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HomeMy WebLinkAbout11/07/1995, C-12 - DESIGN AND ENGINEERING FOR UPGRADE OF THE BELT FILTER PRESS AT THE WATER RECLAMATION FACILITY. �II����H�INI�IIfIIIII � 1' MEETING SATE: p►�u►� ci o san tui s osi spo 5 COUNCIL AGENDA REPORT 1 . ITEM NUMBER: lIIUIII FROM: John Moss 6kv- PREPARED By: David Hix Utilities Director Wastewater Division Manager SUBJECT Design and Engineering for Upgrade of the Belt Filter Press at the Water Reclamation Facility. CAO RECOMMENDATION By motion, (1) Approve and authorize the Mayor to execute an agreement for engineering services with Brown and Caldwell Consultants in the amount of $35,000 for design and engineering to upgrade the City's Belt Filter Press at the Water Reclamation Facility; and (2) Waive the competitive purchasing procedure for requested consulting services. DISCUSSION Over the past several years the City has experienced difficulty in effectively dewatering biosolids during the wet season, (November through April), from the wastewater treatment process. During the wet season staff must operate a Belt.Filter Press (BFP) that mechanically removes water from the biosolids because drying beds can not dry biosolids during wet conditions. Significant staff time and resources are spent during each wet season to maintain, operate and manage the biosolids produced from the BFP. At present the City's BFP is set up in a temporary arrangement that inhibits effective and efficient operation. During construction of the upgraded WRF it was recognized that the biosolids drying bed capacity would not be adequate to dewater the increased amount of biosolids generated from the WRF's new processes during the wet season. As an emergency action to dewater biosolids during the wet season, the City purchased a 1 meter BFP and temporarily constructed piping connections, electrical service, access platforms and stormwater runoff controls. The BFP has not been permanently mounted and is still housed in a trailer that is badly corroded and inhibits access and maintenance. The current BFP arrangement does not provide proper access to staff for maintenance and operation, is difficult operate in an efficient manner, is unsafe and produces stormwater runoff that is difficult to control. To protect the City's investment in the BFP, provide for reliable biosolids dewatering and improve operations and maintenance, the BFP. needs to be permanently installed and improved. To find a cost effective solution for improving the BFP, staff and the City's wastewater. engineers, Brown and Caldwell, held a brainstorming meeting to discuss problems and solutions 42 -� mH�►r►i��uI11111111P��u►���1111 MY Of san LuIs OBISPO Njj% COUNCIL AGENDA REPORT Belt Filter Press Page 2 associated with the press. The meeting produced a preliminary proposed design that utilizes much of the City's existing equipment, makes efficient use of the site and will significantly reduce staff time for operations and maintenance. Improvements would result in a 30% increase in dewatering efficiency and will allow staff to pursue other operational and maintenance activities at the WRF. Because of existing site restrictions, complexity of the project and the many WRF processes that are integrally associated with the BFP, staff felt that utilizing the consulting engineers who designed the WRF upgrade would produce a better project and be more cost effective. The formal RFP process would require a significant amount of staff time for RFP development, proposal review, and work with a consultant unfamiliar with the WRF's and the City's specific and special requirements, concerns and constraints. Brown and Caldwell have been selected through the City's competitive purchasing process as the City's wastewater engineers after successfully competing for design of the 25 million dollar upgrade of City's wastewater treatment plant. Brown and Caldwell posses the expertise and experience for all of the WRF's mechanical, electrical and structural designs and construction. Because Brown and Caldwell successfully completed the design and construction of the WRF improvements and continues to offer excellent service after completion of the project, staff recommends waiving the competitive purchasing process for engineering services. Brown and Caldwell are familiar with the technical specifications of the existing facilities, e.g. piping systems, electrical, etc.. They are also very familiar with the operations, maintenance and staffing constraints specific to the City's WRF. CONCURRENCES Public Works engineering concurs with this recommendation. The scope of required engineering design.is beyond City staff's area of expertise and would impact their ability to complete other City engineering designs. FISCAL EMPACT Approval of the recommended action will authorize an agreement with Brown and Caldwell for $35,000 for design and engineering services for a two meter belt filter press. A total of $300,000 was approved to support the design, engineering and construction of a two-meter belt filter press for the Water Reclamation Facility (WRF) as part of the 1995-96 WRF Major Equipment Maintenance capital improvement plan (1995-97 Financial Plan, Appendix B, Capital Improvement Plan, pp. 63-64). Of the $300,000, $40,000 was identified for design and engineering costs and $260,000 for construction costs. I C- �2 ��►��►r�►iii►IIIIIIIII f1° IIIIIU city of San Uai s OBISPO COUNCIL AGENDA REPORT Belt Filter Press Page 3 Staff recommends waiving the competitive purchaseprocedure.and proceeding to contract with Brown and Caldwell for engineering services because of their direct and comprehensive knowledge of the systems at the Water Reclamation Facility, as discussed above. ALTERNATIVES 1. Take no action. This alternative is not recommended. Continued use of the BFP in its existing layout will result in expensive and cumbersome operations and maintenance.. Replacement of the trailer that shelters the BFP and subsequent electrical alterations will have to be completed in the near future at substantial cost because of its deteriorated condition. 2. . Defer this project. This alternative is not recommended. As mentioned in the first alternative any defermentwill result in continued expensive operations.and maintenance and possible failure of the trailer that shelters the BFP.. Attachment: Consultant's Proposal Agreement i — h-.UW1YMTP.cu BROWN A. ND C A L D W E L L TRTTRR AGPXXNEENT August 14, 1995 Mr. John E. Moss Utilities Director City of San Luis Obispo 955 Morro Street San Luis Obispo, California 93401 12/6445-01/1 Subject: City of San Luis Obispo Wastewater Treatment Plant - Proposed Agreement to Prepare]Design Documents to Relocate Belt Filter Press at the City of San Luis Obispo Wastewater Treatment Plant Dear Mr. Moss: In accordance with Mr. David Hix's request, Brown and Caldwell is pleased to present this proposal for preparation of Design Documents to Relocate the existing belt filter press at the City of San Luis Obispo Wastewater Treatment Plant. For convenience, this proposal is presented in a form that can be accepted and signed as an agreement between Brown and Caldwell and the City of San Luis Obispo, hereinafter "Owner." The scope of services to be performed by Brown and Caldwell under this letter agreement is: Prepare and submit design documents for relocation of the existing sludge belt filter press for dewatering anaerobically digested sludge. The design documents shall consist of specifications and drawings needed to relocate the belt filter press from the existing trailer to a new concrete foundation located adjacent to sludge Drying Bed No. 8. The design shall include concrete slab appropriately sized to anchor existing belt press, existing sludge feed pump, existing cross conveyor, new polymer mixing equipment, new screw type conveyor to transfer sludge to adjacent drying bed. The design shall include mechanical arrangement of new and existing equipment, necessary piping, and electrical/instrumentation modifications to make the relocated dewatering system operable. The design shall also include a shelter over Sludge Bed No. 8 and a shelter h:=Aslo\802 Environmental Engineering And Consulting•Analytical Services 150 SOUTH ARROYO PARKWAY, P.O. Box 7103, PASADENA, CA 91109-7203 (818) 577.1020 FAX (818) 795.6016 Mr. John E. Moss August 14, 1995 Page 2 over the concrete foundation that supports belt filter press and auxiliary equipment. At 99 percent completion level prepare a constuction cost estimate. Manhours for preparation of drawings and specifications are presented in Table 1. Compensation for services shall be the lump sum of$35,000. This price will be modified only if the scope of work is changed. Brown and Caldwell shall submit invoice monthly to Owner, and Owner shall pay in accordance with the attached Standard Terms and Conditions. The work defined herein shall begin after August 11, 1995. All work will be performed in accordance with Brown and Caldwell's attached Standard Terms and Conditions dated September, 1994. To accept this proposal, please sign and date two copies and return one copy to Brown and Caldwell. We look forward to the opportunity to perform the work for you. Please call if you have questions. Very truly yours, BROWN AND CALDWELL City of San Luis Obispo Signature Azee Malik, Project Manager Printed Name Title Date AM:MS h:=:\s1o%802 Mr. John E. Moss August 14, 1995 Page 3 Table 1. Engineering Fee Estimate Estimated Hours Task Professional Technical Administrative Dollars Drawings 140 105 20 (Civil, Mechanical, Structural, and Electrical) Specifications 55 20 Cost Estimate 16 Total 211 105 40 $359000 h:ms:\sIo%802 Cf/.z -6 GENERAL TERMS AND CONDITIONS 1. Start and Completion of Work. Work on this project shall begin within fourteen (14) calendar days after contract execution and shall be completed ninety (90) calendar days thereafter. 2. Faithful Performance Bond Requirement. Consultant shall execute the contract and furnish a surety bond in the amount of 125% of the contract price guaranteeing the faithful performance of the contract, including any attorney's fees or other collection costs. 3. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of the Consultant as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 4. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Consultant as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Consultant without the prior written approval of the City. 5. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Consultant is required to furnish in limited quantities as part of the work or services under these specifications, the Consultant shall provide such additional copies as are requested, and City shall compensate the Consultant for the costs of duplicating of such copies at the Consultant's direct expense. 6. Required Deliverable Products. The consultant will be required to provide: a. Three (3) copies of the plans and specifications which address all elements of the workscope. Any documents or materials provided by the Consultant will be reviewed by City staff and, where necessary, the Consultant will be required to respond to staff comments and make such changes as deemed appropriate. b. One camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size, ready for reproduction. C. When computers have been used to produce materials submitted to the City as a part of the workscope, the Consultant must provide the corresponding computer files to the City, compatible with the following programs unless otherwise directed by the project manager: e-12- 7 Word Processing Wordperfect Version 5.1 Spreadsheets Lotus Release 2.4 Desktop Publishing Coreldraw Version 3.0 Pagemaker Version 4.0 Computer Aided Drafting (CAD) AutoCad Release 12 Computer files must be on high-density, write-protected diskettes, formatted for use on IBM-compatible systems. Each diskette must be clearly labeled and have a printed copy of the directory. 7. Consultant Invoices. The Consultant shall deliver a monthly invoice to the City, itemized by up to 20 cost centers, with attached copies of work order forms or detail invoices (standard color or copy to be agreed upon) as supporting detail. 8. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Consultant (Net 30). 9. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Consultant in preparing its invoices to City as a condition precedent to any payment to Consultant. 10. Insurance Requirements. The Consultant shall provide proof of insurance in the form, coverages, and amounts specified in Attachment A of this agreement within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 11. Business Tax. The Consultant must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling (805)781-7134. 12. Payment of Taxes. The contract prices shall include full compensation for all taxes which the Consultant is required to pay. 13. Permits and Licenses. The Consultant shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 14. Interests of Consultant. The Consultant covenants that it presently has no interest, and shall not acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with the performance of the work hereunder. The Consultant further covenants that, in the performance of this work, no subconsultant or person having such an interest shall be employed. The Consultant certifies that no one who has or will have C-/2 -� any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Consultant shall at all times be deemed an independent consultant and not an agent or employee of the City. 15. Hold Harmless and Indemnification. The Consultant agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Consultant's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Consultant, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Consultant's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 16. Contract Assignment. The Consultant shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 17. Termination. If, during the term of the contract, the City determines that the Consultant is not faithfully abiding by any term or condition contained herein, the City may notify the Consultant in writing of such defect or failure to perform; which notice must give the Consultant a 10(ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Consultant has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Consultant to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Consultant's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Consultant shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Consultant be entitled to receive in excess of the compensation quoted in its proposal. AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of , by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and Brown and Caldwell, hereinafter referred to as Consultant. WITNESSETH: WHEREAS, the City has requested a proposal for design services on the Belt Filter Press Relocation Project. WHEREAS,pursuant to said request,Consultant submitted a proposal which was accepted by City for said services. NOW THEREFORE,in consideration of their mutual promises,obligations,and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until completion and acceptance of said services. 2. INCORPORATION BY REFERENCE. The attached General Terms and Conditions and the Consultant's proposal dated August 14, 1995, are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing the services, as specified in this Agreement, City will pay and Consultant shall receive therefor compensation in a total sum not to exceed thirty-five thousand dollars ($35,000). 4. CONSULTANT'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Consultant agrees with City to do everything required by this Agreement and the attachments referenced herein. 5. AMENDMENTS. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by both parties. 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Utilities Director City of San Luis Obispo 955 Morro Street San Luis Obispo,.CA 93401 Consultant Azee Malik, Project Manager Brown and Caldwell 16735 Von Karman, Suite 200 Irvine, CA 92714 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Consultant do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: Kim Condon, Acting City Clerk Allen Settle, Mayor APPROVED AS TO FORM: J "gens ttorney CONSULTANT By: By: ATTACHMENT A - INSURANCE REQUIREMENTS: Consultant Services The Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant,its agents, representatives, employees, or subconsultants. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87)covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant's profession. Minimum Limits of Insurance. Consultant shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City,either. the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers,officials,employees and volunteers;or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on.behalf of the Consultant; products and completed operations of the Consultant;premises owned,occupied or used by the Consultant;or automobiles owned,leased,hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official,employees,agents or volunteers. 2. For any claims related to this project,the Consultant's insurance coverage shall be primary insurance as respects the City,its officers,officials,employees,agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. 3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers. 4. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought,except with respect to the limits of the insirrer's liability. 5. Each insurance policy required by this clause shall be endorsed to state that coverage.shall not be suspended,voided, cancelled by either party,reduced in coverage or in limits except after thirty(30)days'prior written notice by certified mail,retum receipt requested,has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than ANII. Verification of Coverage. Consultant shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences.