HomeMy WebLinkAbout09. 19-621
DECEMBER 10, 2019 19-621 RESOLUTION
(CARRIED____7-0____LOST________LAID OVER________WITHDRAWN________)
PURPOSE: APPROVE PROFESSIONAL SERVICES AGREEMENT FOR 2020
WATER UTILITY TECHNICAL SERVICES / JACOBS
ENGINEERING GROUP ($140,840.00)
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 in the amount of one hundred forty thousand eight hundred forty dollars.
($140,840.00) for water utility technical services including Water Distribution System
Hydraulic Modeling Services; development of a Water System Unidirectional Flushing
Pilot Program; Preparing a Water utility Asset Management Plan update; assistance with
evaluation and implementation of enhanced mobile data collection tools; and performing
a compliance audit of the City’s Water Filtration Plant Risk Management Program and
Process Safety management Program.
Money for this purpose is hereby appropriated from:
Acct No. 0541-XXXX-6450-XXXXX Engineering & Consulting Fees
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Steven M. Gohde, Assistant Director of Public Works / Utilities General Manager STY
DATE: December 5, 2019
RE: Approve Professional Services Agreement for 2020 Water Utility Technical
Services / Jacobs Engineering Group (Jacobs) ($140,840)
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:
• Water Distribution System Hydraulic Modeling Services - Jacobs will provide water
distribution system hydraulic modeling services on an on -call, task order basis.
• Water System Uni-Directional Flushing (UDF) Pilot Program - The City of Oshkosh's
(City's) water distribution system is comprised of approximately three hundred (300)
miles of water mains. While the City routinely flushes water mains for preventative
maintenance and in response to customer concerns, the City is interested in implementing
UDF to effectively and economically scour sediments, corrosion by-products, and biofilm
from the distribution system piping. The City is planning to implement UDF in phases,
with the first phase being a 2020 pilot program. The City will conduct the pilot program
in two (2) sectors of the distribution system, so that it can apply lessons learned to the
design and implementation of a system -wide UDF program. Jacobs will assist with this
by providing the following professional services: developing and assisting the City in the
execution of the pilot UDF program; preparing UDF program public information and
communication resources; and developing recommendations for a comprehensive,
system -wide UDF program.
• Water Utility Asset Management Plan Update - In 2010, Jacobs assisted the City in the
development of its asset management plan for the Water Utility's vertical assets (the
Water Filtration Plant [WFP], intakes, pump stations, and elevated storage tanks). After
implementing the top -priority risk -reduction projects identified in 2010, the City updated
its asset management plan in 2015 to develop a new list of prioritized improvements. In
2020, Jacobs will facilitate the 2020 asset management plan update.
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• Water System Data Collection Tools Assistance — City staff currently uses mobile
(electronic tablet based) data collection to record information about water distribution
system flushing and about customers' water service lines. The existing tools are linked
the City's geographical information system and provides helpful spatial information.
However, there are some deficiencies in how collected data is leveraged in system
operation, maintenance, and reporting. Further, with the proposed revisions to the
Federal Lead and Copper Rule, it will be beneficial to the City to transition some water
quality data collection and recording from paper to electronic field data collection formats
(spatial- or form -based). These changes will help the City more efficiently collect, manage,
and gain insights from the water system information. Jacobs will collaborate with City
water quality, water distribution, inspection services, and information management staff
to plan and implement enhancements to existing mobile tools.
• WFP 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 1910.119(o) and RMP
regulation 40 CFR Part 68.79. Jacobs will conduct the compliance audit using OSHA's
guidelines for conducting regulatory RMP/PSM compliance audits (Compliance Guideline
and Enforcement Procedures) and EPA's Guidance for Auditing Risk Management
Plans/Program 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 Water Utility Operating funds approved in the 2020 Water 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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SCOPE OF SERVICES NOVEMBER 13, 2019
City of Oshkosh 2020 Water Utility Technical Services
Purpose
The purpose of the 2020 Water Utility Technical Service Project (Project) is to assist the City of Oshkosh
(City) with a variety of engineering, planning and regulatory compliance activities. The Project is
comprised of the following tasks:
• Task 1— Water Distribution System Modeling Services
• Task 2 — Water System Um -directional Flushing Pilot Program
• Task 3 — Water Utility Asset Management Plan Update
• Task 4 — Water System Data Collection Tools Assistaiice
• Task 5 — Water Filtration Plant RMP/PSM Program Compliance Audit
Task 1— Water Distribution System Modeling Services
Jacobs Engineering Group (Jacobs) will provide water distribution system hydraulic modeling services on
an on -call, task order basis. Jacobs will utilize the City's calibrated model to conduct analyses to evaluate
capital improvements and operational questions requesxed by the City. The analyses may involve water
main replacement, new customer water demarids, changes in operational conditions, or other capital
improvements. Jacobs will provide the City with nicniel results summarized in technical memoranda
These results may Include specific recommendations pertaining to system pressures, available fire flows,
or system operations.
Jacobs will update the model with completed 2019 water main construction projects and review City as -
built water main drawings for consistency with City Geographic Information System (GIS)
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 four (4) individual Task Orders
will be completed under four (4) separate accounting task numbers. Jacobs will document each analysis
in a technical memorandum (TM).
Deliverables: Two (2) paper and one (1) PDF copies of the analysis TMs
Task 2 — Water System Uni-directional Flushing Pilot Program
The City water distribution system is comprised of approximately 300 miles of water mains. While the
City routinely flushes water mains for preventative maintenance and in response to customer concerns,
the City is interested in implementing uni-directional flushing (UDF) to effectively and economically
scour sediments, corrosion byproducts and biofilm from the distribution system piping Removal of
these materials results in improved distribution system water quality, decreased potential for corrosion,
and improved ability to maintain residual disinfection. UDF involves flushing pipelines with water from
portions of the system that have already been flushed or cleaned. High velocity flow rates are used for
short periods of time to minimize the amount of water needed to flush the system.
The City is planning to implement UDF in phases, with the first phase being a 2020 pilot program. The
City will conduct the pilot program in two sectors of the distribution system so that it can apply lessons
learned to the design and implementation of a system -wide UDF program. Jacobs will provide the
following professional services.
• Develop and assist the City in the execution of the pilot UDF program
• Prepare UDF program public information and communication resources
• Develop recommendations for comprehensive, system -wide UDF program
Develop and Execute Pilot UDF Program
Jacobs will use the City's hydraulic distribution system computer model to design the pilot UDF program.
UDF will be piloted in two sectors of the system: the high (Southwest) pressure zone and a portion of
the downtown area. The high-pressure zone was selected because it can be readily isolated from the
rest of the system, it accounts for about 10 percent of the overall system water demand, and is
characterized by newer pipelines The UDF pilot will also be implemented in a downtown area
comprised of older pipelines
Jacobs will work with the City to incorporate its knowledge of the system in the pilot program
procedures and field resources plan. Jacobs will develop detailed maps indicating individual valve and
hydrant operation for flushing. The UDF pilot will be designed to limit system disturbances to the
immediate area being flushed to avoid water quality problems.
Jacobs will provide training for City personnel who will execute the UDF pilot to help ensure the program
is implemented effectively and consistently and is sufficiently documented Jacobs will collaborate with
the City to address the following UDF pilot program activities.
• Describe hydrant and valve operation
• Define traffic control
• Public information and affected -customer notification
• Personnel and customer safety procedures, equipment and coordination
• Document lessons learned
Public Information and Communication
For successful UDF program execution, the City will provide timely and effective communication to its
customers and other stakeholders Jacobs will work with the City to prepare a public information and
communication plan that identifies key communication issues for each area of the pilot, channels of
communication, standardized messages for the public and water dependent businesses (hospitals,
beauty salons, dentists, Laundromats, restaurants, etc.). When necessary, flushing activities may be
scheduled during non -business hours to minimize any inconvenience. Jacobs will script messages for City
personnel who may interact with customers in the field or through telephone inquiries.
System -Wide UDF Program Recommendations
Jacobs will document lessons learned from executing the UDF pilot and incorporate those findings into
refined UDF protocols, data needs, and resource plans needed for the comprehensive implementation
of UDF Jacobs will prepare recommendations for applying the lessons learned to a distribution system-
wide UDF program
Deliverables. Hard and electronic copies of UDF procedures, maps, and field documentation forms,
public information announcements, maps, and customer service messages, recommendations for
implementing system -wide UDF program.
Task 3 — Water Utility Asset Management Plan Update
In 2010, Jacobs assisted the City in the development of its asset management plan for the water utility
vertical assets (Water Filtration Plant [WFP], intakes, pump stations, and elevated storage tanks). After
implementing the top priority risk reduction projects identified in 2010, the City updated its asset
management plan in 2015 to develop a new list of prioritized improvements.
Jacobs will facilitate the 2020 asset management plan update by conducting 4 meetings with water
utility staff to discuss and develop relative risk scores for utility vertical assets In 2010 and 2015, Jacobs
used the industry standard criteria of 'likelihood of asset failure' and 'consequence of asset failure' to
estimate asset relative risk scores. In preparation for the City's 2020 water utility risk and resiliency
assessment required by America's Water Infrastructure Act of 2018, Jacobs will integrate the additional
criteria of 'vulnerability' in the evaluation of assets This approach will not hinder the routine asset
management plan updating process and will save the City time and money when completing the risk and
resiliency assessment.
Jacobs will update the City's asset hierarchy and develop conceptual -level project cost estimates for the
top 15 risk reduction projects. Jacobs will document the asset management planning process and
findings in the draft 2020 Asset Management Plan Update. Jacobs will facilitate a draft update review
meeting with the City. During the meeting, potential implementation constraints, between risk
reduction projects and capital projects already planned by the City, will be discussed and documented
for inclusion in the final update.
Deliverables: Draft and final 2020 Asset Management Plan Update
Task 4 — Water System Data Collection Tools Assistance
City staff currently uses mobile (electronic tablet based) data collection to record information about
water distribution system flushing and about customers' water service lines. The existing tools are linked
to the City's GIs and provide helpful spatial information; however, there are some deficiencies in how
collected data is leveraged in system operations, maintenance, and reporting. Further, with the
proposed revisions to the Lead and Copper Rule, it will be beneficial to the City to transition some water
quality data collection and recording from paper to electronic field data collection formats (spatial or
form based). These changes will help the City more efficiently collect, manage, and gain insights from
water system information.
Jacobs will collaborate with City water quality, water distribution, inspection services, and information
management staff to plan and implement enhancements to existing mobile tools Jacobs will facilitate
two meetings to brainstorm and discuss potential improvements with City staff, focusing on information
needed for regulatory compliance, information that informs City decision making, and efficiently
handling the data (handling data once) The first meeting will focus on identifying the spatial information
needs related to requirements for lead service line replacement, residential cross -connection control,
and customer meter replacement. The second meeting will focus on potential near -term data collection
enhancements identified by the City related to routine operations and maintenance These include
recording more specific water quality field information during water main flushing, electronic collection
of distribution system lead and copper sampling data, and electronic management of outside laboratory
data Potential improvements will be prioritized based on estimated cost and required schedule to
implement. The discussion and evaluation of data collection needs will summarized in a TM.
As requested by the City and within available task funding, Jacobs will assist City information
management staff in making software changes needed to implement near -term enhancements and in
training mobile tools users.
Deliverables: Meeting agendas, handouts, and minutes; Water System Data Collection Tools TM,
software updates
Task 5— WFP RMP/PSM Program Compliance Audit
The City stores chlorine gas and anhydrous ammonia at the WFP for use in the disinfection process. The
City prevents releases of chlorine gas and anhydrous ammonia 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 WFP 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 RMP/PSM 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 RMP/PSM 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 WFP 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 two (2) 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 Water
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 To provide information that
may be helpful to the City's annual budgeting process, Jacobs proposes to complete Tasks 3 and 4 by
May 2020
2020
1 F M A M J J A S 0 N D
Task 1- Water Distribution System Modeling Services
Task 2 - Water System Uni-directional Flushing Pilot Program
Task 3 - Water Utility Asset Management Plan Update
Task 4- Water System Data Collection Tools Assistance
Task 5 - Water Filtration Plant RMP/PSM Program Compliance Audit
Level of Effort and Compensation
The estimated level of effort and proposed compensation for the scope of services is estimated not to exceed $140,840 as detailed by task in Table 1
Table 1 Estimated Level of Effort and Compensation
City of Oshkosh
2020 Water Utility Technical Services
PfoieN
smior
Proleo
Modeler,
Project
Senior
Senior
Modeler,
Project
star)
-I.-
In
MBnO er
Consultant
Tehnoa sl
Ponied Desi nor
Engineer
neerTaskDesol
En near
[kraal
Acmuntant
Total labor
Total
Hours by
Total
NanWsd root
&Mt&own,
Tod Berry,
Megan Gentler,
Nathan
Christina
Dapnara
Task Descd -an
Uinta Mohr
Bill Dan&
To" Ellion
Dawen lobe,
Colin Fks4ereltl
Nora Sadik
sender
Gdpion
Nkletherek
Task
Task
nu
Tobl Task
Task l- Water Distribution System Modeling
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Water Distribution System Modeling
16
100
16
$19,800
132
$400
$20,200
Task Mana ement&OAIQC
4
10
4
$3,480
18
$3,480
TASK ITOTAL
20
30
0
0
100
0
0
16
4
$23,280
150
$400
$23,680
Task 2- UDF Pilot Program
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
UDF Pilot Pro am
40
130
60
40
10
$39,200
280
$800
$40,000
Task Management & QA/QC
8
32
$9,440
40
$9,440
TASK 2TOTAL
48
32
0
0
130
60
0
40
10
$ 48,640
320
$ am
$ 49,440
Task 3- Asset Mamnigemesn Plan Update
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Asset Management Plan Update
24
20
16
60
16
$20,120
136
$1,200
$21,320
Task Management & QVQC
4
8
4
$3,000
16
$3,000
TASK 3TOTAL
28
8
20
16
0
60
0
16
4
$23,220
152
$1,200
$24,320
Task 4- Data Collection Tools
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Data Collection Tools
12
40
20
8
$13,280
80
$1,000
$14,280
Task Management &0AQC
4
4
8
$2,2401
16
$2,240
TASK 4 TOTAL
36
1 4
40
0
0
20
0
8
8
$25,520
96
$2,000
$16,520
Task 5-WFP RMP/PSM Audit
Xours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Com liance Audit
24
30
20
60
8
$23,520
142
$800
$24,320
Task management & QVQC
8
4
$1,960
12
$1,960
TASK 5TOTAL
32
30
20
0
0
60
0
8
4
MAN
3s4
$800
$26,280
144
84
80
16
230
200
0
a8
30
$136,040
872
$4,200
$140,240