Signed Contracts_RJN Contract for Smoke Testing, Sycamore Lift StationMasterpiece on the Mississippi
TO:
FROM: Gus Psihoyos, City Engineer
SUBJECT: Request to approve RJN to conduct smoke testing in near the Bee Branch
and Sycamore Street lift station
Michael C. Van Milligen, City Manager
Dubuque
AH Ameica ctry
1111r
2007
DATE: October 10, 2011
INTRODUCTION
The purpose of this memorandum is to request approval to hire the consulting firm RJN
to conduct smoke testing near the Bee Branch and Sycamore Street lift station. Based
on their proposal dated September 30, 2011, RJN proposes to complete smoke testing
for a cost of $9,361 (approximately $0.75 per linear foot of gravity pipe).
DISCUSSION
Over the last three years, City staff has noticed that water levels in the Bee Branch
retention basin mimic those in the nearby Sycamore Street lift station. Staff believes a
direct connection or significant infiltration may be present near the lift station, within the
former Dubuque Packing Site, or along the former Bee Branch alignment. A direct
connection or significant infiltration of stormwater into the sanitary sewer system could
lead to a sanitary sewer overflow or basement back -up. The Consent Decree with the
US EPA requires the City to eliminate all sanitary sewer overflows (SSO) between July
1, 2016 and June 30, 2017.
The Engineering Department requested quotes from three firms to conduct smoke
testing in the designated area (see attached map). Staff also requested the firms to
describe their smoke testing experience and any additional services that may aid the
City in diagnosing the problem. Table 1 compares the results of each proposal.
Upon review of the three proposals, all firms were qualified to complete the work within
the requested schedule. RJN, however, distinguished themselves from the other two
firms in terms of approach and experience.
Table 1. Comparison of smoke testing quotes.
Consultant
Smoke Testing
Amount
$ / LF
WHKS
$2,870.63
$0.23
RJN
$9,361.00
$0.75
IIW
$6,960.00
$0.56
RJN proposes a "dual blower" approach in which smoke is blown into the sanitary sewer
system from each end of a designated segment. This approach creates greater
pressure in the sanitary sewer system which can be more effective at identifying indirect
connections (infiltration) between storm and sanitary systems.
Table 1 indicates that the dual blower approach is more expensive, but Engineering
Department staff feels the additional cost is warranted because of likely infiltration
across the former Dubuque Packing site. The City has smoke tested approximately 22
miles of sanitary sewer in 2011. The 2 miles of sanitary sewer in the Sycamore area
serves as a "test" area to compare the effectiveness of the dual blower approach.
RECOMMENDATION
I recommend that the City of Dubuque hire RJN to conduct smoke testing within the
area shown on the attached figure for an amount not to exceed $10,300.00. The smoke
testing will be completed by November 11, 2011, and a letter report will be submitted by
November 28, 2011.
BUDGET IMPACT
The expense of smoke testing would be fully funded by 100% recharge to the I &I-
related Capital Improvement Project 710 -1294.
ACTION TO BE TAKEN
I request authorization for the Engineering Department hire RJN to conduct smoke
testing within the area shown on the attached figure.
Cc: Todd Shoemaker, Environmental Engineer
Attachments: Short-form contract
RJN proposal
Map smoke testing area
Prepared by: Todd Shoemaker, Environmental Engineer
2
THE CITY OF
DUB
Masterpiece on the Mississippi
CITY OF DUBUQUE, IOWA
SHORT FORM
VENDOR SERVICE AGREEMENT
City of Dubuque
Engineering Dept.
50. W. 13`" Street
Dubuque, IA 52001
(563) 589 -4270
(563) 589 -4205 FAX
THIS VENDOR SERVICE AGREEMENT (the Contract), made in triplicate, between the City
of Dubuque, Iowa (City), by its City Manager, through authority conferred upon the City Manager
by its City Council and
RJN Group (Vendor) of the City of
(Vendor Name)
2550 Middle Road, Suite 330, Bettendorf, IA 52722
(Vendor Address - City and State)
PROJECT TITLE: Sycamore Street Lift Station Smoke Testing
For and in consideration of the mutual covenants herein contained, the parties hereto agree as
follows:
CONTRACTOR AGREES:
1. To furnish all material and equipment and to perform all labor necessary for (the Project):
smoke testing near the Sycamore Street Lift Station and the Bee Branch. The scope of work, deliverables,
and schedule are described in the RJN letter dated September 30, 2011.
The work described above shall be completed at the following location(s):
the area shown in the attached figure ( "E 16th St Smoke Testing Area ").
The Project shall be completed in strict accordance with the terms as described in this Contract;
in strict accordance with the requirements of the laws of the State of Iowa and ordinances of the
City of Dubuque, and in accordance with the Request For Proposal (RFP) Documents which
provisions and documents are each and all hereby referred to and made a part of this Contract
just as much as if the detailed statements thereof were repeated herein.
Page 1 of 4
2. Contract. Dccurna.nt siail r r. and i ioiude the follo.ving: This Contract ail ord;nan ;&w an
resolutions heretofore adopted by the City Ca ;ncil having to do with the Projeot the Vendor's
Froposa • and any Spacial Conditions. Plans and Specifications and General Re-:iu reinents as
adopted b; the City Council for the Project.
`.. is materials used by the Contractor in the Project shall be of th' quality requi :'ed cy t'i
Contract Docurnerits and shall be put in place in accordance with the Contrast D000 yenta.
4. The Vender shall remc;ie any materials rejected by the City Manager as cefective o,. improper,
or any of said work conderrned as unsuitable or defective, and the same shai hs rep'aced or
done anew to the satisfaction of the City Manager at the cost and expense of the Vendor.
5. Five percent (5i:) of the Contract price shall be retained by the City for a period of thirty (35)
days after final completion and acceptance of the Project by the City Manager to pay any claim
that may be fled within said time for labor and materials done and furnished in connection with
the performance of this Contract and for a longer period if such claims are not adjusted within
that time. as provided in Iowa Code Chapter 573. The City shall also retain additional sums to
protect itself against any claim that has been filed against it for damages to persons or property
arising through the prosecution of the work and such sums shall be held by the City until such
claims have been settled, adjudicated or otherwise disposed of.
6. The Contractor has read and understands the Contract Documents and has examined and
understands the project description described in Section 1 and any attached Special Conditions
herein referred to and agrees not to plead misunderstanding or deception because of estimates
of quantity, character location or other conditions surrounding the same.
7. The Contractor shall fully complete the Project under this Contract on or before
Noi. ar' be' 2E, 9311
8. To the fuHest extent permitted by law, the Contractor shall indemnify and hold harmless the City
its officers and employees, from and against all claims, damages, losses and expenses,
including but not limited to attorneys' fees, arising out of or resulting from performance of the
Contract, provided that such claim, damages, loss or expense is attributable to bodiiv injury,
sickness, disease or death, or injury to or destruction of property (other than tree Project itself)
including Toss of use resulting there from, but only to the extent caused in who or h part by
negligent acts cr orriss ons of the Contractor, the Contractor's subcontractor or anyone direct)"
or indirectly employed by tree Contractor or the Contractor's subcontractor or aryoi:e for whose
acts the Contractor or the Contractor's subcontractor may be liable, regardess of whether or
not such claim damage, loss or expense is caused in part by a party indemnified hereunder.
Unless ctne w'se spec;fied in the Contrast Documents, prior to the commencement of any work
on the Protect a.d at ali times during the performance of this Contract, the Contractor shall
provide evider:,e of ii,au.arce which meets the requirements of the City s insuianoe Schedule
for ,Artisan Cohtractors of General Contractors.
Page 2 of 4
■
10. The Vendor agrees that no work under this Contract shall commence on the Project until the
City has issued a written "Notice to Proceed" to the Vendor. Any work started by the Vendor
prior the issuance of the Notice to Proceed shall be considered unauthorized and done at the
sole risk to the Vendor.
THE CITY AGREES:
Upon the completion of the Contract, and the acceptance of the Project by the City
Manager, the City agrees to pay the Contractor as full compensation for the complete performance
of this Contract, the amount determined for the total work completed at the prices stated in the
Vendor's Proposal and less any liquidated damages provided for in the Contract Documents. The
work as stated in the Contract Documents is approximate only, and the final payment shall be
made for the actual work completed as covered by the Contract.
CONTRACT ESTIMATED AMOUNT $ $9,361.00
THE MAXIMUM CONTRACT AMOUNT SHALL BE LIMITED TO AN INCREASE OF 10
LISTED ESTIMATED AMOUNT.
By:
Michael C. Van Milligen
City Manager
CITY OF DUBUQUE, IOWA
VENDOR:
( RJN Group
clo OF THE ABOVE
Company Name
ignature
Printed Name
/0 //01i)
Date
Title
VENDOR ACKNOWLEDGEMENT OF
ATTACHED SPECIAL CONDITIONS:
By e -ems... / 0/ /Q1 /I
Page 3 of 4
(signature Date
t eiVers
Printed Name
Pr; oL; pc-\
Title
The following special conditions shall apply to this Project:
See attached letter from RJN Group dated September 30, 2011.
REV. 02/08
Page 4 of 4
an 0 n) u p
The Choice for Collection System Solutions
September 30, 2011
Mr. Todd Shoemaker, P.E., CFM
Environmental Engineer
City of Dubuque
Engineering Department
50 West 13th Street
Dubuque, Iowa 52001 -4805
www.rjn.com
SUBJECT: PROPOSAL FOR PROFESSIONAL ENGINEERING SERVICES FOR
SMOKE TESTING THE SYCAMORE STREET LIFT STATION TRIBUTARY
AREA
Dear Mr. Shoemaker:
RJN Group, Inc. (RJN) is pleased to submit this proposal to assist the City of Dubuque (City) in
identifying and reducing inflow and infiltration (UI) in the sanitary sewer system.
PROJECT UNDERSTANDING AND APPROACH
The City has identified the area tributary to the Sycamore Street Lift Station as being a major
source of I/I. The water levels in the nearby Bee Branch retention basin mimic the levels at the
lift station. The City suspects that there is an interconnection between these systems. It is
possible that there is a direct connection, but it is more likely that there are multiple indirect
connections between these systems. Part of the tributary area is the former Dubuque Packing
site, which has been abandoned. Sanitary systems that have not been properly abandoned can
also be major sources of I/I.
The smoke testing will be done using RJN's standard process to smoke test only one segment at
a time with two smoke blowers, one on each manhole at the two ends of the segment. RJN
completes an excess of 1,000,000 feet of smoke testing every year using this method. All smoke
testing methods will find direct connections to the sanitary system. However, our experience has
shown that indirect connections between storm and sanitary systems can be a major source of I/I.
The dual blower method we utilize is significantly more likely to identify these sources.
We will use handheld mobile data collectors to collect smoke testing results with a GPS mapping
grade location found for each defect. The data is then directly integrated into the City GIS, so it
does not need to be incorporated later by City staff.
2550 Middle Road, Suite 300 • Bettendort, IA 52722 • 563 445 2326 • fax 563.445.2308
r� n oroup
The Choice for CoPection System Solutions
www.rjn.com
Mr. Todd Shoemaker, P.E., CFM
September 30, 2011
Page 2
PROPOSED SCOPE OF SERVICES
Our proposed scope of work is as follows:
1. Provide equipment and smoke canisters necessary for smoke testing.
2. During smoke testing, erect smoke testing signs near the testing area.
3. Use handheld electronic data collection equipment for smoke testing.
4. Smoke test up to 12,500 linear feet of sanitary sewer tributary to the Sycamore Street Lift
Station.
5. GPS locate (sub -meter mapping grade) each identified defect and take a minimum of one
digital photograph of each defect.
6. Provide data analysis as follows:
• Compile field data and develop complete list of defects;
• Assign an estimated flow to each defect; and
• Determine an estimated rehabilitation method and estimate an associated cost for
each defect.
7. Provide a letter report addressing the following:
• Summary of work completed;
• GIS map of identified defects;
• List of defects prioritized by cost effectiveness for rehabilitation; and
• Recommendations for further investigation and rehabilitation
8. Provide the following deliverables:
• Up to 3 color copies and PDF of the report;
• Provide a digital copy of final report files, data (in GIS), and photographs.
9. Provide project management services for the duration of the project. Attend one meeting
with the City.
Additional investigations will likely be needed to confirm the sources of excess flow. This
would likely include dye testing in conjunction with sewer televising. The scope will depend of
the results of the smoke testing, so additional details have not been provided with this proposal.
2550 Middle Road, Suite 300 • Bettendorf, IA 52722 • 563 445 2326 • fax 563.445.2308
ti
rJnrol p
The Choice for Collection System Solutions
Mr. Todd Shoemaker, P.E., CFM
September 30, 2011
Page 3
www.rjn.com
ITEMS REQUESTED FROM CITY
This proposal is based on the following items being completed by the City:
1. Prepare and send smoke testing notification letters to impacted property owners.
2. Prepare and distribute door hangers based on a schedule provided by RJN.
3. Coordinate the smoke testing activities with the fire department and other impacted
agencies.
PROPOSED SCHEDULE
Based on a Notice to Proceed by October 14, 2011, the smoke testing will be completed by
November 11, 2011. The letter report will be submitted by November 28, 2011.
PROPOSED FEE
The smoke testing scope of services will invoiced at the unit price of $0.75 per foot with a
minimum quantity of 9,000 feet tested. If the full 12,481 linear feet were smoke testing, this
would be a total cost of $9,361. Additional services can be provided on a time and material basis
using the following hourly rates:
Project Manager - $165
Project Engineer - $90
Field Technician - $65
Clerical - $55
These rates do not include expenses and are applicable through April 30, 3012.
2550 Middle Road, Suite 300 • Bettendorf, IA 52722 • 563 445 2326 • fax 563.445.2308
rjngi'oup
The Choke for Collection System Solutions
Mr. Todd Shoemaker, P.E., CFM
September 30, 2011
Page 4
www.rjn.com
Feel free to contact me at (630) 682 -4700 x314 if you would like to discuss this proposal. We
appreciate the opportunity to submit this proposal to the City on this important project.
Sincerely,
RJN Group, Inc.
Michael N. Young
Branch Manager
Accepted by the City of Dubuque:
By:
Name:
Title:
Date:
Enclosure
2550 Middle Road, Suite 300 • Bettendorf, IA 52722 • 563.445.2326 • fax 563.445.2308
THE CITY OF
DUB
E
Masterpiece on the Mississippi
E 16th St
Smoke Testin_ Area
poodurt of
DUau OUP AREA GEOGRAPHIC I Nf OA n AtION SYSIEH
DISCLAIMER: This information was compiled
sing the Dubuque Area Geographic Information System
DAGIS), which Includes data created by both the City of
Dubuque and Dubuque County. It is understood that, whll4
he City of Dubuque and partldpating agencies utilized the
most current and accurate Information available, DAGIS and
Es suppliers do not warrant the accuracy or currency of th4
nformation or data contained herein. The City and pamcidating
agencies shall not be held liable for any direct, Indirect, incidental,
sequential, punitive, or special damages, whether foresbeable or
unforeseeable, arising out of the authorized or unauthorized use of
his data or the Inability to use this data or out of any breach of
warranty whatsoever.
500
1 inch = 500 feet
250
0
500 Feet
w
Note:
10,058 LF Sanitary Sewer
2,286 LF Sanitary Sewer
May be Abandonded
® Sycamore St Lift Station
Bee Branch Storm Sewer
Abandonded Sanitary Sewer
Gravity Sanitary Sewer
Smoke Testing Area
Map Prepared by: TWK
City of Dubuque
Engineering Division
50 West 13th Street
Dubuque, Iowa 52001
Phone: (563) 589-4270
Fax: (563) 589 -4205
H:1Engineering \I_I \Smoke Testing