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Home My WebLink About05. 19-591 NOVEMBER 26, 2019 19-591 RESOLUTION (CARRIED LOST LAID OVER WITHDRAWN ) PURPOSE: APPROVE PROFESSIONAL SERVICES AGREEMENT FOR OPTIMIZED LEAD AND COPPER CORROSION CONTROL TREATMENT DEMONSTRATIVE STUDY / JACOBS ENGINEERING GROUP, INC. ($158,500.00) INITIATED BY: DEPARTMENT OF PUBLIC WORKS BE IT RESOLVED by the Common Council of the City of Oshkosh that the proper City officials are hereby authorized to enter into and take those steps necessary to implement an appropriate professional services agreement with Jacobs Engineering Group, Inc. for providing assistance with completing a demonstrative corrosion control treatment study, analysis and preparing a demonstrative study report, and planning for revised LCR compliance in the amount of one hundred fifty-eight thousand five hundred dollars ($158,500.00). Money for this purpose is hereby appropriated from: Acct. No — 0541-1864-6450-08643 Engineering & Consulting Fees Cri City of W Oshkosh MEMORANDUM TO: Honorable Mayor and Members of the Common Council FROM: Steven M Gohde, Assistant Director of Public Works/Utilities General ManagerS!if DATE• November 21, 2019 RE• Approve Agreement for Professional Services for Optimized Lead and Copper Corrosion Control Treatment Demonstrative Study/Jacobs Engineering Group, Inc. (Jacobs) ($158,500) BACKGROUND Since the Federal Lead and Copper Rule (LCR)was published in 1991, the City of Oshkosh (City) has complied with all LCR requirements. In 1998, the City implemented corrosion control treatment(CCT) at the Water Filtration Plant (WFP) to minimize lead and copper concentrations in the distribution system. In May 2019, the Wisconsin Department of Natural Resources (WDNR) modified its previous determinations regarding the City's CCT practices and required the City to complete a demonstrative CCT study to determine whether its practices are optimized in a manner that minimizes lead and copper concentrations to the greatest extent possible Engineering Division requested a proposal from Jacobs to assist in the preparation of a demonstrative study proposal to WDNR that outlined the treatment alternatives to be evaluated through pipe loop testing Jacobs was chosen due to their extensive experience with the WFP and the City's water distribution system. The scope of services includes• preparation of a pipe loop test plan and completion of a test apparatus design and functional test, assistance with test pipe harvesting, analysis of water sampling data, preparation of a demonstrative study report, and planning for revised LCR compliance. ANALYSIS Engineering Division staff carefully reviewed the scope of services and the proposed cost, and found that it is in line with the level of effort necessary to complete the project. I\Engineering 120211 CONTRACTS\Jacobs CCT Demo Study\CC Memo-CCT Demo Study Page 1 of 2 Agreement_11-21-19 doex FISCAL IMPACT The proposed fee is not to exceed $158,500 Funding for these services is included in the 2020 Water Utility Operating Budget. RECOMMENDATIONS Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized nature, including engineering services, may be procured without the use of formal, sealed quotes I have reviewed the proposal and in accordance with Section 12-16 of the Code, I am hereby recommending the Common Council approve this agreement. Approved, Mark A. Rohloff City Manager SMG/tlt \Engineermg12020 CONTRACTS\Jacobs-CCT Demo Study\CC Memo-COT Demo Study Page 2 of 2 Agreement_t 1-21-19.doex EXHIBIT A—SCOPE OF SERVICES NOVEMBER 11, 2019 City of Oshkosh Optimized Lead and Copper Corrosion cEI`'ED Nov Control Treatment Demonstrative Study DEPT OF 8 2019 USHKUSH, Cp URKs Project Purpose NSiN Since the federal Lead and Copper Rule(LCR)was published in 1991,the City of Oshkosh (City)has complied with all LCR requirements In 1998,the City implemented corrosion control treatment(CCT)at the Water Filtration Plant(WFP)to minimize lead and copper concentrations in the distribution system In May 2019,the Wisconsin Department of Natural Resources(WDNR) modified its previous determinations regarding City CCT practices and required the City to complete a Demonstrative CCT Study to determine whether its practices are optimized in a manner that minimizes lead and copper concentrations to the greatest extent possible. In response to the new WDNR requirements,the City retained Jacobs Engineering Group(Jacobs)to assist in the preparation of a demonstrative study proposal to WDNR that outlined the treatment alternatives to be evaluated through pipe loop testing.The demonstrative study involves designing a customized flow-through test apparatus to evaluate the performance of alternative CCT methods using service line pipes harvested from the City's distribution and extensive water quality sampling and analysis Jacobs will provide professional engineering services to assist the City with the following Optimized Lead and Copper Corrosion Control Treatment Demonstrative Study(Study)activities Task 1—Pipe Loop Test Plan and Test Apparatus Design and Functional Test Task 2—Test Pipe Harvesting Assistance Task 3—Water Sampling Data Analysis Task 4—Demonstrative Study Report Preparation Task 5—Revised LCR Compliance Planning Task 6—Project and Quality Management Task 1— Pipe Loop Test Plan and Test Apparatus Design and Functional Test Based on WDNR CCT study proposal review comments received in December 2019,Jacobs will develop a detailed Pipe Loop Test Plan for WDNR approval.The plan will refine the CCT alternatives to be tested, address pipe loop materials selection,provide startup and operational guidelines(for example flow, pressure,chemical feed rates), provide apparatus maintenance recommendations,and provide procedures for water quality and pipe scale sampling and laboratory analyses Jacobs will prepare cost estimates for the Pipe Loop Test sample analyses Water quality parameters anticipated to be measured by the City include pH,temperature, dissolved oxygen, chlorine,alkalinity,orthophosphate,and turbidity Water quality parameters anticipated to be measured by an outside laboratory include lead,copper, total phosphorus, hardness,chloride,sulfate, iron, manganese, and color Jacobs will also prepare cost estimates for pipe scale sample analyses(scanning electronic microscopy and x-ray diffraction) Jacobs will respond to requests for information from the City's outside laboratory service providers. Data received from the City's outside laboratories will be in electronic format and may require a 3-to 4-week turnaround time from the sampling date Jacobs will design the pipe loop test apparatus to meet the objectives of the approved Pipe Loop Test Plan Jacobs will provide 100 percent complete apparatus drawings and a detailed bill of materials for the City's use in fabricating the apparatus.Jacobs will respond to the City's requests for information during fabrication Jacobs will prepare a brief apparatus functional test plan for the City to implement.Jacobs will observe functional test and confirm apparatus readiness prior to installation of harvested pipes Task 1 Meetings Jacobs will facilitate the following Task 1 meetings • A meeting with the City and WDNR to gather input on the draft Pipe Loop Test Plan and preliminary apparatus design • A test apparatus fabrication progress review meeting with the City Task 1 Deliverables • Draft and Final Pipe Loop Test Plan • Pipe Loop Test sample analysis cost estimates • Preliminary and final test apparatus piping and instrumentation diagrams, isometric drawings,and bill of materials • Meeting agendas, handouts,and minutes Task 2—Test Pipe Harvesting Assistance Pipes from the City water distribution system will be harvested for installation in the pipe loop apparatus and for pipe scale analysis Jacobs will work with the City to develop criteria for selection of harvested pipe, including but not limited to, harvested pipe material of construction (such as lead and cast iron), harvested pipe location, and customer water use pattern associated with harvested pipe Jacobs will provide written pipe harvesting procedures for City use.The procedures will address how to preserve the pipe materials' condition during removal; recording in-situ field information,and instructions for loading,transport, and installation in the test apparatus Jacobs will facilitate a training session with City staff prior to harvesting to discuss any questions.Jacobs oversee the harvesting of pipes by the City to confirm compliance with harvesting procedures. Jacobs will prepare a baseline(existing conditions)water quality sampling and analysis plan for the City to conduct. The baseline data for the harvesting locations and overall distribution system water quality will be compared to future pipe loop test results Collection of baseline data will save the City time and money demonstrating the harvested pipes installed in the apparatus have returned to pre-harvesting conditions and the Pipe Loop Test can be initiated Jacobs will oversee installation of harvested pipes in the apparatus and assist with pipe conditioning startup The City will identify and coordinate pipe harvesting,associated sampling,and replacement pipe installation with owners The City will transport the harvested pipes to the WFP for installation into the pipe loop apparatus.The City will send in and pay for all water quality analyses. Task 2 Meetings • A pre-harvesting meeting to review the pipe harvesting procedures and discuss harvesting activities schedule Task 2 Deliverables • Pre-harvesting sampling and analysis plan • Pipe harvesting procedures and field documentation forms • Quality control review of harvesting related activities Task 3—Water Sampling Data Analysis The Pipe Loop Test will be conducted for approximately one year In support of the City's operation of the test apparatus,sample collection,and sample analysis,Jacobs will provide the following technical services: Train City apparatus operations, maintenance,and sampling team.Jacobs will initiate the Pipe Loop Test with a training session for City staff to carefully review the study plan, operating procedures,apparatus maintenance, and sampling and data collection. For the first month of the Pipe Loop Test,Jacobs will accompany City staff in weekly sampling and field testing to confirm consistency in performance of new tasks and assist with any initial changes in pipe loop operation or troubleshooting Following the first month of the Pipe Loop Test,Jacobs will conduct an on- site visit to inspect the apparatus and review sampling and field testing once every 8 weeks. Analyze water quality sample results.Jacobs will conduct quality control review of data collected and recorded by the City and outside laboratory and prepare monthly summaries for City review.The City will send in and pay for all water quality analyses Task 3 Meetings • Pipe loop operators and water samplers training session to discuss general pipe loop operation,water sample collection, on-site testing,and data entry • Two progress meetings with the City and the WDNR during the Pipe Loop Testing to review preliminary results Task 3 Deliverables • Water sampling standard operating procedures,technical specification sheets, and safety data sheets • 10 site inspection and sampling review Trip Reports • Meeting agendas,handouts and minutes Task 4— Demonstrative Study Report Preparation Jacobs will prepare for review by the City a preliminary draft Demonstrative Study Report to summarize the Pipe Loop Test findings and preliminary recommendations for optimized CCT.Jacobs will incorporate the Gty's input in a draft Demonstrative Study Report submitted to WDNR.Jacobs will facilitate a meeting with the WDNR and the City to discuss the draft report.Jacobs will incorporate review comments in the final Demonstrative Study Final Report for submission to the WDNR by December 31, 2021 Task 4 Meetings • A preliminary draft Demonstrative Study Report review meeting with the City • A draft Demonstrative Study Report review meeting with the City and WDNR Task 4 Deliverables • Draft and Final Demonstrative Study Report • Meeting agendas, handouts and minutes Task 5— Revised LCR Compliance Planning Preliminary proposed revisions to the LCR were published in October 2019 The draft revised LCR is anticipated to be released in 2020(40 CFR Part 141 Subpart 1)and is expected to prescribe new lead service line replacement requirements,to update lead and copper water sampling protocols,to require increased customer communication, and to set a lower lead concentration trigger level Jacobs will provide revised LCR compliance planning services at the request of the City.Activities may include investigation of best practices to minimize lead and copper in the distribution system, unrelated to CCT,and the preparation of planning-level cost estimates for new compliance responsibilities Technical analyses will be summarized in technical memorandums. Task 5 Deliverables • Compliance planning technical memorandums Task 6— Project and Quality Management Jacobs will manage the delivery of the project technical services and work products to meet the City's schedule and budget Jacobs will update its project instructions for the project delivery to reflect revisions to the project schedule and scope Project instructions addressed include the following • Detailed scope of services and project deliverables • Task assignments and budgets; project schedule • Communication plan • Health and safety plan • Quality management plan Jacobs will maintain communication with the City through regular project progress meetings,telephone calls,and email In addition, project activity reports will be submitted to the City with each monthly invoice Jacobs will conduct QA/QC reviews of the project deliverables, including submittals to support the project delivery team throughout the project and review completed work at project milestones Task 6 Deliverables • Detailed project instructions • Monthly progress reports with invoices Schedule The proposed Project schedule is shown in Exhibit 1 Exhibit 1.Schedule 2019 2020 2021 2022 N DJ FMAMJ J ASONDJ F M A M J J ASONDI FM Task 1-Apparatus Design and Construction Pipe Loop Design Pipe Loop Construction Task 2-Pipe Harvesting Pipe Harvesting Pipe Scale Analysis Task 3-Water Sampling and Data Analysis • Pipe Loop Conditioning Pipe Loop Testing WDNR Progress Meeting Task 4-Demonstrative Study Final Report Final CCT Optimization Study Report WDNR Progress Meeting WDNR Approval of CCT Optimization Study Report Level of Effort and Compensation The estimated level of effort shown in Exhibit 2 Exhibit 2.Estimated Level of Effort and Fee - Senior - - -Project - -Senior Senior - Senior _Staff_ Staff - Project — Tot-.I Total - - 7 - - '-Manager_ Consultant ConsuTtant- Technologist- -Engineer- Engineer Engineer 'Clerical -CAD Tec1r labor By- Hours by - Total Total by Task : Task• - Expense -Task Hrs Hrs His Hrs Hrs Hrs Hrs Hrs His $ Hrs $ $ Task Demonstrative Study 1 Design Test Apparatus 8 4 24 24 4 24 $11,620 88 $11,620 1 Prepare Test Plan 12 16 8 16 8 8 $12,360 68 $12,360 1 Functional Test Apparatus 4 10 24 24 $9,490 62 $500 $9,990 1 Data Collection Plan 4 8 32 32 $10,840 76 $500 $11,340 2 IPipe Harvesting Assistance 6 6 40 40 20 $15,430 112 $700 $16,130 3 Water Sampling Assistance 8 8 4 40 40 0 $14,420 100 $500 $14,920 3 Analyze Water Quality Results 12 20 4 50 50 24 4 8 $25,640 172 $100 $25,740 3 Pipe Scale Sample Analysis 2 16 20 8 $8,520 46 $8,520 4 Study Report 16 16 4 24 24 24 16 $19,420 124 $500 $19,920 5 Revised LCR Complaince Assistance 12 12 16 4 12 8 $10,860 64 $10,860 6 Project and Quality Management 30 24 30 $17,100 84 $17,100 Total 114 24 116 20 °'. 286. 246 l 92 66 32 $165,700 996 $2,800 $158,600 5