GROUNDWATER REPLENISHMENT PROGRAM - 09-0015-UT - ADDENDUM TO AGREEMENT•
ADDENDUM TO AGREEMENT FOR CONSTRUCTION OF
CONSTRUCTION OF
GROUNDWATER REPLENISHMENT PROGRAM
CITY OF CLEARWATER CONTRACT # 09- 0015 -UT
In reference to contract #09- 0015 -UT dated October 20, 2011 between City of Clearwater, the Owner, and Tetra Tech
Inc.. the Engineer of Record, it is further AGREED as follows:
1. The Owner has reserved the right to purchase certain portions of the material for the Project directly in order
to save applicable sales tax in compliance with Florida Law since owner is exempt from the payment of sales tax.
2. The attachments lettered "A ", "B ", and "C ", attached hereto (as amended by notations thereon) and
incorporated herein shall be executed by the Engineer of Record and applicable Sub - contractors and the terms thereof
shall govern the purchase of materials for the Project as determined by the Owner.
3. The contract price shall be reduced by the cost of the materials purchased by owner plus the normally
applicable sales tax as bid by the Sub - contractor even if the cost is in excess of the cost for the materials as bid by the
Sub - contractor. However, for purposes of calculating engineering fees, Sub - contractor fees, architects fees, and any
other amounts that are based on the contract amount, the original contract amount shall be used.
4. The Engineer of Record reserves the right to authorize payments for invoiced materials, prior to Owner's
authorization process, as outlined in Attachment "D ".
5. The Engineer of Record will assist Owner in owner's direct purchase of materials for the project. However,
owner acknowledges that Engineer of Record's Sub - contractors nonetheless each reserves the right to purchase
project materials directly, without Owner's prior approval and consequent power to eliminate reimbursement of sales
tax.
This addendum, upon its execution by both parties, is made an integral part of the aforementioned agreement.
CITY OF CLEARWATER:
Date: 7-1-
w :t w B, .
William B. Horne II
City Manager /Owner
ATTEST:
Rosemarie Call
City Clerk
(City's Corporate Seal)
APPROVED AS TO FIRM:
Leslie K. Dougal
Assistant City Att
ENGINEER OF "EC D:
Ar,Date: 7 d
Engineer of Record
ATTEST:
Secretary
ATTACHMENT "A"
FROM: CITY OF CLEARWATER (OWNER)
TO: TETRA TECH, INC. (ENGINEER OF RECORD)
OWNER- FURNISHED MATERIALS
PROJECT: GROUNDWATER REPLENISHMENT PROGRAM # 09- 0015 -UT
1. The Contract Price includes Florida sales and other applicable taxes for material, supplies, and equipment
which will be a part of the Engineer of Record's Work. The owner, being exempt from sales tax, reserves the right to
make direct purchases of various construction materials included in the Engineer of Record's contract. Owner -
purchasing of construction material, if selected, will be administered on a deductive Change Order basis. Additionally,
Purchase Orders will include Owner's Certificate of Exemption number.
2. The Engineer of Record shall provide the Owner a list of all intended suppliers, vendors, and material for
consideration as Owner- Furnished Materials. The Engineer of Record shall submit price quotes from the vendors, as
well as a description of the materials to be supplied, estimated quantities, and prices.
3. The Engineer of Record shall be fully responsible for all matters relating to the receipt of materials furnished
by the Owner in accordance with these Special Provisions including, but not limited to, verifying correct quantities,
verifying documents of orders in a timely manner, coordinating purchases, providing and obtaining all warranties and
guarantees required by the Contract Documents, inspection and acceptance of the goods at the time of delivery due to
the negligence of the Engineer of Record. However, the owner assumes the risk of damage or loss during the
time that the building materials are physically stored at the job site prior to their installation or incorporation
into the project. The Engineer of Record shall coordinate delivery schedules, sequence of delivery, loading
orientation, and other arrangements normally required by the Engineer of Record for the particular material furnished.
The Engineer of Record shall provide all services required for the unloading and handling of materials. The Engineer
of Record agrees to indemnify and hold harmless the Owner from any and all claims of whatever nature resulting from
non - payment of goods to suppliers arising from the action of the Engineer of Record.
4. As Owner- Furnished Materials are delivered to the job site, the Engineer of Record shall visually inspect all
shipments from the suppliers, and approve the vendor's invoice for material delivered. The Engineer of Record shall
assure that each delivery of Owner- Furnished Materials is accompanied by documentation adequate to identify the
Purchase Order against which the purchase is made. This documentation may consist of a delivery ticket and an
invoice from the supplier conforming to the Purchase Order together with such additional information as the Owner
may require. The Engineer of Record will then forward the invoice to the Owner for payment, pursuant to Attachment A
of this Contract.
5. The Engineer of Record shall insure that Owner- Furnished Materials conform to the Specifications and
determine prior to acceptance of goods at time of delivery if such materials are patently defective, and whether such
materials are identical to the materials ordered and match the description on the bill of lading. If the Engineer of Record
discovers defective or non - conformities in Owner- Furnished Materials upon such visual inspection, the Engineer of
Record shall not utilize such nonconforming or defective materials in the Engineer of Record's Work and instead shall
properly notify the Owner of the defective or nonconforming condition so that repair or replacement of those materials
can occur without undue delay or interruption to the Project. If the Engineer of Record fails to perform such inspection
and otherwise incorporates into the Engineer of Record's Work such defective or nonconforming Owner - Furnished
Materials, the condition of which it either knew or should have known by performance of an inspection, Engineer of
Record shall be responsible for all damages to the Owner, resulting from Engineer of Record's incorporation of such
materials into the Project, including liquidating or delay damages.
6. The Engineer of Record shall maintain records of all Owner- Furnished Materials it incorporates into
Engineer of Record's Work from the stock of Owner - Furnished Materials in its possession. The Engineer of Record
shall account monthly to the Owner for any Owner- Furnished Materials delivered into the Engineer of Record's
possession, indicating portions of all such materials which have been incorporated in the Engineer of Record's Work.
7. The Engineer of Record shall be responsible for obtaining and managing all warranties and guarantees for
all materials and products as required by the Contract Documents. All repair, maintenance, or damage - repair calls
shall be forwarded to the Engineer of Record for resolution with the appropriate supplier, vendor, or subcontractor.
8. Notwithstanding the transfer of Owner- Furnished Materials by the Owner to the Engineer of Record's
possession, the Owner shall retain legal and equitable title to any and all Owner- Furnished Materials.
9. The Owner shall indemnify and hold Engineer of Record harmless from any sales tax (and interest and
penalties incurred in connection therewith) in the event there is a final determination that sales made by Owner, which
Owner treats as being exempt from sales tax, are subject to sales tax. "Final determination" shall mean an
assessment by the Department of Revenue that is no longer subject to protest, or a determination of a court having
jurisdiction over such matters that is final and not subject to appeal. Engineer of Record agrees to promptly notify
owner of any audit, assessment, proposed assessment or notice of deficiency issued with regard to the Project and
relating to Owner- Furnished Materials.
10. As invoices are received, Engineer of Record shall be required to review invoices submitted by all suppliers
of Owner- Furnished Materials delivered to the Project during that delivery for use by the Engineer of Record and either
concur or object to the Owner's issuance of payment to the suppliers, based upon Engineer of Record's records of
materials delivered to the site and any defects in such materials.
11. In order to arrange for the prompt payment to the supplier, the Engineer of Record shall provide to the
Owner a listing indicating the acceptance of the goods or materials within thirty (30) days of receipt of said goods or
materials. The list shall include a copy of all applicable Purchase Orders which will include owner's Certificate of
Exemption number, invoices, delivery tickets, written acceptance of the delivered item, and such other documentation
as may be reasonably required by the Owner. The check will be released, delivered and remitted directly to the
supplier. The Engineer of Record agrees to assist the Owner to immediately obtain partial or final release or waivers as
appropriate. At the end of the Project, Engineer of Record will be provided with a deductive Change Order for the cost
incurred by the Owner to provide all Owner - Furnished Materials. Salvage materials shall be stored or removed from
the site by the Engineer of Record at the Owner's direction, or may be turned over to the Engineer of Record for
salvage or disposal at the Engineer of Record's option.
12. The Engineer of Record shall be entitled to the benefits of any discounts attributable to the early payment
of vendor invoices for materials furnished by the Owner pursuant to the Specifications.
13. The Contract between Engineer of Record and Owner is hereby amended to clarify that Owner - Furnished
Material shall be included in the Cost of the Work for the purpose of determining the Contract Sum due Engineer of
Record.
ATTACHMENT "B"
FROM: TETRA TECH, INC. (ENGINEER OF RECORD)
TO: HARN R/O SYSTEMS, INC. (SUBCONTRACTOR)
OWNER- FURNISHED MATERIALS
PROJECT: GROUNDWATER REPLENISHMENT PROGRAM # 09- 0015 -UT
1. The Contract Price includes Florida sales and other applicable taxes for material, supplies, and equipment
which will be a part of the Subcontractor's Work. The Owner, being exempt from sales tax, reserves the right to make
direct purchases of various construction materials included in the Subcontractor's contract. Owner - Purchasing of
construction material, if selected, will be administered on a deductive Change Order basis. Additionally, Purchase
Orders will include owner's Certification of Exemption number.
2. The Subcontractor shall provide the owner a list of all intended suppliers, vendors, and material for
consideration as Owner - Furnished Materials. The Subcontractor shall submit price quotes from the vendors, as well as
a description of the materials to be supplied, estimated quantities, and prices.
3. The Subcontractor shall be fully responsible for all matters relating to the receipt of materials furnished by
the Owner in accordance with these Special Provisions including, but not limited to, verifying correct quantities,
verifying documents of orders in a timely manner, coordinating purchases, providing and obtaining all warranties and
guarantees required by the Contract Documents, inspection and acceptance of the goods at the time of delivery due to
the negligence of the Subcontractor. However, the Owner assumes the risk of damage or loss during the time
that the building materials are physically stored at the job site prior to their installation or incorporation into
the project. The Subcontractor shall coordinate delivery schedules, sequence of delivery, loading orientation, and
other arrangements normally required by the Subcontractor for the particular material furnished. The Subcontractor
shall provide all services required for the unloading and handling of materials. The Subcontractor agrees to indemnify
and hold harmless the Owner from any and all claims of whatever nature resulting from non - payment of goods to
suppliers arising from the action of the Subcontractor.
4. As Owner- Furnished Materials are delivered to the job site, the Subcontractor shall visually inspect all
shipments from the suppliers, and approve the vendor's invoice for material delivered. The Subcontractor shall assure
that each delivery of Owner- Furnished Materials is accompanied by documentation adequate to identify the Purchase
Order against which the purchase is made. This documentation may consist of a delivery ticket and an invoice from the
supplier conforming to the Purchase Order together with such additional information as the Owner may require. The
Subcontractor will then forward the invoice to the Owner for payment, pursuant to Attachment "A" of this Contract.
5. The Subcontractor shall insure that Owner - Furnished Materials conform to the Specifications and determine
prior to incorporation into the Subcontractor's Work if such materials are patently defective, and whether such
materials are identical to the materials ordered and match the description on the bill of lading. If the Subcontractor
discovers defective or non - conformities in Owner - Furnished Materials upon such visual inspection, the Subcontractor
shall not utilize such nonconforming or defective materials in the Subcontractor's Work and instead shall properly notify
the Owner of the defective or nonconforming condition so that repair or replacement of those materials can occur
without undue delay or interruption to the Project. If the Engineer of Record fails to perform such inspection and
otherwise incorporates into the Subcontractor's Work such defective or nonconforming Owner - Furnished Materials, the
condition of which it either knew or should have known by performance of an inspection, Subcontractor shall be
responsible for all damages to the owner, resulting from Subcontractor's incorporation of such materials into the
Project, including liquidating or delay damages.
6. The Subcontractor shall maintain records of all owner - Furnished Materials it incorporates into
Subcontractor's Work from the stock of Owner- furnished Materials in its possession. The Subcontractor shall account
monthly to the Owner for any owner- Furnished Materials delivered into the Subcontractor's possession, indicating
portions of all such materials which have been incorporated in the Subcontractor's Work.
7. The Subcontractor shall be responsible for obtaining and managing all warranties and guarantees for all
materials and products as required by the Contract Documents. All repair, maintenance, or damage- repair calls shall
be forwarded to the Subcontractor for resolution with the appropriate supplier, vendor, or sub - subcontractor.
8. Notwithstanding the transfer of Owner - Furnished Materials by the Owner to the Subcontractor's possession,
the Owner shall retain legal and equitable title to any and all Owner- Furnished Materials.
9. The Owner shall indemnify and hold Subcontractor harmless from any sales tax (and interest and penalties
incurred in connection therewith) in the event there is a final determination that sales made by Owner, which Owner
treats as being exempt from sales tax, are subject to sales tax. "Final determination" shall mean an assessment by the
Department of Revenue that is no longer subject to protest, or a determination of a court having jurisdiction over such
matters that is final and not subject to appeal. Subcontractor agrees to promptly notify Owner of any audit,
assessment, proposed assessment or notice of deficiency issued with regard to the Project and relating to Owner -
Furnished Materials.
10. As invoices are received, Subcontractor shall be required to review invoices submitted by all suppliers of
Owner - Furnished Materials delivered to the Project during that delivery for use by the Subcontractor and either concur
or object to the Owner's issuance of payment to the suppliers, based upon Subcontractor's records of materials
delivered to the site and any defects in such materials.
11. In order to arrange for the prompt payment to the supplier, the Subcontractor shall provide to the Owner a
listing indicating the acceptance of the goods or materials within fifteen (15) days of receipt of said goods or materials.
The list shall include a copy of all applicable Purchase Orders which will include owner's Certificate of Exemption
number, invoices, delivery tickets, written acceptance of the delivered item, and such other documentation as may be
reasonably required by the Owner. The check will be released, delivered and remitted directly to the supplier. The
Subcontractor agrees to assist the Owner to immediately obtain partial or final release or waivers as appropriate. At the
end of the Project, Subcontractor will be provided with a deductive Change Order for the cost incurred by the Owner to
provide all Owner - Furnished Materials. Salvage materials shall be stored or removed from the site by the
Subcontractor at the Owner's direction, or may be turned over to the Subcontractor for salvage or disposal at the
Subcontractor's option.
FROM: TETRA TECH, INC.
TO: HARN RIO SYSTEMS, INC.
ATTACHMENT "C"
(ENGINEER OF RECORD)
(SUBCONTRACTOR)
Project GROUNDWATER REPLENISHMENT PROGRAM # 09- 0015 -UT
This project qualifies the Owner to utilize its sales tax exemption for the purchase of materials used in the project. In
order to do this, the City of Clearwater, Florida, (Owner) must pay for the materials directly. This shall be accomplished
in the following manner:
1. Subcontracts will be issued by Engineer of Record to Subcontractors in the usual manner, including sales
tax.
2. Subcontractors will prepare their material orders and forward same to Engineer of Record so that City of
Clearwater (owner) purchase orders may be placed for these materials.
3. Engineer of Record will return to the Subcontractor a copy of the City of Clearwater (owner) purchase order
on behalf of the City of Clearwater (Owner). It shall read:
To: Supplier
For: Material per attached Subcontractor order,
4. The material supplier will then bill the City of Clearwater (Owner) c/o "Subcontractor" c/o Engineer of
Record. Subcontractor will approve invoice and send to Engineer of Record who will submit same to City of
Clearwater (Owner) for payment.
5. City of Clearwater (Owner) will then pay the invoice directly and the Subcontractor will be issued a deductive
change order for the amount of the invoice plus sales tax.
It is imperative that the Subcontractor approve the invoices and forward them to Engineer of Record by the 25th of
each month for payment by the 25th. Those received after the 25th will be processed in the next month's billing cycle.
ATTACHMENT "D"
PROCEDURE FOR GENERATING SUB - CONTRACTOR DIRECT PURCHASE ORDERS FOR SALES TAX
CREDITS
1. General Engineer of Record will submit requisition for materials with vendor information required (see
vendor application form), item description, quantity if applicable, price, etc. Also included will be the sales tax savings
amount.
2. Architect will review the requisition, and forward to the project manager for approval and preparation of
electronic purchase requisition. Requisition must contain project number as well as correct account number.
3. Project Manager will then request requisition approval from the Finance Director.
4. Purchasing will issue purchase order and will mail, fax, or otherwise distribute purchase order as requested.
5. A purchase order summary report will be maintained indicating the following: purchase order number, owner
Certificate of Exemption number, vendor, total amount of P.O., total tax savings, amount previously requested, amount
of current request, and remaining balance of P.O. This report will be updated and issued with each group of payment
requests (monthly).
6. Payment requests with invoices must have receiving paperwork with authorized signatures and must be
submitted for approval as indicated below:
7. Payment authorization sequence: invoices must be submitted for approval in the following order:
a. Engineer of Record
b. Architect
c. Project Manager
d. Engineering /City Manager
e. Purchasing /for processing only
f. Finance /for processing only
PROCEDURES FOR SALES TAX SAVINGS, REQUESTS TO REQUISITION and
RECEIVING/INVOICING
CITY OF CLEARWATER
GROUNDWATER REPLENISHMENT PROGRAM
PROJECT # 09- 0015 -UT
Engineer of Record: Tetra Tech, Inc.
Addendum to Agreement for Construction:
1. See separate instructions for completing the Addendum to Agreement.
Process procedures for tax savings:
2. Completion of the Request to Requisition forms by Engineer of Record.
3. Approved by CEI. Approver(s): Robert Fahey, PE, Project Manager Original to Owner's
Representative for processing of P.O. requisition.
4. Based on Request to Requisition forms a schedule will be prepared for the City's Purchasing Manager
to reduce the Engineer of Record's P.O. by the amount of the P.O.s to the Materials Suppliers. It is
important to process as many material supplier Requests to Requisition as possible at one time
thereby reducing the amount of changes necessary to Engineer of Record's P.O. Construction
contract will not change and the sum of the P.O.s to the Materials Suppliers plus the Engineer of
Record's P.O will represent the total contract commitment. Before sending to the Purchasing
Manager, the schedule will be forwarded to the Owner's Representative, CEI and Engineer of
Record's representative for approval. We will need the e-mail address for the Engineer of
Record's & CEI's contact person(s) for this process.
5. The estimated sales tax savings for each materials requisition will be deducted from the primary lines
of Engineer of Record's P.O. A related Sales Tax Savings line for each charge code will be added to
the Engineer of Record's P.O. No changes will be made to the sales tax savings lines until all
materials are purchased, received, accepted and paid for unless additional materials purchases are
necessary.
6. Closing of the sales tax savings line on the Engineer of Record's P.O. can only be done through a
change order (Recommendation is that its done on the final C /O).
Process procedures for request to requisition forms:
1. General description is a brief recap (sewer lines and manholes; water lines; etc)
2. Engineer of Record should include their fax number as well as a contact number.
3. In the description section of the Request to Requisition include any special delivery instructions.
4. Indicate whether or not retainage is to be withheld. City's standard is 5 %.
5. Include the address where the supplier is to mail invoices.
6. Where applicable, shipping and handling costs should be listed as a line item on the request to
requisition.
7. City staff will complete the charge code line.
Procedures where a detailed line item proposal has been received from the ODP supplier:
a. On the request to requisition summarize the materials to be ordered by type of system
(stormwater, streets, water, sewer, reclaimed, etc) giving the total dollar amount per for each
system. Leave 2 line spaces between each system to allow for the addition of the City's charge
code.
b. Attach the supplier's proposal to be mailed as an attachment to the purchase order. Attachment
should include estimated quantities and types of materials. Cost information is optional.
Procedures where a detailed line item proposal is not available:
c. Provide quantities and detailed descriptions of the items to be ordered, per unit and total cost as
the City's P.O. will be sent directly to the Materials Supplier.
d. Materials on each request to requisition should be grouped in relation to the major billing line
items on Engineer of Record's P.O. Leave 2 spaces between each group, as the City will add the
appropriate charge codes.
8. The requesting official will be the Engineer of Record's official with authority to procure materials.
Engineer of Record's authorized procurer(s): _Jon Fox, Emilie Moore
9. The official approving that the materials requested meet the design specifications will be authorized
personnel from the CEI only. Authorized approvers: _Jon Fox, Emilie Moore, Jarrett Kinslow,
Stephen Glatthorn, Jennifer Roque, Dave MacNevin
NOTE: Any materials ordered by the Engineer of Record that are not included on the City's issued
purchase order or any amounts ordered that exceed the amounts on the City issued purchase
order MUST be separately ordered pursuant to a purchase order directly between the supplier and
the Engineer of Record. These materials MUST be invoiced separately from the materials supplied
pursuant to the City issued purchase order. Another option would be to submit an additional
Request to Requisition to increase the amount of the ODP purchase order for that supplier.
Process procedures for receiving and invoicing:
1. Upon receipt of materials, Engineer of Record's representative will verify the materials are in usable
condition and the quantity received.
2. The Materials Suppliers will be instructed on the City's P.O. to send their original invoice to the Engineer of
Record to the attention of _Emilie Moore
3. Engineer of Record must sign off on the invoice to approve the payment and, if no receiving report is
attached, must indicate on the invoice that all materials were received in usable condition. Any
discrepancies with the invoice are to be resolved between the Engineer of Record and the Materials
Supplier. If the invoice is in error, it can be corrected by the Engineer of Record before forwarding for
payment under the following conditions:
a. A corrected supplier's invoice can be paid up to the amount of the originally issued invoice but not
in excess of that amount.
b. None of the original data on the invoice can be obliterated. If it is the City will return the invoice
for replacement by a corrected one from the supplier.
c. If the corrections cause the invoice amount to exceed the original billed amount, the excess must
be invoiced separately by the supplier and is to have the same support documentation and/or
approvals as all other invoices to be paid.
4. Supplier invoices for retainage amounts, if any has been withheld, are not required support documentation
but must follow the approval process as all other invoices.
5. After approval the Engineer of Record will forward the original invoice and any attachments to City of
Clearwater's Owner Representative:
City of Clearwater
Engineering
Attn: Robert Fahey, PE
PO Box 4748
Clearwater, FL 33758 -4748
6. After approval and verification of the materials received the Owner's Representative will forward the
original invoice and any attachments to the appropriate City department for payment processing.
7. Steps 1 through 7 will be followed for each materials receipt and invoice.
8. Materials purchase P.O.s can be closed only upon completion of the materials acquisition and at the
approval of the Engineer of Record.
9. Upon closing of a materials purchase P.O. any unused balance will be added back to the appropriate
line(s) on Engineer of Record's P.O.
Closing of Engineer of Record's P.O.:
1. All Materials Suppliers' P.O.'s must be closed prior to the final change order and closing of the Engineer of
Record's P.O.
PUBLIC WORKS
REQUEST TO REQUISITION
STANDARD PURCHASE ORDER
General Item Description: Groundwater Replenishment Pilot Purification System
Vendor: Harn RIO Systems, Inc./ Attn: Julie Nemeth -Harn (julianemeth @ harnrosystems.c:om )
Street Address: 310 Center Court
City /State /Zip: Venice / FL / 34285 Phone No:941- 488 -9671
Receiving Location (Ship to): City of Clearwater NE Water Reclamation Facility
Street Address: 3200 SR 580
City /State /Zip: Clearwater / FL / 33761
Requested by: Tetra Tech, Inc. (Emilie Moore /Project Manager, emilie.moore @tetratech.com)
Phone Number: 727 - 709 -1705
Date Needed by: 11/1/2012
Expense Code: 0315 - 96773- 561300 - 533 - 000 -0000
Line #
Quantity
Units
($, etc.)
Detailed Description
(List shipping & handling charges, if applicable)
Price Per
Each
Total
la
1
LS
Membrane Filtration
(Ultrafiltration) Pilot
System Equipment
$132,667
$132,667
lb
1
LS
Membrane Filtration
(Ultrafiltration) Pilot
System Incidentals &
Installation
$17,333
$17,333
2a
1
LS
Reverse Osmosis Pilot System
Equipment
$94,291
$94,291
2b
1
LS
Reverse Osmosis Pilot System
Incidentals & Installation
$9,859
$9,859
3a
1
LS
Advanced Oxidation Pilot
System Equipment
Advanced Oxidation Pilot
System Incidentals &
Installation
$59,303
$16,957
$59,303
$16,957
3b
1
LS
4a
1
LS
LS
Membrane Contactor
(Deoxygenation) Pilot System
Equipment
Membrane Contactor
(Deoxygenation) Pilot System
Incidentals & Installation
$68,013
$14,928
$68,013
$14,928
4b
1
5a
1
LS
Pre - Engineered Metal Canopy
Structure Equipment
$28,717
$28,717
5b
1
LS
Pre - Engineered Metal Canopy
Structure Incidentals &
Installation
$2,237
$2,237
6
1
LS
Piping, Tanks,
Instrumentation & Controls,
$310,962
$310,962
Appendix_107959 Groundwater Replenishment Program_ODP_TetraTech_110512
10/9/2008
Dale: 7 �
/-�
Regyestin Official �_
Teci
Title and Izatlon - Engineer of Record
IC��.✓u -'� Date: 1" Z41_ t3
Approving Official
Title and Organization — C.E.I. Services
Completed forms are routed for approval to contracted C.E. &l. Firm and to Engineering. Engineering will process and provide records retention
according to City of Clearwaters Records Management Program.
Page 1 of 2
PUBLIC WORKS
REQUEST TO REQUISITION
STANDARD PURCHASE ORDER
(Continuation page)
Requested by:
Phone Number:
Date Needed by:
Expense Code:
Line #
Quantity
Units
($, etc.)
Detailed Description
(List shipping & handling charges, if applicable)
Price Per
Each
Appendix_ 07959 Groundwater Replenishment Program_ODP TetraTech_110512
1019/2008
Equipment, and all
Incidentals not covered above
7
1
LS
Additive Alternate #1 -
Metal Canopy Retractable
Vinyl Sidewalls
$6,495
$6,495
8
N/A
N/A
N/A
N/A
N/A
9
1
LS
Emergency Vehicle Turnaround
$13,388
$13,388
Amount of PO needed
$775,150
Sales Tax Savings
—
xxx.xx
5% Retainage Withheld
$40,000
Dale: 7 �
/-�
Regyestin Official �_
Teci
Title and Izatlon - Engineer of Record
IC��.✓u -'� Date: 1" Z41_ t3
Approving Official
Title and Organization — C.E.I. Services
Completed forms are routed for approval to contracted C.E. &l. Firm and to Engineering. Engineering will process and provide records retention
according to City of Clearwaters Records Management Program.
Page 1 of 2
PUBLIC WORKS
REQUEST TO REQUISITION
STANDARD PURCHASE ORDER
(Continuation page)
Requested by:
Phone Number:
Date Needed by:
Expense Code:
Line #
Quantity
Units
($, etc.)
Detailed Description
(List shipping & handling charges, if applicable)
Price Per
Each
Appendix_ 07959 Groundwater Replenishment Program_ODP TetraTech_110512
1019/2008
TETRA TECH
TETRA TECH WORK ORDER INITIATION FORM
for the CITY OF CLEARWATER
Date: August 23, 2011 Project Number:
City Project Number:
I. PROJECT TrTLE: Groundwater Replenishment Program FY2011 & 2012 —
Bench, Pilot, and Field Testing
2. SCOPE OF SERVICES:
The City of Clearwater (City) is investigating the feasibility of replenishing the aquifer
system in the City with approximately three (3) million gallons per day (mgd) of highly
purified reclaimed water. This effort is targeted to reduce the City's discharge of
reclaimed water to surface waters and mere fully utilize this water resource.
Tetra Tech will provide consulting services to the City for the Groundwater
Replenishment (GWR) Program FY2011 and FY2012 (Bench, Pilot, and Field Testing)
as outlined below. Leggette, Brashcars, and Graham. Inc. will provide the hydrogeologic
services for this project under a separate contract with the City.
Tetra Tech proposes the following scope of services for this project:
1. Meet with Regulatory Agencies
Tetra Tech will prepare for, attend and prepare minutes of meetings with the FDEP and
the S\VFWMD's Permitting Departments as necessary to discuss permitting and
regulatory requirements, schedule of the work and questions and concerns relative to the
Pilot Purification System and Recharge Water Treatment Pilot System.
2, Pilot Purification System Design and Permitting
Tetra Tech completed a preliminary design of the Pilot Purification System during the
development of the Groundwater Replenishment Feasibility Study (February 2011). The
pilot system includes the following primary components: membrane filtration (MF),
reverse osmosis (RO), advanced oxidation using ultraviolet (UV) and hydrogen peroxide
(11202), dissolved oxygen removal, and purled water stabilization. The final design and
permitting of the Pilot Purification System will be performed in this scope of services.
Pilot testing will be conducted to confirm design and operational parameters for the
proposed project. Additionally, it is a requirement of Chapter 62-610 of the Florida
Administrative Code (FA.C.) that a one (1) year pilot test be conducted. During the one
(1) year of testing, the pretreatment design, membrane configuration, advanced oxidation
process (AOP) configuration, oxygen removal process, and purified water stabilization
process will be tested and confirmed. Additionally, the City's treatment plant operators
will gain hands-on experience with the operation of the proposed purification system.
The pilot system design will include identification of an area for the public to view the
pilot equipment as well as an illustration of the pilot process.
Tetra Tech will complete the following tasks as pan of the design/permitting of the pilot
plant:
a. Develop the design documents for the procurement and installation of pilot testing
equipment.
1. Site plan showing the location of the pilot system and interconnecting
piping with the existing treatment plant.
2. Pilot system plan showing the general location and arrangement of the pilot
system equipment and concrete base slab.
3. Detailed schematic of all the proposed pilot system equipment, valves,
instrumentation and piping.
4. Coordinate with contractor, manufacturers and suppliers of the pilot
equipment to negotiate scopes of supply and incorporate into overall pilot
system design.
5. Prepare civil, electrical and structural drawings to assist contractor with
building permit applications.
b. Develop the Pilot Testing Plan and Protocol for the operation of the pilot
purification system.
c. Prepare and submit a permit application to the FDEP for the construction of the
pilot purification system. The scope of services does not include the preparation
of an engineering report to accompany the permit application and assumes that
any such requirement will be satisfied by the Feasibility Study report.
3. Pilot Purification System Startup
Tetra Tech will provide the following services during construction and start up of the
pilot plant:
•a. Provide assistance to the pilot testing equipment manufacturer(s) and installer
during the pilot system installation by responding to questions and requests for
information and reviewing materials and equipment submittals and determining
their acceptability.
b. Observe the testing of the equipment and piping and the initial startup of the pilot
system (5 days on-site).
c. Provide the City's operators the Pilot Testing Plan and Protocol for review prior
to training and startup.
d. In coordination with and as assisted by the pilot system equipment suppliers,
prepare for and provide hands-on training for the City's operators during start up
of the pilot plant.
4. Pilot Purification System Operation
The Pilot Purification System will operate for one (1) year (approximately 8,700 hours).
In an effort to control the costs of operation, City staff will perform the day-to- day
operation of the pilot system during the year of piloting. Tetra Tech will be on-site for 10
days of pilot system operation to ensure that the system is operating properly, instrument
readings are being properly taken and recorded, operational adjustments to the system are
being made, and to conduct training of the City's staff. After the first 10 days of pilot
plant operation, Tetra Tech staff will be on-site one (1) day per week for the duration of
the one (1) year pilot to observe operation of the system, record instrument readings,
provide additional training of City staff, conduct special tests of the pilot plant, and
provide tours of the pilot system if requested. Additionally, up to 10 additional days on-
site have been provided to perfonn non routine operational testing of the systems and
equipment or assist with troubleshooting of operation and maintenance issues.
The City's operators will be responsible for monitoring and collecting routine daily
operational data such as feed pressures, process flows, hydraulic balancing measures,
chemical additions, and feed, permeate and concentrate field water quality measurements
three times daily.
Prepare and provide to the City, FDEP and SWFWMD a brief monthly report of the pilot
system operation including status of the equipment, periods of equipment downtime and
cause, hours of operation, describe any unusual events, samples collected and analysis
results received, operational modifications, special testing performed (bench, challenge,
tnutagenicity, etc..), and visitors to the site.
5. Water Quality Sampling/Monitoring
Reclaimed water and groundwater sampling programs have been outlined in the
Groundwater Replenishment Feasibility Study, Tetra Tech will prepare and provide to the
City a sampling program for this phase of the program which will delineate the source of
the sample, the type of sample to be collected, the number and frequency of samples to. be
collected and the parameters to be measured or analyzed for in each sample. The
sampling program for the pilot purification system will be included in the Pilot Testing
Plan and Protocol document. The sampling program to obtain additional background
groundwater quality information in the vicinity of the recharge area will be provided in a
separate memorandum.
Tetra Tech will assist the City with the implementation of the sampling program by
coordinating with the City's preferred laboratory and setting up the orders for the
sampling equipment. Additionally, Tetra Tech will collect the samples during the weekly
site visits to the pilot system and have them delivered to the laboratory. The City will be
responsible for the cost of the analysis of samples required to be perforrned performed by an outside
laboratory.
6. City Review Meeting
Tetra Tech will prepare for, attend and prepare the minutes for review meetings with the
City as necessary to coordinate permitting, construction and operation of the pilot
systems, review project deliverables and discuss the status of the project for the duration
of the two year contract.
7. Public Information Program
The public information program for this phase of the project will include tours of the
Pilot Purification System, an expanded discussion of the program on the City's website,
discussions with area utility directors, and presentations to up to 12 organizations in the
City. Tetra Tech will prepare a schematic of the purification system which will be set up
at the pilot system so that the public can view the details of the treatment process to assist
the Cit., in this phase of the public information program. Tetra Tech will also assist the
City with the public information program by conducting tours of the pilot system during
regularly scheduled visits to the site, as requested and as operational requirements • of the
pilot system permit.
8. Recharge Test Water Treatment Pilot System Design
A recharge treatment pilot system with a targeted capacity of 300 gallons per minute
(gpm) will treat the source water (expected to be potable water), for the six (6) month
recharge test. The recharge treatment system is expected to consist of a packaged
membrane contactor for dissolved oxygen removal and some supplemental chemical feed
systems for pH adjustment and chlorine removal. Hydraulic testing by LBG of the
test/exploratory recharge well will confirm the target recharge capacity of the well and
capacity of the recharge test water treatment system.
Tetra Tech will design and coordinate with the equipment manufacturers for the supply
of the required equipment for the recharge treatment system and develop the Testing Plan
and Protocol for the operation of the recharge treatment system.
9. Recharge Test Water Treatment Pilot System Startup
Tetra Tech will provide the following services during installation and start up of the
recharge test treatment system:
a. Provide assistance to the treatment equipment manufacturer(s) and installer
during the treatment system installation by responding to questions and requests
for information and reviewing materials and equipment submittals and
determining their acceptability.
b. Observe the testing of the equipment and piping and the initial startup of the
treatment system.
d. Provide the City's operators the Recharge Test Plan and Protocol for review prior
to training and startup.
e. In coordination with and as assisted by the recharge test treatment system
equipment supplier(s), prepare for and provide hands-on training for the City's
operators during start up of the recharge test treatment system.
10. Conduct Six Month Recharge Test
Tetra Tech will be on-site during the first 5 days of the recharge test treatment plant
operation to ensure that the system is operating properly, instrument readings are being
properly taken and recorded, operational adjustments to the system and nude, and to
conduct training of the City's staff After the first 5 days of the recharge test treatment
plant operation, Tetra Tech staff will be on-site one (1) day per week for the duration of
the six (6) month recharge test to record instrument readings, train City staff as necessary.
Additionally, up to 5 additional days on-site have been provided to perform non routine
operational testing of the systems and equipment and assist with troubleshooting
operation and maintenance issues.
11. Special Testing of Post Treatment Processes
Tetra Tech has budgeted S35,000 for services that may be recommended to optimize the
operation of the membrane contactors or the chemical feed systems and or to conduct
comparative testing for metals mobilization. The extent of modifications and testing that
may be required will not be known until the pilot study progresses. If design or
subcontractor services beyond the budgeted amount are anticipated, Tetra Tech will
prepare a change order for the increased cost for consideration by the City.
12. Prepare Testing Phase Report
Tetra Tech will prepare a final report for the testing phase which summarizes all of the
field, laboratory, and pilot data collected during the testing phase. The report will
document the removal efficiency of the purification system and expected quality of the
recharge water. The report will discuss the impact of the findings in the field testing
phase upon the preliminary design and revise the preliminary design criteria as
appropriate. The report will summarize the findings, conclusions and recommendations
for the design of the post treatment processes to optimize the treatment for prevention of
metals mobilization. The report will provide any findings, conclusions and
recommendations relative to the feasibility of the project and proceeding forward with
implementation of the full scale system based upon the information obtained during the
field testing program.
3. PROJECT GOALS:
The following goals are identified for this phase of the Groundwater Replenishment
Program:
a. Design, permit and monitor the Pilot Purification Plant.
b. Coordinate additional reclaimed water and groundwater quality sampling and
analyses by the City.
c. Expand the Public Information Program.
d. Design and monitor the Recharge Test Treatment Plant.
e. Obtain information and pilot test •data to support the final design and permitting of
the full scale system.
Tetra Tech will provide five (5) copies each of the following documents to the City of
review and approval:
a, Pilot System Drawings
b. Pilot Permit Application - Draft and Final
c. Pilot Plant Monthly Operational Reports
d. Recharge Test Treatment Plant Drawings
e. Recharge Test Treatment Plant Monthly Operational Reports
f Testing Phase Summary Report — Draft and Final
4. BUDGET:
The breakdown of the project costs are shown in the table in Attachment B. This price
includes labor and expenses anticipated to be incurred by Tetra Tech for the completion
of these tasks. Tetra Tech will bill on a time and materials basis. The total budget cost is
Six Hundred Ten Thousand Five Hundred Dollars ($6111,500.00). Permit applications
for the Pilot Purification Plant and the Recharge Test Treatment Plant are included in this
scope of work. Permit application fees are not included in this fee and will be paid
directly by the City.
5. SCHEDULE:
This scope of services is scheduled to be completed by December 31, 2013, with an
issuance date of notice-to proceed of September 15, 2011. The project deliverables are to
phased as follows:
Kick Off Meeting September 27,2011
Draft Pilot Design/FDEP Permit Application November 30, 2011
Final Pilot Design/FDEP Pennit Application Submittal March 31, 2012
Pilot System Operation August 2012— August 2013
Recharge Test Operation May 2013 — Oct 2013
Draft Testing Phase Summary Report (5 copies) to City. November 30, 2013
Final Testing Phase Summary Report (5 copies) to City December 31, 2013
6. STAFF ASSIGNMENT (Consultant): Key technical personnel scheduled to
work en this project are as follows:
Emilie Moore, P.E.
Steve Tedesco, P.E.
Mark Wilf, Ph.D.
James Christopher, P.E.
Senior Project Manager
Senior Advisor
Membrane Expert
Senior Process Engineer
Jon Bundy, P.E. - Process Engineer
Jarrett Kinslow, P.L. Process Engineer
7. CORRESPONDENCES PORTING PROCEDURES:
ENCGINEER's project correspondence shall be directed to Emilie Moore. All City project
correspondence shall be directed to Robert Fahey with copies to others as may be
appropriate.
8. INVOICING/FUNDING PROCEDURES:
Invoices shall be submitted monthly to the City of Clearwater, Engineering, -Attu:
Veronica Josef, Senior Staff Assistant, P. O. Box 4748, Clearwater, Florida 33758- 4748,
for work performed. Invoices will be prepared monthly.
City Invoicing Code: 0315-96773-561300-533-000- 00 file 7/21/1
9. OWNER DIRECTED PURCHASE ITEMS
Pilot Purification System
Tetra Tech has obtained a price proposal from 'Barn RO for $784,000 to furnish and
install the one year pilot system. The City intends to purchase or lease the treatment
equipment directly from the suppliers and from Hare RO. Tetra Tech, as part of the
scope of services outlined above, will assist with vendor coordination and review of
purchase orders. A provisional sum of $784,000 is included in this scope of services fog
purchase or lease of equipment. This price is based on preliminary design information
and is not a guaranteed maximum price. The pilot system will be constructed at Marti
RO's facility and delivered to the City's water reclamation facility and thus this budget
does not include builders risk insurance. After the unit is delivered on -site the City' shall
assume responsibility and shall provide appropriate insurance for the replacement or
repair of the unit. The pilot system provisional sum does not include yard piping or
service connections, and it is assumed that City staff can install these items. This price
includes an amount of $14,700 for the estimated cost of chemicals to operate the system
for one year. This number does not include the cost of labor, materials, equipment or
incidentals that may be required to repair or replace any of the pilot system equipment in
excess of any warranties that may be supplied by the equipment manufacturers.
Recharge Test Water Treatment Pilot System Installation
Tetra Tech has included a provisional sum of $190,000 in this scope of services to furnish
and install the pilot water treatment equiprent associatcd with the groundwater recharge
testing. The City intends to procure the treatment equipment directly from the suppliers.
The estimate above is based on preliminary design data and does not represent a
guaranteed price for the purchase or lease and installation of the equipment. Final
equipment configuration and pricing will be based on the results of pilot testing, selection
of a groundwater recharge testing; location, and permitting requirements as stipulated by
the FDEP and the SWFWMD. The pilot equipment will be delivered to the project site
which will be located on City property and thus this budget does not include builders risk
insurance. After the equipment is delivered on -site the City shall assume responsibility
and shall provide appropriate insurance for the replacement or repair of the unit. The
pilot system provisional sum does not include yard piping or service connections, and it
is assumed that City staff' can install these items.
10. ITEM 10 INTENTIONALLY LEFT BLANK
11. SPECIAL CONSI1. RAT ONS:
None at, this time.
PREPARED BY APPROVED BY
Emilie A. Moore, P.E.
Tampa Area Regional Manager
Tetra Tech, Inc.
9.241
Date.
Michael D. Quillen, PE'
City Engineer
City of Clearwater
Date
(Add the following as an Attachment."
1
CITY OF CLEARWATER
ENGINEERING DEPARTMENT
WORK ORDER INITIATION FORM
Attachment "A"
CITY DELIVERABLES
FORMAT
The design plans shall be compiled utilizing one of the following two methods.
I. City of Clearwater CAD standards.
2. Pinellas County CAD standards
3. Datum: Horizontal and Vertical datum shall be referenced to North American
Vertical Datum of 1988 (vertical) and North American Datum of 1981/90
(horizontal). The unit of measurement shall be the United States Foot. Any
deviation from this datum will not be accepted unless reviewed by City of
Clearwater Engineering/Geographic Technology Division.
DELIVERABLES
The design plans shall be produced on vellum or bond material, 24" x 36" at
a scale of 1" = 20' unless approved otherwise. Upon completion the
consultant shall deliver all drawing files in digital format with all project
data in Land Desktop 2000 or later including all associated dependent files.
NOTE: If approved deviation from Clearwater or Pinellas County CAD standards
are used the consultant shall include all necessary information to aid in
manipulating the drawings including either PCP. CIS file or pen schedule for
plotting. The drawing file shall include only authorized fonts, shapes, line *pes
or other attributes contained in the standard AutoDesk, Inc. release. All block
references and references contained within the drawing file shall be included.
Please address any questions regarding format to Mr. Tom Mahony, at (727)
562-4762 or email address torrunahony@clearwater-fl com
> All electronic files must be delivered upon completion of project or with
100% plan submittal to City of Clearwater.
ATTACHMENT B
CITY OF CLEARWATER
Groundwater Replenishment Program FY2011 & 2012 - Bench,. Pilot, and Field Testing
PROJECT BUDGET
Tetra Tech
Task
i3eseripton
Total
Meet with Regulatory Agencies
524,000
2 `
Pilot Purification System Ltes gn!Peamxttin
S l 20,000
3'
Pilot Purification System Start tip
550,000
$95,000-
4'
Pilot Purifioat on System Operation — {}ne Year
S
Water f city SamplingfMcma g
S42,000
6
City Review Meetings
520,000
7
Public Information Program'
540,000
s°
Recharge Test Water Treatment Systems Design
550,000
9
Recharge Test Water Treatment Systertt Startup
533.040
10
Conduct Six Month Recivargt Test
548,000
538,5f
1 1
Special Testing of Post Treatment Processes
12
Prepare Testier Phase Report
534,0019
Total Tetra Tech Se 'its
5610.500.00
Total Owner fiircetet3 Purchase Provisional Sum items
5974,00(1.00
Subtotal, abor and eib tractors
Permit Review Fees
S0
Grand Total
1,5114 ,