HomeMy WebLinkAbout15. 19-169 MARCH 26, 2019 19-169 RESOLUTION
(CARRIED 7-0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVE ENGINEERING SERVICES AGREEMENT FOR 2019
WASTEWATER UTILITY TECHNICAL SERVICES / JACOBS
($170,870.00)
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 for wastewater
utility technical services in the amount of one hundred seventy thousand eight hundred
seventy dollars. ($170,870.00)
Acct. No. 0551-XXXX-6450 Sewer Utility- Engineering & Consulting Fees
City
of�
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Steven M. Gohde, Assistant Director of Public Works / Utilities General Manager�nmG/M_
DATE: March 21, 2019
RE: Approve Professional Services Agreement for 2019 Wastewater Utility Technical
Services / Jacobs ($170,870)
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
2019. 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 (WDNR).
• Total Maximum Daily Load (TMDL) Assistance — The City's draft allocation of the Upper
Fox River TMDL for phosphorus was issued by the WDNR in July 2018. The final
allocation is expected to come out in 2019 and technical assistance will be required to
determine how the changes in the phosphorus limits will affect the Wastewater Treatment
Plant (WWTP) design and operations.
• Capacity, Management, Operations, and Maintenance 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 2019 will also be done.
• Supervisory Control and Data Acquisition (SCADA) Support — The purpose of this task
is to update the WWTP SCADA system to support equipment replacement and vendor
software updates.
• Risk Management Program (RMP) and Process Safety Management (PSM) Plan Updates
— Jacobs will update the RMP/PSM Plan and documents for the WWTP to address
deficiencies found during a 2017 compliance review and to make improvements
requested by the City. This work will be completed prior to a five-year audit planned by
the WDNR in June 2019.
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Tech Sery 3-21-19.docx
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 2019
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.
Ap roved,
q Z '-
John Fitzpat
Assistant City Manager / Director of Administration Services
SMG/tlt
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Tech Sery 3-21-19.docx
SCOPE OF SERVICES
JANUARY 25, 2019
City of Oshkosh 2019 Wastewater Utility Technical Services
Purpose
The purpose of the 2019 Wastewater Utility Technical Service Project (Project) is to assist the City of
Oshkosh (City) with a variety of engineering, planning and environmental permit compliance acti ipKi_D
The Project is comprised of the following tasks:
• Task 1—CMOM & SECAP Assistance t�AR p N19
• Task 2 — SCADA System Support WORKS
• Task 3 —TMDL AssistanceD�t'T OF CONSiN
• Task 4 — Air Permit Assistance OSH1�O�t�'
• Task 5 — WWTP RMP/PSM Plan Documentation Updates
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 modeling, planning, and
reporting services:
• Sewer System Modeling and Engineering Studies
• SECAP Hydraulic Model Maintenance
Sewer System Modeling and Engineering Studies
At the direction of the City, 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. Jacbos 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, 24-hour storm wet weather flow. 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
analyses, recommendations, meeting discussions, and conceptual cost estimates in draft modeling study
technical memoranda (TM). Jacobs will address the City's review comments on the draft TM and one (1)
PDF copy of final TMs.
Deliverables: TM summarizing modeling studies conducted at the direction of the City.
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:
Evaluate 2019 Flow Monitoring Data
Jacobs will review the City's collection system model and provide recommendations for the 2019
collection system flow monitor locations to continue to refine the model to actual system conditions.
Jacobs will conduct a peer review of 2019 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, 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.
Model Update and Recalibration
Jacobs will update the collection system model with capital improvements constructed in 2018. The City
will provide the as -built sanitary sewer construction drawings. If the City has updated the GIS with 2018
construction projects, a GIS export of the pipelines and manholes shall be provided to Jacobs, and the
model will be updated using the same asset IDs as the GIS. If the GIS has not been updated, Jacobs will
provide the City with shapefiles of the 2018 pipes and manholes added to the model for review by City
staff. Jacobs will identify and report to the City any discrepancies between the GIS and construction
documentation.
Jacobs will recalibrate the updated model using flow monitoring data collected in 2018. 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 collected in 2019.
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 (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; and one (1) PDF copy of the
technical memorandum summarizing model recalibration process and quality assurance/quality control
actions.
Task 2 —SCADA (Supervisory Control And Data Acquisition) Support
The purpose of this task is to update the WWTP SCADA system to support equipment replacement and
vendor software updates. When requested by the City, Jacobs will provide on-call system integration
services for the SCADA system and the sanitary sewer collection system telemetry system. 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.
Tasks requiring assistance include the following:
• Update the SCADA system software to incorporate facility modifications made by City staff.
• Expand SCADA system software to facilitate routine process monitoring, City reporting and
WDNR 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.
• Evaluate control system hardware issues including WWTP servers for available data storage
capacity and potential obsolescence.
Jacobs will perform SCADA support services both at the City WWTP, and remotely, if practical. Jacobs
will document the scope and resolution of requested tasks in brief trip reports.
Deliverables: SCADA service trip reports.
Task 3 —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 2019, 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 4 —Air Permit Assistance
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 2018. Jacobs will complete the annual compliance
certification reports and monitoring reports for City review by February 20, 2019. The City will sign and
submit the certification documentation to WDNR by March 30, 2019. Jacobs will respond to WDNR
review comments on the submission.
Deliverables: Air permit certification and backup documentation
Task 5 — WWTP RMP/PSM Plan Updates
Jacobs will update the Risk Management Program (RMP) and Process Safety Management (PSM) Plan
and documents for the WWTP. The WWTP stores chlorine gas for use in the effluent disinfection
process. The WWTP maintains and adheres to its RPM/PSM plans to prevent releases of chlorine gas to
protect employees and the public in the event of a gas leak.
At present, some of the WWTP RMP/PSM documentation is out of date and deficiencies were identified
in 2017 during a compliance review. The City desires to make needed improvements to its RMP/PSM
documentation and program prior to the required June 2019 5 -year update submission to the United
States Environmental Protection Agency (USEPA). In addition, the City would like to put in place a few
simple tools and processes to help WWTP staff perform annual reviews, efficiently manage change, and
maintain compliant resources.
To efficiently and accurately update the RMP/PSM documentation described below, Jacobs will facilitate
three (3) half-day meetings with City: task kick-off meeting; process hazard analysis update meeting; and
draft deliverables review meeting.
Offsite Consequence Analysis
Jacobs will confirm the parameters and assumptions for the worst-case and alternative release scenario.
Jacobs will update the analysis with the estimated population and sensitive receptors information within
the worst-case and alternative release scenario distances using most recent census data.
Prevention Program
Jacobs will update the prevention program as follows:
Executive Summary. Revise the executive summary to incorporate the pertinent details of the current
chlorine storage and feed system.
Process Safety Information. Update to include current system description, chemical inventories, safe
operating limits, and descriptions of process equipment in the process safety systems. Prepare updated
chlorine process instrumentation and control diagram (P&ID) and piping schematic.
Process Hazard Analysis (PHA). Conduct a half-day PHA for the disinfection process using the "Checklist"
method with City operations, maintenance, and safety staff. The PHA will include:
- Identification of findings that are not consistent with the checklist of good design practices, and
any causes, consequences, and mitigation measures for potential releases identified during
hazard review.
- Develop and document updated Management of Change process.
- Conduct If/Then analysis.
- Document employee participation in PHA process
- A schedule for implementing the PHA recommendations
Operating Procedures. Revise operating procedures, with assistance from WWTP staff, so they are
specific to the chlorine disinfection system and incorporate current practices.
Training. Review and update as needed the employee training program and participation records.
Mechanical Integrity. Review the preventative maintenance (PM) schedule for the chlorine equipment.
Jacobs will prepare PM recommendations to reflect industry best practices and current City routine PM
schedules. Updates to maintenance narratives will be incorporated into the Mechanical Integrity
section.
Emergency Response. Jacobs will review and update the existing emergency response section for
chlorine.
Incident Investigation. Jacobs will review the City's chemical release incident and incident investigation
records and make recommendations for PSM compliance or conformance with industry best practices.
Updated Submittal to USEPA
USEPA's submitting software, RMP*eSubmit, will be used to reflect the changes to the RMP and submit
to USEPA. In addition to reporting on the updated PHA, the submittal must also include the following:
• Report the most recent dates of prevention program activities and emergency response plan
activities.
• Update the accident history to include any accidental releases that occurred over the past 5 years
from a covered process.
• Update administrative information such as contact information, phone numbers, facility address,
etc., if necessary.
Assumptions
The City will provide the following information:
• Existing chlorine system operating procedures.
• Technical manuals for facility process equipment and safety systems.
• Manufacturer 0&M manuals for any new equipment that include PM recommendations.
• City's existing emergency response section in their RMP/PSM plan.
• 5 -year accident history.
• Number of employees on site.
• Date and details of last safety inspection by an external agency.
• Date on which the safety information was last reviewed or revised.
• Date of most recent review or revision of operating procedures, training programs, and
maintenance procedures.
• Date and details of most recent equipment inspection or test.
• Date and details of the most recent change that triggered management of change procedures.
• Date of most recent review or revision of management of change procedures.
• Date and details of the most recent pre -startup review.
• Date of the most recent compliance audit.
• Date and details of the most recent incident investigation.
• Date of most recent review or update of the WWTP's Emergency Response Plan.
Deliverables
Jacobs will submit draft updated RMP/PSM plan documents for City review. After addressing the City's
comments, Jacobs will submit two (2) paper copies and one (1) PDF copy of the updated documentation.
Jacobs will assist the City in submitting the final updated RMP*eSubmit documentation to the USEPA by
the June 2019 deadline.
With input from the City, Jacobs will customize RMP/PSM forms and develop simple processes to
support efficient annual review and update of the RMP/PSM documentation by City staff.
Project and Quality Management
Project and quality management activities are integrated in the tasks that comprise the 2019
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 February through December 2019
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 $170,870 as detailed by task in Table 1.
Table 1. Estimated Level of Effort and Compensation
Task 1- CMOM & SECAP Assistance
Hours
Hours
Hours
Hours
Project
Hours
Hours
Hours
CMOM & SECAP Assistance
Senior
16
Project
Modeler,
30
24
$43,740
Total
$800
$44,540
Task Management & QA/QC
Project
Senior
Senior
Modeler,
Project
Project
Junior
Project
Total Labor
Hours by
Total
Total by
TASK 1 TOTAL
Manager
Consultant
Technologist
Project Designer
Engineer
Engineer
Engineer
Clerical
Accountant
By Task
Task
Expense
Task
Task 1- CMOM & SECAP Assistance
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
CMOM & SECAP Assistance
30
16
100
100
30
24
$43,740
300
$800
$44,540
Task Management & QA/QC
8
12
10
$4,820
30
$4,820
TASK 1 TOTAL
38
28
0
100
100
0
30
24
10
$48,560
330
$800
$49,360
Task 2 - SCADA System Support
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
SCADA System Support
180
40
$31,000
220
$2,000
$33,000
Task Management & QA/QC
8
20
10
$6,580
38
$6,580
TASK 2 TOTAL
8
20
0
180
0
0
40
0
30
$ 37,580
258
$ 2,000
$39,580
Task -TMDL and Air Permit Assistance
Hours
Hours -
Hours
Hours
Hours
Hours
Hours
Hours
TMDLTechnical Assistance
16
20
120
40
40
40
24
$46,880
300
$600
$47,480
Task Management & QA/QC
4
10
16
8
$4,720
38
$4,720
TASK 3 TOTAL
20
30
120
40
40
0
40
40
8
$51,600
338
$600
$52,200
Task 4 - Air Permit Annual Certification
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Air Permit Annual Certification
1
2
10
8
4
$4,050
25
$4,050
Task Management & QA/QC
1
2
1
$700
4
$700
TASK 4 TOTAL
2
4
10
8
0
0
4
0
1
$4,750
29
$0
$4,750
Task 5 - WWTP RMP/PSM Plan Updates
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Hours
Plan Updates
16
40
60
8
$21,800
124
$1,000
$22,800
Task management & QA/QC
8
10
$2,180
18
$2,180
TASK 5 TOTAL
24
40
60
0
0
0
0
8
10
$23,980
142
$1,000
$24,980
92 1
122
190
328
140
0
114
72
39
$166,470
1,0971
$4,4001$170,870