Loading...
HomeMy WebLinkAbout77-03 RESOLUTIONa RESOLUTION NO. 11-03 0 A RESOLUTION TO APPROVE AN OUT -OF -SCOPE AMENDMENT WITH OPERATIONS MANAGEMENT INTERNATIONAL, INC. IN THE AMOUNT OF $250,000.00 TO UPGRADE THE SEWER LIFT STATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas approves the out -of -scope amendment pursuant to the terms specified in the October 1, 2002 letter to Greg Boettcher from Billy Ammons in the amount of $250,000.00 for the upgrade of the Hamestring Sewer Lift Station pursuant to section 2.26 of the existing contract. f,E PASSED and APPROVED this the 201h day of May, 2003. t'� I ,�•�` ���, APPROVED: ss B y DAN COODY, M r w ATTEST: By: M�1 Sondra Smith, City Clerk :J • OM1 June 2, 2003 Greg Boettcher Public Works Director 113 West Mountain Fayetteville, AR Dear Mr. Boettcher: • OMI, Inc. 9193 South Jamaica Street Suite <00 Eng'ewood. CO $0112 Moiling Address' PO Box 6607 Englewood. CO 80155 Tel 303.740.0019 Fax 303.740.7061 In accordance with section 2.26 of our Agreement, OMI, Inc. would be pleased to provide the necessary professional services to modify an existing lift station owned by the City of Fayetteville, Arkansas, and to perforin inspection of the sewer force main responsible for conveyance between the lift station to be modified and the "downstream" receiving lift station. The lift station is physically located at 2034 N. County Road 877 and more generally known as the Hamestring Creek Lift Station. The modification effort is intended to increase the lift station's pumped flow capacity by installation of a third pump and additional wet well. ' The force main inspection portion of this Scope entails inspection of the sewer force main at judiciously selected locations including points of directional change and other locations where engineering concerns deem necessary. Specifically, the Scope of Work includes the following: A. Providing or causing to be provided: I. Engineering design services necessary to effect design of all structural modifications required under the Engineer's proposal, 2. Engineering inspection and evaluation services of the force main as necessary, with all required excavation and replacement of soil to be performed by the City's Water and Sewer division, 3. Construction services necessary to implement the Engineer's design, 4. Acquisition and installation of required pump and its appurtenances, 5. Acquisition and installation of all associated electrical devices, conduit, and wiring, 6. Integration of new pump into the existing SCADA system, 7. Modification of the electrical service feed capacity to the lift station to accommodate addition load, if necessary, 8. Removal of all construction debris and restoration of the landscape to near pre - construction conditions, 0 Greg Boettcher Page 2 6/2/2003 0 9. Provision of an assessment of the current pump capacities at the receiving lift station located at Porter Road and Hatfield Street. The assessment will be provided to the engineering firm responsible for the design of the lift station modifications to insure the receiving lift station's capacity has been considered in the project's design, and, 10. Project management and construction oversight services necessary to coordinate and deliver the project. This scope specifically excludes services necessary to improve, reinforce, repair, or modify any section, part, or appurtenance of the force main. Every effort will be made to execute this Scope with minimal disruption of service to the function of the collection system. OMI proposes to provide the above at our cost plus 18%, as per our agreement. The total cost to the City of Fayetteville shall not exceed 5250,000 without further approval. OMI expects to complete the work within six months following an approved start date and will invoice the City for 1/6th of the total approved amount of $250,000 per month beginning the I u of the month following execution of this letter. Upon completion of this task, OMI will provide the City of Fayetteville with a detailed list of expenses and a rebate of any monies not expended. All other terms and conditions of our Agreement remain in full force and effect. If these terms are acceptable, please have the Mayor sign two copies of this agreement letter and return one fully executed copy to me. As always, we appreciate the opportunity to work in partnership with you and the City of Fayetteville. Sincerely, Billy L. Ammons, Project Manager Both Parties indicate their approval of the above services by their signature below. signature Dan Coody Mayor City of Fayetteville, ArkaC Date: Authorized sign ture E.I.orr orbes Executive Vice President of Project Delivery Operations Management International, Inc. I 0 NAME OF FILE: Resolution No. 77-03 w/Out-of-Scope Amendment CROSS REFERENCE: Item # Date Document 1 05/06/03 Res. 77-03 w/Out-of-Scope Amendment 2 05/08/03 staff review form draft resolution memo to City Council copy of two maps letter to Boettcher from RJN Group copy of memo to OMI 3 06/11/03 jcopy of memo to Greg Boettcher NOTES: FAYETTEVItLE THE CITY Of FAYETTEVILLE A[I(ANSAS DEPARTMENTAL CORRESPONDENCE To: Greg Boettcher Water & Wastewater From: Clarice Buffalohead-Pearman City Clerk's Division Date: 6/11/2003 Re: Resolution No. 77-03 Attached hereto is a copy of the above resolution passed May 20, 2003, by the City Council. The letter agreement is signed by the mayor and will be filed as Exhibit A attached to the above resolution. These items will be microfilmed and recorded with the city clerk's office. If anything else is needed please let the city clerk's office know. /cbp Attachment(s) cc: Nancy Smith, Internal Auditor Description Comments: Budget Manager Accounting Manager City Attorney Purchasing Manager ADA Coordinator Internal Auditor Grants Coordinator • Staff Review Form - Page 2 0 Meeting Date Reference Comments: 0 • RESOLUTION NO. A RESOLUTION TO APPROVE AN OUT -OF -SCOPE AMENDMENT WITH OPERATIONS MANAGEMENT INTERNATIONAL, INC. IN THE AMOUNT OF $250,000.00 TO UPGRADE THE HAMSTRING SEWER LIFT STATION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas approves the out -of -scope amendment pursuant to the terms specified in the October 1, 2002 letter to Greg Boettcher from Billy Ammons in the amount of $250,000.00 for the upgrade of the Hamstring Sewer Lift Station pursuant to section 2.26 of the existing contract. PASSED and APPROVED this the 20th day of May, 2003. APPROVED: DRAFT By: DAN COODY, Mayor ATTEST: By: Sondra Smith, City Clerk FA YETTEVILLE THE CITY OF FA YETTE VILLE, ARKANSAS WATER AND WASTEWATER DIVISION DEPARTMENTAL CORRESPONDENCE TO: Fayetteville City Council THRU: Dan Coody, Mayor of Fayetteville Hugh Earnest 4 Z049 FROM: Greg Boettcher, P.E. Water & Wastewater Director DATE: April 30, 2003 RE: Wastewater Treatment Plant Operations Contract Operations Management International, Inc. Out -of -Scope Services — Hamestring Station BACKGROUND The Arkansas Department of Health has become increasingly concerned over the frequency and magnitude of wet weather overflows at municipal sewage pumping stations. Such emphasis has impacted the cities of Farmington and Elkins in recent months. When this focus included the Hamestring Lift Station, as a result of the normal ADH plan review, the city administration also became concerned over the impacts of growth and development in the sewer system sub -basin. Growth and development in the Hamestring lift station's service area (west of 1-540 along Wedington Drive) has been relatively intense, causing concerns over the adequacy of the lift station capacity for the short-term needs of this sub -system. Accordingly, a technical analysis of the service area growth and the lift station capacity was performed by RJN Group, said report being finalized in March of 2003. In essence this report has confirmed suspicions that the demands of this service area have the potential to overload the existing wastewater pumping station, causing the threat of dry weather overflows. While this pollution hazard is not immediate, it is a situation that requires prompt attention. As the owners and operator of a wastewater system, Fayetteville is obligated to sustain the facilities in an operable condition and to maintain adequate service capacity for the customer demands. The correction of the Hamestring Lift Station capacity problem is a functional responsibility that must be addressed. The Technical Memorandum by RJN Group titled "Hamestring Lift Station, Interim Overflow Elimination", evaluated several alternative strategies to correct this forthcoming capacity shortfall. These alternatives ranged from a cost of $3 million for sewer rehabilitation, $1.7 million for force main replacement and S0.18 million for installation of an upgraded pumping system. This lowest construction cost alternative, with cost allowances for engineering design (20%), supervisory control and data acquisition (SCADA) equipment (S7,000.00), backup pump control equipment ($25,000.00) and contingencies (15%) represents a project cost of approximately S256,000.00. The most expedient and economical approach to this wastewater system need is the installation of the new higher capacity pumping unit. This alternative can be implemented using the direct services of OMI under our current contract, with OMI being responsible for all equipment purchases, construction, electrical, force main investigation, SCADA installation, coordination of operations and start-up. Under the current contract terms, the City may authorize OMI to perform such work by an out -of -scope task order. In essence, this approach involves the authorization of OMI to proceed with all necessary activities and to furnish a direct cost accounting. The margin provided to OMI for administration and management is a net overwrite of 18% as per the agreement terms. Due to OMI's access to national purchasing contracts and economics of direct contracting, it is expected that the project can be completed for less than proposed $250,000.00 out -of -scope task budget. The performance of the Hamestring Lift Station improvements using this methodology will not require a budget adjustment, as the funding can he secured from the current budgeted amount in the lift station maintenance account. The Water and Wastewater Operations were aware of the potential needs for the Hamestring Lift Station upgrading and minimized, to the greatest intent possible, lift station expenditures to plan for this forthcoming expense. A lesser scale of improvement to the Hamestring Lift Station was deferred in 2002 consisting of the purchase of a backup Icad pumping unit, said cost being approximately 525,000.00. This deferred purchase helps offset the $250,000.00 budget for the out -of -scope work. The key components of the out -of -scope task order included: • Provide excess capacity for 3,000 single family equivalents, approximately 1,300 of which arc platted but not occupied within the lift station service area • Execute an out -of -scope agreement with OMI under the current contract, in the amount of $250,000.00 to fund the out -of -scope work • Install new large pumping unit, variable speed pump controls, new wet well, piping connections, valving, force main connection, electric service, SCADA equipment, expose/inspect force main condition and blowing and start-up unit. 2 The benefits that will accrue to the citizens of Fayetteville include: ■ Responsible wastewater system management, providing capacity to serve needs ■ Improved lift station reliability • Reduced wet weather overflow frequency and volumes ■ Overall improvement in lift station functions due to improved cycle times increasing pump motor life. • Pump and motor controls can be salvaged at end of interim period for other system applications • Improved lift station reliability by the addition of another pumping unit This out of scope contract amendment is associated with the Fayetteville Vision 2020 Guiding Principles listed below: 1. Naturally Beautiful City: Our Mountains and Hills, Our Creeks, Our Open Greenspaces 2. Well maintained City Infrastructure and Facilities This action protects the quality of water in our steams by reducing the potentials, frequency and magnitude of lift station bypasses at the Hamestring facility. Maintenance of public infrastructure requires a combination of operability and the continued provision of sufficient capacity is necessary to properly maintain the municipal wastewater system. RECOMMENDATIONS To provide for the proper and responsible management of the Fayetteville Wastewater System it is recommended that the Fayetteville City Council approve an out -of -scope contract amendment with Operations Management International for $250,000.00. The fiscal year 2003 budgeting process coupled with the fiscal year 2002 cost deference has provided necessary funding in the lift station maintenance and replacement account to complete this improvement. This activity was reviewed and approved by the Fayetteville Water and Sewer Committee on April 29. 2003. it r I' :t .1 • \I. e ' 1 c. C w.� ♦ it . .o\ { 1 , • nay (\f • 1 �iT � , I C� "1 (A . 'h� •..�. 1 IAI. , {1 1.'... ! � f LFf I I\\�...13.i`. m.ul.' _ _ •r I 1 L 1 — 1. I . _ Jt T• f _ .� ' I \_ •I ' Z—�� I `.Y I 1 it I Y I I � l yf•Y 1 f'� � f 4J r 1 I d�1! f Iv :'r' \ I •..l'' ..� r..i 1' , 1 � I •G` ( ,lI ~\q it ^ J .I � s `.� Ia.VI I .•.} I f \ ., (n t 7 - _ f ti ill i. v 1 V— 1-r taml 7 nii_U i i � 1i: •. F ! f .. ♦ f 1 f •I l:id ., • .y\ / f„ d'i �1 d) ,Jl'. • -, \ -- :' • z u 4 `.4i" eft l , S 1 1 ♦ \ 11 { ( I J O i. ...__. • .v .JJ- JJ F - 1. 77-t• i V •1 .(j• i I r i :.' e ! 1[I 1� ' 1, a V ♦ I I t ' /J •-`; _ 4s / is LLB W Q I Presented to ('I"I'Y O1I FAYETTEVILLE, ARKANSAS HAMESTRING LIFT STATION INTERIM OVERFLOW ELIMINATION TECHNICAL MEMORANDUM DATE: March 2003 Prepared by RJN Group, Inc 12 160 Abrams Road, Suitt 206 Dallas, Texas 75243 rjndallas(u≥rjn.com 12160 Abrams Road, Suite 206 Dallas, TX 75243 972.437.4300 Consulting and Technology Services Mr. Greg Boettcher, P.E. Water and Wastewater Director City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 Subject: Technical Memorandum Hamestring Lift Station Assessment March 31, 2003 Dear Mr. Boettcher: fax 972.437.2707 www.rjn.com RJN Group Inc. is pleased to submit the attached assessment of the Hamestring Lift Station. The assessment of the lift station addresses the reduction of overflows at the lift station for current wet weather flows and projected flows through the year 2005. It is assumed for the basis of recommendations that this is an interim measure to eliminate overflows during a 1 -year/60-minute design storm. The lift station is scheduled to be replaced as part of the Wastewater System Improvements planned for implementation by 2005. It appears that the cost effective solution to resolve overflows at Hamestring is the addition of a large pump and wet well at an estimated construction cost of $180,000. This does present concerns over the condition of the force main and the hydraulic impacts of increasing the flow in the main over 2 times current conditions. Assuming that the existing cast iron main is in reasonably good shape, other issues such as water hammer effects and securing joints can be addressed in the design. If the main is in poor condition, the addition of the large pump may cause more problems than it solves. As part of the design of the pump improvements, an assessment of the force main will be required to confirm that it will be adequate for the additional flow. We appreciate the opportunity to provide this analysis for the City of Fayetteville. If you have questions or concerns, please contact Hugh Kelso or me at (972) 437-4300 or mmckay@An.com. Sincerely, RJN GROUP, INC. "611 Michael G. McKay, P.E. U I I • • La :: Executive Summary A large portion of the northwest side of the City of Fayetteville's wastewater collection system flows into the Hamestring Lift Station. Originally designed for a design flow of 550 gallons per minute in the early 1970s and expanded to 800 gallons per minute in the late 1980s, the station provides adequate capacity to meet dry weather wastewater flows. Unfortunately, during mild to heavy rain events, flows to the station increase substantially (over 2,500 gallons per minute), potentially causing wastewater overflows at the lift station. This report investigates several interim solutions to reduce the probability of overflows at the lift station. These measures are temporary in nature since the future west side wastewater collection system and plant improvements will resolve issues with overflows at the Hamestring Lift Station. The following options were investigated to reduce the overflow potential at Hamestring Lift Station • Addition of a new pump to meet wet weather flows (with and without • additional storage) • Addition of new storage without new pumps • Rehabilitation of the upstream collection system to minimize rainfall impacts • Replacement of the existing force main with minimal pumping improvements The most cost effective temporary solution is the addition of a new pump and additional storage for an estimated construction cost of $180,000. This provides both additional capacity to address wet weather flow as well as providing a 50 percent increase in dry weather flow capacity at the lift station. This additional dry weather capacity equates to an increase of nearly 3,000 residential units in the basin (based on a firm capacity of 1,200 gpm). This significantly exceeds the current 2006 flow projections. It is also recommended that these improvements be constructed as soon as possible, since there have been between four and six overflows per year for the past three years at the site. It is anticipated that these improvements could be in place by late summer, 2003. I I I I I 9.17 'I AGREEMENT for OPERATIONS, MAINTENANCE AND MANAGEMENT SERVICES for the CITY OF FAYEPrEVILLE. ARKANSAS T1SS AGREEMENT is made on this IQL day of MIL.. 1994 ,between City of Fayetteville (hereinafter Owner'), whose address for any formal notice is 113 West Mountain, Fayetteville, Arkansas 72701 and Operations Management International, Inc., (hereinafter OM1") with offices at Englewood, Colorado, whose address for any formal notice is 5299 ETC Blvd., Suite 1200, Englewood, Colorado 80111-3333. 1. GENERAL 1.1 All definitions of words or phrases used in this Agreement are contained in Appendix A. 1.2 All grounds, facilities, equipment, and vehicles now owned by Owner or acquired by Owner shall remain the property of Owner. 1.3 This Agreement shall be governed by and interpreted in accordance with the laws of the State of Arkansas and venue shall be in Washington County, Arkansas. 1.4 This Agreement shall be binding upon the successors and assigns of each of the parties, but neither party will assign this Agreement without the prior writes consent of the other party. Consent shall not be unreasonably withheld. 13 All notices shall be in writing and transmitted by certified mail to the address noted above. • • I rl 1 1 1 1 r 1• 1 .1 1 '/ rrll rl • 1� \ 1 •/ -rl �1 1 1 \ 1 -1 • 1 \ Ilr '/ -N11e• ,1 '/1 _\ \ 1 1 11 41 .1 r -1 1 h 1 1 r 1 I Y •1. 11• r•1 _. 1 \ •-\ rl • 1 • -YI-\ • . \ • rl \ •\ J \ 1 9.20 • 0 2,23 Verify the capacity and efficiency of each pump in the sewage pump stations in year one (1) of the contract and to repeat the operation once every three (3) years thereafter. 2.24 Travel expenses and labor to provide visits and consultation with regulatory agencies for all items within the scope of this contract. 2.25 Provide recommendations for Capital Improvements with a schedule for improve- ments and expenditures within thirty (30) days of contract renewal and in the month of January of each successive contract year. A five (5)year schedule will be presented for all capital Improvements and ten (10) year projections will be made for major improvements. These recommendations will be based on requite - menu determined from facility operations and does not include detailed engineering studies. In addition, OMI will prepare the required forms and documentation required during budget and capital improvements budget preparation time each year. OW shall meet deadlines as set forth in the budget and CIP preparation manual. Except for the improvements requiring an engineering study, the follow- ing will be included for each project X46 Ot,1-of. pgp(t Rte _______ • Improvement needed • Justification of improvements • Cost of improvements • My projected increase or decrease in O&M costs created by the Project • Proposed expenditure schedule • Proposed capital recovery schedule . of eul�termination U — � 2.26 Perform other services that are incidental to the Scope of Services upon written ' notification by Owner. Such services will be invoiced to Owner at OMI's Cost plus eighteenpercent (1816). 2,27 Provide Owner with oral and wntten reports as requested. 2,28 Operate and maintain all existing wastewater lift station facilities including build- ings and grounds. However, maintenance of inlet and outlet pipeworhs shall tenth - tat at the wall of lift station. Should the owner add in excess of Six (6) additional • lift stations a corresponding change of scope would be negotiated. 2.29 OW will comply with present and future, federal, state and local laws in • performing their obligations under the terms of this agreement. • October I, 2002 Greg Boettcher Public Works Director 113 West Mountain Fayetteville, AR Dear Mr. Boettcher: In accordance with section 2.26 of our Agreement, OMI would be pleased to provide the necessary professional services to modify an existing lift station owned by the City of Fayetteville, Arkansas, and to perform inspection of the sewer force main responsible for conveyance between the lift station to be modified and the "downstream" receiving lift station. The lift station is physically located at 2034 N. County Road 877 and more generally known as the Hamestring Creek Lift Station. The modification effort is intended to increase the lift station's pumped flow capacity by installation of a third pump and additional wet well. The force main inspection portion of this Scope entails inspection of the sewer force main at judiciously selected locations including points of directional change and other locations where engineering concerns deem necessary. Specifically, the Scope of Work includes the following: A. Providing or causing to be provided: 1. Engineering design services necessary to effect design of all structural modifications required under the Engineer's proposal, 2. Engineering inspection and evaluation services of the force main as necessary, with all required excavation and replacement of soil to be performed by the City's Water and Sewer division, 3. Construction services necessary to implement the Engineer's design, 4. Acquisition and installation of required pump and its appurtenances,. 5. Acquisition and installation of all associated electrical devices, conduit, and wiring, 6. Integration of new pump into the existing SCADA system, 7. Modification of the electrical service feed capacity to the lift station to accommodate addition load, if necessary, 8. Removal of all construction debris and restoration of the landscape to near pre -construction conditions, 9. Provision of an assessment of the current pump capacities at the receiving lift station located at Porter Road and Hatfield Street. The assessment will be provided to the engineering firm responsible for the design of the lift station modifications to insure the receiving lift station's capacity has been considered in the project's design, and, 10. Project management and construction oversight services necessary to coordinate and deliver the project. t • • This scope specifically excludes services necessary to improve, reinforce, repair, or modify any section, part, or appurtenance of the force main. Every effort will be made to execute this Scope with minimal disruption of service to the function of the collection system. OMI proposes to provide the above at our cost plus 18%, as per our agreement. The total cost to the City of Fayetteville shall not exceed $250,000 without further approval. OMI expects to complete the work within six months following an approved start date and will invoice the City for 1/6th of the total approved amount of $250,000.00 per month beginning the I° of the month following execution of this letter. Upon completion of this task, OMI will provide the City of Fayetteville with a detailed list of expenses and a rebate of any monies not expended. All other terms and conditions of our Agreement remain in full force and effect. If these terms are acceptable, please have the Mayor sign two copies of this agreement letter and return one fully executed copy to me. As always, we appreciate the opportunity to work in partnership with you and the City of Fayetteville. Sincerely, Billy L. Ammons, Project Manager Both Parties indicate their approval of the above services by their signature below. Authorized signature Dan Coody Mayor City of Fayetteville, Arkansas Date: Authorized signature Edward F. Forbes, Jr. Executive Vice President of Project Delivery Operations Management International • FA YETTEVILLE THE CITY OF FA YETTEVILLE, ARKANSAS WATER AND WASTEWATER DIVISION DEPARTMENTAL CORRESPONDENCE TO: COPY: FROM: DATE: RE: OMI Sondra Smith (original), Hugh Earnest, David Jurgens, Tim Conklin Greg Boettcher, P.E. Water & Wastewater Director June 4, 2003 Hamestring Lift Station Upgrade OMI-Out-of-Scope Agreement Attached please find the executed original agreement for the Hamestring Lift Station Improvements as approved by the Fayetteville City Council at its May 20, 2003 meeting. Please proceed with the necessary work to implement this facility improvement. • X AGENDA REQUEST • STAFF REVIEW FORM Res. 77-0) l z CONTRACT REVIEW GRANT REVIEW For the Fayetteville City Council Meeting of: May 20.2003 FROM: • Greg Boettcher Water & Wastewater Water/Wastewater-Wastewater Treatment Name Division Department ACTION REQUIRED: A resolution approving an out -of -scope contract amendment with Operations Management International, for the upgrading of the Hamestring Lift Station as per the Technical Memorandum recommendation of March 2003 by RJN Group. Existing OMI contract amount for fiscal year 2003 to be increased by $250,000.00, funds to be allocated from lift station repair and maintenance line item. No budget adjustment necessary as costs were anticipated in 2003. COST TO CITY: $250,000.00 Cost of this request 5400-5800-5400-00 Account Number 02068.1 $ 332,803.00 Water/Sewer-Wastewater Treatment 11,608.80 Funds Used to Date Program Category / Project Name Wastewater Treatment Improvement Program / Project Category Name $ 321,194.20 Water and Sewer Project Number Remaining Balance Fund Name BUDGET REVI W: X Budgeted Item Budget Adjustment Attached Budget Manager Date CONTRACT/GRANT/LEASE REVIEW: '774Anita 4atPkz.. Ace nting Mana r JDate 4j S o3 City Attorney Date STAFF RECOMMENDATION: Divisio Hea dG� A Date Depart en.t Director Date Fina ce & Internal Services Dir. Date 1-6-aP Date toDate .515(O3 Internal ditor Date Purchasing Manager Cross Reference New Item: Yes Previous Ord/Res=: Orig. Contract Date Orig. Contract Number Date Rec'd in Mayor's Office No