HomeMy WebLinkAbout1993-002 Agrmt AMND #3 - Brown & Caldwell - TMDL Program PlanAMENDMENT 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 CALD.~ELL
Printed Name Terry C. Gould
Title Regional Vice President Title
Date
CITY OF ASHLAND
Signat~,r,.e/~...~,.__ ."~, ~
Printed Name Brian L. A] t
City Administra
Date ~/~'~~ ~
Amendment No. 3
December 29, 1992
Page 1 of 1
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 I - 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'
a,
Problem assessment - Describe existing conditions and effort
required to achieve the WLAs under the seasonal time period
requirements.
bo
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 interagehcy agreements.
Engineer will incorporate this section prepared by the Owner
into the program plan.
C,
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'
io
Discharge to irrigation canals
Irrigation on city-owned land
Transport to Medford
Biological nutrient removal
Combination of alternatives
High-lime treatment
Nitrification
Denitrification
Flow management
Exhibit B
December 29, 1992
Page 1 of 9
d,
ee
f,
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
g.
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,
xi.
Defining options for further review
Describing strategies for evaluating options
Completing option evaluations
Completing pilot projects
Completing technical analysis
Completing cost-benefit analysis
Option(s) selection
Achievement of interim limits if appropriate
Submission of a comprehensive facilities plan
Initiating cooperative agreements w. ith other
agencies
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:
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:
ae
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.
be
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.
C.
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.
do
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.
e.
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 Owner 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
2.7
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.
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:
a.
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'.
b,
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.
C.
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 ifl/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 Bear 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:
ae
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.
be
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.
Co
Evaluate future sludge utilization/disposal options including
municipal and agricultural land application.
Exhibit B
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 I facility plan chapter on Alternative
Development and Evaluation. Other Phase 2 facility plan chapters
including the introduction, summary and re'commendations,
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 DEQin finalizingTMDLs on Bear Creek. Brown and Caldwell
shall attend multiple meetings with the DEQ to suggest
modifications to the draftTMDLs. 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 ~re 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 YE 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 B
December 29, 1992
Page 9 of 9
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 tot~! 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 1 of 4
.
Living and traveling expenses of employees when away from home
office on business directly applicable to Project.
6. Automobile mileage directly applicable to Project.
III. LIMITATION OF COST AND TIME
Engineer estimates that the cost for services described in Exhibit B 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 noti-
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 incu?red 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 I - Prepare Program Plan
23,000
Task 2 - Develop Options and Select
Criteria
71,800
Task 3 - Collect Field Data and
Perform Process Testing
15,800
Task 4 - DesCribe and Evaluate
Alternatives
111,64O
Task 5 - Select Recommended Plan
25,000
Task 6 - Assist with Project Approvals
To be negotiated
Task 7 - Provide Design, Construction,
and Start-up Services
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 YE 12 3
process schedule.
5.2 Meet with city's VE team, present overview 16 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 involvement).
5.4 Review recommendations of VE team with 16 - -
city staff.
5.5 Prepare draft response to VE 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 4 6
5.10 Publish 25 copies of final facilities plan and 4 - 8
distribute.
5.11 Assist city in development 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
Estimated Task 5 Total
$25,0O0
3,000
$28,000
Exhibit C
December 29, 1992
Page 4 of 4
Date: 30-Jan-95 11:31
From: BARBARAC (Barbara Christensen Recorder)
To: BARBARAC
Subject: Amendment #3/Agreement for Engineering Svcs
Message-id: 2DCE2C2F01AEAEAE
Re-sent-by: STEVE; on 30-Jan-95 11:31
Ail I have is a copy with a note that the original was sent to Nan.
Steve
I have a copy of the Amendment ~3 agreement for Engineering Services between the
Ashland and Brown and Caldwell for Preparation of TMDL Program Plan and
Designated follow-on services. Do you have the original? Thanks
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