HomeMy WebLinkAbout2025 05 12 Consent 301 FY 2025 Utilities Contract Operations Review and Transition Support ServicesCONSENT AGENDA ITEM 301
CITY COMMISSION AGENDA | MAY 12, 2025 REGULAR MEETING
TITLE
FY 2025 Utilities Contract Operations Review and Transition Support Services
SUMMARY
The City of Winter Springs entered into a Utilities Operation, Maintenance and
Management Services agreement with Veolia Water Services North America-South
(VWNA) on October 21, 2019, for purposes of continued operation and maintenance of
its water, wastewater, and reclaimed water facilities. This agreement will terminate on
September 30, 2025. Staff requested Carollo Engineers to provide a proposal for
operational review and oversight of VWNA's treatment and pumping facilities
operations prior to termination of the agreement. The intent of the operational review
is to minimize noncompliance issues and QC all required operational documentation
prior to submission to the regulatory agencies (i.e., Florida Department of
Environmental Protection, FDEP). Additional services within the proposal include
support in the turnover of the utility from VWNA to a new contract operator on
October 1, 2025. All proposed services shall be governed by the City's master contract
with Carollo Engineers, executed on June 4, 2021.
FUNDING SOURCE
There is available funding from Fund 410 Water Sewer Utility to fund this request.
RECOMMENDATION
Staff requests City Commission approval for Carollo Engineers to provide operational
review, oversight and contract transition professional services related to the City's
contracted treatment and pumping facilities operations in an amount not to exceed
$99,627.00.
44
200 East Robinson Street, Suite 1400, Orlando, Florida 32801
P. 407.478.4642 F. 407.478.4643
City of Winter Springs
FY 2025 Contract Operations Review & Transition Support
April 2025
SCOPE OF SERVICES
GENERAL
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 21, 2019, for purposes of continued operation and maintenance of these facilities. This
agreement will terminate on September 30, 2025.
The CITY requests operational review and oversight of VWNA’s treatment and pumping facilities
operations prior to termination of the agreement. The intent of the operational review is to minimize
noncompliance issues and QC all required operational documentation prior to submission to the
regulatory agencies (i.e., Florida Department of Environmental Protection, FDEP). Furthermore, the
CITY requests support in the turnover of the utility from VWNA to the selected contract operator, as
well as regulatory support to address an ongoing consent order and warning letter issued by FDEP.
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.
TASK 1 – PROJECT MANAGEMENT AND QUALITY ASSURANCE/CONTROL
The CONSULTANT will manage and implement the project and provide team coordination for the
duration of the project. The CONSULTANT will track and manage the budget, project tasks, and
schedule. The CONSULTANT will provide monthly progress reports that identify what work has
been performed during the month and an itemized list of work anticipated to be completed in the
upcoming month. These reports will be delivered as part of the monthly progress payment request.
The CONSULTANT will coordinate quality control and quality assurance review of the project
including review of all deliverables, and oversight/facilitation of communication.
Task 1 Deliverables:
Monthly progress reports (electronic pdf), and
As-needed meeting agenda and supplemental materials (electronic).
45
City of Winter Springs
FY ͮͬͮͱ Contract Operations Review & Transition Support
Scope of Services
Page ͮ
TASK 2 – FY 2025 MONTHLY DOCUMENTATION REVIEW
The 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 43,200 records per facility per month. This data will be delivered to the CONSULTANT
following the end of the month. The 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. The CONSULTANT will also review the draft reports
created by VWNA prior to submission to FDEP required by the 28th of every month. The CONSULTANT
will work with VWNA to revise the report, as necessary, prior to submission.
Task 2 Deliverables:
VWNA’s wastewater Discharge Monitoring Reports (DMRs) and potable Monthly Operating
Reports (MORs), submitted to FDEP (electronic).
TASK 3 – EAST & WEST WRF COMPLIANCE SUPPORT
The CONSULTANT will provide technical and regulatory support services to address the West WRF
Consent Order issued by the FDEP (OGC 24-0384). The CONSULTANT will also provide support
services to address the East WRF Warning Letter issued by FDEP. Some of the services provided
under this task (within the allotted budget) include, but are not limited to:
Meetings and coordination with FDEP, the CITY, and VWNA related to the West WRF Consent
Order,
Submission of the In-Kind Project Proposal & Proposal Certification Form to FDEP,
Submission of an application to increase the loading rate of the Central Winds Park application
rate,
Evaluation of the effluent disposal and collection system,
Submission of Quarterly Status Reports to FDEP,
Meetings and coordination with FDEP, the CITY, and VWNA related to the East WRF Warning
Letter, and
Submission of a response to FDEP’s East WRF Warning Letter.
The above items are examples of services the CONSULTANT may provide under this scope of
services. Additional services under this Task may be required to address the ongoing West WRF
Consent Order and East WRF Warning Letter.
Task 3 Deliverables:
West WRF Consent Order (OGC 24-0384) deliverables associated with the items outlined
above, and
A response to the East WRF Warning Letter.
46
City of Winter Springs
FY ͮͬͮͱ Contract Operations Review & Transition Support
Scope of Services
Page ͯ
TASK 4 – OPERATIONS TRANSITION PLANNING & SUPPORT
As of 10/01/2025, the selected contract operator will assume operation of the Winter Springs
water, wastewater, and reclaimed facilities. A smooth transition of utility operations is critical to
maintaining uninterrupted water, wastewater, and reclaimed water services, protecting public
health, ensuring regulatory compliance, and safeguarding the CITY’s financial and environmental
interests. As directed by the CITY, the CONSULTANT will support VWNA and the selected contract
operator on the turnover of utility operations. Some efforts included under this task within the
allotted budget are:
1. Support on the transfer of data and records,
2. Conduct joint facility walkthroughs with both operators,
3. Support with tagging or labeling of critical assets as needed,
4. Assist with ensuring permit compliance during transition,
5. Support with required notifications to regulatory agencies (FDEP, SJRWMD),
Ͳ. Support in communication and knowledge transfer between the two operators, as well as
the CITY.
The above items are examples of services the CONSULTANT may provide under this scope of
services. Additional services under this Task may be required to successfully turnover utility
operations. Deliverables under this task will ultimately be provided by VWNA and the selected
contractor operator, but the CONSULTANT will provide support as needed and within the allotted
task budget.
TASK 5 –ADDITIONAL AS-NEEDED COMPLIANCE SUPPORT
As directed by the CITY, the CONSULTANT will provide the following compliance support services
within the allotted task budget:
1. Conduct monthly WRF site visits (at both the East & West WRFs) to check in on operations
and the status of the facilities,
2. Provide operational guidance as requested by the CITY or VWNA,
3. Provide an update to the CITY on the findings of the monthly site visits,
4. Provide coordination and support on wastewater spill/abnormal event reports (i.e.,
completing and submitting the FDEP reports, coordination with State Watch Office, support
in spill volume quantity estimates, etc.),
5. Respond to public record requests,
6. Provide technical support related to FDEP compliance inspections, and
7. Provide overall communication and coordination with the regulatory agencies.
The above items are examples of services the CONSULTANT may provide under this scope of
services. Additional services under this Task may be required to address all CITY compliance-
related items (within the allotted budget). The CONSULTANT will provide deliverables associated
with the above items.
47
City of Winter Springs
FY ͮͬͮͱ Contract Operations Review & Transition Support
Scope of Services
Page Ͱ
CITY RESPONSIBILITIES
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 workshops and review meetings to maintain the progress of the
project according to the schedule.
The CITY will provide the CONSULTANT with access to sites related to 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 and the
bid process 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, the 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 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.
48
City of Winter Springs
FY ͮͬͮͱ Contract Operations Review & Transition Support
Scope of Services
Page ͱ
SCHEDULE
The scope of services outlined in this task authorization will be performed for up to 8 months from
receipt of a purchase order or notice-to-proceed from the CITY.
PROJECT FEE
The compensation terms are based on an Hourly Not-to-Exceed basis with an upper limit of
$99,627.00 shown in Exhibit A. Labor rates are based on the contract fee schedule shown in the
base contract.
49
City of Winter Springs EXHIBIT A
FY 2025 Contract Operations Review & Transition Support
Budget
Task No.Task Description
Principal
Professional
Senior
Professional
ES VIII
Lead
Professional
ESVII
Project
Professional ES
VI
Proj Prof ES IV Professional ES
III
Assistant
Professional
ES II
Senior
Technician ET
VI
Word
Processing Total Hours Labor Cost Expenses
$340.00 $300.00 $266.00 $244.00 $205.00 $170.00 $156.00 $155.00 $86.63
1 Project Management and QA/QC 8 0 0 0 24 8 8 0 4 52 $10,594.52 $500.00 $11,094.52
2 FY 2025 Monthly Documentation Review 4 0 0 0 8 56 84 0 8 160 $26,317.04 $26,317.04
3 East & West WRF Compliance Support 12 0 4 8 32 16 24 0 8 104 $20,813.04 $20,813.04
4 Operations Transition Planning & Support 16 16 0 0 40 24 24 0 8 128 $26,957.04 $500.00 $27,457.04
5 Additional As-Needed Compliance Support 16 4 0 0 16 8 12 4 2 62 $13,945.26 $13,945.26
40 4 4 8 120 112 152 4 30 506 $98,626.90 $1,000.00 $99,627.00TOTALS
Labor Hours and Costs Other Direct Costs
Task Total
50