205-CPH-Amendment 42 "'*"'% k "~ Pos'r OFFICE BOX 2sos
C(~ I, , Porter and Holmes
September 5, 1997 .~,~o.D, FLOn~A3~72-2808
Mr. Paul R. Moore, P.E.
Utilities Director
City of Sanford
300 N. Park Avenue
Sanford, FL 32772-1788
Re: City of Sanford
Aerobic Digestion System Improvements
Additional Se~i~s (Amendment No. 42)
CPH Project No. S0602.92
Dear Paul:
The work associated with Amendment No. 42 consisted of providing engineering services for the
evaluation of the potential causes of the odors emanating from the unit operations/processes at
the water reclamation facility; identification of methods to eliminate and/or control the sources of
the odors; and design, permitting, bidding services and construction administration services
associated with the installation of a new aeration system for each of the aerobic digesters. The
study of aeration alternatives was significantly expanded to find a system that could cost effectively
be used in the deep aerobic digesters and make use of the existing centrifugal blowers. We
evaluated fifteen (15) different alternatives resulting in selection of an alternative that met the City
budget, was able to use the existing centrifugal blowers and should provide more than adequate
mixing and aeration of the thickened domestic residuals (sludge) to meet the EPA 503 regulations
for land application and control malodorous discharges. The selected alternative resulted in
significant capital cost savings and life cycle cost savings to the City. At the City's request the
scope of work was also expanded to include a new mechanical barscreen, air flow metedng system
and digester bridge replacement. The following is an itemized accounting of the additional services
provided (not included in the original scope of services) and those that will be required during
construction of the aerobic digester aeration system improvements:
· Theoriginalprojectscopewasgearedatevaluatingfour(4)potentialaerationsystemsfor
use at the City of Sanford Water Reclamation Facility. However, after many meetings and
discussions with City personnel regarding aeration systems, the scope of the work was
increased to include the evaluation of fifteen (15) alternatives. This lead to an increase in
the amount of work provided by the engineer (literature review, evaluation of aeration
systems, potential integration of altematives into existing facility systems, preliminary
engineering design, cost-benefit analyses, opinions of probable construction costs for all
alternatives, etc.) The increase in the number of potential aeration system alternatives
was, however, a benefit to the City as the most reliable and cost efficient method was
identified from all of the potential systems existing today.
· A two-day site visit to Austin, TX with City personnel to evaluate the proposed alternative
"in-action" at numerous facilities, was provided.
recycled paper
· Evaluation of potential mechanical barscreens and air flow metering systems to be added
at the water reclamation facility, at the City's request, was provided.
· Design services including engineering design, and the generation of contract drawings and
specifications for the air bridge systems, air flow meters and mechanical barscreen were
provided.
· Additional bidding and construction administration services for the air flow meters, air
bddge systems, and mechanical barscreen are proposed.
As a result of the additional services required to date, we have incurred additional engineering
costs of approximately $6,800 above the originally authorized fee. In addition, the project has been
bid and services during construction are to be provided for the project. We propose to provide
these additional services described within this letter for a not-to- exceed fee of $15,000.
If the terms of this letter meet with the City's approval, please indicate by signing in the space
provided below and return one copy for our files.
Thank you for the opportunity to be of service and we look forward to working with you on this
project. If you have any questions please do not hesitate to call us.
Sincerely,
CONKLIN, PORTER AND HOLMES-ENGINEERS, INC.
Benja . Fries David A. Gierach
Project Engineer Vice-President
Approval to Proceed:
UTILITY DEPARTMENT
MEMORANDUM
Date: September 9, 1997
To: City Manager 7//~--~
From: Utility Director/~
Re: Additional Engineering Services to Amendment No. 42
Aerobic Digestion System improvements
Bill-
We currently have Amendment No. 42 with CP&H for engineering services related to
the improvement of our aerobic digestion system at the wastewater treatment plant.
This amendment was executed in April of 1995 when we were experiencing odor
problems at the plant.
During the study of the problem and the need to meet the new EPA 503 regulations
the scope of the engineering work has expanded. Attached is a letter from CP&H
detailing the additional work and requesting an increase of $15,000 to their contract.
The final product that will actually be constructed at the wastewater facility is a cost
effective system directly attributed to the added effort put in by our engineering
consultants.
It is recommended that the City accept this letter proposal from CP&H with a
increased fee of $15,000 (original contract amount was $29,949).
Funds for this project are available in FY 97/98 account #451-4520-536-31-03.
PM/ap
attachment
AMENDMENT No. 42
TO THE AGREEMENT DATED DECEMBER 7, 1983
FOR CONSULTING ENGINEERING SERVICES
FOR
ODOR CONTROL EVALUATION
AND
AEROBIC DIGESTION SYSTEM IMPROVEMENTS
AT THE WATER RECLAMATION FACILITY
BETWEEN
THE CITY OF SANFORD, FLORIDA
AND
CONKLIN, PORTER & HOLMES-ENGINEERS, INC.
This Amendment made on the:,] ',r"'~ay of ~/e,,,_._ ,1995 between the CITY OF SANFORD,
FLORIDA (hereinafter called the CITY) and CONKLIN, PORTER AND HOLMES-ENGINEERS, INC.
(hereinafter called the ENGINEER), is mutually agreed upon and declared an authorized Amendment
to an Agreement dated December 7, 1983, between the parties, herein setting forth the scope, terms
and conditions of the work herein authorized.
In case of any conflict between this Amendment and the aforementioned Agreement of December
7, 1983, this Amendment shall govern for the work described herein. All other Amendments which
have been previously executed provided for other municipal engineering services and have no
applicability to the services covered by this Amendment.
WHEREAS, the ENGINEER's personnel have previously provided engineering
services to the CITY through Amendments to an agreement previously entered into on the 7th day
of December 1983, and
WHEREAS, the ENGINEER has previously provided engineering design and
construction services for the City of Sanford Water Reclamation Facility, and
WHEREAS, the CITY has experienced odor problems emanating from the Water
Reclamation Facility Site partially caused by inadequate aeretion of the biosolids in the existing
Aerobic Digesters; the existing aeretion draft tube was not replaced during previous improvements
at the facility and is over 20 years old and is not providing adequate oxygen transfer to the thickened
biosolids; the CITY has also been unable to consistently meet the requirements of 40 CFR Part 503
as it relates to Pathogen Reduction and Vector Reduction (VSS Reduction and Specific Oxygen
Uptake Rate); the CITY desires to evaluate the potential causes of the odors within the unit
operations and processes at the water reclamation facility; identify methods with which to eliminate
and/or control the sources of these odors; to renovate and expand the aeretion system within the
Aerobic Digestion system in order to increase oxygen transfer capabilities to help reduce odors and
to help meet 40 CFR Part 503 (Pathogen and Vector Reduction Criteria), and have the ENGINEER
provide bidding and construction administration services for the improvements to the Aerobic
Digestion System.
NOW THEREFORE, the CITY and the ENGINEER for the considerations named
herein agree as follows:
SECTION I
PURPOSE OF AMENDMENT
1.0 General
A. This Amendment work is to generally provide engineering services for the evaluation
of the potential causes of the odors emanating from the unit operations/processes
at the water reclamation facility; identification of methods with which to eliminate
and/or control the sources of the odors; and design, permitting, bidding services,
construction administration, and operational evaluation of improvements to the
existing Aercbic Digestion System; and other services as herein specified for the
designated project.
B. The ENGINEER shall provide all services required to complete each task in
accordance with regulatory requirements in effect on the date of execution of this
Agreement to the extent of the scope of work as defined and set out in this
Amendment. The ENGINEER shall perform professional services as hereinafter
stated in accordance with good engineering practices.
SECTION 2
GENERAL SERVICES OF THE ENGINEER
A. The ENGINEER will serve as the CITY's professional engineering representative in
those phases of the project to which this Amendment applies and will meet, consult
with, and provide advice to the CITY during the performance of these services. The
ENGINEER will perform the services for the City Commission under the direction of
the City Manager.
B. The ENGINEER will attend and participate in monthly progress meetings and
conferences with the CITY, including Operating and Maintenance personnel, to keep
the CITY advised-of the progress of the work, receive his instructions, preferences
and opinions; and will also coordinate with the pertinent regulatory agencies.
C. The ENGINEER represents that all personnel engaged in the work shall be fully
qualified. Any and all subconsultants will be submitted to the CITY for approval.
D. The ENGINEER shall promptly begin work on the services authorized by this
Amendment upon execution of this Amendment and will complete the specified
services within ninety (90) days.
E. The ENGINEER shall obtain operating data from the water reclamation facility for the
preceding eighteen (18) months and review the operation of the facility as it relates
to: (1) the generation of odors from unit operations and processes; and (2) the
stabilization of the facility's domestic wastewater residuals.
F. The ENGINEER will perform a literature review of Odor Control at wastewater
treatment facilities and provide the CITY with a report which identifies potential
causes of odor in unit operations and processes and provides information on the
control and/or elimination of the sources.
G. The ENGINEER shall prepare plans and specifications for proposed improvements
to the Aembic Digestion System at the water reclamation facility; provide bidding and
permitting services; provide construction administration services; provide start-up
services and operational evaluation of the improvements to the system; and
coordinate with the FDEP as necessary.
H. Other subconsultant services (soils, surveying, environmental scientist services,
quality control testing, water quality testing or other specialist services) are not
included. If these services are subsequently determined advisable during the course
of the work, they may be considered for authorization as an additional service under
this Amendment or separately provided by the CITY.
SECTION 3
SPECIFIC SERVICE OF THE ENGINEER
3.0 General
This Project is a five phased program, which will provide the following services:
· Odor Control Evaluation;
· Aerobic Digestion System Improvements;
· Permitting of the proposed improvements with the Florida Department of
Environmental Protection (FDEP);
· Bidding Services for the proposed improvements; and
· Construction Administration and Start-up Services for the proposed
improvements to the City of Sanford Water Reclamation Facility.
3.1 Specific Design Services
Specific Design Services shall include the following:
A. Odor Control Evaluation
1. Obtain the previous eighteen (18) months of operational and compliance data
from the facility.
2. Review data against operational standards and guidelines and attempt to
determine the potential for odor generation from the given data.
3. Pe~orm a literature review of existing documentation on odor control at
wastewater treatment facilities.
4. Generate a report which: (1) identifies the findings from the operational data
review; and (2) identifies potential causes of odors in unit operations and
processes at the facility and provides information on their control and/or
elimination.
B. Aerobic Diqestion System Improvements
1. Obtain the previous eighteen (18) months of operational and compliance data
from the facility for the sludge handling facilities.
2. Review of sludge handling facility operational and compliance data from the City
of Sanford Water Reclamation Facility and evaluate the current operational
problems with regard to residuals mixing, oxygenation and stabilization.
3. Evaluate potential improvements to the digestion system (aeration systems,
mixers, draft tubes, blowers, pumps, flow meters, etc.) with regard to meeting the
current State and Federal regulations as they relate to domestic wastewater
residuals stabilization.
4. Meet with the City to review the proposed alternatives and select the most
efficient and cost-effective solution.
5. Prapara construction plans, specifications and opinions of probable construction
costs for the required improvements;
6. Provide internal quality control review of the project at vadous stages of design
by a senior engineer not directly involved in the project.
7. Prepare an engineering report detailing the proposed improvements for
incorporation into the construction permit application package. The report will be
prepared in accordance with FDEP guidelines for the design of wastewater
treatment system improvements and permitting requirements.
C. Permittin,q
1. Assist the CITY in the preparation of the necessary permit application for
construction of the proposed improvements. Submit all information and
documentation to the FDEP for review and approval.
2. Assist the CITY in responding to requests from the FDEP for additional
information concerning the modifications to the Aerobic Digestion System.
D. Biddin¢l Services
1. Prepare Advertisements for Bids for placement in appropriate publications by the
CITY. To generate contractor interest in the project work and in an effor~ to
enhance competition, the ENGINEER will send copies of the Advertisement to
potential bidders to notify them of the bid letting.
2. Distribute and keep records of the distribution of Documents to bidders and
suppliers.
3. Issue addenda to the Documents as required.
4. Answer questions of bidders and suppliers. No interpretations of the Documents
shall be made other than through the issuance of addenda to the Documents.
5. Attend the bid opening and CITY's meetings at which bids are opened and
subsequent meetings when the contract is to be awarded, if requested by the
CITY to do so.
6. Evaluate the bids and assist the CITY in their selection of the construction
contractor.
E. Construction Administration and Start-up Services
During the construction pedod for the proposed facilities, the ENGINEER will:
1. Make pedodic visits to the work site to observe the progress and report as to the
amount of work complete, the overall quality of executed work, and observed
impediments to the successful contract completion, ENGINEER will not be
required to make exhaustive or continuous on-site observations as to the quality
or quantity of completed work; his efforts will be directed toward providing
assurance to the CITY that the completed projects will substantially conform to
the contract, plans, and specifications.
2. Check and approve shop drawings, catalog data, diagrams, illustrations,
schedules, samples, test and inspection results and other data the equipment
supplier is required to submit, but only as to conformance with the overall design
concept of the project and compliance with the Plans, Specifications, and other
Contract Documents as well as CITY of Sanford requirements.
3. Furnish the CITY with a set of reproducible record drawings for the construction
contract showing those changes made during the construction process, based
on the marked-up prints, drawings and other data furnished by the contractor to
the ENGINEER and which the ENGINEER considers significant.
4. Prepare and submit two (2) copies of the "Notification to Place a Domestic
Wastewater Facility in Operation" to FDEP upon final completion of construction
of the Aerobic Digestion System improvements.
SECTION 4
SUPPLEMENTARY SERVICES OF THE ENGINEER
A. If authorized by the CITY, the ENGINEER shall furnish or obtain from others,
supplementary services of the following types which will be paid for by the CITY as
an additional cost as outlined in Section 6.
B. Additional services due to significant changes in the scope of the project or its design
including, but not limited to, changes in size, complexity, character of construction,
or due to time delays in initiating or completion of the work as described herein.
C. Provide through subconsultants, surveys, soils, environmental scientist services,
construction quality control testing, or other specialist services. If these services are
subsequently determined advisable during the course of the work, they may be
considered for authorization as an additional service under this Section or separately
provided by the CITY.
D. Except as otherwise provided herein, services or additional costs associated with
revising previously accepted studies, reports, or other documents prepared by the
ENGINEER when such revisions are due to causes beyond the ENGINEER's control.
E. Additional services resulting from public protests. administrative hearings, or similar
matters.
F. Preparing to serve and/or serving as an Expert Witness for the CITY in any litigation,
public hearing, condemnation proceeding, right-of-way or easement acquisition or
negotiation, or other legal / administrative proceeding.
G. Furnishing additional sets of pdnts of drawings and other Documents beyond those
designated in Section 2.
H. Additional engineering services required by revisions to regulations (after the date of
this Amendment) as applicable to the U.S. EPA, Florida Department of
Environmental Protection, or other regulatory agency requirements.
I. Additional services in connection with the project including services normally
furnished by the CITY as described in Section 5 herein and services not otherwise
provided for in this Agreement.
SECTION 5
CITY RESPONSIBILITIES
In addition to the specific responsibilities hereinbefore described, the CITY will:
A. Advise the ENGINEER of his requirements for the project and designate a person to
act as the CITY's representative with respect to the work to be performed under this
Amendment, and such person shall have complete authority to transmit instructions,
receive information, interpret and define the CITY's policies and decisions pertinent
to the work covered by this Amendment.
B. Obtain and provide data requested that is reasonably available on the project along
with operational and maintenance requirements and easement and right-of-way
requirements.
C. Guarantee access to and make all provisions for the ENGINEER to enter upon public
and pdvate lands as required for the ENGINEER to perform his work under this
Amendment.
D. Make facilities accessible for inspection.
E. Examine all studies, reports, sketches, schedules, and other documents presented
by the ENGINEER and render decisions pertaining thereto within a reasonable time
so as not to delay the work of the ENGINEER.
F. Assist in obtaining approval of all governmental authorities having jurisdiction over
the project, and such approvals and consents from such other individuals or bodies
as may be necessary for completion of the Project.
G. Furnish or direct the ENGINEER in writing to provide at the CITY's expense, any
subconsultant services not designated in Section 3, if advised by the ENGINEER and
CITY concurs that they are necessary.
H. Furnish, or direct the ENGINEER in writing to provide at the CITY'S expense,
necessary additional services as stipulated in Section 4 of this Amendment, or other
services as required.
I. Provide such legal, accounting, financial and insurance counseling services as may
be required for the project, and such auditing services as the CITY may require.
J. Give prompt written notice to the ENGINEER whenever the CITY observes or
otherwise becomes aware of any defect in the Project.
SECTION 6
PAYMENT
6.0 Payment
A. Payment for services and expenses of the ENGINEER to be as set forth below.
B. Principals and Employees of the ENGINEER
The ENGINEER agrees to perform this work on the basis of payroll cost times a
factor of 1.98 plus reimbursable expenses such as travel, long distance phone calls,
prints and copies. Reimbursable expenses will be paid for at actual cost thereof
without increase. The ENGINEER agrees to perform the services outlined in
Sections 3 and 4 of this Amendment, and as outlined in the Plan of Study
(Attachment A), for a not-to-exceed fee of $29,949.
C. Reimbursed Expenses
1. Expenses for items not specifically valued herein are to be reimbursed to the
ENGINEER at the actual cost thereof. Said expenses shall include transportation
and subsistence of principals and employees, when traveling in connection with
the project, toll telephone calls, telegrams, prints, photocopies, and similar
project-related items.
2. Services for outside sub-consultant services, as required, will be charged at cost
without mark-up.
D. The CITY will make prompt monthly payments in response to ENGINEER's monthly
statements without retention for all categories of services rendered under this
Agreement and for reimbursable expenses incurred.
E. Direct Personnel Expense used as a basis for payment shall mean the salaries and
wages paid to principals and employees of all classifications engaged directly on the
Project, plus the cost of fringe benefits including but not limited to, social security
contributions, worker's compensation, health and retirement benefits, bonuses, sick
leave, vacation and holiday pay applicable thereto. For purposes of this Amendment,
Direct Personnel Expense shall be considered an amount equal to 1.48 times
applicable salaries and wages.
F. Charges for the services rendered by principals and employees as witnesses in any
litigation, hearing or proceeding will be computed at a rate of $600.00 per day or any
portion thereof (but compensation for time spent in preparing to appear in any such
litigation, hearing or proceeding will be computed in accordance with the payment
method as set forth herein).
G. If this Agreement is terminated during prosecution of the services prior to completion
of the services of Section 3, payments to be made in accordance with Section 6,
Articles 6.0(B) and 6.0(C) on account of that and all pdor work under this Amendment
shall be due and payable, and shall constitute total payment for services rendered.
In addition, upon termination, the ENGINEER shall be paid for any additional services
authorized and rendered under Section 4.
SECTION 7
GENERAL CONDITIONS
A. Since the ENGINEER has no control over the cost of labor, materials, or equipment
or over any construction method of determining prices, any opinion of probable
construction cost which may be provided in the services of this Amendment are
made on the basis of his experience and qualifications and represent his best
judgment as a design professional familiar with the construction industry, but the
ENGINEER cannot and does not guarantee that the construction cost will not vary
from opinions of probable cost prepared by him. Similar limitations apply to
construction schedules reviewed or prepared by the ENGINEER.
B. The CITY and the ENGINEER each binds himself and his partners, successors,
executors, administrators and assigns to the other party of this Agreement and to
partners, successors, executors, administrators, and assigns of such other party in
respect to all covenants of this Amendment. Nothing herein shall be construed as
creating any personal liability on the part of any officer or agency of any public body
which may be a party herato, nor shall it be construed as giving any rights or benefits
hereunder to anyone other than the CITY and the ENGINEER.
ATTACHMENT A
PLAN OF STUDY
CITY OF SANFORD ODOR CONTROL EVALUATION AND
AEROBIC DIGESTION SYSTEM IMPROVEMENTS
TIME IN MANHOURS
DESCRIPTION OF TASK P E T D S EXPENSES
Odor Control Evaluation
1. Obtain and Review existing
Operational/Compliance Data I 4
2. Literature Review of Odor
Control Documentation 2 24
3. Generate Odor Control
Evaluation Report 2 24 4 4 12 $50
Aerobic Di,clestion System
Evaluation and Iml~rovements
1. Obtain and Review existing
Operational/Compliance Data 4
2. Evaluate Potential Improv's
to the existing system 2 12 2 2
3. Meeting with City to review
potential alternatives 2 2
4. Prepare Construction Plans I 28 24 24 2 $100
5. Prepare Contract Documents I 28 4 12 $100
6. Prepare Opinion of Probable
Construction Costs 4 2
7. Internal Quality Review I 2
8. Prepare Engineering Report I 16 4 4 8 $50
Permittin,cl of the Iml0rovements to
the Aerobic Di.clestion System
1, Construction Permit I 8 4 4 4 $50
2. Permit RAI's I 4 2 2 2 $25
3, Construction Certif's I 2 I I 1 $25
Construction Administration
1. Site Visits/Inspection 4 36 12 8
2. Shop Drawings Review 16 8
3. Final InspectionlPunchlists 2 4 2
4. Record Drawings 2 8 8 2
5. Misc. Expenses $500
Biddin.cl Services
1. Advertisement for Bids,
contacting interested parties,
etc. I 2 4
2. Distribute and keep records
of the distrib. of Documents
to Bidders and Suppliers 16
3. Bid Opening, Evaluation,
checking contractore
qualif's, & recommendations
concerning bid award I 4 4 $50
4. Bid Awards, issuance of NTP I 4 4
5. Miscellaneous clarifications
during bidding, addenda, etc. 2 4 8 8 4 $150
Electrical EnQineerinq
Subconsultant $2,850
TOTAL 26 234 81 57 87 $3,950
IN WITNESS WHEREOF, the parties hereto have made and executed this Amendment the
day and year first above written.
CITY:
City of Sanford, Florida
ATTEST & 'SEAL
DATE TITLE
ENGINEER:
Conklin, Porter & Holmes-Engineers, Inc.
David A. Gierach, P.E., Vice-President
DATE
juJq *;~t, pua~ue~Eesodo~ckO9u!t~d~A\:o
(pa~,e~S'~e) saJnsolou=1