HomeMy WebLinkAbout07/18/2017 06B 2017 Water System Plan Update for Engineering Services Agreement - Addendum 1; HDR Engineering, Inc.BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
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Item No. 6.B.
For Meeting of: July 18, 2017
ITEM TITLE: Resolution authorizing Addendum No. 1 to the Engineering and
Consulting Services Agreement with HDR Engineering, Inc. for
$45,160 for ASR Permit Implementation Support
SUBMITTED BY: David Brown, Water/Irrigation Division Manager, 509-575-6204
Scott Schafer, Director Public Works
SUMMARY EXPLANATION:
A permit for the City of Yakima's Aquifer Storage and Recovery Water Supply (ASR) project was
issued by Washington Department of Ecology in January of 2017. The permit outlined several
requirements that must be met prior to the City being allowed to proceed with recharging or
recovering water from the aquifer.
To meet the requirements of the ASR permit, the City is in need of engineering services specific
to the ASR project. HDR Engineering, Inc. has the necessary expertise and experience to
provide such engineering services. The Scope of Work outlined within Addendum No. 1 includes
preparing a Quality Assurance Project Plan (QAPP), prepare options to reduce and/or manage
disinfection byproduct (DBP) concentrations, and to prepare an Operations and Maintenance
(O&M) Manual.
The terms of Addendum No. 1 would be in an amount not to exceed $45,160 (See attached
Agreement with Exhibit A and B). Exhibit A of the Agreement describes the Scope of Work.
Exhibit B of the Agreement describes the Schedule of Rates. The Department of Ecology,
through the Yakima Basin Integrated Plan, is issuing a grant in the amount of $30,600 towards the
completion of the requirements with the remaining balance to be funded from the Water
Division's Water Improvement Fund.
ITEM BUDGETED:
Yes
STRATEGIC PRIORITY: Public Trust and Accountability
APPROVED FOR
SUBMITTAL:
City Manager
STAFF RECOMMENDATION:
Adopt Resolution
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description Upload Date
D Resoultion 6/20/2017
D Addendum 1 7/7/2017
Type
Resolution
Contract
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RESOLUTION NO. R -2017-
A RESOLUTION authorizing execution of addendum 1 to the engineering and
consulting services agreement with HDR Engineering, Inc. for
$45,160 for ASR Permit Implementation Support.
WHEREAS, the City of Yakima Water/Irrigation Division requires engineering,
consulting services associated with the City of Yakima Aquifer Storage and Recovery
Project; and
WHEREAS, the City of Yakima Water/Irrigation Division representatives have
complied with the provisions of RCW 39.80 which concerns the procurement of
engineering and architectural services by a city; and
WHEREAS, the City of Yakima Water/Irrigation Division representatives will
continue to comply with the provisions of RCW 39.80 which concerns the procurement
of engineering and architectural services by a city for future engineering and
architectural services; and
WHEREAS, HDR Engineering, Inc. has the necessary expertise and experience
to perform and provide the required engineering services identified in the attached and
incorporated Addendum 1 and is willing to do so in accordance with the attached
agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City to
enter into an agreement with HDR Engineering, Inc., for engineering and consulting
services associated with Addendum 1 for the Aquifer Recharge and Storage Project;
and
WHEREAS, the Washington Department of Ecology Office of Columbia River
through the Integrated Plan has issued a grant of $30,600 to partially fund the ASR
Permit Implementation Support; and
WHEREAS, the City Council deems it to be in the best interest of the City to
authorize the City Manager to execute Addendum 1 Aquifer Recharge and Storage
Project; Now, Therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA:
The City Manager is hereby authorized and directed to execute the attached and
incorporated Addendum 1 to the engineering and consulting services agreement with
HDR Engineering, Inc. for engineering and consulting services associated the Aquifer
Recharge and Storage Project.
ADOPTED BY THE CITY COUNCIL this 18th day of July, 2017.
Kathy Coffey, Mayor
ATTEST:
Sonya Claar Tee, City Clerk
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For City of Yakima Use Only:
Contract No. 2015-255
Project No. AC2394
Resolution No. R-2017-
SOQ No.
AGREEMENT FOR PROFESSIONAL SERVICES
ADDENDUM NO. 1
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This Addendum, hereinafter identified as Addendum No. 1, is hereby entered into and made a part of the
Agreement between City of Yakima, Washington, and HDR Engineering, Inc., for Professional Services
first entered into on the 9th day of December, 2015, by the CITY OF YAKIMA, hereinafter called the "CITY,"
and HDR ENGINEERING, INC., hereinafter called the "ENGINEER."
WITNESSETH: That in consideration of the mutual covenants and agreements herein contained, the parties
hereto do mutually agree to amend, revise, and/or add the following to the referenced Agreement:
SECTION 2 - SCOPE OF SERVICES
2.1 Basic Services: In addition to the duties set forth in the underlying agreement,
ENGINEER agrees to perform additional work tasks described in the attached Addendum
No. 1 Exhibit A: ASR Permit Implementation Support for activities that will
complete requirements in the Report of Examination (ROE) as part of the
implementation of the City's Aquifer Storage and Recovery (ASR) permit. These tasks are
scheduled to be completed by December 31, 2017
SECTION 5 - COMPENSATION
5.1 COMPENSATION ON A TIME SPENT BASIS AT SPECIFIC HOURLY RATES: For the
services described in the attached Addendum No. 1 Exhibit A, compensation shall be on
a time spent plus expenses basis at the ENGINEER's normal hourly billing rates shown on
Exhibit B, attached to this agreement.
IN WITNESS WHEREOF the parties hereto duly enter into and execute this Addendum No. 1, as of this
day of , 2017.
Other than specific amendments stated herein, all other terms, conditions and requirements of the
underlying contract shall remain in full force and effect throughout the term of the underlying contract.
CITY OF YAKIMA HDR ENGINEERING, INC.
Signature Signature
Printed Name: Cliff Moore Printed Name:
Title: City Manager Title:
Date: Date:
Attest
Sonya Claar Tee, City Clerk
City Contract No. 2015-255
Resolution No. R-2015-161 / R -2017 -
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ADDENDUM NO. 1
EXHIBIT A
CITY OF YAKIMA — ASR Permit Implementation Support
SCOPE OF WORK
During the term of this AGREEMENT, the ENGINEER shall perform professional services in connection
with the following project:
A scope of work is presented here to complete ASR Permit Implementation Support. (Note:
ENGINEER has engaged the services of a SUB -CONSULTANT (Coho Water Resources) to
conduct a portion of the work. Activities specific to the ENGINEER and SUB -CONSULTANT
are identified in the scope of work below. ENGINEER project management costs related to this
effort will be paid with funds remaining in the originally authorized budget.)
Task 1 — Quality Assurance Project Plan
Prepare a Quality Assurance Project Plan (QAPP) to define the monitoring and reporting to be
conducted during ASR project implementation.
SUB -CONSULTANT Activities
1. Prepare Draft QAPP, per Task 3 of the ROE Compliance Schedule, based on Ecology
requirements and incorporating the monitoring provisions (flow/water level and water quality)
described in the ROE.
2. Prepare Final QAPP, based on Ecology review comments.
ENGINEER Activities
1. Coordinate development of QAPP by SUB -CONSULTANT and review their deliverables.
City Responsibilities
1. Review of Draft QAPP.
2. Communications with Ecology, including submittal of Draft QAPP for review.
Assumptions
1. The QAPP will follow, to the extent practical, the format and approach of the QAPP
developed for the Gardner Test Plan. That previously developed QAPP is an attachment to
the Gardner Test Plan and references materials within the Test Plan. The QAPP developed
in this task for the ASR permit will integrate references from the Test Plan in order to be a
stand-alone document, and will be consistent with the Operations and Maintenance Manual
that will be developed under Task 3.
2. The extent of comments received from Ecology cannot be predicted at this
time. ENGINEER services in responding to comments will be limited by the number of
labor -hours estimated for this task (up to two ENGINEER hours).
Deliverables
1. QAPP (in PDF format). Draft and Final versions.
Fee
$12,250.00
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Task 2 — Engineering Technical Memorandum
Prepare a technical memorandum assessing options the City could implement to reduce and/or
manage disinfection byproduct (DBP) concentrations to meet ASR permit enforcement limits.
ENGINEER Activities
1. Develop a list of DBP precursor monitoring and management methods.
2. Qualitatively evaluate the methods according to a comparison approach similar to that
utilized in the AKART analysis prepared previously in the ASR permitting effort. Evaluation
criteria will include effectiveness, implementability, and cost.
3. Review of hydraulic control analysis conducted by SUB -CONSULTANT (see below).
4. Prepare Draft Technical Memorandum, per Task 1 of the ROE Compliance Schedule.
5. Prepare Final Technical Memorandum, based on Ecology review comments.
SUB -CONSULTANT Activities
1. Prepare hydraulic control analysis, per Task 2 of the ROE Compliance Schedule. This will
include consideration of:
A. The ambient aquifer hydraulic gradient, flow velocities, and aquifer properties reported
and cited in Pitre and Austreng'.
B. The following two "bookend" scenarios, after 10 years of recharge:
i. Recharge and recovery only in the Gardner Well, as a most likely scenario
particularly in the initial years of operation.
ii. Recharge only in the Southwest Well and recovery only in the Kissel Well, as a
scenario in which the least amount of recharged water will be actively recovered.
C. The analysis will be at a conceptual level, supported by graphical illustrations based on
analytical groundwater equations.
2. Prepare Draft hydraulic control analysis text, for inclusion in technical memorandum.
3. Prepare Final text, based on Ecology review comments.
City Responsibilities
1. Review of Draft Technical Memorandum.
Assumptions
1. The technical memorandum will not address, other than by reference, DBP treatment
options, as these have been sufficiently evaluated in the prior AKART analysis.
2. The extent of comments received from Ecology cannot be predicted at this
time. ENGINEER services in responding to comments will be limited by the number of
labor -hours estimated for this task (up to seven ENGINEER hours).
Deliverables
1. Technical Memorandum (in PDF format). Draft and Final versions.
Fee
$19,600.00
1 Pitre, C. and A. Austreng, 2015. City of Yakima Gardner Well ASR Test Report. Golder project 103-
93060-03. Prepared for HDR under U.S. Bureau of Reclamation Contract No. R13PC10006.
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Task 3 — Operations and Maintenance Manual
Prepare an O&M manual for use by City staff that describes the operation of the ASR system
components and summarizes the monitoring and reporting requirements of staff. [Note: This
task overlaps with a similar effort included in ENGINEER's originally authorized scope of
services for the Water System Plan (i.e., development of ASR Standard Operating Procedures,
under Task 11 Operations and Maintenance). As such, the majority of ENGINEER's costs for
this effort are already accounted for under the existing Water System Plan budget. The
additional costs associated with this task for this scope of services are related to the
SUBCONSULTANT's efforts and ENGINEER's coordination of SUBCONSULTANT and
incorporation of their work into the manual.]
ENGINEER Activities
1. Prepare O&M Manual, generally following the outline of the O&M Manual previously
developed during an earlier stage of the ASR effort. The components of the O&M Manual
(with specific sections identified to be completed by SUB -CONSULTANT) are listed below:
A. Introduction
B. Initiation of Recharge
C. Monitoring and Maintenance during Recharge (SUB -CONSULTANT)
D. Terminating Recharge
E. Recovery Operations
F. Water Quality Monitoring Schedule (SUB -CONSULTANT)
G. Laboratory Contacts (SUB -CONSULTANT)
H. Reporting (SUB -CONSULTANT)
City Responsibilities
1. Review of Draft O&M Manual.
Assumptions
1. The O&M Manual will be prepared to a level of detail similar to that of the previously
developed manual.
2. The O&M Manual will not be reviewed by Ecology.
3. The Manual will describe operations with and without implementation of additional DBP
precursor management approaches as will be assessed in Task 2.
4. Pertinent sections of the Manual will incorporate information presented in the QAPP.
Deliverables
1. Operations and Maintenance Manual (in Word/PDF format). Draft and Final versions.
Fee
$5,560.00
Task 4 — Meetings
Meetings to support development of the above mentioned materials.
ENGINEER and SUB -CONSULTANT Activities
1. Participate in up to five conference calls with City staff to discuss draft materials. The
meetings will be up to two hours in length, with one ENGINEER and one SUB -
CONSULTANT staff in attendance.
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2. There will be one in-person meeting in Yakima (assumed to be no longer than two hours in
length) with City and Ecology staff to discuss Draft QAPP and Engineering Technical
Memorandum. One ENGINEER and one SUB -CONSULTANT staff will be in attendance.
City Responsibilities
1. Arrange in-person meeting with Ecology staff.
Assumptions
1. Only one review iteration by Ecology (i.e., of Draft Final deliverables under Tasks 1 and 2)
will occur. Only one review iteration by Ecology (i.e., of Draft Final deliverables under Tasks
1 and 2) will occur.
2. Preparation for and travel time to the in-person meeting in Yakima is included in the budget
for the meeting.
Deliverables
1. None.
Fee $7,750.00
Schedule
The anticipated project schedule is depicted below. Completion dates are based on the notice -
to -proceed date, which is anticipated to be no later than July 31, 2017.
Item
Anticipated Completion
QAPP — Draft (submitted to Ecology)
September 1, 2017
Engineering Technical Memorandum —
Draft (submitted to Ecology)
October 1, 2017
Review Meeting with Ecology
October 30, 2017
QAPP and Engineering Technical
Memorandum — Final (submitted to
Ecology)
December 31, 2017
O&M Manual — Final (on file at City)
December 31, 2017
BUDGET SUMMARY
A detailed itemization of costs is presented in an attached table, and is summarized below.
Table 1: Budget Summary
Task
No.
Task
Total
1
QAPP
$12,250
2
Technical Memorandum
$19,600
3
O&M Manual
$5,560
4
Meetings
$7,750
Totals
$45,160
(Note: If the project schedule extends beyond 2017, billing rates may increase to match actual
salary adjustments, which could increase the costs of services provided.)
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EXHIBIT B
SCHEDULE OF RATES
HDR 2017 Billing Rates
Note: If delayed into 2018, rates will increase based on actual salary adjustments,
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STAFF
PROJECT ROLE
BILLING RATES
1
Hansen, Jeffrey M
Task Lead
$203.36
2
Graham, Andrew G
Project Manager
$246.40
3
Kuhns, David W
Project Engineer
$127.68
4
Kwan, Pierre K
Advisor / QC
$257.89
5
Finn, Maureen C
Project Assistant
$116.48
6
Raclawski, Matthew
Project Accountant
$84.26
7
Koreny, John S
Hydrogeologist / QC
$210.34
Note: If delayed into 2018, rates will increase based on actual salary adjustments,
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