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.
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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.
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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
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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
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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
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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