HomeMy WebLinkAboutR-1998-141 Wastewater Improvement Engineering Contract•
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RESOLUTION NO. R-98- 141
A RESOLUTION authorizing the City Manager and City Clerk of the City of Yakima to
execute Agreement Amendment #3 for .professional engineering services
between the City of Yakima, a municipal corporation, and HDR
Engineering, Inc.
WHEREAS, the City of Yakima owns and operates wastewater collection and treatment
facilities in accord with applicable Federal, State and Local regulations; and
WHEREAS, the City's current "Plan for a System of Sewage" is more than five years old;
and
WHEREAS, An Ecology approved plan Tess than five years old is required to be eligible to
apply for Federal and State Funding; and
WHEREAS, the City has recently received. a new NPDES Permit and has adopted GMA
Capital Facilities Plan; and
WHEREAS, the City has identified the need for specific engineering services to
adequately plan future projects; and
WHEREAS, the City has completed the process of competitively selecting professional
engineering services solely by virtue of qualifications in compliance with applicable State
requirements for acquisition of professional services; and
WHEREAS, HDR Engineering, Inc. has been previously selected to provide professional
wastewater engineering services in response to continuing environmental mandates, community
growth, replacement needs, and operational efficiencies; and
WHEREAS, the City and HDR Engineering have entered into a contractual relationship via
City contract #93-115 and authorized by Council Resolution R-93-146; and
WHEREAS, the City and the Engineer anticipated a contract amendment to define and
authorize necessary services in the areas of preparing an updated Plan for a System of Sewage;
and
WHEREAS, an agreement with HDR Engineering, Inc. to provide these services to the
City of Yakima is in the best interest of the City of Yakima, now, therefore
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager and City Clerk are hereby authorized to execute the attached and
incorporated Contract Amendment #3 for professional wastewater engineering services with
HDR Engineering, Inc. with the City of Yakima.
ADOPTED BY THE CITY COUNCIL this 6tlti day of October, 1998
ATTEST:
410
City Clerk
Mayor John Puccinelli
AMENDMENT NO. 3
TO THE
AGREEMENT BETWEEN
CITY OF YAKIMA, WASHINGTON
AND
HDR ENGINEERING, INC.
FOR PROFESSIONAL SERVICES
THE AGREEMENT dated December 23, 1993 as amended November 28, 1995 by and
between the. CITY, City of Yakima, Washington and the ENGINEER, HDR
ENGINEERING, INC., is hereby amended as set forth herein.
WITNES SETH:
WHEREAS, the City and the Engineer have entered into a contract for professional
services related to upgrading the City's existing wastewater treatment facility, herein
referred to as the "Project": and
WHEREAS, the City and Engineer have agreed on the Scope of Work for the
Wastewater Plan Update which represents extra service; and
WHEREAS, the City has agreed to have the Engineer provide the extra services as
described in this Amendment No. 3 and it's attachment entitled 1.2.6 WASTEWATER
PLAN UPDATE; and
WHEREAS, the agreement contains provisions in Section 2, for the City to authorize
extra work in connection with this Project;
NOW THEREFORE, in consideration of the terms, conditions and covenants of
performance contained or incorporated herein, the City and the Engineer agree that the
Agreement shall be amended as follows:
I. EXHIBIT A — SCOPE OF WORK
A. Paragraph 1.2 — Study and Report Phase
1. Delete subparagraph 1.2.6 and 1.2.7 in their entirety and insert the
attached subparagraph 1.2.6 entitled "WASTEWATER PLAN
UPDATE" with attached "Tentative Plan Update Outline" and
"Tentative Summary Plan Update Outline".
Yakima Contract Amendment No. 3
September 29, 1998
II. EXHIBIT B — PAYMENTS TO ENGINEER
A. In subparagraph 1.1.1 as amended, delete the words "One million Eight
Hundred Sixteen Thousand Seven Hundred Ten Dollars ($1,816,710)" and
replace with the words "Two Million One Hundred Twenty-four
Thousand Eight Hundred Fifty-three Dollars ($2,124,853)".
B. Revise subparagraph 1.1.1.3, as amended, to read as follows:
"1.1.1.3 Wastewater Plan Update costs, include the Technical
Memorandums as described in Sections 1.2.2.2., 1.2.2.3, 1.2.3, 1.2.4,
1.2.5.1 through 1.2.5.5, 1.2.5.11 through 1.2.5.13, the Wastewater Plan
Update as described in section 1.2.6 attached hereto and made a part
hereof, and the Heavy Electrical Maintenance described in subparagraph
1.4.1.6, shall not exceed Five Hundred Forty-two Thousand Forty-three
Dollars $542,043) without written authorization from the CITY. The final
costs of services associated with the Wastewater Plan Update have been
adjusted based on the urban growth boundaries for the Metropolitan
Yakima area, and the results of the industrial site and spray field studies."
C. Delete Attachment 3 and Attachment 4 in their entirety.
II. The terms, conditions, and covenants of performance set forth in the Agreement
are amended as specifically set forth in this Amendment No. 3.
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by their respective authorized offices or representatives as of the day and year
written below.
CITY OF YAKIMA HDR Engineering, Inc.
By:`,
R.A. Zais, Jr., City Manager
Date: —lq—q?
Attest: Ka)-E-42—,L-
City
Clerk
are CONTRACT PIC:
RESOLUTION NO:
By:
Jo
Approved:
Gary L.
r, en'or Vice President
APPROVED AS TO FORM:
l
'-111-H/
Yakima Contract Amendment No. 3 2
September 29, 1998 ,
City Attorney
1.2.6. WASTEWATER PLAN UPDATE
The Plan Update will incorporate growth management planning in development of alternate
service area requirements, identify the improvements to be made at the wastewater treatment
plant to provide the degree of treatment required to meet the current permits and regulations,
the receiving stream water quality based standards, and the amount and strength of
wastewater to be treated.
The Plan Update will be prepared to incorporate the "Biosolids Management Plan," and the
"Industrial Site and Sprayfield," as well as information contained in the 1988
"Comprehensive Plan", and the "Technical Memorandums" developed in this Agreement.
The Plan Update will be prepared in accordance with current WDOE criteria to meet grant
and loan financing requirements.
An anticipated outline of the Plan Update would be as follows:
• Section 1- Introduction
• Section 2 - Waste Discharge and Treatment Requirements
• Section 3 — Existing and Projected Service Area Characteristics
• Section 4 - Existing and Projected Wastewater Characteristics
• Section 5 — Analysis of Existing Wastewater Collection Facilities
• Section 6 - Analysis of Existing Wastewater Treatment Plant
• Section 7 — Identification of Selected Wastewater Collection Strategies
• . Section 8- Identification of Selected Wastewater Treatment Plant
Improvements
• Section 9— Biosolids Management
• Section 10 —Food Processing Wastewater Facility
• Section 11— Financial Planning
• Section 12 — Implementation Program
Yakima Contract Amendment No. 3 3
September 29, 1998
Specific activities to be performed in preparation of the Wastewater Plan Update are as
follows:
1. Meet with the WDOE to review the requirements for the Plan Update
2. With input from the WDOE and City, prepare existing statement and
short-term and long-term opinions of the effluent discharge requirements
for the wastewater treatment plant and the industrial reuse facilities.
3. Collect and review applicable reports describing planning studies of the
wastewater service area including urban growth management, collection,
treatment, biosolids, and industrial waste.
4. Update the planning area description, environmental conditions of the
planning area, land use projections, and population projections from
information developed by the City and County planning departments under
the Urban Growth Management activities.
5. Review current Agreements for service with the Terrace Heights Sewer
District, the City of Union Gap, and the unincorporated areas of Yakima
County. Evaluate opportunity for service to areas within the Urban
Growth Boundary, the reserve area of the Urban Growth Boundary, and
the opportunities for service to cluster communities which may be located
outside the Urban Growth Boundary.
6. Describe the existing wastewater collection facilities and evaluate existing
and future wastewater flow characteristics.
7. Describe the existing treatment facilities and evaluate existing and future
wastewater flow characteristics.
8. Evaluate plant flow data and meet with representatives of the wastewater
collection staff to determine if there is excessive inflow or infiltration,
review progress of City's program for sewer system rehabilitation, and
identify problems that affect the safety, reliability, capacity of the facilities
and develop alternative solutions to the identified problems.
9. With representatives of the wastewater treatment plant staff, identify
problems that affect the safety, reliability, capacity or efficiency of the
facilities and develop alternative solutions to the identified problems.
10. Evaluate existing wastewater treatment plant capacity for liquid and solids
capacity for each unit. Describe alternate improvements which may be
made to the existing treatment plant to make incremental liquid and solids
capacity expansions.
Yakima Contract Amendment No. 3 4
September 29, 1998
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11. Summarize preferred alternative recommendations developed in Technical
Memorandums under this scope -of -work:
• Liquid Process Improvements
• Solids Process Improvements
• Lagoon Modifications
■ Biosolids Improvements
■ Cogeneration and Gas Utilization
■ RAS/WAS Pumping
• Final Clarifier Addition
• Aeration Basin Additions
• Modifications to Trickling Filters
• Septage Handling Improvements
• Miscellaneous Projects
• Aeration Basin Structural Evaluation
• Electrical Power
• Instrumentation and Controls
• Treatment Plant Process and Operational Improvements
• Solids Handling Improvements
• Industrial waste impact to facility
• Food Processing Wastewater Facilities
• Delegated Pretreatment Program
• Effluent Reuse
12. Prepare capital and operating costs for alternative solutions for wastewater
collection within the service area. Identify non -economic factors and
environmental impacts associated with each alternative that sets it apart
from other alternatives. Compare the alternative solutions.
13. Summarize capital and operating costs for alternative solutions for
wastewater treatment and industrial waste. Identify non -economic factors
and environmental impacts associated with each alternative that sets it
apart from other alternatives. Compare the alternative solutions.
14. Identify the recommended solution to each collection and/or treatment
issue in concert with representatives of the City staff. Upon concurrence
from the City on a selected alternative, prepare a detailed description of the
selected alternatives including direct and indirect environmental impacts,
mitigation measures for adverse impacts, design parameters, physical size
and conceptual plan of the improvements, estimated capital and operating
costs, and implementation requirements.
15 Prepare an implementation plan for the selected improvements. Describe
the schedule, financing requirements, financing options, cash flow, and
administrative requirements.
Yakima Contract Amendment No. 3
September 29, 1998
16. Prepare a SEPA checklist for the selected wastewater collection and plant
improvement plan. Furnish three copies of the SEPA checklist. Identify
permits which may be required for implementation.
17. During the preparation of the Plan Update, HDR will attend the
following meetings:
• Preliminary, mid-term and near -completion meeting with WDOE in
Yakima.
• Meeting with collection staff and meeting with the treatment staff to
identify issues as set forth herein.
• Meetings with the City staff and other consultants in Yakima,
regarding the direction of the study, the problems to be addressed
by the study and progress report meetings regarding the study
(Total of 6).
• Meetings with City council persons to brief them on the contents
of the Updated Plan, the reason the improvements are needed, and
the financial requirements of the proposed facilities (Total of 3).
• Present the completed Updated Plan to the City Council in formal
session (Total of 1).
• Meeting with up to three funding agencies to identify opportunities
and protocol for grants or low interest loans to assist in financing
the identified improvements.
18. Furnish 15 copies of the draft Plan Update and 50 copies of the fmal
report.
19. Prepare a 20 to 25 page Summary of the Plan Update as a separate
document. The Summary will be used as a GMA Insert for sewer utility
services within the Urban Growth Boundary.
Yakima Contract Amendment No. 3 6
September 29, 1998
CITY OF YAKIMA RESPONSIBILITIES
The following information, data, and maps shall be provided to HDR by the City. Maps
shall be provided in electronic format.
1. Existing Sewer Service Area Boundaries Map including area calculations
2. Proposed Sewer Service Area Boundaries Map including area calculations
3. Existing Trunk Sewer, Pumping Station, and Forcemain Map including length, size, and
capacity
4. Basin and Sub -basin Sewer Map for Existing and Proposed Boundaries including area
calculations
5. Topography Map within Area Boundaries (may be background map for other maps)
6. Existing Land Use Map within Urban Growth Boundary including area, calculations
7. Proposed Land Use Map within Urban Growth Boundary including area calculations
8. Streams, Creeks, and Drainage Ways Map within the Existing and Proposed Area
Boundaries including the 100 — year flood boundary
9. Water System Map including all sources of water supply, water storage reservoirs,
treatment plant, and pipelines 12 -inch and larger
10. Irrigation System Map including all sources of supply, reservoirs, canals, and pipelines
12 -inch and larger.
11. Sensitive Areas Map including wetlands, wildlife areas, farmland archaeological sites,
unbuildable lands, etc.
12. A listing of all industrial wastewater facilities including SIC Code, quantity of
wastewater, periods of production, and character of industrial wastewater.
Yakima Contract Amendment No. 3 7
September 29, 1998
Tentative
Plan Update Outline
Introduction
A. Background
B. Current Service Agreements (Terrace Heights, Union Gap,
Unincorporated Yakima County)
II. Waste Discharge and Treatment Requirements
A. Current NPDES Permits (Wastewater/Industrial)
B. Water Quality Issues
C. Potential Future Requirements
III. Existing and Projected Service Area Characteristics
A. Urban Growth Management
B. Existing Sewer Service Area
C. Current Land Use and Population
D. Proposed Sewer Service Area
E. Future Land Use and Population
F. Streams, Creeks, and Drainage Ways
G. Existing Water Supply
H. Existing Irrigation Supply
IV. Existing and Projected Wastewater Characteristics
A. Current Wastewater Flow, BOD, TSS, Ammonia and other
B. Existing Food Processing Wastewater Flows
C. Future Wastewater Flow, BOD, TSS, Ammonia and other
D. Future Food Processing Wastewater Flows
V. Analysis of Existing Wastewater Collection Facilities
A. Major Drainage Basins
B. Current System Capacity/Flows
C. Current Infiltration/Inflow
D. Current Program for Sewer System Rehabilitation
E. Current Safety, Reliability and Efficiency Issues
F. Environmental Conditions/Limitations
VI. Analysis of Existing Wastewater Treatment Plant
A. Preliminary
B. Primary
C. Secondary
D. Final
E. Disinfection
F. Non -Potable
G. Solids Thickening
Yakima Contract Amendment No. 3 8
September 29, 1998
H. Solids Digestion
I. Solids Dewatering
J. Solids Handling
K. Outfall
L. Environmental Conditions/Limitations
VII. Identification of Selected Wastewater Collection Strategies
A. Service Area Agreements
B. Service Inside Urban Reserve
C. Service Outside Urban Growth Boundaries
D. Future System Capacity/Flow
E. Future Program for Sewer System Rehabilitation
F. Safety,. Reliability and Efficiency Corrections
G. Environmental Impact
VIII. Identification of Selected Wastewater Treatment Plant Improvements
A. Liquid Process Improvements
B. Solids Process Improvements
C. Miscellaneous Improvements
> Safety, Reliability and Efficiency
> Septage Handling
> Cogeneration and Gas Utilization
> Aeration Basin Structural Evaluation
> Essential Power
> Instrumentation and Controls
D. Environmental Impact
E. Effluent Reuse
IX. Biosolids Management
A. Current Practices
B. Regulatory Issues
C. Recommendations
D. Environmental Impact
X. Food Processing Wastewater Facility
A. Current Practices
B. Regulatory Issues
C. Recommendations
D. Environmental Impact
XI. Financial Planning
A. Wastewater Collection Capital and O&M Costs
B. Wastewater Treatment Capital and O&M Costs
C. Biosolids Disposal Capital and O&M Costs
D. Food Processing Wastewater Capital and O&M Costs
E. Grant and Loan Sources
Yakima Contract Amendment No. 3
September 29, 1998
(w F. Local Resource Financing
G. User Rates and Charges
H. Connection Fees and Charges
XII. Implementation Program
A. Six year Capital Plan
B. Year 7 thru 12 Capital Plan
C. Year 13 thru 20 Capital Plan
D. Sequence of Activities
Yakima Contract Amendment No. 3
September 29, 1998
10
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Tentative Summary Plan Update Outline
I. Background
II. Current Service Agreements
III. Consistency with other GMA elements
IV. Existing service area
V. Existing wastewater: flows/industrial flows
VI. Existing system capacity/flows
VII. Proposed service area
VIII. Future wastewater flows/industrial flows
IX. Future system capacity/flows
X. Summary of treatment plant improvements
XI. Summary of biosolids management recommendations
XII. Summary of industrial reuse facility recommendations
XIII. Summary of 6 -year CIP and schedule
XIV. Summary of 7-20 year capital plan
Yakima Contact Amendment No. 3
September 29, 1998
11
s City of Yakima
Proposed Schedule
Wastewater Plan .Update
I. Introduction
Technical Memorandum - 5 weeks
II. Waste Discharge and Treatment Requirements
Technical Memorandum - 4 weeks
III. Existing and Projected Wastewater Characteristics
Technical Memorandum - 3 weeks
IV. Existing and Projected Service Area Characteristics
Technical Memorandum - 2 weeks
V. Analysis of Existing Wastewater Collection System
Technical Memorandum - 4 weeks
VI. Analysis of Existing Wastewater Treatment Plant
Technical Memorandum - 4 weeks
VII. Identification of Selected Wastewater Collection Strategies
Technical Memorandum - 5 weeks
VIII. Identification of Selected Wastewater Treatment Plant Improvements
Technical Memorandum - 5 weeks
IX. Biosolids Management
Technical Memorandum - 3 weeks
X. Industrial Reuse Facility
Technical Memorandum - 3 weeks
XI. Financial Planning
Technical Memorandum - 3 weeks
Implementation Program
Technical Memorandum 3 weeks
A. Wastewater Plan Update -
B. SEPA Checklist -
C. Summary Wastewater Plan Update -
Yakima Contract Amendment No. 3
September 29, 1998
12
3 weeks
1 week
2 weeks
CITY OF YAKIMA
WASTEWATER PLAN UPDATE
ESTIMATED LABOR HOURS
HDR ENGINEERING, INC.
Position
Estimated Hours
Principal -in -Charge
24
Project Manager
120
Quality Review
40
Senior Project Engineer
486
Project Engineer
860
Engineer
440
Technician
Total Labor
160
Clerical
240
Total Labor
2424
BUCHER, WILLIS & RATLIFF
Position
Estimated Hours
Project Manager
80
Quality Review
24
Project Engineer
540
Senior Planner
24
Technician
80
Clerical
40
Total Labor
788
SUBCONSULTANTS
Landau — Geotech (Aeration Basin Investigation)
PLS4 — Survey (Aeration Basin Investigation)
Yakima Contract Amendment No. 3
September 29, 1998
13
80 hours
80 hours
1
1
1
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No. 15
For Meeting Of 10/6/98
ITEM TITLE: Request For Approval of Resolution Authorizing Contract
Amendment For Wastewater Improvement Engineering Services
With HDR, Engineering, Inc.
SUBMITTED BY: Glenn Rice, ACM
Doug Mayo, Utility Engineer
CONTACT PERSON/TELEPHONE: Doug Mayo/575-6077
SUMMARY EXPLANATION:
City Council is respectfully requested to approve the attached resolution authorizing the
City manager to execute the attached Contract Amendment #3 for engineering services
with HDR Engineering, Inc. The added cost of this Amendment is $308,143. On December
21, 1993, City Council authorized the City to enter into a contractual agreement for
engineering services with the aforementioned engineering firm (Council Item 16, City
Contract # 93-115, Resolution # R-93-146).
As noted in the Council agenda item referenced above, "The scope of work anticipated
through this decade is lengthy but only those elements requiring initiation now are fully
detailed and selected for authorization through this [original] contract. The remaining
elements found in the Projected Technical Scope of Work will be authorized through
future contract amendment and Council approval."
(...continued...)
Resolution X Ordinance _Contract _Other (Specify) Contract Amendment #3
Funding Source Partially Budgeted in Fund 476 as Project 1644 with remainder
Budgeted in Fund 478 as Project 1640
APPROVED FOR SUBMITTA
City Manager
STAFF RECOMMENDATION:
Staff respectfully requests City Council approve resolution authorizing the City Manager to
execute the attached Contract Amendment #3 with HDR Engineering, Inc.
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
(...continued. from frontPaS e..)
Yakima's most current Wastewater Treatment Facility Plan Update was completed in June 1989. The
most current Comprehensive Plan for Sewerage System was completed April 1987 with an Update in
October 1988.
To be eligible to apply for construction funds from State or Federal sources, a city must have Ecology
approval of a city's "Plan for a System of Sewerage" as defined in WAC 173-240-020. This is
required by 40 CFR 35, RCW 35.67, and RCW 90.48.110. It is further required that this "Plan" have
been approved within five (5) years of the application date.
The Wastewater division has delayed updating these documents pending; 1) the City's new National
Pollution Discharge Elimination System (NPDES) Waste Discharge Permit which became effective
October 1, 1997 and; 2) planning done for the Growth Management Act (GMA). GMA has requirements
toward service and development patterns. Both a detailed plan of the trunk sewers required to serve the
GMA area and a detailed review of enhancement and expansion to treatment facility required to meet
regulatory and growth demands over the next 20 years.
Our new NPDES Permit decreased the facility's hydraulic treatment capacity because of added
environmental concerns with the facility's ability to remove ammonia from the effluent.
It is imperative that adequate planning is done to insure the City is knowledgeable of what
improvements and expansions will be necessary to meet regulatory and growth demands over the next
20 years.
As demonstrated in the attached Amendment, the tasks required to meet Ecology's demands ar
considerable and involved.
Utilizing funds remaining under the existing agreement's budget, HDR Engineering, Inc. and their
subconsultant Bucher, Willis & Ratliff, have commenced with preliminary planning. However, the
original Scope of Work is not yet totally completed and the budget remaining is not nearly adequate to
complete the tasks at hand plus the added scope. Amendment #3 adds $308.143 to the existing budget.
•
Budget for Amendement #3 to
Agreement Between City of Yakima and HDR Engineering, Inc.
Original
Amount
Revised #1
x
Amount
x
Amount
Revised #3
x
Spent
to Date
Remaining
Revised Budget
Task
Estimated
Amendment #1
Total Estimated
Amendment #2
-
Amendment- #3
Total Estimated
Cost
Cost
. Cost
Subparagraph 1.1.1
TOTAL AMENDED CONTRACT
TOTAL PROJECT
$918,700
$898,010
$1,816,710
no cost
$308,143
$2,124,853
$1,771,013
$353,840