HomeMy WebLinkAbout12-19-16 CC Mtg - C3. Task Order 4 with HDR for Stormwater
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission
FROM: Frank Greenhill, Stormwater Program Technician
Kyle Mehrens, Stormwater Program Coordinator
Craig Woolard, Director of Public Works
SUBJECT: Stormwater Waste Facility Design Services
MEETING DATE: December 19, 2016
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Authorize the City Manager to sign a Professional Services
Agreement - Task Order 4 with HDR Engineering, Inc. for the design of the City’s Stormwater
Waste Facility.
BACKGROUND: The Stormwater Division advertised a Request for Qualifications (RFQ) for
Stormwater System Improvement and Low Impact Development Design Services in 2015. Staff
selected HDR Engineering, INC. and DOWL as the most qualified and executed a two-year task
order based Professional Services Agreement with both consultants. The City Commission
approved the Professional Services Agreements, and the City Manager proceeded to sign both
contracts on November 16, 2015.
Staff utilizes the selected consultants to complete stormwater related engineering services on an
“on call” basis. Requested services include, but are not limited to, design work, soil testing,
survey, and construction administration. Once Staff selects a consultant for a particular project,
an individual task order, scope, and budget, is prepared and presented to the City Commission
for approval and ratification from the City Manager.
Attached is a copy of the partially executed Professional Services Agreement - Task Order 4
with HDR Engineering, INC. for the design of the Stormwater Waste Facility, a project approved
in the 2017 Fiscal Year Budget. The City requires a Stormwater Waste Facility to remediate
current debris collection, storage, and disposal issues associated with reoccurring stormwater and
wastewater infrastructure maintenance. The Stormwater Waste Facility will be adjacent to the
City’s Wastewater Treatment Plant and include the following components:
A stormwater debris disposal bay designed to manage solids and liquids generated from
stormwater field operations and system maintenace;
A commingled sanitary waste disposal bay designed to manage solids and liquids
generated from wastewater field operations and system maintenance;
A secure storage area for potentially contaminated waste generated from unplanned
pollution events; and
An equipment and vehicle wash station.
Staff reviewed the Professional Services Agreement - Task Order 4 and found it to be
commensurate with the work proposed.
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UNRESOLVED ISSUES: None
ALTERNATIVES: As suggested by the Commission.
FISCAL EFFECTS: A budget of $47,290 is required to perform the scope of services
negotiated in the attached Professional Services Agreement - Task Order 4. Adequate funding
exists within remaining FY17 stormwater professional design service allocations and the
project’s approved budget.
Attachments: Professional Services Agreement for Stormwater Improvement Projects
Professional Services Agreement - Task Order 4
Report compiled on: 12/13/2016
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Scope of Services | Stormwater Improvement Projects
TASK ORDER NUMBER 04: STORMWATER WASTE FACILITY
December 13, 2016 1 of 8
Exhibit A - Scope of Services
Introduction
The following scope of services is to provide engineering services to the City of Bozeman (COB)
for the Stormwater Waste Facility (SWF) Project. The proposed project is the first facility of its
kind for the COB to treat stormwater waste.
This project will be located in the existing IP Cells to the west of the City’s Municipal Waste
Treatment Facility. The COB would like to use the existing lined pond to the north as the
discharge point for the proposed SWF. It was indicated that the Municipal Waste Facility will no
longer use this pond in the future; therefore it is assumed that the entire capacity of the pond will
be available for the liquid discharge from the SWF. The following document outlines the
assumptions, understanding of the work, and deliverables for work associated with the SWF
Project. Note that construction administration is not included within this scope of services. An
amendment to this scope of services will be required if construction administration is requested
to be performed by HDR.
Project Schedule
The project schedule is set with the goal that construction of this project will take place during
the spring or summer of 2017. A COB provided survey of the site will take place prior to Design
Notice to Proceed (NTP), and design is anticipated to be completed in 2016.
Assumptions:
• NTP will be received by HDR prior to September 23, 2016.
• COB will provide requested materials and review comments in a timely fashion as
presented in the assumption sections for the following tasks.
Scope of Services
Task 1: Project Management and Quality Assurance/Quality
Control Services
Description of Work:
The scope, schedule, and budget will be monitored so that the project moves forward in a timely
manner. Each deliverable will be reviewed to ensure accurate, high-quality, and dependable
work products.
Sub Tasks:
01.01 - Project Management & Coordination of Work
This task includes project management services during the entire life of the project, including:
• Monthly Invoicing and Monthly Reports
• Project Delivery Administration: Budget & Schedule Controls
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Scope of Services | Stormwater Improvement Projects
TASK ORDER NUMBER 04: STORMWATER WASTE FACILITY
December 13, 2016 2 of 8
• Kickoff meeting to establish communication protocol, project understanding, available
data, project schedule, etc.
01.02 - Quality Assurance/Quality Control Services
• Review of each deliverable according to HDR’s quality management procedures.
• Quality Assurance/Quality Control is integrated into each deliverable’s budget.
Assumptions:
• Project management effort is a function of the project duration and is based on the
schedule included with this scope of services. NTP is anticipated in September of 2016,
with participation assumed to be completed at the submittal of final design. Additional
project coordination or an extended project schedule may require a contract
amendment.
Deliverables:
• Monthly invoice and project status updates.
Task 1 Budget:
• $2,170
Task 2: Preliminary Design and Layout
Description of Work:
Site specific data will be gathered from both existing sources and site visits. The data will be
reviewed to understand the site constraints and analyze the feasibility of this site. HDR will
prepare a preliminary design for COB review
HDR and the COB will have teleconferences, as needed, to discuss communication, project
goals and expectations, project progress and to have COB deliver existing site information.
Sub Tasks:
02.01 – Site Civil and Utility Survey
A topographic and utility survey of the site (the IP cells to the Existing Ponds) will be provided by
the City to determine the existing topography and locations of existing underground and above-
ground utilities. The data generated for this effort will be used for both the Preliminary Design
Teleconference and full design.
02.02 – Geotechnical Evaluation
The City will provide existing geotechnical evaluations for the IP Cell site. It is assumed that this
information will be adequate for design. In the event that additional information is needed, the
City will provide additional geotechnical reports for the site.
It is assumed that no geotechnical reports will be needed for the existing ponds that will not be
modified; however, the ponds will be used as the ultimate discharge location for the facility.
02.03 – Waste Stream Characterization
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The Engineer will review reports, studies, data, and information previously completed for other
utilities. HDR will review the available data and literature on the composition and volume of the
projected waste stream including potential waste composition, potential contaminants, and any
potential for hazardous material handling requirements.
02.04 – Treatment Analysis
After reviewing available data, HDR will conduct a preliminary analysis of stormwater sediment
treatment alternatives. The analysis will identify and evaluate options for onsite treatment of
stormwater sediment and make recommendations for a preferred alternative for COB to carry
forward to the design phase. HDR will evaluate viable options for onsite treatment and disposal
of stormwater sediment. HDR will also examine issues of constructability, operation and
maintenance of the treatment facility, system flexibility and ease of expansion. HDR anticipates
conventional on-site solids handling. This would be similar to the sediment facilities that exist in
Washington State (City of Everett, Pierce County, City of Spokane, and Spokane County). The
facility would include a tipping floor, drying area, multistage effluent treatment, and separation of
potentially contaminated wastes. Options will be discussed with COB during the Preliminary
Design Review Meeting.
2.05 – Site Analysis
After reviewing available facility operations data provided by COB, waste stream
characterization data, and treatment options, HDR will work with COB staff to identify
preliminary location in the IP Cells area for the proposed stormwater sediment facility. The site
will be identified based on potential size of the treatment facility, potential discharge options,
proximity to other area infrastructure (i.e. water and sewer systems), accessibility, and buffer
zones. This will be part of the Preliminary Design Review Meeting.
2.06 – Preliminary Design Review Meeting
HDR will meet with the COB via a 2-hour teleconference to discuss the recommended
alternative of the project and determine if design work should commence. It is anticipated that
the exact extents of the project will be determined during this meeting.
HDR shall compile available data, review and analyze this data in order to determine what if any
additional data is required to develop the conceptual design alternatives. HDR will prepare and
present design options to City personnel during a teleconference. The meeting will be used to
make decisions on project features to be carried into design phase. Options to be considered
include:
• Asphalt vs. concrete;
• Ecology blocks vs. poured in place concrete;
• Number of hot bays;
• Storage needs;
• Inclusion of a wash station;
• Solids treatment alternatives for drying;
• Facility layout;
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Scope of Services | Stormwater Improvement Projects
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• Additional items that arise.
The design engineer will attend the teleconference remotely while the project engineer will
attend in person at the COB offices.
2.07 – 35% Design, QC, and Review Meeting
All information received will be reviewed to understand the site characteristics and project
constraints. Using the information compiled and the Preliminary Design Review Meeting, the
Engineer will prepare a preliminary schematic design (35% Design) for the proposed
improvements. Preliminary schematic design will be delivered to COB for review and approval.
• Develop Preliminary Design Documents:
Preliminary design documents will include a plan view, typical section(s), and a
preliminary engineer’s estimate.
• 35% Design Review Meeting:
HDR will meet with the COB to discuss COB comments concerning the preliminary
design, and to discuss specific contract and construction requirements to be included in
the specifications. The Project Manager will meet with the City in person and the Project
Engineer will join the meeting via teleconference. The meeting is expected to be no
longer than 2 hours.
Assumptions:
• The COB will provide existing site information such as as-built and utility drawings, if
available, free of charge to HDR.
• COB will provide available data to HDR within 2 weeks of NTP.
• COB will provide a survey of the site, free of charge to HDR within 3 weeks of NTP.
• COB will provide additional geotechnical information for the site, as needed and free of
charge to HDR.
• Design goals are to separate and treat waste streams from stormwater Vactor truck
activities and include the following assumptions:
o The COB has $150,000 budgeted for the facility. If these funds are not adequate
for a full build out, HDR will design the facility to be phased so that it may have
the first phase designed and constructed for the budgeted amount of $150,000.
The need for phasing will be evaluated with a 35% Design Cost Estimate.
o The City produces 40 cubic yards of stormwater solid waste in nine months of
operations. This will vary from year to year. Consideration for additional solids
will need to be considered in the design.
o Operations are not expected to increase over the next five years.
o COB has one Vactor truck and it produces 4-5 loads of liquid waste prior to
dumping the accumulated solids at the end of the day.
o COB only anticipates one Vactor truck will dump at a time with a subsequent
hour between the next truckload.
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o Based on the provided information from COB – it is anticipated that current
operations will produce 3,000 – 4,000 gallons of liquid waste per day.
o Street sweepings will not be accepted at the facility.
o A separate wash station for trucks will be included for washing a Vactor truck out.
o The facility will be operated 80% of annual work days.
o COB has requested a minimum of three hot bays to be available on site that will
include separated bays with manhole lids and vaults.
o The facility will be uncovered.
o No additional support facilities are required.
o The existing IP cells will be used for this facility.
o The existing large pond will be evaluated for use by the facility for the liquid
discharge and evaporation of the waste stream.
• COB will provide review comments within 1 week of receiving documents.
Deliverables:
• Preliminary Design PowerPoint presentation
• Meeting Minutes from Preliminary Design Teleconference (PDF copy)
• 35% Design Documents (PDF copy)
Task 2 Budget:
• $17,520
Task 3: Final Design
Description of Work:
HDR will finalize the construction drawings, specifications, and Engineer’s estimate
Sub Tasks:
3.01 – Finalize Documents
HDR will complete final construction drawings to include revisions based on COB comments on
the preliminary design documents.
Assumptions:
• Design of utility relocation (if necessary) is not included
• Contract documents are not included. The COB may include general contract
documents with the drawing set. All notes for the design of the facility will be included on
the drawings.
• COB comments to Preliminary design documents will be incorporated into the Task 3
deliverables.
Deliverables:
• Construction drawings: 100%
• Engineer’s Estimate (for 100% Design)
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Scope of Services | Stormwater Improvement Projects
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Task 3 Budget:
• $15,100
Task 4: Additional Facilities
Description of Work:
HDR will incorporate the following facilities into the 35% and Final designs and cost estimates.
Sub Tasks:
4.01 – Vehicle Wash Stations
Vehicle Wash Stations will be evaluated to accommodate multiple City vehicles including the
two City Vactor trucks (Stormwater and Sewer). During the Preliminary Alternatives Discussion
Meeting, the City decided that two vehicle wash stations would be adequate. The water line to
the south of the IP cell will be used. HDR will design a service line to the IP Cell. The cost
estimate will have this facility item identified separately.
4.02 – Sanitary Operations
HDR will design the Stormwater Facility area to be capable of treating comingled wastes from
the stormwater system, pipe breakage events, and sewer pipe cleanout activities. In addition,
HDR will include a Phase II design to be included as part of the design set. Phase II will be
considered a future phase for the City to construct in the event that a future sewer line
expansion is capable of connecting the Phase II area and would result in separating the
stormwater and sewer waste streams. This effort will include a cost estimate for the 35% and
final design.
Assumptions:
• Design of utility relocation (if necessary) is not included.
• Contract documents are not included. The COB may include general contract
documents with the drawing set. All notes for the design of the facility will be included on
the drawings.
• COB comments to Preliminary design documents will be incorporated into the Task 3
deliverables.
Deliverables:
• Construction drawings: 35% as part of Task 2 deliverable.
• Engineer’s Estimate (for 35% Design) as part of Task 2 deliverable.
• Construction drawings: 100% as part of Task 3 deliverable.
• Engineer’s Estimate (for 100% Design) as part of Task 3 deliverable.
Task 4 Budget:
• $6,340
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Scope of Services | Stormwater Improvement Projects
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Task 5: Geotechnical Services
Description of Work:
As a subconsultant to HDR, Pioneer Technical Services, Inc. will perform the activities outlined
below:
Sub Tasks:
5.01 – Investigation and Laboratory Testing.
Perform a geotechnical test pit investigation and laboratory testing. Pioneer will excavate four
test pits along the road alignment (approximately 1 test pit every 550 feet), each to a depth of 5
feet. The excavation work will be subcontracted to a local excavation contractor. For each test
pit, Pioneer will record as-built material lift thicknesses, visually classify the soils in the field, and
collect soil samples for laboratory testing. Laboratory testing will likely include moisture content,
gradation, Atterberg limits, and California Bearing Ratio (CBR). The CBR test is a penetration
test that evaluates the mechanical strength of road subgrades.
5.02 – Typical Section Design.
Using laboratory data, the existing road typical section dimensions, and anticipated traffic
volumes, Pioneer will design a typical section for a flexible pavement and/or aggregate surfaced
access road. Pending geotechnical investigation results, Pioneer anticipates reutilizing and/or
modifying the existing road section. Specifically the task will include the following:
a. Establish subgrade resilient modulus based on laboratory testing.
b. Use Montana Department of Transportation (MDT) layer coefficients to determine the as-
built Structural Number (SN).
c. Use AASHTO criteria to determine required SN for the proposed road.
d. Provide recommended typical section(s) and applicable geotechnical/earthwork
recommendations and specifications.
Task 5 Budget:
• $6,160
Project Meeting Summary
The following formal project meetings have been included in the scope of services:
1. Task 01 – Project Kickoff Meeting
2. Task 02 – Preliminary Design Review Meeting
3. Task 02 – 35% Design Review Meeting
Anticipated Schedule of Drawings
• Cover
• Legend and Notes
• Demolition (Including Phase II)
• Site Plan (Including Phase II)
• Grading Plan
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• Grading Plan Phase II
• Drainage Plan (Including Phase II)
• Utility Plan
• Utility Notes and Details
• Plans & Profiles
• Typical Sections
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