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Home My WebLink About1984-12-07 Minutes1 MINUTES OF A SPECIAL MEETING OF THE BOARD OF DIRECTORS A special meeting of the Fayetteville City Board of Directors was held on Friday, December 7.,,,.1984 -,at 1.3:30 . P.M. in the Board Room of City Hall, 113 W. Mountain Street, Fayetteville, Arkansas. PRESENT: Mayor Noland; Directors Bumpass, Johnson, Lancaster, Martin, Orton and Sharp; City Manager Grimes; City Attorney McCord;. City Clerk Kennedy; members of the audience CALL TO ORDER The meeting was called to order by Mayor Noland with six directors present. Director Bumpass arrived at 4:00. 4 WASTEWATER TREATMENT PROJECT The Mayor explained the special meeting was called in order to discuss and give consideration to several requests by McClelland Consulting Engineers in connection with the,Wastewater Treatment Project: An amended Basic Agreement with CH2M Hill including. Task Order No. 2 2. An amended Task Order No. 2 3. Regarding the Pilot Plant Study: (a) An amended Task Order No. 3 (b) An Agreement between the City and McNamee, Porter and Seeley (c) An Agreement between the City and ESCOMLAB Amended Basic Agreenent, including Task Order No. 2 Director Martin asked what the significance was of the change of the use of the word "inspection" to the use of the word "observation". Project Coordindator Franzmeier explained that, according to Lee Young of the EPA, a national association of contractors •has•• agreed to use the word "observer" rather than "inspector" in contracts, as this has been a trend over the last few years. 343 343.1 343.2 343.3 344 Amended Task Order No. 2 December 7, 1984 344.1 Martin asked about the significance of the addition of two paragraphs to Article 2 of Amended Task Order No. 2. McLaughlin explained that these paragraphs were necessary in order to have a basis for payment, should there ever be services required outside the scope of the work. 344.2 Director Martin asked for a definition of "recipient" as it is used in Paragraph 11 (Gratuities), under EPA 40 CFR 33.1030. McLaughlin explained that term refers to the City, the grant recipient. 344.3 Director Orton, referring (under Article 1) to "services specifically excluded from the scope of the work, but that may be required", asked who would accomplish any of the services which may be required. McLaughlin responded that those items were listed to eliminate any misunderstanding at a later date should any of the items be needed. McLaughlin noted that Item 11 would be covered under another Task Order; that some other items, if needed, would be subject to negotiation at a later date. City Engineer Don Bunn emphasized that none of these items are "change orders". 344.4 Director Martin (referring to Article 2), asked if payment for services outside the scope of the work would be charged on the basis of the 162% overhead used by CH2M Hill, or (if the services were provided by McClelland) would they be charged on the basis of the 110% overhead used by McClelland. McLaughlin explained his firm has also amended their subcontract with CH2M Hill to include some of the same changes required by the EPA on CH2M Hill's contract with the City --that is, to include an item for payment for services outside the scope of the work. Don Bunn pointed out that, when CH2M Hill charges for services provided by McClelland, McClelland charges CH2M Hill using an overhead rate and CH2M Hill charges the City what McClelland charged them, plus a small percentage intended to cover their administration of the contract. 344.5 Mayor Noland noted there were discrepancies in dollar amounts set out under Article 2 from the dollar amounts on the EPA form. McLaughlin explained the dollar amounts on the EPA form are correct and should read: Phase Compensation Bid Phase Construction Phase Post -Construction Phase $ 83,613 1,831,531 134,717 Total Project $ 2,049,861 1 1 1 December 7, 1984 Amended Task Order No. 3/Pilot Plant Study Director Martin asked if Task Order No. 3 replaces, or is an amendment to, the original Task Order No. 3. McLaughlin noted that, since the amendment is so drastically different from the original, it in effect replaces the original. 345 345.1 CD Don Bunn explained that the three contracts required to implement 345.2 10 the Pilot Plant Study are lump -sum contracts: - 1. Amended Task Order No. 3 (CH2M Hill/McClelland) $394,402 W CO 2. Fayetteville's Independent Consultant $ 30,856 Q (McNamee, Porter and Seeley) 3. Contract for Laboratory Testing Services $ 51,598 (ESCOMLAB) $475,856 • Bunn noted the work scope.could change in. such a •way •that it -would 345.3 not reach the maximum figure but there is also a possibility the work scope would have to be expanded. i • • McLaughlin explained that Appendix A, Work Scope and Budget for the 345.4 Pilot Plant Study, spells out the time periods for the operation of the pilot plant. McLaughlin explained EPA required the addition of a statement to the objectives on page A-3, because if this item is required, it is not covered in the work scope: 4. If pilot -scale filtration studies are conducted, recycle -stream will be piloted and a determination made on all aspects -of the process. McLaughlin reported that the EPA is also planning to write in, as a condition to the Phase 2 grant, a requirement that the City extend the duration of the pilot study if the initial data indicates that would be necessary. McLaughlin noted that, if that should happen, it is not included in the work scope and would have to be negotiated at that time. e Director Johnson, referring to item (j), under "Scope of Work" in Task Order No. 3, asked to whom the monthly status reports would be submitted. Don Bunn explained those reports would be submitted first to the City's Project Coordinator but that copies could be made available to the Board of Directors. m • Director Sharp asked if any other local laboratories provide testing other than ESCOMLAB. McLaughlin explained ESCOMLAB is the only private local wastewater lab and that the primary advantage of having a local lab to do the testing would be for ease in coordination with the City 345.5 345.6 345.7 • 346 December 7, 1984 346.1 and ease in monitoring quality assurance and quality control. McLaughlin noted the independent consultant would review the laboratory procedures and techniques. 346.2 Director Lancaster asked if any other large expenditures would come before the Board for consideration in connection with the project. Don Bunn responded that at a later time two other contracts will need Board approval, in the range of $6 or $7 million, for the sludge system and the outfall line. 346.3 Director Johnson asked if the interim operation of the pilot plant from September to December would be Included in the 1985 budget. Don Bunn explained it would be included in the Pollution Control Plant budget. AMENDMENT TO BASIC AGREEMENT INCLUDING TASK ORDER NO. 2 346.4 Mayor Noland, seconded by Johnson, made a motion to approve theResolution authorising the Amendment to the Basic Agreement with CHs! Hill including Task Order 2. Upon roll call, the motioa passed, 7-0. RESOLUTION NO, 142-84 APPEARS ON PAGE 33-6 OF ORDINANCE & RESOLUTION BOOK x AMENDED TASK ORDER NO. 3 (PILOT PLANT STUDY) 346.5 Director Johnson, seconded by Sharp, made a motion to approve the Resolution authorizing the execution of Amended Task Order Mo. 3. Upoa roll call, the notion passed, 7-0. RESOLUTION N0. 143-84 APPEARS ON PAGE h{/g OF ORDINANCE & RESOLUTION BOOK X X CONTRACT FOR INDEPENDENT CONSULTANT/MC NAMEE, PORTER & SEELEY 346.6 Director Johnson, seconded by 3umpass, made a motion to waive the City's Professional Selection Policy and approve a Resolution to execute an Agreement between the City and McNamee, Porter i Seeley, Independent Consultant for the Pilot Plant Study. Upon roll call, the motion passed, 7-0. RESOLUTION NO. 144-84 APPEARS ON PAGE Iko Q OF ORDINANCE & RESOLUTION BOOK XX 1 1 December 7, 1984 CONTRACT FOR LABORATORY TESTING SERVICES/ESCOMLAB Director Lancaster, seconded by Orton, made a motion to waive the City's Professional Selection Policy and approve a Resolution to execute a Contract for Laboratory Testing Services with ESCOML&8.- Upon roll call, the motion passed, 7-0. RESOLUTION NO. 145-84 APPEARS ON PAGE .52r- OF ORDINANCE & RESOLUTION BOOK XXI ADJOURNMENT With no other business before the Board, the meeting adjourned at 4:15 P.M. ., 347 347.1 347.2