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HomeMy WebLinkAbout2009-05-18 - Agendas a e ell le Y WATER/SEWER COMMITTEE AGENDA Meeting Date of May 18, 2009 COMMITTEE: Chairman Kyle Cook; Aldermen: Adella Gray, Robert Rhoads, Sarah Lewis COPY TO: Mayor Lioneld Jordan, Sondra Smith, on Marr, Paul Becker, Chris Brown, Jeremy Pate, Tom Hubbard, Lynn Hykille non Jones, Peggy Bell, OMI FROM: David Jurgens, P. E., Utilities Director A Fayetteville Water and Sewer Committee meeting h Id May 18, 2009, 5:30 PM, room 326, Fayetteville City Hall, following the Agenda . Proposed topics include: 1. Woolsey Wet Prairie Wetlands Bank Feasibility Study presentation by Bruce Shackelford, ECO. 2. WSIP U date. Contract Description Contractor Cost % Complete WL-1 & 3 Porter— Hamestring &Old Wire— GreggOscar Renda $ 7,186,957 100% WL-2 North St— Poplar—GreggGravity Line T-G Excavating $ 4,433,820 100% WL-4 GreggAve— Hamestring LS Gravity Line Oscar Renda $ 10,970,164 100% WL-5 Force Mains Hamestrin —West Plant Gamey Const $ 4,752,287 100% WL-6 Hamestring Lift Station Brasfield & Gorrie $ 7,082,133 100% WL-7 GreggAve Lift Station Crossland Heavy $ 1,527,000 100% WL-9a Tieover-Critical Items OMI $ 65,000 100% WL-9 Tieover- Non Critical Items Goodwin&Goodwin $ 1,546,400 63% WL-10 Farmington Gravity Line Redford Const $ 335,967 100% WL-10a Farmington Gravity Line In Town Portion Gamey Const $ 1,664,231 5% WL-11 Farmington Force Main Garney Const $ 1,367,314 100% WL-12 Farmington Lift Station JL Br son $ 1,703,216 100% EP-1 Noland Wet Weather Improvements Wilson Brothers $ 1,336,886 100% EL-1 Mally Wa non Lift Station and Force Main Gamey Const $ 1,398,357 100% EL-2 Happy Hollow—Noland WWTP 42" Gravity Rosetta Const $ 10,464,082 100% EL-3&5 Razorback- Happy Hollow 36/42" Gravity S J Louis Const $ 5,253,795 49% EP-2 Noland WWTP Renovation Archer Western $ 14,836,631 100% EP-3 Noland WWTP Aeration, Clarifier Work Crossland Heavy $ 2,439,646 56.3% EP-4 Noland WWTP Oxygen Injection BluelnGreen $ 66,460 100% BIO-1 Biosolids Solar Drying In Design BIO-2 Biosolids Thermal Drying In Design WP-1b Broyles Road Construction Crowder Const $ 3,826,874 100% BWD-1 Geos ntec Consultin Geos ntec $ 199,883 100% WP-21b Wetlands Mitigation, WWTP Site Multi le Contractors $ 3,297 100% WP&L BP West Side WL-6 &WP-3 BackupPower PowerSecure $ 1,986,897 100% WP-3 Elec Electric Line Relocation, Broyles Rd Ozarks Electric $ 264,818 100% WP-3 I West Side WWTP Construction Brasfield &Gorrie $ 60,936,574 100% Project is substantially complete, meaning the work can be used to execute its mission. a. Biosolids Handling design is underway. This project was submitted for stimulus funding. b. WL-10a Change Order 1 with Garvey Const for$10,000.00 is attached. WL-10a builds the 11,133' Farmington gravity sewer line. This change order removes the old lift station adjacent to the Farmington City Park that has been replaced by the new lift station # 12 downstream. If not removed, the old station will become a significant safety hazard. The cost share is below. Change Fayetteville Farmington Fayetteville Farmington Order Fayetteville Farmington Contingency Contingency Contingency Contingency Amount Share Share Before CO Before CO After CO After CO $10,000.00 $1,973.30 $8,026.70 $33,000.00 $166,000.00 $31,026.70 $157,973.30 W&S committee agenda 18May09 a e ev le Y WATER/SEWER COMMITTEE AGENDA c. EP-3 Change Order 2 with Crossland Heavy Contractors for$24,542.65 for Noland WWTP improvements is attached. This Change Order includes (1) replacement of masonry at South Operations Building due to water leakage behind the wall, which damaged brick; (2) replacement of additional electrical equipment at the aeration basin to prevent future problems with the electrical system at this basin; and (3) a time extension request due to adverse weather conditions and unforeseen conflicts with existing buried electrical duct bank. This project is the last of four WSIP contracts at Noland, and could not be completed until the West Side WWTP became operational. d. WSIP Construction Schedule & Cost Update will be distributed at meeting. 3. Highway 265 Water/Sewer Relocations and 36" Water Line design work is being executed by McClelland Consulting Engineers. Easement acquisition is underway for the Township portion of this work. The first phase of construction, the 36" water line on Township between Crossover and Old Wire Road is expected to be bid in June or early July. Bond funds should be available the first week of June. 4. Sanitary Sewer Rehabilitation Project Update. a. Insituform Sewer Pipe Lining Term Contract 2009 work is being identified and designed. The work will probably be executed in late summer. The CIPP process involves lining existing sewer pipes with a new pipe that saves digging, costs less than traditional dig and replace work, and essentially installs a new water tight pipe within the existing pipeline. Under this work order, approximately 9,000' of pipe can be essentially replaced. b. Minisystems 5, 6, 13A, 20 and 32 sanitary sewer evaluation study (SSES)flow monitoring, inspecting approximately 810 manholes and 175,000 feet of sewer mains preliminary report is being reviewed by staff. The work identified within this report was submitted for stimulus funding approval as well as for 2009 STAG funding. 5. Stormwater Utility Feasibility Study is being developed by staff. This study will address all aspects of developing and operating a stormwater utility study. Enabling legislation and legal framework Regulatory issues including coordination and responsibilities with ADEQ and Corps of Engrs Ordinances Financing alternatives Tentative budget including operations, maintenance, capital funding, etc. Billing methodology including initial setup and long term billing Maintenance including pipelines, ditches, creeks, detention ponds, cisterns, rain barrels, etc. Divisional organizational structure, lines of authority, etc. Water monitoring/sampling points, flow monitoring Development and plan review Long term and capital planning Engineering/planning Public education including web, initial utility creation information, continuing information and education 6. Utilities Capital Management Team information packet recommending establishment of an in- house utilities capital design and management team, with a cost savings budget adjustment reducing the budget by $250,000, is attached. This team capitalized on the savings realized in engineering and construction costs in the WSIP execution, reduces the requirement for contracted consulting engineers in future capital work, and increases effectiveness of in-house and contracted construction. The cost savings using the in-house project team will range from $333,000 - $680,000 per year. In 2004 the Water/Sewer Committee and City Council approved the concept of the in- house Water and Wastewater team, intending to phase in the three positions over three years. The first position was a staff engineer, approved in the 2005 budget and filled by Shannon Jones. The two additional positions were included in the 2008 Water and Sewer Rate Study, with both positions W&S committee agenda I8May09 a e eville Y WATER/SEWER COMMITTEE AGENDA budgeted as full time starting in July 2008. This staffing increase was deferred until work resumed in full on non-WSIP capital work. Staff requests this be approved for forwarding for City Council approval. 7. Wastewater Treatment Management Contract expires at the end of 2009. Staff is developing a request for proposal which will include a detailed scope of work. The schedule is: July Advertise RFP August/September Open proposals, interview, negotiate contract October Award contract November/December Transition to new contract 8. A_Special City Council Meeting is planned for Tuesday, June 9 2009, 5:30, room 219, following the Agenda Session, to address the Mt. Sequoyah water pressure plane storage issue. 9. Water/Sewer Committee Meeting is planned for Tuesday, June 23 2009, 5:30, room 326. Attachments: 2.b. WL-10a Change Order 1 2.c. EP-3 Change Order 2 6. Utilities Project Management Team Packet 2.d. WSIP Construction Schedule & Cost Update (to be distributed at meeting) W&S committee agenda I8MayO9 • 2.b. WL-10a Change Order 1 ayeevl le nn xe usns CONTRACT REVIEW MEMO To: Mayor Lioneld Jordan Thru: Don Marr, Chief of Staff From: David Jurgens, Utilities Department Director Fayetteville Water and Sewer Committee Date: April 28, 2009 Subject: Approval of Fayetteville's portion of the Cost Share of Change Order I to the Purchase Order to Farmington for the Construction Contract with Gamey Construction, for$1,973.30, for construction of the Farmington Gravity Sewer Line, WSIP Subproject WL-10a RECOMMENDATION Staff recommends approval of Fayetteville's portion of the cost share of Change Order I to the purchase order to Farmington for the construction contract with Gamey Construction, for$1,973.30 for construction of the Farmington Gravity Sewer Line, WSIP Subproject WL-I Oa. BACKGROUND This project involves constructing roughly 1 1,133 linear feet of 8 - 21" gravity sewer main and 23 new 4-foot diameter manholes mostly by open cut construction. The line is being installed along Farmington Branch through the length of Farmington from Double Springs Road to the eastern City limits. The new lift station# 12 at the confluence of Goose Creek and Farmington Branch, to which this pipe carries water, was placed in service in March, 2009, DISCUSSION This change order, for $10,000, provides for removing the old lift station# 12 adjacent to the Farmington City Park. If not removed, the lift station will become a significant safety hazard. The lift station has been replaced by the new lift station # 12 further downstream. ANRC has approved the change order; RJN, the Engineer, recommends approval of the change order. The cost share between Farmington and Fayetteville is below. Change Fayetteville Farmington Fayetteville Farmington Order Fayetteville Farmington Contingency Contingency Contingency Contingency Amount Share Share Before CO Before CO After CO After CO $10,000.00 $1,973.30 $8,026.70 $33,000.00 $166,000.00 $31,026.70 $157,973.30 BUDGET IMPACT Shown above. WLl10a CO1CCMemo22Api09 2.b. WL-10a Change Order 1 Change Order No. I Page 1 I 1 CONTRACT CHANGE ORDER Contract Schedule Section Date 4/16/2009 ANRC Project No.: 00584-CWRLF Owner Project No.: WL-I OA Project Name: Farmington Gravity Main Location: Farmington,Arkansas Owner: City of Farmington Contractor: Gainey Conti uction,Inc. Address: 354 West Main Address: 1333 NW Vivon Road Farmington,Arkansas 72730 Kansas City, Mo. 64118 THE FOLLOWING CHANGES ARE HEREBY AMENDED INTO THE CONTRACT PLANS AND SPECIFICATIONS: ITEM#1 DESCRIPTION DECREASE INCREASE I Demolish Lift Station at Double Springs Road north of Ecology Drive $10,000.00 TOTAL DECREASE AMOUNT $0.00 TOTAL INCREASE AMOUNT1 $10,000.00 Net Amount This ChanLe Orderl $10,000.00 ENGINEERS FINAL. CHANGE TO CONTRACT AMOUNT: 'TOTAL AMOUNTELIGIBLE AMOUNT Original Contract AmOmtt $1,664,213.00 $1,664,231.00 Total Previous Change Order(s) $0,00 $0.00 Net Amount This Change Order $10,0K00 $10,000.00 TOTAL CONTRACT AMOUNT TO DA'L'E $1,674,231.00 $1,674.213.00 CI1ANGE TO CONTRACT COMPLETION DATE: Original Completion Date 7-Jan-10 Previous Adjusted Completion Date n/a (Increase)(Decrease)This Change Order 0 Calendar Days NEW CONTRACT COMPLETION DATE' 7-Jan-10 RECOMMENDED: RJN GROUP g neer BY: Laz ,� ,�� 1'�� � _ `//r //0f Signanu'ef -- Title Date ACCEPTED: GAR 3 CONST UCTION, INC. C r ctor BY: Signature Ti le Date APPROVED: CITY OF FARMINGTON Owner Sienature nle Date 2.c. EP-3 Change Order 2 TayewAA$ CONTRACT REVIEW MEMO To: Mayor Lioneld Jordan Thru: Don Marr, Chief of Staff From: David Jurgens, Utilities Department Director Fayetteville Water and Sewer Committee Date: April 30, 2009 Subject: Approval of Change Order 2 Order to Construction Contract with Crossland Heavy Contractors, in the amount of$24,542.65 for Noland Wastewater Treatment Plant improvements, WSIP Subproject EP-3 RECOMMENDATION Staff recommends approval of Change Order 2 Order to Construction Contract with Crossland Heavy Contractors, in the amount of$24,542.65 for Noland Wastewater Treatment Plant improvements, WSIP Subproject EP-3. BACKGROUND This project includes the installation of denitrification pumps, non-potable water pumps, final clarifier drives, structural repairs, roofing replacement and other miscellaneous improvements at the Noland Wastewater Treatment Plant. This is the final of four WSIP contracts to be executed at Noland. The majority of this work could not be completed prior to the West Side WWTP becoming fully operational. DISCUSSION Change Order 2, in the amount of$24,542.65, involves three items: (1) replacement of masonry at South Operations Building due to water leakage behind the wall, which damaged brick; (2) replacement of additional electrical equipment at the aeration basin to prevent future problems with the electrical system at this basin; and (3) a time extension request due to adverse weather conditions and unforeseen conflicts with existing buried electrical duct bank. Black and Veatch, the Engineer, recommends approval of this change order. BUDGET IMPACT This change order uses $24,542.65 of the remaining$214,653.25 contingency, and creates a 10-day change in the contract time. A balance of$190,110.60 will remain in the approved project contingency after this change order. EP-3 CO2 CCMemo 23AprO9 2.c. EP-3 Change Order 2 CHANGE ORDER Faye evi Project Number: EP-3 ARKANSAS Contract Title: Noland WWTP Improvements Change Order No 2 Date of Issuance December 18,2008 TO CONTRACTOR:Crossland Neaw Contractors,Inc. ORDINANCE NO:/RESOLUTION NO: The Contract is changed as follows: EFFECTIVE Item CO2-1. Replacement of Masonry at South Operations Building Initiated by:Contractor Due to unforeseen conditions,the masonry surrounding the windows on the northeast side of the South Operations Building will need to be replaced, This brick in this area was severely damaged due to water leakage behind this wall. In order to property install the new windows and storefronts in this wall,the surrounding brick should be removed and replaced. This change results in an increase of$6,981.15 in Contract Price.This will result in no change to the Contract Times. Item CO2.2. Replacement ofAdditional Electrical Eoviument at Aeration Basin. Initiated by:Contractor At the recommendation of the Contractor,existing sealtites and OCAL fittings located on top of the existing Aeration Basin are to be removed and replaced. After the removal of the wire to thejunction box,the electrical subcontractor discovered that the scaltites and OCAL fittings located on top of the Aeration Basin were in poor condition. new items need to be replaced to prevent future problems with the electrical system at the basin, This change results in an increase of$17,561.50 in Contract Price.This will result In no change to the Contract Times. Item CO2-3, Time Extension Reouest, Initiated by:Contractor The Contractor requested a time extension for days when adverse weather conditions created site conditions not conducive to performing work considered on the critical path of the project. From December 2008 to January 2009,there were 5 additional working lost to adverse weather from what was anticipated in these months. This change represents an increase in Contract of 5 calendar days. This change represents no change in Contract Price. Item CO2-4. Time Extension Reouest, Initiated by:Contractor 'Phe Contractor requested a time extension due to unforeseen conditions at the site during in the installation of the electrical duct bank and non-potable waterline. Conflicts with existing buried electrical duct bank cause a delay to the critical path of the Project, This change represents an increase in Contract of 5 calendar days, This change represents no change in Contract Price. Not valid until signed by the Owner. The original Contract Price was ....................................................................................................$ 2,439,646.00 Net change by previously authorized Change Orders .....................................................................$ 29.346.75 The Contract Price prior to this Change Order was .......................................................................$ 2,468,92_2.75 The Contract Price will be(X increased)(LI decreased)(O unchanged)by .................I....",.........$ 24.542 65 The new Contract Price including this Change Order will be ........................................................$_2,493,535 40 00940 change order 2 00940- 1 Project No. 135045 2.c. EP-3 Change Order 2 The Contract Times will be(X increased)(O decreased)(Q unchanged)by.................................( 10 1 days Required dale of Substantial Completion as of the date of this Change Order therefore is ............. June 9,2009 NOTE: This summary does not reflect changes in the Contract Price or Contract Times which have been authorized by Work Change Directives not incorporated in this or previous Change Orders. BIOLLI� c ENG EE 113 © ..., -')DATE CONTR C zi a� BY ATE I certify there is a balance otherwise unencumbered to the credit of the appropriation to which the above amount is chargeable, and a cash balance otherwise unencumbered in the treasury to the credit of the fund from which payment is to be made,each sufficient to meet the above obligation. Distribution: O 01 mor(4) Cl Contractor 0 Engincer 00940-CHANGE ORDER FORM 00940-2 ayeeyle 6. Utilities Project Mgt Team Packet City Council Meeting of June 2, 2009 CITY COUNCIL AGENDA MEMO To: Fayetteville City Council Thru: Mayor Lioneld Jordan Fayetteville Water and Sewer Committee Don Marr, Chief of Staff From: David Jurgens, P.E. Utilities Director J Date: May 14, 2009 Subject: Approval of two employee positions for project design and management of Utilities Department projects, and approval of a cost reduction budget adjustment of$250,000 RECOMMENDATION Fayetteville City Administration recommends approval of two employee positions for project design and management of Utilities Department projects, and approval of a cost reduction budget adjustment of$250,000. BACKGROUND In 2004 the Water/Sewer Committee and City Council approved the concept of an in-house Water and Wastewater project design and management team as this team could execute many projects in-house, resulting in a significant cost savings over hiring consultants for the work. This technique had proven itself in Engineering, where in-house designs have been completed for many projects, some constructed by in-house crews (Trails, Transportation) and others completed through contract construction. The intent for the Water/Sewer team was to phase in the positions over three years. The first position was a staff engineer, approved in the 2005 budget and filled by Shannon Jones. The two additional positions were included in the 2008 Water and Sewer Rate Study, with both positions budgeted as full time starting in July 2008. With management changes in 2005 and moving WSIP program management in-house in 2006, many water and wastewater capital projects were deferred, as was the continued development of the project design and management team. DISCUSSION As WSIP projects are reaching completion and normal capital work is resuming, now is the time to establish this team. Capital funding with Water and Sewer revenues, impact fees, and grants are projected at an average of$5.5 million per year through at least the next five years. This does not include funding from WSIP, American Recovery and Reinvestment Act (stimulus bill), W/S bond funds, and street bond funds (used for W/S relocations). With this $5.5 million annual capital program, the savings using the in-house project team will range from $333,000 - $680,000 per year. Savings for all funding sources will be greater when execution is optimized for each project. Samples of savings already realized as well as projected future savings are below. Cost Savings To Date ➢ Savings proven in WSIP for design, construction management, and within the construction contracts themselves: • $1,173,474 saved using in-house team instead of contracted program management; WWW Design Team Staffing Request CCMemoJun09 aye ev le 6. Utilities Project Mgt Team Packet City Council Meeting of June 2, 2009 • $947,298 cost reduction change order to MWY West Side WWTP design contract; • WSIP team functioned at 43.5% of approved budget, $326,526 spent of$750,000 approved; • WSIP team savings due in part to filling only two of the three approved positions; ➢ To date, 18 of 19 WSIP construction contracts have been completed below approved funding. Future Cost Savings ➢ Team adoption will result in immediate budget reduction of$250,000. ➢ These two positions were included in rate design in approved 2008 W/S Rate Study, page 4-3. ➢ Annual savings is from $333,000 - $680,000 in next four years even with minimal capital work. Missions (1) in-house design and construction management for water/sewer, WSIP, & other projects; (2) manage and provide quality assurance (QA/QC) for Utilities Department contracted projects; (3) provide hands-on QA/QC for the wastewater treatment operations contract (rebids this year); (4) develop specialized requests for proposal as required (as did for ice storm &mulch removal); (5) perform other Utility and City duties as required, providing expertise to all departments. (6) develop and maintain standardized specifications; and Benefits To City ➢ Saves money by optimizing in-house versus outsourced design and contract supervision. ➢ Increases public service with rapid City response to public calls and complaints. ➢ WSIP biosolids project cost estimates based on in-house design and construction management. These costs will increase if consultants have to be hired. ➢ Enhances public communication due to intimate, day to day staff involvement in projects. ➢ Saves time and significantly increases responsiveness to changing demands and short turnaround opportunities (i.e., stimulus projects, ice storm RFP's and contracts, etc.)by reducing the Engineering selection and Council approval process. ➢ Provides better overwatch on the City's most expensive assets (wastewater treatment plants) and increases City involvement in decision making regarding W WTP operations. ➢ Reduces expenses for tasks such as Water/Sewer Committee minutes. ➢ Reduces other staff overhead by eliminating selection committees. BUDGET IMPACT A budget adjustment reducing the approved Water and Sewer Capital Budget by $250,000 is attached; these funds will be returned to the W/S fund balance. This team will result in a net annual savings exceeding$250,000 per year. The team will be budgeted through a Water/Sewer program, with most funding allocated to supported projects. Thus, if the work is funded by water and sewer revenues, impact fees, or sales tax, that appropriate fund will be used to reimburse team expenses. WWW Design Team Staffing Request CCMemoJun09 City of Fayetteville,Arkansas Budget Adjustment Form 6. Utilities Project Mgt Team Packet Budget Year Department: Operations Date Requested Adjustment Number Division: Water& Wastewater Director 2009 Program: WSIP Project Management 5/8/2009 Project or Item Added/Increased: Project or Item Deleted/Reduced: Capital Management Team Program, Mt Sequoyah W/S System Upgrade Project and Sanitary Sewer Rehabilitation Project. Justification of this Increase: Justification of this Decrease: Funds are needed to set up the Capital Management The capital project accounts that are being reduced to set Team program. This team would execute in-house up the Captial Management Team Program are reflecting design and construction management for appropriate the cost savings already realized by utiliting some in-house projects in the Utilities Department along with other Utility design and construction management by the WSIP Project Department duties as required. This program would Mangement Team. save the city monies by optimizing in-house versus contract design and contract supervision on capital projects. Increase Budget Account Name Account Number Amount Project Number See Attached Detail Decrease Budget Account Name Account Number Amount Project Number Approval Signatures Budget&Research Use Only Type: A B C D E Budget Director Date Requested By Department Director Date General Ledger Date Finance Director Date Posted to General Ledger Chief of Staff Date Initial Date Posted to Project Accounting Mayor _ Date Initial Date 6. 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