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

monitored flow will be made allowing a final adjustment of identified flows in order to balance the model developed and calibrated under Subtask 3. 1. 3.3 System Analysis and Rehabilitation /Repair Cost Estimate An analysis of the types of I/ 1 sources, their characteristics, estimated flow rates, and cost for removal will be evaluated. CH2M HILL will determine the recommended repair/ rehabilitation method for addressing the deficiencies. The information will be utilized to prepare an I/ I elimination cost curve which will be used to determine the cost effective approach to reduce or remove I/ I from the system for the selected storm event. The cost curves will evaluate the percentage of flow reduction, cost associated with each 10% increment of I/ I reduction, and the remaining cost associated with transporting and treating the remaining peak flows. This analysis will be done separately for each pilot area. The results will be summarized in the System I/ I Analysis and Elimination TM. Deliverables System I/ I Analysis and Elimination TM - Draft (electronic) System I/ 1 Analysis and Elimination TM - Final (electronic) Task 4 —Preparation of SSES Report and Final Workshop A draft report of the findings and recommendations will be prepared. The draft report will consist of an executive summary and the compiled technical memorandums already prepared. The report will also include recommendations, based on the outcome of the current study, to implement a full -scale system -wide I/ I control program. A total of three 3) copies of the draft report will be provided to the City for review. Up to two (2) CH2M HILL staff will meet (Workshop #2) with the City to review the draft report and discuss the findings. After receipt and incorporation of the City's review comments, a final report (3 copies and one electronic copy) will be prepared and submitted. Deliverables The following deliverables will be submitted to the City in conjunction with Task 4: Three (3) hard copies of draft SSES Report. Three (3) hard copies of final SSES Report and one electronic ( pdf) copy. Assumptions Unit Price Compensation for Task 2 services is based on: PNSITASK ORDER 2 - SSES PILOT STUDY FINAL.DOCX  2.a Normal weather conditions and ability to work Monday - Saturday (and Sunday in commercial areas) from 8: 00 AM until 6: 00 PM. Smoke testing 5,000 linear feet of sewer pipe per day Inspection of fifteen (15) manholes per day CCTV of 1, 500 linear feet of sewer pipe per day Performing eight (8) dye -test per day Ten (10) Private Lateral Inspections per day CH2M HILL will reasonably rely upon the accuracy, timeliness, and completeness of the information provided by the City. Procurement of a modeling software license is not included in the scope of services Opinions of cost prepared, and any resulting conclusions on project financial or economic feasibility or funding requirements, are prepared for guidance in project evaluation and implementation from the information available at the time of the estimate. All opinions of cost prepared for this study are considered to be Class 5 cost estimates. A Class 5 cost estimate is typically used at the conceptual or facility planning level and has a level of accuracy ranging from - 30 percent to +50 percent, based on the American Association of Cost Engineers (AACE) industry standards. The final costs to implement recommended improvements will depend on actual labor and material costs, competitive market conditions, actual site conditions, final project scope, implementation schedule, continuity of personnel and engineering, and other variable factors. As a result, the final project costs will vary from the estimates. Because of these factors, project feasibility, benefit /cost ratios, risks, and funding needs must be carefully reviewed prior to making specific financial decisions or establishing project budgets to help ensure proper project evaluation and adequate funding. Obligations of the City The City shall provide CH2M HILL with the following items for completion of the above scope of work: Be responsible for public notification of residents and businesses in smoke testing areas. Notifications forms will be developed by CH2M HILL. Follow -up with property owners who contact the City regarding smoke entering into their property or place of business. Staff attendance at workshops and meetings Provide CH2M HILL with available technical data and information relevant to the services on the project including GIS data of the sewer infrastructure including location, elevation, size, connectivity, material and condition data that will be required to compile the hydraulic model. PNSITASK ORDER 2 - SSES PILOT STUDY FINAL. DOCX  Provide pump station data including dimension, control settings, factory pump curves and run -time / flow meter data. For any pump station suspect of not producing flow consistent with pump curve or inconsistent data, the City will conduct a drawdown test to verify pump performance. Provide water meter data for the corresponding sewer connections for the customers within the study area. Locate, uncover, and / or repair damage and buried MH covers as requested by CH2M HILL Hydro -clean the identified line segments prior to CCTV work performed by CH2M HILL. Provide water necessary for dye testing. Examine CH2M HILL' s studies, reports, and drawings, and respond in writing to CH2M HILL decisions required on this project in a timely manner. The City will provide comments to CH2M HILL within seven ( 7) days of issuance of draft deliverables and reports. Section 2. Project Schedule TABLE 1 - PROJECT MILESTONES Task Completion Schedule Task 1 — Project Development, Management and 2 weeks from NTP Kick -off Task 2 — Field Inspection Services Phase I Field Inspection 10 weeks from NTP Phase I Field Inspection Summary TM 12 weeks from NTP Phase II Field Inspection 6 weeks from Review of Phase I Inspection Summary TM Phase II Field Inspection Summary TM 2 weeks from completion of Phase II Inspection Task 3 — Model Development, 1/ 1 Data Review 6 weeks from completion of Task 2 and System Analysis Task 4 —SSES Report 4 weeks from completion of Task 3 8 PNS/ TASK ORDER 2 - SSES PILOT STUDY FINAL.DOCX Section 3. Price & Payment of Project CH2M HILL' s compensation for Task 1, 3, and 4 shall be a fixed price (lump sum) of 91, 000. For Task 2, a not -to- exceed amount of $84,000 is established with CH2M HILL' s actual compensation based on the unit price schedule provided in Attachment A. TABLE 2 - COMPENSATION Task Compensation Task 1 — Project Development, Management and Kick -off $ 37, 000 Task 3 — Model Development, 1/ 1 Data Review, and System Analysis $ 36, 000 Task 4 — Prepare SSES Report and Final Workshop $ 18, 000 TOTAL LUMP SUM ( Task 1, 3, and 4) $ 91, 000 Task 2 — Field Inspection Services $ 84, 000 TOTAL NOT -TO- EXCEED ( Task 2) $ 84, 000 Section 4. Insurance /Payment/Performance Bond The following insurance / payment /performance bond requirements shall apply for the time of this Task order: No additional insurance / payment /performance bond requirements. Section 5. Time of Completion Work shall commence upon execution of this Task Order and shall be completed as shown in Table 1, but no less than 32 weeks from the notice to proceed. CITY OF FORT WALTON BEACH, FLORIDA 2011 Robert Meares, City Manager Dated Attest: Helen Spencer, City Clerk 9 PNS/ TASK ORDER 2 - SSES PILOT STUDY FINAL. DOCX CONSULTANT BY: 2011 Dated Printed Name: Its: State of County of Sworn and affirmed before me, the undersigned authority, on 2011, by in his /her representative capacity as the of Consultant, and who is personally known to me or who has produced identification. Notary Public Identification: PNSfTASK ORDER 2 - SSES PILOT STUDY FINAL. DOCX 10 r 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: ITB 11 - 006 Award Sole Source Bid for Generator L BACKGROUND: 1. 1. The FY 2010 -11 budget for Sewer Collection in the Utilities Fund, funded procurement of a new 40 KW diesel emergency generator to utilize at Lift Station No. 1 on Miracle Strip Parkway SW during emergency situations. 1. 2. The purchase of this emergency generator will allow the City to maintain all sanitary sewer lift stations and potable water wells in emergency situations. 2. DISCUSSION: 2. 1. On March 22, 2011, City Council rejected all bids for Invitation to Bid (ITB) No. 11 -006 for a 40 K.W. Diesel Emergency Generator because none of the bid proposals met the required specifications. City Council also approved the solicitation of a sole source bid to purchase the emergency generator. 2. 2. Staff received a quote from Florida Detroit Diesel -Allison of Jacksonville, Florida, who is the local vendor for MTU Onsite Energy generators, which matches the other 15 emergency generators the City currently owns. 2. 3. The quote from Florida Detroit Diesel -Allison includes the 40 KW Diesel Emergency Generator along with an upgrade to a five ( 5) year warranty and engine control module. The total bid amount is $ 29, 095. 00. 2. 4. There were two ( 2) minor exceptions to the specifications that did not relate to the actual generator. The two exceptions were as follows: 2. 4. 1. The specification requires galvanized trailer wheels, but the proposal provides painted steel wheels, and 2. 4. 2. The specification requires a two ( 2) inch trailer coupler, but the generator weight requires a 2 -5/ 16 inch coupler. 2. 5. The sole source bid for this item was necessary for the following reasons: 2. 5. 1. All of the City' s other emergency