HomeMy WebLinkAboutWater Filtration Plant Asset Management Plan SCOPE OF SERVICES
City of Oshkosh Water Filtration Plant
Asset Management Plan
Purpose
The purpose of the Water Filtration Plant Asset Management is to assist the City of Oshkosh
with the management of Filtration Plant assets by identifying and prioritizing potential risks
associated with Filtration Plant assets .Risk-reduction options will be identified for a select
number of assets and asset groups having unacceptable risk levels,as determined by the
Oshkosh Water Utility.Those options will be evaluated for incorporation into capital
improvement plans or into O&M protocols.The processes developed will give the City an
easy-to-maintain approach to asset management(AM).
Project Team Approach
To deliver the AM Plan efficiently,CH2M HILL's team includes a nationally-recognized
water utility asset management expert,Alan Ispass,and senior water treatment facility
engineers familiar with the Filtration Plant,Tony Myers and Linda Mohr.These project
leaders will be supported by local facility engineers who are also familiar with the Plant.
To involve City staff efficiently,the project approach includes several focused workshops
designed to incorporate the City's knowledge,data,and insights into simple,customized
asset management tools.With these tools,a rational process is used to develop an AM Plan
that identifies and prioritizes future Filtration Plant improvements that provide the greatest
reduction in risk for the money invested.
Project Tasks
Task 1: Asset Management Strategy
Task 1 provides the foundation for the Filtration Plant AM Plan and includes formation of a
cross-functional AM Team,data collection, and defining the AM program strategy.
Subtask 1.1—Asset Management Team Formation and Chartering:CH2M HILL will facilitate
the formation of the City's AM Team,which will include staff from management,treatment
operations,maintenance,and other water utility functional areas.Team members will
provide information,data, and guidance to CH2M HILL. CH2M HILL will kick off the
project with a half-day workshop with the AM Team,during which the work plan and
schedule will be reviewed and the AM Team chartered.The workshop will confirm critical
success factors for the asset management program,project milestones,project protocols,and
team member roles and responsibilities, all of which will be summarized in the AM Team
Charter.
Deliverable:One-page AM Team Charter.
Subtask 1.2—Gather Data and Information: CH2M HILL will request information and data
concerning the City's organization,strategic water utility plans,operation and maintenance
protocols,maintenance histories,main break records,capital improvement plans,and
Filtration Plant assets,including any asset inventories,asset condition assessments or
inspection reports,and facility plans.Documents concerning levels of service and
performance measures,both targets and actual results,will also be requested.
Deliverable:Data and information requests.
Subtask 1.3—Formulate Strategy: CH2M HILL will review the City's,Depal Intent of Public
Works and water utility's vision,mission,and goals in conjunction with their strategic or
business plans,levels of service,and targets.To illustrate,if a level of service is established to
maintain an adequate pressure at the customer connection,then the target could be
maintaining a minimum of 40 psi pressure at the customers' side of the meter.This
information will provide the foundation for a sustainable asset management plan.CH2M
HILL will facilitate a meeting with the AM Team to confirm the drivers and objectives for
improving the management of Filtration Plant assets and to reach consensus on the AM plan
strategy.
Deliverable:Final asset management strategy,goals,and levels of service.
Subtask 1.4—Develop Asset Hierarchies: CH2M HILL will work with Plant staff during
meetings to develop an asset hierarchy for the Filtration Plant from existing drawings,
databases,and staff knowledge.If asset hierarchies can not be completed during meetings,
CH2M HILL will prepare draft hierarchies for review with City staff in informal follow-up
meetings.The asset hierarchy is comprised of individual major assets and logical groups of
minor assets.For example,if a pump station is an asset at the "parent"level,then individual
pumps are assets at the"child"level.The depth of the hierarchy for this top-down method
of evaluation depends on the type of asset and may extend to third or fourth sub-element
levels.The AM Team will review and approve the final proposed asset hierarchies.
Deliverable:Asset hierarchies.
Subtask 1.5—Develop Consequence Matrix: CH2M HILL will work with the City to develop
the criteria for scoring for the consequences of asset failure.Failure is defined as an asset not
meeting its desired levels of service.For example,failure of a High Lift Pump Station may
mean loss of service due to pump failure,a piping or valve failure,loss of pump wet well
structural integrity,or failure of primary–or emergency standby–electrical power supply.
The assessment of vulnerability of Filtration Plant assets will be considered in defining the
consequences of asset failure.The definitions and scoring system will be aligned with the
established levels of service and the asset management strategy.As part of a one-day
workshop,consequence of asset failure matrix will be developed incorporating the AM
Team's criteria for scoring across the entire array of infrastructure assets.The scoring of
consequences will differentiate,for example,loss of service of the 60-inch raw intake versus
a 24-inch intake.
Deliverable:Consequence of asset failure matrix and scoring system.
Subtask 1.6—Develop Likelihood Matrix: As part of the one-day workshop to develop
consequence matrix and scoring system,CH2M HILL will facilitate a working session with
the AM Team to identify criteria that will be used to quantify and score the likelihood of
asset failure.This will include the initial grading criteria for rating the physical condition of
infrastructure assets along with asset performance.A matrix will be developed to permit
consistent scoring and determination of the likelihood of asset failure.
Deliverables:Condition grading criteria,and likelihood of failure matrix and scoring system.
Task 2: Asset Management Implementation Plan
Working with City staff,CH2M HILL will employ the results of Task 1 to evaluate the
relative risk of infrastructure assets and asset groups and to identify improvements to
capital planning and maintenance activities,and for prioritizing more detailed data
gathering and condition assessments.This will be the basis for the Implementation Plan
developed at the end of Task 2.
Subtask 2.1—Assign Consequence Levels to Assets: CH2M HILL will work with the City to
evaluate assets and asset groups for consequence of failure.Consequence for the assets will
be quantified using the matrix and scoring system developed.The evaluation will be
accomplished through a one-day workshop with Plan staff knowledgeable of the assets
being evaluated.
Deliverable:Asset and asset group consequence scores.
Subtask 2.2—Determine Likelihood of Failure for Assets: CH2M HILL will work with the City
to evaluate asset and asset groups for likelihood of failure.For this effort,an overall
understanding of the physical condition and performance of the assets is necessary.
CH2M HILL will review available asset records and data and query staff to obtain
information on asset performance and condition. CH2M HILL will facilitate a one-day
workshop with the same participants as in the consequence workshop.At the workshop,
assets and asset groups will be scored for condition and performance based upon the
information gathered.
Deliverable:Asset and asset group likelihood scores.
Subtask 2.3—Calculate Relative Risk for Assets: Based on the results of the consequence
determination and likelihood of failure determination,the AM Team will determine the
relative risk among the individual major assets and asset groups.This will be accomplished
using an ExcelTM spreadsheet.The assets will be prioritized by risk level and presented in a
meeting with the AM Team for discussion and for selection of an acceptable level of risk as
determined by City staff.
Deliverable:Asset and asset groups by risk level.
Subtask 2.4—Identify Risk Reduction Options and Prioritize:Once the relative risk of the assets
and asset groups is determined,CH2M HILL and the City will identify risk reduction
options (capital projects,maintenance actions)to reduce the risk associated with assets and
asset groups posing a higher than acceptable risk level.For assets and asset groups having a
higher than acceptable level of risk,the AM Team will chose a maximum of five (5) assets
for further evaluation and for selection of options to reduce risk.It is anticipated that the
following assets will be chosen for development of conceptual-level options for
implementation and budgetary cost estimates.
• Finished water clearwells
• Chlorine and ammonia chemical feed equipment
• Alum chemical feed equipment
Finished Water Clearwells
Background. The finished water clearwell provide on-site storage of drinking water for
plant needs.Prior to the construction of the CT/BWS Basin in the Modifications and
Demolition Project,the clearwells provided some contract time for backup disinfection.In
the April 16,2007 Sanitary Survey Report,the Wisconsin Department of Natural Resources
prescribed corrective action for the finished water clearwells. The Plant clearwells,the
South,Center,and North Clearwells,are cast-in-place concrete structures located below
grade.The clearwells do not meet current code requirements because they are earth-covered
without a sloped top or membrane cover.The North and Center Clearwell have been in
service for over 90 years;the South Clearwell has been in service for 50 years.The condition
of the clearwells varies as evidenced from inspection during the current construction of the
Filtration Plant Modifications and Demolition Project.
Anticipated Risk Reduction Improvement.To mitigate risk associated with not meeting
regulatory requirements,options for improving or replacing the existing clearwells will be
identified and evaluated.The evaluation will include consideration of finished water plant
hydraulics,operational strategies,storage needs,existing facility constraints (including yard
piping),potential future plant improvements and budgetary issues.
Chlorine and Ammonia Gas Feed Equipment
Background.Chlorine and ammonia gas are used to provide a residual disinfectant for
finished water conveyed to the City's customers.The chlorine and ammonia feed equipment
has been in service for over 10 years and is prone to requires frequent,specialized
maintenance.Because of the inherent life-safety issues associated with chlorine and
ammonia gas,it is critically important the chemical feed equipment,piping and valve
system be simple to operate and easy to maintain safely.Some the existing system
components can only be maintained by an outside specialty contractor.
Anticipated Risk Reduction Improvement.To mitigate risks associated with systems'
reliability,potential life-safety situations, and ease of maintenance of the existing chlorine
and ammonia gas feed systems,improvement options will be evaluated.Design criteria for
the chemical feed systems and operational strategies to meet current and potential future
conditions will be confirmed.
Alum Chemical Feed Equipment
Background. Alum(liquid aluminum sulfate) is used as a primary coagulant in the water
treatment process.The existing alum feeders -rotating dipper-type devices—are difficult to
maintain because they are no longer manufactured.
Anticipated Risk Reduction Improvement.Other types chemical feeders,including
mechanical,hydraulic,or solenoid-type positive displacement pumps,are used extensively
for alum systems at drinking water plants.These types of pumps which are relatively
inexpensive, accurately controlled through automatic SCADA systems,and easy to maintain
will be considered.
CH2M HILL will work with City staff to re-score the 5 highest-risk assets as if the
improvements are implemented to determine the degree of risk reduction for each option
selected.This process is used to prioritize improvements in terms of best reduction in risk
for money invested.
Deliverable:For selected assets and asset groups, (1) description of options for reducing
asset risk employing capital projects and operation and maintenance (O&M) actions;
(2)prioritized capital renewal projects with order-of-magnitude costs; and (3)prioritized
maintenance actions with estimated O&M cost impact.
Subtask 2.5—Document Asset Management Implementation Plan: CH2M HILL will prepare an
implementation plan that will include a description and categorization of the Filtration
Plant assets,a description of the analytical techniques used throughout the project, and the
results of the analysis.The report will present the relative risk posed by assets,risk
reduction capital renewal projects,maintenance actions,and recommendations for
improving the management of the City's assets.A draft report will be submitted for
approval before a final report is delivered.A PowerPointTM presentation will be prepared
and presentations made to the City Manager or City Council.
Deliverables: (1)Draft and Final Project Report covering all aspects and recommendations
of the project; (3)CD with all data collected,in Exce1TM or other approved format; (4)hard
copy of presentation; (5) and CD with PowerPointTM version of presentation.
Task 3—Project Management, Quality Management, Project Communication
The project team members responsible for successful project delivery include the project
manager,the quality manager,and the technical leads.This group will work together to
assure the City of technical quality and satisfactory performance.
As project manager,Linda Mohr will prepare project instructions for the project team to
guide the execution of the work,define responsibilities, and set goals for project success.
The instruction will include: detailed scope of services and project deliverables,work plan,
schedule,quality management plan,and budget.
As quality manager,Tony Myers will ensure that calculations,evaluations,and project
deliverables are reviewed internally prior to submission to the City.Given his expertise in
drinking water treatment technologies and water utility operations,he will also provide
overall oversight of the technical work to ensure the project team is considering the best
possible options for the City.
To make sure the City's goals for the project are met,Linda will facilitate project
communication through meetings,email,phone conversations,and brief monthly progress
reports.
Project Schedule
The Water Filtration Plant AM Plan will be completed within 5 months of notice to proceed.
This project duration allows for essential production work between workshops with the
City.Some of the workshops will be rigorous with respect to the level of detail in which
assets will be evaluated.The proposed schedule includes sufficient time to work with
detailed workshop input and keep the program development fresh in the minds of the
project team.
Professional Services Level of Effort
The Water Filtration Plant level of effort is summarized in Table 1.
Table 1 Level of Effort
Oshkosh Water Filtration Plant Asset Management Plan
Total
Project Senior Senior QNQC Project Cost Total Labor Expense by
Task Description Manager Consultant Consultant Reviewer Engineer Estimator Graphics Clerical By Task Task Total by Task
Mohr Myers „'"kpaas Matchich Elliott Butcher Steams Laurent
Task 1 AM Strategy 30 20 16 4 72 -_ 40 $27,246 $875 $28,121
Task 2 AM Plan Implementation 46 42 24 8 128 40 80 40 $61,220 $1,750 $62,970
Task 3 Project Management 20 60 $7,382 $500 $7,882
Task 1 Total 96 62 40 12 200 40 80 140 $95,848 $3,125 $98,973
Hours 670
AGREEMENT
THIS AGREEMENT, made on the 30th day of September, 2009, by and between
the CITY OF OSHKOSH, party of the first part, hereinafter referred to as CITY, and
CH2M Hill, Inc. 135 S. 84th Street, Milwaukee, WI 53214, hereinafter referred to as
the CONTRACTOR/CONSULTANT,
WITNESSETH:
That the City and the Contractor/Consultant, for the consideration hereinafter
named, agree as follows:
ARTICLE I. PROJECT MANAGER
A. Assignment of Project Manager. The Contractor/Consultant shall assign the
following individual to manage the project described in this contract: Linda Mohr.
B. Changes in Project Manager. The City shall have the right to approve or
disapprove of any proposed change from the individual named above as Project
Manager. The City shall be provided with a resume or other information for any
proposed substitute and shall be given the opportunity to interview that person prior to
any proposed change.
ARTICLE II. CITY REPRESENTATIVE
The City shall assign the following individual to manage the project described in this
contract: City of Oshkosh Water Filtration Asset Management Plan.
ARTICLE III. SCOPE OF WORK
The Contractor/Consultant shall provide the services described in its proposal
attached hereto and incorporated herein by reference.
The Contractor/Consultant may provide additional products and/or services if
such products/services are requested in writing by the Authorized Representative of
the City.
ARTICLE IV. CITY RESPONSIBLITIES
The City shall furnish, at the Contractor/Consultant's request, such information
as is needed by the Contractor/Consultant to aid in the progress of the project,
providing it is reasonably obtainable from City records.
To prevent any unreasonable delay in the Contractor's/Consultant's work the
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City will examine all reports and other documents and will make any authorizations
necessary to proceed with work within a reasonable time period.
ARTICLE V. TIME OF COMPLETION
The work to be performed under this contract shall be commenced and the
work completed within the time limits specified in the General Conditions /
Contractor's proposal.
(Indicate which)
ARTICLE III. PAYMENT
A. The Contract Sum.
The City shall pay to the Contractor for the performance of the contract the sum of
$ 98,973.00, adjusted by any changes as provided in the General Conditions, or any
changes hereafter mutually agreed upon in writing by the parties hereto.
or
The City shall pay to the Contractor/Consultant a fee as follows:
Professional fee $ 95,848
Reimburseable expenses $ 3,125
Fee schedules shall be firm for the duration of this Agreement.
B. Method of Payment. The Contractor/Consultant shall submit itemized
monthly statements for services. The City shall pay the Contractor/Consultant within
30 calendar days after receipt of such statement. If any statement amount is
disputed, the City may withhold payment of such amount and shall provide to
Contractor/Consultant a statement as to the reason(s) for withholding payment.
C. Additional Costs. Costs for additional services shall be negotiated and set
forth in a written amendment to this agreement executed by both parties prior to
proceeding with the work covered under the subject amendment.
ARTICLE IV. CONTRACTOR TO HOLD CITY HARMLESS
The Contractor covenants and agrees to protect and hold the City of Oshkosh
harmless against all actions, claims and demands of any kind or character whatsoever
which may in any way be caused by or to the proportionate extent resulting from the
intentional or negligent acts of the Contractor, his agents or assigns, his employees or
his subcontractors related however remotely to the performance of this Contract or be
caused or result from any violation of any law or administrative regulation, and shall
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indemnify or refund to the City all sums including court costs and reasonable attorney
fees and punitive damages which the City may be obliged or adjudged to pay on any
such claims or demands within thirty (30) days of the date of the City's written
demand for indemnification or refund.
ARTICLE V. INSURANCE
The Contractor/Consultant agrees to abide by the attached City of Oshkosh Insurance
Requirements.
ARTICLE VI. TERMINATION
A. For Cause.
If the Contractor/Consultant shall fail to fulfill in timely and proper manner any of the
obligations under this Agreement, the City shall have the right to terminate this
Agreement by written notice to the Contractor/Consultant. In this event, the
Contractor/Consultant shall be entitled to compensation for work completed to the
termination date.
B. For Convenience.
The City may terminate this contract at any time by giving written notice to the
Contractor/Consultant no later than 10 calendar days before the termination date. If
the City terminates under this paragraph, then the Contractor/Consultant shall be
entitled to compensation for any satisfactory work performed to the date of
termination.
This document and any specified attachments contain all terms and conditions
of the Agreement and any alteration thereto shall be invalid unless made in writing,
signed by both parties and incorporated as an amendment to this Agreement.
In the Presence of: CONTRACTOR/CONSULTANT
By:
Signature,4//44,1 2-7 247.
- ��'y�Y�
Print Name �'Il a� E. kt
Title ,rJz. I e)d e'.oJ ara Ar?i yta �c
Date 30 S yn i r tool
3
4
CITY OF OSHKOSH
By: ,' l�-14 --
._)& c 404 I, Mark A. Rohloff, City Manager
(Witness)
And:
(Witness) Pamela R. Ubrig, ity Clerk ((
APPROVED: I hereby certify that the necess-
ary provisions have been made to
dir pay the liability which will accrue
� under this contract.
City Att. e
Cerg-4roller
5
•
EXHIBIT A
INSURANCE REQUIREMENTS FOR
"PROFESSIONAL LIABILITY" PROVIDERS
FOR CITY OF OSHKOSH
It is hereby agreed and understood that the insurance required by the City of Oshkosh is
primary coverage and that any insurance or self insurance maintained by the City of Oshkosh,
its officers, council members, agents, employees or authorized volunteers will not contribute to a
loss. All insurance shall be in full force prior to commencing work and remain in force until the
entire job is completed and the length of time that is specified, if any, in the contract or listed
below whichever is longer.
1. PROFESSIONAL LIABILITY
A. Limits
(a) $1,000,000 each occurrence and /$1,000,000 annual aggregate
B. Must continue coverage for 2 years after final acceptance for service/job
2. GENERAL LIABILITY COVERAGE
A. Commercial General Liability
(a) $1,000,000 each occurrence limit
(b) $1,000,000 personal injury and advertising injury
(c) $2,000,000 general aggregate
(d) $2,000,000 products — completed operations aggregate
B. Claims made form of coverage is not acceptable.
C. Insurance must include:
(a) Premises and Operations Liability
(b) Contractual Liability
(c) Personal Injury
(d) Explosion, collapse and underground coverage, if applicable to work scope.
(e) Products/Completed Operations
(f) The general aggregate must apply separately to each project/location
3. BUSINESS AUTOMOBILE COVERAGE
A. $500,000 Combined Single Limit for Bodily Injury and Property Damage each accident
B. Must cover liability for"Any Auto" —including Owned, Non-Owned and Hired
Automobile Liability
Insurance Requirements Professional Liability
3-29-06
4. WORKERS COMPENSATION AND EMPLOYERS LIABILITY— If required by Wisconsin
State Statute or any Workers Compensation Statutes of a different state.
A. Must carry coverage for Statutory Workers Compensation and Employers Liability
limit of:
$100,000 Each Accident
$500,000 Disease Policy Limit
$100,000 Disease— Each Employee
5. ADDITIONAL PROVISIONS
*Additional Insured —On the General Liability Coverage and Business Automobile
Coverage. City of Oshkosh, and its officers, council members, agents, employees,
and authorized volunteers shall be Additional Insureds.
*Certificates of Insurance
A copy of the Certificate of Insurance must be on file with the City Clerk.
*Notice
NOTE: City of Oshkosh requires 30 day written notice of cancellation, non-renewal or
reduction in coverage in the insurance coverage.
*The insurance coverage required must be provided by an insurance carrier with the
"Best" rating of"A"—VII" or better. All carriers shall be admitted carriers in the State
of Wisconsin.
INSURANCE REQUIREMENTS
STREET/SIDEWALK OBSTRUCTION PERMITS/
WORK IN RIGHT-OF-WAY PERMITS
1-1-03
Insurance Requirements Professional Liability
3-29-06