisites for implementation. Option selection - Describe the strategies that will be used and define the time at which the final selection of an option(s), and potential interim options, for the treatment plant will occur, Exhibit B December 29, 1992 Page 2 of 9 Time schedule - Define key decision dates, the steps required to achieve these dates, and the time required to achieve regulatory agency approvals. The schedule will include dates when Owner will submit program report to DEQ. Decision dates will be included for, but are not limited to, the following points: i. Defining options for further review ii. Describing strategies for evaluating options iii. Completing option evaluations iv. Completing pilot projects v. Completing technical analysis vi. Completing cost-benefit analysis vii. Option(s) selection viii. Achievement of interim limits if appropriate ix. Submission of a comprehensive facilities plan x. Initiating cooperative agreements with other agencies xi. Achievement of final compliance 1.3 Present draft program plan to DEQ, City Council, and Water Quality Advisory Committee. Obtain their comments and incorporate into plan at direction of Owner. Task 2 - Develop Options and Select Criteria The purpose of this task is to determine which options will be evaluated in detail and to define the criteria which will be used to evaluate them. Necessary background information will be collected including a description of the flows and loads and regulatory framework. Available options will be described and appropriate options selected for detailed evaluation. This task will include the following subtasks: 2.1 Project Management. Project management will consist of reviews by managerial level engineers, maintenance of scheduling and budget control, correspondence with Owner, and supervision of project staff. Project management also covers the procurement, supervision, and coordination of subcontractors providing specialized or supplemental engineering services and project closeout. Exhibit B December 29, 1992 Page 3 of 9 2.2 Develop available options. This will include the following subtasks: Describe study area characteristics. The sewerage study area will be defined and the physical and socioeconomic environment will be described. The description of the physical environment will include topography, geology, soils, climate, and water resources. The socioeconomic environment will include population and land use based on the city's adopted comprehensive land use plan. The study area description will include information on potential irrigation areas surrounding Ashland. Project wastewater flows and loads. Existing wastewater data will be collated. Future flows and loads will be estimated using published population projections. Historical flow records will be used to estimate infiltration and inflow (I/I), A more detailed I/I evaluation will be conducted as part of in-field flow investigation to be conducted under a later task. Describe existing wastewater system. The description will include a history and status of the existing collection system and a detailed assessment of the existing wastewater treatment plant including expected life and performance. Describe the existing sludge handling practices, sludge treatment efficiencies, current disposal sites and available equipment. Summarize waste load allocations and regulatory requirements. The regulatory framework will include a description of the status of new wastewater effluent reuse regulations currently under revision by the DEQ. Define wastewater treatment and reuse options. These options will include but not be limited to those options outlined in the Draft Program Plan plus wetlands opportunities. General design criteria and process schematics will be prepared. The options will be developed in sufficient detail to identify features or components critical to the screening criteria developed in the following subtask. Exhibit B December 29, 1992 Page 4 of 9 2.3 Develop and apply screening criteria. These criteria will be selected with Qwner participation to be used in a pass/fail screening of possible options, The screening criteria will include the technical, regulatory, institutional and legal concerns included in the Draft Program Plan. Capital and operation and maintenance costs will not be provided for each option at this stage. Costs from established cost curves which show order-of-magnitude estimates may be used for options which cannot be adequately evaluated by application of the other screening criteria. A maximum of four options which pass the application of the criteria will be retained for detailed evaluation and comparison. 2.4 Conduct a meeting with city staff in the Brown and Caldwell Eugene office to present preliminary results of the screening procedure and solicit input. 2.5 Select and describe evaluation criteria. These criteria will be used for detailed comparison of the most promising alternatives. 2.6 Prepare draft Phase 1 facilities plan chapters. Draft chapters will be prepared on study area characteristics, existing wastewater system, wastewater flows and loads, regulatory requirements, and selection of alternatives. Other facilities plan chapters including the introduction, summary and recommendations, evaluation of alternatives, and description of the recommended plan will be prepared in subsequent tasks of the project, 2.7 Present draft facilities plan chapters to city staff, city council, and DEQ. Obtain their comments and incorporate into the draft chapters at direction of Owner. Task 3 - Collect Field Data and Perform Process Testing This task of the work is to collect detailed environmental and wastewater process data which is currently unavailable but necessary for detailed sizing of the treatment processes. The full extent of this testing will be determined after completion of the preceding task where the availability of existing data is determined and the alternatives are selected for evaluation. The following subtasks can be defined at this time: Exhibit B December 29, 1992 Page 5 of 9 3.1 Assist with the installation of Bear Creek flow monitor. Sizing of alternatives will depend on accurate flow data for Bear Creek at Ashland. This task assumes that the gaging station will be designed by the United States Geological Survey (USGS) and installed by Owner and USGS. This task includes the following subtasks: Select flow monitoring site and method. The Engineer will work with the Owner and the USGS to select the monitoring site and method. Monitoring instrumentation will be recommended which in the future can be used to control wastewater treatment plant discharge. Perform on-going preliminary analysis as flow data is generated to verify data is reasonable and will be useable at end of the monitoring period. Collect and collate flow data. At the end of one year, collect flow data from Owner and compare flow data at Ashland with weather data, flow data at Medford and irrigation flows to estimate statistical variation of flows in Bear Creek at Ashland. 3.2 Infiltration and inflow investigation. Evaluate extent of current I/I problem using existing data. Use existing data to determine if I/I is "excessive" as defined by the Environmental Protection Agency (EPA). Meet with the Owner and DEQto define the scope of any required I/I field work. 3.3 Perform desk top analysis using existing data to provide recommendations regarding specific in-stream studies. Options for in-stream study include, but are not limited to, those included in the Draft Program Plan. Task 4 - Develop and Evaluation of Alternatives In this work task, alternatives which remain following the screening in Task 3 are developed and evaluated in detail. Treatment of the liquid portion of the sewage flow is considered separately from the solids stream (sludge) for each combination of alternatives. Following the evaluation of alternatives, at least two alternatives will be identified for final selection in the next task. Exhibit B December 29, 1992 Page 6 of 9 4.1 Alternative Development. The alternatives remaining following the screening process are described in detail. Design data will be determined, preliminary layouts and facility sizes provided. Alternative sites available for the construction of treatment and disposal facilities will be identified. Elements common to a number of alternatives will be identified. 4.2 Liquid Stream Evaluation. Using the criteria defined in task 2.3, this task will evaluate treatment alternatives for the liquid portion of the sewage flows. Capital and O&M costs will be provided for comparison. It is recognized that the required level of treatment for the alternatives discharging to 13ear Creek cannot be identified until summer flows are estimated in 1991. To be able to proceed with the analysis, the Bear Creek discharge alternatives will be evaluated assuming two summer 7Q10 flow levels - a Iow flow and a high flow assumption. Sizing of treatment facilities will be based upon the treatment levels required at these two flows. 4.3 Solids Stream Treatment. Solids treatment for the alternatives identified in Task 4.3 will be developed and evaluated in the following subtasks: Provide projections of the biological and chemical sludge quantities expected from the screened treatment alternatives. For alternatives with disposal to Bear Creek, two levels of sludge production will be estimated assuming two levels of treatment. Evaluate sludge thickening, stabilization, dewatering and storage options. Design data will be determined, preliminary layouts and facility sizes provided. Specific sites available for the construction of sludge treatment and storage facilities will be evaluated. Capital and O&M costs will be provided for comparison. Evaluate future sludge utilization/disposal options including municipal and agricultural land application. Exhibit 13 December 29, 1992 Page 7 of 9 4.4 4.5 4.6 4.7 4.8 4.9 4.10 Summary of Viable Alternatives. Results of the development and evaluation of alternatives will be summarized. It is anticipated that two alternatives will remain to be further refined, if necessary, in Phase 2, following the completion of summer flow monitoring. One of these two alternatives will then be selected as the recommended alternative. A meeting with city staff may be appropriate at this point to discuss the evaluation process. If requested, such a meeting will be conducted as an extra scope item. Prepare draft Phase 1 facility plan chapter on Alternative Development and Evaluation. Other Phase 2 facility plan chapters including the introduction, summary and recommendations, environmental assessment and description of the recommended plan will be prepared in subsequent phases of the project. Present draft facility plan chapter on Alternative Development and Evaluation to city staff, city council, and DEQ. Obtain their comments and incorporate into the draft chapter at the direction of the Owner. Coordinate with Oregon Department of Fish and Wildlife (ODFW). Rogue River Council of Governments, DEQ and other agencies in their investigations of impacts to fisheries of Bear Creek. Efforts shall include scoping meetings, retaining fisheries expert, data review, and review and comment on their final report. Assist DEQ in finalizing TMDLs on Bear Creek. Brown and Caldwell shall attend multiple meetings with the DEQ to suggest modifications to the draft TMDLs. Provide DEQ with output from treatment process computer modeling which predicts proposed plant performance at variable flows, loads, and water temperatures. Provide liaison with Bear Creek Valley Sanitary Authority and City of Medford staff to refine cost estimates for Alternative 1--Connection to Medford Wastewater Treatment Plant. Coordinate with the Ashland Wetlands Coalition and the City Council in their application for a facilities planning time extension. Attend council meetings and meetings with DEQ and assist in acquiring an extension. Exhibit B December 29, 1992 Page 8 of 9 Task 5 - Select Recommended Plan Task 5 will permit Brown and Caldwell to act as a resource to the value engineering (VE) team and incorporate the results into the final wastewater facilities plan. The specific subtasks to be performed are as follows: 5.1 Meet with city to develop a detailed VE process schedule. 5.2 Meet with city's VE team, present overview of project, describe the draft plan's approach and the constraints encountered. Attend one meeting with the DEQ, at the direction of the city, to discuss implications of VE recommendations. 5.3 Provide on-going support to VE team during a three-month study, at the direction of the city (assume four hours per week involvement). 5.4 Review recommendations of VE team with city staff. 5.5 Prepare draft response to VE recommendations and present to city staff. 5.6 Finalize response to VE recommendations and present to city council. 5.7 Modify draft facilities plan to incorporate refinements as directed by the city. 5.8 Present revised facilities plan draft to city for review. 5.9 Make final revisions to incorporate changes. 5.10 Publish 25 copies of final facilities plan and distribute. 5.11 Assist city in development of public involvement process. The specific scope of this task to be determined at a later date. Task 6 - Assist with Project Approach Task 7 - Provide Design, Construction, and Start-up Services Exhibit December 29, 1992 Page 9 of EXHIBIT C COMPENSATION Compensation for services provided under Article II, "Scope of Engineering Services," and described in Exhibit B, shall be based on time-related charges plus direct expenses, as described in this exhibit. I. TIME-RELATED CHARGES Time-related charges are hourly salary rates plus fringe benefits, general and administrative overhead, and profit. Time-related charges shall be the total hours worked on Project by each employee, multiplied by the employee's hourly salary rate, multiplied by a fringe benefit, overhead, and profit factor of 3.28. Overhead includes general and administrative costs not identifiable as directly allocable to individual projects. Profit includes state and federal income taxes, plus profit. II. DIRECT EXPENSES Direct expenses are charges, other than those included in time-related charges, incurred directly for Project. Direct expenses incurred by Engineer shall be billed at actual purchase price plus a service charge of 10 percent. Subcontracted services shall be billed at cost plus a service charge of 15 percent. Direct expenses include, but are not limited to: Services and equipment use directly applicable to Project such as special accounting services, computer and electronic data processing, field testing, and laboratory analysis. Reproduction services directly applicable to Project such as reproducing drawings, photocopying, printing, and binding. Communication services directly applicable to Project such as telephone, telecopy, telegraph, cable, express delivery, and postage. 4-. Subcontracted services directly applicable to Project. Exhibit C December 29, 1992 Page I of 4 5. Living and traveling expenses of employees when away from home office on business directly applicable to Project. 6. Automobile mileage directly applicable to Project. Ill. LIMITATION OF COST AND TIME Engineer estimates that the cost for services described in Exhibit 13 shall not exceed the estimated cost as described in Section V of this Exhibit entitled Compensation Schedule and that the time for completion of Project shall be as stated in the Agreement. Estimated cost includes time-related charges and direct expenses as described in Sections I and II of this Exhibit. Engineer shall use its best efforts to perform the work specified in Exhibit B within the estimated cost and time. If at any time Engineer believes the cost shall be greater than estimated, Engineer shall notify Owner in writing. The notification shall state the revised cost estimate and, if applicable, the revised time for completion. Engineer shall submit such nod- fication as early as possible, but no later than 10 days prior to scheduled completion of the work. Owner shall not be obligated to reimburse Engineer for costs incurred in excess of the estimated cost unless Owner agrees in writing to do so. Engineer shall not be obligated to continue performance under this Agreement or otherwise incur costs in excess of the original estimate unless and until Owner notifies Engineer in writing that the estimated cost has been increased. If additional funds and time adjustments are not allotted by the scheduled completion date, Owner shall, on written request by Engineer, terminate this Agreement. The termination date shall be the originally scheduled completion date or other date agreed to by Owner and Engineer. IV. PAYMENT OF COMPENSATION Charges determined on the basis of this Exhibit shall be billed in accordance with Article V of this Agreement. V. COMPENSATION SCHEDULE For each task authorized under this Agreement, compensation shall be in accordance with the applicable portions of this Agreement and the following compensation schedule. A portion of the estimate cost budgeted for any task may be used to complete any other task where a budget shortfall occurs, provided that the total estimated cost for all tasks is not exceeded. Exhibit C December 29, 1992 Page 2 of 4 COMPENSATION SCHEDULE Task description Estimated cost, dollars Task 1 - Prepare Program Plan Task 2 - Develop Options and Select Criteria Task 3 - Collect Field Data and Perform Process Testing Task 4 - Describe and Evaluate Alternatives Task 5 - Select Recommended Plan Task 6 - Assist with Project Approvals Task 7 - Provide Design, Construction, and Start-up Services 23,000 71,800 15,800 111,640 25,00O To be negotiated To be negotiated Exhibit C December 29, 1992 Page 3 of 4 TASK 5--ESTIMATED COST BREAKDOWN Task no. Professional Technical Administrative 5,1 Meet with city to develop a detailed VE 12 3 process schedule. 5,2 Meet with city's YE team, present overview 1 § 4 4 of project, describe the draft plan's approach and the constraints encountered. 5,3 Provide on-going support to VE team during a 48 10 three-month study, at the direction of the city (assume four hours per week involvementJ. 5.4 Review recommendations of VE team with 16 city staff. 5.5 Prepare draft response to YE 24 8 8 recommendations and present to city staff. 5.6 Finalize response to VE recommendations and 24 4 4 present to city council. 5.7 Modify draft facilities plan to incorporate 60 16 24 refinements as directed by the city. 5.8 Present revised facilities plan draft to city for 12 review. 5.9 Make final revisions to incorporate changes. 16 '~ 6 5.10 Publish 25 copies of final facilities plan and 4 E~ distribute. 5.11 Assist city in deveJopment of public 0 0 0 involvement process. The specific scope of this task to be determined at a later date. Total 232 39 64 Estimated Labor Estimated ODCs $25,000 3,000 Estimated Task 5 Total $28,000 Exhibit C December 29, 1992 Page 4 of 4