Fort Walton Beach Council agenda — 04-12-11 regular — reading text

it carried unanimously with Nabors absent. Dr. gossom nominated Mr. Goodwin to serve as alternate on the WFRPC. The Mayor called for the vote on the nomination and it carried unanimously with Nabors absent. 10. 10. 1205: Okaloosa -Walton Continuum of Care /Opportunity Inc. Appointment Mr. Reeves nominated Dr. gossom as representative to the Continuum of Care and Mayor Anderson to continue as the alternate. The Mayor called for the vote on the nomination of Dr. gossom as representative and the Mayor as alternate and it carried unanimously with Nabors absent. City Council ofFort Walton Beach Page 4 Packet P, 27 Special Meeting Minutes April 1, 2011 6. PRESENTATION TO OUTGOING COUNCIL MEMBERS The Mayor recognized outgoing councilmen Mike Holmes and Mike Minich, presenting them each with a plaque and gift from the City. 7. ADJOURNMENT 2: 10 p.m. Approved: Mayor: Attest: r d City Clerk 0 o 0 a CL a NN City Council ofFort Walton Beach Page 5 --- Packet Pg. 28  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: April 12, 2011 Subject: Task Order for SSES Pilot Study 1. BACKGROUND: 1. 1. On January 12, 2010, City Council awarded General Consulting Contracts to three consulting firms: Hatch Mott MacDonald, C112M HILL, and Goodwyn, Mills and Cawood, Inc. 1. 2. In March 2010, the City began transmitting all of its raw wastewater flow to the new Okaloosa County Arbennie Pritchett Water Reclamation Facility. As part of the interlocal agreement with Okaloosa County, the City pays the County on a per 1, 000 gallon basis for wastewater treatment and disposal. 1. 3. The City' s wastewater collection and transmission system, which consists of gravity sewer mains and lift stations and force mains, experiences a large amount of inflow and infiltration during rainfall events. Inflow and infiltration contributes to the amount of raw wastewater the City transmits to the County and results in a higher expense for treatment and disposal. 1. 4. In order to identify the sources of inflow and infiltration, a Sanitary Sewer Evaluation Study ( SSES) is required. An SSES includes closed -circuit television ( CCTV) inspections of gravity sewer mains, smoke testing of sewer mains and laterals, and other forms of physical inspection techniques to identify the inflow and infiltration sources. 2. DISCUSSION: 2. 1. The City contacted CH2M HILL to provide a budget, scope, and schedule to complete a Sanitary Sewer Evaluation Study Pilot Project in three lift station areas ( Lift Station Nos. 5 and 10 & 11) with the highest known inflow and infiltration. The scope of work includes performing the field inspections, evaluating the results of the collected field data, and developing recommendations for addressing system deficiencies. 2. 2. The field services task includes smoke testing for gravity mains and laterals, manhole inspections, flow monitoring to capture the volume of inflow and infiltration during rain events, CCTV inspections of mains and laterals, and dye testing. 2. 3. The proposed schedule for this project is estimated to take approximately 32 weeks from the execution of the Task Order with an estimated cost of $175, 000. 3. FINANCIAL INFORMATION:  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: April 12, 2011 Subject: Task Order for SSES Pilot Study 3. 1. To complete all of the tasks of the Sanitary Sewer Evaluation Study Pilot Project as defined in the Scope of Services, CH2M HILL has proposed a not -to- exceed fee of 175, 000. Staff would like to request an additional $ 25, 000 to cover any possible unforeseen expenses due to unknown field conditions. 3. 2. The 2005 Utility Bonds are specifically set aside for the purpose of improvements to the wastewater system and can be used for this purpose. 4. RECOMMENDATION: 4. 1. Staff requests City Council authorization for the City Manager to execute a Task Order with CH2M HILL of Pensacola, Florida to complete a Sanitary Sewer Evaluation Study Pilot Project for a not -to- exceed amount of $200, 000 utilizing proceeds from the 2005 Utility Bonds. ATTACHMENTS: Task Order 2 - SSES Pilot Study Final ( PDF) SIGNATURE BLOCK: Michael Beedie Completed 04/ 01/ 20112: 10 PM Finance Completed 04/ 01/ 20112: 28 PM Carole Jones Completed 04/ 01/ 2011 2: 56 PM City Manager Completed 04/ 01/ 2011 3: 33 PM City Council Pending  TASK ORDER NO. 2 for CONTRACT FOR GENERAL CONSULTING SERVICES This task order is executed by the parties on the dates signed, shall become effective as of the date signed by the last party, and incorporates by reference the entire Contract for General Consulting Services between the City of Fort Walton Beach, a Florida municipality, with its principal place of business at 107 Miracle Strip Pkwy, Fort Walton Beach, Florida, City ") and the Consultant: CH2M HILL Corporation 25 W. Cedar Street, Suite 560 Pensacola, FL 32502 Business Address 850- 438 -2740 _ Telephone Number 850- 438 -9385 Fax Number Section 1. Scope of Work Introduction The City is considering implementing a system -wide sanitary sewer evaluation study (SSES) and rehabilitation program to identify and reduce infiltration and inflow (I/ I) into their sewer collection system. Prior to implementing a system -wide comprehensive I/ I program, the City desires to conduct a pilot -level study to evaluate the effectiveness at identifying and reducing I / 1. The City has selected two sanitary sewer collection basins to conduct this pilot study, Lift Station 5 sewer collection basin and Lift Stations 10 & 11 sewer collection basin. Scope of Services CH2M HILL will assist the City with implementing a pilot study for the City' s sewer system by performing a SSES on the selected basins. The scope of services will include performing field services, evaluating results of the collected field data, and developing recommendations for addressing system deficiencies. This study will assist the City in determining the viability of conducting a system -wide sanitary sewer evaluation program and removal of excessive wet- weather induced I / 1. The scope of services will consist of four main tasks. Task 1- Project Development and Kick -off Task 2 - Field Inspection Services Task 3 - Field Data Analysis and Model Task 4 - SSES Report PNSlTASK ORDER 2 - SSES PILOT STUDY FINAL. DOCX A detailed description of each task is provided below. Task 1— Project Development, Management and Kick -off Project Planning and Progress Reports Subtask 1. 1— CH2M HILL will prepare a detailed work plan for the study effort. The detailed work plan and schedule will be presented to the City at the Project Chartering Workshop and will form the basis for project delivery. The work plan and schedule will be updated as needed to reflect changes in scope or schedule. This subtask also includes preparation of monthly progress summary for submission to the City and coordination of project activities. Chartering Workshop (Workshop #1) Subtask 1. 2 - A project chartering workshop will be held between the City and CH2M HILL. The purpose of this workshop will be to confirm the City' s goals and objectives for the project, identify roles and responsibilities and communication protocols for project team members, and discuss the overall project work plan and schedule. Up to three CH2M HILL staff will attend Workshop # 1 with remaining team members participating via conference call. At the Chartering Workshop, CH2M HILL and the City will conduct a site visit at the selected basins and review components of the field and desktop evaluations. Deliverables: Two ( 2) hard copies of work plan and schedule Workshop agenda ( electronic delivery) Meeting summary of Project Chartering Workshop (electronic delivery) Task 2 —Field Inspection Services The purpose of this task is to develop the framework for the SSES field study, develop and provide field inspection forms and assist/ train the City staff in conducting the field work, reconnaissance, and data collection for the study. Subtask 2. 1 - Field Inspection and Data Management Plan CH2M HILL will develop of a field inspection and data management plan for use on this project. The plan will be designed to identify and catalog potential causes of I/ I into the sewer collection system. The field inspection services will be conducted utilizing a series of study components divided into two phases to provide preliminary, cost -efficient data results on initial causes and then obtain additional data on areas identified for further study Details about the components of the field inspection phases are summarized below. Phase I Field Inspection Components Phase I inspections involve low cost procedures to gather initial data about potential causes or sources of I / I. Upon the conclusion of Phase I inspections, CH2M HILL will prepare a