HomeMy WebLinkAbout16. 19-170 MARCH 26, 2019 19-170 RESOLUTION
(CARRIED 7-0 LOST LAID OVER WITHDRAWN )
PURPOSE: APPROVE ENGINEERING SERVICES AGREEMENT FOR 2019
WATER UTILITY TECHNICAL SERVICES/JACOBS ($86,120.00)
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 water utility
technical services in the amount of eighty-six thousand one hundred twenty dollars.
($86,120.00)
Acct. No. 0541-XXXX-6450 Water Utility- Engineering & Consulting Fees
City
o�
Oshkosh
MEMORANDUM
TO: Honorable Mayor and Members of the Common Council
FROM: Steven M. Gohde, Assistant Director of Public Works / Utilities General Manager:5A6 [ (/l
DATE: March 21, 2019
RE: Approve Professional Services Agreement for 2019 Water Utility Technical
Services / Jacobs ($86,120)
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:
• Water Distribution System Hydraulic Modeling Services — Jacobs will provide water
distribution system hydraulic modeling services on an on-call, task order basis.
• Lead and Copper Control Water Quality Optimization Study — The Wisconsin
Department of Natural Resources (WDNR) informed the City of Oshkosh (City) that it
will require the City demonstrate its corrosion control treatment is optimized to minimize
lead and copper concentrations at customers' taps. This task includes a study to evaluate
the effectiveness of the City's corrosion control treatment.
• Risk Management Program (RMP) and Process Safety Management (PSM) Plan Updates
— Jacobs will update the RMP/PSM Plan and documents for the Water Filtration Plant 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.
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.
1:\ Engineering\ 2019 CONTRACTS\Jacobs 2019 Wtr Util Tech Sery\Jacobs Agreement Memo -2019 Wtr Page 1 Of 2
Util Tech Sery 3-21-19.docx
FISCAL IMPACT
This work will be funded with Water Utility Operating funds approved in the 2019 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.
Ap roved,
John Fitzpatric
Assistant City Manager / Director of Administrative Services
SMG/tlt
I:\Engineering\2019 CONTRACTS\Jacobs 2019 Wtr Util Tech Sery\Jacobs Agreement Memo -2019 Wtr Page 2 Of 2
Util Tech Sery 3-21-19.docx
SCOPE OF SERVICES JANUARY 25, 2019
City of Oshkosh 2019 Water Utility Technical Services
The purpose of the City of Oshkosh 2019 Water Utility Technical Services Project is to provide the�ciityfof�F�
Oshkosh (City) with the following professional engineering services:
Task 1. Water Distribution System Hydraulic Modeling Services MAR 2 p 2019
Jacobs will provide water distribution system hydraulic modeling services on an on-call, �lj 1pprd�e "bd4fSIC WORKS
�Ilti(1,SIi c�
Jacobs will utilize the City's calibrated model to conduct analyses to evaluate capital improvements a6dSCONs
operational questions requested by the City. The analyses may involve water main replacement, new
customer water demands, changes in operational conditions, or other capital improvements. Jacobs will
provide the City with model 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 2018 water main construction projects and review City as -
built water main drawings for consistency with City Geographic Information 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. 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 and submit to the City one (1) PDF copy of technical memoranda.
Task 2. Lead and Copper Control Water Quality Optimization Study
The Wisconsin Department of Natural Resources (WDNR) recently informed the City that it will require
the City demonstrate its corrosion control treatment is optimized to minimize lead and copper
concentrations at customer's taps. Jacobs will prepare a desktop Lead and Copper Control Water Quality
Optimization Study (Study) to evaluate the effectiveness of its corrosion control treatment since the
Lead and Copper Rule was implemented 20 years ago. The Study will be used to help compliance efforts
related to pending revisions to the Federal Lead and Copper Rule and WDNR's enforcement of the rule.
Jacobs will request the available City lead and copper sampling results. This data, along with select water
quality data including raw and finished water alkalinity, pH, and finished water disinfection residuals,
will be summarized for presentation at a task kick-off meeting with the City. During the kick-off meeting,
the task team will discuss current corrosion control treatment operations (phosphate addition and
seasonal pH adjustment with sodium hydroxide).
Jacobs will identify and evaluate potential treatment changes that merit further consideration given the
City's source of water supply, water distribution system performance, and pending changes to the Lead
and Copper Rule. Jacobs' evaluation will specifically address possible unintended water quality and
compliance consequences of potential treatment changes. Actual corrosion control wet chemistry
analyses will not be conducted as part of the Study. Jacobs will consider the feasibility of reusing existing
chemical equipment in the implementation of treatment changes.
Jacobs will prepare and submit for City review a draft Study report. Jacobs will facilitate one meeting
with the City and the WDNR to review the draft Study. City and WDNR review comments will be
reflected in the final Study report. Jacobs will provide one. (1) PDF copy of the final Study report.
Task 3. Water Filtration Plant RMP/PSM Plan Updates
Jacobs will update the Risk Management Program (RMP) and Process Safety Management (PSM) Plan
and documents for the City of Oshkosh Water Filtration Plant (WFP). The WFP stores chlorine and
ammonia gas for use in the drinking water disinfection process. The WFP maintains and adheres to its
RPM/PSM plans to prevent releases of chlorine and ammonia to protect employees and the public in the
event of a gas leak.
At present, some of the WFP 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 WFP 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 and ammonia storage and feed systems.
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
process instrumentation and control diagrams (P&IDs).
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 WFP staff, so they are specific
to the chlorine and ammonia disinfection systems 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 and
ammonia 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 and ammonia.
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 incident 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, etc., if necessary.
Assumptions
The City will provide the following information:
• Existing chlorine and ammonia systems operating procedures.
• Technical manuals for facility process equipment and safety systems.
• Manufacturer O&M manuals for any new equipment that include PM recommendations.
• City's existing emergency response section in 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 WFP 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 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
The anticipated project duration is February through December 2019.
Level of Effort and Compensation
The estimated level of effort and compensation is listed in Table 1. These services will be delivered for
the not -to -exceed amount of $86,120 on a time and material basis.
Table 1. Level of Effort and Compensation
Project Task Labor Hours Labor Cost Expenses Total
1 -Water Distribution System Hydraulic Modeling Services 164 $23,560 $200 $23,760
2 -Lead and Copper Control Water Quality Optimization Study 134 $25,620 $200 $25,820
3-WFP RMP/PSM Plan Updates 140 $35,540 $1,000 $36,540
TOTAL $86,120