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02/21/2012 04I Pharmer Engineering Contract Amendment tip, ,,,,, c ., n 4111 BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 1 I For Meeting of: February 21, 2012 1; :;, i i "f4 ; #;cv,2 i.. 1 4w 5: 4 t4tr 111. :',.,, 1 -VIJ-„a 1 4, .:; xf ! ? .. ;:`u, '; r ....,tt - t` a.. - hA.' x .. :: .., . '', i1 -I' . ; ITEM TITLE: Resolution amending the City's contract with Pharmer Engineering regarding the City's Wastewater Treatment Plant SUBMITTED BY: Scott Schafer, Wastewater Division Manager Dean P. Smith, P.E., Wastewater Utility Project Manager CONTACT Dean P. Smith, P.E. PERSON/TELEPHONE: Wastewater Utility Project Manager 509 - 248 -6814 SUMMARY EXPLANATION: The City of Yakima Wastewater Division has procured mixers to be installed in existing aeration basins. To accommodate these new mixers, several modifications need to be made to the tanks and piping systems, and the electrical power and instrumentation systems. The installation of these mixers will improve process efficiency through lower power consumption and increase the treatment capabilities of nutrients towards the removal of phosphorous from the waste process. The construction schedule of the new industrial wastewater treatment Upflow Anaerobic Sludge Blanket (UASB) bioreactor corresponds with the timing of the mixer installation and is located in close proximity on the plant site. Therefore, it is efficient to include the mixer installation Scope of Work in with the UASB construction project. The City is currently engaged through City Contract No. 2011 -43 with Pharmer Engineering for the UASB design at the Wastewater Treatment Plant in the amount of $2,168,548. Pharmer Engineering can provide the additional engineering services necessary for the design specifications of the mixers. To incorporate the mixers into the bid documents for the UASB, a change order is required to add this item to Pharmer Engineers Scope of Work. This is an additional cost agreed not to exceed $84,125.00. (See attached Exhibit "A ", Amendment No. 1). The amount was budgeted into Wastewater Fund 478 for 2012. By having Pharmer Engineering provide these additional engineering services most efficiently as part of the overall design specifications currently being prepared, the City finds the amendment to the current City Contract No. 2011 -43 with Pharmer Engineering advantageous in both saving money and meeting permit requirements. Other Authorized use Resolution X Ordinance (specify) of budgeted funds Contract: X Mail to: Contract Term: Amount: $84,125.00 Expiration Date: Insurance Required? No Funding Wastewater Fund 478 Phone: Source: APPROVED FOR City Manager SUBMITTAL: „. „ STAFF RECOMMENDATION: Staff respectfully requests City Council to approve the Resolution. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download O Mixer addition engineering amendment resolution 201211 O Pharmer Mixer Amendment 2012 RESOLUTION NO. R -2012- A RESOLUTION authorizing the City Manager to amend the City's current contract with Pharmer Engineering in the amount not to exceed $84,125 to add Engineering design services for the installation of new mixers in the existing aeration basins at the City's Wastewater Treatment Plant to the existing contract scope. WHEREAS, the City of Yakima (City) owns and operates wastewater collection and treatment facilities in accordance with applicable Federal, State and Local regulations; and, WHEREAS, mandatory planning, coordination, process analysis and implementation is required to address regulatory requirements; and, WHEREAS, professional wastewater engineering services are required for environmental mandates, community growth, replacement needs, and operational efficiencies, and, WHEREAS, conceptual and pre design development, detailed design, implementation, bid and construction related services along with other engineering assistance will be required to comply with mandated requirements; and, WHEREAS, the state of Washington requires such services to be performed by a Professional Licensed Engineer; and, WHEREAS, the City is currently engaged through City Contract No. 2011 -43 with Pharmer Engineering for engineering design of capital improvement projects at the Wastewater Treatment Plant in the amount of $2,168,548, to include design and construction related services for an Industrial Waste Anaerobic Process and North End Treatment Plant Power Distribution Upgrades; and, WHEREAS, the City desires to install pre - purchased mixers to enable biological phosphorous removal within the existing aeration basins at the City's Wastewater Treatment Plant (WWTP) and to replace existing dissolved oxygen (DO) probes with a system to measure the DO, oxidative - reduction potential (ORP), and pH for more efficient and effective treatment; and, WHEREAS, the removal of phosphorous from wastewater effluent discharges and watersheds is currently being implemented within the State of Washington by the Department of Ecology and will soon be regulated in the Yakima River; and, WHEREAS, this investment also allows for the reduction of power consumption necessary to operate the aeration basins at the WWTP; and, WHEREAS, the installation of the pre - purchased mixers requires some additional engineering design to be included in the bid specifications being prepared by Pharmer Engineering so the additional work can be accomplished by the contractor selected for the other related aspects of the plant upgrades; and, WHEREAS, Pharmer Engineering can provide these additional engineering services most efficiently as part of the overall design specifications currently being prepared, and will agree to do so for an additional cost not to exceed $84,125.00; and, WHEREAS, the City finds the amendment to the current contract with Pharmer Engineering advantageous in both saving money and meeting permit requirements, which amendment is attached hereto as "Exhibit A ", Amendment No. 1 to the existing contract with Pharmer Engineering; now therefore; BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute the attached "Exhibit A ", Amendment No. 1 to City Contract Number 2011 -43 with Pharmer Engineering in the amount not to exceed Eighty Four Thousand One Hundred Twenty Five Dollars ($84,125.00), to provide the additional engineering services necessary for design specifications to be added to the bid documents providing for the installation of mixers in the existing aeration basins at the City's Wastewater Treatment Plant. ADOPTED BY THE CITY COUNCIL this 21st day of February, 2012. ATTEST: Micah Cawley, Mayor Deborah Kloster, City Clerk Exhibit "A" City of Yakima Wastewater Treatment Consulting services North End Power and Industrial Pretreatment Amendment No. 1 Amendment No. 1 to City Contract No. 2011 -43 describes additional services to be provided to the City as set forth in the Scope of Work, below. The parties agree that this amendment to the underlying Agreement is subject to all of the specific terms and conditions of the underlying Agreement now in existence between the parties hereto, unless and solely with respect to any specific terms of this amended Agreement that conflict with the terms and conditions of the underlying Agreement, in which case the terms set forth in this amended Agreement shall control the execution of the Agreement. The parties further agree that the underlying Agreement, together with this Amendment No. 1 to said Agreement is the complete expression of the terms and conditions of performance by the parties hereto. Any oral or written representations or understandings not incorporated in the underlying Agreement as amended by this Amendment are specifically excluded. SCOPE OF WORK MIXER INSTALLATION AND DO /ORP METER REPLACEMENTS The addition of mixers into the existing aeration basin is intended to enable biological phosphorus removal and to a certain extent decrease the demand on the existing aeration blowers by providing mechanical mixing in lieu of using the aeration blowers for both oxygenation and mixing purposes. The existing dissolved oxygen (DO) probes will be replaced with a system to measure the DO, oxidative reduction potential (ORP), and pH. BASIC SERVICES - Include preliminary design, final design, bidding -phase services and construction management associated with wastewater treatment plant (WWTP) improvements identified in the 2004 Wastewater Facility Plan and Amendments for Power Distribution Upgrades on the North side of the Plant and the installation of an Industrial Waste Anaerobic process Task 1 - Reconfigure or adjust the existing Motor Control Centers (MCCs) in the Activated Sludge Pumping Station (ASPS), located at the east end of the Aeration Basins: A Add 8 (eight) Variable Frequency Drives (VFDs) and connect the drives to the existing power supply and the new mixer motors. The VFDs will be installed in new MCCs or as wall - mounted VFD enclosures. B Add disconnects, control stations, and other devices to support installation of the motors at to the Aeration Basin Platforms. C Connect to Existing ASPS Control Panel to monitor and control the motor VFDs. D Provide mechanical /structural mixer installation details E Provide aeration piping modifications to accommodate mixer installation. F Compile technical specifications with front end documents as a construction bid package. Front end documents will rely on EJCDC standards. 1 Task 2 - Install new DO /ORP probes and connect to existing plant control panel. A Provide power and communications bus connection to all the monitoring locations. B Connect system to Blower Building control panel. C Update HMI displays for new information. D Modify Daily reports to include DO, ORP, and pH summaries as coordinated with the Plant Operations. Fee. Compensation for the additional work identified in this Amendment No. 1 shall follow the specific conditions stated in City Contract No. 2011 -43 and the total cost of all additional work described herein shall not exceed Eighty Four Thousand One Hundred Twenty Five Dollars ($84,125.00), as specified in Table 1, below. The cost total shall be an aggregate of levels of effort which may vary between individual items compared to projected levels of effort. EXHIBIT A - TABLE 1 Yakima Regional WWTP Mixer Installation and ORP /DO Meter Replacement Project Pharmer Subconsultants Task Total Engineering Conley Stapley Subconsultant Direct Labor Engineering Engineering Total (with Inc 10% Markup) Task 1- Aeration Basin Mixers Design Services $4,000 $25,000 $600 $28,160 $32,160 Front End Specifications $4,000 $0 $0 $0 $4,000 Construction Services $500 $12,000 $150 $13,365 $13,865 PLC Programming $0 $8,000 $0 $8,800 $8,800 Task 2 - DO /ORP Equipment Replacement Design Services $0 $12,000 $0 $13,200 $13,200 Construction Services $0 $4,000 $0 $4,400 $4,400 PLC Programming $0 $7,000 $0 $7,700 $7,700 Total $84,125 2 CITY OF YAKIMA PHA : - EN ' " By: By: /A� r Michael Morales., City Manager PO ,2r Fommeg ?ges ctw Date: Date: Fcg 1, ZoLZ ATTEST: Deborah Kloster, City Clerk City Contract No. 2011 -43 City Resolution No. 3