HomeMy WebLinkAboutR-2018-047 Task Order 3; Gray & Osborne, Inc.; Primary Digester Cleaning and Maintenance AgreementA RESOLUTION
RESOLUTION NO. R-2018-047
authorizing Task Order 3 to the existing Professional Services Agreement
with Gray & Osborne, Inc , approved by the City Council on February 7,
2017, in an amount not to exceed $68,330, to provide engineering services
for primary digester cleaning and maintenance at the Yakima Regional
Wastewater Treatment Facility
WHEREAS, the City of Yakima operates and maintains the Yakima Regional Wastewater
Treatment Facility in accordance with applicable Federal, State and Local regulations; and
WHEREAS, the primary digesters at the City of Yakima Wastewater Facility require
cleaning and maintenance to maintain effective biosolids treatment; and
WHEREAS, the City desires to enter into Task Order 3 to the existing Professional
Services Agreement with Gray & Osborne, Inc 2017-015 to provide engineering services required
for primary digester cleaning and maintenance work, and
WHEREAS, the City of Yakima used the procedure established by the State of
Washington and used the Municipal Research and Service Center Professional Services Roster
process to select a firm to perform the engineering work, and
WHEREAS, Gray & Osborne, Inc. was determined to be qualified to perform the needed
engineering services, and
WHEREAS, the Scope of Work and Budget included in this Task Order meet the needs
and requirements of the City of Yakima for this project; and
WHEREAS, the City Council has determined that it is in the best interest of the City of
Yakima to enter into Task Order 3 under the Professional Services Agreement with Gray &
Osborne, Inc , 2017-015 to provide engineering services for Primary Digester Cleaning and
Maintenance at the Wastewater Treatment Facility; 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 Task Order
3 to the Professional Services Agreement between the City of Yakima and Gray and Osborne,
Inc , 2017-015 in an amount not to exceed Sixty -Eight Thousand Three Hundred and Thirty
Dollars ($68,330)
ADOPTED BY THE CITY COUNCIL this 5th day of June, 2018
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Sonya Clak}Tee, City Clerk
TASK ORDER 3
TO
CONTRACT FOR ENGINEERING SERVICES
THIS TASK, made this day, by and between the City of Yakima, Yakima County, Washington,
hereinafter referred to as the CITY, and Gray & Osborne, Inc., hereinafter referred to as the
ENGINEER, hereby modifies the Contract for Engineering Services dated (by CITY)
February 8, 2017, for additional services related to on-call engineering needs.
Add the attached Exhibit "A" covering professional engineering services requested by the
City of Yakima for Task Order 3 — Primary Digester Cleaning at the City's Wastewater
Treatment Facility, and Exhibit "B" with a "not to exceed" budget of $68,330.00.
IN WITNESS WHEREOF, the parties hereto have executed, or cause to be executed by their
duly authorized officials, this TASK to the Contract for Engineering Services in triplicate on the
respective dates indicated below.
GRAY & OSBORNE, INC. CITY OF YAKIMA
By: �� 0,6°-��
By: .
(Signature) (Signature)
Name: Michael B. Johnson, P.E., President Name:
GRAY & OSBORNE, INC. Cliff Moore, City Manager
Date: 3/7//5
Date: jwi.P ( g
"Equal Opportunity/Affirmative Action Employer"
(March 6, 2018) Page 1 of 6
dity tdt tPACt NO V / 7- 0/ y f s/c Ord -3
RESOLUTION NO: -;;204,3 2Y 7
TASK ORDER 3
EXHIBIT "A"
SCOPE OF WORK
CITY OF YAKIMA
WWTF — PRIMARY DIGESTER CLEANING
Based on our understanding of the project, this Scope of Work presents the professional
engineering services requested by the City of Yakima for the City's Wastewater Treatment
Facility located at 2220 East Viola Avenue, Yakima, WA 98901.
Project Understanding: Primary Digester No. 1 has not been cleaned and inspected since 1996.
The City has seen an increased frequency of plugging in the supernatant lines and general issues
with the digester due to what is believed to be a buildup of rags and debris.
The City desires to take Primary Digester No. 1 out of service for cleaning, structural repairs and
recoating of the interior surfaces. At this time it is unknown what structural repairs may be
required, as such, a structural inspection will be performed after the digester is cleaned to
confirm assumptions made during the design phase. In addition, the digester mixer will be
inspected and repaired/maintained as necessary while the digester is out of service.
The City has limited capacity in the primary digester system and therefore taking Primary
Digester No. 1 out of service will need to be evaluated for the most cost-effective approach to
maintain treatment.
SCOPE OF SERVICES
The proposed scope of services is described below.
Task 1— Project Management
This task will incorporate overall project management as well as in-house quality assurance and
quality control (QA/QC) reviews of all documents in order to address the relevant issues that
may affect the project. The project management task also covers oversight of the project
schedule and budget.
Task 2 — Engineering Memorandum
The Engineering Memorandum will evaluate the following items:
1. Options for processing an estimated 900,000 gallons of primary sludge prior to
cleaning. Options may include the following:
a. Ability to use the older (Sharples) centrifuge for processing primary
sludge concurrently while processing secondary sludge with the newer
(March 6, 2018) Page 2 of 6
centrifuge. Consideration will need to be given to the capacity of the
centrate piping system and the ability to run primary and secondary sludge
to the newer centrifuge.
2. Options for temporary digester capacity. Options may include:
a. Use of secondary digester as a primary digester through the use of a
temporary heat exchanger or repiping of existing heat exchanger.
b. Temporary heated tankage (baker tanks)
c. Options to haul partially digested sludge to Natural Selection Farms.
3. Recommendations and conclusions for temporary operation of the digester system
during cleaning.
4. Develop cost estimate for cleaning primary digester No. 1.
5. Meet with City staff to confirm conclusions and recommendations.
Task 3 — Contract Documents for Digester Cleaning
Services shall include the preparation of plans, technical specifications, contract documents and
cost estimates for the Primary Digester No. 1 Cleaning Project. Plans, specifications and
contract documents will be prepared in a City approved format for bid to be used by a general
contractor in performing the construction work.
The extent of corrosion and potential structural repair inside Digester No. 1 cannot be
determined until it is taken out of service and cleaned. The contract documents will be prepared
such that any structural repair work determined by the Engineer will be paid for from bid items
with set aside amounts in the contract documents.
This scope of work assumes that the interior of the digester will be recoated.
Three copies of preliminary plans, specifications cost estimates will be provided to the City at
50 -percent and 90 -percent levels of completion for review and comment. Gray & Osborne will
review the documents with the City to obtain comments and/or suggested design revisions, and
revise the documents accordingly.
Task 4 — Bid Services
Prepare final contract documents and assist the City with advertising the project for public bid.
Provide four hard copies of the plans and specifications to the City along with a digital copy of
the plans and specifications for the City's use.
Gray & Osborne will conduct a pre bid meeting and prepare minutes for inclusion in a City
addendum. Gray & Osborne will respond to bidder's questions as requested by the City. Prepare
addenda items for the City's inclusion in addenda that are issued.
(March 6, 2018)
Page 3 of 6
Review each bid and verify the bidder's responsibility. Provide a letter of award
recommendation to the City.
NOTE: This scope of work assumes that the City will perform the following work and therefore
is not included in the Gray & Osborne scope of work.
• Submit advertisement to the paper of record and DJC.
• Distribute the Contract Documents.
• Maintain a plan holder's list.
• Finalize and distribute addenda.
• Conduct the bid opening.
• Develop and distribute a bid tab.
• Distribute and obtain required contract signatures and review bonds and
insurance, for the final signed Contracts.
Task 5 — Services During Construction
• Coordinate and conduct a preconstruction conference to review the requirements
of the plans and specifications of the project with the Contractor and to establish
administrative procedures for the project.
• Provide submittal review/approval: Review shop drawings and submittals for
compliance with design intent and general conformity with the Contract
Documents.
• Provide construction correspondence: Act as liaison, on the City's behalf,
between the City and Contractor to the extent provided in the Contract Documents
and to administer the construction contract and prepare and transmit general
construction correspondence, to include interpretation and/or clarification of the
Contract Documents, preparation of weekly Contract Time Completion
Statements, calculation and preparation of Pay Estimates, negotiation and
preparation of Change Orders, and other general construction correspondence.
• Structural Field Inspection: Perform tank inspection to determine the extent of
the structural repairs. Summarize the findings of the site visit in a brief letter
report. Provide direction to the contractor regarding structural repair work.
• Coatings Field Inspection: Perform initial tank inspection to verify assumptions
made during design regarding the specified coating system. Perform up to 5
inspections during the preparation and application of the coating system.
Inspections will be performed by Gray & Osborne's NACE Level 3 inspector.
• Prepare and transmit letter informing the Contractor that Substantial Completion
has been reached, subsequent to the preliminary walk-through and with the
concurrence of the City.
(March 6, 2018) Page 4 of 6
• Prepare and transmit the preliminary and final punch lists, subsequent to their
respective walk-throughs.
• Prepare and transmit a recommendation to the City to accept the project as
complete.
INFORMATION TO BE PROVIDED BY CITY
We will work with the City to ensure that all of the information needed to complete the work is
obtained. This information will include, but is not necessarily be limited to, the following:
1. Existing planning documents and record drawings to develop background
information, including design criteria for the digesters.
2. Existing equipment operation and maintenance manuals.
3. Sludge production rates for the last 3 years.
SCHEDULE
The proposed schedule for completion Task 2, Engineering Memorandum is 30 days after the
date this Task Order is executed.
The proposed schedule for completion of Task 3, Contract Documents for Cleaning, is 30 days
after the review and concurrence of the engineering memorandum for digester cleaning. The
City will issue a notice to proceed upon concurrence.
The proposed schedule for completion of Task 4 and 5, Bid and Construction Services, will be
on an on-call basis dependent upon the final City bid advertisement schedule and the
Contractor's on-site schedule.
PROJECT BUDGET
The maximum amount payable to Engineer for the completion of the work associated with this
Scope of Work, including contingencies, salaries, overhead and direct non -salary costs shall be
shown in the attached Exhibit "B."
(March 6, 2018) Page 5 of 6
EXHIBIT "B"
ENGINEERING SERVICES
SCOPE AND ESTIMATED COST
City of Yakima - Task Order No. 3
WWTF - Primary Digester Cleaning
Tasks
Principal
Hours
Project
Manager
Hours
Project
Engineer
Hours
Structural
Eng.
Hours
Coatings
Eng.
Hours
AutoCAD/
GIS Tech./
Eng. Intern
Hours
Project Management
8
8
Engineering Memorandum
4
16
40
8
Contract Documents
4
24
80
8
16
24
Bid Services
2
6
6
Services During Cleaning
2
40
60
24
64
16
Hour Estimate:
20
94
186
32
80
48
Fully Burdened Billing Rate Range:*
$112 to $177
$99 to $177
$106 to $150
$99 to $168
$99 to $168
$48 to $116
Estimated Fully Burdened Billing Rate:*
$150
$160
$150
$150
$150
$95
Fully Burdened Labor Cost:
$3,000
$15,040
$27,900
$4,800
$12,000
$4,560
Total Fully Burdened Labor Cost:
Direct Non -Salary Cost:
Mileage & Expenses (Mileage @ current IRS rate)
TOTAL ESTIMATED COST:
$ 67,300
$ 1,030
$ 68,330
* Actual professional fees will be based on the Schedule of Rates, Exhibit "C" of the original on-call services agreement. Estimated rates are for
determining total estimated cost only.
(March 6, 2018)
Page 6 of 6
BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
1
Item No. 6.F.
For Meeting of: June 5, 2018
ITEM TITLE: Resolution authorizing Task Order 3 to the existing Agreement with
Gray & Osborne, Inc. for $68,330 to provide Engineering and
Consulting Services required for Primary Digester Cleaning and
Maintenance at the Wastewater Treatment Plant
SUBMITTED BY: Mike Price, Wastewater/Stormwater Manager, 249-6815
Scott Schafer, Director of Public Works
SUMMARY EXPLANATION:
The City's Wastewater Treatment Plant's biosolids primary digesters require periodic cleaning
and maintenance to meet state and federal regulations for biosolids digestion. The cleaning and
maintenance process involves sequentially taking the individual digesters out of service for the
removal of undigestable materials and inspection for interior coating integrity and mixer
condition.
Gray & Osborne, Inc. has an existing Agreement with the City's Wastewater Division. Task Order
3 would operate under this Agreement in providing the necessary engineering services to
maintain effective biosolids digestion during the cleaning and maintenance process.
The terms of Task Order 3 would be in an amount not to exceed $68,330. (See attached Task
Order 3 with Exhibit A and B). Exhibit A of the Agreement describes the Scope of Work. Exhibit
B of the Agreement describes the Estimated Cost.
ITEM BUDGETED:
STRATEGIC PRIORITY:
APPROVED FOR
SUBMITTAL:
Yes
Public Safety
City Manager
STAFF RECOMMENDATION:
Adopt resolution
BOARD/COMMITTEE RECOMMENDATION:
ATTACHMENTS:
Description
Upload Date
0 Resd G&OTask 3 Digester Cleaning 5/9/2018
D act Task 3 G&O Digester Cleaning 5/9/2018
Type
Resolution
act
2