Fort Walton Beach Council agenda — 06-26-12 regular — reading text

June 26, 2012 Subject: Task Order for Water Storage Tank Inspections I. BACKGROUND: 1. 1. The City owns and maintains a total of eight ( 8) potable water and one ( 1) reclaimed water storage tanks. Six of the nine tanks are metal tanks, and the remaining three tanks are concrete tanks. 1. 2. During the Florida Department of Environmental Protection' s ( FDEP) annual inspection of the City' s potable water system in January 2012, it was noted that the City was deficient in the requirement for conducting annual inspections of the tanks. 1. 3. Prior to FY 2011 - 12, the City contracted with a tank maintenance vendor for Annual Tank Maintenance that included annual inspections. However, the age and condition of the tanks required a more comprehensive inspection, and the annual tank maintenance contract has expired. 2. DISCUSSION: 2. 1. Staff contacted Goodwyn, Mills and Cawood, Inc. ( GM &C), one of the City' s general engineering consultants, to request a Task Order to complete preliminary water storage tank surveys, prepare a Survey Report, and develop Technical Specifications and recommendations to proceed with annual water tank maintenance and repair operations. The Task Order includes a scope of work, project schedule, and design budget. 2. 2. The original scope of work only included the six ( 6) metal tanks and included a not -to- exceed cost of $19, 000. This Task Order was executed on May 8, 2012. 2. 3. However, after preliminary visual inspections of the concrete tanks, an additional Task Order was requested to perform the same scope of work on the three ( 3) concrete tanks. This Task Order includes a not -to- exceed cost of $5, 440 for a total cost of $24,440. 2. 3. Goodwyn, Mills and Cawood, Inc. has already completed the inspections on the six ( 6) metal tanks and has provided the draft Survcy Report for City staff review. Upon approval of the additional Task Order for the concrete tanks, GM &C will complete the inspections for those tanks. FINANCIAL INFORMATION: 3. 1. To complete all of the tasks for inspecting the City' s nine ( 9) water storage tanks, Goodwyn, Mills and Cawood, Inc. has proposed a not -to- exceed fee of $24,440. 3. 2. If approved, funding is available in the Utilities Fund in Water Operations ( 1310) and Packet Pg. 3t  8. 6 City Council of Fort Walton Beach 0 To: ENGINEERING & UTILITY SERVICES MEMORANDUM Michael D. Beedie, Acting City Manager From: Michael Beedie, Engineering & Utility Services Director Date: June 26, 2012 Subject: Task Order for Water Storage Tank Inspections Sewer Collections ( 1350). 4. RECOMMENDATION: 4. 1. Staff requests City Council authorization for the City Manager to execute a Task Order with Goodwyn, Mills and Cawood, Inc. of Fort Walton Beach, Florida to complete inspections of the City' s water storage tanks for a not -to- exceed amount of $24,440. ATTACHMENTS: Original Task Order Water Tank Inspections ( PDT) Concrete Tank Inspection Task Order ( PDT) SIGNATURE BLOCK: Michael Beedie Skipped 06/ 18/ 2012 2: 29 PM Finance Completed 06/ 18/ 2012 2: 44 PM City Attorney Completed 06/ 19/ 2012 8: 41 AM Carole Jones Completed 06/20/2012 8: 24 AM City Manager Completed 06/ 20/ 2012 10: 18 AM City Council Pending Packet Pg. 32  4uel ooerolS raleM ro; lapro 8sel : o99t) suo43adsul duel ralnm aapro 8sel leul6uo :luew4324V M M a u ro TASK ORDER for a Y n 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 Parkway SW, Fort Walton Beach, Florida, ( "City ") and the Consultant: Goodwyn, Mills and Cawood, Inc. 171 Brooks Street SE, Suite E Fort Walton Beach, Florida 32548 Telephone Number: 850.683. 0711 Facsimile Number: 850. 683. 8711 Section 1. Scope of Work The Consultant shall perform the following services ( the " Work" ): Working closely with City Staff, perform a physical assessment of existing water storage tanks and develop a Request For Proposals for Tank Maintenance Contracts to be used by the City in soliciting proposals from contractors that provide tank maintenance. Specific tasks to accomplish this shall include: Perform preliminary water storage tank surveys of each of the City' s six ( 6) water storage tanks to assess the condition of the interior and exterior coating systems, screens, valves, hatches, fencing and other related appurtenances. Extract exterior paint samples for coating analysis. The interior inspection will be limited to observing the inside of the full tank from the top access hatch. This scope is not intended to include draining tanks, interior wash downs, or video camera inspection of the interior of the tank. Surveys will performed by NACE certified inspectors. Provide Survey Reports with pictures and recommendations signed and sealed by a professional engineer licensed in the State of Florida. The Report will identify coating and appurtenance condition assessments and coating maintenance or replacement recommendations. Develop Technical Specifications for inclusion in the Request for Proposal for the Water Storage Tank Asset Management and Rehabilitation. Review the City' s Request for Proposals and make recommendations based on previous experience with similar contracts. Documents will be packaged in formats to be readily accessible to Staff, Developers, Contractors and/ or Engineers.  quel 96ea01S joleM rol repro ysel : Ogg 1) suolhadsul' fuel ra1eM JaPro „ set Jeui6u0 : luawgoeRy mm a m Review these documents with appropriate City Staff, Management and Elected Officials as a directed by the Engineering & Utility Services Director. Section 2. Project Schedule The Consultant shall follow the following project schedule: Time Activity 1 Week after Task Order Preliminary Water Tank Survey Perform onsite observation and assessment of Six ( 6) water storage tanks to include photos and recommendations Extract paint samples for analysis of coating Water Tank Survey Reports 2 Week after Preliminary Survey Draft six ( 6) survey reports and recommendations Provide coating analysis results Provide lead sampling results Meet with City Staff and thoroughly review reports and recommendations Draft Technical Specifications - 95% 2 Weeks after Survey Reports Develop Technical Specifications to 95% Complete Review current Request for Proposals and Develop Recommended changes / deletions / additions based on previous experience with similar contracts Meet with City Staff to review Incorporate changes into documents Provide documents to Staff for Final review and comment Final Documents with all Comments 1 Weeks after Final Comment Incorporate final comments into documents Prepare final form Technical Specifications Review with City Section 3. Price & Payment of Project The Consultant shall be compensated as follows: Fixed Price. The Consultant' s compensation shall be a filed price (lump sum) of $19, 000 to be paid as work progresses in the following manner: Preliminary Water Tank Survey $ 2. 640 4, 400 Survey Reports Submitted for Review $ 95% Documents Submitted for Review $ 8, 800 Final Documents $ 3, 160 Reimbursable Expenses. The Consultant' s compensation shall include printing costs with a 1. 2 multiplier.  Hue, 060101S raleM jol rapr0 Msel : 099t) suo!loadsul Muel t042M Japto 4sel 1eu16u0 : 3uaw4aeuV n a m am Yu Section 4. InsnrancelPayment/ Perforroance Bond i Insurance documents included in General Services Agreement. Section 5. Time of Completion Work shall commence upon execution of this Task Order and be completed per the schedule outlined above in Section 2. CITY OF FORT WALTON BEACH, FLORIDA 2012 By: Dated Robert Meams, City Manager Attest: 141 a Helen Spencer, CityWlerk CONS B MA- 1O 2012 Dated Printed