HomeMy WebLinkAboutContract 37806AMENDMENT'TO ENGINEERING CONTRACT
STATE OF TEXAS § CITY SECRETARY
COUNTY OF TARRANT § Contract No. 3J1D.G
WHEREAS, the City of Fort Worth (City) and Halff Associates, Inc. (Engineer)
made and entered into City Secretary Contract No. 28418 (the "Contract") on the 17th day
of December, 2002; and
WHEREAS, the Contract involves engineering services for the following project:
Village Creek Wastewater Treatment Plant Biosolids Processing and Disposal
Projects
WHEREAS, it has become necessary to amend said Contract to extend engineering
services for the long-term solids dewatering, processing and disposal contract
administration through March 31, 2010, extend engineering services for Environmental
Management System (EMS) maintenance and support through July 31, 2010, add a
biosolids management practices survey to the scope, and adjust the maximum fee
accordingly;
NOW THEREFORE, City and Engineer, acting herein by and through their duly
authorized representatives, enter into the following agreement which amends the Contract:
1.
Article I, Attachment A, Exhibit A-1 Scope of Work Engineering Support and
Contract Administration Services, Section I. Current Long -Term Solids Dewatering,
Processing, and Disposal Contract, A. General Description, first sentence shall be amended
as follows: "Halff Associates, Inc. will provide contract administration services for Long -
Term Solids Dewatering, Processing and Disposal for the period from October 1, 2002 to
the end of the current five-year contract, or March 31, 2010."
Article I, Attachment A, Exhibit A-1 Scope of Work Engineering Support and
Contract Administration Services, Section I. Current Long -Term Solids Dewatering,
Processing, and Disposal Contract, B. Contract Administration Services, 2. Day-to-day
Activities, a. delete final two sentences, which read "The Engineer will monitor land
application activities and visit new sites on a monthly basis and upon the request of the
City's Project Manager. Said inspections shall be documented on forms approved by the
ity.
3.
Article I, Attachment A, Exhibit A-1 Scope of Work Engineering Support and
Contract Administration Services, Section I. Current Long -Term Solids Dewatering,
Wo
� ORIGINAL
Processing, and Disposal Contract, B. Contract Administration Services, 6. Contract Close-
out shall be deleted. If the City does not exercise its option to renew the contract for
biosolids disposal for an additional five years on April 1, 2010, Halff Associates and the
City can negotiate an additional contract amendment for this scope at that time.
4.
Article I, Attachment A, Exhibit A-1 Scope of Work Engineering Support and
Contract Administration Services, Section IV. EMS (Environmental Management System)
Maintenance and Support shall be added to the contract as described in the attached
document with the same title.
5.
Article I, Attachment A. Exhibit AA Scope of Work Engineering Support and
Contract Administration Services, Section V. Biosolids Management Practices Survey
shall be added to the contract as described in the attached document with the same title.
Article II, Attachment B, Basis of Compensation and Schedule, I Compensation, A.
increase the guaranteed maximum fee for services listed in Exhibit "A-1" by $127,900 to
$3491210,
7.
Article II, Attachment 13-3, Summary of Total Project Fees, of the Contract is
replaced with the attached document with the same title. The total project cost increases to
$349,210.
8.
Attachment D, Engineering Support and Contract Administration Services
Schedule shall be modified as indicated in the attached document with the same title.
9.
All other provisions of the Contract, which are not expressly amended herein or in
previous amendments, shall remain in full force and effect.
2
EXECUTED on this the Q,
Worth, Tarrant County, Texas.
APPROVAL RECOMMENDED:
Ivy t&'O'
S. Frank Crumb, P.E.
Water Director,
APPR
LEGA
CAI
ATTEST:
c,Ofttract Authorization
CT 3d
at(e
day of 2008, in Fort
3
CITY OF FORT WORTH
By:
Fernando Costa
Assistant City Manager
ATTEST:
City Secretary
ENGINEER
By:
;ny r. Koberts, Y.E.
ice President
IV. EMS (ENVIRONMENTAL MANAGEMENTS YSTELII) MAINTENANCE AND SUPPORT
A. General Description.
The City of Fort Worth Biosolids Environmental Management System (EMS) received
National Biosolids Partnership (NBP) certification July 2005. In order to maintain
certification, the EMS must be maintained and audited annually.
B. EMS Services:
1. Provide support for internal audits. hlterial audits are conducted amlually. During EMS
years 1 through 4 (2006-2009), these audits are conducted only on specified parts of the
program. During EMS year 5 (2010), the audit covers the entire program.
a. Provide input for audit schedule and scope.
b. Attend audits and participate.
c. Provide support to address any nonconformances, minor nonconformances, and
opportunities for improvements identified during the audit. This includes aiding in
development, implementation, and completion of associated Corrective Action
Notices (CAN).
2. Provide technical support for the third party certification audits conducted during EMS
years 3, and 5 (2008 and 2010). The year 3 audit will be a partial audit of the EMS, while
the audit in year 5 will be a complete recertification audit.
a. Provide technical support to complete EMS application form for third party audits.
b. Attend audits and participate.
c. Provide support to address any nonconfonnances, minor nonconformances, and
opportunities for improvements identified during the audit. This includes aiding in
development, implementation, and completion of associated Corrective Action
Notices (CAN).
3. Provide support for the annual Biosolids Public Forum, the "Annual Biosolids EMS
Performance Report", and the arnzual EMS Management Review for the period between
April 1, 2008 and July 31, 2010.
- a. Provide technical support to establish Public Forum agenda.
b. Attend the Public Forum.
c. Provide technical support to establish EMS Management Review meeting agenda
and EMS Annual Report.
A-1
d. Attend EMS Management Review meeting and provide meeting minutes.
e. Update Goals and Objectives Table.
4. This task does not include revisions to the EMS manual associated with a change in the
biosolids disposal process if the City chooses to change the process at the end of the
current disposal contract, April 1, 2010.
V. BIOSOLIDS MANAGEMENT PRACTICES SURVEY
A. General Description:
The purpose of the survey is to determine i£
1. Any regulatory actions are proposed that will affect the City's biosolids land application
program.
2. The City's biosolids land application program is the most economical. sludge treahnent
option.
3. The City can perform the biosolids dewatering and/or land application more
economically with their own forces than with their current contractor.
4. Land application is a viable long term biosolids disposal method or if other technologies
should be pursued.
5. The City should renew the biosolids dewatering and disposal contract in 2010.
B. Regulatory Requirements
The objective of this task will be to 1) identify applicable regulatory requirements pertaining
to the treatment and disposal of municipal biosolids through land application procedures; 2)
Evaluate current treatment and disposal practices implemented at the Village Creek facility
as they pertain to regulatory requirements and; 3) Assess the impact of proposed regulations
on the current disposal practices adopted at the Village Creek facility. Halff will evaluate
the current treatment and disposal practices of the biosolids generated at the VCWWTP
facility as they pertain to the regulatory requirements, as set forth by the United States
Environmental Protection Agency (EPA) and the Texas Commission on Environmental
Quality (TCEQ). Halff shall also assess the impact of proposed regulations to the land
application of municipal biosolids.
l . Overview of the general provisions of the regulations
A-2
a. Identify applicable Federal requirements impacting land application of Municipal
biosolids, focusing on current treatment and disposal practices adopted at
VCWWTP.
b. Identify applicable TCEQ Requirements impacting all application of Municipal
biosolids, focusing on current treatment and disposal practices adopted by
VCWWTP.
c. Identify future Federal and State requirements that are under consideratiarl
impacting land application of Municipal biosolids, focusing on current treatment
and disposal practices adopted by VCWWTP.
2. Current Treatment and Disposal Practices
a. Review current procedures and applicable documentation on the treatment and
disposal practices conducted at the VCWWTP.
b. Coordinate with key plant personnel in the evaluation in regulatory compliance of
current treatment and disposal practices.
3. Prepare a technical memorandum on the evaluation of the regulatory impacts on the
current biosolids disposal practices.
C. Analysis of Biosolids Disposal Procedures
Halff will conduct an analysis on the current treahnent and disposal practices of the
biosolids generated at the VCWWTP. Halff will then conduct a survey of biosolids
treatment and disposal practices on similar sized municipalities, (facilities handling 50 dry
tons or greater), throughout the United States. A comparative analysis will be performed to
compare the current biosolids treatment and disposal practices conducted at the VCWWTP
facility with other similar sized operations. Halff will also evaluate alternative biosolids
treatment methods applicable to VCWWTP.
1. Analysis of Existing Operations
a. Review applicable documentation on the financial aspects of the biosolids
operations conducted at the VCWWTP facility.
b. Evaluate and summarize data with respect to applicable cost requirements for
handling, treating and disposing of municipal biosolids.
c. Evaluate the methods used at VCWWTP to verify Class A biosolids.
2. Evaluation of Comparable Operations
A-3
a. Prepare and coordinate hnfornational Survey documentation for the site
investigations conducted at other Municipalities. Identify and schedule targeted
municipalities, modify Informational Survey as required.
b. Review survey documentation with VCWWTP staff.
c. Conduct surveys and tabulate results.
telephone and/or mail.
Surveys for faces will be handled by
d. Analyze surveys, identify data gaps, seek additional information if necessary, and
compare with results from analysis of existing operations.
3. Identify Alternatives
a. Conduct a literature review to determine applicable biosolids treatment alternatives
and the historical performance of these alternatives.
b. Identify facilities that have implemented the identified methods and include them in
the above survey of biosolids treatment and disposal practices.
c. The alternatives identified will bemethods to obtain Class A biosolids using the
operation alternatives rather than the testing alternatives outlined in the VCWWTP
Pell -nit (i.e. treatment methods to meet pathogen reduction alternatives other than
Alternative 4).
d. Cost, diversification of options, and possible risk exposure shall be key elements in
the evaluation of alternatives.
e. Alternative treatment procedures identified to be investigated at the time of this
proposal include biosolids heat drying, pasteurization, chemical biosolids, rail
transit, and land fill capping.
4. Prepare a technical memorandum on the evaluation of the current biosolids handling
operations and on the biosolids operations conducted by similar sized municipalities
throughout the United States,
D. Final Report
Halff will prepare the final Report on the evaluation of the current biosolids treatment and
disposal practices for the VCWWTP. The report will include the economic analyses on
alternative biosolid treatment and disposal practices conducted at a variety of similar sized
municipalities throughout the United States. The report will discuss applicable alternative
biosolids treatment and disposal options and provide recommendations for future pilot
programs. The report will provide specific recommendations regarding the next contract, or
contract extension for biosolids handling activities at the VCWWTP.
A-4
1. Prepare the Final Report
a. Summarize the field survey information, analyses, evaluation of the existing
Biosolids handling operations conducted at the VCWWTP. Provide detailed
elements of the procedures required in the alternatives developed for options in
Biosolids handling procedures. Coordinate elements of the final report with
appropriate personnel within the City.
b. Meet with City staff during the development of the Final Report, to review the
findings and recommendations, and identify outstanding issues or concerns.
2. Final Report Review
a. Review the "Draft" report with City staff. The report will be revised based on
City's comments. The Final Report will be prepared and fifteen (15) copies
delivered to the City. Halff will brief City staff on the contents of the report.
A-5
I.
ATTACHMENT "B-Y'
(Supplement to Attachment "B")
SUMMARY OF TOTAL PROJECT FEES
for
1) Long -Term Solids Dewatering, Processing and Disposal Contract
2) EMS (Environmental Management System) Development and Implementation
3) Long-term Master Plan for the Drying Bed Area
4) EMS (Environmental Management System) Maintenance and Support
5) Biosolids Management Survey
The Guaranteed Maximum Fees for services listed in Exhibit "A-1" without
modification of the contract are as follows:
1. Long -Term Solids Dewatering, Processing and Disposal Contract
Long -Term Solids Contract Year 8 (Oct. 1, 2002 to Sept. 30, 2003) $13,860
Long -Term Solids Contract Year 9 (Oct. 1, 2003 to Sept. 30, 2004) $145550
Long -Term Solids Contract Year 10 (Oct. 1, 2004 to Sept. 30, 2005) $245860
Long -Term Solids Contract Year 11 (Oct. 1, 2005 to Sept. 30, 2006) $16,040
Long -Term Solids Contract Year 12 (Oct. 1, 2006 to Sept. 30, 2007) $16,850
Contract Amendment Jan. 2, 2008 (Oct. 1, 2007 to Mar. 31, 2008) $9,870.13
Long -Term Solids Contract Year 13 (April 1, 2008 to Mar. 31, 2009) $19,800
Long -Term Solids Contract Year 14 (April 1, 2009 to Mar. 31, 2010) $20,800
Subtotal $136,630.13
2. EMS (Environmental Management System) Development and Implementation
Halff Contract Year 1 (Oct. 1, 2002 to Sept. 30, 2003) $32,620
Halff Contract Year 2 (Oct. 1, 2003 to Sept. 30, 2004) $ 9,140
Halff Contract Year 3 (Oct. 1, 2004 to Sept. 30, 2005) $ 8,430
Halff Contract Year 4 (Oct. 1, 2005 to Sept. 30, 2006) $ 7,500
Halff Contract Year 5 (Oct. 1, 2006 to Sept. 30, 2007) $ 9,280
Contract Amendment Jan, 2, 2008 (Oct. 1, 2007 to Mar. 31, 2008) $34,609.87
Subtotal $101,579.87
3. Lonb Term Master Plan for the Drying Bed Area
Halff Contract Year 1 (Oct. 1, 2002 to Sept. 30, 2003)
Halff Contract Year 2 (Oct. 1, 2003 to Sept. 30, 2004) $ 2,010
Halff Contract Year 3 (Oct. 1, 2004 to Sept. 30, 2005) $ 2,110
Halff Contract Year 4 (Oct. 1, 2005 to Sept. 30, 2006) $ 2,220
HalffContract Year 5 (Oct. 1, 2006 to Sept. 30, 2007) $ 2,330
Contract Amendment Jan. 2, 2008 (Oct. 1, 2007 to Mar. 31, 2008) $13,110
Subtotal $23,700
B-1
II.
4. EMS (Environmental Management System) Maintenance and Support
EMS Year 3 (April 1, 2008 to Mar. 31, 2009)
EMS Year 4 (April 1, 2009 to Mar. 31, 2010)
EMS Year 5 (April 1, 2010 to July 31, 2010)
Subtotal
5. Biosolids Management Practices Survey
Halff Contract Year 6 (April 1 2008 to Mar. 31, 2009)
Subtotal
$18,000
$ 8,900
$14,600
$45,800
$45,800
$349,2I0
The above fees include computer charges, printing, faxes, auto mileage to and from the land
application sites and telephone toll charges, but excluding other reimbursable expenses.
Estimates of reimbursable expenses are subject to change based on actual expenditures on
the project.
The M/WBE participation is listed below:
M/WBE Firm
Sunbelt Industrial
Services
Hugo C. Trevino &
L.A. Blueline, Inc.
Mehta West
Brashear Group LLC
Service
Installation of Monitor Wells
Printing of EMS Manual
Assistance with Practices Survey
Total M/WBE Participation
$2,700
$2,383
$23,010
of Total
0.77%
0.68%
6.59%
8.04%
B-2
O
,;; HALFF
October 5, 2008
AVO 20903
Mr. Gary Rockers
Contract Services Administrator
City of Fort Worth Water Department
P.O. Box 870
Fort Worth, TX 76102
RE: Long Term Solids Dewatering, Processing, and Disposal
Sewer Project No. PS46-070460300020
Contract Extension
Dear Mr. Rockers:
Please find attached five signed copies of the Engineering Contract Amendment for execution.
If you have any questions or comments, please call.
Sincerely,
HALFF ASSOCIATES, INC.
Dennis W. Haar, P.E.
Enclosures
HALFF ASSOCIATES, INC.
4000
FOSSIL CREEK BLV D.
TEL
(817)
847-1422 WWW.HALFF.COM
FORT
WORTH, TX 76137-2720
FAX
(817)
232-9784
Page 1 of '?
• • •
• a • • • , •
DATE: Tuesday, September 30, 2008
LOG NAME: 60VCWWTP AMEND2
REFERENCE NO.: C-23110
SUBJECT:
Authorize Execution of Engineering Amendment No. 2 in the Amount of $127,900.00 to City
Secretary Contact No. 28418 with Halff Associates, Inc., for the General Support and Contract
Administration Services for the Village Creek Wastewater Treatment Plant Bio-Solids Processing
and Disposal Projects
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute Amendment No. 2 to the
engineering agreement with Halff Associates, Inc., City Secretary Contact No. 28418, for the general
support and contract administration services for the Village Creek Wastewater Treatment Plant bio-solids
processing and disposal projects increasing the total contract amount by $127,900.00 to $349,210.00.
DISCUSSION:
On December 17, 2002, (M&C C-19396) the City Council authorized execution of an Engineering
Agreement with Halff Associates, Inc., in the amount of $221,310.00, to provide specialized (bio-solids)
.engineering expertise in contract administration and inspection, bio-solids Environmental Management
System (EMS) maintenance and support, contract management and support services for long-term solids
:dewatering and disposal project and other bio-solids removal contracts for a period of approximately five
years.
Amendment No. 1 was administratively approved by the City Manager on January 2, 2008, (no cost) to
change some of the scope of work items.
`P:s part of the Amendment No. 2, the Engineer will continue to perform contract administration and
-irspection services, bio-solids EMS maintenance and support, and continued bio-solids management
support services for the next two years matching the term of the current long-term solids dewatering and
disposal project. In addition, the Engineer will conduct aBio-solids Best Management Practices Survey to
assist the Water Department in determining the best method of structuring the next long-term solids
dewatering and disposal project when the current contract expires in 2010.
Halff Associates, Inc., is in compliance with the City's M/WBE Ordinance by committing to an additional 18
percent M/V1/BE participation on this Amendment No. 2. The City's goal on this project amendment is 18
percent.
FISCAL INFORMATION/CERTIFICATION:
The Financial. Management Services Director
budget, as appropriated, Sewer Operating Fund.
certifies that funds are available in the current operating
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Page 2 of 2
PE45 539120 0705008
$127, 900.00
Submitted for City Manager's Office b�
Originating Department Head:
Additional Information Contact:
Fernando Costa (8476)
S. Frank Crumb (8207)
Gary Rockers (4965)
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