HomeMy WebLinkAbout1216 Reiss Engineering WO #4PURCHASING DEPARTMENT
TRANSMITTAL MEMORANDUM
To: City Clerk
RE: Reiss Engineering Inc PO 32810 and Work Order No. 4 $149,200.00 Hydraulic
Modeling and Pipe Bursting Project
The item(s) noted below is /are attached and forwarded to your office for the following action(s):
❑
Development Order
❑
Mayor's signature
❑
Final Plat (original mylars)
V.
❑
Letter of Credit
Rendering
❑
Maintenance Bond
C !
Safe keeping (Vault)
❑
Ordinance
El
❑
Performance Bond
❑
Resolution
❑
City Manager Signature
❑
City Clerk Attest/Signature
Once completed, please:
❑ Return originals to Purchasing
❑ Return copies
El
Special Instructions:
Marisol Ordonez
F om
Date
TADept_ forms \City Clerk Transmittal Memo - 2009.doe
DATE: 03/07/12 PURCHASE ORDER
CITY OF SANFORD
P.O. BOX 1788
PURCHASING OFFICE: 407.688.5030 (300 NORTH PARK AVENUE)
ACCOUNTS PAYABLE: 407.688.5020 SANFORD, FLORIDA 32772
FACSIMILE: 407.688.5021 FLORIDA TAX EXEMPT NO.: 85801 2621681 C -8
VENDOR NO.: 10661
TO:
REISS ENGINEERING,INC
1016 SPRING VILLAS POINT
SUITE 2000
WINTER SPRINGS, FL 32807
PO NUMBER 032810
SUBMIT INVOICES TO: ACCOUNTS PAYABLE
FINANCE DEPT.
P.O. BOX 1788
SANFORD. FL 32772
SHIP TO:
CITY OF SANFORD
300 N. PARK AVENUE
SANFORD, FL 32771
DELIVER BY
TERMS
F.O.B. DESTINATION
BID OR QUOTATION NO.
REQUISITION NO.
UNLESS OTHERWISE INDICATED
09/30/12
NET /30
63110
ACCOUNT NO.: 4S2-4530-536.63-03 PROJECT NO.: DW 110 1
NO DEVIATION FROM THIS PURCHASE ORDER WILL BE ALLOWED UNLESS AUTHORIZED BY THE PURCHASING MANAGER - CITY OF SANFORD
ITEM NO.
DESCRIPTION
QUANTITY
UNIT OF
ISSUE
UNIT COST
EXTENDED COST
1
SCOPE OF SERVICES FOR TECHNICIAL
149200.00
NA
1.00
149200.00
SERVICES FOR
HYDRAULIC MODELING AND PIPE
BURSTING PROJECT
APPROVED BY C.C. 2/27/12
SEE ATTACHED DW590120
TASK 1- THRU -4 ATTACHED SCOPE OF
SERVICES.
SUB
TOTAL
149200.00
TOTAL
149200.00
APPROVED BY: APPROVED BY:
PUR SING NT ITY MANAGER
ALL PACKAGES AND INVOICES ASSOCIATED WITH THIS P.O. MUST BEAR THIS PURCHASE ORDER NUMBER. THE VENDOR IS RESPONSIBLE TO CAREFULLY
READ AND COMPLY WITH ALL OF THE STANDARD TERMS AND CONDITIONS PROVIDED ON THE REVERSE SIDE OF THIS PURCHASE ORDER
AND AT HTTP: //WWW.SANFORDFL.GOV /DEPARTMENTS /PURCHASE/TERMS.HTML
COPIES TO: VENDOR ORIGINATING DEPARTMENT PURCHASING
P 1 0 1
i
�.�2 - 7 - /
WS RM
Item No. L `
CITY COMMISSION MEMORANDUM 12.03'I X
FEBRUARY 27, 2201 AGENDA
TO: Honorable Mayor and Members of the City Co on
PREPARED BY: Paul Moore, Utility Director
SUBMITTED BY Norton N. Bonaparte, Jr., City Manager
S UBJECT: Technical Services for Hydraulic Modelin d Pipe Bursting Project
SYNOPSIS:
Approval of Reiss Engineering scope of services to update City's hydraulic model using
infrastructure improvements and to evaluate treatment process changes to improve water quality is
requested.
FISCA STATEMENT:
The cost of the Reiss proposal is $149,200. Funds are available from the State SRF loan.
BACKGROUND:
The Water Facilities Plan was updated and approved by the City Commission in April 2009.
Under this plan, the City identified an estimated total of $17,787,499 needed on pipe rehabilitation
projects. The City started the water pipe rehabilitation projects in 2009 using FDEP /ARRA funds.
FDEP requires a detail report on water quality improvements using laboratory results and water
age hydraulic modeling. The scope of work proposed by Reiss Engineering will provide technical
services for upgrading the hydraulic model and the pipe bursting water quality improvement
project.
Reiss Engineering is currently under a CNNA Master Contract to provide engineering services to
the City.
LEGAL REVIEW:
NA
RECOMMENDATION:
It is staffs recommendation that the City Commission approve the Work Order to obtain the
identified services from Reiss Engineering in the amount of $149,200.
SUGGESTED MOTION:
"I move to approve the Work Order to Reiss Engineering in the amount of $149,200 to obtain the
identified Services applicable to Hydraulic Modeling and the Pipe Bursting Project."
/'
Attachment: Reiss Engineering Scope of Services
Scope of Services
For
City of Sanford Utility Department
Technical Services for Hydraulic Modeling and Pipe Bursting Project
DW590120
February 13, 2012
Background
The City of Sanford Utility Department (City) utilizes a hydraulic /water quality model (model) to aid in
planning effort and operational improvements in its potable water distribution system. The model is
used to improve flow, pressures, and water quality for the City's customers, as was the case for the
recently completed Potable Water Distribution Quality hnprovements: Pipe Replacement/Rehabilitation
Quality Tracking and Compliance project. Given the localized success of that project, the City has
requested additional funding to complete several other pipe replacement projects which will have a
greater impact on water quality improvement in the distribution system.
As part of this project, the City requested that Reiss Engineering, Inc. (REI) update the hydraulic model
with the upgraded pipes and provide documentation of the distribution system water quality
improvements which resulted from the selected pipe replacement projects. REI will also use the updated
model to ensure the recommended improvements resulted in water quality improvement and to
maximize treatment chemicals, water and energy savings through the City's flushing program. This
scope includes the following tasks which are described in detail in the following pages:
• Task 1 — Project Administration
• Task 2 —Pipe Bursting Technical Support for DW590120
• Task 3 — Water Quality Model Verification After Pipe Bursting
• Task 4 —Water Quality Improvement Report
I. SCOPE OF SERVICES
TASK 1.0 — PROJECT ADMINISTRATION
REI will perform project administration services for the project as defined in Tasks 1.1 and 1.2 below.
OD REISS ENGINEERING
1.1 Kick -Off Meeting
REI will:
- Prepare for and attend a project "kick -off' meeting to discuss the project goals and objectives,
clarify roles and assignments, as well as review the project schedule and deliverables.
1.2 Progress Meetings and Coordination
REI will:
- Perform general project coordination and management activities, including general
administrative activities, as well as specific coordination activities with the City and other
representatives as appropriate.
- Prepare and submit monthly progress reports, invoices and required financial reports as needed to
the City.
- Prepare agendas, attend 5 quarterly meetings and develop meeting minutes for each quarterly
meeting.
- Prepare for and attend one City engineer technical planning meetings.
Data Required: City staff availability
Deliverables:
6 Kick -off meeting notes
6 Monthly project progress reports
t Quarterly update meetings' agendas and notes
TASK 2.0 — PIPE BURSTING TECHNICAL SUPPORT FOR DW590120
Several critical pipe replacement and looping projects have been identified to improve water quality,
conserve water, and minimize energy usage throughout the distribution system. The City has requested
that REI provide pipe replacement technical support and water quality tracking services as documented
below.
2.1 Pipe Replacement Coordination
REI will:
- Attend a coordination meeting to discuss pipe replacements and looping project schedule. This
meeting shall also be used to review and confirm project prioritization and layout.
- Develop a pipe bursting water quality sampling protocol to include the locations and samples to
be collected before (pre) and after (post) pipe bursting. Water quality parameters should include,
but are not limited, to chlorine residual, temperature, pH and THM. Sampling shall be collected
over a one -week period. Both pre and post pipe bursting samples shall be collected at the same
location in the distribution system.
REISS ENGINEERING
- Conduct pre -pipe bursting sampling with the assistance of City personnel.
2.2 Pipe Bcrrsting Construction Management
REI will:
- Conduct construction oversight on pipe bursting to ensure that installations are representation of
the hydraulic modeling connections and sizing. This sub -task includes one REI staff in the field for
up to 6 hours per month for up to IS months.
- Review construction invoices pertaining to materials, equipment, labor or services, hydraulic
data, water quality and provide recommendations to the City project manager. Complete the
Drinking Water Disbursement Request Form, Engineer's Certification.
- Coordinate with the City's construction inspector and perform hydraulic modeling to check
requested pipe size modifications maintain the level of service (velocity, pressure, headloss, and
water quality) required by the City.
- Provide a I page pipe size modification summary and recommendation to the City prior to field
modification approval for a maximum of 20 re- sizing requests. This will ensure required main
taps are installed upon completion of pipe bursting activities which will provide proper
functionality of the distribution system.
2.3 Flushing Program Review
REI will:
- Use the hydraulic model to update the City's flushing program with a focus to reduce water
losses throughout the distribution system based on system improvements.
- Document the water savings and related energy savings.
- Document flushing changes and provide updated flushing protocols including flows based on the
maximized Auxiliary PIant usage and maps to the City.
- Meet with the City to discuss flushing program modifications.
- Document flushing program review in the Water Quality Improvement Technical Report,
Data Required: City staff availability
Deliverables:
e Pipe replacement coordination meeting
6 Pre -pipe bursting sample collection
e Pipe bursting modification plan reports
♦ Engineer's certification
♦ Technical Support report section
OW REISS ENGINEERING
TASK 3.0 — WATER QUALITY MODEL VERIFICATION AFTER PIPE BURSTING
The City's model was calibrated in 2010 to represent the hydraulic and water quality field data within
90% accuracy. Since new piping and looping is being added to City's infrastructure the Model will need
to be updated. This task is provided to field verify the Model's water age and source trace capabilities
with respect to estimating distribution TIM levels. The goal is for the model to reasonably predict
water quality improvements at the pipe bursting locations.
3.1 Hydraulic Verification
REI will:
- Update model structure with the upgraded pipes and other installed pipes based on the City's GIS
data.
- Update the existing demand allocation using the City's geographically located billing meter data.
This demand update shall include wholesale connections, automatic (HydroGuard) flushing
locations, and new developments constructed since 2010. Utilize the most recent year of billing
meter data to determine the average daily demand of the City's distribution system.
- Perform demand allocation using the nearest pipe to nearest junction method to accurately
simulate the distribution flows.
- Verify the distribution water quality model using I week of hydraulic SCADA data. The
SCADA data including water treatment plant and pump station flow rates, tank levels, pump
status and pressures will be used to validate hydraulic results. Operational controls and demand
patterns in the model will be adjusted as necessary.
- Provide sample collection and data summarization assistance for the City upon request. The City
will collect samples, analyze samples, and summarize sampling results taken at the selected
sampling points. Sampling parameter will include but, is not limited to, TOC, HPC, chlorine
residual, temperature, pH, color, turbidity, and hydrogen sulfide.
- Evaluate possible chlorine methodologies after pipe rehabilitation and model verification.
- Compare field data to model output and adjust the model to best fit field data.
- Document water quality model verification with a brief conclusions, recommendations and
graphical results in the Water Quality Improvement Technical Report.
3.2 Hydraulic Model Use Training and Support
REI will:
- Prepare a training curriculum for and conduct a 4 -hour onsite training for 3 to 4 City staff.
- Provide model usage technical support.
Data Required: Latest hydraulic model, water system map shapefiles, and wholesale connections and
new development lists, One week of SCADA flows, tank levels, pressures, chlorine residuals, fill valve
and pump status, One year of geographically located billing meter data, City staff availability
4 REISS ENGINEERING
Deliverables
• Updated water hydraulic model structure
Updated "existing" water demand data set
♦ Water Quality Model Verification Appendix
4 Verified Water Quality Model
♦ Model usage technical support and training
♦ Water Quality Model Verification report section
6 Water Quality Improvement Technical Report
TASK 4.0 — WATER QUALITY IMPROVEMENT REPORT
As part of the City's water quality improvement projects to be completed with grant funds, the City
requested that REI document the distribution system pipe rehabilitation, looping and flushing
improvements to ensure compliance to applicable federal rules.
4.1 Water Quality Improve »tent Report
REI will:
- Collect post water quality samples with the assistance of City personnel.
- Prepare a Water Quality Improvement Technical Report that will document the methodology,
assumptions, water quality improvement, water and energy conservation, conclusions and
recommendations for the City.
Data Required: Assistance collecting distribution system samples, City staff availability
Deliverables:
e Water Quality Improvement Technical Report
REISS ENGINEERING
11. CITY'S RESPONSIBILITY
♦ Provide data, technical review, participation in meetings, and policy decisions as related to this
project.
• Laboratory analysis expenses associated with this project.
III. COMPENSATION
For the professional services set forth in this Scope of Service, the City shall compensate REI a lump
sum fee for Task 1.0 through Task 4.0 and expenses on a percent completed basis as follows:
Task
Estimated
Time
(weeks)
Total Cost
TASK 1.0 — PROJECT ADMINISTRATION
1
$4,900
TASK 2.0 — PIPE BURSTING TECHNICAL SUPPORT FOR DW590120
17
$86,700
TASK 3.0 — MODEL VERIFICATION AFTER PIPE BURSTING
7
$41,100
TASK 4.0 — WATER QUALITY IMPROVEMENT REPORT
3
$15,500
EXPENSES
---
$1,000
TOTAL
28
$149,200
IV. SCHEDULE
The following schedule is estimated for the tasks set forth in this scope of services.
REISS ENGINEERING
Completion Date from Notice to
Task
Proceed
TASK 1.0 —
PROJECT ADMINISTRATION
Ongoing
TASK 2.0 —
PIPE BURSTING TECHNICAL SUPPORT FOR
365 days: 1 week after each pipe
DW590120
modification request and 30 days
after i e bursting is complete
TASK 3.0 —
MODEL VERIFICATION AFTER PIPE BURSTING
365 days: 75 days after pipe
bursting is complete
TASK 4.0 —
WATER QUALITY IMPROVEMENT REPORT
365 days: 90 days after pipe
bursting is complete
TOTAL
365 days
REISS ENGINEERING
EXHIBIT "A "(page 2)
WORK ORDER
TERMS AND CONDITIONS
Execution of this Work Order by the CITY and the issuance of a notice to proceed, shall serve as authori-
zation for the CONSULTANT /CONTRACTOR to provide goods and /or services for the above project as set out in the
Scope of Services which is attached as Exhibit "A," as well as all other exhibits attached to that certain Agreement cited
on the face of this Work Order all of which are incorporated herein by reference as if they had been set out in its entirety
and as further delineated in the specifications, conditions and requirements stated in the listed documents which are
attached hereto and made a part hereof. The CONSULTANT /CONTRACTOR shall provide said goods and /or services
pursuant to this Work Order, its attachments and the above - referenced Agreement and its exhibits. If this Work Order
conflicts with said Agreement or exhibits, the Agreement and exhibits shall prevail provided, however, that the
CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so by the CITY
TERM: This Work Order shall take effect on the date of its execution by the CITY and expires upon final delivery,
inspection, acceptance and payment unless terminated earlier in accordance with the Termination provisions herein;
provided, however, that the CONSULTANT /CONTRACTOR shall not proceed with work until directed to do so by the
CITY
METHOD OF COMPENSATION:
(i) FIXED FEE BASIS. If the compensation is based on a "Fixed Fee Basis," then the
CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the Fixed Fee
Amount indicated as the Work Order Amount. The fixed feel is an all- inclusive Firm Fixed Price binding the
CONSULTANT /CONTRACTOR to complete the work for the Fixed Fee Amount regardless of the costs
of performance. In no event shall the CONSULTANT /CONTRACTOR be paid more than the Fixed Fee
Amount.
(ii) TIME BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Time Basis Method"
with a Not -to- Exceed Amount, then the CONSULTANT /CONTRACTOR shall perform all work required
by this Work Order for a sum not exceeding the amount indicated as the Work Order Amount. In no event
is the CONSULTANT /CONTRACTOR authorized to incur expenses exceeding the Not -To- Exceed
Amount without the express written consent of the CITY. Such consent will normally be in the form of an
amendment to this Work Order. The CONS ULTANT /CONTRACTORSs compensation shall be based on
the actual work required by this Work Order and the Labor Hour Rates established in the Master
Agreement.
(iii) TIME BASIS WITH A LIMITATION OF FUNDS AMOUNT. If the compensation is based on a "Time Basis
Method" with a Limitation of Funds Amount, then the amount identified as the Work Order Amount
becomes the Limitation of Funds amount which shall not be exceeded without prior written approval of the
CITY. Such approval, if given by the CITY, will indicate a new Limitation of Funds amount. The
CONSULTANT /CONTRACTOR shall advise the CITY whenever the CONSULTANT /CONTRACTOR
has incurred expenses on this Work Order that equals or exceeds eighty percent (80 %) of the Limitation of
Funds amount. The CONSULTANT /CONTRACTOR's compensation shall be based on the actual work
required by this Work Order and the Labor Hour Rates established in the Master Agreement.
(iv) UNIT PRICE BASIS WITH A NOT TO EXCEED AMOUNT. If the compensation is based on a "Unit Price
Basis," then the CONSULTANT /CONTRACTOR shall perform all work required by this Work Order for the
amount resulting from computing the quantity(ies) of defined units and agreed upon unit pricing to establish
amount of CONTRACTOR'S compensation. All adjustments to quantities shall be approved by the Project
Manager. Prior written approval by the City is required to adjust the not to exceed amount.
The CITY shall make payment to the CONSULTANT /CONTRACTOR in strict accordance with the payment terms
of the above - referenced Agreement.
It is expressly understood by the CONSULTANT /CONTRACTOR that this Work Order, until executed by the
CITY, does not authorize the performance of any services by the CONSULTANT /CONTRACTOR and that the CITY,
prior to its execution of the Work Order, reserves the right to authorize a party other than the
CONSULTANT /CONTRACTOR to perform the services called for under this Work Order if it is determined that to do
so is in the best interest of the CITY.
The CONSULTANT /CONTRACTOR shall execute this Work Order first and the CITY second. This Work
Order becomes effective and binding upon execution by the CITY and not until then. A copy of this executed Work Order
along with a Purchase Order will be forwarded to the CONSULTANT /CONTRACTOR at the completion of that action.
It is noted that the Purchase Order Number must be indicated on all invoices germane to the Work Order.
WORK ORDER TERMS AND CONDITIONS
1. By accepting this Work Order (WO) the Contractor/Vendor /Contractor accepts all of the Terms and
Conditions included herein. The Buyer is the City of Sanford, Florida, hereinafter referred to as the
"City ". The term "City" is used in a broad sense to include its employees, directors, officers, agents,
volunteers, etc.
2. All information referenced is hereby incorporated into the WO. These Terms and Conditions may be
varied only by written amendment signed by the parties. All modifications in performance, including but
not limited to, extensions of time, renewal, or substitution are void absent dually signed amendment by
the parties. Time is of the essence of the lawful performance of the duties and obligations contained in
the Work Order. The Vendor /Contractor agrees that Vendor /Contractor shall diligently and expeditiously
pursue Vendor /Contractor's obligations.
3. Cancellation rights reserved by the City. The City may cancel this WO in whole or in part at any time for
default by written notice to the Vendor /Contractor. The City shall have no liability to the
Vendor /Contractor beyond payment of any balance owing for Material purchased hereunder and
delivered to and accepted by the City prior to the Vendor /Contractor's receipt of the notice of
termination.
4. Terms of shipping are F.O.B. the City's delivery location unless otherwise noted within the terms of this
WO. Regardless of the indicated F.O.B. point, the City does not accept title until the delivery is
acknowledged by an authorized City representative"
5. Prices stated on this WO are firm, all inclusive and consistent with applicable negotiations, bid(s) and /or
quotations. The City is exempt from the Florida Sales and Use Tax and will furnish the
Vendor /Contractor with proof of tax exemption upon request. Extra charges for any purpose will not be
allowed unless explicitly indicated on the W0. This order is hereby cancelled, if pricing is omitted.
6. The Vendor /Contractor warrants that any material or equipment supplied hereunder is new, unused
condition and free from defects in title, workmanship, defects in design and in full compliance with the
specifications defined by the City in the order. The goods or services furnished under this WO are
covered by commercial warranties for such goods or services and that the rights and remedies
provided therein are in addition to and do not limit those available to the City. A copy of these
warranties and all applicable manufacturer's warranties shall be furnished at the time of delivery.
7. The City reserves the right to conduct any inspection or investigation to verify compliance of the goods
and /or services with the requirements of this Work order and to reject any delivery not in compliance If
any deficiency is not visible at the time of delivery the City reserves the right to take and /or require
appropriate corrective action upon the discovery of any deficiency, non - compliance, or defect
8. All tools or property furnished to the Vendor /Contractor by the City shall remain the property of the City,
be subject to removal upon the City's demand, be used only on behalf of the City, be maintained in
good order, and be clearly identified as property of the City. The Vendor /Contractor assumes any and
all liability of whatsoever type or nature for loss or damage to such property.
9. The Vendor /Contractor agrees to comply with all Federal, State of Florida, Seminole County, City laws,
ordinances, regulations, authority and codes and authority having jurisdiction over the purchase.
10. To the fullest extent permitted by law, the Vendor /Contractor shall indemnify, hold harmless and defend
the City, its agents, servants, officers, officials and employees, or any of them, from and against any
and all claims, damages, losses, and expenses including, but not limited to, attorney's fees and other
legal costs such as those for paralegal, investigative, and legal support services, and the actual costs
incurred for expert witness testimony, arising out of or resulting from the performance or provision of
services required under this Agreement, provided that same is caused in whole or in part by the error,
omission, act, failure to act, breach of contract obligation, malfeasance of officers, officials, employees,
agents or subcontractors of Vendor /Contractor. Additionally, the Vendor /Contractor accepts responsibility
for all damages resulting in any way related to the procurement and delivery of goods or services
contemplated in this Work order. Nothing herein shall be deemed to affect the rights, privileges, and
immunities of the City as set forth in Section 768.28, Florida Statutes.
11. The Vendor /Contractor shall not assign this WO, any rights under this WO or any monies due or to
become due hereunder nor delegate or subcontract any obligations or work hereunder without the prior
written consent of the City.
WORK ORDER TERMS AND CONDITIONS -Page 2
12. The Vendor /Contractor shall not disclose the existence of this WO without prior written consent of the
City except as may be required to perform this WO.
13. All Material purchased hereunder must be packaged to ensure its security and delivery in accordance
with the City's shipping and packaging specification and good commercial practice. Each package shall
be labeled indicating the addressee of each package or shipment and the applicable WO number. All
shipments shall comply with HAZMAT requirements including, but not limited to, (DOT) regulations
published in 49CFR 1399, OSHA regulations 29 CFR 4999.
14. The Vendor /Contractor shall perform the obligations of this WO as an independent contractor and
under no circumstances shall it be considered as agent or employee of the City.
15. The Vendor /Contractor ensures that its personnel shall comply with reasonable conduct guidelines and
City policies and procedures.
16. After each delivery, the Vendor /Contractor shall provide to the "bill to address" an original, "proper
invoice" (single copy) which includes: a) Vendor /Contractor's name(dba), telephone number, mailing
address; b) City's P.O. Number; c) Date of invoice; d) Shipping date; e) Delivery date; f) Payment
terms; g) Description of goods /services; h) quantity; i) Unit price; j) Extended price; k) Total. The City
has the right to reconcile invoice with the WO and adjust payment accordingly to comply with the WO.
Payment will be made only to the Vendor /Contractor identified on the WO and for received and
accepted goods /services. The City shall have right at any time to set -off any amounts due to the
Vendor /Contractor against any amounts owed to the City by the Vendor /Contractor and shall in the
case of Vendor /Contractor default retain the right to further adjust payments as consistent with the best
interests of the City.
17. Payment of invoices will be in compliance with Chapter 218, Part VII of Florida Statutes, City Ordinance
No. 3029, Purchasing Policy of the City and the stipulations, terms and conditions of this WO. Any cash
discount period will date from receipt of invoice, receipt of actual delivery or date of invoice, which ever
is later.
18. If this WO involves the Vendor /Contractor's performance on the City's premises or at any place where
the City conducts operations, the Vendor /Contractor shall request information from the Purchasing
Manager regarding insurance coverage requirements. In circumstances where insurance is required,
Vendor /Contractor shall provide proofs of insurance required by the City, or City reserves the right to
cancel this Work Order, immediately suspend performance by the Vendor /Contractor at
Vendor /Contractor's expense and prohibit access to City premises until such proofs of insurance is
verified Noncompliance with this item shall place the Vendor /Contractor in default and subject to
disbarment from the City's Vendor /Contractor List.
19. The failure of the city to enforce any provision of this WO, exercise any right or privilege granted to the
City hereunder shall not constitute or be construed as a waiver of any such provision or right and the
same shall continue in force.
20. The Vendor /Contractor shall notify the Purchasing Manager of any inherent hazard and applicable
precautions, protective measures and provide any additional relevant information, including MSDS,
related to the Material being purchased herein.
21. The City shall have the right at no additional charge to use all or portions of material found in the
Vendor /Contractor's applicable literature relevant to the purchase. The Vendor /Contractor agrees to
advise the City of any updated information relative to the foregoing literature and documentation with
timely written notice.
22. A person or affiliate who has been removed from the City's Vendor /Contractor List may not submit a bid
or transact business with the City in excess of Category Two for a period of thirty -six (36) months from
the date of being removed from the City's Vendor /Contractor List.
23. In compliance with 8 U.S.C. Section1324a(e) [Section 274A(e) of the Immigration and Nationality Act
(INA)], the City will not intentionally make an award or upon discovery of a violation will unilaterally
cancel this WO with any contractor who knowingly employs unauthorized alien workers.
WORK ORDER TERMS AND CONDITIONS -Page 3
24. This WO shall be governed by and interpreted in accordance with the laws of the State of Florida. In
any action or proceeding required to enforce or interpret the terms of this Agreement, venue shall be of
the Eighteenth Judicial Circuit in and for Seminole County, Florida
EXHIBIT A
WORK ORDER FORM
Work Order Number 4
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number: 1312
Dated: May 5, 2010
Contract/Project Title Pie Burstln H rdaulic Model Services
Solicitation No: RFQ 08/09 -15 ISanford Project No. DW590110 jPurchase Order No.
Consultant/Contractor. Reiss Engineering
Consultant/Contractor's Business Address, Phone Number, Fax Number and E -mail Address
1016 Spring Villas Point, Suits 2000, Winter Springs, FL 32708
ATTACHMENTS TO THIS WORK ORDER
METHOD OF COMPENSATION
DRAWINGS /PLANS /SPECIFICATIONS
FIXED FEE BASIS
X
SCOPE OF SERVICES
X
TIME BASIS -NOT TO EXCEED AMOUNT
SPECIAL CONDITIONS
TIME BASIS - LIMITATION OF FUNDS
X
PRICING [INFORMATION
UNIT PRICE BASIS -NOT TO EXCEED AMOUNT
WO TERMS AND CONDITIONS
TIME FOR COMPLETION: 365 Days of the effective date of this Work Order
Effective date- this Work Order: The Date of Execution by the Mayor, City of Sanford, FL
Time for completion: The services to be provided by the Consultant/Contractor shall commence upon execution
of this Work Order by the parties and shall be completed within the time frame indicated above. Failure to meet
the stated completion requirement may be grounds for termination for default.
Work Order Amount: Dollars Expressed in Numbers: $ $149,200
Dollar Amount Written Out: One hundred forty-nine thousand and two hundred XX/1.00
In Witness Where of, the parties hereto have made and executed this Work Order on the
respective bates under each signature: The City through its City Commission taking action on the
and the Consultant/Contractor by and through its duly authorized corporate officer having the full and complete
authority to execute same.
CONSULTANT /CONTRACTOR
ATTEST: EXECUTION:
Si 9 natur r ature, Corporate President
p orate
A•t/K/�1" �4 ��GF�6 &�t.� 2 /�Z �92�t S• ��� Z-
Corporate Officer Printed Name, Title and Date Corporate President, Printed Name anJ Date
CITY OF SANFORD
Signalure, P6r Manager
lI S � LU -w/Z
Purchasing Mana er rinted Name and Date
C
SignatureViCity ClerkU nature, Mayor
(
-- �� y - { ' Z�
City Clerk, Printed Name And Date Mayor, Printed Name and Date
Revised: 1 -6 -2011
� 1877 --
WS RM
Item No.��
CITY COMMISSION MEMORANDUM 1 1 -151
SEPTEMBER 12, 201 1 AGENDA
TO: Honorable Mayor and Members of the City Commission
PREPARED BY Tom George, Interim City Manager
SUBMITTED BY Tom George, Interim City Manager
S UBJECT: Consent Agenda
SYNOPSIS:
Approval of items on the consent agenda is requested.
A) APPROVAL OF MET ROpLA/V ORLANDO ANNUAL FUNDING AGREEMENT.
F ISCAL/STAFFING STATEMENT:
Funding for FY 2011'/2012 of $26,523 is requested, this amount is the same amount assessed last
year and represents five years of budget reductions. The funding base of $0.75 per capita that was
established by the MetroPlan Board in FY 96/97 will remain the same. However, due to continuing
budgetary issues faced by funding partners, MetroPlan Orlando has again reduced the population
assessed amount of $40,362, down to $26,523 for FY 2011/2012. An appropriation for this
funding has been provided in the proposed 2011/2012 City budget.
BACKGROUND:
MetroPlan Orlando, the regional transportation planning agency, provides leadership in planning
and promoting a comprehensive intermodal surface transportation system. Under the agreement,
MetroPlan provides a quarterly accounting of its unified planning work program to the City. The
funding base was established in FY 96/97 and has remained at $0.75 per capita. Two equal
payments are assessed; one on October 1, 2011 and one on April 1, 2012.
LEGAL R EYIEw:
N /A.
RECOMMENDATION:
It's staff's recommendation that the City Commission approve the FY 2011/2012 Funding
Agreement with MetroPlan and authorize the Mayor to execute the agreement.
Ev APPROVAL OF STATE HOMELAND SECURITY GRANT PROGRAM SUB -
RECIPIENT FUNDING AGREEMENT.
FISCAL/STAFFING STATEMENT:
This is a cost reimbursement agreement to receive $8,900 for specialized training for our State
designated Light Technical Rescue Team (LTRT). This funding will allow Fire Department
personnel to complete proficiency training including overtime, backfill, and travel costs, and/or
certification / recertification of instructors.
BACKGROUND:
The Sanford Fire Department has had a state designated LTRT since 2005. With fire department
training and education reimbursement funds limited, the Fire Department has pursued the
opportunity to sustain training and enhance capabilities for our personnel in special operations
(Rope Rescue, Confined Space Rescue, Trench Rescue, Vehicle & Machinery Rescue, Team
Leader, and Train the Trainer Course). The monies will be used for training personnel by attending
FEMA sponsored and/or approved training courses listed in the agreement. All of the funds must
be expended 18 months from the execution of the agreement, no later than March 30, 2013.
LEGAL:
The agreement was reviewed by the City Attorney's Office.
RECOMMENDATION:
It is staff's recommendation that the City Commission execute the agreement with the State of
Florida to receive $8,900 in reimbursable funds for the training of Fire Department personnel.
0 APPROVAL OF STATE REVOLVING FUND (SRF) LOAN AMENDMENT 1,
WASTEIVA TER TREATMENT NUTRIENT REDUCTION PROJECT:
FISCAL/STAFFING STATEMENT:
The preconstruction loan amount available from the FDEP has increased from $808,854 to
$888,190 which is an increase of $79,336.
BACKGROUND:
At the work session on February 28, 2011, the City Commission viewed a presentation by our
engineering consultant, CPH, concerning the nutrient reduction requirement at the City's
wastewater treatment facilities. The City is under an Administrative Order issued by FDEP
requiring the reduction of phosphorus and nitrogen in the reclaimed water.
On May 9, 2011, the City Commission approved a resolution to request funding for a SRF
preconstruction loan from FDEP. This preconstruction loan amount was for $808,854 and covers
the design and permitting for the wastewater treatment plant improvements. The City is also
Q) APPROVAL OF ISSUANCE OF PURCHASE ORDER FOR FUEL.
FISCAL/STAFFING STATEMENT:
The estimated cost of fuel for Fiscal Year 2011/2012 is $1,100,000. These funds are allocated in
each City Department maintenance account through the Fleet Maintenance Division.
BACKGROUND:
Public Works Fleet Maintenance Division purchases fuel for all City vehicles each year using State
Contract Number 405- 000 -10 -1. This purchase order is necessary to avoid any lapse in our ability
to purchase fuel for the City's fleet of vehicles.
LEGAL REVIEW:
N /A.
RECOMMENDATION:
It is staff's recommendation that the City Commission approve a purchase order for Fiscal Year
2011/2012 in the amount of $1,100,000 to State Contract vendor Petroleum Traders Inc.
H) APPROVAL OF AWARD OF PROFESS /ONAL CONSULTING CONTRACT
SUBJECT TO CCNA.
FISCAL/STAFFING STATEMENT:
Funding for these contracts will be designated at the time specific work orders are executed to
perform projects applicable to the contract.
BACKGROUND:
This individual action is predicated upon the process to provide and maintain established CCNA
Master contracts with professional consultants who, by virtue of this process, are immediately
available to perform and complete tasks and projects within the broad categories of architecture,
engineering, landscaping, and surveying and mapping in compliance with the Consultants
Competitive Negotiation Act, (CCNA) (Section 287.055, Florida Statutes) and procurement policy
of the City.
On April 6, 2011, RFQ 10/11 -06 was opened with forty seven (47) firms responding. As required
by Florida Statutes, the firms were ranked against each other with recommended selections being
conditioned by rankings, discipline, and projected services needed by the City in support of
various projects necessary to provide essential services and facilities for the Citizens of Sanford.
Enclosure 1 represents overall scoring of the firms. Enclosure 2 reflects the recommended firms
which are indicated as being qualified and ranked via a competitive process to receive a CCNA
Master Contract in the specialty area(s) indicated. This process is expected to provide continuing
immediate availability of a complement of professional consultants to the City.
BACKGROUND:
Art Lane Landfill was used as a Class III landfill by the City of Sanford Solid Waste Division.
Closure of the landfill was accepted and a permit issued by FDEP and completed by year 2000.
The permit does require yearly testing of wells.
There are a network of eight monitoring wells, four gas - monitoring probes and one surface water
site located on the property for monitoring. The semi - annual report includes tabular groundwater
quality results using FDEP format, water levels in all wells in a table, a ground water contour map
and a computer disk with water quality reporting tables.
LEGAL REVIEW:
N /A.
RECOMMENDATION:
It is staff's recommendation that the City Commission approve the proposal with Ardaman &
Associates for the FY 2011/2012 monitor of wells located at Art Lane Landfill.
F) APPROVAL OF ISSUANCE OF PURCHASE ORDER FOR TIRES.
FISCALISTAFFING STATEMENT:
Estimated cost for Fiscal Year 2011/2012 is $85,000. These funds are allocated in each City
Department maintenance account through the Fleet Maintenance Division.
BACKGROUND:
Public Works Fleet Maintenance Division purchases tires for all City vehicles each year using
State Contract Number 863 - 000 -10 -1. This Purchase Order is necessary to avoid a lapse in our
ability to purchase tires for the City's fleet operations.
LEGAL REVIEW:
N /A.
RECOMMENDATION:
It is staff's recommendation that the City Commission approve a purchase order for Fiscal Year
2011/2012 in the amount of $85,000 to State Contract vendor The Pep Boys.