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HomeMy WebLinkAbout1997 01 13 Consent Item C COMMISSION AGENDA ITEM c REGULAR CONSENT X INFORMATIONAL January 13. 1997 Meeting MGR/~ IDEPT ~ V Authorization REQUEST: Utility Department Requesting Authorization to Execute Amendment 6 for Consulting Engineering Services with Conklin, Porter & Holmes Engineers, Inc. PURPOSE: The purpose of this Board item is to request authorization for the execution of Amendment 6 for a Master Reuse Plan for the East System Service Area with Conklin, Porter & Holmes Engineers, Inc. at a cost of$20,000.00. CONSIDERATIONS: This amendment is needed to plan for the orderly and efficient expansion of the reclaimed water distribution system for the East system. It is anticipated that during FY 1998/99 funds will be available to begin constructing the reclaimed water distribution system. This same process was undertaken in 1993 for the West system which culminated in the adoption in May 1994 of the Reuse Feasibility and Implementation Plan for the West system. The scope of work includes identifying the residential areas with the highest reuse potential, analyzing the residential survey data compiled by the City, developing a distribution system using the K-pipe analysis model, providing costs estimates, and creating an implementation plan to construct the system over a number of years based on available revenue. Elements of the plan will also be structured to meet the Reuse Feasibility Study requirements of the St. Johns River Water Management District. This agreement is the 6th Amendment to the October 14, 1991 agreement which was executed when the City Commission selected CPR through an RFP process for engineering services to implement a reclaimed water system for the West side. Amendment 6 is an January 13, 1997 Consent Agenda Item.-k Page.1.. extension of the original scope of seIVices. The cost for this amendment is $20,000 whicb was budgeted for in tbe Utility Department FY 1996/1997 Capital Improvements budget. We are projecting tbat the necessary improvements to tbe East Wastewater Treatment Plant to provide residential reuse including the distribution pump station will be completed by the end of FY 1997/1998 at which time tbe project list developed form this plan will begin to be constructed. FUNDlNG: The cost for Amendment 6 is $20,000. The source offunds will be tbe capital improvements line code (56310) oftbe Utility Fund (3600). Funds would be expended within 150 days of approval. RECOMMENDATION: It is recommended tbat autborization be given for tbe execution of Amendment 6 for consulting engineering seIVices for a Master Reuse Plan for the East SeIVice Area with Conklin, Porter & Holmes Engineers, Inc. at a cost of$20,000.00 payable from the Utility Enterprise Fund capital improvements line code (3600-56310). IMPLEMENTATION SCHEDULE: The scope of seIVices will be completed within 150 days of approval. The plan is projected to be submitted for City Commission consideration in July, 1997. ATTACHMENTS: 1. Amendment 6 COMMISSION ACTION: Attachment No. 1 AMENDMENT 6 TO AGREEMENT DATED OCTOBER 14, 1991 CONSULTING ENGINEERING SERVICES FOR THE MASTER REUSE PLAN EAST SIDE SERVICE AREA BETWEEN THE CITY OF WINTER SPRINGS AND CONKLIN, PORTER & HOLMES - ENGINEERS, INC. This Amendment dated , 1996, by and between the City of Winter Springs (hereinafter called the OWNER) and Conklin, Porter & Holmes - Engineers, Inc. (hereinafter called the Engineer), is mutually agreed upon and declared an authorized Amendment to an Agreement dated October 14, 1991, between the parties, herein setting forth the scope, terms and conditions of the services herein authorized. The appropriate provisions of the October 14, 1991, Agreement apply as fully as if repeated herein. SECTION 1 GENERAL 1.1 The purpose of this Amendment is to provide for Engineering Services, more specifically itemized herein, in the preparation of a Master Reuse Plan for the East Side service area. Effluent for this service area will come primarily from the East (Tuscawilla) Water Reclamation Facility. SECTION 2 BASIC SERVICES OF THE ENGINEER 2.1 GENERAL 2.1.1 The ENGINEER agrees to perform professional services in connection with the project as hereinafter stated. 2.1.2 The ENGINEER will serve as the OWNER's professional engineering representative in those phases of the project to which this Amendment applies, and will give consultation and advise to the OWNER during the performance of his services. The ENGINEER will perform the services for the City Commission under the general supervision of the City Manager and Utilities Director and will submit interim plans to them for their review, input, decision, etc. as appropriate. SECTION 3 SCOPE OF SERVICES 3.1 Master Reuse Plan - Winter Springs East System The ENGINEER will provide a Master Reuse Plan which will be submitted with other previous documents to obtain a reuse service area for the East WRF. The plan will follow at a minimum with the "Guidelines for Preparation of Reuse Feasibility Studies" prepared by the Florida Department of Environmental Regulation, November, 1991. A Reuse Feasibility Study is now required for new construction and operations permit applications, per St. Johns River Water Management District Rule 40C-23.001 and Florida Statutes 403.064. The plan will address the expansion of the distribution system to serve major disposal sites and residential areas. 3.1.1 The Winter Springs East Wastewater Treatment Plant meets the "reuse" definition of 62-610.200(4) in that it disposes of 100% of the effluent through landscape irrigation and groundwater recharge (via multiple percolation ponds). Therefore, the guidelines allow the preparation of an abbreviated report. The report must contain all the chapters of a full report, but the scope may be limited to assessment of a single alternative, which is the continued reliance on the existing reuse system. For Winter Springs, this will include the expansion of the reuse system into residential areas directly adjacent to the existing effluent distribution system. No other disposal methods will be evaluated. 3.1.2 The ENGINEER will provide a Master Reuse Plan for the east utility service area. The primary goal will be to identify residential areas with the highest potential for reuse and to plan a distribution system to serve these areas. A secondary goal is to replace potable irrigation demands with reclaimed water. The design capacity shall be 2.0 to 2.5 MGD. The Master Reuse Plan will provide the following: A. The ENGINEER will assist the OWNER in the confirmation of the potential reuse service area. It is anticipated and this proposal is based on the service area being within the existing eastern utility service area. Future permitting requirements are lessened by FDEP within a defined and permitted service area. A reuse service area map was submitted to SJRWMD with the latest CUP application. ENGINEER and OWNER will work together to reconfirm the previously submitted information. B. Obtain from the OWNER and SJRWMD a listing of potential major users within reuse service area. C. Use the reuse survey form developed for the west side for a mail-out survey within the identified neighborhoods. The neighborhoods will be selected on the basis of existing irrigation, irrigation potential and location near the existing main line and proposed main line improvements. The OWNER will provide the mailing. D. The ENGINEER will analyze the information contained in the survey upon return of the survey forms. The City will sort the responses by subdivision and provide these to the ENGINEER. The ENGINEER will estimate the potential number of users per neighborhood and color in the lots on the city map. E. The ENGINEER will estimate the reuse potential of each neighborhood identified based on the best available data such as survey soils maps and historical irrigation use from the City of Winter Springs and other local communities. No detailed soils or hydrogeological work is included in this scope of services. If such work is desired or required, a hydrogeologist can be retained. F. ENGINEER will analyze and include neighborhoods or planned subdivisionS which have a reclaimed water distribution system built or planned as part of the infrastructure. OWNER will provide a listing of these areas. G. Formulate a reclaimed water distribution and storage network system and enter the distribution system into the K-pipe computer program for analysis under present and future demand conditions. Run several iterations utilizing the most probable reuse sites and demands. Prepare a map of the proposed distribution system for inclusion in the report based on the Autocad Base Map previously used for the SJRWMD submittal. H. Analyze the system for possible phasing and implementation over the study period. 1. Prioritize the various routing and phasing alternatives with City Staff, develop an implementation schedule and capital improvements schedule. 3.1.3 Develop an implementation and financial plan. A. With the assistance of the City, determine the available revenue and/or capital funds for implementation of the reuse distribution system. B. Summarize available ways to finance a phased capital improvements program. Discuss with OWNER the available options and determine their preferences. C. Prepare a recommended implementation schedule based on available resources with input from the OWNER. 3.1.4 Provide recommendations on customer public relations pamphlets; methods to encourage higher participation in the reuse system, such as use of speakers and/or public presentation videos; public meetings. 3.1.5 Provide a draft report to the OWNER for review. Meet with City Staff to discuss the reports and findings. Five copies will be provided. 3.1. 6 Modify the report based on input and comments from the OWNER and prepare final report. Ten copies will be provided. Prepare displays for presentation of the final report to the Commission. 3.1.7 Submit report to Florida Department of Environmental Protectin (FDEP) along with a request for a re-use service area modifications to the existing operations permit. Respond to review questions from FDEP, if any. SECTION 4 SUPPLEMENT ARY SERVICES OF THE ENGINEER 4.1 If authorized in writing by the OWNER prior to the rendering of such services, the ENGINEER will furnish or obtain under subcontracts, supplementary services of the following types which will be paid for by the OWNER as described in SECTION 6, Paragraph 6.1.2. 4.2.1 Additional services due to significant changes in the scope of the project or its design including, but not limited to, changes in size, complexity, character of construction or due to time delays in initiating or completion of the work as described herein. 4.2.2 Additional services in connection with the project including services normally furnished by the OWNER as described in Section 5 herein and services not otherwise provided for in this Amendment. 4.2.3 Preparing to serve and serving as an expert witness for the OWNER in any protest, litigation, or other proceeding involving the project. 4.2.4 Additional engineering services required by revisions to regulations (after the date of this Amendment) as applicable to the Florida Department of Environmental Protection, the St. Johns River Water Management District, or other regulatory agency requirements. 4.2.5 Provide, through a subconsultant, additional surveying services if required or requested by the OWNER. 4.2.6 Provide, through a subconsultant, soils investigation serVIces if required or requested by the OWNER. SECTION 5 THE OWNER'S RESPONSIBILITIES 5.1 The OWNER will: 5.1.1 Advise the ENGINEER of his requirements for the project and designate a person to act as the OWNER I S representative with respect to the work to be performed under this Amendment, and such person shall have complete authority to transmit instructions, receive information, interpret and define the OWNER's policies and decisions pertinent to the work covered by this Amendment. 5.1.2 5.1.3 5.1.4 5.1.5 5.1.6 5.1.7 5.1.8 5.1.9 5.1.10 6.1 Guarantee access to and make all provision for the ENGINEER to enter upon public and private lands as required for the ENGINEER to perform his work under this Amendment. . Provide data requested that is reasonably available on the existing utility systems, population and projections, land use and planning information. Provide personnel to locate facilities and mow, trim, or otherwise make them accessible for inspection. Examine all studies, reports, sketches, and other documents presented by the ENGINEER and render decisions pertaining thereto within a reasonable time so as not to delay the work of the ENGINEER. Obtain approval of all governmental authorities having jurisdiction over the project, and such approvals and consents from such other individuals or bodies as may be necessary for completion of the Project. Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, soils investigations if advised in writing by the ENGINEER that they are necessary or advisable. Furnish, or direct the ENGINEER in writing to provide at the OWNER's expense, necessary additional services as stipulated in Section 4 of this Amendment, or other services as required. Provide such legal, accounting, and insurance counseling services as may be required for the project, and such auditing services as the OWNER may require. Give prompt written notice to the ENGINEER whenever the OWNER observes or otherwise becomes aware of any defect in the Project. SECTION 6 PAYMENT PAYMENT Payments for services and expenses of the ENGINEER to be as set forth below: 6.1.1 Compensation paid ENGINEER for services described herein and rendered by principals and employees assigned to the Project will be a Lump Sum fee of $20,000. 6.2 REIMBURSED EXPENSES 6.2.1 Expenses for items not specifically valued herein are to be reimbursed to the ENGINEER at the actual cost thereof. Said expenses shall include transportation and subsistence of principals and employees, when traveling in connection with the Project, toll telephone calls, telegrams and similar project-related items. 6.2.2 The OWNER will make prompt monthly payments in response to ENGINEER's montWy statements without retention for all categories of services rendered under this Amendment and for reimbursable expenses incurred. 6.2.3 Charges for the services rendered by principals and employees as witnesses in any litigation, hearing or proceeding in accordance with Paragraph 4.1.4 will be computed at a rate of $400.00 per day or any portion thereof. 6.2.4 If this Amendment is terminated during prosecution of the services prior to completion of the services of Section 3, payments to be made in accordance with Paragraph 6.1.1 on account of that and all prior work under this Amendment shall be due and payable, and shall constitute total payment for services rendered. In addition, upon termination, the ENGINEER shall be paid for any Additional Services authorized and rendered under Section 4. 6.2.5 The ENGINEER shall promptly begin work on the services authorized by this Amendment upon receipt of notice to proceed from the OWNER. SECTION 7 GENERAL CONDITIONS 7.1 Since the ENGINEER has no control over the cost of labor, materials, or equipment, or over any construction contractor's method of determining prices, any opinions of probable construction cost which may be provided in the services of this Amendment are made on the basis of his experience and qualifications and represent his best judgement as a design professional familia.r with the construction industry, but the ENGINEER cannot and does not guarantee that bids or the construction cost will not vary from opinions of probable cost prepared by him. 7.2 The OWNER and the ENGINEER each binds himself and his partners, successors, executors, administrators and assigns to the other party of this Amendment and to partners, successors, executors, administrators, and assigns of such other party in respect to all covenants of this Amendment. Nothing herein shall be construed as creating any personal liability on the part of any officer or agency of any public body which may be a party hereto, nor shall it be construed as giving any rights or benefits hereunder to anyone other than the OWNER and the ENGINEER. SECTION 8 8.1 The ENGINEER agrees to prosecute the work in a timely manner until the Project is completed. IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment the day and year first above written. OWNER: City of Winter Springs, Florida ATTEST By: Date: ENGINEER: Conklin, Porter & Holmes - Engineers, Inc. ATTEST By: Date: amend6.tmz/pro/ja ATTACHMENT "A" DETAILED PLAN OF STUDY DETAILEI) PLAN OF STUDY MASTER REUSE PLAN - EAST SIDE SERVICE AREA .. '. " \ "Time in Manhours ., , . : , , .. " , Description of Tas~ . ,." 1 P E .T D S : Expenses , , 3.1.2 The Master Reuse Plan will provide the following: 1 2 4 2 A, Re~confirm with the OWNER the potential reuse service area which is assumed to be within the ex.isting City limits of the eastern utility service area. B, Obmin from the OWNER a listing of potential major users within the 2 reuse service area. C, Reuse survey Corm for a mail-oul survey within lhe identified J neighborhoods. The OWNER will provide ,he mailing. D, ENGINEER will analyze the information comained in lhe survey: the 2 4 12 4 City will son the responses by subdivision and provide these to the ENGINEER, Oetennine the pOlemial number of users per neighborhood. E. Determine the reuse potential of each neighborhood identified. 4 4 12 2 F, Analyze and include neighborhoods or planned subdivisions having I 4 4 reclaimed water distribution systems buill or planned. G. Formulate a reclaimed water distribution and storage network system and 4 40 40 16 2 enter the distribution system into the K-pipe future demand conditions. Run several iterations utilizing the most probable reuse shes. Prepare a map for inclusicn in the report. H. Analyze the system for possible phasing and implementation over the 4 8 12 study period. I. Prioritize the various routing and phasing alternatives with City Staff. 4 8 8 $100 develop an implemenr3tion schedule and capital improvements schedule. 3,1.3 Develop an implementation and financial plan 1 8 2 A. With City assistance. determine the available revenue and/or capital funds for implememation of the reuse distribution system. B. Summarize available ways to finance a phased capilal improvements I 8 2 program. Discuss with OWNER the available options and determine their preferences. C, Prepare a recommended implementation schedule based on available I 4 4 2 resources with input from the OWNER. 3.1.4 Provide recommendations on customer public relations pamphlets; methods to I 4 I encourage higher panicipation in the reuse system. 3,1,5 Provide draft report to Owner 8 24 24 16 $100 3.1.6 Finalize report and present to Commission. 4 4 4 2 $100 3.1.7 Submit to FDE? and respond to review questions. 4 8 8 4 $100 TOTAL 41 132 108 16 39 $400