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Home My WebLink About2023 12 11 Regular 501 - Operational ReviewREGULAR AGENDA ITEM 501 CITY COMMISSION AGENDA | DECEMBER 11, 2023 REGULAR MEETING TITLE Operational Review SUMMARY Section 14.1 of the “Utilities Operation, Maintenance and Management Services” contract between the City of Winter Springs and Veolia Water requires an independent review of Veolia’s performance. The review under this Scope of Services includes a review summary of 2023’s operations and performance, and also kicks-off a monthly review of performance beginning in 2024. The intent of this review is to identify permit and contractual compliance, work practices, communication protocols, procedures and documentation, and operation and maintenance practices compared to industry practices. This review will occur throughout the year 2024 and costs $146,201.36. FUNDING SOURCE RECOMMENDATION Staff recommends the Commission approve the scope of services and authorize the Interim City Manager and City Attorney to prepare and execute any and all applicable contract documents consistent with this agenda item. 703 200 East Robinson Street, Suite 1400, Orlando, Florida 32801 P. 407.478.4642 F. 407.478.4643 City of Winter Springs Operational Review December ͮͬͮͯ SCOPE OF SERVICES PROJECT BACKGROUND AND DESCRIPTION The City of Winter Springs (CITY) owns and operates a complete Utility consisting of water, wastewater, and reclaimed facilities. The CITY entered into a Utilities Operation, Maintenance and Management Services agreement with Veolia Water Services North America-South (VWNA) on October ͮͭ, ͮͬͭ͵, for purposes of continued operation and maintenance of these facilities. As required by Section ͭͰ.ͭ the Operational Contract, the CITY requests an operational review of the operation of the treatment and pumping facilities by VWNA. The intent of this review is to identify permit and contractual compliance, work practices, communication protocols, procedures and documentation, and operation and maintenance practices compared to industry practices. Carollo Engineers, Inc. (CONSULTANT) shall provide the services described herein to CITY under the terms of the master contract. The scope of services for the CONSULTANT will include the tasks indicated below. Certain assumptions have been made in preparing this Scope of Services. To the extent possible, they are stated herein, and are reflected in the attached project budget. SCOPE OF SERVICES The scope of services to be provided as part of this project is summarized by the following tasks:  Task ͭ – Project Management  Task ͮ – Develop Review Procedure  Task ͯ – ͮͬͮͯ Annual Review  Task Ͱ – ͮͬͮͰ Monthly Reviews  Task ͱ – ͮͬͮͰ Annual Summary Review  Task Ͳ – As-Needed Support  Task ͳ – Deliverables TASK ͭ – PROJECT MANAGEMENT CONSULTANT will manage and implement the project and provide team coordination for the duration of the project. CONSULTANT will provide quality assurance/control of all deliverables. TASK ͮ – DEVELOP MONTHLY REVIEW PROCEDURE CONSULTANT will develop a Review Procedure that will be used to guide the annual and monthly reviews of the contract operations. The procedures will be based on lessons learned from previous years’ reviews and will include procedures for reviewing monthly operating data (including SCADA data), FDEP DMR submittals, lab results and operator log-book entries. The Review Procedures will also include an outline of the format used to document the reviews conducted, including technical memorandum and presentation 704 City of Winter Springs Operational Review Scope of Services Page ͮ formats. The Review Procedure will be used to complete the ͮͬͮͯ annual review and the monthly and annual summary reviews that will be conducted throughout ͮͬͮͰ. TASK ͯ – ͮͬͮͯ ANNUAL REVIEW Task 3.1 – Data Review CONSULTANT will review the operational data that is generated by the SCADA system and stored in the SCADA historian. It is assumed that the data is being recorded in one-minute intervals which results in ͱͮͱ,Ͳͬͬ records per facility per year. This data will be delivered to CONSULTANT following the end of the review period. CONSULTANT will review the data for each facility to determine the actions taken during periods of non-compliance and consistency with lab results, all reports submitted to FDEP, and operator’s logbooks. Task 3.2 – Contract and Regulatory Compliance CONSULTANT will review the contract between VWNA and CITY (specifically sections ͯ through Ͳ) and the following FDEP permits: •Public Water Supply Permit #ͯͱ͵ͬʹͳ͵ •NPDES Permit No. FLAͬͭͭͬͲͳ and associated reuse requirements (R-ͬͬͭ, R-ͬͬͮ and R-ͬͬͯ) •NPDES Permit No. FLAͬͭͭͬͲʹ and associated reuse requirements (R-ͬͬͭ) CONSULTANT will compare requirements defined in the permits with lab results, recorded operator actions, documentation and FDEP reporting, and the operational data reviewed in Subtask ͯ.ͭ. Task 3.3 – Work Practices CONSULTANT will review scheduling, overtime, training, safety practices and construction management services. CONSULTANT will review these items to determine that the facilities are adequately staffed, workers are receiving proper training, are required to follow safe work practices and that personnel are not conflicted with multiple assignments. Task 3.4 – Communications Protocols, Practices and Documentation CONSULTANT will review the communications protocols for effectiveness and how well these practices are being followed. CONSULTANT will review communication documentation to determine the effectiveness of VWNA’s ability to retrieve information and verify notices and filings. Task 3.5 – Technical Memorandum and Council Presentation CONSULTANT will prepare a Technical Memorandum (TM) following the outline developed in Task ͮ. This TM will be submitted to the City within two weeks following the receipt of the period end SCADA data, filed DMR and lab results. CONSULTANT will also prepare a presentation for the CITY Council following the outline developed in Task ͮ. CONSULTANT will be available to present the presentation to CITY Council within two weeks from receipt of period end SCADA Data, filed DMR and lab results. 705 City of Winter Springs Operational Review Scope of Services Page ͯ TASK Ͱ – ͮͬͮͰ MONTHLY REVIEWS Task 4.1 – Data Review CONSULTANT will review the operational data that is generated by the SCADA system and stored in the SCADA historian. It is assumed that the data is being recorded in one-minute intervals which results in Ͱͯ,ͮͬͬ records per facility per month. This data will be delivered to CONSULTANT following the end of the month. CONSULTANT will review the data for each facility to determine the actions taken during periods of non-compliance and consistency with lab results, all reports submitted to FDEP, and operator’s logbooks. Task 4.2 – Contract and Regulatory Compliance CONSULTANT will review the contract between VWNA and CITY (specifically sections ͯ through Ͳ) and the following FDEP permits: •Public Water Supply Permit #ͯͱ͵ͬʹͳ͵ •NPDES Permit No. FLAͬͭͭͬͲͳ and associated reuse requirements (R-ͬͬͭ, R-ͬͬͮ and R-ͬͬͯ) •NPDES Permit No. FLAͬͭͭͬͲʹ and associated reuse requirements (R-ͬͬͭ) CONSULTANT will compare requirements defined in the permits with lab results, recorded operator actions, documentation and FDEP reporting and the operational data reviewed in Subtask Ͱ.ͭ. Task 4.3 – Work Practices CONSULTANT will review scheduling, overtime, training, safety practices and construction management services. CONSULTANT will review these items to determine that the facilities are adequately staffed, workers are receiving proper training, are required to follow safe work practices and that personnel are not conflicted with multiple assignments. Task 4.4 – Communications Protocols, Practices and Documentation CONSULTANT will review the communications protocols for effectiveness and how well these practices are being followed. CONSULTANT will review communication documentation to determine the effectiveness of VWNA’s ability to retrieve information and verify notices and filings. Task 4.5 – Technical Memorandum and Council Presentation CONSULTANT will prepare a Technical Memorandum (TM) following the outline developed in Task ͮ. This TM will be submitted to the City within two weeks following the receipt of the period end SCADA data, filed DMR and lab results. CONSULTANT will also prepare a presentation for the CITY Council following the outline developed in Task ͮ. CONSULTANT will be available to present the presentation to CITY Council within two weeks from receipt of period end SCADA Data, filed DMR and lab results. TASK ͱ – ͮͬͮͰ ANNUAL SUMMARY REVIEW Following completion of the twelfth monthly review in ͮͬͮͰ, CONSULTANT will summarize the ͭͮ monthly reviews into an annual summary. CONSULTANT will prepare a Technical Memorandum (TM) following the outline developed in Task ͮ. This TM will be submitted to the City within two weeks following the 706 City of Winter Springs Operational Review Scope of Services Page Ͱ completion of the twelfth monthly review. CONSULTANT will be available to present the presentation to CITY Council within two weeks following the completion of the twelfth monthly review. TASK Ͳ – AS-NEEDED SUPPORT Based on the ͮͬͮͰ Monthly Review findings, CITY may wish to retain CONSULTANT to develop additional plans, manuals, or KPIs to improve facility operations, efficiency, and compliance. Examples of additional tasks that may arise from the monthly review findings, or suggested follow-up activities, include:  Review the work order procedures to develop an effective Compliance support,  FDEP outreach and communication,  Protocol review TASK ͳ – DELIVERABLES Deliverables will be as defined in each task. CITY RESPONSIBILITIES/WORK ASSIGNMENT ASSUMPTIONS Because of the nature of this project, certain assumptions apply to this Scope of Services. To the extent possible, these assumptions are stated within this document and are reflected in the budget. If the project task requirements are different from the assumptions presented in this Scope of Services, or if the CITY desires additional services, the resultant change in scope will serve as a basis for amending this project assignment or initiating the development of a new project assignment as agreed to by both the CITY and CONSULTANT. The following assumptions and CITY responsibilities apply to this project: • The CONSULTANT shall be entitled to rely upon the accuracy of the data and information supplied by the CITY without independent review or evaluation. • The CITY shall attend all site visits and meetings to maintain the progress of the project according to the schedule. • The CITY will provide the CONSULTANT with access to treatment facilities for data gathering, data validation and the design process. • The CITY will assist with data collection and site testing as necessary, including accompanying the CONSULTANT and leading operation of the facility. • The CITY will provide all required information within the period established in the schedule contained in this Scope of Services. The schedule is based on timely receipt of data from the CITY. • The CITY shall review Draft deliverables and provide comments to the CONSULTANT on a prompt basis. • The services to be performed by the CONSULTANT are intended solely for the benefit of the CITY. No person or entity not a signatory to this Scope of Work shall be entitled to rely on the CONSULTANT's performance of its services hereunder, and no right to assert a claim against the CONSULTANT by assignment of indemnity rights or otherwise shall accrue to a third party as a result of this Scope of Work or the performance of the CONSULTANT's services hereunder. • In providing opinions of cost, financial analyses, economic feasibility projections, and schedules for potential projects, CONSULTANT has no control over cost or price of labor and material; unknown or latent conditions of existing equipment or structures that may affect operation and maintenance costs; competitive bidding procedures and market conditions; time or quality of performance of third parties; quality, type, management, or direction of operating personnel; and other economic and operational 707 City of Winter Springs Operational Review Scope of Services Page ͱ factors that may materially affect the ultimate project cost or schedule. Therefore, CONSULTANT makes no warranty that the CITY’s actual project costs, financial aspects, economic feasibility, or schedules will not vary from CONSULTANT’s opinions, analyses, projections, or estimates. PROJECT SCHEDULE The services described above are anticipated to be completed in accordance with the following summary. The CITY desires the project to be completed on a priority schedule and the CONSULTANT will make efforts to accelerate the project schedule where possible. However, there are many factors which may affect this overall schedule, and this will require prompt attention and involvement from the CITY to maintain project progress. The schedule below is the CONSULTANT’s best estimate based on preliminary information, and may vary based upon available data, meeting schedules, and review periods. Unless noted otherwise, time durations listed below are weeks measured from the date upon which the CONSULTANT received the notice to proceed for the work. Task Weeks from NTP ͭ – Project Management Ͱ ͮ – Review Procedure Ͳ ͯ – ͮͬͮͯ Annual Review ͭͬ Ͱ – ͮͬͮͰ Monthly Reviews * ͱ – ͮͬͮͰ Annual Summary Review Ͳͮ Ͳ – As-Needed Support TBD ͳ - Deliverables * * two weeks following the receipt of the month end SCADA data, filed DMR and lab results. PROJECT FEE Compensation for this scope of services will be based on a lump sum cost of ͈ͭͰͲ,ͮͬͭ.ͯͲ for Tasks ͭ through ͳ. Exhibit B, attached, provides details of the compensation. 708 City of Winter Springs EXHIBIT B Operational Review Budget Task Project Role Total Labor No.Task Description Doc Process Hours Cost Staff Category Principal Professional Senior Prof ES VIII Lead Proj Prof ES VII Proj Prof ES VI Proj Prof ES V Prof ES IV Prof ES III Assist Prof ES II Assist Prof ES I Sr Technician ET VIII Word Processing $291.00 $250.63 $228.05 $208.69 $185.92 $176.05 $153.63 $133.89 $122.10 $166.67 $86.63 1 Project Management 0 12 0 0 32 0 40 0 0 0 0 84 $15,102.20 $0.00 $0.00 $0.00 $0.00 $15,102.20 Project Management, Communications and Meetings 0 12 32 40 84 $15,102.20 $15,102.20 0 $0.00 $0.00 2 Review Procedure 8 8 0 0 16 0 48 0 0 0 0 80 $14,682.00 $0.00 $0.00 $0.00 $0.00 $14,682.00 Develop Review Procedure 8 8 16 48 80 $14,682.00 $14,682.00 0 $0.00 $0.00 3 2023 Annual Review 4 4 0 0 16 0 40 0 0 0 0 64 $11,286.44 $0.00 $0.00 $0.00 $0.00 $11,286.44 Prepare 2023 Annual Review Findings 4 4 16 40 64 $11,286.44 $11,286.44 0 $0.00 $0.00 4 2024 Monthly Reviews 12 12 0 0 48 0 192 0 0 0 0 264 $44,920.68 $0.00 $0.00 $0.00 $0.00 $44,920.68 Conduct Monthly 2024 Reviews and Prepare Findings 12 12 48 192 264 $44,920.68 $44,920.68 0 $0.00 $0.00 5 2024 Annual Summary Review 2 2 0 0 12 0 40 0 0 0 0 56 $9,459.50 $0.00 $0.00 $0.00 $0.00 $9,459.50 Review O&M Practices at Five Facilities 2 2 12 40 56 $9,459.50 $9,459.50 6 As-Needed Support 0 0 0 0 0 0 0 0 0 0 0 0 $0.00 $15,000.00 $0.00 $0.00 $0.00 $15,000.00 0 $0.00 $15,000.00 $15,000.00 7 Deliverables 14 14 0 0 56 0 84 0 0 0 56 224 $35,750.54 $0.00 $0.00 $0.00 $0.00 $35,750.54 Deliverables 14 14 56 84 56 224 $35,750.54 $35,750.54 0 $0.00 $0.00 0 $0.00 $0.00 TOTALS 40 52 0 0 180 0 444 0 0 0 56 772 $131,201.36 $15,000.00 $0.00 $0.00 $0.00 $146,201.36 CAD Task Total Other Direct Costs 709