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.