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WATER POLLUTION CONTROL INFRASTRUCTURE REPORT AND MASTER PLAN ~. Jones Edmunds & roNS~~ciaJ!fJm~JFA SHORT FORM CONTRACT BETWEEN CLIENT AND ENGINEER Jones, Edmunds & Associates, Inc. (JEA) (Engineer) 324 S. Hyde Park Avenue, Suite 250 . Tampa, FL 33606 Phone: (813) 258-0703. Fax (813) 254-6860 Website: www.ionesedmunds.com Return Contract to: Jones, Edmunds & Associates, Inc., ATIN: Contracts Management, 730 N.E. Waldo Road, Building A, Gainesville, FL 32641 Client (Show Street Address and Zip Code) City of Clearwater 100 S. Myrtle Avenue, #220 P. O. Box 4748 Clearwater, FL 33758-4748 Attn: Mr. Robert Fahey Date Ma 29, 2003 Page of 29 1. Scope of Work and Schedule: See Attachments A and B. Price (Check Appropriate Box) D Fixed Price: $ 2. Attachments: ~ Time & Materials: $ 340,136 Attachment A - Scope of Services Attachment B - Schedule Attachment C - Proposed Outline Phase I Infrastructure Assessment Report Attachment D - Proposed Outline Phase II Master Plan Report Attachment E - Compensation Rate Schedule Attachment F - Breakdown of Engineering Costs 3. Documents Incorporated by Reference: None. Authorization and acceptance of this Contract includes acceptance ofthe terms above, including all attachments, the terms and conditions printed on the reverse side, and all documents incorporated by reference. Terms of Payment: 0.00 % upon signature of Contract. Invoices net 30 days from date of invoice; interest at 1.5% per month applied to all overdue balances beginning 30 days from date of invoice. This Short Form Contract is subject to the terms and conditions appearing on the reverse side hereof, including provisions limiting remedies and disclaiming warranties. Authorized: (Client): Ci ofclearwate;~ Accepted (Engineer): Signature: Name: Title: Signature: Name: Title: C:\DOCUMENTS AND SETTINGS\LFREESE\LOCAL SETTINGS\TEMPORARY INTERNET FILES\OLK2\JEA-SF CONTRACT.DOC Version: 060298 DJ_I;;.O-OO (I) TERMS AND CONDITIONS Short Form Contract Between Client and Engineer 1. Method of Payment: Monthly, Engineer will invoice Client for all Services rendered during the previous month. Invoices will be due within 30 days after receipt. Any unpaid charges will draw interest at the lesser of 1.5% per month or the highest rate allowed by law, commencing 30 days after date of invoice. Client shall notifY Engineer in writing of any disputed amount within 15 days after date of invoice; otherwise, all invoice charges are agreed to be acceptable. Should it be necessary for Engineer to initiate collection procedures for unpaid charges, the cost of such procedures will be added to the amount due Engineer from Client. Fixed price contracts will be invoiced on a percent complete basis. 2. Permit Assistance: Client shall assist Engineer in obtaining all necessary governmental permits and/or approvals required for the performance of the Services. Engineer's obligations hereunder are specifically subject to the issuance of all such permits and/or approvals. 3. Standard of Care: The Services will be performed for the exclusive benefit of Client. The Services shall be conducted by Engineer consistent with that level of care and skill ordinarily exercised by the engineering and consulting professions in the same locale acting under similar circumstances and conditions. Exceot as set forth herein Ene.ineer makes no other reoresentation. e.uarantee. or warranty. express or imolied. in fact or bv law. whether of merchantability. fitness for anv oarticular purpose or otherwise concernine. anv of the services which mav be furnished bv Ene.ineer to Client. 4. Deliverables: All deliverables, including, but not limited to, any and all reports, drawings, plans, designs, and specifications prepared by Engineer hereunder shall become Client's property upon final payment for Engineer's Services. Engineer shall retain copies of all deliverables. Deliverables may not be used or reused by Client, its employees, agents, or subcontractors on any extension of the project or on any other project without the prior written consent of Engineer, which consent will not be unreasonably withheld. 5. Limitation on the Scope of Services: Client acknowledges that Engineer has not had any role in generating, treating, storing, or disposing of hazardous or toxic substances, pollutants, and contaminants, or other waste materials ("Waste Materials") which may be present at the Site. Any Waste Materials connected with the Services shall at no time become the property of Engineer. Nothing herein shall require Engineer to assume the status of generator, or a storage, treatment, or disposal facility as those terms as defined by the Resource Conservation and Recovery Act, or any state statute or regulation governing the generation, treatment, storage, or disposal of hazardous waste or solid waste. If Services include the transportation of Waste Materials from the Site, Engineer may evaluate and recommend possible disposal sites for Client's use. Engineer cannot accept ownership, title, or responsibility for Client's waste or responsibility for the disposal of any Waste Materials. Client agrees that it shall evaluate and "select" the proper site for treatment or disposal of its Waste Materials and shall be solely responsible therefor. Arrangements made by Engineer for treatment, storage, transport, or disposal ofany Waste Materials shall be construed as being made solely for Client's benefit and Client shall indemnifY and hold harmless Engineer against all claims, damages, losses, liability, and expenses, including attorney's fees, which arise therefrom. 6. Limitation of Liability: The liability of Engineer and its employees to the Client and all other persons and entities for damages due to acts or omissions arising out of the services furnished under this Agreement, regardless of the theory under which such damages are awarded or the type of damages awarded, shall not exceed, in the aggregate, the amount of compensation paid under this Agreement. 7. Client's Indemnification: Client shall indemnify and hold harmless Engineer and its shareholders, directors, officers, employees, and agents against all losses or claims, and costs incidental thereto (including costs of defense, settlement, and reasonable attorney's fees) which any orall of them may incur, resulting from bodily injuries (or death) to any person, damage (including loss of use) to any property, or contamination of or adverse effects on the environment, arising out of or which are in any way connected with (i) any release or threatened release of Waste Materials, or any other activity relating to the Waste Materials; (ii) the negligent acts or omissions of Client, Client's employees, agents, and subcontractors, or (iii) Client's breach of this Contract. 8. Required Disclosures by Client: Client shall provide Engineer all information which is known or readily accessible to Client which may be reasonable and/or necessary for completion of the Services by Engineer. +, 9. Force Majeure: Neither party shall be responsible for damages or delays caused by Force Majeure or other events beyond the control of the other party and which could not reasonably have been anticipated or prevented. For purposes of this Contract, Force Majeure includes, but is not limited to, adverse weather conditions, floods, epidemics, war, riot, strikes, lockouts and other industrial disturbances; unknown site conditions, accidents, sabotage, fire, loss of or failure to obtain permits, unavailability of labor, materials, fuel or services; court orders; acts of God; acts, orders, laws or regulations of the Government of the United States or the several states, or any foreign country, or any governmental agency. Should Force Ml\ieure occur, the parties shall mutually agree on the terms and conditions upon which the Services may be continued. 10. Termination: This Contract may be terminated by either party upon thirty (30) days written notice to the other party. Irrespective of which party terminates or the cause therefor, Client shall, within thirty (30) days of termination, compensate Engineer for costs incurred up to the time of termination, as well as those associated with termination and post-termination activities, such as demobilization, modifYing schedules, reassigning personnel, decontaminating and/or disposing of equipment, disposal and replacement of contaminated consumables. At any time after the total compensation payable to Engineer under this Contract exceeds $25,000, Engineer shall have the right to suspend further performance of the Services until Client and Engineer have executed a more comprehensive contract. 11. Site Access: Client grants a right of entry to the Site to Engineer, its employees, agents, and subcontractors to perform the Services. If Client does not own the Site, Client warrants that it has the permission of the owner of the Site to grant this right of entry to Engineer. If, in order to perform the Services, Engineer damages or alters a site owned by a third party, Client agrees to pay the cost of restoring the Site to its condition prior to the performance of the Services. 12. Geophysical Services: Engineer does not guarantee any specific results from sampling or analytical activity. Engineer shall not be liable for loss and/or damage to the surface or subsurface due to subsurface sampling. Engineer shall not be liable for damage to wells caused by subsurface trespass or from operational services. Client will repair or replace any equipment damaged or lost in a well unless caused by Engineer's gross negligence or willful misconduct. Recovery oflost equipment will be Client's responsibility. Engineer is not liable for the accuracy of copies of the original logs or for recommendations based on such copies. Engineer will provide professional interpretation and recommendations if requested in writing. Engineer shall not be responsible for obtaining permits or permission to log a well on a Site owned by a third party. 13. Entire Contract: This Contract constitutes the entire agreement between the parties and supersedes any and all prior written or oral agreements existing between the parties. This Contract may be amended only by written instrument signed by each party. 14. Precedence: This Contract shall take precedence over any inconsistent or contradictory provisions contained in any Client-issued purchase order, requisition, notice to proceed, or like document regarding the Services. 15. Survival: All obligations arising prior to the termination of this Contract and all provisions of this Contract allocating responsibility or liability between Client and Engineer shall survive the completion of Services hereunder and the termination of this Contract. 16. Equal Employment Opportunity: If Client is required by law to obtain a pledge of compliance from Engineer in its performance of the Services under this Contract, Engineer agrees to comply with the Equal Employment Opportunity and Affirmative Action Requirements of Executive Order 11246, Section 503, of the Rehabilitation Act of 1973, and/or the Vietnam Era VeteransD Readjustment Act of 1974. 17. Governing Law: This Contract shall be governed by, construed, and interpreted in accordance with the laws of the State of Florida. C:\DOCUMENTS AND SETTINGS\LFREESE\LOCAL SETTINGS\TEMPORARY INTERNET FILES\OLK2\JEA-SF CONTRACT. DOC Version 060298 ~:;. Attachment A - Scope of Services Jones, Edmunds & Associates, Inc. (Jones Edmunds) detailed Scope of Services for completing the asset management and master planning project is proposed as two (2) phases: Phase I-Infrastructure Assessment, and Phase 2-Capital Improvements Master Plan. A proposed project schedule for Phase 1 and Phase 2 work is provided as Attachment B, with a proposed start date of July 2003, and project completion by August 2004. Phase I-Water Pollution Control Infrastructure Assessment Report The following work tasks are proposed for the Phase 1 Infrastructure Assessment: Task 1. Kick-Off Meeting: Jones Edmunds will develop a kickoff meeting agenda and distribute one week prior to scheduled meeting date. We will submit a list of required A WTF data, reports, drawings and other information required so the City staff can begin to assemble prior to the meeting. Key members of the Jones Edmunds project team will attend the project kickoff meeting, including the Project Manager (Tom Friedrich), Officer In-Charge (Mike Strully), Wastewater Discipline Manager (Steve Yeats), Asset Inventory Team Leader (Buck Osteen) and the Regulatory Compliance Discipline Manager (Bob White). Key items to be discussed at the meeting include the City's vision and critical success factors for the project, schedule, and lines of communication. Meeting minutes and an overall Project Plan will be prepared and distributed within one week following the meeting. Task 2. Data Gathering and Evaluation: This phase of the project involves obtaining and evaluating existing wastewater facility data, reports, and facility record drawings. This includes O&M performance reports, past feasibility reports, recently completed, on- going, and proposed capital improvement projects, and past master planning and/or growth projection and related facility expansion documents. The major work tasks to be included under this phase include the following: A. Current Flows, Loads & Performance. Establish current flows and loads, and plant effluent quality for each of the three (3) A WTFs based on the last two-years of plant data, to establish current performance for each facility. B. Growth Pro' ections & Future Flows and Loads. C. Summary & Review of On-Going & Proposed Projects & Past Reports. Prepare a summary of on going and proposed capital improvement projects (CIPs) at each A WTF based on discussions with the City and review of past , ' reports and related documents. A summaryof the history and decisions for implementing ,each CIP, _~_I '. " ,. ',', .'" . will also be prepared. D. Summary of Anticipated Regulatory Impacts. A summary of State and Federal Regulations that may"" impact the City's wastewater facilities over the next 1 O-years will be prepared based on input from senior project team members involved with regulatory permitting committees, and discussions with FDEP (SWD and Tallahassee) and EP A Regional Directors. This includes but is not limited to water quality based effluent regulations, TMDLs, NPDES, WET, and biosolids disposal regulations. The impacts of various regulations will be evaluated and summarized for each of the City's A WTFs, and evaluated under the alternatives analysis and the Cost-Benefit evaluation section of the report. In addition, the potential impacts of EPA's regulatory initiative of ''Nutrient Trading" in west-Central Florida will be investigated. E. Task 3. Review Meeting No.1: The purpose of this first meeting is to review the initial findings of the data gathering phase and discuss summaries of background information, plant performance, proposed projects, regional projects and anticipated regulatory impacts with the City to receive input and confirm accuracy. The projections for future plant flows and loads will be reviewed and discussed with City staff to obtain agreement on IO-year flow and load projections. Meeting minutes will be prepared and distributed within one-week following the meeting. Ten (10) copies of the following draft sections of the infrastructure assessment report will be submitted to the City for review and comment within 30 days of the Review Meeting as follows: Chapters 1,2,3,4 and 5 (See Attachment C for Proposed Report Outline). Task 4. Water Pollution Control Infrastructure Assessments: This phase of the project involves plant performance evaluations and plant inventory and assessment of the existing equipment, unit treatment processes, structures, facilities, plant operations and maintenance practices, and facility management and staffing at each of three A WTFs. The major work tasks to be conducted are as follows: ~ ' A. Workshops-Plant Operability & Maintenance Issues. Three (3) one-day workshops will be conducted at each of the A WTFs with lead operators, plant and maintenance staff to identify and develop an understanding of operations and maintenance issues at each facility that may be limiting facility performance. Performance limiting factors will be divided into four areas: design, maintenance, administration and operation. These workshops will allow one-on-one interaction and discussion between plant operations and maintenance personnel and engineering assessment project team. Maintenance issues will be discussed to understand allocation of resources and budgets, and provide information necessary for development of a maintenance management plan for all three facilities. The results from each facility workshop will be documented for input into the report. B. Plant Management & Staffing Evaluation. Jones Edmunds will interview lead operators, management staff, and conduct "operator shadowing" to develop a detailed understanding of current staff operations and management procedures. This information will be summarized for each facility, and reviewed with the lead operators and lead coordinator to confirm current staffing and management systems, and to make recommendations for improvements or changes, and relate findings to improving facility operations. C. Compliance Management Workshop. A workshop will be conducted with lead operators, staff, laboratory staff, lead coordinator, and management staff to discuss procedures and systems for implementing a centralized compliance management system for all three (3) A WTFs. Outcome of the workshop will be a set of recommended systems and procedures for maintaining effluent discharge compliance at each facility, and maintaining the data in a centralized digital file for centralized access and monitoring. The advantages and disadvantages of various software and database management systems will be discussed. D. Asset Inventory & Conditions Assessment. This work will be completed by a multi-disci lin team of en ineers specializing in the fields of wastewater, The same team of specialists will be utilized at each facility for consistent and complete evaluations. The goal of this sub-task is to determine if the major unit treatment processes and associated facilities are adequate, marginal, or inadequate for current and future operations, and required performance. Ten (10) copies of an interim summary report will be produced for each facility for review and discussion with City staff. The interim report will include a summary of equipment, structures and facilities, and identify those factors at each facility that limit plant performance, operations, compliance and maintenance. The limitin factors will be rioritized by ma nitude of adverse effects. Task 5. Review Meeting No.2: The purpose of this review meeting is to discuss the results of the infrastructure assessment work tasks outlined above, and receive input from City staff to expand and/or modify initial results. Meeting minutes will be prepared and distributed within one week following the meeting. Ten (10) copies of a draft of Chapter 6 of the infrastructure assessment report will be completed and distributed within 30-days following this meeting. Task 6. Wastewater Treatment Facility Upgrade Alternatives: Equipment and facility rehabilitation, upgrades, replacement, or abandonment will be evaluated, based on results of the infrastructure and conditions assessments, future regulatory constraints, and identification of performance limiting factors. Alternative unit treatment operations and facility upgrades will be identified and evaluated as follows: A. Equipment and Facilities Cost Evaluation. The major equipment, unit processes, and facilities summarized and evaluated in Task 5, will be evaluated to determine costs of rehabilitation, upgrade, replacement and abandonment. This analysis will be performed for major unit treatment processes or equipment that were identified as deficient (performance limiting), or that are key to current and future operations. B. Alternative Treatment Options. Jones Edmunds will identify alternative treatment upgrades and operations modifications based on identified deficiencies and performance limiting factors. This initial list of alternatives will be extensive and may include options that are not feasible for the City's current facilities. The purpose of this phase is to identify feasible alternatives for further evaluation during the pre-screening evaluation phase. c. Workshop Pre-Screening Evaluation of Alternatives. The purpose of this workshop is to pre-screen alternative treatment options, based on evaluation criteria developed with City staff. The evaluation criteria may include issues such as reliability, ease of operation, relative capital and O&M costs, regulatory compliance, etc. The outcome of this workshop will be a list of feasible alternatives for detailed evaluation. D. Develop Selected Alternatives for Detailed Evaluation. The feasible alternatives selected for detailed evaluation in the pre-screening workshop will be developed for each of the representative A WTFs. This will include a "planning level" basis of design and estimates of probable construction and operation and maintenance costs for each alternative. E. Cost-Benefit Analysis. A Cost-Benefit analysis will be conducted for the alternatives selected for detailed evaluation, including operations and maintenance improvements, to identify the recommended facility upgrades, based on cost as well as compliance and related benefits. Task 7. Review Meeting No.3: The purpose of this meeting is to discuss the results of the cost-benefit evaluations for alternative wastewater upgrade alternatives, and recommended upgrades, and receive input from City staff. Meeting minutes will be prepared and distributed within one-week following the meeting. Ten (10) copies of a draft of Chapter 7 of the Infrastructure Assessment Report will be completed and submitted to the City within 30 days following this meeting. Task 8. Prioritized Capital Improvements for Years 1, 2 and 3: Jones Edmunds will prepare a prioritized list of the capital improvement projects (CIP) that are recommended for implementation in the first three (3) years of the IO-year CIP. The prioritized CIP will include budget estimates of capital costs for each alternative, inflated to mid-point of construction. This prioritized CIP will be submitted to the City at the beginning of March 2003 to allow incorporation into upcoming years' budget planning. Task 9. Infrastructure Assessment Re ort: Task 10. Review Meeting No.4: The purpose of this meeting will be to receive City and Peer Review Consultant comments on the draft infrastructure assessment report to allow revisions and corrections prior to final submission to the City. Comments to the draft infrastructure assessment report will be addressed, and copies of the final report will be submitted to the City. Phase 2- Master Plan Report The I 0- Year Master Plan Report for the City will incorporate existing, planned and recommended projects determined in the Infrastructure Assessment Report for the City's three A WTFs. The major work tasks include the following: Task 1. Capital Improvement Plan: The Capital Improvement Plan will incorporate the following scope of work: A. Coordination with Burton & Associates on Rate Structure & CIP. A. Workshop to Prioritize A WTF Recommended Improvements. A workshop with City staff will be conducted to prioritize the existing and recommended capital improvement projects over the 10-year planning period, based on need, facility compliance, and other constraints established for these facilities during the project evaluations. Options for operational, as well as capital improvements and phasing of projects will be discussed to determine the most feasible approach to achieve the City's wastewater goals. B. Development of Computer Model of Capital Improvement Program. Jones Edmunds will develop a computer model of the capital improvement program to allow the City to easily model alternate capital improvement scenarios following the initial completion of the 10-year capital improvement plan. As issues and priorities change, the CIP will be able to be modified to determine if a new priority should be addressed under the current rate structure and financing. The model will be developed in available software such as Microsoft Excel, to allow the City to use the model for future planning and decision-making purposes. C. Cost Avoidance Opportunities. Cost avoidance opportunities created by introduction of a new technology, or modification or improvement to an existing process, or elimination of a facility or unit process will be identified and discussed in this section of the report. Task 2. Master Plan Report Preparation: Eight (8) copies of the draft version of the Master Plan Report incorporating the identified work tasks listed above will be provided to the City and Peer Review Consultant for review and comment. Task 3. Review Meeting No.5: The purpose of this meeting will be to receive the comments on the draft master plan report and computer model to facilitate revisions prior to final submission to the City. Comments to the draft master plan report will be addressed, and copies of the final report will be submitted to the City. Deliverables: Jones Edmunds will submit eight (8) copies of the draft reports, and twelve (12) copies of the final reports for the Water Pollution Control Infrastructure Assessment Report and Master Plan Report. Two (2) digital copies (on computer disk) of each report will also be submitted. A digital copy (on computer disk) of the computer model for the capital improvement program will also be provided to the City of Clearwater. Coordination with Peer Review Consultant: Jones Edmunds has budgeted for the following level of effort for coordination with the Peer Review Consultant: Task 1 - Kick-off Meeting, Task 5 - A WTF Upgrade Alternatives, Task 10 - Draft Infrastructure Assessment Report, Task 11 - Draft 10- Y ear Master Plan Report. Three (3) copies of deliverables for each task listed above will be provided to Peer Review Consultant. Presentations & Public Meetin2:s: Jones Edmunds has budgeted attendance at one (1) public City Council Meeting, and will prepare required presentations, graphics and handouts for meeting. Up to forty (40) copies of handouts will be provided. Proiect Mana2:ement & Reportin2:: Jones Edmunds' project manager will attend monthly meetings with the City's project manager to provide an update on project status, identify potential roadblocks in progress, and discuss projected work tasks and milestones anticipated in the upcoming month. A one-page monthly project status report will also be submitted identifying work completed and budget expended, along with monthly invoice. Coordination Meetin2:s with Burton & Associates: Four (4) meetings with Burton & Associates have been budgeted as follows: Kick-off Meeting in Phase 1, Meeting to Review Prioritized CIP (Task 8), and two (2) meetings in Phase 2 for implementation of overall CIP with existing rate structure. Contin2:encv: A budgeted contingency allowance of 10% has been included to allow the City to authorize Jones Edmunds to complete evaluations or other work tasks not identified in our Scope of Services. Schedule: Attachment B outlines the proposed 12-month project schedule, including meetings and deliverables. Attachment B Proposed Project Schedule Infrastructure Assessment and Capital Improvements Implementation Master Plan City of Clearwater, Florida MAJOR WORK TASKS START FINISH 2003 2004 JUL I AUG SEP OCT NOV DEC JAN FEB MAR APR MAY JUN JUL AUG PHASE 1-WATER POLLUTION CONTROL INFRASTRUCTURE ASSESSMENT TASK 1. KICK.()FF MEETING 7/01/03 7/01/03 ~ TASK 2. AWTF DATA GATHERING & EVALUATION 7/01/03 8/11/03 . Current Flows, Loads & Plant Performance 7/14/03 7/28103 ~ . Growth ProJecUons & Future Flows & Loads 7/14103 8/11/03 . Summary & Review of On-Golng & Proposed Projects & Past Reports 7/01/03 8/04103 . Summary of AntIcipated Regulatory Impacts 7/14/03 8111/03 . Summa";' of Reolonsl Prolects & Potential Teamln.. ARanaements 7/01/03 8/11/03 TASK 3. REVIEW MEETING WITH CITY 8/13/03 8/13103 ..a.. . D..ft Cha....... 1. 2. 3. 4 &. Infrastructure Assessment Reoort 9113103 9/13103 . TASK 4. WATER POLLUTION CONTROL INFRASTRUCTURE ASSESSMENTS . Northea.t AWTF 9/08/03 9/12/03 . . Workahop Plant Ope..blllty & Maintenance . Asset Inventory & Conditions Ass..ment . Plant Management & Stalflng Evaluation . Marshall Street AWTF 911 &/03 9119103 . . Workahop Plant Ope..blllty & Maintenance . Asset Inventory & Conditions Assessment . Plant Management & Stalflng Evaluation . ea.t AWTF 9122/03 9/26/03 . - Workahop Plant Ope..blllty & Maintenance - Asset Inventory & Condition. Assessment . Plant Management & Stalflng Evaluation . Conduct Compliance Management Workahop 1011/03 1011/03 " . Summarize Inf..structure Assessment 9128/03 10/24/03 - TASK &. REVIEW MEETING NO.2 11/0&103 1110&/03 . Ill. . . D..ft Ch~;;;';r 6 . Infrastructure Assessment Re....rt 12/&103 12/&103 TASK 8. WASTEWATER TREATMENT FACIUTY UPGRAOE ALTERNATIVES . Alternative Treabnent Options (All 3 Plantal 11/10103 12/19/03 ~ . Workahop Pre-Screenlng Evaluation of Alternative. (All 3 Planla J 1107/04 1/07/04 . Develop Selectsd Alternatives for Detailed Evaluation 1108/04 2/11/04 . Recommended Ope..tlon & Maintenance Improvementa 1108/04 2/11/04 . Co.t-Benellt AnalYSis of A1tematlve. 1108/04 2/18/04 TASK 7. REVIEW MEETING NO.3 2/2&/04 2/2&104 4l!: . . Draft Chanter 7 - Inf..structure Asse..ment Reoort 3126/04 312&104 TASK 8. PRIORITIZED C1P /YEARS 1 2 & 31 FOR CITY BUDGET PROCESS 3/1104 4/14/04 - - TASK 9. DRAFT REPORT AWTF INFRASTRUCTURE ASSESSMENT REPORT 7/01103 3124/04 TASK 10. REVIEW MEETING NO.4 4/07/04 4/07104 ~ . Address Comments on Inf...tructure Assessment Report 4/08/04 4/28/04 . Final Report Submlsslon-Inr..structure As.essment 4128/04 4128104 -:4 PHASE 2.MASTER PLAN TASK 1. CAPITAL IMPROVEMENT PLAN -- . Coordination with Burton & Associate. on Rate Structure & CIP 311/04 4/2/04 . WorkahopoPrlorltlze AWTF Recommended Improvements 4/14104 4114/04 ... . Development of Dynamic Computer Model of Capltellmprovement Program 311 0104 6114/04 . Cost Avoidance O....ortunltle. 4/19/04 &/14104 .... TASK 2. DRAFT-l0 YEAR MASTER PLAN REPORT 1/0&/04 &/28/04 TASK 3. REVIEW MEETING NO. & 8/18/04 8/16/04 "- . Address Comments on Master Plan Report 8/17/04 7/14104 ~~ . Final Report Submission-Master Plan 7114/04 7/14104 & I <.~ <.~ <--.> 1 <. ~ <.'~ <.~ <.,'~ <.~ <.~ <.~ 1 <.'~ 1<'> <.~ 1<> -~iPA Attachment C Proposed Outline Phase I - Infrastructure Assessment Report City of Clearwater Executive Summary Chapter 1 - Introduction 1.1 Background 1.2 Purpose & Scope 1.3 City's Goals 1.4 Report Organization & Related Documents Chapter 2 - Summary of Existing Facilities & On-Going & Proposed Projects 2.1 Northeast AWTF 2.2 Marshall Street A WTF 2.3 East A WTF Chapter 3 - Wastewater Flows and Loads 3.1 Existing Wastewater Flows and Loadings 3.2 Growth Projections 3.3 Projected Wastewater Flows and Loadings Chapter 4 - Effluent Limits and A WTF Performance Requirements 4.1 Current Conditions and Plant Performance 4.2 Future Conditions/Water Quality Issues/Regulatory Issues 4.3 Anticipated Regulatory Impacts A. Biosolids Disposal B. Water Quality C. Regulatory Initiatives Chapter 5 - Regional Projects 5.1 Regional Biosolids Disposal 5.2 Wastewater Treatment Chapter 6 - Asset Inventory, Conditions Assessment & Performance Limiting Factors 6.1 Plant Operation & Maintenance Issues 6.2 Plant Management & Staffing Evaluation 6.3 Compliance Management 6.4 Assess Inventory & Conditions Assessment 6.5 Summary of Performance Limiting Factors Chapter 7 - Evaluation of Alternatives 7.1 Equipment and Facilities Cost Evaluation 7.2 Identification of Alternatives & Pre-screening Criteria 7.3 Screening and Selection of Alternatives for Detailed Evaluation 7.4 Recommended Operation & Maintenance Improvements 7.5 Detailed Evaluation of Selected Alternatives 7.6 Cost - Benefit Analysis Chapter 8 - Summary of Recommended Improvements 9.1 Introduction 9.2 Unit Processes and Facilities 9.3 Administrative, Operations and Management Systems Executive Summary Chapter 1 - Introduction 1.1 Background 1.2 Purpose & Scope Attachment 0 Proposed Outline Phase II - Master Plan Report Citv of Clearwater Chapter 2 - Summary of Capital Improvement Projects Chapter 3 - Summary of Costs ATTACHMENT E COMPENSATION RATE SCHEDULE-Jones, Edmunds & Associates, Inc. 2003 AND 2004 BILLING RATES ILABOR CATEGORY 2003 RATES 2004 RATES A vera!!:e Engineer 8 $ 162.00 $168.00 $ 165.00 Engineer 7 $ 142.00 $148.00 $ 145.00 Engineer 6 $ 129.00 $134.00 $ 131.50 Engineer 5 $ 106.00 $110.00 $ 108.00 Engineer 4 $ 90.00 $94.00 $ 92.00 Engineer 3 $ 80.00 $83.00 $ 81.50 Engineer 2 $ 69.00 $72.00 $ 70.50 Engineer 1 $ 59.00 $61.00 $ 60.00 Technician 5 $ 97.00 $101.00 $ 99.00 Technician 4 $ 77.00 $80.00 $ 78.50 Technician 3 $ 59.00 $61.00 $ 60.00 Technician 2 $ 50.00 $52.00 $ 51.00 Technician 1 $ 36.00 $37.00 $ 36.50 Administrative 5 $ 107.00 $111.00 $ 109.00 Administrative 4 $ 63.00 $66.00 $ 64.50 Administrative 3 $ 50.00 $52.00 $ 51.00 Administrative 2 $ 40.00 $42.00 $ 41.00 Administrative 1 $ 31.00 $32.00 $ 31.50 Note: 1. Reproduction costs will be billed separately without additional mark-up. 2. Costs for mileage and other travel-related expenses will not be billed to the City. HOURS FEE TOTALS TASK NO.1: PROJECT IMPLEMENTATION & KICK-OFF MEETING Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.4) (Tech. 3) (Admin. 4) SUB-TASKS $165.00 $145.00 $131.50 $92.00 $60.00 $64.50 0 $0 $0 Project Initiation, Meeting Agenda, Request for Dala. Draft Project Plan 2 20 12 12 46 $4,838 $4,838 Data Collection Forms Development 1 4 24 4 33 $3,137 $3,137 Kick-off Meeting 8 4 4 16 $2,426 $2.426 Meeting Minutes,Final Project Plan 1 4 4 9 $929 $75 $1,004 Copy City's AWTF Drawings 4 6 10 $728 $1,000 $1,728 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 10 6 32 40 6 20 114 $12,058 $1,075 $13,133 Total Fee $13,133 Attachment F Breakdown of Engineering Costs HOURS FEE TOTALS PHASE ,- INFRASTRUCTURE ASSESSMENT & Total Labor ODC's PHASE II- MASTER PLAN Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Eng.3) (Eng.2) (Tech. 5) (Tech. 3) (Admin. 4) TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $81.50 $70.50 $99.00 $60.00 $64.50 PHASE 1- INFRASTRUCTURE ASSESSMENT TASK NO.1: PROJECT IMPLEMENTATION & KICK.QFF MEETING 10 6 32 0 40 0 0 0 6 20 114 $12.056 $1.075 $13,133 TASK NO.2: DATA GATHERING, EVALUATION & SUMMARY 24 6 52 0 116 0 0 4 40 16 258 $26.168 $500 $26,668 TASK NO.3: REVIEW MEETING NO.1 AND DRAFT CHAPTERS 1 - 5 6 2 19 4 34 0 0 2 10 16 95 $9,499 $300 $9.799 TASK NO.4: INFRASTRUCTURE ASSESSMENTS 72 80 168 64 88 32 96 56 4 48 708 $78,836 $300 $79.136 TASK NO.5: REVIEW MEETING NO.2 AND DRAFT CHAPTER 6 9 3 19 4 13 0 0 0 2 12 62 $6,941 $300 $7.241 TASK NO.6: AWTF UPGRADE ALTERNATIVES 40 68 120 108 200 40 0 0 32 20 628 $68,774 $300 $69,074 TASK NO.7: REVIEW MEETING NO.3 AND DRAFT CHAPTER 7 15 9 35 24 42 0 8 2 18 17 170 $17.777 $1,000 $18,777 TASK NO.8: PRIORITIZED CIP (YEARS 1,2 & 3) 8 0 12 0 16 0 0 0 0 6 42 $4,757 $0 $4,757 TASK NO.9: INFRASTRUCTURE ASSESSMENT REPORT 2 0 8 0 20 0 0 4 16 12 62 $5,352 $1,500 $6.852 TASK NO. 10: REVIEW MEETING NO.4 AND FINAL REPORT SUBMISSIO~ 10 4 18 0 28 0 8 0 12 20 100 $9,747 $1,500 $11,247 Subtotals 2,239 $239,908 $6,775 $246,683 PHASE II- MASTER PLAN TASK NO.1: CAPITAL IMPROVEMENT PLAN 22 0 70 0 100 0 0 0 0 16 208 $23.067 $100 $23.167 TASK NO.2: DRAFT 10.YEAR MASTER PLAN REPORT 6 0 40 0 40 0 0 8 32 24 150 $14,190 $1,200 $15.390 TASK NO.3: REVIEW MEETING NO.5 & MASTER PLAN SUBMISSION 10 0 18 0 22 0 8 0 12 12 82 $8,099 $2.000 $10.099 Sublotala 440 $45,356 $3,300 $48,656 PROJECT MANAGEMENT & PUBLIC MEETING 0 0 100 0 0 0 0 0 16 141 130 $15,013 $250 $15,263 Totals I 2361 1781 7111 2041 759 721 1201 761 2001 2531 2,8091 $300,277 1 $10.325 1 Total Fee wtthout Contingency 1 $310,602 Contingency (10%) $29,534 Total Fee with Contlngency $340,136 HOURS FEE TOTALS TASK NO.2: DATA GATHERING, EVALUATION & SUMMARY Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.4) (Tech. 5) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $92.00 $99.00 $60.00 $64.50 0 $0 $0 Data Collection, Develop Site Plans & Flow Schematics for Each AWTF 1 2 8 40 4 30 2 87 $7,512 $500 $8,012 Current Flows. Loads & Plant Performance (Last 2-Years) 2 8 16 2 28 $2,983 $2,983 Growth Projections & Future Flows and Loads 2 0 4 16 2 24 $2,457 $2,457 Review & Summary of On-Going & Proposed Projects at Each AWTF 1 8 8 10 6 33 $2,940 $2,940 Anticipated Requlatory Impacts 12 4 16 20 2 54 $6.633 $6,633 Regional Projects I Teaming Arrangements 6 8 16 2 32 $3,643 $3.643 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 24 6 52 116 4 40 16 258 $26,168 $500 $26.668 Total Fee $26,668 HOURS FEE TOTALS TASK NO.3: REVIEW MEETING NO.1 AND DRAFT CHAPTERS 1 - 5 Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Tech. 5) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $99.00 $60.00 $64.50 Agenda, Copies & Preparation for Review Meeting No. 1 1 1 4 3 9 $858 $100 $958 Review Meeting No.1 4 4 4 12 $1,618 $1,618 Meeting Minutes & Distribution 1 4 3 8 $885 $885 Draft Chapters 1,2,3,4 & 5 of Infrastructure Assessment Report 2 2 8 24 2 8 8 54 $5,074 $200 $5,274 Corrections to Draft Chapters based on City Comments 2 6 2 2 12 $1,064 $1,064 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 8 2 19 4 34 2 10 16 95 $9,499 $300 $9,799 Total Fee $9,799 HOURS FEE TOTALS TASK NO.4: INFRASTRUCTURE ASSESSMENTS Total labor ODC's Hours Cost Reoroduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Eng.3) (Eng.2) (Tech. 5) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $81.50 $70.50 $99.00 $60.00 $64.50 Internal Review Team Meeting, Preparation for WOfXshops & Assessments 8 8 16 8 8 8 8 4 12 80 $8.554 $100 $8.654 Wor1<.hop. (3) . Plant Operability & Malntenanco I..us. 24 24 24 24 4 100 $13,062 $13.062 Plant Managamant & Stafllng Evaluation (2 days at each WWTP) 6 4 8 64 4 86 $7,392 $7.392 Wor1<.hop (1) . Compllanco Managament 6 8 8 22 $3.202 $3.202 Asset Inventory, Conditions Assessment 24 24 96 48 48 24 48 4 316 $36.366 $36,366 Interim Asset Inventory Summary Report & Database Summary 4 12 16 8 8 32 24 104 $10,260 $200 $10,460 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 72 80 168 64 88 32 96 56 4 48 708 $78,836 $300 $79,136 Total Fae $79.136 HOURS FEE TOTALS TASK NO.5: REVIEW MEETING NO.2 AND DRAFT CHAPTER 6 Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Eng.2) (Tech. 5) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $70.50 $99.00 $60.00 $64.50 Agenda, Copies & Preparation for Review Meeting NO.2 1 1 4 4 10 $923 $100 $1.023 Review Meeting NO.2 4 4 4 12 $1,618 $1,618 Meeting Minutes & Distribution 1 4 3 8 $885 $885 Draft Chapter 6 of Inffastructure Assessment Report & Distribution 2 2 8 5 3 20 $2,326 $200 $2,526 Corrections to Draft Chapter 6 based on City Comments 1 1 2 4 2 2 12 $1.190 $1,190 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 9 3 19 4 13 0 0 2 12 62 $6,941 $300 $7.241 Total Fee $7,241 HOURS FEE TOTALS . TASK NO.6: AWTF UPGRADE ALTERNATIVES Total Labor ODC's Hours Cost ReprodudJon (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Eng.3) (Tech. 3)I(Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $81.50 $60.00 $64.50 Equipment and Facility Cost Evaluations (From Asset Inventory) 4 20 24 40 80 40 4 212 $21,914 $100 $22,014 Alternative Treatment Options 20 24 20 20 16 6 106 $12.917 $100 $13,017 WOrkshop Prescreenlng Evaluation of Altematives 8 8 16 8 6 46 $5.835 $5,835 Detailed Evaluation of Selected Ahematives 4 8 40 40 80 16 188 $19.720 $19,720 Cost.Benefit Analysis 4 8 20 40 4 76 $8,388 $100 $8.488 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total HounJ 40 68 120 108 200 40 321 20 628 $68.774 $300 $69,074 Total Fee r $69,074 HOURS FEE TOTALS TASK NO.7: REVIEW MEETING NO.3 AND DRAFT CHAPTER 7 Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Eng.2) (Tech. 5) (Tech. 3) (Admin. 4) SUB-TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $70.50 $99.00 $60.00 $64.50 Agenda. Copies & Preparation for Review Meeting NO.3 1 1 4 8 4 18 $1 ,403 $500 $1,903 Review Meeting NO.3 4 4 4 12 $1.618 $1.618 Meeting Minutes & Distribution 1 4 3 8 $885 $885 Draft Chapter 7 of Infrastructure Assessment Report & Distrtbution 8 8 24 20 32 8 2 8 8 118 $12.498 $500 $12,998 COtTections to Draft Chapter 7 based on CI1y Comments 1 1 2 6 2 2 14 $1.374 $1.374 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 15 9 35 24 42 8 2 18 17 170 $17,777 $1,000 $18,777 Total Fee $18,777 FEE TOTALS TASK NO.8: PRIORITIZED CIP (YEARS 1,2 & 3) Total Labor ODC's Hours Cost Reproduction (Eng. 8) (Eng. 6) (Eng.4) (Eng. 2) (Admin. 4) SUB-TASKS $165.00 $131.50 $92.00 $70.50 $64.50 0 $0 $0 Meetings with City to Reviewl Confirm Prioritized Capital Improvements 4 8 2 14 $1,841 $1,841 Prioritized CIP (Years 1, 2, 3) 4 4 16 0 4 28 $2,916 $2,916 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 8 12 16 0 6 42 $4,757 $0 $4,757 Total Fee $4,757 HOURS FEE TOTALS Total Labor ODC's Hours Cost Reproduction (Eng.6) (Eng.7) (Eng.6) (Eng.4) (Eng.3) (Admin. 4) SUB-TASKS $165.00 $145.00 $131.50 $92.00 $61.50 $64.50 0 $0 $0 Intemal Meeting to Review Recommendations 0 $0 $0 Development I Recommendations for Maintenance Plen 0 $0 $0 Development I Recommendations for Compliance Management Plan 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 0 0 0 0 0 0 0 $0 $0 $0 Total Fee $0 HOURS FEE TOTALS TASK NO.9: INFRASTRUCTURE ASSESSMENT REPORT Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Tech. 5) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $99.00 $60.00 $64.50 0 $0 $0 Draft Infrastructure Assessment Report & Distribution 2 8 20 4 16 12 62 $5,352 $1,200 $6,552 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 2 0 8 0 20 4 16 12 62 $5,352 $1,200 $6.552 Total Fee $6,552 HOURS FEE TOTALS TASK NO. 10: REVIEW MEETING NO.4 AND FINAL REPORT SUBMISSION Total Labor ODC's (INFRASTRUCTURE ASSESSMENT REPORT SUBMISSION) Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Eng.2) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $70.50 $60.00 $64.50 Agenda. Copies & Preparation for Review Meeting No.4 1 2 2 5 $557 $557 Review Meeting NO.4 4 4 4 12 $1,554 $1,554 Meeting Minutes & Distribution 1 4 4 2 11 $1,188 $1,188 Corrections to Final Infrastructure Assessment Report & Distribution 4 4 8 20 8 12 16 72 $6.448 $1,500 $7,948 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 10 4 18 0 28 8 12 20 100 $9,747 $1.500 $11,247 Total Fee $11,247 HOURS FEE TOTALS PHASE 2 TASK NO.1: CAPITAL IMPROVEMENT PLAN Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.4) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $92.00 $60.00 $64.50 Review Meetings with Burton & Associates (4 total) 8 16 8 4 36 $4,418 $4,418 Wor1<shop with City to Priorillze Recommended AWTF Improvements 4 6 12 4 26 $2,811 $100 $2,911 Development of Computer Model of CIP Program 6 32 80 4 122 $12,816 $12,816 Evaluate & Summarize Cost-Avoidance Oppurtunlties 4 16 4 24 $3,022 $3,022 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 22 0 70 100 0 16 208 $23,067 $100 $23,167 Total Fee $23.167 HOURS FEE TOTALS PHASE 2 TASK NO.2: DRAFT 10.YEAR MASTER PLAN REPORT Total Labor OOC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Eng.5) (Eng.4) (Tech. 5) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $145.00 $131.50 $108.00 $92.00 $99.00 $60.00 $64.50 0 $0 $0 Draft 1G-Year Master Plan Report & Distribution 6 40 40 8 32 24 150 $14.190 $1,200 $15,390 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total HOUI1I 6 0 40 0 40 8 32 24 150 $14,190 $1,200 $15,390 Total Fee $15,390 I FEE TOTALS PHASE 2 I TASK NO.3: REVIEW MEETING NO.5 & MASTER PLAN SUBMISSION Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.6) (Eng.4) (Eng.2) (Tech. 3) (Admin. 4) SUB.TASKS $165.00 $131.50 $92.00 $70.50 $60.00 $64.50 Agenda. Copies & Preparation for Review Meeting No.5 1 2 2 2 7 $741 $741 Review Meeting No.5 4 4 4 12 $1,554 $1,554 Meeting Minutes & Distribution 1 4 2 7 $820 $820 Corrections to Final Master Plan & Distribution 4 8 16 8 12 8 56 $4.984 $2,000 $6,984 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 10 18 22 8 12 12 82 $8,099 $2,000 $10,099 Total Fee $10,099 ., HOURS FEE TOTALS PROJECT MANAGEMENT & PUBLIC MEETING Total Labor ODC's Hours Cost Reproduction (Eng.8) (Eng.7) (Eng.6) (Tech. 3) (Admin. 4) SUB-TASKS $165.00 $145.00 $131.50 $60.00 $64.50 0 $0 $0 Monthly Project Management (12-Months) 98 12 110 $13,661 $13,661 Public Meeting 2 16 2 20 $1,352 $250 $1,602 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 0 $0 $0 Total Hours 0 0 100 16 14 130 $15,013 $250 $15.263 Total Fee $15,263 Signature page for Jones Edmunds & Associates, Inc. Short Form Contract between Client and Engineer dated May 29,2003. (02-0101-UT) Countersigned: Approved as to form: CITY OF CLEARWATER, FLORIDA By: ~i.S..u..~......-zr William B. Horne II City Manager Attest: .~~ UU:ynlhia E. Goudea f) City Clerk