HomeMy WebLinkAbout08. 19-620
DECEMBER 10, 2019 19-620 RESOLUTION
(CARRIED____7-0____LOST________LAID OVER________WITHDRAWN________)
PURPOSE: APPROVE PROFESSIONAL SERVICES AGREEMENT FOR 2020
WASTEWATER UTILITY TECHNICAL SERVICES / JACOBS
ENGINEERING GROUP, INC. ($151,730.00)
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 wastewater utility technical services in the amount of one hundred fifty-
one thousand seven hundred thirty dollars. ($151,730.00) in relation to the City’s CMOM
program, Sewer Evaluation Capacity plan, and SCADA system; review and negotiation
of a new master sewer agreement for town sanitary districts; technical assistance related
to the City’s WPDES permit; assistance with the annual compliance audit and
preparation of the annual air permit certification report to WDNR; and assistance related
to the City’s Risk Management Program and Process Safety Management Program
Compliance Audit.
Money for this purpose is hereby appropriated from:
Acct. No. 0551-1920-6450 Engineering & Consulting Fees
0551-1930-6450 Engineering & Consulting Fees
0551-1940-6450 Engineering & Consulting Fees
City
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Steven M. Gohde, Assistant Director of Public Works / Utilities General Manager S�
DATE: December 5, 2019
RE: Approve Professional Services Agreement for 2020 Wastewater Utility
Technical Services / Jacobs Engineering Group (Jacobs) ($151,730)
BACKGROUND
The Department of Public Works Utility Division has a variety of regulatory compliance
programs and engineering planning activities that require technical assistance. Jacobs has
provided these services in the past and has submitted a scope of services to provide these for
2020. The projects included in this agreement include:
• Capacity, Management, Operations, and Maintenance (CMOM) Program and Sewer
Evaluation Capacity Assurance Plan Assistance — This task includes technical assistance
for the sewer system modeling and engineering studies under the direction of the
Engineering Division. Updates and recalibration of the sewer system model with annual
flow monitoring data collected in 2020 will also be done.
• Supervisory Control and Data Acquisition (SCADA) Support — The purpose of this task
is to update the Wastewater Treatment Plant (WWTP) SCADA system to support
equipment replacement and vendor software updates.
• Sewer Service Agreement Assistance — The City of Oshkosh (City) has varied and dated
sewer service agreements in place for multiple sanitary districts and towns. The City
intends to develop a new master sewer service agreement to reflect current City practices,
including conformance with its CMOM program. Jacobs will collaborate with the City's
technical and legal staff to prepare this master sewer service agreement.
• Total Maximum Daily Load (TMDL) Assistance — The City's draft allocation of the Upper
Fox River TMDL for phosphorus was issued by the Wisconsin Department of Natural
Resources (WDNR) in July 2018. The final allocation is expected to come out in 2020,
along with a new WWTP effluent phosphorus limit within the WWTP's Wisconsin
Pollutant Discharge Elimination System (WPDES) permit. In conformance with its
WPDES permit, Jacobs will assist the City in evaluating strategies for compliance with the
new phosphorus limit.
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Air Permit Certification — Activities include annual compliance audit and preparation of
the required annual report to be submitted to the WDNR.
Risk Management Program (RMP) and Process Safety Management (PSM) Program
Compliance Audit — RMP and PSM compliance audits must be conducted every three (3)
years and meet the requirements of OSHA standard 29 CFR 19190.119(o) and RMP
regulation 40 CFR Part 68.79. Jacobs will conduct the compliance audit using OSHA's
guideline for conducting regulatory RMP/PSM compliance audits (Compliance Guidelines
and Enforcement Procedures) and EPA's Guidance for Auditing Risk Management
Plans/Programs under Clean Air Act Section 112(r).
ANALYSIS
Jacobs has provided these services for the past several years and has the institutional knowledge
of these programs and staff with the experience and expertise necessary to complete this work in
an effective and efficient manner.
FISCAL IMPACT
This work will be funded with Wastewater Utility Operating funds approved in the 2020
Wastewater Utility 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 agreement 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
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Tech Sery12-5-19.dooc
SCOPE OF SERVICES
NOVEMBER 13, 2019
City of Oshkosh 2020 Wastewater Utility Technical Services
Purpose
The purpose of the 2020 Wastewater Utility Technical Service Project (Project) is to assist the City of
Oshkosh (City) with a variety of engineering, planning and environmental permit compliance activities
The Project is comprised of the following tasks•
• Task 1— CMOM Program & SECAP Assistance
• Task 2 — SCADA System Support
• Task 3 — Sewer Service Agreement Assistance
• Task 4—TMDLAssistance
• Task 5 —Air Permit Certification
• Task 6 — WWTP RMP/PSM Program Compliance Audit
Task 1—CMOM Program and SECAP Assistance
The purpose of the CMOM (Capacity, Management, Operations, and Maintenance) Program and SECAP
(Sewer Evaluation Capacity Assurance Plan) task is to complete the following technical services* sewer
system modeling and engineering studies and SECAP hydraulic model maintenance
Sewer System Modeling and Engineering Studies
At the direction of the City, Jacobs Engineering Group (Jacobs) will utilize the City's hydraulic model of
the sanitary sewer system to simulate system performance under proposed new development
conditions. If required, Jacobs will prepare wastewater flow forecasts for the new development using
planning factors developed in previous modeling and long-range service area planning studies. Jacobs
will identify the sewer improvements necessary to serve an area to be developed, including
improvement phasing Jacobs will define hydraulic capacity requirements for sewers and lift stations, if
necessary, to convey average dry weather flow and peak 5-year and 10-year 24-hour storm wet weather
events. Jacobs will prepare preliminary plan and profile model output figures depicting recommended
improvements for discussion with the City
All requests will be accompanied by a Task Order detailing the scope of work of the request and the
estimated not to exceed cost for that scope of work The budget assumed five (5) individual Task Orders
will be completed under five (5) separate accounting task numbers. Jacobs will summarize modeling and
engineering analyses, recommendations, meeting discussions, and conceptual cost estimates in draft
study technical memoranda (TM). Jacobs will incorporate into final TMs the City's review comments on
draft TMs.
Deliverables: Two (2) paper and one (1) PDF copies of each modeling study TM.
SECAP Hydraulic Model Maintenance
The City sanitary sewer hydraulic model is routinely used to simulate collection system performance in
support of SECAP objectives and make informed capital improvement decisions. Jacobs will continue to
maintain a current and representative model by completing the following tasks:
Jacobs will review the City's collection system model and provide recommendations for the annual
collection system flow monitoring locations to continue to refine the model to actual system conditions
Jacobs will conduct a peer review of annual flow monitoring data for use in the sewer system model.
The flow monitoring data will be compiled into a spreadsheet and graphed to identify anomalies in the
metered values If anomalies are found, Jacobs will provide the City with a list of questions for the flow
monitoring contractor The largest storm events will be compared to the Depth -Duration -Frequency
information for the City service area to determine the recurrence intervals of the storm events captured
during the monitoring period
Jacobs will update the collection system model with City -provided annual capital improvement as -built
drawings. When the City has updated the GIS with the annual construction projects, a GIs export of the
pipelines and manholes will be provided to Jacobs, and Jacobs will update the model using the same
asset IDs as the GIS. Jacobs will identify and report to the City any discrepancies between the GIS and as -
built documentation
Jacobs will recalibrate the model using the annual flow monitoring data Model calibration involves the
refinement of model inputs to improve the comparison of modeled output and monitored data. The
model calibration task will include adjustment of dry and wet weather model inputs to improve the
comparison of model output and the monitored data
Calibration will include review of the model output for wet weather events at each flow monitoring
location to determine each basin's 'best fit' adjustment factor. The model currently simulates wet
weather events using the regression analysis equation and rainfall time series The regression analysis
equation addresses the total RDII (rainfall -derived infiltration and inflow) tributary to the Wastewater
Treatment Plant (WWTP) Adjustment factors will be determined to match the flow monitoring data at
each flow monitoring location The adjustment factors will be applied to the specific flow monitoring
basin and possibly to similar basins, helping to adjust for differences in RDII across the system.
Deliverables: Updated model recalibrated with recent flow monitoring data; two (2) paper and one (1)
PDF copies of the model recalibration TM.
Task 2—SCADA (Supervisory Control And Data Acquisition) System Support
The purpose of this task is to update the WWTP SCADA system to support equipment replacement and
vendor software updates at the WWTP and the collection system pump stations. Also, when requested
by the City, Jacobs will provide integration services to investigate and remedy SCADA and telemetry
system issues Jacobs will prepare and submit to the City trip reports to document service requests and
outcomes. Tasks requiring assistance include the following•
• Update the SCADA system software to incorporate facility modifications made by City staff, i.e.,
installation of replacement equipment.
• Expand SCADA system software to facilitate routine process monitoring, City reporting and
regulatory compliance reporting
• Update SCADA software to accommodate interface with the City's other software vendors
including Wonderware, HACH WIMS and HACH Jobs Plus.
• Update SCADA software to improve treatment or automation system performance as identified
by City staff
Jacobs will perform SCADA support services both at the City WWTP, and remotely, if practical.
Deliverables: One (1) electronic copy of each SCADA system service trip report
Task 3—Sewer Service Agreement Assistance
The City has varied and dated sewer service agreements in place for multiple sanitary districts and
towns The City intends to develop a new master sewer service agreement to reflect current City
practices, including conformance with its CMOM Program.
Jacobs will collaborate with the City's technical and legal staff to prepare a master sewer service
agreement to replace multiple existing agreements. Jacobs will participate in meetings to define the
City's objectives and priorities for the new agreement. Jacobs will prepare draft agreement language for
City review and discussion When the final draft master agreement is developed, Jacobs will participate
in a meeting with the City and representatives of the sanitary districts and towns to summarize the
status of service agreements, provide background on the City's CMOM program and SECAP, and assist
the City in presentation of the proposed new master service agreement. Jacobs will summarize input
from the sanitary districts and towns gathered during the meeting.
Deliverables. Meeting minutes, electronic copies of draft and final draft new master service agreement.
Task4—TMDL (Total Maximum Daily Load) Assistance
The City WWTP draft phosphorus allocation, resulting from the Upper Fox River/ Wolf River Watershed
TMDL process, was provided by the Wisconsin Department of Natural Resources (WDNR) in July 2018
The final WWTP phosphorus TMDL allocation is anticipated in 2020, along with a new WWTP effluent
phosphorus limit within the WWTP Wisconsin Pollutant Discharge Elimination System (WPDES) Permit.
In conformance with its WPDES permit, the City is evaluating strategies for compliance with the new
phosphorus limit.
At the City's request, Jacobs will review phosphorus planning materials, participate in planning
meetings, and submit technical review comments on related documents. Jacobs will prepare meeting
minutes and conversation summaries to document aspects of the phosphorus compliance planning
activities for communication with City stakeholders
At the City's request, Jacobs will conduct follow-up technical analysis based on previous studies and
provide technical recommendations regarding the wide-ranging options for compliance with the new
phosphorus limit including optimization of existing wastewater treatment, adding tertiary treatment,
water quality trading and watershed adaptive management, and combinations of these measures
Deliverables: Meeting summaries, technical review comments; and correspondence with phosphorus -
compliance stakeholders
Task 5 —Air Permit Certification
Under the City's Type A Registration Permit Coverage Number 471005920-ROPA issued by the WDNR in
January 2014, the City is required to perform an annual compliance audit to determine compliance
status with each permit requirement. Jacobs will conduct and document the annual compliance audit
and review the City's record keeping plan for 2019. Jacobs will complete the annual compliance
certification reports and monitoring reports for City review by February 20, 2020. The City will sign the
certification documentation for submission to WDNR by March 30, 2020. Jacobs will respond to WDNR
review comments on the submission
Deliverables: Two (2) paper and one (1) PDF copies of the air permit certification and backup
documentation.
Task 6— WWTP RMP/PSM Program Compliance Audit
The City stores chlorine gas at the WWTP for use in the effluent disinfection process. The City prevents
releases of chlorine gas to protect employees and the public by adhering to its Environmental Protection
Agency (EPA) Risk Management Program (RMP) and Occupational Safety and Health Administration
(OSHA) Process Safety Management (PSM) plans RMP and PSM compliance audits at the WWTP must
be conducted every 3 years and meet the requirements of OSHA standard 29 CFR 1910 119(o) and RMP
regulation 40 CFR Part 68.79. The primary goals of conducting the compliance audit are the following -
Review sufficient data to verify compliance with PSM/RMP requirements and good process safety
practices
• Identify process safety deficiencies and corrective actions
• Increase safety awareness among plant staff
Jacobs will conduct the compliance audit using OSHA's guideline for conducting regulatory RMP/PSM
compliance audits (Compliance Guidelines and Enforcement Procedures) and EPA's Guidance for Auditing
Risk Management Plans/Programs under Clean Air Act Section 112(r) (August 1999).
A compliance audit consists of separating the PSM/RMP program into its elements and auditing each
element to determine compliance and effectiveness. Jacobs will complete a Compliance Audit
Certification Page and a Compliance Audit Checklist for the program elements. Using these documents
helps prepare the facilities for a potential OSHA or EPA audit. Jacobs will conduct the audit by reviewing
RMP/PSM program documentation, observing WWTP conditions and safety practices and conducting
staff interviews. Jacobs will record any RMP/PSM program deficiencies identified during the audit and
summarize audit results in a Compliance Audit Report of Findings.
Deliverables: Two (2) paper and one (1) PDF copies of the Compliance Audit Report of Findings.
Project and Quality Management
Project and quality management activities are integrated in the tasks that comprise the 2020
Wastewater Utility Technical Services Project. Jacobs will manage the delivery of the professional
technical services and work products to meet the City's schedule and budget. Project management
duties include project instructions addressing team communication, quality assurance/quality control
(QA/QC) and cost control Instructions to the project delivery team will guide performance by defining the
following•
• Detailed task assignments, work plan and deliverables.
• Project schedule, budget and performance monitoring.
Communication within the project team will be maintained through regular team meetings,
teleconferences, and e-mail. During project meetings and workshops, Jacobs will provide project status
information Jacobs will submit a brief description of project activities by task with each monthly invoice.
Jacobs will perform a QA/QC review of completed work and project progress before submitting work
products to the City.
Schedule
This scope of services will be delivered January through December 2020
Level of Effort and Compensation
The estimated level of effort and proposed compensation for the scope of services is estimated not to exceed $151,730 as detailed by task in Table 1.
Table 1. Estimated Level of Effort and Compensation
City of Oshkosh
2020 Wastewater Utility Technical Services
Task Desciltion
Senior
Pmktt
Man
SenlOr
Consultant
Senior
Technol st
Pmktt
Modeler,
Proect Desl er
Proko
Madekn
P.IM
En near
Staff
En nee,
stw
Engineer
CleNwl
Prolett
A=ununt
Thal tabor
9y Task
TP I
Noun by
Task
TOW
Expense
T.Ulby Task
Task 1-CMOM& SECAP Assistance
Hwrs
Hours
Hours
Hwrs
Hours
Hours
Hwrs
Hours
CMOM& SECAP Assistance
24
16
100
100
24
$36.040
264
$800
$36,840
Task Man emeril&DA/QC
8
8
8
$4,080
24
$4,090
TASK I7MM
92
24
0
0
100
0
100
24
a
$40,120
288
$am
$40,920
Task 2- SCADA System Support
Hours
Hwrs
Hour
Hwrs
Hwrs
Hwrs
"curs
Hours
SCADASystem Support
280
40
$32A00
220
$2,000
$34,800
Task Man eme,,t & QA/QC
8
10
10
$4,660
28
$4,660
TASKZTOTAL
8
10
0
180
0
0
40
0
10
$ 37A60
249
$ 2,000
$ 39AGO
Task 3- Sewer Service AgreemeMAalstanu
Hauls
Hwrs
Noun
Nauss
Hows
Hwrs
Noivs
Hours
Service Agreorrient Msistance
20
32
16
$13,360
68
$600
$13,960
Task Mana ement&QA/QC
4
8
4
$3,000
16
$3,000
TASK 3 TOTAL
24
40
0
0
0
0
0
16
4
$26,360
84
$600
$16,960
Task4-TMDL Assistance
Hours
Nwrs
Hwrs
Hwrs
Hwrs
Hwrs
Hwrs
Hwrs
TMDL Technical Assistance
16
20
60
16
16
20
16
$27,960
164
$600
$28,560
Task Management & QA/QC
4
10
8
$3,680
22
$3,680
TASK 4TOTAL
20
30
60
i6
16
0
20
16
8
$31,640
186
$sM
$92,24
Task S- Air Permit CerH&cadw
Hwrs
Hwrs
Hour
Hwrs
Hwrs
Hwn
Htwrs
Hwrs
Air Permit Annual Certification
4
12
12
1
4
$5,000
32
$200
$5,200
Task Managetrieirt&CV/QC
1
2
1
$750
4
$750
TASK4TOTAL
5
2
0
12
12
0
4
0
1
$S,750
36
$200
$5,950
Task 6-WWTP BMP/PSM Audit
Houn
Hours
Hours
Hwrs
Hwrs
Hwrs
Hours
Hours
Com liance Audit
8
30
32
8
$13A40
78
$800
$14,240
Task management & QA,(QC
8
4
$1,960
12
$1,960
TASK 57RTTAL
16
1 30
0
0
0
32
0
1 8
4
$0,400
90
$800
$16,2w
105
136
60
208
228
32
1"
64
35
$146,730
932
$5,000
$151,730