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1216* Reiss Eng, WO # 3' 2)14 c �t 18779 PURCHASING DEPARTMENT TRANSMITTAL MEMORANDUM To: RE: RFP 05/06 -15 Reiss Engineering, Inc W.O. No. 3 for $89,500 The item(s) noted below is /are attached and forwarded to your office for the following action(s): ❑ Development Order ❑ ❑ Final Plat (original mylars) ❑ ❑ Letter of Credit ❑ ❑ Maintenance Bond ❑ Ordinance ❑ ❑ Performance Bond ❑ ❑ Resolution ❑ ❑ ❑ Once completed, please: ❑ Return original ❑ Return copy Special Instructions: Mayor's signature Recording Rendering Safe keeping (Vault) Payment Bond City Manager Signature City Clerk Signature Safe Keeping... Potable Water Distribution -Pipe Replacement Support DBP . Please advise if you have any questions regarding the above. Thank you... C Lao- � :3 41t I From I Date T:\Dept_ forms \City Clerk Transmittal Memo - 2009.doc EXHIBIT A WORK ORDER FORM Work Order Number 3 CITY OF SANFORD FLORIDA Master Agreement/Contract Number: 1312 D ated: 413011 Contract/Project Title: Potable Water Distribution - Pipe Relacement Support- DBP Compliance Solicitation No: RPQ 05/06-15 ISanford Project No. jPurchase Order No. Consuftant/Contractor: Reiss Engineering, Inc. Consultant/Contractor's Business Address, Phone Number, Fax Number and E-mail Address 12001 Research Parkway, Suite 228, Orlando, Florida 32826 ATTACHMENTS TO THIS WORK ORDER METHOD OF COMPENSATION DRAWINGS /PLANS /SPECIFICATIONS X FIXED FEE BASIS X SCOPE OF SERVICES TIME BASIS-NOT TO EXCEED AMOUNT SPECIAL CONDITIONS TIME BASIS-LIMITATION OF FUNDS PRICIN IINFORMATION UNIT PRICE BASIS-NOT TO EXCEED AMOUNT WO TERMS AND CONDITIONS TIME FOR COMPLETION: 120 days Days of the effective date of this Work Order Effective date- this Work Order: 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: $ $89,50 . ��Tpd Dollar Amount Written Out: Eighty nine thousand five hundred In Witness Where of, the parties hereto have made and executed this Work Order on the respective dates 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: s ig na tu re Corp —- 6rafe_Ot4ce r Signature, Corporate President �!'�' I 'A a 7&r. A& Corporate Officer Printed Name, Title and Date Coreorate Presidenf, PrintecyName and Date - CITY OF SANFORD Sig ature, Purchasing Manager Purchasing Manager, Prin'tid Naje and Date Signature,&Xty Clerk at ure, or ca- 4�2 City Clerk, Printl6d Name an ate Mayor, Printed Name and Date co V 66 3E a_ Revised 1-6-2011 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 CONSULTANT / CONTRACTORS 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. Scope of Services For City of Sanford Utility Department Pipe Replacement Support — DBP Compliance Quality Modeling January 26, 2011 Background The City of Sanford is required to meet the Stage 2 Disinfectant /Disinfection By- Products Rule (D/DBPR) by October 2013. Stage 2 D/DBPR requires meeting the Disinfection By- Products (DBP) limits (80 part per billion (ppb) for trihalomethane (THM) and 60 ppb for haloacetic acid (HAA)) at each compliance location in the distribution system based on a locational running annual average. Currently, the City would not meet those THM requirements and is therefore planning on implementing water treatment plant improvements to bring the distribution system into compliance. HAA compliance does not appear to be a concern; therefore HAA will not be evaluated in this project. The City is considering the use of granulated activated carbon (GAC) adsorption treatment at one or both of the City's water supply plants to reduce organic compounds, DBP precursors, in the City's groundwater supply in order to meet future DBP limits. The tasks performed in this scope of services will model the THM concentration throughout the distribution system to determine the level and scope of the treatment requirements. This project will support the pipe replacement grant application and GAC treatment pilot testing efforts that are ongoing. This scope includes Disinfection By- Product Compliance Modeling tasks using the hydraulic model and field testing which are described in detail in the following pages: • Task I — Project Administration • Task 2 Rehabilitation Projects Selection • 'Mask 3 - Water Quality Model Verification • "Task 4 — Water Quality Modeling I. SCOPE OF SERVICES TASK 1.0 — PROJECT ADMLNISTRATION RE I w ill perform project administration services for the project as defined in Tasks 1. l and Task 1.2. Erss € 4GINEE ING R \Proposals\CC_Scopes \Sanford DBP Compliance Analysis Pilot\Modeling \Sanford -DBP Complaince Analysis Modeling_01_25_11 docx 1.1 Kick -Off Meeting RE] 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. REI will prepare agendas, attend 3 monthly meetings and develop meeting minutes for each monthly meeting. Prepare and submit to the City progress reports for this assignment. Data Required: City staff availability Deliverables: Kick -off meeting notes ♦ Monthly update meetings' agendas and notes TASK 2.0 —REHABILITATION PRO.IECTS SELECTION The City has distribution system pipe materials that have reached their useful life. Galvanized steel, asbestos cement and cast iron pipes in the City's system are in need of replacement due to excessive maintenance, leaks and water quality issues caused by pipe tuberculation. The City has identified projects that should provide distribution system improvement. The City has allocated $5 million of grant funds and Florida Department of Environmental Protection's (FDEP) State Revolving Fund (SRF) Construction Loan Agreement to implement projects which will improve water quality and enhance water conservation. The City is also listed under FDEP's drinking water SRF priority list for future $13 million construction funds for water quality improvement projects identified by the City's hydraulic model, as addressed under the City's Water Facilities Plan Addendum I completed in April 2009. REI will assist the City in selecting the most feasible projects for pipe bursting while improving the distribution system water quality. 2.1 Pipe Replacement Projects Selection REI will: - Evaluate the list of the top priority pipe replacement projects and determine the effect of replacing each project on localized water age and the maximum detention time within the distribution system. - Use the City's hydraulic model to simulate water age and THM formation for the list of top priority pipe replacement projects and looping projects. The projects providing the most water quality improvement and replacement benefit to the City will be selected. - Meet with the City's engineer to review looping projects throughout the City and develop a list of looping projects to be evaluated using the City`s hydraulic model. - Develop hydraulic documentation for the water quality pipe abandonment projects as needed. - Meet with the City to review selected project and address any comments. - Prepare hydraulic rehabilitation package for bidding purposes. TASK 3.0 — WATER QUALITY MODEL VERIFICATION The City's hydraulic model (Model) was calibrated in 2006 to represent the hydraulic and water quality field data within 90% accuracy. Since that calibration effort. water age modeling capabilities were added and additional pipes updated. This task is provided to field verify the Model's water age and source trace capabilities with respect to estimating distribution THM levels. The goal is for the Model to reasonably predict THM levels at the IDSE compliance locations under current operating conditions. 3.1 Water Quality Field Verification REI will: - Verify the distribution water quality model using hydraulic SCADA data and water quality data collected in the field. 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. - Collect and process point of entry SCADA chlorine residual data and field collected THM distribution data will then be used to validate water quality results. Field collected THM data will be limited to 40 THM samples at various distribution locations and times of day, collected over a one -week period- - Compare field data to Model output and adjust the Model to best fit field data. Pipe wall THM formation coefficients will be adjusted to obtain the best fit results and recommendations for fttrther field checking will be provided. Verification of the models is subject to unforeseen field conditions. REI will identify IDSE sampling locations where acceptable agreement between the model and observed data was not achieved and make recommendations for future resolution of the agreement issues. Field sampling is limited to a one -week event. Results of the water quality model verification will be summarized with a brief conclusions, recommendations and graphical results in a technical memorandum. Data Required: - 1 week of SCADA flows, tank levels, pressures. chlorine residuals, fill valve and pump status - Assistance collecting distribution system samples Deliverables • Bulk T1 IM Formation Testing Results and Coefficients Appendix ♦ Water Quality Model Verification Appendix ,► Verified Water Quality Model ♦ Verification Technical Memorandum go REM ENGINEERING TASK 4.0 — bVATER QUALITY MODELING The City intends to use the updated hydraulic model to conduct existing and future scenarios of water quality modeling at the selected pipe bursting projects locations and Stage 2 D /DBPR compliance locations submitted in the Initial Distribution System Evaluation (IDSE) report. The model will be used to simulate water quality before and after pipe bursting is completed. This task involves using the verified water quality model to estimate THM compliance for various levels of source water treatment regarding THM reduction. Model analysis will simulate the system before and after the pipe bursting projects are complete and a comparison with possible GAC treatment will be incorporated. 4.1 Future Bulk THM Formation Coefficient Determination RE] will: - Estimate revised THM formation coefficients for 50% and 100% treatment levels at both water treatment plants. - Incorporate the revised THM formation coefficients into up to eight model scenarios which shall include the City's Mellonville Elevated Tank. - Utilize THM formation coefficients in the future model scenarios based on results from GAC treatment pilot testing and existing bulk THM formation values provided by the City. 4.2 Water Quality Modeling RE1 will: - Perform water quality modeling to estimate "THM at the selected pipe bursting projects locations and the Stage 2 D /DBPR compliance locations under the following scenarios: • Existing 0% Treatment • Existing 0% Treatment at Main, 50% Treatment at Auxiliary • Existing 0% Treatment at Main, 100% Treatment at Auxiliary • Existing 50% Treatment at Main. 50% "Treatment at Auxiliary • Existing 50% Treatment at Main, 100% Treatment at Auxiliary • Existing 100% Treatment at Main 100% Treatment at Auxiliary • Future Scenario # I for DBP compliance at the Stage 2 D /DBPR compliance locations reported in the IDSE report. • Future Scenario # 2 for DBP compliance at the Stage 2 D /DBPR compliance locations reported in the IDSE report. Results will be summarized in conclusions and recommendations and organized in a Technical Memorandum. Data Required: Existing bulk THM formation results, City staff availability Deliverables: 4 Water quality compliance modeling technical memorandum TEMP, ENGIWERNG II. 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, including all THM tests. III. COMPENSATION For the professional services set forth in this Scope of Service, the City shall compensate REI a ILIMP sum fee for Task 1.0 through Task 4.0 and expenses on a percent completed basis as follows: 111. SCHEDULE The following schedule is estimated for the tasks set forth in this scope of services. Task Task Total Cost TASK 1.0 -PROJECT ADMINISTRATION _PROJECTS $3.000 TASK 2.0 - REHABILITATION SELECTION $32,500 TASK 3.0 - WATER QUALITY MODEL VERIFICATION $28,000 120 days WATER QUALITY MODELING $26,000 TOTAL 120 dad's — - - - - -------- _$89,500 111. SCHEDULE The following schedule is estimated for the tasks set forth in this scope of services. Task .................. Completion Date from Notice to Proceed TASK l.0 - - - - PROD) ... ' _ " " C ** T' 'A" D M * I _N'_ - 1 , S _TR A TI 6 N ------ . ..... .. .... Ongoing TASK 2.0 - REHABILITATION PROJECTS SELECTION 45 days TASK 3.0 - WATER QUALITY MODEL VERIFICATION 90 days TASK 4.0 - WATER QUALITY MODELING 120 days TOTAL 120 dad's — - - - - -------- /Amok q4W REISS ENGINEERIW-4