HomeMy WebLinkAbout10. 18-69 FEBRUARY 13, 2018 18-69 RESOLUTION
(CARRIED 6-0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVE ENGINEERING SERVICES AGREEMENT FOR 2018
WASTEWATER UTILITY TECHNICAL SERVICES / CH2M HILL
ENGINEERS, INC. ($119,170.00)
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 CH2M Hill Engineers,
Inc. for engineering services for 2018 Wastewater Utility Technical Services in the amount
of one hundred nineteen thousand one hundred seventy dollars ($119,170.00).
Acct. No. 0551-1940-6450 Sewer Utility Fund — Engineering & Consulting Fee
City
of�
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
�n �(
FROM: Stephan M. Brand, Public Works Utility Bureau Manager
DATE: February 8, 2018
RE: Approve Engineering Services Agreement for 2018 Wastewater Utility Technical Services
CH2M HILL Engineers, Inc. (CH2M HILL) ($119,170)
BACKGROUND
Department of Public Works Utility Division has a variety of regulatory compliance programs and engineering planning
activities that require technical assistance. CH2M HILL has provided these services in the past and has submitted a scope
of services to provide these for 2018. The projects included in this agreement include:
• Air Permit Certification — Activities include annual compliance audit and preparation of the required annual report
to be submitted to the Wisconsin Department of Natural Resources.
• Total Maximum Daily Load (TMDL) Assistance — The Upper Fox River TMDL for phosphorus is still under
development. A draft allocation is expected to come out in 2018 and technical assistance will be required to
determine how the changes in the phosphorus limits will affect the Wastewater Treatment Plant design and
operations.
• Capacity, Management, Operations, and Maintenance (CMOM) Program and Sewer Evaluation Capacity
Assurance Plan (SECAP) 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 2018 will also be done. This task also includes review of sewer
service agreements with the townships that need to be updated.
ANALYSIS
CH2M HILL 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 2018 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
SMBAlt
1:\ Engineering \ Tracy Taylor\ Memos to Mayor & Common Council \ 2018 \CH2M Agreement -2018 WW Util Tech Serv_2-8-18.docx
SCOPE OF SERVICES
JANUARY 23, 2018
2018 Wastewater Utility Technical Services
Purpose
The purpose of the 2018 Wastewater Utility Technical Service Project (Project) is to assist the City of
Oshkosh (City) with a variety for engineering, planning and environmental permit compliance activities.
The Project is comprised of the following tasks:
• Task 1— Air Permit Certification
• Task 2 — TM DL Assistance
• Task 3 — CMOM Program and SECAP Assistance
• Task 4 — Project and Quality Management
Task 1—Air Permit Certification
Under the City's Type A Registration Permit Coverage Number 471005920-ROPA issued by the
Wisconsin Department of Natural Resources (WDNR) in January 2014, the City is required to perform an
annual compliance audit to determine compliance status with each permit requirement. CH2M will
conduct and document the annual compliance audit and review the City's record keeping plan for 2017.
CH2M will complete the annual compliance certification reports and monitoring reports for City review
by February 20, 2018. The City will sign and submit the certification documentation to WDNR by March
30, 2018. CH2M will respond to WDNR review comments on the submission.
Deliverables: Air permit certification and backup documentation.
Task 2 —TMDL Assistance
The City is participating as an active stakeholder in the Upper Fox River / Wolf River watershed total
maximum daily load (TMDL) process. The outcomes of the TMDL will impact City Wastewater Treatment
Plant (WWTP) effluent phosphorus limits. TMDL assistance services involve supporting the City in its
efforts to comply with pending new phosphorus limits.
CH2M will review TMDL planning materials, participate in TMDL stakeholder and other related
meetings, and submit review comments on TMDL documents. CH2M will prepare meeting minutes and
conversation summaries to document aspects of the TMDL process and related phosphorus compliance
planning activities for communication with City stakeholders.
CH2M will provide technical advice and recommendations with consideration of the wide-ranging
options for compliance with water quality based effluent limits (WQBELs) including optimization of
wastewater treatment, water quality trading and watershed adaptive management or a combination of
these measures.
Deliverables: Meeting summaries, technical review comments, correspondence with TMDL
stakeholders.
Task 3 — 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 modeling, planning, and
reporting services related to the implementation of the City's sanitary sewer system CMOM Program
and SECAP:
• Task 3.1 Sewer System Modeling and Engineering Studies
• Task 3.2 SECAP Hydraulic Model Maintenance
• Task 3.3 CMOM Program Activities
Task 3.1— Sewer System Modeling and Engineering Studies
At the direction of the City, CH2M will use the City's hydraulic model of the sanitary sewer system to
simulate system performance under proposed new development conditions. If required, CH2M will
prepare wastewater flow forecasts for the new development using planning factors developed in
previous modeling and long-range service area planning studies. CH2M will identify the sewer
improvements needed to serve an area to be developed, including improvement phasing. CH2M will
define hydraulic capacity requirements for sewers and the lift stations, if necessary, to convey average
dry weather flow and peak 5 -year, 24-hour storm wet weather flow. CH2M will prepare preliminary plan
and profile model output figures depicting recommended improvements for discussion with the City.
CH2M will summarize modeling analyses, recommendations, meeting discussions, and conceptual cost
estimates in draft modeling study technical memorandums (TMs).
CH2M will address the City's review comments on the draft TMs and submit 3 paper and 1 PDF copy of
final TMs.
Deliverables: TMs summarizing modeling studies conducted at the direction of the City.
Task 3.2 —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. Under this task CH2M
will continue to maintain a current and representative model by completing the following tasks:
Task 3.2.1— Evaluate 2018 Flow Monitoring Data
CH2M will conduct a peer review of 2018 flow monitoring data information for use in the City's
collection 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, CH2M 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.
Task 3.2.2 Model Update and Recalibration
CH2M will update the model with collection system capital improvements constructed in 2016 and
2017. The City shall provide a list of completed sanitary sewer construction projects and applicable plan
and profile drawings. If the City has updated the GIS with 2016 and 2017 construction projects, a GIS
export of the pipelines and manholes shall be provided to CH2M, and the model will be updated using
the same asset IDs as the GIS. If the GIS has not been updated, CH2M will provide the City with
shapefiles of the 2016 and 2017 pipes and manholes added to the model for review by City staff. CH2M
will identify and report to the City any discrepancies between the GIS and construction documentation.
CH2M will recalibrate the updated model using flow monitoring data collected in 2016 and 2017. Model
calibration involves the refinement of model inputs, particularly those which cannot be directly
measured, 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 collected in 2016 and 2017.
Calibration will include review of the model output for wet weather events at each flow monitor
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. Adjustment factors will be determined to match the flow monitor data at each flow
monitor location. The adjustment factors will be applied to the specific flow monitor 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; technical memorandum
summarizing model recalibration process and quality assurance/quality control actions
Task 3.3—Master Sewer Service Agreement Assistance
The City has varied and dated sewer service agreements in place for the Black Wolf Sanitary District, the
Island View Sanitary District, the Town of Algoma Sanitary District, the Sunset Point Sanitary District, and
the Edgewood-Shangrila Sanitary District. The City is interested in developing a master sewer service
agreement to reflect recent City practices including conformance with its CMOM Program.
Task 3.2 — Master Sewer Service Agreement
A draft preliminary master sewer service agreement outline (Refer to Attachment 1) was previously
prepared by CH2M in conjunction with City staff. CH2M will facilitate four (4) meetings with the City to
collaboratively develop a proposed new master sewer service agreement to replace outdated
agreements with multiple sanitary districts.
CH2M will facilitate a meeting with the City and representatives of the sanitary districts to summarize
the status of service agreements, provide background on the City's CMOM program and SECAP, and
introduce the proposed new master service agreement. CH2M will summarize input from the sanitary
districts gathered during the meeting.
Deliverables. Meeting minutes, proposed new master service agreement
Task 4—Project Management and QA/QC
CH2M 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 scope of services and project deliverables
• Task assignments and work plan
• 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, CH2M will provide project status
information. CH2M will submit a brief description of project activities with each monthly invoice. CH2M
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 in 2018.
Compensation
The scope of services detailed above will be charged on a Time and Materials not to exceed basis. The
proposed compensation for the scope of services is estimated not to exceed $119,170 as detailed by
task in Table 1.
Table 1. Estimated Level of Effort and Proposed Compensation
Senior Total
Project Senior Senior Project Project Junior Project Total Labor Hours by Total Total by
Manager Consultant Technologist Senior Modeler Modeler Engineer Engineer Clerical Accountant By Task Task Expense Task
Task 1- Air Permit Certification
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Air Permit Certification
4
2
12
10
$4,200
28
$200
$4,400
TASK 1 TOTAL
4
2
0
0
0
12
10
0
0
$4,200
28
$200
$4,400
Task 2-TMDL Assistance
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
TMDLAssistance
4
32
90
$24,080
36
$200
$24,280
TASK 2TOTAL
4
32
90
0
0
0
0
0
0
$24,080
36
$200
$24,280
Task 3- CMOM Program and SECAP Services
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Sewer System Modeling and Engineering Studies
20
10
60
50
$24,200
140
$900
$25,100
SCEAP Model Maintenance
10
10
80
80
$29,900
180
$400
$30,300
Master Sewer Service Agreement Assistance
60
32
16
$20,920
108
$900
$21,820
TASK 3TOTAL
90
52
0
140
130
0
0
16
0
$75,020
428
$2,200
$77,220
Task 4- PM and QA/QC
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Project Management
20
24
$5,400
44
$200
$5,600
Quality Assurance/Quality Control
3
32
$7,670
35
$7,670
TASK 4TOTAL
23
32
0
0
1 0 1
0
1 0
0
1 24
$13,070 1
79
$200
$13,270
121
118
90
140
1 130 1
12
1 10 1
16
1 24
1 $116,370
571
$2,800
$119,170
Attachment 1. Preliminary Draft Master Sewer Service Agreement Outline
Article
1. Parties
2. Roles
Oshkosh
Sanitary District
3. Requirements for all wastewater sewers
State of Wisconsin to all wastewater sewers
East Central Wisconsin Regional Planning Commission
City of Oshkosh
Sanitary District
4. City of Oshkosh Services
Transport from defined points of connection
Treatment
Flow monitoring
Sanitary District billing
Connection point quality assurance
Coordination of regional sewerage needs
5. Sanitary District Services
Pay Service Charges
Point(s) of Connection
CMOM within Sanitary District
Compliance with Ordinance Ch. 24, 6.1-6.4
Exceptions
Shared sewers
Flow limitations
Contents
Exceptions
Excluding rainwater and groundwater seepage
Flow limits at connection points
average flow
peaking factor
Flow Monitoring
Periodic participation in regional sewerage update
6. Service Charges
Conveyance
Surcharge for excess peak flow
Treatment
7. Planning and Changes
Growth
Content
This agreement is between the City of Oshkosh and the
Transport from connection points to treatment, discharge
Provision, management, operation and maintenance of sewer
service from residents, industries, commercial and
institutional entities to the point of connection to City of
Oshkosh transmission.
CMOM, NPDES permit
Defines and maintains the Regional Service Area
Ordinance Chapter 24, Wastewater Systems and Storm
Drainage
City of Oshkosh delegated flow monitoring, recommend
District install and City operate
Recommend City take responsibility for overview review of
connection points and their conformance with standards,
e.g., definition of service area to each point of connection,
definition of long range Average Daily Flow, definition of long
range Peak Hour flow
Periodic update of regional sewerage performance and needs
(e.g., the City's CMOM with the Capacity update)
Reference the section on Service Charges
provide connection drawings, elevations, sizes: Potential
service area, Potential average daily flow and potential peak
hourly flow
Copy of annual report to City of Oshkosh
List of non-domestic dischargers relegated to City of Oshkosh
for enforcement, shared sewer connected via the District
point of connection
Requirements for one District flow through another
consistent with domestic sewage,
City agreed to convey and treat sewage, not drainage.
recommend District install, City operate that not delegated to
the City of Oshkosh
Periodic meetings and information exchange
Includes treatment, interceptors, lift stations and flow
monitoring. Add principles for calculating District charges
Recommend standardize surcharge for excess peak flow
Includes treatment, lab and environmental compliance
If within flow limits, no problem. If exceeds flow limits,
requires Regional Planning documents
9
Regulatory If regulations change substantially, requires compliance OR
negotiated strategy/plans to comply
Climate change Infiltration and inflow control must offset climate change
impacts
8. Agreement Review and Renegotiation Standard provisions